The Complete Text of Section 300
Faculty Personnel Policies


Section 301 Employment Policies

300 FACULTY PERSONNEL POLICIES

301 Employment Policies The regulations governing employment at Georgia State University prohibit discrimination in employment based on race, sex, color, religion, national origin, disability, age, sexual orientation, or veteran status. This includes, but is not limited to: recruitment, hiring, compensation, retention, training, tenure and promotion.

The Provost and Vice President for Academic Affairs annually appoints an Affirmative Action Advisory Committee. This committee represents a cross-section of job categories and interest groups on campus. The purpose of the Committee is to:

  1. assist and advise the director on affirmative action programming, the development and implementation of policy and the the evaluation of affirmative action efforts,
  2. serve as a direct communication link between faculty, staff and students and the Office of Affirmative Action, and
  3. work with the director to ensure that the university is sensitive and attuned to problems and issues in the area of affirmative action and equal opportunity.

301.01 Civil Rights Compliance - Education [Replaced 13 January 1997]

Georgia State University is an equal opportunity institution. As such, students are admitted and treated without regard to race, sex, color, age, religion, national origin, sexual orientation, veteran status or disability. Georgia State University complies with Title VI of the Civil Rights Act of 1964 and Title IX of the Education Amendments of 1972. These regulations prohibit discrimination based on race, color or national origin and sex respectively. The university also complies with Section 504 of the Rehabilitation Act of 1973. Section 504 prohibits discrimination based on disability.

Title IX of the Education Amendments with the U.S. Office of Civil Rights Title IX of the Education Amendments of 1972 was the first comprehensive federal law to prohibit sex discrimination against students and employees of educational institutions. Title IX states, in part: No person*shall, on the basis of sex, be excluded from participation in, be denied benefits of, or be subjected to discrimination under any education program or activity receiving federal financial assistance... The policy of Georgia State University is to implement affirmative action and equal opportunity for all employees, students and applicants for employment or admission without regard to race, color, religion, national origin, sex, age, veteran status or disability. Title IX prohibits sex discrimination. Sexual harassment is a form of prohibited sex discrimination. Students (male and female) and employees (faculty and staff) are protected from sexual harassment and may recover monetary damages. The Title IX Coordinator is responsible for enforcing the law. Faculty, staff, and students can file complaints of sex discrimination with the Title IX Coordinator. Retaliation against complainants is prohibited. The Title IX Coordinator is the Assistant Vice President of Opportunity Development and Diversity Education Planning.
The Title IX Coordinator can be contacted at:

Opportunity Development/Diversity Education Planning

Mailing Address:
P.O. Box 3983
Atlanta, GA 30302-3983

In person Address:
10 Park Place, Suite 460
Atlanta, Georgia 30303

(Source: Office of Affirmative Action )

301.02 Affirmative Action Policy [Replaced 13 January 1997]

It is the policy of Georgia State University to implement affirmative action and equal opportunity for all employees and students, without regard to race, color, religion, national origin, sex, age, sexual orientation, veteran status or disability. This policy also applies to applicants for employment or admission.

The university's affirmative action program and related policies are developed to comply with Executive Orders 11246 and 11375, as amended; the Rehabilitation Act of 1973 ( Sections 503 and 504) and the Americans with Disabilities Act of 1990 (Title II), and their implementing regulations; the Age Discrimination in Employment Act of 1967; and the Vietnam Era Veterans' Readjustment Assistance Act of 1974 as it amends 38 U.S.C. 4212.

Primary responsibility for implementing Georgia State University's affirmative action program lies with the president and the vice presidents. In turn, this responsibility rests with respective deans, department heads and directors. Operational responsibility for implementing, monitoring and annually updating the university's Affirmative Action Plan lies with the Director of Affirmative Action. The director is responsible to the Provost and Vice President for Academic Affairs.

The responsibilities of the Director of Affirmative Action include, but are not limited to, the following:

  1. monitoring all matters within the university that pertain to affirmative action and equal employment opportunity, and developing policy statements, training programs and other affirmative action programs and activities designed to assure compliance in this area,
  2. updating and maintaing current data required for the university's annual affirmative action plan, state and federal agencies, and the central office of the Board of Regents,
  3. identifying affirmative action/equal employment opportunity problem areas within the institution, and helping the university's administration arrive at solutions to these problems,
  4. designing and implementing auditing and reporting systems to assess the effectiveness of the university's affirmative action/equal employment opportunity program, and
  5. investigating affirmative action/equal employement opportunity complaints and serving as a liaison with federal, state and local agencies that enforce and monitor affirmative action compliance.
(Source: Georgia State University Executive Order Affirmative Action Plan)

301.03 Policy Statement on Individuals with Disabilities [Replaced 13 January 1997]

It is the policy of Georgia State University not to discriminate against any individual because he or she has a disability. This applies to employees and students. It also applies to applicants for admission or employment. Georgia State University provides physical and program accessibility and reasonable accommodations for persons with disabilities. Support services provided by Georgia State University include, but not limited to: evaluation of individual needs, advisement, couseling and testing servies, parking (for persons with certain limiting mobility imapairments), and academic program assistance for students. Policies regarding individuals with disabilities conform with Sections 503 and 504 of the Rehabilitation Act of 1973, as amended, and the Americans with Disabilities Act of 1990 (Title II).

A complete listing of services and facilites for persons with disabilities, particularly students, is provided in A Guide for Students and Employees with Disabilities. The College Student with a Disability: A Handbook for Faculty is available as a reference to help faculty members work with students with disabilities. Questions regarding students with disabilities and requests for the above-referenced publications should be directed to the Office of Disability Services. Matters related to faculty and staff members with disabilities should be directed to the Office of Opportunity Development.

(Source: Office of Opportunity Development)

301.04 Policy on Accommodation of Religious Practice - [Replaced 13 January 1997]

Title VII of the Civil Rights Act of 1964 prohibits employers and other covered entities from discriminating in any aspect of employment on an individual's religious beliefs. Employers must accommodate employees' religious needs unless it would cause an undue hardship to the business. Failure to do so is an unlawful employment practice.

The obligation to accommodate begins when an employee notifies the employer of the need for an accommodation. Once notified, the employer should consider the available alternatives for accommodating the religious practice involved. If there is more than one alternative available which would not cause undue hardship, the employer must offer that which would least disadvantage the individual's employment opportunities. The offered accommodation does not have to be the one the employee prefers, if the above standard (i.e., least disadvantage) is met.

(Source: Office of Opportunity Development)

301.05 Policy Statement on Disabled Veterans and Veterans of the Vietnam Veteran Era [Replaced 13 January 1997]

It is the policy of Georgia State University not to discriminate against any employee or applicant for employment because he or she is a disabled veteran or veteran of the Vietnam era. It is also the policy of Georgia State University to take affirmative action to employ, and advance in employment, qualified disabled veterans and veterans of the Vietman era. This policy applies to all employment actions including, but not limited to: advertising, recruiting, hiring, compensation, retention, training, demotion, promotion, transfer, layoff, termination and tenure. This policy meets the provisions of the Vietnam Era Veterans' Readjustment Assistance Act of 1974. For information about the university's written affirmative action plan for disabled veterans and veterans of the Vietnam era, contact the Office of Affirmative Actions.

Georgia State University maintains a veteran's coordinator in the Office of the Registrar to certify and help students who are eligible for veteran benefits and to coordinate veteran affairs.

(Source: Office of Opportunity Development)

301.06 Board of Regents' Policy on Employment of Relatives

The basic criteria for the appointment and promotion of faculty in the several institutions of the University System shall be appropriate qualifications and performance as set forth in the policies of the Board of Regents. Relationship by family or marriage shall constitute neither an advantage nor a disadvantage.

No individual shall be employed in a department or unit under the supervision of a relative who has or may have a direct effect on the individual's progress, performance, or welfare.

For the purpose of this policy, relatives are defined as husbands and wives, parents and children, brothers, sisters, and any in-laws of any of the foregoing. (Minutes, February 14, 1973, p. 312)

(Source: BOR Policy, Section 802.03)

301.07 Employment of Aliens

With the initial employment of an alien, the institution must certify that the services to be performed by the alien do not involve direct participation in the formulation, execution, or review of broad public policy and that United States citizenship does not bear some rational relationship to the special demands of the particular position to be filled.

(Source: BOR Policy, Section 802.05)

301.08 Potential Conflict Of Interest In Amorous Relationships [Section Added 14 April 1997]

The integrity of academic and work relationships is the foundation of the university's educational mission. These relationships vest considerable trust in persons with authority whether as mentor, educator, evaluator and/or administrator. The unequal institutional power inherent in university academic and work relationships heightens the vulnerability of those in subordinate positions. The university must protect itself from influences or activities that interfere with intellectual, professional and personal growth, or with the university's financial interests. Consequently, people in positions of authority within the university community must be sensitive to the potential for conflict of interest as well as sexual harassment in amorous relationships with people over whom they have a professional power/status advantage. (See Section 206.03 of the Faculty Handbook, Section 6-1 in the Classified Employee Handbook, and the GSU General Catalog for the Sexual Harassment Policy of the university.)

The individual in authority bears the primary responsibility for any negative consequences resulting from an amorous relationship. It is in the interest of the university to provide clear direction and educational opportunities to the university community about potential professional risks associated with consensual amorous relationships between members of the university community where a power/status advantage exists.

1. Power Advantages

Academic Relationship Advantage. A faculty member or other instructor always will be treated as having a power advantage when that faculty member or instructor has authority to assign grades; serves on thesis, dissertation, or scholarship awards committees; provides research and/or training opportunities, etc.

Staff Advantage. A staff member will always be treated as having a power advantage when the staff member has the authority to evaluate, determine salary, and/or make employment decisions.

Other Power Advantage. Power advantages also can occur between junior and senior faculty, faculty and administrators, and faculty/administrators and staff.

2. Conflict of Interest

Relationships that are mutual and consensual may be viewed by others as exploitative and may adversely affect the work environment in that serious conflicts of interests may be perceived to exist. In particular, the parties to an amorous relationship should be aware that such relationships often create general conflicts of interest and the fear from co-workers or students of unfair treatment in terms of promotions, grades, etc.

Therefore, Georgia State University prohibits the parties who are or have been involved in any amorous relationship from evaluating each other.

There are situations sufficiently complex that judgments may differ as to whether there is or may be a conflict of interest, and individuals may inadvertently place themselves in situations where conflict exists. Accordingly, for the common good, should a situation arise in which parties who are or have been involved in any amorous relationship come into a position in which they would normally be called upon to evaluate one another, the individual in authority must promptly report this fact to his or her supervisor. The supervisor will then make arrangements to see that those who are or have been involved in any amorous relationship do not evaluate each other. In particular, if a faculty member has had or comes to have an amorous relationship with a student over whom the faculty member has authority as described above, the faculty member must promptly report this to the department/shcool chair who will make arrangements for an alternate evaluation mechanism. Should the individual in authority fail to promptly report an amorous relationship with a person the individual in authority evaluates, the individual in authority has violated University policy and is subject to disciplinary action in the Faculty Handbook, Classified Employee Handbook, or appropriate student catalogue, handbook, or college regulations (depending on whether the individual in authority is faculty, staff, or a student).

3. Malicious Use of This Policy

It is important to avoid conflict of interests resulting from amorous relationships; it is equally important to recognize that malicious accusations of inappropirate amorous relationships have the potential to severely damage a person's career and reputation.

Therefore, Georgia State University prohibits making knowingly false accusations that an unreported amorous relationship exists or existed between two parties now in a position to evaluate each other.

4. Due Process

Due process rights are matters of fundamental fairness; therefore, disciplinary action will be taken in accordance with the procedures set out in the Faculty Handbook, Classified Employee Handbook, or appropriate student catalogue, handbook, or college regulations.

(Approved by the University Senate on 14 March 2002)

301.09 Faculty Hiring Policy [Added 7 January 1998]

NOTE: Please check with the Affirmative Action Office before using this policy for the FIRST time.

PHASE I - Preparing for the Interview

Committee Membership:

The appointment of a search committee for a faculty position shall be the responsibility of the College and the department that is recruiting.

A department with 15 or more faculty shall have a search committee consisting of at least 5 members; a smaller department shall have a committee consisting of at least 3 members. Departments may, if they choose, have a representative from outside the d epartment, and\or outside the college, and\or from within the wider community. While departments are encouraged to establish committees with diverse membership, which includes, if possible, members of an under represented group\protected class, such as w omen and minorities, all committee members are responsible for promotion of diversity within department. The Department Chair or a designee shall serve as the committee's compliance resource member.

Obtaining Approval to Search:

PHASE II - Recruitment

Search Process:

Approving the Pool: PHASE III - Screening and Interviewing

Interview Procedures:

PHASE IV - Administrative Review

Unit Coordinator - Department Chair/Director - College Dean:

Affirmative Action - Provost/VP Academic Affairs:

(Source: Adopted by the Administrative Council, 7 January 1998)

301.10 Criminal Background Check Policy GEORGIA STATE UNIVERSITY

 

Approved by University Senate 12/6/07

 

 
 

 


GEORGIA STATE UNIVERSITY

 

BACKGROUND INVESTIGATION POLICY & PROCEDURE

 

Background Investigation Policy:

 

 It shall be a condition of all new regular employment with Georgia State University to submit to a background investigation.  A background investigation shall also be performed on any existing employee being transferred, reassigned, reclassified or promoted to a “position of trust” unless a background investigation conforming to this procedure has been performed on such employee on or after July 1, 2002.  (Positions determined by the hiring unit in conjunction with the Office of Legal Affairs to be of trust are those that routinely as a part of the job involve interaction with children, after-hours access to facilities, access to financial resources or that have been otherwise identified by the hiring unit in conjunction with the Office of Legal Affairs to require a more extensive background investigation.)

 

Offers of employment shall be conditional pending the result of the background investigation, which shall include, at a minimum, the following:

 

·        A state and federal criminal history check covering seven (7) years;

·        A nationwide sex offender registry search;

·        A social security number check;

·        For positions of trust with financial responsibility, a financial report; and

·        For all professional, faculty and academic positions, an academic credentials check.

 

Offers of employment for positions of trust may be conditional pending the result of a state and federal criminal history check covering more than the minimum of seven (7) years. 

 

 

.


 

BACKGROUND INVESTIGATION PROCEDURE

 

Definitions:

 

Background Investigation – An investigation comprised of a background check as described above.

 

Background Investigation Committee (BIC) –The administrative committee charged with determining questions of suitability of hire.  The BIC shall include the following members:

1.      The Director of the Employment Office or designee;

2.      The Chair/Head of the Hiring Unit (or designee);

3.      A representative from the Office of Legal Affairs;

4.      The Chair of the Senate’s Faculty Affairs Committee (or designee); 

5.      The Chair of Staff Council (or designee); and,

6.      The Chief of Public Safety (or designee), (ex officio, non-voting member).

 

(Note: The Chair of the Senate’s Faculty Affairs Committee (or designee) will attend if the candidate is applying for a faculty position. The Chair of Staff Council (or designee) will attend if the candidate is applying for a staff position.  In the event of a tie-vote in the Committee when only four voting members meet, the BIC shall meet again with all five voting members to resolve the tie)

 

Consent Form – A form authorizing the University to conduct a criminal background check.  All employment finalists and promotion candidates (if promotion is to a position of trust) at the University are required to sign a Consent Form to be considered for employment with or promotion within the University.

