The UNC
Policy Manual
300.7.2.1[G]
Adopted
5/16/97
Amended
09/10/04
Amended
09/25/07
Amended
01/20/15
Amended 11/14/17
I. Purpose.
The University of North Carolina Phased Retirement Program (the “Program”)
provides an opportunity for eligible full-time tenured faculty members to make
an orderly transition to retirement through half-time (or equivalent) service
for a predetermined period in return for half-time compensation. The Program is completely voluntary and is
available when agreed to and entered into by a mutual written agreement between
an Eligible Faculty Member and his or her employing institution.
Eligible Faculty members or faculty members who later become
eligible may elect annually to seek to participate in the Program during the
enrollment life of the Program, with active participation to commence with the
start of the next academic year following acceptance by the Eligible Faculty Member’s
employing institution. Enrolling
Eligible Faculty Members may elect to begin receiving the benefits they have
accrued under either the N.C. Teachers’ and State Employees’ Retirement System
(“TSERS”) or the UNC Optional Retirement Program (the “OPR”), but they are not
required to do so. However, so long as
an Eligible Faculty Member does not receive a monthly retirement benefit, he or
she will not receive university paid State Health Plan benefits.[1]
II. Eligibility
A. The Program is
available only to full-time tenured faculty members. Non-tenured and
tenure-track faculty are not eligible for the Program.
B. Except as set forth in Section III,
below, the Program is available to all full-time tenured faculty members who:
1. Have at least five years of
full-time service at the constituent institution of the University of North
Carolina (“the University”) at which he or she is currently employed (“the
Institution”);
2. Are
age 62 or older for members of TSERS or 59½ or older for participants in the
ORP; and
3. Are eligible to receive retirement
benefits through either TSERS or the ORP, as applicable.
C. The
Program contemplates actual retirement and reemployment of participating
faculty on a part-time basis for a limited period. For purposes of the Program, “normal
retirement age” is 62 years of age for TSERS members and 59½ for participants
in the ORP. When a faculty member has
achieved the above-listed age for his or her applicable participating retirement
program, he or she will have reached “normal retirement age” and, therefore,
need not undertake a break in service prior to entering the Program.
D. Tenured faculty occupying full-time
administrative positions are not eligible to participate in the Program until
they vacate such positions. Thus, only
individuals under faculty appointment involving teaching, research and service
are eligible to participate in the Program.
E. Individual faculty members are
responsible for providing to their Institution all information necessary for it
to determine their eligibility as to age, service at the Institution, and
retirement benefit eligibility within either TSERS or the ORP. For these purposes, the Institution shall
determine an applicant’s age and service longevity with reference to the August
1 that follows submission of an application for participation.
F. As
set forth in Section III, Eligible Faculty Members do not have an absolute
right to participate in the Program.
Rather, departments, schools or Institutions may limit participation in
the Program based on various conditions.
However, if an Eligible Faculty Member and the Institution tentatively
agree to an Eligible Faculty Member’s participation and “work plan” as
described below, the final decision to enter or not enter the Program rests
with the Eligible Faculty Member.
G. Once
made, a decision to enter the Program (signified by the Eligible Faculty
Member’s signing and non-revocation of the Phased Retirement Application and
Reemployment Agreement and Release described in Section VI.E.) is binding.
III. Limitations and Eligibility
A. Institutions may
limit participation in the Program as follows:
1. An
Institution may establish departmental, school and/or institutional caps or
limits on the number of Eligible Faculty Members who may participate in the
Program.
2. A
department, school, or Institution may deny an application to participate in
the Program in response to a bona fide finding that financial exigencies of the
Institution prohibit further enrollment in the Program. This finding must be based on quantifiable
budget constraints of the affected Institution, consistent with Section 605 A.
of The Code.
3. A
department, school, or Institution may also deny an application to participate
in the Program upon a finding that granting the application would substantially
weaken academic quality or disrupt program sequence in the department, school
or Institution. This finding must be
supported by external measures of academic quality, such as accreditation
standards. (See Section IV.B.3., below.)
