4 GENERAL INFORMATION

4-1 ACADEMIC POLICIES AND PROCEDURES

4-1.1 CONSIDERATIONS FOR TENURE, PROMOTION, AND MERIT INCREASES

The mission statement for The University of North Carolina at Pembroke cites the University's commitment to academic excellence through a "balanced program of teaching, research and service." Accordingly, future decisions concerning tenure, promotion, and merit salary increases will consider these three areas in a more balanced approach. Faculty who are outstanding in their teaching, who conduct meaningful research and scholarly activity, and who carry out University and professionally-related community service will be recognized and rewarded appropriately through merit increases and in promotion and tenure recommendations and decisions.

4-1.2 RENEWABLE TERMS FOR DEPARTMENT CHAIRS

1. Department chairs (hereinafter referred to as chair or chairs) will be appointed by the Provost and Vice Chancellor for Academic Affairs for terms of five years, renewable under the provisions below. The administrative appointment of a chair by the Provost and Vice Chancellor for Academic Affairs (as with any other administrative appointment) is an "at will" appointment; therefore, the appointment is subject to review at any time.

2. The normal evaluation process for chairs will take place during the fall semester of the third year of service.

3. During the fall semester of the fifth year of service, the chair will choose either to step down or to be considered for renewal. If the chair wishes to be considered for renewal, the chair will be evaluated again by the department members. As part of the evaluation process, full-time faculty teaching in the department (hereinafter referred to as department members) will be polled as to whether or not they wish the chair to be reconsidered for reappointment. Numerical results of the poll of the department members will be reported to the department chair by the Provost/Vice Chancellor for Academic Affairs. If a majority opposes reappointment, serious consideration should be given to the appointment of a new chair.

4. When a chair is to be considered for reappointment or a new chair is to be appointed, the appointment process normally will take place during the spring semester of the fifth year of service. All department members teaching in the department will be consulted by the Office for Academic Affairs to identify those willing to serve as chair. Department members will be polled confidentially regarding their preference for chair. If an outside search for a new department chair is to be conducted, normal search procedures will be followed.

5. At any time after the first year of a chair's term, the Provost and Vice Chancellor for Academic Affairs, at the request or in consultation with department members, may poll the department as to whether or not they wish the chair to continue to serve. In the event that a majority oppose the chair's continuing, the reappointment process may begin immediately per steps 3 and 4 of this document. If a department requests such poll, it may not request another such poll within one year of the date of the first poll.

6. The terms of one fifth of department chairs will expire each year. The order in which chair's terms will expire initially will be established by ranking chairs by length of service as department chairs. The four longest serving chairs will have their terms expire at the end of the first year in which this policy is implemented; then the three second-longest serving chairs will have their terms expire at the end of the second year in which this policy is implemented, and so on through the five year cycle.

7. In the event of the organization of a new department, the term of that chair will start with his or her original appointment and will become a normal part of the rotation beginning with step one.

8. When the necessity for a leave of absence occurs with a department chair, such as medical or family emergency, the Provost/Vice Chancellor for Academic Affairs will, on a case by case basis, make a determination either to grant the leave of absence or to fill the position with a new Department Chair.

9. In the event a chair permanently leaves his or her post as chair before the end of the term for any reason, the newly appointed chair will enter the rotation at step one.

10. This plan for renewable terms for department chairs is to be implemented by the Provost and Vice Chancellor for Academic Affairs in the fall of 1993.

4-1.3 SUPPORT FOR FACULTY RESEARCH

The University of North Carolina at Pembroke encourages its faculty in the pursuit of research and other scholarly activity for the development of original and applied research and scholarly activity. The University will support these efforts as much as possible through reassigned time and through direct and indirect financial support. Since state funding for research at a comprehensive University is somewhat limited, we will actively seek and we strongly encourage faculty to pursue external sources of funding for research. The institution will provide support and assistance through the Institutional Research Office and the Grants Office in the preparation of grants, through the Faculty Research and Development Committee in providing "seed money" and reassigned time, and through the academic departments for travel funds and reassigned time.

4-1.4 LEAVES OF ABSENCE AND ABSENCES FROM CLASS

LEAVES OF ABSENCE

Leaves of absence for one or more semesters without salary may be arranged with a faculty member for the purpose of advanced study, research, or public service - without prejudice to future promotions in rank - provided the period of absence is reasonable and does not work undue hardship upon the University.

Leaves of absence without compensation normally should be for not more than two academic years. For faculty members who do not have tenure, a period of leave will not count as a part of the probationary period. Thus the tenure decision will be postponed for a period equal to the length of the leave. The final responsibility for recommending to the Board of Trustees those to be granted leaves will rest with the Chancellor.

Faculty members approved for educational leave may petition for their retirement and hospitalization insurance to be continued while on leave. This continuation requires approval by the Teachers' and State Employees' Retirement System and The University of North Carolina at Pembroke. If you so desire, notify the University Human Resources Office in writing after your leave has been approved.

VACATION LEAVE

Faculty members are not granted vacation leave at any time within a scholastic session during which their teaching schedule or other duties incident to their employment may require their services. Holidays and vacation periods normally take care of such vacation. Twelve-month employees are entitled to vacation leave as provided under the laws of the State.

SICK LEAVE

The State does not pay sick leave for faculty. However, if the responsibilities of the faculty member can be effectively carried on by the department staff, without additional personnel, the faculty member may continue to receive his monthly check for a period of time to be approved by the Chancellor of the University.

FACULTY EMERGENCY ABSENCES FROM CLASS

Faculty members who, because of sudden illness or other emergency, cannot meet a scheduled class or laboratory period must notify the Chair of the Department prior to the beginning of the class. The Chair should then arrange for satisfactory coverage of the class. Upon returning to campus, the faculty member must submit a "Class Irregularity Report" to the Office for Academic Affairs. This form may be obtained from the department chair or from the Office for Academic Affairs.

