FACULTY HANDBOOK
Approved by the Xavier University Board of Trustees
May 5, 2017
Revised: April 26, 2024
Last Reviewed: Fall 2023
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TABLE OF CONTENTS
CONSTITUTIONS OF THE SOCIETY OF JESUS ................................................................................................ 3
THE FACULTY........................................................................................................................................................... 4
SECTION I THE UNIVERSITY FACULTY ............................................................................................. 5
A.
PRINCIPAL FACULTY ......................................................................................................... 5
B.
PROFESSIONAL LIBRARIAN ............................................................................................. 5
C.
PARTICIPATING FACULTY ............................................................................................... 5
D.
VISITING FACULTY ............................................................................................................. 5
E.
ADJUNCT FACULTY ............................................................................................................ 5
F.
AFFILIATED FACULTY ....................................................................................................... 5
G.
EMERITUS PROFESSOR ..................................................................................................... 5
SECTION II XAVIER UNIVERSITY MISSION STATEMENT .............................................................. 6
SECTION III OBLIGATIONS OF THE PRINCIPAL FACULTY ............................................................ 7
A.
PARTICIPATION IN MISSION ........................................................................................... 7
B.
DUTIES AND RESPONSIBILITIES ..................................................................................... 7
C.
EXTRAMURAL ACTIVITY .................................................................................................. 7
SECTION IV STATEMENT OF PROFESSIONAL ETHICS .................................................................... 8
SECTION V ACADEMIC FREEDOM ...................................................................................................... 10
SECTION VI NORMS FOR EVALUATION OF PRINCIPAL FACULTY ............................................ 11
A.
TEACHING ............................................................................................................................ 11
B.
SCHOLARSHIP .................................................................................................................... 11
C.
SERVICE ................................................................................................................................ 11
SECTION VII NORMS FOR TENURE AND ADVANCEMENT OF PRINCIPAL FACULTY ............ 12
A.
TENURE: GENERAL PRINCIPLES ................................................................................. 12
B.
CRITERIA FOR PROMOTION TO ASSOCIATE PROFESSOR WITH TENURE ..... 12
C.
CRITERIA FOR PROMOTION TO RANK OF PROFESSOR ....................................... 13
SECTION VIII ANNUAL REVIEW OF ALL PRINCIPAL FACULTY .................................................... 14
SECTION IX CONTRACTUAL STATUS OF THE PRINCIPAL FACULTY ....................................... 15
A.
GENERAL PRINCIPLES ..................................................................................................... 15
B.
FACULTY ELIGIBLE FOR TENURE ............................................................................... 15
C.
TENURED FACULTY .......................................................................................................... 16
SECTION X PROCEDURES FOR TENURE AND PROMOTION ....................................................... 17
A.
GENERAL PRINCIPLES AND COMMITTEE COMPOSITION .................................. 17
B.
PROMOTION TO ASSOCIATE PROFESSOR ................................................................ 18
C.
PROMOTION TO PROFESSOR ........................................................................................ 18
D.
NONTENURED ASSOCIATE PROFESSORS AND PROFESSORS .............................. 18
E.
PROCESS ............................................................................................................................... 18
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F.
PROCEDURE FOR APPLYING FOR TENURE AND PROMOTION .......................... 18
G.
TENURE WITHOUT PROMOTION TO ASSOCIATE PROFESSOR .......................... 19
SECTION XI PROCEDURES FOR MID-TENURE REVIEW OF NONTENURED PRINCIPAL ...... 20
FACULTY
SECTION XII TEACHING PROFESSORS, CONTRACTUAL STATUS OF PARTIPICPATING ..... 21
FACULTY, NORMS FOR ANNUAL REVIEW, EVALUATION AND
PROMOTION OF PARTICIPATING FACULTY
A.
TEACHING PROFESSOR APPOINTMENT AND PROMOTION ................................ 21
B.
CONTRACTURAL STATUS OF PARTICIPATING FACULTY ................................... 22
C.
NORMS FOR EVALUATION OF PARTICIPATING FACULTY ................................. 23
D.
NORMS FOR ADVANCEMENT OF PARTICIPATING FACULTY ............................. 24
E.
ANNUAL REVIEW OF ALL PARTICIPATING FACULTY .......................................... 25
F.
EXTRAMURAL ACTIVITY ................................................................................................ 26
SECTION XIII THE FACULTY HEARING COMMITTEE ...................................................................... 27
SECTION XIV TERMINATION OF TENURED FACULTY ..................................................................... 29
A.
PROCEDURE FOR TERMINATION................................................................................. 29
B.
PROCEDURE FOR TERMINATION IN CASES OF FINANCIAL EXIGENCY ......... 29
SECTION XV FACULTY LEAVE POLICY ............................................................................................... 31
A.
UNPAID LEAVES ................................................................................................................. 31
B.
FACULTY DEVELOPMENT LEAVES ............................................................................. 31
C.
SENIORITY SABBATICALS .............................................................................................. 31
SECTION XVI FACULTY COMPENSATION ............................................................................................ 32
A.
SALARY ................................................................................................................................. 32
B.
STANDARD BENEFITS ....................................................................................................... 32
C.
XAVIER BENEFITS ............................................................................................................. 32
D.
EXTERNAL PROGRAMS ................................................................................................... 33
E.
SICK LEAVE, MATERNITY LEAVE AND FMLA LEAVE ........................................... 33
SECTION XVII FACULTY HANDBOOK REVISIONS ...............................................................................
34
SECTION XVIII FACULTY HANDBOOK INTERPRETATION ................................................................ 35
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CONSTITUTIONS OF THE SOCIETY OF JESUS
1548
Since the end of the Society and its studies is to aid our fellowmen to the knowledge and love of
God and to the salvation of their souls, and since the subject of theology is the means most suited
to this end, in the universities of the Society the principal emphasis ought to be placed upon it.
Accordingly, there should be diligent treatment by excellent professors of what pertains to
scholastic doctrine and Sacred Scripture, as also to that part of positive theology which is
conducive to the aforementioned end, without entering into the part of canon law directed toward
court trials.
Moreover, since both the learning of theology and the use of it require (especially in these times)
knowledge of humane letters [A] and of the Latin, Greek, and Hebrew languages, there should
be capable professors of these languages, and in sufficient number.
A. Under the heading of humane letters is understood, in addition to grammar, what pertain to
rhetoric, poetry, and history.
Likewise, since the arts of natural sciences dispose the intellectual powers for theology, and are
useful for the perfect understanding and use of it, and also by their own nature help toward the
same ends, they should be treated with fitting diligence and be learned professors. In all this the
honor and glory of God our Lord should be sincerely sought [C].
[451] C. Logic, physics, metaphysics, and moral philosophy should be treated, and also mathematics,
with the moderation appropriate to secure the end which is being sought.
[456] 3. Furthermore, there should be not only public lectures but also different masters according to the
capacity and number of the students. These masters should take an interest in the progress of each
one of their students, require them to give an account of their lessons, and make them hold
repetitions. They should also have the students of humane letters get practice in regularly
speaking Latin, writing compositions [in good style], and delivering well what they have
composed. They should make them, and much more those studying the higher subjects, engage
in disputations often. Days and hours should be designated for this; and in these disputations the
students should debate not only with the members of their own class, but those who are somewhat
lower down should dispute about matters they understand with students who are more advanced,
and conversely those who are more advanced should debate with those lower down by coming
down to subjects which these latter are studying. The professors too ought to hold disputations
with one another.
[446]
1.
[447]
2.
[448]
[450]
3.
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THE FACULTY
The mission of this University requires the presence of excellent professors to provide diligent treatment of
all the subjects taught. These capable and learned professors in the classical and contemporary disciplines
are the first principle and foundation of the institution. The faculty hold the power of doing and devote their
lives to empowering others. As masters they take an interest in the progress of each one of their students
and require them to give an account of their lessons. The faculty extends the power of the various disciplines
through their scholarship and research. They create and foster the intellectual life of the University and its
members. The faculty have the authority and privilege of their rank, of their profession, of their abilities,
and of their knowledge. The faculty’s responsibilities to the institution are central and critical and thus the
faculty are full participants in the shared governance of the University.
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SECTION I – THE UNIVERSITY FACULTY
The University faculty consists of all those who participate in the educational mission of the University
through teaching, research and service. All have been granted and accepted an appointment by the
University and all are held to established norms in the performance of their duties. The interaction of the
University faculty and the Administration is founded on a governing document entitled the Constitution of
the Faculty Assembly of Xavier University.¹ This Constitution provides for a Faculty Assembly as the
representative body for the University faculty with an executive committee that is designated the Faculty
Committee. Appointments or reappointments to the University faculty are made by the Provost and Chief
Academic Officer on the recommendations of the appropriate department chair and dean. The various
categories in the University Faculty are listed below.
A. Principal Faculty
Principal Faculty are individuals who are tenured or who are eligible for tenure holding the rank of
Professor, Associate Professor, or Assistant Professor in an academic department. The role of the
Principal Faculty is unique in that they are responsible for such fundamental areas as curriculum, subject
matter and methods of instruction, research, faculty status, and those aspects of student life that relate
directly to the educational process. The Principal Faculty also exercises its institutional commitment by
participating in the shared governance of the University.
