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Faculty Policies

 

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Adjunct Faculty

Adjunct (part-time) faculty are an integral part of the university’s teaching and learning mission. They teach a significant percentage of our students, bring valuable expertise from the professional world, and maintain important links between the university and our community partners. The University employs three classes of adjunct faculty members: term adjuncts, whose contracts are typically for one or two course sections per term and may or may not be renewed for subsequent terms; annual adjuncts, whose annual contracts put them between 50% and 65% FTE; and bargaining-unit adjuncts, whose multi-year contract are at greater than or equal to 65% FTE enables them to be represented by the AAUP.

All three classes of adjunct faculty receive some level of benefits and are eligible for promotion.

Adjunct Faculty Handbook (Revised August 2014)

Adjunct Appointment Guidelines

Benefits for annually appointed adjuncts

People Admin Process Update

Promotions

Annual Performance Reviews

Article 33 of the CBA requires each bargaining-unit faculty member to have an annual performance review. Individual colleges and units may devise their own policies and procedures for conducting such reviews, provided those reviews conform to the June 1, 1994 UC policy on the subject. Among its requirements is the preparation of a written summary of the review, which will be put in the faculty member’s personnel file.

More on UC Policies & Procedures for APR of Faculty

The AAUP has also produced a very helpful white paper on the subject:

APR White Paper

Appointments

Faculty appointments are made by the dean and are subject to approval of the provost and trustees if the appointment is at the rank of Professor or includes tenure. Under the 2013-2016 CBA, some terms of an initial appointment letter will be limited to the period of initial appointment.

Vacancy Review

For any faculty or staff position with an FTE of 80% or greater, all units under the Provost must submit a requisition to the Vacancy Review Committee of the Provost’s Office before any search may begin.  The committee meets weekly to act on requisitions.  The policy governing the committee’s work is at:

Vacancy Review Policy 

Comprehensive Guidelines for Faculty Appoinemtent and Pay Under Semester

Adjunct Appointment Guidelines

Appointment Letters, Samples:

Adjunct Faculty (non-AAUP)

Adjunct Faculty (AAUP)

Assistant Professor (tenure line)

Emeritus Faculty

Professor

Qualified Titles

Research Associates (non-AAUP)

Visiting Faculty

Assistance Program for Employees

The University has engaged IMPACT Employee Assistance & Worklife Program for the benefit of all UC employees and their families. The program includes access to unlimited phone consultation, 5 complimentary face-to-face counseling sessions per person per issue, and numerous resources. Toll-free telephone support (800-227-6007) is available 24 hours per day, 365 days per year.

http://www.myimpactsolution.com

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Collateral Employment

Collateral Employment Policy

Also see Outside Activity Reporting.

Collective Bargaining Agreement

The faculty contract, also known as the Collective Bargaining Agreement (CBA), governs the terms of employment of all UC faculty whose FTE is 65% or greater.

 AAUP-UC Contract 2013-2016

 AAUP-UC Contract 2010-2013 (booked-marked version)

Compensation

Faculty compensation is governed by the Collective Bargaining Agreement (CBA) between UC and the AAUP.

Additional

Article 13 of the CBA provides for additional pay for teaching an overload “only in emergency situations.” The same contract article also establishes the overload pay rates.

Contractually mandated

Article 10 of the CBA has four forms of contractually mandated compensation. All three years of the contract have across-the-board, merit, compression components, and regional faculty adjustment, each of which increases the permanent base salaries of faculty.

Article 15

The Provost may award salary increases under Article 15 of the Collective Bargaining Agreement in order to address an inequity, to reward outstanding performance, or to meet a bona fide offer from a comparable institution.

Process

An application for an increase must begin in the academic unit and should proceed to the Dean and then to the Vice Provost for Academic Personnel.  All applications must include the faculty member’s current vita, a rationale for the increase, and supporting data.  In equity cases, the supporting data must include current salaries of other faculty in the same discipline who have comparable rank, years in rank, and years at UC.

Effective Dates for Article 15 Increases

Stipends

Article 14 of the CBA establishes a range of stipends to be awarded by deans to academic unit heads.

Summer

Article 14 of the CBA also establishes summer pay for academic unit heads.

Compliance, Institutional

Institutional Compliance

Conflicts of Interest/Commitment

Conflicts of interest and/or conflicts of commitment can arise from a variety of sources: employment outside the university, financial interests in companies doing business with the university, personal relationships, employment of students, even volunteer activities. Several rules and policies govern the avoidance or management of such conflicts.

A standing committee on conflicts of interest provides guidance in the management of potential conflicts, and ensures that relationships between the university, its employees and outside entities have been examined and will be conducted in a manner consistent with institutional guidelines and applicable law.