B. Phased
retirement under the Program may be for a period of at least one but not
greater than five years. Each
Institution will set the length of phased retirement for its faculty. However, all Eligible Faculty Members at each
Institution must have the same participation period of phased retirement.
C. Upon
entering the Program, Eligible Faculty Members give up tenure. They terminate full-time employment and
contract for a period of half-time (or equivalent) service to their
Institution. Half-time responsibilities
may vary by Institution and among departments in the same Institution. In addition, half-time service may consist of
full-time work for one-half of a year (e.g., full-time work for one semester of
an academic year) or half-time work for a year (e.g., half-time work in each of
the two semesters of an academic year).
D. Under either pattern, the enrollment
period for the Program begins with the fall semester, with actual participation
to commence at the start of the next academic year (provided an Eligible
Faculty Member’s application is approved).
(See Section VI.A., below.)
Teaching, research and service assignments during the period of phased
retirement are individually negotiated by the Eligible Faculty Member and the
appropriate supervisors and/or personnel committee(s). The details of such half-time service (a
“work plan”) must then be set forth in a University of North Carolina Phased
Retirement Program Application and Reemployment Agreement, as described in
Sections VI.D., and E., below.
E. Participating
Faculty Members will remain subject to The
Code and Policies of the University and their respective campus. In addition, without expressly or
constructively terminating any Agreement, an Institution may place a
Participating Faculty Member on temporary leave with pay and/or reassign a
Participating Faculty Member’s duties during or as a result of any
investigation or disciplinary action involving the Participating Faculty
Member. Such authority shall be invoked
only in exceptional circumstances when the Participating Faculty Member’s
department or division head determines that such action is in the best interests
of the Institution. Further, nothing in
the Program or these guidelines shall in any way be interpreted to provide a
Participating Faculty Member with greater rights, claims or privileges against
his or her Institution and/or the University regarding continued employment
than otherwise provided in The Code
and Policies of the University and their respective campus.
IV. Institutional Program Guidelines
A. Each Institution must develop
Institutional Guidelines for its implementation of the Program (“Institutional
Guidelines”).
B. Each set of Institutional Guidelines
shall include, or be accompanied by, an official description of any of the following
Program participation policies, to the
extent adopted by and applicable to the Institution:
1. A
detailed description of any caps on Program participation, referencing the
level (department, school, or Institution) to which a cap pertains. A cap should
be applied with reference to predetermined, non-subjective criteria such as
length of service or percentage of faculty. The cap of an Institution and/or a
department or school must be applied consistently to all Eligible Faculty Members
timely seeking to commence enrollment in the Program for a given academic year.
(See Sections V. and VI.A. and C., below.)
A cap may be an absolute number or a formula that produces a number. In addition, the cap should be consistent
over a substantial period of years, not less than five.
2. A
detailed description of any limitations the department, school, or Institution
places on Program participation because of financial exigencies. The description should include specific
references to the budget constraints that prohibit participation and to the
means for determining that such exigencies exist. The limitation with respect to financial exigencies
of an Institution and/or a department or school must be applied consistently to
all Eligible Faculty Members timely seeking to commence enrollment in the
Program for a given academic year. (See
Sections V. and VI.A. and C., below.)
3. A
detailed description of any departmental, school, or institutional limitations
on the number of eligible faculty who can participate in the Program based on
preservation of academic quality and/or program sequencing. The description should include reference to objective
factors that require limitations on participation such as a shortage of
professors in a department or school, the required number of faculty necessary
for the department or Institution to operate, or student/faculty ratios. These factors should not be based in any way
on age or the expected retirement date of specific faculty members. The limitation with respect to preservation
of academic quality or program sequencing of an Institution and/or a department
or school must be applied consistently to all Eligible Faculty Members timely
seeking to commence enrollment in the Program for a given academic year. (See Sections V., and VI.A., and C., below.)
C. In
addition, each set of Institutional Guidelines shall include, or be accompanied
by, the following:
1. A
number of academic years that participants will be allowed to remain on phased
retirement. One uniform time period must
be adopted by the Institution with the same number of years for all
participants, between one and five, and may not vary by department or school
within the Institution. Participation in
the Program may not be extended or renewed beyond completion of those years.
