7.0 Faculty Personnel Actions

7.1 Procedures and Notification

7.1.1 All requests for sabbatical leave, leave of absence, academic leave, sick leave, and parental leave shall be initiated by the faculty member to the Department Chairperson. After a review appropriate to the action, the Department Chairperson's recommendation and justifications on the request shall be submitted to the Dean on the appropriate D series form with the necessary supporting documentation.

7.1.2 Requests for appointment, merit increase, promotion, tenure, and sabbatical leave shall be sent directly to the Faculty Welfare Committee on the appropriate A-series form. Simultaneously, a Report of Evaluation (Form D:RE) will be sent directly to the Dean, except for sabbatical leave requests and requests for appointment. When the Faculty Welfare Committee determines whether or not the request meets the appropriate criteria, it will so indicate and forward the form, with any accompanying documentation, to the Dean, with a copy sent to the Chairperson for verification purposes. The Tenure and Promotion Committee will not review any request which does not have a copy of the appropriate A-series form in its file.

7.1.3 When the requested personnel action is for promotion or tenure, the Dean will forward the abridged file and portfolio to the Tenure and Promotion Committee which will then review the file and make a recommendation to the Dean. The Tenure and Promotion Committee will inform the faculty member, the Department Chairperson, and the Dean of its decision in writing. The letter to the faculty member and the Chairperson shall indicate the Committee's decision without supporting details.

7.1.4 Requests for tenure shall be submitted to the Faculty Welfare Committee by December 1 of the faculty member's 6th year of academic service. Requests for promotion shall be submitted to the Faculty Welfare Committee by March 1. Merit increase requests shall be submitted to the Faculty Welfare Committee by April 15. Requests for sabbatical leave for the spring semester shall be submitted by February 15, the previous Spring semester; and for the Fall semester, by September 15, the previous Fall semester.

7.1.5 As part of the peer review process described in Section 6.6.1.5, the Department Chairperson shall ask the appropriate members of the Department for their written opinion of the personnel action contemplated, except for leave requests.

7.1.6 Except as noted in Sections 7.2.3, 7.2.4 and 7.26, the Dean will notify the faculty member of the Administration's decision/ recommendation within eight (8) weeks of the deadline for personnel action requests.

7.1.7 The Dean shall approve or reject recommendations from Department Chairpersons for sabbatical leave, sick leave, leaves of absence, merit increases, appointments, reappointments and promotions. Tenure recommendations shall be submitted by the Dean to the Provost who then makes recommendations to the President. The President makes recommendations to the Board of Trustees. The Board of Trustees makes the final decision on tenure recommendations received from the President. 

7.2 Reappointments and Non reappointments

7.2.1 The Department Chairperson shall ask all full time regular status members of the Department for their written opinions on the criteria listed in Sections 6.1 and 6.2 regarding overall performance of a faculty member.

7.2.2 The Department Chairperson shall submit requests for reappointment and non reappointment to the Dean of the School.

7.2.3 The Dean will inform Full-Time Regular Status Tenure-Track faculty of their reappointment or non-appointment according to the schedule below. 

Current Regular
Appointment
Date of Submission
to the Dean
Date of Notification
from the Dean
Non-reappointment
Date, if applicable
First Year February 1 March 1 End of current apt
Second Year November 1 December 15 End of current apt
Third and beyond March 1 May 15 No less than 12
months after
notification

7.2.4 Requests for reappointment of Full-Time Regular Status Pre-Tenure Track Faculty will be submitted to the Dean by February 1. The Dean will inform Pre-Tenure Track faculty of their reappointment or non-reappointment no later than March 1. If a Full-Time Regular Status Pre-Tenure Track faculty member is not reappointed, his/her non-reappointment will become effective at the end of his/her current appointment.

7.2.5 A Full-Time Regular Status Pre-Tenure Track faculty member's evaluation for reappointment shall include an assessment of the individual's readiness to have his/her appointment switched to Full-Time Regular Status Tenure-Track. As spelled out in Section 5.1.3, reappointment for faculty in their third year of a pre-tenure-track appointment will automatically switch the individual's appointment to Full-Time Regular Status Tenure-Track, to take effect at the inception of their fourth year.

