Academic Affairs Policy Manual

Section 1: Faculty

1.18 Miscellaneous Academic Affairs Policies

1.18-1 Disabled Veterans and Vietnam Era Veterans

The University of Georgia is a government contractor subject to Section 402 of the Vietnam Era Veterans Readjustment Act of 1974 which requires contractors to apply affirmative action guidelines to the employment and advancement of Vietnam era veterans and qualified disabled veterans. For details regarding this policy, see the following
URL: http://www.uga.edu/eoo/eoo_frameset_policy.htm

Source: Director, Equal Opportunity Office, 1/05

1.18-2 Bearing Cost of Lawsuit Defending Promotion, Tenure Decision

The Professional Liability Fund will bear the costs of the attorneys' fees to defend a faculty member who becomes the object of a suit as a result of decisions on promotion and tenure.

Source: Vice Chancellor for Fiscal Affairs 6/30/80

1.18-3 Justifying Late Recommendations of Appointments

The Board of Regents requires strong justification for any submission of late recommendations for appointments.

Source : University System Chancellor 2/6/90 (107)

1.18-4 Employee Right-to-Know Act Training

1. Georgia's "Public Employee Hazardous Chemical Protection and Right-To-Know Act of 1988" requires that public employees be informed about the effects of chemicals to which they may be exposed in their work places.
2. All employees must receive both basic and chemical-specific hazards training. All newly hired employees will be required to attend the basic hazard training as part of New Employee Orientation.

Implementation: Deans and directors shall ensure that all necessary hazardous chemical documentation, personal protective equipment, and all appropriate right-to-know training is provided for all their employees.

Source: Vice President for Business and Finance, 10/16/89, 7/14/05

1.18-5 Immigration Reform and Control Act of 1986

Under requirements of the Immigration Reform and Control Act, units may employ only United States citizens and aliens authorized to work in the U.S. All new employees, upon being hired, must complete an Employment Eligibility Verification form (Form I-9) . If the new employee fails to comply with the provisions of the Act, his/her employment will be terminated immediately.

The employee completes section 1 and a representative in the hiring unit completes section 2. Documents which the employee presents to establish identity and employment eligibility must be copied and attached to the completed I-9 form. The employing unit must retain the I-9 form for three years following the date the employee terminates.

Failure to comply with the verification and record keeping provisions of the Act will subject the University to civil and/or criminal penalties.

Source: Human Resources

1.18-6 Employment of Relatives

1. 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.
2. No individual shall be employed in a department or unit which will result in the existence of a subordinate-superior relationship between such individual and any relative of such individual through any line of authority. As used herein, "line of authority" shall mean authority extending vertically through one or more organizational levels of supervision or management. (BR Minutes, 1989-90, p. 250)
3. 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. (BR Minutes, February 14, 1973, p. 312)
4. Sub-section B. will not apply to (1) temporary or part-time employment of children under age 25; (2) any individual employed as of February 14, 1990, at any institution where a relative of such individual then holds a superior position at least one level of supervision removed from such individual in any line of authority; or (3) exceptions approved by the Board of Regents upon recommendation of the Chancellor as being clearly in the best interest of the Institution and the University System. (BR Minutes, 1989-90, p. 250)

Source: Board of Regents Policy Manual § 802.03

1.18-7 Conditions of Appointment

The following actions are required of all employees as conditions of employment:

1. The State Security Questionnaire must be completed for all persons employed for thirty or more days. This form will be prepared and filed appropriately at the institution.
2. The Loyalty Oath must be completed as required by the laws of the State of Georgia. This form must be retained in the permanent files of the institution. (BR Minutes, 1948-49, pp. 191-192)
3. Federal and Georgia withholding tax forms must be completed.
4. When applicable, applications for membership in the Teachers Retirement System must be made.
5. When a person is to be employed for a period of forty-five (45) days or more, the rules and regulations of the State Personnel Board concerning the standards of medical and physical fitness for that job description shall be followed. (BR Minutes, 1984-85, p. 211)

Implementation: The employing organization within the University can obtain appropriate forms from the Personnel Services Division.

Source : Board of Regents Policy Manual § 802.04

1.18-8 Appointment of Non-Tenure Track Personnel

Institutions of the University System are authorized to establish professional positions designated as non-tenure track positions.

