Arts and Letters Faculty Reference Guide

The Dean appoints the department chairperson after consultation with the department and the Provost; the chairperson serves at the discretion of the Dean. A chairperson normally has a renewable three-year appointment. Department chairpersons receive a reduction in their teaching schedule.

Department chairpersons appoint the DUS and DGS for their departments in consultation with the divisional associate dean. The dean or associate dean for undergraduate studies appoints directors of select interdisciplinary minors. The dean or divisional associate dean appoints directors of programs, centers, and institutes. See the full policy for compensation details and template appointment letters.

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College support for journals and journal editors can include space, teaching relief, and financial support. All proposals for support should be directed to the Associate Dean for Research, who will approve requests and issue a Journal Support Agreement.

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The University requires all chairpersons to send annual letters of review to probationary faculty at the conclusion of each academic year.

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Department chairpersons conduct annual performance reviews (sometimes referred to as salary reviews) for all faculty in their departments at the start of the spring semester.

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Annual raises are communicated to the faculty by letter in the week following Commencement. Faculty members who are dissatisfied with their annual raise are welcome to meet with the chairperson or appropriate Associate Dean to express their concerns.

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The College Council of each undergraduate college consists of an equal number of ex officio and elected members. The Council's main objective is to review the policies, practices, and procedures of the College.

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The Committee on Reviews and Promotions for TPAC Faculty meets as needed each fall semester in order to review the position reviews and the promotion packets of TPAC faculty who would like to be considered for promotion; in addition, this committee reviews all applications for renewal or promotion by TPAC faculty in units without a departmental CRPT.

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In accordance with the University’s Academic Code of Honor, each collegiate unit is charged with forming a committee to adjudicate suspected infractions against the Honor Code.

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The Arts and Letters Nominating and Elections Committee oversees elections in the College; the Sr. Administrative Coordinator to the Associate Dean for the Social Sciences provides the Committee with administrative support, maintains the elections files, and monitors the results of all committees.

The College conducts elections biannually: in the fall to fill any unexpected openings (i.e., to replace faculty who have left the University or who are on leave) and in the spring to replace faculty who have completed their terms of service. Many College and University committees are composed of faculty who serve staggered, three-year terms, half of whom are in appointed slots and half of whom are in elected slots.

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The Arts and Letters Dean’s Fellows Program is a student group that works on diverse and various projects, including enhancing student-faculty interaction and improving services to students. The Associate Dean for Undergraduate Studies, along with the assistant deans, mentors the Dean’s Fellows throughout the academic year. Each year two Dean’s Fellows will serve one-year terms on the College Council.

Standing committees in the College and their rosters can be found here.

Please see the listing of all Arts and Letters faculty serving on University committees here.

Coursepack orders are placed via XanEdu and printed at the FedEx Office in the LaFortune Student Center. Faculty should submit coursepack orders four weeks prior to the start of classes to ensure adequate time to secure rights, generate coursepack files, and printing. Questions about the ordering process should be directed to XanEdu representative Skylar Bishop at sbishop@xanedu.com or 1.800.218.5971, ext. 6785.

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• Environmentally friendly and sustainable method of making library content — books, book chapters, journal articles, streaming videos, and audio — available digitally to students.
• Place reserve orders at reserves.library.nd.edu.
• Student and instructor FAQ pages can be found at reserves.library.nd.edu/documentation.

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FedEx Office is an on-campus print vendor, and orders can be placed online or in person at the LaFortune Student Center FedEx Office. Services include copying, digital printing, binding, direct mail and signage for printed communication materials such as flyers, posters, banners, manuals, forms, brochures, direct mail projects, and more. Free delivery is available for faculty and staff (does not apply to desk copies, which must be picked up.)

For questions about print pickup or availability contact Ann Durrell, store manager, at ann.durrell@fedex.com or 574.631.6671. If you have a large project or need a personalized consultation contact Heather Strange, FedEx Office account manager at heather.strange@fedex.com or 1.614.512.6350.

