Department Guidelines Manual

In pursuit of the professional missions of teaching, research, and service, a departmental code of ethics, along with the code of ethics from one’s specific discipline, provides a guide which the professor can use in monitoring the ethical dimensions of her/his collegial, staff, and student relationships, professional decisions, and practices.

The guidelines on professional ethics focus on the professor in the Department of Sociology and Anthropology at North Carolina State University and her/his relationships with colleagues, staff, students and other professionals in the Department; the University; and the community beyond the University.

1.2a Professional Responsibility

Guided by a deep conviction of the worth and dignity of the advancement of knowledge, the professor recognizes the responsibility placed upon her/him to seek and state the truth. To this end, the professor devotes energies to developing and improving scholarly competence, practicing intellectual honesty, and exercising critical self-discipline and judgment in using, extending, and transmitting knowledge. Although the professor may follow subsidiary interests, these interests must be held to the same high standards of inquiry as any primary interests (adapted from “Statement on Professional Ethics,” AAUP, 1966).

1.2b Professor as Teacher

As a teacher, the professor encourages the free pursuit of learning among students. The professor upholds the best scholarly standards of the discipline, demonstrates respect for the student as an individual, and adheres to the proper role as intellectual guide and counselor. The professor makes every reasonable effort to foster honest academic conduct and to assure that evaluations of students reflect their true merit. In making any academic evaluations of students, factors such as race, religion, sex, age, national origin, political affiliation, ethnic identity, life style, or other activities unrelated to academic achievement are not considered. Respect for the confidential nature of the relationship between professor and student is expected. In particular, the professor-graduate student relationship is an apprenticeship involving teaching, training, and modeling professional behavior. The professor avoids any exploitation of students for private advantage, acknowledges significant assistance from them, and in general, protects their academic freedom. When working on joint projects, there are mutually accepted explicit agreements, preferably written, at the outset with respect to the division of work, compensation, access to data, rights of authorship, and other rights and responsibilities (ASA, Code of Ethics, 1984; Resolution on Professional Responsibilities, 1986).

1.2c Professor as Colleague

As a colleague, the professor has obligations that derive from common membership in the community of scholars by respecting and defending the free inquiry of associates of all disciplines. In exchange of criticism and ideas, the professor shows respect for the opinions of others, acknowledges academic contributions, and strives to be objective in the professional judgment of colleagues. In professional settings of all types, the professor demonstrates respect and sensitivity for his/her colleagues as individuals. The professor accepts an appropriate share of faculty responsibilities for the governance of the institution. While serving in these capacities, the professor represents her/his department, its constituent members and disciplines, fairly and respectfully.

1.2d Professor as Department Member

As a member of the department, the professor recognizes that support staff and other non-faculty personnel are worthy of respect as individuals and that they carry out vital departmental responsibilities.

1.2e Professional Relationships

Please see the following University policy: http://policies.ncsu.edu/policy/pol-04-20-06.

1.2f Harassment

Please see the following University policy:
http://policies.ncsu.edu/policy/pol-04-25-05.

1.2g Professor as Member of Institution

As a member of the institution, the professor seeks above all to be an effective teacher and scholar. Although the professor observes the stated regulations of the institution, provided they do not contravene academic freedom, the professor maintains the right to criticize and seek revision. When considering the interruption or termination of service, the professor recognizes the effect of this decision upon the program of the institution and gives due notice of intentions.

1.2h Professor as Member of Community

As a member of the community, the professor has the rights and obligations of any citizen. The professor measures the urgency of these obligations in the light of the responsibilities to subject, to students, to the profession, and to the institution. When the professor speaks or acts as a private person, she/he avoids creating the impression that she/he speaks or acts for the College or University. As a citizen engaged in a profession that depends upon freedom for its health and integrity, the professor has a particular obligation to promote conditions of free inquiry and to further public understanding of academic freedom.

1.2i Personal Comments and Statements

As a member of the department, whether a professor, staff member, or student, there is a need to be mindful of the debilitating and divisive consequences of personal comments, jokes and/or acts that are racist, sexist, or ageist in character. There is a need to refrain from expressing antagonistic attitudes and making racial or inflammatory statements.

Please see the following University policy: 
http://policies.ncsu.edu/policy/pol-04-20-02.

Please see the following policies regarding authorized signatures and delegation to others.
Delegations of Authority for EPA Personnel Actions:
http://policies.ncsu.edu/regulation/reg-01-20-01;
Delegation of Authority to sign Contracts:
http://policies.ncsu.edu/regulation/reg-01-20-02.

POLICY: The Department schedules 1911-129 (large conference room, capacity 40) and the 1911 Atrium, which are available for meetings, social events, and other activities. The 1911 Atrium and 129 are not for the exclusive use of our department; anyone in Humanities and Social Sciences or at NCSU may reserve these. In the evenings, small sociology or anthropology departmental classes may be scheduled in 129. Reservations are not made for unsupervised student groups on weekends or after 6:00 p.m. on weeknights.

PROCEDURE: There is a link “1911-129 and Atrium Reservation Calendar” near the bottom of the Department website’s left column and a link on the “Contact Us” webpage.  This link provides information and instructions. An assigned person maintains the reservation schedule and may also be contacted for questions, reservations, and a 129 key if needed. Reservations are made on a first come, first serve basis.

Small Departmental Meeting Rooms (in various locations):
Reservation Sign-up Sheets are located on the door of the meeting rooms. After making sure someone else has not already reserved the room at your chosen time, write in your own reservation. Reservations are made on a first come, first serve basis. If you decide not to use the room, please remove your name from the reservation sign-up sheet, thereby releasing the room for others to use.

Other in 1911 Building:
Social Work Conference Room (1911-138, capacity 25). Please contact Social Work to reserve this room.

2.4a Department Calendar

POLICY: The Department maintains a calendar online on the department website.
PROCEDURE: The Department webmaster is responsible for updating the calendar. Please bring your items to the webmaster.

2.4b Bulletin Boards

POLICY: The Department maintains bulletin boards on the second and third floors for announcing important and timely information that is appropriate to the Department.
PROCEDURE: Material for posting on the bulletin boards is approved by the Department Staff in accordance with department policies.

