Interim Assignment Policy

An interim assignment is a temporary position within the organization, typically offered when there is a need to fill a role for a limited period. These assignments may occur when an employee is on leave, during organizational transitions, or when there is a short-term demand for additional skills or expertise.

The nature and duration of interim assignments can vary. They may involve assuming the responsibilities of a specific role, managing a project, or providing specialized knowledge in a particular area. However, the defining feature of an interim assignment is its temporary status, with a clearly defined start and end date. It is understood that these roles are not permanent, and the individual will serve for a predetermined, limited timeframe.

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General Considerations for Interim Assignments

An employee who is being considered for an interim assignment must meet the minimum education and experience qualifications of the interim role to be considered.

Candidates who are on track to meet the minimum education and experience requirements during the temporary assignment period of 3 months to a year may be eligible for consideration.

The new duties to be performed must be differentiated from the duties normally performed by the employee.

The employee being granted the interim appointment must assume all of the duties outlined in the interim position job description.

A probationary employee who has been hired in the last 6 months or has been under corrective action within the past 12 months will not be considered for an interim assignment.

Duration of an Interim Assignment

The minimum interim assignment term is three (3) months and not to exceed one (1) year.

The initial interim assignment request may not exceed six (6) months.

The interim assignment may be extended for an additional six (6) months, for a total duration of one (1) year. To obtain approval for the extension, a plan for filling the position must be submitted or re-evaluated in partnership with the Human Resources Department.

Interim assignments cannot exceed twelve months maximum, regardless of fiscal year.

Interim Assignment Compensation

Interim assignments are compensated through a stipend for the duration of the assignment, rather than as adjustments to an employee’s base salary. This stipend is temporary and only applies for the period during which the employee is serving in the interim role. It is not considered additional compensation.

Once the interim assignment has been approved, a temporary stipend will be provided based on the approved classification’s market value and internal equity, as determined by compensation. The employee's payroll schedule and exemption status will remain unchanged during the interim assignment.

Compensation Guidelines for Temporary/ Interim Assignments

• Interim Assignment: An interim assignment is a temporary position within the organization, typically offered when there is a need to fill a role for a limited period.
• Eligible Employee: Candidates who are on track to meet the minimum education and experience requirements during the temporary assignment period of 3 months to a year.

Managers' Role in the Interim Process

It is crucial for the hiring manager to have a meeting with the selected employee's current manager about the need for the interim position, including its duration and scope of work. However, the current manager should not share any information regarding the employee's salary.

If the interim employee reports to the same manager in both their current and interim roles, the manager must take this into consideration when discussing the assignment. This can help ensure a smooth transition and clear expectations for the employee during the assignment.

This preliminary discussion gives the interim manager some insight into the employee’s performance, career path, and other pertinent information. Both managers (or the single manager, if applicable) will need to come to an agreement on the duration of the initial interim assignment. Please refer to the 'Duration of an Interim Assignment' section for more information. Additional communication is also necessary if the interim assignment duration needs to be extended.

Clear, direct, and transparent communication between managers is essential to make this process enjoyable for the employee, as the interim assignment provides an opportunity to gain additional skills and showcase their talents for career growth.

If the employee’s current manager is not willing to release the employee for the interim assignment, this will prompt a discussion with the performance and employee relations team.

The current manager can consider using temporary exempt or nonexempt staff to fill in while the employee is in the interim role, but they cannot permanently fill the employee’s position without offering the employee the option to return to their original role.

Once the interim assignment has ended, the employee can return to their original assignment and pay rate or be considered for promotion or transfer to a permanent budgeted role.

If you have any questions or need further clarification regarding this policy, please don't hesitate to reach out to your HR Business Partner for guidance. Alternatively, you can send an email to Pomona HR at PomonaHR@pomona.edu for additional assistance. Our team is here to support you and ensure a smooth process throughout the interim assignment.