Willamette University

2.3 Personnel Policies and Procedures Document

I. Statement of Purpose

The primary purpose of these policies and procedures is to maintain the best faculty obtainable while also giving as many qualified younger persons the prospect of tenure with respectable salaries as will protect the capacity of the University to respond effectively to deep changes in educational patterns. The policies and procedures by which this is to be accomplished should (1) help create an open and supportive atmosphere for the personal and professional growth of all its members; (2) enrich the teaching-learning processes; (3) enhance mutual confidence among faculty, students, administrators and trustees; (4) provide rational, fair and defensible mechanisms for making decisions affecting the faculty; and (5) protect the academic freedom of all members of the faculty.

II. Definition of the CLA Teaching Faculty

A. The College of Liberal Art Faculty:

  1. The College of Liberal Arts Faculty shall consist of all full-time teaching faculty members of the College of Liberal Arts plus those administrators who are members of the faculty by virtue of the University Bylaws or who have been granted the privilege of voting membership by the College of Liberal Arts Faculty upon recommendation of the President of the University.
  2. Full-time professional librarians shall be non-teaching members of the faculty with full voting privileges.
  3. Full-time, tenured faculty members who have negotiated a retirement arrangement with the University that involves part-time teaching retain the rights and privileges of full-time teaching faculty in the College of Liberal Arts for three years or until they have retired completely from the University, whichever comes first.

B. The term "full-time teaching faculty member" means a person with the academic rank of Instructor, Assistant Professor, Associate Professor, or Professor who performs in accordance with a contract with the University on a full-time teaching basis during the academic year. A "part-time teaching faculty member" is one having an appointment involving less than a normal load during the academic year.


C. A full-time teaching appointment in the College of Liberal Arts normally involves the following responsibilities:

  1. Full-time or shared responsibility for the equivalent of five (as of August 2010) non-laboratory courses carrying one credit each, during the academic year. In varying circumstances of different departments, equivalencies take different forms, but the basis for computing them shall be count an attached laboratory section as .5 in the teaching load. Departments will be responsible for working with the Dean to balance offerings between semesters. Released time for special assignments may be negotiated jointly with the department and the administration. Full-time teaching status shall be retained provided that such released time does not exceed two-fifths the normal full-time load over an academic year.
  2. Participation in the student advising program.
  3. Participation in the governance or curricular affairs of the faculty, usually involving membership in or work with the Academic or Faculty Councils, one of the subcommittees thereof, or in some other appointed or elected group in the University.
  4. Involvement in professional development activities (Section VI. A. 2).
  5. Participation in the program development, committee work, and other activities of the department or program.

III. Types of Faculty Appointments

A. There shall be four types of teaching faculty appointments:

  1. Tenured Appointments. A tenured appointment shall mean the opportunity of a faculty member to continue full-time employment at the University in duties appropriate to the training and experience of the faculty member and to participate in the supplemental benefit programs. The tenured appointment shall be at a salary in the range for the appointee's rank and shall continue until death, resignation, retirement, failure to accept written assignment or appropriate duties for the ensuing academic year within thirty days following receipt of such assignment. Termination of a tenured appointment under other conditions shall be subject to the conditions described in the Policy for Academic Tenure.
  2. Tenure-Track Appointments. Tenure-track appointments normally shall require renewable one-year contracts and shall be for a probationary period not to exceed seven years. Tenure-track appointments may become tenured appointments following the procedures in the Policy of Academic Tenure unless terminated by the action of the appointee or by action of the University as provided in the Policy for Termination of Tenure-Track Appointments. Tenure-track appointees are eligible to participate in supplemental benefit programs subject to the conditions prescribed in the several programs.
  3. Continuing Non-Tenure-Track Appointments
    • Continuing appointments are faculty positions considered by the dean and president, in consultation with the Positions Committee and Faculty Council, not to require a terminal degree. Appointment is at the rank of instructor or senior instructor depending on experience and qualifications.
    • Faculty members holding continuing appointments receive renewable one-year contracts. They may be re-appointed indefinitely, but they are not eligible for tenure.
    • Faculty members holding continuing appointments shall receive the same consideration and be subject to the same conditions as tenure-track appointments in matters of salary, salary increases and health benefits. Continuing appointees are eligible to participate in supplemental benefit programs subject to the conditions prescribed in the individual programs.
    • At the discretion of the academic department involved, continuing appointees may participate in the affairs of the department, serve on College committees, and serve as an academic advisor to students. Such expectations will be delineated in the faculty member's annual contract and may change over time.
  4. Full-Time, Temporary Appointments.
    a. Full-time Temporary appointments Are faculty position made to replace tenured and tenure-track faculty on leave or to fill positions vacated due to resignation, retirement, or death until the position is re-approved and a tenure-track faculty member is hired. Appointment is at the rank of visiting instructor or visiting assistant professor depending on the terminal degree.
    b. Faculty members holding full-time temporary appointments receive one-year contracts renewable for no more than three consecutive years.
    c. Faculty members holding full-time temporary appointments shall participate in supplemental benefit programs subject to the conditions prescribed in the individual programs.
    d. At the discretion of the academic department involved, full-time temporary appointees may participate in the affairs of the department. They shall not be assigned to College committees or as academic advisors to students.
  5. Part-time appointments may be offered when the appointee is assigned less than a normal load during a given academic year. Appointment is at the rank of lecturer or senior lecturer, with the title of part-time assistant professor or part-time instructor depending on experience and qualifications. Part-time persons normally shall not participate in supplemental benefit programs, receive committee assignments, or serve as assigned academic advisors to students. Part-time contracts may be for one or more terms of the academic year and are renewable.

B. Non-Teaching Assignments for Teaching Faculty Members:

  1. A teaching faculty member on Tenure-Track or tenured appointment may accept temporary full-time or part-time administrative assignment without impairing the faculty member's tenure status. Such tenure applies only to the teaching position.
  2. Faculty members may hold additional appointments when serving the University in capacities beyond full-time teaching.

C. Special Appointments. The instructional and administrative function of the University can be enhanced by opportunities for administrators and faculty members to share in these two major functions of the institution. Better communication, understanding and performance can profes be achieved when administrators teach and teachers do administrative work. Recognizing that not all persons would desire or be effective in both roles, such arrangements should be made on a selective basis. When appropriate, persons may be given special appointments which involve change in teaching and administrative duties. Special appointments may be of several types:

