Chapter Three: Faculty Policies of the University

3.1 Academic Rights and Privileges

3.1.1 Statement on Academic Freedom:

Dillard University subscribes to the following 1940 statement on academic freedom of the American Association of University Professors (AAUP), which has been endorsed by nearly all important national organizations of higher education:

“Institutions of higher education are conducted for the common good and not to further the interest of either the individual teacher or the institution as a whole. The common good depends upon the free search for truth and its free exposition.

Academic freedom is essential to these purposes and applies to both teaching and research. Freedom in research is fundamental to the advancement of truth. Academic freedom in its teaching aspect is fundamental for the protection of the rights of the teacher in teaching and of the student to freedom in learning. It carries with it duties correlative with rights.

Tenure is a means to certain ends: specifically (i) freedom of teaching and research and of extramural activities, and (ii) a sufficient degree of economic security to make the profession attractive to men and women of ability. Freedom and economic security, hence, tenure, are indispensable to the success of an institution in fulfilling its obligations to its students and to society.

Teachers are entitled to full freedom in research and in the publication of the results, subject to the adequate performance of their other academic duties; but research for pecuniary return should be based upon an understanding with the authorities of the institution.

Teachers are entitled to freedom in the classroom in discussing their subject, but they should be careful not to introduce into their teaching controversial matter which has no relation to the subject. Limitations of academic freedom because of religious or other aims of the institution should be clearly stated in writing at the time of the appointment.

College and university teachers are citizens, members of a learned profession, and officers of an educational institution. When they speak or write as citizens, they should be free from institutional censorship or discipline, but their special position in the community imposes special obligations. As scholars and educational officers, they should remember that the public may judge their profession and their institution by their utterances. Hence they should at all times be accurate, should exercise appropriate restraint, should show respect for the opinions of others, and should make every effort to indicate that they are not speaking for “the institution.”

3.1.2 Faculty Enhancement

The University takes the position that academic and professional excellence must be pursued, achieved, and rewarded. Dillard University provides faculty members with the opportunity to continue professional development throughout their teaching careers in the Center for Teaching, Learning and Academic Technology. The institution demonstrates this commitment by encouraging faculty to pursue advanced study and assisting faculty to obtain funding for additional graduate work in their disciplines, by providing leaves of absence for such study and research, by funding participation in professional meetings, by providing various workshops and in-service seminars, and by financially assisting faculty who attend summer workshops and/or seminars sponsored by the University, University consortium members, or agencies promoting professional growth.

3.1.3 Leaves of Absence

Policies regarding leaves of absence pursuant to the FMLA, annual vacation, sick leave and military leave can be found in the Office of Human Resources.

3.1.3.1 Family and Medical Leave Act of 1993 (FMLA) Absences

The University is required to comply with the Federal Family Medical Leave Act (FMLA) of 1993, which is outlined in Appendix A. The University reserves the right to designate FMLA leave as needed to any eligible employee and to require employees to use first all available paid time off as qualifying FMLA time toward the 12 week limit. The FMLA entitles eligible employees to take up to 12 weeks of unpaid, job-protected leave in a 12-month period based on the employee’s anniversary hire date for:

1. The birth or placement of a child for adoption or foster care.
   
   To care for an immediate family member (spouse, child, or parent) with a serious health condition.
   
   To take medical leave when the employee is unable to work because of his/her own serious health condition.
   
   Eligible Employees:
   
   To be eligible for FMLA, an employee must have worked for the University for at least one year and have completed 1,250 hours over the 12 months prior to the commencement of the leave. The 12-month period during which an eligible employee may take up to 12 weeks of unpaid leave will be calculated using the eligible employee’s service anniversary date.
   
   Procedure:
   
   An eligible employee who wishes to take FMLA must provide his/her supervisor with 30 days advance notice when the leave is foreseeable. At the time of the request, the employee may complete a Family Medical Leave Information/Request Form. Once FMLA is requested or designated by the University, the employee will receive an information packet containing the full policy, forms, rights and duties of the FMLA for both the employee and the University.
   
   In most cases, the eligible employee must submit medical certification to support a request for leave. Health and dental benefits will continue during the FMLA provided the employee makes his/her regular, monthly contributions to the plan. Failure to pay premiums may result in lapse of coverage. Contact Human Resources for specific details on continuing benefits while on leave.
   
