New Chairs Orientation

Office of Faculty AffairsCalifornia State University, Northridge

August 19, 2016

CSUN Office of Faculty Affairs

Daisy Lemus Interim Associate Vice President, Faculty Affairs

VacantSenior Director, Academic Personnel

Albert AlcazarAcademic Personnel Analyst

Michelle KilmnickAcademic Personnel Analyst

Carmen LichtscheidlAcademic Personnel Analyst

Iliana CarvajalConfidential Office Support

OVERVIEW

• The Binder

• The Website(s) - http://www.csun.edu/faculty-affairs/new-department-chairs-orientation

• The People

• The Timeline

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UNIONS

CFA – Unit 3 (Faculty, Librarians, Counselors, & Coaches)

UAW – Unit 11 (Academic Student Employees: Teaching Associates (TA), Graduate Assistants (GA), and Instructional Student Assistants (ISA)

CSUEU – Unit 2,5,7,9 (Office Staff)

APC- Unit 4 (Academic Professionals – Advisors)

Work with FA

Work with HR

TERMINOLOGYTenure Track: Probationary

Tenure Track:Tenured

Temporary(Lecturer)

Time Base: Full-time vs.Part-time

Appointment:One-year vs. Three-year

TAs/GAs/ISAs

vs.

Student Assistants

Tenure Line,Full Time

TOPIC OVERVIEW:LECTURERS

A. Hiring and Establishing Pools

B. Careful Consideration and Evaluation

of Faculty

C. Lecturer Entitlements and Planning

Your Schedule of Classes (SOC)

D. Order of Assignment of Work

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LECTURER HIRING

• January 19, 2016 memo “Procedures and Calendar for Recruitment of Part-Time Faculty for the 2016-17 Academic Year”

• Drafting AA6, Minimum qualifications, grandfathering

• Hiring and Assigning Part-Time Faculty – Some Questions and Answers

• Summer/Fall Hiring workshops for Department Staff/MARs

ESTABLISHING POOLS

v What are pools? Why?

v Official pool keeper (AA7-log)?

v May a department have more than one pool?

v Yes, actually preferred

v Well-defined, documented selection/evaluation criteria

v Applicants may apply to more than one pool

ESTABLISHING POOLS

Commonly Asked Questions:

vCan the department rank faculty in the pools?

Yes, but…

“In the pool or not” decision

Once in the pool, rank by teaching ability and relevant professional experience, not by seniority or entitlement units. Must respect entitlements!

vConsiderations

v Moving 1s to 2s, and vice versa (modifying pool)

v Changing the AA6 requirements/min qualifications

Careful Consideration:Lecturer Assignment

Careful Consideration (Article 12.7 of CBA)

Q: What is meant by “careful consideration?”

• Procedures & standards for review in place (awareness?)

• Standards (criteria) in writing and provided to faculty prior to commencement of evaluation process. (first 14 days)

• Evaluation vs. discipline

• Review Personnel Action File (PAF) – See Access Log in Tab 1REMEMBER TO SIGN THE LOG!

Careful Consideration: Lecturer Evaluation

Chair/Peer Evaluation

• Timing (Section 706.3) – Every 24 units or 3yrs (& first year!)

• Who should make the class visit? Tenured Fac ONLY

• Written report (goes in PAF)

• See PP&R document on FA site: “Peer Reviews of Teaching: A Best Practices Guide”

• Y3 Evaluation – by Committee

Careful Consideration: Lecturer Evaluation

Student Evaluation

• Policies and procedures for collecting, processing, and interpreting written student evaluations – Sections 612 and 706 of Administrative Manual

• PIF vs. PAF

A special note on grievances…

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Lecturer Ent i t lements and Planning Your Schedule of Classes (SOC)

Reference Documents (in notebook)

v“Determining Part-Time Faculty Entitlements”

v“Three Year Lecturer Appointments”

v“Lecturer Entitlements – Frequently Asked Questions and Answers”

Lecturer Ent it lements

Lecturer(Temporary)

