Faculty Handbook

Print Formatted Version

GEORGETOWN UNIVERSITY

FACULTY HANDBOOK

Mission Statement

Georgetown is a Catholic and Jesuit, student-centered research university.

Established in 1789 in the spirit of the new republic, the University was founded on the principle that serious and sustained discourse among people of different faiths, cultures, and beliefs promotes intellectual, ethical, and spiritual understanding. We embody this principle in the diversity of our students, faculty, and staff, our commitment to justice and the common good, our intellectual openness, and our international character.

An academic community dedicated to creating and communicating knowledge, Georgetown provides excellent undergraduate, graduate, and professional education in the Jesuit tradition for the glory of God and the well-being of humankind.

Georgetown educates women and men to be reflective lifelong learners, to be responsible and active participants in civic life, and to live generously in service to others.

Equal Opportunity and Non-Discrimination in Employment

Georgetown University provides equal opportunity in employment for all persons, and prohibits unlawful discrimination and harassment in all aspects of employment because of age, color, disability, family responsibilities, gender identity or expression, genetic information, marital status, matriculation, national origin, personal appearance, political affiliation, race, religion, sex, sexual orientation, veteran’s status or any other factor prohibited by law. Inquiries regarding Georgetown University’s non-discrimination policy may be addressed to Institutional Diversity, Equity & Affirmative Action, 37th and O Sts., N.W., Suite M36, Darnall Hall, Georgetown University, Washington, D.C. 20057.

Equal Opportunity and Non-Discrimination in Education

Georgetown University provides educational opportunities without regard to, and does not discriminate on the basis of, age, color, disability, family responsibilities, familial status, gender identity or expression, marital status, national origin, personal appearance, political affiliation, race, religion, sex, sexual orientation, source of income or any other factor prohibited by law in its educational programs and activities. Inquiries regarding Georgetown University’s non-discrimination policy may be addressed to Institutional Diversity, Equity & Affirmative Action, 37th and O Sts., N.W., Suite M36, Darnall Hall, Georgetown University, Washington, D.C. 20057.

Affirmative Action in Employment

Georgetown University is committed to promoting the full realization of equal employment opportunity through an affirmative action program, in compliance with applicable laws. A central premise underlying affirmative action is that, absent discrimination, over time our workforce generally should reflect the gender, racial and ethnic profile of the labor pools from which we recruit and select faculty and staff. The University conducts annual analyses designed to evaluate the composition of our workforce and compare it to the composition of our relevant labor pools. If women and minorities are not being employed at the rate expected given their availability in the relevant labor pool, we engage in specific, practical steps to address this underutilization. In addition, our annual analyses measure the effectiveness of our affirmative action program with respect to disabled individuals and veterans.

The University undertakes appropriate outreach and positive recruitment activities to effectively recruit women, minority members, disabled individuals and veterans. It is the practice of this University and its departments to advertise vigorously and to recruit and hire qualified candidates. To this end, the University will take affirmative action to ensure that all qualified applicants and employees receive fair consideration and treatment. The University recruits, hires, trains and promotes persons in all positions, and ensures that all personnel actions are administered, without regard to membership in a protected class. Employment decisions are based only on valid job requirements. The University takes affirmative action to treat all qualified individuals without discrimination in all employment practices, including advertising, recruitment, selection, rates of pay or compensation, benefits and selection for training, professional development, job classifications, job assignments, leaves of absence, retention, promotion, award of tenure, advancement, transfer, demotion, layoff and termination. The University makes reasonable accommodations for the known physical or mental limitations of otherwise qualified individuals with disabilities.

The University monitors and examines its employment decisions, job qualifications and classifications, personnel processes, and compensation systems to evaluate the impact of those systems on women, minorities, disabled individuals, and veterans.

The University’s approved Affirmative Action Plan provides faculty, staff, student employees and applicants for employment with access to grievance procedures for prompt, fair, and impartial consideration of all complaints of unlawful discrimination on employment matters. Employees and applicants shall not be subjected to harassment, intimidation, threats, coercion or discrimination for engaging in any of the following activities: (1) filing a complaint; (2) assisting or participating in an investigation, compliance evaluation, hearing, or other activity related to the enforcement of the University’s non-discrimination obligations; (3) opposing any unlawful employment act or practice; or (4) exercising any other protected rights.

In support of this policy, the University affirms its commitment to undertake programmatic initiatives to ensure that each member of its community understands the importance of the program and his/her individual responsibility to contribute toward its maximum fulfillment. This policy will be widely disseminated to all members of the University community.

Responsibility for implementing the University’s affirmative action policy lies with Institutional Diversity, Equity & Affirmative Action (IDEAA), 37th and O Sts., N.W., Suite M36, Darnall Hall, Georgetown University, Washington, D.C. 20057. Inquiries regarding the University's affirmative action policy should be addressed to IDEAA. 

Table of Contents

 

     Faculty Handbook 1999

I. Introduction

The faculty of Georgetown University stand among the world's leaders in their domains of research, service, and teaching. To secure that stature and to fulfill the University's mission, faculty must be guaranteed the academic freedom and the resources enabling them to shape the character and intellect of our students, to break new ground in research, and to render service of the greatest value to the public as well as the University. The Georgetown model of shared governance recognizes the special role of faculty and ensures that they will be consistently and appropriately involved in the formulation of University policies, especially but not only through the participation of the Faculty Senate and its leadership.

The policies collected here had an earlier life as the Faculty Handbook, conveniently printed for reference – hence the title that continues in this non-print version. They express the University's enunciation of the rights and responsibilities of faculty members, as approved by the Board of Directors. Faculty contracts make it explicit that those policies collected here form part of the contractual obligations of University and faculty.

In 1974, the Board of Directors accepted the core principles from the classic 1940 Statement of Principles on Academic Freedom and Tenure of the American Association of University Professors. The policies presented here constitute the University's implementation of the principles we draw from that and other sources. We commit to continuing in dialogue with the profession and its leading organizations nationally and internationally, to ensure that the highest standards of freedom and responsibility are met by the University and its faculty.

The last revision of the whole Handbook was completed in 1999, though individual policies have been revised since that time. We now (2007) present the policies in an integrated website, which will henceforth contain the authoritative version of current policies. In particular, Board-approved policies defining the rights and responsibilities of faculty members are published and will be updated on this site. Faculty members have additional rights and responsibilities set out in other policies approved by duly authorized administrative officers and faculty governance bodies. In case of conflict among policies and their implementation, Board-approved policies shall prevail. Other offices of the University wishing to inform faculty about Board-approved policies are expected to link to this site. There will also be published or linked here, for convenience and clarity of communication, a variety of other university-wide policies and documents that the faculty and administration judge important.

The Office of Provost has the responsibility for assuring the accuracy and currency of the website.

Table of Contents

II. University Governance and Organization

Contents

EDITOR'S NOTE

The information below regarding University governance and organization is original to the Faculty Handbook 1999. The complete section , which still serves pending revision as the most recent Board-approved policy, is available in the archives section of this website. While the general principles of governance and organization persist, some of the positions and titles of University administrators have changed. For current information, many University offices now have websites that can be searched at www.georgetown.edu .

A. THE BOARD OF DIRECTORS

The Board of Directors is the governing body of the University. It is a body of between ten and fifty members enjoying legal jurisdiction over the academic and business procedures of the University.

B. THE PRESIDENT OF THE UNIVERSITY

1. Appointment and Responsibilities

The University President is the chief academic and administrative officer of the University. The President is appointed by the Board of Directors. The President's responsibilities include but are not limited to:

1. The appointment with the concurrence of the Board of Directors, the Provost, [1] Executive Vice Presidents, Vice Presidents and Deans.
2. The appointment of all Departmental Chairs, Professors and Associate Professors.
3. The granting of tenure, and promotion above the assistant professorial level, generally upon the recommendation of the University Rank and Tenure Committee and with the concurrence of the appropriate campus Executive Vice President.
4. The conferral of all degrees in course as approved by the Board of Directors acting on the recommendation of the Deans and Faculties of the respective schools.
5. The conferral of honorary degrees and other awards with the approval of the Board of Directors.
6. The appointment of University committees and their members.
7. The conduct and direction of such matters which will in the President's judgment promote the University and its best interests.
8. The Senior Vice President, the Provost, the Executive Vice Presidents, the Senior Vice President and Secretary, the Vice President and Treasurer, the Vice President for Communications and Public Affairs, and the Vice President for Alumni and University Relations report to the President.

 

C. PROVOST AND EXECUTIVE VICE PRESIDENTS

1. Provost

The Provost is a line officer of the University administration with direct responsibility for all undergraduate and graduate programs not housed in the Medical or Law Centers. In addition, the Provost acts for the President in the President's absence and serves as a major advisor to the President on long-term plans, priorities, and directions for the University. The Provost has direct responsibility for the following areas:

1. Coordinating academic programs: [5]
   1. GEORGETOWN COLLEGE AND THE FACULTY OF LANGUAGE AND LINGUISTICS
   2. GRADUATE SCHOOL OF ARTS AND SCIENCES
   3. SCHOOL OF FOREIGN SERVICE
   4. SCHOOL OF BUSINESS
   5. SCHOOL FOR SUMMER AND CONTINUING EDUCATION [6]
      
2. Supervising and arranging University Academic Convocations, Main Campus Commencements, and general faculty meetings, and issuing all directives to the faculty for same.
3. Recommending, with the Department Chair and the Deans, appointments of full-time Main Campus faculty for the rank of Professor or Associate Professor and/or grants of tenure to the President.
4. Issuing, in the name of the University, formal letters of appointment for Main Campus faculty members engaged by the Deans upon the recommendation of the Department Chairs for the ranks of Assistant Professor, Instructor or Lecturer;
5. Preparation of budgets for presentation to the President of the University and ultimately to the Board of Directors.
6. The administration of University policy applicable to all Main Campus faculty personnel, with respect to faculty status and welfare. The Deans have immediate supervision of the instructional programs involving both faculty and students in their respective schools.
7. The supervision and direction of admissions, registrations, record procedures, Office of International Programs, Georgetown University Press, Army ROTC, and libraries, except at the Medical Center and Law Center.
8. Financial aid policy for Main Campus students.