B. Professional Librarians
Professional Librarians are individuals who work on a full-time basis in the Library and satisfy
appropriate professional credentials. Professional Librarians are not eligible for tenure.
C. Participating Faculty
Participating Faculty are full-time faculty members who hold the ranks of Teaching Professor or Senior
Teaching Professor in an academic department, but are not eligible for tenure. The typical responsibilities
include teaching and service, and may also include additional departmental duties.
D. Visiting Faculty
Visiting Faculty are individuals who serve at the University on a temporary basis. Visiting Faculty
appointments may be made for a specific length of time not to exceed three years; however, in an
exceptional case, and for good reason, an additional year may be granted by the Provost and Chief
Academic Officer. Visiting Faculty are not eligible for tenure.
E. Adjunct Faculty
Adjunct Faculty are individuals who teach, perform research, or perform service part time in an
academic area of the University. Adjunct Faculty are not eligible for tenure.
F. Affiliated Faculty
Affiliated Faculty provide monitoring and supervision of Xavier students, but draw no salary from the
University. Affiliated Faculty area not eligible for tenure.
G. Emeritus Professor
The rank of Emeritus Professor may be granted to individuals who have served as Principal Faculty
members for ten consecutive years prior to retirement from the University. This rank is granted by
recommendation of the Dean of the retiring faculty member’s college and with the approval of the
Provost and Chief Academic Officer.
The rank of Emeritus Professor may be granted posthumously to individuals who have served as
Principal Faculty members for ten consecutive years and were still serving full time prior to death. This
rank is granted by recommendation of the Dean of the deceased faculty member’s college and with the
approval of the Provost and Chief Academic Officer.
1 Constitution of the Faculty Assembly of Xavier University
Copies of the Constitution are available in the office of the Provost and Chief Academic Officer.
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SECTION II – XAVIER UNIVERSITY MISSION STATEMENT
Xavier is a Jesuit Catholic university rooted in the liberal arts tradition. Our mission is to educate each student
intellectually, morally, and spiritually. We create learning opportunities through rigorous academic and
professional programs integrated with co-curricular engagement. In an inclusive environment of open and free
inquiry, we prepare students for a world that is increasingly diverse, complex and interdependent. Driven by
our commitment to educating the whole person, promoting the common good, and serving others, the Xavier
community challenges and supports all our members as we cultivate lives of reflection, compassion and
informed action.
Effective December 1, 2017.
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SECTION III – OBLIGATIONS OF THE PRINCIPAL FACULTY
A. Participation in Mission
Xavier shares many of the purposes of all universities and has some distinctive ones of its own. These
purposes are articulated in the University Mission Statement. The Mission of the University is
enlightened by the documents of the Second Vatican Council and by recent General Congregations of
the Society of Jesus. Faculty members participate in the Mission through their teaching, scholarship,
and service. In their teaching, they encourage critical thinking and articulate expression with special
attention given to ethical issues and values. In their service to the institution and to the broader
community they give evidence of a commitment to others and of a sharing of one’s gifts. In their
scholarship, they seek to better society and enhance their teaching by advancing knowledge.
B. Duties and Responsibilities
To further the Mission of the University the duties of a faculty member include teaching, scholarly
activity, advising students and service to the University. Faculty members are expected to demonstrate
their commitment to Jesuit, Catholic, liberal education by their acceptance of the Mission Statement
and to promote the principles and ideals upon which the University stands, without prejudice to
academic freedom. Faculty members should avoid actions which could bring reproach or criticism upon
the faculty or University except as the principles of academic freedom my affect such matters.
Each year a faculty member’s responsibilities will be specified by the Dean through the Department
Chair. The full-time teaching responsibility is a maximum of twenty-four credit hours per academic
year (as defined in Section IX). It is understood that the normal breakdown for the twenty-four credit
hours will be twelve credit hours per semester. Deviations from the normal twelve credit hours per
semester by more than two credit hours will require the approval of the faculty member, the faculty
member’s Chair, and the faculty member’s Dean. A faculty member whose scholarly activities meet
the norms of scholarship given in Section VI - Norms for Evaluation of Faculty, as judged by the Dean,
is eligible to receive a reduced teaching assignment.
A faculty member who chairs a Department, directs a University program, or undertakes other
administrative duties such as significant curricular development is eligible to receive a reduced teaching
assignment.
C. Extramural Activity
1. Xavier University requires that all Principal Faculty fully devote themselves to their University
duties and responsibilities. It is understood that membership on the Principal Faculty is inconsistent
with significant employment outside the institution. The University recognizes that its faculty
members are professionals with professional commitments. As such, they may wish to enter into
continuing relationships with government, professional agencies and public or private
organizations. The University therefore approves and encourages such activities, when they are
consistent with the mission of the University and do not unduly reduce the faculty member’s
attention to University academic responsibilities.
2. Teaching for another institution or engaging in extensive extramural activity requires written
permission from the Dean through the Department Chair. A record of this approval shall be
maintained in the faculty member’s permanent file.
3. Faculty members should exercise caution to ensure that no conflict of interest exists between their
University position and their extramural activity. When there is significant cost to the University
for use of equipment, materials or facilities, a written agreement must exist between the faculty
member and the University.
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SECTION IV- STATEMENT ON PROFESSIONAL ETHICS
Xavier University endorses the principles and standards presented in the following AAUP Statement on
Professional Ethics:
Statement on Professional Ethics
ACADEME – July-August 1987
The statement that follows, a revision of a statement originally adopted in 1966, was approved by
Committee B on Professional Ethics, adopted by the Council as Association policy, and endorsed by the
Seventy-third Annual Meeting in June 1987.
Introduction
From its inception, the American Association of University Professors has recognized that membership in
the academic profession carries with it special responsibilities. The Association has consistently affirmed
these responsibilities in major policy statements, providing guidance to professors in such matters as their
utterances as citizens, the exercise of their responsibilities to students and colleagues, and their conduct
when resigning from an institution or when undertaking sponsored research.² The Statement on Professional
Ethics that follows sets forth those general standards that serve as a reminder of the variety of
responsibilities assumed by all members of the profession.
In the enforcement of ethical standards, the academic profession differs from those of law and medicine,
whose associations act to assure the integrity of members engaged in private practice. In the academic
profession, the individual institution of higher learning provides this assurance and so should normally
handle questions concerning propriety of conduct within its own framework by reference to a faculty group.
The Association supports such local action and stands ready, through the general secretary and Committee
B, to counsel with members of the academic community concerning questions of professional ethics and to
inquire into complaints when local consideration is impossible or inappropriate. If the alleged offense is
deemed sufficiently serious to raise the possibility of adverse action, the procedures should be in accordance
with the 1940 Statement of Principles on Academic Freedom and Tenure, the 1958 Statement on Procedural
Standards in Faculty Dismissal Proceedings, or the applicable provisions of the Association’s
Recommended Institutional Regulations on Academic Freedom and Tenure.
² 1961 Statement on Recruitment and Resignation of Faculty members
1964 Committee A Statement on Extramural Utterances (Clarification of sec. 1c of the 1940 Statement of
Principles on Academic Freedom and Tenure)
1965 On Preventing Conflicts of Interest in Government-Sponsored Research at Universities
1966 Statement on Government of Colleges and Universities
1967 Joint Statement on Rights and Freedoms of Students
1970 Council Statement on Freedom and Responsibility
1976 On Discrimination
1984 Sexual Harassment: Suggested Policy and Procedures for Handling Complaints
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The Statement
I Professors, guided by a deep conviction of the worth and dignity of the advancement of knowledge,
recognize the special responsibilities placed upon them. Their primary responsibility to their subject is
to seek and to state the truth as they see it. To this end professors devote their energies to developing
and improving their scholarly competence. They accept the obligation to exercise critical self- discipline
and judgment in using, extending, and transmitting knowledge. They practice intellectual honesty.
Although professors may follow subsidiary interests, these interests must never seriously hamper or
compromise their freedom of inquiry.
II. As teachers, professors encourage the free pursuit of learning in their students. They hold before them
the best scholarly and ethical standards for their discipline. Professors demonstrate respect for students
as individuals and adhere to their proper roles as intellectual guides and counselors. Professors make
every reasonable effort to foster honest academic conduct and to assure that their evaluations of students
reflect each student’s true merit. They respect the confidential nature of the relationship between
professor and student. They avoid any exploitation, harassment, or discriminatory treatment of students.
They acknowledge significant academic or scholarly assistance from them. They protect their academic
freedom.
III. As colleagues, professors have obligations that derive from common membership in the community of
scholars. Professors do not discriminate against or harass colleagues. They respect and defend the free
inquiry of associates. In the exchange of criticism and ideas professors show due respect for the opinions
of others. Professors acknowledge academic debt and strive to be objective in their professional
judgment of colleagues. Professors accept their share of faculty responsibilities for the governance of
their institution.
IV. As members of an academic institution, professors seek above all to be effective teachers and scholars.
Although professors observe the stated regulations of the institution, provided the regulations do not
contravene academic freedom, they maintain their right to criticize and seek revision. Professors give
due regard to their paramount responsibilities within their institution in determining the amount and
character of work done outside it. When considering the interruption or termination of their service,
professors recognize the effect of their decision upon the program of the institution and give due notice
of their intentions.
