MEMORANDUM

April 7, 2022

        

TO:   University Administrators and Supervisors

FROM:      

Richard Settersten, Vice Provost for Faculty Affairs

Cathy Hasenpflug, Chief Human Resources Officer

RE:   

Academic Faculty and Professional Faculty Salary Increase Program and Process for FY23

           

The university is pleased to acknowledge the myriad contributions of academic and professional faculty during FY22. This memorandum provides information regarding the FY23 Salary Increase Program for academic and professional faculty. Please distribute this memorandum as you believe appropriate per your practice.

General information

The FY23 Salary Increase Program applies to academic faculty represented by the United Academics of Oregon State University (UAOSU), academic faculty not represented by UAOSU and all professional faculty. Units will record and submit salary increase recommendations through Excel worksheets distributed by University Human Resources. The salary increase pool available for each unit to distribute is calculated within the worksheets as 3.5% of the combined total annual salary base of eligible employees.

Eligibility

•        Individual held an academic faculty or professional faculty appointment at any FTE at any time during FY22; and

•        Met or exceeded expectations in their last PROF or merit review; and

•        Remains in an active academic faculty or professional faculty appointment as of May 2, 2022 or returns to the same academic faculty or professional faculty appointment during FY23.

•        Academic faculty who achieve promotion effective July 1, 2022 or September 16, 2022 remain eligible for the Faculty Salary Increase Program and will also receive a merit increase. Changes associated with the Faculty Salary Increase Program will be applied before any promotional increase.

•        An otherwise eligible employee who complied with the written requirements for the merit review process (e.g., employee submitted an annual report to the unit head) of their employing unit will not be denied eligibility for a merit increase because the unit did not complete the merit review or PROF process. University guidelines for performance evaluations can be found in the Faculty handbook at https://facultyaffairs.oregonstate.edu/faculty-handbook.

FY23 Increase Program Amounts

•        Eligible employees will receive a 2% salary increase in their base annual salary rate effective July 1, 2022 for those on a 12-month appointment and September 16, 2022 for those on a 9-month appointment.

•        An additional 1.5% salary pool is available and may be allocated to eligible employees to reward meritorious performance.

•        An eligible employee may receive up to 7% regardless of the funding source used to pay the position (full satisfactory salary increase plus any merit increase).

•        Fully satisfactory and merit increase dollars that are not allocated to eligible employees may not be allocated to ineligible employees.

Guidelines Applicable to Meritorious Increases

•        Deans, Vice Presidents and Vice Provosts should communicate to their employees the college/division specific procedures and criteria that will be used to arrive at merit decisions, and encourage discussions of the process in the departments and units.

•        Merit increases should not be allocated across the board and should consider each employee’s contributions and achievements specific to FY22. 

•        Administrators are asked to be mindful of the distribution of discretionary merit increases between academic, research and professional faculty members, keeping in mind the total salary base for each group.

FY23 Salary Increase Program Funding

Funding for these increases is to be supported by appropriate funds managed by the units. The increase for eligible positions supported by Education and General (E&G) funds will be supported through resources distributed in the initial FY23 budget. It is the responsibility of the recommending department/unit to identify and cover funding from existing budget for those positions supported by OSU-Cascades, Statewide Public Services (SWPS), grants, contracts, gifts, auxiliary revenue and other funds.

FY23 Salary Increase Process

Excel worksheets and specific instructions will be distributed by your HR Strategic Partner (HRSP) to your designated college/unit representative by May 6, 2022. To meet the operational needs for timely and accurate processing, spreadsheets should be returned to your HRSP no later than May 20, 2022.

Worksheets will list the population that should be eligible for the FY23 Salary Increase Program, identified based on HR records current at the time of the data extraction. If you believe there is an employee within your unit who is eligible for the program but not listed on your worksheet, please first double-check the eligibility standards. If questions remain, contact your HRSP.

Departments/units are asked to coordinate the increase process with other departments/units when:

•        employees have multiple jobs; or

•        their Time Sheet Organization and Home Organization are not the same; or

•        the employee is listed on another worksheet grouped by “direct reports” to a senior administrator; or

•        an employee has a 1.00 FTE position with one position number, but funding sources are provided by two or more different PIs or supervisors.

Again, if you have questions, please contact your HRSP.

Deans, Vice Presidents and Vice Provosts are required to sign all salary worksheets within their line of authority indicating their approval of their administrators’ recommended requests for the meritorious increases or any adjustments they make. Delegating signature authority to another member of their staff is not permitted in this process.

Process Timeline

May 6         Salary worksheets and instructions distributed to designated college/unit representative(s) by HR Strategic Partners. Colleges and units may decide to further distribute information within their organization per their practice.

May 9 and 10       “How to Calibrate Merit Increases” workshops offered by University Human Resources and the Office of Faculty Affairs.

May 20       Salary worksheets due to HRSP from designated college/unit representatives.

May 23       Office of Faculty Affairs and University Human Resources begin worksheet review, assessment of application of eligibility guidelines by individual departments/units, and Banner data reconciliation process.

June 29 and 30    “How to Communicate Merit Increases” workshops offered by University Human Resources and the Office of Faculty Affairs.

July   Employees receive notification of salary increases.

July 29       Payday; salary increases for 12-month appointments reflected in paychecks.

September 30      Payday; salary increases for 9-month appointments reflected in paychecks.

Should you have questions, please contact your HRSP or the individuals listed below.

For budget related questions:

Cindy Alexis, Director of Budget Operations, University Budget and Resource Planning, at cindy.alexis@oregonstate.edu

Nicole Dolan, Director of Budget Development, Office of Budget and Resource Planning, at nicole.dolan@oregonstate.edu

For eligibility related questions:

Unit HR Strategic Partner (HRSP)

This message is being sent to Academic Faculty, Academic Faculty supervisors, Department/School Heads, Assistant Deans, Associate Deans, and Deans. 

Dear Colleagues,

As you saw in Provost Feser’s recent message, improving pandemic conditions are a welcome shift and the university “will continue prioritizing individual and shared health and well-being.” As we approach spring term, we write to remind you of the two agreements between OSU and United Academics of Oregon State University (UAOSU) regarding how academic faculty and supervisors may engage in discussions around flexible and remote work options amid Covid-19. These agreements are in place through the end of this academic year. There have been no revisions. We simply want to again convey the agreements.