Collateral employment

Consulting & entrepreneurial activities

Conflict of Interest Board Rule

Ohio Ethics Law

Ohio Ethics Law Outline

Federal projects 

Financial interests in private companies

Industry relationships (Medicine)

Inventions/Intellectual Property

Medical IRB policy 

Nepotism 

Outside activity reporting (requires login) 

Personal relationships

Research

Technology licensing 

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Disability Policies & Services

Long-Term Disability

University Health Services provides employees with disability and workplace accommodation services to assist those experiencing medical impairment that restricts their capacity to safely continue working or to safely return to work.

Employee Disability Services

Disciplinary Action

Discipline of faculty must be conducted in accordance with the requirements of Article 9 of the Collective Bargaining Agreement between UC and AAUP. Deans and academic unit heads must consult with the Vice Provost for Academic Personnel before undertaking any disciplinary action.

Discriminatory Harassment

The University prohibits conduct that has the purpose or effect of interfering with an individual’s work or academic performance or of creating an intimidating, hostile, or offensive work or learning environment for an individual. Discriminatory harassment is based on the targeted individual’s race, color, religion, national origin, sex, sexual orientation, status as a disabled veteran or veteran of the Vietnam era, or age. The University assists victims of discriminatory harassment. See the full policy at:

Statement on Discriminatory Harassment

Discriminatory Harassment Policy

Sexual Harassment

Administrative Memo on Sexual Harassment

Sexual Harassment Policy

Equal Opportunity - Sexual Harassment

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Emeriti

An emeritus/emerita appointment is a non-salaried, non-official position and academic title of honor, usually corresponding to that held in the last period of a retired faculty member’s active academic service.  Full professors, associate professors, assistant professors, associate librarians, associate senior librarians, senior librarians, deans and other academic administrative officers as determined by the provost and the president are eligible for appointment to emeritus rank.

Emeritus/emerita appointments must begin in the academic unit with the concurrence of a majority of the faculty of that unit, must be approved by the dean, the provost, and the Board of Trustees.

 Emeritus Status

For more information about Emeriti Benefits please see: The Emeriti Association website.

Ethics & Reporting Misconduct

The University contracts with EthicsPoint, Inc. to receive and refer anonymous reports of unethical conduct by UC employees. Reports fall into several categories: accounting & financial, academic affairs, admissions & financial aid, athletics, and information technology/facilities/property/equipment. The allegations are then investigated and a report is provided through EthicsPoint to the still-anonymous complainant. To file a report, follow this link and choose from among the five reporting categories

Anonymous Reporting Hotline

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Faculty Contract (UC-AAUP) 2013-2016

The faculty contract, also known as the Collective Bargaining Agreement (CBA), governs the terms of employment of all UC faculty whose FTE is 65% or greater.

UC-AAUP 2013-2016

Faculty Toolkit from HR

Faculty Toolkit

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Grievances

The Collective Bargaining Agreement between UC and AAUP provides for three types of grievances:

1. Those under Article 7, brought by a faculty member against those responsible for RPT reviews, claiming procedural violations.

2. Those under Article 8, generally brought by a faculty member against an administrator, for alleged violations of CBA requirements or of university rules.

3. Those under Article 9, challenging proposed discipline of a faculty member.

For assistance with the filing of a grievance, faculty in the bargaining unit should contact the AAUP.

AAUP-UC

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Leaves

The CBA provides for several kinds of leave for bargaining-unit faculty: academic leave, leave under the Family Medical Leave Act (FMLA), child-rearing leave, sick leave—including leave for maternity, personal leave, professional leave, military leave, and special leave.

Leave FAQs

Academic (sabbatical)

Calendar. Generally, applications for academic leave must be submitted at the unit level by November 1. The Provost generally notifies the faculty of leave approvals or denials by March 31. Please see Provostal Calendar under "C" above.

The Board of Trustees may grant an academic leave on the recommendation of the President. Only full-time bargaining-unit faculty are eligible for academic leave.

For Criteria & Procedures, see:

Academic Leave Guidelines

Subject: Guidelines for Full-Time Faculty:  Applying for Academic Leave

The collective bargaining reopener for semester conversion in 2012 necessarily changed some terms and introduced new elements into the CBA’s Article 25 on academic (sabbatical) leaves. Among the new elements from 2012 is an online form, which the 2013-2016 CBA continues to require that applicants use (see below). The following is a quick overview of continuing and new terms.

Due Date:  Applications are due at the unit level by 5pm on October 31, 2014.

