Drake University Faculty Manual

Table of Contents


Section I: ORGANIZATION & ADMINISTRATION OF THE UNIVERSITY
Section II: FACULTY RESPONSIBILITIES AND RELATIONSHIPS
 Section III: AIDS TO TEACHING AND RESEARCH
 Section IV: APPOINTMENT, COMPENSATION, LEAVES, AND TERMINATION OF SERVICE
Section V: UNIVERSITY POLICY STATEMENTS

Section IV: PERSONNEL POLICIES

Table of Contents

4.1 Appointments

4.11 Initial Appointments
The Dean of each College or School, upon recommendation of the duly appointed search committee, makes a recommendation to the Provost for the appointment of faculty members.  The Provost appoints new members to the faculty of the University and reports appointments to the Board of Trustees.

The appointment letter from the Provost specifies rank, salary, duties, term of appointment, and for tenure-track faculty, year of tenure decision. Written acceptance of the appointment is expected promptly.  As soon as a new appointee accepts, it is the Dean's responsibility to expedite the completion of all necessary business office forms.

Responsibilities of a full-time faculty member typically include teaching, advising, scholarly and professional activities and service.  Additional responsibilities such as administrative duties will be specified in the letter of appointment.   The salary of the individual covers all regular and specifically designated responsibilities.

4.12 Renewal of Appointment
Faculty appointments generally are made either on an academic year or fiscal year basis.  Appointments of faculty in non tenure-track positions and faculty on probationary tenure-track must be renewed annually.  If the University desires to utilize the services of a faculty member beyond the regular teaching period, an additional appointment letter is issued.

For information on tenure, see the Academic Charter,Section V: http://www.drake.edu/academics/policies/charter.php

4.2 Compensation Policies and Procedures

4.21 Fall and Spring Faculty Compensation
Salaries for full-time faculty are reviewed annually pursuant to University guidelines and the applicable practices of each school or college.  Upon approval by the Board of Trustees, salary increases are applied to base salaries for the following academic year.

4.22 Summer School Faculty Compensation
Compensation for summer teaching by full time faculty will be determined according to guidelines set and approved by the Council of Deans.  The guidelines are available at: http://www.drake.edu/academics/policies/pdf/summercomp.pdf

4.23 Policy on Extra Compensation
For policy information on extra compensation for consulting, performing, and similar professional activities when compensation is received from a source other than the University, and for participation in activities beyond the regular responsibilities of the faculty member when compensation is received from the University, see: http://www.drake.edu/academics/policies/pdf/extracomp.pdf

4.24 Payroll Deductions
Drake University deducts applicable federal, state and social security taxes from each paycheck. Regular payroll deductions also are made for the benefits for which each individual is eligible and is enrolled. The Business Office will deduct gifts as elected by the employee

4.25 Manner and Schedule of Payments

4.251 Optional Salary Payment Plans
A full-time faculty member on less than 12-month appointment has the option of a 9-month or 12-month salary payment plan. Elections must be made by the beginning of the academic year. When a faculty member elects a plan, that plan cannot be changed during the academic year.

This option is not open to faculty members with 12-month administrative responsibilities, such as Deans, as their appointments are for the fiscal year.  They do not receive extra compensation for special or summer work.

4.252 Pay Schedule
Regular faculty members generally are paid on the last working day of each month.  The first paycheck is issued on the last working day in September, the last check not later than the last working day in either May or August.  If a payday falls on a Saturday, Sunday, or a holiday, the paycheck is issued on the preceding working day.

For full-time faculty members who travel out of Des Moines to teach off-campus credit classes, additional compensation is added for travel, payable at the end of the term.

If an employee leaves before an appointment is fulfilled, 50% of the annual salary will be paid provided that a full semester was worked.  A fraction of the semester payment will be made for the actual weeks of employment divided by the number of actual weeks in the semester.  Vacation periods are excluded.

Compensation for the Summer Session is paid according to the following schedule.  For the first 5-week term, two installments are paid on the last working day in June and July.  For the second 5-week term, two installments are paid on the last working day in July and August.  For employment for both 5-week terms, faculty members are paid in three equal installments, on the last working day in the months of June, July, and August.

4.253 Variations in Pay Received
The deductions from the individual's salary may vary slightly during the school year.  These changes are due to the addition of summer salary, to the possible changes in F.I.C.A. rates during the school year, to possible changes in insurance rates, and to changes in withholding taxes.