 

Hiring Unit – The department hiring a new employee (whether internally or externally), or promoting an existing employee.

 

Employment Office – The University’s employment office that handles all new hires. Within the employment office, the Assistant Director for Recruitment and Retention will be designated as the contact person on all matters relating to criminal background investigations, including custodial responsibility for receiving, storing, or disposing of criminal background investigation reports.

 

Regular Employee – As defined in section 102.1 of the Employee Handbook, “Personnel employed for a continuous period expected to exceed one semester or six calendar months are ‘regular’ employees”

 

Determining Employment Eligibility for Applicants with Criminal History

 

Only criminal convictions may be considered when determining a candidate’s eligibility for a specific position or employment as a whole.  Detention and/or arrest without conviction do not constitute valid grounds for adverse employment decisions and do not play a part in the decision-making process.  However, if an individual has a criminal case pending, his or her suitability for continued employment will be reviewed upon disposition of the case.

1.      Felony convictions and convictions involving crimes of moral turpitude automatically disqualify an individual for employment with Georgia State University in a position of trust. (For what constitutes crimes of moral turpitude in the State of Georgia, consult the University’s Office of Legal Affairs.)

2.   Failing to disclose a criminal conviction history where required in employment application materials will disqualify a candidate for employment with Georgia State University.

3.   When determining whether a candidate with disclosed criminal convictions is eligible for employment or promotion, the Background Investigation Committee will consider the specific responsibilities of the position for which the candidate is being considered, the nature, number and gravity of crimes for which the candidate was convicted and the amount of time that has passed since the conviction.  A determination of ineligibility for a specific position as the result of a criminal conviction does not necessarily mean that an individual is ineligible for all employment with the University and each such determination will be made on a case by case basis.

Process for Conducting Background Investigation

 

Notice should be included in all job postings that an offer of employment will be conditional on background verification.   Georgia State University shall set guidelines for assigning the cost of performing a background investigation.

 

The Hiring Unit is responsible for confirming the employment history and credentials (official transcript, copy of certification, etc., as appropriate) of an applicant before having the Employment Office initiate the Background Investigation and before extending a conditional offer of employment.  The final candidate will be referred to the Employment Office to obtain all required employment paperwork, including the Consent Forms. With respect to the promotion of existing employees, the candidate for promotion shall be referred to the Employment Office to obtain the Consent Form for initiation of the Background Investigation.

 

A conditional offer of employment/promotion may be made at this time.  Important:  All offers of employment must be made in writing and must include the following statement: “This offer of employment is contingent upon completion of a background investigation including a criminal background check demonstrating your eligibility for employment with Georgia State University, as determined by Georgia State University in its sole discretion, confirmation of the credentials and employment history reflected in your application materials and, if applicable, a satisfactory financial report.”

 

Upon receipt of a signed Consent Form of the Hiring Unit’s selected candidate, the Employment Office will initiate the Background Investigation into that candidate.  If the top candidate is not hired for the involved position (e.g. criminal convictions that render applicant ineligible for the specific position, candidate does not accept the job offer, etc.), the Hiring Unit may select another candidate for the position.  If the candidate next selected for the position has already signed the Consent Form, then the Employment Office will immediately initiate the investigation process.  If the next applicant identified as the Hiring Unit’s top candidate has not signed a Consent Form, then the Employment Office will initiate the Background Investigation as soon as they obtain a signed Consent Form.

 

How Criminal Background Check Information is Processed:

 

Georgia State University shall contract with appropriate entities to conduct the investigation.  Background Investigation reports are submitted directly to the Employment Office by the entity performing the investigation.

 

If adverse information is contained in the report, the Employment Office shall, after consulting the Hiring Unit but before convening the BIC, notify the candidate in writing and give the candidate the option to withdraw from further consideration for the position he or she has applied for.  If the candidate chooses not to withdraw but to continue with his or her application, then the BIC shall convene. The BIC is responsible for determining the employment eligibility of the selected candidate but only as it relates to his/her criminal background.  The Employment Office shall notify the Hiring Unit of this determination.  The BIC shall make its decision about the selected candidate’s eligibility as follows:

 

1.      The Background Investigation report shows no convictions and the candidate is not on the sex offender registry: the selected candidate is eligible for employment. (Requires no BIC action.)

 

2.      The Background Investigation report shows one or more felony convictions, inclusion on the sex offender registry, or conviction of one or more crimes of moral turpitude: the selected candidate is ineligible for employment with the University in a position of trust.

 

a.       Prior to making this final determination, the Employment Office must give a pre-adverse action disclosure to the candidate.  This pre-adverse action disclosure must include a copy of the candidate’s Background Investigation report, together with the name, address and telephone number of the company that conducted the Background Investigation, and information on how to dispute information in the report.  A copy of “A Summary of Your Rights Under the Fair Credit Reporting Act” must also be provided to the candidate.  This summary will be typically provided to the University with the Background Check Report by the company performing the Background Investigation.

 

b.      The candidate must be given an opportunity (a minimum of five working days) to provide an explanation in writing of the circumstances surrounding the results of the Background Investigation, including any mitigating factors, and have this explanation considered prior to the finalization of the hiring decision.

 

c.       If the candidate successfully shows that s/he has no felony convictions or convictions of crimes of moral turpitude or was improperly listed on the sex offender registry, then the candidate shall be eligible to continue in the process for employment.  The Employment Office will notify the Hiring Unit of this determination.

 

d.      If the candidate is unsuccessful in showing no felony convictions or convictions of crimes of moral turpitude, improper inclusion on the sex offender registry, or mitigating factors then the candidate is ineligible for employment in a position of trust.  An adverse action notice must then be sent to the candidate.  This notice must include:

 

                                 i.            the name, address and telephone number of the company that supplied the Background Investigation report;

                               ii.            a statement that the company that supplied the Background Investigation report did not make the decision to take the adverse action and cannot give specific reasons for it; and

                              iii.            a notice of the individual’s right to dispute the accuracy and completeness of any information the company furnished in the Background Investigation report and the right of the individual to obtain an additional free report from the company upon request within sixty days.

 

3.      The Background Investigation report shows one or more criminal convictions or inclusion on the sex offender registry and the applicant is not applying for a position of trust. (Georgia State University can consider an applicant with a felony conviction or inclusion on the sex offender registry for employment provided that the applicant is not seeking a position of trust.  Georgia State University should consider a felony conviction or inclusion on the sex offender registry as it does all criminal convictions in making a decision whether to hire an applicant into a position that is not a position of trust.)  

 

a.       The criminal convictions or inclusion on the sex offender registry were all disclosed by the selected candidate in the application materials.  The BIC will determine whether the candidate is eligible for the involved position based on the job description and the nature of the crimes for which the candidate was convicted. 

 

                                 i.            If the BIC determines the candidate is eligible, then the Employment Office will so notify the Hiring Unit. 

 

                               ii.            If the BIC determines the candidate is not eligible, then prior to making this final determination, the Employment Office must give a pre-adverse action disclosure to the candidate.

 

1.      This pre-adverse action disclosure must include a copy of the candidate’s Background Investigation report, together with the name, address and telephone number of the company that conducted the Background Investigation, and information on how to dispute information in the report.  A copy of “A Summary of Your Rights Under the Fair Credit Reporting Act” must also be provided to the candidate.  This summary will be typically provided to the University with the Background Check Report by the company performing the Background Investigation.

 

2.      The candidate must be given an opportunity (a minimum of five working days) to provide an explanation in writing of the circumstances surrounding the results of the Background Investigation, including any mitigating factors, and have this explanation considered prior to the finalization of the hiring decision.

 

3.       If the candidate successfully shows that s/he does not have the criminal convictions that led the BIC to determine that the candidate was ineligible for employment or was improperly listed on the sex offender registry, then the candidate shall be eligible for employment.  The Employment Office will notify the Hiring Unit of this determination.

 

4.      If the candidate is unsuccessful in showing that s/he does not have the criminal convictions or improper inclusion on the sex offender registry or mitigating factors that led the BIC to determine that the candidate was ineligible for employment, then the candidate is ineligible for employment.  An adverse action notice must then be sent to the candidate.  This notice must include:

 

a.       the name, address and telephone number of the company that supplied the Background Investigation report;

b.      a statement that the company that supplied the Background Investigation report did not make the decision to take the adverse action and cannot give specific reasons for it; and

c.       a notice of the individual’s right to dispute the accuracy and completeness of any information the company furnished in the Background Investigation report and the right of the individual to obtain an additional free report from the company upon request within sixty days.

 

b.      The criminal convictions or inclusion on the sex offender registry were not disclosed by the selected candidate in the application materials.  The Employment Office will notify the candidate in writing that the Background Investigation revealed criminal convictions or inclusion on the sex offender registry not disclosed in his/her application materials and that s/he will removed from consideration for the involved position due to misrepresentation and falsifying application materials unless s/he contacts the Employment Office and provides reasonable justification for not disclosing a conviction or registry inclusion within a minimum of five (5) working days.  This notification will be accompanied by a pre-adverse action disclosure.

 

i.    The pre-adverse disclosure must include a copy of the candidate’s Background Investigation report, together with the name, address and telephone number of the company that conducted the Background Investigation, and information on how to dispute the information in the report.  A copy of “A Summary of Your Rights Under the Fair Credit Reporting Act” must also be provided to the candidate.  This summary will be typically provided to the University with the Background Check Report by the company performing the Background Investigation.

 

                                 i.            The candidate must be given an opportunity (a minimum of five working days) to provide an explanation in writing of the circumstances surrounding the results of the Background Investigation and have this explanation considered prior to the finalization of the hiring decision.

 

                               ii.            If the candidate successfully shows that s/he has no criminal convictions or was improperly listed on the sex offender registry, then the candidate shall be eligible for employment.  The Employment Office will notify the Hiring Unit of this determination.

 

                              iii.            If the candidate provides a reasonable justification for not disclosing a conviction or sex-offender registry inclusion (e.g. court documentation indicating first offender or other similar status; legal documentation indicating the right to claim no criminal history on application in response to requests for same, prior pardon for the conviction, etc.), then the BIC may consider such justification when determining whether or not the candidate’s omission was fraudulent or a misrepresentation that would render the applicant ineligible for employment.  If the BIC determines that no falsification or misrepresentation has taken place, then the BIC will make a determination about whether the applicant is eligible for employment pursuant to Paragraph 2 or 3, above, depending on whether or not the candidate’s application is one for a position.  The Employment Office will notify the Hiring Unit of the BIC’s determination.

 

                             iv.            If the candidate is unsuccessful in showing no criminal convictions, improper listing on the sex offender registry, or reasonable justification for omitting criminal history information, then the candidate is ineligible for employment due to misrepresentation and falsification of application materials.  An adverse action notice must then be sent to the candidate.  This notice must include:

 

1.      the name, address and telephone number of the company that supplied the Background Investigation report;

2.      a statement that the company that supplied the Background Investigation report did not make the decision to take the adverse action and cannot give specific reasons for it; and,

3.      a notice of the individual’s right to dispute the accuracy and completeness of any information the company furnished in the Background Investigation report and the right of the individual to obtain an additional free report from the company upon request within sixty days.

 

 

 

 

Maintenance of Background Investigation Reports

 

Background Investigation reports obtained on new or existing employees shall be delivered directly to the Employment Office by the entity performing the investigation.  The report will remain with the Employment Office until the determination on employment or promotion eligibility has been made and then stored segregated from the employee’s personnel file. The Employment Office shall place a certification in the employee’s personnel file stating the date the report was obtained, the name of the Assistant Director of Recruitment and Retention who reviewed the report and a statement that the report showed that the employee was or was not eligible for employment or promotion.  Reports on all non-successful applicants for employment and candidates for promotion must be destroyed in accordance with the USG Record Retention Guidelines. The background report itself is not provided to nor maintained by the Hiring Unit. Except as may be required by law, the Employment Office shall not release the criminal background reports to any person or entity, except to members of the BIC for purposes of determining employment eligibility.

 

Consent forms for Background Investigations shall be placed in the personnel file of the employee and maintained in accordance with USG Record Retention Guidelines. A new signed consent form will be required for each background check. A copy of his or her report shall be given to each applicant and/or employee as applicable.

 

 

Questions

The Employment Office or Legal Affairs Department is prepared to assist you with any questions on this procedure.

[Approved by the University Senate on December 6, 2007]

 


Section 302 - Recruitment and Appointment

302 Recruitment and Appointment

302.01 Appointments to the Faculty

All recommendations for faculty appointments originate with departmental chairmen and are presented to the Board of Regents through the dean of the appropriate college, the Provost and Vice President for Academic Affairs, and President. Approval by the Chancellor and the Board of Regents is also required for part-time instructors ( BOR Policy, Section 203.0303).

By Board of Regents' policy, institutions of the University System are authorized to establish professional positions designated as non-tenure track positions. Non-tenure track positions may be established for full-time professional personnel employed in administrative positions or to staff research, technical, special, career, and public service programs or programs which are anticipated to have a limited life span or which are funded, fully or partially, through non-System sources. There is no maximum time limitation for service in positions in this category ( BOR Policy, Section 803.10).

The Affirmative Action Office, in consultation with the Provost and Vice President for Academic Affairs and the deans of the colleges, set(s) the affirmative action goals for hiring women and minority faculty for each year. Every effort should be made to insure that these goals receive priority consideration.

Justification is required when departments recommend hiring a faculty member holding the terminal degree from Georgia State University. Strong justification will be necessary if the degree was earned in the recommending department. In addition, letters are required from the applicant's terminal degree-granting institution indicating the status of the applicant in the degree program if a candidate has not completed the terminal degree. The rank of Assistant Professor is to be recommended only if the terminal degree is expected prior to the beginning of the candidate's first semester.

Source: Letter from President, February 9, 1990.

302.02 Joint Appointment of Faculty

A joint appointment occurs when a faculty member is affiliated with more than one academic unit or department. Such appointments normally involve a division of assignments and responsibilities. The exact division of responsibilities and rights should be defined. In making joint appointments there is also a need to clarify such matters as administrative jurisdiction, promotion and salary considerations, tenure evaluations, and budget allocations on a case-by-case basis. This policy on joint appointment of faculty was developed and passed by the Academic Affairs Committee of the University Senate on October 27, 1982.

A teaching assignment outside a faculty member's primary unit does not necessarily require a joint appointment nor does the offering of a course in one department or college to which students of another department or college are admitted require that the instructor hold a joint appointment in both departments or colleges.

A joint appointment should be made only when the individual plans to participate in each of the faculties in which he/she will have an appointment. Participation may involve teaching, research, attendance at faculty meetings, acceptance of administrative assignments, and other such functions.