More information is available here or by searching “FedEx Office” on inside.nd.edu.

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Updated Google Group addresses can be found here. 

A listing of department chairpersons, directors, and the Dean's Executive Committee can be found here. 

Information on faculty and staff in College departments can be found here.

Please visit the Arts and Letters website for an updated list of current Directors of Undergraduate Studies. 

The position of department chair is one of the most important administrative posts in the University. The chairperson is the contact point for both faculty and administration and serves as the bridge between the two. The chairperson is responsible for seeing that the vision and mission of the University and department become a reality.

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Every chairperson needs to appoint someone to serve as acting chairperson when he or she is out of town and not easily reached or find himself or herself temporarily unable to perform their duties. In some cases, the DGS or associate chairpersons (T-TT), or a former chairperson can serve in this capacity. Notify your divisional Associate Dean of the choice before the beginning of the fall semester. In the rare case that a chairperson needs to be away for an extended period, arrangements will be made to compensate the acting chairperson. Please see the Dean of the College or your divisional Associate Dean to work out these arrangements in advance.

Department chairpersons are responsible for running department meetings. Every department should have a scheduled monthly meeting to conduct business. It is vitally important to run an efficient and productive departmental meeting.

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Meetings of deans and chairpersons are scheduled on a regular basis, usually once per month. Dates, times, and locations will be added to the chair's Google Calendar. 

If there is an item you would like to put on the agenda, please contact the Dean’s Executive Administrator. On occasions where there are special concerns for one of the divisions, we will call a meeting of the chairpersons for that division; however, under normal circumstances these will not displace the regular meetings of the chairpersons.

We encourage department chairpersons to share their best practices with their colleagues in these meetings. If you have a practice that you would like to share, please discuss it in advance with the associate dean who is responsible for that area.

All deans, department chairpersons, and directors use Google calendaring to schedule meetings, classes, free time, etc. Doing so greatly improves the ease of scheduling meetings. If you have not already set up your Google calendar, please contact the Arts and Letters Computing Office or the OIT Help Desk to do so.

Chairpersons should work with the Arts and Letters Office of Communications to publicize the research achievements and activities of faculty in the College. This office can provide a range of assistance from preparing news releases to highlighting faculty expertise for the national media.

Department chairpersons will receive up to three budgets from the College: a salary budget (faculty and staff), a non-salary budget, and a non-regular teaching budget.

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Chairpersons ordinarily review their faculty in January, taking account of activities over the previous calendar year. The chairperson should inform faculty in a timely fashion when the annual review will take place and give them a list of materials that they should submit. The annual review forms the basis of the chairperson’s salary recommendations, which are made to the dean in the early months of the year.

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After performing annual reviews of each faculty member in the department, chairpersons are asked to provide the Dean’s Office with salary recommendations for the coming academic year. These recommendations are generally due in January or early February.

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Every department should have a process for providing annual feedback to faculty members about their performance. While this is a significant challenge for chairpersons of the largest departments, it is an important task. The performance review allows the chairperson to recognize extraordinary performance and contributions to the work of the department as well as to identify areas of concern. It can be helpful to communicate feedback to faculty members after the budget and salary meeting, so that topics or concerns raised in that meeting can be relayed back to the faculty member in a timely way.

Some departments have instituted a process for more formally reviewing tenured faculty (particularly associate professors) on a regular basis, e.g. every three years. The review addresses areas that need improvement if the candidate is to make acceptable progress toward promotion, as well as recognizing significant contributions. Beyond providing guidance to faculty members, such reviews also afford faculty members the opportunity to express concerns about their progress to date and to suggest ways in which the chairperson, colleagues, and the University can assist faculty members in achieving departmental goals and University standards. In the case of a faculty member who is performing below standards, a written evaluation should be given, articulating strategies for improvement and offering whatever assistance is needed.