CLASS ABSENCES FOR PROFESSIONAL REASONS

All teaching faculty who attend professional meetings must make satisfactory provisions for their classes through the department chair and the Office for Academic Affairs. Provisions for covering a class should include a meaningful class experience, preferably one conducted by a departmental colleague. The faculty member should file in advance with the Office for Academic Affairs a "Professor's Class Absence Request." This form should indicate the name of the colleague who will cover the class or a description of any other arrangement made for the class in the professor's absence. The form, which may be obtained from the department or the Office for Academic Affairs, must be reviewed and approved by the department chair and the Office for Academic Affairs.

EMERGENCY UNIVERSITY CLOSING POLICY

Any decision to close the University will be made by the Chancellor or, in his absence, the Provost/Vice Chancellor for Academic Affairs.

The University will remain open for classes unless there is a clear and present danger to the safety and welfare of students, faculty or staff. Reports of the closing of local public schools or community colleges must not be interpreted as implying that The University of North Carolina at Pembroke is to be closed. Neither should forecasts of major storms. The overriding concern of the University is to provide a quality, uninterrupted program of studies for our students without placing them or the staff in an unreasonably hazardous situation.

On days when the University is to be closed, that decision will be made if practicable by 6:00 a.m. Such a decision will be communicated to local radio and television by that time. This information will also be available from the UNCP emergency weather information hotline 910-521-6888, University switchboard or University police. Obviously, the chance of overflooding the latter source makes radio and television a more practical source of information.

University closings will be communicated to major radio and television stations in this vicinity. No such report means that classes are to be held as scheduled. In other words, when classes are to be held as usual, no announcements will be made.

Emergency University closings may take one of two forms:

l) Classes are suspended, but offices will remain open. (Adverse weather policy may apply to 12-month employees. Time lost will be charged to vacation leave or leave without pay. However, every reasonable effort will be made to arrangeschedules so employees will have the opportunity to make up time not worked rather than charging it to leave.)

2) Classes are suspended and all University offices are closed.

The University Police Office, the Infirmary and the Cafeteria are to remain open under all circumstances. Physical plant, as necessary, will assign a skeleton work crew.

(The full Emergency Procedures and Safety Plan is available in the following offices: University Police, Chancellor, Provost and Vice Chancellor for Academic Affairs, Vice Chancellor for Student Affairs, Vice Chancellor for Business Affairs, and the University Relations office.)

4-1.5 FACULTY GRIEVANCE PROCEDURE

The Faculty Grievance Procedure defines the framework for the consideration and satisfactory resolution of grievances within the University brought by faculty members against any members of the University community other than students.

FACULTY GRIEVANCE COMMITTEE

A. Any faculty member with a cause for grievance in any matter [other than suspension, discharge, nonreappointment (including denial of permanent tenure) or termination which are under the jurisdiction of the Faculty Hearing Committee] may submit a petition for redress to the Faculty Grievance Committee. The Faculty Grievance Committee shall be authorized to hear, mediate and advise with respect to the adjustment of grievances of members of the faculty. The power of the Committee shall be solely to hear representations by the persons involved in the grievance, to mediate voluntary adjustments by the parties, and when appropriate, to make recommendations concerning adjustments.

B. An at-large election for members of the Faculty Grievance Committee is conducted by the Committee on committees and Elections of the Faculty Senate after the completion of the Faculty Hearing Committee election [See By-laws Article V. Section 2]. Those eligible to vote are members of the General Faculty. [See UNCP Faculty Constitution, Article I, Section 1]. Faculty will have as many votes as there will be vacancies on the committee at the start of the next academic year. The Faculty Grievance Committee will be constituted as follows:

The following restrictions shall apply to committee membership:

1. No department chair or officer of the administration shall serve on the Committee.

2. No more than one member from any department may serve on the Committee at one time.

3. A member of the Committee shall not serve concurrently on the Committee on Promotion and Tenure or the Faculty Hearing Committee.

The following procedures shall be observed:

INITIAL PROCEDURES

A petition for redress of grievance should be submitted to the Chair of the Faculty Grievance Committee. The petition should be submitted promptly after the occurrence of the problem causing the grievance. The Committee reserves the right to delay action on the petition until the next semester if there is insufficient time for a complete review. If the problem occurs during the summer session, the petition should be submitted at the beginning of the fall semester.

The petition shall set forth in objective terms: l) the nature of the grievance and against whom the grievance is directed; 2) the issues or grounds upon which the grievanceis based and which the faculty member feels need resolution; 3) affirmation that attempts to resolve the grievance through normal channels have failed (when such attempts have been made); and 4) any other information that the petitioner considers pertinent to this case.

The committee shall decide whether the facts merit a detailed investigation or detailed consideration of the petition. The burden of proof rests upon the faculty member to establish the validity of the contention.

PROCEDURE FOR REVIEW

Initial step: When a petition is submitted, the Chair may designate a trained mediator who will attempt to settle the grievance if the dispute appears to be amenable to such an approach, and if the parties to the dispute express their willingness to cooperate with such an effort. Neither party is obliged to engage in mediation; it is a consensual undertaking.

If, within eleven working days, all parties involved have not reached an agreement, the Committee will convene for initial review of the content of the petition. The Committee will then initiate consideration of the merits of the grievance petition within six working days in the following manner:

A. The committee will hold preliminary discussions with each party to the grievance in private for the purpose of determining the exact nature of and basis for the grievance.

B. If, following these discussions and an examination of any written materials each party may wish to present, at least two members of the Committee believe that a valid grievance has been presented, a formal hearing will be convened. If no formal hearing is deemed appropriate, the committee shall recommend that no formal hearing be conducted and communicate that recommendation to all parties to the grievance. Any recommendations of that nature shall be set forth in writing and shall affirm the specific bases for the decision.

