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SECTION III
FACULTY PERSONNEL POLICIES
3.1 EQUAL EMPLOYMENT OPPORTUNITY (EEO) .....................................................................................3
3.2 APPOINTMENT OF NEW FACULTY .......................................................................................................3
3.2.1 Period of Appointment ........................................................................................................................4
3.2.2 Nepotism ...................................................................................................................................................4
3.3 ORIENTATION OF NEW FACULTY ........................................................................................................4
3.4 ACADEMIC RANK .....................................................................................................................................5
3.4.1 Initial Appointment Initiation of the Academic Rank System .....................................................................5
3.4.2 Minimum Qualifications for Academic Rank ..............................................................................................5
3.5 FACULTY PROMOTION IN RANK POLICY ...........................................................................................6
3.6 EVALUATION OF FACULTY....................................................................................................................7
3.7 SALARY INCREMENTS AND ANNUAL REAPPOINTMENT OF FACULTY .....................................7
3.7.1 Salary Increments ................................................................................................................................7
3.7.2 Annual Reappointment of Faculty .......................................................................................................8
3.7.2.a Conditions ..............................................................................................................................................8
3.7.2.b Terms .....................................................................................................................................................8
3.8 POLICIES REGARDING NON-REAPPOINTMENT AND TERMINATION OF FACULTY .................8
3.9 FACULTY GRIEVANCE PROCEDURE ....................................................................................................9
3.9.1 Conciliation .........................................................................................................................................9
3.9.2 Faculty Grievance Committee .............................................................................................................9
3.10 POLICY REGARDING SEXUAL HARASSMENT .................................................................................11
3.11 POLICIES REGARDING RESIGNATION ...............................................................................................11
3.12 ACADEMIC FREEDOM AND PROFESSIONAL RESPONSIBILITY ...................................................12
3.13 PERSONNEL FILE POLICY .....................................................................................................................12
3.14 SALARY SCHEDULE ...............................................................................................................................13
3.14.1 Salaries - Continuing Full-time Faculty ............................................................................................13
3.14.2 Salaries - New Faculty .......................................................................................................................13
3.14.3 Salaries - Summer Assignments ........................................................................................................13
3.15 CONSULTATIVE AND OUTSIDE EMPLOYMENT ..............................................................................14
3.16 FACULTY DEVELOPMENT ....................................................................................................................14
3.17 TRAVEL REQUESTS AND FUNDING ...................................................................................................14
3.18 BASIC DUTIES AND RESPONSIBILITIES OF FACULTY ...................................................................14
3.19 FACULTY WORKLOAD ..........................................................................................................................15
3.19.1 Full-time Faculty ...............................................................................................................................15
3.19.2 Adjunct Faculty ................................................................................................................................20
3.20 BENEFITS ..................................................................................................................................................20
3.20.1 Social Security ...................................................................................................................................20
3.20.2 Worker's Compensation.....................................................................................................................21
3.20.3 Tax Deferred Annuities .....................................................................................................................21
3.20.4 Day Care ............................................................................................................................................21
3.20.5 Insurance and Healthcare Benefits: ...................................................................................................21
3.20.6 Hospital Discounts:............................................................................................................................22
3.20.7 U.S. Savings Bonds ...........................................................................................................................22
3.20.8 Tuition Reimbursement: ....................................................................................................................22
3.20.9 Credit Union ......................................................................................................................................23
3.20.10 Retirement .........................................................................................................................................23
3.20.11 Leave\Vacation\Holidays, etc. ...........................................................................................................23
3.20.11.1 Sick Leave ......................................................................................................................................23
3.20.11.2 Bereavement Leave ........................................................................................................................24
3.20.11.3 Family and Medical Leave .............................................................................................................24
3.20.11.4 Jury Duty ........................................................................................................................................24
3.20.11.5 Vacation and Holidays ...................................................................................................................24
3.20.11.6 Personal Days .................................................................................................................................24
3.20.12 Faculty Responsibilities in Relation to Absences ..............................................................................24
3.21 PUBLICATION, RESEARCH, AND GRANTS ........................................................................................25
3.21.1 Guidelines for Externally Funded Grants and Contracts ...................................................................26
3.22 INTELLECTUAL PROPERTY POLICY ..................................................................................................27
3.22.1 Introduction .......................................................................................................................................27
3.22.2 Ownership..........................................................................................................................................27
3.22.3 Assigned Duty ...................................................................................................................................27
3.22.4 Sponsored/Supported Effort ..............................................................................................................28
3.22.5 Contracts with Third Parties ..............................................................................................................28
3.22.6 Student Work .....................................................................................................................................28
3.22.7 Distribution of Royalties and Other Income ......................................................................................28
3.23 POLICY RELATING TO PHOTOCOPYING OF COPYRIGHTED MATERIALS ................................29
3.23.1 What is Copyright? ............................................................................................................................29
3.23.2 What is Fair Use? ..............................................................................................................................29
3.23.3 Liability .............................................................................................................................................30
3.23.4 Reserves .............................................................................................................................................30
3.23.5 Inter Library Loan/Document Delivery .............................................................................................30
3.23.6 Public Domain ...................................................................................................................................30
3.24 OFFICIAL COLLEGE PUBLICATIONS: PROCEDURES FOR INITIATION, REVIEW, AND .........31
3.24.1 Review and Revision of Academic Program Documents ..................................................................31
3.24.2 Development of New Academic Program Documents ......................................................................31
3.24.3 Information Released to Media .........................................................................................................31
3.24.4 Integrity and Accuracy of Institutional Data .....................................................................................31
3.24.5 Archiving of Publications ..................................................................................................................31
3.25 CONFIDENTIALITY .................................................................................................................................31
3.26 DRESS CODE .............................................................................................................................................32
3.27 USE OF TOBACCO ...................................................................................................................................32
3.28 HEALTH POLICIES ..................................................................................................................................32
3.29 ACADEMIC SUPPORT SERVICES .........................................................................................................33
3.29.1 Professional Staff ...............................................................................................................................33
3.29.2 Support Staff ......................................................................................................................................33
3.29.3 Clerical Staff ......................................................................................................................................33
3.29.4 Learning Resource Center (LRC): .....................................................................................................33
3.29.5 Computer Science Laboratories .........................................................................................................34
3.29.6 Student Health and Safety .................................................................................................................34
3.29.6.1 Health Program...............................................................................................................................34
3.29.6.2 Incidents Resulting in Injury to Students/Faculty ..........................................................................34
3.29.6.3 Serious Illness or Injury to Students/Employees/Visitors ..............................................................35
3.29.6.4 Student Absences Due to Illness/Injury .........................................................................................35
3.29.6.5 Blood and Body Fluid Exposure Protocol ......................................................................................36
3.29.6.6 Procedure for Drug Screening for Reasonable Suspicion or Cause ...............................................36
3.29.6.7 Pregnancy Policy ............................................................................................................................36
3.29.6.8 Insurance ........................................................................................................................................36
3.29.6.8.1 Hospitalization .......................................................................................................................36
3.29.6.8.2 Accidental Injury Insurance ...................................................................................................37
3.29.6.9 Safety ..............................................................................................................................................37
3.29.6.10 Counseling Services .......................................................................................................................37
3.1 EQUAL EMPLOYMENT OPPORTUNITY (EEO)
Our Lady of the Lake College is committed to equality of opportunity, a basic goal of a free
society. It is the policy of the College not to discriminate against any employee or applicant for
employment because of race, creed, color, religion, sex, national origin, age, handicap, or veteran
status. General administration of Equal Employment Opportunity programs are delegated to the
Human Resources Director who is the designated Equal Employment Opportunity Officer.
3.2 APPOINTMENT OF NEW FACULTY
In selecting individuals for appointment, OLOL College seeks individuals who are dedicated to
the mission of the College; demonstrate an appreciation for Catholic higher education; are expert
teachers and clinicians; are committed to the pursuit of knowledge and its transmission to others;
and who initiate and promote their own growth as teachers, practitioners and scholars.
In recruiting faculty to teach the Arts and Sciences courses, Our Lady of the Lake College is
afforded the opportunity of selecting from a group of individuals with expertise in teaching in a
variety of disciplines. This is possible because there are three universities, several major
industries, and other research facilities located in Baton Rouge and the surrounding parishes.
Therefore, the College utilizes a core of full-time Arts and Sciences faculty to provide teaching
in the foundation areas (Science, English, Humanities, and Mathematics), academic advising for
students, and input into the College community structure. Adjunct faculty are used primarily to
provide the opportunity to offer multiple sections of courses and to offer courses that are outside
the area of expertise of the full-time faculty. Adjunct faculty are expected to be available to
students before and after each class session.
The qualifications for recruitment and appointment include the following:
Each faculty member who is a member of a licensed profession must hold a current
license to practice that profession in the state of Louisiana.
Each faculty member of a degree program will hold a minimum of a master’s degree or
the appropriate equivalent credentials. Doctorate degree is preferred.
Preference is given to a candidate for a teaching position who holds a master’s or
doctorate degree appropriate to the area of responsibility.
It is expected that the candidates possess proficiency in the English language.
For any candidate for a faculty position whose highest earned degree is from a non-
regionally accredited institution, the College will document evidence of the
appropriateness of the prospective faculty member's academic preparation.
Any candidate for a faculty position must meet the requirements of professional and
regional accrediting agencies.
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3.2.1 Period of Appointment
Full-time Faculty appointments shall be for a period of ten (10) or twelve (12) months as
specified in the contract.