   Employees returning from FMLA within the 12 week period will be restored to their original job, or to an equivalent job with equivalent pay and benefits.
   
   Employees returning from a medical FMLA may be required to present medical certification of fitness for duty. Failure to provide a medical certificate of fitness for duty may result in a denial of job reinstatement until medical certificate release is provided.
   
   FMLA may be taken in increments as small as one hour. Employees may not earn additional paid time off while on FMLA.
   
   Contact human resources for the complete policy on the Family and Medical Leave Act and for a full explanation of your rights. FMLA will always begin with paid time off until all available paid time is used. After exhausting paid FMLA leave, non-paid FMLA leave will continue until the conclusion of the protected 12 week time limit. Following the conclusion of protected leave, the employer will decide whether non-FMLA leave should apply.
   
   The medical Certification of Health Care Provider serves as a “doctor note” to certify the reason and expected duration of the extended medical leave in writing. All requests for medical leaves must be accompanied by a doctor’s statement verifying your total disability and your estimated date of return to work. Further, the University requires written medical verification of your ability to resume work and a list of restrictions that would directly relate to your ability to perform your job.
   
   Servicemember FMLA Leave
   
   In 2008 and 2009, the FMLA was amended and now entitles eligible employees to take leave for a covered family member’s service in the Armed Forces.
   
   Leave Eligibility and Duration
   
   Eligible employees may take Servicemember leave for either (or both) of the following reasons:
   1. A qualifying exigency arising out of a covered family member’s active duty or call to active duty in the Armed Forces
      
      Leave Duration: Up to 12 workweeks of leave during any 12-month period
       
   2. To care for a covered family member (“next of kin”) who has incurred an injury or illness in the line of duty while on active duty in the Armed Forces provided that such injury or illness may render the family member medically unfit to perform duties of the member’s office, grade, rank or rating.
      
      Leave Duration: Up to 26 workweeks of leave during a single 12-month period. (Leave may not exceed 26 weeks in a single 12-month period when it is combined with other FMLA-qualifying leave).

Veterans: The 2009 amendments extends military caregiver leave to close family members of veterans who were members of the Armed Forces (including the National Guard or Reserves) at any point in time within five years preceding the date on which the veteran undergoes medical treatment, recuperation, or therapy.

Servicemember FMLA runs concurrent with other leave entitlements provided under federal, state and local law.

3.1.3.2 Non-FMLA Medical Leave

1. In addition to FMLA leave, employees are also eligible to receive medical leave of absence due to employee inability to work because of employee pregnancy, illness or injury where (a) the employee is not eligible for FMLA, (b) the employee’s illness or injury does not constitute a serious medical condition, or (c) the employee has used up his or her twelve (12) weeks of FMLA.
2. Leave under this section shall be referred to as non-FMLA leave.
3. The University may require medical certification on a form provided by the University if leave is sought.
4. If the need for medical leave is foreseeable, the employee must provide the University with at least thirty (30) days of notice. If unforeseeable, as much notice as practicable should be given. Failure to provide required notice may result in denial or delay of the requested leave.
5. Any employee returning from non-FMLA medical leave of absence under this Section will be allowed to return to his or her former position if there is an opening available. If there is no opening available, an effort will be made to place the employee in another available position for which he/she is qualified and capable of performing.
6. The maximum length for any medical leave of absence (including combined FMLA and non-FMLA medical leave) is one consecutive year from the beginning of the leave. Employees on leave of absence for any reason who are unable to return to work within one year may be terminated.

Release to Return to Work without Restrictions

An employee on non-FMLA medical leave of absence who is released to return to work without restrictions will be allowed to return to their former position, if it is still available, or to a substantially equivalent position, if the employee can perform the essential functions of the job. If no such regular positions are available for which the employee can perform the essential functions of the job with reasonable accommodation, the employee will remain on medical leave of absence.

Release to Return to Work with Restrictions

Light-duty positions will not normally be created for employees who cannot perform the essential functions of a regular position with reasonable accommodation. However, where an employee returning from an on-the-job injury is released to return to work with restrictions anticipated to be of a short duration, the University may, at its sole discretion, create temporary assignments for the employee in order to assist the employee in returning to work. Such light-duty assignments may not extend beyond thirty (30) days. If after thirty (30) days the employee has not been released by a healthcare provider to perform the essential functions of an available regular position, with reasonable accommodation, temporary assignments, the employee will be placed back on medical leave of absence, not to surpass one year.