In fall 2021, the university and United Academics of Oregon State University (UAOSU) agreed to two Memorandums of Understanding (MOU) - Immediate Transition to and from Remote Work and the Remote and Flexible Work. The MOUs explain how academic faculty may request flexible or remote work and how supervisors should consider those requests. In brief:

  • Supervisors have the authority to make alternative arrangements that serve the needs of units and their students, faculty, departments and colleges, and other personnel. Supervisors must give due consideration to requests.
  • Recognizing that there may be situations in which an unexpected and/or emergent situation arises and a faculty member or a member of their household becomes ill, a faculty member may decide to temporarily transition how a class is held from in-person instruction to remote instruction or cancel a class meeting on short notice. Upon doing so, the academic faculty member must promptly work with their immediate supervisor to create a continuity plan as described in the Immediate Transition to and from Remote Work MOU.


We stress that the MOU is intended to support transparency and decision-making. In evaluating longer-term requests for remote and flexible work, listed below are steps per the MOU to follow in making and/or evaluating a flexible or remote work request:

  • Making a request. An academic faculty member will notify their supervisor of their desire to work remotely or in a flexible work arrangement as soon as possible, so that appropriate planning and communication can occur prior to the start of the term. 
  • Responding to a request. The direct supervisor must provide an initial response to a request from a faculty member within 14 calendar days. That response might be an acknowledgement that the request has been received and is under review. As a matter of good management practice, we recommend that direct supervisors and employees have a conversation about the request, and that supervisors provide their decision as quickly as possible to accommodate planning. Supervisors must provide their response no later than 14 days from receipt of a request. If the decision is to allow the employee to work remotely on a consistent and scheduled basis, either for part or all of their assigned hours, then a Remote Working Agreement should be completed. If the decision is to deny the request, then the supervisor should provide a brief rationale of the decision to the academic faculty member.
  • If the direct supervisor does not provide an initial response within 14 days, the faculty member may forward their request to the immediate next level authority—typically their direct supervisor’s supervisor—for review. The intent here is to ensure the faculty member receives a response to their request within a reasonable period.
  • Appeals. If the direct supervisor decides to decline a request, a faculty member may appeal the decision based on specific criteria noted in the MOU. If the faculty member elects to appeal, the direct supervisor must forward the request and the supervisor’s response to the immediate next level of authority. This process is not intended to second-guess or question direct supervisors’ decisions, but to ensure that faculty have a clearly defined appeal route and demonstrate that due consideration to a request has been given, and that direct supervisors have appropriate guidance and support from leadership as they carry out their roles.
  • In the case of an appeal, the next level person of authority (or their designee) must reach out and work with the direct supervisor and the faculty member to assess whether a mutually agreeable work arrangement has been fully explored.
  • If an appeal is sought and subsequently denied, the next level authority must provide their decision to deny the appeal to the faculty member within 14 days of the appeal request. The faculty member has the option of requesting that the reasons for denying the request be provided in writing.
  • The next level review ends the appeal process under the terms of the MOU. Consistent with matters of employment under the general terms of the Collective Bargaining Agreement, a faculty member retains the option of grieving a denial decision by following the formal grievance process outlined in Article XXII of the Collective Bargaining Agreement, beginning at Step 3.

We also want to stress that supervisors remain responsible for determining appropriate work arrangements for employees under OSU’s plan to return to primarily on-site activity. As well, we share that there are additional resources available for employees during this time.

  • Accommodations. Employees with a disability, pregnancy, or a religious-related request should be directed to the Office of Equal Opportunity and Access (EOA) to engage the university’s official employee accommodation process. EOA does not make accommodation decisions for requests related to members of an employee’s household. 
  • Family and medical leave. Employees who seek time off to care for themselves or an eligible family member due to a serious health condition or another qualifying event, should work with the protected leave team in the Office of University Human Resources. Information about the protections of family and medical leave (FMLA/OFLA) is available here.
  • COVID-19 leave. Leave information is available here for employees who need to take time off for themselves or to care for a family member who is required to quarantine or isolate.
  • Culture of Care. This website is a hub for resources to support employees and departments in operationalizing a culture of care across the University.

For additional assistance or clarification, please contact Heather Horn at Heather.Horn@oregonstate.edu, while copying  employee.relations@oregonstate.edu so we can make sure you receive a prompt response.

Sincerely,

Richard Settersten

Vice Provost for Faculty Affairs

Heather Horn

Associate Vice Provost for Faculty Affairs & Assistant Vice President for University Human Resources, Employee and Labor Relations

MEMORANDUM


DATE:           8 March 2022

TO:              OSU Employees

FROM:          Richard Settersten
Vice Provost for Faculty Affairs

Cathy Hasenpflug
Associate Vice President and Chief Human Resources Officer

SUBJECT:      Political Activity by OSU Employees

Oregon State University values free speech and participation in the political process. As private individuals, OSU employees are encouraged and free to engage in political activities on their own time and using their own resources, and in ways that do not interfere with their employment duties, do not convey that such activities are taking place within their role as an employee, and do not imply that OSU endorses individual political content posted on their personal social media accounts or in other venues.

Use of OSU resources is prohibited. Under state law, OSU employees are public employees, and as such, are prohibited from using university resources to support or oppose candidates, ballot measures or initiative petitions being circulated for placement on a ballot. Employees are also prohibited from engaging in those activities in their university role or on Oregon State time. Federal law also has similar prohibitions for federally funded projects.

Carefully evaluate expressions of support. In general, employees are advised to carefully evaluate the use during OSU work time of any personal signs, buttons, shirts, hats or other expressions of support/opposition to candidates, ballot measures or initiative petitions. It is imperative that employees do not display such expression in ways that imply university sponsorship or endorsement. Where the location and nature of the work conducted is public-facing or student-facing, and the size or location of the button or other expression would combine to imply OSU sponsorship or endorsement, such expression is prohibited.