C. If a formal hearing is deemed appropriate, the Committee shall so inform all parties and give them twenty working days to prepare material and testimony. Any witnesses shall be identified to the Committee at least five working days prior to the initiation of the hearing.

D. The hearing shall be conducted by the chair of the Grievance Committee, with the Committee members and all parties to the grievance present. The hearing will be conducted in private, and witnesses shall not be present other than for purpose of giving testimony.

E. An official taped record of the hearing shall be maintained by an appointed member of the Committee and shall be available to the parties involved. The record is otherwise to be considered confidential and shall be kept in a manner consistent with appropriate privacy acts.

F. Once the hearing is concluded, the Committee has a period of eleven working days to deliberate and formulate its recommendations.

PROCEDURE AFTER THE HEARING

If the Committee determines that the faculty member's contention has not been established, it shall, by a simple, unelaborated statement, so notify all parties to the grievance.

If the Committee determines that the faculty member's contention has been established, it shall so notify in writing all parties to the grievance and the department head or other administrative official most directly empowered to take corrective action. The written notice shall also include a recommendation for adjustment in favor of the aggrieved faculty member. Within six working days after receiving such a recommendation, the department head or administrative official (normally the Provost and Vice Chancellor for Academic Affairs) shall notify the faculty member and the Chair of the Grievance Committee as to what action will be taken with respect to the Committee's recommendation and by what date such action will be initiated.

If the department chair or the Provost and Vice Chancellor for Academic Affairs fails to make such notification or if they fail to act upon the Committee's recommendations within a reasonable time, a report containing the Committee's findings and recommendations will be submitted to the Chancellor. The grievant shall also have the right to appeal the Committee's decision by notifying the Chancellor in writing within ten calendar days after receipt of the Committee's decision. The Chancellor will issue a decision within six working days of receipt of the Committee's report or written notice of appeal by the grievant. The Chancellor's decision on the grievance will be mailed to the grievant by registered mail, return receipt requested.

A grievant dissatisfied with the Chancellor's disposition of his or her grievance may appeal to the Board of Trustees or to the President of the University of North Carolina under the provisions of Section 501 C (4) of the Code depending on the subject matter of the grievance.

4-1.6 RESIGNATIONS

After a contract has been signed for the incoming academic year, the contract should be broken only by mutual consent of the professor and the University.

The Board of Trustees' policy indicates that any member of the faculty holding a full professorship or an associate professorship should also give the administration at least 90 days' notice prior to the beginning of the academic year.

Needless to say, the breaking of a contract without the mutual consent of both parties concerned could prove detrimental to an individual's future in his chosen profession.

4-1.7 CURRICULUM DEVELOPMENT AND REVISION PROCESS

The University of North Carolina at Pembroke has a clearly defined process for the development of curriculum, including degree programs, tracks, concentrations, minors, and individual courses. Proposals for new degree programs, prepared according to specified guidelines of the UNC Academic Program Development Procedures, must be approved by the UNC Board of Governors. Proposals for new tracks must be approved by UNC General Administration. Graduate programs must be submitted to the UNC Graduate Council for review and approval and to the UNC Board of Governors for approval.

Curriculum development and revisions proposals are initiated by the faculty of the academic departments. The department is the point of origin for all curriculum proposals, both those that can be handled at the campus level and those that must have Board of Governors' action. Curriculum proposals are reviewed by the department and signed by the department chair; reviewed and signed by the chair of any other department affected by the curriculum development or revision, reviewed, if the development or change affects Teacher Education; by the Teacher Education Committee and signed by the Chair of that committee; reviewed, if the development or revision impacts on General Education, by the General Education Advisory Committee and signed by the chair of that committee; signed by the Registrar, the appropriate Dean, and the Provost and Vice Chancellor for Academic Affairs for the purpose not of approval, but of acknowledgment of having read the proposal.

When the required signatures are affixed, the proposal is passed to the Subcommittee on Curriculum; the parent committee of this subcommittee is the Academic Affairs Committee, a standing committee of the Faculty Senate. This subcommittee is composed primarily of faculty. A representative of the department with a curriculum proposal on the agenda must be present to clarify rationales and answer questions. The proposal is reviewed extensively and a vote is taken. The chair of the Subcommittee on Curriculum takes the curriculum matters acted on by the Subcommittee to the Academic Affairs Committee, which reviews and votes to accept or reject the curriculum matter. Again a departmental representative must be present for the discussion.

Following action by the Academic Affairs Committee, the Chair takes curriculum as well as other committee actions to the full Faculty Senate, where the proposal is reviewed and voted on by the full Senate. All Senate actions, including curriculum matters, must go to the Chancellor for final action. It is rare that the Chancellor disagrees with the curriculum matters that have been approved by the Faculty Senate.

The curriculum and the process for its development and revision are assessed by this multilevel approval process. In addition, the curriculum and the process are evaluated as part of the institutional assessment made by the Southern Association of Colleges and Schools Commission on Colleges. Curricula of the various departments and the process used to develop curriculum are assessed by those agencies who accredit particular programs, e.g., at UNC Pembroke, the National Council for Assessment of Teacher Education, the State Department of Public Instruction, the National Association of Schools of Music, and the Council on Social Work Education.

For those academic programs not subject to such specific program review, UNC Pembroke initiated several years ago a five-year cycle of review, the External Review Process, which involves a substantial departmental self-study conducted and prepared by the academic department under review and a site visit by an external reviewer who is an expert in the field and who has usually served in a department chair capacity. Curriculum review is an integral component of this process. The External Reviewer's report on the examination of all aspects of the academic program and its delivery and resources is submitted by the reviewer to the Office for Academic Affairs.

