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Academic Staff Handbook |
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Chapter 3 Employment and Related
Information |
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OFFICE OF ACADEMIC HUMAN
RESOURCES The Office of Academic Human
Resources is responsible for the administration of personnel policies for
academic staff members. Staff in the office should be contacted whenever
questions about academic policies and procedures arise (333-6747). For
information on academic appointment processing, call 244-2400. Categories of Academic
Appointees There are several categories of
academic appointees: faculty and other academic ranks, academic
professionals, and graduate assistants (students). Included within the faculty are
those in the tenured/tenure-track professorial ranks (i.e., professors,
associate professors, and assistant professors). Other academic ranks
recognized within the academic staff are (1) lecturer; (2) instructor; and
(3) teaching associate, research associate, and clinical associate. Academic professionals are
those members of the academic staff whose positions have been designated by
the president and the chancellor as meeting specialized administrative, professional,
or technical needs, in accordance with Article IX of the University of
Illinois Statutes (http://www.uillinois.edu/trustees/statutes.cfm). Academic
professionals receive an academic contract issued by the Board of Trustees
for a term appointment. They are accorded the rights and privileges
pertaining to other academic staff members, except those that apply
specifically to members of the academic staff with faculty rank, such as
eligibility for tenure. (Academic appointees on the hourly payroll do not receive
University benefits.) Graduate assistants are students with appointments which include teaching, research, and clinical assistants. |
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Academic Freedom and Faculty
Responsibility The responsibilities of
full-time members of the academic staff to the University are fulfilled by
the performance appropriate to rank and terms of appointment of teaching,
scholarly research, continuing education and public service. Such staff
members may carry on some professional or business activities of an
income-producing character, so long as such activities are compatible and not
in conflict with University interests. The head or chair of the department of
which the employee is a member should know about and approve of these
activities outside the University. See Policy on Conflicts of Commitment and
Interest in this chapter. Universities exist to serve the
common good and not primarily to further the interests of either individuals
or institutions. The basic functions of the University of Illinois are
teaching, research, and public service. By accepting an appointment at this
University, an individual assumes a responsibility to pursue scholarly
activities. Such pursuits necessitate free inquiry, free expression,
intellectual honesty, respect for the dignity and rights of others, and
openness to change. The rights and responsibilities exercised within the
academic community must be compatible with these characteristics. Academic freedom is essential
to the functioning of a university. It applies to its teaching, research, and
public service and involves both faculty and students. Faculty members are
responsible for providing students with the same kind of freedom that they
claim for themselves, namely, the freedom to consider conflicting views and
to make their own evaluation of data, evidence, and doctrines. Furthermore,
faculty members have a responsibility to maintain an atmosphere conducive to
intellectual inquiry and rational discussion. Faculty members are expected to
instruct their assigned courses in a manner consistent with the scheduled
time, course content, and course credit as approved by the faculty. Within
these constraints, they are entitled to freedom in the classroom in
developing and discussing according to their areas of competence the subjects
that they are assigned. Faculty members who are unable to meet their classes
have the obligation to offer alternate instruction to meet the course
requirements. If they are unable or unwilling to do so, their department or
college must assume this responsibility. Since University policy calls for the
comparison of a student's performance with that of other students in the
University for the several purposes that grades serve, faculty members have
the responsibility to provide the University with an evaluation of the work
of each student in their classes. Faculty members are citizens as
well as members of a learned profession and an educational institution. When
they speak or write as citizens, they should be free from institutional
censorship or discipline. As citizens, faculty members have the rights common
to all citizens to organize and join political or other associations, convene
and conduct public meetings, peacefully demonstrate, picket, and publicize
their opinions on political or social issues. In exercising these rights,
they should not use the services of the University, and any indication of
University affiliation should be accompanied by a statement that it is for
identification purposes only. Each faculty member has the
right to criticize and seek alteration of regulations and policies by appropriate
means. Among means deemed inappropriate are committing or inciting acts of
physical violence against or coercion of individuals; acts that interfere
with academic freedom, freedom of speech, or freedom of movement; and acts of
destruction of property. |
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Alleged abuse of the proper role of the faculty with regard to academic freedom and faculty responsibility should be identified and adjudicated by appropriate faculty bodies already in existence in the University community in accordance with established principles and procedures of due process. The University Statutes (http://www.uillinois.edu/trustees/statutes.cfm) indicate that these evaluations are initially made by departmental administrators with the counsel of faculty bodies; subsequent evaluation is made by academic deans, campus- and University-level administrators, and the Board of Trustees with adequate counsel of faculty bodies. At the campus level, the Faculty Advisory Committee and the Senate Committee on Academic Freedom and Tenure are charged with a responsibility in both the judicial and review processes. Periods of Appointment Members of the teaching staff
are generally appointed for an academic year, which at the Urbana-Champaign
campus consists of two semesters (August 21 to January 5 and January 6 to May
20). They are free for other employment in the University or elsewhere during
the summer months, except that they are expected to report for any
departmental meetings before registration and to render all services
requested of them in connection with registration and the preparation of
materials and reports for the academic year. Academic year appointees must be
paid over twelve months; i.e., August 21 to August 20, unless they are
temporary; i.e., visiting, in which case they may be paid over nine months.
Academic-year appointees have no vacation periods except for specific approved
holidays. Academic staff members at
Urbana-Champaign on an academic-year appointment may also be employed to
teach in the summer session, or to perform research or other services during
a period not exceeding two months or two-ninths of the academic staff
member's academic year salary. For each month of such service, they will
receive additional compensation at the rate of one-ninth of the full-time
rate paid for services required during the preceding academic year. Summer
employment that exceeds two months or the full-time equivalent of two-ninths
of the academic year salary is subject to advance approval by the chancellor.