Adjunct Faculty appointments shall be for the duration of the courses the faculty member
has been assigned to teach as stated in the contract or Letter of Agreement.
3.2.2 Nepotism
Persons related by family or marriages are not employed by the College except in unusual
cases. In any case, faculty or staff members shall not initiate, participate in, or exercise
any influence over departmental or institutional decisions involving a direct benefit to a
member related by family or marriage. Persons related by family or marriage may not be
a direct supervisor of a family member. In situations where a conflict of interest might
occur under normal operating procedures, the responsibility for the decision will pass to
the next higher administrative level.
3.3 ORIENTATION OF NEW FACULTY
The new faculty orientation at Our Lady of the Lake College is designed to introduce new full
time, part time and adjunct faculty members to the College and the appropriate School. Full time
and part time faculty members also attend an additional orientation at Our Lady of the Lake
RMC where they are introduced to the facility, its mission and goals and employee benefits.
The general College orientation is held twice a year at the beginning of the Fall and Spring
semesters. The event is planned by the Office of Academic Affair and is scheduled from 9 am
until 3 pm. The goals of the new faculty orientation are to familiarize the new employee with the
College, its Administration, faculty and support system. Topics covered in the orientation
include the history of the College, its mission and goals, accreditation status and program
offerings. The president of the faculty senate presents the new faculty with senate by-laws and
discusses the function of the senate. Next, the Registrar, the directors of Admissions, Health and
Safety, student services and the learning resources center, gives presentations. A faculty
handbook, student handbook, College catalog and safety and security booklet are given to each
new faculty member. The policies in the faculty handbook are summarized for the new
employees. After lunch, the new faculty members learn about the student information system,
the College web page, faculty e-mail and Blackboard.
Following the general College orientation the School’s Dean introduces each faculty member to
the appropriate School. The Dean or his/her appointee reviews and furnishes the faculty member
with a job description and the performance appraisal process. The appropriate Program Director
or coordinator introduces the new faculty member to the specific program, curriculum and course
responsibilities. The Dean assigns a faculty mentor to the new employee. The mentor
familiarizes the faculty member with the facilities and the faculty in the College and is available
to answer questions that the new faculty member may have throughout the semester.
Full time and part time faculty members attend an additional orientation at Our Lady of the Lake
RMC, where they are introduced to the facility, its mission and goals, general policies, employee
benefits and parking.
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3.4 ACADEMIC RANK
3.4.1 Initial Appointment: Initiation of the Academic Rank System
Recommendation to consider a prospective faculty member for initial appointment to an
academic rank is initiated by the Vice President for Academic Affairs with concurrence
of the College President. All initial appointments are made on an interim basis, pending
action by the Board of Trustees.
Candidates for full-time appointments to the teaching faculty who hold a master's degree
and who have less than two (2) years of successful teaching experience at the College
level and candidates for full-time appointment who hold less than a master’s degree,
regardless of teaching experience will be assigned the rank of Instructor.
3.4.2 Minimum Qualifications for Academic Rank
Instructor: The rank of instructor may be awarded according to the educational and
experiential criteria established by each program’s position requirements and licensing or
accrediting agency. All faculty appointed as instructor must meet the minimum
requirements established by the regional accrediting agency.
Assistant Professor: Must meet all criteria for the rank of Instructor. Must have at least
a master’s degree in the discipline taught, or a master’s degree and 18 graduate credits in
the discipline taught, plus a minimum of two years of full-time classroom teaching
experience at the College level (application is made during the 3rd year). Candidates
teaching in professional areas in which no master’s degree is awarded must have a
master’s degree in a related area. Candidates with an earned doctorate must have a
minimum of one year of full-time teaching experience at the College level. Must have
strong teaching skills and demonstrate a commitment to student learning. Must actively
participate in College and student activities. Must participate in professional and
community organizations.
Associate Professor: Must meet all criteria for the rank of Assistant Professor, and in
addition, must have an earned doctorate and a minimum four years of full time classroom
teaching experience at the rank of assistant professor (application is made during the 5th
year). Must demonstrate excellence in teaching and assume leadership roles within the
academic environment including student, College, professional and community activities.
Professor: Must meet all criteria for the rank of Associate Professor, and in addition
must have a minimum of six years of full time classroom teaching experience at the rank
of associate professor (application is made during in the 7th year). Must have
demonstrated academic and professional excellence through educational achievement,
scholarly contributions and performance in the teaching role. Provides leadership in the
Faculty Senate, community service and professional organizations.
Approved by Faculty Assembly May 18, 2001
Approved by Faculty Senate May 13, 2003
Approved by President’s Council June 2, 2003
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It is further proposed that:
Upon acceptance of the above criteria, all new appointments to the College shall meet the
above criteria for initial appointments. All continuing appointments of faculty who held
academic rank prior to June 1, 2001 shall be a same rank as held on May 31, 2001. All
promotions subsequent to June 1, 2001 shall follow the above criteria.
While no specific number of positions for each academic rank has been identified, the
Board of Trustees has established the following guidelines:
Instructor: No more than 25% of the full-time faculty should hold this rank.
Assistant Professor: 30% to 35%
Associate Professor: 30% to 35%
Professor: 10% to 15%
The above percentages are guidelines for employment and promotion. It is
acknowledged that the percentages for each rank may vary according to need and
availability of prepared faculty and the financial resources of the College. The guidelines
may be altered by approval of the President with the concurrence of the Board of
Trustees.
Revised May, 1996
Approved by Faculty Senate May 13, 2003
Approved by President’s Council June 2, 2003
3.5 FACULTY PROMOTION IN RANK POLICY
The College provides a system of promotion in academic rank as a means of recognizing the
accomplishments and contributions of faculty members. Promotion is not automatically attained
through length of service or by the number of degrees or graduate credits held by the faculty
member. Promotion is based upon the quality of the faculty member’s performance and
demonstration of consistent fulfillment of designated criteria.
These criteria are:
1. Excellence in teaching;
2. Academic advising;
3. Participation in program and College activities;
4. Guidance and leadership in student activities;
5. Community service;
6. Membership and active participation in professional societies/organizations;
7. Efforts to keep knowledge and skills updated;
8. Productive scholarship and creative activities.
The faculty member is responsible for providing evidence of meeting each of the criteria for
promotion. Decisions regarding promotion are based on the quality and extent of the faculty
member’s demonstration in meeting the criteria and financial resources and program needs of the
College. For more information on see the Guide for Promotion-in-Rank that is posted on the
College web-site.
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3.6 EVALUATION OF FACULTY
In 2006, Our Lady of the Lake College drafted a new performance appraisal process
following guidelines set by Ernest Boyer (1990). The Faculty evaluation was divided
into the four areas of teaching, service, professional development and scholarship. The
areas of teaching, service and professional development were addressed in the previous
evaluation process; however, scholarship was not considered. Therefore, the Academic
Council formulated the following definition of scholarship to be applied to the
performance appraisal process:
Scholarship is activities that systematically advance the teaching, research and
practice of an academic discipline or profession through rigorous inquiry that (1)
is significant to the profession or discipline, (2) is creative, (3) is peer-reviewed
through various methods, (4) can be replicated or elaborated, and (5) is
published, presented, or documented.
Each faculty member is provided with a three ring binder, which serves as a Dossier. The
binder is divided into the following sections: (1) performance appraisal forms, (2)
Teaching, (3) Service, (4) Professional development, and (5) Scholarship. Each faculty
member meets with the appropriate Dean/ Director in May and presents his/her goals for
the up coming year. The faculty member and the Dean use these goals as guidelines to
determine the specific percentages to be applied to each evaluation area for the up
coming year. These percentages are flexible and can be re-evaluated throughout the year.
During the up coming year, the faculty member assembles his/her Dossier to be presented
at the May performance appraisal meeting with the Dean/Director.
3.7 SALARY INCREMENTS AND ANNUAL REAPPOINTMENT OF FACULTY
Faculty contracts are renewed on an annual basis in accordance with the following
policies and procedures. Our Lady of the Lake College does not offer academic tenure.
Recommendations for salary increments and annual reappointment are based upon the
faculty member’s achievement of criteria and goals.
3.7.1 Salary Increments
During the annual budget process, the amount of money allocated for each
program (including salary increases) is determined. The Vice President for
Academic Affairs is informed of the range of percentages for potential salary
increments. Salary increments are not guaranteed.
Following review of each faculty member’s evaluation of achievement of goals
and the above evaluation criteria; the dean makes recommendations to the Vice
President for Academic Affairs for salary increases. All merit increases are
approved by the President.
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3.7.2 Annual Reappointment of Faculty
a) Conditions
The conditions of reappointment are as follows:
1. Faculty must maintain academic and/or licensure/certification
requirements of accreditation agencies and professional
licensure/certification boards;
2. Satisfactory evaluation of performance of duties in relation to teaching,
Service, professional development and scholarship.
3. Needs of the College.
b) Terms
The terms of reappointment are as follows:
1. All subsequent full-time appointments shall be for a one-year period,
dated August 1 to May 31, or a twelve-month appointment which shall be
for a one-year period from June 1 to May 31.
2. Either party shall be given written notice to the other of intention not to re-
appoint or renew ten days following the established date for appointment
renewal.
3. This appointment agreement may be terminated automatically for cause as
described in the Policies Regarding Non-Reappointment and Termination
of Faculty.
3.8 POLICIES REGARDING NON-REAPPOINTMENT AND TERMINATION OF FACULTY
Severance of faculty employment occurs either through non-reappointment or termination for
cause.
