To have bookshelves installed in your office, place a work order with the building monitor for your building. The department administrative assistant can help you with this. In some situations a cost center number must be provided.

Budget Control

Please see the Purchasing Requisition Policy in Appendix A.

Catalog

Undergraduate and Graduate catalogs can be found online.

Chapel and Chapel Credit

Chapel is Monday and Wednesday from 10:40-11:30 a.m. On most Fridays, students meet for worship in a more informal atmosphere, also from 10:40-11:30. Faculty are encouraged to attend.

Communication (Campus Mail and Email)

Campus communications and mail will come through the departmental office.

An email account is automatically set up through Institutional Technology (see Appendix M). The Academic Affairs Office and the University routinely communicate official information via this medium. Be aware that emails saved in folders on our internal email system may not automatically be saved. You may want to download important messages. Email and computer activity may be monitored.

Computers

Faculty contracted at 1.0 FTE are eligible for a computer. Department chairs request computers from Institutional Technology.

Coaching, School of Professional Studies, and Library Conditions & Benefits of Faculty Service

Please 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 service in Appendix L.

Course Schedules

Access the Course Schedule on the university website. The Registrar’s website also includes the schedule for finals week.

Doctoral Studies Support

Faculty 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. A doctoral studies request form can be found on the Resources for Current Faculty website. The deadline to request support is in early September.

Faculty Growth Plan

Please see the Instructions for the Faculty Growth Plan in Appendix B.

Faculty Handbook

To obtain a copy of the Faculty Handbook, please contact the Academic Affairs Office at ext. 2140 or access it online.

Faculty Hiring Policy

Please see the Academic Affairs Office (AAO) Faculty Hiring Policy in Appendix H.

Field Trips

When you plan a field trip or other activities for students that will cause students to miss other class time, please email Karlyn Fleming in the Academic Affairs Office with the date, departure and return times, purpose of the outing, and a list of student names. She will forward the information to the appropriate school 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 Books

Grade 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. Holiday

George 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 Information

Faculty 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 administrative assistant, or directly with the Security Office, to secure a parking permit request.

Portfolio Preparation

Please see the Portfolio Instructions in Appendix B and refer to the Faculty Handbook.

Professional Membership Funds

In order to insure that faculty development funds for professional memberships are disbursed fairly the Academic Affairs Office has set up the following procedure for approval of membership funds:

All faculty requesting membership funds must have a complete and up-to-date growth plan on file. Faculty Growth Plans should be updated annually and submitted to the school dean and the appropriate department chair. In the Faculty Growth Plans, faculty should specify memberships they plan to keep current.
The school dean forwards the FGP and his or her evaluation of it to the Academic Affairs Office, where it will be used as a basis for granting funds. Often, the requests in the Faculty Growth Plans exceed the allotted budget.
By September 15 of each year each faculty member should evaluate his or her membership opportunities and submit to the AAO an email or paper request for all potential memberships. This request is in addition to the FGP.
The Provost and the Academic Affairs Office will review membership requests and prioritize the requests under these general guidelines:
- Memberships should be directly related to the faculty member's area of expertise.
- Memberships should be connected to the goals specified in the Faculty Growth Plan.
Upon approval of the memberships requested the faculty member will be notified by the AAO.

Professional Travel Funds

The faculty development budget is intended to aid professors in meeting their professional goals in the areas of teaching, scholarship, service and the integration of faith and learning. Presently the university has budgeted approximately $65,000 for faculty professional travel. In order to insure that the funds are disbursed fairly the Academic Affairs Office has set up the following procedure for approval of travel funds:

All faculty considering conference travel must have a complete and up-to-date growth plan on file. Faculty Growth Plans should be updated annually. In the Faculty Growth Plans faculty should specify conferences or papers they plan to give with appropriate funding levels identified.
Each May the school deans examine the active Faculty Growth Plans and provide the Provost with an assessment of all planned faculty professional travel for the coming academic year. Often, the requests in the Faculty Growth Plans exceed the allotted budget.
By September 1 of each year the faculty member should evaluate his or her plans for travel and submit the appropriate travel request form to the Academic Affairs Office. A Proposal for Faculty Travel Funds form is located on the ‘Resources for Faculty’ web page. (Individuals who propose travel prior to the beginning of the academic year will be assessed on an adhoc basis by the Provost). (Please note, the form must be completed to be considered for reimbursement).
The Provost reviews each travel form and prioritizes the requests under these general guidelines:
- Planned travel should clearly advance one's scholarly or teaching agenda as specified in Faculty Growth Plan.
- Individuals who are giving papers or presenting to colleagues will be given priority over requests to attend conferences.
Faculty who have applied will be notified by September 15th of their funding allotment. Faculty should consult the following travel guidelines as they book travel arrangements.