No employee may commit OSU to a political advocacy position without authorization from the Government Relations Office in coordination with the President. As an institution, OSU may take positions on some political issues (including state and federal legislation), but may not take positions on political candidates, ballot measures or initiative petitions being circulated for placement on a ballot. The university’s Government Relations Office oversees OSU’s political interests and advocacy at state and federal government levels and advises and coordinates with the President and the Board of Trustees on political issues. In general, the university is not able to engage in matters of international political disputes or foreign government relations.

Support is available when participating in the legislative process. Faculty members who bring their academic and research expertise into the legislative process in their individual capacity are encouraged to coordinate their efforts with the Government Relations Office, which can assist them in navigating the legislative process or coordinating with other institutional or individual efforts. Faculty may be advised in certain venues to clarify that they are acting in their individual capacity.

Resources:

See also: Summary of OSU’s Speech and Expression Policies

OSU Government Relations Office: https://government.oregonstate.edu/

Dear Academic Faculty:

As winter term comes to an end, we want to convey – on behalf of the Office of Faculty Affairs (OFA) and the leadership of the Faculty Senate (FS) and its Advancement of Teaching Committee and Promotion and Tenure Committee, and the Center for Teaching and Learning (CTL) – how much your dedication to your teaching and students matters to all of us.

We also want to share a few reminders and resources as you close out your courses:

Remind students of the window for completing their SLE surveys: Wednesday, March 2nd through Sunday March 13th. The portal can be accessed at https://beav.es/Student-Learning-Survey. Please add this link to your Canvas site:  beav.es/Student-Learning-Survey. Students can also complete their SLEs at my.oregonstate.edu. During this time, please take a moment in class to share the importance of student feedback and how you use it to improve your courses. You can review suggested language here.

The deadline for you to add additional questions to the SLE survey for your courses is Tuesday, March 1, 2022, 11:59 PM (PST). You can use the same portal to do so: https://beav.es/Student-Learning-Survey.

Get to know the new Student Learning Experience (SLE) survey. Developed by Faculty Senate’s Advancement of Teaching (AOT) Committee over three years, the SLE survey is based upon OSU’s values for teaching and learning as reflected in the Quality Teaching Framework. During this transition year, the student survey also includes prior eSET items #1 and #2.

To aid in the interpretation of responses, the Faculty Senate Advancement of Teaching Committee has drafted this document that explains how the SLE was developed and how to interpret student feedback.

Adopt strategies to increase student response rates. Greater response rates assure breadth and confidence in your students’ feedback. For helpful pointers on how to encourage student feedback, please see this document which was also drafted by the Faculty Senate Advancement of Teaching Committee. As a reminder, SLE responses will not be shared directly with supervisors for Winter term, but we encourage you to work to improve response rates for your courses and carefully consider student feedback.

For more information, please view the Faculty FAQs or contact the Office of Assessment and Accreditation.

 

Richard A. Settersten, Jr.

Vice Provost for Faculty Affairs

Alix Gitelman

Vice Provost for Academic Affairs

14 February 2022

 

Dear Academic Faculty:

 

I am writing to provide an update on COVID-19 accommodations related to access and use of electronic student evaluations of teaching in annual and promotion and tenure reviews. 

 

These accommodations – which made it optional for faculty to share their teaching evaluations with supervisors or include them in annual reports and P&T dossiers – were to revert this term to pre-Covid-19 practices. Considering the challenges brought by the Omicron variant, however, the university will extend these accommodations through Winter term 2022. Prior practices of sharing and reporting will resume Spring term 2022. In the meantime, you are welcome to share your evaluations with your unit head if you feel comfortable doing so. 

During the accommodation period, faculty are still expected to receive ongoing peer reviews of teaching, and the process for soliciting student feedback at the time of promotion and/or tenure remains as outlined in the faculty handbook. 

This is a good opportunity to remind you that, beginning in Fall 2021, the eSET instrument was replaced with a new instrument to gather student feedback, the Student Learning Experience (SLE).* Former eSET items #1 and #2 will continue to be asked through at least this academic year. Please take time to get acquainted with the SLE. This spring, there will be continued opportunities to learn about the SLE. Guidance related to the use of the SLE items in annual reviews and the P&T process will also come Spring term, alongside other updates and revisions to the faculty handbook.

  

We know that this has been a very difficult term – especially as teachers and mentors, but also in other aspects of your professional and personal lives. Thank you for the dedication and passion you have brought to your work, despite it all. OSU appreciates you!

All the best,

 

Rick

 

Richard Settersten

Vice Provost for Faculty Affairs

 

*The SLE instrument was developed by the Advancement of Teaching Committee (AOT) and ratified by the Faculty Senate. Questions about the SLE can be directed to the Chair of the AOT, Devon Quick.

January 5, 2022

Dear OSU Academic Unit Heads, Academic Faculty, and GTAs:

As expected, we are seeing an increase in COVID-19 cases, and you may be seeing impacts on in-person class attendance and hearing questions from students about how they can participate in your course(s) while in isolation.

We are writing to provide teaching faculty and GTAs with guidance and additional clarity around their discretion—always in consultation with unit heads—to make temporary modality adjustments to ensure effective course delivery. We understand that anxieties are high right now, and we urge compassion for your students and that you take good care of yourselves.

First, Oregon health authorities project that cases will likely spike in late January. To date, positive cases identified through OSU testing have been mostly asymptomatic or mildly symptomatic, which is what we expect in a highly vaccinated population. While classroom environments have not been considered areas of transmission throughout the pandemic given the many measures in place, we understand that substantial changes in attendance can impact the effectiveness of course delivery. The following information may be helpful as you plan and respond to high level of absences in in-person courses.

The Oregon Health Authority has updated its isolation and quarantine guidance, reducing isolation to five days for anyone who tests positive or has symptoms of COVID-19. OSU’s isolation and quarantine requirements are consistent with OHA’s updates. You can find the updated requirements on OSU’s Safety and Success website. A quick reference guide is available here.

We have updated the Student Positive Case Protocol for OSU Faculty and Staff.  Please reference this guide when supporting students who notify you that they have tested positive for COVID-19.

Considerations for when it may be appropriate to temporarily adjust your course delivery include, but are not limited to:

1.      Your course requires high degree of in-person student-to-student interaction, and you anticipate a brief period when many students will not be able to attend, making it difficult for in-person and remote student to simultaneously and effectively engage with the material.