Implementation: 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 positions in this category.

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

1. Individuals employed in non-tenure track positions shall not be eligible for consideration for the award of tenure.
2. Probationary credit toward tenure shall not be awarded for service in non-tenure track positions.
3. 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.
4. 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, pp. 255-256)

Effective Date: 1982-83
Source: Board of Regents Policy Manual § 803.10

1.18-9 Cash Awards to Non-Faculty from UGA Foundation or Arch Foundation Funds

Proposals for awards from Foundation funds should include criteria and method of selection, purpose, and other background information. The proposals should be sent to the V.P. for Development and V.P. for Business and Finance for review at least 30 days in advance of anticipated authorization.

Source : Vice Presidents for Development & University Relations and Business & Finance, 7/8/88 (37)

1.18-10 Use of Secretarial Time

1. Secretaries may not earn additional compensation from any source for work they do while on the job during the normal 40-hour work week.
2. Secretarial duties are to be decided upon and assigned at the discretion of the head of the work unit. The typing of unit-related student work may be done during the normal work week, if it is appropriate in the discretion of the respective dean or vice president.

Source: Vice President for Academic Affairs, 8/25/87 (39)

1.18-11 Research Involving Sperm Whale Myoglobin

The importation, sale, delivery, or receipt of sperm whale myoglobin is a criminal offense. The U.S. Department of Justice will prosecute any violations of this law under 16 U.S.C. 1538 (a) (1) (E), 1538 (a) (1) (F), 1538 (c), 1538 (f) (1), 545, which carry penalties of imprisonment from 5 months to 1 year, and fines of $10,000 to $250,000.

Source : Vice President for Legal Affairs, 5/22/88; U.S. Attorney, N.D. Calif. letter, 4/8/88 (90)

1.18-12 Research Utilizing UGA Faculty, Students, or Related Generated Records for Data Collection

In research which will utilize UGA faculty, students, or related generated records, both UGA and non-UGA researchers must obtain approval from the Human Subjects Institutional Review Board and from the department in which data collection will take place. Neither approval is valid without the other.

Source : Coordinator, IRB, and Vice President for Research, 2/23/90 (105)

1.18-13  Responsible Conduct in Research and Scholarship

Policy: http://www.ovpr.uga.edu/rinteg/

Source: Office of the Vice President for Research

1.18-14 Work Loads, Course Loads, and Compensation for Graduate Assistants

1. Responsibility
   1. The dean of the Graduate School has responsibility for the proper implementation of these policies and is delegated the authority to obtain compliance from all units in the University regardless of the source of funding.
   2. To permit the Graduate School to fulfill its responsibilities, units must indicate on personnel reports (monthly and hourly) extra compensation, and check request forms, that the persons receiving payment are graduate students. All requests for payment to graduate students must be submitted to and approved by the dean of the Graduate School , who will then send the approved forms to the appropriate Vice President for further consideration and action. Expeditious processing of these documents is necessary to insure that graduate students will be paid promptly.
2. Course Loads
   1. Graduate assistants who hold assistantships that require from one-third to one-half time service must register for a minimum of twelve semester hours each semester.
   2. Graduate assistants may register for a maximum of eighteen credit hours without approval of the dean of the Graduate School . To register for more than eighteen hours per semester, they must have written recommendation from their major professor, department head or graduate coordinator, and approval of the dean of the Graduate School .
   3. Because of the intensive nature of class work in the summer semester, graduate assistants are required to enroll for nine hours of course work. Summer semester rules for maximum loads apply.
   4. With proper approval, full-time employees of the University of Georgia are permitted to take a maximum of nine hours of graduate course work during a semester.
   5. Audits will not be counted when considering maximum and minimum course load requirements.
3. Fees
   1. Fees for graduate study will be assessed in keeping with the schedule presented in the Bulletin. Fees are subject to change by the Board of Regents at any time.
   2. To be eligible to receive a waiver of non-resident fees, holders of assistantships must (1) perform at least one-third time service (thirteen hours per week) for the University, and (2) be paid at the approved rate for graduate assistants in the particular school or college in which they are employed. Out-of-state tuition waivers will not be granted to hourly employees unless the terms of their employment clearly indicate an intent that they serve as graduate assistants and they meet the basic requirements for graduate assistants noted in this policy.
4. Compensation
   1. Annual rates for graduate assistants which vary from the rate set for budgetary purposes by the University (see section 6 of this document) may be approved by the Graduate School providing:
   2. The rate used is uniform for all graduate students in a school or college. This policy applies to funds from all sources.
   3. Compensation to the student is in excess of the non-resident fee.
   4. Each dean or director requesting waiver of non-resident fees certifies to the dean of the Graduate School that the student will perform at least one-third time service.
   5. Graduate assistantship appointments shall not exceed half (50%) time. In those instances where a student is paid from more than one source, the total amount paid shall not exceed half of the base rate established for graduate assistantships in the yearly budget of the University. (If the base rate adopted by a school/college is different from the base rate established by the annual budgetary process, the total amount earned by a student may not exceed half of the base rate established by the school/college.)
5. Student Financial Aid and Veterans Benefits
   1. Federal regulations require that University standards be applied consistently to all students. To qualify as a full-time student for student financial aid and Veterans benefits during an academic year, students must enroll for a minimum of nine hours per semester. Students must enroll for at last five hours per semester to be considered half-time.
   2. Because of the intensive nature of classwork in the summer semester, students who enroll for nine hours during the summer semester will be considered full-time and students who enroll for three hours will be considered half-time.
6. Time Worked and Course Loads
   1. Pay Rates for the fiscal year are available from the dean of the Graduate School .