Once a chairperson has submitted the salary recommendations, a meeting is scheduled with the Dean and the divisional Associate Dean. The meeting will afford the deans the opportunity to ask questions and give chairpersons the opportunity to contextualize some of the recommendations. Following the meetings with department chairpersons, the Dean will work through the budget and set the salaries in consultation with the Provost. The Senior Director of Finance and Administration contacts department chairpersons when the budget is finalized by the Provost and department budgets are ready for signature.

As part of the annual review process, every member of the faculty is required to submit electronically an updated CV to their respective department’s administrative assistant in January. The administrative assistant will enter it into the college database as well as put a copy on the department’s webpage. Please review the guidelines here. 

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Mentoring has been identified by recent University committees as the single issue that most affects faculty productivity as well as faculty retention, particularly for women and minorities. Faculty members seek guidance about professional matters, including preparing for the tenure process, publishing, participating in conferences, teaching, and so forth.

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When a faculty or staff member incurs expenses related to and supporting University teaching, research, or other business purposes using a Chase Travel card, other personal credit card, check, or cash, they will submit an expense report through the travelND system which includes all pertinent information, i.e. business purpose, receipts, etc. The expense report is coded and completed according to established travelND policies and procedures.

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In addition to the annual salary review process described above, chairs must also review their junior faculty and provide them with constructive feedback towards the end of each academic year. The letters should be encouraging in tone, but provide clear advice, e.g. about the best journal or press placements, priorities for teaching and research, etc. It is important to remember that these are not letters of evaluation, but letters that are intended to help faculty move successfully toward tenure.For more on this process, see here.

Chairpersons depend heavily upon their staff and it is imperative to help the staff member develop to their fullest potential. This is best done through a healthy relationship in which expectations are clear and honest feedback is provided. 

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• The typical workday is 8:00 a.m. to 5:00 p.m. Monday through Friday, during the academic year. The office may close at 4:30 p.m., if the lunch break is reduced to 30 minutes. Exceptions to these stated office hours should be communicated to and approved by the Director of Operations
• The University’s policies related to sick time, vacation, personal leaves, funeral leaves, etc. can be found on the Human Resources site. 
• Please see the position description for information relevant to basic staff duties, tasks, and responsibilities.
• Staff are expected to adhere to the University’s value system and participate in the University’s mission.

The College has implemented a staff flextime policy. This policy allows departments and staff to manage staff hours so that staff may shorten their workday by reducing the lunch hour to a half hour. This must be done in a coordinated fashion that maintains the service delivery at the office level and maintains the University’s 8:00 a.m. to 5:00 p.m. business hours for the respective department, program, or office. It is also expected that staff will stagger lunch periods to allow offices to remain open during usual lunch hours to receive student traffic.

One of the most sensitive areas that a department chairperson will encounter is the review of staff. All staff supervisors, including department chairs and directors, are required to follow the University policies and procedures regarding staff performance management and performance reviews. Performance reviews should be fair, detailed, and constructive. If you have not reviewed a member of the staff before, please contact the Senior Director of Finance and Administration or Human Resources for advice. For information and materials on performance reviews, consult the HR website eNDeavor.

We should encourage staff who want to take University-sponsored workshops in areas for which they are developing responsibilities.

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Each year chairpersons and other senior administrators are asked to fill out an annual activity report that makes visible your accomplishments and continuing challenges in teaching, scholarship, and leadership.To submit the annual report, the College will prompt all chairpersons when the electronic template is ready to accept the report. Once available, the College will send out an upload link with further instructions. 

Please contact the Dean’s Administrator or the Dean's Executive Administrator for any questions regarding the process. 

In addition, the College has a policy of reviewing chairpersons during the middle of their term as a means of providing constructive feedback. We believe that it is important for chairpersons to receive input both from us and from their faculty. We wish to affirm chairs on the areas where they are strong and assist them with the areas where improvement is desirable. Regular faculty and staff are asked to share their impressions of their chair. Google Forms allows the evaluation to be electronically completed and sent to the appropriate divisional associate dean. The Associate Dean will send an email requesting faculty and staff to complete the evaluation.