2.      You test positive and must isolate per OSU’s Isolation Requirements but are not ill and wish to teach your course remotely during your five day isolation period.

3.      In consultation with Student Health Services, it is determined that transmission resulting in positive cases is associated with individuals who previously attended your class in-person. Please remember, however, that individuals who have been exposed to COVID-19 do not need to isolate or quarantine if they have been vaccinated, are not showing symptoms, and have not had a positive test.

We are available to help. Thank you for your efforts as we navigate these circumstances together.

With best wishes,

Alix Gitelman, Vice Provost for Academic Affairs

Rick Settersten, Vice Provost for Faculty Affairs

30 November 2021

Colleagues:

Each year OSU Faculty publish a remarkable range of literary contributions. Publication of these books is an important dimension to faculty creativity that goes through a rigorous peer review process and is an important part of validating their work. A selection of OSU authors will be honored during a series of authors lectures in April, at which time, all OSU authors will be acknowledged and information regarding their literary work will be available for attendees. More information regarding how OSU Authors and Editors are celebrated can be found on our website.

Please submit the book details for authors and editors in your unit that have been published with a 2021 copyright date no later than January 21, 2022. Guidelines for acceptable submissions are as follows:

  • Faculty members who are principal author or co-author (chapter authors do not qualify)
  • Faculty members who are editors of collections/volumes of original scholarship
  • Pamphlets, brochures, limited distribution research monographs, workbooks, or manuals do not qualify
  • All submissions must have a 2021 copyright date

At this time, we anticipate that this year’s lectures will be in person or in hybrid format. More information will be provided at a later time.

Thank you for helping us recognize faculty excellence!

Richard Settersten

Vice Provost for Faculty Affairs

23 November 2021

MEMORANDUM

TO:              University Administrators and Supervisors

FROM:         Richard Settersten, Vice Provost for Faculty Affairs

                    Cathy Hasenpflug, Chief Human Resources Officer

RE:              Academic Faculty and Professional Faculty Salary
 Increase Program and Process for FY22

                                             

This memorandum provides an update regarding the implementation of the FY22 Salary Increase Program for academic faculty and professional faculty. Please distribute this memorandum as you feel appropriate per your practice.

General information

As noted in our October 4, 2021 memo, the FY22 Salary Increase Program is operating in a way that is different from programs in prior and future years. This year, the salary increase percentage is fixed for all eligible employees.

We want to thank you for the quick work completed in early October to identify the eligible employee population. Based on this information, individual FY22 salary increases of 3% are on track to be reflected in the November paychecks and retroactive salary increase payments will be included in December paychecks.

Next Steps

The President and/or the Provost will send a general announcement to all employees who received the 3% increase thanking them again for their efforts over the past year. This centralized communication will therefore not contain individual details regarding the 3% increase or other compensation changes (e.g., retroactive pay, off-cycle increase). Rather, the communication will share resources for employees to verify their salary moving forward through MyOregonState.edu and explain how the retroactive payment will be reflected in their paychecks at the end of December.  

November 29           Mass communication from the President and/or the Provost
sent to all Academic and Professional Faculty.

November Payday     Salary increases reflected in paychecks.

December Payday     Retroactive salary increase portion reflected in paychecks.

Should you have questions, please do not hesitate to contact your HRSP or, for process related questions, Kim Cholewinski, Academic Human Resources Officer, at academicofficer@oregonstate.edu.

8 November 2021

Dear Professional Faculty,

 

The fall term Professional Faculty Workshop, A Conversation with Interim President Becky Johnson: Reflections on Leadership and Lessons Learned, has been moved to Wednesday December 8, 2021 from 11:00am-12:00pm. 

This conversation will be facilitated by a moderator, who will begin by asking questions about the arc of Interim President Johnson’s career and her journey to leadership. This will be followed by an opportunity for members of the audience to ask follow-up questions.

 

The workshop will be held remotely via Zoom. Registration and Zoom details can be found here: https://oregonstate.qualtrics.com/jfe/form/SV_8CdJolAojrc2eEuIf you registered previously, you do not need to re-register.

 

Please feel free to contact Bob Mason, Associate Vice Provost for Faculty Development, if you have any questions or suggestions for future workshop topics. 

 

We look forward to seeing you next month!

 

Sincerely, 

Rick   

 

Richard Settersten

Vice Provost for Faculty Affairs

27 October 2021

Dear Academic Faculty:

I am writing to provide an update on COVID-19 accommodations related to access and use of electronic student evaluations of teaching in annual and promotion and tenure reviews.

The accommodation has been that, for courses taught from Spring 2020 through Spring 2021, faculty members could decide whether to include electronic student evaluations of teaching in their annual reporting and promotion and tenure dossiers, without prejudice. This applied to all courses, including Ecampus courses. During this period, supervisors did not have access to electronic scores; faculty were to have ongoing peer reviews of teaching; and the process for soliciting student feedback at the time of promotion and/or tenure was unchanged.  

This accommodation has been extended through Fall 2021. Beginning Winter term 2022, the former practices of sharing and reporting electronic student evaluations will resume.

Please note that this term the eSET items have been replaced with a new set of questions to assess Student Learning Experience (SLE).* This instrument was recently approved and will be implemented in all fall courses. Former eSET items #1 and #2 will continue to be asked through at least this academic year. In the months ahead, we will develop guidance for the use of the SLE items in annual and promotion and tenure reviews.

The updates are also noted on the Faculty Affairs COVID-19 accommodations website.

All best,

Rick

Rick Settersten

Vice Provost for Faculty Affairs

*The SLE instrument was developed by the Advancement of Teaching Committee (AOT) and ratified by the Faculty Senate. Questions about the SLE can be directed to the Chair of the AOT, Devon Quick.

19 October 2021

Dear New Academic Faculty,

On behalf of the Office of Faculty Affairs, I’d like to extend a warm welcome to OSU!

We’re glad you’re here – and we’re here for you.

The Office of Faculty Affairs typically hosts an orientation for new academic faculty at the beginning of the fall term. This year, we wanted to provide a little time for you to settle in. It’s also tradition to invite those who joined in the prior academic year – to refresh your knowledge and to have the opportunity to meet new colleagues.