Non-reappointment: Non-reappointment of a faculty member does not necessarily mean that the
work or conduct of the faculty member has been unsatisfactory. The determination by the
College to reappoint or not reappoint a faculty member is based upon a review of the faculty
member’s annual performance appraisal and the needs of the College as influenced by decreased
enrollment, program changes, financial constraints, etc. A faculty member may not be
reappointed for any of the following reasons: Incompetence or below standard performance;
failure to achieve academic, licensure and/or certification credentials necessary to fulfill the
faculty role; failure to perform the duties as defined in the annual contract and position
description; failure to conform to established policies and procedures; failure to recognize the
authority delegated to the immediate supervisor; and any other issues that are inconsistent with
the FMOL core values, the mission, the ERD, Ex Corde, and/or the faculty member’s position.
Termination: The College may terminate a current contract for reasons cited above under non-
reappointment (dependent upon the severity of the action) and for the additional reasons: moral
turpitude, criminal acts and conduct inconsistent with the mission and religious commitment of
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the College.
Faculty have the right to appeal in accordance with the grievance procedure of the College.
3.9 FACULTY GRIEVANCE PROCEDURE
A grievance is defined as any allegation or complaint by a faculty member or an administrative
faculty member of the College pertaining to matters involved in the operation of the College,
working conditions or personal relations. The purpose of these grievance policies is to provide a
procedure to review grievances within the faculty or between faculty and College administrators.
3.9.1 Conciliation:
The College affirms the preference for resolving disputes and grievances through a
process of conciliation of the faculty and individuals involved. Most controversies,
issues, or grievances can and should be settled through utilizing the following guidelines:
1. When a grievance occurs, the individuals involved should seek a solution among
themselves by direct confrontation and discussion, without bringing in other persons.
2. If the parties involved cannot reach an agreement, the appropriate administrative
person(s) will be informed by the individual initiating the grievance. Administration
will seek, with the individuals involved, an amicable solution to the grievance.
3. If no solution has been reached, either individual involved may bring the matter to the
next administrative level. A solution will then be sought through discussion with the
person initiating the grievance and in the presence of the appropriate administrative
person(s). Once the grievance is resolved, the appropriate authorities will be
informed.
3.9.2 Faculty Grievance Committee:
Conciliation will not always be possible. In such cases, the College must establish
procedures whereby grievances not resolved by conciliation are resolved by due process.
No recrimination or adverse judgment shall accrue to a faculty member as a result of the
presentation of a grievance.
1. Faculty Grievance Committee
a. Membership
Three members of the College faculty shall be appointed by the President after
the grievance process has been initiated.
No administrative person may serve on the Faculty Grievance Committee.
b. Committee Process
If faculty members and/or administrative persons feel they have cause for
grievance they may petition the Grievance Committee in writing. The written
statement of the grievance should be submitted to the Dean or Vice President
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for Academic Affairs within thirty (30) working days after the incident. It
shall state in detail the nature of the grievance and any factual or other related
data which are considered pertinent to the issue.
c. The basic parameters within which the grievance committee operates are as
follows:
1) Committee members should not discuss the grievance with one another,
with the individuals involved in the grievances, or with any other
individuals except during formal meetings of the committee.
2) The person against who the grievance is filed should be given the
opportunity to be heard by the committee as should those individuals who
have filed the grievances. All individuals, including the person against
whom the grievances are filed, have the right to be accompanied by an
attorney or other advisor of their choice--and at their own expense.
3) No witness (including those filing the grievances and the individual
against which they are directed--and including any attorney or advisor that
may accompany the individual) should be allowed to question other
witnesses, direct questions or comments to the committee, or comment on
the testimony of others who are testifying while those individuals are
present. If the committee chooses to allow an individual (not an attorney
or an advisor) to present comments regarding testimony, such comments
should be presented after the witness has left the room. After hearing such
comments, the committee may, if it chooses to do so, recall a witness.
4) The committee should issue written requests to individuals it wishes to
question regarding the matter or matters being grieved.
5) The committee may, at its discretion, interview other individuals whose
testimony may shed light on the matters being examined.
6) The committee's formal deliberations are closed. That is, neither the
person against who the grievances are filled nor other individuals not on
the committee may be present during the actual committee's deliberations.
7) The committee's findings and recommendations should be delivered
directly to the College president. The committee may present them either
verbally or in writing, as the committee wishes.
Trustees only in the case of termination or failure to achieve promotion in rank.
2. Appeal to Board of Trustees
A faculty member who wishes to appeal a grievance arising from a termination or
failure to achieve promotion in rank must file a written notice of appeal with the
President within ten (10) working days after being notified of the decision.
All findings, decisions, and recommendations of the College Board of Trustees
shall be final and shall be submitted in writing to the President of the College, and
individuals involved within ten (10) working days.
* Suspension is defined as the deprivation of faculty member status and privileges
with or without pay for a designated period of time. The purpose(s) of this action may
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include further investigation of allegations and/or mutual identification of goals/actions
which will end in resolution of the grievance.
Approved by Faculty Senate 12/2004
Approved by President’s Council 12/2004
3.10 POLICY REGARDING SEXUAL HARASSMENT
Sexual threats, inappropriate comments or physical touches of a sexual nature are clear
examples of sexually harassing actions and are not permitted by Our Lady of the Lake College.
The policy of Our Lady of the Lake College is one of affirmative compliance with Equal
Employment Opportunity Commission guidelines on sexual harassment as interpreted by Title
VII of the Civil Rights Act of 1964.
The Human Resources Director of OLOLRMC is the Equal Employment Opportunity
Officer of Our Lady of the Lake College. The Director shall ensure that sexually harassing
behavior will be dealt with immediately and in full accordance with established disciplinary
procedures. Sexually harassing behavior may be either verbal or physical and may or may not
adversely affect the victim’s job security, promotion or transfer opportunities, or any other terms
and conditions of employment.
It is each employee’s right and responsibility, under Title VII of the Civil Rights Act of
1964, to report breaches of this policy to their immediate supervisor, or, if conditions warrant,
to the Human Resources Director.
The following steps should be taken in reporting sexual harassment:
1. Report the incident to your immediate supervisor. If the supervisor
is not appropriate, then the person in the next step of administration
should be notified.
2. The supervisor will investigate the complaint to ensure that the
incident warrants further action.
3. If further action is warranted, a written summary, prepared by the
supervisor and co-signed by the claimant, is submitted to the Vice
President of Administrative and Support Services or the President.
4. The Vice President of Administrative and Support Services/President should
contact the Director of Human Resources as Equal Employment Opportunity
Officer of Our Lady of the Lake College to review the merits of the
allegation.
5. Upon substantiation the accused employee will undergo the
counseling/disciplinary process.
May 1999 Publish: Administrative Handbook Faculty Handbook
3.11 POLICIES REGARDING RESIGNATION
It is expected that faculty members will fulfill the terms of their appointment. Faculty
members wishing to resign may do so at the end of an academic year. Notice should be given
in writing at the earliest possible time but no later than ten working days after receipt of the
letter of appointment for the coming school year. If a resignation is necessary for illness, the
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College will attempt to accommodate the faculty member through negotiated terms.
3.12 ACADEMIC FREEDOM AND PROFESSIONAL RESPONSIBILITY
The administration and faculty of Our Lady of the Lake College seek to foster a climate
favorable to freedom in teaching, research, and in the exercise of academic responsibilities and
professional ethics. The faculty accepts the definition of academic freedom as the right to
investigate, to instruct and to publish within the area of the faculty member's competence and
appointment. Academic freedom is further understood to carry certain responsibilities to God,
colleagues, institution and state. The faculty member is expected to exercise the right of
academic freedom and professional responsibility within a framework of commitment to the
Mission Statement of the College. Further, academic freedom protects the student's right to
personal beliefs and the right to express those beliefs.
As an institution of higher education, Our Lady of the Lake College is dedicated to providing an
environment that supports the search for truth and its free exposition. Freedom in research is
fundamental to the advancement of truth. Academic freedom in its teaching aspect is
fundamental for the protection of the rights of the teacher in teaching and of the student to
freedom in learning.* Every teacher and student has both the duty and the right to participate
freely in the task of searching for and sharing the truth. In fostering the promulgation of truth,
Our Lady of the Lake College attempts to cultivate an atmosphere of intellectual curiosity, of
educational creativity, and of personal freedom.
The faculty member is expected to teach in a manner that fosters the pursuit of truth with
integrity.
1. The faculty member is entitled to full freedom in research and in the publication of the
findings, subject to the adequate performance of assigned academic duties. Research for
financial gain should be based upon an understanding with the authorities of the
institution.*
2. The faculty member is entitled to freedom in the classroom in presenting the subject.
Care should be exercised, however, in the expression of personal views, discussion of
material not related to the subject taught, or in dealing with topics for which the faculty
member has no special training or competence.*
3. When speaking or writing as a private citizen, the faculty member is free to express
personal views. As a member of a learned profession, the faculty member should
remember that the public may judge the profession and the College by any personally
expressed statements. Therefore, the faculty member is expected to exercise due restraint
and respect for the tradition of the College, community, and church.*
*Adapted from "AAUP Policy Documents and Reports," 1990 Edition. Approved: Board of Trustees 9/16/92
3.13 PERSONNEL FILE POLICY
The College maintains an official personnel file for each faculty member. This file is maintained
in the office of the Vice President for Academic Affairs. Such files must contain, but not be
limited to the vitae, contract, official transcripts, faculty evaluations, and personnel data sheets.