2. A
detailed description of the procedures that the Institution will use to ensure
that Eligible Faculty Members are informed about the Program.
3. A
detailed description of the procedures the Institution will use to receive,
review, and approve applications for participation in the Program.
4. A
schedule of potential services to be provided by a Participating Faculty Member
for the Institution (or for each department or school if they differ among
departments or schools). The services
that comprise a faculty member’s individual work plan under the Program will be
drawn from this schedule. A typical work
plan will likely call for services to be rendered over the two regular-term
semesters of the academic year. The work
plan may call for services over all 12 months of the participation year, as
often occurs under research professorships.
However, no work plan may include duties incident to summer school
curricula.
V. Distributing Information on the
Phased Retirement Plan
A. The
following materials should be prepared and distributed (in hard copy or
electronic form) to every tenured Faculty Member who appears eligible for
likely to become eligible for the Program.
• The University of North Carolina Phased
Retirement Program Policy (UNC Policy Manual 300.7.2)
•
A letter announcing the Program.
• A copy of the Model University of North
Carolina Phased Retirement Application and Reemployment Agreement.
• A copy of the Model University of North
Carolina Phased Retirement Program Release.
• A Chart reflecting information
regarding persons who are eligible and those who are ineligible for potential
participation in the Program. (See example at Section VI.E.4., below.)
B. At
the time of each distribution of Program materials to faculty, the Institution
should place a notice of the Program in an institutional newsletter or other
organ of general circulation among faculty (including electronic publications)
that invite faculty who believe they may be eligible to inquire at an
identified Institution office about their Program eligibility.
C. The
Institution should distribute Program materials by September 1 of the calendar
year preceding the academic year in which it appears that a Faculty Member
could first apply to participate in the Program.
VI. Application Procedures
A. Time Periods and
General Process.
1. An
application to enter the Program must be made at least six (6) months but not
more than eleven (11) months before the commencement of the first semester of
an Eligible Faculty Member’s requested participation in the Program, to begin
at the start of the next academic year.
For
purposes of this Program, a semester will be deemed to commence on the date
that a faculty member rendering services under an individual work plan is
required to begin performing services with respect to the pertinent semester.
2. An application to enter the Program
must be submitted to the Eligible Faculty Member’s department or division
head. An application is subject to final
approval by the Institution’s Chief Academic Officer following evaluation of
the conditions outlined in Sections II and III above and the development of a
mutual “work plan” with the Eligible Faculty Member as outlined in Section
VI.D., below.)
3. If an Eligible Faculty Member and
the employing institution tentatively agree to the faculty member’s
participation and a mutual “work plan” that addresses the same, the decision to
enter or not enter the Program then rests with the Eligible Faculty Member. Once made, a decision to enter the Program
(signified by the Eligible Faculty Member’s signing and nonrevocation of the
Phased Retirement Application and Reemployment Agreement and Release described
in Section VI.E.) is binding.
B. Meetings. Faculty group meetings should be held or at
least made available at each Institution for all persons eligible to apply for
Program participation. Persons who plan
to apply to participate in the Program should meet with the officials appointed
or designated by their Institution to answer questions about the Program. Faculty may then approach their respective
department or division head or school dean to negotiate participation and their
half-time “work plan” for the phased retirement period.
C. Participation Limits or
Caps. As described in Sections III.A.,
and IV.B.1., above, some departments, schools or Institutions may have approved
limits or caps on the number of Program participants independent of limitations
based on financial exigency or academic quality. If the department, school or Institution
receives more qualified applications for the Program than it has available
spaces, it should select participants based on non-subjective criteria, such as
an applicant’s employment start date at the Institution (that is, by
institutional seniority, with the qualified person having the most
institutional seniority being selected first).
Applications to participate in the Program will be taken in two different
formats, depending on the situation.
1. Where There Are Openings Available
Under a Quota or Openings Without Limitation.