  1. Full-Time Special Appointments
    • A full-time faculty member at Willamette may accept a full-time administrative appointment for a renewable period of up to two years and a maximum period of four consecutive years. If the administrative appointment continues beyond four years, the faculty position shall be considered vacated and depending on personnel needs at that time, a permanent replacement shall be sought. If the faculty member continues to hold the full-time administrative position beyond four years, academic tenure automatically ends with the fourth year. No credit toward sabbatical leave eligibility is earned during the administrative appointment.
    • Administrators at Willamette may accept full-time teaching appointments at the discretion of the President, the Dean, and the department or program chair. Such appointments normally are limited to one or two semesters and do not earn credit toward academic tenure or sabbatical leave.
    • The College of Liberal Arts shall be served by two Associate Deans, to be drawn from the tenured faculty. Each Associate Dean shall serve on a twelve-month contract, for a period of three years with no renewal; the terms of the two deans should be staggered. During their period of service, Associate Deans will not be required to teach. Associate Deans are selected by the Dean of the College of Liberal Arts, in consultation with the Faculty Council and the Academic Council. At the end of three years' service, each Associate Dean will be eligible for a sabbatical; the relationship between this sabbatical and the individual's normal sabbatical clock shall be negotiated with the Dean of the College of Liberal Arts. Salary during the sabbatical period will be calculated from the Associate Dean's 12-month salary rather than the conventional 9-month faculty salary.
  2. Part-Time Special Appointments
    • Faculty members at Willamette may accept part-time administrative appointments by way of released time from teaching duties. The duration and nature of such appointments shall be determined by consultation with the department chair, the academic Dean and the appropriate administrative supervisor. Provided that the administrative function does not exceed one-fourth time averaged over an academic year, the faculty member shall earn full-time credit for sabbatical leave and tenure consideration. If the administrative appointment is greater than one-fourth time but less than three-fourths time averaged over a given academic year, credit toward sabbatical leave and tenure shall be prorated according to the division of teaching and administrative responsibilities. If the administrative function exceeds three-fourths time averaged over a given academic year, the position shall be treated as a full-time special appointment (Section C. 1. above). If the person involved is a tenured faculty member, academic tenure shall be retained subject to the limitation described for full-time special appointments.
    • Administrators at Willamette may accept part-time teaching appointments, the nature and duration of such appointments to be determined by consultation with the administrative supervisor, the Dean and the department or program chair. Such appointments do not earn credit toward tenure or sabbatical leave.

D. Department and Program Chairs

  1. Department Chair
    • Appointments. Department Chairs shall be appointed by the President after recommendation from the Dean. Appointments normally shall be for renewable three-year terms. Prior to the end of each three-year term, the Dean shall request a recommendation from each member of the department concerning reappointment or replacement of the chair. Any full-time member of the department on tenure-track or tenured appointment, or a candidate for such appointment in the department, is eligible to be considered for the chair position. Appointment to the chair position shall be specified in the annual contract.
    • Responsibilities. It is the responsibility of the Chairs, using procedures agreed upon by the majority of the department members, to:
    • (1) submit departmental curriculum proposals and recommendations to the appropriate Council or committees;
    • (2) prepare and submit budget recommendations to the Dean;
    • (3) submit evaluations, upon request by the Faculty Council, concerning the role of each department member in departmental activities and programs;
    • (4) serve as department advisor to the Dean in filling vacancies in the department;
    • (5) assist the Dean in the evaluation of part-time faculty members as outlined in Section VI. G. 1 & 2.;
    • (6) monitor the expenditure and allocation of departmental funds; and
    • (7) accomplish any other tasks necessary for maintaining departmental programs, delegating responsibilities to others in the department as appropriate.
  2. Program Chairs
    • Program Chairs normally are members of established academic departments who also have responsibility for interdepartmental or other special academic programs (e.g., International Studies, American Studies). Faculty members who offer courses in the program are considered to be members of the program staff.
    • Appointments. Program Chairs shall be appointed in the same manner as department chairs, except that faculty recommendations to the Dean originate with members of the program's staff.
    • Responsibilities. The responsibilities of program chairs are parallel to those of department chairs.

E. Emeriti Faculty. A faculty person who at the time of retirement has served Willamette University in a full-time teaching capacity for a minimum of fifteen years will receive the title of "Professor Emeritus" regardless of the academic rank held when retirement occurs.

F. Independent scholars affiliated with Willamette University, College of Liberal Arts. An independent scholar may become formally affiliated with the Willamette University College of Liberal Arts under the following conditions:

  1. The affiliation must be through a particular academic department corresponding to the discipline of the applicant.
  2. The department faculty must inaugurate such a recommendation.
  3. The decision to grant affiliation shall rest with the President, after consultation with a committee made up of the Dean of the College, the Chair of the Academic Council, and the Chair of the Faculty Council, employing such criteria as academic credentials, publications and the candidate's statement of current or future projects.
  4. If the candidate's application is accepted, public announcement will be made both within and outside the institution, in a manner similar to that of academic appointments.
  5. The affiliation may be terminated at any time either by the resignation of the scholar or at the recommendation of the committee which originally approved the affiliation.

G. Privileges accorded affiliated scholars:

  1. Institutional mailing address (campus mail box) and inclusion on faculty mailing list for most announcements.
  2. Use of Willamette letterhead.
  3. Faculty library privileges.
  4. Same access as faculty to recreational facilities, parking stickers, theatre passes, etc.
  5. Reasonable copying, secretarial, and mailing services directly related to scholarly work (other services, such as use of computer time, may be made available depending on departmental priorities).
  6. Eligibility for participation in faculty discussion groups.
  7. Participation in academic processions at convocations, commencement, etc.

H. Responsibilities of affiliated scholars:

  1. Professional conduct comparable to that of faculty members.
  2. Availability as resource person for faculty.
  3. Acknowledgment of the University's support in published work.
  4. Annual public lecture on work in progress (no honorarium).

IV. Initial Appointments

A. Initial contracts for College of Liberal Arts faculty appointments will be offered following a search process in accordance with the University Equal Opportunity policies. Normally, national searches will be conducted for full-time tenure track faculty positions. Each search and screening committee will normally include students, home department faculty and at least one faculty member from other than the home department of the position in question. Search and screening committees shall recommend one or more candidates to the Dean for appointment. In turn, the Dean will consult with the President. The initial contract will be issued over the signature of the President or designee.

B. The rank, salary, and tenure and promotion eligibility of the initial appointee shall be commensurate with the professional preparation and experience of the appointee. All salaries are assigned on the basis of a step system, (Section X).

  1. The initial rank for tenure-track appointments will be senior instructor, assistant professor, associate professor, or professor.
    • Achievement of tenure and advancement through the ranks requires an earned doctorate or appropriate terminal degree.
    • The definition of appropriate terminal degree will be made by the Dean and the Faculty Council in consultation with the department and will be consistent with national professional standards.
    • In unusual cases, tenure track faculty will be hired without the appropriate terminal degree. These appointments will be made at the rank of senior instructor. Tenure track faculty may hold the rank of senior instructor for no more than two years. If the faculty member does not have the appropriate terminal degree in hand by April 1 of the first year of teaching, a terminal contract will be issued for the second year of teaching. If the degree is awarded during the second year, tenure track status can be reinstated with the approval of the Faculty Council and the CLA Dean.
    • Under truly exceptional situations, an individual of national or international stature may be appointed to the rank of Professor without the doctorate or appropriate terminal degree.
  2. The initial salary for tenure track appointees will be determined as follows:
    • Tenure track faculty who lack the appropriate terminal degree will receive the salary at Senior Instructor, level 6.
    • Assistant Professors will be appointed to the salary step that corresponds to their progress toward tenure.
    • Associate Professors and Professors will be appointed without tenure. The salary step and tenure eligibility will be specified in the initial contract.
  3. In exceptional circumstances the Dean may, in consultation with the Faculty Council, assign a higher salary than progress toward tenure would indicate. The initial contract will specify the terms and duration of the additional salary.

C. The rank and salary of an appointee for a continuing full-time position shall be Instructor or Senior Instructor, depending on past teaching experience and professional qualifications, and shall be specified in the initial contract.

D. The rank, salary and term of contract for a temporary full-time position shall be specified in the initial contract.

E. The initial rank and salary for part-time faculty appointments will depend on past teaching experience and professional qualifications and be specified in the initial contract.