2.4c News and Notes

POLICY: News is displayed on the department website.
PROCEDURE: Material for possible inclusion is updated by designated faculty members and staff.

2.4d General University Information

POLICY: Information received by Department Administrators and Staff through University listserves.
PROCEDURE: Such information deemed appropriate and important will be distributed to department employees and students by department listserves.

2.4e Open File

POLICY: The Department maintains an “Open File” of materials for departmental personnel review either online or in hard copy files. The materials include documents that are important but are too lengthy and costly to reproduce for distribution.
PROCEDURE: The Open File is located in a designated online file or in a designated area that will be announced. Either a faculty or staff member will be designated to be responsible for the creation and announcement of this file.

POLICY: Students, faculty and staff have access to the LAN (Local Area Network) and the Internet through wired connections in all offices in the 1911 Building and through the campus wireless network.

2.5a Local Network Fileserver

POLICY: All faculty, staff and graduate students in the department are given an account on the SA local network fileserver (LAN). Department email groups are maintained by the Business manager or designee.
PROCEDURE: Approximately 1 Gb of network disk space is allocated to each user. Account holders have access to a networked environment that includes various word processing and statistical software programs as well as email, ftp, the World Wide Web, and a range of other applications. Support services for departmental members using the LAN are primarily provided through Humanities and Social Sciences Information Technology staff.

2.5b Computer Software

The University charges each department with maintaining the licenses for any software that they use. See http://policies.ncsu.edu/regulation/reg-08-00-08 for additional detail.

2.6a Copying Arrangements

POLICY: The Department provides copying as resources allow. The Main Office provides copying codes for faculty and staff; the Graduate Program Office provides codes for graduate students. These codes are to be used for University business only and the department expects prudence from users in limiting their copying to what is appropriately needed to support the departmental mission.

2.6b Submitting Publications to the State Depository Library System 

POLICY: North Carolina law (N.C.G.S 125-11.5) requires that copies of publications produced at public expense be submitted within ten days to the State Publications Clearinghouse for dissemination to libraries in the North Carolina State Depository Library System and to the Library of Congress. (A State publication is any document prepared by a State agency or private organization, consultant, or research firm, under contract with or under the supervision of a State agency; however, the term does not include administrative documents used only within the issuing agency or documents produced for instructional purposes that are not intended for sale or publication.)
PROCEDURE: For such publications printed in quantities of 200 or more, copies (5 for publications that are for sale and 10 for free publications) of each is to be sent to the Clearinghouse within 10 days of issuance. (Complete instructions and appropriate forms are on file in departmental office under U 1.50, NCSU Policies.)

POLICY: The Department observes Thursdays 11:30am-1:00pm, as a time reserved for faculty and committee meetings. An effort is made not to schedule faculty for teaching during the Department Hour, and faculty are expected to keep their schedules free for department business.

PROCEDURE: Committee Chairs may schedule meetings during the Department Hour at will. Please consult the department calendars for possible conflicts. Faculty may arrange with the webmaster for scheduled meetings to appear on the department calendars.

2.8a Furniture/Equipment Requests

POLICY: The Department provides new and replacement equipment and furniture as funds allow.
PROCEDURE: Faculty and staff should notify the Department Head when new or replacement equipment or furniture is needed. From time-to-time, the Department Head invites “wish lists” from faculty and staff for equipment and furniture. Faculty and staff are asked to describe items they need, provide cost estimates, and provide a justification for items requested.

2.8b Ownership, Assignment, and Location of Equipment and Furnishings

POLICY: Equipment and furnishings purchased on University, College, and grant and contract budgets (both extramural and intramural) are property of NCSU unless there are explicit contractual provisions requiring that the equipment or furnishings be returned to the funding agency at the end of the funding period. Hence, the University immediately and routinely attaches NCSU property labels and codes to all equipment and furnishings upon delivery. The University maintains an ongoing audit of the assignment and location of equipment and furnishings, and the Department Head is required to certify its assignment and location of equipment that cost $5,000 or more. Additionally, Humanities and Social Sciences IT and the Department audit the desktop and laptop computers.
PROCEDURES: University policy requires that the Department Head authorize purchases of equipment and furnishings. Upon delivery, the Department assigns and locates the equipment and furnishings with the room and departmental personnel for whom it was purchased. Equipment and furnishings purchased on grants and contracts remain with the project through the duration of the project and, typically, beyond. Reassignment of equipment and furnishings is authorized by the Department Head/Associate Head.

2.8c Repair of Equipment and Furnishings

POLICY: The Administrative Assistant is the designated contact person for arranging equipment repairs.
PROCEDURE: Give full information to the Administrative Assistant in the event of equipment failure. The Administrative Assistant will contact, or ask the Accounting Technician to contact, appropriate vendors or service units, receive estimates, and consult with the Department Head regarding comparative repair and replacement costs and budget implications.

Please consult the following University policy: http://policies.ncsu.edu/policy/pol-04-20-05.

POLICY: The Department provides office keys and building access (via ID Card) to EPA and SPA employees. Graduate students are provided office keys or codes and building FOBs . The Department provides keys to locked rooms on an “as needed” basis.

PROCEDURE: Requests for keys and/or for admittance to locked rooms are made to the Administrative Assistant. The employee/student must pay the replacement fee for lost fobs and keys.

The University policies cover several types of leave.
Please consult the following NCSU link: http://www.fis.ncsu.edu/hr/benefits/leave/default.asp.
NC Office of State Personnel (OSP) general leave policies:
http://www.osp.state.nc.us/manuals/5_Leave/generalleave.htm.
The Executive Assistant can address individual questions regarding leaves.

Please consult the following policy: http://www.ncsu.edu/general_counsel/legal_topics/open_meetings.php.

POLICY: The Department assigns office space on the following criteria in order of priority: 1) Function, 2) Productivity, 3) Rank, and 4) Age/Duration of employment. As the need arises, support staff occupy multiple-occupant offices. Graduate Students and temporary faculty occupy multiple-occupant offices. The Department makes an effort to provide space for nonfunded graduate students. Space is assigned on a first-come, first-served basis and is shared according to demand.

PROCEDURE: The Department Head or her/his designate assigns office space. Requests for space or office changes should be directed to the Department Head.