In Institutions, departments or schools with openings available under a
preset participation limit or cap larger than the number of applicants or which
do not have a limitation on the number of participants, timely applications
will be accepted on a first come, first eligible basis. When an Eligible Faculty Member submits an
application for the Program, the application shall be processed in the manner
described in Sections VI.D., and E., below.
2. Where the Number of Applicants
Exceeds Openings Available Under a Quota or Other Institutional Limitation
After Announcement of Such Limitation.
Where the pertinent Institution, department or school has established,
pursuant to Sections III., and IV., above, a limitation on Program
participation by means of a cap, a bona fide finding of restricting financial
exigency, or the need to deny participation to preserve academic quality or
program sequence integrity, the Institution shall limit its consideration of
applications for positions in such restricted positions to those applications
timely submitted as required under Section VI.A., above.
If, under these conditions, more timely applications are received than
spaces are available, the Institution shall cease accepting applications for
the pertinent positions and shall announce to all Eligible Faculty members who
had timely submitted a relevant application that each is to have a period of
two weeks (14 calendar days) from the date of the institutional announcement to
submit the Eligible Faculty Member’s written response, conveying a
determination to continue pursuing or to cease pursuing the corresponding
phased retirement position. (The date of institutional announcement and the
date of faculty response shall each be determined with reference to their date
of physical delivery to the addressed party, their postmark date, or the date
of receipt for postal handling, whichever is earliest.)
The Institution shall promptly and appropriately acknowledge its receipt
of all faculty responses. The seniority
procedures established pursuant to this Section VI.C., shall then be used with
respect to all applications that continue to be viable.
D. Work Plans
1. The Program permits Eligible Faculty
Members to work half-time (or its equivalent) for half-time compensation. Each Institution is responsible for
developing an individual half-time “work plan” with Eligible Faculty Members
who wish to participate in the Program.
These agreements should be between an institutional officer designated
for this purpose (such as a dean or department or division head) and the
Eligible Faculty Member.
2. Before beginning discussions with
Eligible Faculty Members, each Institution should devise a half-time schedule
of potential services. (See Section
IV.C.4., above.) The schedule may vary
by department or school but should cover the complete range of contracted
faculty activities (for example, teaching, research and creative activities,
service, advising, writing of grants, and publications). The schedule should be as detailed as
possible and may be used as an attachment to the agreements with Eligible
Faculty Members accepted to participate in the Program.
3. Once the duties and arrangements
with an Eligible Faculty Member are fully determined, the agreement to
participate in the Program must be stated in writing in a formal Phased
Retirement Application and Reemployment Agreement and signed by the head of the
employing department, dean of the school or division, and the Chief Academic
Officer.
4. In cases where the Institution and
the Eligible Faculty Member cannot agree on a half-time work plan, the Eligible
Faculty member will not be allowed to participate in the Program. Conversely, once made, a decision to enter
the Program is binding. That decision is
signified by the Eligible Faculty Member’s signing and non-revocation of the
Phased Retirement Application and Reemployment Agreement and Release described
in Section VI.E., below. However, after
an Agreement is finalized, the parties may still terminate the Agreement at any
time upon mutual written agreement.
5. Each Institution should strive to
make the Phased Retirement Application and Reemployment Agreements as uniform
as possible within each department or school.
The Agreements must be based on the objective needs of the employing
department, school or Institution. Under
no circumstances should “deals” be made to encourage faculty members to accept
the Program. Likewise, each Institution
must not take unjustifiably harsh positions to dissuade an Eligible Faculty Member
from participating.
E. Agreement and Release
1. Procedure. The last step in the application process is
to obtain a signed, completed Phased Retirement Application and Reemployment
Agreement (the “Agreement”) and Release (the “Release”) from the electing
Eligible Faculty Member. The
requirements for a valid release are set out in detail under the Age
Discrimination in Employment Act (“ADEA”) and, thus, it is mandatory that each
Institution follow the steps outlined below:
a. When negotiation of a “work plan”
has been completed, the electing Eligible Faculty Member should be provided a
completed Agreement, which has been signed by the Institution’s administrators,
and a Release for review and signature.
b. The Agreement and Release package
should contain:
(1) The letter announcing the Program;
(2) The Program Summary;
(3) The Agreement;
(4) The Release; and
(5) A job title and age Chart for the
Institution and the department or school, as described in Section VI.E.4.,
below.