Faculty

Time Base: Full-time (30 units per AY) vs.Part-time (<30 units per AY)

Appointment: One-year (Y1)

vs. Three-year (Y3)

Lecturer Ent it lements

1. Entitlements apply to a single department on a single CSU campus

2. Entitlement ≠ Guaranteed Units (Subject to budget and enrollment for part-time lecturers)

Department’s obligation is to offer units

3. Initial establishment of Entitlement (PT temporary faculty offered units for 3 consecutive semesters) => one-year (Y1) entitlement

4. Six or more years of consecutive service => three-year (Y3) entitlement (part-time vs. full-time)

5. What if a lecturer declines all offered units?

New or Additional Work:

v Work a department determines is available to part-time temporary faculty

v Work left behind by faculty leaving CSU on a permanent or temporary basis

v Work created by new courses or sections that will be taught by temporary employees

Note: Temporary vs. Permanent New or Additional Work àeffects on entitlement

ARTICLE 12: APPOINTMENT (12.29A/12.29B)

ORDER OF ASSIGNMENT OF WORK

Reference Documents (in notebook)

v“Assignment of Work”

v“Hiring & Assigning Part-Time Faculty – Some Questions and Answers”

v“New or Additional Work, Temporary”

ARTICLE 12: APPOINTMENT (12.29A/12.29B)

Qualified Temporary Faculty (order)

1. Y3 FT

2. Multi-Year FT (don’t have these)

3. Y3 PT

4. 3848

5. Multi-Year PT (don’t have these)

6. Visiting Faculty (don’t have these)

7. Then, all part-time and full-time temporary faculty with no multi-year appointments who were employed in the academic year prior to the year for which they are being considered. Start with Y1 then S1.

Order of Assignment1. Tenure-line Faculty

(including FERP)

2. Administrators then Teaching Associates

3. Volunteer Faculty

4. Qualified Temporary Faculty (in pools)

WORKLOAD ISSUES

Workload Issues:

v Additional Pay

v Substitute Assignments

v Emergency Hires

Workload IssuesAdditional Pay – 125% Rule- Per the Faculty Collective Bargaining Agreement (CBA) and the CSU System-Wide Additional Employment Policy (HR 2002-05) the limit of total workload is 125% (25% overage of full-time time base).

- Source of work imited to:• CSU campus• CSU auxiliaries (e.g., TUC, Foundation/ University

Advancement)• Extended Learning

- Per CBA, work performed must meet the following criteria:• Consist of employment of a substantially different nature from

the primary employment; or• Is funded from non-general fund sources; or• Is the result of the accrual of part-time employment on more

than one campus (18.75 units - Lecturers)

* FERP Participants, Rehired Annuitants, 12-month Faculty/Chairs

AUTOMATED ADDITIONAL PAY SYSTEM

- What’s New?

vAutomated Additional Pay System

vJob Code 2403, 16th unit, Full-time Lecturers

vSee handout tab 4

vNote: 2403 àTenure-line, full-time faculty

Lecturer Workload Issues

Lecturer Workload Issues Substitute Assignments

vLess than 20 calendar days; Lecturers must be paid for class/contact hours taught.

vTenure-line Faculty cannot be paid for substitute work. Only for Lecturers (with a less than and up to a 1.0 time base)

vExceed 20 calendar days à Increase the time base of the part-time lecturer to cover the class(es).

Lecturer Workload Issues

Emergency Hires

vAfter all faculty assignments have been made and there are no qualified and available faculty in the pool or department.

vProcess (Tab 4)- a formal memo (justification) to the Dean

requesting the need for the emergency hire

- see checklist for the types of emergency hire

LEAVES AND ACADEMIC CALENDAR

SABBATICALS &DIFFERENCE-IN-PAY LEAVES

• Memo for Sabbatical - 8/9/16• Applications due - 9/30/16 • Eligibility à 6 years+ of full-time service

(Lecturers included)• Eligibility for 1st DIP leave is after six

years of full-time service, the 2nd DIP leave requires 3 years of full-time service since last DIP or sabbatical.