3 1.3.3 Academic Leave

Leaves of absence may be granted to faculty members who have obligations for major publications or professional enhancement and development that will directly increase job effectiveness. Such leaves must be recommended by the College Dean and approved by the Provost/SVPAA. Faculty members granted such leaves shall return to their positions at the salary they were earning at the time the leave was granted plus any increments that may have been rewarded by the University. Such leaves are granted for one year at a time; no more than two consecutive years of leave of absence are permitted. Such leaves, if granted, shall be without pay. Coverage for extended benefits under group life insurance, group medical programs, retirement plan, and similar insurance programs remain unchanged.

3.1.3.4 Sabbatical Leave

Sabbatical leaves will be granted only for tenured faculty for the primary purpose of enhancing the value of the recipient’s further service to the University and his/her profession through study, research or publication undertaken to improve pedagogical techniques, solve administrative problems, or broaden the scope of the knowledge in the faculty member’s discipline. Sabbatical leaves are a privilege, not a right, and are granted only if the Provost/SVPAA determines that funding is available.

Sabbatical leaves are granted only if the faculty member guarantees one full academic year of University service immediately following the leave. If a faculty member does not complete a full year of service at the University following a sabbatical leave, the faculty member shall immediately reimburse the University for salary and any other amounts paid to the faculty member while on sabbatical. A sabbatical leave does not constitute a break in years of service.

When a sabbatical leave is granted for tenured faculty members, the sabbatical will be with half pay and with benefits.

3.3.5 Consulting and Other External Activities

Outside employment must not conflict with University responsibilities. Engaging in permanent outside employment during time of one teaching day without permission of the Provost/SVPAA is a conflict of interest and shall constitute grounds for dismissal. The time for external consultation shall not exceed 8 hours per week and shall not under any circumstances conflict with the faculty member’s duties to the University.

3.2 Academic Responsibilities and Policies

3.2.1 Faculty Workload

To provide the breadth of academic programs required of the University, the faculty performs a complex combination of duties (i.e. workload). Workload may be defined as all faculty activities related to essential professional activities and responsibilities including but not limited to teaching; research and creative activities; student advisement; clinical, institutional, professional and community service; and professional development. As such, workload management requires the realistic assignment of the faculty’s time as well as the University’s resources.

Faculty members are independent professionals who (a) function in the capacity of teachers, clinicians, advisors, and researchers; (b) participate in institutional and community service projects; (c) work non-conventional, flexible work schedules that complement and facilitate the instructional needs of the students; (d) engage in scholarly activities whether non-sponsored, individual or organized, and or supported by extramural funding. Faculty members are expected to:

• Be time-conscious with respect to their professional responsibilities.
• Obtain prior approval from their respective Chair, Dean and the Provost/SVPAA for any period of sustained absence from campus responsibilities.
• Adhere to assigned office hours and class schedules.
• Notify students, in a timely manner, when classes are rescheduled.
• Arrange a convenient time for make-up appointments.
• Take attendance daily
• Submit class rosters on scheduled basis

Studies indicate that most University faculty members work more than the standard 40-hour work week inclusive of clinical, studio and laboratory contact hours in both formal and informal environments. Because of their familiarity with and understanding of the abilities and interests of their faculty members, workload assignments should be determined by the faculty’s respective Department Chairpersons and or College Deans but shall not exceed twelve (12) hours/week. If other administrative duties assigned to the faculty by the Chair, Dean or the Provost, the amount of assigned work should be equivalent to the teaching load. An overload of a maximum of three hours shall be offered on a temporary basis and must be financially compensated, if funds permit.

3.2.2 Students with Disabilities Policy

The University complies with the requirements of the Federal Rehabilitation Act of 1973 and the Americans with Disabilities Act. The University will notify the faculty member of the certified disabilities of specific students so that instructors may accommodate the needs of these students.

3.2.3 Drug-Free Workplace Policy

Dillard University is committed to providing a drug-free workplace and to making its employees aware of the dangers of alcohol, tobacco, and drug abuse. In accordance with the Drug-Free Workplace Act of 1988 and other federal and state laws and regulations, the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance in the workplace is prohibited.