It is essential to the validity of the Agreement and the Release that
this entire Package be provided to the Eligible Faculty Member when he or she
is offered the completed Release for execution.
2. Consideration period.
a. As required by the ADEA, the
Eligible Faculty Member must be offered at least forty-five (45) calendar days
to execute and return the Agreement and Release to the Institution. The forty-five day period begins with the
date of the final offer, which is the date on which the Institution physically
delivers to the Eligible Faculty Member the completed, signed Agreement and the
separate Release. If the final offer is
not hand delivered to the Eligible Faculty Member, it must be sent by a method
of delivery that requires a signature for delivery, as described in UNC Policy
101.3.3.
b. The Eligible Faculty Member should
be encouraged to use the full 45 days and to consult an attorney, if he or she
desires. Under no circumstances should
the Eligible Faculty member be requested or pressured to return the package in
a shorter period. However, the Eligible
Faculty Member may sign the Agreement and Release before the end of the 45-day
period, if he or she so chooses.
3. Revocation option.
a. Once an Eligible Faculty Member
signs the Agreement and Release, he or she also has the right under the ADEA
(if he or she so chooses) to revoke the Agreement and the Release at any time
within seven (7) calendar days of the date both documents are fully executed by
the parties.
b. An election to participate in the
Program does not become final until after the seven-day revocation period has
passed without the Eligible Faculty Member’s revocation. Consequently, if an Eligible Faculty Member
uses his or her entire 45-day consideration period, his or her Agreement may
not be binding until almost two months after he or she receives the Agreement
and the Release to sign.
c. Revocations must be in a writing
personally signed by the Eligible Faculty Member and received by the official
to whom prior application to participate in the Program had been submitted.
d. Revocation may be effected by
personal delivery of the revocation, or by submission of it for postal
delivery. (The date of revocation is the
date on which the faculty member physically delivers the revocation to the
appropriate institutional officer or office or the date on which the revocation
is posted to that officer or office; the postmark date or date of receipt for
postal handling of the revocation shall be prima facie evidence of the date of
the revocation.)
e. If an Eligible Faculty Member elects
to revoke the Agreement and Release within the seven-day revocation period, the
Agreement is void. Moreover, in such
circumstances, the Eligible Faculty Member will continue in his or her same
full-time employment status as the Faculty Member held immediately prior to the
execution of the Release.
4. Job title and age list.
a. The ADEA requires that for a release
of age discrimination claims to be valid, the release must include the job
titles and ages of all individuals in the same job classification or
organizational unit eligible for the Program, and the ages of all individuals
in the same job classification or organizational unit who are not
eligible. The Chart each Institution
must attach to the Agreement and Release Package is meant to satisfy this
requirement.
b. Each Institution is responsible for
preparing this Chart, showing eligibility/ineligibility for the Institution as
a whole by department or school. Such
chart should specifically:
• Contain a list by faculty position, age
and department (but without name) of those faculty eligible and those
ineligible to participate in the Program.
•
Include as persons eligible to participate those tenured faculty
members who would be eligible to participate if they resigned their
current full-time administrative positions (including both faculty and
administrative titles).
•
Include as persons ineligible to participate those tenured faculty
members who meet the eligibility requirements but who are disqualified for one
of the reasons identified under the Program (other than current employment in
an administrative position), as well as tenured faculty members who do not meet
the basic eligibility requirements.
c. Faculty members remain individually
responsible for providing to the Institution age and service data needed to
determine their particular Program eligibility.
d. The
Chart should be in the format of the Example set forth below. Data appearing
initially on the Chart were required to reflect projected age and service as of
August 1, 1998. The Chart should then be
updated each year as of August 1, reflecting projected age and service as of
the next August 1, to the extent known or reasonably predictable.
e. The
Chart should be prepared by individuals not involved in any other aspect of the
institution’s implementation of the Program.