The College requests an annual report from each department in the spring semester. These reports detail progress teaching, research, budget requests, facilities requests, search requests, and trajectory of the department. More information is available in the spring. 

For questions, contact the divisional associate dean or the Dean's Executive Administrator.

As a reminder of our obligation to steward effectively contributions made to Notre Dame, the University adheres to the following guidelines:

All gifts should be acknowledged in a timely and personal manner. The department chair or program director will receive notification of gifts through an electronic monthly giving report sent to the senior administrative assistant in the unit on the 5^th of the month. If any gifts were received by the unit, they will be listed here (the report will be blank if no gifts were received). Every new gift to the department should be acknowledged with a letter from the chair or director, following the procedure distributed to senior departmental administrative assistants.

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This checklist is used to promote a current internal faculty member to an endowed chair. Please view the checklist for more information. 

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Please use the template language in requesting external reviewer letters for an endowed chair packet. 

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This checklist is to be used in conjunction with a new faculty appointment checklist (information is located in the Hiring Guide). 

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Please review the College's leave policy and consult with your Department Chair before submitting a packet for leave. 

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The College encourages faculty to work with the Institute for Scholarship in the Liberal Arts (ISLA) in locating sources of external funding. Grant activity should be weighed at the time of annual performance reviews. If a grant application requires additional space, renovation costs, or other infrastructure needs, it is important to consult with the Associate Dean for Research before submitting an application. All reasonable expenses should be included in a proposal. When possible, grant proposals should include funding for graduate students.

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Faculty members requesting leave under FMLA must apply through the Office of Human Resources. 

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The Leave Checklist, which specifies the forms and other materials needed for a leave application, should be included with each application. Form L can be found on the Provost's website.

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A Record of Leave History should accompany each leave application; the record helps to determine a faculty member's eligibility for leave.

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Teaching relief for new mothers, new parents, and adoptive parents is available according to the policies outlined below.

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Attendance at the College Diploma Ceremony and University Commencement exercises is considered a professional responsibility for faculty members in the College of Arts and Letters.

In addition to the University graduation ceremony and College Diploma Ceremony, every department should sponsor a graduation event for their graduates, ideally including a brief ceremony that recognizes each student. Well-orchestrated and meaningful departmental celebrations are greatly appreciated by students and their families.

The Faculty Handbook and the Human Resources website contain guidelines concerning the use of alcohol and drugs. 

The Vice President and Associate Provost should approve any event involving alcohol with students (including graduate students and prospective graduate students) in advance. No reimbursements will be approved for the purchase of alcohol without prior approval from the Office of the Provost.

The College recognizes the ongoing contributions that emeritus faculty provide to the intellectual life and activities of the College and its departments. To facilitate active emeriti in their pursuit of such ongoing, valuable contributions, the College will provide emeritus faculty with shared, semi-private office space, based on availability.

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College faculty are frequently invited and encouraged to give talks, participate on panels and in academic-related activities across campus. Because this is a normal expectation for faculty, College entities should not offer honoraria for faculty participation. However, honoraria may be granted under certain conditions.

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General information about technology services can be found at the University’s IT Service Portal: sn.nd.edu

The College follows the University’s Computer Purchase Policy (*Last revision: 2016; contains broken links), making further clarification via the A&L Technology Purchasing Guidance (see KB0024060).

All technology purchased with University and grant funding remain the property of the University. 

Reimbursement will not be provided for technology purchases without prior approval from the Arts & Letters Computing Office (ALCO) and the Dean’s Office.

All University-owned endpoints must adhere to the Endpoint Security Standard (see KB0020143) in order to protect our University network and data assets. ALCO, in collaboration with the University Imaging Center, will configure and maintain these standards for our College. A&L faculty and staff must remain in compliance with these standards unless there is a documented exception approved by the University’s Information Security team.

When a device is no longer capable of running a supported Operating System (see KB0013016), it must be returned to ALCO for proper disposal and can no longer be used for University purposes.