V. Contract Terms

The precise terms and conditions of appointment, rank, specification of the period covered by the appointment, salary, insurance coverage, number of years remaining in the tenure probationary period in the case of tenure-track appointments, and tuition exemptions, if any, shall be stated in writing and shall be in possession of both the University and the appointee before an appointment is consummated. Within 30 days after receipt of a contract, the faculty member shall either execute such contract or reject the same and return it to the President of the University. Failure to execute and return such contract within the 30-day period shall be deemed a rejection of it. The University will make every effort to notify faculty members of the terms and conditions of their renewal by March 1 and in no case will notice be given later than April 1. Resignations at the close of an academic year should be presented by April 15, or the last due date for returning the Willamette contract for the following year, whichever date occurs later.

VI. Evaluation Standards and Procedures

A. Standards for Evaluation. The criteria for retention, promotion, tenure and step increases shall be (1) teaching effectiveness, (2) professional development, and (3) University and community service. Although faculty members are expected to make contributions in all three areas, effective teaching is of paramount importance; poor teaching cannot be redeemed in the other two areas. Moreover, it is expected that faculty members adhere to the guidelines regarding ethical and professional responsibility (Section 2.2)

1.          Teaching effectiveness. Willamette University's College of Liberal Arts is first and foremost
             a teaching institution. The effective teacher:

           a. demonstrates substantial understanding of subject matter he/she teaches and revises courses
               when necessary to reflect current developments in his/her discipline.

           b. is well prepared for classes and presents courses in an organized fashion.

           c. seeks to maintain the interest of students and to stimulate their intellectual curiosity and
               creative abilities; explores new teaching techniques when necessary.

           d. makes clear to the students the objectives and requirements of his/her courses and the criteria
               by which students will be evaluated. The effective teacher exhibits fairness and impartiality in
               evaluating student achievement. 

           e. makes reasonable efforts to meet the needs of students and to address the changing needs and 
               interests of students when appropriate.

           f. assumes a fair share of the work of advising students, is accessible for consulting with students
              and advisees, is knowledgeable about academic requirements for graduation and provides advice
              and assistance in helping students work toward the timely completion of their programs.

2.          Professional development. In demonstrating professional development, the faculty member
             engages in scholarly activities aimed at broad dissemination such as research and writing 
             for publication, artistic creativity and performance, or other professional works which expand
             one's teaching expertise, contribute to one's own and/or related disciplines and, thus, enhance the
             life ofthe University. Although the nature of what constitutes professional development will vary by
             discipline, it is expected that the faculty member demonstrate professional development in a
             manner accepted by individuals in his/her field of study. The following modes of professional
             activity are considered in the evaluation process:

           a. Research and writing that appear in peer-reviewed publications, noteworthy performances or 
              exhibitions, or other appropriate peer-reviewed professional activities (e.g., receipt of peer-
              reviewed external grants and the publication of research-based articles on pedagogy and
              curricular design) in the candidate's field(s) of expertise. (For tenure and promotion
              demonstrated competence in this mode of activity is required).

           b. Peer-reviewed publication in related areas.

           c. Participation in and presentation of work at professional conferences;

           d. Non-peer reviewed publications and professional activities as defined in (a) and (b) above;

           e. Activity that illustrates concerns which extend beyond the confines of one's academic
               discipline that further professional interests and enhance interdisciplinary understanding.

3.           University and community service. The faculty member:

           a. accepts a fair share of the non-teaching work of the faculty such as constructive participation 
               with colleagues in the work of the department and/or program, by participation in the
               intellectual and cultural life of the campus, and service on University councils and committees;

           b. reflects a commitment to the goals of the University by seeking improvement through 
               constructive criticism supporting the standards, policies, and programs adopted by the College
               of Liberal Arts Faculty and cooperating with colleagues;

           c. is willing to contribute a reasonable amount of time and effort to the well-being of the off-
              campus community when appropriate to one's individual and/or professional talents.

B. Evaluation Timetable for Tenure-Track and Tenured Faculty.

  1. Tenure-Track Faculty
    • At the time of the initial appointment, all tenure-track faculty members will be in a probationary period which shall normally consist of six years.
    • Tenure-track faculty members will meet with the Dean of the College of Liberal Arts during the spring semester of a faculty member's first year to discuss the year's performance and the procedures that will be followed during subsequent evaluations. By August 1, the Dean will send a report, acknowledged by the faculty member's signature, to the Faculty Council summarizing the results of the meeting. This report will become a part of the faculty member's permanent file.
    • Tenure-track faculty members normally have two evaluations by the Faculty Council before standing for tenure. These will usually be conducted in the second and fourth years.
    • Tenure-track faculty will typically be evaluated for tenure and promotion consideration in the sixth year during the tenure probationary period. Compensatory time may be allowed for professional experience prior to the initial appointment at Willamette University, in which case the timeline for tenure and/or promotion consideration may be accelerated; this must be negotiated at the time of initial appointment at Willamette University (Section IV.B.2 above). For cases in which credit is granted toward tenure, the evaluation cycle will normally take place as follows:
    •     •    1 year credit/5 year probationary period: Review by Dean in second semester; FC review in second year; FC review in fourth year; FC tenure and promotion review in fifth year.
    •     •    2 years credit/4 year probationary period: Review by Dean in second semester; FC review in second year; FC review in third year; FC tenure and promotion review in fourth year.
    •     •    3 years credit granted/3 year probationary period: FC review in second semester; FC review in second year; FC tenure and promotion review in third year.
    •     •    4 years credit granted/2 year probationary period: FC review in second semester; FC tenure and promotion review in second year.
    •     •    5 years credit granted/ I year probationary period: FC tenure and promotion review during second semester.
    • No faculty member shall be granted tenure at the time of his/her initial appomtment to Willamette University. Exceptions may be made in cases involving the appointment of full-time, senior administrators. In such cases, an expedited review shall be undertaken by the Faculty Council and the academic department to which the tenured appointment is proposed in order to determine that the candidate has met or exceeded the standards for granting tenure at the proposed rank. On motion by the Administration and Faculty Council, the Board of Trustees may grant tenure prior to the completion of the probationary period. Faculty members taking parental, family care or medical leave may elect in advance of the leave not to apply their leave time toward tenure (Section XII).
    • The evaluation of a tenure-track faculty member may occur more often at the request of the faculty member or the Faculty Council.
  2. Tenured Faculty
    • Tenured faculty members will be evaluated for a step advance every third year.
    • The minimum time in rank before a faculty member at the rank of Associate Professor may be evaluated for promotion consideration shall be five years. Associate Professors eligible for promotion should advise the Faculty Council when they wish to be considered for promotion. In exceptional cases, the Faculty Council may initiate promotion consideration earlier than the normal minimum time in rank.
    • A full or partial evaluation of a tenured faculty member may occur more often at the request of the faculty member or the Faculty Council.