 

Eligibility

4   Eligible:  All full-time members of the AAUP bargaining unit, including:

§  Bargaining-unit faculty without title qualifiers - Professor, Associate Professor, Assistant Professor, Senior Librarian, Associate Senior Librarian, Associate Librarian.

§  Bargaining-unit faculty with title qualifiers - Clinical (except in Medicine), Educator, Field Service, Practice, and Research.

4   Not eligible:

§  Bargaining-unit faculty with the title qualifier Adjunct because they are not full-time.

§  Full-time faculty not in the bargaining unit (administrators with titles that include some form of Dean, Provost, or Vice President; College of Medicine faculty who are “Geographic Full-Time”; visiting faculty; affiliated faculty; volunteer faculty).

4   In the reopener, the waiting period between leaves (or the period since initial appointment if you have never had such a leave) was reduced from seven years to six years. 

4   The accrual of six years toward eligibility does not begin until the end date of the previous academic leave.

Leave Compensation

4   Faculty pay during the most common forms of leave:

§  No reduction from 100% pay and benefits for a leave of one semester for faculty on two-semester appointments (formerly called “9-month appointments”).

§  No reduction from 100% pay and benefits for a leave of six months for faculty on 12-month appointments.

§  Reduction of pay to 50% pay but 100% benefits (except retirement) for a leave of two semesters for faculty on two-semester appointments.

§  Reduction of pay to 50% pay but 100% benefits (except retirement) for a leave of 12-months for faculty on 12-month appointments.

4   Note that faculty taking any academic leave that reduces pay will see a reduction in retirement benefit if they are STRS or OPERS members.   This is not new.  See below for details.  Faculty in ARP will see no change in their retirement terms.

Faculty Application Process

Before applying, you should discuss your ideas for such a leave with your unit head in order to assess both the viability of those ideas and whether the unit has the resources to cover your duties during your leave.  Your unit (department, division, school, college) may solicit additional information from you in order to make those assessments.

4   All applicants must use this process.  Failure to do so may result in denial of the leave.

All applicants must apply online using the form at this location:   http://www.uc.edu/facdev/forms/alapplication.aspx

4   This form must be submitted no later than Friday, Oct 31, 2014, 5pm.

4   The system permits only one submission per applicant, and the system does not allow you to save an incomplete form and return to it at a later time. Therefore, do not begin work on the form until you have the necessary information and documents to support your application.  Before you begin the application, gather these materials and information:

§  Current CV (must be in PDF file format)

§  Previous academic leave report if you have previously taken academic leave (in PDF format)

§  The end-date of your last academic leave (if applicable)

§  The terms or periods for which you are requesting leave

§  Invitations from other Institutions, if applicable (in PDF format)

§  Supplemental, optional description of your proposed leave project if you believe the form does not sufficiently describe the project (in PDF format)

§  The e-mail address of your academic unit head/chair/director

§  The e-mail address of your dean

§  If you are a librarian, the e-mail address of the chair of the Libraries RPT Committee.

§  If you are a librarian in the College of Law, the e-mail address of the Law Library Director.

Application Review Process

4   When you submit the online form, the system will e-mail it along with the attachments you have uploaded to your unit head/chair/director (or, for librarians, the RPT Committee chair) and to your dean.  Your unit should use its standard process for reviewing the application, whether that prescribes a single recommendation written by the head with input from the faculty or prescribes separate recommendations from faculty and head.

4   No later than the deadline set by the dean or appropriate administrator, the unit head should send the recommendation(s) to the dean electronically.

4   The dean or administrator will use a separate online form to send to the provost his or her recommendation along with the recommendation(s) of your unit.  The application and all recommendations are due in the Office of the Provost no later than December 1, 2014.

4   The Office of the Provost will review all applications after it has received the completed application form and all required recommendations.

Effects of Academic Leave on Service Credits – applicable only to STRS and OPERS members

OPERS:

4   OPERS members earn service credit for any month in which they earn $600. An OPERS member on a reduced-pay leave would likely continue to receive service credit for a given month unless his/her pay fell below the OPERS dollar threshold for service credit. A faculty member on 12-month appointment under OPERS who is on leave for one semester receives 0.67% service credit.

STRS:

4   STRS members on two-semester appointments who take one semester of leave with no reduction in pay receive 100% service credit.

4   STRS members on two-semester appointments who take two semesters of leave at a 50% reduction in pay receive 50% service credit.

4   STRS members on 12-month appointments who take a 6-month leave receive no reduction in pay receive 100% service credit.

4   STRS members on 12-month appointments who take a 12-month leave at a 50% reduction in pay receive 50% service credit

 

Deans and unit heads will soon receive separate instructions regarding their roles in this process.