Questions may be directed to the Office of Academic Human Resources. Members of the administrative,
research, and extension staffs (i.e., academic professionals) are generally
appointed for twelve months, including allowable vacation consisting of
twenty-four working days per appointment year. While most academic
professional staff members are appointed on a twelve-month basis, other
options are available, including the academic year nine-month appointment as
described above and the ten-month service paid over twelve months
appointment. On this latter ten-month appointment type, no vacation is earned
as with the nine-month appointment, and the ten months of service may occur
over any ten-month period. In addition, academic professionals on a ten-month
appointment may be eligible for a one-month "summer" appointment at
the rate of one-tenth of the annual rate. Transfers Between Academic and
Civil Service Status When a staff member changes
from a civil service position to an academic position, or vice versa, sick
leave and vacation credit will be transferred as outlined in Section IX/C-39
of the Campus Administrative Manual (www.fs.uiuc.edu/cam). For
questions regarding the application of these policies, call the Office of
Academic Human Resources (333-6747) when transfers are to academic status and
the Personnel Services Office (333-2143) when transfers are to civil service
status. |
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SALARY INFORMATION There are petition and review
processes for faculty members and academic professionals who believe their
salaries are too low by reason of sex, race, color, national origin, or
religion. The policy has its origins in affirmative action/equal opportunity
and does not apply to perceived inequities stemming from causes other than
sex, race, color, national origin, or religion. To initiate the equity review
process, the complainant must file a written petition with the executive
officer of his or her department or unit. This petition should 1) describe the
peers with whom a comparison of salary and accomplishments should be made and
2) state the dollar amount of the perceived salary discrepancies. Faculty Salary Equity Review Because market factors can vary
to a considerable degree from discipline to discipline, equity review
petitioners should seek counterparts within their own discipline or, in the
case of small departments, in closely related disciplines. To be acceptable
for review, the petition must describe a discrepancy between the salary of
the petitioner and the average of the appropriate counterparts that exceeds 7
percent of the petitioner's salary. After receiving the petition,
the departmental/unit executive officer will meet with the petitioner to
determine (with the help of a standing or ad hoc committee, if necessary)
whether the petitioner has named appropriate counterparts. If further review
is warranted, the petition is referred to a standing or ad hoc committee
appointed by the executive officer. When the committee has completed its
review, its recommendations are communicated in writing to the executive
officer, who is charged with making a decision. The unit executive officer's
decision is communicated in writing to the petitioner and for purposes of
review to the administrator to whom the unit executive officer reports. This
administrator will review all materials examined at the departmental level
and will assess whether fair and proper procedures were followed and whether
the decision at the departmental level was sound. The reviewer's decision is
final. For the complete text of the
faculty salary equity review process, consult Section IX/C-31 of the Campus
Administrative Manual (www.fs.uiuc.edu/cam), available in academic
and administrative offices, including the Office of Equal Opportunity and
Access on the first floor of Swanlund Administration Building. Academic Professional Salary
Equity Review In an equity review petition,
the peers cited do not have to be in the same unit or have the same job title
as the petitioner, but should have similar jobs and comparable qualifications
and experience to those of the petitioner. To be acceptable for review, the
petition must describe a discrepancy between the salary of the petitioner and
the average of the appropriate counterparts that exceeds 10 percent of the
petitioner's salary. After the departmental/unit
executive officer receives the petition, a meeting will be arranged between
the petitioner and his or her supervisor. At this point the matter will be
resolved if a proposed solution is acceptable to both parties. |
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If the issue is not resolved at the supervisor's level, a review will be conducted by the departmental/unit executive officer in consultation with a standing or ad hoc committee appointed by the executive officer. The petitioner has the right to be heard by this committee. When the committee has completed its review, its recommendations are communicated in writing to the executive officer, who is charged with making a decision in the matter. If the petitioner is not satisfied with the decision of the unit executive officer, he or she may appeal to the administrator to whom the unit executive officer reports. This administrator will review all materials examined at the departmental level and will assess whether fair and proper procedures were followed and whether the decision at the departmental level was sound. The reviewer's decision is final. For the complete text of the academic professional salary equity review process, consult Section IX/C-32 of the Campus Administrative Manual (www.fs.uiuc.edu/cam), available in academic and administrative offices, including the Office of Equal Opportunity and Access on the first floor of Swanlund Administration Building.
Mid-Year Salary Increases Salary increases ordinarily
occur as part of the annual budget cycle, i.e., are effective August 21 at
the beginning of the appointment year. Mid-year salary increases will not be
approved except in limited and well-defined circumstances. Such circumstances
include: 1) responding to a demonstrable salary inequity within the employing
unit when there are compelling reasons to make the adjustment outside the
normal process; 2) countering an immediate written offer to an employee
either from outside the University or from another unit; and 3) recognizing a
significant change in an employee's duties and level of responsibility. In
the latter case, a change in title is not in itself sufficient. There must be
a real and clearly noticeable change in the position as of the date of the
increase. Requests for mid-year salary increases should be accompanied by a
statement of justification and forwarded through the normal personnel
approval channels (unit, college, or director of an independent campus unit)
to the Office of the Provost. Employment and Salary Verification Academic staff members who are
attempting to secure loans or mortgages and who need employment and/or salary
verification may contact the Office of Academic Human Resources-Processing,
807 South Wright Street (333-2191). Salary information will be released to
mortgage or credit companies only upon authorization by the employee.
Verifications of salary may be also be done electronically through the TIGER
Web-based system. For further information, consult Human Resources
Information Center at 333-4297. |
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VACATIONS, HOLIDAYS, AND LEAVES Vacations and Holidays Academic staff members
appointed for any period of time other than on a twelve-month basis have no
vacation periods except for specific approved holidays. Full-time academic
staff members appointed on a twelve-month basis receive 24 workdays of paid
vacation per appointment year; part-time academic staff members appointed on
a twelve-month basis receive 24 workdays of paid vacation at the percentage
of their appointment (based on an eight-hour day) per appointment year.