Personnel files are used only by the appropriate officials in the execution of the business of the
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College. The individual faculty member will be notified when information is released from the
file.
A faculty member must be notified of adverse materials at the time of insertion in the file. Each
faculty member has the right to inspect and duplicate the file during the normal business hours,
but in the presence of the appropriate official or designee. However, any letters of
recommendation or correspondence given in confidence to the College administration and
connected with initial appointment shall not be available to that faculty member.
At no time is a faculty member permitted to remove material from the file or alter the contents of
the file. However, statements by the faculty relative to the contents of the file may be added.
Any material placed in a faculty member's file in violation of these standards must be removed at
the faculty member's written request.
3.14 SALARY SCHEDULE
Pay periods are every two weeks. Salary and benefits for faculty who have ten month
appointments will be pro-rated over a 12 month period (2080 hours).
3.14.1 Salaries - Continuing Full-time Faculty:
Salaries of continuing faculty are to be recommended by the President to the Board of
Trustees on an annual basis in connection with the budget presentation. In making the
recommendation to the Board, the following factors will be considered: faculty
evaluations; salaries paid hospital staff with comparable levels of education and
experience; salaries paid at comparable (peer) institutions; and increases in the cost of
living. Periodically studies will be conducted to determine market salaries and salaries at
peer institutions. Funds for faculty salaries are included in the annual budget request that
is presented in March of each year to the Board of Trustees for approval.
Recommendations for individual faculty salaries are made to the President at the time of annual
evaluation by the Vice President for Academic Affairs.
3.14.2 Salaries - New Faculty
Salaries of new faculty members will be determined by the President of the College with
input from the Vice President for Academic Affairs. Salary determination is guided by
efforts to ensure that 1) the new faculty member's salary is competitive within the school
or program, and 2) that new faculty are hired at a range consistent with current faculty
who have similar education, rank, and experience.
Factors to be considered in determining salaries of new faculty include: previous teaching
experience, existing salaries of faculty at the rank of the person being hired, needs of the
program/division, the general availability of persons qualified to hold the vacant position,
and other factors that may be deemed important.
3.14.3 Salaries - Summer Assignments:
Faculty with ten-month contracts requesting to work during the summer may negotiate
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individual contracts with the College administration. If the number of faculty requesting
summer contracts exceeds the number of faculty needed by the College, faculty will be
selected based on their experience, expertise, and specific needs of the College. When
possible, a rotational selection will be utilized.
3.15 CONSULTATIVE AND OUTSIDE EMPLOYMENT
A faculty member's first responsibility is to carry out the assigned duties that include classroom,
laboratory and clinical teaching. The faculty member is expected to devote time to committee
assignments, advise students, maintain office hours for conferences, and participate in public
relation activities that are in the interest of the College. After fulfilling all duties and
responsibilities related to the position, a faculty member may find time on a limited basis to
devote to off-campus duties that may or may not be financially rewarding. A faculty member
should not continue or accept consultative or outside employment of any kind when there is or
will be an encroachment upon his regular duties at the College. It is the faculty member’s
responsibility to discuss any proposed additional employment with the Dean.
3.16 FACULTY DEVELOPMENT
The Faculty Development Program is designed to meet the needs of faculty as a whole and the
needs of individual faculty members.
Utilization of funds for faculty to attend educational offerings is determined on an individual
basis. Funds for Faculty Development are included in the budget for each program. Faculty
members submit requests for funds to attend educational programs or meetings to the Dean. If
approved, the request is then forwarded to the Vice President for Academic Affairs and President
for approval. Development programs for all faculty and staff are presented throughout the
academic year. Each month, a faculty member who received an endowed professorships gives a
monthly presentation.
3.17 TRAVEL REQUESTS AND FUNDING
The College encourages faculty attendance at meetings of state, regional, and national
organizations for professional growth and development. With prior approval, faculty members
may be excused from class work for attendance at professional meetings, lectures, etc. Travel
requests, including an estimated statement of expenses must be submitted to the appropriate
divisional director for consideration prior to meeting attendance. These request forms are on file
in administrative offices. Recommendations will be forwarded for approval to the Vice
President for Academic Affairs, and to the President for final approval. Funds for travel will
depend upon the fiscal budget and will fall into one of three categories: all meeting expenses are
covered; partial meeting expenses are covered; or none of the expenses will be covered. Faculty
members who are asked to represent the College at special conferences will have their expenses
paid by the College.
3.18 BASIC DUTIES AND RESPONSIBILITIES OF FACULTY
Faculty members have a responsibility to enforce all College policies.
Faculty members have a duty to act as a reasonable and prudent person under all circumstances.
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Faculty members have a duty to provide adequate supervision of students and to properly instruct
them on how equipment and facilities are to be used. Faculty members have a duty to see that
audio-visual equipment and facilities are properly utilized and in good repair. If equipment is
found to be in a state of disrepair, it should not be used but be reported to the computer services.
Faculty members must respect each student as an individual with different viewpoints and
abilities. Students are entitled to an atmosphere conducive to learning and to equitable treatment
in all aspects of the student-teacher relationship.
Each faculty member has a responsibility to serve as a role model for the students as well as the
community. Faculty should be conscious of the implication of their appearance, actions and
behavior in maintaining the law, and the philosophy and values of the College.
Faculty members are required to attend graduation and other official ceremonies of the College.
3.19 FACULTY WORKLOAD
3.19.1 Full-time Faculty
Teaching is recognized as the primary mission of Our Lady of the Lake College and is the
central focus of the role of the faculty member. Faculty workload involves the three areas of
teaching, service, professional development and scholarships.
Teaching contact hours for all faculty are based upon the number of hours spent instructing in the
classroom, laboratory, clinical settings and/or recitation. Service contact hours include student
academic advising, serving as an advisor to a student organization, office hours and college
committee work. Scholarship includes hours spent on scholarly activities. These functions
average 20-22 hours per week, per semester. See Table 1. The remaining 18-20 average hours
of the 40 hour week should be utilized for teaching preparation, evaluating student work and
College/School/Program and committee activities.
Twelve month employees have an instruction workload of 30 workload hours per academic year
(12 in the Fall, 12 in the Spring and 6 in the Summer). Ten month faculty have an instruction
workload of 24 workload hours per academic year (12 in the Fall and 12 in the Spring).
The following workload guidelines were established by the College and include teaching, service
and scholarship:
1) Teaching
a. Classroom instruction
Classroom instruction follows the standard semester credit hour model, which is
15 contact hours of instruction per one semester credit hour.
b. Laboratory or clinical instruction
Instruction for student laboratories and clinical rotations follows the standard
semester credit hour model, which is 45 contact hours of instruction per one
semester credit hour. However, the faculty members workload may vary
depending on the type of clinical rotation. See Table 1 for a detailed explanation.
c. Recitation
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Recitation sessions are scheduled informal meetings that involve discussion and
clarification of the information that was presented in the corresponding lecture.
These sessions are open to all students but can be mandatory for those who are at
risk. Recitations sessions are scheduled with the Dean in each school and are held
for 3 hours per week.
2) Service
a. Academic Advising:
Faculty members are assigned student advisees by the advising coordinator.
Faculty members are required to advise 8 hours per month.
b. Advisor to Student Organization:
Faculty members who serve as advisors to student organizations are expected to
attend meetings, assist with projects and serve as a resource and a liaison between
the organization and the College. It is the faculty member’s responsibility to
assure that all activities of the organization are in accordance with College
policies and procedures.
c. Office Hours:
Availability for conferences with students is an important part of a faculty
member's responsibilities. Each faculty member is expected to maintain a
sufficient number of scheduled office hours per week. The faculty member must
schedule and post on his/her office door a minimum of four scheduled office
hours per week and provide this schedule to the appropriate dean and chair.
These hours must be scheduled at times that would enable students to take
advantage of this opportunity. Faculty should also be frequently accessible for
consultation by students, administrators, and other faculty at times other than their
scheduled office hours.
d. Administrative assignments, committee work, and committee attendance:
Each full-time faculty member is expected to assist in administrative affairs of the
College. Faculty members are expected to serve on a minimum of one College
and/or school committee each year. They should not be assigned such
responsibilities to an extent that their teaching activities are impaired. Full-time
faculty are expected to attend scheduled and called Faculty Senate meetings and
to take part in official functions of the College and/or functions of the division in
which they are employed.
3) Professional development: Professional development involves seeking advanced
education, continuing education or attending meeting and seminars. Professional awards
are also considered is this part of the evaluation.
4) Scholarship:
Scholarship is activities that systematically advance the teaching, research and practice
of an academic discipline or profession through rigorous inquiry that (1) is significant to
the profession or discipline, (2) is creative, (3) is peer-reviewed through various
methods, (4) can be replicated or elaborated, and (5) is published, presented, or
documented.
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Examples of Scholarship
Examples of Documentation of the Quality of the Scholarship of Discovery
“inquiry that produces the disciplinary and professional knowledge that is at
the very heart of academic pursuits” (Boyer).
peer-reviewed publications of research, theory, or philosophical essays;
presentations of research, theory, or philosophical essays;
grant awards in support of research or scholarship;
state, regional, national, or international recognition as a scholar in an identified area; and
positive peer evaluations of the body of work.
