George Fox University | Offices and Services | Academic Affairs | Academic Procedures Handbook
ACADEMIC PROCEDURES HANDBOOKPrepared by theACADEMIC AFFAIRS OFFICE8/9/2002Part I - Procedures for FacultyBookshelvesTo have bookshelves installed in your office, place a work order with the building monitor for your building. The department secretary can help you with this. In some situations an account number must be provided. Budget ControlPlease see the Purchasing Requisition Policy in Appendix A. CatalogUndergraduate and Graduate catalogs can be found online. Simply click on the 'Academics' link at www.georgefox.edu.p> Chapel and Chapel Credit Chapel is Monday and Wednesday 10:40-11:30 a.m. On Fridays, students meet for worship in a more informal atmosphere, also 10:40-11:30 a.m. Faculty members are encouraged to attend. Please note that chapel credit cannot be given for any activity unless approved by the Office of Campus Ministries. If you have a class-related function you feel qualifies for Spiritual Formation (chapel) credit, please contact the Office of Campus Ministries Office, ext. 2320. Communication (Campus Mail and Email)Campus communications and mail will come through the departmental office. Set up an e-mail account by contacting Institutional Technology as soon as possible. The Office of Academic Affairs communicates regularly via this medium. Please regularly read the Faculty Discussion folder and the Employee News and Info folder, as well as respond to e-mail from students, administrators, and other faculty. Be aware that e-mails saved in folders on our internal email system may not automatically be saved. You may want to download important messages. E-mail and computer activity may be monitored. ComputersFaculty contracted at 1.0 FTE are eligible for a computer. Department chairs request computers from the Faculty Computer Committee. Coaching, School of Professional Studies, and Library Conditions & Benefits of Faculty ServicePlease see coaching conditions and benefits of faculty service in Appendix J; conditions and benefits of faculty service for the school of professional studies in Appendix K; and library conditions and benefits of faculty serice in Appendix L. Course SchedulesAccess the Course Schedule on the university's website. The Registrar's website also includes the schedule for finals week. Doctoral Studies SupportFaculty members are expected to have an earned doctorate in their field or the appropriate terminal degree. Faculty members hired without terminal degrees are expected to pursue the appropriate degree. Limited funds are available from the university to support doctoral work. To be eligible to receive support, faculty members must be enrolled in a degree program, be active in their program, and be in good standing. In addition, the degree program must be within the faculty member's area of teaching responsibility and approved by the provost. Pursuit of a terminal degree must be integrated into a faculty member's growth plan. Total support for pursuit of terminal degrees is limited to a maximum of $5,000. The amount available in a given year will vary depending on the availability of funds and the number of faculty requesting support. The university cannot guarantee that support will be available. Faculty Growth PlanPlease see the Instructions for the Faculty Growth Plan in Appendix B. Faculty Hiring PolicyPlease see the Academic Affairs Office (AAO) Faculty Hiring Policy in Appendix H. Faculty Handbook To obtain a copy of the Faculty Handbook, please contact the Office of Academic Affairs at ext. 2140. Field TripsWhen you plan a field trip or other activities for students that will cause students to miss other class time, please e-mail the Office of Academic Affairs with the date, departure and return times, purpose of the outing, and a list of student names. We will forward the information to the appropriate dean for their review and approval, and then on to the faculty for information. Students are allowed to miss class, but are required to personally talk to their other instructors and are accountable for all course work assigned. Grade BooksGrade books may be obtained from the Academic Affairs Office, or accessed electronically by contacting Institutional Technology for assistance. All Faculty (undergraduate and graduate) are required to keep grade books on file in their campus office for 4 years. Adjunct grade book records, for each semester, are to be housed in their respective departments. Faculty who leave George Fox University are required to provide their grade book records to the Academic Affairs Office. Records should be submitted in the following formats: computer disk, printout, or grade book sheets. The grading scale, as stated in the syllabus, and additional information as to how a grade is determined should accompany the grade records. Martin Luther King, Jr. HolidayGeorge Fox University dismisses all classes on Martin Luther King Jr. day in honor of this great American leader. Professors or school deans will arrange to make up the time lost for evening classes. Parking InformationFaculty are provided with a rear-view mirror hanging permit and are then allowed to park in specified areas on campus. You may work with the department secretary, or directly with the Security Office, to secure a parking permit request. Portfolio InstructionsPlease see the Portfolio Instructions in Appendix C and refer to the Faculty Handbook, section VII. C. Professional MembershipsIn order to ensure that faculty development funds for professional memberships are disbursed fairly, the Office of Academic Affairs has set up the following procedure for approval of membership funds:
Professional Travel Funds The faculty development budget is intended to aid professors in meeting their professional goals in the areas of teaching, scholarship, and service. Presently the university has budgeted approximately $65,000 for faculty professional travel. In order to ensure that the funds are disbursed fairly the Office of Academic Affairs has set up the following procedure for approval of travel funds:
