Policy on Recruitment and Appointment to Faculty Jesuit Targets of Opportunity Sponsorship of Foreign Nationals

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1 SECTION 1 RECRUITMENT AND SELECTION POLICIES AND PROCEDURES TABLE OF CONTENTS Policy on Recruitment and Appointment to Faculty Jesuit Targets of Opportunity Sponsorship of Foreign Nationals 1 of 1

2 SANTA CLARA UNIVERSITY POLICY ON RECRUITMENT AND SELECTION OF FACULTY TENURED AND TENURE TRACK APPOINTMENTS Since faculty of high quality are essential to the success of the University, their recruitment is one of the most important responsibilities of the faculty. Excellence in teaching, scholarship, and service all hinge upon the ability of the faculty to recruit new members who are outstanding in their fields and who have the qualities that will enable them to contribute to the achievement of the University's mission and goals. This document describes the policies and procedures for the effective exercise of this important faculty responsibility. General Responsibilities Although faculty recruitment is a collaborative effort involving both faculty and administrators, faculty play the central role. They must be willing to participate in departmental activities related to recruitment. These include advising the chair concerning the need to initiate a search, defining the position in light of essential university and college initiatives and priorities, particular areas of expertise required, and potential sources of new faculty; serving on departmental search committees, interviewing candidates, and providing the chair with an evaluation of the qualifications of each candidate interviewed. The department chair, with the advice of department faculty and, in appropriate cases, with advice from faculty in related disciplines, is responsible for compiling a justification for the search which he or she will submit to the dean when asking for approval to initiate a search. When written approval is granted, the chair, with the advice of the faculty, will write a recruitment plan which is submitted to the dean. In addition, the department chair, in consultation with tenured and tenure-track faculty, is responsible for appointing a search committee; for soliciting the recommendations of faculty regarding the candidates and conveying these to the dean along with his or her own recommendations; and, after approval from the dean, for making the final offer to the prospective faculty member. The dean, in consultation with the department chair, is responsible for obtaining from the Provost written authorization to initiate a search to replace a tenured or tenure-track faculty member or to fill a new position. The dean is also responsible for reviewing the recruitment plan, interviewing candidates, reviewing the recommendations of the department, making his or her own recommendation to the Provost, and obtaining from the Provost approval of a final offer to the selected candidate. The Provost, with the advice of the appropriate dean and department chair, is responsible for authorizing all full-time faculty replacement positions and new positions, approving the initiation of a search, interviewing candidates as appropriate, and approving the terms of the final offer made to the selected candidate. Justification of Position Before initiating a search for new faculty, the department chair, with the advice of the department faculty, must provide a written justification of the need for a replacement or for a new position. The written justification should be submitted to the dean who will convey it to the Provost together with his or her own recommendation. The justification should take into account the needs of the University, college or school, and department, and should include: 1. Past, present, and estimated future enrollment patterns. 1 of 4

3 2. A faculty profile consisting of the desired area of expertise, areas of expertise of the existing faculty, forecasted retirements, percentage of tenured members, and other pertinent information. 3. A description of program needs that clearly indicates the importance of the faculty position to present and future programs. Criteria for Selection The University relies on the expert and considered judgment of the tenured and tenure-track faculty to evaluate the qualifications and suitability of all candidates. Evaluation of candidates is a complex judgment that involves weighing several factors, including scholarship potential, teaching abilities, areas of expertise, current departmental strengths and weaknesses, ability to achieve collegial relations within the department and University, the availability of financial resources, and the needs and mission of the department, college, and University. The University s Affirmative Action Plan goals will also be considered a criterion in selecting candidates. Of primary importance is the candidate's potential to meet the criteria for promotion and tenure, which require "superior accomplishment" in (1) teaching, (2) scholarly or artistic work and other professional accomplishments, and (3) service to the University, the profession, and the community. When more than one candidate is judged to have the potential to meet the tenure criteria, these qualified candidates may then be evaluated in terms of other factors. The importance of the faculty's responsibility to weigh and balance these factors carefully cannot be sufficiently stressed. A factor that merits special attention in the recruitment process is the University goal to "nurture a diverse community rooted in mutual understanding and respect." Such a community, broadly conceived, is one enriched by diverse viewpoints and backgrounds. It is also one in which equality and equity prevail regardless of race, color, ethnicity, religion, gender, national origin, or other factor protected by law. In accordance with the University s commitment to a diverse and inclusive community, faculty members should aggressively seek to recruit a diverse applicant pool from the outset of the process of defining the position. To maintain continuity with the University's Jesuit origins and traditions, it is also critical that the faculty attempt to recruit members of the Jesuit order, an increasingly scarce resource. The same criteria used to evaluate the primary qualifications of non-jesuits must be used to evaluate the primary qualifications of Jesuit candidates. However, membership in the Jesuit order should be considered a significant positive factor whenever a Jesuit is among the most qualified candidates. Recruitment Plan Once authorization for a new faculty member is obtained, the department should develop a recruitment plan in consultation with the dean. The plan should indicate: 1) where and when the vacancy will be announced, 2) members of the search committee, 3) strategies for building a diverse pool of qualified candidates, and 4) dates for interviewing candidates. The department chair is responsible for ensuring that a recruitment plan is written and submitted to the dean for approval before the formal search begins and for ensuring that the subsequent recruitment of qualified faculty is consistent with the requirements of the University s Affirmative Action Plan. Search Committee The search committee, which is appointed by the department chair, is responsible for advertising the position, recruiting and screening applicants, and recommending final candidates. Members of the search committee should be chosen with care and should include faculty who are keenly aware of the importance of faculty recruitment. Faculty on the search committee should be familiar with both the needs of the department and the criteria for selection of new faculty. The chair or the dean may meet with the search 2 of 4

4 committee to discuss the criteria for selection of candidates or the qualities of the candidates in the pool. On its own initiative, or on the advice of the dean or the department chair, the search committee may in special cases choose to bring in members from outside the department to provide a different perspective. The search committee, in consultation with the EEO/Diversity Director, should inform itself about any constraints that might apply to the interview process. The Search The search should follow the approved recruitment plan. The search committee is responsible for writing the advertisement and placing it in appropriate outlets. The advertisement should clearly state the requirements of the position, including research and teaching competencies, and any funding contingencies on which the position might depend. It should also state that the University is a Jesuit institution and must include an equal opportunity statement such as, "Santa Clara University is an equal opportunity and affirmative action employer. A copy of the advertisement must be sent to the dean for approval before being sent out. The faculty vacancy should be advertised widely outside the University through professional journals, newsletters, professional associations and organizations, informal faculty networks and contacts, and direct calls to departments with recognized doctoral programs, including recognized programs with significant ethnic or gender diversity. Depending on departmental practices, either the department chair will see to it, or will assign the chair of the search committee responsibility for seeing to it, that each applicant receives a prompt written acknowledgment of the application and an indication that further contact may be forthcoming. After appropriate preliminary screening, usually consisting of an initial review of all candidates' documents followed by interviews of selected candidates either at a professional conference or over the phone, the search committee will compile a short list of qualified candidates in rank order, with brief explanations of the ranking. This list, along with a curriculum vitae and other pertinent information on each of the persons on the list, should be submitted to the department chair. The department chair, after reviewing the recommendations of the search committee and discussing the recommendations with the committee, will make his or her own recommendations in writing to the dean. The chair will indicate his or her judgment of the top candidates in order of preference. The dean will review the recommendations of the department. As appropriate, the dean may meet with the chair or the search committee and may choose to review the complete applicant pool. The dean will then approve a short list of candidates for on-campus interviews. On-campus Interview As early as possible the search committee should invite to the campus those candidates who are on the short list approved by the dean. The search committee may find it helpful to bring other department faculty into the interview process. In some cases, depending, for example, on the research specialty of the candidate, the search committee may choose to invite nondepartmental faculty in allied fields to interview the candidate. Before the on-campus interview, the search committee should send the candidates materials that will help familiarize them with the University, such as the appropriate University bulletins, Statement of Purpose and goals, information on the character of Jesuit education at Santa Clara University, and any other materials the committee may deem suitable. During the interview the department chair should provide the candidate with added information on the nature and character of the institution including such intangibles 3 of 4

5 as the institutional culture and expectations placed on the faculty in the areas of teaching and research. The aim should be to provide the candidate with enough understanding of the institution to enable him or her to make an intelligent and informed decision, should an offer be extended. The search committee chair must designate one person to ask the following questions of every finalist before an offer is extended: 1. Can you, after an offer is extended, submit verification of your legal right to work in the United States? 2. Are you able to perform the essential duties of this position? While on campus, candidates will ordinarily be interviewed by the faculty, dean, and Provost. Ordinarily, candidates should make a presentation based on their research activity and may also teach a class or present a seminar to students. The search committee is responsible for ensuring that those who interview the candidate or attend a presentation complete an appropriate evaluation form. Faculty who evaluate one candidate should also be present at, and evaluate the same presentation of, all other candidates. These forms should be reviewed by the search committee and should be made available for review by the dean and the department chair. After all candidates have been interviewed, the search committee and department chair should convene the tenured and tenure-track members of the department, who will come to an agreement and then submit their recommendation to the dean. This should include a narrative statement describing the search, the applicant pool developed, and the reasons for recommending the top candidate(s); it should be accompanied by resumes and whatever supporting documentation is thought to be helpful. The dean will review the materials submitted by the department and submit his or her own recommendation to the Provost along with the materials submitted by the department. After the search has been completed, the search committee or the department chair may want to extend the search further in order to expand the pool of candidates. The Formal Offer The department must guard against making, or appearing to make, an informal oral offer to a candidate prior to obtaining the approval of the Provost and the dean. The Provost will review the materials submitted by the department and the dean and will then convey to the dean his approval for (1) making an offer to a candidate, (2) the salary or salary range that will be part of the offer, and (3) any other details of the offer. After the Provost has approved the offer, the department chair or the dean will make the actual offer to the candidate. Ordinarily the approval of the Provost must be obtained in writing. However, in special circumstances, the dean may obtain the approval of the Provost orally and the dean is then personally authorized either to make the offer or to authorize the department to make the offer. Affirmative Action Requirements The search committee will ensure that the recruitment plan, the narrative statement describing the search and supporting the recommendation, and other related documents will be uploaded in the SCU recruiting system. 4 of 4

6 SANTA CLARA UNIVERSITY JESUIT TARGETS OF OPPORTUNITY A Jesuit may be appointed as a target of opportunity to tenured or tenure track faculty positions at Santa Clara University. 1. The Provost works with the Rector of the Jesuit Community to identify Jesuits who are potential candidates for faculty positions at the University. 2. Credentials of identified candidates are reviewed by the dean to determine the candidate s fit with the needs of the school. 3. Jesuits who are initially appointed as a target of opportunity are assigned to authorized positions in the school if available. If there is not a vacant authorized position in the school, the Provost will fund the salary and benefits for the individual until it can be accommodated in the authorized positions of the school, but generally for no more than three years. 4. Appointment of the individual follows the Tenured and Tenure-Track Appointment Procedures and Process Timeline included in this manual. 1 of 1

7 SANTA CLARA UNIVERSITY SPONSORSHIP OF FOREIGN NATIONALS FACULTY POSITIONS Sponsorship Eligibility A foreign national who is appointed to a tenured or tenure-track faculty position is eligible for sponsorship by Santa Clara University. SCU will support applications for H-1B status and will file PERM Labor Certification applications assuming this can be legally accomplished. Senior lecturers, lecturers, and fixed-term faculty are not eligible for this support. Candidates who are offered positions as senior lecturers, lecturers, and fixed-term faculty must be able to present evidence that they are legally authorized to work in the United States or will be at the time of hire. Definitions H1-B: An H-1B employee is in a non-immigrant or temporary status established under the Immigration and Nationality Act. It allows U.S. employers to temporarily employ foreign workers in specialty occupations for up to six years. PERM Labor Certification: A US College or University may file an Application for Permanent Labor Certification with the Department of Labor (DOL) upon a showing that the foreign national was the best qualified applicant for the position. If the certification is issued, an employer may then file an immigrant petition and the employee may file an application for an immigrant visa or permanent status in the USA. Once an immigrant petition is approved and an immigrant visa accorded or permanent resident status accorded in the USA by the USCIS, the employer may hire the foreign teacher in a tenure track or tenured position in the United States on a permanent basis. Dean s Office Procedures In addition to the recruitment and appointment procedures in the Faculty Policies and Procedures Manual, the Dean s Office will ensure the following steps are taken for all tenured and tenure-track faculty searches: Recruitment For all tenured and tenure-track faculty searches, at least one advertisement stating the title, duties, and responsibilities of the position must be placed and must run for at least 30 calendar days before an offer is made to ensure that qualified applicants have an opportunity to respond to the advertisement. The advertisement may be placed in a hard-copy national professional journal or in the Chronicle of Higher Education. If a print advertisement is run, the department must save original copies of the entire journal or the entire edition of the Chronicle to document that the advertisement for the job opportunity was placed. If run in a newspaper, at least one original tear-sheet of the advertisement showing the name of the periodical and the date(s) of publication must be maintained. In the alternative, the advertisement may be run in an electronic or web-based national professional journal if the journal is one which typically advertises academic openings in the USA. The electronic or web-based journal s job listings must be viewable to the public without payment of subscription and/or membership charges. The advertisement for the job opportunity for which certification is sought must be posted for at least 30 calendar days on the journal s website. Documentation of the placement of an 1 of 5

