Provost & Academic V.P. Western Illinois University 1 University Circle 211 Sherman Hall Macomb, Illinois 61455 Phone: 309/298-1066 E-mail: PS-Brown@wiu.edu

WIU/UPI Agreement 2001-2005

Article 32: Professional Responsibilities and Assignment of Duties, Unit B

32.1. Assignment of Duties for Associate Faculty

1. The professional obligation of an Associate Faculty member consists of assigned teaching/primary duties, which will be specified in the letter of appointment and will receive an academic credit equivalent (ACE) value.
2. The assigned obligation of an Associate Faculty member shall be 18-24 ACEs. Individuals with contracts of more than 9 months will be assigned ACEs proportionate to the length of the contract.
3. Academic credit equivalents will be determined by the Academic Vice President.
4. Assignments of scheduled activities for library/counseling employees who are Associate Faculty shall be subject to the consideration of the effective operation of the department and shall bear a reasonable relationship to the employee's total assignment of primary duties.
5. If an Associate Faculty member is employed on a part-time appointment, her or his assigned obligation shall be proportionate to the appointment.
6. Up to three ACEs may be assigned to an Associate Faculty member in summer session and shall be compensated at the rate specified in Article 29.12 and Article 43.5.
7. Office Hours and Faculty Accessibility
   1. ) Each employee shall maintain a schedule of at least four office hours per calendar week spread over at least three days. These hours shall be scheduled to allow reasonable access and shall be posted. Department chairs may allow an adjustment or appropriate substitution to the above office hour requirement to provide for non-traditional classes or unique teaching situations.
   2. ) If necessary and reasonable, faculty are expected to be accessible to meet students, other faculty, and staff on days and times other than those of posted office hours and scheduled classes.
8. The Academic Vice President shall develop the forms to be used to record officially assigned duties and the timetables for distribution of academic credit equivalents for Associate Faculty, the development of course schedules, the development of unit rotation plans, and the official assignment of duties. The Academic Vice President will review the forms and timetable with the Union Chapter President before they are distributed to employees. A copy of the timetable shall be provided to each employee by October 1 unless otherwise agreed to by the Union President and the Academic Vice President.
9. Overload
   1. ) An Associate Faculty member may be assigned, if program needs exist which cannot be met through voluntary acceptance, to perform duties in excess of the maximum of the relevant ACE range specified in Section 32.1.b. or in excess of three ACEs if she or he has a summer contract. Overload ACEs under this section shall be compensated at the rate specified in Article 43 (Additional Compensation). Assignment of involuntary overload shall not exceed one three credit unit course or its equivalent per semester.
   2. )
      1. ) If an Associate Faculty member is absent from her or his duties, another employee may be requested or assigned to perform the absent employee's duties. The assignment shall be without compensation, except as specified in 32.1.i.(2)(b) below.
      2. ) If the assignment is in excess of the maximum of the relevant ACE range specified in Article 32.1.b above, or in excess of three ACEs in a summer session and if the assignment exceeds two weeks within a semester or the pro rata equivalent of two weeks within any other semester or summer session, the employee shall receive compensation prorated for the period of assignment as specified in Article 43 (Additional Compensation), beginning with the third week of the assignment.
10. Summer Session Appointments
1. ) Each academic year, the University administration shall, on the basis of program needs, prepare a schedule of courses or instructional activities to be offered during the summer session.
2. ) Associate Faculty will be considered for summer teaching assignments based on the department's summer rotation policy. (3) Development of department summer rotation plans will comply with procedures established in the Unit A Agreement, Article 18 (Summer Session).