C. Evaluation Materials

  1. The faculty member being evaluated has a primary responsibility for soliciting evaluative materials and submitting information to the Faculty Council for his/her periodic evaluations. The kinds and sources of evaluative information shall be as follows:
    • a. Required Documents. To be evaluated, a file must include the information listed below. Failure to provide a complete file as requested by the Faculty Council may adversely affect decisions regarding retention, promotion, tenure, and step advances. The required documents become a part of the faculty member's permanent file and may be consulted during future evaluations at the faculty member's request or at the Faculty Council's discretion.
    • (1) a current Curriculum Vitae;
    • (2) a current Professional Activities Form;
    • (3) a current Personal Statement. A personal statement should include an assessment of work in and long-term plans/goals for each of the three areas of evaluation: teaching effectiveness, professional development, and University and community service. After at least one evaluation, the personal statement becomes the basis for reflection on changes since the previous evaluation. It should include a response to any prior concerns raised by the Council and may include a discussion of strategies adopted.
    • (a) Personal statements of tenure track faculty should include a plan for meeting the criteria for tenure and promotion as outlined in Sections VII.A. and VII B.
    • (b) Personal statements of tenured faculty should include a discussion of the faculty member's continued career goals.
    • b. Additional Information. The faculty member being evaluated may choose to provide additional information to the Faculty Council. Such information may be varied in nature and may include, as appropriate:
    • (1) Examples of teaching methods and strategies (e.g. syllabi, assignments, examinations, electronic materials used for courses, etc.).
    • (2) Copies of papers, publications, and grant proposals.
    • (3) A portfolio of creative works.
    • (4) Professional reports.
    • (5) Notices of awards and/or grants.
    • (6) Letters of commendation.
    • (7) Supplementary course evaluations.
    • (8) Other information deemed relevant to the evaluation by the faculty member.
    • c. In addition to the materials provided to the Faculty Council by the faculty member under evaluation, the faculty member shall provide the names of at least five full-time faculty members who have had tenure-track or tenured appointments for at least one academic year in the College of Liberal Arts. All members of the person's department or program will be asked to provide peer evaluations to the Faculty Council, and these persons may or may not be included in the list of five faculty given to the Council. In addition to any departmental colleagues included in the list of five faculty, the faculty member should submit the name of at least one faculty member outside the person's department or program who would be willing to serve as a peer evaluator.
    • d. The faculty member being evaluated will prepare a dossier that will be made available to members of the department and other colleagues asked to write letters of evaluation. The dossier should include:
    • (1) copies of the selected materials related to teaching and scholarship provided to the Faculty Council;
    • (2) a personal statement--an amended version of the personal statement provided to the Faculty Council is appropriate--discussing the material in the dossier and plans for professional development, and;
    • (3) a current curriculum vitae.
    • e. Letters contributed to an evaluation file should address the material included in the dossier of the faculty member under review and comment on the plans for professional development provided in the personal statement. Faculty members being evaluated are encouraged to open their classrooms to colleagues to observe their teaching for the purpose of evaluation.
    • f. The Faculty Council may seek additional information if deemed essential to clarify material in the evaluation file.
  2. Student Evaluations. As part of the faculty member's evaluation, the Faculty Council will obtain evaluations from students and advisees who have taken courses from or who have been advised by the faculty member during the period under review. There are two sources of student information that will be obtained by the Faculty Council. They are:
    • Student Evaluations of Teaching Effectiveness (SETE). SETEs will be automatically forwarded by the Dean's office to the Faculty Council. These course evaluations will become a permanent part of the faculty member's file. The faculty member will receive the results of all course evaluations and may submit comments on the evaluations to the Faculty Council. Only the numerical summaries of the SETE will be forwarded to the Council. If the faculty member wishes the Faculty Council to see written comments provided by students, the faculty member must provide this information to the Faculty Council. In addition to the course evaluation instrument approved by the faculty, the faculty member may construct and utilize other instruments believed to reflect the goals and intended accomplishments of a particular course and may submit the results of these instruments to the Faculty Council. Individually constructed and/or utilized instruments will not replace the SETE approved by the faculty but may supplement it.
    • Evaluation letters from students and advisees. The faculty member will provide the Faculty Council the names of at least five but no more than ten students who have taken a course from him/her during the period under review and the names of two to three advisees he/she has had during the period. These students and advisees will be asked by the Faculty Council to write letters of evaluation for the faculty member. Additionally, the Faculty Council will randomly sample students and advisees whom the faculty member has had during the period under review but who were not solicited for evaluation by the faculty member. These randomly selected students and advisees will also be asked to write letters of evaluation for the faculty member.
  3. A faculty member being evaluated for tenure or promotion consideration shall additionally provide the Faculty Council with a list of eight potential outside evaluators who share similar scholarly interests with the faculty member being evaluated and who could comment knowledgeably about the faculty members' teaching materials and professional development. Potential outside evaluators should be in a position to evaluate the faculty member objectively. At least two of the potential outside evaluators must be faculty members at small liberal arts colleges. The Faculty Council will solicit three evaluations from the list submitted; at least one evaluation should be from a faculty member at a small liberal arts college. The faculty member will provide a packet of materials for the outside evaluators that contains relevant information about his/her teaching and professional development.

D. Evaluation Procedures:

  1. The Faculty Council will accept and consider all information submitted to it by persons who might reasonably be expected to be able to assess the performance of the person being evaluated but will not accept or consider such material from sources which are or wish to remain anonymous to the Faculty Council. All evaluations of faculty members shall be forwarded to the College of Liberal Arts Dean's Office for referral to Faculty Council.
  2. The evaluation files of faculty members shall be accessible only to members of the Faculty Council, the Dean and the President, except in the event of negative decisions concerning retention, promotion, tenure, or step advance, the faculty member has the right to receive from the Dean a summary of materials in the file, excluding the names of evaluators.
  3. The Faculty Council shall prepare recommendations on retention, promotion and tenure. The recommendations of the Faculty Council are presented to the President by the Dean. These recommendations, together with those of the President, shall be transmitted to the Board of Trustees by the Faculty Council chair.
  4. The Dean shall promptly inform the faculty member of the action taken by the Board of Trustees.

E. Evaluation of Continuing Non-Tenure-Track Faculty

  1. Faculty shall be evaluated annually by the department or departments and the Dean using student evaluations and other documentation appropriate for determining that the responsibilities assigned the faculty member are being carried out. The results of the evaluation shall be maintained in the Dean's office. The department chair, or appropriate faculty member, and the continuing faculty member should discuss the results of the evaluation.
  2. The Faculty Council shall review continuing faculty members every three years, using student evaluations and other documentation appropriate for determining if the responsibilities assigned the faculty member are being carried out.

F. Evaluation of Full-Time Temporary Appointments. When persons holding temporary appointments continue beyond one year, they are evaluated by the department and the Dean of the College through the review of the student evaluation of teaching effectiveness questionnaire. The results of the evaluation shall be maintained in the Dean's office. The department chair and the faculty member should discuss the results of the evaluation.

G. Evaluation of Part-Time Faculty.

  1. Part-time faculty (expecting part-time faculty in the Music and Exercise Science departments) shall be evaluated in their first year, in their sixth semester, and every sixth semester thereafter by the Department Chair or another appropriate faculty member, using student evaluations and other documentation appropriate for judging teaching effectiveness. The Dean's office will supply an evaluation report form to be completed by the Department Chair, or designate, and that report will be maintained in the Dean's office.
  2. The Faculty Council shall request a report from the Dean of the College on the reviews of part-time faculty members after six semesters of teaching, after 24 courses, and after very six semesters of teaching thereafter. At these intervals, part-time faculty members will prepare a Personal Statement to be submitted to the Department Chair and shared with the Dean about their work as a teacher and their goals for continued effective teaching, as defined in VI.A.1.; the Personal Statement should respond to any concerns raised in the previous reports. A part-time faculty member who is to be promoted to the rank of senior lecturer (VII.C.4) will receive a letter from the Dean recognizing this promotion.