8 advertisement in an electronic or web-based national professional journal must include evidence maintained by printing out a copy of the ad on the first and last days the ad was run. Evidence of the start and end dates of the advertisement placement and the text of the advertisement are critical and if unavailable, could cause an application to be denied. Of course, additional forms of recruitment should also be conducted. Copies of all recruitment materials and evidence of the start and end dates of all avenues of recruitment utilized should be preserved as the Department of Labor may ask to see copies and or evidence that national recruitment was conducted. Notes documenting interviews may also be requested. It is helpful to carefully preserve evidence of the selection process at the time the process is conducted. Interview To determine whether sponsorship of a prospective tenured or tenure-track faculty member will be needed, a designated member of the Dean s Office shall ask of every candidate the following question: If you were offered this position, would you be able to present evidence that you are legally authorized to work in the United States? Sponsorship Fees and Costs The University will pay legal fees and costs associated with obtaining non-immigrant status for the foreign national. The University will pay for the legally required fees and costs associated with the PERM Labor Certification (step 1 of the legal permanent residency process). The University will pay legal fees and costs associated with the I-140 petition (step II of the legal permanent residency process for the EB-2). Note: If the University chooses to file for the EB-1 instead of the EB-2, it will pay the fees associated with the I-140 petition (step II of the legal permanent residency process for the E-B1). The University will pay legal fees and costs associated with the Adjustment of Status for the foreign national only (step III of the legal permanent residency process). Any related fees and costs associated with a spouse and/or dependents are the responsibility of the foreign national. The College/School, department, or any other entity of Santa Clara University is not authorized to pay for any other fees or costs associated with the sponsorship of a foreign national or related fees and costs associated with his or her spouse and/or dependents. Offer Letter A tenured or tenure-track offer letter to a foreign national will include the following language: If you do not have authorization to work in the United States: 2 of 5

9 The University will file a non-immigrant visa petition or other appropriate application to obtain work authorization on your behalf. We will pay legal fees and costs associated with obtaining non-immigrant status. Any remaining fees and costs will be your responsibility. A PERM Labor Certification (step 1 of the legal permanent residency process) may be filed on your behalf should your appointment with the University continue. (Previous sentence added to tenure-track offer letters only.) The University will pay legal fees and costs associated with your PERM Labor Certification (step 1 of the legal permanent residency process). An I-140 petition (step II of the legal permanent residency process for the EB-2) may be filed on your behalf should your appointment with the University continue. The University will pay legal fees and costs associated with the PERM I-140 petition (step II of the legal permanent residency process for the EB-2). The University will pay the legal fees and costs associated with the Adjustment of Status (step III of the Legal Permanent residency process) should your appointment with the University continue. If you choose an immigration attorney other than SCU s immigration attorney, you will be reimbursed only for the amount SCU s immigration attorney would have charged for this service. Please note that the University cannot actually hire you unless you are accorded authorization to work in the United States. We will make every effort to assist you in these processes; however, we cannot make any guarantees as to the success of any petitions or applications filed on your behalf since these matters are not within our control but are decided by the federal government. Upon Acceptance of Offer The Dean s Office, with the assistance of the Department, prepares the following documentation to support the filing of a PERM Special Recruitment labor certification application and will keeps it on file until it is requested by the immigration attorney: 1. For a print advertisement, documentation must be either the entire journal in which the advertisement for the job opportunity was placed, or the tear-sheet of the advertisement showing the name and the date(s) of publication. For an electronic or web-based advertisement, documentation must include evidence of the start and end dates of the advertisement placement. The evidence should include a printed copy of the ad from the first and the last days the ad ran and must include the entire text of the advertisement. At least one of these forms of documentation must be kept in the file until the applicant has been granted residence or has departed from SCU. 2. Evidence of all other recruitment sources utilized. Such evidence may be printouts of hard-copy or online ads, evidence of s to other institutions, evidence of postings at other universities, evidence of advertising at job fairs or conferences, etc. If actual printouts are not available, evidence may include copies of contracts or invoices for the ads or anything else that will prove the ad ran, in what medium or publication, on what dates. The text of the ads must be included. (Please download ad on first and last day that it is up.) s confirming an ad was posted and/or invoices for ads may be helpful and should be preserved. 3. A list of the candidates who responded to the ads within the time period designated by the school, along with each resume and cover letter must be retained in the original. The ad to which each applicant responded should be included if known. 3 of 5

10 4. A list of the names of all candidates who were interviewed, including information about where and when the interview took place, who interviewed the candidate, whether the interview was conducted by telephone or in person, the relevant positive and negative factors influencing each decision (including why candidates were or were not selected), and the relevant factors considered in deciding who would receive a job offer. Reasons need to be legitimate job related reasons that are non-discriminatory. 5. Copy of offer letter (or other document) evidencing the date of selection of the foreign national candidate. Note that the Special Recruitment PERM application must be filed within 18 months of this selection date; hence, the date of selection must be verifiable. 6. Name(s) of any U.S. candidate(s) who was (were) offered the position before it was offered to the foreign national, and information about why the U.S. candidate did not take the position. Each Department keeps all resumes sent in response to the ads for the position on file for five (5) years. Upon receipt of the signed offer letter, the Provost s Office begins to track the sponsorship process with the University s immigration counsel. Senior Lecturer, Lecturer, and Fixed-Term Faculty Searches To communicate up front to applicants that Santa Clara University does not sponsor visas or other applications to obtain employment for senior lecturers, lecturers, and fixed-term faculty, the Deans Offices will take the following steps: Advertisement Advertisements will include the following statement: SCU does not sponsor any visa applications for this position. The successful candidate must be able to provide evidence of identity and legal authorization to work in the United States. Interview To determine whether the individual will be able to present evidence that he/she is legally authorized to work in the U.S., a designated member of the Dean s Office shall ask of every candidate the following question: If you were offered this position, would you be able to present evidence that you are legally authorized to work in the United States? Faculty Categories Eligible for Non-immigrant Status SCU will support applications for J-1, TN, E-3, H-1B or similar non-immigrant visas for foreign nationals who are appointed to the faculty categories listed below (see corresponding section of Faculty Handbook for definition of each category) in accordance with applicable legal requirements and University policy. 4 of 5

11 Research Professor (Section ) Appointments-in-Residence (Distinguished artists, scholars, scientists, engineers, executives, statespersons. Section ) Visiting Faculty (Section ) Postdoctoral Fellows (Section ) Any questions that arise during this process should be directed to the Provost s Office. October 2009 Provost s Office Santa Clara University Revised October 2011 Revised October 2012 Revised December of 5

12 SECTION 2 APPOINTMENT POLICIES AND PROCEDURES TABLE OF CONTENTS Tenured and Tenure-Track Faculty Summary of Appointment Policies and Procedures Appointment Procedures and Process Timeline Offer Letter Letter of Appointment Faculty on Renewable-Term or Continuing Appointment Senior Lecturers Summary of Appointment Policies and Procedures Letter of Appointment Lecturers Summary of Appointment Policies and Procedures Appointment Procedures and Process Timeline (New Appointments) Offer Letter Letter of Appointment Faculty on Fixed-Term Appointment: Adjunct Faculty, Research Faculty, and Faculty with Appointments-in-Residence Faculty on Fixed Term Appointments Summary of Categories Fixed-Term Faculty on Academic Year Appointments Summary of Appointment Policies and Procedures Appointment Procedures and Process Timeline Offer Letter Letter of Appointment Fixed-Term Faculty on Quarterly Appointments Summary of Appointment Policies and Procedures Letter of Appointment from Dean Fixed-Term Faculty on Quarterly Appointment Personnel Action Request Quarterly Lecturer Primary Acad Org Faculty with Other Appointments: Visiting Faculty and Postdoctoral Fellows Summary of Appointment Policies and Procedures Appointment Procedures and Process Timeline Offer Letter Letter of Appointment 1 of 1

13 SANTA CLARA UNIVERSITY SUMMARY OF APPOINTMENT POLICIES AND PROCEDURES TENURED AND TENURE-TRACK FACULTY 1 ARTS AND SCIENCES, BUSINESS, EDUCATION AND COUNSELING PSYCHOLOGY, ENGINEERING Tenured and tenure-track faculty are those with tenure and those with tenure-track (probationary) appointments as defined in Section of the Faculty Handbook appointed with the ranks of Professor, Associate Professor, Assistant Professor, and Acting Assistant Professor. 1. Tenured and tenure-track faculty are appointed in accordance with the following practices: The standard appointment is nine months with an FTE of See section of the Faculty Handbook. Faculty appointments begin on September 1 to coincide with the start of the academic year. The standard academic year course load for tenured and tenure-track positions is seven courses (or equivalent), generally with a one-course reduction for scholarly or creative work. A tenured or tenure-track faculty member is ordinarily expected to teach the assigned course load during the fall, winter, and spring terms of the academic year. At the request of the chair and dean, a faculty member teaching in a year-round graduate program may fulfill his or her teaching responsibilities by substituting the summer term for one quarter during the regular academic year. For such assignments, the summer will be the fourth quarter of the academic year. See section of the Faculty Handbook. Letters of appointment are issued from the Office of the Provost and signed by the Provost in accordance with applicable appointment procedures. See section of the Faculty Handbook. Eligibility for benefits is in accordance with the terms of the appointment, section of the Faculty Handbook, and other applicable University policies and procedures. The annual salary is paid in 24 equal semi-monthly installments beginning September 1 and ending the following August 31. If a faculty member s appointment is not renewed for a successive year, the appointment officially ends with the close of the academic year in mid-june even though their salary and benefits will continue through August 31. Tenure-track faculty receive a written evaluation every year. Tenured faculty are evaluated in writing on a regular basis as determined in each school by its dean with the agreement of the faculty and the approval of the Provost. See section 3.3 of the Faculty Handbook. 1 This document paraphrases the relevant sections of the Faculty Handbook. Please refer to the Faculty Handbook for the complete explanation of the policies. 1 of 4

14 The standard period of probation for tenure is seven years and begins with the fall term of the first full academic year of the tenure-track appointment. Tenure-track faculty apply for tenure in the fall of their sixth year of appointment unless extensions to the probationary period were previously granted. If tenure is denied, the faculty member holds a terminal appointment during the seventh year and their employment with the University terminates on August 31 of that year. See section 3.4 of the Faculty Handbook. 2. Tenured and tenure-track faculty appointments are also subject to the following policies and procedures: Joint Appointments Section of the Faculty Handbook. A joint appointment may be made when a faculty member makes a major contribution in terms of time, effort, and programmatic need to more than one department. This contribution should be on a continuing basis and should be sufficiently significant for each department to make a financial commitment and extend voting privileges to the faculty member. Prior to the commitment of every joint appointment, the faculty member s responsibilities to each department and the procedures to be followed for periodic evaluation and evaluations for promotion and tenure must be agreed to in writing by the faculty member, chairs of the involved departments, the Dean, and the Provost. Endowed Chairs. The President appoints faculty to endowed chairs upon the recommendation of the Provost. The dean of the respective school nominates candidates for school-designated endowed chairs to the Provost. Jesuit Targets of Opportunity. Jesuit faculty who are initially appointed as a target of opportunity are assigned to authorized positions in the school if available. If there is not a vacant authorized position in the school, the Provost will fund the salary and benefits for the individual until it can be accommodated in the authorized positions of the school, but generally for no more than three years. Termination of Employment Section 3.5 of the Faculty Handbook. Policies and procedures pertaining to the termination of employment of faculty include: Retirement - Section of the Faculty Handbook. Retirement is a voluntary termination of University rights and obligations after a career of academic service at the University. A tenured faculty member is ordinarily eligible to retire after 10 years of service at the University and after reaching the age of 55. A faculty member relinquishes tenure upon retirement. The privileges offered to retired faculty are described in Section of the Faculty Handbook. Phased Retirement - Section of the Faculty Handbook. Phased retirement is a voluntary reduction in University responsibilities with a corresponding decrease in salary. Tenured faculty are eligible to apply for phased retirement after seven years of service at the University but usually not earlier than age 55. The phased retirement agreement is permanent and binding, states a date for full retirement, and will ordinarily be no longer than five years. Phased retirements must have the recommendation of the Department Chair and the Dean and the approval of the Provost. 2 of 4