4.254 Place of Payment
Unless the Payroll Department is instructed otherwise, all paychecks and direct deposit pay statements are sent through campus mail.  They are available for pickup at Mailing and Printing Services, at the departmental distribution point, or at other designated places with the delivery of mail on the morning of the last working day of each month.  Full-time employees are encouraged to have their pay directly deposited in their personal bank account.  Authorization forms for direct deposit are available in the Payroll Office and Human Resources.

4.255 Check Cashing Policies
The Drake University Student Accounts Office does not cash paychecks for University personnel.  However, it will cash personal checks up to $50.00.

4.3 Leaves of Absence

4.31 General Leave Policy
Leaves of absence not otherwise governed by University policy (see following sections) may be granted with the approval of the Dean and Provost.  Any faculty member holding a regular full-time appointment may initiate a leave request by submitting a letter of request to the appropriate Dean as soon as possible prior to the beginning of the requested leave.  The Dean and the Provost will together review the request and make a determination based on such factors as needs of the department, reason for the request and feasibility of making alternative arrangements. Leaves are generally without pay, although in some cases absences for brief periods may be arranged with regular or partial salary. 

Faculty should contact Human Resources to review benefit coverage options during approved leaves of absence. Leaves normally will be for a period of one semester or one year.  In limited cases, an extension may be granted.  All extensions require the approval of the Dean and Provost.

It is assumed that a faculty member applying for a leave intends to return to the University upon termination of the leave. Faculty members on leave should notify the Dean and Human Resources of any change of address.

Contact the respective Dean and Human Resources when a family or medical leave may be necessary. See the full FMLA leave policy at: http://www.drake.edu/hr/policies/policies/FMLA.pdf

4.32 Birth, Adoption and Foster Care Leaves
The Drake University FMLA Policy statement provides detailed information on leaves for birth, adoption or foster care placement.  See the following URL for a downloadable pdf file:
http://www.drake.edu/hr/policies/policies/FMLA.pdf

Contact the Department of Human Resources for additional information.

4.33 Faculty Sick Leave Policy
This policy relate to leave for full-time faculty members who experience absences due to injury or illness (illness includes any disability or absence due to pregnancy, including prenatal and/or delivery and recovery there from identified as necessary by a healthcare provider).

The full policy statement is available at: http://www.drake.edu/hr/policies/policies/FacSickLeave.pdf

4.341 Standard Sabbatical Leave
Faculty members at the rank of Instructor, Assistant Professor, Associate Professor, or Professor who meet specified requirements are eligible for two semesters of sabbatical leave in any seven-year period.
See http://www.drake.edu/academics/policies/pdf/sabbatical.pdf
 for necessary qualifications, selection and application procedures, and other policies related to the sabbatical leave.

4.342 Split Sabbatical
After three years of full-time service at the University, members of the tenure-track faculty who have successfully completed a three-year, pre-tenure review may apply for a one (1) semester (one-half year) "split sabbatical.” Then after seven (7) years of full-time service and upon completion of a successful tenure review, faculty who have taken the first half of a split sabbatical become eligible (and are expected) to apply for the second half of the split sabbatical.  For additional information, see: http://www.drake.edu/academics/policies/pdf/sabbatical.pdf

4.343 Sabbatical Procedures
 Application, selection, compensation and other policies and procedures related to sabbatical leaves.
http://www.drake.edu/academics/policies/pdf/sabbatical.pdf

4.35 Vacations
Vacation policy for twelve-month faculty and academic administrators is on the Human Resources web site at: http://www.drake.edu/hr/policies/policies/VacationPolicy.pdf

4.36 Jury Duty
 Faculty members are excused to serve when called for jury duty.  Faculty should promptly inform the applicable Dean and Department Chair upon receiving jury duty notice.  The faculty member is expected to report for work when not actively engaged in jury duty.  Employees are not required to reimburse Drake University for any pay received for jury duty.

4.4 Senior Faculty Status Program
Faculty members who will reach age 60 by May 31 of the academic year previous to the participation year; have not taken paid or sabbatical leave during the previous academic year, have a minimum of ten years of full-time continuous service, and give written notice of retirement simultaneously with approval of senior faculty status are eligible for the Senior Faculty Status Program.

For further information, see: http://www.drake.edu/academics/policies/pdf/srfacultystatus.pdf

4.5 Benefits
Drake University offers a comprehensive benefits program to eligible faculty, including tuition rebate, retirement savings, health, dental, flexible spending and life insurance.  Voluntary benefits such as supplemental life insurance, long-term care insurance and group rate car and homeowners insurance also are available.  For complete benefits information refer to the Drake University Benefits Handbook at: http://www.drake.edu/hr/benefits, or contact Human Resources.