Please join us on Tuesday, December 14, from 9am-12pm, followed by an optional networking lunch from 12-1pm. Boxed lunches will be provided. The orientation will be held in the Horizon Room of the Memorial Union. To include those who are not located on the Corvallis campus, we will offer a remote option.

Please register here, and we’ll be back in touch with additional details.

I look forward to meeting you in December!

Sincerely,

Rick  

Richard Settersten

Vice Provost for Faculty Affairs

October 4, 2021

MEMORANDUM

TO:                                       University Administrators and Supervisors

FROM:                                Richard Settersten, Vice Provost for Faculty Affairs

                                              Cathy Hasenpflug, Chief Human Resources Officer

RE:                                        Academic Faculty and Professional Faculty Salary Increase Program

                                              and Process for FY22

                                             

This memorandum provides information regarding the FY22 Salary Increase Program for academic faculty and professional faculty. Please distribute this memorandum as you feel appropriate per your practice.

General information

The university is pleased to acknowledge the myriad contributions of academic and professional faculty during this unique pandemic year. Please refer to Interim President Johnson’s memo from September 15, 2021, for background on the FY22 Salary Increase Program.

The FY22 Salary Increase Program will operate in a way that is different from programs in prior and future years. This year, the salary increase percentage will be fixed for all eligible employees.

Changes to individual FY22 salary rates generated through this program will be reflected in the November 30 paychecks. Retroactive salary increase payments described within this document will be included in December 31 paychecks.

The timelines required to deliver salary increases starting with November 30 paychecks will be tight, as outlined below. We recognize that the short turnaround required may present challenges for colleges and units during a busy time of year. However, the process this year will be straightforward: Your task will be to determine whether the employee is eligible for a fixed increase based on the criteria outlined below.

FY22 Salary Increase Process

Excel worksheets and instructions will be distributed by your HR Strategic Partner (HRSP) to your designated college/unit representative by October 5, 2021. To meet the operational needs for timely and accurate processing, spreadsheets should be returned to your HRSP no later than October 14, 2021.

Worksheets will list the population we believe is eligible for the FY22 Salary Increase Program based on the following eligibility rules. We will be asking you to validate your eligible population. If you believe there is an employee within your unit who is eligible for the program but not listed on your worksheet, or eligible and missing from your worksheet, please contact your HRSP immediately.

FY22 Salary Increase Program Eligibility

  • Employee held an active academic faculty ranked position (regular or academic wage, and Postdoctoral Scholars) or professional faculty position, at any level of FTE, during fiscal year 2021 (12-month employees) or academic year 2021 (9-month employees); and
  • Employee remains in an active academic faculty or professional faculty appointment(s) as of October 4, 2021, and
  • Employee’s performance in FY21 was deemed satisfactory and not subject to written performance discipline. If an employee in your unit did not perform satisfactorily or was subject to formal discipline in FY21, you will be asked to note this within your worksheet. Employee & Labor Relations will work with you to determine if sufficient documentation exists to exclude the employee from the FY22 Salary Increase Program.

Please note:

  • There are no FTE limits on program eligibility.
  • Academic faculty members who received a promotional increase during FY21 or FY22 (as of September 28, 2021) are eligible for the program.
  • Academic faculty members who received an off-cycle increase during FY21 or FY22 to date are eligible for the program.
  • Professional faculty members who received an off-cycle increase during FY21 or FY22 to date remain eligible for the program, unless the unit expressly conveyed in writing that the employee would not be eligible for any salary increase program in FY22.
  • Employees who are otherwise eligible for the program may not be denied an increase based on funding source.

FY22 Salary Increase Program Funding

Funding for salary increases will be supported by appropriate funds managed by the units. Additional budget will be provided by the university for eligible positions supported by Education and General (E&G) funds. The specific budget increment provided will be based on the percentage of a unit’s general resource budget including ECampus, OSU strategic funding, differential tuition and fees, and indirect cost recovery amounts relative to total budget, as has been the practice for mid-year raises. The recommending department/unit is responsible for identifying funding from existing budget for positions supported by OSU-Cascades, Statewide Public Services (SWPS), grants, contracts, gifts, auxiliary revenue, and other non E&G funds.

FY22 Salary Increase Details

  • Salary increases under the program will be a fixed percentage across all eligible employees and not subject to individual adjustment.
  • Eligible employees will receive a 3% increase in their base annual salary rate effective July 1, 2021, for 12-month employees and September 16, 2021, for 9-month employees.

Guidelines Applicable to All Salary Increases

  • Deans, Vice Presidents, and Vice Provosts are required to sign all salary worksheets within their line of authority indicating their validation of the eligible employee group within their unit. Delegating signature authority to another member of their staff is not permitted in this process.
  • The university is committed to the full distribution of this year’s salary increase pool to eligible employees. Should any individuals on the spreadsheet have departed or be ineligible due to documented performance concerns, excess funds will not be allocated within the unit. Instead, excess funds will reclaimed at the university level and then reallocated across all eligible employees. This may contribute to an actual salary increase more than 3%. In no case will the actual increase be less than 3%.

Process Timeline

October 5                    Salary worksheets and instructions distributed to designated college/unit

representative(s) by HRSPs. Colleges and units may decide to further distribute information within their organization per their practice.

October 14                 Salary worksheets due to HRSP from designated college/unit representatives.

October 20                  Offices of Faculty Affairs and University Human Resources begin worksheet review, assessment of application of guidelines by individual departments/units, and Banner data reconciliation process.

Budget office determines any adjustment to standard increase percentage. If standard salary increase percentage is adjusted due to changes in final eligible population, this will be communicated in advance of payday.

November 30             Payday; salary increases reflected in paychecks.

December 31             Payday; retroactive salary increase portion reflected in paychecks.

Should you have questions, please do not hesitate to contact your HRSP or the individuals listed below.

For budget related questions:          

For eligibility related questions:

  • Kim Cholewinski Academic Human Resources Officer

University Human Resources, at academicofficer@oregonstate.edu

Dear colleagues,

As Vice Provost for Faculty Affairs, I am pleased to serve as the University’s senior international officer (SIO) and look forward to working with you to advance our internationalization goals. As you may know, OSU has a comprehensive Internationalization and Global Engagement Strategy (IGES) which reflects substantial campus engagement by the former SIO and Senior Advisor to the Provost for Global Affairs, Kendra Sharp. While many efforts outlined in the strategy are already underway, we are moving into full-scale implementation starting from Fall 2021.