Please consult the following University policy: http://policies.ncsu.edu/policy/pol-07-60-01.

Please consult the following University policy: http://policies.ncsu.edu/regulation/reg-04-00-02.

POLICY: The Department collectively expresses shared sentiments for department members and their immediate families at times of illness, crisis, or death.

PROCEDURE: The Administrative Assistant coordinates the collective expression of sentiment typically once a year in the beginning of the fall semester. Individual faculty members and staff report details to the Administrative Assistant who makes appropriate provisions in behalf of the department. To make these expressions possible, faculty and staff are invited to contribute annually (or as needed) to the “kitty” using the following suggested scale: Full Professors, $20; Associate Professors, $15; Assistant Professors, $12; Support Staff, $5.

Please consult the following University policy: http://policies.ncsu.edu/regulation/reg-07-40-02.

Please consult the following University policy:  http://policies.ncsu.edu/regulation/reg-04-20-03.

POLICY: The Department maintains centralized storage of general office supplies for faculty, staff and graduate students.

PROCEDURE: Common office supplies are available through the Department Offices on the second and third floors. Additional supplies can be obtained by providing a supply request list to the Departmental Receptionist. Please allow 3-5 days for delivery of items that have to be ordered. Uncommon supplies not available through the Department Office may be ordered through the Receptionist or Accounting Technician if approved by the Department Head. Once supply item has been approved, please allow additional time for delivery of item.

For travel policy and procedures please use the following link: http://www.fis.ncsu.edu/controller/travel_guidelines/default.asp.

2.20a Authorization for Travel Procedures (Faculty/Staff/Students)

For Faculty/Staff: /faculty_staff_resources/travel_auth_fs.php.
For Students: http://www.ncsu.edu/chass/sociology/restricted/forms/travel_authorization_form.html.

2.20b Travel Subsidy

POLICY: The Department provides travel subsidies to faculty for professional development purposes as funds allow. Most often, the purpose is for travel to professional meetings to present a paper (see Citations, Department Form [3.2] for definition of “paper” and “professional meeting”), chair a session, serve as a session discussant, present a round table, present a poster session, serve as a panelist, or attend related meetings. Other professional development activities are encouraged. The Department Head solicits funding requests from faculty periodically.
PROCEDURE: Upon return, receipts for transportation and hotel are required for reimbursement. If the traveler has already paid for plane travel and/or conference registration personally, these receipts are needed as well. 

2.20c Registration Fees

POLICY: Registration fees can be processed prior to attending professional meetings. The University will directly pay the conference sponsor.
PROCEDURE: The registration fee form can be filled out and submitted to the Accounting Technician along with the travel authorization form three weeks prior to the professional meeting to assure that the conference sponsor receives the registration fee by the deadline.

2.20d Travel Subsistence and Reimbursements

For University policy use the following link: http://www.fis.ncsu.edu/controller/travel_reimburse/Default.asp.

2.20e Travel Mileage Reimbursement

For University policy please see the following link: http://www.fis.ncsu.edu/controller/travel_reimburse/new_travel_policy/mileage_reimb_policy.asp.

The following two sites cover definitions and operation of trust funds. These sites will be relevant for faculty with contracts and grants. Consult the Departmental Executive Assistant as questions arise.
http://www.fis.ncsu.edu/controller/trust_funds/guidelines_June2011.pdf

POLICY: Each faculty and staff member, including lecturers and employed graduate students, is responsible for the content and maintenance of their individual “official” departmental webpage. Accurate contact information is the responsibility of each employee. For all faculty and graduate students, the departmental standard listing contains your basic contact information, academic/research interests, educational history, and uploading annually an updated CV. For all teaching faculty (including tenure-track, lecturers, and graduate students), there is the ability to list your office hours and upload your syllabus(i) directly on your webpage. Additional features include: a photo upload, a personal website link, a short bio, recent academic/research projects, recent publications, recent presentations, and ongoing major responsibilities/involvements. Most of this information will also be accessible from your CV, which is to be available from your departmental personal webpage.

PROCEDURE: Contact Information, including name, is automatically generated from the NCSU Directory listing. If you wish to edit your contact information, you will need to do this by accessing and changing your directory information:

– Go to the NCSU homepage: http://www.ncsu.edu/.
– Click on “Find People” at the top.
– Look up yourself.
– Scroll to the bottom of the page and click: “Update My Directory Listing (Faculty/Staff).”
– You may have to enter your login/unity ID and password.
– Then, you will see data fields you can change, add, etc.
– You will be directed to verify and save (button at bottom of page).
– It will take a day or two to update and appear on your dept. personal webpage.

To access and edit your personal departmental webpage:

– Go to your departmental personal webpage (in Soc/Ant “Faculty and Staff”:  socant.chass.ncsu.edu/faculty_staff).
– Click “Authenticate” at the center top of the page.
– Login using your Unity ID and password (each employee should have access to only her/his webpage).
– Click on “Edit Profile” in the upper left corner of the large middle section of the webpage.
– You should see a page with data fields which allows you to upload, add, and edit items.
– Uploading files (adding them to your webpage):  click the “Browse” button next to the desired upload data field (picture, Vita, or syllabus), and locate the desired file either on your computer, an accessible drive (K, M, etc.), or an inserted CD or flash/thumb drive.  When you highlight and click on the file, your file will automatically be loaded into the respective “upload” field.  The program will make a copy of your file and place it in an undisclosed server location so that it knows where to retrieve the file when someone clicks to open the file on your webpage.  This means that if you change or update the file that you uploaded, you will need to upload the updated file again in order for the correct, updated file to be accessed from your webpage.
–  Adding other information:  your office hours can be entered (format is h:mm).  If you have a non-departmental personal website, its URL address can be copied and pasted into the “Website” field.  Other information can be typed directly into the other fields (short Biography, Interests, etc.).
– Click the “Submit” button (in two locations: top right or bottom right) to SAVE your changes.  Click “Return” after clicking “Submit” to return to your webpage and view the changes that you made.

POLICY: The University requires that each faculty member submit an annual Faculty Activity Report (FAR), which is the official record of the faculty member’s professional performance. The annual FAR for College of Humanities and Social Sciences covers the academic year (July-June). The University also requires that faculty inform the administration, particularly at the Department Head level, of his or her ambitions and prospects for professional development.