VII. Tenure, Promotion and Advance Policies and Criteria for Tenure Track and Tenured Faculty

A. Tenure Policies and Criteria [note: this section is moved from Section IX, "Policy of Academic Tenure" in the current PPP).

  1. Tenure is the right of a faculty member to hold a teaching position without discriminatory reduction of salary and not to suffer loss of such position, except for the reasons and in the manner provided herein.
  2. To be eligible for tenure, a faculty member must have served as a full-time tenure-track faculty member in the position of Professor, Associate Professor, or Assistant Professor, and completed the specified probationary period, typically six years. If granted, tenure becomes effective in the year subsequent to the end of the probationary period, typically the seventh year (Section VI.B., Evaluation Timeline). In order to be granted tenure, the faculty member must be in the possession of the appropriate terminal degree (Section IV.B.1.)
  3. The granting of tenure is a specific act on the part of the University, not an automatic event occurring after a stated period of service. It is a clear recognition that the person is a valued and productive member of the faculty as indicated by having met the standards for teaching effectiveness, professional development, and University and community service and that he/she has acted in accordance with the guidelines regarding Professional and Ethical Responsibility. The granting of tenure is a commitment on the part of the University that the faculty member will be employed by the University (so far as its resources permit) until retirement. See Section IX.E. regarding conditions for termination after tenure.
  4. In order to be granted tenure, the faculty member's cumulative record during the probationary period must demonstrate that the person is capable of advancing to any subsequent rank(s). This determination is made by reviewing the relevant promotion criteria as outline in Section VII.B.2. below.

B. Promotion Policies and Criteria

  1. Normally, the minimum time in each rank (exclusive of non-academic leaves of absence) before a person can be considered for promotion to the next rank is five years.
  2. Promotion depends upon positive demonstration of achievements as stated in Section VI.A. Evaluation Standards for tenure track and tenured faculty. Promotion is not automatic upon completion of the minimum time in rank (Section VI.B Evaluation Timeline).

C. Application of Performance Standards: Promotion depends upon positive demonstration of achievements as stated in the Evaluation Standards and is not automatic upon completion of the normal minimum time in rank.

  1. In order to be promoted to Associate Professor, an Assistant Professor must have demonstrated a sustained and consistent record as an effective teacher, engaged in a continuing program of professional development, and actively contributed in the area of University and community service.
  2. In order to be promoted to Professor, an Associate Professor must have demonstrated consistently effective teaching, significant and continuing accomplishments in professional development and University and community service. The person must have additionally demonstrated personal and professional traits which are important in performing a leadership role as an active and effective member of the College of Liberal Arts Faculty.
  3. Promotion of Continuing Faculty.
    • Performance standards for continuing faculty members will be delineated in their annual contracts.
    • Continuing faculty members hired at the rank of instructor are eligible for promotion to the rank of senior instructor after 9 years of service and upon the recommendation of the Faculty Council.
  4. Promotion of Part-time Faculty.
    • Part-time faculty may be promoted to the rank of senior lecturer after 24 courses of service.
    • Performance standards for part-time faculty shall be the same as for full-time faculty in the area of teaching effectiveness. In addition, part-time faculty should show evidence of professional development and University and community service.

D. Appeals:

  1. A faculty member not recommended for promotion has the right to receive from the Dean of the College a summary of all materials gathered during the evaluation, excluding the names of evaluators.
  2. A negative promotion recommendation may be appealed if the affected faculty member alleges a violation of academic freedom. In that event, recourse is through the Faculty Grievance procedure (Section XIV).

E. Step Advance Policies and Criteria

  1. Step Advance Eligibility. Faculty members are evaluated for step advances according to the Evaluation Timeline outlined in Section VI.B.
  2. Step Advance Policy. Step advances are not automatic but are contingent on a favorable review by the Faculty Council. In order to receive a step advance the faculty member must demonstrate consistent teaching effectiveness, a continuing record of professional development, and commitment to University and community service as defined in Section VI.A. Standards for Evaluation.

VIII. Termination of Tenure-Track Appointments and Appeal Procedures

A. Fundamental Fairness. Fundamental fairness is an over-arching principle which contributes to the pursuit of academic freedom and serves the vital interests of the University. Specific rights are derivable from the principle of fundamental fairness and a basic purpose of the personnel policies and procedures is to protect those rights. In particular, the following rights are typical of those which are derived from the principle of fundamental fairness:

  1. The criteria used in making decisions about retention and tenure will be provided the faculty member upon entering the employment of the University.
  2. A tenure-track faculty member has the right to proceed to a fair consideration for tenure or have a fair separation.
  3. A decision to terminate the services of a tenure-track faculty member shall be preceded by evaluations involving peers and students, following established evaluation procedures.
  4. The faculty member shall be informed of the procedures by which decisions are made and provided the opportunity to contribute any information deemed appropriate to the decision-making body before consideration begins.
  5. Any changes in personnel policies adopted by the University relating to renewal of contracts for non-tenured faculty, promotion in rank or granting of tenure that are substantially less favorable to individual faculty members than those currently in effect shall not be applied retroactively.
  6. The decision to terminate the services of tenure-track faculty members shall not result automatically because of financial exigencies of the University but shall be preceded by extensive consideration by the faculty and administration of priorities of the University and the alternatives to such reductions.

B. Notification of Termination for Tenure-Track Appointments.

  1. A tenure-track appointment may be terminated at the close of any contract period during the appointee's probationary years.
  2. The decision not to renew a tenure-track contract or the recommendation not to grant tenure shall be communicated to the affected faculty member in writing by the Dean of the College. In addition to the Faculty Council letter of evaluation, the Dean will provide the faculty member with a full summary of the evaluative materials, but without identification of the evaluators. The faculty member may also request a meeting with the Dean to discuss the reasons for the decision.
  3. Written notice that a tenure-track contract is to be terminated will be given to the faculty member according to the following schedule:
    • not later than March 1 of the first academic year of service at the University if the appointment expires at the end of that year;
    • not later than December 15 of the second academic year of service at the University;
    • at least twelve months before the expiration of the appointment after two or more years of service at the University.
  4. Normally terminal contracts will be so designated at the time of issuance.

C. Appeal Procedures Concerning the Non-Renewal of Contracts or the Denial of Tenure

  1. A faculty member may request that the Faculty Council reconsider its recommendation not to renew a tenure-track contract or not to grant tenure. Such a request for reconsideration must be given in writing to the Chair of the Faculty Council within 10 calendar days of notice of non-renewal or a negative tenure recommendation and must be accompanied by a statement setting forth in detail the basis for the request. The faculty member has the right to meet with the Faculty Council to explain and discuss this request; an audio recording will be made of any such meeting.
  2. If the Faculty Council decides that it will not reconsider or if the reconsideration is unsatisfactory to the faculty member, the President of the University shall, upon the request of the faculty member, oversee the election by the College of Liberal Arts faculty of three members of the College faculty to serve as a Review Committee. No member of the Faculty Council or any administrative officers of the University shall serve on the Review Committee; no member of the home department of the appellant shall serve on the Review Committee.
  3. The Review Committee:
    • The responsibility of the Review Committee shall be to determine whether the Faculty Council followed a procedure compatible with the requirements of fundamental fairness in arriving at the decision not to renew an appointment. The requirements of fundamental fairness are spelled out in Section VIII.A.1-6 of the Personnel Policies and Procedures. The Committee shall not substitute its judgment on the merits of the case for the judgment of the Faculty Council.
    • The faculty member who requested election of the Review Committee shall have the responsibility of submitting to the Committee a petition and supporting evidence that state reasons for believing that the Faculty Council's decision was the result of procedural inadequacies. At the request of the faculty member, a faculty member as advocate will be appointed by the President in consultation with the faculty member to assist in the drafting of the petition and supporting evidence.
    • The Review Committee shall investigate the allegations in the petition and determine whether the process followed by the Faculty Council was compatible with the requirements of fundamental fairness. It shall provide written findings and conclusions to the faculty member, the Faculty Council, and the President of the University, indicating whether reconsideration of the decision not to renew the appointment is in order. The Committee shall be dissolved upon completion of its assigned task. The Faculty Council shall inform the President of the results of its reconsideration, and the President shall make a report to the board of Trustees.
    • The time elapsed from a faculty member's initiation of appeal procedures to the completion of the Review Committee's report shall not exceed 60 calendar days. It is the duty of all parties to execute their responsibilities expeditiously without sacrificing thoroughness or fairness.
  4. Reconsideration:
    • If the Review Committee finds that the requirements of fundamental fairness have been met, the President will act on the original recommendation of the Faculty Council.
    • If the Faculty Council is instructed to reconsider the case, it shall inform the President of the results of its reconsideration, and the President shall act on the recommendation.