In order to avoid misunderstandings and conflicts of interest, the following guidelines apply to joint appointments:

A. Appointment Process

Joint appointments shall be made by the Provost and Vice President for Academic Affairs upon the concurring recommendations of the heads of the academic units involved. Normally, these will be the respective deans of the units. Joint appointments will be confirmed by letter rather than by contract and may be either continuous or term appointments. Term appointments shall ordinarily specify a one-year period. A jointly appointed faculty member may, if recommended, be reappointed with no limitations on the maximum number of term or annual reappointments. The appointment process may be initiated by either the primary or secondary dean.

B. Administrative Jurisdiction

The primary administrative jurisdiction shall remain with the department or unit in which the faculty member was appointed originally and is budgeted. Joint faculty members shall have voting rights and the opportunity to serve on the primary unit's standing committees and may have such rights and opportunities in other unit(s). Although the granting of a joint appointment normally will involve negotiations between an individual faculty member and the primary and secondary deans, a joint appointment generally should be granted when a faculty member devotes a substantial amount of time to teaching required or core courses, is engaged in research, and/or provides support activities for the secondary unit or department.

C. Salary, Promotion, and Tenure

Recommendations for salary, promotion, and tenure should originate in the unit having the primary appointment. All faculty should have a primary unit appointed when initially employed. Upon request of the primary unit, the other unit(s) should contribute documentation to the primary unit for its deliberations. The jointly appointed faculty member will appear in the budget of his/her primary appointment. If the other unit(s) provides a portion of the faculty member's salary, it shall be consulted on salary recommendations.

D. Rank

Every effort should be made to insure that an individual with a joint appointment holds the same rank in all faculties. When this is not feasible, the rank in other units should not be higher than the one in the primary unit. The other unit(s) should give the same scrutiny and apply the same standards for its joint appointments as it would in making a primary appointment.

E. Evaluations

Annual written evaluations will be required in both the primary and other unit(s). The other unit(s) will forward a copy of the evaluation(s) to the head of the faculty member's primary unit and to the faculty member. The evaluation process will conform to the policies and procedures of the University.

302.03 Pre-employment Records

A. Personnel Records

The following pre-employment records are required of new faculty:

1. Security Questionnaire and Loyalty Oath - under state law, before the appointment of a faculty member can be made final, he/she must complete and sign a security questionnaire and loyalty oath.

2. A Faculty Personnel Data Sheet

B. Faculty Information Data Forms

During the employment process for faculty, Faculty Information Data (FID) forms are completed by the hiring department and submitted to the Board of Regents for approval. Copies of the FID forms are maintained by the department, college, Office of the Provost and Vice President for Academic Affairs and the Human Resources Department.

C. Degree Verification

Each faculty member recommended for employment must file a verification of highest earned degree with the hiring official who forwards it to the Vice President for Academic Affairs.


Section 303 - Contract Types

303 Contract Types

303.01 Academic Year Contracts

The academic calendar is developed by the Admissions and Standards Committee of the University Senate and is adopted by the Senate. The University System fiscal year begins July 1 and ends June 30. All institutions in the University System of Georgia shall be on the semester system. The academic year shall consist of two regular semesters, each not to be less than 15 calendar weeks in length (minimum of 75 class days per semester, excluding registration and final examination periods). The institution's calendar conforms to broad guidelines issued by the Chancellor. ( BOR Policy, Section 304.01)

Academic year contracts are based on dates as established in the academic calendar. The form of the contract is stipulated by the BOR Policy, Section 803.13.

The beginning date for a standard contract, which covers fall and spring semesters, is one week before the beginning of class for fall semester. It ends on the date that grades are due for spring semester. A contract which includes summer term as one of the terms covered by the academic year contract begins one week before the beginning of summer term. It ends the day that grades are due for the last term covered by the contract. The "semester off" begins on the date that grades are due the preceding semester and ends one week prior to the beginning of classes for the next term for which the faculty member may be contracted.

The offer of employment to academic-year-contracted faculty in the term not included in the academic year contract shall be based on programmatic needs. Compensation for the term not included in the academic year contract shall be based on the rate of pay of the previous year's academic year contract ( BOR Policy, Section 803.1403).

303.02 Fiscal Year Contracts

Administrative officers of the University, deans of colleges, and certain of their associates and assistants as well as departmental chairmen are appointed for the full fiscal year. Faculty members whose work requires continuous service also may be employed on this basis.


Section 304 - Compensation

304 Compensation

Faculty salary increases are determined by such factors as scholarly attainment and professional growth as evidenced by: a) teaching activity and effectiveness;

b) research, publication, creative scholarly activity, or artistic performance; and

c) University, professional, and public service activities (Statutes, Article XI, Section 11). Recommendations for salary increments begin with the departmental chairman in preparation of the annual budget (Statutes, Article X, Section 3, G) and shall be based upon and preceded by the evaluation of faculty described in Section 311.

A. Salaries

The Board receives an annual appropriation from the General Assembly for all phases of its operations. This appropriation may be increased or decreased by the Legislature or the Governor during the period of any fiscal year. Expenditures for operation of the University System are therefore necessarily contingent upon legislative appropriations. In the event that the General Assembly or the Governor at any time reduces the amount of funds appropriated to the Board, the compensation of all employees and other operating expenses may as a consequence be correspondingly reduced. It shall, however, be the intent of the Board to maintain current salary commitments in so far as possible to every employee and the Board will exert its composite influence and best efforts to that end. (BR Minutes, 1976-66, p. 184)

B. Criteria for Determining Salaries

Consistent with Regents' policy on non-discrimination and with the approved purpose of the institution, each unit of the University System shall utilize specific criteria for the determination of entry-level salaries for full-time teaching faculty members employed at the ranks of instructor, assistant professor, associate professor, and professor and for the determination of the extent of salary increases awarded to currently employed full-time faculty members.

Each entry-level salary shall be determined on the basis of the specific requirements of the position and the qualifications of the individual employed to fill the position. Position criteria shall include: the academic rank, the academic discipline and the nature of the responsibilities to be performed. Criteria related to the qualifications of the individual shall include: academic degrees earned, teaching and other relevant experience, research and publication record, academic achievements and honors, and relevant professional achievements or recognitions.

Salary increases for full-time teaching faculty shall be awarded on the basis of merit. The criteria for the determination of the extent of such increases shall include: teaching ability, completion of significant professional development activities including the attainment of additional academic degrees, promotion in rank, seniority, research productivity, academic achievements and publications, academic honors and recognitions, relevant professional achievements and recognitions, and non-teaching services to the institution. Each institution shall identify specific criteria, consistent with this policy, upon which the determination of the extent of salary increases will be based. The institution shall also identify the methods by which the faculty member's performance will be evaluated for purpose of the determination of salary increases. Upon approval by the Chancellor, both the criteria and the evaluation methods shall be published in the faculty handbook of the institution. (BR Minutes, January 1982, p. 184)

C. Summer School Salaries

Payment of compensation to faculty members for full-time employment during the summer session shall be at a rate not to exceed 33-1/3% of their regular nine months compensation for the previous academic year. (BR Minutes, 1950-51, p. 333; 1984-85, p. 80)

Source: BOR Policy, Section 803.14


Section 305 - Personnel Files

300 FACULTY PERSONNEL POLICIES

305 Personnel Files

305.01 Appointment Papers

A faculty member has access to his/her official personnel files of the University, college and/or department.

Papers relating to the initial appointment of faculty are maintained by the college and by the Provost and Vice President for Academic Affairs. The "Faculty Information Data Forms" and "Verification of Highest Degree" are maintained by the College and by the Provost and Vice President for Academic Affairs. The "Faculty Information Data Forms" are also maintained by the Office of Human Resources. The Loyalty Oath and Security Questionnaire are maintained by the Office of Human Resources.

305.02 Annual Review: Promotion and Tenure History

Copies of annual review documents and promotion and tenure history are maintained by the departmental chairmen and/or by the individual college or other academic unit.

305.03 Contract Documents

All contract documents are maintained by the Office of Human Resources.

305.04 Fringe Benefits and Tax Documents

Documents related to health, life, and disability insurance (including statements of beneficiaries); retirement; social security; Federal and State tax withholding are maintained in the Office of Human Resources.

305.05 Change of Personnel Records

When a faculty member has a change in personal information, such as address, phone number, marital status, department location or educational data, he or she must complete a Change of Personnel Records Form. Supporting documentation must accompany this form for marital status (marriage or divorce) or name changes. This form must be submitted to the Records and Compensation Office in a timely manner for record update. Forms are available in the Office of Human Resources.


Section 306 - Faculty Status and Academic Rank

306 Faculty Status and Academic Rank

In compliance with the Board of Regents' policy, Georgia State University has adopted the following specific definitions for various categories of faculty.

306.01 Full-Time University Faculty

Full-time faculty are faculty who have a contract for employment on a 100% workload basis for two out of every three consecutive academic terms. The full-time faculty consist of the following categories:

A. Full-Time Faculty with Board-Approved Academic Rank (Academic Professional, Lecturer, Instructor, Assistant Professor, Associate Professor, Professor) Faculty who are tenured, who are on tenure track including instructors, and who are not on tenure track by contract, are included in this category. All faculty who hold one of the five Board-approved academic ranks are in this category, regardless of additional titles they may hold.

Full-Time Instructional Faculty: Full-time instructional faculty consist of the following: teaching faculty (faculty whose primary assignment is instruction); temporary faculty and visiting faculty when employed at .75 EFT or more; research faculty; and departmental chairmen. Academic rank resides in the department.

Librarians: Librarians who hold academic rank in the University Library.

Administrators: Administrators who hold academic rank and have full-time administrative assignments or have been placed on released-time administrative assignments. Administrative appointments serve at the pleasure of the president and can be rescinded at any time.

306.02 Part-Time Faculty

Part-time faculty are those faculty who are employed for the academic year for less than .75 EFT. They do not earn probationary credit toward tenure and are non-tenure track. They may hold a contract for any portion of the 12-month fiscal year. Temporary faculty and visiting faculty are included when employed at less than .75 EFT.

306.03 Part-Time Instructors (PTI's)

Part-time instructors are employed to teach on a per-course/per-semester basis. They have Board approval to teach within a designated academic department(s). All individuals in this category are in non-tenure track positions. PTI's are reappointed each year.

306.04 Graduate Teaching Assistants (GTA's)

Graduate teaching assistants are employed to teach on a per-course/per-semester basis. They are enrolled at the graduate level and have Board approval and/or the Chancellor's administrative approval to teach within a designated academic department. All individuals in this category are in non-tenure track positions. GTA's are reappointed each year.

306.05 Adjunct Faculty

Adjunct faculty hold one of the Board approved adjunct faculty ranks and are authorized to teach within a designated academic department. Adjunct faculty are not paid for instructional duties although they may be employed by the University. All individuals in this category are in non-tenure track positions.

306.06 Emeritus Faculty

A president may, at his/her discretion, confer the title of emeritus/a on any retired faculty member or administrative officer, who at the time of retirement, had ten (10) or more years of honorable and distinguished USG service, provided, however, that the title of President Emeritus/a may be conferred only by the Board of Regents on the recommendation of the Chancellor (BoR Minutes, January 2009.)

306.07 Graduate Faculty Membership [Added 24 April 1997]

Background

The Georgia State University Strategic Plan provides the framework for the development of the Graduate Faculty membership criteria: Academic EXCELLENCE is central to Georgia State University's development. This will be accomplished by encouraging, developing and sustaining nationally competitive research, scholarship, and creative activity that generate and advance knowledge and artistic expression, and by maintaining and developing nationally competitive instructional programs at the undergraduate and graduate levels. Georgia State University requires that all of its tenured and tenure-track faculty be teacher-scholars. Being a scholar means engaging in original research. The work of the scholar also means stepping back from one's investigation, looking for connections, building bridges between theory and practice, and communicating one's knowledge effectively to students and the professional community. After careful analysis of available models of faculty performance, University standards, clarified by unit guidelines, will be established for promotion and tenure, graduate faculty status, and faculty workload (emphasis added).

The following Graduate Faculty membership criteria provide the University standards to be used in the Colleges' development of specific guidelines.

Purpose

Since Georgia State University is one of four research universities in the University System of Georgia, faculty members are expected to generate and disseminate knowledge. The Graduate Faculty will do scholarly research and creative work, teach graduate students, and direct the research of graduate students. Graduate Faculty members are expected to demonstrate current knowledge of and involvement with their fields.

These guidelines describe the general criteria and procedures for the appointment of Graduate Faculty. (The SACS re-accreditation handbook specifies that "Eligibility requirements for faculty members teaching graduate courses must be clearly defined and publicized.") (Section 4.8.2.3)

Duties

A faculty member must hold Graduate Faculty membership in order to fulfill the following duties:

Criteria

In accordance with the Strategic Plan, university standards, clarified by unit guidelines, will be used in evaluating candidates for the Graduate Faculty. A member of the Graduate Faculty must hold the appropriate terminal degree, and be actively engaged in scholarly or creative activities.

The primary qualitative guideline is current scholarly competence. The Graduate Faculty member is now an active and productive scholar and, recognizing the complementarity of research and teaching, is an effective teacher at the graduate level. Evidence of recent active and productive scholarship includes scholarly books, refereed articles in scholarly journals, chapters in scholarly books, abstracts in scholarly conference proceedings, successful external research grant applications, juried shows, editorships, or the equivalent as determined by the individual academic unit. Evidence of graduate teaching effectiveness includes teaching awards, successful instructional innovation grants, student evaluations, student accomplishments, guidance of graduate students' research projects, peer reviews, innovations in course design or delivery, publications in area of pedagogy, or other quantitative and qualitative evidence as determined by the individual academic unit.

Specific Guidelines. In accordance with the general criterion of current scholarly competence, each College (School) on campus will develop additional qualitative guidelines and quantitative expectations appropriate to its discipline(s) for the College as a whole and/or for its constituent units. Each College's (School's) guidelines must be approved by the College (School) faculty before submission to the Graduate Council (a subcommittee of CAP) for review. In reviewing those guidelines, the Graduate Council will insure that overall standards of scholarship and professional activities are met. The College (School) guidelines will not necessarily be a codification of extant practice, but may instead represent the unit's plan for achieving excellence in graduate education. The Graduate Council will make recommendations to the Senior Vice President for Academic Affairs and Provost for his/her approval of the guidelines. This process also will be followed for any substantive revisions following approval of initial guidelines. The Graduate Council will monitor the implementation of Graduate Faculty Membership guidelines during Academic Program Review.

Review Process

Review for Graduate Faculty membership is initiated at the request of the faculty member. Appointments to the Graduate Faculty shall be for renewable terms of five years. Recommendations for appointment to the Graduate Faculty will be made by a designated committee from the department. (In small departments, the committee may include members from other departments.) The department's recommendation will be forwarded to a College/School designated committee for approval. College/School recommendations will be forwarded to the Senior Vice President for Academic Affairs and Provost for final approval on appointments and reappointments to the Graduate Faculty. In most cases, the timing of the review for regular Graduate Faculty membership should coincide with pre-tenure, tenure, and post-tenure reviews.

Provisional Graduate Faculty Status. A faculty member who has completed his/her terminal degree within the last five years may request non-renewable provisional graduate faculty membership for a period not exceeding five years. Provisional members may perform all the duties of Graduate Faculty except chairing doctoral dissertation committees. At any point during the provisional period, the faculty member may request review for regular Graduate Faculty status.