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The College allows posters to be displayed throughout O’Shaughnessy Hall by departments, student groups, human resources, etc. In addition to providing valuable information, posters add to the atmosphere of the College’s central administrative building. Posters must include an expiration date on the bottom right hand corner. Posters are allowed anywhere in the building—preferably on the bulletin boards—but may not be taped or tacked to any wooden paneling or trim. If you are using tape, please use painter’s tape whenever possible. No posters or other hangings will be allowed in the Great Hall. Sponsors are responsible for removing posters that have expired. Posters left hanging beyond the expiration date or beyond the event date when no expiration is provided may be removed and discarded by the College. All posters should be left to hang until the expiration date or advertised date has passed.

In all other campus buildings, posters should only be hung on bulletin boards or tackable surfaces.  Please do not hang posters on glass walls or windows.

The Provost’s office has requested that all offices be open M-F, from the start of business to the close of business. Regular business hours are defined as Monday - Friday, 8:00 a.m. - 5:00 p.m.

• It is acceptable to close offices at 4:30 p.m. if the office opened at 8 a.m. 
• Staff members, with approval of their supervisor, can continue to start their workdays at 8 a.m., 8:30 a.m., or 9 a.m. with a 30 minute (or one hour) lunch, resulting in an 8 hour workday.  If a staff member working remotely would result in an office closure, the department needs to make other arrangements in order to keep the office open. 

Each College department, program, office, institute, or center must notify the Dean’s Office of its intent to close its office during normal College business hours on regularly scheduled University business days. 

• The notification shall include a rationale for the closure, details related to date and time of closure, and a request for Dean approval. 
• The notification and request should be made at least one week in advance of the intended office closure, notwithstanding unforeseen circumstances. 
• The notification and request may be emailed to the Director of Operations, or his or her administrative support, for processing and approval.

Breaches of professional standards of conduct should be addressed directly. If a behavior problem cannot be resolved at the departmental level, it should be brought to the attention of the Associate Dean for Faculty Affairs (for faculty) or the Director of Operations (for staff). The Dean’s Office may consult with the Provost’s Office or Human Resources.

Faculty Handbook

Teaching professors, professors of the practice, advising professors, and clinical professors (TPAC) and research faculty are regular faculty members in the College of Arts and Letters. They make vital contributions to the college in a wide range of areas. Their work includes instruction, administrative responsibilities, technical or creative obligations, research, and various combinations of these tasks. In addition, they make many important contributions in service to the University. TPAC and research faculty members contribute to the construction and advancement of our intellectual community.

TPAC and Research faculty members hold the ranks of assistant, associate, and full. Qualifications for each rank and terms of appointment can be found in the Academic Articles (IV.1.a.2,3,4,5,7 and IV.3.b,c,d,e,g). 

The Associate Dean for the Arts oversees TPAC faculty while the Associate Dean for Research oversees research faculty.

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Timelines for review and reappointment of TPAC faculty members are tied to rank. Contracts are issued for periods of one, three, and five years.

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Reappointment recommendations and review packets for all TPAC and research faculty members are due to the dean's office by the first Friday in October.

All review packets are completed and submitted electronically. Please compile the packet according to the college’s Review Checklist.

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Promotion Packets for all TPAC and Research faculty are due to the Dean's office by the first Friday in October.

All promotion packets are handled electronically and compiled according to the Office of the Provost’s Promotion Packet Preparation Checklist for Teaching, Professor of the Practice, Advising, Clinical (TPAC)/Research/Library Faculty located on the website for the Office of the Provost.

Instructions for preparing packets are found on the RPT Resource Page on the Office of the Provost website.

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Please find all relevant TPAC and Research faculty Review, Reappointment and Promotion checklists, forms and templates here.

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The most sensitive and important tasks that departments undertake are hiring, reappointments, and promotions. The policy lists basic procedures and challenges typically encountered with reappointments and promotions.

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Committee on Reviews, Promotions, and Tenure meetings must be conducted according to University and departmental procedures.