15 Resignation Section of the Faculty Handbook. A faculty member who decides to resign from the University for any reason or who concludes an agreement to accept an appointment elsewhere is obligated to notify the University immediately. Non-Reappointment Section of the Faculty Handbook. The University may elect at any time not to reappoint tenure-track faculty provided written notice is given in accordance with the timetable indicated in Section of the Faculty Handbook. Separation Agreements. Separation agreements are negotiated on an individual basis by the Provost (or the Provost s designee) and the Assistant Vice President for Human Resources. Sabbatical Leaves Section of the Faculty Handbook. Sabbatical leaves are awarded for the intellectual and academic enrichment of the faculty member and for the benefit of the University through improved teaching and scholarship. Sabbatical leaves are not intended for routine course preparation, respite from usual duties, or to accept employment outside the University. Details of the sabbatical policy can be found in Section of the Faculty Handbook. Junior Faculty Development Leaves Section of the Faculty Handbook. Tenuretrack faculty are eligible for a one-term junior faculty development leave at full salary following a positive mid-probationary review. The junior faculty development leave is intended to support the professional development of probationary faculty in preparation for their tenure application. Medical and Family Leaves of Absence. Faculty are eligible for medical and family leaves of absence in accordance with applicable state and federal regulations, section of the Faculty Handbook, and section 600 of the Staff Policy Manual. Personal Leaves of Absence Section of the Faculty Handbook. Tenured and tenure-track faculty may be granted personal leaves of absence for up to one year s duration for emergencies or other personal reasons. A personal leave of absence may be extended beyond one year only for extraordinary reasons. Personal leaves of absence are unpaid and must have the recommendation of the Department Chair and the Dean and the approval of the Provost. Bereavement Leaves. A faculty member may take five days of paid bereavement leave in the case of death of a spouse or person who stands in substantially the same relationship, son, daughter, child s other parent, father, mother, brother, sister, father-in-law, motherin-law, grandchild, grandparents, or anyone with whom the employee has an in loco parentis relationship. This leave is granted for attending funerals and memorial services and for discharging responsibilities related to the death of the family member. Days of leave may be taken consecutively or split as needed. If additional time off is needed, additional time off without pay must be recommended by the Dean and is subject to the approval of the Provost. Assignments in School or University Administration or Programs. Faculty who accept an assignment in school or University administration or programs generally receive a reduction in the standard teaching load for the academic year and may also receive 3 of 4

16 Teaching Overload Assignment. Tenured and tenure-track faculty teaching more than six courses (plus one course release for scholarship) are issued a letter by the Dean confirming the teaching overload assignment and the related compensation. Assignments Involving External Grants. Faculty may buy out one or more courses from external grants at the rate of ten percent of their base salary and benefits per course buy out if their grant proposal has been approved by the Department Chair, Dean and Provost. Appointments in Summer Session. Tenured and tenure-track faculty teaching summer session courses are issued a separate letter of agreement by the Dean covering the teaching assignment and the related compensation. 4 of 4

17 SANTA CLARA UNIVERSITY APPOINTMENT PROCEDURES AND PROCESS TIMELINE TENURED AND TENURE-TRACK FACULTY ARTS AND SCIENCES, BUSINESS, EDUCATION AND COUNSELING PSYCHOLOGY, ENGINEERING Item Action Responsible Office 1 2 Dean provides justification to Provost for filling vacant position or establishing a new position. Provost provides written approval to Dean via to conduct search. (Provost's Office confirms vacancy and available resources.) Dean Provost 3 Dean initiates search as outlined in "Recruitment and Appointment to Faculty." Dean 4 Dean requests Provost's approval to extend offer to candidate by sending Provost with the following information and materials: Reasons for selecting this candidate, candidate's curriculum vitae and draft offer letter to candidate. If candidate requires sponsorship, Dean must include a copy of print advertisement (see requirements in Sponsorship of Foreign Nationals document.) Dean 5 Provost approves offer to candidate. Provost 6 Dean sends offer letter to candidate after approval by Provost. Dean 7 Candidate accepts offer and returns signed offer letter to Dean. Candidate 8 Dean forwards original signed offer letter and curriculum vitae to Provost's Office. Dean 9 If a visa or other authorization to work in the United States at Santa Clara University is needed, the Provost's Office initiates process with immigration attorney. Provost's Office 10 Provost's Office generates confirmation letter and letter of appointment. Provost's Office Target Completion/Due Dates Oct-Nov (preceding academic year of search) April (preceding academic year of search) as determined by the Dean September through April September through April September through April September through April September through April Immediately February through April 11 Faculty Development mails New Faculty Orientation packet. Faculty Development July-August 12 Human Resources mails Benefits Orientation packet. Human Resources July-August 13 Provost's Office forwards copy of signed letter of appointment, completed W-4 and Bio Form to Human Resources. Provost's Office July-August 14 Candidate completes I-9 Employment Verification. Candidate July-September 15 Human Resources establishes employment record in the Human Resources System. Human Resources July-August 16 Faculty member's record is activated in the Identity Vault, ensuring the faculty member can get an ACCESS card, set up an account, and have access to libraries and other appropriate campus buildings/facilities. Information Technology (automated process) July-August 17 Salary and benefits becomes effective for new faculty member. Human Resources September 1 18 Human Resources conducts Benefits Orientations for new faculty. Human Resources August - September 1 of 2

18 SANTA CLARA UNIVERSITY APPOINTMENT PROCEDURES AND PROCESS TIMELINE TENURED AND TENURE-TRACK FACULTY ARTS AND SCIENCES, BUSINESS, EDUCATION AND COUNSELING PSYCHOLOGY, ENGINEERING Item Action Responsible Office 19 Human Resources receives completed benefits forms from new faculty and initiates benefits set-up in Human Resources System. Human Resources Target Completion/Due Dates August - September 2 of 2

19 OFFER LETTER Tenured and Tenure-Track Faculty DATE NAME ADDRESS CITY, STATE ZIP Dear NAME: On the recommendation of the Department of DEPARTMENT in the COLLEGE/SCHOOL at Santa Clara University, I am pleased to extend an offer of employment to you as RANK, beginning with the YEAR academic year. This offer includes the following: Your salary for the YEAR academic year will be $XX,XXX. You will be eligible for benefits as specified in Section of the Faculty Handbook which can be found at / The COLLEGE/SCHOOL will reimburse you up to XXX for qualified relocation expenses as set forth in the enclosed SCU Relocation Assistance document. The COLLEGE/SCHOOL will reimburse you up to $X,XXX for actual start-up expenses. You will receive a one-course release from teaching in the first year, 20XX-XX, to support the development of your scholarship program. Therefore, in academic year 20xx-xx, you will be teaching five courses. ADDITIONAL ELEMENTS OF THE OFFER You may also be eligible for the University s housing rental or purchase assistance programs for tenured and tenure-track faculty. Enclosed is a copy of the governing document for the housing assistance programs adopted by the Board of Trustees. If you have questions about the program, please contact Laurene Skinner in the Provost s Office at (408) This faculty appointment is subject to the applicable terms and conditions set forth in the Faculty Handbook as amended from time to time, the protocols of the COLLEGE/SCHOOL, and such special rules and regulations as may be promulgated. These documents are available for review in the Dean s Office and in each departmental office. The Provost requires that official transcripts confirming that the doctorate has been awarded be on file before the beginning of the YEAR academic year. Please ask UNIVERSITY to send the transcript directly to my office. Add this paragraph if the candidate has not yet completed her/his Ph.D.: Your title will be Acting Assistant Professor until the Office of the Provost receives official notification from NAME OF AWARDING UNIVERSITY that you have completed all of the requirements for the doctorate. Once the good news is received, your title will be changed to Assistant Professor. However, as indicated in section of the Faculty Handbook, your appointment will not be renewed after the YEAR academic 1of 2

20 year if official notification that you have completed all requirements for your doctorate is not received by March 15, YEAR. Your probationary period for the acquisition of tenure will be seven years. This means that you must apply for tenure at the beginning of your sixth year of service, in the fall of YEAR. This offer is contingent on your ability to provide documentation that supports your legal right to work in the United States at Santa Clara University. Please record your acceptance of these terms and conditions by signing in the space indicated below and by returning this letter to this office not later than two weeks from the date of this letter. One copy of this letter is for your records. If you accept the position, a formal letter of appointment from the Provost will be sent to you in MAY. DEPARTMENT CHAIR will be contacting you regarding other matters pertaining to your appointment. Sincerely, NAME Dean, COLLEGE/SCHOOL Accepted: Date: cc: Provost DEPARTMENT CHAIR 2of 2

21 LETTER OF APPOINTMENT Tenured and Tenure-Track Faculty DATE NAME ADDRESS CITY, STATE ZIP Dear NAME: You are hereby appointed RANK of DEPARTMENT in the COLLEGE/SCHOOL for the YEAR academic year. This appointment is subject to the terms and conditions of the Faculty Handbook as amended from time to time, and such special rules and regulations as may be promulgated. Your annual base salary will be $XX,XXX for said academic year, payable in twenty-four equal semi-monthly installments. A sabbatical leave, medical and family leave, personal leave, reduced-time agreement, or phased retirement agreements may result in an adjustment to your annual base salary. Your total compensation includes benefits (estimated at approximately XX% of your salary) as described in the Faculty Handbook and as reflected in your semimonthly payroll advice. Please record your acceptance of these terms and conditions by signing in the space indicated below and by returning this letter to the Office of the Provost two weeks from the date of this letter. One copy of this letter is for your records. Thank you very much. Sincerely, Name Provost Accepted: Date: 1 of 1

22 SANTA CLARA UNIVERSITY SUMMARY OF APPOINTMENT POLICIES AND PROCEDURES FACULTY ON RENEWABLE-TERM OR CONTINUING APPOINTMENT SENIOR LECTURERS 1 ARTS AND SCIENCES, BUSINESS, EDUCATION AND COUNSELING PSYCHOLOGY, ENGINEERING Senior Lecturers hold a full-time continuing appointment primarily for teaching in an area of persistent programmatic need. To be eligible for promotion to Senior Lecturer, candidates must have nine years of full-time service as a Lecturer at the University or equivalent academic experience. Standards for promotion to Senior Lecturer appear in 3.4A.2.1 of the Faculty Handbook. 1. Senior Lecturers are appointed in accordance with the following practices: The standard appointment is nine months with an FTE of See section of the Faculty Handbook. Faculty appointments begin on September 1 to coincide with the start of the academic year. The standard academic year courseload for senior lecturers is seven courses (or equivalent). Incumbents in selected senior lecturer positions in Arts & Sciences and Education have appointments with a courseload expectation of eight or nine courses with an appropriate adjustment in annual salary. The courseload for those positions will revert to the standard of seven courses when the incumbent leaves the position. A senior lecturer is ordinarily expected to teach the assigned course load during the fall, winter, and spring terms of the academic year. At the request of the chair and dean, a faculty member teaching in a year-round graduate program may fulfill his or her teaching responsibilities by substituting the summer term for one quarter during the regular academic year. For such assignments, the summer will be the fourth quarter of the academic year. See section of the Faculty Handbook. Letters of appointment are issued from the Office of the Provost and signed by the Provost in accordance with applicable appointment procedures. See Section of the Faculty Handbook. Eligibility for benefits is in accordance with the terms of the appointment, section of the Faculty Handbook, and other applicable University policies and procedures. The annual salary is paid in 24 equal semi-monthly installments beginning September 1 and ending the following August 31. If a faculty member s appointment is not renewed for a successive year, the appointment officially ends with the close of the academic year in mid-june even though their salary and benefits will continue through August 31. Senior lecturers are evaluated in writing on a cycle determined by the dean with approval of the Provost. See Section 3.3 of the Faculty Handbook. 1 This document paraphrases the relevant sections of the Faculty Handbook. Please refer to the Faculty Handbook for the complete explanation of the policies. 1 of 3