Vacation is arranged to accommodate the convenience of the academic staff
member with the approval of the unit. A maximum of 48 workdays of vacation
may be accumulated and carried over into the new appointment year. During a
partial-year appointment, vacation is prorated. Vacations taken during the
holiday recesses, other than the actual holidays recognized by the
University, are considered a part of the annual vacation allowance of 24
days. For more information refer to NESSIE Vacation Leave. Each fiscal year salaried employees are eligible for the designated holidays and one or two floating holidays depending on the number of designated holidays each year. Part-time employees who do not normally work on a designated holiday day are not eligible to take a "make up" holiday on a day they normally work. Leaves of Absence Sabbatical Leave. A member of the faculty who has the
rank of assistant professor or above and who has served the University for
the periods indicated below on full-time, nonvisiting appointment as an
assistant professor or above since his or her original appointment or since
the termination of his or her last leave on salary, may be granted a
sabbatical leave of absence with pay for the purpose of study, research, or
other pursuit. The object of the leave is to increase the individual's
usefulness to the University. The leave must be recommended by the head or
chair of the faculty member's department with the concurrence of the dean of
the college (or on recommendation of the dean or director of an independent
campus unit), subject to approval by the chancellor, the president, and the
Board of Trustees. The following sabbatical leave
options are available to the Urbana-Champaign faculty: A. For faculty members on
nine-month appointments 1. After eight appointment
years of full-time service: a. two semesters at two-thirds
salary or b. one semester at full salary. 2. After six appointment years
of full-time service: a. two semesters at half salary
or b. one semester at full salary. |
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3. After four appointment
years of full-time service: one
semester at two-thirds salary. 4. After three
appointment years of full-time service: one
semester at half salary. B. For faculty members on
twelve-month appointments 1. After nine
appointment years of full-time service: nine months
at full salary. 2. After eight
appointment years of full-time service: a. twelve
months at two-thirds salary or b. eight
months at full salary. 3. After six
appointment years of full-time service: a. twelve
months at half salary or b. six
months at full salary. 4. After four
appointment years of full-time service: six months
at two-thirds salary. 5. After three
appointment years of full-time service: a. six
months at half salary or b. three
months at full salary. After a sabbatical leave,
credit toward the next sabbatical begins to accumulate at the beginning of the
next semester (for faculty members on nine-month appointments) or the next
month (for faculty members on twelve-month appointments) upon returning to
full-time service. Time spent on leave of absence without pay may not be
counted as credit toward a sabbatical leave, unless specifically approved by
the provost. An eligible faculty member may
combine sabbatical leave salary with salary paid from a grant or contract
administered by the University as long as 1) the combined salary does not
exceed the faculty member's full salary for the year in which sabbatical is
taken and 2) the contracting or granting agency approves such an arrangement. |
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Sabbatical leaves are given to
members of the faculty primarily for the purpose of enabling them to acquire
additional knowledge and competency in their respective fields. No one to
whom a sabbatical has been granted will be permitted while on such leave to
accept remunerative employment or engage in professional practice or work for
which he or she receives pecuniary compensation, including administrative
stipends. Although this does not prohibit the faculty member while on
leave from giving a limited number of lectures or doing a limited amount of
other work, it does require advance approval by the chancellor. A faculty
member while on sabbatical leave may accept a scholarship, fellowship, or
grant for the purpose of study, research, or scientific investigation
provided that the acceptance does not impose duties and obligations
incompatible with the purpose for which sabbatical leaves of absence are
granted. A member of the faculty to whom
a sabbatical leave of absence has been granted must agree to return to the
University on the expiration of the leave and to remain in its service for at
least one year thereafter or pay back any salary earned during the leave. The
University, on its part, will agree to retain the faculty member in its
service for the period of one year after return from sabbatical. Upon the
faculty member's return from sabbatical leave, he or she is required to submit
through the appropriate department head and dean or director a report to
the chancellor on the work undertaken during the sabbatical period. Those
reports should be routed through the Office of Academic Human Resources. Each faculty member seeking
sabbatical leave must prepare an Application for Sabbatical Leave of Absence
form and a sufficiently detailed statement about the proposed program of
study and travel and the type of supplementary financial aid to be applied
for or received. This material is transmitted through the head of the department
and the dean of the college (or the director of a similar unit) to the
provost, who forwards the application to the Campus Research Board for
evaluation and recommendation. In light of the Research Board's
recommendations, the provost transmits the application, with recommendations
via the chancellor, to the Board of Trustees. Applications will not be
approved if any additional costs to the University are involved. For further information,
consult the Provost's Communication No. 19 (http://www.provost.uiuc.edu/communication/19/index.html);
NESSIE Sabbatical Leave; or call the Office of Academic Human Resources
(333-6747). Leave of Absence without
Pay. On the
recommendation of the head or chair of a department and with the concurrence
of the dean of the college, or on the recommendation of the dean or director
of an independent campus unit, a member of the academic staff may be granted
a leave of absence without pay (full or partial) by the chancellor for a
period of one year or less. Such a leave may be renewed in special
circumstances, ordinarily for not more than one year. Leaves for longer
periods or frequently recurring leaves would not seem to serve the best
interests of the University. It is the obligation of the head of the unit to
justify the approval of the leave. Leaves of absence without pay are not
normally granted to academic staff on visiting appointments. Refer to Provost's
Communication No. 20 (http://www.provost.uiuc.edu/communication/20/index.html);
NESSIE Leaves; or contact the Office of Academic Human Resources (333-6747). |
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In order to continue to receive
service and earnings credit for retirement purposes, an employee who is
granted a leave of absence without pay must file an election to pay the
employee contributions of 8 percent of salary, which are automatically deducted from
the employee's earnings when pay is being received. Employees on leave
without pay do not earn sick leave or vacation during the period of the leave
unless the leave without pay is a partial leave, and then the vacation and
sick leave benefits are earned at the percentage the employee works. The Family and Medical Leave
Act (FMLA) of 1993 entitles eligible employees to up to 12 weeks of unpaid
(or paid) leave for illness or certain family reasons. Employees are eligible
for the 12 weeks of FMLA leave each academic year (August 21 through August
20). Employees may use paid sick leave or vacation, as appropriate, during
the FMLA leave or may use leave without pay if necessary. FMLA leave is
available for the following purposes: birth or adoption of a child, and in
order to care for such child; care of a spouse, child, or parent with a
serious health condition; or for an employee's serious health condition.