All nominations for Graduate Faculty membership must be accompanied by a current vita.

(Source: Approved by the University Senate 24 April 1997)


<a href="PTManual.pdf">Section 307 - Promotion, Tenure and Development</a>

307 Promotion, Tenure, and Development


Section 308 - Research Professorships

308 Research Professorships

The designation of research professor is conferred on an individual who holds faculty rank (assistant, associate or professor) by the dean of the college, subject to the approval of the Provost and Vice President for Academic Affairs, and the President, and the acknowledgment of the Chancellor. This designation recognizes the faculty member's emphasis on research and publication activities as specified by the dean of the nominating college. "Research Professor" is not a tenurable designation. The appointment has no prescribed time limits and is subject to annual renewal by the dean. Written notice of non-renewal must be provided at least one year in advance of the termination date of the appointment.


Section 309 - Regents' Professorships

309 Regents' Professorships

Regents' professorships may be granted by the Board of Regents to outstanding faculty members who are contributing to the academic standing of the institution. They are awarded by the Board upon the recommendation of the Chancellor and the faculty member's institution. Regents' professorships are granted for a period of three years and may be renewed for an additional three years. After a period of six years they become coincidental in form with the regular professorship ( BOR Policy, Section 803.04).


Section 310 - Non-tenure Track Personnel/Academic Professionals

310 Non-tenure Track Personnel/Academic Professionals

Institutions of the University System are authorized to establish professional positions designated as non-tenure track positions. Each institution shall prepare annually, along with its budget, a list of positions so designated for submission to and approval by the Chancellor. Subsequent requests for such designations submitted during the budget year must also be approved by the Chancellor. Positions designated as non-tenure track positions or as tenure track positions may be converted to the other type only with approval by the Chancellor.

Non-tenure track positions may be established for full-time professional personnel employed in administrative positions or to staff research, technical, special, career, and public service programs or programs which are anticipated to have a limited life span or which are funded, fully or partially, through non-System sources. There shall be no maximum time limitation for service in position in this category.

The following provisions shall apply to all non-tenure track professional personnel:

A. Individuals employed in non-tenure track positions shall not be eligible for consideration for the award of tenure.

B. Probationary credit toward tenure shall not be awarded for service in non-tenure track positions.

C. Notice of intention to renew or not to renew contracts of non-tenure track personnel who have been awarded academic rank (Instructor, Assistant Professor, Associate Professor, Professor) shall follow the schedule required for tenure-track personnel. This schedule of notification shall not apply to other professional personnel.

D. Individuals employed in non-tenure track positions may apply, on an equal basis with other candidates, for tenure-track positions which may become available.

The transfer of individuals from tenure-track positions to non-tenure track positions shall be effected on a voluntary basis only. (BR Minutes, 1982-83, p. 16).

A. Transfer to Non-Tenure Track

In the event of such transfer, the Request for Transfer form should be completed and approved by the appropriate institutional officials.

B. Academic Professionals

Academic Professional titles may be assigned to appropriate professional positions (as described in the General Categories for Academic Professionals as set forth below) at Type I universities, and in special circumstances approved by the Chancellor, at other University System institutions.

Section 803.10 authorizes institutions to establish non-tenure track professional positions, with the approval of the Chancellor. Persons in such positions may be involved in duties of a managerial, research, technical, special, career, public service, or instructional support nature. Examples of such positions include, but are not limited to, Public Service Professional, Research Scientist, Research Associate, Research Engineer, and Research Technologist. The title Academic Professional would be similar to those currently in use.

The following stipulations apply to all Academic Professional positions:

1. The position requires an appropriate terminal degree or, in rare and extraordinary circumstances, qualification on the basis of demonstrably successful related experience, which exception is expressly approved by the Chancellor.

2. The Academic Professional designation may not be assigned to a position where the teaching and research responsibilities total 50% or more of the total assignment.

3. The position is not a tenure-track position, and the holder of the position is not eligible for consideration for the award to tenure, or for probationary credit toward tenure.

The designation Academic Professional will apply to a variety of academic assignments that call for academic background similar to that of a faculty member with professorial rank but which are distinctly different from professorial positions. Examples include managing instructional laboratories, assuming academic program management roles not suited for expectations applied to tenure-track faculty members, operating instructional technology support program, being responsible for general academic advising, assuming professional student counseling center responsibilities, providing specialized skill acquisition training as support for academic programs, and working with tenure-track faculty members in course and curriculum development.

General categories for Academic Professionals will include:

1. Training and Instructional Support. This includes educational needs assessment, program development and coordination, instructional materials and technology development, delivery of specialized or skill acquisition instruction, and program evaluation. In light of the restriction above, Academic Professionals must be persons whose instructional duties account for less than half of their total time.

2. Technical Assistance. An advisory or operating role which provides specialized knowledge appropriate for program support and development. The activities range from a significant or advisory or operating role to managing a technical support unit to development of organizational structures and function.

3. Specialized Management. This includes supervision of clinical practica or field experience, or providing services or out-of-class educational opportunities for students.

Career ladders may be established for Academic Professionals, using the following titles: Academic Professional Associate, Academic Professional, and Senior Academic Professional. Eligible institutions may establish those titles by presenting for the Chancellor's approval policies and procedures governing appointment and promotions within those titles. Otherwise, they may opt simply to use the title Academic Professional.

Reappointments of Academic Professionals will be made annually. Notice of reappointment and non-reappointment must be made in a timely manner consistent with Board of Regents policies. The provisions of (Section 803.10 of the Board of Regents Policy Manual shall apply to the employment of Academic Professionals.

( BOR Policy, Section 803.10, BR Minutes, 1992-1993, p. 188)


Section 311 Annual Review

311.01 Annual Review

Each faculty member at Georgia State University shall be evaluated at least once annually in writing by the immediate supervisor on the basis of scholarly attainment and professional growth as evidenced by (a) teaching activity and effectiveness; (b) research, publication, creative scholarly activity, or artistic performance; and (c) institutional and professional service activities.

To ensure a measure of procedural uniformity within the University System, the Chancellor has directed that the following steps be part of all evaluation systems:

A. the immediate supervisor will discuss with the faculty member in a scheduled conference the content of that faculty member's annual evaluation;

B. the faculty member will sign a statement to the effect that he/she has been apprised of the content of the annual evaluation;

C. the faculty member will be given the opportunity to respond in writing to the annual evaluation, with this response to be attached to the evaluation; and

D. the immediate supervisor will acknowledge in writing his/her receipt of this response, noting changes, if any, in the annual evaluation made as a result of either the conference or the faculty member's written response. This acknowledgment will also become a part of the record.

311.02 Student Evaluation of Faculty

Board of Regents' policy calls for a written system of faculty evaluations by students with the improvement of teaching effectiveness as a major main focus (BOR Policy, Section 803.07).

STUDENT EVALUATION OF FACULTY

A. Form
Questions applicable University-wide may be developed by the deans of the colleges, the Senate Academic Programs Committee, and the Senate Faculty Affairs Committee, and shall be approved by the Vice President for Academic Affairs. Questions applicable to a college may be developed by the dean, the departmental chair and the appropriate college-wide faculty committee, and are subject to the approval of the college faculty, the dean, and the Vice President for Academic Affairs. Questions applicable to a department shall be developed by the departmental chair and faculty of the department and are subject to the approval of the faculty of the department, the departmental chair and the dean of the college.

B. Frequency
Each faculty member (including part-time and graduate teaching assistants) shall be evaluated by students in all courses the faculty member is teaching unless the department or college/school designates that student evaluations are not appropriate for a specific course.

C. Use
The student evaluations are for purposes of self-improvement and information in the faculty evaluation process, as mandated in BOR Policy, Section 803.07. The aggregate data of student evaluation questionnaires shall be given to the instructor with a copy to the chairman or unit head. Comments by students shall be given to the instructor with copies to the departmental chair or unit head.

Any college/unit may require data from student evaluation questionnaires as one item in tenure and promotion materials, third-year review, and post-tenure review, provided that a majority of full-time faculty members within the college/unit approve of such an action.

D. Administration
The University shall use an online procedure for all student evaluations of instruction in all classes unless an online procedure isn't available for a particular course. The University shall provide technical support for only the online method of evaluation.

The procedure for the implementation of online evaluation shall be as follows:

A. In order for a student to access his/her grade for a particular course, the student must have either filled out an online course evaluation or actively selected a "do not wish to participate" option at the online evaluation site.

B. In no case will a student be allowed to fill out or alter an online evaluation after the grade is viewed.

C. The evaluation period for a regular semester (i.e., Spring and Fall) will begin two weeks before classes end and end two weeks after course grades become available to students. The evaluation period for all other terms will begin one week before classes end and end two weeks after course grades become available to students. After the evaluation period the course evaluation ratings will be tabulated and no further evaluations will be included in the overall evaluation of the course. The students, however, will still be required to fill out an evaluation to view their grade, but the evaluation will not count. After the two week period any comments received would be for the enrichment of the instructor only.

Approved by the University Senate | 4/29/04


PRODUCTION OF STUDENT EVALUATION OF INSTRUCTOR FORMS
Each college or each department within a college, depending on college policy (hereafter college/department), is responsible for designing student evaluation of instructor (SEI) forms in compliance with the 1985 Senate resolution that established this procedure and for using these forms to evaluate courses taught by that college/department.

ANALYSIS AND RETURN OF SEI DATA
Colleges/departments are responsible for the subsequent analysis or statistical summary of the SEI results and providing that summary (along with copies of any analysis and student comments) to the instructor and department chair on a timely basis. The SEI summaries are to be retained by the department chair and a copy of the written student comments (if any) is to be provided to the instructor in a timely manner.

RETENTION OF SEI DATA BY DEPARTMENTS
The SEI results and any related analysis (hereafter SEI materials) are to be retained as follows:

Courses taught by tenure track faculty.

Courses taught by full-time, non-tenure track faculty. Except as specified here, the SEI materials pertaining to courses taught by full-time , non-tenure track faculty will be kept by the department chair for three years beyond the academic term in which the course was offered. Exceptions to this retention policy are as follows:

Courses taught by other than full-time faculty. The SEI materials pertaining to courses taught by instructors who are not full-time faculty will be kept by the department chair for a minimum of one year beyond the academic term in which the course was offered, except if an appeal is pending that raises questions about the teaching performance of the instructor. In this case the SEI materials shall be retained until all appeals are exhausted or until the appeal is dropped.

RESEARCH ON SEI INSTRUMENT
To assure that SEI instruments are valid (i.e., the SEI instrument appropriately captures pertinent attributes of teaching effectiveness) and reliable (i.e., similar results are obtained during different administrations of the SEI instrument), colleges may conduct statistical research using SEI data as long as such data are not identified by instructor.

REQUESTS UNDER GEORGIA OPEN RECORDS ACT
In a letter of January 20, 1988, the Attorney General of the State of Georgia ruled that student evaluations of academic courses are subject to disclosure under the Georgia Open Records Act. Accordingly, through the Office of the Vice President for Academic Affairs, SEI data are provided at cost to the Student Government Association at its request. Any other requests for access to the data under the Georgia Open Records Act are to be referred to the University's Office of Legal Affairs.

Source: Associate Deans' Group, approved by the Senate Faculty Affairs Committee, May, 1996.


311.02.01 Student Evaluation Report to SGA

The Faculty Affairs Committee recommends that the student evaluation questions common to all GSU colleges (see 311.02) be made available to the SGA Office in electronic form.

Source: University Senate, approved by the University Senate 3/12/09.

The Instructor:

  1. Follows the plan for the course as established in the syllabus.
  2. Explains the grading system clearly.
  3. Is well prepared.
  4. Communicates effectively.
  5. Is accessible to students.

Source: University Senate, approved by the University Senate, 4/16/09.

311.03 Evaluation of Chairs

The chairs of departments shall be evaluated formally every three years in accordance with the provisions of the University Statutes. The main purpose will be to evaluate, maintain, and improve the performance of the chairs. The procedures for evaluation will be developed by the dean in consultation with the appropriate elected faculty committees, and approved by the faculty of the college. In addition, the dean shall conduct an annual review of the chairs. Findings of either review may lead to a recommendation for re-affirmation and suggestions for improvement or for a non-reappointment (University Senate Resolution, October 27, 1988).

311.04 Evaluation of Deans

The deans of the colleges and dean of libraries, are to be evaluated by faculty and staff in the deans' third year in the first evaluation cycle and at least every five years thereafter, in accordance with procedures and a schedule established by the University Senate. The main purpose will be to evaluate, maintain, and improve the performance of the deans. Detailed procedures for the evaluation will be developed by the Provost and Vice President for Academic Affairs, in consultation with the Faculty Affairs Committee of the University Senate, and adopted by the University Senate. In addition, the Provost and Vice President for Academic Affairs shall conduct an annual review of the deans. The findings of either review may lead to a recommendation for re-affirmation and suggestions for improvement or for non-reappointment. (Approved by the University Senate on 10/27/88; amended by the University Senate on 1/27/11)

311.05 Evaluation of Vice Presidents

The vice presidents of the university are to be evaluated by faculty and staff in the vice presidents' third year in the first evaluation cycle and at least every five years thereafter, in accordance witih procedures and a schedule established by the University Senate. The main purpose will be to evaluate and improve performance of the vice presidents. Detailed procedures for the evaluation will be developed by the Provost and Vice President for Academic Affairs in consultation with the Faculty Affairs Committee of the University Senate and adopted by the University Senate. In addition, the Provost and Vice President for Academic Affairs shall conduct an annual review of the vice presidents. The findings of either review may lead to a recommendation for reaffirmation and suggestions for improvement or for non-reappointment.(University Senate: 2-27-92; amended by University Senate: 1-27-11)

311.06 Evaluation of the Provost and Vice President for Academic Affairs

The Provost and Vice President for Academic Affairs is to be evaluated by faculty and staff in the administrator's third year in the first evaluation cycle and at least every five years thereafter, in accordance with procedures and a schedule established by the University Senate. The main purpose will be to evaluate and improve performance of the Provost and Vice President for Academic Affairs. Detailed procedures for the evaluation will be developed by the President of the university in consultation with the Faculty Affairs Committee of the University Senate and adopted by the University Senate. In addition, the President shall conduct an annual review of the Provost and Vice President for Academic Affairs. The findings of either review may lead to a recommendation for reaffirmation and suggestions for improvement or for non-reappointment. (University Senate: 2-27-92; amended by the University Senate: 1-27-11)

311.07 Evaluation of the President

The President of the university is to be evaluated by faculty and staff in the President's third year in the first evaluation cycle and at least every five years thereafter, in accordance with procedures and a schedule established by the University Senate. The main purpose will be to evaluate and improve performance of the President. Detailed procedures for the evaluation will be developed by the Executive Committee of the University Senate in consultation with the Faculty Affairs Committee of the University Senate and adopted by the University Senate. The Executive Committee shall deliver a report of the evaluation to the President. (University Senate: 2-27-92; amended by University Senate: 1-27-11)

311.08 Evaluation of the Associate Provosts

The associate provosts of the university are to be evaluated by faculty and staff in the associatae provosts' third year in the first evaluation cycle and at least every five years thereafter, in accordance with procedures and a scheduled established by the University Senate. The main purpose will be to evaluate and improve performance of the associate provosts. Detailed procedures for the evaluation will be developed by the Provost and Vice President for Academic Affairs in consultation with the Faculty Affairs Committee of the University Senate and adopted by the University Senate. In addition, the Provost and Vice President for Academic Affairs shall conduct an annual review of the associate provosts. The findings of either review may lead to a recommendation for reaffirmation and suggestions for improvement or for non-reappointment. (University Senate: 3-22-01; amended by University Senate: 1-27-11)


Section 312 - Faculty Duties and Responsibilities

312 Faculty Duties and Responsibilities

Broadly defined, faculty fulfill three primary functions at Georgia State University: teaching, research, and service.