23 2. Senior Lecturers are also subject to the following policies and procedures: Termination of Employment Section 3.5 of the Faculty Handbook. Policies and procedures pertaining to the termination of employment of faculty include: Retirement - Section of the Faculty Handbook. Retirement is a voluntary termination of University rights and obligations after a career of academic service at the University. A senior lecturer is ordinarily eligible to retire after 10 years of service at the University and after reaching the age of 55. Phased Retirement - Section of the Faculty Handbook. Phased retirement is a voluntary reduction in University responsibilities with a corresponding decrease in salary. Senior lecturers are eligible to apply for phased retirement after seven years of service at the University but usually not earlier than age 55. The phased retirement agreement is permanent and binding, states a date for full retirement, and will ordinarily be no longer than five years. Phased retirements must have the recommendation of the Department Chair and the Dean and the approval of the Provost. Resignation Section of the Faculty Handbook. A faculty member who decides to resign from the University for any reason or who concludes an agreement to accept an appointment elsewhere is obligated to notify the University immediately. Non-Reappointment Section of the Faculty Handbook. The University may elect at any time not to reappoint a senior lecturer, provided written notice is given not later than August 15 of the calendar year in which the final one-year appointment begins. Separation Agreements. Separation agreements are negotiated on an individual basis by the Provost (or the Provost s designee) and the Assistant Vice President for Human Resources. Sabbatical Leaves Section of the Faculty Handbook. Sabbatical leaves are awarded for the intellectual and academic enrichment of the faculty member and for the benefit of the University through improved teaching and scholarship. Sabbatical leaves are not intended for routine course preparation, respite from usual duties, or to accept employment outside the University. Details of the sabbatical policy can be found in Section of the Faculty Handbook. Medical and Family Leaves of Absence. Faculty are eligible for medical and family leaves of absence in accordance with applicable state and federal regulations, section of the Faculty Handbook, and section 600 of the Staff Policy Manual. Personal Leaves of Absence Section of the Faculty Handbook. Senior lecturers may be granted personal leaves of absence for up to one year s duration for emergencies or other personal reasons. A personal leave of absence may be extended beyond one year only for extraordinary reasons. Personal leaves of absence are unpaid and must have the recommendation of the Department Chair and the Dean and the approval of the Provost. Bereavement Leaves. A faculty member may take five days of paid bereavement leave in the case of death of a spouse or person who stands in substantially the same relationship, son, daughter, child s other parent, father, mother, brother, sister, father-in-law, mother- 2 of 3

24 Assignments in School or University Administration or Programs. Faculty who accept an assignment in school or University administration or programs generally receive a reduction in the standard teaching load for the academic year and may also receive supplemental pay for summer work. The responsible dean, vice provost or center director issues a letter to the faculty member confirming the terms of the assignment. Teaching Overload Assignment. Senior lecturers teaching more than seven courses are issued a letter by the Dean confirming the teaching overload assignment and the related compensation. Assignments Involving External Grants. Faculty may buy out one or more courses from external grants at the rate of ten percent of their base salary and benefits per course buy out if their grant proposal has been approved by the Department Chair, Dean and Provost. Appointments in Summer Session. Senior lecturers teaching summer session courses are issued a separate letter of agreement by the Dean covering the teaching assignment in the summer and the related compensation. 3 of 3

25 LETTER OF APPOINTMENT Senior Lecturers DATE NAME ADDRESS CITY, STATE ZIP Dear NAME: You are hereby appointed Senior Lecturer in DEPARTMENT in the COLLEGE/SCHOOL for the YEAR academic year. This appointment is subject to the terms and conditions of the Faculty Handbook as amended from time to time, and such special rules and regulations as may be promulgated. Your annual base salary will be $XX,XXX for said academic year, payable in twenty-four equal semi-monthly installments. A sabbatical leave, medical and family leave, personal leave, reduced-time agreement, or phased retirement agreement may result in an adjustment to your annual base salary. Your total compensation includes benefits (estimated at approximately XX% of your salary) as described in the Faculty Handbook and as reflected in your semimonthly payroll advice. Please record your acceptance of these terms and conditions by signing in the space indicated below and by returning this letter to the Office of the Provost two weeks from the date of this letter. One copy of this letter is for your records. Thank you very much. Sincerely, Name Provost Accepted: Date:

26 SANTA CLARA UNIVERSITY SUMMARY OF APPOINTMENT POLICIES AND PROCEDURES FACULTY ON RENEWABLE-TERM OR CONTINUING APPOINTMENT LECTURERS 1 ARTS AND SCIENCES, BUSINESS, EDUCATION AND COUNSELING PSYCHOLOGY, ENGINEERING A Lecturer holds a renewable-term position primarily for teaching in an area of persistent programmatic need. The initial appointment is for a period of three years and may be renewed. Appointments are normally full-time and never less than half-time. Teaching may include classroom instruction, curriculum development, and advising. Lecturers are also expected to engage in service at the departmental level or higher and in professional activity that is appropriate to the discipline and that contributes to their primary responsibility for teaching. 1. Lecturers are appointed in accordance with the following practices: The standard appointment is nine months with a full-time equivalent course load of seven courses. Faculty appointments begin on September 1 to coincide with the start of the academic year. Appointment is made for an initial term of three years, a second term of three years, and subsequent terms of six years. Reappointment is contingent on superior performance, persistent programmatic need, and availability of funds. A lecturer is ordinarily expected to teach the assigned course load during the fall, winter, and spring terms of the academic year. At the request of the chair and dean, a faculty member teaching in a year-round graduate program may fulfill his or her teaching responsibilities by substituting the summer term for one quarter during the regular academic year. For such assignments, the summer will be the fourth quarter of the academic year. See section of the Faculty Handbook. Letters of appointment are issued from the Office of the Provost and signed by the Provost in accordance with applicable appointment procedures. See Section of the Faculty Handbook. Eligibility for benefits is in accordance with the terms of the appointment, section of the Faculty Handbook, and other applicable University policies and procedures. The annual salary is paid in 24 equal semi-monthly installments beginning September 1 and ending the following August 31. If a faculty member s appointment is not renewed for a successive year, the appointment officially ends with the close of the academic year in mid-june even though their salary and benefits will continue through August 31. Lecturers are evaluated in writing prior to reappointment. See Section 3.3 of the Faculty Handbook. 1 This document paraphrases the relevant sections of the Faculty Handbook. Please refer to the Faculty Handbook for the complete explanation of the policies. 1 of 2

27 2. Lecturers are also subject to the following policies and procedures: Termination of Employment Section 3.5 of the Faculty Handbook. Policies and procedures pertaining to the termination of employment of faculty include: Resignation Section of the Faculty Handbook. A faculty member who decides to resign from the University for any reason or who concludes an agreement to accept an appointment elsewhere is obligated to notify the University immediately. Non-Reappointment Section of the Faculty Handbook. The University may elect at any time not to reappoint lecturers in accordance with the conditions indicated in Section of the Faculty Handbook. The University may elect not to reappoint any lecturer, even when their three or six year term has not been completed, provided written notice of the decision not to reappoint is given at least three months before the end of the terminal academic year. Such a decision may be made based on performance, availability of funds, or programmatic need. Medical and Family Leaves of Absence. Faculty are eligible for medical and family leaves of absence in accordance with applicable state and federal regulations, section of the Faculty Handbook, and section 600 of the Staff Policy Manual. Bereavement Leaves. A faculty member may take five days of paid bereavement leave in the case of death of a spouse or person who stands in substantially the same relationship, son, daughter, child s other parent, father, mother, brother, sister, father-in-law, motherin-law, grandchild, grandparents, or anyone with whom the employee has an in loco parentis relationship. This leave is granted for attending funerals and memorial services and for discharging responsibilities related to the death of the family member. Days of leave may be taken consecutively or split as needed. If additional time off is needed, additional time off without pay must be recommended by the Dean and is subject to the approval of the Provost. Assignments in School or University Administration or Programs. Faculty who accept an assignment in school or University administration or programs generally receive a reduction in the standard teaching load for the academic year and may also receive supplemental pay for summer work. The responsible Dean, Vice Provost or Center Director issues a letter to the faculty member confirming the terms of the assignment. Teaching Overload Assignment. Lecturers teaching more than seven courses are issued a letter by the Dean confirming the teaching overload assignment and the related compensation. Assignments Involving External Grants. Faculty may buy out one or more courses from external grants at the rate of ten percent of their base salary and benefits per course buy out if their grant proposal has been approved by the Department Chair, Dean and Provost. Appointments in Summer Session. Lecturers teaching summer session courses are issued a separate letter of agreement by the Dean covering the teaching assignment in the summer and the related compensation. 2 of 2

28 SANTA CLARA UNIVERSITY APPOINTMENT PROCEDURES AND PROCESS TIMELINE LECTURERS ARTS AND SCIENCES, BUSINESS, EDUCATION AND COUNSELING PSYCHOLOGY, ENGINEERING Item Action Responsible Office 1 2 Dean provides justification to Provost for filling a vacant position or establishing a new position. Provost provides written approval to Dean via to conduct search. (Provost's Office confirms vacancy and available resources.) Dean Provost 3 Dean initiates search. Dean 4 Dean requests Provost's approval to extend offer to candidate by sending Provost e- mail with the following information and materials: Reasons for selecting this Dean candidate, candidate's curriculum vitae and draft offer letter to candidate. 5 Provost approves offer to candidate. Provost 6 Dean sends offer letter to candidate after approval by Provost. Dean 7 Candidate accepts offer and returns signed offer letter to Dean. Candidate 8 Dean forwards original signed offer letter and curriculum vitae to Provost's Office. Dean 9 Provost's Office generates confirmation letter and letter of appointment. Provost's Office Target Completion/Due Date Oct-Nov (preceding academic year of search) April (preceding academic year of search) as determined by the Dean September through April September through April September through April September through April September through April February through April 10 Faculty Development mails New Faculty Orientation packet. Faculty Development July-August 11 Human Resources mails Benefits Orientation packet. Human Resources July-August 12 Provost's Office forwards copy of signed letter of appointment, completed W-4 and Bio Form to Human Resources. Provost's Office July-August 13 Candidate completes I-9 Employment Verification. Candidate July-September 14 Human Resources establishes employment record in the Human Resources System. Human Resources July-August 15 Faculty member's record is activated in the Identity Vault, ensuring the faculty member can get an ACCESS card, set up an account, and have access to Information Technology July-August libraries and other appropriate campus buildings/facilities. (automated process) 16 Salary and benefits become effective for new faculty member. Human Resources September 1 17 Human Resources conducts Benefits Orientations for new faculty. Human Resources August - 18 Human Resources receives completed benefits forms from new faculty and initiates benefits set-up in Human Resources System. Human Resources September August - September 1 of 1

29 OFFER LETTER Lecturers DATE NAME ADDRESS CITY, STATE ZIP Dear NAME: The Department of DEPARTMENT in the COLLEGE/SCHOOL at Santa Clara University is pleased to extend an offer of employment to you as a Lecturer, beginning with the YEAR academic year. This offer includes the following: Your salary for the YEAR academic year will be $XX,XXX. You will be eligible for benefits as specified in Section of the Faculty Handbook which can be found at / Your three year term (September 1, YEAR to August 31, YEAR) is considered the first term of a renewable-term position. Specifically, the initial term for a Lecturer position is three years (your current term). After the initial three year term, the position may be renewed for an additional three years based on excellent performance, availability of funds, and programmatic need. After six years, the position may be renewed every six years based on excellent performance, availability of funds, and programmatic need as determined by the Dean. (THIS PARAGRAPH TO BE REVISED AS NECESSARY.) Your salary for next year represents a 100% full-time equivalency. You will be teaching the equivalent of 7 courses during the academic year. Any additional courses will be considered an overload and paid as such with prior approval of the Dean. Lecturer responsibilities include (1) teaching and advising, (2) professional activity, and (3) service, as specified by the sections 3.4A and 3.6 of the Faculty Handbook. ADDITIONAL ELEMENTS OF THE OFFER This faculty appointment is subject to the applicable terms and conditions set forth in the Faculty Handbook as amended from time to time, the protocols of the COLLEGE/SCHOOL, and such special rules and regulations as may be promulgated. These documents are available for review in the Dean s Office and in each Departmental Office. Faculty in Lecturer positions are subject to the limitations on consulting and other paid professional activities specified in section of the Faculty Handbook. Specifically, since the acceptance of a full-time appointment at Santa Clara University involves a commitment that is full-time in the most inclusive sense (3.6.2), Lecturers must have the written approval of the dean before accepting a teaching appointment at another educational institution during the period of service specified in the Letter of Appointment. This appointment is for the stated term only and does not fulfill any conditions for tenure at the University. 1 of 2

30 The Provost requires that an official transcript, confirming your highest degree, be on file before the beginning of the YEAR academic year. If your department does not have an official transcript on file, please arrange for one to be sent directly to my office. This offer is contingent on your ability to provide documentation that supports your legal right to work in the United States at Santa Clara University. Please record your acceptance of these terms and conditions by signing in the space indicated below and by returning this letter to this office not later than ten days from the date of this letter. One copy of this letter is for your records. If you accept the position, a formal Letter of Appointment from the Provost will be sent to you. Sincerely, NAME Dean Accepted: Date: cc: PROVOST DEPARTMENT CHAIR 2 of 2