Refer to Section IX/A-10 of the Campus Administrative Manual
(www.fs.uiuc.edu/cam) for specific provisions under FMLA or NESSIE Family
Medical Leave or contact the Office of Academic Human Resources (333-6747)
for additional information. For employees ineligible for
FMLA leave or who have exhausted their 12 weeks FMLA leave, leave without pay
for family purposes such as child-rearing and care of an invalid or seriously
ill spouse, parent, child, other close relative, or member of the household
is available. It is available to male and female staff members, regardless of
marital status, and is applicable to the adoption of children. Requests for
leave for family reasons are treated like any other request for leave without
pay. Also see Parental Leave below. Within strictly defined limits,
assistant professors who provide service to the University for less than a
full appointment year (as in the taking of leave without pay) may determine
whether they wish to have that year counted toward completion of the
probationary period toward tenure. Refer to the section on the probationary
period for a statement of this policy. Time spent on a leave of absence
without pay does not ordinarily count toward the completion of the
probationary period for a faculty member in the tenure track, if the
circumstances of the leave are such that the faculty member's ability to
continue scholarship or creative activity is impaired. Neither does it
ordinarily count as service in establishing eligibility for a sabbatical
leave with pay, unless recommended and agreed upon in advance. Leave without
pay (full or partial) will not count toward the total service credit in
determining the minimum notice of nonreappointment for academic professional
staff members. Sick Leave. Sick leave may be used for illness of,
injury to, or need to obtain medical or dental consultation for the academic
staff member, the academic staff member's spouse, children, parent, or
members of the household. An academic staff member may use sick leave for
pregnancy. Following the adoption or birth of a child, sick leave may be used
for a period of time, not to exceed 12 weeks, to care for that child. |
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Academic staff members with an
appointment that is 50 percent or more for nine continuous months and are a
participant in a university approved retirement system have 25 workdays of
sick leave available each appointment year. The first 12 of these are
cumulative, if unused. If these 12 days are used, up to 13 additional
workdays are available in that appointment year. The 13 workdays are not
cumulative. When these 25 days of sick leave (12 days cumulative and 13 days
noncumulative) are exhausted in an appointment year, any balance of leave
accrued prior to January 1, 1984 and on or after January 1, 1998 may be used.
After that amount is completely depleted, any balance of sick leave
accumulated on or after January 1, 1984 and prior to January 1, 1998 may be
used. In addition, once all sick leave is really exhausted, employees who
have contributed to the Shared Benefits Pool may request up to 45 workdays
from that pool for catastrophic illnesses to bridge time to apply for SURS
disability, for example. See below for further information. Finally, the
chancellor may grant paid sick leave up to one-half of an appointment year
(including the leaves just described) for full-time academic staff members
with at least three full years of service. An academic staff member who has
not accumulated sufficient sick leave and who has not completed three full
years of service may, with the approval of the unit, utilize accumulated and
unused vacation and/or request leave without pay. The Family and Medical Leave
Act (FMLA) of 1993 entitles eligible employees to up to 12 weeks of leave for
illness or for certain family reasons. Employees may use paid sick leave or
vacation, as appropriate, during the FMLA leave or may use leave without pay
if necessary. FMLA leave is available for the following purposes: birth or
adoption of a child, and in order to care for such child; care of a spouse,
child, or parent with a serious health condition; or for an employee's
serious health condition. Refer to Section IX/A-10 of the Campus
Administrative Manual (www.fs.uiuc.edu/cam)
for specific provisions under FMLA, NESSIE Family
Medical Leave or Sick Leave-Academic Employees, or contact the Office of
Academic Human Resources (333-6747) for additional information. Eligible faculty and academic
professional staff may participate in the shared benefits (sick leave) pool
by donating one or more vacation or cumulative sick leave days. Participating
employees who later exhaust all accumulated leave may request up to 45
additional sick leave days from the pool when experiencing a serious illness
or injury or when a disability claim is pending before the State Universities
Retirement System (SURS). For specific information on the shared benefits
option, consult Section IX/C-39.1 of the Campus Administrative Manual
(www.fs.uiuc.edu/cam) for specific provisions, NESSIE Shared Benefits, or
contact the Office of Academic Human Resources (333-6747) for additional
information. Academic staff members on
appointment for less than a full appointment year receive a prorated share of
the 12 cumulative and 13 noncumulative days. Academic staff members on
part-time appointment receive the 12 and 13 days at the percentage of their
appointment. If the percentage of the appointment changes, the previously
accumulated sick leave days must be converted to the equivalent number of
days at the new percentage. |
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Postdoctoral research associates, graduate assistants, medical residents, SURS annuitants, and those employees appointed for less than 50 percent time and/or for less than a continuous nine-month period (with no intention to reappoint) receive 13 noncumulative and noncompensable sick leave days per appointment year. According to state law and prior actions of the Board of Trustees, upon termination of employment, an employee is eligible for payment for one-half of unused compensable sick leave earned on or after January 1, 1984 and prior to January 1, 1998. The other half of unused compensable sick leave as well as any cumulative non-compensable sick leave balance earned before January 1, 1984 and on or after January 1, 1998, is used as service credit in the State Universities Retirement System. Sick leave balances are centrally collected and reported on an annual basis. For further information, consult the University of Illinois General Rules or check with your unit. Parental Leave. Eligible academic staff members and
graduate assistants are entitled to paid leave of up to two weeks per
academic year immediately following the birth or adoption of a child. This
leave is counted as part of the twelve-week entitlement under the Family and
Medical Leave Act (FMLA) of 1993 for FMLA-eligible employees. Eligible
academic staff members are those who have competed six continuous months of
employment. Eligible graduate assistants must have a current assistantship
for at least one semester and must hold an active appointment at the time the
