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Procedures for Processing Faculty

Changes in Status


Notification of change in status

Proposals for all changes in status that affect percent of effort, salary, or academic track require additional information in the official letter to the Dean. This letter must specify the proposed effective date and all of the ramifications of the change related to salary, length of appointment and criteria for advancement.

Change in percent of effort

A change in percent of effort is initiated by a request from the chair through the Dean to the Office of Faculty Affairs. This letter must provide a justification for the change. Such a change may result in a salary change and/or a change in title.  This process is described in the following guidelines:  Process for Changing Faculty Effort or Faculty Practice/Patient Services Salary Components.   The template, Changes in Faculty FTE, should be used when making changes in faculty effort.  The change is subject to budget approval and approval of the Associate Dean for Faculty Affairs. Final approval by the Vice President for Academic Affairs is required.

Under special circumstances and review, a few part-time faculty may retain their full academic title and tenure. Recommendations for such action will be reviewed by the Advisory Committee on Appointments and Promotions; must be approved by a two-thirds (2/3) majority of those present at a regular meeting of the Executive Council, approved by the Dean and the Vice President for Academic Affairs. Final approval by the Board of Trustees is required.

Change in salary

A salary increase/decrease, other than adjustments in the base salary determined by the collective bargaining agreement between the University and the AAUP, are initiated by a request from the chair through the Dean to the Office of Faculty Affairs. The change is subject to budget approval and approval of the Dean and the Vice President for Academic Affairs.

Change in title within the same academic rank

  • A change in title is defined as a change from one track to another. All changes in title are initiated by a request from the chair through the Dean's Office to the Office of Faculty Affairs. This letter must state the justification for the change.
  • Changes in title at the rank of Instructor and to a modified (qualified) academic title at the Assistant Professor level are approved by the Dean and the Vice President for Academic Affairs.
  • Changes in track to a track with less stringent requirements such as Assistant Professor (tenure track) to Assistant Professor (non-tenure track) are approved by the Dean and the Vice President for Academic Affairs.
  • Changes in track to a track with more stringent requirements such as Assistant Professor (non-tenure) to Assistant Professor (tenure track) are treated as promotions to the new rank. The procedures described under the section on promotions must be followed.

In instances where the title was previously held by the faculty member, return to the previous rank will only require the approval of the Dean and the Vice President for Academic Affairs.

Off-site assignment

A request for an off-site assignment is submitted through the Dean=s Office to the Office of Faculty Affairs and must contain the following documents:

  • A letter of request from the faculty member to the Dean containing the following:
    • When and where the assignment shall take place including the proposed starting date.
    • Duration of the assignment and the plans for managing the teaching, clinical (if applicable), and administrative (if applicable) responsibilities of the faculty member.
    • A description of the off-site assignment activities and projected accomplishments.
  • A letter from the chair supporting the off-site assignment. It is understood that departmental faculty will absorb the increased instructional load which the approval of an off-site assignment may create. Plans for salary reimbursement during the assignment must be included.
  • A letter from the host university or organization confirming the invitation or acceptance of the faculty member.

The request is subject to budget approval and approval by the Dean.