31 LETTER OF APPOINTMENT Lecturer DATE NAME ADDRESS CITY, STATE ZIP Dear NAME: You are hereby appointed Lecturer in DEPARTMENT in the College of Arts and Sciences for the YEAR academic year. This appointment is subject to the terms and conditions of the Faculty Handbook and the College Protocol Book as amended from time to time, and such special rules and regulations as may be promulgated. This is the NUMBER year of a THREE OR SIX year renewable-term position as described in the College Protocol Book. Your salary will be $XX,XXX for said academic year, payable in twenty-four equal semi-monthly installments. This salary represents a 100% appointment and you will be teaching the equivalent of 7 courses during the academic year. A medical and family leave may result in an adjustment to your salary. Your total compensation includes benefits as described in the Faculty Handbook and as reflected in your semi-monthly payroll advice. Please record your acceptance of these terms and conditions by signing in the space indicated below and by returning this letter to this office two weeks from the date of this letter. One copy of this letter is for your records. Thank you very much. Sincerely, Name Provost Accepted: Date: 1 of 1

32 SANTA CLARA UNIVERSITY SUMMARY OF APPOINTMENT POLICIES AND PROCEDURES FACULTY ON FIXED-TERM APPOINTMENTS ADJUNCT FACULTY, RESEARCH FACULTY, AND APPOINTMENTS-IN-RESIDENCE There are three types of fixed-term appointments: Adjunct Faculty, Research Faculty, and Faculty with Appointments-in-Residence. Fixed-term appointments do not exceed one academic year. Should the need arise for a longer appointment period, the Provost may approve an appointment of up to three years. Adjunct Faculty There are two types of adjunct faculty: Adjunct Lecturers and Adjunct Professors. Adjunct faculty hold a non-tenurable fixed-term teaching appointment for one or more of the following purposes: to replace faculty on leave of absence or administrative assignment; to address persistent programmatic need on a part-time basis; to address short-term programmatic need on a full-time basis; to provide expertise in a specialty area; or to explore a new instructional area. An Adjunct Lecturer is expected to demonstrate competence in the subject matter and superior abilities as a teacher. An Adjunct Professor appointment can be made at the rank of Adjunct Assistant Professor, Adjunct Associate Professor, or Adjunct Professor to recognize qualifications in an academic discipline or professional field that are equivalent to those for regular appointments to the respective ranks. A faculty member holding the rank of Adjunct Professor may be appointed with a different title such as Clinical Professor, Professor of the Practice, or Dean s Executive Professor, provided such a title is more descriptive of the faculty member s role. Research Faculty A Research Professor holds an appointment primarily to engage in research that advances the goals of a department and contributes to its overall academic quality. Research Professors are appointed in recognition of their research accomplishments, ability to obtain external funding, and willingness to play an active role in the department. The qualifications for appointment as a Research Professor shall be commensurate with the qualifications and levels of accomplishment in research as those for a regular professor. Faculty with Appointments-in-Residence With the approval of the dean and Provost, distinguished artists, scholars, scientists, engineers, executives, statespersons, and others may be granted appointments-in-residence from time to time to enrich the life of the University community. 1 of 1

33 SANTA CLARA UNIVERSITY SUMMARY OF APPOINTMENT POLICIES AND PROCEDURES FACULTY ON ACADEMIC YEAR FIXED-TERM APPOINTMENTS: ADJUNCT FACULTY, RESEARCH PROFESSOR, AND APPOINTMENTS-IN-RESIDENCE 1 ARTS AND SCIENCES, BUSINESS, EDUCATION AND COUNSELING PSYCHOLOGY, ENGINEERING 1. Faculty on academic year fixed-term appointments are appointed in accordance with the following practices: The standard appointment is nine months with an FTE calculated on the basis of a full-time equivalent course load of nine courses (e.g., 5 courses, 0.56 FTE; 7 courses, 0.78 FTE) for a fixed term of one year. Faculty appointments begin on September 1 to coincide with the start of the academic year. Faculty on academic year fixed-term appointments are ordinarily expected to teach the assigned course load during the fall, winter, and spring terms of the academic year. At the request of the chair and dean, a faculty member teaching in a year-round graduate program may fulfill his or her teaching responsibilities by substituting the summer term for one quarter during the regular academic year. For such assignments, the summer will be the fourth quarter of the academic year. See section of the Faculty Handbook. Letters of appointment are issued from the Office of the Provost and signed by the Provost in accordance with applicable appointment procedures. See section of the Faculty Handbook. Eligibility for benefits is in accordance with the terms of the appointment, section of the Faculty Handbook, and other applicable University policies and procedures. The annual salary is paid in 24 equal semi-monthly installments beginning September 1 and ending the following August 31. If a faculty member s appointment is not renewed for a successive year, the appointment officially ends with the close of the academic year in mid-june even though their salary and benefits will continue through August 31. Faculty on fixed-term appointments for the academic year are evaluated in writing prior to reappointment. See section 3.3 of the Faculty Handbook. 2. Faculty on academic year fixed-term appointments are also subject to the following policies and procedures: Termination of Employment Section 3.5 of the Faculty Handbook. Policies and procedures pertaining to the termination of employment of faculty include: 1 This document paraphrases the relevant sections of the Faculty Handbook. Please refer to the Faculty Handbook for the complete explanation of the policies. 1 of 2

34 Resignation Section of the Faculty Handbook. A faculty member who decides to resign from the University for any reason or who concludes an agreement to accept an appointment elsewhere is obligated to notify the University immediately. Non-Reappointment Section of the Faculty Handbook. The University may elect at any time not to reappoint academic year fixed term faculty in accordance with the conditions indicated in Section of the Faculty Handbook. The University may elect not to reappoint an academic year fixed term faculty member, even when their term includes one or more additional years beyond the effective date of non-reappointment, provided written notice of the decision not to reappoint is given at least three months before the end of the terminal academic year. Academic year fixed term appointments of one academic year are made with no expectation of reappointment. Medical and Family Leaves of Absence. Faculty are eligible for medical and family leaves of absence in accordance with applicable state and federal regulations, section of the Faculty Handbook, and section 600 of the Staff Policy Manual. Bereavement Leaves. A faculty member may take five days of paid bereavement leave in the case of death of a spouse or person who stands in substantially the same relationship, son, daughter, child s other parent, father, mother, brother, sister, father-in-law, mother-in-law, grandchild, grandparents, or anyone with whom the employee has an in loco parentis relationship. This leave is granted for attending funerals and memorial services and for discharging responsibilities related to the death of the family member. Days of leave may be taken consecutively or split as needed. If additional time off is needed, additional time off without pay must be recommended by the Dean and is subject to the approval of the Provost. Assignments in School or University Administration or Programs. Faculty who accept an assignment in school or University administration or programs generally receive a reduction in the standard teaching load for the academic year and may also receive supplemental pay for summer work. The responsible dean, vice provost, or center director issues a letter to the faculty member confirming the terms of the appointment. Teaching Overload Assignment. Faculty on academic year fixed-term appointments who will be teaching more than nine courses are issued a letter by the Dean confirming the teaching overload assignment and the related compensation. Assignments Involving External Grants. Faculty may buy out one or more courses from external grants at the rate of ten percent of their base salary and benefits per course buy out if their grant proposal has been approved by the Department Chair, Dean and Provost. Appointments in Summer Session. Faculty on fixed-term appointments for the academic year teaching summer session courses are issued a separate letter of agreement by the Dean covering the teaching assignment in the summer and the related compensation. 2 of 2

35 SANTA CLARA UNIVERSITY APPOINTMENT PROCESS TIMELINE ACADEMIC YEAR FIXED TERM FACULTY ARTS AND SCIENCES, BUSINESS, EDUCATION AND COUNSELING PSYCHOLOGY, ENGINEERING Item Action Responsible Office 1 Dean initiates search. Dean 2 Dean sends offer letter to candidate. Dean Target Completion/ Due Date as determined by the Dean as determined by the Dean 3 Candidate accepts offer and returns signed offer letter to Dean. Candidate within 1 week of offer 4 Dean forwards original signed offer letter and curriculum vitae to Provost's Office. Dean May 3 5 Provost's Office generates confirmation letter and letter of appointment. Provost's Office June 1 6 Provost's Office mails New Faculty Orientation packet. Provost's Office July-August 7 Provost's Office forwards copy of signed letter of appointment, completed W-4 and Bio Form to Human Resources. Provost's Office July-August 8 Candidate completes I-9 Employment Verification. Candidate July-September 9 Human Resources establishes employment record in the Human Human Resources July-August 10 Resources System. Faculty member's record is activated in the Identity Vault, ensuring the faculty member can get an ACCESS card, set up an account, and have access to libraries and other appropriate campus buildings/facilities. Information Technology (automated process) July-August 11 Salary and benefits become effective for new faculty member. Human Resources September 1 12 Human Resources conducts Benefits Orientations for new faculty. Human Resources August - September 13 Human Resources receives completed benefits forms from new faculty and initiates benefits set-up in Human Resources System. Human Resources August - September 1 of 1

36 OFFER LETTER Academic Year Fixed-Term Appointments DATE NAME ADDRESS CITY, STATE ZIP Dear NAME: The Department of DEPARTMENT in the COLLEGE/SCHOOL at Santa Clara University is pleased to extend an offer of employment to you as a TITLE, beginning with the YEAR academic year. This offer includes the following: Your salary for the YEAR academic year will be $XX,XXX. This is a (one-three) year appointment at XX% full-time equivalency. You will teach the equivalent of X courses during the academic year. ADDITIONAL ELEMENTS OF THE OFFER As a condition of your appointment, you will be required to complete the University s Sexual Harassment Educational Training Program within six (6) weeks of the effective date of your appointment. You will be contacted by the Office of Affirmative Action regarding details. This faculty appointment is subject to the applicable terms and conditions set forth in the Faculty Handbook as amended from time to time, the protocols of the SCHOOL/COLLEGE, and such special rules and regulations as may be promulgated. These documents are available for review in the Dean s Office and in each departmental office. This appointment is for the stated term only and does not fulfill any conditions for tenure at the University. This offer is contingent on your ability to provide documentation that supports your legal right to work in the United States at Santa Clara University. Please record your acceptance of these terms and conditions by signing in the space indicated below and by returning this letter to this office not later than two weeks from the date of this letter. One copy of this letter is for your records. If you accept the position, a formal letter of appointment from the Provost will be sent to you in MAY. DEPARTMENT CHAIR will be contacting you regarding other matters pertaining to your appointment. Sincerely, 1 of 2

37 NAME Dean, COLLEGE/SCHOOL Accepted: Date: cc: PROVOST DEPARTMENT CHAIR 2 of 2

38 LETTER OF APPOINTMENT Academic Year Fixed-Term Appointments DATE NAME ADDRESS CITY, STATE ZIP Dear NAME: You are hereby appointed RANK in DEPARTMENT in the COLLEGE/SCHOOL for the YEAR academic year. This appointment is subject to the terms and conditions of the Faculty Handbook as amended from time to time, and such special rules and regulations as may be promulgated. Your salary will be $XX,XXX for said academic year, payable in twenty-four equal semimonthly installments. This salary represents a XX% appointment and you will be teaching the equivalent of XX courses during the academic year. Your total compensation includes benefits as described in the Faculty Handbook and as reflected in your semi-monthly payroll advice. Please record your acceptance of these terms and conditions by signing in the space indicated below and by returning this letter to this office two weeks from the date of this letter. One copy of this letter is for your records. Thank you very much. Sincerely, Name Provost Accepted: Date: 1 of 1

39 SANTA CLARA UNIVERSITY SUMMARY OF APPOINTMENT POLICIES AND PROCEDURES FACULTY ON QUARTERLY FIXED-TERM APPOINTMENTS: ADJUNCT LECTURERS ARTS AND SCIENCES, BUSINESS, EDUCATION AND COUNSELING PSYCHOLOGY, ENGINEERING 1. Faculty on quarterly fixed-term appointments are appointed in accordance with the following practices: Appointment is for one quarter at a time. The total course load for faculty on quarterly fixed-term appointments shall not exceed two courses per quarter. Note: Determination of whether to appoint someone as a quarterly fixed-term appointment or academic year fixed term appointment is based on programmatic need at the beginning of the academic year. If it is known at the beginning of the academic year that the person will be needed to teach at least five courses with at least one course in each of the three quarters of the academic year, s/he must be appointed as an academic year fixed term appointment. Letters of appointment are issued from the Dean s Office and signed by the Dean. Eligibility for benefits is in accordance with the terms of the appointment, section of the Faculty Handbook, and other applicable University policies and procedures. 2. Faculty on quarterly fixed-term appointments are also subject to the following policies and procedures: Termination of Employment Section 3.5 of the Faculty Handbook. Policies and procedures pertaining to the termination of employment of faculty include: Resignation Section of the Faculty Handbook. A faculty member who decides to resign from the University for any reason or who concludes an agreement to accept an appointment elsewhere is obligated to notify the University immediately. Non-Reappointment Section of the Faculty Handbook. The University makes quarterly fixed-term appointments with no expectation of reappointment in accordance with the conditions indicated in Section of the Faculty Handbook. Bereavement Leaves. A faculty member may take five days of paid bereavement leave in the case of death of a spouse or person who stands in substantially the same relationship, son, daughter, child s other parent, father, mother, brother, sister, father-in-law, motherin-law, grandchild, grandparents, or anyone with whom the employee has an in loco parentis relationship. This leave is granted for attending funerals and memorial services and for discharging responsibilities related to the death of the family member. Days of leave may be taken consecutively or split as needed. If additional time off is needed, additional time off without pay must be recommended by the Dean and is subject to the approval of the provost. Appointments in Summer Session. Faculty on quarterly fixed-term appointments teaching summer session courses are issued a separate quarterly letter of appointment by the Dean covering the teaching assignment in the summer and the related compensation. 1 of 1