leave is taken. Hourly appointments are not eligible. The Campus Administrative
Manual, Section IX/A-21 (http://www.fs.uiuc.edu/cam), should be reviewed for
additional information about parental leave. More information can be found
through NESSIE under Parental Leave or
questions may be directed to the
Office of Academic Human Resources (333-6747). Military Leave. Compensation while on military leave
for annual training, special or advanced training, and basic training shall
be in accordance with the Illinois Military Leave of Absence Act. In the
event an employee is called upon for active duty, the employee shall receive
leave with pay for up to 30 consecutive days. Leave for service in the Armed
Forces of the United States without pay shall be granted to an employee who
enlists, volunteers for, or is inducted into such service. Upon approval of the appropriate campus executive officer, a leave of absence shall be granted to an academic employee who is a member of any reserve component of the United States Armed Forces or of any reserve component of the Illinois State Militia for any period actively spent in military service, in accordance with state and federal law. Compensation while on military leave for annual training, special or advanced training and basic training shall be in accordance with the Illinois Military Leave of Absence Act (5ILCS325/1). In the event an employee is called up for active duty, the employee shall receive leave with pay for up to 30 consecutive days. Leave for service in the Armed Forces of the United States without pay shall be granted to an employee who enlists, volunteers for, or is inducted into such service (Reemployment Rights of Members of the Uniformed Services Act [38U.S.C.4301 et seq.]). Refer to Section IX/C-37 of the Campus Administrative Manual (http://www.fs.uiuc.edu/cam) or contact the Office of Academic Human Resources (333-6747) for specific provisions of military leave. |
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Jury Duty Leave. All academic staff members are given
leave with pay for the duration of jury duty and may retain funds paid to
them in compensation for such duty. Jury duty leave is strictly a
departmental matter, and all arrangements are made between the department
head and the staff member. The department must make provisions to handle the
workload of the staff member on jury duty; additional funds for this purpose
are not available. See the Campus Administrative Manual, Section IX/C-37
(http://www.fs.uiuc.edu/cam), or contact the Office of Academic Human Resources
(333-6747) for additional information concerning jury duty. Bereavement Leave. Upon request, an academic staff member
shall be granted, without loss of salary, bereavement leave of up to three
work days due to the death of a member of his or her immediate family or
household and one work day due to the death of a relative outside the
immediate family. Leave beyond these amounts may be approved from the unit
under special circumstances. "Immediate family"
shall be interpreted to be: father, mother, sister, brother, spouse, and
child of the employee. Also included as immediate family are mother-,
father-, brother-, sister-, son-, and daughter-in-law, as well as grandchildren and/or
grandparents. Biological, adopted, foster, legal wards, step, or in loco
parent is relationships are considered as immediate family under this policy.
"Relative outside the immediate family" shall be interpreted to be:
aunt, uncle, niece, nephew, or cousin of the employee. The Campus
Administrative Manual, Section IX/C-43 (http://www.fs.uiuc.edu/cam), should
be reviewed for additional information about bereavement leave. Questions may
be directed to the Office of Academic Human Resources (333-6747). TENURE AND PROMOTION Within the academic staff, the
following academic ranks and only these ranks are recognized as being subject
to the statutory provisions governing appointments for an indefinite term
(i.e., tenure): professor, associate professor, and assistant professor. The
University's Statutes (http://www.uillinois.edu/trustees/statutes.cfm)
permit
the use of modifying terms such as "research," "adjunct,"
"clinical," and "visiting" in conjunction
with these academic ranks (e.g., research professor, adjunct assistant
professor, clinical associate professor, visiting professor), but no tenured
appointment (one for indefinite term) may be made when a modifying term is
used. (See Article IX of the University Statutes [http://www.uillinois.edu/trustees/statutes.cfm].)
Credit toward completion of the tenure-track probationary period (defined
below) normally may not be earned for an appointment in which a modifier is
used in the title. Information in the following
sections on the probationary period and indefinite tenure apply only to the
academic ranks of professor, associate professor, and assistant professor. In
addition, they do not apply to (1) appointments at any rank that do not
involve salary or obligation to render services; (2) appointments for 50 percent
or less of full-time service at ranks other than professor or associate
professor; or (3) appointments for less than 75 percent of full-time service
during any period when the appointee is a candidate for a degree at the
University. (See Article X of the University Statutes [http://www.uillinois.edu/trustees/statutes.cfm].) |
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Length of Appointment and
the Probationary Period An appointment as professor or
associate professor is for an indefinite term, except that first appointments
or temporary appointments may be made for a shorter period. For example, a
new associate or full professor may be given an untenured initial term, or
"Q" appointment, normally for up to four years. By no later than
the penultimate year of the appointment, a decision must be made by the unit
to recommend indefinite tenure through the normal promotion process or to
recommend that the faculty member be given a notice of nonreappointment. (See
Provost's Communication #5 [http://www.provost.uiuc.edu/communication/05/index.html].) No appointment at the rank of
assistant professor, however, is for an indefinite term unless the contract
from the Board of Trustees so states. Appointments for a definite term are,
of course, renewable, although they do not carry any guarantee or implication
that they will be renewed, even though the appointee may have performed his
or her duties satisfactorily. An appointee receiving his or her first contract at this University as an assistant professor enters a probationary period of seven academic years of service. Prior academic service at other academic equivalent institutions may be credited, normally up to a maximum of three years, toward the fulfillment of the probationary period. Although discouraged, executive officers may request from the provost permission to grant more than three years credit. Within limits, a tenure-track
faculty member who provides service to the University of Illinois for less
than a full appointment year (that is, when the initial appointment begins
after the eighth week of the academic year) may determine whether he or she wishes
to have that year count toward completion of the probationary period.