312.01 Teaching

Faculty members are expected to provide instruction and student advising as assigned by the departmental chairman. Other activities which fall within the broad category of "teaching" include professional librarianship for faculty appointed as librarians and counseling for faculty appointed as counselors. Classroom instruction responsibilities include holding class for the entire period for which the class is scheduled (including the final examination period) and evaluating students' work and assigning grades within the policies of the University and Board of Regents to students officially enrolled in the class.

When any class-related activity beyond normal activities is planned which has a risk of liability, faculty should use Release and Covenant Not to Sue forms. These are particularly necessary for field trips and out-of-state activities. See Appendix L for the full policy statement. Forms may be obtained from the Office of the Dean or from the Assistant Vice President for Legal Affairs.

A. Teaching Load

The policies of the Board of Regents state that it is the proper function of the academic authorities of each system institution to prescribe the teaching load to be carried by each member of the faculty. (BOR Policy Section 301)

[Replaced 20 February 1997] Workload is a concept with both organizational and individual dimensions. The organizational dimension of workload refers to the collective effort required for any unit to accomplish the goals it has established in relation to the University's mission and strategic plan. The individual dimension of workload refers to the mix of teaching, research/reative, and service activities required from any individual as part of her/his contribution to a unit's goals and the institution's mission. In order for both of these dimensions of workload to be integrated, units should have carefully articulated programmatic goals, and individual assignments should correspond to the accomplishment of both unit goals and individual career goals, as well as the performance of individual faculty.

Once unit goals are identified, the assignment of faculty to accomplish these goals should be equitable. Depending on unit needs and the distribution of faculty talents, individual faculty may be engaged in different mixes of teaching, research/creative, and service activities at any one point in time; individual faculty may be engaged in different mixes of teaching, research and service activities across their careers; and faculty from one unit to the next may be engaged in different mixes of teaching, research/creative, and service activities. Within this context, the intention of a general workload policy is that faculty members contribute comparable levels of effort to their unit's collective work and that they be rewarded on the basis of their performance of the specified contributions.

Because Georgia State University is one of the System research universities, up to a 4-course teacing load or equivalent per academic year is a reasonable goal for faculty members with substantial, demonstrated, and active records of research/creative activity and of service activity. Faculty members whose activity is primarily teaching may expect a course load of up to 8 courses or equivalent per academic year.

Each college or school must have a workload policy statement that explicitly 1) specifies how teaching, research/creative, and service activities contribute to the assignment of workload for individual faculty; 2) specifies those activities that constitute a course equivalent; 3) specifies how workload assignments are linked to the goals of the unit; 4) specifies how workload assignments are linked to the performance of the individual faculty member; and 5) specifies a mechanism for reporting each year's workload distributions to the department's or school's faculty. The workload policy statement for each unit must be reviewed and approved by the faculty of the unit, by the dean of the unit, and by the provost of the univeristy.

(Source: Approved by the University Senate: 2-20-97; amended by University Senate 12-15-98)

Teaching, research, and administrative assignments in summer term are at the discretion of the departmental chairman and the appropriate dean. Faculty may not be compensated more than 33.3% of the previous year's academic rate for such work (BOR Policy, Section 803.1403).

C. Academic Advisement

Academic advisement concerning program requirements and related courses is one of the responsibilities of the faculty of the colleges. Each college has established an Office of Academic Assistance to coordinate advisement and each department has organized its advisement activities (BOR Policy, Section 308). In addition, there is a Student Advisement Center that advises incoming freshmen, tranfer students who have fewer than 42 semester hours of credit, students undecided on a major, and students on supervision or suspension. Links to the Student Advisement Center and to all of the college advisement offices can be found here.

The mentoring relationship between faculty members and their students is a valued and integral part of graduate education at Georgia State University. Faculty members advise graduate students in various capacities: as thesis or dissertation advisors, as research and/or teaching advisors (including GRAs and GTAs), and as program and curriculum advisors. In many cases, a single faculty member will advise a particular graduate student in more than one of the capacities. Guidelines for graduate student-faculty advisor relationships were approved by the University Senate on March 14, 2002.

D. Curriculum Development

The faculty of the colleges have the responsibility "to prescribe and define courses of study for (their students)" ( Statutes, Article IX, Section 1).

In order to avoid duplication of courses, the following procedure (adopted by the University Senate, March 26, 1981, amended by the Provost, October 10, 1990, and amended and adopted by the Senate APACE committee, July 18, 1995) governs the approval of new courses:

Step 1: Prior to the approval of the addition or deletion of a course by a college curriculum committee and/or a unit faculty, the chairman of the curriculum committee will communicate the proposed changes to the Provost for information and/or comments, allowing a minimum of fourteen (14) calendar days for responses. Distribution of curriculum proposals is handled by the Chair of the Associate Deans' Group.

Step 2: If any written responses are received from deans or departmental chairs/directors, a college curriculum committee may respond if it desires. After its recommendations have been formulated on the particular course at issue, they will be communicated University-wide through deans and/or departmental chairs/directors.

Step 3: A departmental chair or director, through the appropriate dean, may appeal a college curriculum committee's recommendation to the Provost, who, after receiving appropriate advice from the University Senate Committee on Academic Programs and Continuing Education, will render a final decision as to whether or not a college may proceed with the proposed changes.

E. Academic Program Review

The "Procedures for Academic Program Review" were adopted by the Senate Committee on Academic Programs and Continuing Education (APACE) on March 12, 1996. The most current information pertaining to Academic Program Review is housed in the Office of the Associate Provost for Academic Programs and can be found here.

F. Course Duplication Review

The following procedures were developed by the Associate Deans' Group, July 1995, and adopted by the University Senate, August 1995, for implementation of a resolution on course duplication approved by the University Senate in March 1991.

Timing: The Associate Deans' Group (ADG) representative is responsible for distributing to ADG members, either directly or through the ADG chair, all proposals from the representative's college curriculum committee(s) for additions of new courses and revisions or deletions of current courses. Such proposals should be distributed within ADG as soon as possible after being reported out of the curriculum committee.

Materials to be distributed: In order to provide adequate information for review but avoid excessive copying of materials, the information to be distributed to ADG members will be comprised of the course number and prefix, course title and course catalog description. Specifically, course syllabi will not be distributed but will be available if needed for discussion of course duplication issues.

Review process: Each ADG member is responsible for determining how these curricular proposal materials are distributed and reviewed in their respective colleges. If a potential course duplication conflict is identified, the ADG representative in the college identifying the conflict is responsible for contacting the ADG representative of the college from which the proposal originated for purposes of identifying the appropriate parties to be involved in discussing and, hopefully, resolving the issue.

Appeals: For those issues that do not get resolved by the ADG review process, the department chair that raised the issue, through that chair's dean, may appeal a college curriculum committee proposal to the Provost, who, after receiving appropriate advice from the Academic Programs and Continuing Education Committee of the University Senate, will render a final decision as to whether or not a college may proceed with the proposed curriculum changes. Section 312.02 - Research

312.02 Research

Faculty members are expected to participate in scholarly and research activities which enhance their professional development and contribute to their disciplines. An assessment of these activities will be included in the annual review of the faculty member.
Section 312.02.01 - Policy Recommendations on Research

312.02.01 Policy Recommendations on Research

Research is an investigative activity oriented toward the development of new knowledge, creative cultural and artistic expressions, or innovative scholarship.

Whereas research is one of the primary functions of Georgia State University and is necessary for support of the instructional and service programs at GSU, the Research Committee makes the following policy recommendations.

A. Elevation of the administrative position for research to a higher level in the administrative structure.

B. Allocation of a defined percent effort for research. It is recommended that faculty active in scholarship and research be assigned a minimum of 1/3 effort in the scholarship and research area. Measures should be taken to ensure that other activities do not encroach on the time assigned for research.

C. Establishment of a University Research Foundation dedicated for support of research and scholarship.

D. 1. Allocation of increased funds for graduate research assistantships.

2. Establishment of an ad hoc senate committee to define the various categories of graduate assistantships at GSU needed and to recommend funding levels.

E. Allocation of increased funds for support of faculty research during summer. Each college should expand these funds and the college faculty should establish procedures for allocation of summer research funds.

F. Increased allocation of funds for equipment, including departmental based computing equipment.

(Source: University Senate Resolution, May 21, 1987)
Section 312.02.02 - Copyright Policy

312.02.02 Copyright Policy
Section 312.02.03 - Intellectual Property Policy

312.02.03 Intellectual Property Policy
Section 312.02.04 - Human Subjects Protection

312.02.04 Human Subjects Protection

A. Policy

The Georgia State University Institutional Review Board (IRB) is the official review board for university projects that involve the use of humans as research subjects. It is the policy of the IRB to ensure protection of the rights and welfare of human subjects in research, in accordance with GSU rules and with federal regulations in Title 45, Code of Federal Regulations (CFR), Part 46, "Protection of Human Subjects."

This policy applies to:

This policy applies only to research with human subjects, defined as follows (45 CFR 46.102):

In reviewing proposals under this policy, the IRB will consider the following (45 CFR 46.111):

B. Procedures for Researchers

1. Submitting proposals for review.

2. Informed consent.

(Source: Vice President for Research, October 24, 2006)
Section 312.02.05 - Review and Approval Procedures for Sponsored Grants and Contracts

312.02.05 Review and Approval Procedures for Sponsored Grants and Contracts

A formal proposal to conduct a research, public service, or training project with support from a external agency represents an offer by the Georgia State University acting as an agency of the State of Georgia. It is necessary, therefore, that any such proposal have the endorsement of those individuals responsible for carrying out the project as well as those individuals authorized to commit the University to a legal offer. A review and routing procedure has been established in order to ensure that each proposal or application for sponsored research or training has been reviewed and endorsed by the various responsible persons and that there is compliance with both sponsor, University, and State policies. All proposals must be submitted to the Office of Sponsored Programs.

A. Internal Routing and Review

Each proposal must be accompanied by a Routing Form (available at the Office of Sponsored Programs). The Routing Form will bear appropriate endorsement signatures before submission to the Office of Sponsored Programs. In the case of a proposal which involves faculty members from different departments and/or colleges, it is necessary to secure signatures from each area. Proposals are routed from the principal investigator to the department chair, the dean, and finally to the Office of Sponsored Programs. Most sponsors require a specific number of copies of the formal proposal to be submitted along with one or more signed copies. If more than one original signed copy is required, please notify the Office of Sponsored Programs staff at the time the proposal is submitted. The Office of Sponsored Programs must receive all copies of the proposal that are required by the agency to contain original signatures and two additional copies for the Office of Sponsored Programs' files.

The individuals and/or offices involved in the internal review and processing are as follows:

  1. Principal Investigator/Project Director is responsible for the budget, technical content, quality, and preparation of the proposal presenting his or her ideas for a project.
  2. Department Chair is responsible for certifying to the academic validity of the project, the compatibility of the project with the principal investigator's other commitments, the availability of space and facilities, cost-sharing commitment, and assuring that the project adheres to department objectives.
  3. Dean is responsible for determining the appropriateness of the project within the Division or College programs and that resources will be available.
  4. The Office of Sponsored Programs is responsible for ensuring that there is compliance with applicable laws and regulations, University administrative rules, cost-sharing, prior acceptance of contractual terms, and routing the proposal to the Office of Grants and Contracts for budget review. In addition, human subjects, animal welfare, and other compliance issues are also reviewed by this office.
  5. B. Lead Time Requirement

    Lead time required for review of a proposal varies with its size, complexity, completeness, accuracy and care taken in its preparation and prior review. It also depends upon the amount of work already in the Office of Sponsored Programs and the staff available when it is received. To allow for necessary corrections and revisions and for greater assurance that sponsor deadline will be met, allow at least five working days for the Office of Sponsored Programs to review the proposal. Proposals which contain unconventional or unique features including cost sharing commitments, conditions that necessitate legal review, etc., may require additional lead time.

    C. Project Personnel

    All appropriate University guidelines and procedures must be followed in the development of percent effort and time commitments of personnel listed in grant and contract proposals. Particular attention should be given to restrictions related to affirmative action regulations, job titles, and wage and salary ranges. Detailed information is available from the Office of Human Resources, the Office of Grants and Contracts and the Office of Sponsored Programs.

    D. Budgets

    The budget serves to identify the cost of the project to the sponsor and it is an indicator of the magnitude of the project. The budget also serves as a further measure of the project director's capabilities since there must be a reasonable correlation between the project as described and the principal investigator's assessment of the various cost elements. The budget must always include a listing of all the direct costs and indirect costs. Examples of budgets and appropriate forms may be obtained from the Office of Sponsored Programs.

    E. Direct Cost, Fringe Benefit Rates and Indirect Costs

    Direct costs are costs that can be distinctly identified as benefitting the project, such as salaries and fringe benefits, equipment, supplies, travel, and computer time. Fringe benefits require a separate category in the budget and should not be combined with salaries. The rate includes the University's contribution to Social Security, retirement programs and health insurance. Allowable indirect costs and fringe benefits are established yearly.

    Indirect costs or overhead costs are those expenses that are incurred by the University through the cost of facilities maintenance and operation, and research administration expenses. The rates vary and are subject to change. Additional Information is available from the Office of Grants and Contracts and/or the Office of Sponsored Programs.
    (Source: Vice President for Research, August 6, 1996)

    Indirect costs recovered from external grants or contracts at the fixed or maximum rate allowed by the sponsor will be evenly divided by the University and the Department/Institute generating the funds. Required cost sharing will not be deducted from the indirect.

    If a department/institute negotiates a lower rate with a sponsor, for other than required cost sharing purposes, the University's share will remain 50% of the maximum rate allowed by the sponsor.

    There will be a minimum of $1000 annually in the indirect cost recovery to the department/institute for the unit to receive its share. [Approved by the University Senate: 12/5/02]


    Section 312.02.06 - Research and Scholarly Misconduct

    312.02.06 Research and Scholarly Misconduct

    A. Purpose of this Policy

    This policy is adopted in compliance with various federal laws, regulations and policies dealing with misconduct in research. (For example, the Health Research Extension Act of 1985 (42 U.S.C. 289b) and Public Health Service (PHS) regulations to be promulgated pursuant to that Act. Also see Nati onal Science Foundation regulation at 45 CFR Part 689.) These laws, regulations and policies require universities receiving federal funds to establish administrative procedures for reviewing allegations of misconduct in connection with research. This policy pertains to all research (including federally funded research) conducted at Georgia State University (hereinafter "research"). The Office of the Vice President for Research is responsible for implementing this policy and for acting as liaison with external agencies and/or individuals making allegations.