The annual Faculty Activity Report is used in evaluations for annual performance reviews, contract renewal, tenure, promotion, and merit salary increases; for developing the annual report; and for responding to various inquiries from central administration. As part of the FAR, a Plan for Professional Development is prepared that includes the professional goals and aspirations of individual faculty and the relationship of these goals to plans for continuing development of the department and college of appointment and, where appropriate, to the goals of the University as a whole. New faculty develop this plan during their first year of the appointment. Progress in meeting professional goals are included in the FAR and used during annual evaluations of faculty performance. Please see this link for University policy:
http://policies.ncsu.edu/regulation/reg-05-20-03.

Please also see University policy on the Statement of Mutual Expectations (SME): http://policies.ncsu.edu/regulation/reg-05-20-27.

PROCEDURE: The Department Office provides appropriate forms and instructions for the annual Faculty Activity Report early in the spring semester.

POLICY: The Department requires that materials submitted for reporting purposes follow a standardized citation form. This includes annual activity reports and special reports as requested. The purpose for standardizing citations in reports is to ease electronic assembly of information across 30+ faculty. (This policy does not dictate how faculty format their vitae, document manuscripts for publication, and the like.) The department requests that faculty use either ASA, APA or AAA format.

3.2a Manuscript Glossary

– “Paper” means manuscript in draft form–including narrative, footnotes, citations, bibliography–suitable for submission for publication under refereed review procedures.
– “Presentation” means material presented without supporting paper (see definition of paper).
– “In Press” means that all revisions have been accepted by the editor and a letter of manuscript acceptance for publication is in hand. “Forthcoming” can be used when the editor provides a letter of acceptance, but when additional editorial changes may still be required.
– “Professional Meeting” typically means an annual meeting of a professional association.
– “Revise and Resubmit” means that a manuscript has been reviewed, it is being revised or is already resubmitted to the editor/publisher who reviewed it. It has not yet been accepted for publication. If the manuscript is then sent elsewhere, it is back to “in review.”
– “In Review” means that the manuscript is physically in the editor’s possession.
– “In Process” means more than thinking great thoughts. It means that the manuscript is in preparation and substantial parts exist in prose, hard copy form; i.e., tables are not a manuscript in process.

3.2b Grants Glossary

– “In Review” means that the grant application/proposal is physically in the possession of the funding agency.
– “Approved” means that the review was favorable on technical/scientific merit. That does not mean the proposal was funded, however. Most grant proposals are approved but, also, most are not funded. (TLTP refers to proposals that are approved on technical/scientific merit but the priority score is “too low to pay.”)
– “Funded” means that the approved grant has been funded.
– “Principal Investigator” (PI) is the person identified by the sponsoring institution and the funding institution who is responsible for the conduct of the project within the guidelines established by both the recipient and funding institution. Normally, the PI wrote the grant proposal. The PI may or may not be on the project payroll.
– “Project Director” is an optional position, depending on the size and structure of the effort. The Project Director is the person who gives direction to the project and has implementation responsibilities. The Project Director may or may not have been involved in writing the proposal and may or may not be a faculty member. The Project Director is usually on the payroll if the award includes funding for personnel. The Project Director accounts to the PI.
– “Competitive Grants” are awards made 1) in open competition, 2) in response to Requests for Proposals (RFPs) or Requests for Applications (RFAs), and 3) that have been peer reviewed.
– “Contracts” are quid pro quo agreements that specified services will be performed or a specific product will be developed in exchange for resources. Contracts may or may not be reviewed by peers and may or may not be competitive.
– “Passthrough” is a bookkeeping term providing institutional accounting services for handling monies in support of a particular project or effort (e.g., editor, society treasurer, membership chairman, conference chairperson, and the like). Passthroughs are not indicative of scholarly achievement.

POLICY: The Department Head formulates recommendations to the Dean for faculty merit salary adjustments. The bases for merit salary recommendations are outlined in the Faculty Handbook.

PROCEDURE: In late spring, the Department Head seeks recommendations from the Faculty Review Committee and appropriate others regarding faculty members’ productivity and associated salary recommendations. The Department Head takes the input into account in making recommendations to the Deans.

Please see the following University policy: http://policies.ncsu.edu/policy/pol-05-20-01.

Please see the following University policies regarding Non-Tenure Track (NTT) faculty. The Department endeavors to provide these NTT faculty members with professional working conditions whenever feasible and within budgetary constraints: http://policies.ncsu.edu/regulation/reg-05-20-34.

Off-Campus Scholarly Assignment (OCSA) must be submitted to the Department Head prior to submission to the College. Eligible faculty should contact the Department Head for the Department’s due date.

Applications are typically due in the Humanities and Social Sciences Research Office during the second week of January.

Description: The College’s support for OCSA facilitates individual careers, departmental programs, and the intellectual climate of the College as a whole across all disciplines. OCSAs are generally granted at intervals of approximately every seven years. Assignments are granted to relieve faculty from teaching and service duties for as long as one academic year to allow for the concentrated research time that projects often require. OCSAs are reserved for eligible colleagues whose research requires that they be relieved from regular campus duties (e.g., teaching, service) for extended periods of time. Faculty who want time to complete projects (e.g., write a book, analyze data), who plan to be out of the area for an extended period of time, or who want to be released from teaching and service duties for more than one semester should apply for an OCSA. OCSAs may be of three types: (1) Two semesters at one-half pay, (2) One semester at full pay, (3) Leave without pay for up to one calendar year. For the University policy, see: http://policies.ncsu.edu/regulation/reg-05-20-24.

Funding Support: Research assignments are made possible by the normally budgeted resources of the department and college. They are, therefore, limited in number and depend on the resources available at any given time. Our practice is intended to be attentive to the needs of faculty, students, and the college while being consistent with University policy. Humanities and Social Sciences also encourages faculty to seek external support (e.g., fellowships, sponsored research) to supplement their salary while on a two-semester OCSA, though this supplemental funding is not required. Decisions about OCSAs are informed by rankings from department heads about OCSA applications from their departments. Because we seek to have a minimal impact on the college budget overall, department heads must balance OCSA requests for one-half pay for the full academic year with one semester requests at full pay. The college will consider exceptions to this policy on a case-by-case basis, in consultation with department heads.