40 LETTER OF APPOINTMENT Quarterly Adjunct Lecturer DATE NAME ADDRESS CITY, STATE ZIP Dear FIRST NAME: You are hereby appointed Adjunct Lecturer in DEPARTMENT in the COLLEGE/SCHOOL at Santa Clara University for the FALL/WINTER/SPRING Quarter of the YEAR academic year. Your appointment begins BEGINNING DATE FROM PROCEDURES and ends ENDING DATE FROM PROCEDURES. You will teach the following course(s) during the quarter: COURSE NUMBER COURSE TITLE # OF UNITS DAYS/TIMES COURSE NUMBER COURSE TITLE # OF UNITS DAYS/TIMES You shall conduct assigned class meetings and exams as per the Santa Clara University Schedule of Classes, shall hold weekly office hours on campus as determined by the Chair of the Department, shall assign and submit student grades to the Registrar, shall administer both quantitative and narrative evaluation instruments as set by your department chair, and shall fulfill other instructional or academic duties, such as attending faculty meetings or department special events, as may be assigned by the Dean of the COLLEGE/SCHOOL or the Chair of the Department. Except in the case of sudden illness or emergency, any missed class meetings must be approved in advance by the Chair. In the case of sudden illness or emergency, you shall be responsible for contacting the Chair to discuss coverage of the class meeting. For fulfilling these responsibilities, your compensation will be $XX,XXX, payable in # equal semi-monthly installments on the dates established by the Human Resources Department. All required withholdings will be deducted from each installment. Voluntary withholdings may be arranged with the Human Resources Department. For compensation less than $6,600 add: Because of state law regarding compensation of parttime employees, the University expects that in respect to fulfilling the obligations of this contract you will never work more than eight (8) hours per workday, nor more than forty (40) hours per work week, during the term of this contract. This is a material condition of this contract and cannot be changed by any representative of the University. As a condition of your appointment, you will be required to complete the University s Sexual Harassment Educational Training Program within six (6) weeks of the effective date of your appointment. You will be contacted by the Office of Affirmative Action regarding details. This faculty appointment is subject to the applicable terms and conditions set forth in the Faculty Handbook as amended from time to time, the protocols of the COLLEGE/SCHOOL, and such 1 of 2

41 special rules and regulations as may be promulgated. These documents are available for review in the Dean s Office and in each departmental office. This appointment is for the stated term only and does not fulfill any conditions for tenure at the University. During the period of this appointment, the University reserves the right to rescind or amend this appointment for good cause, including but not limited to insufficient enrollment or loss of funding for the course. This document comprises the entirety of your agreement with the University and can be altered or extended only by further written agreement signed by you and the Dean. Please record your acceptance of these terms and conditions by signing in the space indicated below and return this letter to the Dean s Office one week from the date of this letter. A copy of this letter is for your records. This appointment is contingent on proof of your eligibility to work in the United States at Santa Clara University. In order to comply with this legal obligation, the Employment Verification Form I-9 must be completed within three (3) days of your date of hire. Prior to your employment start date, please complete the employee section (section 1) of the electronic I-9 by logging into the following secure website: See enclosed Completing your Electronic I-9 for complete instructions. Pursuant to federal requirements, please bring original documents, which attest to your identity and right to work in the United States, on your first day of employment so that the University can complete and finalize the remaining sections of your Form I-9. Enclosed is an Employee s Withholding Allowance Certificate (W-4) and a Biographical Information Form. Please complete and return these documents with your signed letter of appointment. Please also note that you will not be able to begin work, nor receive paychecks or campus privileges, until your signed letter of appointment and all required employment documentation are received. Sincerely, NAME Dean, COLLEGE/SCHOOL Accepted: enclosures: Date: Letter of Appointment Employee s Withholding Allowance Certificate (W-4) Biographical Information Form Completing Your Electronic I-9 2 of 2

42 SANTA CLARA UNIVERSITY QUARTERLY and SEMESTER LECTURER PERSONNEL ACTION REQUEST New Hire or Rehire Employee ID (Complete for Rehires Only) Name Department Assignment Beginning Date Assignment Ending Date Contract Amount Number of Payments Semi-Monthly Salary Retro- Pay? Acad Org* Instructor Type** Job Code*** Payroll Distribution Home Address NonTenTrkFixedTerm AT LT1_0 Home Phone Number *Refer to Acad Org list. ** The Instructor Type for quarterly/semester faculty is NonTenTrkFixedTerm AT LT1_0 ***0230 for quarterly and semester appointments; 0235 for Summer appointments. 1 of 1

43 QUARTERLY AND SEMESTER LECTURER "PRIMARY ACAD ORG" Subject Primary Acad Org ACLA Adult College of Liberal Arts ACLA Adult College of Liberal Arts ACTG Accounting ACTG Accounting AERO Aerospace Studies AERO Aerospace Studies AGRI Agribusiness AGRI Agribusiness AMTH Applied Mathematics AMTH Applied Mathematics ANTH Anthropology ANSO Anthropology & Sociology ARAB Arabic MODL Modern Languages ART Art ART Art ARTH Art History ART Art ARTS Studio Art ART Art ASCI Arts & Sciences ASCI Other Arts & Sciences ASIA Asian Studies ASCI Other Arts & Sciences BIOE Bioengineering ENGR Other Engineering Courses BIOL Biology BIOL Biology BUSN Business BUSN General Business CAPL Computer Applications ENGR Other Engineering Courses CATE Catechetics RELS Religious Studies CATS Catholic Studies ASCI Other Arts & Sciences CBSC Combined Sciences ASCI Other Arts & Sciences CENG Civil Engineering CENG Civil Engineering CHEM Chemistry CHEM Chemistry CHIN Chinese MODL Modern Languages CLAS Classics CLAS Classics CLS Catechetics Liturgy & Spirit RELS Religious Studies COEN Computer Engineering COEN Computer Engineering COMM Communication COMM Communication COST Community Studies ASCI Other Arts & Sciences CPEX Extension Counseling Psych CPEX Counseling Psych & Ed Ext CPSY Counseling Psychology CPED Counseling Psych & Ed Dept CSCI Computer Science MATH Mathematics DANC Dance THTR Theatre & Dance DISC Decision & Information Science DISC Decision & Info Sciences ECON Economics ECON Economics EDEX Extension Education CPEX Counseling Psych & Ed Ext EDUC Education CPED Counseling Psych & Ed Dept ELEN Electrical Engineering ELEN Electrical Engineering EMBA Executive MBA EMBA Executive MBA EMGT Engineering Management EMGT Engineering Management ENGL English ENGL English ENGR Engineering ENGR Other Engineering Courses ENVS Environmental Studies ASCI Other Arts & Sciences ETHN Ethnic Studies ETHN Ethnic Studies FNCE Finance FNCE Finance FREN French & Francophone Studies MODL Modern Languages GERM German Studies MODL Modern Languages HIST History HIST History HNRS Honors Program HNRS Honors Program HUMA Humanities AS Arts & Sciences IDIS Interdisciplinary BUSN General Business INTL International Programs INTL International Programs ITAL Italian Studies MODL Modern Languages 1 of 2

44 QUARTERLY AND SEMESTER LECTURER "PRIMARY ACAD ORG" JAPN Japanese Studies MODL Modern Languages LANG Language MODL Modern Languages LAW Law LAWS Law LBST Liberal Studies LBST Liberal Studies LITM Liturgical Music RELS Religious Studies LLPD Lifelong Learning & Pers Dev LLPD Lifelong Learn Pers Dev Dept MATH Mathematics MATH Mathematics MCSE Microsoft Cert Systems Engr CNED Continuing Education MECH Mechanical Engineering MECH Mechanical Engineering MGMT Management MGMT Organizational Analysis & Mgmt MILS Military Science MILS Military Science MKTG Marketing MKTG Marketing MLAC Modern Literature & Culture MODL Modern Languages MRST Medieval & Renaissance Studies HIST History MSIS Information Systems OMIS Operations & Mgmt Info Sys MUSC Music MUSC Music OMIS Operations & Mgmt Info Sys OMIS Operations & Mgmt Info Sys OTHR Other MODL Modern Languages PARA Paralegal PARA Paralegal PERF Performance Studies PERF Performance Studies PHIL Philosophy PHIL Philosophy PHYS Physics PHYS Physics PLIT Pastoral Liturgy RELS Religious Studies PMIN Pastoral Ministries RELS Religious Studies POLI Political Science POLI Political Science PROF Professional Development CNED Continuing Education PSYC Psychology PSYC Psychology RELS Religious Studies RELS Religious Studies RSOC Religion & Society RELS Religious Studies RUSS Russian Studies MODL Modern Languages SCTR Scripture & Tradition RELS Religious Studies SOCI Sociology ANSO Anthropology & Sociology SPAN Spanish Studies MODL Modern Languages SPIR Spirituality RELS Religious Studies TESP Theology Ethics & Spirituality RELS Religious Studies THAI Thai MODL Modern Languages THTR Theatre THTR Theatre & Dance TRCR Transfer Credit UNVP University Programs UNIV University Programs UNVP University Programs WGST Women and Gender Studies WMST Women's Studies 2 of 2

45 SANTA CLARA UNIVERSITY SUMMARY OF APPOINTMENT POLICIES AND PROCEDURES OTHER FACULTY 1 ARTS AND SCIENCES, BUSINESS, EDUCATION AND COUNSELING PSYCHOLOGY, ENGINEERING Other faculty appointments are held by visiting faculty (persons on leave from other professional employment) and post-doctoral fellows. See Section of the Faculty Handbook. 1. Other faculty are appointed in accordance with the following practices: The appointment may be for the academic year (i.e., nine months) or some portion thereof and in no case for more than three years. The FTE for other faculty is determined by the Dean in consultation with the Provost. Letters of appointment are issued from the Office of the Provost and signed by the Provost in accordance with applicable appointment procedures. See section of the Faculty Handbook. Eligibility for benefits is in accordance with the terms of the appointment, section of the Faculty Handbook, and other applicable University policies and procedures. The annual salary is paid in 24 equal semi-monthly installments beginning September 1 and ending the following August 31. The salary associated with an appointment for only a portion of the academic year is paid in equal semi-monthly installments consistent with the term of the appointment. 2. Other faculty are also subject to the following policies and procedures: Termination of Employment Section 3.5 of the Faculty Handbook. Policies and procedures pertaining to the termination of employment of faculty include: Resignation Section of the Faculty Handbook. A faculty member who decides to resign from the University for any reason is obligated to notify the University immediately. Non-Reappointment Section of the Faculty Handbook. The University makes other faculty appointments with no expectation of reappointment in accordance with the conditions indicated in Section of the Faculty Handbook. Medical and Family Leaves of Absence. Faculty are eligible for medical and family leaves of absence in accordance with applicable state and federal regulations, section of the Faculty Handbook, and section 600 of the Staff Policy Manual. Bereavement Leaves. A faculty member may take five days of paid bereavement leave in the case of death of a spouse or person who stands in substantially the same relationship, son, daughter, child s other parent, father, mother, brother, sister, father-in-law, motherin-law, grandchild, grandparents, or anyone with whom the employee has an in loco parentis relationship. This leave is granted for attending funerals and memorial services 1 This document paraphrases the relevant sections of the Faculty Handbook. Please refer to the Faculty Handbook for the complete explanation of the policies. 1 of 2

46 and for discharging responsibilities related to the death of the family member. Days of leave may be taken consecutively or split as needed. If additional time off is needed, additional time off without pay must be recommended by the Dean and is subject to the approval of the Provost. Appointments in Summer Session. Other faculty teaching summer session courses are issued a separate quarterly lecturer letter of appointment by the Dean covering the teaching assignment in the summer and the related compensation. 2 of 2

