Policies and Procedures

The information offered here is for general informational purposes only. For details on the policies and how they affect your particular situation, please see the published policies in the sources listed, or contact the relevant administrative or Human Resources personnel.    

Margaret Meserve, Associate Dean for Faculty Affairs in the College of Arts and Letters, is the contact person in the Dean’s Office for concerns and questions regarding the policies and procedures explained on this page.

Salary Equity Personal Leave Family-Friendly Benefits
Maternity Release Stopping the Clock Safeguarding Workplace
Medical Leave Spousal Employment Appeals Procedures
Family Leave Part-Time Appointments  

 

 

 

Salary Equity

Salaries of all faculty (in addition to other forms of compensation, such as start-up packages, merit raises, allocation of office and lab space, access to teaching assistants, and discretionary funds) are reviewed annually across the university. In the College of Arts and Letters, department chairpersons make salary recommendations to the Dean’s Office, basing them on each faculty member’s annual performance review. The chairperson must justify his/her salary recommendations in accordance with a rational, quantitative system for analyzing performance in research, teaching, and service. In addition, chairpersons are asked to assess overall contributions against current salary in order to smooth out any inequities that have occurred over time; the Dean’s Office also conducts an equity assessment. Faculty members meeting the high expectations appropriate to Notre Dame as an international teaching and research institution automatically receive the standard salary increase each year; additional funding is reserved at the decanal level for three purposes: first, for promotions; second, for persons who have performed in truly distinctive ways during the past year (adjustments for extraordinary performance); and third, for persons whose salaries over time have not kept pace with their performance (equity/excellence adjustments). The Provost’s Office also conducts an annual quantitative analysis of the salaries of the teaching and research faculty with identifying name information removed and reviews the results of this analysis to determine whether there is a pattern of inequity based on gender or minority status. Any salary that seems anomalously low triggers a request for a written explanation from the relevant dean; if appropriate, a plan for salary adjustment is then developed.

If faculty members are unhappy with the raise that they receive, they may appeal to the department chairperson in writing. If the chairperson finds the complaint well-grounded, the request is forwarded to the Associate Dean for Faculty Affairs and shared with the Dean. In general, the Dean’s Office seeks to identify salaries that are unusually low in the light of faculty performance and to make adjustments in advance of any salary appeals or attempts to seek outside offers for the purpose of salary adjustment. When external offers are received, the chairperson consults with the Dean. Counter-offers are made in selected cases.

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Maternity-Related Teaching Release (for regular faculty)

The University maintains a generous maternity-related teaching release policy which stipulates that a regular faculty member whose due date for the birth of a child falls any time during the semester is relieved from all teaching responsibilities during that semester; the usual procedure is for the faculty member to inform her department chair of her expected due date as early as practicable; the chair will then notify the Associate Dean for Faculty Affairs. (When the due date falls outside of a semester, however, the faculty member must contact the Dean's Office regarding relief from teaching responsbilities.) All regular faculty members are eligible for a maternity-related teaching release. Faculty members relieved of teaching responsibilities under this policy may be assigned other service and administrative duties during the teaching release semester (not including the period of medical leave provided for under FMLA, usually six weeks following delivery; see below). Faculty members granted maternity-related teaching release receive full salary and benefits during the release semester. More details on this policy can be found in the section entitled “Faculty Family and Medical Leave” in the University Policies section of the Faculty Handbook.

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Medical Leave (for regular faculty)