7.2.6 A Non-Tenure Track faculty member's annual evaluation for reappointment shall be done by March 1 by the department /unit chair   with the notification of reappointment or non-reappointment by the   dean by May 15.
Current Regular Appointment Date of Submission to the Dean Date of Notification from the Dean Non-reappointment Date, if applicable Lecturer I March 1 May 15 End of current apt Lecturer II March 1 May 15 End of current apt Senior Lecturer March 1 May 15 End of current apt

7.3 Merit Increases

7.3.1 There are up to six levels of merit increases awarded to recognize those faculty whose overall performance is above satisfactory. For Tenure-Track and Tenured faculty, the performance evaluation bears on five areas:

(1) teaching
(2) scholarship/creative activity/research
(3) service
(4) ASL and classroom discourse competence
(5) professional integrity

For Pre-Tenure-Track faculty, the performance evaluation bears on each of the above areas except service.
For Non-Tenure Track faculty, the performance evaluation includes:

(1) teaching
(2) either scholarship/creative activity/research OR service but not both
(3) ASL and classroom discourse competence
(4) professional integrity

7.3.2 For the purpose of evaluating performance for merit increases, values will be assigned to performance descriptors as follows:

Unsatisfactory = 0 points
Satisfactory = 1 point
Commendable = 2 points
Outstanding = 3 points

7.3.3 Departments will rate tenure-track and tenured candidates for merit increases by applying the four-point rating scale to teaching, scholarship/creative activity/research, and service. Departments will rate Non-Tenure Track faculty candidates for merit increases by applying the four-point rating scale adjusted to align with their work-plan. Departments will rate Pre-Tenure Track candidates by applying the four-point rating scale to teaching and scholarship/creative activity/ research. Ratings for ASL competency will be determined by the ASLPI evaluators. Information on classroom discourse competence will include feedback on the Classroom Discourse Observation and the results of the Student Rating of Instructor's Classroom Communication. Professional Integrity is rated as either Satisfactory or Unsatisfactory by department members.

7.3.4 For Tenure-Track and Tenured faculty, merit awards of six levels will be given based on the total number of points earned. 

  • No unsatisfactory rating in any area is permitted.
  • Levels must range from four (4) points to nine (9) points.
  • Monetary amounts will be distributed as follows:
    • A base amount, by rank, will be determined by the Administration in consultation with the Salary and Benefits Committee.
    • Each faculty member earning a minimum of four (4) and a maximum of nine (9) points will receive the base amount times the number of points as a merit award.

7.3.5 For Pre-Tenure Track and Non-Tenure Track faculty, merit awards of four levels will be given based on the total number of points earned.

  • No unsatisfactory rating in any area is permitted.
  • Levels must range from three (3) points to six (6) points.
  • Monetary amounts will be distributed as follows:
    • A base amount, by rank, will be determined by the Administration in consultation with the Salary and Benefits Committee. This base amount will be identical to that amount determined in accord with Section 7.3.4.
    • Each faculty member earning a minimum of three (3) and a maximum of six (6) points will receive the base amount times the number of points times 1.5 as a merit award.

7.3.6 Refer to Section 6.8.6.2 for a description of the requirements for ASL and classroom discourse competence for a merit increase.

7.4 Promotion

7.4.1 Promotion represents an important milestone in an academic career. Through promotion, the University recognizes an individual's cumulative achievement in the areas of Teaching, Scholarship/ Creative Activity/Research, and Service.

7.4.2 As peer evaluation is an integral part of this process, the Department Chairperson shall ask all full time regular status faculty members of the Department in and above the rank to which promotion is being considered for their written opinions about the faculty member's performance in the evaluation categories and his/her fitness for promotion.

7.4.3 Time in Rank

7.4.3.1 Promotion may be granted to the rank of Professor or Associate Professor if the faculty member has been in the next lower rank for at least four years. Promotion may be granted to the rank of Assistant Professor if the faculty member has been an Instructor for at least three years or has received a terminal degree in the discipline or allied field. Promotion of Non-Tenure Track faculty is determined in accord with Sections 3.2.5 and 3.2.6.