Source: Vice President for Academic Affairs, 6/14/82; updated 7/1/90 ; updated 5/30/05

1.18-15 Auditing of Classes by Employees

Employees may attend classes as auditors at no cost, without credit, in connection with job-related duties or skills to improve job performance.

Implementation: It is the responsibility of the employee to secure the approval of his/her supervisor and the instructor of a particular course in order to attend a class as an auditor.

Effective Date: March 7, 1988
Source: Vice President for Business and Finance

1.18-16 Code of Ethics for Government Service

Any person in government service should:

1. Put loyalty to the highest moral principles and to country above loyalty to persons, party, or government department.
2. Uphold the Constitution, laws, and legal regulations of the United States and the State of Georgia and of all governments therein and never be a party to their evasion.
3. Give a full day's labor for a full day's pay and give to the performance of his duties his earnest effort and best thought.
4. Seek to find and employ more efficient and economical ways of getting tasks accomplished.
5. Never discriminate unfairly by the dispensing of special favors or privileges to anyone, whether for remuneration or not, and never accept, for himself or his family, favors or benefits under circumstances which might be construed by reasonable persons as influencing the performance of his governmental duties.
6. Make no private promises of any kind binding upon the duties of office, since a government employee has no private word which can be binding on public duty.
7. Engage in no business with the government, either directly or indirectly, which is inconsistent with the conscientious performance of his governmental duties.
8. Never use any information coming to him confidentially in the performance of governmental duties as a means for making private profit.
9. Expose corruption wherever discovered.
10. Uphold these principles, ever conscious that public office is a public trust.
    (Ga. L. 1968, p. 1369.)

Source: Vice President for Legal Affairs, l/13/88, O.C.G.A. 45-10-1 (93)

1.18-17 Management of AIDS-related Concerns

The following guidelines serve as the framework for implementation of the University's position statement regarding Acquired Immune Deficiency Syndrome as related to employees. These guidelines reflect the recommendations of the American College Health Association and the current status of federal and state laws addressing AIDS. The guidelines are subject to revision as warranted by changes in medical-legal information.