V. As members of their community, professors have the rights and obligations of other citizens. Professors
measure the urgency of these obligations in the light of their responsibilities to their subject, to their
students, to their profession, and to their institution. When they speak or act as private persons they
avoid creating the impression of speaking or acting for their college or university. As citizens engaged
in a profession that depends upon freedom for its health and integrity, professors have a particular
obligation to promote conditions of free inquiry and to further public understanding of academic
freedom.
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SECTION V – ACADEMIC FREEDOM
A. The very existence of the university presupposes its commitment to an environment in which every
faculty member is free to search for truth and to articulate judgments. This freedom applies to both
teaching and research. Freedom in research is essential to the advancement of truth. Freedom in teaching
is essential for the teacher and the student. Hence the right to free inquiry and to free and open discussion
must be vigorously safeguarded within the University, so that students will be able to learn in an
environment where the free exchange of ideas is valued and encouraged.
B. The faculty and administration of Xavier University recognize that teachers may legitimately formulate
theories, adopt conclusions and express opinions in their disciplines and areas of special competence
which are not commonly understood or accepted, even within the University community. Faculty make
such formulations in the light of their responsibilities to their subject matter, to their students, to their
profession and to the institution. At such times the University will be especially conscious of its
obligations to defend the basic right of free inquiry and expression, which is the heart of academic
freedom. At the same time, reasoned criticism of the theories, conclusions and opinions of a faculty
member will be regarded as in integral part of the free inquiry and open discussion to which the
University is dedicated.
C. When faculty members speak or write as citizens, they are free from institutional censorship and
discipline, but their special position in the community imposes special obligations. As persons of
learning and education, they should at all times be accurate, exercise appropriate restraint, and show
respect for the opinions of others. While faculty may use their University affiliation when speaking or
writing, they are obliged to indicate that they are not speaking for the institution when the subject is
controversial.
D. Faculty members must avoid any exploitations, harassment or discriminatory treatment of students.
Faculty and administrators must avoid using their positions to force their own opinions on students.
Reasonable efforts must be made to ensure that students are not evaluated according to whether they
seem to accept the personal opinions of their teachers. Students should not be penalized or in any way
disadvantaged, should they raise objections to, or propose arguments against, the personal opinions
expressed by their instructors. Thus faculty members and administrators ensure the academic freedom
of students.
E. If faculty members allege that their academic freedom has been violated, then the faculty members
should discuss this situation with the appropriate administrative officers: the Department Chair, the
Dean, and the Provost and Chief Academic Officer. If the matter can be resolved at this level by mutual
consent, then documentation of the resolution should be developed. If the matter cannot be resolved at
this level, then the faculty member may take the matter to the Faculty Hearing Committee.
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SECTION VI – NORMS FOR EVALUATION OF PRINCIPAL FACULTY
Neither retention nor promotion in rank comes automatically through length of service or through
satisfactory teaching performance and scholarship; rather, retention and promotion are dependent on
continued growth in professional competence, according to the criteria listed below:
A. Teaching
Xavier University’s essential activity is the education of its members through the interaction of students
and faculty. This experience is characterized by critical thinking and articulate expression, with special
attention given to ethical issues and values. Thus, the evaluation of faculty in the area of teaching must
be an assessment of the faculty member’s success in fulfilling this mission. The faculty member must
develop the students’ intellectual skills, expose the underlying philosophical and theological
implications in the discipline, where applicable, and present a world view through the discipline that is
consistent with responsible action and human values. To accomplish this the faculty member must
manifest academic excellence and academic honesty; must be devoted to the advancement of
knowledge and its dissemination; must represent to the students the highest scholarly and ethical
qualities within the discipline, and must promote intellectual inquiry through rigorous application of
the appropriate methodology. The students of Xavier University deserve to be challenged and
transformed by experiencing the highest standards of each discipline they study. Faculty who are
successful in this are judged to have fulfilled the University’s mission in teaching.
B. Scholarship
Xavier University is committed to the advancement of knowledge and to the integration and application
of knowledge through scholarly activity. In addition, the University holds that the learning process is
enhanced when the teacher is actively engaged in scholarly activity. The University believes in the
primacy of the teacher/scholar model as a means of achieving its mission to educate. It is generally
recognized that a scholar has a wide and critical command of a given discipline. Therefore, acceptable
scholarly activity should serve to extend existing knowledge, further the integration and application of
knowledge within the faculty member’s discipline, and/or enhance the educational value of instructional
efforts, either in a particular discipline or across discipline boundaries. Scholarship is normally
evidenced by writings resulting in publications and presentations, as well as artistic creations resulting
in performances and exhibitions. Scholarship is characterized by certain marks. The work is public. The
work is an object of critical peer review and evaluation. The work is a source of continuing development
in the scholar’s discipline.
C. Service
In keeping with the purpose of a Jesuit Catholic University to educate women and men whose lives will
be lived for others, Faculty are expected to give evidence of an involvement with and a commitment to
others, with a view to sharing one’s gifts and educational advantages. In addition to maintaining a habit
of availability to students and colleagues, faculty have numerous possibilities for service at the
Departmental, College, and University levels, in the wider human community and in their disciplines.
A sign of the University’s commitment to society is our faculty’s participation in community service.
Faculty are well advised to develop a substantial and steady record of service throughout their careers
at Xavier. Those in their probationary years are cautioned not to become too involved in service
activities if this involvement is at the expense of achieving success as teachers and scholars. Tenured
faculty at the higher ranks are expected to achieve laudable roles as academic leaders through
continuing effective service to the University.
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SECTION VII – NORMS FOR TENURE
AND ADVANCEMENT OF PRINCIPAL FACULTY
A. Tenure: General Principles
The purpose of tenure is to create an environment in which academic freedom is ensured and protected.
The rank of Associate Professor or Professor is normally required for tenure. Upon receiving tenure, a
faculty member becomes a permanent member of the academic body of the University, with the right
of continued employment unless there be grave reasons for dismissal. Because tenure constitutes a
serious commitment by the University and because an exemplary faculty is essential to the quality of
the University, the standards for tenure are high. To be eligible for tenure, faculty members must
demonstrate levels of achievement in the areas of teaching, scholarship and service that exceed those
levels required for continued employment during the probationary period.
The tenured faculty, through peer evaluations and representation on the Rank and Tenure Committee,
bear the primary responsibility for ensuring that tenure is conferred judiciously. Hence, the conferring
of tenure is in effect a public statement that the tenured faculty members are proud to have the tenure
candidate as a permanent colleague. It follows that tenured faculty are expected to continue those efforts
which tenure rewards and to perform at high levels with respect to teaching, scholarship and service.
B. Criteria for Promotion to Associate Professor with Tenure
Promotion of Principal Faculty to the rank of Associate Professor with tenure is based on the norms for
the evaluation of faculty expressed in Section VI, and in particular requires the following:
1. Possession of the appropriate doctorate or terminal degree.
2. Six probationary years in the rank of Assistant Professor at Xavier University. Except by written
agreement between a faculty member and the Provost and Chief Academic Officer at the time of
the initial appointment, up to three years of prior experience at an accredited institution at the rank
of Assistant or above may count towards the six probationary years, or in the situation of an early
tenure application as described in Section X: Procedures for Tenure and Promotion, in which cases
fewer than six years are necessary.
3. Teaching, scholarship and service.
a. Promotion to the rank of Associate Professor requires demonstrated excellence in teaching.
Faculty who effectively challenge and transform students by fostering their understanding of
the various methodologies and disciplines of the academy are judged to have demonstrated
excellence in teaching. This judgment must be supported by evidence from appropriate sources:
the faculty member, students, colleagues, program directors, the Department Chair, and the
Dean. Examples of evidence include student evaluations and peer assessments of teaching
observed over the term of the probationary period.
The Department and the Dean present assessments of teaching excellence to the Rank and
Tenure Committee, so they must use their experience to evaluate critically all the evidence
available.
b. Promotion to the rank of Associate Professor requires appropriate scholarship as defined in
Section VI, Norms, that are recognized and evaluated by peers in the profession. Each
Department, with the concurrence of the Dean and the approval of the Provost and Chief
Academic Officer, bears responsibility for identifying the importance given to various kinds
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of scholarly activity and for evaluating the quality of appropriate discipline-related scholarly
activities. It is expected that the required scholarship may vary in form among departments.
When the University Rank and Tenure Committee reviews applications for tenure, it should
take into consideration the varying scholarship expectations from a candidate’s department.
c. Consonant with the previous statements on advising and service expected of all Principal
Faculty, in order to be tenured and promoted to Associate Professor there must be clear
evidence of active participation in service at the Department, College or University levels.
All service must be deemed by the Department and Dean to constitute a positive contribution
to the general good and welfare of the University.
Faculty serve the University in the following ways: membership on standing and ad hoc
committees, participation in recruiting endeavors, assisting in University Development and
Public Relations activities, serving as a moderator to student organizations, participation in
University ministry, service rendered to the individual’s profession, and participation in other
activities appropriately related to the Mission and to the general good and welfare of the
University and to the benefit of society.