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Outside evaluations for tenure and promotion cases should come from faculty in leading or peer programs, or justification for their selection is necessary. Only full professors should be used in tenure and promotion cases, although there may be rare and justified circumstances for asking an associate professor to serve.

We do not normally offer honoraria to external reviewers. However, if offering an honorarium is encouraged within a particular discipline, up to $200 may be offered with the permission of the Dean’s Office. If a department offers honoraria for this purpose, the Dean’s office will share those costs 50/50 with the department.

Non-obligatory cases are tenure cases in advance of the required review date and promotions to full professor.

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Every department is required to have an approved organizational plan (OP) that governs the formation and activities of its Committee on Appointments and Committee on Renewals, Promotions, and Tenure.

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All renewal and promotion packets are handled electronically. Instructions for preparing the packets are found on the Provost's website. Please note that you will need to use your University login information to view the documents. 

The Form PT checklist is used to create the reappointment, promotion, and tenure packet. The Provost's office website will have the most updated forms. (Please note that you will need to provide your University login information to view the documents.) 

The Form P faculty questionnaire can also be found on the Provost's website. 

The tenure "clock" begins on the hire date for assistant professor.

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Promotion and tenure cases that are not mandated may be withdrawn at any point in the process, but only with the candidate’s approval. If you are considering withdrawing a case, please contact the Dean.

If a case is withdrawn after the solicitation of external letters and will be revisited the following year, departments must use exactly the same slate of reviewers as the previous year or they must select an entirely different set. They may not select from the previous year’s list.

Departments in "book fields" may sponsor workshops for assistant professors when their book manuscripts are complete or close to complete. Senior scholars at ND and/or elsewhere in the field may review an assistant professor's manuscript and then meet with the candidate to discuss the work, offer feedback, and make suggestions in advance of the candidate submitting the manuscript for publication. 

When organizing a book manuscript workshop, the following guidelines should be observed: 

• up to two external readers may be invited.
• external readers may be offered an honorarium (see policy above). Internal (ND) readers should not be compensated for this service. Funds should come from the departmental budget or the faculty member's R&PD account.
• external readers may serve as external letter-writers for the candidate's tenure case but their previous relationship must be made clear by the writer or by the department in assembling the tenure case. 

All technology purchases must be made through BuyND. Reimbursement for technology purchases outside of BuyND requires prior approval from the IT Director for the College of Arts and Letters. Requests can be initiated by submitting the Technology Purchasing Assistance form.

The following technology purchases must be made via ALCO: computers, mobile devices, servers of any form factor, docking stations, and laptop batteries; software and information systems; printers of any kind; network devices (including networked storage); and television, audiovisual and projection equipment.

The following items may be independently purchased through BuyND without going through ALCO: mice, keyboards, Apple Pencils, monitors, webcams and cameras, external hard drives (that will never be used as the sole/primary location to store or back up data), standalone scanners, adapters, cables, surge protectors & Uninterruptible Power Supplies, and non-laptop batteries (e.g. AA’s, AAA’s, etc.).

For more detailed information on technology purchasing guidance, please refer to this KB Article.

All endowed professors receive Research and Professional Development Accounts to cover the costs associated with their teaching-and-research activities. These accounts are requested by the Office of the Provost and are set up by the Office of Research and Sponsored Programs Accounting (RSPA). Newly appointed endowed professors receive an e-mail notification from RSPA announcing the establishment of the new account and the associated restricted account number they are to use when spending against these funds. 

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The College of Arts and Letters aims to more fully recognize and support its faculty who obtain external funding, to encourage research creativity and entrepreneurship, and to buffer against the rising costs of research. Thus, for new grants with start dates of July 1, 2022, or later, the College will begin to return a portion of its Faculties and Administration (F&A) cost recovery that stems from external grants to PIs and Co-PIs who have primary appointments within the College according to their allocated effort on the grant. This return will amount to 5% of the grant’s total F&A budget. No application process will be necessary; these returns will be made automatically twice each year (i.e., the conclusion of the 2nd and 4th quarters).