47 SANTA CLARA UNIVERSITY APPOINTMENT PROCEDURES AND PROCESS TIMELINE OTHER FACULTY APPOINTMENTS ARTS AND SCIENCES, BUSINESS, EDUCATION AND COUNSELING PSYCHOLOGY, ENGINEERING Item Action Responsible Office 1 Dean initiates search. Dean Target Completion/ Due Date as determined by the Dean 2 Dean sends offer letter to candidate. Dean May 15 3 Candidate accepts offer and returns signed offer letter to Dean. Candidate May 15 4 Dean forwards original signed offer letter and curriculum vitae to Provost's Office. Dean May 21 5 Provost's Office generates confirmation letter and letter of appointment. Provost's Office June 1 6 Provost's Office forwards copy of signed letter of appointment, completed W-4 and Bio Form to Human Resources. Provost's Office July-August 7 Candidate completes I-9 Employment Verification. Candidate July-September 8 Human Resources establishes employment record in the Human Resources System. Human Resources July-August 9 Faculty member's record is activated in the Identity Vault, ensuring the Information faculty member can get an ACCESS card, set up an account, and Technology have access to libraries and other appropriate campus (automated process) buildings/facilities. July-August 10 Salary becomes effective for new faculty member. Human Resources September 1 11 If applicable, benefits become effective for new faculty member. Human Resources September 1 12 If applicable, Human Resources conducts Benefits Orientations for new faculty. Human Resources August - September 13 If applicable, Human Resources receives completed benefits forms from new faculty and initiates benefits set-up in Human Resources System. Human Resources August - September 1 of 1

48 OFFER LETTER Other Faculty: Visiting Faculty, Postdoctoral Fellows DATE NAME ADDRESS CITY, STATE ZIP Dear NAME: The Department of DEPARTMENT in the COLLEGE/SCHOOL at Santa Clara University is pleased to extend an offer of employment to you as a TITLE, beginning with the YEAR academic year. This offer includes the following: Your salary for the YEAR academic year will be $XX,XXX. This is a (less than one year or one-three year) appointment at XX% full-time equivalency. You will teach the equivalent of X courses during the academic year. ADDITIONAL ELEMENTS OF THE OFFER As a condition of your appointment, you will be required to complete the University s Sexual Harassment Educational Training Program within six (6) weeks of the effective date of your appointment. You will be contacted by the Office of Affirmative Action regarding details. This faculty appointment is subject to the applicable terms and conditions set forth in the Faculty Handbook as amended from time to time, the protocols of the SCHOOL/COLLEGE, and such special rules and regulations as may be promulgated. These documents are available for review in the Dean s Office and in each departmental office. This appointment is for the stated term only and does not fulfill any conditions for tenure at the University. This offer is contingent on your ability to provide documentation that supports your legal right to work in the United States at Santa Clara University. Please record your acceptance of these terms and conditions by signing in the space indicated below and by returning this letter to this office not later than two weeks from the date of this letter. One copy of this letter is for your records. If you accept the position, a formal letter of appointment from the Provost will be sent to you in MAY. DEPARTMENT CHAIR will be contacting you regarding other matters pertaining to your appointment. Sincerely, 1 of 2

49 NAME Dean, COLLEGE/SCHOOL Accepted: Date: cc: PROVOST DEPARTMENT CHAIR 2 of 2

50 LETTER OF APPOINTMENT Other Faculty: Visiting Faculty, Postdoctoral Fellows DATE NAME ADDRESS CITY, STATE ZIP Dear NAME: You are hereby appointed RANK in DEPARTMENT in the COLLEGE/SCHOOL for the YEAR academic year. This appointment is subject to the terms and conditions of the Faculty Handbook as amended from time to time, and such special rules and regulations as may be promulgated. Your salary will be $XX,XXX for said academic year, payable in twenty-four equal semimonthly installments. This salary represents a XX% appointment and you will be teaching the equivalent of XX courses during the academic year. Your total compensation includes benefits as described in the Faculty Handbook and as reflected in your semi-monthly payroll advice. Please record your acceptance of these terms and conditions by signing in the space indicated below and by returning this letter to this office two weeks from the date of this letter. One copy of this letter is for your records. Thank you very much. Sincerely, Name Provost Accepted: Date: 1 of 1

51 SECTION 3 BENEFITS TABLE OF CONTENTS Summary of Faculty Benefits Eligibility Summary of Faculty Leave Eligibility Housing Assistance Programs Relocation Allowance 1 of 1

52 SANTA CLARA UNIVERSITY SUMMARY OF FACULTY BENEFITS ELIGIBILITY ARTS AND SCIENCES, BUSINESS, EDUCATION AND COUNSELING PSYCHOLOGY, ENGINEERING Faculty Category FTE 1 Duration of Appointment Tenured and Tenure- Track Faculty (7 courses) 1.00 YEAR Medical / Vision Dental Flexible Spending Tuition Remission Life and AD&D Insurance Short Term Disability Long Term Disability Worker's Compensa tion Employee Assistance Plan Calif Scholars hare Program American Fidelity Cancer Plan X X X X X X X X X X X X X 401 (a) 403 (b) Senior Lecturers Lecturers Fixed-Term Faculty* (7 courses) 1.00 YEAR (7 courses) 1.00 YEAR (6 courses) 0.86 YEAR (5 courses) 0.71 YEAR (4 courses) 0.57 YEAR (9 courses) 1.00 YEAR (8 courses) 0.89 YEAR (7 courses) 0.78 YEAR (6 courses) 0.67 YEAR (5 courses) 0.56 YEAR (1 to 3 courses) N/A QUARTER X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X 2 X X X X X X X X X X X X X 2 X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X 2 X X X X X X X X X X X X X 2 X X X X X X X X X X X X Other Faculty** >.50 YEAR X X X X 2 X X X X X X X X N/A QUARTER X X X 1 Represents percentage of full-time course load as defined in the Faculty Handbook. 2 Benefit does not extend to dependents. *Fixed-Term Faculty: Adjunct Lecturer, Adjunct Assistant Professor, Adjunct Associate Professor, Adjunct Professor, Research Professor, Appointments in Residence. Appointments in Residence are reserved for distinguished artists, scholars, scientists, engineers, executives, statespersons. **Other Faculty: Visiting Faculty (those on leave from other professional employment) and Post-doctoral Fellows Benefits for Visiting Faculty are subject to contract limitations; benefits covered by home institution may be reimbursed by SCU. 1 of 1

53 SANTA CLARA UNIVERSITY SUMMARY OF FACULTY LEAVE ELIGIBILITY ARTS AND SCIENCES, BUSINESS, EDUCATION AND COUNSELING PSYCHOLOGY, ENGINEERING Faculty Category Tenured & Tenure-Track Faculty (7 courses) 1.00 YEAR x x x x x x Senior Lecturers (7 courses) 1.00 YEAR x x x x x Lecturers Fixed-Term Faculty* Other Faculty** FTE 1 Duration of Appointment Sabbatical Junior Faculty Development Leave Medical Disability Family & Medical Leave 2 Personal Leave Bereavement Leave (7 courses) 1.00 YEAR x x x (6 courses) 0.86 YEAR x x x (5 courses) 0.71 YEAR x x x (4 courses) 0.57 YEAR x x x (9 courses) 1.00 YEAR x x x (8 courses) 0.89 YEAR x x x (7 courses) 0.78 YEAR x x x (6 courses) 0.67 YEAR x x x (5 courses) 0.56 YEAR x x x (1-3 courses) N/A QUARTER x x x >.50 YEAR x x x N/A QUARTER x x x 1 Represents percentage of full-time course load as defined in the Faculty Handbook 2 Eligibility for Family and Medical Leave is subject to meeting service criteria *Fixed-Term Faculty: Adjunct Lecturer, Adjunct Assistant Professor, Adjunct Associate Professor, Adjunct Professor, Research Professor, Appointments in Residence. Appointments in Residence are reserved for distinguished artists, scholars, scientists, engineers, executives, statespersons. **Other Faculty: Visiting Faculty (those on leave from other professional employment) and Post-doctoral Fellows Benefits for Visiting Faculty are subject to contract limitations; benefits covered by home institution may be reimbursed by SCU. 1 of 1 6.2

54 SANTA CLARA UNIVERSITY HOUSING ASSISTANCE PROGRAMS TENURED AND TENURE-TRACK FACULTY INTRODUCTION The high cost of housing in the local area poses a challenge for Santa Clara University in its efforts to recruit and retain highly qualified faculty. Recognizing the importance of affordable housing, the University has established two housing assistance programs for tenured and tenuretrack faculty: [1] a rental assistance program and [2] a purchase assistance program. The rental assistance program is intended to ease the transition into the local housing market for tenure-track faculty during their probationary period and for newly hired tenured faculty during the first year of their appointment. The program provides monthly rent support and makes University-owned rental units available to newly hired tenure-track and tenured faculty. The University periodically adjusts the level of rent support based on changes in the local housing market. The purchase assistance program is intended to enhance the affordability of a single family residence in the local area for tenured and tenure-track faculty. The program provides assistance with the mortgage and closing costs associated with the purchase of a primary personal residence. Program guidelines have been established to address the relationship of household income, housing prices, and interest rates. The University periodically evaluates these factors and adjusts the purchase support to address affordability. RENTAL ASSISTANCE PROGRAM Eligible Faculty Tenure-track faculty are eligible for the rental assistance program beginning with the first year of their appointment. Tenure-track faculty are eligible to continue in the rental assistance program through the academic year following the tenure decision as long as they continue employment in good standing with the University in at least the rank of their initial appointment. Newly hired tenured faculty are eligible for the rental assistance program during the first year of their appointment if they are relocating from a distance greater than 50 miles from the University and outside the counties in which support is provided. Residence and Geographical Qualifications Faculty who own a personal residence or other real estate (including participants who purchase real estate) are not eligible for the rental assistance program. Rental support is provided to eligible faculty of the University for the rental of a primary personal residence within Santa Clara, Santa Cruz, San Mateo, San Francisco, and Alameda counties. Amount of Rental Support Eligible faculty shall receive rental assistance in the form of a monthly rental support allowance. Participants receive rental support coinciding with the terms of their appointment from September through August (August to July for faculty of the School of Law) in a monthly amount set by the University. University-owned Rental Units As part of the faculty housing assistance program, Property Management manages the Universityowned rental units used for faculty housing. Property Management assigns and reassigns housing Page 1 of 4

55 units to participating faculty and establishes the annual rental cost of each unit. The assignment and reassignment of University-owned rental units for each upcoming year is made in the spring after the hiring of new tenure-track and tenured faculty is completed. Property Management, in consultation with the Provost s Office, assigns and reassigns individual units to match the University-owned properties with the differing needs of faculty participants. Newly hired tenure-track and tenured faculty have priority for University-owned rental units used for faculty housing. The University cannot guarantee that the lease can be renewed beyond one year. If necessary, to make units available to newly hired tenure-track and tenured faculty, participants in the program who have been in University-owned housing the greatest number of years will be asked to vacate the University-owned rental units but will continue to receive the housing allowance for the remainder of their program eligibility period. PURCHASE ASSISTANCE PROGRAM Eligible Faculty Tenured faculty are eligible for the purchase assistance program beginning with the first year of their appointment. Tenure-track faculty are eligible for the purchase assistance program after receiving a successful mid-probationary review. Tenured and tenure-track faculty are eligible to continue in the purchase assistance program as long as they continue employment in good standing with the University in at least the rank of their initial appointment. To be eligible for the purchase assistance program, the faculty member must be a first-time home buyer or must be relocating from a distance greater than 50 miles from the University and outside the counties in which support is provided. Faculty who own a personal residence or other real estate are not eligible for the purchase assistance program unless the other property will be sold. The maximum amount of purchase support provided by the University for any residence shall be the benefit available to one faculty member. Benchmark Home Value The purchase assistance program is intended to enhance the faculty member s ability to purchase a single family home, condominium, or other single family dwelling unit that will be used as the faculty member s primary residence. The University has adopted a benchmark home value to set certain eligibility requirements and to determine the level of support for the purchase assistance program. The benchmark home value used in determining the level of support is the value in effect on the date of the purchase contract of the residence. Income and Asset Qualification To be eligible for the purchase assistance program, the annual household income of the faculty member cannot exceed 35% of the University s benchmark home value at the time of application. Household income includes the participant s University salary, income from a spouse or partner, income from any co-owners or co-borrowers, and any other income normally reported for income tax purposes by the faculty member, spouse or partner, and any co-owners or co-borrowers. To be eligible for the purchase assistance, the undesignated assets of the faculty member, spouse or partner, and any other co-owners or co-borrowers cannot exceed 15% of the University s benchmark home value at the time of application. Undesignated assets exclude qualifying retirement plans, educational savings plans, cash value of life insurance policies, vehicles for personal use, and personal property. Assets to be used for the down payment of the personal residence are not counted toward the limitation on undesignated assets. Asset qualification Page 2 of 4