C. Criteria for Promotion to Rank of Professor
Promotion of Principal Faculty to the rank of Professor is based on the norms for evaluation of faculty
expressed in Section VI and in particular requires the following:
1. Promotion to the rank of Professor requires the demonstration of a sustained level of achievement
in teaching that is judged to be outstanding. Faculty who not only effectively challenge and
transform students, but who also mentor colleagues, and who provide leadership in pedagogic and
curricular development for Department, college, or university, are judged to be outstanding. This
judgment must be supported by evidence from appropriate sources: the faculty member, students,
colleagues, program directors, the Department Chair and the Dean. Examples of evidence include
student evaluations and peer assessments of teaching observed during the time while an Associate
Professor.
2. Promotion to the rank of Professor requires evidence of ongoing scholarship and a notable record
of scholarly contributions that are recognized and given positive evaluations by the scholarly
community.
3. Promotion to the rank of Professor requires evidence of shared governance: effective leadership
within the university, participation in significant, ongoing service, and engagement in activities that
promote the core values of the University.
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SECTION VIII – ANNUAL REVIEW OF ALL PRINCIPAL FACULTY
All Principal Faculty will be evaluated annually by their Department Chair, following a process determined
by the appropriate college Dean. The basis for this evaluation will be achievement in the areas of teaching,
scholarship and service. The sources of information for the annual evaluation include: an annual update,
student evaluations, publications and other pertinent information. The annual update is prepared by each
member of the Principal Faculty and contains a summary statement for each of the three areas of teaching,
scholarship, and service. The annual evaluation by the Chair results in a written report shared with the
faculty member that serves as the basis for contract renewals and merit increases. This report is added to
the individual’s official academic file in their respective Dean’s Office and will be included in the portfolio
for tenure and promotion.
In the case of probationary faculty, the annual update includes progress made with respect to an ongoing
plan for scholarly activity, which was developed during the first year of employment.
All other faculty will be evaluated annually by the Department Chair, following a process determined by
each college Dean. The norms applied to adjunct faculty parallel the norms for Principal Faculty with
special emphasis on teaching and less emphasis on service and research.
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SECTION IX – CONTRACTUAL STATUS OF THE PRINCIPAL FACULTY
A. General Principles
1. Employment of all Principal Faculty shall be by a formal letter of appointment signed by the faculty
member and the Provost and Chief Academic Officer. Unless otherwise stipulated the contract
period runs from the beginning of the Fall semester (defined as five weekdays prior to the first day
of undergraduate classes) through Commencement. This period is designated the academic year.
2. All faculty contracts are bilateral and cannot be terminated during their term except by mutual
agreement or for cause.
3. The University normally notifies all Principal Faculty of the terms and conditions of their following
year’s employment by June 10.
B. Faculty Eligible for Tenure
Appointments are for one academic year. These contracts cannot be terminated during the period of the
contract, except by mutual consent or for cause. During the first five years of the probationary period,
reappointment is recommended to the Provost and Chief Academic Officer on an annual basis by the
Department Chair and the Dean. A recommendation for non-reappointment requires that the Dean
consult with the tenured members of the faculty in that Department.
It is the responsibility of the Department Chairs to provide annual written performance evaluations
based on the conditions for reappointment to faculty members in their departments who are eligible for
tenure.
The necessary conditions for reappointment include:
1. teaching effectiveness as judged by: classroom visitation by Xavier faculty, examination of
classroom materials, student evaluations, or other appropriate techniques;
2. the existence of an ongoing plan for scholarly activity, and sufficient progress to suggest that the
plan can be accomplished before the tenuring year;
3. evidence of effective participation in the academic life of the Department and the University; and
4. the absence of documented problems that are unrectified.
Positive annual evaluations do not assure the eventual granting of tenure and promotion. The sufficient
condition for a positive recommendation is that such action fulfills the major responsibility of the
institution to retain the best qualified faculty possible.
The University is under no obligation to formally justify or show cause for any decision not to renew a
nontenured appointment. When a decision is made not to renew a faculty member’s contract or to offer
a terminal contract, that faculty member is advised privately by the Provost and Chief Academic Officer
of the reasons for that decision. If the faculty member wishes that a statement of these reasons be
communicated in writing, such a statement will be provided by the Provost and Chief Academic Officer.
If the University has decided not to renew a nontenured appointment, notice of nonrenewal is given to
the faculty member in writing no later than March 1 of the first academic year of service. During the
second year of service, notice is given no later than December 15. In subsequent years of employment,
notice is given by March 15 of the year before the terminal year.
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C. Tenured Faculty
The employment of tenured faculty members is permanent and can only be terminated by the University
for grave cause or financial exigency as defined in Section XIV. Salary shall normally be negotiated on
an annual basis. Tenured faculty members who wish to resign are obliged to tender written notice to
this effect before signing a contract for the next academic year. It is understood that the effective date
of any resignation shall not fall within an academic session.
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SECTION X – PROCEDURES FOR TENURE AND PROMOTION
A. General Principles and Committee Composition
1. Only Principal Faculty are eligible for promotion and tenure. Faculty members who wish to be
considered for promotion and tenure apply using a set of prescribed forms and direction available
in the Office of the Provost and Chief Academic Officer. It is the responsibility of the faculty
members to know the status of their eligibility, the appropriate calendar, and the prescribed
processes. The University keeps faculty informed of their progress toward tenure through annual
evaluations and the Mid-tenure Review process.
Faculty members who fail to apply during the final probationary year are not evaluated for tenure
and are sent a terminal contract for the next academic year and may apply for non-tenure track
positions at the University. In such cases, the only reason that is required to be given is that the
faculty member failed to apply.
When tenure is proposed along with an initial appointment, the individual must meet the norms for
a senior rank of Associate Professor or Professor in an appropriate Department at Xavier. In these
instances, the President receives written recommendations from the Department Rank and Tenure
Committee, Department Chair, Dean, University Rank and Tenure Committee, and the Provost and
Chief Academic Officer. These written recommendations must judge whether the individual meets
the norms for the rank of Associate Professor or Professor as specified in Section VI of the
Handbook. The President approves or disapproves the recommendation and if approved, the
recommendation is forwarded to the Board of Trustees for its approval or disapproval.
Faculty members who unsuccessfully apply for tenure will receive a terminal contract for the next
academic year, and may apply for non-tenure track positions at the University. Faculty members
may not apply for tenure again after an unsuccessful application or after failing to make a timely
application.
2. Department Rank and Tenure Committee
The Department Rank and Tenure Committee consists of all tenured faculty in the Department, not
including the Chair. In the event the Department does not have at least three tenured faculty to
participate in the process, the Dean, in consultation with the Department Chair, may appoint
appropriate tenured Principal Faculty from outside the Department to achieve a total of at least three
members on the Committee. The Dean may appoint from within the Department a nontenured
Principal Faculty or Participating Faculty as a resource person for the Committee.
3. University Rank and Tenure Committee
The University Rank and Tenure Committee is comprised of voting members who hold the rank of
(full) Professor, with one member coming from the College of Nursing, two members coming from
Williams College of Business, two members coming from the College of Professional Sciences,
and three members coming from the College of Arts and Sciences, with one or two of these
members from the following Departments: Biology, Chemistry, Physics, Mathematics, and
Computer Science. The Provost and Chief Academic Officer is the chairperson and is a non-voting
member. Each year the Principal Faculty elect, in a fixed rotation, two or three full professors to
the University Rank and Tenure Committee for a three-year term. A general principle of
membership on this Committee shall be that no one person shall have more than one deliberative
role in the process for an individual faculty member seeking tenure and promotion. A “deliberative
role” refers to having one’s judgment concerning the tenure and promotion of an individual faculty
member formally recorded and used (e.g., in the respective letters of the Department Rank and
Tenure Committee, the Department Chair or the Dean of the College, or in the formal vote of the
University Rank and Tenure Committee.) Members of the University Rank and Tenure Committee
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will not serve on the Department Rank and Tenure Committee. In the event that candidates come
forward from their Department, Department Chairs on the University Rank and Tenure Committee
will recuse themselves from the Committee during all aspects of the review of candidates from their
department.
The Principal Faculty of the College will seek to nominate two full professors for each opening on
the Committee for that College, and members of the University Rank and Tenure Committee are
elected by the Principal Faculty of the University. In the event that a College does not have an
eligible faculty member who is willing to serve, the open position will remain vacant.
B. Promotion to Associate Professor
An Assistant Professor must apply for tenure and promotion to Associate Professor at the same time,
and promotion to Associate Professor will be awarded, or not, together with tenure. An Assistant
Professor must apply not later than the sixth year, or the final probationary year, as specified in the initial
hiring agreement. An Assistant Professor may apply for promotion and tenure as early as the third year
of continuing employment at Xavier in a faculty position unless otherwise agreed at the time of initial
appointment.
C. Promotion to Professor
A Principal Faculty member may apply for promotion to Professor after holding the rank of Associate
Professor with or without tenure at Xavier for at least five years. Thus, the earliest a candidate may
apply is in the sixth year in rank of Associate Professor. An Associate Professor may apply for
promotion to Professor and tenure at the same time if tenure has not already been granted.