The term “workplace” includes any location on University property, in addition to any location where University business is being conducted. Any employee who violates this policy will be subject to University disciplinary action up to and including termination of employment, in addition to any sanctions assessed through criminal procedures.

3.2.4 Faculty Safety Policy

Risk management provides expertise, assistance, and coordination for safety in the workplace at Dillard University. Research laboratories present particular concerns for safety. Faculty engaged in laboratory instruction or research is obligated to assure compliance with applicable safety protocols and regulations in their labs.

3.2.5 Student Safety Policy

Faculty members are expected to arrange for the supervision of students in classrooms, laboratories, and off-campus sites hosting events related to University activities. Faculty members are also expected to instruct students in the proper use of facilities, equipment, and substances that are potentially dangerous. Unsafe conditions and other hazards must be reported to the department Chairperson, the College Dean, and the Provost/SVPAA. The director of the physical plant must also be notified, if the 61
matter falls within his/her area of responsibility.

3.2.6 University Security Services

“Campus Police” has the primary duty to respond in all medical, fire, and criminal emergencies at the University. Campus Police staff is available to help 24 hours a day, 7 days a week.

Campus Police acts to prevent criminal activity as well as to respond to it through such measures as prevention education, preventive patrols, and escorts. Faculty members of the University community are encouraged to remain aware of their surroundings, to observe self-protective measures, and to report any potential threats to the community’s well-being. Campus Police serves as a liaison with public law enforcement agencies. Cooperation between those outside agencies and the University community promotes awareness of the needs of one’s neighbors and fosters a sense of common purpose and protection for all. Campus Police at Dillard University are housed at 2601 Gentilly Blvd.

3.2.7 Engagement in University-Sponsored Events

Participation in University functions is an important channel for professional growth and it is a contractual responsibility. University functions include lectures, forums, assemblies, concerts, and official occasions. Not only does the faculty attendance show loyalty to the University community, but also stimulates cultural, social, and intellectual growth.

3.3. Standards of Professional Conduct

3.3.1 Employee Code of Conduct

The University affirms and supports the following principles of professional ethics as set forth by AAUP in its 1987 Statement on Professional Ethics:

“Professors, guided by a deep conviction of the worth and dignity of the advancement of knowledge, recognize the special responsibilities placed upon them. Their primary responsibility to their subject is to seek and to state the truth as they see it. To this end professors devote their energies to developing and improving their scholarly competence. They accept the obligation to exercise critical self-discipline and judgment in using, extending and transmitting knowledge. They practice intellectual honesty. Although professors may follow subsidiary interests, these interests must never seriously hamper or compromise their freedom of inquiry.

As teachers, professors encourage the free pursuit of learning in their students. They hold before them the best scholarly and ethical standards of their discipline. Professors demonstrate respect for students as individuals and adhere to their proper roles as intellectual guides and counselors. Professors make every reasonable effort to foster honest academic conduct and to ensure that their evaluations of students reflect each student’s true merit. They respect the confidential nature of the relationship between professor and student. They avoid any exploitation, harassment or discriminatory treatment of students. They acknowledge significant academic or scholarly assistance for them. They protect their academic freedom.

As colleagues, professors have obligations that derive from common membership in the community of scholars. Professors do not discriminate against or harass colleagues. They respect and defend the free inquiry of associates. In the exchange of criticism and ideas professors show due respect for the opinions of others. Professors acknowledge academic debt and strive to be objective in their professional judgment of colleagues. Professors accept their share of faculty responsibilities for the governance of their institution.

As members of an academic institution, professors seek above all to be effective teachers and scholars. Although professors observe the stated regulations of the institution, provided the regulations do not contravene academic freedom, they maintain their right to criticize and seek revision. Professors give due regard to their paramount responsibilities within their institution in determining the amount and character of work done outside it. When considering the interruption or termination of their service, professors recognize the effect of their decision upon the program of the institution and give due notice of their intentions.

As members of their community, professors have the rights and obligations of other citizens. Professors measure the urgency of these obligations in the light of their responsibilities to their subject, to their students, to their profession and to their institution. When they speak or act as private persons they avoid creating the impression that they speak or act for their college or university. As citizens engaged in a profession that depends upon freedom for its health and integrity, professors have a particular obligation to promote conditions of free inquiry and to further public understanding of academic freedom.”

