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Administrative Appointments

PolicySummary
Department Chairpersons

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 to either a 2:1 or 1:1 schedule.

DUS, DGS, and Directors

Department chairpersons generally appoint the DUS and DGS for their departments in consultation with the divisional associate dean. The associate dean for undergraduate studies appoints directors of 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. 

Full Policy

Journal Editors

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.

Full Policy

Annual Reviews

PolicySummary
Annual Reviews for Junior Faculty

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

Full Policy

Annual Salary Reviews for All Faculty

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. 

Full Policy

Salary Appeals

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.

Full Policy

College Council and Committees

PolicySummary
College Council

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.

Full Policy

Committee on Reviews and Promotions for TPAC Faculty

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.

Full Policy

Honesty Committee

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. 

Full Policy

Nominating and Elections Committee

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

Elections

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 comprised 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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Dean's Fellows Program

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.

College Committee Rosters

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

University Committee Rosters

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

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COVID-19 Policies

PolicySummary
Guidance on R&PD Funding

This document contains temporary policies for research account spending. 

Full Policy

Directories and Rosters

PolicySummary
A&L Google Groups

Updated Google Group addresses can be found here. 

Full Policy

Chairs and Directors 2020-2021

A listing of department chairpersons, directors, and the Dean's Executive Committee. 

Full Policy

Department Census

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

DUS Roster 2020-2021

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

Information for Chairpersons

PolicySummary
For New Chairpersons

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.

Full Policy

Acting Chairpersons

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 Meetings and Minutes

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 Chairs

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.

University Scheduling

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.

Publicity

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.

Budgets

Most 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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Annual Reviews

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.

Full Policy

Salary Recommendations

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.

Full Policy

Communicating the Review

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.

Budget and Salary Meetings

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.

 

Faculty CVs

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.

Mentoring Faculty

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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Reviewing Expenses

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.

Full Policy

Reviews of Junior Faculty

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.

Managing Staff

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

Full Policy

Basic Expectations of Non-Exempt Staff
  • The typical workday is 8:00 a.m. to 5:00 p.m., Monday through Friday, during the academic year. In the summer, 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 Senior Director of Finance and Administration.
  • 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.

Staff Reviews

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.

Full Policy

Performance Reviews for Chairpersons

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 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. 

Annual Reports for Departments

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 Dean's Executive Administrator. 

Stewardship

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 5th 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.

Full Policy

Current Faculty Promotion to Endowed Chair Checklist

This checklist is used to promote a current faculty member to an endowed chair. 

Full Policy

External Reviewer Letter for Endowed Chair

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

Full Policy

Incoming Faculty Promotion to Endowed Chair

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

Full Policy

Leave Policy

PolicySummary
Arts and Letters Leave Policy

Please review the College's leave policy before submitting a packet for leave. 

Full Policy

Course Releases via External Grants

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.

Full Policy

Family and Medical Leaves (FMLA)

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

Full Policy

Leave Checklist

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

Full Policy

Record of Leave History

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

Full Policy

Teaching Relief for New Parents

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

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Miscellaneous Policies

PolicySummary
Civility

All colleagues are expected to contribute to the livelihood of campus life and accommodate their schedules to meet the demands of the curriculum, students, and fellow colleagues. Professional standards of conduct are expected of all faculty members in interactions with students, colleagues and staff. 

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 Senior Director of Finance and Administration (for staff). The Dean’s Office may consult with the Provost’s Office or Human Resources.

Commencement

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, 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.

Drugs and Alcohol

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.

Emeritus Office Space

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.

Full Policy

Honoraria

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.

Full Policy

Laptops and Technology

Laptops purchased with University funds, whether directly or via reimbursement from r&pd funds, remain the property of the University.

Full Policy

Office Closures

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 (8 a.m.-5 p.m. 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 Senior Director of Finance and Administration, or his or her administrative support, for processing and approval. Within two business days of the receipt of the notification, the Dean’s Office will provide an approval or denial.

Posters

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 panelling or trim. 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.

Renewal, Tenure, and Promotion for Tenure-Track Faculty

PolicySummary
Best Practices for Renewal and Tenure Cases

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

Full Policy

CRPT Meetings

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

Full Policy

External Letters

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 Promotions

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

Full Policy

Organizational Plans

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.

Full Policy

Preparation of Packets

All renewal and promotion packets are handled electronically. Instructions for preparing the packets are found on the Provost's website

Reappointment, Promotion, and Tenure Checklists

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. 