Examples of Documentation of the Quality of Scholarship of Teaching
“inquiry that produces knowledge to support the transfer of knowledge from
the expert to the novice, building bridges between the teacher’s
understanding and the student’s learning” (Boyer).
peer-reviewed publications of research related to teaching methodology or learning outcomes, case
studies related to teaching-learning, learning theory development, and development or testing of
educational models or theories;
accreditation or other comprehensive program reports;
successful applications of technology to teaching and learning;
positive peer assessments of innovations in teaching;
state, regional, national, or international recognition as a master teacher;
published textbooks or other learning aids;
grant awards in support of teaching and learning;
design of outcome studies or evaluation/assessment programs; and
presentations related to teaching and learning.
Examples of Documentation of the Scholarship of Application “inquiry
where the emphasis is on the use of new knowledge in solving society’s
problems” (Boyer).
peer-reviewed publications of research, case studies, technical applications, or other practice
issues;
presentations related to practice;
consultation reports;
reports compiling and analyzing patient or health services outcomes;
products, patents, license copyrights;
peer reviews of practice;
grant awards in support of practice;
state, regional, national, or international recognition as a master practitioner;
professional certifications, degrees, and other specialty credentials;
reports of meta-analyses related to practice problems;
reports of clinical demonstration projects; and
policy papers related to practice.
Examples of Documentation of the Scholarship of Integration “inquiry that makes
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connections across the disciplines, placing the specialties in larger context,
illuminating data in a revealing way, often education nonspecialists, too”
(Boyer).
peer-reviewed publications of research, policy analysis, case studies, integrative reviews of the
literature, and others;
copyrights, licenses, patents, or products for sale;
published books;
positive peer evaluations of contributions to integrative scholarship;
reports of interdisciplinary programs or service projects;
interdisciplinary grant awards;
presentations; and
policy papers designed to influence organizations or governments.
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OUR LADY OF THE LAKE COLLEGE
Workload Credits for FTE Undergraduate Faculty
10- or 12-Month Faculty (Fall and Spring Semesters)
Activity Description Worked hours
TEACHING
Workload Credit Contact
Credit hours Hours
Instruction 1 1 15 Lecture 12 workload hours per
week *
1 1 45 Laboratory
(weekly contact hours
2 1 45 On-site Clinical instructor can vary from 12-16,
depending on lab and
1.5 1 45 On-site Clinical not participating in clinical assignments)
instruction
1 1 45 On-site Clinical instructor who oversee
precepted students
1 2-10 na Off-site Clinical Coordinators who oversee
precepted students’ schedule
4 3 135 Clinical coordinator who oversees precepted
students’ schedule and instructs a clinical
group
1 1 45 Recitation
SERVICE
Service Scheduled Advising (academic year) 2 hours per week
Office Hours (academic year) 4 hours per week
Committees (1-2 administrative and 1 school) Varies
PROFESSIONAL SERVICES
Profession Attend meeting and seminars approved by the Varies
al Services College
SCHOLARSHIP
Scholarly Scheduled with Dean (depends on rank) 1-3 hours per week (15-
Activities 45 contact hours )
20-25 hours per week
Total
The remaining 15-20 average hours of the 40 hour work week should be utilized for preparation for teaching, evaluating
student work, etc. and administrative duties as assigned.
*Twelve month employees have an instruction workload of 30 workload hours per academic year (12 each in the Fall
and Spring and 6 in the Summer). Ten month faculty have an instruction workload of 24 workload hours per academic
year (12 each in the Fall and Spring).
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19.2 Adjunct Faculty
1. Teaching Workload:
The teaching workload of part-time faculty members will be determined
by the needs of the College division in which the faculty member has been
hired. This is to be specified in the contract between the faculty member
and the College. Teaching workload may be described in terms of hours
assigned in the classroom, laboratory, clinical agency, or in monitoring
student teaching experiences.
2. Non-Teaching Workload:
a. Academic Advising:
The part-time faculty member is not required to do academic
advising.
b. Office hours:
The part-time faculty member is expected to maintain a sufficient
number of scheduled office hours a week. The faculty member
must schedule and post on his/her office door a minimum of two
scheduled hours per week and provide this schedule to the Dean,
chair, course coordinator, and students.
c. Administrative assignments, committee work, and committee
attendance:
The part-time faculty member is not expected to serve on
committees or to be assigned administrative duties.
3. Performance Appraisal
Adjunct faculty are evaluated each academic semester by the department
chairs and course coordinators. The faculty member is expected to
maintain a folder with appropriated teaching materials to be addressed
during the evaluation process.
3.20 BENEFITS
Each employee is provided with specific information concerning benefits upon employment.
Questions relating to benefits may be directed to Human Resources.
3.20.1 Social Security:
Payments are made by payroll deduction to cover the employee's part of the benefit and
OLOL College pays an equal amount. The maximum amount and rates of contributions
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are subject to legislative change. These payments to the Social Security program are
provided in addition to the College's retirement plan.
3.20.2 Worker's Compensation:
The College carries insurance protection under the provisions of the Workmen's
Compensation Law. The insurance covers liability due to death or injury to employees
while they are working.
3.20.3 Tax Deferred Annuities: (see OLOL Regional Medical Center Benefits package)
These are available prior to or in addition to regular retirement contributions
in accordance with the tax deferred provisions of the Internal Revenue Code. Tax
deferred annuities are not subject to Federal Income Tax until they are received in the
form of benefits, generally when the participant is retired and in a lower tax bracket.
3.20.4 Day Care:
Allows employees to shelter Day Care expenses from taxes.
Day care is available at Kinder Care Learning Center located at 7315 Picardy Avenue.
3.20.5 Insurance and Healthcare Benefits:
Healthcare Benefits: Comprehensive Major Medical coverage and Lake Physician
Health Organization, an alternative health coverage plan through a health maintenance
organization, is available. All health insurance premiums are automatically pre-taxed.
For more information contact the Human Resources office at OLOL Regional Medical
Center.
Healthcare Reimbursement Plan: An Unreimbursed Medical Expense Account may be
established to pay for unreimbursed medical expenses.
Long Term Disability Insurance: After two (2) years of employment, long term
disability benefits are available. This program provides 50% of the faculty's monthly
salary after six months of continuous total disability.
Paid Term Life Insurance and Accidental Death Insurance: Is available after one (1)
academic year and is 100% paid by OLOL College. Amount of coverage equals 1 ½
annual salary (to a maximum of $50,000) rounded to the next thousand for full time
employees.
Employee Health Services: Faculty receive a pre-employment physical. TB skin tests
are performed annually on your anniversary date. A chest x-ray is done if the skin test is
positive. Influenza inoculations and Hepatitis B Vaccine Series are available through the
Medical Center.
Employee's Blood Bank Program: Employee and family may participate in the blood
bank program by giving one unit of blood each year.
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3.20.6 Hospital Discounts:
1. On hospital bills, discounts are granted after all insurance and other third party
payments according to the following schedule:
Inpatient bills: 25% of remaining balance
Outpatient bills: 50% of remaining balance
This applies to all regular full time and regular part time faculty members, their
spouses and children under the age of 21, residing in the employee's household.
2. Discounts on various memberships.
3. 20% discount on meals at OLOLRMC cafeteria (if wearing a name badge).
3.20.7 U.S. Savings Bonds: Bonds may be purchased through payroll deductions.
3.20.8 Tuition Reimbursement:
Faculty with one year of employment at the College are eligible for tuition
reimbursement. Faculty must obtain prior approval from the appropriate dean since
reimbursement will impact the school budget. Approval is contingent upon the
knowledge that the proposed enrollment will not interfere with the faculty member’s
assigned teaching responsibility and will enhance the faculty member’s effectiveness to
the College. Faculty members can complete a reimbursement form online on the
Organizational Development page on LakeLink.
Faculty must submit original copies of their grades, fee receipts, and request
reimbursement no later than 60 days after the end of the course in order to be eligible for
reimbursement.
Upon administrative approval, in accordance with OLOL Regional Medical Center
Policies reimbursement of tuition and fees will be offered to all regular full- time who
have at least one year of continuous employment according to the following guidelines:
1. Coursework leading to undergraduate, master’s or doctoral
degree at an accredited College or university related to the
employees’ profession or to a degree in a field related to
the needs of the College.
2. Coursework at an accredited College or university that will
enhance the ability of the faculty to fulfill teaching
responsibilities.
3. Certification by a national certification body in the
employee's area of specialization.
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Reimbursements is as follows: OLOL College--100% for an A/B and 50% for a C and for
other schools --90% for an A/B and 50% a C. A maximum of $1,800 may be reimbursed
annually for full time faculty members and $900 for part time faculty. The
reimbursement will be paid through the employee’s biweekly paycheck.
Employees receiving financial aid from other sources, such as the G.I. Bill or scholarship
fund, will be eligible to receive a supplement from OLOL College. The supplement
would be the difference between the amount of other funds that cover tuition and the cost
of the course, not to exceed the above-mentioned fiscal limits. Reimbursement applies to
registration, certification and tuition fees only. Expenditures for books, supplies, meals,
transportation, etc., are not reimbursable.
Any faculty accepting tuition reimbursement funds will be required to sign an agreement
to remain a faculty member at the College for one semester following the end of the
semester for which reimbursement is received.
Should the faculty member's employment relationship with the College be terminated, the
faculty member shall reimburse the College on a pro-rated basis for tuition received.
0% of the semester 100% reimbursement
25% of the semester 75% reimbursement
50% of the semester 50% reimbursement
100% of the semester 0% reimbursement
3.20.9 Credit Union:
All faculty members and their immediate family are extended the opportunity for
membership in the OLOL Regional Medical Center Credit Union. The credit union is
owned by its members. Deposits and loan payments may be made by payroll deduction.
To join the credit union, the faculty member must fill out a membership application and
pay a fee.