The Provost is the Affirmative Action Officer for all academic areas (with the exception of the Medical Center and Law Center), is Chair of the Council of Deans, and an ex officio member of all Executive Councils of the Main Campus schools, and has multi-campus and University policy roles, including service in the President's Cabinet and Executive Committee of the Cabinet. The following officers report directly to the Provost:

2. The Executive Vice President for Health Sciences

The Office of the Executive Vice President for Health Sciences possesses line authority from the President and Board of Directors for all academic and administrative activities of the Medical Center. The Executive Vice President is responsible for the educational, research and service programs, for other functions and activities as they may exist now or arise, and for the recommendation and implementation of all policies and regulations established by the President and Board of Directors. The Executive Vice President has multi-campus and University policy roles, including service in the President's Cabinet; is the Affirmative Action Officer for the Medical Center Campus; and has direct responsibility for all Medical Center activities including:

1. Coordinating academic programs in the Medical Center Schools:
   1. THE SCHOOL OF MEDICINE.
   2. THE SCHOOL OF NURSING. [7]
      
2. Approving and recommending to the President, in accordance with the Constitutions and By-Laws of the Medical Center Schools and the Hospital, all appointments for the Medical Director, Hospital Administrator, Deans, Department Chairs and Chiefs of Hospital Services.
3. Recommending, with the Deans and Executive Faculty, all appointments of full-time faculty of the rank of Professor or Associate Professor and/or grants of tenure to the President.
4. Approving and issuing letters of appointment to faculty members recommended by the Deans and Executive Faculty for the ranks of full-time Assistant Professor and Instructor, for the full-time Research, Visiting and Nontenure-track Faculty and for the part-time "Clinical" and "Adjunct" Faculty.
5. Supervising and directing Medical Center libraries.
6. Coordinating the functions of the Deans, Hospital Administrator, Medical Director and Librarian and other major Medical Center officials.
7. Coordinating the functions of the Dean of the Graduate School as they relate to Medical Center programs and activities.
8. Developing, coordinating and presenting, in collaboration with the University Office of Federal Relations, the Medical Center positions on health professions education, research and health care delivery at national, regional and local levels including coordinating extramural ceremonial representations and participation in the health science/ service disciplines.
9. Developing and presenting to the President an Annual Medical Center Report including the reports of the Medical Center Deans, Librarians, the Hospital Administrator and Medical Director and other major Medical Center officials.
10. Approving, presenting and overseeing implementation of all budgets of the various units of the Medical Center.
11. Collaborating with the Senior Vice President and University Architect on the design, construction, maintenance, modernization, renovation, and restoration of facilities and material projects in the Medical Center, including space utilization analyses and allocation.
12. Developing and administering the execution of short and long-range plans for the Medical Center.
13. Coordinating with accountable officials the administration of the various functions of the Medical Center including: commencements, affiliations, faculty practice plans, public relations, fund raising and development, alumni affairs, food service, security, traffic, parking and grounds care and utilization.

3. The Executive Vice President and Chief Academic and Administrative Officer for Law Center Affairs

The Executive Vice President is the Chair of the law faculty (non-departmentalized) and chief academic officer of all Law Center full- and part-time divisions: the School of Law, the Graduate School of Law, the Continuing Legal Education division, the Law Library, the Institute of Criminal Law and Procedure, the Institute of Public Representation, the Anne Blaine Harrison Institute of Public Law, and the several clinics. In addition, the Executive Vice President serves as a member of the University administrative and policy bodies including the President's Cabinet and the Executive Committee of the Cabinet, and is the Affirmative Action Officer of the Law campus.

Deans of Schools

The Deans are the administrative heads of the Schools, and report to the Provost or Executive Vice President of their campus. They have the primary responsibility for the general effectiveness of the instructional programs of the Schools and have the obligation of carrying out all University policies and the regulations adopted by the Executive Councils in keeping with University policy.

A. Appointments

The Deans are appointed by the President of the University with the concurrence of the Board of Directors and after consultation with the Faculty Senate and the Provost or appropriate Executive Vice President.

B. Responsibilities

Deans are responsible to the President for the proper conduct and administration, and the constant development and improvement, of the Schools in all phases of their work and activity. The Dean of a School is the Chair of its Executive Council and an ex officio member of all School committees. In addition, the Dean:

1. Appoints faculty members to committees of the School, and to other administrative duties.
2. Gathers from the Chairs of the Departments assigned to the School all necessary data for the tentative budget.
3. Sees that significant data concerning the work and activities of the School, faculty, and student body are collected, evaluated, and recorded in permanent form.
4. Makes annual reports to the President through the Provost or appropriate Executive Vice President on the functioning of the School, and to other University officers such reports as may, from time to time, be requested.
5. Determines the assignment of faculty and schedule of courses in the School, through the Registrar.
6. Supervises the educational activity of the School, overseeing the curricula, courses, and methods of instruction, and supporting research.
7. Gives special attention and cooperation to the Departments assigned specifically to the School, conferring with their respective Chairs, and refers their needs and problems to the President through the Provost or appropriate Executive Vice President with comment and recommendation.
8. Endorses the appointment of faculty members on the recommendation of the Chairs of the Departments, with the formal letter of appointment being issued by the Provost or appropriate Executive Vice President.
9. Studies the problems of the School's educational and professional fields, keeps informed on trends and developments in them, and discusses, with the Executive Council, adjustments of curriculum, courses, and methods to keep abreast with general progress in such fields.
10. Recommends, in conjunction with the faculty, candidates for degrees to the President and Board of Directors of the University.
11. Instructs new faculty in the School on details of University policy and practice.

The Deans of the Main Campus schools serve on the Council of Deans.

III. Faculty Policies and Procedures

A. FACULTY GOVERNANCE BODIES

Contents

The University as a whole and its principal administrative units have faculty committees that determine academic policy and advise the academic administrators on a range of issues. These bodies are established to insure full faculty participation in matters of broad university interest by sharing responsibility with the Administration and Board of Directors in the conduct of university affairs.

1.  University Faculty Senate

The University Faculty Senate has members from all three campuses. It formulates academic policy at the University level, and advises the President and Board of Directors on central fiscal and administrative decisions that affect the mission of the University. The President and other officers of the Senate are elected by the Senate. The Constitution of the Faculty Senate is Section III. F. of the Faculty Handbook.

2.  Campus Executive Faculties

Each campus has an Executive Faculty which formulates academic policy for the campus as a whole. Their members are selected in different manners, according to their constitutions, from across the campuses they govern. All three advise the Provost or Executive Vice President for their campus on fiscal and administrative matters as well as academic policies. The Executive Vice Presidents of the Medical Center and the Law Center chair their respective Executive Faculties. The Chair of the Main Campus Executive Faculty is elected by its members.

3.  School Executive Councils

Each school on the Main Campus has an Executive Council that is the educational policy making body for that school. Members of the Executive Councils are selected from across the school they govern by the procedure specified in their constitution. The Dean of the School is the Chair of its Executive Council.

B. CHAIRS OF DEPARTMENTS

Contents

1.  Appointment

The Chair of a Department is appointed by the President, based on recommendations of the Department faculty (or a search committee including Department faculty) and the relevant academic officers.

2.  Responsibilities

The Chair consults regularly with the Dean(s) of the School(s), to whom he or she is responsible. The Chair is responsible for:

1. Ensuring that the Department conforms to all University, Campus, and School policies.
2. Establishing and administering all Departmental policies and procedures, and for acting in accordance with all established policies.
3. Supervising the members of the Department in academic and technical matters, and promoting the highest possible grade of research and instruction in the Department. The Chair or a designee may visit any class to monitor and ensure the quality of instruction.
4. Selecting the courses to be taught in the Department.
5. Recommending to the Dean changes in curricula in the light of trends and developments in the Department's area of study.
6. Calling and presiding at meetings of the Department, which are normally held monthly throughout the academic year, and seeing to it that minutes are prepared and put on record.
7. All expenditures by the Department, and preparing budgets for the next fiscal year.
8. All official correspondence of the Department.
9. Recommending, in accordance with the Department's procedures, annual merit increases to the Dean(s) for all faculty members and academic staff of the Department.
10. Communicating to the Dean(s) the Department's recommendations on faculty candidates for appointment, tenure or promotion.
11. The timely purchase and acquisition of textbooks and other educational materials for courses in the Department.
12. The purchase of all books, apparatus, equipment, and supplies for the Department, and for their maintenance, storage and inventory.
13. The allocation of office and research space.
14. In departments with graduate programs, the Chair or a designee recommends to the Graduate Dean all candidates to be admitted to the Department's masters or doctoral programs, as well as all degree candidates, fellowships and terminations.
15. The Chair is jointly responsible with the Department faculty and the Dean for the progress and welfare of all students enrolled in the Department. The Chair sees to it that students pursuing degrees in the Department receive adequate direction in their selection of courses and in their preparation for comprehensive exams, independent studies, practica and theses. In the clinical departments of the Medical Center, the Chair sees to it that residents and fellows receive proper direction and supervision.
16. The Chair is expected to be available as departmental needs shall require and to appoint an Acting Chair during any extended absence. Once appointed, the Acting Chair has all the powers and responsibilities of the Chair.