The age data used to prepare the Chart should not be made available to
any person who is involved in determining limits on participation in the Program
or who is developing individual agreements under the Program. This information is highly sensitive and
should be treated accordingly.
________________________________________________________
Example
Job title* Age* Number
Number
Eligible* Ineligible*
History
Professor 60 2 1
History
Professor 59 0 1
[This
age 59 professor is under admin. appointment, so also give admin. title.]
Assoc.
History Professor 51 0 1
Assoc.
History Professor 43 0 2
Assoc.
History Professor 41 0 1
Subtotal (History Dept.) 2 6
Latin
Professor 62 1 0
TOTAL (Institution) 3 6
This Chart is
based upon current institutional information. However, if any error or omission
is detected, it should be promptly reported to the appropriate academic
department or school. Faculty members are individually responsible for
providing age and service data needed to determine their Program eligibility.
In addition,
tenured faculty occupying full-time administrative or staff positions are
deemed potentially eligible on the assumption that, prior to accepting early
retirement, they must voluntarily resign/vacate their administrative
appointment.
5. Data updates. Prior to an Eligible Faculty Member receiving
a final Agreement and Release package, the chart and data discussed in Section
VI.E.4., above, must be updated for the Application and Release to remain
valid. The Chart’s revision date should
appear in the upper right hand corner. A
Chart will be deemed current with respect to an application if the Chart has
been updated as of the August 1 next proceeding the date on which the
application is timely received from a faculty member.
VII. Questions and Answers
A.
There are sure to be numerous questions about the Program. Each Institution shall designate specific
officials who will be the only persons authorized to respond to these
questions. They will likely be Human
Resource personnel, such as the campus Benefits Officer or other Personnel
Department staff. The number of individuals
appointed for this purpose should be kept to a minimum. The more individuals an Institution
authorizes to answer questions, the greater the risk that an Institution’s
answers to questions will not be uniform.
B.
Each Institution must ensure that the information provided to
faculty members is accurate and generally consistent. This may be aided by presentations at
scheduled Program orientations, like the faculty group meetings suggested in
Section VI.B., above. These faculty and
administrative personnel designated to provide Program information should be
told not to respond to interpretive policy questions about the operation of the
Program and, instead, advised to refer such questions to a single designated
official of the Institution.
C.
Institutions may seek assistance from representatives in the UNC
General Administration Divisions of Academic Affairs, Legal Affairs, or Human
Resources. This assistance is intended
to be a source of information for each Institution’s Program officials, not a
hotline for faculty members.
D. A
frequent question will likely be, “Should I apply to participate in the
Program?” Faculty members should be
advised that the decision to seek entry into the Program is a personal one and
one they will have to make on their own.
An Institution SHOULD NOT advise a faculty member to seek or not seek to
participate in the Program. For example,
a Program officer should not say, “If I were in your shoes, I would seek to
participate,” or “I think this is a good opportunity for you since you are
close to retirement age.”
E. The
following do’s and don’ts also may be helpful:
DO
• Spend as much time with the faculty
member as necessary to fully explain the Program.
• Answer any question the faculty member
has about the operation of the Program or the eligibility and disqualification
provisions of the Program.
DON’T
• Provide an opinion to a faculty member
on whether he or she should seek to participate in the Program.
• Indicate to a faculty member that
anything about his or her current position and work at the Institution will
change if he or she does not seek to participate in the Program.
• Give out names of faculty members who
are participating or not participating in the Program.
• Discuss the effect that a faculty
member’s decision may have on another faculty member’s opportunity to
participate in the Program.
• Discuss or mention in any fashion or
form the protected statuses included in Section 103 of The Code. These circumstances should play no part in information
the Institution provides regarding the Program.
[1]If a faculty
member does not elect to receive a monthly retirement benefit from TSERS or
ORP, upon entering phased retirement he/she may continue participation in the
State Health Plan as a permanent half-time employee on a fully contributory
basis. In that case, the faculty member
would not be eligible to receive the University contribution.