7.4.3.2 Time earned for Teaching or Scholarship/Creative Activity/Research prior to faculty appointment may be credited, but credit will be given only on the basis of a written agreement with the Dean at the time of appointment after consultation with the Department. When a faculty member applies for early promotion under this section of the Guidelines, the fact of it being an application for early promotion may not be taken into consideration by the Tenure and Promotion Committee when it reviews this request.

7.4.4 In addition to the time in rank requirement, faculty who seek promotion shall meet the requirements for the proposed rank as set forth in Section 3.2.

7.4.5 Scope
Evaluation for promotion is based on cumulative performance and must cover the entire period since appointment or promotion to the present rank.

7.4.6 Performance Criteria

7.4.6.1 Tenure-track and tenured candidates for promotion shall be evaluated in the areas of:(1) Teaching(2) Scholarship/Creative Activity/Research(3) Service(4) ASL and classroom discourse competence (5) Professional Integrity

7.4.6.2 Pre-tenure-track candidates for promotion shall be evaluated in the areas of:(1) Teaching(2) Scholarship/Creative Activity/Research(3) ASL and classroom discourse competence (4) Professional Integrity

7.4.6.3 For Non-Tenure Track faculty, the performance evaluation includes:(1)teaching(2)either scholarship/creative activity/research OR service but not both(3)ASL and classroom discourse competence(4)professional integrity

7.4.6.4 To be eligible for promotion a tenure-track or tenured faculty member must have a total rating in the first three (3) areas of evaluation (as in 7.4.6.1) of 6 points or higher, no unsatisfactory rating in any area, and demonstrate ASL and classroom discourse competence as described in Section 6.8.6.2 or as established by the faculty member's department. 

7.4.6.5 To be eligible for promotion a pre-tenure-track faculty member must have a total rating in the first two (2) areas of evaluation (as in 7.4.6.2) of 4 points or higher and no unsatisfactory rating in any area. 

7.5 Tenure

Continuous tenure is a distinction awarded to faculty who, in the course of the probationary period, have demonstrated considerable and impressive achievement in the areas of Teaching, Scholarship/Creative Activity/Research, and Service. Only faculty who, in the opinion of their peers and of the University administration, are likely to sustain such a level of achievement can be considered for tenure. It is the responsibility of the Department, in consultation with the Dean, to define and document the criteria by which their faculty are judged. There is no automatic right to continuous tenure.
While faculty are normally expected to be professionally active in all of the above mentioned areas, each of the three areas needs not bear equal weight in an evaluation for tenure; rather, the requirements of the Department/School/University and the skills and interests of the faculty member concerned should determine the relative importance of each area.
Final decisions regarding the granting of tenure are made by the Board of Trustees on an individual basis, upon the recommendation of the Administration.

7.5.1 The Department Chairperson shall ask all tenured full-time members of the Department for their written professional judgments about the faculty member's performance in the evaluation categories. Written comments from colleagues in other Departments and at other institutions may also be solicited where appropriate. Documentation required and procedures to be followed will conform to Section 6 of these Guidelines; however, it is understood that the evaluation will bear cumulatively on the faculty member's achievements and performance during the course of the entire probationary period.

7.5.2 Candidates for continuous tenure will have demonstrated competency in ASL and evidence of improvement toward achieving proficiency in ASL and competence in classroom discourse as specified in Section 6.8.6.4 of these Guidelines and will hold the rank of Assistant Professor or above.

7.5.3 Probationary Period

7.5.3.1 The length of the total probationary period, for faculty members with tenure track appointments, shall not exceed seven years, including credited years of prior full time faculty service. Such credited service may include time spent in pre-tenure-track and non- tenure track full time faculty positions at Gallaudet.

7.5.3.2 Evaluation for tenure shall occur in the penultimate year of the probationary period.

7.5.3.3 After consultation with the Department, the Department Chairperson may recommend a tenure-track faculty member for early continuous tenure as early as the third year of academic service at Gallaudet. When nominating candidates for early tenure with probationary periods shorter than seven years, Departments may give due consideration to years of prior service in rank as well as the faculty member's achievements and performance.