Any regular faculty member is eligible to apply for a leave due to the faculty member’s own serious health condition under the Family and Medical Leave Act and the University Medical Leave Policy. Under FMLA, employees are entitled to a maximum of twelve weeks of family leave (see below) and/or medical leave in any twelve-month period (additional leave is at the university’s discretion). The twelve-month period is a “rolling” period measured backward from the date a leave is used. Medical leave may be taken intermittently or on a reduced-time basis if certified by a health care provider as medically necessary. During a period of medical leave, no university duties are required of the faculty member. Medical leaves related to pregnancy and childbirth are for at least six weeks (normally, the medical leave period begins on the date of delivery); during this period, as during any family or medical leave, no university duties are required (see also the Faculty Maternity-Related Teaching Release policy, above). Under the University's Medical Leave Policy, a faculty member granted medical leave will receive up to six months’ full salary and benefits; medical reports are to be submitted to the Office of the Provost at two month intervals. Any additional salary payment made to a faculty member is at the university’s discretion. Benefits may be continued beyond six months but at full cost to the faculty member. Medical leave request forms are available from the Office of Human Resources and should be returned there, when possible, at least 30 days in advance of the requested leave, or as soon as practicable. Medical certification is required. More details on this policy can be found in the section entitled “Faculty Family and Medical Leave” in the University Policies section of the Faculty Handbook, and on the Human Resources Family and Medical Leave Policy webpage.

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Family Leave (for regular faculty)

Any regular faculty member (man or woman) who has been employed at Notre Dame for at least twelve months is eligible to apply for a leave to care for a newborn child, a newly adopted or fostered child, or a spouse, child, or parent with a serious health condition, under the Family and Medical Leave Act. A maximum of twelve weeks of family leave and/or medical leave (see above) may be granted in any twelve-month period (additional time off is at the university’s discretion). The twelve-month period is a “rolling” twelve-month period measured backward from the date a leave is used. Leaves to care for a newborn child or for a newly adopted or fostered child must be completed within twelve months of the birth, adoption, or placement of the child and cannot be taken intermittently or on a reduced-time basis except by agreement of both the department and the individual faculty member. Leaves to care for a spouse, child, or parent with a serious health condition may be taken intermittently or on a reduced-time basis if certified by a health care provider as medically necessary. During a family leave, no university duties are required of the faculty member. Family leaves for faculty are unpaid leaves (however, see also the Maternity-Related Teaching Release policy, above, which relieves women faculty members of all teaching duties, though not service duties, in the semester in which they give birth). Family leave request forms are available from the Office of Human Resources and should be returned there, when possible, at least 30 days in advance of the requested leave, or as soon as practicable. Medical certification is required. More details on this policy can be found in the section entitled “Faculty Family and Medical Leave” in the University Policies section of the Faculty Handbook, and on the Human Resources Family and Medical Leave Policy webpage.

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Personal Leave of Absence (for regular faculty)

The University recognizes that personal circumstances may necessitate that an employee focus his or her attention outside the workplace for short periods of time. For this reason, departments may consider requests from faculty to take an unpaid personal leave of absence. Regular full-time or part-time employees who have completed three years of continuous employment are eligible. Maximum duration of a personal leave is twelve months; departmental approval of a personal leave is based upon operational issues, availability of replacements, the nature of the request, and the requesting faculty member’s job performance. A personal leave may not be taken to supplement a leave granted under the university’s Family and Medical Leave Policy. More details on this policy can be found on the Human Resources Personal Leaves of Absence webpage.

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Stopping the Clock (for junior T&R faculty)

The probationary period of an untenured member (man or woman) of the teaching and research faculty may be extended by one year in connection with the arrival of the faculty member’s newborn or adopted child if: (1) the faculty member, preferably before the child’s arrival but no later than six months afterward, elects such an extension by notifying the departmental chairperson, in writing, that the faculty member intends to act as the child’s primary caregiver during the year following the child’s arrival; and (2) the faculty member acts as the primary caregiver during the year following the child’s arrival. Faculty members who become eligible to take a primary caregiver extension during their first three-year appointment may elect to apply the extension either to the first three-year appointment or, if reappointed, defer it to the second three-year appointment period. The probationary periods specified in the Academic Articles (article III, section 5) will in no event be increased by more than a total of two years under this policy. More details on the policy can be found in the section entitled “Extension of Appointment for Primary Caregiver” in the University Policies section of the Faculty Handbook.

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Spousal Employment Assistance (for new and continuing full-time faculty and staff)

The university does not currently have a formal Spousal Employment Policy, but it is sincerely committed to helping faculty spouses find employment in the area or at the University of Notre Dame. To this end, the university offers a Dual Career Assistance Program jointly administered through the Office of the Provost and Human Resources. The Office of the Provost, Deans, Department Chairs, Vice Presidents or department heads must make the referral for services. More details on this program can be found on the Resources page on this website and on the Office of Human Resources Dual Career Assistance Program webpage.