4-1.8 TEACHING LOAD AND SERVICE RESPONSIBILITIES

The normal teaching load is twelve semester hours or the equivalent per semester. Faculty teaching both undergraduate and graduate courses will have a teaching load of 21 semester hours for the academic year in which the graduate course occurs. Faculty teaching only graduate courses will have a teaching load of 18 semester hours for the academic year. Faculty involvement in service responsibilities, including advisement, sponsorship of organizations, and University committee work, is important and is encouraged. However, faculty are encouraged to serve on no more than three major committees for the academic year in addition to their teaching and departmental responsibilities. It is further suggested that faculty choose those committees and other responsibilities in which they have a strong interest and to which they can make the most meaningful contributions.

4-1.9 GRADUATE FACULTY STATUS

Graduate Faculty--Status approved for tenured/tenure track members of The University of North Carolina at Pembroke faculty who meet the criteria listed below. Graduate faculty may teach graduate courses and chair thesis committees. Appointments are subject to review every five years.

Associate Graduate Faculty--Status approved for tenured/tenure track members of The University of North Carolina at Pembroke faculty who meet the criteria listed below. Associate graduate faculty may teach graduate courses, but not chair thesis committees. The term of appointment is three years, and may be renewed one time.

Adjunct Graduate Faculty--Status approved for part-time faculty who meet the criteria identified below, and who may be utilized to teach specific graduate courses (related to their area of expertise) on a recurring basis. Adjunct graduate faculty may not chair thesis committees. Appointments are subject to review every three years.

Interim Graduate Faculty--Status approved for faculty who meet the criteria identified below. Appointments are made on a semester to semester basis. Faculty granted this status shall only teach specific courses directly related to their area of expertise.

1. A specialist degree (or its equivalent) appropriate for the academic field.

2. A solid record of experience in the field of study.

3. Licensure (if applicable) in the field of specialization.

4. Documented evidence of continuing professional development

5. The endorsement of the appropriate program area coordinator or designee.

6. Approval/recommendation of the program coordinator, department chair, the Dean of Graduate Studies, and the chief academic officer of the University.

4-1.10 RENEWAL OF GRADUATE FACULTY STATUS

Appointments to three categories of graduate faculty status (graduate faculty, associate graduate faculty, and adjunct graduate faculty) are for extended periods of time and subject to review for renewal. On an annual basis, department chairs will be provided with a list of graduate faculty in their respective departments whose graduate faculty appointments are subject to review/renewal during the year and a copy of the criteria for appointment to the various categories of graduate faculty status. The department chairs will be asked to verify the continuing eligibility of each faculty member on their list. Upon receipt of this verification in the Office of Graduate Studies, the graduate faculty status appointments of faculty will be renewed. Letters of renewal will be sent to individual faculty members and reported to the Graduate Council.

ELIGIBILITY CRITERIA RENEWAL OF GRADUATE FACULTY STATUS

Graduate Faculty--Status approved for tenured/tenure track members of The University of North Carolina at Pembroke faculty who meet the criteria listed below. Graduate faculty may teach graduate courses and chair thesis committees. Appointments are subject to review every five years.

1. Continuing graduate teaching responsibilities at UNCP.

2. Satisfactory teaching performance at the graduate level at UNCP.

3. Licensure (if applicable) in the field of specialization.

4. Documented evidence of continuing engagement in scholarly activities among the following:

Associate Graduate Faculty--Status approved for tenured/tenure track members of The University of North Carolina at Pembroke faculty who meet the criteria listed below. Associate graduate faculty may teach graduate courses, but not chair thesis committees. The initial term of appointment is three years, and may be renewed one time, for two years.

1. Continuing graduate teaching responsibilities at UNCP.

2. Satisfactory teaching performance at the graduate level at UNCP.

3. Licensure (if applicable) in the field of specialization.

4. Documented evidence of engagement in scholarly activities among the following:

Adjunct Graduate Faculty--Status approved for part-time faculty who meet the criteria identified below, and who may be utilized to teach specific graduate courses (related to their area of expertise) on a recurring basis. Adjunct graduate faculty may not chair thesis committees. Appointments are subject to review every three years.

1. Continuing satisfactory teaching performance at the graduate level at UNCP.

2. Licensure (if applicable) in the field of specialization.

3. Documented evidence of engagement in scholarly activities among the following:

4-1.11 PART-TIME FACULTY POLICIES

The University of North Carolina at Pembroke monitors the utilization of part-time faculty to ensure that the number of full-time faculty is sufficient to provide "effective teaching, advising, scholarly and creative activity, and curriculum development, policy making, institutional planning and governance" (SACS Criteria, section 4.8.3). We are committed to ensuring that the use of part-time faculty is appropriately limited. We actively recruit and appoint qualified part-time faculty who can enrich and enhance the educational program by bringing to the classroom additional experience and areas of expertise.

I. Appointment of Part-Time Faculty

II. Orientation of Part-Time Faculty

III. Supervision and Evaluation

IV. Expectations of the Part-Time Faculty Member

4-1.12 RECRUITMENT AND HIRING POLICIES

Once a vacant position occurs in an academic department, the chair requests approval from the Office for Academic Affairs to advertise the position. At that point the chair requests from Academic Affairs a "hiring packet," which contains the following items: Guidelines for Recruitment and Selection of New Faculty, the Advertisement Requisition Input/Authorization Form, a sample of the position announcement, the Affirmative Checklist EPA Personnel Actions, a copy of the UNC Pembroke Application for Academic Positions, and the Faculty Appointment Recommendation Form.