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New faculty are awarded Research and Professional Development Accounts as a part of their start-up package. These may be used to support research and teaching expenses and other university business purposes. Additional research funding may be awarded annually to continuing faculty members in consultation with the department chairpersons.

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Faculty with Research and Professional Activities Accounts may request reimbursement for the purchase of supplies and equipment or for travel-related expenses by using the TravelND expense reporting system. 

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If a faculty member receives an offer from another institution, the chairperson of the department should communicate with the appropriate divisional Associate Dean and the Dean.

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As stated in the Academic Articles, faculty intending to resign should give at least three months’ notice of the date of their termination.

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A department chair should not discuss the issue of retirement with an individual faculty member unless and until the faculty member raises it first. However, once a faculty member seeks counsel concerning a decision to retire, it is important to provide support and clear and accurate information.

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Retiring faculty members may be appointed to the rank of emeritus faculty following a formal request from the faculty member. Normally this request is part of the discussions with the divisional Associate Dean concerning terms for retirement. Space for emeritus faculty will be allocated according to the College emeritus space policy.

This checklist is for those faculty who are leaving the University, excluding those with emeritus status. Please complete each item by the date listed. 

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Administrators who process hiring packets can find a wealth of resources on the Provost's website. Included are lists of required documentation, offer letter templates, system guides, and tutorials.

• The College’s Regular Faculty Hiring Process can be found here
• The College’s Guidelines for Hiring Faculty for Diversity, Mission, and Excellence can be found here.

For Language regarding teaching schedules, moving expenses, and research accounts, please refer to the document located here

The Dean’s Office is responsible for the administration and planning of departmental office space and faculty office space. The Dean’s Office must approve any renovations. Department chairpersons and directors do not have the authority to allocate any faculty or department office without conferring with the Dean’s Office. The College has appointed a Facilities Program Manager to manage this function.

Faculty and staff may reserve certain conference rooms across the College for meetings or other events.

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Contact the Facilities Program Manager for any furniture needs.

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Many of our new and existing faculty members in the Social Sciences require laboratory space for their research.

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Faculty office assignments are based on the faculty member’s department, affiliation, and/or assignment. When applicable, the Dean’s Office will collaborate with the Department Chairs on specific assignments. 

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Emeritus Office Policy

Departments may submit requests for space renovations in their Annual Report at the end of the academic year.

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Classrooms may be reserved for special events via the Registrar.

Tenure-line faculty in the College have a standard course schedule of 2:2, but variations are possible. 

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The College expects different levels of service from different ranks. 

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Visiting faculty members may be assigned service responsibilities, depending on the person’s position description. The service contributions will ordinarily relate to the visitor’s teaching or administrative responsibilities.

TPAC and RF are regular faculty members in the College. They make vital contributions to the College in a wide range of areas. Their functions include instructional duties, administrative responsibilities, technical or creative obligations, research, and various combinations of these specific tasks. In addition, many make important contributions in service to the University. TPAC and RF are expected to contribute to the construction and advancement of our intellectual community. For TPAC faculty, since research is not normally expected as a primary aspect of their responsibilities, the dynamics of service obligations are slightly different than they are for T-TT faculty.

The assignment of responsibilities varies widely and is determined on an individual basis.

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Team-teaching offers rich possibilities for interdisciplinary learning both within and among departments and programs. Policies relating to team-teaching are outlined here.

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Adjunct faculty play a necessary and important role in the work of the College. Under current policy, an adjunct may only teach two courses in a semester. Exceptions to this policy require approval in both the Dean’s Office and the Provost’s Office.

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Visiting appointments are available at all ranks and are normally reserved for faculty coming on a short-term basis from other institutions or recent PhD graduates under consideration for a tenure-track appointment. Visitors are appointed for one year and can be reappointed for a second year. In rare circumstances, a third year may be approved, but this requires the consent of both the Dean’s Office and the Provost’s Office. For visiting positions, contact the appropriate divisional Associate Dean for approval of appointment. The default teaching load for a visitor is 2:3. Any exceptions must be approved by the Dean’s Office.