Timelines for Renewal and Tenure Cases

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

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Withdrawing a Non-Obligatory Promotion Case

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.

Research and Professional Development Accounts

PolicySummary
Computer Purchases

Faculty who purchase a computer or tablet using funds from a Research and Professional Development Account are required to make the purchase through ALCO (Arts and Letters Computing Office). This includes iPads, tablets, and similar devices. ALCO staff will assist in the setup and support of the unit. The University Policy on purchasing computers can be found here

The University is not obligated to reimburse the faculty member for the purchase of a unit from non-approved vendors or purchased outside of the University Computer Purchase Policy.

If a faculty member buys a computer with funds from an R&PD account, the computer belongs to the University. It will eventually need to be returned to the Arts & Letters Computing Office.

Endowed Chair Research and Professional Development Accounts

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. 

Full Policy

Research and Professional Development

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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TravelND

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. Faculty may also have a procurement card that is linked directly to their R&PD account, which allows them to charge supplies and equipment directly to the credit card. An application for a pro-card may be requested from the Dean’s Office or the Controller’s Office.

Full Policy

Retentions, Resignations, and Retirements

PolicySummary
Retentions

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.

Full Policy

Resignations

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

Full Policy

Retirements

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.

Full Policy

Emeritus Status

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.

Exit Checklist for Faculty

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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Reviews, Renewals, and Promotions for TPAC and Research Faculty

PolicySummary
The Ranks

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 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 Research faculty members 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.

Full Policy

Timelines for Renewal for TPAC and Research Faculty

The timeline for review and renewal is dependent on the rank. A clarification of one, three and five year contract timelines is included here.

Full Policy

Reappointment and Renewal Process

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

All Review packets are handled electronically. Please compile the packet according to the College’s Review/Renewal Checklist.

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Promotion Process

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 Office of the Provost website.

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

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Checklists, Forms and Templates

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

Full Policy

Searches and Hiring

PolicySummary
Administrative Resources

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. 

Hiring Guide

The Arts and Letters Guide to running a search can be found here.

Full Policy

Language for Offer Letters

Please refer to this document for language regarding teaching schedules, moving expenses, and research accounts. 

Full Policy

Space

PolicySummary
Administration of Space

The Dean’s Office College Space Management Committee 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 Administrator to manage this function.

Conference Rooms

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

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Furniture and Office Accessories

Requests for minor furniture and office accessories should be made through the department with the approval of the Dean’s Office. It is expected that academic departments will cover these costs (endowed professors and faculty with R&PD accounts may be asked to cover the cost of some items, especially if they are above the norm).

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Laboratory Space

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

Full Policy

Offices

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. 

Full Policy

Offices for Emeritus Faculty

Emeritus Office Policy

Renovations

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

Full Policy

Requesting Classrooms for an Event

Classrooms may be reserved for special events via the Registrar.

Teaching and Service Expectations

PolicySummary
Course Loads and Service Assignments

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

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Service Expectations for Tenure-Track Faculty

The College expects different levels of service from different ranks. 

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Service Expectations for Visiting Faculty

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.

Service, Research, and Teaching Expectations for TPAC and Research Faculty

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.

Full Policy

Team Teaching

PolicySummary
Team Teaching

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

Full Policy

Visiting, Non-Regular, and Miscellaneous Appointments

PolicySummary
Adjunct Appointments

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 Faculty

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. The default teaching load for a visitor is 2:3. Any exceptions must be approved by the Dean’s Office.

Visiting Scholars

The College has a generous policy for the appointment of visiting scholars. We welcome the presence of scholars from other institutions who come either to work with a specific member of our faculty or to conduct their own research. 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.

International Visitors

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.

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Appointment Letters

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

Full Policy

Concurrent and Term Teaching Appointments

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. 

Full Policy

Welcoming New Faculty

PolicySummary
Incoming Faculty Database

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 Dean's office sends a letter of welcome to the newly hired faculty member. It explains how to establish contact in Human Resources, set up a NetID for email purposes, request a computer, order textbooks, and find help with a visa. It also provides information about their office space.

Office Space

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.

Computer Needs

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.

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Departmental Orientation

One of the most important function 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.

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Dean's Reception

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.

Teaching Orientation

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. 

January Orientation

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.

Mentoring

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.

New Faculty Brochure

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

Full Policy

Forms

PolicySummary
Emeritus Office Request

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. 

Furniture Procurement

FurnishND form for requesting acquisitions, removal, or repairs. 

Leave Checklist

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

Full Policy

Record of Leave History

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

Full Policy