32.2. Assignment of Duties for Academic Support Professionals

1. Definition of Assigned Obligation The professional obligation of Academic Support Professionals as specified in their job descriptions includes a diversity of duties and responsibilities.
2. At the inception of the employment relationship, each Academic Support Professional shall be given a general job description which was the basis upon which the position was filled. Within 30 days of the appointment, each Academic Support Professional will develop with her or his immediate supervisor a job description which more specifically reflects the job assignment for that individual.
3. For Academic Support Professionals, excluding the lecturers in Western's English as a Second Language (WESL--see 32.2.c.1), full-time effort shall be defined as a flexible work week averaging 37.5 hours per week over the Academic Support Professional's period of appointment, as approved by the supervisor. When the work week exceeds 37.5 hours, "equal time" off shall be granted within a reasonable period of time and shall reflect the real time expended by the employee in preparation and performance of her or his duties. In positions where a traditional 37.5 work week is not reasonably consistent with program need, the supervisor, in consultation with employees of the unit, shall develop a Unit Workload Document (UWD) wherein the workload obligations of each position, throughout the year, is clearly stated, and provisions for the awarding of "equal time" off are made clear. Unit supervisors will forward the UWD with employee comments to the appropriate Vice President who, after consultation with the UPI Chapter President, will render a decision. Any change in the UWD will be handled in the same way as "modification of a job description" (see 32.2.e).
   1. ) For WESL lecturers, full-time effort shall be defined as the time and effort required to perform the duties reflected in the Academic Support Professional's job description.
   2. ) In advising loads, any job description where advising/counseling or extensive student contact is established as a duty, the expected range of advisees/contact people for that work percentage shall be stated in the UWD.
   3. ) The assigned obligation of a part-time Academic Support Professional shall be proportionate to her or his appointment.
   4. ) In the case of permanent job reassignment, the Academic Support Professional must be notified in writing at least two weeks in advance of the permanent reassignment.
4. Annual Meeting
   1. ) Each Academic Support Professional and her or his supervisor shall meet at the time of the employee's annual evaluation to review the employee's official job description and assignment of duties. This job description shall identify priorities among the duties and responsibilities and, when appropriate, shall provide specification of assigned duties, shall state expectations about scheduling, and shall identify any specific goals or deadlines which the employee is expected to meet. After consultation with the employee, the supervisor shall develop the job description for the coming year and, if changed from the previous year, shall submit it to the appropriate administrator (Dean/Assistant Vice-President) for approval. The employee may attach a statement to the supervisor's recommendation. Each Academic Support Professional shall receive a copy of her or his approved job description for the next year, if changed from the previous year, by the date specified in the University timetable. A copy of the University timetable will be sent to each employee by October 1.
   2. ) In an Academic Support Professional's annual evaluation, the employee's job description for the year under evaluation shall be the guideline for evaluating the employee's performance.
5. Modification of Official Job Descriptions
   1. ) If the appropriate supervisor wishes to modify an employee's official job description at a time other than the Annual Meeting, then she/he shall consult with the employee about the proposed modification, providing the employee with a copy of the proposed modification. The employee may attach a statement reacting to the proposed modification which is then forwarded to the appropriate Vice President. The Academic Support Professional shall receive a copy of any modification of her or his official job description.
   2. ) Modifications of official job descriptions shall become effective on the date specified on the modified approved description. The employee shall receive a copy of the modified job description prior to the effective date.
   3. ) If a modification in the job description constitutes an increase in workload, the job description shall be modified either to reduce other duties proportionate to the increase or to identify the increase as a special overload project in accordance with Article 43 (Additional Compensation).
   4. ) An employee may request modification of her or his job description. Such a request shall be made in writing to the employee's supervisor.
6. Overload
   1. ) With the approval of the appropriate Vice President, a special overload project may be assigned to an Academic Support Professional which requires the performance of duties in excess of the employee's full-time effort. It must be identified as a special project and must have a specific beginning and end.
   2. ) An employee given a special overload project assignment shall be compensated by a salary stipend for the period of the special assignment. Asalary stipend granted for a special assignment shall be pro rata, but may not exceed thirty percent of the base salary the employee will receive during the special assignment period. An employee on a special assignment may also have her or his normal work schedule adjusted by the appropriate University Vice President to reflect work on the special assignment.

32.3. Outside Employment

An employee's performance of professional obligations to the University as specified in this article shall be given priority over outside employment.