7.5.3.4 Faculty members whose nomination for early tenure is not sustained by the Administration may be renominated at a later date with the submission of additional supporting evidence; however, in no case will faculty members not achieving tenure be retained beyond the end of the probationary period. When the Tenure and Promotion Committee reviews a request for early tenure, the fact of it being an application for early tenure may not be taken into consideration by the Committee.

7.5.3.5 At the time of initial appointment, a probationary period shorter than the minimum outlined above may be agreed to in writing; however, in no circumstances will tenure be granted until a new appointee demonstrates proficiency in sign communication as specified in Section 6.8.6.4 of these Guidelines.

7.5.4 An individual may be assigned a tenure track appointment in a specific academic Department/Program upon consultation with and agreement of the Department/Program and with approval of the Dean.

7.5.5 Faculty members holding tenure who resign from the University and are later rehired normally forfeit their tenured position unless otherwise negotiated in writing with the Provost.

7.6 Dismissal and/or Sanctions

7.6.1 A tenured or non-tenured faculty member may be severely sanctioned or terminated for serious cause, such as academic dishonesty or plagiarism, professional incompetence, continued neglect of academic duties, regulations, or responsibilities, conviction of a felony and/or deliberate personal and professional misconduct (including sexual harassment or improper sexual conduct).

7.6.2 A person who holds a probationary or temporary appointment may be dismissed before the expiration of the term for which the appointment was made only for adequate cause. Failure to renew a probationary or temporary appointment, i.e., failure to reappoint, is not considered a dismissal. The Dean will notify a faculty member in writing of termination of a tenured appointment for adequate cause or dismissal for cause previous to the expiration of a term contract. Such notification must include a statement of specific charges.

7.7 Voluntary Separations

Departments expect to experience turnover from time to time for a variety of reasons, including faculty resignations and retirements. When a faculty member leaves a Department without sufficient notice, it can create a serious hardship for Department members and for the students who depend on them for quality instructional programs. Because of the need for Departments to plan for the separation of a faculty member, faculty members are expected to inform the Department Chair in writing at least one semester in advance, or earlier if possible, of the anticipated separation date.

7.8 Layoff and Reduction in Force

7.8.1 Scope Gallaudet University is committed to avoiding layoffs of faculty to the greatest extent possible. However, in the event the University does not receive sufficient funding or revenue to operate its academic programs or must reorganize in order to implement changes in the educational mission of the university (as determined jointly by the faculty and the administration), it may be necessary to discontinue, downsize or restructure departments, programs or services and to implement layoffs of faculty. Throughout this policy, the word program may also mean a unit, department, office, service or function. Recognizing the intrinsic value of a tenure system in higher education, the University intends to protect the academic freedom and employment privileges of its tenured faculty and, to the greatest extent possible, those of its non-tenured faculty.

7.8.2 Applicability

7.8.2.1 This policy applies to laid-off regular-status Tenured, Tenure-Track, Pre-Tenure Track, and Non-Tenure Track faculty. According to the Faculty Guidelines (Section 4.1.1), these faculty receive "full-time regular status" appointments; thus these faculty are entitled to receive severance pay. 

7.8.2.2 This policy does not apply to temporary faculty and       presidential fellows who are subject to the rules of non-      reappointment in the University Faculty Guidelines.

7.8.2.3 If an administrative position held by a tenured faculty is eliminated, this faculty member will return to his/her "home" department and may be subjected to his/her department's status as far as program elimination, reduction or restructuring is concerned.

7.8.3 Department/Program Eliminations/Reductions/Restructuring 

7.8.3.1 The provost will make recommendations for program eliminations, reductions, or restructuring to the President after consultation with the academic dean, the unit administrator (department chair, program director) and the faculty as a whole or an appropriate faculty committee, as determined by the University Faculty Senate. Final authority, however, rests with the administration and with the Board of Trustees.