To help achieve this commitment, Julianna Betjemann, Global Affairs Associate in the Office of Faculty Affairs (OFA), will lead implementation tracking for the IGES and will work closely with campus partners to coordinate university-wide strategy and support global activities. She will be reaching out to many of you shortly to learn more about what efforts are already underway in your units that contribute to OSU’s global profile. A major theme throughout the IGES is the need for more recognition, communication, and celebration of the amazing global impacts of our faculty, students, and university. Julianna will help to support these efforts also.

Broadly speaking, most activity related to the IGES fits into three categories:

  • Global Activity: This includes faculty research, international alumni engagement, involvement in global partnerships and consortia. The IGES clearly identifies the need for more support in this area, including connections between faculty doing global teaching and research, more recognition and reward for that work, and more support for navigating compliance and regulations.
  • Global Learning: There is a need for clearer framing on how global learning fits into the OSU educational experience, and for a broader range of options available, including not only study abroad, but also international research, on-campus experiences, and domestic-international student interactions. We must reduce barriers to participation in these activities and increase participation.
  • Global Citizens: Identify specific initiatives to improve inclusion and belonging for international students at all levels of the university, and which prepare OSU graduates to succeed in a diverse and global society.

Please note that International Education Week (IEW) is scheduled for Nov. 15-19. Watch for details about specific events that week, including the traditional MU Flag Ceremony, a reception for international faculty and scholars hosted by Provost Feser, as well as opportunities for your unit to participate and showcase your impacts.

My team and I look forward to working with you. For your convenience, below I have included contact information for OFA team members with responsibility for IGES implementation.

Rick Settersten

Vice Provost for Faculty Affairs

Betjemann, Julianna

Global Affairs Associate

Julianna.Betjemann@oregonstate.edu

Daly, Sara

Executive Assistant to the Vice Provost

Sara.Daly@oregonstate.edu

Parkins, Deb

International Agreement + Delegation Coordinator

Deb.Parkins@oregonstate.edu

Saam, Judi

Analytics, Reporting, + Information Technology

Judi.Saam@oregonstate.edu

Settersten, Rick

Vice Provost for Faculty Affairs

Rick.Settersten@oregonstate.edu

To: Unit Leaders

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs

4 June 2021

Unit Leaders,

The Office of Faculty Affairs, in consultation with the Faculty Senate, have recently updated the Promotion and Tenure Dossier Guidelines.  The updates reflect the newly adopted COVID-19 accommodations, agreements made within the academic faculty collective bargaining agreement, and provide clarification on previous processes and guidelines.

Attached are the updated dossier guidelines.  A summary of the significant updates is below:

  • DocuSign is acceptable for signature on all documents.
  • Optional COVID-19 Impact Statements may be included as “Part B” of section “V. Candidate Statement.” Part A of section V. is the Candidate Statement and is limited to 3 pages.  The optional COVID-19 Impact Statement (included as Part B) is limited to one page.
  • Previously imbedded in section “VIII Promotion and Tenure Vita,” the Peer Review of Evaluation will now be included in section “VI Student Letter of Evaluation and Peer Review of Teaching.”
  • Clarification on identifying the Student Committee.
  • Instructions on reporting eSET scores excluded due to COVID-19 accommodation recommendations (B.2 in section “VIII Promotion and Tenure Vita”).
  • Updated language to include promotion for “Research Associates, Instructors (ESL), Instructors (ALS), and Instructors (PAC)”. Please note: criteria for promotion for these new promotional ranks is forthcoming.
  • Guidance for including appropriate language to evaluators regarding COVID-19 accommodations (e.g. tenure clock extensions, COVID-19 impact statement, eSET exclusion).

While updating the Faculty Handbook will continue, please note the requirements for years in service for the following promotions:

  • Fixed-term Professorial Faculty
    • Assistant/Associate/Professor of Practice
    • Assistant/Associate/Professor, Senior Research
    • Assistant/Associate/Professor, Clinical
    • Assistant/Associate/Professor, Extension

Timeline: eligible after at least 6 years have elapsed since initial hire date or last promotion and accumulated a minimum of 4.5 FTE years in service since initial hire date or last promotion.

  • Fixed-term Academic (Non-Professorial) Faculty
    • Instructor/Senior Instructor I & II
    • Instructor (ALS)/Senior Instructor (ALS) I & II
    • Instructor (ESL)/Senior Instructor (ESL) I & II
    • Instructor (PAC)/Senior Instructor (PAC) I & II
    • Faculty Research Assistant/Senior Faculty Research Assistant I & II
    • Research Associate/Research Associate I & II

Timeline: eligible after at least 4 years have elapsed since initial hire date or last promotion and accumulated a minimum of 3.0 FTE years in service since initial hire date or last promotion.

Please forward this information to faculty in your unit who will be going up for promotion and/or tenure in the near future.

We anticipate the Faculty Handbook will be fully updated with revisions prior to fall term. Please reach out to the Office of Faculty Affairs if you have questions related to this guidance.

Regards,

Susan Capalbo
Senior Vice Provost for Faculty Affairs

5 May 2021

OSU Academic Faculty:

The Office of the Provost, in consultation with the COVID-19 Workgroup, provides the following updates to accommodations for academic faculty to address the impacts of COVID-19 on advancement and evaluation.  The updates are also noted on the Faculty Affairs COVID-19 accommodations website. The COVID-19 Workgroup’s analysis is ongoing, with a final report expected in Fall 2021. 

  1. Continuation of COVID-19 tenure clock extension policy

The deadline to request a one-year COVID-19 tenure clock extension (TCE) has been extended to June 1, 2023 for all faculty who are in the probationary period of their appointment. While all requests for the TCE will be automatically approved by the Senior Vice Provost, faculty must complete the request form.  Approvals will be communicated to the faculty member and unit supervisor. 