D. If the faculty member whose tenure-track contract has not been renewed or who has been denied tenure alleges a violation of academic freedom, the Faculty Grievance procedure (Section XIV) will be followed.
Completing the Appeal Process: The entire appeal process will be completed before a recommendation is made to the Board of Trustees.

IX. Policy of Academic Tenure

A. Definition of Tenure. Tenure is the right of a faculty member to hold a teaching position without discriminatory reduction of salary and not to suffer loss of such position, except for the reasons and in the manner provided herein.

B. Tenure Eligibility. Tenure may be granted to any person who is then actively serving as a full-time teaching faculty member in the position of Professor, Associate Professor, or Assistant Professor, and has completed the specified probationary period. The probationary period shall normally consist of six years (Section VI B.1.a.) as a full-time teaching faculty member (Section II, B.) at the University. Consideration for tenure would then occur during the sixth year and, if granted, become effective for the seventh year. A faculty member who has served on a full-time teaching basis at an institution which is regionally accredited as a baccalaureate degree granting college or university may have as many as four years of the probationary period waived in recognition of equivalent previous experience. Any such waiver should be included as part of the terms of the initial appointment. On motion by the Administration and the Faculty Council, the Board of Trustees may grant tenure prior to the completion of the probationary period.

C. Granting of Tenure - Policy and Criteria. The granting of tenure is a specific act on the part of the University, not an automatic event occurring after a stated period of service. It is a clear recognition that the candidate is a valued and productive member of the faculty as indicated by teaching effectiveness, professional development, and University and community service. The faculty member's cumulative Willamette record must demonstrate that the candidate is capable of advancing to any subsequent rank(s). The granting of tenure is a commitment on the part of the University that the faculty member will be employed by the University (so far as its resources permit) until the normal time of retirement.

D. Granting of Tenure - Procedure.

  1. A faculty member becoming eligible for tenure consideration according to Section B shall be evaluated as outlined in Section VII.
  2. The Board of Trustees during the academic year shall grant, deny, or defer tenure to each recommended member.
    • If tenure is granted, it shall be conferred by the President acting for the Board of Trustees.
    • If tenure is denied, the appointment of the faculty member shall terminate at the end of the succeeding academic year. The President shall cause the faculty member to be so notified in writing.
  3. If the tenure decision is deferred, the appointment of the faculty member shall terminate at the end of the second succeeding year unless reconsideration in the meantime shall have resulted in the granting of tenure. The President shall cause the faculty member to be so notified in writing.

E. Termination After Tenure.

  1. Service of a faculty member having tenure may be terminated because of:
    • Permanent or protracted revision of the University curriculum.
    • Financial exigencies of the University requiring reduction in permanent staff.
  2. Before the employment of a faculty member having tenure may be terminated because of a permanent or protracted revision of the University curriculum, the following is required:
    • a good faith elimination of substantial course offerings from the curriculum or the elimination of a department of the University; and
    • a reasonable classification of all the faculty members affected by said changes.
  3. Before the employment of a faculty member having tenure may be terminated because of financial exigencies of the University, the following is required:
    • a genuine financial crisis which would seriously threaten the financial stability of the University if permitted to continue; and
    • a reasonable classification of all the faculty members affected hereby.
  4. A tenured faculty member whose contract is terminated for reasons listed in this Section E shall continue to receive for at least one year the salary being paid at the date of notification of such termination. However, such salary may not be paid if the faculty member refuses to continue to perform the regular duties for which the salary was being paid during the academic year in which the notification of termination was made. A faculty member receiving such a notice of termination may request the Faculty Council to review the evidence upon which the termination is based before the final decision of the Board of Trustees confirming the recommendation of the President.

F. Dismissal After Tenure. A faculty member may be dismissed for adequate cause which shall not, however, violate the principles of academic freedom as set forth in the statement of Academic Freedom adopted by the University. The term "adequate cause" shall include but shall not be limited to any of the following:

  1. Conviction of a felony or a misdemeanor involving moral turpitude which conviction has become final. (Plea of guilty shall be the equivalent of final conviction.)
  2. Professional incompetence.
  3. Professional irresponsibility as determined solely by the Faculty Council in accordance with the Statement of Professional and Ethical Responsibility.
    In case such dismissal is contemplated, the Dean of the College of Liberal Arts shall have a personal conference with the faculty member concerned unless the faculty member cannot, with reasonable diligence, be found within the State of Oregon.
    By mutual agreement, the matter may be concluded at this point. If there is no such agreement, the person being considered for dismissal is entitled to a hearing before the Faculty Council. The Faculty Council while so serving (as a Hearing Committee), shall not contain a member of the department of the person being considered for dismissal. An alternate shall be appointed by the Faculty Council whenever necessary to replace a member of the department whose dismissal is sought. At least 30 days before the hearing before the Faculty Council the Dean of the College of Liberal Arts shall give the faculty member written notice of the time and place of the hearing and the specific charges asserted as a basis for termination of employment. The faculty member who fails without reasonable cause to appear at the hearing may be dismissed without the hearing. Decisions of the Faculty Council shall be by majority vote.
    At the hearing before the Faculty Council, the faculty member and the University shall have the opportunity to be represented by counsel or advisor, to use witnesses, to present evidence relevant to the charges made, to rebut evidence presented by the other party and to cross-examine witnesses used by the other party. Decisions as to the admissibility of evidence shall be made by the Chair of the Council. A full stenographic (or taped) record of the hearing shall be made by the University which may cause copies thereof to be made. One copy shall be furnished without cost, and additional copies furnished at cost, to an accused faculty member upon written request of the Faculty Council. The records and information contained therein shall be disclosed to:
1. Persons connected with the University who are involved in the dismissal proceedings.
2. Any court of competent jurisdiction which shall be hearing any case in which the transcript shall be determined to be competent, relevant, and material evidence.
3. Duly appointed and acting members of a professional organization of educators having a legitimate interest in academic freedom or accreditation and then only on the request of the President or the faculty member involved.
If the hearing committee concludes that adequate cause for dismissal has not been established by the evidence in the record, it will so report to the President. If rejecting the report, the President shall state in writing the reasons for so doing, both to the hearing committee and to the faculty member, and shall provide an opportunity for response before transmitting the case to the Board of Trustees. If the hearing committee concludes that adequate cause for dismissal has been established, but that an academic penalty less than dismissal would be more appropriate, it will so recommend, with supporting reasons.
Upon the request of the President, the Chairman of the Board of Trustees, or the faculty member in question, the record of the case shall be referred to the Review Committee. The Review Committee shall consist of four tenured faculty members elected by the faculty, plus three members of the Board of Trustees appointed by the Chairman of the Board of Trustees, who shall also appoint one of the members of the Review Committee as presiding officer. This presiding officer shall be a person acceptable both to the Review Committee members from the Board of Trustees and from the faculty. At least ten (10) days before the Review Committee hearing, the President shall give the faculty member written notice of the time and place of the hearing.
The Board of Trustees review will be based on the record of the committee hearing, and it will provide opportunity for argument, oral or written or both, by the principals at the hearings or by their representatives. The decision of the Faculty Council will either be sustained, or the proceeding returned to the committee with specific objections. The committee will then reconsider, taking into account the stated objections and receiving new evidence if necessary. The Board of Trustees will make a final decision only after study of the committee's reconsideration.
When a question arises concerning the dismissal of a tenured faculty member, there shall be no suspension of the previously-assigned institutional duties of that faculty member during the resolving of such question unless, in the discretion of the President, continued discharge of those duties clearly constitutes a risk to the faculty member, to the University, or to others. In such event, the President shall reassign the faculty member to other duties that are appropriate if there be any available. The faculty member shall be continued on regular salary while such dismissal proceedings are pending.