Application Process:

1. OCSA requests should use the University form:
   http://www.fis.ncsu.edu/hr/forms/benefits/leave/schol-assignment.pdf.
2. Departments evaluate and rank all applications received from their respective faculty using established unit criteria and procedures. Please consult with your department heads about internal department deadlines. 
3. The Department Head submits a recommendation for scholarly assignments to the Office of Research and Engagement. The Department Head recommendation must rank order the applicants.

Proposal Priorities – priority will be given to OCSA requests that meet the following criteria:

– The degree to which the proposed leave will meaningfully enhance the faculty member’s scholarship and reputation in the discipline.
– Past evidence of success or evidence of the strong possibility of success in using OCSA support.
– A portion of the faculty member’s salary during the leave is supported by external funding sources (e.g., fellowship, grant), or cases in which the faculty member is willing to take leave at half pay. Note: Faculty must notify both the Department and College in advance of submitting fellowship (or other) proposals for OCSA funding.
– A portion (up to 100%) of additional costs incurred by the request (not including salary) is funded from external resources (e.g., travel grants, cost-only fellowships, visiting scholar appointments).
– Faculty who will be or were recently promoted in rank (e.g., following promotion from Assistant to Associate Professor).

For policy and procedure use the following link: http://www7.acs.ncsu.edu/hr/hrim/yourpfile.asp.

[From Legal. Procedure incomplete.]

POLICY: North Carolina State Government Agencies are required by law to deposit ten (10) copies of every publication printed in whole or in part with state funds with the North Carolina State Publications Clearing House within 10 days of issuance.

3.9a Class Attendance

POLICY: The University urges students to attend classes. The policy on class attendance is located at: http://policies.ncsu.edu/regulation/reg-02-20-03.
PROCEDURES: The Department urges faculty to impress upon students the strong relationship between regular attendance and successful academic performance, to take attendance consciously in 100 – 200 level courses, and to indicate the number of classes missed on mid-semester academic difficulty reports. The Department further urges faculty to include a statement of class attendance policy in course syllabi.

3.9b Course Syllabi File

POLICY: The Department maintains electronic access to current course syllabi. The syllabi are used for administrative purposes including preparation of reports to the Administration; promotion, nonpromotion, tenure, and merit salary recommendations; answers to specific inquiries, responses to inquiries about possible conflicts with new proposed courses, and answers to faculty questions and student inquiries.
PROCEDURE: Faculty are requested to upload one copy of each course syllabus that is in use for each semester to the departmental website.

3.9c Final Examination Schedules

POLICY: The Department honors the University policy regarding final examination schedules. Final examinations are given in all courses except with the prior approval of the Department Head. No major tests including final examinations are scheduled during the final week of the semester except with the prior approval of the Department Head and the Dean. Exceptions to the published final examination schedule must be approved by the Dean.
PROCEDURE: Exceptions to the University final examination policy are approved by the Department Head and/or Dean, as appropriate.

3.9d Summer School Teaching

POLICY: Summer school is now a revenue-producing endeavor. Summer school instruction is compensated according to enrollments at the following rates per student credit hour: 

– Graduate students: $55 (with a maximum of $4,500 per course section)
– Part-time faculty: $55 (with a maximum of $4,500 per course section)
– Assistant Professors: $60
– Associate Professors: $65
– Professors: $70

Exceptions to these rates may be paid for a limited number of classes that are essential for academic purposes. These course offerings and rates will be negotiated with the department head.

3.10a NCSU Policies for Student and Peer Teaching Evaluations

Please see the following:
http://policies.ncsu.edu/regulation/reg-05-20-10.

3.10b Peer Review

For nontenured faculty, the following guidelines will apply to peer review of teaching:

– Annually, the faculty person under review will select one or more appropriate member(s) of the tenured faculty in consultation with the Head to observe the faculty person in the classroom. The faculty person would designate a time period when the faculty review team could make visits. The faculty review team would make one or more classroom observation visits. The team would write a short summary of its observations about scholarly content and competence of the class presentations and syllabus. This summary should be reviewed with the faculty member in a timely manner. The faculty member will have an opportunity to respond in writing.
– For tenured faculty, reviews are conducted at least once during the five year post tenure review interval. Post Tenure Review for Faculty Policies, Regulations, and Rules detail the criteria for evaluation: http://policies.ncsu.edu/regulation/reg-05-20-04.

POLICY: The Department is obligated to meet its teaching responsibilities with the University without regard to assurances to individual faculty members concerning maximum teaching loads. Reduced teaching loads may be authorized by the Department Head and are available as resources allow.

Differentiated Teaching Load Policy (adopted April 2011)

PROCEDURE: Requests for reduced teaching loads should be submitted to the Department Head. Requests for reduced teaching loads must include a justification for the requested reduction, a statement of what tangible outcome is anticipated, an indication of the course the faculty member prefers not to teach, and suggestions for how the course may be covered.

Priority for reduced teaching loads is given to pre-tenured faculty, faculty on special assignment for the Department and faculty developing a large grant proposal. The amount of money available for reduced teaching loads varies from semester to semester. Typically, the amount is not known until late in the preceding semester.

POLICY: The Department encourages publishers to provide the Department with examination copies of textbooks for review and possible use by faculty and instructors. Most of the books are intro level.

POLICY: All untenured faculty members will be assigned a faculty mentor upon their arrival on campus. The mentor will be available to the untenured faculty member to assist them in the process of becoming productive, tenured members of the department.

PROCEDURE: The Department Head, in consultation with the untenured faculty member, will select a tenured faculty member (with their agreement) to serve as a mentor.

Please consult the following University policy: http://policies.ncsu.edu/regulation/reg-01-25-01.

The University requires that those involved in external research report their effort. Please see the following policy: http://policies.ncsu.edu/regulation/reg-10-05-15.

Please consult the following University policy: http://policies.ncsu.edu/regulation/reg-01-25-01. All faculty are required to file a conflict of interest form at least once every year.

This is one of several forms of conflict of interest/commitment that a faculty member may have. In any such instance, we are guided by University policy, which is located at: http://policies.ncsu.edu/regulation/reg-01-25-01.