C. FACULTY RIGHTS AND RESPONSIBILITIES

Contents

The basic functions of the University are teaching, research and service. By accepting an appointment in this University, an individual assumes a responsibility to teach, pursue scholarly and professional activities, and participate in the academic life of the University. Faculty members have the rights and responsibilities set forth in this Faculty Handbook, in the Faculty Grievance Code (Section III. G.), in a faculty member's contract or in other appropriately authorized University documents approved by the Faculty Senate, similarly intended to establish faculty rights and responsibilities. Faculty rights and responsibilities shall include but not be limited to the following:

1.  Academic Freedom

1. Academic freedom is essential to teaching and research. Such freedom requires free inquiry, free expression, intellectual honesty, respect for the academic rights of others, and openness to change. The rights and responsibilities exercised within the academic community must be compatible with these requirements. All members of the faculty, in common with all other members of the community, share the responsibility for maintaining a professional atmosphere in which violations of academic freedom and responsibility are unlikely to occur. The University endorses the American Association of University Professor's 1940 Statement of Principles on Academic Freedom and Tenure, with clarifications that place it in the Georgetown University context (see Section XXI).
2. A Faculty member has rights and responsibilities common to all citizens, free from institutional censorship. In furtherance of this principle, a Faculty member may be held accountable by the University for his or her private acts only as they substantially affect teaching, research or University service. However, in his or her private pursuits the services of the University shall not be used nor shall the University affiliation be used so as to indicate University approval. When speaking or writing in a controversial field, members of the Faculty should indicate that their viewpoints do not necessarily reflect the official position of the University authorities.

2.  Fair Treatment

Every member of the University has the right to be treated fairly, courteously, and professionally by students, colleagues, the Department Chair and by all members of the University administration, and to be protected from arbitrary or capricious action on the part of any such persons.

1. Members of the Faculty are to be free from arbitrary or capricious action on the part of the University Administration with respect to the determination of his or her own individual annual compensation. In this regard, faculty members have the right to receive full information concerning all factors material to the determination of his or her own individual annual compensation, provided that an individual is not entitled to receive any information concerning the salaries or the factors material to the salaries of others, nor may the faculty member by this provision be entitled to receive any information received by the University in confidence relevant to initial appointment, the grant of tenure, promotion or retention.
2. Members of the Faculty must refrain from committing or inciting to acts of physical violence against individuals or property, or acts which interfere with the academic freedom of other persons within the University, or interfere with the freedom of speech or movement of such persons.

3.  Religious Tolerance

Members of the faculty have an obligation to recognize that Georgetown University is a Jesuit university committed therefore to Catholic principles and religious values. While this places no obligation on faculty members with regard to their personal beliefs or religious practices, it does require a respect, in their capacity as faculty members, for the basic religious commitment of Georgetown University.

4.  Confidentiality

Members of the faculty should make themselves aware of various confidentiality requirements imposed by the University and by federal laws, e.g., the University Faculty Grievance Code (Section III. G. infra), the University Procedures for Alleged Misconduct In Research (Section IV. D. infra), and The Family Educational Rights and Privacy Act of 1974. Members of the faculty are expected to use good judgment in determining which affairs of the University are confidential, and to make conservative decisions in case of doubt. University Counsel can be consulted for advice in this regard.

5.  Research

Members of the Faculty have a right and a responsibility to pursue scholarly activities designed to advance knowledge in their field. In some fields, creative or professional contributions are appropriate.

6.  Service

Members of the Faculty have a responsibility to accept a reasonable number of assignments to committee work.

7.  Teaching

Members of the Faculty have the following specific responsibilities in connection with their teaching:

1. To remain current in their subjects.
2. To instruct assigned courses at the scheduled time, promptly beginning and ending each class.
3. To complete in a professional, timely and responsible manner all other teaching and academic assignments which the faculty member has accepted as, or which are a normal part of, his or her duties.
4. To avoid using his or her position improperly as a faculty member to coerce students to adopt or feign positions similar to the faculty member's, or to prevent the student from holding a view opposed to it.
5. To give individual evaluations of student performance.
6. To hold regular office hours adequate for advising and counseling students, including during the registration and pre-registration periods.
7. To attend Commencements and Convocations.
8. To notify the Department Chair of any plans to be absent in order to attend meetings. Members of the Faculty who must be absent because of illness or other emergency should inform the Chairs of the Departments and/or Deans of Schools as soon as possible. Arrangements must be made to cover or reschedule any classes missed. Absence to attend meetings is not sufficient reason for the cancellation of classes.

8. Grading

Academic freedom includes the faculty member’s right freely to evaluate student academic performance in his or her classes. A faculty member’s teaching responsibilities include providing grades in the manner and within the deadlines specified by the Registrar, doing so honestly, fairly, and without bias, using appropriate criteria and following stated procedures.

a. The grade submitted by a faculty member to the Registrar at the end of the course may be overruled only as the result of an appeal procedure approved by the faculty governance body responsible for academic policy in the campus or school governed by the policy.

i. Any such appeal procedure should be designed to protect students against evaluation in which the professor uses inappropriate criteria or ignores stated procedures and grading standards.

ii. Such procedures should provide for a faculty committee to review the appeal and authorize any resulting change in a grade.

iii Deans may resolve an appeal only if the faculty committee fails to act in the time specified.

iv. Faculty have a responsibility to cooperate fully with grade appeals conducted according to the approved procedures.

 

b. The faculty member’s ability to change a grade after it has been recorded by the Registrar is limited by School policy. School policies may also authorize the Registrar or Dean to record administrative Fs when faculty members fail to turn in grades, retroactively withdraw students from courses, and convert letter grades when a course is taken pass/fail.

9.  The Academic Year

The Academic Year of the Main Campus and at Law Center consists of the nine month period that begins with registration and terminates with Commencement, provided all University obligations in the matter of marks, grades, theses, and other reports have been satisfied. Twelve-month contracts normally prevail in the Medical Center. Members of the Faculty should not depart for recess or vacation until all their reports, grades, and current assignments, as may be required by Chairs of Departments and Deans of Schools, have been completed and submitted.

10.  Participation in Governance

Faculty members have the right to participate in the governance of the University, and to seek change of University policies by appropriate means and through appropriate channels provided within each part of the University. The principal governance bodies are the University Faculty Senate, the Campus Executive Faculties, and the School Executive Councils (see Section II. C.). In addition, there is a chapter of the American Association of University Professors on campus.

11. Sabbatical Leave

In the interest of self-improvement, professional advancement, and productive scholarship, full-time faculty members of the rank of Assistant Professor and above are eligible for a sabbatical leave after six years or twelve semesters of service, from the date of initial appointment or following completion of the previous sabbatical leave. Leaves of absence neither count as semesters toward sabbatical eligibility nor require the clock for eligibility to restart. Exceptions to this service requirement (e.g., postponement for departmental exigencies) must be agreed upon in writing by the concerned parties. Delaying one sabbatical need not delay eligibility for future sabbaticals for faculty on the Main Campus, though, in order to bank the time, the faculty member must first apply for the sabbatical and get it approved.

Applications must be made in writing through the Chair of the Department and appropriate Dean to the Provost or the appropriate Executive Vice President, not later than December 1 of the academic year preceding the year of absence. Only tenured faculty members on the Main Campus are eligible. An application from those faculty for sabbatical leave will be reviewed by the applicant's departmental Chair, program director, and the relevant Dean (including the Graduate Dean when appropriate). Their recommendations will be forwarded to the Provost or appropriate Executive Vice President, who will convene the Council of Deans with the expectation that all but the most unusual recommendations will be accepted without discussion.

In general, sabbatical leaves will be granted when the University will not suffer undue academic inconvenience by such absence and when the applicant uses leave for research or for formal study and not to teach in another college or university.

Normally the terms of sabbatical leave will be either one academic year at half basic pay or one semester at full salary. At the end of the leave period the faculty member is to report in writing to the Provost or appropriate Executive Vice President on the progress of research or formal study during that time. This report is to be submitted upon completion (customarily within thirty days) of the sabbatical.

It is evident that the number of leaves granted in any academic year must be limited. All full-time faculty members of the Medical Center who are on a twelve-month salary basis are eligible to apply for sabbatical leave for twelve weeks with full salary. These faculty members are eligible to apply for sabbatical leave every four years. The above described procedure should be followed accordingly.

Since the award of a sabbatical is an investment which is meant to profit the institution as well as the individual, faculty are committed by the acceptance of this award to return to Georgetown after a sabbatical to teach for at least one year.

12. Faculty Support

1. Libraries are provided to support the teaching and research of the faculty and their students.
2. Computer and information technology is provided to facilitate the teaching, research and communication of the faculty.
3. Desk and office space and computers are provided as available. These are allotted by the Chair as nearly as possible in order of rank and of seniority of service in the University.
4. Administrative officers and secretaries are employed in the offices of schools and departments. The services of such personnel must be arranged through the Chairs of Departments, the Deans of the Schools, or the appropriate University official.
5. Parking facilities are made available by the University to the best of its ability. Faculty members are asked to comply with the parking regulations as promulgated.