X. Policy on Salary Recommendations for Full-Time Faculty

A. Salary Step System

  1. Salaries are determined by placement of individuals on a series of steps corresponding to progress through the professional ranks.
    • The base salary for entry level, tenure-track assistant professors has the index value of 1.
    • Full-time tenure-track faculty hired before completion of the terminal degree will be appointed at the rank of Assistant Professor, but will receive the salary of Senior Instructor, level 6. The rank and salary step will be adjusted to correspond to the progress toward tenure in the academic year following the completion of the terminal degree.
    • Each step in the system has an index value that defines its relationship to the base salary.
    • Faculty members' salaries change as the amount of the base salary changes, when they advance to subsequent steps of each rank, and when they are promoted to higher ranks.
  2. Faculty Achievement Awards, as defined in Section X.C.4 below, are one-year additions to salary.
  3. Temporary full-time faculty are not placed on the step system and do not receive automatic adjustments. Salary is specified in the appointment contract.

B. Determination of Salary Increases.

  1. Each year the base salary in the step system and the number of achievement awards shall be determined by the President and the Board of Trustees in consultation with the Faculty Council.
  2. Changes in the values of the step indices and achievement award amounts will occur infrequently and only after consultation with Faculty Council and the faculty as a whole.

C. Kinds of Salary Increases.

  1. Standard Adjustment.
    • This adjustment responds to changes in the cost of living and is intended to change with the cost of living.
    • This adjustment results automatically from changes in the amount of the base salary in the step system.
  2. Step Advance – This increase recognizes professional growth and continuing contributions to the University.
    • Instructors are evaluated for step advances according to the policies for Continuing Faculty (Section VI.E.2.).
    • Assistant professors who are not retained will remain at their current level in the salary index during their final year of service.
    • The Faculty Council, as the result of a periodic review of faculty in the Associate Professor and Professor ranks, may recommend that a faculty member be advanced one step in the rank.
    • (1) The Faculty Council will use the criteria set out in Section VII. E. Step Advance Policies and Criteria.
    • (2) If the Faculty Council recommends against step advancement, faculty members remain at their current step
    • (3) Faculty members denied step advancement may request to be reconsidered for that step at any time before their next scheduled review.
    • (4) Faculty Council members are reviewed for step advancement according to their normal review schedule. The Dean will conduct these reviews.
    • (5)The Faculty Council will publish the names of faculty members receiving step increases.
  3. Promotion Increase
    • This increase recognizes the professional accomplishment of faculty members as outlined in Section VII.
    • Promotion in rank moves faculty members to the lowest step in the next higher rank regardless of the step in the current rank.
    • Upon the recommendation of the Faculty Council, an Associate Professor not promoted to Professor at the time of eligibility may be advanced to the next step at that rank.
  4. Achievement Awards
    • Achievement awards recognize the significant accomplishment of several faculty members each year whose records of achievement clearly demonstrate superior performance in at least one of the following three areas and good performance in the other(s): (1) teaching; (2) scholarly research and writing, artistic performance, or other forms of creative expression; or (3) University, professional, and public service.
    • Achievement awards are one-year additions to salary.
    • Faculty members are considered for achievement awards when reviewed by the Faculty Council.
    • Members of the Faculty Council and faculty members being considered for promotion are not eligible for achievement awards.
    • Achievement reviews will focus on the record of accomplishments over a period beginning three years prior to the submission of evaluation materials.
    • Each achievement award will acknowledge new accomplishments. Only in unusual circumstances will an individual be recommended for an achievement award in two consecutive years.
    • The Faculty Council will publish the names of faculty members receiving achievement awards. The announcement will indicate the areas being acknowledged and will include a brief description of the recipient's accomplishments.

D. Evaluation Procedure and Recommendations

1. The Faculty Council bases its recommendations for step advances and achievement awards on:

  • the evaluation standards outlined in Section VI.A.1-3  and the evaluation materials listed in Section VI.C.; and
  • a record showing that the professional activity form has been submitted annually since the last review.

E. Salary Recommendations. The Faculty Council shall submit recommendations to the administrative concerning salaries. Normally, faculty members will receive a standard adjustment and most faculty members under review will be recommended for a professional increase. Several faculty members under review will be recommended for an achievement award.

XI. Policy on Salary Recommendations for Part-Time Faculty

A. Part-time teaching faculty are paid a per course stipend. The stipend level is established by the Dean in consultation with the appropriate department or program chair.

B. After six semesters of teaching in the College of Liberal Arts and a positive evaluation by the Faculty Council, part-time faculty members receive annual standard salary adjustments as defined in Section X.C.1.

C. Part-time faculty teaching applied lessons and activity courses are contracted on a course by course basis.

XII. Sabbatical Leave Policy

A. Definition. The purpose of the sabbatical leave is to encourage professional growth and intellectual enrichment, particularly as these qualities contribute to the faculty member’s professional development and teaching effectiveness.

B. Sabbatical Activities. In response to the diverse needs of applicants, sabbatical activities may vary widely. Sabbatical activities may involve, but are not limited to, artistic performance, creative work, critical writing, development of new approaches to pedagogy, imaginative writing, laboratory or field research. What is required is that the proposed activity aim for peer-reviewed dissemination. 

C. Eligibility. Eligibility is not contingent on either age or rank. A sabbatical leave may be granted only after a faculty member has qualified by completing a specified number of semesters as a tenure-track full-time member of the teaching faculty. After taking a sabbatical, a faculty member re-establishes eligibility by completing an additional number of semesters of full-time teaching. If a faculty member foregoes eligibility for institutional reasons, the time foregone may be used to reduce the time for re-eligibility by up to two semesters. The number of semesters to qualify depends upon the length and salary of the sabbatical and is specified in the Conditions. Faculty members who have served more than ten years without leave are strongly encouraged to apply for sabbatical leave.