The scheduling officer sends out requests for teaching preferences with deadlines provided.

Free and open discussion of departmental policies, practices, and faculty concerns with the assembled tenure-track faculty is the preferred mechanism for examining issues, making wise decisions, insuring fairness, and creating an atmosphere of trust, understanding, and colleagueship. In addition, an atmosphere of trust is enhanced through simple, frank, and routine communication from the Head about departmental decisions, opportunities, and threats. To assure that faculty are informed and establish the policies and procedures for making major decisions, allocating resources, and dealing with unanticipated issues and problems, the following procedures are established:

5.1a Faculty Meetings

The Department Head will schedule two faculty meetings per month during the academic year. Meetings will be cancelled if there is no agenda. Special meetings may be called as needed by either the Head or the faculty, e.g., to discuss faculty recruitment. The meeting will be for the purpose of discussing issues of concern to faculty members, including departmental administrators, and making decisions on those issuesAttendance at faculty meetings is expected of all faculty members as part of their job. Recognizing that some faculty members may not be able to attend any one meeting, the faculty will make every reasonable effort to encourage input on major decisions (e.g., faculty hiring and major curricular changes) from faculty who are absent from a given meeting. A quorum will consist of all faculty members present. All faculty votes are recommendations to the Department Head.

5.1b Budget Policy

The Head will keep the faculty informed regarding the Department’s budgetary situation.

The two-college and three-function structure of the Department is reflected in department administrative positions that work closely, collaboratively, and cooperatively with the Head in administering the affairs of the total department. The Associate Head, Directors of Graduate Programs, and Department Extension Leader have department-wide responsibilities. They perform such duties as are customarily associated with their positions and carry out special assignments as delegated by the Head. They promote unity and collaboration between administrative units in the department. They promote the general welfare of the department and its faculty, staff, and students.

5.2a Directors of Graduate Programs – Sociology and Anthropology

The Director of Graduate Programs for Sociology recommends and administers department policies that relate to the sociology graduate programs. These policies–supervision of the on-going review and development of the graduate curriculum, assuring compliance with graduate school regulations, recommending graduate student course scheduling, and coordinating visiting instructor teaching assignments with the Associate Head (if applicable) and Scheduling Officer–govern the total graduate student experience, recruitment through eventual placement. The Director of Graduate Programs-Sociology serves a 3-year, renewable term. S/he is appointed by the Department Head in consultation with full professors and the college deans and serves at the pleasure of the Department Head. These same duties and procedures also apply to the Director of Graduate Programs-Anthropology.

5.2b Undergraduate Administrator

The Undergraduate Administrator recommends and administers department policies that relate to undergraduate education. The Undergraduate Administrator recommends long-term directions and provides day-to-day oversight of the undergraduate degree programs in consultation with the Undergraduate Committee and faculty. The Undergraduate Administrator also serves as the Scheduling Officer. The Undergraduate Administrator serves a 3-year, renewable term. The Undergraduate Administrator is appointed by the Department Head in consultation with full professors and serves at the pleasure of the Department Head.

5.3a Faculty Recruitment Committees

The Department Head names Faculty Recruitment Committees and Chairs to fill open faculty positions. Recruitment Committee Chairs (or co-Chairs) are normally appointed from the program area that seeks to fill an open position. The Recruitment Committee normally includes faculty from outside as well as inside the program area and includes a graduate student appointed by the DGP. The Recruitment Committee facilitates screening candidates and proposes a short list from which faculty will decide by vote those applicants to whom invitations for interview will be extended. The Recruitment Committee also proposes their top choices for interviews. This is the first of two faculty votes conducted during the hiring process. Following are the main steps in faculty recruitment that assure that necessary information is received, that University policies are observed, and that candidates are treated in a professional manner:

1. Department Head’s Responsibility: Position notices are drafted, approved by the Dean, and placed normally at least three months prior to interviewing candidates. Conscious efforts are made to place position notices in sources that meet affirmative action guidelines. A meeting with College and University HR staff and University Diversity Administrators with the Dept Head and the Search Committee is scheduled at the start of the search process to review guidelines and procedures. The Department Head assigns a support staff person to work with recruitment committees.

2. Recruitment Committee Responsibility: Applications are submitted and reviewed on-line in the HR system. A data base of basic information may be created to keep tab on applications. The Recruitment Committee will be mindful of potential minority applicants as well as opportunities for targeted hiring.

3. Department Head’s Responsibility: HR must clear the list of possible candidates to contact for interviews. The Department must process an interim affirmative action report prior to contacting candidates for interview.

4. Recruitment Committee Responsibility: Correspond with applicants regarding questions that an applicant might have about the process. Request letters of recommendation, copies of publications, and teaching portfolios from selected applicants. Create a subfile on the server for posting of electronic copies of materials of selected candidates for faculty review. Provide a hard copy of materials in a central location for faculty to sign-out (if needed). Provide reading reports of candidates’ work to facilitate faculty consideration of candidates’ strengths and weaknesses.

5. Recruitment Committee Responsibility: Plan the schedule for candidate’s campus visits in close consultation with the Department Head and the Departmental Business Officer. This includes:

a) Check with the Department Head regarding matters that involve the department schedule including candidate visits, scheduling candidate presentations, and the like.
b) Establish candidate’s travel schedule.
c) Make lodging arrangements.
d) Establish schedule of events including faculty presentation, meeting with Dean and appropriate College/University personnel, meetings with the appropriate faculty groups and grad students, and appropriate social hours and receptions.
e) Arrange candidate’s meal schedule.
f) Arrange for faculty members to be responsible for the candidates for the duration of the visit.
g) Instruct candidates to forward receipts for expenses incurred.

6. Business Officer/Bookkeeper/Department Head’s Responsibility: Process reimbursement for candidate’s expenses.

7. Business Officer/Department Head’s Responsibility: An affirmative action report must be processed and approved before the Dean’s office will approve making an offer to a candidate.

8. Recruitment Committee: Hold a faculty meeting to review short list of candidates, the committee recommendations, and to have an open discussion about the candidates nominated by the recruitment committee for interview and, later, for candidates who have been interviewed. At both stages of the review process—determine which candidates will be interviewed and which candidate will be recommended for the position, the recruitment committee will distribute, receive, tally and report results of standardized ballot (separate ballots for senior faculty) to faculty and Department Head.