7.8.3.2 Tenured faculty will not be laid off except when a program is eliminated or where a condition of financial exigency has been declared for the University, which is defined as "an imminent financial crisis which threatens the survival of the institution as a whole and which cannot be alleviated by less drastic means." The University Faculty Senate "participates in the decision that a condition of financial exigency exists or is imminent." (AAUP, 10th edition of "Policy Documents and Reports (The Redbook)).

7.8.4 Department/Program Eliminations

7.8.4.1 "A decision to discontinue formally a program or department of instruction will be based essentially upon educational considerations, as determined primarily by the faculty as a whole or an appropriate committee thereof." (AAUP, 10th edition of "Policy Documents and Reports (The Redbook)). An "appropriate committee" is one that is recognized by the Faculty Senate and the Administration. If a program is eliminated, all faculty, regardless of the source of funding, will receive written layoff notification, effective on the date of closure of the program.

7.8.4.2 Arrangements will be made for the appropriate execution and/or disposition of grants with input from the faculty linked to the grants.

7.8.4.3 Faculty in a Department/Program Elimination

7.8.4.3.1 Layoffs of tenured faculty will occur only if an entire department or a clearly identifiable program is closed or eliminated. Every effort will be made to place laid-off tenured faculty in vacant positions within the University if they qualify or would qualify with reasonable retraining within one year.

7.8.4.3.2 The faculty member has 30 days from the date of layoff notification to request reassignment in writing. First, regular status tenured faculty will be reassigned until all available positions for reassignment have been exhausted; then eligible regular status non-tenured faculty, followed by regular status pre-tenure track, faculty will have first consideration for reassignment to open faculty positions.  7.8.4.3.3 The Provost, Director of Human Resources, and the EEO Officer must approve individual layoffs and selections for reassignments to open faculty positions because of a program restructuring.

7.8.5 Department/Program Reduction

The following guidelines, in order of priority, will be used in the layoff of individual faculty.

  1. Program Needs: Program needs will take into consideration the faculty credentials and experience necessary for accreditation and a viable curriculum, to maintain enrollments, and to meet the needs of the students.

  2. Faculty Status: Tenured faculty will have the highest priority for retention in their department, followed by regular status Tenure-Track faculty, Pre-Tenure track faculty, and then Non-Tenure Track faculty. 

  3. Seniority: Where program needs and/or faculty statuses do not distinguish between faculty members, seniority will be considered. Seniority will be based on a combination of rank and the total length of cumulative service with the University, including all years as both regular status and extended temporary status. If two faculty members have equal seniority, Gallaudet policy on affirmative action will be taken into consideration. If the non-reappointment or layoff of a junior faculty member would jeopardize program needs because the work of that faculty member cannot be performed by a more senior faculty member with reasonable retraining (i.e., the ability to meet the minimum requirements of the position within one year), the next most junior employee will be non-reappointed or laid off.  

7.8.6 Non-tenured Faculty in Department/Program Restructuring

Within a department or a program, certain positions may be eliminated and others created. If the primary job responsibilities of an incumbent without tenure will no longer be performed, the position will be eliminated.

7.8.7 Tenured Faculty in Department/Program Restructuring

7.8.7.1 If a tenured faculty member is scheduled to be laid off because of program elimination, every effort will be made to identify alternative employment within the institution during the notification period if the faculty member is interested. Tenured faculty members must express the interest in a reassignment in writing to their Provost within 30 days of the notice of layoff. If a tenured faculty member is qualified for an opening on campus, or would qualify with reasonable retraining within one year, the faculty member will be offered the position. If more than one tenured faculty member want the same position or assignment, the selection process will be made by the department based on the criteria outlined in the above "Program Reductions" section. The position will be offered under the terms and conditions applicable to the vacant position. However, the tenured faculty will receive their salaries equivalent to their base salaries. 

7.8.7.2 If there are no alternative placements or if the tenured faculty member declines a position, the faculty member will be laid off. 

7.8.7.3 The Provost, Director of Human Resources, and the EEO Officer must approve individual layoffs and selections for newly created positions because of a program restructuring.

7.8.8 Notifications

7.8.8.1 Regular status Tenured Faculty 
Tenured faculty who are laid off will receive 12-month advance notice of the final date of employment or a severance pay equal to their base salaries. See Table on Severance Pay below.