Travel Guidelines:

Please use an internet travel service in estimating airline ticket costs.
Please note that conference hotel costs can often be excessive. If you are traveling with another person from the university of the same gender we will require you to share rooms at the main conference hotel. It is often well worth the effort to look on the internet and find a hotel near the conference site that may be substantially cheaper. This saves significantly on the cost to the institution and helps provide conference funds for other faculty members.
Your meal reimbursement will be limited to $35.00 per day while you are on university business.
Car rentals will only be reimbursed if you fly into a major airport so cheaply that the airfare plus car rental represents a savings over flying into a more local airport.

The form to request funds for professional travel is on the Resources for Faculty web page. Simply download the form, complete it, and submit to Karlyn Fleming. Patrick Allen will respond to your request. Your Faculty Growth Plan must be on file before funds will be allotted to you.

Remuneration

Pay day is the last working day of each month. Direct deposit with a bank is arranged through the Human Resources Office.

Sabbatical

The Academic Affairs Office accepts applications for next year sabbaticals in August. Interested faculty should submit a proposal, using the format outlined in Appendix I 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 Determination

At the time of initial appointment, salaries are determined by the Provost, in consultation with the school 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 school dean, and the Provost, with the advice of the department chair. Responsibilities for advising and committee work will impact the salary. Although twelve 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.

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 school dean and the Provost.

Contracts for overload pay are requested by the department chair and sent to the school dean when a faculty member agrees to teach more load hours than is agreed in their annual contract.

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 Day

University events and final exams are not scheduled on undergraduate Study Day, the Monday of finals week.

Syllabus Preparation

Prepare a syllabus for each course and distribute it in the first class period. (See Course Syllabus Guidelines in Appendix C.) The administrative assistant in your area will send a copy of the syllabus to the department chair, the Academic Affairs Office, and the library.

Textbook Ordering

Please be in touch with the University Store textbook ordering manager, (x2541 for the Newberg campus and x6125 for the Portland Center) to insure your textbooks are ordered in a timely manner. Textbook ordering is done on our University Store web page.

University Activities

Please 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 hours (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 Services

Bruin Data/Bruin Mail Login

Please see Appendix M for Bruin Data/Bruin Mail login instructions.

Duplicating Services

Print Services 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, middle, 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 administrative assistant. 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 Print Services. For more than 50 copies, please turn your project in to the Print Services staff.

All items requiring copyright permission will be put on hold until that permission is returned from the publisher. Permission will be solicited by Print Services; 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 Print Services, please call x2550 or visit them in the North Street Annex. Print Services is open 7:30 a.m. to 6:00 p.m.

Institutional Technology

Please see the IT web page.

Instructional Media Services

Instructional 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 is the place to check out audiovisual equipment for classroom or other academic use. Please give at least 24 hours notice. The IMS staff will arrange for all your classroom equipment needs. Contact IMS at the beginning of the semester for the most efficient service. Call x2569 (which is also the Service Desk), 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.

For the Portland Center campus, please contact the Facilities Manager to arrange for audio-visual equipment or to order audio-visual materials you need for your course.

Administrative Assistant Services

The university aims to provide administrative assistant 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 an administrative assistant’s time, except as extra duties or teaching hours are assigned. Your department administrative assistant 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 4 to 5 days in advance. Otherwise, requesting work at least one day in advance may be sufficient.

These suggestions on how to make efficient use of an administrative assistant come from a faculty member:

Keep the administrative assistant informed of your schedule: when you will be in, out, available and unavailable.
Keep the administrative assistant 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 administrative assistant. Make him or her feel comfortable in asking questions and seeking help.
Make the administrative assistant feel involved in your work. Delegate important jobs that are within the administrative assistant’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 administrative assistant understands them.
Ensure that the administrative assistant knows the limits of authority on making decisions; e.g., does the administrative assistant control your appointment calendar or do you?
Make sure the administrative assistant knows your personal preference in letter style, record keeping, filing, etc.
Ensure that the administrative assistant 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 administrative assistant.
Ensure that all office machines are kept in good working order.
Remember that a good administrative assistant is a valuable team member and should be treated accordingly!

Student Assistants/Teaching Assistants

Departments receive a budgetary allotment for student employee assistants. Some professors have the option of employing student employees as assistants for various aspects of teaching.

The program is arranged through the Student Financial Services Office 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 D.

Part III: Student-Related Procedures

Academic Appeals

Please see the Procedures for Appealing an Academic Disciplinary Action and Procedures for Appealing a Course Grade in Appendices Appendix E and Appendix F.

Academic Petitions Procedure

Students 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 student begins the petition process by accessing the petition form at the Registrar's page of the university's website.
The student must complete the form including a summary of the academic policy being petitioned and the rationale for requesting an exception to the policy.
The Registrar's Office staff determines which faculty members and administrators must approve the petition and forwards it to them electronically.
The Registrar reviews the students’ and faculty members' comments, and makes a decision to approve or deny the petition. This decision and pertinent remarks are noted on the petition form.
The Registrar routes the petition to the Assistant Registrar or other designated person to assure that:
- The student is notified of the decision.
- Appropriate follow-up action is done to implement provisions of the petition, if approved.
- A copy of the petition is placed permanently in the student's academic record.