9. Department Head’s Responsibility: Letters of appointment must be approved by the Dean. Recruitment Committee Chair’s Responsibility: University policy requires that lists of applicants, their vitas, and related recruitment materials must be kept on file for two years after the position is filled. All recruitment‑related files must be returned for permanent file in the Department Office.

5.3b Graduate Curriculum Committees

The Graduate Curriculum Committee – Sociology:

The sociology Graduate Curriculum Committee has major responsibility for giving direction and shape to the graduate programs in sociology. It does so by formulating policy recommendations which, when approved by the Department Head, are administered by the Director of Graduate Programs-Sociology on behalf of the Department. The Committee functions as the Courses and Curriculum Committee for sociology graduate programs. It assists the Sociology Graduate Recruitment and Admissions Committee with student recruitment and with assigning graduate assistantships. It manages the examination process and assists with placement of graduate students. The anthropology Graduate Committee performs analogous functions for the anthropology graduate program.

1. Responsible for the Proseminar, a series of presentations that orient first-year sociology graduate students to the Department, University, and profession of sociology. The Committee recommends a Proseminar organizer who presides at the sessions, schedules Proseminar participants (including faculty presenters), and reports student participation to the Director of Graduate Programs-Sociology.
2. Forwards recommendations to the Department Head. This Committee and/or the Department Head may convene the sociology graduate faculty to consider sociology graduate program issues.
3. Additional information on Graduate Curriculum Committee-Sociology responsibilities is reported in the Sociology Graduate Manual.
4. Chaired by the Director of Graduate Programs-Sociology. Its members consist of two sociology faculty elected by the sociology graduate faculty, two sociology faculty appointed by the Department Head, and an ABD or advanced-level graduate student appointed by the Department Head. Faculty serve 2-year, staggered, renewable terms. The graduate student representative serves a 1-year, renewable term.

5.3c Graduate Recruitment and Admissions Committees

The Graduate Recruitment and Admissions Committee – Sociology:

The Sociology Graduate Recruitment and Admissions Committee recruits and reviews applications of prospective sociology graduate students. The committee is chaired by the Sociology Director of Graduate Programs.  In addition, it has four sociology faculty members, two elected and two appointed.  They serve staggered, renewable two year terms.

5.3d Peer Review Committees

Each program area—anthropology and sociology–establishes a program level Peer Review Committee that evaluates the productivity of individual faculty members and makes recommendations to the Department Head. The peer reviews are independent of other such evaluations the Department Head may seek; for example, from the Associate Head and other departmental administrative personnel. The Peer Review Committees are chaired by faculty members other than department administrators and report directly to the Department Head.

5.3e Honors and Awards Committee

The Department Honors and Awards Committee is responsible for establishing criteria for new awards and identifying individuals for Department, College and University honors and awards. The objective is to identify candidates, review materials (letters and supporting documentation), provide guidelines to and support sociology and anthropology faculty as well as facilitating faculty in identifying undergraduate and graduate students who are candidates for honors and awards. The Committee will inform, compile and maintain working lists for departmental teaching and advising awards; assist the faculty and the Head in nominating and selecting faculty for College and University teaching, research, and extension awards; assist the faculty and the Head in nominating and selecting students for scholarships (including study abroad scholarships), honors, and awards; and recommending faculty for departmental Teaching and Advising Excellence Awards.
The Committee consists of a chair and two members appointed by the Department Head. Member serve a 2-year, renewable term. Committee members may work closely with the Departmental Undergraduate Advisor for student nominations.

5.3f Undergraduate Committee

The Undergraduate Committee gives direction and shape to the undergraduate programs. It formulates policy recommendations to the faculty and Department Head and promotes the efficient functioning of undergraduate programs. The Undergraduate Committee also serves as the Undergraduate Program Courses and Curriculum Committee for the Department. The Committee reviews, develops, and recommends undergraduate program policies and procedures. The Committee assists the Undergraduate Administrator in maintaining and enhancing the undergraduate experience with particular attention to undergraduate advising. This includes coordinating and overseeing the advising for all the undergraduate degree programs of the department. The Undergraduate Committee promotes improved departmental instruction. The Committee oversees the University mandated Student Teaching Evaluations of persons teaching courses.

The Undergraduate Committee consists of three representatives elected from and by the sociology faculty, one representative elected from and by the anthropology faculty, and one or two undergraduate student representatives appointed by the Department Head. (If two undergraduate student representatives are appointed, one should be a sociology or criminology major, the other an anthropology major.)  The elected faculty members serve two year, renewable staggered terms.  The undergraduate student members serve one year, non-renewable terms. The committee is chaired by a tenure-track faculty member from the department, typically the Undergraduate Administrator. The Chair is appointed by the Head of the Department from among or in addition to the elected members.

5.4a Membership

Four elected representatives from the tenure-track faculty and appointments by the Head. Election of 3 representatives is within rank (assistant, associate, and full) — each rank is eligible for 1 member. The other representative is elected at large by vote of all tenure-track faculty. Initially, two will be elected for 2 years and two for 1 year. Subsequently, elected members will serve for 2 years. No elected member may serve consecutive terms. Service on the committee is voluntary. If there are no volunteers for election within any rank, faculty at that rank may vote for candidates at any other rank.

5.4b Purpose

Provide advice to the department head with respect to policymaking in the department. Policy areas may include, but are not limited to, budgeting, salary and faculty evaluation, off-campus assignments and course assignments. Service on the Advisory Committee will provide opportunities for involvement of faculty members in departmental decision making.

5.5a Director of the Anthropology Program

The Director of the Anthropology Program provides leadership to the anthropology faculty in setting the long-term direction and supervising the day-to-day operations of the anthropology program. The Anthropology Program Director serves as convener of the Anthropology Courses and Curriculum Committee, collaborates with the Undergraduate Administrator and Scheduling Officer in coordinating the planning of teaching schedules, and convenes the anthropology faculty on matters that affect the anthropology program (including screening and recommending part-time faculty). The Director of the Anthropology Program serves a 1-year, rotating term among the anthropology faculty.