7.8.8.2 Regular status Tenure-track Faculty
Advance notices of the final date of employment or amount of severance pay depend on his/her length of faculty service in terms of years. See Table on Severance Pay below.

7.8.9 Written Rationale for Layoff

7.8.9.1 Once decisions have been made about which individuals will be laid off, the administrative officer will provide to each affected faculty member a written communication that describes the process of decision-making leading up to the layoff and a reference to this layoff policy.

7.8.9.2 The letter should also clearly state that they were not laid off because of inadequacies in the skills or deficiencies in their performances. 

7.8.10 Appeals

Section 12 of the Faculty Guidelines provides procedures for administrative appeal process and for the grievance hearing by the Faculty Committee on Grievances and/or its subcommittee.

7.8.11 Severance

7.8.11.1 If the appointment is terminated, the faculty member will receive fraction of his/her base salary in accordance with the following schedule:

Severance Pay

Faculty

Time of Service (9 months teaching service = 1 year) Severance Pay
Pre-tenure track (up to 3 yrs) up to 27 months 1/4 x base salary
1st year tenure-track up to 9 months 1/4 x base salary
2nd year tenure track between 9 and 18 months 1/2 x base salary
3rd to 7th year tenure-track or over 18 months of service 1 x base salary
Tenured over 18 months of service 1 x base salary

7.8.11.2 Severance pay for laid-off faculty who have total service credits as both staff member and as faculty during the entire service to the University is calculated as follows: A. the severance pay for the staff portion is the current faculty base salary divided by 19 pay periods times the number of years served as a staff member; B. the severance pay for the faculty portion is described under the below Section IV Severance Pay; and C. the total of both does not exceed the faculty base salary. 

7.8.11.3 A laid off tenured faculty will have a choice of continuing to the end of the next academic year at his/her base pay or receiving a severance pay, equal to his/her base pay but not both.

7.8.11.4 Severance pay may be paid in a lump sum within 30 days of the date of separation or paid over the duration of the biweekly entitlement, at the discretion of the faculty member.

7.8.12 Employment Eligibility

7.8.12.1 The university shall keep a current roster of all laid-off faculty for three years following termination and shall show evidence of its attempt to notify faculty regarding reinstatement. Former faculty members shall be responsible for keeping the university informed of their current addresses.

7.8.12.2 Tenured faculty shall have the right of first refusal, followed by non-tenured faculty, to fill any faculty position, for which he or she is qualified, at an equivalent rank if opened.

7.8.12.3 Faculty will receive preferential consideration over a non-Gallaudet applicant for other vacant positions at the University for three years following separation. 

7.8.12.4 Faculty members who are reemployed will be offered salaries as follows: (1) their salary at the time of layoff if within the published pay schedule or salary range; (2) the minimum salary if the salary at the time of layoff is below the appropriate salary range; (3) the maximum salary if the salary at the time of layoff is above the appropriate salary range. Adjustments may be made for 10- or 11-month appointments. 

7.8.12.5 Laid off faculty who are rehired while still receiving biweekly severance salary payments from the University will no longer receive severance payments. Those whose severance pay was already paid, will reimburse the University for the severance paid for any week or portion thereof covered by the re-employment. The University determines re-employment dates.

7.8.13 Insurances/Retirement
All separating faculty should contact Human Resources Services for information regarding termination, continuation of coverage or conversion privileges for insurance policies, and for information regarding retirement options and eligibility.

7.8.14 Educational Benefits (Educational Assistance, Tuition Assistance, Tuition Waiver)
Eligible employees and their family members may continue in the course(s) in which they are enrolled at the time of notification. Employees will be reimbursed for educational assistance and/or tuition assistance as long as the conditions described in the relevant policies have been met. Employees and their family members may not receive educational benefits for a course which would be scheduled to begin following their effective date of termination. Laid off employees are not required to reimburse the University for the cost of the course(s).

7.8.15 Unemployment Compensation
Laid-off faculty members may be eligible to file for unemployment compensation. The District of Columbia government or an appropriate state agency will make decisions regarding unemployment.