Employment Status & Eligibility Policy

Policy Statement

Duke categorizes the status of staff to make distinctions in benefits and conditions of employment among staff and to aid in better understanding of employment relationships with Duke.

Employment Status and Eligibility Chart

Title & Definition	Benefits	Overtime	Work Premiums	FICA	Workers Comp	PTO or Vacation, Sick, Holidays	Leaves of Absence
Regular Staff Member with Full-Time Work Schedule	Yes	Hourly- paid only	Hourly-paid only Depending on job title and work schedule.	Yes	Yes	Yes	Yes
Regular Staff Member with Abbreviated Work Schedule (>20 and <40 hours/week)	Eligible for benefits in accordance with work schedule	Hourly- paid only	Hourly-paid only Depending on job title and work schedule.	Yes	Yes	Eligible for benefits in accordance with work schedule	Yes
Regular Staff Member with Part-Time Work Schedule (less than 20 hours/week)	No	Hourly- paid only	No	Yes	Yes	No	Military, Family Medical Leave only
Staff Member in the Orientation and Evaluation Period	Depending on Full, Abbreviated or Part-Time Status	Hourly- paid only	Hourly-paid only and depending on Full, Abbreviated or Part-Time	Yes	Yes	Will accrue but unable to use until completes Orientation and Evaluation Period	No
Staff Member on Leave of Absence	Based on arrangements made with Benefits Office	NA	NA	NA	NA	Not during Unpaid LOA	NA
Duke Student: Undergraduate (0699) < or = to 19.9 hours/week	No	No	No	No	Yes	No	No
Duke Student: Graduate (0699) < or = 19.9 hours/week	No	No	No	No	Yes	No	No
Staff Member Who is a Minor	Eligible for benefits in accordance with work schedule	Hourly- paid only	Hourly-paid only and eligible for work premiums in accordance with work schedule	Yes	Yes	Eligible for benefits in accordance with work schedule	Eligible for benefits in accordance with work schedule

Duke Temporary Staff Members: Refer to the DTS website for detailed information.

Primary/Secondary Occupation: Several benefits (ex: PTO and vacation accrual) and work premiums are earned or paid based on the combined work schedules of the staff member's primary and regular secondary occupations up to full time employment status (40 hours per week). Eligibility for other benefits (ex: medical, dental, vision and reimbursement accounts) will be granted based on the staff member's primary occupation.

Employment Status Definitions

Regular Staff Member with Full-Time Work Schedule

Hired to regularly established classifications for a period in excess of nine months who is regularly scheduled to work 40 hours a week. This category also includes a staff member who has been promoted or has transferred to a different position and is engaged in the 90-day Trial Period.

Regular Staff Member with Abbreviated Work Schedule

Hired in regularly established classifications for a period of at least 9 months or the academic year that is regularly scheduled to work at least 20 hours per week but less than 40 hours per week. This category also includes a staff member who has been promoted or has transferred to a different position and is engaged in the 90-day Trial Period.

Regular Staff Member with Part-Time Work Schedule

Hired to regularly established classifications that is regularly scheduled to work less than 20 hours per week. This category also includes a staff member who has been promoted or has transferred to a different position and is engaged in the 90-day Trial Period.

Bargaining Unit Staff Member

Hired to work in positions (job families 19 and 21) that are covered by a bargaining unit agreement.

Staff Member in the Orientation and Evaluation Period

A newly hired staff member (hourly-paid or monthly-salaried) who is in the first 90-calendar days of employment

Duke Temporary Staff Member

Hired through Duke Temporary Service for a period not to exceed 900 hours per fiscal year (July 1 - June 30).

Staff Member on Leave of Absence

Eligible staff member with an extended period of paid or unpaid time off from work for health, personal, educational or military reasons

Duke Student: Graduate

Whose primary function is that of enrollment in a full-time graduate degree program at Duke, and employment at Duke is secondary to such a primary undertaking.

Registration for a minimum of three (3) courses or nine (9) units constitutes a full-time program.

Duke Student: Undergraduate

Whose primary function is that of enrollment in a full-time undergraduate degree program at Duke, and employment at Duke is secondary to such a primary undertaking, are defined as Duke Student Staff.

Registration for a minimum of three (3) courses or nine (9) units constitutes a full-time program.

Staff Member Who is a Minor

As a general policy, Duke University and Duke University Health do not hire individuals who are younger than 18 years of age. Under certain individual circumstances, it may be appropriate to hire individuals who are between 16 and 18 years of age, as employees or interns or through third party vendors, but only with approval from the Vice President of Human Resources or their designee. Any position that provides payment to an individual under 18, such as stipend, paid internship, or student work, requires approval from the central Office of Human Resources and the Director of Youth Protection. For more information, visit the Employment of Minors Policy.

Consultants or Independent Contractors

Individuals who are self-employed and who offer their professional services to the public on a contract or per diem fee basis are not determined to be Duke staff; hence, they are not eligible for any of the benefits or work premiums available at Duke.

Primary Position

The position in which a staff member is principally hired to work.

Secondary Position

The position which the staff member maintains in addition to the position in which the staff member was principally hired.

Working Out of Position

Payment represents extra pay for temporarily working in a higher level position.

Policy Number: 02.04