However, if an individual is substantially in residence (for example, able to
participate in the teaching program) in the fall semester, the year will
count toward the probationary period. The rule of thumb is that the year will
count if the appointment begins before the opening of the ninth week of the
semester. If unusual circumstances apply in the case of an appointee who
begins after August21 but before the ninth week, the unit executive officer
may appeal on behalf of the faculty member, through the appropriate
administrative chain, for a delay in the start of the tenure clock until the
next August21. The provost will make the final decision in such cases. The
appointee's choice, if approved, cannot be reversed thereafter. (See Provost's
Communication #14 [http://www.provost.uiuc.edu/communication/14/index.html].) It is important for faculty
members to understand the implications of counting or not counting years in
which they provide less than a full year's service toward completion of the
probationary period, since that will affect the timing of promotion and
tenure decisions. This also applies to initial appointments with respect to
the question of prior service credit. In each instance, the department is
responsible for assisting faculty members to understand fully the
implications of their requests. Guidelines for Review of
Faculty in the Third Year of Their Probationary Period When a faculty member reaches tenure code "3" in the probationary period, a formal review of the faculty member's progress should be undertaken. This is known as the "third-year review." Although departments should conduct annual reviews, the third-year review is more formal and should be in writing and made a part of the faculty member's personnel file. |
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A faculty member eligible for
third-year review is encouraged to consult with the unit executive officer
concerning scheduling and outcome of the review. Failure to conduct the
review shall not be construed as an indication of the faculty member's
performance or create an entitlement to promotion or indefinite tenure. It is the responsibility of the
department or equivalent academic unit to inform all faculty members of
campus and college criteria for advancement in rank. If a unit has adopted
additional criteria, these should also be communicated to faculty members. In
addition to information about the criteria for advancement, faculty members
should receive information about the process used for promotion and tenure
reviews, including the separate reviews that take place at the department,
college, and campus levels. (See Provost's Communication #13 www.provost.uiuc.edu/communication/13/index.html.) Policy on Interruptions of
the Probationary Period (Tenure Rollback Requests) A rollback may also be granted
for compelling obligations to a member of the family or household that
requires significant time away from University duties. Except in
extraordinary circumstances, a rollback will be granted in the event of the
birth or adoption of a child under six years old. Finally, a rollback may be
granted under circumstances beyond the control of the faculty member, such as
grave administrative error. The candidate's record before
the event must be consistent with the preservation of institutional quality.
The criterion on this aspect is that the candidate is making appropriate,
demonstrable progress toward attaining indefinite tenure. In the case of
childbirth or adoption, this criterion is deemed to be satisfied
automatically if the unit intends to reappoint the candidate in the following
academic year. Requests for rollbacks must be initiated in writing by the
faculty member and gain approval through appropriate channels (executive
officer, dean/director, and provost). (See Provost's Communication No. 16
http://www.provost.uiuc.edu/communication/16/index.html.) Criteria and Procedures for
Promotion and Tenure For each individual ultimately
recommended for promotion and tenure, the executive officer must submit
documentation supporting and explaining the recommendation. The resulting
process takes most of the academic year because each recommendation for
promotion or tenure is reviewed at multiple levels, including the home unit
and each unit in the reporting chain up through the campus level. Decisions to promote faculty
members and to award tenure are the most important made by the University,
for they determine the quality of the faculty for decades to come.
Departments & colleges are urged to be very selective in their
recommendations, particularly for appointments to indefinite tenure. |
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Promotion to associate
professor with indefinite tenure should be recommended only if an individual
has shown real signs of accomplishment as measured by an appropriate
assessment of the significance of his or her works. Additionally it should be
clear that the individual shows real signs of promise of becoming a leading
scholar and teacher, creative artist, or provider of public service according
to the individual's primary assigned responsibilities. That promise must be
supported by tangible evidence. Because tenure has consequences of long life
and great magnitude, it should be awarded only when the best interests of the
University of Illinois are clearly served by doing so. This is the overriding
criterion. A recommendation for promotion
to full professor should be based upon an assessment that, since the last
promotion, the candidate has made contributions of an appropriate quality and
magnitude in research, teaching, and service, and has demonstrated the
ability to sustain contributions to the field and to the department, so that
granting the promotion is in the best interest of the University of Illinois.
There should be evidence that the individual has attained national or
international stature in their field. This is promise fulfilled. In any promotion review,
consideration should be given to performance of the individual in the three
areas of teaching, research, and service. However, the three need not be
treated equally. Their interpretation and weighting should reflect the definition
of the position to which the individual has been appointed and to which he or
she might be promoted. For most faculty members, the
primary basis for promotion and tenure will be evidence of high quality in
both teaching and research, with consideration also being given to evidence
of valuable public service or service to the University and to professional
communities. This University is committed to excellence in all of these
areas, but we recognize that equal excellence in each of them in individual
cases is rare. Promotion and tenure will generally be awarded only if the
evidence shows that a candidate's research accomplishments are excellent and
the candidate's teaching is also strong, or if a candi-date's teaching
accomplishments are excellent and the candidate's research accomplishments
are also sufficiently strong to meet the requirements for promotion. It will
be unusual and exceptional to award promotion and tenure merely on the basis
of strong performance in only one of these areas. In every instance, the
record of teaching and scholarship should be thoroughly documented, with due
deference to the college and the University definition of what constitutes
high quality in each category. Several methods of evaluation should be used,
and the record should be thorough enough to indicate not just past
performance, but also a high likelihood of continued excellence. There are certain faculty roles
for which different criteria are appropriate, such as in the continuing
education and public service areas of the University. In such cases, explicit
criteria for judging the quality of performance must be developed by the
candidate's department and dean at the time of appointment, and there should
be ample evidence that these criteria are being met in an exemplary fashion.
When teaching is a primary part of the public service, the activity should be
judged according to criteria adapted from the evaluation of resident
instruction. When research is a primary part of the public service, the
activity should be judged according to criteria adapted from the evaluation
of research and scholarship discussed above. Faculty members who are in
positions that are primarily public service oriented should be evaluated with
heavy weight on the quality of performance in the service provided. |
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ACADEMIC PROFESSIONAL
EMPLOYMENT Establishment of Academic
Professional Positions Establishing a new academic
professional position requires prior approval by the Office of Academic Human
Resources, and University Administration, which reviews the Principal
Administrative Position Exemption (PAPE) form in order to ascertain whether
the proposed duties and qualifications are appropriate to an academic
position, as opposed to a civil service staff position. When deemed
necessary, the duties and qualifications are also reviewed by the campus
Personnel Services Office. If the position fulfills the criteria outlined on
the PAPE form, the Office of Academic Human Resources determines whether it
can be approved at the campus level or if further review is needed with a
recommendation for approval and submission to the State Universities Civil
Service System for final consideration. The Campus Administrative Manual (http://www.fs.uiuc.edu/cam), Section IX/C-16, should be reviewed for additional information about establishing academic professional positions. PAPE forms are completed electronically using the DART system at hrnet.uihr.uillinois.edu/dart/uiuc.html. Policy questions may be directed to the Office of Academic Human Resources (333-6747). Evaluation of Performance of
Academic Professional Employees All units are required to
provide annual performance evaluations of academic professional employees.