The College has a policy for the appointment of visiting scholars. Visiting scholars typically do not receive any compensation from Notre Dame. We cannot guarantee office space or computer resources. The appointment cannot exceed one year. It may be renewed, but the term is limited to a year. These appointments are processed like postdoc packets, and are routed through the Postdoc Office.

Individuals who are visiting the University as professors or research scholars from outside of the United States are issued Form DS-2019 by the Office of the General Counsel at Notre Dame, which will allow them to participate in the J-1 exchange program.

The Office of General Counsel determines the visa type by using the Immigration Request Form, filed by the department during the hiring process. If a J-1 is recommended, contact the International Student and Scholar Affairs Office. All other visa types go through General Counsel.

It is the responsibility of the visiting faculty member to obtain the necessary visa paperwork in order to work in the United States.

Adjuncts, visitors, and emeriti are limited appointments and require annual letters.

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Concurrent faculty members hold regular or visiting faculty appointments in an academic unit of the University and temporary appointments of at least one academic term in another academic unit, by consent of both academic units. Term teaching appointments permit staff to teach in academic programs.

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This training video introduces the FileMaker database system for requesting and tracking non-regular budget lines starting in the spring semester of 2022. Please reach out to your divisional Administrative Coordinator for questions. 

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FileMakerPro is the database for faculty records within the College of Arts and Letters.

New Faculty:  As soon as an offer is made to an incoming faculty member, the departmental administrative assistant should enter status information into the FileMaker Pro database. 

• When a signed contract has been received, the Office of Human Resources sends a letter of welcome to the newly hired faculty member including: Human Resources contact information, instructions on activating NetID and email, computer request form, textbook ordering process and visa assistance.  

• Office Assignments: When a record is created in FileMaker Pro, an office assignment will be made by the Facilities Program Manager.

Departments must enter all new faculty information into the FileMaker Pro database in order to ensure office space for their incoming faculty. The Administrative Calendar lists the dates for entering this information and can be found on the Arts & Letters website. The College Administration and Facilities Specialist will make office assignments in consultation with department chairs.

All computer hardware, software, and peripherals must be purchased through the Arts and Letters Computing Office using approved University suppliers.

All computer software (paid, shareware and freeware) must have an approved software license review by Notre Dame General Counsel prior to purchase and installation. The Arts and Letters Computing Office will work with faculty and staff who need to submit applications for software license review.

Full Policy

One of the most important functions that chairpersons, and all established faculty, have in the fall is welcoming new faculty into the department. See below for ways to facilitate a welcoming environment.

Full Policy

The Dean’s Office hosts a fall reception for all faculty following the first faculty meeting where new faculty are introduced. Bios for new regular faculty, visitors, and post-doctoral fellows are also posted on the College website in the New Faculty Brochure.

The Office for Undergraduate Studies provides a valuable orientation session for teaching in the College. New faculty are also encouraged to consult the Guide to Undergraduate Teaching.

The College will host a brief orientation session in January for faculty who begin in mid-year. Details will be announced at the beginning of the academic year.

Junior faculty should be assigned a mentor or mentors in their first year at the University. The chairperson of the department should take the lead on establishing mentoring relationships for junior faculty, but junior faculty members have the right to request a mentor of their choosing.

View the brochure to welcome new faculty and fellows for the academic year. 

Full Policy

Emeritus faculty may have College-provided semi-private office space based on availability of space and the necessity of providing such space to support the retired faculty member’s teaching and research needs.

Emeritus office request form to be completed by March 1. The Arts and Letters Administration and Facilities Specialist will contact those eligible for office space. 

FurnishND form for requesting acquisitions, removal, or repairs. 

The Leave Checklist, which specifies the forms and other materials needed for a leave application, should be included with each application. Form L can be found on the Provost's website.

Full Policy

A Record of Leave History should accompany each leave application; the record helps to determine a faculty member's eligibility for leave.

Full Policy