All faculty positions should be advertised nationally, usually in the Chronicle of Higher Education and, if necessary, other discipline specific advertising media. The only exception occurs when time constraints (e.g., if classes are to begin shortly) prohibit a regular search. In that instance, regional advertising and calls to several universities about potential candidates are appropriate. When time does not permit a national search, a faculty member will be given a "temporary" contract for a semester with the approval of the Affirmative Action Officer and with the understanding that a national search will be launched at a later point. All advertisements should include the Affirmative Action/Equal Opportunity Employer designation. Generally, advertisements should contain a statement such as the following: Review of applications will begin [the appropriate date] and continue until the position is filled. The Office for Academic Affairs processes the advertisement and sends it to purchasing once the form has been approved by the Provost or the appropriate Dean. In addition to formal advertisements, announcement of the position vacancy is sent by the chair to a large number of institutions which prepare graduates in the appropriate discipline, including minority universities.

Once the department has reviewed the applications and selected those candidates they may wish to interview, the applications are reviewed by Academic Affairs and a decision is made on the candidates interview. All allowable expenses of the candidate's visit are covered by the institution; chairs are requested to work with candidates on determining the best price for air travel. Candidates should be asked to sign travel request and reimbursement forms while they are on campus for the interview.

It is very important for the chair and departmental search committee to make telephone calls to find out as much as possible about the candidate, prior to inviting the candidate for an interview. In addition, substantive conversations with the candidate should occur for the purpose of assessing the candidate's appropriateness for and seriousness about the position.

An itinerary should be designed for each candidate's visit and shared with all who will be involved with the candidate during the visit, including the Office for Academic Affairs. The itinerary should allow time for involvement with the chair, all departmental faculty, students in an informal setting, and the Office for Academic Affairs. The Chancellor should be involved with candidates for department chair and for distinguished chairs. Thirty to 45 minutes should be designated for an interviews with the Provost and the appropriate Dean.

The candidate is required to make a 30-50 minute presentation, preferably to a class, which is observed by the department chair and as many of the faculty as possible. The appropriate Dean will also attend the presentation if at all possible. Please inform the candidate about the specific nature and time of the presentation before the campus visit.

The department is expected to make use of telephone interviews, conversations with the candidate, and the candidate's oral presentation to ensure that the candidate is proficient in oral communication in the language in which assigned courses will be taught.

All candidates whose native language is not English must submit evidence that they have received a score of 550 or better on the TOEFL examination. The department should also use its review of written materials submitted by the candidate to ensure that the candidate is proficient in written communication in the language in which assigned courses will be taught.

It is the responsibility of the department chair to secure from the candidate all materials required for the personnel folder: the resume, the UNC Pembroke application, three letters of professional recommendation, and official transcripts sent directly to the department chair or to Academic Affairs from all post-secondary institutions the candidate has attended.

Once the decision is made about the position offer and approved by Academic Affairs, the chair and the appropriate Dean will jointly decide on the appropriate salary figure. A letter describing the hiring process of the particular candidate and providing the appropriate available affirmative action information should be sent at this point to the Affirmative Action Officer for approval. The Chair then makes the offer by telephone and determines with the prospective faculty member the appropriate date of response. A week for response is probably an ample amount of time.

If the response is positive, the contract is prepared by the Office for Academic Affairs and signed by the Chancellor and sent to the faculty member. If the response is not positive, the department continues to pursue other identified candidates.

Once the contract has gone out, the chair should complete all relevant forms from the hiring packet and forward them to the Office for Academic Affairs, including the Faculty Appointment Recommendation form.

Note: Please refer to the "hiring packet" (available from the Office for Academic Affairs) for more specific details of the recruitment and selection process.

4-1.13 OFFICE OF CONTINUING EDUCATION

Summer Session Teaching. The University offers two five-week sessions and a three-week intra-session. Credits earned during the summer are equivalent to those earned during regular semesters. Regulations governing registration, class attendance, examinations, etc. which apply to the regular session also apply to summer sessions.

Enrollment and the availability of funds govern summer employment. Guaranteed teaching assignments for the summer are not made under the present funding arrangement.

Degree Credit Extension Instruction. Degree credit extension instruction leads to earned credit toward a degree offered by Pembroke, but is offered outside the regular-session, on-campus program and outside the summer session. Degree credit extension instruction is considered a part of the "teaching" activity of the University, but is distinguished from regular-term instruction and summer-term instruction and is financed in a different manner.

Evening Instruction. Evening instruction is an integral part of the total instructional program at Pembroke. Teaching assignments and schedules are coordinated with other offices in an effort to fully utilize available resources. Faculty are expected to participate in at least one evening course each year.

4-1.14 FACULTY MEETINGS

Faculty members are expected to be in attendance at all regular faculty meetings and other announced university programs. A member who finds it necessary to be absent from a faculty meeting should so indicate to the Provost and Vice Chancellor for Academic Affairs prior to the time of the meeting (see Article I, Section 3 of the Faculty Constitution).

4-1.15 UNIVERSITY CONVOCATIONS

University convocations are called as often as deemed necessary.

4-1.16 ACADEMIC COUNCIL

The Academic Council is composed of all department chairs and Deans; the Provost and Vice Chancellor for Academic Affairs, who serves as its chair; the Assistant Vice Chancellor for Academic Affairs; the Dean of Graduate Studies; the Director of Continuing Education and Summer Session, the Director of Library Services; the Director of Institutional Research; the Director of the College Opportunity Program; the Director of the Media Center; the Director of the Native American Resource Center; the Director of Teacher Education; the Registrar; the Director of University Computing and Information Services; the Director Grants, the Director of Regional Center for Economic, Community, and Professional Development, the Chair of the Faculty Senate; and the heads of the other academic support departments. This Council generally meets at 3:30 p.m. on the second Tuesday of each month and/or at other times as may be necessary.