3.3.2 Judgment, Decorum and Collegiality

Faculty members are expected to be collegial and professional at all times. If a faculty member fails to meet the standards of professionalism, the College Dean shall confer with that individual and the Provost/SVPAA concerning the lapse in professional conduct, this could establish ground for dismissal. If the misconduct arises out of a failure to meet a professional responsibility to the University and a resolution cannot be reached, the case is referred to the Academic Responsibilities, Grievance, and Ethics Committee and may lead to a ground for dismissal. If a faculty member fails to meet the standards of professionalism in teaching effectiveness and a resolution cannot be reached, the faculty member shall be referred to the Center for Teaching and Learning with Academic Technology for professional growth and teaching effectiveness training. If misconduct arises out of a malicious use of power in the assignment of grades, the Provost/SVPAA may authorize and convene a faculty panel to review the assigned grades and recommend an appropriate remedy.

3.3.3 Confidentiality

In their various contractual roles, e.g., as teachers, academic advisors, members of governance committees, members of search committees, school/department Chairpersons, Deans, and faculty members are expected to exercise professional judgment in honoring the confidentiality of information acquired in carrying out their duties. The purpose of maintaining confidentiality is to preserve the rights of individuals to privacy with regard to personal information. This commitment to confidentiality and the professional code of ethics is not intended to conceal violations of procedure or professional misconduct. All faculty are required to sign a statement of confidentiality annually.

3.3.4 Discrimination, Harassment, Professional Misconduct

The policy of Dillard University is to maintain an open, non-discriminatory, secure learning and working environment for each member of the academic community, including employees, students, and third parties. The University views any form of discrimination or professional misconduct, including sexual harassment, as offensive and counterproductive to the goals of the institution. Such behavior is prohibited and is subject to disciplinary action. The University discourages employee/student and supervisor/employee from any amorous relationships. Such relationships, even though ostensibly consensual, can be exploitative, can involve inherent conflicts of interest, and can imperil the integrity of the educational process.

These policies are not intended to infringe on freedom of speech, academic freedom, etc. As members of the academic community, faculty members have the rights and obligations of other citizens. Members of the faculty acknowledge the importance of these obligations in carrying out their responsibilities to their disciplines, to their students, to their profession, and to their institution. When they speak or act as private persons, they should avoid creating the impression of speaking or acting for the University. As citizens engaged in a profession that depends upon freedom for its health and integrity, the faculty has a particular obligation to promote conditions of free inquiry and to further public understanding of academic freedom. (Statement of Professional Ethics, AAUP Policy, Documents and Reports, 1995 Edition, p. 106). These policies are not intended to create unreasonably restrictive standards of behavior between members of the academic community. Instead, they are intended to ensure learning and working environments free from intimidation and abuse. Such behavior thwarts the overall mission of the institution and harms the wellbeing of its constituents.

3.3.4.1 Equal Opportunity and Non-Discrimination Policy

Dillard University firmly supports the national policy of Equal Employment Opportunity. The University’s policy of equal opportunity is administered without regard to race, color, religion, gender, sexual orientation, age, national origin, physical disability, or marital status.

The University fully embraces equality of opportunity by asserting that it will take affirmative action to ensure that all applicants receive fair consideration for employment and that employees are treated fairly in all employment practices, including recruitment, selection, promotion, tenure compensation, and termination. The Office of Human Resources is responsible for the continuing development, implementation, and monitoring of the University’s policy on equal opportunity and non-discrimination.

3.3.4.2 Anti Harassment Policy

It is the policy of Dillard University that all decisions regarding educational and employment opportunities at this University shall be without unlawful discrimination because of race, sex, sexual orientation, color, creed, age, national origin, disability, veteran status, or any other classification protected by law.