3.20.10 Retirement:
After one semester of full time employment, Our Lady of the Lake College pays 100% of
the retirement program, which provides monthly benefits after retirement. (5 year
vesting) .
3.20.11 Leave\Vacation\Holidays, etc.
There are various types of leave available for faculty. To make a request for any type of
leave, a Faculty Leave form is to be completed and submitted to the Vice President for
Academic Affairs prior to the date of the leave.
3.20.11.1 Sick Leave: Full time faculty members of OLOL College will
accrue 3.7 hours of sick leave per pay period. Credits are cumulative
to 2,000 hours (250 working days).
The Vice President for Academic Affairs, in order to substantiate a faculty
23
member’s presence, may request the member to submit a physician's
verification for any illness and or approval to return to work. Sick leave
credits are to be used for the purpose of illness of the employees only; it is
not to be included or counted in determining terminal pay or used for
reasons other than the illness of the employee. Sick credits do not accrue
while a person is on leave or during a non-working status.
A year of service will be added to the employee’s total years of service for
each 1,000 hours of accumulated sick leave for the purpose of computing
retirement benefits.
3.20.11.2 Bereavement Leave: The faculty member is granted up to two days with
pay upon the death of family members, in order for the faculty member to
arrange for and attend the family member's funeral. Family member is
defined as parent or guardian, brother, sister, spouse, children, parent-in-
law, and grandparent. In the event that extensive travel is involved, an
additional day may be granted. (Extensive travel is defined as one
hundred miles or more one way.)
3.20.11.3 Family and Medical Leave: To be eligible for a FMLA leave, an
employee must have been employed for at least one year with satisfactory
service and must have worked at least 1,250 hours during the year prior to
the commencement of a leave. See OLOLRMC Administrative Policy
and Procedure Manual.
3.20.11.4 Jury Duty: Full time faculty members are recognized for their
responsibility as a citizen by OLOL College making up the difference
between basic pay and the amount received for grand or petit jury duty.
3.20.11.5 Vacation and Holidays: Faculty on 10-month contracts do not earn
vacation days. Attendance is required on days when school is in session
from August 1 until the start of classes in the Fall term and from the last
day of exams until May 31 of the Spring term.
Faculty on a 12-month contract will receive 21 paid vacation days per
annum of continuous service. Attendance will not be required on the
following holidays: Good Friday, New Year’s Day, Martin Luther King
Day, Independence Day, Labor Day, Thanksgiving Day and the Friday
following Thanksgiving, Christmas Day, Mardi Gras and Birthday. In
addition, attendance is required when the College is open.
3.20.11.6 Personal Days: Faculty on a 10-month contract will be allowed up to
three personal days per annum with the prior approval of the appropriate
dean. Personal days may not be taken on days when a faculty member is
responsible for teaching classes and/or supervising a student practicum.
Personal days should not be used consecutively except in cases of
emergency.
3.20.12 Faculty Responsibilities in Relation to Absences
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When faculty must be absent, they are responsible for making arrangements for
their classes or clinical laboratory assignments. A qualified faculty substitute is
essential.
WHEN A FACULTY MEMBER IS ABSENT, FOR ANY REASON, IT IS THE FACULTY
MEMBER’S RESPONSIBILITY TO NOTIFY THE DEAN/PROGRAM DIRECTOR AND THE
OFFICE OF THE VICE PRESIDENT FOR ACADEMIC AFFAIRS AND TO ENTER THE
ABSENCES IN THE ATM SYSTEM. The Office of Academic Affairs maintains and approves
the ATM (Automatic Time Management) system for full-time faculty.
GENERAL CLOCKING INSTRUCTIONS: PAY CODES:
1) Single line phones dial 27*100 423 Birthday
Multi-line users dial PROG*100 424 Christmas
or use the ATM button on the phone 435 “College” Holiday*
3) Wait to hear time announced 443 Good Friday
4) Enter your SSN (without dashes) 453 Labor Day
5) Enter 81 (clock code for benefit) 455 July 4th
6) Enter Pay Code (see list below) 469 New Year’s Day
7) Enter Date (eg., June 22 = 0622) 484 Thanksgiving
8) Enter number of hours (eg., 0800) 587 Jury Duty
9) Enter 1 for another transaction, 725 Sick
2 for next date, or 9 to exit system. 739 Personal Day
10) Wait to hear “Thank you for using 822 Vacation
the ATM System” 957 Workshop
11) Hang up
Corrections: ATM Correction Forms are available from the secretaries. Corrections must be
entered before Monday afternoon of each payweek.
3.21 PUBLICATION, RESEARCH, AND GRANTS
It is to the faculty member’s advantage and to the advantage of the College for the faculty
member to publish and to do research as long as these pursuits do not impede teaching
responsibilities.
Faculty members seeking external funding in the form of grants should first formulate an idea for
a proposal -- this may originate with the faculty member or it may be developed in response to
criteria distributed by a funding agency. Faculty members should discuss and gain approval
from the President. After gaining approval, the faculty member should prepare a synopsis of the
proposed activity, plus a proposed budget, and submit this to the President of the College. Once
approval is granted from the President of the College, the faculty member is responsible for
mailing the proposal to the funding agency. Upon receipt of funding, the President of the
College will be responsible for managing the funds for its intended purpose.
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3.21.1 Guidelines for Externally Funded Grants and Contracts
General Principle - Our Lady of the Lake College encourages faculty and staff to seek grants and
contracts with foundations, state and federal agencies, private corporations, and others that fit
with the role, scope and mission of the College and its programs. OLOL College has an
established history of providing matching funds support ranging from five percent to 100% of
the total requested funding for all grant requests submitted. Whenever possible the College will
continue to provide such funds to enhance the viability of the proposal.
1. Information about grant funds may be obtained several ways. Requests for
Proposals (RFP) are received periodically by the College and are distributed to
deans, program directors or individual faculty or staff members. College
employees interested in conducting research or obtaining teaching or program
grants may identify agencies that might be interested in receiving a proposal on a
specific topic. The institution could be interested in exploring funds for specific
projects and seek agencies or foundations to support the effort.
2. Faculty or staff interested in pursuing grant funds should first contact their
program or department head, their dean, the Vice President for Academic Affairs
and finally the President of the College with an outline prior to developing a
complete proposal or making a commitment about any funds.
3. The President will determine if the proposal fits with the College role, scope and
mission and return it to the faculty/staff member through the appropriate dean.
4. The dean, division or program director will determine if there is sufficient interest
or personnel availability to pursue the grant.
5. After conference with the appropriate dean and the president, the division or
program director will assign the task of responding to the RFP to faculty/staff in
his/her school.
6. The grant writer will meet with appropriate College professionals to help
coordinate the project design, and collect the necessary data to make the project
most attractive to potential funders.
7. The grant writer will submit the proposal through appropriate channels to the
President for signatures and submission to the granting agency.
8. If the project is funded, the President will set up a separate grant account with the
accounting office.
9. Existing purchasing and expenditure procedures will be followed during the
duration of the grant.
10. The faculty or staff member receiving the grant will be responsible for all reports
due to the granting agency. Reports will be signed off by the appropriate dean,
Vice President for Academic Affairs and the President.
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Approved by Executive Committee November 4, 1998
Published: Faculty Handbook and Administrative Manual
3.22 INTELLECTUAL PROPERTY POLICY
The purpose of this policy is to protect the intellectual property of authors while promoting the
free exchange of ideas and research results. The objective of this policy is also to identify the
proper owner of the copyright interest in a work created by personnel connected with Our Lady
of the Lake College.
Intellectual Property shall be defined as the scientific and artistic creations of personnel and
students in all formats, including articles, books, audiovisuals, software, databases, digital
presentations.
3.22.1 Introduction
One mission of Our Lady of the Lake College is to encourage the creation and dissemination of
new knowledge. The College encourages and expects its personnel to engage in creative and
scholarly activities as part of their duties. While promoting the widest possible dissemination of
scientific and artistic expression, the College will protect the rights of its personnel and the
College in the provision of this policy. Ownership of the copyright of a work is initially the
author’s. The Copyright Act of 1976 includes provision for copyright ownership of a work
produced by one person who has been employed by another for that purpose. It is the employer,
not the work’s creator who is considered the owner of copyright. The College will not claim the
copyright ownership of works which are not part of a specific assignment or when the result of
sponsor-supported effort and the sponsor makes some claim of ownership interest.
3.22.2 Ownership
Our Lady of the Lake College personnel are defined as all Trustees, officers, faculty, staff, and
pool employees of Our Lady of the Lake College. Personnel shall retain copyright ownership for
the sale, publication, distribution and classroom use of materials that they have prepared on their
own initiative. This provision includes scholarly papers published in journals and books,
software, photographic works, as well as unpublished works. Those works which are developed
as part of administrative duties or works specifically assigned on the behalf of the College to
personnel within the scope of employment will be deemed the property of the College and the
College will exercise ownership rights. Our Lady of the Lake College will waive some or all its
interest in a work in favor of the work’s creator depending on the circumstances of creation.
3.22.3 Assigned Duty
When a work is prepared by personnel within the scope of employment, under the copyright law
the ownership belongs to the College. The College will claim copyright interest in those works
created as part of specific assignment by a department heads, deans or the president of the
College. Scope of employment shall not include preparation of copyrightable materials in
connection with that person’s teaching assignment, participation in research projects, artistic
creations or other scholarly works that flow from individual initiative.
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A faculty member’s general obligation to produce scholarly works does not constitute a
“specific assignment.”