4-1.17 UNIVERSITY POLICIES GOVERNING EMPLOYEE INVOLVEMENT IN POLITICAL CANDIDACY AND OFFICEHOLDING

Policies adopted by the Board of Governors in 1976 establish processes for resolving, in advance, questions about possible conflicts between a University employee's satisfactory performance of employment responsibilities and his involvement in political candidacy and officeholding. All University employees (full-time, part-time, or adjunct) except those subject to the State Personnel Act are covered by the policies. An employee who intends to become a candidate for election or appointment to or to hold any public office is responsible for knowing the terms of and complying with the requirements of the Board policies. A copy of the full text of the Board policies may be obtained from the Library, the Chancellor's Office, Human Resources Office and from the following website: www.ga.unc.edu/publications/admin_manual (see Section III E). Failure to comply with the policies is a violation of the terms and conditions of University employment and may result in disciplinary action. The following is a summary of the basic provisions of the Board policies. The full text of the policies should be consulted by an affected employee. Advice concerning the interpretation and application of the policies may be obtained from the Assistant to the Chancellor for Legal Affairs.

1. CANDIDACY FOR ELECTION TO PUBLIC OFFICE

Becoming a candidate for election to a full-time or major part-time office is presumed to create a conflict of time that interferes with the employee's satisfactory performance of University employment obligations. The conflict may be avoided by (l) resigning from University employment (2) seeking an appropriate unpaid leave of absence from University employment, or (3) rebutting the presumption of conflict by demonstrating that there in fact will be no conflict between campaign activity and University employment. An employee who intends to become a candidate must follow prescribed procedures for resolving questions about conflicts in advance of becoming a candidate.

2. HOLDING PUBLIC OFFICE

Upon assuming an elective or appointive full-time office, a University employee will be deemed to have resigned his University employment, unless prior to assuming office he requests and is granted a full leave of absence, without pay. Such a leave of absence may not exceed two years.

Upon assuming an elective or appointive major part-time office, a University employee will be presumed to have a conflict of time that necessitates his resignation from University employment; the resignation requirement may be avoided if (l) he requests and is granted an appropriate leave of absence or (2) he rebuts the presumption of conflict by demonstrating that there in fact will be no conflict between officeholding and University employment.

An employee who intends to occupy such an office must follow prescribed procedures for resolving questions about conflicts in advance of assuming the office.

4-1.18 FACULTY AWARDS COMMITTEE

A. Membership of the Faculty Awards Committee:

B. Election and Operation of the Faculty Awards Committee

C. Awards Granted by the Faculty Awards Committee

The committee will vote to give the following awards, using criteria, guidelines and procedures defined by the donors and by the Faculty Senate.

4-1.19 PROFESSOR EMERITUS

This shall be an honorary designation for those faculty members and administrative personnel who have retired after at least ten years of distinguished service to The University of North Carolina at Pembroke. This candidate shall be nominated by Department Chair and/or peers in the academic community. This designation requires the recommendation of the Faculty Awards Committee and the Chancellor of the University; it must be approved by the Board of Trustees. Professor Emeritus status can also be conferred by direct action by the Board of Trustees.

FACULTY EMERITUS POLICY

I. Criteria for consideration as Professor Emeritus

Faculty Emeritus status shall be conferred only upon those persons whose contributions and service to the University, in the judgment of the University Awards Committee, have been distinguished.

Those retirees eligible for consideration include full-time faculty with rank, professional administrative personnel who have earned academic rank, and administrative personnel who have been awarded rank in honor of their contributions to the University. The minimum length of service for the nominees eligible to be considered is ten years at The University of North Carolina at Pembroke.

Faculty members who are participating in the phased-retirement program are eligible for consideration for Professor Emeritus status.

II. Criteria for awarding emeritus status

In reviewing the records of nominees, the University Awards Committee will consider such criteria as:

III. Procedure

At the beginning of the fall semester of each academic year, the Chair of the University Awards Committee will ask for nominations of eligible candidates for the honor of Professor Emeritus. The Committee may solicit the following:

The Committee will forward this information along with its recommendations for emeritus status to the Chancellor. The Chancellor shall announce the names of those persons approved by the Board of Trustees and awarded emeritus status.

4-1.20 RETIRED FACULTY (With or Without Emeritus Designation)

The following recommendations honor retiring faculty, with or without emeritus designation:

1. The current issue of the Yearbook will be presented to each retiring faculty member by the Chancellor at the end of each academic year.

2. Each retired faculty member will continue to have access to the Bookstore, Library, and Gymnasium during free access periods. Permission to use the Media Center might be permitted upon special request. Retired faculty may retain a computer account upon notification to the University Computing and Information Services office.

3. Each retired faculty member will receive a permanent identification card which will serve as admission to all University-sponsored activities including but not limited to athletic events and Performing Arts Center events. Only events that are sponsored exclusively by the University are included.

4. These recommendations are retroactive where appropriate.

5. All faculty who have retired from UNCP are eligible to receive a free parking permit for any faculty area on campus. "Retired faculty" is interpreted to mean any faculty member who has held faculty rank and who has retired from UNCP. The permit is non-transferable between individuals, but may be transferred from one vehicle to another owned by the same faculty member. Each permit will be numbered and will show no expiration date.

4-1.21 ADOLPH L. DIAL ENDOWED AWARDS

These awards have been established to recognize and honor outstanding University of North Carolina at Pembroke faculty members who have distinguished themselves in one of the following areas: Scholarship/Creative Work and Community Service. One award in each area may be presented at fall convocation each year. Each taxable award (see 4-2.1) will be in the amount of $1,000.00.

DIAL AWARDS CRITERIA

1. The recipients must be members of the full-time teaching faculty of The University of North Carolina at Pembroke.

2. The recipients must be in current service at the University, and the award must be presented for work performed while in service at the University.

3. The work for which the recipient receives the Scholarship/Creative Work Award must be in the faculty member's discipline.

4. An award recipient shall be eligible to receive the same award a second time after a period of seven years.

DIAL AWARDS PROCEDURE

1. The Faculty Awards Committee will publicize the awards and the nomination procedure throughout the University community. Nominations must be received by the committee by the indicated time in order to be considered.