13. Outside Professional Activities

1. All members of the faculty are expected to belong to, and participate in the affairs of, the important professional and educational associations and societies in their respective fields.
2. To the extent possible, members of the faculty are expected to deliver papers at meetings of professional and educational organizations and to contribute to professional and educational journals and publications at reasonable intervals. Within the limits of the budget, the Chair of the Department may authorize such active participation of a full-time faculty member in the meetings of an important society. Requests for such travel must be made in due time and must be accompanied by an estimate of cost so that the Chair may have opportunity to consider the budget. All expense accounts for authorized trips, itemized and accompanied by receipts, should be submitted through the Chair to the appropriate University Office for payment. Similar approval must be obtained in cases of travel chargeable to grants or contracts.
3. A regular full-time faculty member shall not accept regular or part-time employment as a full- or part-time teacher during the academic year in another institution, without the approval of the Department Chair and the appropriate Dean(s).
4. While full-time status will not afford much extra time, faculty members may serve as consultants. Such consultation or other remunerative occupation outside the University, however, should not exceed an average of eight hours a week and must not be undertaken until the Chair of the Department is satisfied that teaching, research, mentoring, and committee and other school obligations will be met.
5. Occasional participation in traditional scholarly activities such as, but not limited to, service on study sections and review panels, delivery of academic seminars, the review, presentation or writing of scholarly papers, and service on editorial boards is considered part of the routine academic duty of faculty members. No advance review is required for activities of this type so long as they do not conflict with other faculty duties. Major and ongoing extramural academic commitments that are expected to require commitment of University resources and/or to conflict with other faculty duties do require advance consultation and agreement with the Department Chair, the Dean, or other appropriate administrative officer to assure that teaching, research, mentoring, and committee and other school obligations will be met.
6. When Faculty members use University equipment or facilities in professional work for clients outside the University, the University shall be compensated for the actual burden, including direct costs, borne by the University for such use, and such compensation shall be at a rate determined by the Chair of the Department and the Dean of the School in question, or by other officials of the University who are concerned with the matter.

14. Financial Conflicts of Interest

Despite the frequency and complexity of the relationships of the University and its faculty and staff with industry, government and other entities, these relationships are governed by one basic principle--the full-time faculty and staff of Georgetown University recognize that their primary professional responsibility is to Georgetown University. They must not allow outside obligations, financial interests or employment relationships to compromise their objectivity as teachers, researchers, clinicians, and administrators. In addition, members of the Georgetown University community who are supported by public funds bear a special obligation to preserve the public trust. To further these ends, Georgetown University has developed a policy for the identification and prevention of financial conflicts of interest. The full text of this policy is set out in Section IV. C.

15. The University Policy Concerning Indemnification of Faculty Members

Georgetown University will defend, indemnify and hold harmless its faculty members from and against any and all expenses, including reasonable attorney's fees and disbursements, judgments or settlements, arising out of any act or failure to act by faculty members acting in good faith within the scope of their employment and in performance of their authorized or assigned duties. The University reserves the right not to defend or indemnify a faculty member where the injury or damage results from intentional wrongdoing, gross negligence, or willful violation or disregard of University policies and procedures. Nor will the University defend or indemnify a faculty member (1) in the event that the action or proceeding on a claim is brought by, on behalf of, or in the right of, the University, or (2) in the event that in the action or proceeding of the claim, the faculty member is aligned as a party adverse to the University. Acts or failures to act by faculty members rendering medical, nursing, legal, or other professional services not within the scope of their employment or not part of authorized or assigned duties are not included herein. In addition, indemnification shall not be available to a faculty member to the extent that any damage or loss is indemnifiable under other insurance covering the faculty member.

Defense and indemnification are conditional upon the delivery to the Office of the University Counsel of the original or a copy of any summons, complaint, process, notice, demand or pleading within 10 working days after service of such document. [8] Secondly, the University must be given the absolute and continuing right to take charge of the claim or litigation including the right to direct any litigation, to appoint counsel and to settle any and all claims in a manner deemed appropriate by the University. The University shall give prior notification to the faculty member of any settlement proposals and allow the faculty member the opportunity to comment upon the proposal and shall give reasonable consideration of such comments. To the extent that it is within its control the University shall maintain the confidentiality of all settlement proposals and agreements. Finally, the University and its counsel are to be given full assistance and continuous cooperation of the faculty member throughout the defense of any covered claim or litigation.

In deciding whether a faculty member will be defended or indemnified the University shall presume that the faculty member acted in good faith and within the scope of his or her employment until evidence to the contrary proves otherwise.

D. APPOINTMENTS, RANK, AND TENURE

Contents

1.  Faculty

All officers of instruction are members of the faculty [9] of the University although assigned to service in distinct schools. A faculty member has a primary appointment in only one department, but may have secondary appointments in one or more units (departments, programs or schools).

Those officers of instruction who by reason of their qualifications have been appointed to one of the four full-time tenure-eligible academic ranks (which in ascending order are Instructor, Assistant Professor, Associate Professor, and Professor) constitute the ORDINARY FACULTY of the University.  A tenured faculty member must hold the rank of Associate Professor or Professor. [10]

The President and, by delegated authority, the Provost or appropriate Executive Vice President are authorized to appoint officers of instruction with such specialized titles as visiting professor, professorial lecturer, lecturer, laboratory instructor, professor (at a specified location), research professor, research associate, adjunct professor and clinical professor.

Although academic administrators, librarians, [11] and registrars do not have tenure, they share in certain rights and privileges of the faculty. They receive the educational and general benefits accorded to officers of instruction.

2.  Norms for Appointment, Retention and Advancement

Those appointed to the faculty are expected to observe the professional standards and procedures set forth in this Faculty Handbook. Included within these standards is the expectation that all those appointed to the faculty will provide the University with full and accurate information about their credentials.

It is to be expected that all members of the faculty will perform satisfactorily their teaching and other duties. Satisfactory performance does not of itself constitute grounds for advancement in academic rank however. With advancing levels of academic experience, it is expected that faculty members will demonstrate an increasing level of teaching ability, scholarship and service.

It is difficult to define the qualities which constitute evidence of teaching ability. Certainly the ability to communicate to students the fruits of his or her scholarship and professional experience to encourage, to stimulate and obtain from students the fullest expression of their abilities is included in the characteristics of a good teacher.

While there is no concise definition of what may constitute evidence of scholarship, it is generally recognized that a scholar has a wide and critical command of the field of his or her study as well as broad cultural interests. The highest indication of scholarship is the ability to make original contributions in one’s field of knowledge. Scholarship is generally evidenced by scholarly publications of high quality, but also may be evidenced in certain areas by creativity and professional contributions demonstrated through the medium of communication customary in that discipline. Consideration will be given to such subsidiary evidence as direction of or significant participation in research projects, particularly in the scholarly activities of learned societies and professional consultative service.

Duties of the faculty will also encompass service to the University and to the community at large and, for clinical faculty, contribution to patient care. Service includes effective performance of activities within the University, such as serving on University committees, and activities outside the University which enhance its reputation.

3.  Definition of Academic Ranks

Instructor

Appointment to the rank of Instructor generally presupposes the following qualifications:

1. Individuals may be appointed as Instructor who have advanced to candidacy for the Ph.D. or possess the degree required for teaching in certain fields.
2. Proven or presumptive teaching ability.
3. The potential to progress toward the Assistant Professorship according to ordinary norms.
4. Those qualities of character and personality expected in a teacher and advisor of students. 

Assistant Professor

Appointment to this rank or promotion from the rank of Instructor presupposes:

1. Possession of the Ph.D. or the degree required for teaching in certain fields.
2. Evidence of the possession of those qualities of character, personality, and competence expected in a teacher and advisor of students.
3. Evidence of scholarship and research as described in "IXB. Norms for Appointment, Retention and Advancement.”
4. Evidence of satisfactory performance of other University responsibilities.

Associate Professor

Appointment to this rank or promotion from the rank of Assistant Professor requires:

1. Normally at least three years in the rank of Assistant Professor at this University. In the case of new appointments, account may be taken of experience and professional recognition.
2. Evidence of continuing and increasing achievement in the areas described in (2) (b-d) inclusive.
3. Evidence of scholarship as recognized by colleagues in the same field of endeavor. In the case of new appointments, account may be taken of experience and professional recognition. 

Professor

Appointment to this rank or promotion from the rank of Associate Professor supposes, in addition to distinguished fulfillment of the requirements of the previous ranks, evidence of such quality and quantity of scholarship as to warrant general recognition among scholars in the same field.

University Professor

1. Policy

   Georgetown University reserves the rank of University Professor for faculty members of extraordinary achievement whose scholarly accomplishments have earned them substantial recognition from their academic peers. The rank is bestowed by the President in recognition of distinguished record of scholarship, teaching, and service to the University and higher education community at large.  The rank is recognized as the University's most significant professional honor, and is awarded rarely and only in accordance with the criteria specified in this policy.

2. Criteria

   To be eligible for appointment to the rank of University Professor a faculty member must satisfy the following criteria:

   1. He or she must either hold the rank of professor with tenure at Georgetown University or have been recommended to the President for tenure at that rank in accordance with the University's rank and tenure policies and procedures.
   2. He or she must possess an outstanding record of scholarly accomplishment that establishes him or her at the front ranks of university faculty nationally and internationally.
   3. As a condition of appointment to the rank of University Professor, the faculty member must agree to relinquish any chair or endowed professorship he or she currently holds.
3. Procedure

   To be appointed to the rank of University Professor, an otherwise eligible faculty member must be selected by the President of the University upon the affirmative recommendation of at least two Executive Vice Presidents or Provost  and taking into account the views expressed by members on affected department(s).