D. Nontenured Associate Professors and Professors
Nontenured Associate Professors and Professors must apply for tenure in the final probationary year,
as determined by the initial hiring agreement, but may apply for tenure as early as the second year of
their continuing employment at Xavier.
E. Early Application
An Assistant Professor may apply early for tenure and promotion to Associate Professor, and
nontenured Associate Professors and Professors may apply early for tenure. An early application will
be judged against the same standards as those applications made in the final probationary year. If a
candidate is unsuccessful in an early application, the unsuccessful candidate will be sent a terminal
contract for the next academic year and will not be given a second opportunity to apply for tenure. An
unsuccessful candidate may apply for non-tenure track positions at the University. If an unsuccessful
candidate wishes to appeal the University’s rank or tenure decision, that candidate should follow the
appeal process described in Subsection G.
F. Process
Tenure is conferred by the Board of Trustees upon the recommendation of the President. The President
takes a recommendation to the Board after receiving the recommendation of the Rank and Tenure
Committee, which is conveyed to the President by the Provost and Chief Academic Officer. Promotion
in rank is awarded by the President after receiving the recommendation of the Rank and Tenure
Committee, which is conveyed to the President by the Provost and Chief Academic Officer.
G. Procedure for Applying for Tenure and Promotion
Following the submission timeline of the University Rank and Tenure Committee, applications and
supporting materials for tenure and promotion are loaded onto the University Rank and Tenure
electronic site. The Chair loads the mid-tenure review evaluation and all annual evaluations. Both the
Chair and the Department Rank and Tenure Committee, or just the Department Rank and Tenure
Committee in the case of a Chair seeking tenure or promotion, evaluate the portfolio and then submit
separate and independent recommendations to the University Rank and Tenure electronic site.
Department Chairs do not vote or participate in any deliberations of the Department Rank and Tenure
Committee, but they are available, as a resource to the Department Rank and Tenure Committee at the
request of that Committee.
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The Dean evaluates the candidate’s portfolio and loads a separate recommendation to the University
Rank and Tenure electronic site.
The University Rank and Tenure Committee examines the faculty member’s portfolio and the
recommendations provided by the Department Rank and Tenure Committee, the Department Chair, and
the Dean and makes its recommendation to the President through the Provost and Chief Academic
Officer. The Dean of the College may serve as a resource to the University Rank and Tenure Committee
at the request of that Committee. Other relevant parties may also serve as a resource to the University
Rank and Tenure Committee at the request of that Committee. The Provost and Chief Academic Officer
may disagree with the recommendation of the committee. In that case, both the University Rank and
Tenure Committee’s recommendation and the Provost and Chief Academic Officer’s recommendation
are forwarded to the President.
At the end of the process, the faculty member is entitled to know the nature of the recommendation
rendered by each of the following: the Department Rank and Tenure Committee, the Chair, the Dean,
the University Rank and Tenure Committee, and the Provost and Chief Academic Officer.
The University Rank and Tenure Committee makes the decision on its recommendation by a formal
vote with a majority rule. A record must be kept of each member’s vote on the final recommendation
for tenure and promotion. The University Rank and Tenure Committee must formulate reasons for each
of its recommendations and a statement of these reasons must be circulated to the members of the
committee. A record must be kept of each member’s assent to the statement of reasons as representing
the majority position. The faculty member is entitled to know the reasons for the recommendations by
the University Rank and Tenure Committee, but not the positions of individual committee members.
Additionally, an unsuccessful candidate may review the materials prepared by the Department Rank
and Tenure Committee, the Department Chair or Program Director, the Dean of the College, and the
University Rank and Tenure Committee in order to prepare an appeal, if desired. An unsuccessful
candidate may also request a meeting with the Department Chair and/or Dean to discuss the reasons for
denial. Any appeal of an unfavorable rank or tenure decision will be heard by the Faculty Hearing
Committee pursuant to the process described in Section XIII – The Faculty Hearing Committee.
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SECTION XI – PROCEDURES FOR MID-TENURE REVIEW
OF NONTENURED PRINCIPAL FACULTY
Nontenured Principal Faculty are reviewed during the third year if the final probationary year is the sixth
or fifth, or the second year if their final probationary year is the fourth or third. The schedule for mid-tenure
review is announced annually by the Office of the Provost and Chief Academic Officer.
A faculty member must submit to the University Rank and Tenure electronic site an up-to-date curriculum
vitae, evidence of teaching effectiveness, and a one to two-page analysis of the faculty member’s teaching,
scholarship and service at Xavier University.
Both the Chair or the Director and the Department Rank and Tenure Committee submit separate evaluations
of the candidate’s progress toward tenure to the University Rank and Tenure electronic site. Department
Chairs or Department Directors as the case may be do not vote or participate in any deliberations of the
Department Rank and Tenure Committee, but they are available, as a resource to the Department Rank and
Tenure Committee at the request of that Committee.
The Dean submits a separate evaluation to the University Rank and Tenure electronic site. As is the case for
the candidates for promotion and/or tenure, members of the University Rank and Tenure Committee will not
serve on the Department Rank and Tenure Committee for mid-tenure review. In the event that candidates
for mid-tenure review come forward from their Department, Department Chairs or Department Directors
on the University Rank and Tenure Committee will recuse themselves from the Committee during all
aspects of the mid-tenure review of candidates from their Department.
An evaluation of the faculty member’s progress toward tenure is rendered by the University Rank and
Tenure Committee and is communicated to the faculty member, the Dean, and the Department Chair or
Department Director in writing. The Dean of the College may serve as a resource to the University Rank and
Tenure Committee at the request of that Committee. Other relevant parties may also serve as a resource to
the University Rank and Tenure Committee at the request of that Committee. A faculty member may request
a meeting with the Department Chair and Dean to discuss the outcome of the mid-tenure review. The faculty
member will make this request of the Department Chair, who will schedule the meeting with the faculty
member, the Chair and the Dean. The meeting, if requested, should occur within a reasonable time, but not
later than the end of the current semester.
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SECTION XII – TEACHING PROFESSORS, CONTRACTUAL STATUS OF
PARTICIPATING FACULTY, NORMS FOR ANNUAL REVIEW, EVALUATION AND
PROMOTION OF PARTICIPATING FACULTY
A. Teaching Professor Appointment and Promotion
1. New Teaching Professor Positions
Teaching Professor positions will be created after careful review of individual position
circumstances by a department and college, must have the joint approval of the department and
Dean, and must be approved by the Provost and Chief Academic Officer and through normal
University procedure.
2. Hiring Procedure
The Process for identifying and evaluating candidates for initial appointment to teaching professor
positions will follow the same faculty search committee procedures as for traditional tenure-track
appointments. Announcements and position descriptions will clearly state the nature of the position.
3. Process of Promotion from Teaching Professor to Senior Teaching Professor
(a) General Principles
It is the responsibility of the faculty members to know the status of their eligibility, the
appropriate calendar, and the prescribed processes. The University keeps faculty informed
of their progress toward advancement through annual evaluations.
(b) Department Promotion Committee Composition
The Department Promotion Committee consists of all Tenured Faculty in the Department,
not including the Chair or School Director. On the recommendation of a Department Chair
or School Director, a Senior Teaching Professor may participate. In the event the
Department does not have at least three faculty members who are tenured to participate in
the process, the Dean, in consultation with the Department Chair or School Director, may
appoint appropriate Tenured Faculty from outside the Department to achieve a total of at
least three members on the Committee. The Dean may appoint from within the Department
a non-tenured Principal Faculty member or Senior Teaching Professor as a resource person
for the Committee.
(c) Procedure for Applying for Promotion
Applications for promotion are made to the Department Chair or School Director. Upon
receiving the candidate’s portfolio, consisting of the application and supporting material,
the Chair or School Director forwards a copy of these items together with all annual
evaluations to the Department Promotion Committee. Both the Chair or School Director
and the Department Promotion Committee, evaluate the portfolio and then submit separate
and independent recommendations to the Dean of the College. The candidate’s application
and supporting material are forwarded by the Department Chair or School Director to the
Dean of the college. Upon receiving the candidate’s portfolio, the Dean evaluates it and
makes a separate recommendation to the Provost and Chief Academic Officer. The Provost
and Chief Academic Officer receives all of the foregoing and after review and
consideration makes the final decision whether or not to grant promotion. At the end of the
process, the faculty member is entitled to know the nature of the recommendation rendered
by each of the following: the Department Promotion Committee, the Chair or School
Director, the Dean, and the Provost and Chief Academic Officer.
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B. Contractual Status of Participating Faculty
1. General Principles
(a) Employment of all Participating Faculty shall be by a formal letter of appointment signed
by the faculty member and the Provost and Chief Academic Officer. Unless otherwise
stipulated the contract period runs from the beginning of the Fall semester (defined as five
weekdays prior to the first day of undergraduate classes) through Commencement. This
period is designated the academic year.
(b) All Participating Faculty contracts are bilateral and cannot be terminated during their term
except by mutual agreement, financial exigency in the case of Senior Teaching Professors
as referenced in subparagraph 3 below, or for cause.