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Part-Time Appointments (for regular faculty)

Part-time appointments to the regular faculty are permitted, for appropriate reasons, provided that the service to the university is at least half-time and less than three-quarters-time and that the individual is not employed outside the university. The standards for appointment and reappointment to the regular faculty, and the duration of contractual periods, shall be the same as for full-time faculty. Tenure shall be granted to members of the regular part-time teaching and research faculty on the same basis as for full-time faculty, with the prorated portion of each year of part-time service counted toward the maximal probationary period for tenure. Requests by members of the regular faculty for transfers between full-time and part-time service shall be made through the appointments and promotions channels (i.e., departmental CAPs). In general, the responsibilities and privileges of a part-time regular faculty member are the same in nature as, but on a proportionate scale to, those of a member with a full-time appointment. The salary of a member of the regular faculty on a part-time appointment shall be the proportionate share of the salary were the appointment to be full-time. More details on the policy for part-time appointments and benefits implications can be found in the section entitled “Part-Time Appointments to the Regular Faculty” in the University Policies section of the Faculty Handbook.

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Family-Friendly Benefits (for faculty, staff, and administrators)

Notre Dame offers a wide variety of family-friendly benefits; these are detailed on the Benefits section of the Human Resources website, including an adoption benefit (expenses up to $3,000 per adoption, maximum two adoptions per year); an educational benefit for children (full tuition reimbursement for eight semesters of undergraduate education at Notre Dame, or up to 50 per cent of Notre Dame’s tuition at another undergraduate institution), and other educational benefits.

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Policies Safeguarding the Workplace

Notre Dame maintains several policies aimed at guaranteeing a safe and inclusive workplace; these include the Discriminatory Harrassment Policy, the Sexual Harrassment Policy, the Gender-Inclusive Language Policy, and the Spirit of Inclusion Policy. The first prohibits discriminatory harrassment against individuals due to their race, gender, religion, age, veteran status, sexual orientation, national origin, or disability; the second strives to maintain a community where every individual can live, work and learn free from sexual harassment; the third stipulates that the University of Notre Dame shall use respectful and gender-inclusive language in its official proclamations and documents and calls upon members of the university community to adopt such usage in the conduct of their work and their social life both within and outside the Notre Dame community; and the fourth is a policy statement in regard to homosexuality adopted by the officers of the university in 1997 in response to a request by the Ad Hoc Committee on Gay and Lesbian Student Needs to modify the University’s Non-Discrimination Clause to include sexual orientation (a request that was denied). All these policies (along with related additional information, such as sexual harrassment reporting procedures and faculty training videos) may be linked to through Equal Opportunities and Affirmative Action link in the University Policies section of the Faculty Handbook; these materials are housed on the website of the Office of Institutional Equity. The university ombudsperson for discriminatory harrassment is Dwight King; the ombudspersons for sexual harrassment are Charmelle Green and Anita Kelly; and the university’s victim’s resource person for sexual assault is Ava Preacher. Click here for a very useful document full of practical suggestions on how to achieve gender-inclusive language, produced by the National Council of Teachers of English.

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Appeals on Negative Contractual and Promotional Decisions

The University of Notre Dame’s Academic Articles specify that appeals to negative decisions regarding reappointment, tenure, or promotion may be made on one (or more) of five grounds only: infringement of academic freedom, discrimination, personal bias, procedural error, or sex discrimination. The procedure for grounding an appeal on one (or more) of the first four allegations is outlined in Article III (“The Faculty”), section 6. The appeals process is somewhat different if the faculty member alleges sex discrimination; the procedure in such a case is outlined in Appendix A of the Academic Articles. The negative decision will be conveyed to a candidate in either January or May, and the appeal must be filed within 60 days. If the University chooses to terminate the services of an assistant professor at the end of a contract period, the University will give twelve months’ notice of such termination (see Article III, section 3(a)). The Academic Articles can be found online in the Faculty Handbook; a summary of recently enacted changes to the appeals process may be found here.

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