4. Privileges of Rank

   Appointment to the rank of University Professor will be tenure.  Tenure will reside in the department in which the faculty member serves as a professor.

Emeritus Professor

1. Policy

   A faculty member who retires, who does not accept a full-time or part-time academic appointment at another institution of higher education, and who satisfies the eligibility criteria in paragraph (b) below, may be appointed Professor or Associate or Assistant Professor Emeritus by the President.

2. Criteria

   To be eligible for appointment to emeritus status, a retired faculty member must satisfy the following criteria:

   1. The faculty member must have served, for at least ten years with tenure, at Georgetown University at the rank of Professor, Associate Professor, or Assistant Professor.
   2. The faculty member must possess a record of distinguished and meritorious service to Georgetown University.
3. Procedure

   If a faculty member satisfies the eligibility criteria and wishes to be considered for emeritus status, he or she should apply to the Provost or the appropriate Executive Vice President.

4. Benefits

   In addition to the customary health and retirement benefits, the provision of any other benefits, amenities, and facilities, as they are reasonably available, is left to the discretion of the department.

Clinical Professor Emeritus

1. Policy

   This title will be offered to a faculty member who retires, who does not accept a full-time or part-time academic appointment at another institution of higher education, and who satisfies the eligibility criteria described below.  The specific titles eligible faculty could have bestowed are: Clinical Professor Emeritus, Clinical Associate Professor Emeritus, or Clinical Assistant Professor Emeritus by the Executive Vice President for Health Sciences.

2. Criteria

   To be eligible for appointment to Clinical Emeritus status, a retired faculty member must satisfy the following criteria:

   1. The faculty member must have served, usually for at least ten years, at Georgetown University Hospital or one of the affiliated educational institutions at the rank of Professor, Associate Professor, or Assistant Professor on the Clinician Scholar or Clinician educator or Clinical tracks.
   2. The faculty member must possess a record of distinguished and meritorious service to Georgetown University Medical Center.
3. Procedure

   If a faculty member satisfies the eligibility criteria and wishes to be considered for Clinical Emeritus status, he or she should apply to the Executive Vice President for Health Sciences.

4. Benefits

   The provision of any other benefits, amenities, and facilities, as they are reasonably available, is left to the discretion of the institution or requesting department under established University policies and procedures.

4.  Term of Service 

Appointment, promotion and tenure are separate actions. Appointment to any rank does not confer tenure except where specifically provided in the terms of appointment. Promotion at any time from any rank to any other rank does not confer tenure.

Tenure is rarely granted to faculty members below the rank of Associate Professor.

For one regularly appointed to the Ordinary Faculty the normal term of employment is one year, renewable annually. The appointment may be extended to seven years.

Prompt written notice shall be given by the University to the pertinent member of the Ordinary Faculty setting forth the rank of initial appointment, the rank to which one is promoted, the grant of tenure, the denial of tenure, or of any final action taken in regard to rank and tenure.

Notice of non-reappointment will be given in writing to members of the Ordinary Faculty in accordance with the following standards:

1. Not later than March 1st of the first academic year of service at Georgetown.
2. Not later than December 15th of the second academic year of service.
3. Not later than July 31st in the year prior to termination after two or more years of service.

If for any reason a member of the Ordinary Faculty intends to terminate his or her relationship with the University, due notice should be given in writing to the Provost or Executive Vice President of the appropriate campus at least six months prior to the date of termination. The courtesy of earlier notice is expected from tenured members.

5.  Appointments

All appointments to the Ordinary Faculty at the rank of Professor and Associate Professor are made by the President of the University. All other appointments to the faculty are made by the Provost or Executive Vice President of the appropriate campus.

The precise terms and conditions of every appointment should be stated in writing and be in the possession of both institution and teacher [12] before the appointment is consummated.

6.  Promotion 

Promotions of the Ordinary Faculty to the ranks of Professor and Associate Professor are made by the President of the University.

7.  Tenure 

Tenure may be defined as a mutually acknowledged expectation of continuing employment that is terminable by the University only for just cause (as for professional incompetence or moral turpitude of the faculty member, for grave economic stringency on the part of the University, or for reasons of major changes in institutional aims). [13]

Requirements for tenure, at any rank, ordinarily include 1) teaching ability rated by one's students and peers as being of high quality, over a period of several years; 2) scholarly accomplishments consistent with the rank, and supportive evaluations of the scholarship by authorities outside the University; and 3) service (both inside and outside the University) commensurate with the rank.  Evidence of the likelihood of continuing performance at the same or at a higher level should be perceived.  It must be noted, however, that criteria and expectations vary among schools and disciplines.

The recommendations for tenure are submitted for decision by the President.  The decision shall be transmitted to the pertinent faculty member in an expeditious and appropriate manner.

Tenure expires at the date of retirement or earlier if the faculty member's employment at the University has been terminated for other reasons.  If a faculty member resigns from the University and later returns, his or her situation with repect to tenure should be set forth in clear,  unequivocal language in the letter of appointment. 

 

8.  Tenure Clock Policy

1. The tenure probationary period for untenured full-time members of the Ordinary Faculty is seven academic years. For a faculty member whose term of appointment begins 1 January, or later, the tenure probationary period commences with the academic year following his or her initial appointment. Otherwise the tenure probationary period commences with the academic year of the appointment. The duration of the tenure probationary period is not affected by the status of, or changes in, a faculty member's rank (such as instructor or assistant professor).
2. An untenured Ordinary Faculty member becomes eligible for tenure review at the end of the third year of his or her tenure probationary period and may request a review in any year of the tenure probationary period after becoming eligible. Untenured Ordinary Faculty must confirm in writing no later than the beginning of the sixth year: 1) their intention to apply for tenure in the sixth or seventh year of the tenure probationary period, and 2) their understanding of the remaining tenure probationary period and reappointment limits. A faculty member who is denied tenure in the sixth year of the tenure probationary period and who does not reapply in the seventh year of the tenure probationary period, will be terminated at the end of the seventh year. A faculty member who applies for tenure in the seventh year of the tenure probationary period, may request a terminal appointment for the subsequent year, in case the application is denied. If tenure is denied, the tenured faculty of the relevant unit may, at their discretion, approve a terminal year appointment with a normal teaching assignment but without tenure-eligibility, provided that the request for the appointment is received prior to course planning for the year of the appointment and that such appointment is consistent with the needs of the department. No application for tenure may be made during a terminal year following expiration of the tenure probationary period.
3. The tenure probationary period at Georgetown for an untenured member of the Ordinary Faculty with previous employment in a tenure-eligible position at another university will be reduced by the number of tenure-eligible years previously served minus one; provided that the tenure probationary period at Georgetown will never be less than four years. Exceptions must be approved at the time of the faculty member’s initial appointment by the Executive Vice President on recommendation of the Chair and Dean, and explicitly stated in a written agreement between the faculty member and the Executive Vice President. In approving exceptions, consideration shall be given to whether the previous employment provided adequate opportunity for scholarship and teaching.
4. The tenure probationary period may be interrupted while a faculty member is on leave to perform public or professional service that does not contribute to the production of academic scholarship of the type normally considered in an application for tenure. Such leave and interruption of the tenure probationary period shall not ordinarily be granted in the seventh year of the tenure probationary period. The Executive Vice President, acting with the advice of the Chair and Dean, will determine if the leave interrupts the tenure probationary period.
5. The tenure probationary period may be interrupted as provided in section XIX “Fringe Benefits” of the 1999 Faculty Handbook, in the New Parent Leave Option for Ordinary Faculty on the Main Campus, or in such other personal and family leave policies that may be adopted from time to time; or as required by District of Columbia, state or federal law.
6. For purposes of this policy, references to a particular numerical year of the tenure probationary period are to the adjusted year after accounting for any interruptions described in paragraphs (d) and (e) that have occurred.
7. Nothing in this policy shall have the effect of changing the tenure probationary period for any faculty member whose tenure probationary period begins before July 1, 2006. All such faculty will have their probationary period determined by the policies and practices in place at the time of their initial appointment. If such faculty have not received a research or teaching leave that interrupted their tenure probationary period, they may request a terminal non-tenure-eligible year as specified in paragraph (b) above.

9.  Request for Reconsideration 

Whenever a faculty member receives in writing an adverse decision of the University concerning his/her application for promotion and/or tenure, the faculty member has thirty calendar days to file with the President of the University a petition for reconsideration. The petition should be submitted in writing and list the reasons for the request for reconsideration.

E. Guidelines on Submitting Applications for Tenure and Promotion

Editor’s note

These guidelines appeared in the Faculty Handbook 1999.  Slight modifications in style and context, not substance, have been made since.  The most up-to-date information about the rank and tenure application process, including the May 2006 announcement of change in deadline dates, is available at the website of the University Committee on Rank and Tenure.

(Revised June 5, 1992) 

Introduction

Rank and Tenure are at the heart of a mutually acknowledged and mutually beneficial long-term relationship between the Ordinary Faculty and the University. They deserve special attention throughout the faculty member's career at the University. The Faculty Handbook spells out the larger frame of reference for this relationship, and individual departments provide the most immediate and long-term favorable environment for faculty members' growth.

At certain points during their employment history--whether at the time of initial appointment or later in their careers at the University--faculty members may elect or be required to apply for tenure and/or promotion. This document (the Guidelines) is intended to clarify the procedures pertaining to both of these application processes. Given the importance of rank and tenure, all members of the Ordinary Faculty will be provided with copies of these Guidelines at the time of initial appointment. Furthermore, it is the responsibility of the Department Chairpersons to inform faculty, early on, of the expectations for the granting of tenure and promotion that hold within a given Department and within the University as a whole.