3.3.4.2.1 Sexual Harassment

Sexual harassment is a form of sex discrimination and is therefore in violation of University policy as well as federal and state statutes. Sexual harassment is defined as unwelcome sexual advances or requests for sexual favors when:

• Submission to such conduct is made either explicitly or implicitly a term or condition of employment or academic status; or
• Submission to, or rejection of, such conduct by an individual is used a basis for employment or academic decisions affecting him or her; or
• Such conduct, whether verbal or physical, has the purpose or effect of interfering with the individual’s work or academic performance or of creating an intimidating, hostile, or offensive environment in which to work or learn

3.3.4.2.2 Other Harassment Strictly Prohibited

Likewise, harassment based on other protected classifications is prohibited. Although it is impractical to describe all conduct that may constitute unlawful harassment, when jokes, derogatory remarks, slurs, physical contact or gestures, the display of pictures or other graphic matters, requests for favors, and employment decisions or actions are directed to any individual because of that person’s sex, race, color, religion, national origin, age disability, protected activity, protected activity, and/or sexual orientation, such conduct may constitute unlawful harassment.

Any member of the Dillard University community, faculty, staff or student, who believes that he or she is a victim of harassment should immediately report the incident to the Director of Human Resources or the General Counsel and Vice President of Legal Affairs. Any such reports should be made in writing. Employees or students who present a complaint or participate in an investigation or other proceedings pursuant to the Dillard University’s anti-sexual harassment policy will not suffer any retaliation.

The University shall strive to keep all complaints of discrimination on harassment as confidential as is practicable under the circumstances.

The University cannot guarantee complete confidentiality since the University cannot conduct an effective, comprehensive investigation without revealing certain information, including the identities of the complainant and witnesses to the alleged discrimination or harassment.

Upon receipt of a complaint, the University will conduct an appropriate investigation as quickly as practical under the circumstances. The University will take appropriate corrective action if its policy has been violated, which may be include disciplinary measures such as termination of employment.

If you are in doubt as to whether you are a victim of or a witness to discrimination or harassment, you should report.

3.3.4.3 Professional Misconduct

The University prohibits discrimination, harassment, and misconduct based on race, color, national origin, gender, sexual orientation, age, marital status, and/or disability. Furthermore, the University will institute termination procedures for faculty members whose conduct the University deems unacceptable. Causes for initiation of termination procedures include, but are not limited to, the following:

• Flagrant disregard of the policies and procedures of the University;
• Serious disrespect for the ideals and character of the University;
• Admission of or conviction for a criminal act which clearly indicates unfitness to continue as a member of the faculty;
• Causing notorious or public scandal;
• Causing harm to a student, colleague, or member of the University community;
• Professional incompetence or continued neglect of academic duties and/or responsibilities;
• Obstruction of University functions;
• Sexual harassment;
• Threat of physical intimidation; and
• Willful destruction of and stealing of university property

3.3.4.4 No Solicitation/Distribution Policy

No employee may solicit other employees during his/her working time anywhere on University property. No employee may distribute any written material in (a) working areas at any time or (b) non-work areas (restroom, hallway) during his/her working time without permission.

Non-employees may not distribute materials or solicit employees on University property at any time unless approved by Human Resources. In such cases, a meeting room will be established for this purpose.

3.4 Faculty Compensation and Benefits

Dillard University offers competitive compensation. The Provost/SVPAA and the Vice President for Business and Finance share the responsibility for determining salaries. Faculty salaries at Dillard University are determined by classification and rank: Adjunct, Lecturer, Instructor, Assistant Professor, Associate Professor, and Professor. Each classification contains brackets to honor time, experience and rank. Where the Board of Trustees determines that funds are available, faculty may receive salary increases in one or more of the following areas:

• Cost of Living: The Board of Trustees may grant annual cost of living increases.
• Tenure and Promotion: Faculty awarded tenure and/or promotion will receive a minimum 4% increase in salary.
• Merit: Based upon recommendations by the appropriate department Chairpersons and college deans, faculty may be granted merit raises. Written documentation of outstanding performance must be provided to support consideration for a salary increase based on merit.

3.4.1 Benefits

Faculty may contact the Office of Human Resources for information regarding the University health plan, retirement plan, life insurance and other benefits.

3.4.2 Salary Continuance Plan for Medical Leave

FMLA allows 12 weeks without pay (See FMLA Section, herein). However, all full-time faculty members at Dillard University are eligible for six weeks of paid leave per calendar year in the case of a medical condition supported by a physician’s certification. A “Leave of Absence” form and a “Medical Certification” form must be submitted to the Office of Human Resources for consideration. All payroll deductions will continue throughout this period.