2. A letter of nomination must include a complete rationale for the nomination for that specific award.

3. Nominees will be informed of their nomination by letter and will be asked to submit specific materials in support of their nomination.

Such materials include:

a. A current resume/curriculum vitae;

b. A completed self-evaluation as used in the standard UNCP Faculty Evaluation Model;

c. Other accomplishments relevant to the specific award for no longer than the past seven years;

4. The committee will consider only the materials requested and received by the indicated deadlines.

5. The committee will deliberate, make its selection by secret ballot and inform the Provost and Vice Chancellor for Academic Affairs of its selection for each award. Information for publicity will accompany the selections sent to the Vice Chancellor.

6. The Dial Awards will be given at Convocation by a member of the Dial family or by the Chair of the Faculty. Recipients will have their names engraved on a plaque placed in a public area of campus.

7. Materials requested of each nominee will be returned to the nominee.

4-1.22 TEACHING AWARDS

I. GENERAL INFORMATION

A. Goals of Teaching Awards at The University of North Carolina at Pembroke

The University of North Carolina at Pembroke faculty are expected to be good teachers. Faculty members receiving teaching awards are those who,while involved in all areas of the University's mission, have distinguished themselves, among students and peers, as exceptional teachers.

B. Teaching Awards Granted at The University of North Carolina at Pembroke

Each year six teaching awards will be granted. These are:

C. Criteria for Teaching Awards at The University of North Carolina at Pembroke

Outstanding teaching faculty stand out in all areas associated with teaching excellence. Outstanding teachers demonstrate enthusiasm and commitment to professional growth. Outstanding teachers are effective through clear course materials and presentations, varied instructional strategies, and suitable measures of student learning. Outstanding teachers are successful at engaging student interest, challenging students, and eliciting high levels of student achievement.

The Board of Governors' Award recognizes long-term teaching excellence, while the UNCP Teaching Awards recognize teaching excellence in the two years preceding the granting of the award.

D. General Policies for Teaching Awards

The University of North Carolina at Pembroke Teaching Awards, as well as the principles and policies outlined here, will be continually reviewed and improved.

The Board of Governors' Award can be granted only once to a faculty member. Recipients of the UNCP Teaching Award may be considered for another award after four years.

Names of teaching award winners will be inscribed each year on a plaque, to be placed in a prominent location. A record of nominees and winners issubmitted each year by the Chair of the Faculty Awards Committee to the Chair of the Faculty Senate and to the Office for Academic Affairs.

Nominees for the Board of Governorsí Award are automatically nominated for the UNCP Teaching Award that same year.

Winners of teaching awards are encouraged to serve on awards committees during the years that they are ineligible for awards.

Requests for nominations should be widely publicized: on e-mail, posters, in UNCP Today, in This Week and Faculty Notes, and in a flyer that encourages faculty to announce the awards in their classes and to nominate colleagues.

II. The Board of Governors' Award for Excellence in Teaching

To underscore the importance of teaching and to encourage, identify, recognize, reward and support good teaching in the university, the Board of Governors created system-wide teaching awards designated "Board of Governors' Awards for Excellence in Teaching." One recipient is selected annually from each of the 16 constituent institutions of the University of North Carolina to receive a stipend and a citation.

Eligibility: Those eligible are full-time faculty members with tenure who have taught at least seven years at The University of North Carolina at Pembroke. The recipient must have demonstrated excellent or exceptional teaching ability over a sustained period of time. Nominees must be teaching during the academic year in which they are nominated.

Nominations: Faculty, students, administrators and alumni are invited to submit nominations each fall. Each department chair is formally asked for a nomination. Letters of nomination must include a complete rationale for the nomination. The basis for nomination must be demonstrated excellence in teaching and a record of accomplishments and contributions in teaching over a sustained period of time.

Procedures: The Faculty Awards Committee (FAC) selects The University of North Carolina at Pembroke nominee for the Board of Governors' Award.

Upon nomination for the BOG award, the candidate will submit a portfolio in a three-ring binder with dividers for each of the following areas:

1. a current resume or curriculum vitae
2. copies of self-evaluations for the two years preceding the nomination
3. copies of syllabi and relevant course materials from three different regularly taught courses
4. names, address, and phone numbers of two colleagues and two former students who have agreed to support the nomination by letter or phone call
5. documentation of any professional activities which exhibit a commitment to teaching beyond the classroom, such as publications, presentations, and grant writing

In addition to the three-ring binder containing the materials listed above, the nominee should submit a large clasp envelope in which additional materials are labeled by a 3 or 4 digit number - chosen by the nominee. There should be NO reference to the name of the candidate or the department in which he or she teaches. Inside the large clasp envelope the candidate should insert a sealed letter-size envelope containing a paper on which is written the nominee's name and the 3 or 4 digit number. This envelope will remain sealed until the committee has deliberated. The following materials should be submitted in the large envelope:

1. the summary statistics and the comments from the two most recent sets of student evaluations. The nominee must delete all references to his or her name, department, and course title

2. a written statement (approximately 4 pages, double-spaced, and identified only by the previously chosen 3 or 4 digit number) which articulates the nominee's teaching philosophy and methods used to achieve educational goals

After naming a least two finalists, the committee will conduct classroom observations and will make calls for letters of recommendation. No additional materials will be requested from the nominees. A decision will be made in late January.

Suggested Schedule: Board of Governorsí Award

Responsibilities of Award Winners: The winner of the Board of Governorsí Award for Excellence in Teaching serves as Grand Marshal at Commencement in the year of the award. For the next two years, the winner's teaching portfolio, including the statement of teaching philosophy, will be made available for the campus community to see. The chair of the Faculty Awards Committee will be responsible for making two copies of the complete portfolio, with one copy placed in the Library and a second copy going in the Teaching and Learning Center. The winner is available to faculty and students for presentations and workshops on teaching.