While these Guidelines are by no means exhaustive in that regard, they can provide a useful framework for the procedural steps to be taken in the actual application process.

General Statement

The procedures for submitting applications for tenure and promotion at Georgetown University are organized variously across the University's major divisions. Though there are different administrative entities and different decision-making bodies all procedures should achieve a fair and objective evaluation of the applicant's total record in terms of teaching, scholarship, and service.

In general, this evaluation takes place in three stages, at the departmental level, at the school level, and, finally, at the level of the University Committee on Rank and Tenure. The University Committee on Rank and Tenure (the Committee) serves as the President's advisory body on all matters pertaining to the granting of tenure and promotion. The Committee's deliberations are confidential and the Committee reports only to the President. All decisions on tenure and promotion rest with the President of the University.

Procedures at the Departmental or School Level

1. Applications for tenure and promotion can be submitted by all full-time members of the Ordinary Faculty who are eligible to be considered for promotion and/or tenure in accordance with the Faculty Handbook. Internal support, whether from the Department or the School, is not a prerequisite for consideration by the University Committee on Rank and Tenure. However, all applications must be forwarded through the Department Chairperson or Dean or other official who normally is responsible for applications. This administrative officer will process them expeditiously through the relevant channels and will assure that all materials that were considered by the various deliberating bodies, whatever their conclusions, are included in the file that is transmitted to the Committee.
2. Whatever procedural variations may exist in different originating bodies, the following points apply to all applications:

1. Candidates must be assessed in the three categories of teaching, scholarship, and service.

2. Excellence in teaching reveals itself in a variety of ways. Course critiques submitted by students and faculty evaluations, although imperfect, still provide a useful measure of the manner in which a professor's teaching is received and perceived by students. Summary data of the Teacher and Course Evaluation Forms should be included in the application file. Obviously, the most useful evaluations are those in which the majority of students enrolled in a course have participated.

   In addition, systematic assessments prepared by the applicant's colleagues who have observed selected classes over several years and, who, in addition, may have obtained formal or informal input from students can provide important additional information regarding teaching.

   Since teaching is considered an important component of a faculty member's professional life at Georgetown University, it is particularly important to help younger colleagues at the beginning of their career to become successful teachers. Thus, any indication of a colleague's growth in that regard, particularly as it is documented in the annual evaluations prepared by the department on tenure-track faculty prior to the granting of rank and/or tenure, should receive special note.

   In some fields, specifically within the Medical Center, teaching may be conducted in clinical settings. When a standard evaluation form is not available, evaluations from students, residents, and/or fellows taught in such clinical settings would normally be in the form of letters. Testimonials from selected students or friends should not be expected to carry much weight in the Committee's deliberations.

3. "While there is no concise definition of what may constitute evidence of scholarship, it is generally recognized that a scholar has a wide and critical command of his or her field of study as well as broad cultural interests. The highest indication of scholarship is the ability to make original contributions in one's field of knowledge." Excellence in scholarship typically reveals itself as continuing research documented primarily in publications appearing in the relevant journals or in the form of books published by respected publishing companies. It may also be "evidenced in certain areas of creativity demonstrated through the medium of communication customary in a discipline." Citation of a candidate's work in the professional literature is another indicator of scholarly standing.

   Consideration will be given to such subsidiary evidence as direction of or significant participation in research projects, particularly in the scholarly activities of learned societies and professional consultative service.

   Major invited addresses given at national and international conferences, election to editorial boards, and service on peer review committees also reflect the applicant's scholarly productivity and ability.

   The publication of a textbook can be considered either under the category of teaching or of scholarship, depending upon the nature of the textbook and the contributions it makes to the field. A judgment on this matter should be requested from the outside evaluators as part of their written statements. A textbook would be viewed as indicative of scholarship if, for example, extramural evaluators cite evidence that the book exhibits exemplary scholarship, offers original insights and perspectives in the field, and is read and cited by scholars and researchers.

   Extramural research funding from organizations using peer review committees is an index of scholarly potential for younger colleagues, and sustained support denotes peer acceptance of the importance of the research activity for senior members of the faculty.

   Work in progress is usually not considered by the Committee, unless it has been subjected to the same extramural assessment as published work.

4. It is the responsibility of the academic Department or other appropriate faculty committee to secure genuine and timely evaluations of the candidate's scholarship. The candidate may suggest appropriate outside reviewers. However, the ultimate decision on the group of reviewers rests with the academic department or the appropriate faculty committee which, in consultation with other appropriate faculty members, selects impartial and competent evaluators.

   A statement describing the procedures followed to select outside evaluators should be included with the application submitted to the University Committee on Rank and Tenure.

   Scholarship must be evaluated by extramural authorities in the field who are in a position to give an objective evaluation.

   The Committee requires a minimum of three written evaluations of scholarship from extramural authorities. The Chairperson of the Department or committee should submit a brief statement concerning the qualifications of the external evaluators. Any social, academic, or institutional relationship between the evaluators and the applicant should be clearly indicated by the evaluators and on the application's summary listing of reviewers.

   At least two evaluators should be distinguished scholars who are neither members of the Georgetown faculty nor former teachers, co-workers, or students of the candidate. That is, evaluators should primarily be acquainted with the candidate through his or her published work or other professional accomplishments. Where a field is so small that this is not feasible, this should be justified in the application.

   All evaluations received should be included in the application.

5. The applicant's curriculum vitae and copies of appropriate publications should be sent to the evaluators, together with an explanation of the conditions and expectations under which the applicant has worked. Since standards of acceptable scholarship may properly vary within a single unit from one time to another, from one unit to another within an institution, and from one institution to another, it is important that the standards applicable to a given application be clearly explained to each evaluator. A copy of the explanation of conditions and expectations which was furnished to each evaluator, should be included with the application.

   The rank, experience, and overall standing of these evaluators determine the confidence the Committee has in the extramural letters of evaluation.

   Statements from extramural evaluators should provide answers to some of the following questions: Have the publications of the candidate added to or modified existing knowledge and how was this accomplished? Has the candidate developed a new idea? Has the candidate provided additional examples or applications for the theories stated by others? Has the candidate explained, at least partly, a difficulty encountered by other researchers? Has the candidate tested any theorem or idea under different conditions, or in new circumstances?

   Each reviewer must be requested to justify any conclusions regarding the quality of scholarship of the applicant and do so at a level of detail that permits an understanding of the achievement of the applicant relative to standards of excellence in his or her field. Evaluations that do not identify clearly specific components of the applicant's work which support the evaluator's conclusions cannot be considered as persuasive.

6. Service recognizes the applicant's record as a colleague rather than as a teacher or scholar. It covers departmental and extra-departmental administrative, committee-work, and community service. Of particular importance is the advising that faculty offer to students in their own or in other departments.

   Since an applicant's record of relevant service may not always be known within the Department or School, and may thus be overlooked easily, it is important to direct particular attention to this category in the preparation of the file.

7. Secret and separate votes shall be taken on applications for promotion and/or tenure. These are to be reported to the Committee. In the case of applications for tenure, all tenured members of the Department are entitled to vote. In the case of applications for promotion all members holding at least the rank to which the applicant is applying are entitled to vote. Voting should take place at a meeting at which the application can be discussed by the group as a whole. Absentee votes, if permitted by the Department, should be so noted in the transmission of the file.

   In Schools or Departments having Executive Faculties or separate committees on rank and tenure, applications will indicate the votes submitted by such bodies as well as votes obtained from the relevant Department(s). Where applicants have interdisciplinary responsibilities they should also be assessed by their interdisciplinary program.

The University Committee on Rank and Tenure

The Committee, and therefore each member serving on it, is charged with judging each application according to the best interests of the University in terms of the candidate's record of teaching, scholarship, and service. In arriving at its recommendations to the President the Committee is guided by the Faculty Handbook and considers all information which is relevant to the assessment of candidates in those three categories.

Membership on the University Committee on Rank and Tenure comes about either by Presidential appointment (half of the membership) or by election by the Faculty Senate. It is offered for a three year term. Although it is customary for members of the Committee to be drawn from a variety of academic divisions of the University, the members of the Committee are not "representatives" of particular Departments or Schools. An individual may serve on the Committee for no more than two terms in succession, and must remain off the Committee for at least one term between appointments.

At its initial meeting of the academic year, the Committee elects its officers, the Chairperson, the Recording Secretary, and the Corresponding Secretary.

The officers of the Committee may serve for no more than three consecutive years. As much as possible, successive chairpersons should come from different campuses of the University. Individual members of the Committee, as well as its officers, are not available to discuss the business of the Committee except with the President and those designated by him.

Preparaton and Submission of Applications

Complete applications must include all of the following:

1. A covering SUMMARY SHEET (a copy is attached on the last page), with all applicable items completed;
2. The applicant's current curriculum vitae, including earned degrees (with institutions and dates), academic and professional history, publications, academic honors, speeches and addresses, professional memberships, and academic and public service;
3. Material demonstrating the applicant's record as a teacher, including student evaluations and assessment by colleagues;
4. All letters from extramural experts addressing the quality of the applicant's scholarly contributions, including information about any relationship to the candidate;
5. Copy of letters sent to the outside evaluators; a statement regarding the procedures used in selecting them, and a brief statement concerning their qualifications;
6. Letters from appropriate Deans and Chairpersons evaluating the candidate's record of teaching, scholarship, and service;
7. Letters, or summaries of letters, submitted by Georgetown colleagues;
8. Two copies of representative publications.