(c) The University normally notifies all Teaching Professors of the terms and conditions of
their following year’s employment by June 10.
2. Teaching Professors
Appointments are for one academic year. These contracts cannot be terminated during the period
of the contract except by mutual consent or for cause. Reappointment is recommended to the
Provost and Chief Academic Officer on an annual basis by the Department Chair or School Director
and the Dean.
It is the responsibility of the Department Chair or School Director to provide annual written
performance evaluations based on the conditions for reappointment to faculty members in their
departments.
The necessary conditions for reappointment include:
i. teaching effectiveness as judged by: classroom visitation by Xavier faculty,
examination of classroom materials, student evaluations, or other appropriate
techniques.
ii. (if applicable) effectiveness in any other duties as specified by the job description
and assigned by the Department Chair or School Director;
iii. evidence of effective participation in the academic life of the Department and the
University; and
iv. the absence of documented problems that are unrectified.
Positive annual evaluations do not assure the eventual granting of promotion to Senior Teaching
Professor. The sufficient condition for a positive recommendation is that such action fulfills the
major responsibility of the institution to retain the best qualified faculty possible.
When a decision is made not to renew a Teaching Professor’s contract or to offer a terminal contract,
that faculty member is advised privately by their Department Chair or School Director of the reasons
for that decision. If the faculty member wishes that a statement of these reasons be communicated
in writing, such a statement will be provided by the Department Chair or School Director. If the
University has decided not to renew an appointment, notice of non-renewal is given to the faculty
member in writing before the ensuing academic year but no later than March 15.
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3. Senior Teaching Professors³
The minimum appointment for Senior Teaching Professors will be two (2) years. For those faculty
who have been employed in a Senior Teaching Professor position for at least six (6) years, the
minimum appointment will be three (3) years. The minimum appointment may be renewed or
extended only on mutually agreeable terms. Salary is reviewed each year. Teaching Professors who
are promoted to the rank of Senior Teaching Professor are eligible for a structural adjustment to their
salary.
These contracts cannot be terminated during the period of the contract, except by mutual consent,
financial exigency as described in Section XIV B., or for cause. Reappointment is recommended to
the Provost and Chief Academic Officer on an annual basis by the Department Chair or School
Director and the Dean.
It is the responsibility of the Department Chair or School Director to provide annual written
performance evaluations based on the conditions for reappointment to faculty members in their
departments.
The necessary conditions for reappointment include:
i. teaching effectiveness as judged by: classroom visitation by Xavier faculty, examination of
classroom materials, student evaluation, or other appropriate techniques;
ii. (if appropriate) effectiveness in any other duties as specified by the job description and
assigned by the Department Chair or School Director;
iii. evidence of effective participation in the academic life of the Department and the University;
and
iv. the absence of documented problems that are unrectified.
When a decision is made not to renew a Senior Teaching Professor’s contract, that faculty member is
advised privately by the Provost and Chief Academic Officer of the reasons for that decision. If the
faculty member wishes that a statement of these reasons be communicated in writing, such a statement
will be provided by the Provost and Chief Academic Officer. If the University has decided not to renew
a Senior Teaching Professor’s appointment, the notice of non-renewal will be given to the faculty
member in writing no later than March 15 before the ensuing academic year and the faculty member’s
employment will terminate at the conclusion of the term of the then existing appointment.
C. Norms for Evaluation of Participating Faculty
Neither retention nor promotion in rank comes automatically through length of service or through
satisfactory performance evaluations. Rather, retention and promotion are dependent on continued
growth in professional competence, according to the criteria listed below:
³ “Clinical Faculty” and “Instructors” as defined in the previous Handbook and Academic Staff who have
continuously served in such full-time capacity since at least 1999-2000 Academic Year are, upon application,
immediately eligible to be granted the rank of Senior Teaching Professor, with the rights and benefits of Senior
Teaching Professors employed in such position for six (6) years or longer; any such Faculty who have continuously
served in such full-time capacity since between 2000-2007 Academic Year may apply for the position of Senior
Teaching Professor starting in the 2017-18 Academic Year; and, all Faculty that meet applicable requirements may
apply starting in the 2018-19 Academic Year.
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1. Teaching
Xavier University’s essential activity is the education of its members through the interaction of
students and faculty. This experience is characterized by critical thinking and articulate expression,
with special attention given to ethical issues and values. Thus, the evaluation of Participating
Faculty in the area of teaching must be an assessment of the faculty member’s success in fulfilling
this mission. The Participating Faculty member must develop the students’ intellectual skills,
expose the underlying philosophical and theological implications in the discipline, where
applicable, and present a world view through the discipline that is consistent with responsible action
and human values. To accomplish this the Participating Faculty member must demonstrate
excellence in teaching and academic honesty; must be devoted to the advancement of knowledge
and its dissemination; must represent to the students the highest scholarly and ethical qualities
within the discipline, and must promote intellectual inquiry through rigorous application of the
appropriate methodology. The students of Xavier University deserve to be challenged and
transformed by experiencing the highest standards of each discipline they study. Participating
Faculty who are successful in this are judged to have fulfilled the University’s mission in teaching.
2. Service
In keeping with the purpose of a Jesuit Catholic University to educate women and men whose lives
will be lived for others, Participating Faculty are expected to give evidence of an involvement with
and a commitment to others, with a view to sharing one’s gifts and educational advantages. In
addition to maintaining a habit of availability to students and colleagues, Participating Faculty have
numerous possibilities for service at the Departmental, College, and University levels, in the wider
human community and in their disciplines. A sign of the University’s commitment to society is our
faculty’s participation in community service.
3. Other Departmental Duties (if appropriate)
Participating Faculty who have other significant departmental duties must demonstrate consistent
initiative and effort with beneficial results related to the execution of these duties.
D. Norms for Advancement of Participating Faculty
1. General Principles
Teaching Professors have the option to apply for the rank of Senior Teaching Professor. Seeking
the rank or obtaining the rank of Senior Teaching Professor is not a requirement for the position of
Teaching Professor. If promotion is denied, the candidate’s job status is not in jeopardy. Teaching
Professors whose requests for promotion are denied may reapply for promotion at their discretion.
To be eligible for promotion, Teaching Professors must demonstrate levels of achievement in their
job duties that exceed those levels required for continued employment at the rank of Teaching
Professor.
Promotion in rank does not come automatically through length of service or through satisfactory
job performance rather, promotion is dependent on continued growth in professional competence,
according to the criteria listed below:
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2. Criteria for promotion to Senior Teaching Professor
Promotion to the rank of Senior Teaching Professor is based on the norms of evaluation of Teaching
Professors as set out above, and in particular requires the following:
i. A minimum of six (6) years of consecutive full-time employment at the rank of Teaching
Professor is ordinarily required.
Thus, the candidate may apply for promotion to Senior
Teaching Professor no earlier than their 6
th
year of consecutive service. By written
agreement between a faculty member and the Provost and Chief Academic Officer at the time
of initial appointment, a maximum of three (3) years of prior experience at an accredited
institution at a rank equivalent to Senior Teaching Professor or above may count towards the
six (6) years of experience required to qualify for promotion.
ii. Teaching – Promotion to the rank of Senior Teaching Professor requires demonstrated
excellence in teaching. Faculty who effectively challenge and transform students by fostering
their understanding of the various methodologies and disciplines of the academy are judged
to have demonstrated excellence in teaching. This judgment must be supported by evidence
from appropriate sources including among others: the faculty member, students, colleagues,
the School Director, the Department Chair, and the Dean.
iii. Service – Consistent with the previous statements on service expected of all Teaching
Professors, in order to be promoted to the rank of Senior Teaching Professor there must be
clear evidence of active participation in service at the Department, College or University
levels. All service must be deemed by the Department and Dean to constitute a positive
contribution to the general good and welfare of the University
Faculty serve the University in the following ways: advising students, membership on
standing and ad hoc committees, participation in recruiting endeavors, assisting in University
Development and Public Relations activities, serving as an advisor to student organizations,
participation in University ministry, service rendered to the individual’s profession, and
participation in other activities appropriately related to the Mission and to the general good
and welfare of the University and to the benefit of society.
iv. Other Departmental Duties – Teaching Professors who have other significant departmental
duties must demonstrate a strong and sustained record of successful execution of these duties.
E. Annual Review of All Participating Faculty
All Participating Faculty will be evaluated annually by their Department Chair or School Director
following a process determined by the appropriate college Dean. The basis for this evaluation will be
achievement in the areas of teaching, service, and other departmental duties (when appropriate). The
sources of information for the annual evaluation include: an annual update, student evaluations, and
other pertinent information. The annual update is prepared by each Participating Faculty member and
contains a summary statement for each of the two areas of teaching, and service. The annual evaluation
by the Chair, or School Director results in a written report shared with the Participating Faculty member
that serves as the basis for contract renewals and merit increases. This report is added to the individual’s
official academic file in their respective Dean’s Office. The individual will include these files in their
portfolio for promotion.