    Georgia State University pursues knowledge through research and transmits knowledge through teaching, publication and public service. A spirit of mutual respect and a broad trust that all faculty members, staff members, and students share in this dedication are essential to the functioning of the University.

    Nevertheless, from time to time, a member of the University community may appear to have disregarded the accepted norms of professional behavior. The integrity of the program of the University requires that faculty, staff, and students demand high standards of conduct for themselves and others, and that appropriate sanctions will be imposed when misconduct has occurred. The reputations of those ultimately cleared of charges will be restored to the fullest extent possible. Allegations of misconduct must be resolved in a prompt and just manner, assuring no recriminations will befall a person making allegations in good faith.

    B. Definition of Misconduct

    For purposes of this policy, "Misconduct in Research" means the commitment of fraud in research. It includes: fabrication, falsification, plagiarism of research publications, theft of research data from others, or other practices which seriously deviate from those that are commonly accepted within the research community for proposing, conducting, or reporting research. It does not include honest errors or honest differences in interpretation or judgments of data. (42 CFR 50.102).

    Furthermore, this definition includes violations of University policy pertaining to research, including: the failure to obtain proper review and approval by the university committees responsible for research involving human subjects, animal subjects, radioactive materials, or other biohazards as well as the failure to comply with rules and guidelines set forth by the committees responsible for these areas.

    This definition is not intended to stifle creativity, to hinder the development of new empirical techniques, or to impede attempts to validate unconventional or revolutionary theories, nor is it intended to bring within the policy those aspects of research that may form a basis for legitimate disagreement. In short, the definition is not intended, nor should it be construed, as an attempt to institutionalize scientific conformity. Rather, it aims to discourage those practices which are specifically antithetical to the ideals of research.

    C. Applicability

    This policy applies to every faculty member, staff member, employee, subcontractor, consultant or student engaged in research. Other sorts of reprehensible behavior (such as sexual harassment or misappropriation of funds) not uniquely related to research are considered outside the purview of this policy but may be covered by other policies of Georgia State University or by state or federal laws.

    D. Filing An Allegation or Seeking Informal Advice

    Any individual may consult with the Vice President for Research about possible misconduct in research. Such consultation shall be kept confidential to the extent permissible by law. Individuals who observe misconduct in research are required to file a written complaint, and submit it to the Vice President for Research. Upon receiving a complaint, the Vice President for Research shall have the following options:

    1. Determine that the complaint is insufficient, and take no action

    2. Refer the matter to the student judicial process, if appropriate

    3. Refer the matter to the Office of Human Resources, if appropriate

    4. Conduct a review of the complaint

    E. Review of the Complaint

    The Review of the Complaint shall be conducted by the Vice President for Research, and shall consist of the following:

    1. Initial Inquiry: The Vice President for Research shall review the written complaint and determine whether probable cause exists to conduct a formal investigation. If the Vice President for Research agrees that probable cause has been established, then a formal investigation shall be conducted. If the Vice President for Research determines that no probable cause exists, he shall communicate this in writing to the accuser and the matter shall be closed.

    2. Formal Investigation: If the Vice President for Research elects to conduct a formal investigation, he shall ask the President of the University to appoint a three-member ad hoc committee to conduct the formal investigation. The Vice President for Research will be a member of the committee, and will serve as Chairperson. The committee shall follow the procedures section of this policy as it conducts its investigation.

    F. Procedures

    The following procedures shall be used in conducting the formal investigation. The formal investigation committee shall:

    1. Inquire immediately into an allegation or other evidence of possible misconduct. An inquiry must be completed within sixty (60) calendar days of its initiation unless circumstances clearly warrant a longer period. A written report shall be prepared which describes the evidence reviewed, summarizes relevant interviews, and includes the conclusions of the investigation. The individual or individuals against whom the allegation was made shall be given a copy of the report of the inquiry. If the accused comments on that report, those comments may be included as part of the record. If the investigation requires longer than sixty (60) days to complete, the record of the inquiry shall include documentation of the reasons for exceeding the sixty (60) day period. (42 CFR 50.103(d)(1))

    2. Protect, to the maximum extent possible, the privacy of those who in good faith report apparent misconduct. (42 CFR 50.103(d)(2))

    3. Afford the affected individual(s) confidential treatment to the maximum extent possible, a prompt and thorough investigation, and an opportunity to comment on allegations and findings of the inquiry and/or the investigation (42 CFR 50.103(d)(3)(d))

    4. Notify the Director of the Office of Scientific Integrity (OSI), a component of the Office of the Director of the National Institutes of Health, (NIH), when, on the basis of the initial inquiry, the institution determines that an investigation is warranted, or prior to the decision to initiate an investigation if the conditions listed below exist:

    a. there is an immediate hazard involved;

    b. there is an immediate need to protect federal funds or equipment;

    c. there is an immediate need to protect the interest of the person(s) making the allegation or of the individual(s) who is the subject of the allegations as well as his/her co-investigators and associates, if any;

    d. it is probable that the alleged incident is going to be reported publicly;

    e. there is a reasonable indication of possible criminal violation. In that instance, the institution must inform OSI within twenty-four (24) hours of obtaining that information. OSI will immediately notify the Office the Inspector General. (42 CFR 50 103 (d)(4)(5))

    At a minimum, the notification should include the names of the person(s) against whom the allegations have been made, the general nature of the allegation, and the Public Health Service (PHS) application or grant number(s) involved. (42 CFR 50.104(a)(1))

    5. Maintain sufficiently detailed documentation of inquiries to permit a later assessment of the reasons for determining that an investigation was not warranted, if necessary.

    6. Begin the formal investigation within thirty (30) days of the completion of the initial inquiry, if probable cause is found. The formal investigation normally will include examination of all documentation, including but not necessarily limited to relevant research data and proposals, publications, correspondence and memoranda of telephone calls. Whenever possible, interviews should be conducted with all individuals involved in making the allegation and against whom the allegation is made, as well as other individuals who might have information regarding key aspects of the allegation. Complete summaries of these interviews should be prepared, provided to the interviewed parties for comment or revision, and included as part of the investigatory file. (42 CFR 50.103(d)(7))

    7. Secure necessary and appropriate expertise to carry out a thorough and authoritative evaluation of the relevant evidence and any inquiry or investigation. (42 CFR 50.103(d)(8))

    8. Take precautions against real or apparent conflicts of interest on the part of those involved in the inquiry or investigation. (42 CFR 50.103(d)(9))

    9. Prepare and maintain the documentation to substantiate the investigation's findings. This documentation is to be made available to the Director of the Office of Scientific Integrity of the National Institutes of Heath, who will decide whether that office will either proceed with its own investigation or will act on the institution's findings.

    10. Take interim administrative actions, as appropriate, to protect federal funds and ensure that the purposes of the federal financial assistance are carried out. (42 CFR 50.103(d)(11))

    11. Keep the OSI apprised of any developments during the course of the investigation which disclose facts which may affect current or potential PHS funding for the individual(s) under investigation or that the PHS needs to know to ensure appropriate use of Federal funds and otherwise protect the public interest. (42 CFR 50.103(d)(12))

    12. Undertake diligent efforts, as appropriate, to restore the reputations of persons alleged to have engaged in misconduct when allegations are not confirmed, and also undertake diligent efforts to protect the positions and reputations of those persons who, in good faith, make allegations. (42 CFR 50.103(d)(13))

    13. Complete the formal investigation within one hundred and twenty (120) days of the initial inquiry. Completion of the investigation shall include conducting the investigation, preparing the report of the finding, making the report available for comment by the subjects of the investigation, and submitting the report to the OSI. If they can be identified, the person(s) who raised the allegation should be provided with those portions of the report that address their role and opinions in the investigation. (42 (CFR 50.104.(d)(14))

    14. Impose appropriate sanctions on individuals when the allegation of misconduct has been substantiated. ( 41 CFR 50.103(d)(14))

    15. Notify the OSI of the final outcome of the investigation. (42 CFR 50.103(d)(15)) If the University plans to terminate an inquiry or investigation for any reason without completing all requirements outlined above, a report of such planned termination, including a description of the reasons for such termination, shall be prepared. Such report shall be supplied to the relevant funding agency in accordance with federal regulations. (42 CFR 50.104(a)(3))

    A report of any investigation conducted shall be prepared which shall describe the policies and procedures under which the investigation was conducted, how and from whom information was obtained relevant to the investigation, the findings, and the basis for the findings, and it shall include the actual text or an accurate summary of the views of any individual(s) found to have engaged in misconduct, as well as a description of any sanctions taken by the institution. The report shall be submitted to any federal agency as required by law. (42 CFR 50.104(a)(4))

    If it is determined that a formal investigation can not be completed in one hundred and twenty (120) days and the formal investigation pertains to research conducted under federal sponsorship, the University shall comply with pertinent regulations in submitting a request for an extension of time to complete the investigation. (42 CFR 50.104(a)(5))

    The University shall cooperate with any funding agency when an allegation pertains to misconduct which occurred during the course of a project funded by the agency.

    G. Sanctions

    The formal investigation may result in a determination of guilt or innocence. If appropriate, the imposition of sanctions may include, but are not limited to, one or more of the following:

    1. Formal reprimand which is filed in the employee or faculty member's personnel file;

    2. Mandated restitution of funds that were used to conduct the research in which the misconduct occurred;

    3. Mandated actions to redress the consequences of misconduct;

    4. Partial or total suspension from duties for a specified time with or without concomitant loss of pay;

    5. Reassignment of academic duties;

    6. Reduction in salary;

    7. Non-reappointment at the end of a specified term of employment;

    8. Removal from a special position of privilege or prestige (such as a titled professorship or an endowed chair);

    9. Immediate severance of employment with the University;

    10. Disbarment from future contractual relationship with the University for a specified or indefinite period.

    In the case of students, permissible sanctions are set forth in the "Student Code of Conduct and Policies" but one or more of the sanctions set forth above as to faculty may also pertain to students.

    H. Appeals

    Appeals of the decisions of the formal investigation committee may be made in writing to the Provost within five (5) days after the decision is made. Appeals of the decisions of the Provost may be made to the President within five (5) days after the decision is made. Sanctions will take effect when University level appeals are exhausted.

    Should the accused be dissatisfied with the decision of the President, the accused may appeal to the Board of Regents of the University System of Georgia for a review of the decision. Such appeal must be submitted in writing within twenty (20) days following the decision of the President. The decision of the Board shall be final and binding for all purposes.

    (Source: Vice President for Research, August 8, 1996)
    Section 312.02.07 - Animal Care and Use

    312.02.07 - Animal Care and Use

    A. Institutional Policy

    Georgia State University strictly adheres to the Public Health Service policy on the care and use of animals in research. This policy applies to all procedures involving live animals, whether classroom, research laboratory, funded or unfunded and conducted at this institution, or at another institution as a consequence of subgranting or subcontracting arrangements. The university has established an Institutional Animal Care and Use Committee (IACUC) to oversee research involving animals.

    B. Research Protocols

    The Office of Sponsored Programs coordinates the review and approval of applications/protocols for research involving vertebrate animals. Requests for approval should be submitted to the Office of Sponsored Programs at least two weeks in advance of the grant deadline and must include a copy of the complete scientific portion of the grant and a completed application for approval of research using animals. If the complete scientific portion of a protocol is not available at the time the request for approval is submitted to the IACUC, the investigator must submit sufficient information in a rough draft, including an abstract, so that the committee can knowledgeably review the protocol. When the grant application is complete, the investigator must send a copy of the final application to the IACUC via the Office of Sponsored Programs.

    A full committee review will always be conducted. The investigator will be notified in writing of the review decision. If approval is withheld or contingent upon modifications, the reasons will be fully stated. The committee may approve the protocol as submitted, approve the protocol with modifications, or reject the protocol. A letter announcing the committee's decision will be sent to the investigator. If the protocol is approved with modifications, the investigator will be notified and must indicate in a letter to the Chairman of the committee that the modifications will be incorporated into the protocol. After the changes are reviewed, a letter will be sent to the investigator indicating that the protocol is approved as modified.

    All protocols must be reviewed yearly and must be resubmitted to the IACUC every three years even if there are no changes. Requests to amend and/or continue research with approved protocols must be submitted to the Office of Sponsored Programs for IACUC review. Amendments must be reviewed and approved by the committee before any changes are implemented. Changes might include, but are not limited to, changes in species, changes in the number of animals needed, changes in anesthetic, addition of a period of prolonged restraint, a new surgical procedure, or use of a different infectious agent, etc.

    C. Instructional Protocols

    All instructional activity using live vertebrate animals must be approved by the IACUC. An instructional protocol is one that is used in the laboratory component of a class offered at Georgia State University. Instruction/Training protocols must be submitted to the Office of Sponsored Programs. Training includes students preparing an Honors thesis, undergraduate research, thesis research or dissertation research. If part of an ongoing research project, student training should be included under a faculty investigator's protocol. If this training is not part of an ongoing research project, the student must request approval. Proposed new courses using live vertebrate animals must be submitted to the IACUC for approval prior to their submission to the College Curriculum Committee. If a laboratory course carrying the same number is taught by more than one faculty member during the quarter or the year, only one protocol should be submitte, listing as principal investigators all faculty members involved in the course and designating a faculty member responsible for insuring that all guidelines are observed. All laboratory exercises and student training must be carried out under the direct supervision of a person experienced in the care and use of laboratory animals. A narrative description of the project must be submitted along with a completed application.

    The IACUC will meet as necessary during the academic year to review protocols and changes in the operation of the animal facilities. IACUC members may not review or vote on applications in which they are personally involved, nor contribute to the constitution of a quorum. Consultants without voting privilege may be invited to assist in the review of complex issues.

    Further information may be obtained from the Office of Sponsored Programs.

    (Source: Vice President for Research, August 5, 1996)

    312.03 Service

    Faculty are to serve, as appropriate, on departmental, college, and University committees. In addition, they make discipline-related contributions to professional organizations or to the community. Faculty members perform University-related public service by conducting continuing education courses, by providing consultation, and conducting applied research. These contributions are assessed each year in the annual review. Guidelines for institutional support for conference sponsorship/hosting is included in Appendix KK.

    312.04 Outside Activity

    Faculty responsibilities to the institution and to the State of Georgia with regard to outside activities are specified below. Board of Regents' policies governing outside activities are included in Appendix R.

    312.04.01 Board of Regents Policies on Outside Activities

    A. Occupational

    1. An employee of the University System shall not engage in any occupation, pursuit, or endeavor which will interfere with the regular and punctual discharge of official duties.

    2. All full-time faculty, administrators, and other professional staff members employed by a unit of the University System are expected to give full professional effort to their assignments of teaching, research, and service.

    3. Professional employees are encouraged to participate in professional activity that does not interfere with the regular and punctual discharge of official duties provided the activity meets one of the following criteria: (1) is a means of personal professional development; (2) serves the community, state, or nation; or (3) is consistent with the objectives of the institution.