All pages of the application are to be numbered consecutively. Submission of the full application to the Committee IN EIGHTEEN COPIES, no later than March 15, is required for action during the current academic year. When practical, earlier submission is encouraged.

Applications dealing solely with promotion of current Georgetown faculty who already hold tenure are to be submitted to the Committee prior to January 15 for action during the current academic year.

Under extraordinary circumstances, at the request of the Executive Vice President for the Main Campus, the Executive Vice President for Health Sciences, Director of the Medical Center, or the Dean of the Law Center, applications will be accepted for review in the current year after the deadline date for submission. However, the request for special consideration must be received at the Office of the Corresponding Secretary by the deadline date and the completed application must be received no later than May 1.

A completed application includes all of the above components.  Questions regarding guidelines specific to the processing of applications by each campus should be submitted to the appropriate campus head or the head's designee. 

Departments deliver all copies of the completed application to the office of the appropriate campus head.  The campus head or head's designee will then forward the application to the Office of the Secretary.

Inquiries regarding the mechanics of the application process that go beyond these Guidelines may be directed to the Corresponding Secretary or the Chairperson, c/o The Secretary of the University, Healy Hall, Room 205.

F. FACULTY SENATE CONSTITUTION

Contents

(Amended May 1993)

1.  The Georgetown University Faculty Senate

There is hereby established a Senate of Georgetown University, for the purpose of insuring full Faculty participation in matters of general University interest by sharing responsibility with the University Board of Directors and Administration in the conduct of University affairs.

2.  Functions of the Senate

1. The Senate shall have authority to discuss and express its views on any matter of general University interest, and to make recommendations to the President and Board of Directors, and to the University Faculties. The Senate shall discharge its functions as a body or through committees or persons duly delegated to act for it.
2. Matters may be brought before the Senate by the President or Board of Directors, and the Executive Faculties; University Committees; on petition of any Faculty member or groups of Faculty members; and on the Senate's own initiative. The Senate shall at all times control its own agenda.
3. The Senate shall participate in University affairs including the following areas:
   1. Educational affairs of general University interest;
   2. The determination of conditions of academic freedom and responsibility, including the recommendations of desirable standards and grievance procedures;
   3. The formulation and application of standards for rank and tenure, including appointment and promotion procedures and grievance procedures;
   4. University governance, including consultation with the Board of Directors concerning the appointment of the University President, Executive Vice Presidents of the three constituent Faculties, and Academic Deans, and recommendation of appropriate procedures for the selection of Departmental Chairmen;
   5. The University budget, including examination of budgets and consultation with respect to the University's financial status and policies;
   6. Grants of general University interest;
   7. Faculty and staff salaries, retirement plans, and fringe benefits, including periodic reviews of salary and benefit standards and ranges;
   8. Faculty research grant and sabbatical leave procedures and policies;
   9. Student affairs, including liaison with the Office of Student Affairs and with student governments, and recommendations regarding student concerns;
   10. Physical plant and facilities including planning development;
   11. University convocations, including recommendations concerning honorary degrees.

3.  Membership

1. The Senate shall be composed of seventy-five elective members from three constituent Faculties, as set out in Paragraph 2, below and of the following "ex-officio" members: the Executive Vice Presidents of the three constituent Faculties, as set out in Paragraph 2, below; the Senior Vice President; and four Main Campus Deans, selected annually by the Main Campus Council of Deans, the other members of the Council being designated as alternates, with full privileges of Senate membership in the absence of any of the four.
2. The elective members shall be apportioned among the three constituent Faculties; the Main Campus, the Medical Center, and the Law Center. The distribution shall be: Main Campus, 45, including at least 2 each from the School of Nursing, from the School of Business Administration, from the School of Languages and Linguistics, from the College of Arts and Sciences and from the School of Foreign Service; Medical Center, 20, Law Center 10. The Senate shall at reasonable intervals re-examine the apportionments.

4.  Election Procedure

1. All full-time Faculty members with at least one year of full-time service at the University shall be eligible to vote in elections for the Senate, and to serve as members of the Senate.
2. Nominations for seats in the Senate, for full terms or for unexpired terms in the event of vacancies, shall be in writing and bear the signatures of five qualified votes in the constituency of which the nominee is a member of the Faculty.
3. Within each constituency the candidates receiving the highest number of votes shall be considered elected, except that in accordance with C.2, the School of Nursing, the School of Business Administration, the Faculty of Languages and Linguistics, the College of Arts and Sciences, and the School of Foreign Service, shall have a minimum of two representatives each at all times. A tie shall be decided by lot.
4. Elections shall be held annually in the spring semester for one-third of the seats in the Senate in each constituency and for the filling of any vacancies.
5. For the first election to the Senate, the Chairman of the Provisional Assembly shall appoint an Election Commission representative of the three constituencies, to conduct the election in accordance with the provisions stated above. Thereafter, the Presiding Officer of the Senate shall appoint annually the Election Commission. It shall be the duty of the Election Commission to certify lists of qualified voters, to receive nomination petitions, and certify winning candidates. Vacancies shall be filled at the next regular election.

5. Terms

1. The term for elected members of the Senate shall be three years.
2. At the first convening of the Senate, following the first election, Senators from each constituency shall be divided by lot into three equal groups, one group to serve for one year, one for two years, and one for three years. Thereafter, all terms shall be for three years.
3. Members elected in 1971 shall draw for terms of one, two and three years, the number of each being such as to preserve the constitutional provision that one-third of the Senate in each constituency shall be elected annually.
4. When a Senate vacancy occurs, either temporarily due to sabbaticals or leaves of absence or permanently because of retirement, resignations or other causes, the vacancy shall be filled by the runner-up in the most recent Senate election as determined by the Senate Election Committee. When there is no runner-up or when the runner-up is unable or unwilling to serve, the vacancy shall be filled by the respective Caucuses.

6.  Officers and Steering Committee

1. The Senate shall elect, biennially, from its membership, at the first regular meeting following election of new Senators, a President, three Vice Presidents, (one from each of the three constituent faculties), and a Secretary-Treasurer. Nominations for these officers may be made by a Nominating Committee and from the floor. In the event that a vacancy occurs, there shall be a special election.
2. The five officers, the Executive Vice President of the Main Campus, and a second ex-officio member of the Senate, appointed by the President of the University, shall appoint the chairmen of the Senate's standing committees subject to confirmation by the Senate, who, with the officers, and the two ex-officio members, shall serve as the Steering Committee of the Senate.
3. The Steering Committee shall have the following authority:
   1. To receive communications concerning matters to be put upon the agenda of the Senate;
   2. To establish the agenda for Senate meetings, excepting that any member of the Senate may, at a meeting of the Senate, ask the body to consider a particular matter;
   3. To refer appropriate matters to the Standing Committees of the Senate, which standing committees shall be free to take up matters on their initiative;
   4. To select members of the standing and special committees of the Senate;
   5. To designate a member or members of the Senate to serve as representatives to the Executive Faculties of the University, the designation of such representatives being subject to confirmation by the Senate;
   6. Subject to confirmation by the Senate, to appoint members of standing and special committees whose jurisdiction and membership are university-wide, including at least half the membership of the Rank and Tenure Committee, the others being appointed the President of the University. For major committees serving more than one Department or School, the Steering Committee shall appoint two voting members, subject to Senate confirmation, the remainder being selected as the President of the University shall designate. In making appointments to University committees, the Steering Committee shall insofar as appropriate give representation to each of the three constituencies.
   7. To call special meetings of the Senate;
   8. To manage the budget of the Senate.

7.  Senate Committees

1. The standing committees of the Senate shall include:
1. The Committee on Educational Affairs, whose jurisdiction shall extend to matters described in B.3.a,f,h,k.
2. The Committee on Academic Freedom and Responsibility, whose jurisdiction shall extent to B.3.b and c.
3. The Committee on University Governance, with jurisdiction over B.3.d.
4. The Committee on University Budget and Finance, with jurisdiction over B.3.e.
5. The Committee on Faculty and Staff Salaries, Retirement Plans, and Fringe Benefits, with jurisdiction over B.3.g.
6. The Committee on Student Affairs, with jurisdiction over B.3.i.
7. The Committee on Physical Facilities, with jurisdiction over B.3.j.
2. By majority of those present and voting, the Senate may constitute special committees, and may add to or abolish standing committees.
3. The Senate shall elect, biennially, a Nominating Committee for the selection of officers.

8.  Procedure

1. A quorum shall consist of 40 percent of the membership of the Senate.
2. No member shall have more than one vote.
3. The Senate shall establish and may amend its rules of procedure by majority vote.
4. In matters not regulated by this constitution or by the Senate's rules of procedure, Robert's Rules of Order Revised shall be the parliamentary authority. The President of the Senate may appoint a parliamentarian.

9.  Meetings

1. The Senate shall hold four (4) regular meetings during each academic year: one in October, one in December, one in February, and one in April.
2. Special meetings may be convened by the President or--in his absence--by one of the Vice Presidents.
3. Special meetings shall be convened by the President upon written request by ten members, or upon request from an Executive Vice President of the three constituent Faculties.
4. Unless there is an emergency, the calling of a meeting shall be made at least two weeks before the date of the meeting; the call shall be in writing and contain the proposed agenda.
5. Constituent Campus Faculty Meetings. A meeting of the Main Campus, Medical Center or Law Center full-time Faculty, may be called, for the discussion of issues of interest to that Faculty in the following two ways:
   1. By the Officers of the Faculty Senate. Notice of no less than ten days shall be given in the call, and the issue(s) specified as explicitly as possible. OR
   2. On petition of twenty-five full-time members of the Constituent Campus Faculty addressed to the President of the University Faculty Senate. Upon receipt of such a petition, the President of the Senate shall call such a Faculty meeting no later than two weeks from the date of receipt of the petition. The petition should be as specific as possible concerning the issue(s) to be discussed.
6. The President of the Senate, or in his/her absence or illness, one of the three Vice Presidents of the Senate, or in the event of their being unable to act, the Chairman of the Main Campus Caucus of the Senate, shall preside over the Faculty meeting.