III. The University of North Carolina at Pembroke Teaching Awards

Each year, five UNCP Teaching Awards will be granted by the Faculty Awards Committee. Funds are divided evenly among winners.

Eligibility: Full-time faculty who have taught at UNCP for at least two years prior to the year of nomination. Nominees must hold full-time faculty appointments in the current year. Nominees must have received no teaching awards at UNCP in the previous four years.

Nominations: Faculty, students, administrators, staff members and alumni will be invited to submit nominations. Letters of nomination must include a rationale for the nomination. Nominees for the Board of Governors' Award who do not receive that award are automatically nominated for the
UNCP Teaching Awards in the same year.

Nominees submit a portfolio with the following materials:

1. copies of self-evaluations for the two years preceding the nomination

2. a statement of teaching philosophy (approximately four pages, double-spaced), including comments about how the philosophy is carried out in practice and how other professional activities relate to teaching

3. copies of syllabi and relevant course materials (e.g. handouts, tests, student papers/projects) from three regularly taught courses

4. the summary statistics and comments from the two most recent sets of student evaluations (a "set" is all of the courses taught in a given semester)

Suggested Schedule: UNCP Teaching Awards


Responsibilities of Award Winners: For the next two years, the winner's teaching portfolio, including the statement of teaching philosophy, will be made available for the campus community to see. The chair of the Faculty Awards Committee will be responsible for making two copies of the complete portfolio, with one copy placed in the Library and a second copy going in the Teaching and Learning Center.

4-1.23 GENERAL PROCEDURES CONCERNING ALLOCATIONS FOR ACADEMIC COMPUTING

The University Technology Committee uses an annual cycle for its normal recommendations concerning academic computing, especially purchases.

The Chair of the University Technology Committee, in cooperation with the Director of the University Computing and Information Services, solicits requests for new resources for the next academic year from all academic departments and programs. The requests must give justification, priorities, and long-term goals. Usually, this is done in August or September with a lead time of least one month. See form.

The Director of the University Computing and Information Services in consultation with the Provost and Vice Chancellor of Academic Affairs determines what monies are available for academic computing technology. Usually, this is done in September.

All requests are collected and screened by the Director of the University Computing and Information Services.

Copies of all the original requests, a budgetary summary of the requests, background information, and an update on the status of the University's computing resources are presented to the University Technology Committee at a first meeting. Open discussion is encouraged, requests for clarification are entertained, and any "last minute" changes based on new information are presented. A general consensus on general areas to emphasize and a framework for establishing priorities is reached.

Based on the discussion and the consensus on general priorities, the Director of the University Computing and Information Services in consultation with the Chair of the University Technology Committee develops general proposals for the allocation of resources. Additionally, all members of the Committee are encouraged to bring any such proposals to the next meeting.

Using as many meetings as needed, through open debate and majority vote, the committee arrives at its recommendations. Usually, the committee will set additional priorities beyond the available budget resources in case further funding may come available and will give the Director of the University Computing and Information Services discretion to make final purchases subject to review of the Provost and Vice Chancellor of Academic Affairs and in consultation with the Chair of the University Technology Committee. In case of problems or major changes, the Committee can be recalled for further decisions. Normally, this process is completed by the end of the calendar year.

The policies and procedures for the allocation of resources for academic computing will be evaluated annually by the University Technology Committee. This evaluation includes a survey of the academic departments. The results of the assessment will be used to make revisions to the policy as necessary. The results will be included in the annual report submitted to the Faculty Senate each spring semester.

4-1.24 GENERAL PRINCIPLES CONCERNING ALLOCATIONS FOR ACADEMIC COMPUTING

All recommendations of the University Technology Committee for the allocation and use of information technology are made directly to the Office of Academic Affairs.

The recommendations are based on the Committee's understanding of the needs of the University to meet its mission of teaching, research, and public service subject to budgetary restraints.

The funds for acquisition and support of academic computing are derived from the Office of Academic Affairs budget and partly from the student technology fee and are at the discretion of the Provost and Vice Chancellor of Academic Affairs.

The funds are only spent to support direct academic use; i.e., faculty and student use.

Student fee monies are only spent for student use.

All faculty should have access to computing technology for their professional duties.

Each academic department and program should have access to computing technology as appropriate for its students.

Each academic department and program becomes responsible for the usage, access and control of the resources it receives. In the case of resources that must be shared, voluntary cooperation is encouraged.

The University Computing and Information Services maintains and is directly responsible for some resources which are available to the general University body (e.g., the 24-hour lab and the library lab).

For student monies, priority is given to upgrading the oldest technology (particularly in labs) and then to special needs or expansion.

For faculty monies, each academic department or program establishes its own priorities through the request process (see below).

The University Technology Committee recommends funding based on a competitive merit debate and vote procedure in open committee meetings (see below).

Where possible, the University Technology Committee may recommend the sharing of resources amongst departments and programs.

Recommended allocations are based on the information provided to the University Technology Committee by the justifications in support of the department requests, by the Director of the University Computing and Information Services, and other relevant sources. The requests are evaluated in the context of University-wide needs and the projected computing environment. The members of the University Technology Committee are selected to represent a broad technological expertise and view point.

The University Technology Committee proposals for allocation and use of computer technology are to meet the Strategic Objectives as set by the Planning Council and other appropriate University bodies or administrators. Additionally, the University Technology Committee provides information to those persons or bodies to help determine such objectives or priorities in information technology.

Particular environments, platforms, common computer applications, and needed standards are adopted on a consensus basis with special consideration to the manpower of the University Computing and Information Services to provide support. However, special needs are funded.

In general, the University Computing and Information Services is responsible for all maintenance and support for the purchases. In some circumstances, the individual department or program will be responsible due to limited manpower. The University Computing and Information Services is responsible for the campus infrastructure and networking.

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Last updated: August 22, 2000