F. Extramural Activity
a. Xavier University requires that all Participating Faculty fully devote themselves to their
University duties and responsibilities. It is understood that membership on the Participating
Faculty is inconsistent with significant employment outside the institution. The University
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recognizes that its faculty members are professionals with professional commitments. As
such, they may wish to enter into continuing relationships with government, professional
agencies and public or private organizations. The University therefore approves and
encourages such activities, when they are consistent with the mission of the University and
do not unduly reduce the faculty member’s attention to University academic responsibilities.
b. Teaching for another institution by Participating Faculty or engaging in extensive extramural
activity requires written permission from the Dean through the Department Chair. A record
of this approval shall be maintained in the faculty member’s permanent file.
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SECTION XIII – THE FACULTY HEARING COMMITTEE
A. The Faculty Hearing Committee is a standing committee of the University composed of five tenured
members of the faculty. Four members of this committee serve staggered three-year terms and are
elected by the Principal Faculty following nominations from each College, such that each College has
one member on the committee. One additional member is appointed by the President and serves a three-
year term. Each year, the members of the committee elect a Chair from their number, with consideration
given to the merits of the Chair holding rank of Professor. Members of this committee may not serve
more than two consecutive terms and may not serve simultaneously on the Faculty Hearing Committee
and the University Rank and Tenure Committee. Vacancies on the committee that result from
resignation, retirement, or any other reason are to be filled by the same procedure.
B. If a committee member is challenged for bias in a particular case, and that challenge is sustained by a
majority vote of the other members, or if a member cannot serve because of illness or for some other
reason, then a replacement is made. If it is a faculty-elected member that must step down, then the
replacement is elected by the remaining faculty-elected members. If it is a President-appointed member
that must step down, then the replacement is appointed by the President.
C. The Faculty Hearing Committee will be called into session to hear appeals in the following areas:
a) charges of substantive violation of a faculty member’s academic freedom
b) dismissal of a tenured faculty member
c) termination of an unexpired contract
d) termination of a tenured appointment on the grounds of financial exigency
e) other grievances not resolved by collegial action
f) a negative tenure recommendation by the Rank and Tenure Committee
g) a negative promotion recommendation by the Rank and Tenure Committee
h) a negative final promotion decision to the rank of Senior Teaching Professor by the Provost
In cases (a) through (e), a faculty member who desires to file a formal grievance must first attempt to
resolve the problem with the appropriate administrator. If the grievance is not resolved at this level,
then the grievant may submit a formal written grievance to the Faculty Hearing Committee. This formal
written grievance must include the complaint, the remedy sought, and the administrative response to
the original discussion. The Faculty Hearing Committee then holds hearings, making use of the formal
grievance and such other materials that it requests or that the grievant submits or that the administration
submits. The Faculty Hearing Committee reviews each grievance and decides either to hold a hearing
or to reject the grievance as unsupported. The Faculty Hearing Committee is advisory to the President,
so it makes a written report and recommendation to the President. Copies of this report and
recommendation are given to the grievant and to the appropriate administrator. The President then
makes the final decision on the grievance.
In cases (f), a negative tenure recommendation and (g), a negative promotion recommendation, the
committee only considers appeals for which the grievant has presented evidence of one or both of the
following:
1. that the denial was based on reasons other than those specified in the criteria for tenure;
2. that the Rank and Tenure Committee misconstrued the information provided by the applicant.
If the Faculty Hearing Committee is convinced that an error has been made, then it will submit the
evidence and its judgment to the University Rank and Tenure Committee, for reconsideration of the
Committee’s original decision. The President and the grievant will be informed of this action and the
reasons for this action. The University Rank and Tenure Committee makes its recommendation based on
the reconsideration and submits as before to the President. The President makes the final decision.
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In the case of (h), a negative promotion recommendation to the rank of Senior Teaching Professor, the
Faculty Hearing Committee only considers appeals for which the grievant has presented evidence of
one or both of the following:
1. that the denial was based on reasons other than those specified in the criteria for promotion;
2. that the information provided by the applicant was misconstrued.
If the Faculty Hearing Committee is convinced that an error has been made, then it will submit the
evidence and its judgment to the Provost who may consult with the Department Promotion Committee,
the Department Chair (or the School Director) and the Dean for reconsideration of their original
decisions. The Provost and Chief Academic Officer will make the final decision.
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SECTION XIV – TERMINATION OF TENURED FACULTY
The employment of a tenured Principal Faculty member may be terminated only for grave cause. Grave
cause includes acts of grave dishonesty, gross incompetence in teaching, grave irresponsibility in
discharging university obligations, substantial misrepresentation of facts relevant to faculty status,
incapacitating physical or mental illness, conviction of a serious crime, financial exigency, and grave
violations of University policies, such as those governing sexual harassment.
A. Procedure for Termination
When reason arises to consider the termination of a faculty member for grave cause, other than financial
exigency, the appropriate administrator (e.g., Department Chair or Dean) should discuss the matter with
the faculty member. If the matter cannot be mutually resolved, the Provost and Chief Academic Officer
reviews the case, interviews the principals involved, and makes a determination of whether or not formal
termination proceedings should be instituted. If the Provost and Chief Academic Officer decides that
such proceedings should be initiated, this decision and the grounds for the proposed termination are
communicated in writing to the faculty member and the Faculty Hearing Committee, in the form of a
request that the Faculty Hearing Committee initiate termination proceedings. Within ten working days
of receipt of the Provost and Chief Academic Officer’s communication, the Faculty Hearing Committee
establishes a specific location, time, and place for a formal hearing. In setting the hearing date, at least
fifteen working days from the time of the receipt of the Provost and Chief Academic Officer’s
communication are allowed for the faculty member to prepare a defense. The faculty member and the
Provost and Chief Academic Officer are informed in writing of the location, time and date of the
hearing.
At the formal hearing before the Faculty Hearing Committee, the faculty member or a principal faculty
colleague serving at the request of the faculty member, is given an opportunity to make an oral
presentation. The Provost and Chief Academic Officer also has the opportunity to make an oral
presentation. The faculty member or the previously designated colleague has the opportunity to confront
all adverse witnesses, to call witnesses, and to submit written or oral arguments on his or her behalf.
The Provost and Chief Academic Officer has the same rights. The Faculty Hearing Committee may
also question witnesses. Records of all proceedings are kept by the Hearing Committee.
Within ten working days of the conclusion of the hearing, the Faculty Hearing Committee makes its
recommendation in writing to the President. The recommendation includes reasons for its conclusions.
Minority reports may be submitted by committee members who dissent from the majority opinion. At
the same time, a copy of the committee report and any minority reports are provided to the faculty
member. The President reviews the findings of the Committee and renders a decision. At any point
during any of these procedures the faculty member may be temporarily relieved of teaching and other
duties. The faculty member’s salary payments will be continued during this period.
B. Procedure for Termination in Cases of Financial Exigency⁴
If the University announces that it is threatened by financial exigency, the Faculty Committee and the
University Planning and Resourcing Council (UPRC) participate with the administration in reaching
decisions that such exigency does exist or is imminent and that all feasible alternatives have been
pursued prior to termination of contracts. In such discussions the administration provides the
Committees with all the information necessary for the responsible discharge of this function, including
audits and studies relating to the financial condition of the institution. At the end of deliberations, each
of the two Committees makes a recommendation to the President. Minority reports may also be
submitted.
⁴ An imminent financial crisis which threatens the survival of the institution as a whole and which cannot be
alleviated by less drastic means. AAUP Redbook, 1990 edition, page 23.
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When a state of financial exigency has been announced by the President and the Board of Trustees, the
Faculty Committee and the UPRC participate with the administration in decisions about which
appointments should be terminated. If tenure-track or tenured faculty members are to be terminated, the
Deans, and the College Curriculum Committees, meeting together, make specific recommendations to
the Provost and Chief Academic Officer, about which appointments should be terminated.
Before an appointment is terminated, the administration, in consultation with the Faculty Committee,
attempts to place the faculty member in another suitable position within the University. The terminated
faculty member is entitled to one semester notification before termination. During the period between
notification and the termination date, a faculty member may appeal the decision to the Faculty Hearing
Committee, by presenting arguments that question the following:
1. the degree of the financial exigency
2. the validity and applicability of the educational judgments that have been made.
Following its consideration of the faculty member’s appeal, the Faculty Hearing Committee makes its
recommendation to the President.
When the President has confirmed a termination, there will be a two-year period during which time the
President must consult with the Faculty Committee and the College Curriculum Committees before
hiring a replacement.
Termination of tenured faculty will not occur before termination of nontenured faculty, except where
such termination would result in grave distortion of an academic program as determined by the
President. In all cases of termination of tenured appointments because of financial exigency, the place
of the faculty member terminated must not be filled within a period of three years, without its being
offered first to the terminated faculty member. These individuals must be given a month to accept or
decline such an offer.
04-26-2024
SECTION XV – FACULTY LEAVE POLICY
A. Unpaid Leaves
A Principal Faculty member may request a leave of absence without pay for one semester or one
academic year. Normally, such leaves are not granted for a period longer than two years. The request
for a leave of absence should be made in writing through the appropriate Dean to the Provost and Chief
Academic Officer, prior to April 1 of the academic year preceding the leave. If the leave of absence
begins with the second semester, the request should be made by October 15. While the University makes
efforts to honor requests for leaves without pay, it has no obligation to grant them. At the end of a leave,
the University can require faculty members to return to full-time employment at the University or
relinquish their positions.