    4. For all activities, except single-occasion activities, the employee shall report in writing through official channels the proposed arrangements and secure the approval of the President or his designee prior to engaging in the activities. Such activities include consulting, teaching, speaking, and participating in business or service enterprises.

    (Source: BOR Policy, Section 802.1601)

    B. Consulting

    Recognizing that teaching, research, and public service are the primary responsibilities of faculty members in the University System of Georgia, it shall be considered reasonable and desirable for faculty members to engage in consulting activities which are defined for purposes of this policy as any additional activity beyond duties assigned by the institution, professional in nature, and based in the appropriate discipline for which the individual receives additional compensation during the contract year.

    Each unit of the University System shall adopt guidelines governing consulting activities of faculty members which shall include the following:

    1. a plan for reimbursing the institution for use of the institution's personnel, facilities, equipment and/or materials consistent with rates charged outside groups or persons;

    2. a procedure for obtaining prior approval of the president or his designee; and

    3. a procedure for defining and prohibiting conflicts of interest.

    (Source: BOR Policy, Section 802.1602)

    C. Political

    As responsible and interested citizens in a democratic society employees of the University System are encouraged to fulfill their civic obligations and otherwise engage in the normal political processes of society. Nevertheless, it is inappropriate for System personnel to manage or enter political campaigns while on duty to perform services for the System or to hold elective political office at the state or federal level while employed by the System. Therefore, the following policies governing political activities are hereby adopted:

    1. employees may not manage or take an active part in a political campaign which interferes with the performance of duties or services for which he or she receives compensation from the System;

    2. employees may not hold elective political office at the state or federal level;

    3. employees seeking elective political office at the state or federal level must first request a leave of absence without pay beginning prior to qualification as a candidate in a primary or general election and ending after the general or final election. If elected to state or federal office such person must resign prior to assuming office; and

    4. employees may seek and hold elective office at other than the state or federal level, or appointive office, when such candidacy for or holding of the office does not conflict or interfere with the employee's duties and responsibilities to the institution or the System.

    (Source: BOR Policy, Section 802.1603)

    312.04.02 Consultancies with Non-State Agencies

    No member of the faculty of the University shall engage in any outside work or activity if it interferes with the regular and punctual discharge of his/her official University duties and responsibilities.

    Prior to engaging in remunerative outside work or activity, a faculty member must file a description of the nature and extent of the outside work or activity with the dean of the appropriate college or school, and shall not continue or undertake such employment if notified of the disapproval of such undertaking. A copy of the appropriate form for receiving approval is available from the offices of the deans.

    Practical considerations necessitate a limit of not more than one day a week average for any calendar term during those portions of the year when the employee is on full-time duty.

    312.04.03 Consultancies with State Agencies

    As stipulated by state law, while a full-time employee of the University, no one may be employed by any other University System institution or State of Georgia agency, board, or department prior to the negotiation of an agreement between the University and the employing organization. A prerequisite for such agreement is the certification of the chief executive officer of a university that the person to be employed is available to perform such services, and that the performance of such services will not detract or have a detrimental effect on the performance of said person's full-time employment, and, where appropriate, that the part-time employment of such person by the employing organization will be in the best interest of the State.

    The chief executive officer of the department, agency, commission, authority, college, or university which desires to obtain the services of a full-time faculty member at Georgia State University shall certify in writing the need for the services and set forth why the best interest of the state will be served by obtaining the part-time services of such a person in lieu of obtaining such services from a person not presently employed by the State.

    312.04.04 Business Activity with the State

    With certain exceptions, Georgia State University employees are forbidden, under state law, from transacting any business with the University System of Georgia either on their own behalf, or on behalf of any business in which the employee or a member of his or her family has a substantial interest. Furthermore, if an employee of Georgia State University is to be employed by any other state agency, department, or commission, then an agreement authorizing such employment must be entered into between the agency for whom the University employee will work and the University.

    Any University employee who transacts any business with the state or any agency of the state, or if an employee's family has a substantial interest in a business which transacts business with the state (substantial interest means the direct or indirect ownership of more than 25 percent of the assets or stock of a business), then such University employee must file a disclosure report. This report is due on January 31st in the Office of the Secretary of State and must list each transaction and the dollar amounts involved. The failure to file disclosure forms when required could subject an employee to a $10,000 fine and termination of employment. These disclosure forms do not have to be filed if a single transaction does not exceed $250 and the total of all transactions in the calendar year does not exceed $9,000. Further information and disclosure forms may be obtained by contacting the Assistant Vice President for Legal Affairs.

    312.04.05 Political Activity

    While Board of Regents' policy encourages "responsible and interested" citizenship, it holds that it is "inappropriate for System personnel to manage or enter political campaigns while on duty to perform services for the System or to hold elective political office at the state or federal level while employed by the System." Further delineation of this policy is included in BOR Policy, Section 802.1603.

    The president of each institution may authorize the use of institution facilities for political speeches. However, such use shall be limited to meetings sponsored by recognized organizations of the institution and shall be held only at places designated by the president. The use of System materials, equipment, machinery, or vehicles in political campaigns is prohibited.

    312.04.06 Policy Regarding Employment with Other State Agencies

    Under Georgia law, full-time employees of Georgia State University are generally prohibited from transacting business with other state agencies. However, if an individual holds a doctoral or master's degree from an accredited college or university and the chief executive officer of the department or agency requesting the services of the Georgia State University employee and the President of Georgia State University agree, then the University employee may do work for another state agency or for another unit of the University System of Georgia. (O.C.G.A. 45-10-20, et. seq.)

    A. It is the policy of Georgia State University that no request for employment of an eligible Georgia State University employee by another state agency or unit of the University System shall be approved unless the agreement or letter requesting such employment contains the following information:

    1. the nature of the activity to be performed;

    2. the maximum amount of funds which will be paid to the University employee as part of this arrangement;

    3. the maximum number of hours for such employment;

    4. the dates when such employment will take place.

    B. The dean of the college or director of the school in which the University employee works must approve the employment, taking into consideration the nature of the activity and the time involved. Subsequent to the approval by the dean or director, the vice president of the area in which the University employee is employed must also approve this activity before the President will execute the letter agreement with the state agency which requested the employment.

    C. A copy of the letter agreement authorizing employment shall be maintained in the Office of Legal Affairs.


    Section 313 - Other Duties and Responsibilities

    313 Other Duties and Responsibilities

    313.01 Agreement on Guidelines for Classroom Copying in Not-for-profit Educational Institutions with Respect to Books and Periodicals

    This section has been deleted.

    313.02 Guidelines for Off-Air Recording of Broadcast Programming for Educational Purposes

    This section has been deleted.

    313.03 Academic Convocations

    Faculty members are expected to attend formal academic exercises of the University and to wear on such occasions appropriate academic attire (Statutes, Article XI, Section 7).

    313.04 Identification Cards

    Faculty are expected to have a university identification card, called a PantherCard. The PantherCard Office is responsible for making identification cards for students and faculty. An identification card is required to check-out books from the University libraries, and is requested by various offices of the University as proof of faculty status in order to receive services. The faculty identification card remains valid as long as the faculty member is employed. It need not be renewed annually but must be returned upon termination of employment.

    313.05 Ethical Behavior with Regard to Complimentary Textbooks

    The University Senate passed the following resolution on February 2, 1989:

    "The distribution of complimentary textbooks is an important part of the process whereby professors review the full range of instructional materials available for their courses. However, the integrity of this process must be respected.

    Selling complimentary copies of textbooks adversely affects the entire academic community.

    Professor-authors are deprived of economic return in royalties, and incentives to write textbooks are diminished.

    Students generally do not benefit from the sale of complimentary copies, as these books are sold at or only slightly below the new book price.

    Selling complimentary textbooks inflates the cost of all textbooks, as publishers must compensate for revenue lost from the sale of new books.

    Selling complimentary copies violates the tradition of respect by professors for the intellectual work of their colleagues and for the textbook publishers.

    The future of availability of complimentary textbooks may be seriously jeopardized by the reluctance of publishers to risk further financial loss.

    Faculty members receive complimentary textbooks as a result of their position at the University. These textbooks should not be viewed as a source of faculty income. We recommend the following:

    1. Complimentary textbooks are not to be resold for faculty profit. The books may be maintained for faculty reference or contributed to a library for student reference.

    2. Solicitors for complimentary copies are forbidden from campus.

    3. The campus bookstore may not sell copies which are identifiable as complimentary copies whatever their source may be."


    Section 314 - Faculty Rights and Privileges

    314 Faculty Rights and Privileges

    314.01 Academic Freedom

    All faculty members are entitled to enjoy and to exercise without penalty for such exercise all the rights of an American citizen as well as the rights of academic freedom as they are understood generally in the teaching profession.

    314.02 Faculty Library Privileges

    Complete information regarding University Library collections and services can be found on our website: http://www.library.gsu.edu.

    A. Borrowing Privileges

    The University PantherCard ID serves as the library borrowing card. Regularly circulating library materials signed-out by faculty are due on June 15th of each year, subject to recall by another patron after 28 days of uninterrupted use.

    Georgia State University faculty may borrow items from most academic libraries in Georgia. Georgia State has a joint borrowing agreement with Georgia Tech, the University of Georgia Main and Science Libraries, and Emory University's Woodruff Library. Materials may be borrowed from these libraries using your Georgia State University PantherCard. To borrow materials from libraries other than these three, a special borrowing card is available at the Reference Desk on the 1st floor of Library North. Be sure to obtain a special borrowing card before going to any other academic libraries.

    B. Interlibrary Loan

    Interlibrary Loan Service, located on the 2nd floor of Library North, is available to all GSU faculty, staff, and students. It provides for the borrowing of needed items not owned by University Library. Request forms are available in the Interlibrary Loan office, at the Reference Desk on the first floor of Library North, or may be completed via an electronic form available from the "forms" link on the library's home page. There is no charge to the patron for books or photocopies obtained through Interlibrary Loan. ILL can be reached at (404)651-2475 or at libill@langate.gsu.edu.

    C. Reserves

    Faculty members may place items On Reserve for restricted class use. The library's Reserve collection consists of library materials from our general collection, media materials, photocopies, and personal copies of items not owned by the library. Faculty may request that materials be place on reserve by submitting a completed print Reserve List Request Form available at the Circulation Desk or electonic copy form the "forms" link on the library's home page. A copy is also mailed to all faculty before the beginning of each semester. The reserves unit can be contacted at (404)651-2178.

    The Pals Across Georga DocuWeb Project provides faculty with electronic reserve services. For more information visit http://docuweb.gsu.edu.

    D. Library Instruction

    The University Library offers a variety of instructional programs related to research skills, information literacy, and the Internet. Course instructors can arrange for specialized library instruction for their students during class sessions. Instructional technologies in the library's classroom on the 2nd floor of Library North provide a hands-on learning environment for students. Drop-in classes are scheduled each semester and are open to everyone. Consulation appointments can also be made by students, faculty, and staff for in-depth, customized assistance. Library faculty are available to collaborate with course instructors to integrate information literacy and library research components into course content.

    314.03 Grievance Procedures

    See Article XI, Section 25 of Georgia State University Statutes

    For any other grievance, a faculty member should consult the established grievance procedure of his or her college.


    Section 315 - Faculty Development

    315 Faculty Development

    Faculty Development at Georgia State University takes place at the department, college and university levels. See the Promotion, Tenure and Development Document for general policies regarding development.

    The University has several resources available to faculty for development. These include the Center for Instructional Innovation, the Instructional Resource Center, the Office of Research, and the Teaching and Learning with Technology Center.

    315.01 The Center for Instructional Innovation

    The mission of the Georgia State University Center for Instructional Innovation is to support and promote high quality educational opportunities within a learning-centered academic culture that addresses the needs of qualified students, non-traditional as well as traditional. The Center reflects the collective expertise and continued commitment to excellence in teaching by the university faculty.

    The Center promotes student learning by encouraging and supporting faculty efforts to explore the teaching-learning process. Such explorations include development of instructional skills, reflection on current instructional practices, implementation of teaching innovations, and use of emerging technologies. Further, the Center serves as an advocate for excellent teaching and for the expansion of incentives for the continued improvement of teaching and learning at the University.

    In collaboration with the colleges of Georgia State University, the Center promotes the availability of existing efforts that develop and expand excellence in teaching and learning.

    The Center serves the University by a) functioning as a clearinghouse of information and resources related to the continuing improvement of teaching at GSU, b) developing initiatives which encourage ongoing faculty commitment to excellence in teaching,

    c) promoting continuing development of a community of scholars interested in teaching-learning excellence, d) identifying information and resources that support high-quality teaching, and e) coordinating the University's role as a leader in the regional, national, and international network of scholars interested in instructional excellence.

    315.02 Special Funding Opportunities

    315.02.01 Faculty Mentoring Grant

    Faculty Mentoring Grants are designed to encourage and support the development of the faculty as externally funded scholars. The program links faculty mentees that have not yet established a sponsored research agenda with experienced mentors and provides an informal seminar for mentees to cover the basic components of proposal preparation. Faculty members are not eligible for Faculty Mentoring funds if they have ever received external grants for research or are currently receiving CIF support. The maximum grant is $10,000 ($9,000 for mentee and $1,000 for mentor).

    315.02.02 Research Initiation Grants

    The Research Initiation Program encourages and supports scholarly research and other creative activity at Georgia State University. This grant program is intended to help full-time faculty meet the costs associated with their research activities. Priority is given to new and promising research efforts. One campus-wide competition is held each fiscal year with a Spring deadline. The maximum grant is $5,000.

    315.02.03 Research Team Grants

    The Research Team Grants foster collaboration among two or more faculty members at Georgia State University for the initiation of research and the preparation of proposals for external funds. Teams of faculty members from different departments are encouraged to apply. One campus-wide competition will be held each fiscal year. The maximum grant is $15,000.

    315.02.04 Dissertation Grant Program

    The Dissertation Grant Program encourages and supports dissertation research at Georgia State University. Intended to help full-time doctoral students meet the costs associated with their dissertation research, the program makes one-time awards of up to $1,000. Proposals for the biannual competitions are due in the fall and spring. Applicants working in areas presently funded by external funding sources and funded under the Chancellor's Initiative Fund are ineligible for support.

    315.02.05 Equipment Matching

    This program provides matching funds for equipment obtained by faculty from externally funded grants. Funding is provided for up to 50% of the cost of equipment costing less than $100,000 in each proposal/award. Matching requests exceeding $50,000 should be discussed, prior to submission of the grant proposal, with the appropriate Dean and the Vice President for Research.

    315.02.06 Instructional Improvement

    This program encourages and supports instructional development activities. The Instructional Improvement Program seeks to enhance individual faculty and/or departmental efforts to develop and implement creative approaches to teaching at GSU. The maximum grant is $2,000, and proposals are due in the winter.

    315.02.07 Quality Improvement Funds

    The Quality Improvement Program's intent is to maintain and upgrade the infrastructure of the University by purchasing research and instructional equipment. A significant award criterion is the impact of the proposed equipment on the research and/or instructional program. Funding is available for individual projects, group efforts, and support facilities. Interdisciplinary and multidisciplinary, along with disciplinary proposals are encouraged. Proposals are submitted in the fall, and grant amounts vary.