The form to request funds for professional travel is on the Faculty Resources Web page. Simply download the form, complete it, and submit to the Office of Academic Affairs. Your Faculty Growth Plan must be on file before funds will be allotted to you. RemunerationPay day is the last working day of each month. Direct deposit with a bank may be arranged through the payroll office. SabbaticalThe Academic Affairs Office accepts applications for next year sabbaticals in August. Interested faculty should submit a proposal, using the format outlined in Appendix K and a current Faculty Growth Plan to their school dean, with a copy to their department chair, by October 1. Normally, any faculty member who has served six years and has attained the rank of Assistant Professor is eligible for consideration. (For further reference, please review the University Sabbatical Policy section from the Faculty Handbook). Salary DeterminationAt the time of initial appointment, salaries are determined by the provost, in consultation with the academic deans. There is a salary schedule that takes into account the degree held, years of relevant service, and rank. Faculty members are eligible for an increase in salary in the next contract year after completion of one's degree or promotion. A faculty member will receive a financial bonus if the doctorate is completed during the academic year. If the doctorate is completed by December 31, a $2,000 bonus is given. If it is completed after December 31 and prior to the starting date of the next contract, a $1,000 bonus is given. The contract issued for the following academic year will reflect an appropriate salary increase, based on the salary scale. Salaries for those who are not full time are negotiated among the faculty member, the academic dean, and the provost, with the advice of the department chair. Responsibilities for advising and committee work will impact the salary. Although 12 hours of teaching during an academic year would be half of a full teaching load, the salary will not be half a full-time salary unless the faculty member assumes half the normal advising and committee work. In some cases, part-time faculty may be given the designation "faculty associate" to distinguish their duties from other part-time faculty. Faculty salaries are normally for the nine-month period of the regular academic year, even though payments are divided equally throughout the 12-month period of the contract. In some cases, additional administrative and teaching duties are given to a faculty member, requiring a ten-month or eleven-month contract. The extent of these duties is negotiated among the department chair, the faculty member, the academic year and the Provost. Contracts for overload pay are requested by the department chair and sent to th edean of the school when a faculty member agrees to teach more load hours than is agreed in the annual contract. (Please use online form) Salaries for adjunct faculty are based on a per-credit-hour rate and assume that the faculty member has no duties other than teaching the course and interacting with students inside and outside the classroom. Adjunct salaries are reviewed periodically by the provost to determine if they are comparable to other institutions in the area. Adjunct faculty are not eligible for benefits and have only limited access to facilities such as office space. Study DayUniversity events and final exams are not scheduled on undergraduate Study Day, the Monday of finals week. Syllabus PreparationPrepare a syllabus for each course and distribute it in the first class period. (See Course Syllabus Guidelines in Appendix E.) The secretary in your area will send a copy of the syllabus to the department chair, the Office of Academic Affairs, and the library. Textbook OrderingPlease be in touch with the University Store textbook ordering manager, 554-2541, for the Newberg campus, and 554-6125 for the Portland Center, to ensure your textbooks are ordered in a timely manner. Textbook ordering is done on our University Store Web page. University ActivitiesPlease feel welcome to attend any of the events scheduled on campus: concerts, plays, recitals, art shows, ethnic/international programs, athletics, faculty research forums, etc. You are invited to Faculty Lunch Tuesdays at noon in the Cap and Gown Room (expense to you is $3.00). There is also a group who regularly plays basketball during the noon hour on Mondays, Wednesdays, Thursdays, and Fridays in the gym. The fitness center, located in Wheeler Sports Center is also open to employees during the set posted hour (ID cards are required). Adjunct faculty are welcome but not required to attend faculty meetings, and will not have committee obligations. PART II - PROCEDURES FOR ACADEMIC SUPPORT SERVICESBruindata InstructionsPlease see Appendix Mfor Bruin Data/Bruin Mail login instructions. Duplicating ServicesThe Print Room provides duplicating services for all sizes up through 11"x17" paper in varying shades and qualities. Special requests are available but time will be a consideration. Their goal is to be able to return your projects to you within 24 hours; however, during peak times (beginning, mid, and end of semester) this is not always possible and negotiations may occur as to when you need your completed project. First priority is given to materials required for classes. Copy machines are located throughout the campus, ID codes are available from the department secretary. The rule of thumb is for one to ten copies, use the machine closest to your office. For ten to 50 copies use the two walk-up machines in the print room. For anything over 50 copies please turn in to the printer. All items requiring copyright permission will be put on hold until that permission is returned from the publisher. Permission will be solicited by the print room; due to all of the other schools (worldwide) requesting permission, this process can and often does take six to eight weeks. Very early requests will be a benefit to all. Some of the other services available are color photocopies, drilling, jogging, folding, cutting, laminating, and shrink-wrapping. All items in the print room are for sale (i.e., all papers, confetti) including check requests, expense reports, and deposit slips. Free for the taking are four different sizes of notepads made out of recycled print room paper. For a tour of the print room and its capacities please call x2550 or visit the print room in the North Street Annex. The print room is opened at 7:30 a.m., with personnel available after 9 a.m., and closes at 6 p.m. Institutional TechnologyPlease see the Institutional Technology Web page. Instructional Media ServicesInstructional Media Services on the Newberg campus is located on the third floor of the Stevens Center. All classrooms are