B. Faculty Development Leaves
Faculty Development Leaves are granted for one semester at full pay or two semesters at half pay. The
number of these leaves awarded annually is based on: the need of the University to have a cohort of
Principal Faculty, the availability of funds, and the quality of the requests. The Provost and Chief
Academic Officer grants these leaves, based on the evaluation of the requests by the Faculty
Development Committee. The criteria used for evaluation are length of service and the quality of the
proposed activities. These activities include improvement of teaching, research, scholarship,
development of technical skills, and other activities that are judged to impact the University positively
through intellectual development of the faculty member.
The calendar and procedures for requesting Faculty Development Leaves are made available annually
by the Office of the Provost and Chief Academic Officer. In order to be eligible, the faculty member
must have completed three years in a Principal Faculty position at Xavier University. Also, a Faculty
Development Leave is not granted to an individual faculty member more than once every four years.
C. Seniority Sabbaticals
The Seniority Sabbatical Program, leaves of one semester at full pay or two semesters at half pay, is
limited to those faculty members who hold Principal Faculty positions continuously since May 31,
1989, plus those faculty moved from temporary to Principal Faculty positions in their reappointment
letters for 1989-90. The number of these leaves awarded annually is based on the need of the University
to have a cohort of Principal Faculty and the availability of funds. These faculty members, according
to a chronological listing, retain their eligibility for three years from the time of notification of
eligibility. Within that period, the leave must be taken or forfeited. The current seniority sabbatical
program ends when all current faculty defined in this section have been offered a sabbatical.
04-26-2024
SECTION XVI – FACULTY COMPENSATION
A. Salary
Xavier University is committed to providing its faculty with fair and competitive compensation that
includes salary and benefits. Principal Faculty and Participating Faculty are compensated for the nine-
month academic year. Upon their request salaries can be paid over twelve months.
Summer offerings are scheduled with respect to the needs of the program and the University. Hence,
opportunities for summer teaching exist but cannot be guaranteed. Summer teaching is not considered
part of the academic year appointment. Principal and Participating Faculty receive 2.5% of their
previous year’s salary for each credit hour taught during the summer. While every effort will be made
to honor summer assignments, letters of appointment are not final until an enrollment approved for that
particular course has been reached. The maximum teaching assignment allowed during the summer is
six credit hours and one workshop hour, except with the permission of the Provost and Chief Academic
Officer. Compensation for workshops varies depending on specific circumstances and is subject to the
approval of the Provost and Chief Academic Officer.
B. Standard Benefits
University Faculty employed on a full-time basis are entitled to certain benefits provided by the
University to all full-time employees. These benefits include employer contributions to Social Security
(FICA), retirement, life insurance, disability insurance, health insurance, liability insurance, and other
miscellaneous benefits such as a discount on books and educational items purchased at the University
Bookstore. These benefits are subject to local, state and federal legislation and to modifications imposed
by outside vendors. These benefits are reviewed annually by the Benefits Committee which makes
recommendations for modifications to the UPRC. The UPRC then recommends levels for the next year
to the President. The President’s action on such recommendations established the benefits for the next
year.
C. Xavier Benefits
Xavier University encourages its faculty to fully participate in the life of the University. To that end,
University Faculty employed on a full-time basis may choose two complimentary tickets to all home
athletic events or reduced season rates. In addition, they receive reduced rates for student performances,
and for an individual or family membership at the University Sports Center. Free parking is provided
in designated lots.
University Faculty employed on a full-time basis receive 100% tuition remission for most graduate or
undergraduate courses at the University. This benefit also applies to retired Xavier faculty members
who have served the University full-time for at least seven years. Following a one-year waiting period
from the start of full-time employment at Xavier, 90% tuition remission is also granted for most graduate
and undergraduate courses for spouses and dependent children up to and including the age of 25. In the
event of retirement, disability, or death of a University Faculty member who has completed seven years
of full-time service at Xavier, tuition remission is extended to the spouse and dependent children under
the same conditions as it is extended to the spouse and children of an active employee. In all cases,
tuition remission is contingent upon acceptance into the University and into the program of study.
Additionally, for programs that are at capacity and have size limits tuition remission may not be
available.
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In the spirit of shared governance, the Benefits Committee and the Faculty Committee, as the executive
committee of the Faculty Assembly, will jointly consider any modifications to these benefits and jointly
submit a report to the President and the UPRC. The UPRC will consider these recommendations and
make its own recommendation to the President. The President’s action on such recommendations will
establish benefits in this area.
D. External Programs
Xavier is a participant in the Faculty Children Exchange Program (FACHEX) and the Tuition Exchange
Program, Inc. (TEP). Children of University Faculty employed on a full-time basis may compete for
FACHEX and TEP scholarships at participating institutions. Information about these programs can be
obtained from the Office of Financial Aid.
E. Sick Leave, Family Leave and Family Medical Leave Act (FMLA)
Employees may be eligible for Family Leave as defined in the University’s Family Leave Policy.
Family Leave is accessible when the conditions of a faculty member’s absence meet the requirements
of the Family and Medical Leave Act of 1993 (“FMLA”). For example, Family Leave may be used if
an employee or an employee’s family member is dealing with a serious medical condition. Family
Leave may also be used as paid leave for parents welcoming a new child. Additional information on
the FMLA and Family Leave is available from the HR Business Partner.
All faculty members who meet the requirements of the FMLA are eligible under certain conditions for
paid Family Leave as described in University policy, and for additional job protection. Requests by
faculty members for FMLA leave should be made to the HR Business Partner with appropriate
supporting documentation. Nontenured Principal faculty may apply to the Provost and Chief Academic
Officer to have FMLA leave time excluded from the time counted toward the probationary period.
Alternatively, nontenured Principal faculty can interrupt the probationary period, without going on
FMLA leave for FMLA reasons. A request for the interruption of the probationary period must be
initiated in writing and sent, with the recommendation of the appropriate Chair and Dean, to the Provost
and Chief Academic Officer for final decision.
Paid sick leave is available to University Faculty employed on a full-time basis determined by length
of University service. For those with less than six months of service no sick leave is granted. For those
with six months to less than one year of service sick leave is one month of full pay and one month at
half pay. For those with one year to less than two years of service sick leave is one month at full pay
and two months at half pay. For those with two years to less than five years of service sick leave is one
month at full pay and five months at half pay. For those with five years or more of service, sick leave
is two months at full pay and four months at half pay. Information on paid sick leave is available from
the HR Business Partner.
To ensure the continuation of quality instruction, faculty members confronting the necessity of Family
Leave or extended sick leave should give notice to the Department Chair as soon as possible so that the
faculty member’s Chair and Dean may make appropriate arrangements.
04-26-2024
SECTION XVII – FACULTY HANDBOOK REVISIONS
Faculty Handbook revisions may be proposed by the Provost and Chief Academic Officer or by the Faculty
Assembly. Proposed revisions from either source are officially transmitted, in writing, to the other party. At
the end of a sixty-day period following the official transmission, during which the proposed revisions have
been discussed at a meeting of the Faculty Assembly, the proposed revisions must be accepted by a majority
vote of the Principal Faculty, Participating Faculty, and Professional Librarians, using an anonymous ballot,
unless the proposed revision deals with issues related to the definition of Principal Faculty, Principal Faculty
reappointment, or tenure and promotion to Associate or Full Professor. In that case, only Principal Faculty
will vote. The sixty days must fall within the Academic Year. The proposed revisions are presented to the
President. The President may accept the revisions and present them to the Board of Trustees for ratification
or the President will make any objections known in writing to the Faculty Assembly and to the Provost and
Chief Academic Officer.
In the case of an objection, the Provost and Chief Academic Officer and the Faculty Assembly attempt to
resolve the issues. Only when agreement is reached and confirmed by an anonymous ballot is the proposal
returned to the President. The President again may submit the revision to the Board of Trustees for
ratification or may end the process of revision. No revision may adversely affect the contract of employment
of individual faculty members during an academic year. Changes mandated by federal, state, or local laws
are not governed by the revision procedure.
The authority to approve the Faculty Handbook and revisions to the Faculty Handbook rests with the Board
of Trustees of Xavier University. The Faculty Handbook and changes to it shall become effective as of the
date(s) of approval by the Board of Trustees.
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SECTION XVIII – FACULTY HANDBOOK INTERPRETATION
A. Process. In cases where faculty or the administration believes that the other has misinterpreted or
violated the Handbook, the Faculty Assembly meets with the Provost and Chief Academic Officer
and, where appropriate, other concerned administrators to resolve the disagreement. If this
consultation fails to resolve the issue, the matter is brought to the attention of the President, who
makes the final decision.
B. Waiver. Consent by either the faculty or the administration to a breach of any provision of this
Handbook, or to a waiver of any provision of this Handbook, whether express or implied, shall not
constitute consent to, waiver of, or excuse for any breach of any other provision or subsequent
breach of the same provision.
C. Severability. If one or more of the provisions of this Handbook is held to be invalid, illegal, or
unenforceable by a court of competent jurisdiction, then the validity, legality, and enforceability of
the remaining provisions of this Handbook shall be unaffected.