Academic Resource Center (ARC)

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 Special Resources Room in the Murdock Learning Resource Center (library). Rick Muthiah is the Director of the Center and Polly Peterson is the Director of the Writing Center. Additional information about the center can be found at online.

Audit Procedure for Psy. D. Students

Graduate students enrolled in the Doctor of Psychology program may audit courses in the program upon meeting the following criteria:

obtain permission from the program director
be in good academic standing ("B" average or better)
there must be space available
cost is 20% of the current per hour rate

Students not enrolled in the Doctor of Psychology program may audit courses upon meeting the following criteria:

obtain permission from the program director
B.A. or B.S. required
there must be space available; priority is given to students enrolled in the program who may be auditing the course
cost is 50% of the current per hour rate

Commencement Participation - Students

Undergraduate Graduates
Undergraduate seniors who are within 4 hours of completing the required hours for their degree, and have a plan in place for completion, i.e. registered for May Term, may participate in the spring commencement. Undergrads must complete the contracted 4 hours in the following May term. Students participating in the December commencement must complete all their work prior to commencement.
Graduate School Graduates
Graduate students who have not completed their degree program may not participate in commencement exercises, although there is an exception. Programs with internships do allow students to participate if internship will be completed by the end of August of the same year of the commencement. Note: Counseling will not approve a summer internship for any student out more than 30 client contact hours.

Extended Illness Excuse Procedures - Students

Regular class attendance is essential for academic success. Specific consequences of class absences are included in the syllabus for each course. Students are never “excused” from their course work because of absences, but when students follow the procedures below, they are permitted to make up the work they missed:

Prolonged illnesses (more than three days of absences) – students are to visit Health and Counseling Services and obtain verification of the illness to show to their instructors.
Family emergencies – students are to visit the registrar to obtain documentation of the emergency to show to their instructors.
Participation in cocurricular university activities – permission must be granted by the Office of Academic Affairs.
Other absences – arrangements are made between the student and the instructor.

GPA Calculation for Graduation Honors

The Registrar's Office calculates a graduating seniors’ 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.

For example: 3.865 will become 3.87
3.855 will become 3.86
3.965 will become 3.97
3.895 will become 3.90

Further information regarding graduation honors is in the respective university catalogs.

Integrity Issues

Please see Guidelines for Faculty Response to Academic Integrity Issues in Appendix G.

Parents Bringing Infants to Class

A 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

On-campus visitors representing companies, educational institutions, or agencies for the purpose of recruiting must be approved by the Career Service Office. These visits can include table set-ups, information sessions, interviews and/or faculty class contact.
Visitors to campus are screened according to the compatibility of their policy, standards or philosophy with the university’s mission, objectives and statement of faith. It is expected that recruiters uphold affirmative action/equal opportunity laws. For those visitors whose organization conflicts with the university’s mission, alternatives such as phone contact and/or an office visit with Career Services personnel or information materials kept on file in the Career Library might be available. The military is restricted from recruiting on campus.
Interview schedules, event sign-ups and advertising of visits are arranged through Career Services.
Candidate prescreening by representatives of George Fox University (faculty, administrators or staff) for employers is currently not conducted. Student information is kept confidential and the student is considered the initiator.
Recruiters/employers are expected to follow the principles for professional conduct as outlined by the National Association of Colleges and Employers (NACE). Further information is available from Career Services.

Waitlists

Revised 2003.11.12

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.

Students may be added to waitlists until the end of the first week of classes.
Waitlisted students will receive enrollment priority based on their opscan number (the order in which they were waitlisted for the course). Department chairs may review waitlists and request that certain students receive special priority due to extenuating circumstances (course required for graduation, course required for major, etc.)
The Registrar’s Office will consistently fill available spaces in classes from the waitlist. Students will not be notified of their enrollment in a course. It is the student’s responsibility to monitor their class schedule through Bruin Data. Waitlisted courses do not appear on a student’s class schedule.
If an instructor wishes to increase the maximum enrollment for a course in order to accommodate some or all of the students on a waitlist, they may contact the Registrar’s Office by e-mail with the request.
Students will be enrolled in classes for which they are waitlisted even if the class creates a schedule conflict or the additional credit hours put the student over the block maximum. The student must resolve the issue by making any necessary accommodations to their schedule.
Students who are waitlisted for a class may not attend the class until they are officially enrolled.
Waitlists will be eliminated after the first week of the semester (not including Juniors Abroad).

Academic Procedures Handbook

Part I: Procedures for Faculty

Bookshelves