1. Employees with AIDS or AIDS-Related-Complex (ARC) will be treated with respect and dignity, the same as employees with any life-threatening illness.
2. An employee's medical diagnosis, if known, is considered privileged information and will not be released without the employee's permission, except as provided for by law.
3. Employees infected with the AIDS virus will not be excluded from further employment or restricted in their access to University services and facilities unless a medically-based judgement in an individual situation establishes that exclusion or restriction is necessary for the welfare of the individual employee or other members of the University community.
4. Reasonable accommodations, consistent with the needs of the department or unit, will be made for an employee infected with the AIDS virus.
5. Sick leave and annual leave will be granted to all employees with AIDS-related illnesses according to the standard University procedures for granting such leave.
6. As with any illness, the employee may be asked to provide a physician's certification of ability or inability to work, or amount of time needed for recuperation.
7. No employee shall be asked to provide information as to his/her sexual orientation.
8. The University will provide educational information about the transmission and prevention of AIDS to any concerned employee. To ensure accuracy and completeness of information, educational programs and materials on the topic of AIDS which are to be presented to employees on work time must be coordinated by the Training Department of the Personnel Services Division.
9. Employees who may feel threatened by a co-worker's life- threatening illness will be given every consideration for transfer following the normal transfer procedures.
10. Employees are expected to follow safety guidelines established by the Public Health Service for the handling of blood and body fluids in any work setting.

Implementation: See above.

Source : Undocumented, 12/87 (95)

1.18-18 Elective Political Office

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.
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: Board of Regents Policy Manual § 802.1603

1.18-19 Outside Activities

An employee of the University System of Georgia should avoid actual or apparent conflict of interests between his or her college or university obligations and his or her outside activities.

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: (l) 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 : Board of Regents Policy Manual § 802.16

1.18-20 Health and Safety Concerns

http://www.esd.uga.edu/info/pub/reportingpolicy.pdf

1.18-21 Curriculum Development Fund

This fund is intended to support a department or comparable unit in the planning and development of significant curricular change. Ordinarily this would be the kind of change requiring up-front developmental funding at a level which is beyond the means of the unit. The plan could include significant course restructuring, introduction of new pedagogical methodologies, integrating technological developments (hardware and software) into the curriculum. The fund is designed to cover developmental, but not continuing, costs and may be multi-year in nature. The applying unit must therefore absorb any increase in continuing costs arising as a consequence of implementation. There is no set limit on the amount requested, but all proposed budgets will be examined carefully for cost effectiveness.

The criteria under which proposals will be reviewed are guidelines, not rules. They are intended to provide a context within which proposals will be considered.

Proposals should be systemic, or broad, in nature and made by and for the department (or comparable unit) rather than by or for an individual faculty member. One example of the distinction is a proposal involving a cluster of courses constituting a programmatic emphasis as opposed to one designed to upgrade a single course. They should be consistent with departmental, school and college plans.

Preference will be given to proposals which place an emphasis on modern information technology, value to students, methods of continuing quality improvement, and cost-effectiveness.

Though support is designed to cover developmental costs beyond the means of the unit, cost-sharing from the unit and/or the college is expected.

Proposals should reach the OVPAA no later than January 15 and be written with the following sections:

1. Objectives
2. Faculty with principal responsibility
3. Development plan
4. Method of assessment and feedback for continuing improvement
5. How quality and cost effectiveness will be improved
6. Budget (including any matching sources of funds)

Proposals are forwarded to the OVPAA with the explicit endorsement of the School/College dean. The dean's statement should indicate the value of the proposal to the School or College.

Funds can be allocated for staff support, external consultants, operating costs, travel, and necessary equipment. Assignment of faculty time will be a departmental responsibility.

Proposals will be reviewed by a faculty committee appointed by the OVPAA.

1.18-22 Sales of Complimentary Examination Copies of Textbooks

The sale or purchase of complimentary examination textbooks for resale to students constitutes an unethical act injurious to publishers, authors and students. If unwanted, such books should either be donated for general use at the University (through the Library or other means) or returned to the publishers. The University Council urges the administration to discourage book companies and other purchasers from soliciting examination copies by mail or on campus.

Source: Educational Affairs Committee, July 16, 1991

1.18-23 Instructional Responsibilities Policy (for Graduate Assistants)

University and Regents' policies require that all new graduate teaching and laboratory assistants receive support for their instructional roles. Departments are encouraged to develop discipline-specific support for the pedagogical development of graduate assistants in preparation for their instructional responsibilities at UGA and future careers.

For policies regarding screening, training, and instructional support for graduate assistants, please see the following URL: http://www.ctl.uga.edu/teach_asst/pdf/Fall08Policy.pdf.

Source: Center for Teaching and Learning