3.22.4 Sponsored/Supported Effort
Funds and facilities, provided by grants from governmental, commercial, or private
organizations, which are administered and controlled by the College shall be considered
provided by the College for the purposes of this policy. Agreement between the College and the
sponsor of the grant relating to ownership of copyright and royalties shall be the responsibility of
the College.
3.22.5 Contracts with Third Parties
College employees who contract with third parties for the development of work should endeavor
to maintain ownership of copyright. In the case of commissioned work created for the College
by an independent contractor the College shall claim copyright interest. Such work is
characterized as work for hire.
3.22.6 Student Work
Copyrightable creations of students developed in connection with course work shall be
recognized as the property of the student.
3.22.7 Distribution of Royalties and Other Income
Distributable royalties shall mean any money, corporate stock, or property received by Our Lady
of the Lake College under contract granting any rights in any Our Lady of the Lake College
Intellectual Property. Expenses shall not be deducted in calculating distributable royalties.
Research grants and litigation proceeds shall not be considered “distributable royalties”, neither
shall any funds received attributable to Our Lady of the Lake College Mark. Our Lady of the
Lake Mark refers to the trade name, trade mark, service mark, design, trade dress, any goodwill
associated with such mark and any legal rights derived from the “mark”.
Forty percent (40%) of all “Distributable Royalties” shall be paid or transferred to the
respective creator of Intellectual Properties. Corporate stock, which are part of
distributable royalties shall be transferred in accordance with the preceding percentage as
soon as Our Lady of the Lake College is legally able to transfer title to such stock, and
until that time the College will be the sole owner of the stock. The creator’s share of the
“Distributable Royalties” may be retained with the consent of the creator to support
research under the direction of the creator.
Ten percent (10%) shall be allocated to the Office of the President. The remainder shall
be allocated to appropriate campus entities as directed by the President.
All stock received and held by Our Lady of the Lake College as “Distributable Royalties:
shall be managed and disposed of by the Board of Trustees. The Board of Trustees shall
have the authority to perform all acts which any stockholder lawfully may perform under
applicable law.
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To avoid potential conflict of interest or liability, no College personnel shall act as an
officer or director of any corporation in which the College acquires stock or otherwise
influence the management or operation of any corporation in which the College owns
stock.
3.22.8 College Textbook Policy: Students may not be required-or encouraged-to buy
instructional materials authored by any employee of Our Lady of the Lake College unless
specific approval is granted by the Textbook Review Committee. Prior to making a
recommendation, the committee will be asked to review the materials and make a
determination whether they are the most appropriate available for the course.
If the request is approved, any profits or royalties earned from such sales will be handled
in one of three ways: deposited in a student scholarship account, donated to the Center for
Information and Learning or denoted to charity.
Administrative Policy 2005
3.23 POLICY RELATING TO PHOTOCOPYING OF COPYRIGHTED MATERIALS
This policy is intended to guide the photocopying of copyrighted materials at Our Lady of the
Lake College in accordance with the Copyright Law of the United States (title 17, U.S. Code).
3.23.1 What is Copyright?
Copyright is a form of protection provided by the laws of the United States (title 17, U.S.
Code) to the authors of “original works of authorship” including literary, dramatic,
musical, artistic and certain other intellectual works. Copyright grants to its owner the
right to control an intellectual or artistic creation, to prohibit other persons from using
that work in specific ways without permission and to profit from the sale and
performance of the work. Owners of copyright may give permission to reproduce their
works either in whole or in part.
3.23.2 What is Fair Use?
One limitation on copyright protection is the doctrine of “fair use”. The fair use doctrine,
codified in section 107 of the 1976 copyright law is defined as a public usage for which
the copyright owner does not receive royalties because it is minimal and in the public
interest. This doctrine attempts to establish a balance between the First Amendment
(freedom of speech) and appropriate compensation to authors as protected by copyright.
The four criteria which determine fair use are: the purpose and character of the use,
including whether such use is of a commercial nature or if for nonprofit education
purposes; the nature of the copyrighted work; the amount and substantiality of the portion
used in relation to the copyrighted work as a whole; and the effect of the use upon the
potential market for or value
of the copyrighted work. The nature of the copyrighted work refers to the expectation of
the author and society on its value and usage, as well as whether the work is scholarly or
commercial.
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Three fair use tests to use in determining copyright compliance are: Brevity -- 250 words
for poems, 2500 words or 10% of articles, stories, etc.; Spontaneity -- a work must not be
calculated enough ahead of time that reprints or permission could be acquired; and
Cumulative effect -- an aggregate use, the combination of small uses that become
additive to such a proportion that continued copying could or would harm the potential
market for an author.
3.23.3 Liability
Liability for copyright infringement may not be imposed on the library or its employees
for unsupervised use of reproducing equipment located on its premises, provided that
such equipment displays a notice that making copies may be subject to copyright law
(title 17, U.S. Code section 108f).
Copy service provided through the College clerical support should use this policy to
evaluate requests from faculty, which may violate copyright law.
3.23.4 Reserves
Photocopies of articles and chapters of books are maintained on RESERVE in the library
at the request of faculty. Under the fair use guidelines photocopies of these materials
may be made without requiring permission from the owner of the copyright. Materials
that are photocopied by the library to be put on RESERVE will be the property of the
library and retained for a specified period of time. At the end of this time the faculty
must review the RESERVE materials for their courses and direct the library on whether
to maintain the article or to remove it.
3.23.5 Inter Library Loan/Document Delivery
Inter library loan requests must comply with copyright compliance (CONTU guidelines).
When request for a specific journal title exceed the limit of 5 articles per calendar year
the library must report those photocopied over the limit. For each year within the last
five years, no more than 5 articles may be photocopied without permission from the
owner of the copyright. For books, no more than 5 chapters may be photocopied per year
for the duration of the copyright. Faculty in developing curricula and making reading
assignments should remember the fair use tests: spontaneity, brevity, and cumulative
effect. Faculty must obtain permission to copy from the owner of the copyright when the
need for reproduction exceeds the copyright from the owner of the copyright when the
need for reproduction exceeds the copyright guidelines. Records of document delivery
must be maintained by the library for three calendar years in the case of subpoena. If
materials photocopied are older than five years, the guidelines take no position. One
exception to the rule of five is when the library maintains a subscription to a periodical
and is unable to locate it in the collection. The photocopy made as a result of an inter
library loan request is not counted against the five per year guideline.
3.23.6 Public Domain
When the duration of the copyrighted period is over, a work is considered to be in the
Public Domain. Public Domain also applies to most United States Government
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publications where copyright protection does not apply. Those which do have copyright
protection are subject to the libraries general copyright policy.
3.24 OFFICIAL COLLEGE PUBLICATIONS: PROCEDURES FOR INITIATION, REVIEW, AND
REVISION
3.24.1 Review and Revision of Academic Program Documents
The Catalog is the primary document of academic policy, published by the Registrar.
All documents containing program information, including the Catalog, and published by
the Registrar will be sent to each program director for annual review and revision. The
Registrar will determine the date of distribution and the deadline for submission for
change. Final approval for publication will be given by the Vice President for Academic
Affairs.
3.24.2 Development of New Academic Program Documents
New documents that are descriptive of academic programs will be developed
cooperatively by the Registrar and program director with final approval by the Vice
President for Academic Affairs and the President
3.24.3 Information Released to Media
All articles about the College or any of its constituents, any advertisements, or any media
interview must be authorized by the College President. All printed information must be
reviewed by the office of the President prior to release.
3.24.4 Integrity and Accuracy of Institutional Data
The Office of the President is responsible for the integrity of data and the content
consistency of institutional publications. All hard-copy publications will be reviewed by
the Office of the resident prior to publication.
3.24.5 Archiving of Publications
A copy of all hard-copy publications will be sent to the Vice President for Support
Services for archiving.
Approved by Executive Committee May 29, 1999
Publish: Administrative Handbook and Faculty Handbook
3.25 CONFIDENTIALITY
The purpose of the policy is to assure confidentiality of designed College operations.
1. Any information obtained for Our Lady of the Lake College operations will be gathered,
maintained and stored in such a manner as to protect any individual from invasion of
privacy and to protect Our Lady of the Lake College.
2. Access to information by any individual will be limited to the scope of their duties and
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responsibilities. Employees of the College are expected to maintain strict confidentiality
regarding information they may have access to in the performance of their duties.
Problems with breach of confidentiality will be handled accordingly by the President of
the College.
3. Access codes and passwords authorizing agents of the College to view, print or enter
student, financial, payroll or other confidential data are to be strictly safeguarded. Staff
members should attempt to access only that information for which they are authorized.
Should any staff member suspect that the confidentiality of his/her access code has been
compromised, he/she should report this at once to his/her Vice President or the President.
3.26 DRESS CODE
Faculty members are expected to be professionally dressed both in the classroom and the
laboratory settings. When in the clinical area faculty and students must conform to the dress
code of the clinical agency.
3.27 USE OF TOBACCO
Use of tobacco is prohibited in any building on the Our Lady of the Lake College campus.
Smoking areas have been designated outside the building at the faculty and student entrances
only.
3.28 HEALTH POLICIES
It is the policy of Our Lady of the Lake College that each faculty member prior to employment
will have a pre-employment physical, a TB skin test and/or chest x-ray, and a urine drug screen.
This is at no cost to the faculty member. It is also policy that the faculty member will have a TB
skin test and/or chest x-ray annually. Faculty will receive information regarding Hepatitis B
vaccinations during the orientation period. Policy also states that at any time during employment
that the faculty member may be randomly selected to submit a urine sample for drug screening.