4.51 Workers' Compensation Insurance
 Drake provides workers' compensation insurance to all eligible employees. This insurance provides medical, surgical and hospital treatment along with payment for lost wages resulting from work-related injuries and illnesses.

4.6 Educational Benefits

4.61 Tuition Rebate
 A full description of Tuition Rebate Program is on the Human Resources web site at: http://www.drake.edu/hr/policies/policies/TuitionRebate.pdf 

4.62 Tuition Exchange
 Drake is a member of Tuition Exchange, Inc., a nationwide association of colleges and universities that have mutually agreed to remit, under certain arrangements and with limitations, the tuition of children of member schools' employees. Details are available in the Office of Student Financial Planning. Students who are eligible for tuition rebate benefits on the Drake campus may be eligible for tuition exchange.  Additional program information can be found at www.tuitionexchange.org

4.7 Fringe Benefits

4.71 Faculty Moving Expense
 For rates and policies see Business and Finance Procedures Manual: http://www.drake.edu/busfin/accounting/movingexpenses.html

4.72 Housing
 Drake University, Bankers Trust Company and the Neighborhood Finance Corporation have developed a Housing Incentive Plan to facilitate home purchase by Drake employees.  See http://www.drake.edu/busfin - Guidelines and Policies for more information.

4.8 Termination of Service

4.81 Retirement

4.811 Eligibility for University Retirement Benefit Program
For a full description of the University's Retirement Benefit Program, contact Human Resources or see the information on the web at: http://www.drake.edu/hr/benefits/

4.812 Privileges of Retired Faculty Members-Emeriti Program
Emeriti status, the highest earned rank and title, is accorded as special recognition for meritorious service at Drake University to faculty members on tenure with ten or more years of service to the University at the time of their first retirement.

Catalog listings of faculty will include emeriti personnel.  Emeriti personnel will be accorded the same library privileges as active faculty members. 

4.82 Resignations

4.821 Reasons
The University recognizes that various reasons, both personal and professional, exist for faculty resignations.

4.822 Advance Notice
The statement of the American Association of University Professors (AAUP) is an appropriate guide in these matters:

"It is desirable that when feasible, the faculty member who has been approached with regard to another position inform the appropriate officers of his institution when such negotiations are in progress.  The conclusion of a binding agreement for the faculty member to accept an appointment elsewhere should always be followed by prompt notice to his/her institution.

A faculty member should not resign in order to accept other employment as of the end of the academic year, later than May 15 or 30 days after receiving notification of the terms of his/her continued employment the following year, whichever date occurs later.  It is recognized, however, that this obligation will be in effect only if institutions generally observe the time factor for new offers.  It is also recognized that emergencies will occur.  In such an emergency the faculty member may ask the appropriate officials of his institution to waive this requirement; but he/she should conform to their decision."

4.823 Acceptance by Proper Authorities
Resignations do not become effective until notification of acceptance has been received from the Provost, the President, and the Board of Trustees.  The Board of Trustees has the final authority in all cases.

4.83 Dismissal

4.831 Dismissal of Tenured Faculty 
See Academic Charter, Section VIII. Dismissal of Tenured Faculty Members.  The Charter available at: http://www.drake.edu/academics/policies/charter.php

4.832 Notice of Non-Reappointment of Non-Tenured Faculty
Notice of non-reappointment is normally given in writing in accordance with the following standards:

a.  Not later than March 1 of the first academic year of service, if the appointment expires at the end of that year; or, if a one-year appointment terminates during an academic year, at least three months in advance of its termination.
b.  Not later than December 15 of the second academic year of service, if the appointment expires at the end of that year; or, if an initial two-year appointment terminates during an academic year, at least six months in advance of its termination.
c.  At least twelve months before the expiration of an appointment after two or more years in the institution.
d.  Acting and Visiting appointments terminate automatically at the end of one academic year, and the titles themselves are considered to be notice.

4.9 Personnel Records
Personnel records are maintained in Human Resources. It is the faculty member's responsibility to notify Human Resources of any change, such as address, name, telephone number, emergency numbers, marital status or beneficiary changes. Faculty may review their personnel file by contacting Human Resources to schedule an appointment. Former and current employees may receive a copy of their personnel file by submitting a written request to the Director, Human Resources, 1331 27th Street, Des Moines, IA 50311. Copying costs may be charged for such requests.