equipped with overhead projectors. Many have permanently installed video playback units. Instructional Media Services (IMS)is the place to check out audiovisual equipment for classroom or other academic use. Give at least 24 hours notice, please. The IMS staff will arrange for all your classroom equipment needs. Contact IMS at the beginning of the semester for most efficient service. Call extension 4357 (which is also the Help Desk ext.), visit Instructional Media Services in the Stevens Center, or use the online form available on the IT, IMS Web page. Arrangements may be made at the IT service desk for the following production items: Overhead projection transparencies (Write-ons), slides, videotape duplication (in keeping with copyright guidelines), audiocassette duplication (in keeping with copyright guidelines), audio and videocassette repair (on a very limited basis.) The AV media listening/viewing lab facilitates student/faculty/individual listening/viewing of all types of media. The AV media listening/viewing lab is located in the basement of the MLRC. If further consultation is needed, please contact the Instructional Media Services media specialist or the director of academic technology. For the Portland Center campus, please contact the facilities manager to arrange for audiovisual equipment or to order audiovisual materials you need for your course. Secretarial ServicesThe university aims to provide secretarial service for the faculty for work directly related to the work of the university, but not for personal use. Department chairs share equally with other full-time faculty in the department in a secretary's time, except as extra duties or teaching hours are assigned. Your department secretary is available to type syllabi, examinations, and other course materials, and to make copies. Because of the press of work at the beginning of the semester, please make such requests four to five days in advance. Otherwise, requesting work at least one day before you need may be sufficient. These suggestions on how to make efficient use of a secretary come from a faculty member: Keep the secretary informed of your schedule; when you will be in, out, available, and unavailable. Keep the secretary informed of what is going on in the office; e.g., what projects you are working on and what might be coming up. Create an atmosphere of open communication with the secretary. Make him or her feel comfortable in asking questions and seeking help. Make the secretary feel involved in your work. Delegate important jobs that are within the secretary's capabilities. Give ample notice when assigning work. There are few real emergencies. Planning ahead can prevent most rush jobs. Make your instructions clear. Write them out and be sure the secretary understands them. Ensure that the secretary knows the limits of authority on making decisions; e.g., does the secretary control your appointment calendar or do you? Make sure the secretary knows your personal preference in letter style, record keeping, filing, etc. Ensure that the secretary has on hand a long-range project to help fill in the gaps when business is a bit slow. Establish a good, simple filing system understandable to you and to the secretary. Ensure that all office machines are kept in good working order. Remember that a good secretary is a valuable team member and should be treated accordingly! Student Assistants/Teaching AssistantsDepartments receive a budgetary allotment for student employees. Some professors have the option of employing student employees as assistants for various aspects of teaching. The program is arranged through Student Financial Services and the human resources office. Payment is made monthly based on hours of service performed. Time sheets are required monthly to verify the hours worked. Assistants help by typing, making copies, running errands, and a variety of other tasks. However, there are some tasks that are not appropriate for student teaching assistants to do for the professor. Among the inappropriate tasks are grading written assignments and deciding how to test students. Please see the detailed outline in Appendix F. PART III - STUDENT-RELATED PROCEDURESAcademic AppealsPlease see the Procedures for Appealing an Academic Disciplinary Action and Procedures for Appealing a Course Grade in Appendices G and H. Academic Petitions ProcedureStudents have the right to petition any academic policy written in the catalog. Students' academic petitions will be given individual consideration, and students will be notified of the decision. Final decisions on academic petitions are made by the registrar. Students may appeal the decision to the provost. The procedure is as follows:
The Academic Resource Center is a resource for students at George Fox University. Services include The ARC Writing Center, Tutoring Services, and Learning Enhancement. The center is housed in the Collins Resource Center on the 3rd floor of the Stevens Center. Information about the center can be found at www.georgefox.edu/arc. Audit Procedure for Psy.D. StudentsGraduate students enrolled in the Doctor of Psychology Program may audit courses in the program upon meeting the following criteria:
Students not enrolled in the Doctor of Psychology Program may audit courses upon meeting the following criteria.
The registrar's office calculates a graduating senior's grade point average by rounding off the third number back to the second decimal. Whatever this number becomes (when rounded off) will be the student's grade point average.
Further information regarding graduation honors is in the respective university catalogs. Integrity IssuesPlease see Guidelines for Faculty Response to Academic Integrity Issues in Appendix I. Parents Bringing Infants to ClassA parent wanting to bring an infant into the classroom should seek permission from each of his or her professors. It is the professor's decision as to whether the infant can be brought into class. The parent should take the child out if it is crying or otherwise disturbing the other students. Student Recruitment
Students may be waitlisted for a course that has reached maximum enrollment. During freshman pre-registration, students may not be waitlisted for general education courses for which other sections exist with space available. Waitlisted hours do not count toward the minimum of 12 credit hours required for full-time enrollment
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