    315.02.08 Chancellor's Initiative Fund

    The goal of this program is to enhance research productivity at GSU by supporting existing faculty research projects. Supported projects either have, or have substantial potential for, extramural funding. All disciplinary, as well as multidisciplinary and inter-disciplinary proposals are eligible for this competitive funding. There are two categories of program development: (1) Initial Funding, for projects not previously supported by CIF, and (2) Continuation Funding, which includes funding for projects experiencing temporary difficulties due to the loss of external funds. Proposals are submitted in early spring.

    315.02.09 Directed Research Funds and Travel Grants

    The Directed Research Funds are designed to provide competitive funding for scholarly activities not covered under other University-sponsored funding initiatives. Examples of eligible activities include:

    Funding under this program requires a match of 50% from the department and/or college. Proposals are accepted throughout the year.

    Travel Grants, limited to $500, are to facilitate the acquisition of extramural support for new research projects. The award does not support travel to professional meetings. Proposals are accepted throughout the year.

    315.02.10 African-American Faculty Research and Development Grants

    Grants of up to $4,000 (with one-half provided by the Provost's Office and the balance by the College or other academic unit) are available for untenured, tenure-track African-American Assistant or Associate Professors who are U.S. citizens. Funds may be requested for the following activities:

    315.02.09 Special Funding Initiatives Summary


    _______________________________________________________________________
    Program Maximum General
    Program Purpose Amount Award Deadlines*
    _______________________________________________________________________

    Faculty Development of faculty $ 50,000 $10,000 October,
    Mentoring members as externally April
    funded scholars

    Research Research support for new $125,000 $ 5,000 March
    Initiation and promising efforts

    Research Collaborative Research $ 75,000 $15,000 October,
    Team Grant Support for two or more April
    faculty members

    Dissertation Supplies and travel $ 15,000 $ 1,000 November,
    Awards dissertation expenses May

    Equipment Equipment (50% matching) $250,000 $50,000 Open
    Matching

    Instructional Instructional development $ 15,000 $ 2,000 February
    Improvement

    Quality Instructional and research $300,000 N/A October
    Improvement equipment

    Chancellor's Research enhancement $750,000 N/A March
    Initiative Fund

    Directed Research support, renova- $250,000 $50,000 Open
    research funds tions and equipment
    and travel
    grants

    African- Research and $ 2,000 $ 2,000 November,
    American development April
    Faculty R & D
    Grants
    _______________________________________________________________________

    *For exact due dates, contact the Office of Research.

    Program guidelines are distributed prior to the deadline.


    Section 316 - Faculty/Staff Services

    316 Faculty/Staff Services

    316.01 Health Clinic

    Since 2002 on campus health services for faculty and staff are no longer available.

    316.02 Lanette L. Suttles Child Development Center

    Provided as a service to students who need child care while they attend classes, the Center is available to faculty and staff members on a limited basis.

    316.03 Recreational Services

    The mission statement of the Recreational Services states, "we strive to promote a health life-style through recreational spots and fitness activities offered to the University community, delivering programs, services and facilities that anticipate customer needs."

    Locker, towel, and uniform services are available to men and women at nominal cost. Lockers, locks, towels, gym uniforms, and swim suits can also be rented on a daily basis.

    The Recreation Department offers a wide variety of activities throughout the year including sport clinics, outdoor programs, intramurals, and sport clubs. Sport clinics include classes in aerobics, water exercise, martial arts, yoga, fencing, tennis, racquetball, archery, badminton, volleyball, weight training, and swimming. The "Touch the Earth" outdoor program offers trips and instruction in backpacking, whitewater canoeing and rafting, kayaking, windsurfing, sailing, water skiing, snow skiing, horseback riding, rock climbing, and scuba diving.

    Intramural teams are organized in basketball, indoor soccer, bowling, billiards, darts, table tennis, badminton, wrestling, softball, street hockey, volleyball, flag football, swimming, tennis, racquetball, and track for friendly competition. Many of the outdoor activities are conducted at the Panthersville Athletic-Intramural complex located near South DeKalb College. Sport clubs offer intercollegiate competition in sport club teams including ALTA (Atlanta Lawn Tennis Association) tennis, badminton, bowling, fencing, ice hockey, judo, rowing, road racing, sailing, women's soccer, water skiing, whitewater canoeing, and women's swimming.

    A wide variety of equipment is available for issue upon the presentation of a PantherCard. The Recreational Services Equipment Issue Desk offers a wide variety of athletic wear and equipment as well as outdoor equipment. Such items as towels, basketballs, volleyballs, tennis racquets, racquetball racquets, badminton racquets, swim suits, gym suits, locks, etc., may be checked-out for indoor use. Outdoor recreation equipment is available for rent which includes tents, backpacks, daypacks, sleeping bags, cook kits, stoves, lanterns, ponchos, rafts, canoes, and paddles.

    316.04 Indian Creek Lodge

    Georgia State University maintains a lodge, swimming pool, and three tennis courts on 15 acres of land located on South Indian Creek Drive in DeKalb County. The facilities are available for the use of faculty, staff, and students. The Indian Creek pool is open during the summer months from the last weekend in May through Labor Day and is available to current Georgia State University students, faculty, staff, active alumni, and their families for a small fee. Reservations for the lodge can be obtained through the Director of the Student Center. Swimming and tennis lessons are available during the summer months.

    316.05 University Facilities

    Faculty may arrange to use University facilities for professional meetings and student activities by contacting the Director of the Student / University Center.

    316.06 Testing Service

    A test-scoring service with item analysis is available to the faculty with consultation on improving classroom examinations. A specimen set test library is also located at the Testing Center.

    316.07 Information Systems and Technology (http://www.gsu.edu/ist)

    The Office of Information Systems and Technology (IS&T), under the direction of the Associate Provost for Information Systems and Technology/CIO, is the primary technology service provider for Georgia State University providing effective, efficient and high-quality information technology support. The Office is committed to a participatory, consensus-driven operation in order to provide innovative and proactive services. The Office's decision-making process is supported by advisory committees composed of faculty and staff representatives who benefit from the support and services delivered by the units within IS&T and recommend effective courses of action.

    Advisory groups are central to the success of IS&T; they assist IS&T units to focus on the needs of the various constituency groups in the university community. A key group in the advisory process is the Senate Information Systems and Technology Committee, which develops long-range plans for the computing needs of the university, advises the Associate Provost on academic and administrative matters involving technology, reviews annual programmatic plans for IS&T; reviews annual budgetary submissions by the Associate Provost for Information Systems and Technology, and provides a liaison between its subcommittees and IS&T. The four subcommittees focus on the specific needs of the particular area represented and include the Teaching and Learning with Technology Subcommittee (TLTS) that is also a subcommittee of APACE, the Information Technology Support Subcommittee (ITSS), the Student Technology Fee Committee (STF) (link to proposal approved by Senate) and the Information Security Committee.

    IS&T consists of seven units that plan, develop, operate and support technology on the Georgia State campus:

    The basic elements of the technology infrastructure at Georgia State include large-scale servers, network file servers, open access labs, central printing services, and the campus network that connects all these elements together and to the outside world through the University System network (PeachNet) and the Internet. The institutional network backbone is Gigabit Ethernet and it supports standard desktop speeds of 10- and 100-megabit switched Ethernet. The Internet connection is a 60-megabit link into the SURA Southern Crossroads (SoX) GigaPop. Georgia State's 622-megabit connection to Internet2's high-speed research network called Abilene is also at the SoX GigaPop, which is a network connection point co-hosted by Georgia Tech, Georgia State, and University of Georgia. Ten other instituitons in the Southeast also use the SoX connection point to access the Abilene network.

    IS&T provides institution-wide instructional technology support, including instructional design and course development services, classroom technology support, digital media consulting and training, the development of faculty seminars, workshops and events and administration of Georgia State's course management system (WebCT). WebCT is a tool that facilitates the creation of sophisticated World Wide Web based educational environments. This tool is available to faculty and students of Georgia State University. Some of the more common features include a chat room, bulletin board, private mail, and access to grades, online quizzes, a calendar, and student presentations.

    The standard software that is available to an employee at Georgia State is:

    Campus printing resources include more than 500 low-speed remote network printers and a central printing complex consisting of a Xerox Docuprint network printer, a Xerox Docutech Publisher, a Xerox 4850 spot color printer, and a Xerox 4700 full-color printer.

    IS&T staff provide technical training, including one-on-one help, instructor-led classes and eTraining (web-based courses).

    Communication with the user community is implemented through a newsletter, technical publications and other informational material.

    Any question or problem related to technology at Georgia State can be directed to the IS&T Help Center at 404-651-4507 or via e-mail to help@gsu.edu.

    316.08 Multimedia Resources

    Multimedia Resources offers Georgia State University faculty, staff, and students a variety of services. Multimedia Resources is split up into GAST-TV, GSAMS, Satellite, and AV Support.

    Multimedia Resources offers: television production (GAST-TV); videoconference scheduling (GSAMS); technical support (GSAMS); satellite scheduling; and audio visual support (AV).

    Audiovisual Services include audiotape production and duplication, video duplication and conference video recording. They distribute, maintain, and repair University media equipment and provide technical assistance for purchasing audiovisual items or systems. Audiovisual equipment is delivered and returned on request to classes, other University functions, and the conference center.

    316.09 Faculty Audit of Classes

    Georgia State University, with Board of Regents' permission, allows the registration of faculty members, including Emeriti members, in academic or laboratory courses on a space available basis in AUDIT status without cost to the faculty member. Permission in all cases must be obtained from the course instructor. The following provisions pertain:

    A. The faculty involvement in such courses may be at two levels:

    1. Attendance: the faculty member attends classes in accordance with the class attendance policy;

    2. Participation: the faculty member attends classes in accordance with the class attendance policy and the faculty member does the work of the course including tests, reports and the final examination.

    B. A record of satisfactory involvement, as determined by the course instructor, will be maintained. Such record will be available to the faculty member for the purpose of establishing qualifications for employment or for any legal purpose whatever, previous to or subsequent to retirement. No record will be made of unsatisfactory involvement.

    (Source: University Senate, May 7, 1987

    Office of the Vice President for Academic Affairs)


    Section 317 - Severance from the University

    317 Severance from the University

    317.01 Non-renewal of Contract

    A. Tenured
    All tenured faculty members employed under written contract for the fiscal or academic year shall give at least sixty days written notice of their intention to resign to the president of the institution or to his/her authorized representative.

    B. Non-tenured

    1. Each year, on or before the dates specified in Regents' tenure regulations, the president of an institution or his/her authorized representative, shall advise, in writing, all non-tenured faculty who have been awarded academic rank (instructor, assistant professor, associate professor, professor) and who are employed under written contract whether an employment contract for the succeeding academic year will be offered to them. Such written notice shall be delivered by hand or by certified mail, to be delivered to the addressee only, with receipt to show to whom and when delivered and the address where delivered.
    2. Notice of intention to renew or not to renew a non-tenured faculty member who has been awarded academic rank (instructor, assistant professor, associate professor, professor) shall be furnished, in writing, according to the following schedule:
      • A. at least three months before the date of termination of an initial one-year contract;
      • B. at least six months before the date of termination of a second one-year contract;
      • C. at least nine months before the date of termination of a contract after two or more years of service in the institution. This schedule of notification does not apply to persons holding termporary or part-time positions, or persons with courtesy appointments, such as adjunct appointments.
    3. Non-tenured faculty and other non-tenured personnel employed under written contract shall be employed only for the term specified in the contract, and subsequent or future employment, if any, shall result solely from a separate offer and acceptance requisite to execution of a new and distinct contract.

    [BR Minutes, 1964-65, pp. 614-16; 1970-71, pp. 685-87; 1974-75, pp. 302-13; 1980-81, p.137]

    317.02 Dismissal

    The Statutes (Article XI, Section 23, B) provide that the President may at any time remove any tenured or non-tenured faculty member before the end of his/her contract term for any of the following reasons:

    A. conviction or admission of guilt of a felony or of a crime involving moral turpitude during the period of employment or prior thereto if the conviction or admission of guilt was willfully concealed;

    B. professional incompetency, neglect of duty, or default of academic integrity in teaching, in research, or in scholarship;

    C. unlawful manufacture, distribution, sale, use or possession of marijuana, a controlled substance, or other illegal or dangerous drugs as defined by Georgia laws; teaching or working under the influence of alcohol which interferes with the faculty member's performance of duty or his/her responsibilities to the institution or to his/her profession;

    D. conviction or admission of guilt in a court proceeding of any criminal drug offense;

    E. physical or mental incompetency as determined by law or by a medical board of three or more licensed physicians and reviewed by a committee of the faculty;

    F. false swearing with respect to official documents filed with the institution;

    G. disruption of any teaching, research, administrative, disciplinary, public service, or other authorized activity;

    H. such other grounds for dismissal as may be specified in the statutes of the institution.

    The dismissal procedures and appropriate avenues of appeal are detailed in the Statutes (Article XI, Section 24). In addition, dismissal is a sanction addressed in the Alcohol and Drug Policy (Appendix T).

    317.03 Retirement

    A. Board of Regents Policy on Retirement

    B. Employment beyond Retirement: (Employment of Individuals Receiving State Retirement Benefits, Including the Teacher's Retirement System).

    When a person has been retired from the University System and is receiving benefits from the Teachers Retirement system, the Employees Retirement System or the Regents' Retirement Plan, payment for services rendered to the University System by that person without prior approval by the Board of Regents is prohibited. In no event shall payment for services rendered be considered if compensation for that time, together with benefits being paid from the Teachers Retirement System (TRS), the Employees Retirement System (ERS), or the Regents' Retirement Plan exceed the compensation the individual was earning at the time of retirement (Board of Regents Policy: 802.0904).

    1. It is the policy of Georgia State University to provide a recently retired president of Georgia State University with office space and secretarial assistance;

    2. It is the policy of Georgia State University to provide office space at the discretion of the institution to individuals who recently retired from Georgia State University who held the title of provost, vice president, or dean.

    Each case will be reviewed annually prior to the beginning of Fall Semester.

    317.04 Pay For Accrued Leave For Terminated/Retired Faculty

    Faculty members on twelve month contracts who have accrued leave at the time of termination or retirement will generally receive a lump sum payment for the accrued leave. Faculty will generally not be kept on the payroll until their leave is exhausted (Personnel: 2-22-89).

    317.05 Clearing the University

    A Clearance Form for Terminating Faculty and Classified Employees is utilized by terminating employees to clear the university and must be completed prior to the last day of employment. (Library books/fees, American Express cards, keys, parking cards/decals, etc. must be turned in to the appropriate offices before clearance is issued. Contact the individual offices listed on the Clearance Form for further clarification.) After all signatures have been obtained, the Clearance Form must be hand carried to the Records and Compensation Office on the last working day of employment. Clearance Forms can be obtained in the Human Resources Services Department.

    317.06 Continuation of Coverage under COBRA

    A terminating faculty member may elect to continue medical coverage for eighteen (18) months beyond termination. Election must be made within sixty (60) calendar days from termination date. The cost is 100% of the premium plus 2% administrative fee. Contact the Human Resources Services-Benefits Office for details.


    End of Section 300