5.5b Graduate Specialty Coordinators

Each graduate specialty area has a program coordinator whose function is to convene participating faculty on matters that relate to curriculum and program, attend to the long-term direction of the specialty area, and assist the scheduling officer in coordinating the rotation of specialty area courses.
Graduate Specialty Coordinators serve 2-year, renewable terms and are elected by the faculty in the respective graduate specialty areas.

5.5c Library Liaison

The Library Liaison represents department program interests with the D. H. Hill Library. The liaison’s primary responsibility is to assure that the library serves the needs of the department faculty and students by systematically acquiring, maintaining, and circulating publications and related scholarly materials required by department faculty and students to pursue their scholarly efforts. The Library Liaison processes department recommendations for the acquisitions and/or maintenance of scholarly materials and regularly informs the Department of services, functions, and holdings. The Library Liaison serves a 2-year, renewable term and is elected by the faculty.

5.5d Recording Secretary

The Recording Secretary role rotates randomly among the faculty; lots are drawn at the beginning of each faculty meeting. The Recording Secretary records actions taken by the faculty in faculty meetings.

5.5e Safety/Security Officer

The Safety/Security Officer represents the Department in matters that relate to the 1911 Building. This includes serving as building liaison between Physical Plant and the Department and between other units of the University and the Department as necessary. The Officer’s responsibilities include attending to annual safety-inspection reports and reporting problems, particularly those that breech safety or security, to appropriate units within the University. The Safety/Security Officer is the Business Manager.

5.5f Scheduling Officer

The Scheduling Officer recommends to the Associate Department Head the schedule of classes, including courses and sections to be offered, room assignments and meeting times, and assignment of instructors to courses and sections. In formulating recommendations, the Scheduling Officer consults with faculty members, the Director of Graduate Programs, and the Undergraduate Administrator to determine program needs relevant to course offerings.  The Scheduling Officer is appointed by the Department Head.

5.5g Seminar Organizer

The Seminar Organizer serves to enhance the knowledge and skills of faculty and graduate students. The Organizer schedules and publicizes topical presentations and didactic seminars. The Organizer maintains the departmental brown-bag program–luncheon meetings in which faculty and graduate students present their scholarship. The Seminar Organizer serves a 1-year, renewable term and is appointed by the Department Head.

5.5h Sociology Graduate Student Association Chair(s)

The Sociology Graduate Student Association Chair (or Co-Chair) chairs the Sociology Graduate Student Association which represents the professional interests of sociology graduate students. The Chair is elected by the Sociology Graduate Student Association and serves a 1-year, renewable term.

5.5i Undergraduate Crime and Social Control Coordinator

The Undergraduate Crime and Social Control Coordinator is a Humanities and Social Sciences faculty member who convenes the crime and social control faculty to act on curriculum and program issues, coordinates the rotation of crime and social control courses with faculty and the scheduling officer, and represents the crime and social control program to other constituencies. The crime and social control faculty serve as Undergraduate Crime and Social Control Coordinator on a one-year, rotating basis.

5.6a Humanities and Social Sciences Courses and Curriculum Representative

The Humanities and Social SciencesCourses and Curriculum Representative serves on the Humanities and Social Sciences Courses and Curriculum Committee which evaluates course proposals and course reviews submitted by Departments/Divisions within the College. The Humanities and Social Sciences Courses and Curriculum Representative serves a 2-year, renewable term and is elected by the faculty.

5.6b Humanities and Social Sciences Educational Technology Committee Representative

The Humanities and Social Sciences Educational Technology Committee Representatives represent the Department on the Humanities and Social Sciences Educational Technology Committee which formulates policy recommendations to the Dean. Sociology and Anthropology each have a representative on this committee. The Humanities and Social Sciences Educational Technology Committee Representatives serve a 2-year, renewable term and are appointed by the Department Head.

5.6c Humanities and Social Sciences International Academic Committees

The department is represented on the Humanities and Social Sciences International Studies Committee as well as the Humanities and Social Sciences International Programs Committee.

5.6d Humanities and Social Sciences Research Committee Representative

The Humanities and Social Sciences Research Committee Representative serves on the Humanities and Social Sciences Research Committee and chairs the Department’s Humanities and Social Sciences Research Award Committee. The Representative is responsible for encouraging Humanities and Social Sciences faculty to participate in Humanities and Social Sciences and NCSU intramural funding programs, explains intramural funding programs to new faculty, and assures that information on intramural funding programs is readily available to faculty. The Humanities and Social Sciences Research Committee Representative is a member of the Humanities and Social Sciences faculty, serves a 3-year, renewable term and is elected by the faculty.

5.6e Department Humanities and Social Sciences Research Award Committee

The Humanities and Social Sciences Research Award Committee nominates faculty for the Distinguished Research and Literary Publication Award and the Alumni Association Outstanding Research Award and processes the Department nominations. The Humanities and Social Sciences Research Award Committee is chaired by the Humanities and Social Sciences Research Committee Representative. Its members consist of two Humanities and Social Sciences faculty elected by the Humanities and Social Sciences faculty.

5.6f Department Representative to Humanities and Social Sciences Graduate Studies Committee

The Representative serves on the Humanities and Social Sciences Graduate Studies Committee which monitors graduate programs in Humanities and Social Sciences. The Committee evaluates proposals for new masters and Ph.D. level programs and forwards recommendations through the Dean to the University Administrative Board of the Graduate School. The Department Representative is a member of the Humanities and Social Sciences faculty with full graduate faculty status and is appointed by the Department Head.

5.6g State Employees Combined Campaign Coordinator

Humanities and Social Sciences faculty are represented by a Coordinator who serves as the liaison between the annual University State Employees Combined Campaign (SECC) and the Department. The liaison provides information to department members and coordinates the collection of contributions and pledges to the campaign. The Coordinator serves a 2-year, renewable term and is appointed by the Department Head.

5.6h University Day Coordinators

Humanities and Social Sciences University Day Coordinators represent the Department in coordinating open house visits for secondary students. The Coordinators insure that departmental programs are given good visibility and positive representation by providing information about the Department and its programs to prospective students and their parents. University Day Coordinators serve 2-year, renewable terms and are appointed by the Head.