Article 33: Evaluation and Evaluation Criteria, Unit B

The University is responsible for evaluating the performance of employees. The purposes of evaluation are to judge the degree of effectiveness of an employee's performance, to identify areas of strength and weakness, and to improve employee performance. Additionally it shall provide a basis for the University President and the Board to make personnel decisions, as appropriate.

33.1. Evaluation Procedures for Associate Faculty

1. No Associate Faculty member shall be evaluated until she or he has completed one full semester of service at the University as an Associate Faculty member.
2. An evaluation of Associate Faculty shall consist of a review of the following by the Department Chair and the Dean:
   1. ) student course evaluations of all courses or other instructional activities/ primary duties for Associate Faculty during their first five years in the bargaining unit; for all other Associate Faculty, student course evaluations of a majority of courses for the year to include at least one section of each course preparation, as well as documentation of any other instructional activities/ primary duties;
   2. ) any materials required by the Department Criteria in the area of teaching/ primary duties;
   3. ) any materials the employee submits as evidence of the effectiveness of her or his teaching/primary duties;
   4. ) any materials the employee chooses to submit showing involvement in scholarly/professional activities and service;
   5. ) materials in the employee's personnel file;
   6. ) additional documentation of the of the evaluation shall be sent to the employee.
   7. ) If an employee's performance is judged unsatisfactory, the Department Chair and/or Dean, as appropriate, shall provide written reasons, based on the statement of Department Criteria. The employee may forward the decision of the Chair and/or Dean for review by an Associate Faculty appeal committee.
      
      The Associate Faculty appeal committee shall be composed of three bargaining unit members from Unit Aand/or Unit B: one member selected by the employee, one member selected by the Chair, and the third selected by the first two members selected. The recommendations of the Department Chair and/or Dean and the Associate Faculty appeals committee, if applicable, and the materials submitted by the employee shall be forwarded to the appropriate Vice President for final review and evaluation.
   8. ) A copy of the evaluation shall be sent to the employee. The employee may attach a written response to the evaluation statements for inclusion in her or his personnel file.
3. Promotion
   1. ) Associate Faculty who meet all Unit ADepartment Criteria for promotion to Assistant Professor may apply for such promotion. Their evaluation portfolio will be evaluated using the same procedures as those applied to Unit A faculty applying for promotion to Assistant Professor. (See Article 20.)
   2. ) Associate Faculty in their ninth year of service who have received highly effective ratings in the last three years will achieve Senior Associate Faculty status. This status will be recognized by a separate salary lane.
   3. ) Associate Faculty receiving "satisfactory" ratings will be evaluated every year. Associate Faculty promoted to Senior Associate Faculty status will be evaluated every three years as long as they maintain a highly effective rating. A senior associate faculty member who receives a satisfactory rating will be evaluated annually until receiving a highly effective rating.

33.2. Evaluation Procedures for Academic Support Professionals

1. Each employee will have an approved job description identifying priorities and performance expectations and a description of the materials and methods, signed by the employee, which will be used to evaluate the employee's performance. Any permanent change in period of appointment, reorganization or change in supervisor will necessitate a review of the job description and description of materials and methods used to evaluate employee performance, within 30 days after the change, to ensure that the Academic Support Professional understands the evaluation procedure used by her or his supervisor.
2. The employee shall receive a copy of the approved job description and description of materials and methods which will be used to evaluate the employee's performance. This description shall be reviewed annually by the employee and her or his supervisor at the time specified in the University timetable. Any suggested modifications in the materials and methods of evaluation resulting from the annual review by the employee and her or his supervisor shall be submitted to the Academic Vice President for approval by the date specified in the University timetable and a copy shall be provided to the employee and to the Union Chapter President. The Academic Support Professional may attach a statement to the modifications before the proposed work plan is forwarded to the appropriate Vice President. The Vice President's written response shall be sent to the employee and the employee's supervisor within 15 days of receipt of the request, and a copy shall be provided to the Union Chapter President.
3. Each Academic Support Professional shall receive an annual written evaluation from her or his supervisor in accordance with the approved job description as well as a description of materials and methods to be used in evaluating the employee's performance. Evaluation shall be based on the job description. Evaluative input, where feasible and appropriate, should be obtained from individuals with whom the employee works (e.g., students, peers, clients).
4. The employee shall have two days to review and sign the evaluation, indicating that she or he has seen and read it. An employee who disagrees with the evaluation may have an additional five work days to attach a written statement. Copies of the signed evaluation shall be provided to the employee and, with any written responses by the employee, placed in the employee's personnel file.
5. Materials used in evaluation shall be in accordance with the approved job description, and description of materials and methods of evaluation. These shall consist of materials:
   1. ) submitted by the employee;
   2. ) referred to in the employee's supporting materials requested in accordance with Section 33.2.c. above;
   3. ) gathered by the supervisor or employee to include the input of students, peers or clients about the employee's performance based on assigned responsibilities;
   4. ) in the employee's personnel file, except for confidential materials submitted in connection with the employee's initial appointment.