Requests for a COVID-19 TCE must be made by June 1 of the calendar year preceding the calendar year in which the tenure decision will be made (for example, a faculty member with a June 15, 2023 tenure deadline would need to make their TCE request no later than June 1, 2022).

Eligible faculty members can request a second tenure clock extension due to extenuating circumstances related to COVID-19 or other personal circumstances.  This request will follow the normal process established for tenure clock extensions.

Consistent with OSU policy for all tenure clock extensions, if an extension is granted, the faculty member may later decide that they do not need the additional year and request review for promotion and tenure in accordance with the previous timeline. Faculty with questions about whether to request a COVID-19 tenure clock extension are advised to contact their academic unit leader and/or dean.

Please note that tenure-track faculty in the College of Earth, Ocean, and Atmospheric Sciences with mandatory promotion deadlines may request a promotion extension by submitting a request to their Dean.

  1. Optional COVID-19 Impact Statements

The purpose of the optional statement is to help reviewers understand how the COVID-19 pandemic may have affected the candidate’s work, from the outset of the spring 2020 term.

COVID-19 impact statements describe the impact of the pandemic on the ability to perform duties in the position description.  Impacts may include the following examples: personal circumstances that impede work, lack of access to research facilities and sites, inability to collect data, publication delays, cancelled conferences and seminars, or other circumstances attributable to the changed landscape of working under pandemic conditions. 

For promotion and tenure processes, COVID-19 impact statements are limited to one page, single-spaced and, for dossiers prepared for review in 2021-22 or later, should be included as “Part B” in Section V: Candidate’s Statement, immediately following the 3-page Candidate Statement (now labeled “Part A”).  The COVID-19 impact statement does not affect the 3-page maximum for the Candidate’s Statement.

  1. Teaching evaluations (eSET scores)

For courses taught from Spring 2020 through Spring 2021, it will be at the faculty member’s discretion to use Electronic Student Evaluation of Teaching (eSET) scores in their annual periodic review of faculty materials and promotion and tenure dossiers, without prejudice.  This applies to all courses, including Ecampus courses. Supervisors do not have access to eSET scores for this time period, so faculty will need to access their scores through the eSET website (https://apa.oregonstate.edu/eset). In lieu of eSET scores, faculty may want to provide narrative about how they modified their course(s) for remote delivery worked with students to ensure their success.

Faculty are strongly encouraged to seek periodic peer teaching reviews and work with their supervisors to schedule these reviews on a timely basis.  The process by which student feedback is solicited at the time of promotion and/or tenure review and entered into the dossier, via the student summary evaluation letter, is unchanged.  

  1. Communications related to COVID-19 accommodations and impact statements

The COVID-19 pandemic has taken a serious toll on many faculty members’ research, scholarly, and creative work, as well as their teaching, mentoring, and service. Research suggests that nationally faculty of color and women faculty may be disproportionately affected.  Deans and unit leaders should discuss how the pandemic has impacted their faculty and provide guidance to external evaluators and internal review committees to take into consideration these disruptions.  Reviewers should also be mindful of impacts that may have been noted in the optional COVID-19 impact statements.

The following language should be included in letters provided to all external reviewers (new model letter):

 

The COVID-19 pandemic has taken a serious toll on faculty productivity especially research, scholarship and creative work, as well as their teaching, mentoring and service. Research on a national level suggests that faculty of color and women faculty may be disproportionately affected. We ask that you consider this candidate’s professional accomplishments in the context of the disruptive and prolonged COVID-19 pandemic and the circumstances under which faculty have been operating since March of 2020.  

Oregon State University has provided COVID-19 accommodation for academic faculty including (a) COVID-19 tenure clock extension to all tenure-track faculty upon request; (b) the inclusion of a COVID-19 impact statement in the dossier at the faculty member’s discretion; and (c) optional inclusion of Student Evaluation of Teaching scores in promotion and tenure dossiers for courses taught in Spring 2020 through Spring 2021. (add link) Evaluators and reviewers should assess the candidate’s accomplishments and productivity and provide an evaluation of the merits of the dossier without prejudice related to COVID-19 tenure clock extensions and without prejudice related to the candidate’s decision about reporting or not reporting student feedback for the Spring 2020 to Spring 2021 terms. Reviewers should also be mindful of impacts that may have been noted in the COVID-19 impact statements.

Thank you for agreeing to conduct this review.

  1. Guidance for Periodic Review of Faculty, Mid-Term Review, and Post Tenure Review

Optional COVID-19 impact statements describe the impact of the pandemic on the ability to perform duties in the position description.  Impacts may include personal circumstances that impede work, lack of access to research facilities and sites, inability to collect data, publication delays, or other circumstances attributable to the changed landscape of working under pandemic conditions. 

For Periodic Review of Faculty (PROF): COVID-19 impact statements are limited to one page and should be included subsequent to the statement concerning current responsibilities of the faculty member, per the Guidelines for Periodic Review of Faculty.

For Mid-Term Review:  For dossiers prepared for review in 2021-22 or later, a one-page COVID-19 Impact Statement may be included as “Part B” in Section V: Candidate’s Statement, immediately following the 3-page Candidate Statement (now labeled “Part A”).  The COVID-19 impact statement does not affect the 3-page maximum for the Candidate’s Statement.

For Post Tenure Review:  In accordance with the policy for dossier preparation for tenure and promotion, a faculty member undergoing post tenure review may include a one-page COVID-19 Impact Statement as “Part B” in Section V: Candidate’s Statement, immediately following the 3-page Candidate Statement (now labeled “Part A”).  The COVID-19 impact statement does not affect the 3-page maximum for the Candidate’s Statement.

For Periodic Review of Faculty, Mid-Term Review and Post Tenure Review, the Provost’s Office will extend the faculty member’s discretion to use eSET scores in their evaluative materials, without prejudice, for courses taught in Spring 2020 through Spring 2021.  This applies to all courses delivered in these terms including Ecampus courses. 

Each academic unit head or college initiating the review must inform faculty members of the option to include a description of the impact(s) of COVID-19 and provide the instructions, so that faculty members understand how to include this information in their submitted materials.

Questions regarding these accommodations can be directed to Susan Capalbo or Sara Daly.