10. Amendment Procedure

Amendments to the Constitution shall become effective after having been adopted by two-thirds of the members present and voting, and approved by the President and Board of Directors of the University, and by a majority vote of the full-time Faculties with at least one year of service.

11. Ratification

1. Ratification of this Constitution requires:
   1. Approval by a two-thirds majority of those members of the Provisional Assembly present and voting called to consider the Constitution;
   2. Approval by the President and Board of Directors of the University;
   3. Approval by a majority voting in each of the three constituencies in a referendum on the Constitution. Qualifications for voters shall be in the same as in D.1. As a constituency ratifies the Constitution, it shall be in effect in that constituency.
2. When ratified, the Constitution shall become a part of the Statutes of the University, and shall appear in an appendix to the Faculty Handbook.

G. Faculty Grievance Code

Contents

Faculty Grievance Code (2004)

( approved by the University Faculty Senate, October 2003)

(approved by the University Board of Directors, February 2004)

effective February 12, 2004

INTRODUCTION

This code provides the procedures under which a faculty member believing himself aggrieved by department, school or administrative action described herein is able to seek a remedy within the University. The faculty member is obliged to exhaust these procedures with regard to any grievance before pursuing remedies outside the University.

A. APPLICABILITY

For purposes of this Code, faculty members are defined as all part-time and full-time tenured, tenure eligible and non-tenure eligible, persons who are appointed by the University as officers of instruction to teach and/or conduct scholarly research, and librarians of professional rank. (1) University administrators and staff, however, are not covered by the Code, except that any such person may invoke the Code if, in his or her capacity as an individual faculty member (and not because of any action or omission in his or her administrative or staff capacity) he or she is subjected to any of the disciplinary actions listed in Sections B.1 through B.7 of this Code. Specifically, for example, no such person is entitled to grieve the decision of the University to terminate his or her administrative or staff appointment. Resolution of questions concerning which capacity gave rise to the grievance shall be a jurisdictional matter for the Grievance Panel. Trainees (e.g., post-doctoral fellows, research associates, clinical interns, residents and fellows) of whatever title are also excluded from coverage of the Code.[14]

Grievances ascribed to discrimination (including denial of tenure, promotion or reappointment) are not covered by this Code and should be processed as defined in the Georgetown University Affirmative Action Plan, Section 7.[15] Nor does this Code cover conflicts between faculty members, unless the faculty member against whom the grievance is lodged was in that case acting administratively in a manner described by Paragraph B, Grievable Matters.

B. GRIEVABLE MATTERS

A grievable matter arises when any of the following department, school or administrative actions involves a violation of academic freedom or of University procedures or of other faculty rights as set forth, for example, in individual faculty contracts, the Faculty Handbook, AAUP statements adopted by the Board of Directors or other appropriately authorized University documents:

1. Recommendation of dismissal;
2. Suspension;
3. Recommendation of revocation of tenure;
4. Recommendation of reduction of academic rank;
5. Recommendation of reduction of individual salary;
6. Denial of tenure or promotion or reappointment;
7. Any other action that materially harms the faculty member.

In general, this Code does not cover the merits of refusal of tenure, promotion or reappointment. It does, however, require that the rules and regulations applicable to the grant or refusal of tenure or promotion or reappointment promulgated in the current issue of the Faculty Handbook and in other relevant University publications be fully complied with and administered fairly. This Code also covers situations where tenure or promotion or reappointment is denied for reasons that allegedly involved a violation of academic freedom.

C. NOTICE OF PROPOSED DISCIPLINARY ACTION

The following disciplinary actions - dismissal, suspension without pay, revocation of tenure, reduction in rank and reduction in salary - shall take effect only if the administrative officer of the University who intends to take such action gives to the faculty member affected by the proposed action written notice of the action at least fifteen days[16] in advance of its effective date and only if the faculty member affected by the proposed action does not invoke the procedures of this Code. Such notice shall be confidential unless confidentiality is waived by the faculty member affected by the proposed action. A faculty member may, however, be summarily suspended with pay if the functioning of the University is impeded by his/her actions. Such suspension with pay shall be carried out only by the President of the University or by the appropriate Executive Vice President.

D. COMPOSITION OF UNIVERSITY GRIEVANCE CODE COMMITTEE

The University Grievance Code Committee shall consist of seventeen tenured members of the faculty, seven from the Main Campus of the University and five from each of the Medical and Law Center campuses of the University. Tenured faculty members simultaneously serving as administrators are not eligible for appointment to or continuing service on the Committee. The Faculty Senate shall elect nine members of from the faculty members covered by this Code and the University President shall appoint eight members from the faculty members covered by this Code. The normal term is three years and the members of the Committee are not eligible for election or appointment by the University President to more than two terms consecutively. However, Committee members serving on a grievance panel at the expiration of their term or terms shall continue to serve until that panel has completed its consideration of that particular grievance, including any remand thereof. Terms commence on July 1st and expire on June 30th. The President of the Faculty Senate shall appoint, from the members of the Committee, a Chairperson and a Vice Chairperson of the Committee to serve three years terms each. The Senators from each campus shall designate a total of six tenured faculty members (two from the Main Campus, two from the Medical Center Campus and two from the Law Center Campus) to act as an alternate source of members of any Grievance Panel. These members will be used only if the requisite number of panelists from the Committee are not available in a particular case. Members shall serve on this alternate list for a three year period. The names will be submitted to the Chairperson of the Committee by July 1 of each year.

When in the judgment of the Committee Chairperson the volume of Committee work demands, he or she may request the designation, in such even number as he or she sees fit, of additional alternate members of the Committee, such designation to be made half by the Faculty Senate President upon the advice of the Faculty Senate caucus of the campus or campuses to which the request is submitted, and half by the Executive Vice President of such campus or campuses. Alternates thus designated shall serve only during the University fiscal year during which they are appointed, provided that, if any is serving on a grievance panel at the end of that fiscal year, he or she shall continue to serve until that panel has completed its consideration of that particular grievance, including any remand thereof. Alternates designated under this procedure shall be, as in the case with previously authorized alternates, from the ranks of tenured faculty. Alternates selected in either of the ways described above have the same rights and duties as a regular Committee member to participate and vote in full committee proceedings with regard to the decision of a panel on which the alternate has served.

CONFIDENTIALITY REQUIREMENT

Unless confidentiality is waived in writing by the grievant, members of the Committee and participants in all proceedings of this Code shall make every effort to maintain the confidentiality of the proceedings, but a breach of confidentiality will not invalidate the proceedings. The confidentiality requirement also applies to any communications at any time between the President of the Faculty Senate, or any conciliator (see Sec. F.(2)), and the parties to the grievance.

E. ADMINISTRATIVE PROCEDURES

The University Grievance Code Committee shall establish operating procedures necessary to implement the code. The procedures include the following:

1. The committee shall establish a hierarchy of members in the order of precedence to act in the absence of the Chairperson or the Vice Chairperson of the committee.
2. Subject to the disapproval of the President of the Faculty Senate or his/her designee, the Chairperson of the Committee or his/her delegate shall have discretion, before the expiration of the time limits set by the Code or within ten days thereafter, to enlarge the time or times within which action must be taken under this Code if in his/her judgment such extension of the time is appropriate, as, for example, when Committee members are unavailable due to holiday recess. It shall be the responsibility of the Chairperson or his/her delegate to notify all parties affected by any enlargement of the time granted under this section.
3. The Committee shall establish any procedures to the extent not defined by this Code such as, but not limited to, balloting, quorum, and time frame of activities. The Committee shall also define any terms not defined in this Code and shall establish any other guidelines to protect equitably the interest of the grievant and the University. The Committee shall file its operating procedures with the President of the Faculty Senate.
4. When a grievance proceeding ends, the Chairperson shall forward the file to the Secretary of the University so that the University may maintain a record of proceedings. The file consists of all written evidence and documentation, including tape recordings and stenographic transcriptions used by any Panel or the Committee in connection with the proceeding, except documents generally circulated, such as the Faculty Handbook. The University Secretary shall keep the contents of the file confidential.

F. GRIEVANCE PROCEDURE

1. Filing Procedure.
   1. Notice of Grievance. A faculty member who believes that he/she has a grievance should file a "Notice of Grievance" with the President of the Faculty Senate (or another Senate officer in the President's absence) within 30 days of receiving Notice of the action that gives rise to the grievance. Where negotiations between the grievant and the relevant administrative department are pending or other circumstances suggest that formal initiation of the grievance procedure would best be deferred in the interest of all concerned, the grievant, at the discretion of the President of the Senate (or another Senate officer in the President's absence), can satisfy this filing requirement if within 30 days he or she files a letter with such person indicating an intent to file a formal grievance. The President of the Senate will notify the grievant if the request to defer filing has been granted. If the dispute is not resolved within 25 days of the President's approval of a deferral, the President of the Faculty Senate shall notify the grievant and require him or her promptly to submit the formal "Notice of Grievance" described in this section, unless a further extension is agreed