Article 34: Retention (Academic Support Professionals)

34.1. Retention Procedures for Academic Support Professionals

1. Each Academic Support Professional (with the exception of 34.1.b. below) shall be evaluated annually by her or his supervisor. The evaluation shall occur between April 15 and May 15.
2. An evaluation in the first year of employment shall occur by the sixth month of employment.
3. Regardless of the date of initial appointment, the calculation of years of employment of Academic Support Professionals will be based on a year of July 1 through June 30, provided, however, that:
   1. ) an employee hired between July 1 and December 31 will enter her or his second year of service on the first July 1 of her or his service at the University; and
   2. ) an employee hired between January 1 and June 30 will not enter her or his second year of service until the second July 1 of her or his service at the University; and that
   3. ) up to three years of prior service in a position at the University shall count as years of service.
4. An employee may be recommended for non-retention because of program need or unsatisfactory performance of assigned duties. An employee shall be considered to be on a continuous appointment unless recommended for non-retention.
5. Each non-retention recommendation shall be reviewed by the appropriate Dean or supervisor, if any. The appropriate Dean/Director shall submit a written nonretention recommendation for consideration to the Academic Vice President and any other appropriate University Vice President. The Academic Vice President shall review these recommendations with the University President. By June 15 the University President shall notify the employee in writing of her or his decision regarding retention, and, if the decision is negative, shall provide written reasons based on the reasons specified in Article 34.1.d. above, as applicable. The employee's official job description, and the approved statement of methods and materials of evaluation shall be utilized in evaluation.
6. Notice of non-retention shall be as follows (except for Article 34.2.a. below):
   1. ) In the first year of service in an Academic Support Professional position in the bargaining unit, not later than three months prior to the termination date specified in the notice.
   2. ) In the second, third, fourth, and fifth years of service in an Academic Support Professional position in the bargaining unit, not later than six months prior to the termination date specified in the notice.
   3. ) If an Academic Support Professional in her or his sixth year of service or more receives notice of non-retention in accordance with this article, she or he shall receive at least nine months of employment after the notice of non-retention is received.

34.2.

1. Academic Support Professionals who have been hired in positions which are funded predominantly by contracts and grants, sponsored research funds, and educational contracts shall not be entitled to written notice of non-retention as specified in Article 34.1.f. above if the funding for their position is reduced or eliminated. If such funding is reduced or eliminated, the employee shall be notified immediately. If the funding is continued and annual evaluation results in a recommendation not to retain an employee, the recommendation of nonretention must be based upon the reasons specified in Article 34.1.d., and the employee must be given notice in accordance with Article 34.1.f.
2. The University shall make a reasonable effort to locate appropriate alternate or equivalent employment for an employee whose position is eliminated because of a reduction in or elimination of funds.
3. If, within two years, the funding source reduction or elimination which resulted in the elimination of an Academic Support Professional's position is restored to the University, the affected employee shall be offered reemployment in the restored position if the employee's final evaluation was satisfactory.

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