Sabbatical Application Page 1

See tab 5

Application: 7 pages long, print from FA website

Sabbatical Application Page 2

It is important to note that when choosing which sabbatical option on the application that only the one-semester regular sabbatical leaves come out of the 42 centrally funded sabbaticals. If a faculty member applies for a one-year sabbatical or DIP leave they cannot convert later to a one-semester sabbatical.

SABBATICAL LEAVES

• Only the one-semester sabbaticals are part of the minimum 12% or 42 centrally funded sabbaticals.

• There are two sabbatical options to choose from; one-semester or two semester at half pay.

• Chair sabbaticals can vary, please contact FA.• PERS service credit is pro-rated on two

semester at half pay Sabbaticals.

DIFFERENCE-IN-PAY LEAVES

• DIP leaves do not count as part of the (42) centrally funded sabbaticals.

• Salary on DIP leave is current earned base salary –current minimum at instructor rank (as of 7/1/16=$3,851)

• PERS service credit is pro-rated on two semester at half pay SabbaticalsExample: Professor earns $7,000 monthly on DIP $7,000- $3,851= $3,149 monthly salary

FACULTY LEAVES PERSONAL AND PROFESSIONAL

Personal Leaves:

•Can be with or without Pay (LWOP)

•Without Pay - granted for up to 2 yrs

•LWOP need to complete Faculty Affairs form on FA website. http://www.csun.edu/sites/default/files/lwop_appl_REV032010.docx

•Paid Leaves are handled with HR department and require documentation.

Professional Leaves:

•Can be without Pay unless applying for Sabbatical leave

•Leave for research or professional development that benefit campus

•Can negotiate service credit towards tenure/sabbatical credit

The Bottom LinePersonal/Professional Leaves

Do:• Be supportive of your faculty

member

• Listen

• Be flexible, leaves are temporary

• Keep your Dean informed

Don’t: •Make any promises

•Dismiss their needs

•Assume what their plan is

•Forget their rights, consult with FA and HR

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Personal and Professional Leave without Pay Application

On FA website.Application needs to be signed by applicant and forwarded to Chair and Dean for appropriate approvals.

For Part-Time faculty taking a LWOP can serve as a placeholder for entitlement purposes.

PARENTAL LEAVES

Parental Leave application found on the Faculty Affairs website.

Qs please call Michelle Kilmnick in Faculty Affairs.

PARENTAL LEAVE APPLICATION PAGE 2

Faculty have a lot of flexibility on parental leaves under Section B.

ACADEMIC CALENDAR

• Faculty Affairs works with the University Calendar Committee to establish the campus Academic Calendar

• There are guidelines and procedures to follow set forth by Chancellor’s Office.

• Minimum/maximum amount of Academic Workdays and Instructional Days per Academic year.

Academic Calendar – What are Academic Workdays, Instructional Days and Weekend

Work Days?

• Academic Workdays - between beginning and ending dates of AY (total: 170-180 academic workdays days).

• Instructional Days - Monday-Friday during regular academic terms when class meetings are scheduled (typically 147 instructional days +/- 2 days)

• Weekend Work Day - Saturday/Sunday within period of instruction for a term that is an Academic Work Day.

WHY ARE ACADEMIC WORK DAYS AND INSTRUCTIONAL

DAYS IMPORTANT?

• University Calendar Committee -Chancellor’s Office guidelines

• FERP faculty have restriction of 90 days per Article 29.10.

2016-17 AY Fall Spring Total

Academic Work Days

84 87 171

InstructionalDays

71 74 145

Department Chair Appointments

• Earn 2 days (16 hours) of vacation per month. Must take a minimum of 40 hours per year of vacation

• Chairs are in Faculty status (Unit 3 CBA)

• Can teach in the summer as long as have enough vacation to cover the hours. Consult with Faculty Affairs to determine this.

• Transitioning back to AY faculty from 12-month Chair --- be aware of implications.

THANK YOU!

Call us!

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