 

The Office of the Provost will review all applications after Dec 1st , 2014 after receiving the completed application and all required recommendations.

Please direct questions regarding this process to Academic.Personnel@uc.edu

Family Medical Leave Act (FMLA)

FMLA is federal legislation that entitles eligible employees to take unpaid leave from work to respond to “qualifying events” affecting the employee and/or the employee’s family members. FMLA leave is sometimes paired with other forms of leave, especially sick and/or child-rearing leave, to enable the employee to possibly have paid leave. For details, see

Leaves of Absense

Parental/Family

A faculty member may apply for a leave for a period up to one year for purposes of child-rearing. See Article 19 of the CBA for details.

Personal

A faculty member may apply for a leave for a period up to one year for personal purposes. See Article 19 of the CBA for details.

Professional

A faculty member may apply for a leave for a period from one semester to one full academic year for the purpose of pursuing professional opportunities outside UC employment. With approval the leave may be renewed for a second year. Professional leave is unpaid, but the faculty member receives all benefits, except retirement, to which he/she would have been entitled if not on leave. See Article 26 of the CBA for details.

Sick

Bargaining-unit faculty accrue sick leave at the rate of 15 days per year pro-rated each month. Faculty may not accrue more than 300 days of sick leave. The terms of using sick leave are governed by Article 17 of the CBA.

Guidelines for AAUP Faculty Reporting of Short-Term Sick Leave

Special

The University may grant special leave under Article 20 of the CBA with duration, pay, and other terms to be determined by the Provost.

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Outside Activity Reporting

All faculty with FTE greater than 50% must annually report outside activity and must update the Outside Activity Report (OAR) in order to receive permission to undertake new outside activity. See Conflicts of Interest/Commitment under "C" above.

Outside Activity Report Instructions

OAR User Manual Training Presentation

File a new or updated OAR

 

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Personnel Files

Maintenance of personnel files is governed by the following policies:

Guide Faculty Personnel

HR Employee Records Information Policy

Public Records Request

The University complies with the Ohio Public Records Act, which requires that public records be made available to the general public upon request. All such requests must be made through the Office of General Counsel. See the policy at:

Public Records Policy

Preventing Workplace Harassment at UC (FAQ)

             FAQ, Preventing Workplace Harassment at UC

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Reappointment, Promotion & Tenure Criteria & Procedures

The reappointment, promotion, and tenure (RPT) process is governed by Article 7 of the CBA. Criteria and procedures are developed at the unit level and are subject to approval of the dean and provost. The review process typically requires independent reviews by a unit committee, a unit head, a college committee, the dean, and the provost. Faculty should work closely with their unit heads in order to ensure that they meet all dossier submission deadlines and requirements.

Calendar

The Provost’s calendar specifies due dates for the RPT process (except in the College of Medicine or in those colleges that have set earlier deadlines and have notified the faculty at least six months before the earliest deadline). See Calendar under "C" above.

External Reviews

In keeping with the University’s stature as a major research university, the Provost has established guidelines for how external reviews should occur in the promotion and tenure process. Here is a full description of those expectations.

  Guidelines for External Reviews

A unit may redact external review letters to obscure the identity of the external reviewer if the unit has adopted, as part of its RPT procedures, a policy that permits such redaction.

Terminal-Year Review

A faculty member may request being reviewed for reappointment or tenure in his/her terminal year rather than in the penultimate year, thereby waiving the contractual requirement that he/she receive a year’s notice. The university contract administrator and AAUP must agree to such a waiver.

  Request for Terminal-Year Review

eRPT System

Dossiers, except for those eligible for Expedited Review, are to be submitted electronically using the following link:  https://webcentral.uc.edu/ERPT

For more resources on using the eRPT system, please refer to this link.

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Searches

Faculty searches are subject to certain guidelines that promote the goal of ensuring a diverse applicant pool and a fair and non-discriminatory hiring process.

Note that faculty searches may not begin until a position has been approved. See Appointments under "A" above.

Equal Opportunity Requirements

Search Procedures

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Tuition Remission

Article 11 of the CBA governs tuition remission benefits for bargaining-unit faculty. Those benefits are comparable to those for other full-time UC employees and are summarized at:

UC Tuition Remission Info

Employees seeking exceptions to tuition-remission ceilings must use the following process:

Tuition Remission in excess of 6 Credit Hours

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Workload Policies

In 1994, the University established a general workload policy within which each college operates:

 

  Workload Policy

 

 

Otherwise, workload is determined by the college or, in some cases, by the academic unit. Workload is not part of collective bargaining and is the not covered by the CBA.

Other Relevant Links

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Other Links

Questions or suggestions? Please email us.

 

  UC HR Policies website