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The Units
Faculty Policies
Adjunct Faculty
Adjunct—that is, part-time—faculty have been important parts of the UC community for decades. 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: 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 but them between 50% and 65% FTE; and bargaining-unit adjuncts, whose multi-year contract at greater than 65% FTE enables them to be represented by AAUP.
All three classes of adjunct faculty receive some level of benefits and are eligible for promotion.
Adjunct Faculty Handbook (Revised March 2012)
Adjunct Appointment Guidelines
Benefits for annually appointed adjuncts
Fluctuating demand for teaching sometimes necessitates the conversion of a term adjunct to an annual adjunct (or vice versa). The process for the conversion is described in this document.
UC’s Adjunct Faculty Center—a place adjuncts can stop by before or after class to get a copy made, use a computer, meet with a student, have a make-up exam proctored, or make a phone call— is open for business.
The Center is located in 401 Tangeman University Center. Access to the center must be arranged by Ms Cheryl Morgan (513-556-0026), who will have an adjunct faculty member’s UC ID card coded so that he/she can unlock the door with a swipe of the card.
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 ARP of Faculty
The AAUP has also produced a very helpful white paper on the subject:
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 2010-2013 CBA, some terms of an initial appointment letter will be limited to the period of initial appointment.
Appointment Letters, Samples:
Adjunct Faculty (AAUP)
Assistant Professor (full-time non-tenure line, such as field service or research assistant professor)
Assistant Professor (tenure line)
Emeritus Faculty
Research Associates (non-AAUP)
Visiting Faculty
Emeriti
Transfers between Colleges
Adjunct Faculty Handbook
The adjunct faculty handbook orients part-time faculty to the university structure, resources, policies, procedures, and benefits available to them. Consult this downloadable document for information about issues ranging from Blackboard to parking to tuition remission.
Adjunct Faculty Handbook (Revised March 2012)
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
Appointments of Faculty
These links provide basic information about faculty appointments, from how to request a new faculty line to approvals for emeritus appointments.
Adjunct Appointments
Special policies apply to part-time faculty—including those in the bargaining unit (65% to 100% FTE) and those with less than 65% FTE (term and annual adjuncts). Policy 5.2.2 addresses those who teach for more than one college and those who also have full-time administrative appointments at UC.
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.
Request for
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 twice each month to act on requisitions. The policy governing the committee’s work is at:
Vacancy Review Schedule 2011-2012
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 twice each month to act on requisitions. The policy governing the committee’s work is at:
Article 15 Applications
The Provost may award extraordinary 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.
Collateral Employment
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 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
The 2010-2013 CBA has four forms of contractually mandated compensation. All three years of the contract have across-the-board, merit, and compression components, each of which increases the permanent base salaries of faculty. The first year of the contract also includes a one-time lump sum payment to all bargaining-unit faculty.
As of September 1, 2010, the 2010-2013 contract had not been executed. The following is a link to the 2007-2010 contract:
Extraordinary (Article 15)
See Article 15 Applications
Stipends
Article 14 of the 2007-2010 CBA establishes a range of stipends to be awarded by deans to academic unit heads. The 2010-2013 CBA will remove the cap on the range of those stipends.
Summer
Article 14 of the CBA also establishes summer pay for academic unit heads.
Specification of pay for faculty for summer teaching is more ambiguous. Article 34 refers to maintenance of past practices with regard to summer compensation, a reference to a policy developed when summer school was managed by the now-closed College of Evening & Continuing Education (closed 2002).
Compliance, Institutional
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.
Consulting & entrepreneurial activities
Financial interests in private companies
Industry relationships (Medicine)
Disability Policies & Services
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.
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.
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 should 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:
Ethics & Reporting Misconduct
The University contracts with EthicsPoint, Inc. to receive and refer anonymous reports of unethical conduct by UC employees. Reports fall into severalcategories: 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
Faculty Contract (UC-AAUP) 2007-2010
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.
Faculty Contract (UC-AAUP) 2010-2013
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.
Faculty Toolkit from HR
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.
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, and special leave. UC policy also provides for unpaid educational leave and for military leave.
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.
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:
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 leave, to enable the employee to have paid leave. For details, see
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 quarter 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 to which he/she would have been entitled if not on leave. See Article 26 of the CBA for details.
The faculty member should request leave in writing at least 90 days before the leave would take effect. The request must be routed through the unit head and dean to the vice provost for academic personnel.
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.
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.
Nepotism
With few exceptions, employees of the University may not supervise or serve in a position that has the potential to directly benefit their own relatives. See the board rule at:
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 also #8 above, Conflicts of Interest/Commitment.
Outside Activity Report Instructions
OAR User Manual Training Presentation
Performance Reviews, Annual
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:
Personnel Files
Maintenance of personnel files is governed by the following policies:
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:
Preventing Workplace Harassment at UC (FAQ)
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).
Cover sheet for dossiers
All faculty submitting RPT files must use the Provost’s File Cover Sheet.
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 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.
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 #2 above, Appointments.
Equal Opportunity Requirements
Search Procedures
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:
Employees seeking exceptions to tuition-remission ceilings must use the following process:
Tuition Remission in excess of 6 Credit Hours
Other Links
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