If randomly selected, the faculty member will be notified in the morning and has until the end of
that day to go to the laboratory for testing.
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3.29 ACADEMIC SUPPORT SERVICES
3.29.1 Professional Staff:
This includes all staff members with assignments requiring specialized
professional training such as the Librarian, Media Center Coordinator,
Registrar, Director of Admissions, Director of Counseling Services,
Coordinator of Health and Safety, and Director of Financial Aid.
3.29.2 Support Staff:
Includes persons whose assignments require specialized knowledge or
skills that may be acquired through experience or academic work offered
in two-year or four-year institutions, or through equivalent on-the-job
training. This category includes staff who implement financial aid
programs, administrative assistants, learning resource and library
assistants, and admissions analysts.
3.29.3 Clerical Staff:
Includes persons whose assignments are associated with clerical activities
or is specifically of a secretarial nature. This category includes personnel
who are responsible for internal and external communications, recording
and retrieval of data and/or information and other paper work required in
an office.
Clerical staff is assigned by the College to assist the teaching faculty.
Requests for typing and copying must be completed on the appropriate
forms according to divisional procedures allowing sufficient time for the
task to be completed.
3.29.4 Center for Information and Learning (CIL)
The Center for Information and Learning is composed of the Library and
the Media Center. The Library is in the administration building and the
Media Center is in the Health Sciences building.
The Media Center provides services designed to augment academic
success and reinforcement of learning through the use of subject-related,
non-print materials such as: videos, interactive videos, CAI's, audio
cassettes, and anatomical models. The Media Center provides computers
with word processing capabilities and printers. Students can use the
Clinical Information System (CIS), installed on all computers, to practice
charting, ordering, and retrieving patient information as they would in an
actual hospital setting. The Media Center is staffed by personnel who are
available to assist faculty during posted hours.
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The Library provides an area for students to do research and to study.
Internet access to Index Medicus and Cumulative Index to Nursing and
Health Sciences Literature facilitates literature searches. The library also
provides access to the catalog via an OPAC, Online Public Access Catalog
providing access to OLOL College Library book and journal holdings.
Spacious study areas are available in a variety of settings: Reading Room
area, meeting rooms and individual study carrels. Faculty is provided one-
on-one reference service upon request and inter-library loan service.
Faculty and students also have access and check-out privileges to the
Middleton Library, located on the LSU campus. The holdings of academic
libraries across the state can be accessed via LOUIS (Louisiana Online
University Information System) for sources beyond the holdings of the
OLOL College Library.
3.29.5 Computer Science Laboratories
Three computer labs (St. Dymphna, Stephen, and St. Benedict) are
maintained by the Director of Administrative and Academic Computer for
general student use and instruction.
3.29.6 Student Health and Safety
3.29.6.1 Health Program
The Health Office provides and implements a health program for
OLOL College students. The Coordinator of Health and Safety
coordinates, directs, and implements the ongoing activities of the
health program that include maintenance of student health records,
providing information regarding health insurance, scheduling of
immunizations for Hepatitis B, TB Skin Testing and pre-
enrollment drug screens.
3.29.6.2 Incidents Resulting in Injury to Students/Faculty
Following an injury or accident, a College Incident Form must be
completed and given to the Coordinator of Health and Safety.
The form is filed in the Health Office. These forms can be
obtained from the Health and Safety office or a secretary in any
building.
If the incident occurs during a clinical rotation, the protocol of the
clinical agency should also be followed.
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If the accident or injury involves a student during a clinical
rotation and results in medical treatment, the student must request
a claim form from the Health Office or secretary in the Nursing
Building and forward to the insurance company before the bill will
be paid. Student is responsible for any costs for healthcare. See
Section 3.26.6.8 regarding insurance.
3.29.6.3 Serious Illness or Injury to Students/Employees/Visitors
This policy is to provide for the care and transfer of injured
or ill individual to the OLOLRMC Emergency Room or
medical facility of choice.
1) The student/employee/visitor will be
transferred to the ER of OLOLRMC. The
means of transportation will depend on the
extent of illness or injury.
2) For serious or life-threatening emergencies
EMS (911) will be called.
3) A College incident report must be completed
as soon as possible. This should accompany
the injured party to the ER.
3.29.6.4 Student Absences Due to Illness/Injury
All students in clinical courses with health conditions
illnesses/infections/injury), which necessitate extended
absences must discuss their situations with the Clinical
Instructor and the Coordinator of Health and Safety. The
student may continue in the program with the written
approval of his physician. After the absence, the student
may return to school after obtaining a physician’s written
consent of the student’s ability to participate in all activities
inherent in the course description. The student must report
to the Health Office to obtain a “Return to Class/Clinical
Form”. A section of this form is then taken to the Course
Coordinator by the student.
An illness requiring an extended absence and that prevents
the completion of course work because of circumstance
beyond the student’s control, may necessitate the process
for “I” grade, withdrawal, or resignation. The student must
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initiate the appropriate process following the guidelines.
3.29.6.5 Blood and Body Fluid Exposure Protocol
Students are treated for exposure to blood and body fluids
during clinical rotation according to the protocol of the
clinical facility. The cost of treatment is paid for by the
insurance policy provided by the College.
The exposure protocol followed by Our Lady of the Lake
Regional Medical Center is in the College Health Office
Handbook.
3.29.6.6 Procedure for Drug Screening for Reasonable Suspicion or
Cause
This policy applies to all students enrolled at OLOL
College. The circumstances suggesting an impairment
should be immediately reported to the Director of Health
and Safety or administrative designee. See College Health
Office Handbook for procedure.
3.29.6.7 Pregnancy Policy
All students enrolled in clinical courses should notify the
instructor and Coordinator of Health and Safety as soon as
pregnancy is confirmed. A written report from the doctor
stating the student may continue in the program is
necessary. This is to ensure that the student and her unborn
child are not exposed to undue hazards inherent within the
program. The written release by the student’s physician is
kept in the student’s health records in the Health Office.
3.29.6.8 Insurance
3.29.6.8.1 Hospitalization
The College recommends that all students in
clinical program carry health insurance.
OLOL College offers a student insurance
plan for all full-time and part-time students
(carrying 6 or more credit hours). This
insurance plan is sponsored by Louisiana
Association of Independent Colleges and
Universities. For further information
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contact the College Student Health Office at
768-1755.
3.29.6.8.2 Accidental Injury Insurance
The College provides Accidental Injury
Insurance for all students enrolled in a
clinical program or wet lab. This insurance
will cover expenses when receiving
treatment in an emergency room, from a
private physician, or clinic. The Insurance
Card is given to the student at the beginning
of the semester. The student must present
this card to the medical facility providing
treatment and obtain a claim form from the
Health Office or secretaries in the Nursing
Building. The claim form is to be sent to the
Claims Administration Services before the
bill will be paid. The Claims Administration
Office address is on the Insurance Card as
well as the claim form. This insurance is for
an injury sustained during a clinical
assignment only.
3.29.6.9 Safety
The College Safety Plan provides guidelines for faculty,
staff, and students to use to ensure a safe environment. The
plan outlines Procedures to be followed in the event of
emergencies. See OLOL College Safety Plan.
3.29.6.10 Counseling Services
The Dean of Student Services directs and implements the
ongoing activities of the counseling program that includes
personal and academic counseling and guidance.
3.29.6.10.1 Identification and Notification Process for
Students with Special Needs
1) The student self-identifies a special need (i.e. learning
disability or physical handicap) to his/her faculty member,
academic advisor, or admission representative.
Faculty, advisor, or admission representative should then
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refer the student to either the Coordinator of Health and
Safety for physical handicaps or the Dean of Student
Services for learning disabilities. Advise the student that it
is necessary for him/her to acquire a diagnosis of the
disability.
2) The student and counselor or Coordinator of Health and
Safety meets and an interview for services are conducted.
3) The student signs the Special Needs Assessment form
which, allows for release of information to the appropriate
individuals, such as faculty and administration
4) Documentation of the diagnosis of the disability by an
appropriate professional, who is approved by the College,
is provided by the student.
5) Review of provided documentation is conducted by the
Dean of Student Services or the Coordinator of Health and
Safety, and consultation with the appropriate professional
documenting the disability and the director of the
appropriate program.
6) A draft of the reasonable accommodations is prepared by
the Dean of Student Services or Coordinator of Health and
Safety. This is done in conjunction with the director of the
appropriate program and faculty.
7) A meeting with the student and Dean of Student Services
or the Coordinator of Health and Safety is arranged. The
student is allowed to have input into the plan.
8) A formalized description of the proposed
accommodations is written and attached to the Special
Needs Assessment Form. Copies of the accommodations
are placed in the student’s file in the Counseling Services
Office or the Coordinator of Health and Safety, the Office
of Admissions and Records, and with the director and
appropriate faculty of the appropriate program.
9) A meeting is arranged with each individual faculty
member, director of the appropriate program, and advisor
for the student. The accommodation plan is discussed with
the faculty member(s), director, and the advisor.
10) If accommodations are accepted by the faculty
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member(s), director of the appropriate program, and the
advisor, the student is notified in writing by the Dean of
Student Services or the Coordinator of Health and Safety
that the accommodation plan is accepted.
11) If rejected, then a committee including the student,
Dean of Student Services/Coordinator of Health and Safety,
faculty member(s), dean/director of the appropriate
program and the Vice President for Academic Affairs will
be formed to review and/or modify the accommodation
plan.
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