3.5 Separation from Service

Faculty members may end their employment relationship with the University through resignation, retirement or death. The University may terminate its employment relationship with a faculty member through non-reappointment or dismissal for cause. The following definitions and procedures preserve the rights and interests of both faculty and the University:

3.5.1 Resignation

Resignation is a means of separation by which a faculty member ends their employment relationship with the University prior to the end of a contractual period. Faculty intending to resign should notify the appropriate College Dean in writing at the earliest possible opportunity, but no later than December 15th of the preceding academic year.

3.5.2 Retirement

Retirement is a means of separation by which faculty members end their employment relationship with the University. Members of the faculty who intend to retire should submit a letter to the appropriate Academic Dean stating their intention to retire and specifying an effective date. Notification to the University must be made no later than December 15th of the preceding academic year before retirement.

3.5.3 Non-Reappointment

Non-reappointment is a means of separation by which the University ends its employment relationship with a member of the faculty at the conclusion of a contractual term of appointment. Non-reappointment notices are given by March 1st and usually occur due to the individual’s failure to meet applicable standards for reappointment or tenure as determined through the process of faculty review. A bona fide financial exigency, as determined by the Board of Trustees, or the discontinuance or downsizing
of a program or department may also result in non-reappointment. Letters of notification are issued as soon as the review process is complete or the change in circumstances and/or needs of the University is determined, all faculty members, no later than December 15th of the academic year in progress.

Non-reappointment occurs at the end of the contractual period of a terminal faculty contract. Reasons for termination of such contracts need not be given. The University reserves the right to provide compensation in lieu of retaining a faculty member who receives a terminal contract until the end of the contractual period.

3.5.4 Dismissal

Disciplinary action may be taken in the event that faculty members violate the University’s expectations or fails to perform their contractual duties. Any faculty member facing dismissal charges or other disciplinary action is entitled to a hearing before the Academic Responsibilities/Grievance and Ethics Committee of the Faculty Senate. Individuals are permitted to defend themselves before the committee and are extended the opportunity of inviting witnesses to testify on their behalf. The chairperson of the Academic Responsibilities/Grievance and Ethics Committee may also invite witnesses to testify during the hearing. Lawyers are not permitted in hearing.

The Academic Responsibility/Grievance Committee submits its decision and recommendations to the Provost/SVPAA. The Provost/SVPAA then makes a recommendation to the President, who exercises the final authority in such cases. In the case of tenured faculty members, they may file an appeal with a special committee of the Board of Trustees appointed by the chairman of the Board.

3.5.5 Electronic Communications Systems

Dillard University provides employees with electronic mail (“email”), voicemail, internet access, and other information systems to facilitate the educational process. These communication and information systems (CIS) are University resources and are governed by and for the University’s confidential transmission policies. Under no circumstances are the CIS, including email, to be used in a manner that may be disruptive or offensive to others. Specifically, email and voice mail shall not be used to:

• Solicit others for commercial ventures, religious or political causes, outside organizations, or other solicitations not related to University business;
• Transmit strictly prohibited sexually explicit messages, ethnic slurs, racial epithets, or any other message that may be construed as harassment of others based on race, national origin, color, gender, sexual orientation, age, disability, marital status, and/or religious or political beliefs;
• Abuse Internet privileges to access Internet sites that deliver pornography, hate speech, criminal activity, gambling information, personal advertisements, or other inappropriate content.

All information and communication systems, inclusive of email transmissions, are University records. As such, the University reserves the right to access and disclose all messages transmitted via its information and electronic mail system. Circumstances may require the monitoring of employees’ Internet activity to determine whether employees are accessing sites that are inappropriate for an educational environment.

All communications and transmissions are to be made in accordance with the University’s policy regarding confidential information. The use of email, voicemail, or the Internet to transmit proprietary information for the benefit of anyone other than the University violates the University’s policy regarding the maintenance of confidential information and constitutes a misuse of the University’s electronic CIS.

Violation of this policy may result in disciplinary action, up to and including termination of employment.

3.5.6 Policies and Procedures Manual

Dillard University Policy and Procedure Manuals are located in the Office of the Provost/SVPAA or online. It provides convenient access to Dillard University’s official policy and procedure statements. Dillard University Policy and Procedure Manual is a fluid document. The goal is to review, revise or develop policies and procedures at Dillard University. The formal review and approval process is initiated through University Committees, Senate Committees, and the General Assembly, and then culminates with final approval by the President.