D. Application Procedures. Because of the diversity of possible sabbatical activities, it is the responsibility of the applicant to demonstrate how the particular sabbatical proposal will fulfill the defined purpose of the Sabbatical Leave Policy. This explanation shall include statements clearly connecting the proposed acrtivities to professional development. 

The application to the Faculty Council will include:

  1. A detailed plan of activity.
  2. The explanation described above.
  3. If appropriate, a discussion of anticipated supplementary income or funds needed to carry out the proposed activities.
  4. An agreement to abide by the conditions stated below. It is understood that the application is not a binding contract and that deviations may occur to take advantage of unexpected opportunities.
    Application forms can be obtained online or from the Dean's Office at any time. Completed forms are due in the Dean's Office by August 31 of the academic year preceding the proposed leave.

E. Selection Procedure. The Faculty Council and the Faculty Resource Committee shall evaluate sabbatical applications on the basis of how well the proposed activities fulfill the defined purpose, including the relationship of the proposal to the needs of the department or program in which the faculty member has major teaching responsibility, and shall make to the President recommendations of which applications should be granted. Final decision upon the granting of sabbatical leave shall be made by the Board of Trustees upon the recommendation of the President. That decision will normally be made at the winter meeting of the Board.

F. Conditions

  1. A sabbatical may extend for:
    • One semester at half salary after three years of full-time teaching service.
    • One semester at three-quarters salary after seven semesters of full-time teaching service.
    • One semester at full salary after six years of full-time teaching service.
    • Two semesters at half salary after six years of full-time teaching service.
    • Two semesters at three-quarters salary after seven years of full-time teaching service.
    • A full-year sabbatical may be taken only over an academic year, not a calendar year; of a single semester leave is taken, the faculty member shall teach three courses in the on-campus semester of that academic year. Exceptions to this rule shall be considered on a case-by-case basis. If a single semester leave is taken, the faculty member shall teach three courses in the on-campus semester of that academic year.
  2. A faculty member receiving a sabbatical leave agrees to return to Willamette for at least one full year of service immediately upon conclusion of the academic year of the sabbatical.
  3. Fringe benefits will continue in force when a faculty member is on sabbatical.
  4. A person receiving a sabbatical with full pay normally shall not accept employment elsewhere. Some means of augmenting income may be approved for a person receiving a reduced salary sabbatical. Faculty members submitting proposals that involve significant amounts of income should consider applying for a leave of absence.
  5. Only in exceptional circumstance will a sabbatical be granted solely for continuation of work toward a more advanced degree than held by the applicant.

G. Reporting Procedure. A summary of sabbatical activities shall be included with the Professional Activities Form the next year. This file update shall also include a personal assessment of the benefits gained from the sabbatical. Faculty members returning from sabbatical leave will give a talk, presentation, exhibition, or performance, to which the University community is invited, addressing activities conducted during the sabbatical period within a year of returning from leave.

XIII. Leave of Absence Policy

A. General. A faculty member requesting a leave of absence may be granted a leave for one semester or for one academic year. Requests in writing are given consideration contingent upon recommendation by the Department Chair, Dean, and President.

B. Purposes. The purposes for the leave will ordinarily include but are not limited to graduate work, research, service as a visiting professor at another institution, and government service.

C. Duties and Rights. When the leave is for the purpose of study or other activity which may improve the individual to the benefit of the University, the entire cost of fringe benefits including the portion usually paid by the individual is to be paid by the University. In addition, when a full-year leave of absence is taken for study or other activity which may improve the individual to the benefit of the University, the faculty member will receive consideration for salary increases as outlined in Section X. A non-tenured faculty member is guaranteed employment with the University for the year subsequent to the leave. A tenured faculty member is guaranteed continued employment after returning to the University. The faculty member promises to return to Willamette University for the academic year following the leave of absence. The period during which a non-tenured person is on leave of absence does not count toward eligibility for tenure.

D. Procedure

  1. Informing the University - Timing. The University has an interest in receiving prompt notice that a person will be on leave so appropriate arrangements can be made for replacement. Therefore, in the normal situation, the applicant for a leave will (a) promptly after applying to persons outside the University for a grant, visiting professorship, or the like, notify the University of intent to request a leave; (b) promptly after receiving the grant, visiting professorship or the like make written request for a leave; (c) not apply for a leave after the date when the applicant's teaching contract is due to be signed and returned to the University.
  2. Informing the University - Method. The notification or request is made to the Department Chair who forwards it to the Dean.
  3. Responsibility of Department Chair. The Department Chair shall forward to the Dean any notification of intent, and shall forward to the Dean any request for leave together with the Chair's recommendation.
  4. Responsibility of Dean. The Dean shall review any request for leave, including the recommendation of the Department Chair, and shall refer both with a recommendation to the Faculty Council. The Faculty Council shall in turn make a recommendation to the President.
  5. Responsibility of President. The President shall decide upon each recommendation, and report the action taken to the Board of Trustees.

XIV. Faculty Grievance Procedure

A. Grievances Described. The process below shall be used in seeking redress of grievances arising from the alleged violation of academic freedom or from other matters not involving the non-renewal of contract.

B. Personal Conference. The faculty member shall have a personal conference with the person or persons whose act or failure to act gave rise to the grievance, unless such a conference cannot be arranged within one week after the faculty member requests such a conference. By mutual agreement, the matter may be concluded at this point.

C. Conference with Neutral Third Party. If the grievance cannot be resolved by personal conference, the parties may present the matter for arbitration to a neutral third party, who shall in most instances be either the Dean or the Associate Dean of the College of Liberal Arts. After hearing both sides, the neutral third party shall attempt to negotiate a settlement mutually agreeable to both parties, which, if accepted by both, will conclude the matter.

D. Petition to Grievance Committee. If, after the personal conference and the negotiation of the neutral third party there is no mutual agreement, then the faculty member may petition the Dean of the College of Liberal Arts to supervise the election of three College of Liberal Arts faculty members by the College faculty to serve as a Grievance Committee. The petition shall be in writing, shall set forth in detail the nature of the grievance, shall state against whom the grievance is directed, and shall be transmitted to the Chair of the Committee or to any Committee member if the Chair cannot be found.

E. Grievance Committee Procedure. The Committee shall have discretion to decide whether to hold a hearing, whether to conduct its own investigation of the facts, and whether to request additional facts from any person. Submission of a petition will not automatically entail investigation or a detailed consideration of the matter. If the Committee decides to hold a hearing, it shall hold the hearing within 30 days after receiving a petition unless the Committee and the petitioner and the person complained against agree to delay. The Committee shall deliver a copy of the petition to the person complained against not less than 10 days before any hearing. The Committee shall notify the petitioner and the person complained against of the time and place of the hearing a reasonable time before the hearing date. The petitioner and the person complained against may attend the hearing, may be accompanied by a representative, may present evidence in writing or by witnesses, shall have the right to cross-examine witnesses and otherwise rebut evidence. The Committee shall seek to bring about a settlement of the grievance satisfactory to the parties.
If, in the opinion of the Committee, such a settlement is not possible or is not appropriate, the Committee shall report its findings and recommendations in writing to the petitioner, the person against whom the grievance is directed, the Faculty Council, and the Dean. If the grievance is directed against the Faculty Council, then the Committee shall report also to the College of Liberal Arts faculty. If the grievance is against the Dean, the Committee shall also report to the President. The Committee shall be dissolved upon completion of its assigned task.

Adopted by University Faculty, April 14, 1998, Sections II, III, IV, VII, and VIII
 SECTION 3.