56 requirements will be evaluated on a case-by-case basis depending on the individual circumstances of the faculty member. Certification of family income and undesignated assets is subject to confirmation by the University and Wells Fargo Home Mortgage. Residence and Geographical Qualification Purchase support is provided to eligible faculty for a single family home, condominium, or other single family dwelling unit that will be used as the faculty member s primary residence. Vacation homes, investment properties, and multiple-family dwellings are not qualifying residences. Support will not be provided for a home which is replacing a residence already owned that will not be sold (e.g., a current home to be used as a rental income property in the future by the participant). Support will not be provided to purchase a replacement residence unless the faculty member is relocating from a distance greater than 50 miles from the University and outside the counties in which support is provided. Purchase support is provided to eligible faculty of Santa Clara University for the purchase of a primary personal residence within Santa Clara, Santa Cruz, San Mateo, San Francisco, and Alameda counties. Designated Lender The University has engaged the services of Wells Fargo Bank to assist with the administration of the purchase assistance program. The Relocation Division of Wells Fargo Home Mortgage handles all loans associated with the purchase of a residence by a faculty member under the University s purchase assistance program. Wells Fargo also certifies for the University that the faculty member meets the income and undesignated assets qualifications of the purchase assistance program. Loan Requirements and Assistance Participants in the purchase assistance program are generally required to make a down payment equal to at least 20% of the purchase price of the residence and to secure a 30-year, fixed rate first mortgage through the University s designated lender, Wells Fargo Home Mortgage, in an amount not greater than 80% of the purchase price of the residence. Participants must meet the creditworthiness standards and other loan requirements of Wells Fargo Home Mortgage. Depending on the amount and other conditions of the first mortgage, the participant may be qualified for a down payment of 15% of the purchase price of the residence. The debt-to-income ratio of the participant s housing expenses (i.e., first mortgage principal and interest, taxes, and insurance) and other long-term debt shall not exceed 40 percent. The participant will be eligible for a 10-year, fixed rate second mortgage through Wells Fargo Home Mortgage guaranteed by the University in an amount equal to 15% of the benchmark home value. During the period of the second mortgage, the University will pay the principal and interest on the second mortgage on behalf of the participant as long as the participant continues to be employed as a full-time tenured or tenure-track faculty member at the University. If the participant is no longer employed in a tenured or tenure-track faculty position before the second mortgage is fully amortized, the remaining balance of the loan and any applicable interest is due in full no later than 30 days after the participant s appointment ends. During the period of the second mortgage, no indebtedness may be placed on the property or secured by the property (including any form of home equity loan, equity line of credit, or other Page 3 of 4

57 third mortgage) except the first and second mortgages provided through Wells Fargo Home Mortgage under the University's faculty housing program. Closing Costs The University will contribute, on behalf of the participant, an amount not to exceed one half of one per cent of the benchmark home value toward non-recurring closing costs associated with the purchase of the residence to be paid at closing of the sale. INCOME TAX IMPLICATIONS The monthly rental support allowance is supplemental compensation, is reported as income through the University s semi-monthly payroll, and is subject to all applicable withholding taxes. The principal and interest on the second mortgage paid by the University each year and the contribution toward the participant s closing costs are supplemental compensation, are reported as income through the University s semi-monthly payroll, and are subject to all applicable withholding taxes. Program participants are strongly encouraged to consult their tax advisor with respect to the income tax implications of the support received through the University s housing assistance program. DISCLAIMER This document is a description of Santa Clara University s Housing Assistance Program for tenured and tenure-track faculty. Nothing in the foregoing description of the Housing Assistance Program for tenured and tenure-track faculty should be construed as an offer or commitment of any kind to make any type of rental or purchase support available. Both the rental assistance and purchase assistance programs are subject to change, termination, or discontinuation at any time without notice by the University. Revised October 2011, Board of Trustees Updated March 2015, Office of the Provost Santa Clara University Page 4 of 4

58 Santa Clara University Relocation Assistance Santa Clara University is dedicated to attracting, developing, and retaining quality faculty and staff members. To accomplish this goal the University may conduct regional, national, and, in some cases, international employment searches. As a result, it may be necessary to offer in addition to a competitive compensation and benefit package relocation assistance for strategic hires. This document specifies the eligibility requirements, qualified relocation expenses, amount of allowable assistance, and procedures for approving and processing relocation expense reimbursements for newly hired employees. Eligibility for Relocation Assistance Newly hired employees who are appointed to one of the following strategic positions may be eligible to receive relocation assistance: Administrative positions reporting to the President, Provost, or a Vice President (see Appendix A) Administrative positions reporting to an Assistant Vice President, Associate Vice President, Vice Provost, or Dean (see Appendix A) Head Coach Positions for national sports (men and women s basketball; men and women s soccer; baseball; and women s volleyball) Tenured or Tenure-Track Faculty Senior lecturers, lecturers, and fixed-term faculty on academic year appointments Librarians with the approval of the Provost In order to qualify for reimbursement of relocation expenses, the following conditions must be met: The moving expenses must be incurred within one year of the starting date of the employee s appointment. The distance from the employee s new home to the University must not be greater than the distance from the employee s former home to the University. The University must be at least 50 miles farther from the employee s former home than the employee s old job location was from the employee s former home. For example, if the employee s old job location was 3 miles from the employee s former home, the University must be at least 53 miles from the employee s former home. Qualified Relocation Expenses Santa Clara University has adopted the definition of qualified moving expenses allowed by the Internal Revenue Service as the basis for qualified relocation expenses to be reimbursed to employees. Reimbursements for relocation expenses are limited to the following: Reasonable expenses related to moving the employee s household goods, pets, personal vehicles, and personal effects, including in-transit or foreign-move storage expenses for up to 30 consecutive days. Reasonable one-way travel expenses from the employee s former home to the employee s new home by the most direct route for the employee, spouse/registered domestic partner, and other legal dependents. Qualified travel expenses include Travel by personal vehicle with reimbursement either for actual expenses(e.g., gas and oil for the vehicle used) or for the pre-established Internal Revenue Service relocation mileage rate and for any tolls or parking fees. Travel by rental car between the former home and the new home. Travel by common carrier (e.g., airplane, train) with reasonable transportation from the former home to the airport or other station and from the airport or other station to the new home. Lodging in transit, limited to a single day in each location - 1 -

59 Santa Clara University Relocation Assistance Examples of non-qualifying relocation expenses include, but are not limited to the following: Pre-move house hunting Payments to non-professional movers (e.g. friends or family members) who assist with a move Storage (excluding 30 days in transit) Meals and Food expenses during travel and after arrival Vehicle rental after the first day of arriving at new location Travel expenses incurred during additional trips from the former home to the new home. Amount of Relocation Assistance The amount of relocation assistance provided to a newly hired faculty or staff member must be authorized by the President, Provost, or appropriate Vice President. Assistance is limited to $10,000 for moves originating within the state of California and to $20,000 for moves originating outside the state of California, including outside the United States. Approval and Payment Procedures The President, Provost, or appropriate Vice President responsible for the appointment must approve relocation assistance, including the maximum amount of assistance, for newly hired faculty and staff. The approved amount of relocation assistance is to be included in the candidate s offer letter or letter of appointment. The responsible hiring department must submit the relocation reimbursement request for qualified expenses and invoices from authorized moving companies to the University s Accounts Payable office using a quick voucher payment. A signed, approved Relocation Expense Form is required for reimbursement of travel expenses and moving expenses to the employee. Supporting documentation must include a copy of the candidate s original offer or appointment letter and original receipts for qualified relocation expenses. Unless other arrangements are made with the President, Provost, or appropriate Vice President, relocation expenses will be charged to the hiring department, division, or school. To provide greater flexibility for the employee, payments may be made directly to a licensed moving company or to the employee after their hire date, or to both. Any amounts submitted that are not covered by this policy and allowed by Internal Revenue Service regulations for moving expenses will be returned to the employee unpaid. Repayment of Relocation Assistance If an employee who has received relocation assistance does not continue employment with the University for a period of two years, the employee may be required to repay the amount received as relocation assistance. The amount of the repayment owed to the University will be prorated based on the number of months of employment. Supplemental Pay For Non-Qualifying Expenses If a hiring manager wants to cover non-qualifying relocation expenses for a new employee, she/he must get approval from the President, Provost, or Vice President responsible for the appointment. The amount of the supplemental pay must be included in the candidate s offer letter or letter of appointment. Any authorized supplemental pay will be paid through payroll no earlier than the first payroll period for the employee subject to all applicable federal and state tax withholdings

60 Santa Clara University Relocation Assistance Contact Information Staff in Accounts Payable of the University Finance Office [(408) ] can assist employees by outlining the regulations for allowable expenses and clarifying procedures for reimbursing relocation expenses. For information about potential tax implications related to supplemental pay employees should contact the Internal Revenue Service [(800) or or their personal tax advisor. Adopted by the President s Staff May, 2007 Revised August, 2007 Revised November, 2009 Revised September,

61 Santa Clara University Relocation Assistance APPENDIX A ADMINISTRATIVE POSITIONS ELIGIBLE FOR RELOCATION ASSISTANCE Administrative positions reporting to the President, Provost, or a Vice President Deans Vice Provosts Assistant and Associate Vice Presidents Executive Directors, University Centers of Distinction Chief Investment Officer Assistant Vice President, Alumni Relations Executive Director, Athletics and Recreation University General Counsel Executive Assistant to the President Director, Campus Ministry Dean of Admissions Dean of University Financial Aid Services Director, Institutional Research Administrative positions reporting to an Associate/Assistant Vice President, Vice Provost, or Dean Assistant and Associate Vice Provosts Assistant and Associate Provosts Senior Assistant Deans, College and Schools Assistant Deans, College and Schools Associate Directors, Centers of Distinction Director, de Saisset Museum Director, Sponsored Projects Director, Center for Multicultural Learning The University Librarian, Orradre Library The University Librarian, Heafey Law Library Director, Media Services Director, Information Technology Senior Associate Athletic Director University Registrar Associate Dean, Student Life - 4 -

62 Santa Clara University Relocation Assistance ADMINISTRATIVE POSITIONS ELIGIBLE FOR RELOCATION ASSISTANCE Administrative positions reporting to an Associate/Assistant Vice President, Vice Provost, or Dean (continued) Dean, Academic Support Services (Drahmann Center) Director, Center for Student Leadership Director, Health and Counseling Services Director, Career Center Director, University Events Director, Residence Life University Controller University Budget Director Associate Director, Human Resources EEO/Diversity Specialist Director, Facilities Director Campus Safety Services Director, Planning & Projects Director, Media Relations Creative Director Marketing Director Director, Major Gifts Director, Annual and Special Gifts Director, Advancement Services Director, Corporate and Foundation Relations Director, Planned Giving Adopted by the President s Staff May, 2007 Revised August, 2007 Revised November, 2009 Revised September,

63 SECTION 4 PAYROLL INFORMATION AND FORMS TABLE OF CONTENTS Biographical Information Form Completing Your Electronic I-9 Employee s Withholding Allowance Certificate: Form W-4 Religious Tax Exemption Form Faculty Supplemental Pay Payroll Request 1 of 1

64 EMPLOYEE BIOGRAPHICAL INFORMATION The information collected by Santa Clara University s Department of Human Resources will be used for statistical purposes, compliance reporting, and on-campus information systems applications. Santa Clara University ( SCU ) is subject to certain governmental recordkeeping and reporting requirements for the administration of civil rights laws and regulations. In order to comply with these laws, the SCU invites employees to voluntarily self-identify their race or ethnicity. Submission of this information is voluntary and refusal to provide it will not subject you to any adverse treatment. The information will be kept confidential and will only be used in accordance with the provisions of applicable laws, executive orders, and regulations, including those that require the information to be summarized and reported to the federal government for civil rights enforcement. When reported, data will not identify any specific individual. I. GENERAL INFORMATION Dr. Rev. Br. Mr. Ms. Sr. Mrs. Miss Name (Last, First, Middle): (As it appears on your Social Security Card) Preferred First Name: Rank or Title Building & Phone extension Department Home Telephone Alternative Telephone Birth Date Date of Hire: Full Time Part Time Have you previously worked for Santa Clara University? Yes No II. EMERGENCY CONTACT Name: Relationship: Telephone Number: III. EDUCATION Institution Major or Principal Degree or Award Dates Attended/ Courses Studied Graduation Date TION 1