An interim appointment to a position is a temporary assignment that is used as a solution to continue the activities of a unit. When an interim appointment occurs, the employee normally assumes the full responsibilities of the vacant assignment. Interim assignments normally should not exceed a year in duration. It is the practice of West Virginia University, including all of its campuses, that an individual who assumes an interim appointment may apply for the regular position, unless a prior agreement exists.
Appointment to an interim position requires the following:
1. The appointing official must be authorized to fill the position on an interim basis;
2. The appointing official must notify the Social Justice Office in writing, setting out the procedure used to identify and appoint the individual. An appropriate position description is developed. The appointing official should ensure that consideration is given to all individuals who would qualify for the position, with sensitivity to minority and women employees in the unit;
3. The appointing official submits a completed Search and Selection Activity Report, accompanied by a resume and a position description to the Social Justice office. After the appropriate approval signatures (the Hiring Official and the AA/EO Officer) are obtained the process may continue;
4. The standard appointment letter should be provided to the individual. The letter will include a statement indicating whether the interim employee may apply for the regular position. The letter should also make clear that the individual’s original position would be available to the individual upon completion of the interim appointment. The employee should also be made aware that the appointment to an interim position does not guarantee an eventual appointment to the regular position;
5. An individual who is appointed to an interim position must be qualified to fulfill the responsibilities of that position. Otherwise the appointment should be to an “Acting” assignment, not an interim.
Interim assignments are not intended to prepare or train an interim employee for a regular assignment. Time spent by an individual in most interim positions cannot be used in determining qualifications for the regular position. Experience gained by an individual in an interim dean’s or chair’s position should not represent the primary basis to be used in determining qualifications for the regular position.
As soon as practicable after a position becomes vacant, a search should be initiated. This should shorten the period of time an individual serves in an interim position.