Applicability

Regular Merit and P&S staff

Policy purpose and description

The purpose of this policy is to establish guidelines for temporary coverage of vacant positions and to outline the circumstances under which additional compensation may be provided to employees who assume substantial responsibilities during a vacancy.

This policy applies to temporary coverage of vacant staff positions while the department is actively recruiting or otherwise seeking a permanent staffing solution.
 

CLAS Policies UI Policy Manual

Definitions

Vacancy coverage

Temporary assumption of duties and responsibilities associated with an unfilled position while a department is actively recruiting or otherwise working to fill the position.

Special compensation

Additional compensation provided to an employee for temporarily performing significant duties beyond the normal scope of their position.

Policy for compensation for vacancy coverage

Professional and Scientific and Merit staff are expected to support the operational needs of their department, unit, and the college during periods of increased workload, staff absences, and vacancies. This may include temporarily assuming additional duties to help ensure continuity of operations while recruitment or other staffing solutions are underway.

In most circumstances, temporary coverage of duties associated with a vacant position is considered part of an employee's professional responsibilities and will not result in additional compensation.

In rare and exceptional circumstances, a staff member may be eligible for Special Compensation when they assume substantial responsibilities associated with a vacant position that significantly exceed the normal scope of their position and result in a significant increase in workload.

Requests for Special Compensation will be reviewed on a case-by-case basis by the Senior Director of Human Resources and the Senior Director of Finance. Factors that may be considered include:

  • The scope, complexity, and level of responsibility of the vacant position.
  • The extent to which the employee is performing duties outside of their regular job responsibilities while working additional hours.
  • The anticipated duration of the coverage assignment.
  • The impact on the employee's existing workload and departmental operations.
  • Availability of funding.

Funding

Any approved Special Compensation will be charged to the same funding source used for the appointment of the staff member who has vacated.

Key contact

If you have any questions, please contact the senior director of human resources or senior director of business and financial administration.

Last date reviewed or updated

Aug. 3, 2026