Dear FAPC Committee Members:

Sorry for the delay responding to your request for a follow-up on previous motions made by FAPC.

Please find my status report below:

 

1. Review of Letters:

Last spring the deans completed a review of the letters sent to students that were submitted by Admissions, departments, and colleges and found no specific reference to the availability of faculty in the summer. In a few examples, deans reported that some departments made reference to the availability of advisors. However, the reference was not specific to the faculty. As far as the deans could report, the department chairs, graduate coordinators, or faculty who are teaching summer courses were serving as advisors to students enrolled in summer courses. The deans were asked to make certain that messages regarding references to advisors be written carefully to avoid any misunderstanding about general faculty availability. As we looked into this issue, I noted that those programs with cohorts beginning in the summer were most at risk for potential problems related to “pressing” faculty who are off contract into service. Those departments that designed, approved, and implemented a summer cohort program might not have taken into consideration the need for and impact on faculty time. Those programs will need to be particularly attentive to potential problems. The deans council discussed the fact that there are occasional needs for faculty to assist in the summer, but all agreed to be vigilant about protecting faculty time. Many reported that it is common practice for chairs to ask faculty to volunteer to assist occasionally in the summer. Upon the recommendation of President Leland and the advice of Legal Counsel, it was decided that we should avoid “spelling out in written guidelines” restrictions about faculty availability when they are “off contract.” The concern was that this might draw unwelcome attention to the fact that the institution continues to provide “off contract” faculty with various benefits (such as travel reimbursements, research grants, benefits, office space, computers and lab equipment, networking capabilities, and so forth). In lieu of written guidelines, it will fall to the provost and deans to remain vigilant and mindful of faculty time. Additionally, the deans discussed the feasibility of providing compensation to “off contract” faculty whose assistance to the department in summer stretched beyond a few hours. Deans were instructed to make certain that no faculty member be required to perform duties while not under contract. Furthermore, all agreed that any form of retaliation toward those “off contract” individuals who refused to perform tasks during the summer would be unacceptable. Faculty should make the dean and/or provost aware of any violation of this practice.
 

2. Desk Copies:

FAPC recommended that the feasibility of the institution’s library as a clearinghouse for unwanted desk copies be explored. The Provost discussed this initiative with the Director, Nancy Davis Bray, who agreed that the library could serve the institution in this manner. This decision was shared at the Academic Leadership Team meeting. Communication was to take place in the college. A follow-up communication will be sent “campus wide” to campus toward the end of the academic year. The practice will be added to the university’s Policy Manual in the appropriate location.

 

3. Faculty Evaluation of Collegiate Administrators:

FAPC recommended that the Provost ensure that the administrative evaluation process include a mechanism by which the appropriate personnel are reminded to provide feedback on administrative performance. This was accomplished through discussion with the deans and a request that they send an email to the faculty and staff soliciting feedback on chair evaluations. Most deans chose to send this reminder to their collegiate constituents through an email. A line was placed in the appropriate processes section of the university Policy Manual spelling out the need to for the provost to ensure that constituents are reminded annually of the evaluation process. Care is taken to ensure confidentiality in all personnel matters, including evaluations.

 

Please do not hesitate to contact me if clarity is needed.

 

Respectfully submitted by

Sandra Jordan