The purpose of the evaluation is to assess the employee's effectiveness
during the previous year and expectations regarding performance and
professional growth in the coming year. It also includes a review of the
position description on an annual basis. The structure of such reviews may be
chosen to meet the particular needs of the unit. Some situations will suggest
more formality than others; other work styles and relationships will prosper
more with an informal approach. Only one format may be used within a unit to
assure that fair comparisons are made. The employee should be given an
opportunity to respond to written comments. Completed academic professional
review instruments (or forms) and employee written comments are to be placed
in the employee's personnel file in the departmental administrative office. The Provost's Communication #22
(www.provost.uiuc.edu/communication/22/index.html), should be
reviewed for additional information about performance reviews. Questions
should be directed to the Office of Academic Human Resources (333-6747). Promotion of Academic
Professional Employees Promotional lines for academic
professional employees (e.g., assistant director to associate director within
a unit) are sometimes appropriate to the work and needs of the unit. Where
appropriate, the provost encourages their establishment as a means of
providing promotional opportunities to outstanding academic professional
employees. (The existence of such lines does not require their use for
promotions one has the latitude to hire a new individual if no one in the
unit is well qualified for the promotion.) Even where clear promotional lines
do not exist, positions can be upgraded to reflect both the needs of the unit
and the capabilities of the individual involved. Such upgrades could involve
a redefinition of the position to involve higher-level assignments, a salary
increase, and possibly a change of title. |
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Both the development of
promotional lines and the upgrading of an individual position, when it
involves a title change, require two forms of review and action. The Office
of Equal Opportunity and Access must review the proposed action for its
affirmative action implications and the Office of Academic Human Resources
must review it to ascertain its status with regard to the Principal
Administrative Position Exemption process. Thus, a joint letter to these two
offices outlining the proposed personnel action is required. Questions concerning the
promotion of an academic professional employee should be directed to the
Office of Academic Human Resources (333-6747). Chancellor's Academic
Professional Excellence (CAPE) Award The Chancellor's Academic
Professional Excellence (CAPE) Award is designed to recognize demonstrated
excellence by academic professional staff located at the Urbana-Champaign
campus, including off-campus staff of Continuing Education and Public
Service, and Cooperative Extension Service. The award is intended to
encourage professional development and improve morale by honoring
contributions by outstanding academic professional staff members. Any
academic professional whose appointment is at least 50-percent time, has been
employed as an academic professional for at least three years at full-time or
the equivalent, and does not have a tenured or tenure-track appointment, is
eligible to be nominated for the CAPE award. Nominees for the CAPE award will be
judged on three criteria: work, personal, and professional contributions.
Each winner of the CAPE award will receive $2,000 in cash for personal use at
the award presentation each spring and a $1,000 permanent salary increase. In
addition, $1,000 will be added on a one-time basis to each winner's
departmental budget to be used for the purchase of equipment, materials, or
training that would benefit the winner's workplace in future years. Up to six awards may be given
annually. Nomination forms may be obtained from the Office of Academic Human
Resources (333-6747) each fall around mid-October. GRIEVANCES The Urbana-Champaign campus of
the University of Illinois has two elected committees to represent academic
employees: the Faculty Advisory Committee (FAC) and the Council of Academic
Professionals (CAP). These bodies are empowered to hear employment grievances
of many types and to make recommendations to the chancellor in such cases
based on their findings. Faculty Advisory Committee
Grievance Procedures Any constituent of the Faculty
Advisory Committee may present a suggestion or grievance to any member of the
committee. All informal consultations of this kind will be reported to the
committee. It should be emphasized that such informal consultations with
members of FAC are often highly productive and can result in the elimination
of misunderstandings and the resolution of disputes in a way that helps to
maintain the collegial atmosphere of a unit. In addition, the committee member
will be able to give advice on local channels of appeal, which should, in
general, be explored before a formal grievance is taken to the FAC. |
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If a constituent wishes to
bring a formal grievance before the committee, it should be in writing,
addressed to any member of the committee. After receipt of such a grievance,
the chair may appoint an investigative subcommittee usually composed of two
members. The subcommittee will report to the committee, which will determine
whether to pursue the matter further as specified in the FAC Articles of
Procedure. The FAC will communicate its decision and any recommendations to
the grievant, the person against whom the grievance was filed, and
administrators, as appropriate. A recommendation involving administrative action
will be accompanied by the request that the matter be considered within 30
days and the committee informed of the outcome. In an inquiry into a
constituent's complaint, matters brought before the committee by the grievant
will be held in complete confidence except as the grievant and the committee
agree to the contrary. Any public statement from the FAC will be made only by
the chair or the chair's designee and only as authorized by the committee. Council of Academic
Professionals Grievance Procedures The Council of Academic Professionals believes amicable mutual settlement of issues is preferable to formal grievance procedures because such settlement is more conducive to a satisfactory continuing employment relationship. Formal grievance procedures should be used only after informal efforts within the employee's unit have left all or part of the problem unresolved. Any academic professional staff
member (as defined under Categories of Academic Employees in chapter 3 of
this handbook) may take an employment grievance to the Council of Academic
Professionals. A potential grievant may approach any member of the council for
informal advice and consultation. The council may not take action, however,
until the grievance has been presented in writing to a member of the council.
Any matter thus presented will be reported to the council at its next
meeting. The written grievance must
identify and describe the subject matter of the grievance, summarize the
results of informal efforts to resolve the grievance, and specify the remedy
sought. A grievance should be presented within a reasonable time after the
circumstances prompting the grievance have taken place or after the staff
member becomes aware of the grounds for the grievance. Only in unusual cases
will grievances be considered timely if delayed more than six months. On receipt of the formal
written grievance, the council will determine whether the matter is within
its purview and whether it merits investigation. If both conditions are met,
the council may instruct its chair to 1) attempt to resolve the matter with
appropriate University authorities or appoint another council member to do
so, or 2) appoint a subcommittee of three members of the council to
investigate and report its findings and recommendations to the council within
a reasonable time. (In some circumstances, a grievance subcommittee may
contain two council members plus one academic professional employee who is
not a member of the Council of Academic Professionals.) If timeliness is an
issue, the chair may convene the executive committee to determine whether the
grievance is within the council's purview, and if so, with the executive
committee's approval, may appoint a subcommittee to begin investigation
immediately. If the chair is not available, another member of the executive
committee may act in the chair's place. |
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The council shall review the
chair's or the subcommittee's report and take whatever action it deems
appropriate. Among its possible actions, the council may 1) dismiss the
matter; 2) direct the chair or the subcommittee to conduct further
investigations; 3) direct the chair or the subcommittee to attempt to resolve
the matter; or 4) communicate its conclusions and recommendations to the
grievant, the chancellor, or president, and, as appropriate, to others
involved in the case or officially concerned with its outcome. Before the council recommends administrative
action, affected parties shall be notified in writing and shall have fourteen
business days from the date notification is received to inform the council,
in writing, of additional relevant information or of errors of fact that may
affect the council's recommendations. The council will consider such
additional information before making its final recommendation to the
chancellor. Any grievance matter coming
before the council will be held confidential by the members to the extent
allowed by law. Any public statement by the council concerning a grievance
will be made only by the chair or the chair's designee, with prior approval
by a majority of the council. Complaints of Discrimination
or Harassment The University is committed to providing prompt and effective resolution of incidents of discrimination or harassment. Individuals who believe they have been discriminated against or harassed by a University employee are urged to seek informal resolution of complaints as close to the source as possible. If it is not possible to reach a satisfactory informal resolution, an individual may use the Policy and Procedures for Addressing Discrimination and Harassment. Sexual harassment is a form of
discrimination. It is defined by law and includes requests for sexual favors,
sexual advances or other conduct when (a) submission is either explicitly or
implicitly a condition affecting academic employment decisions; or (b) the
behavior is sufficiently severe or pervasive as to create an intimidating,
hostile or repugnant environment; or (c) the behavior persists despite
objection by the person to whom the conduct is directed. The procedures for
complaints and grievances alleging discrimination or harassment by reason of
race, color, religion, sex, national origin, ancestry, age, marital status,
disability, sexual orientation, unfavorable discharge from the military, or
status as a disabled veteran or veteran of the Vietnam era are outlined in
the Policy and Procedures for Addressing Discrimination and Harassment,
available in the Office of Equal Opportunity and Access on the first floor of
Swanlund Administration Building and at www.admin.uiuc.edu/cam/cam/ix/ix-b/ix-b-3.html. Further, campus policy requires
that no individual shall initiate or participate in institutional decisions
involving a direct benefit or penalty (employment, retention, promotion
salary, leave of absence, etc.) to a person with whom that individual has or
has had a sexual relationship. He or she must take specific actions to remove
himself or herself from all decisions and actions that may influence the
career or status of the other employee. Failure to abide by this policy
constitutes misconduct, subject to discipline under applicable University
procedures (www.admin.uiuc.edu/cam/cam/ix/ix-a/ix-a-23.html). Due to the
inherent conflicts of interest, no individual should initiate or participate
in institutional or educational decisions involving a direct benefit or
penalty to a person with whom that individual has or has had a sexual
relationship, even when both individuals appear to enter such relationships
by mutual consent (www.ahr.uiuc.edu/ahrhandbook/chap5/default.htm).
Administrative procedures for complaints and grievances alleging
discrimination or harassment by students may be found in the Code on
Campus Affairs. |
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Other Grievance Procedures Besides the procedures outlined
above, numerous others have also been established, some by statutory
provision, to deal with special kinds of grievances. For instance, when a
grievance relates to academic freedom and tenure, the academic staff member
may request a hearing before the Senate Committee on Academic Freedom and
Tenure. In addition, there are extensive review procedures for notice of
nonreappointment, as well as recourse, in the form of a request for
reconsideration, through the regular promotion channels, for the faculty
member who is denied promotion but is not recommended for nonreappointment.
Reconsideration may also be requested by department heads and deans whose
recommendations are denied at another level in the promotion process. EMPLOYMENT OF RELATIVES The employment of relatives is
permissible at the University, subject to compliance with University Statutes
(http://www.uillinois.edu/trustees/statutes.cfm),
review of appointments,
and conflicts of interests. According to the Statutes, no individual
may initiate or participate in institutional decisions involving a direct
benefit (initial employment, retention, promotion, salary, leave of absence,
etc.) to a member of his or her immediate family. An immediate family includes an individual's
spouse, grandparents, parents, brothers, sisters, sons, daughters,
grandchildren, aunts, uncles, nieces and nephews, and the spouses of any of
the foregoing. All cases involving academic staff members will be reviewed by
the Office of Academic Human Resources (333-6747); those involving civil
service staff, by the Personnel Services Office (333-3101). In all cases, the
fact that the unit has met the obligations of this policy should be reflected
in the Electronic Change of Status memo field. The campus policy on
employment of relatives may be found in the Campus Administrative Manual,
Section IX/A-3 (http://www.fs.uiuc.edu/cam). INTERNATIONAL FACULTY AND STAFF Each year, several hundred
research scholars and members of the teaching faculty from other countries
are a part of the University academic community. Many are in the United
States as permanent residents and eventually may become naturalized citizens.
This section deals with those who are here on temporary, nonimmigrant visas
and with their U.S. faculty colleagues who may be involved in arranging
temporary research or teaching appointments for nonimmigrant aliens and with
those who will be permanent faculty or staff members. The complexity of U.S.
immigration laws and regulations pertaining to nonimmigrant aliens makes
consultation with the Office of International Faculty and Staff Affairs
highly advisable early in the recruitment process and in administrative
matters concerning an alien's legal status in the United States, departure
and reentry, change of employers, status of dependents, and payroll clearances.
The Office of International Faculty and Staff Affairs is located in 308/311
International Studies Building (333-8225/6). |
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Visas Nonimmigrant Visas. In most cases, an alien will need a special document from the University in order to get a visa from a U.S. consulate or embassy abroad. A visitor for business visa (B-1) may be obtained by an alien who has a letter of invitation from the University describing the nature of the business to be undertaken. Visitors with B-1 visas may not accept teaching or research positions for financial remuneration. However, the University may reimburse travel and other expenses to a visitor with a B-1 visa who performs a short-term temporary service, and an honor |