To: OSU faculty and staff

From: Susan Capalbo, Senior Vice Provost
           Cathy Hasenpflug, Associate Vice President and Chief Human Resources Officer

March 9, 2021

Dear OSU Employees,

We are happy to announce two new internal and external learning tools that will be readily available to support professional development for all Oregon State University employees. Both are an important element of the university’s talent management initiative and represent the university’s commitment to the ongoing development of all employees.

  1. New training portal on MyOregonState

The home page of each employee’s dashboard now features an , where faculty and staff can discover information about internal training resources that showcase the excellent work of OSU colleagues and departments. These resources span a range of topics related to academics and teaching; diversity, equity and inclusion; social justice; supervision and management; web and computing skills; business and accounting training, compliance matters; and many others.

To access the training portal, please click on the Training icon on the menu bar:

  • Training courses can be filtered by category and audience.
  • Click on a training course of interest to you and find an information card with basic description of the course. More detailed information and/or registration guidance is provided by clicking a link within the information card.
  • For technical issues with , you may access “Get Help” within the “?” link at the top of the page or go to.
  1. New online learning library pilot

OSU is collaborating with LinkedIn Learning to provide external online learning resources to the entire OSU community, including faculty, staff, graduate assistants and students, as a pilot program during 2021. LinkedIn Learning provides on-demand access to thousands of video-based courses on a wide variety of professional and personal development topics, with content developed, vetted and produced to meet specific quality standards.

Within LinkedIn Learning you will find designed to provide helpful resources that respond to the wide range of challenges faced during the COVID-19 pandemic. We hope you find LinkedIn Learning to be a useful resource that supports both your personal and professional development interests. LinkedIn Learning courses taken during work hours as part of professional development should be coordinated with your supervisor per normal practice.

Getting Started with LinkedIn Learning:

  • Set up an account:
    • Go to OSU LinkedIn Learning website and explore the Getting Started page for information on setting up your OSU account. If you have a personal LinkedIn Learning account you will have the option to connect through your personal LinkedIn profile or activate your account using your OSU email.
    • If you run into issues with logging into LinkedIn Learning, please contact the Service Desk.
  • Attend a general demonstration and Q&A session:
    • The demo session will be recorded and made available on the OSU LinkedIn Learning website. 
      Thursday, March 18, 11:30 a.m. to 12:30 p.m. 

Register here! 

  • Attend an academic faculty webinar hosted by LinkedIn Learning:
    • Wednesday, March 17, 12:00 to 1:00 p.m. 

Register here!

We will provide future updates regarding OSU’s efforts to provide employees with expanded professional development resources. We welcome your thoughts and feedback at any time.

Best regards,

Susan Capalbo
Senior Vice Provost for Faculty Affairs

Cathy Hasenpflug
Associate Vice President and Chief Human Resource Officer

To: Academic Deans and Unit Heads/Directors

From: Susan Capalbo, Sr. Vice Provost for Faculty Affairs

February 17, 2021

Dear Academic Deans and Unit Heads/Directors:

Below is information regarding 2021 accommodations for academic faculty related to COVID-19. Please forward as you see appropriate.

Summary (details below):

  • The deadline for requesting COVID-19 tenure clock extensions has been extended from May 1, 2021 to May 1, 2022.
  • The choice to use eSET scores in annual reviews and dossiers has expanded to include spring 2021.
  • The COVID-19 Work Group has been charged to look at recommending additional accommodations for academic faculty.

COVID-19 Tenure Clock Extensions
The University has extended the deadline to automatically approve a one-year extension of the probationary period for all eligible tenure-track faculty who request an extension (opt-in) by May 1, 2022. Eligible tenure-track faculty must be in their probationary period during AY 2021-22 with their mandatory tenure review to occur in AY 2022-2023 or later(If a faculty member’s mandatory review occurs in AY 2021-2022, the deadline for the request remains May 1, 2021)

PLEASE NOTE: a COVID-19 tenure clock extension is independent from and in addition to a tenure clock extension for an extenuating circumstance including leave taken for FMLA. Currently, faculty members are allowed to be granted one extension related to COVID-19.

Teaching Evaluations
The University will extend the faculty member’s discretion to include or exclude eSET scores in their annual reviews and dossiers, without prejudice, for courses taught in spring 2020, summer 2020, fall 2020, winter 2021, and spring 2021. This applies to all courses delivered in these terms, including Ecampus courses.

PLEASE NOTE:  As part of the COVID accommodations, each term faculty members must choose, on a course-by-course basis,  whether to include or exclude eSET scores in their annual reviews and dossiers for promotion and tenure. The faculty member may make this determination after eSET scores are obtained and reviewed by the faculty member.  Department/School heads should track which courses will not have eSETs used by surveying each faculty member (via Qualtics or another method). This information should be kept on file within the unit for reference when the faculty member is reviewed for promotions and/or tenure. For eSET scores that the faculty member has opted to exclude from their dossiers, please indicate in the dossier that the eSET scores are being excluded per COVID-19 university accommodation.

COVID-19 Work Group

The COVID-19 Work Group was recently charged by the Senior Vice Provost. This group is co-chaired by Roberta Marinelli, Dean of the College of Earth, Ocean, and Atmospheric Sciences, and Peter Betjemann, School Director of Writing, Literature, and Film.  The group will work to uncover, measure, and communicate the impacts of the pandemic on academic faculty (including differential impacts associated with disciplinary fields, race, gender, and other factors) and mitigate impacts through development of guidance, mentorship, and related policies and practices that can be feasibly and readily implemented. Opportunities for faculty and administrative engagement with the group is forthcoming. Recommendations for further COVID accommodations will be made to the Provost by mid-to-late April.

Any further questions should be directed to Sara Daly or myself.

Susan Capalbo
Senior Vice Provost, Faculty Affairs

To: Academic Leaders

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs

February 9, 2021

Dear academic leaders,

Below is an update regarding the winter and spring term Academic Leadership Workshops. We hope you are able to join us for these discussions.

Winter term: Thursday February 18th, 2021, 3:30-5pm

  • Kim Kirkland, Executive Director of Equal Opportunity and Access, will present The Evolution of Title IX and Sexual Misconduct
  • Please register and access the Zoom details here.

Spring term:

  • Heather Horn, Associate Vice Provost and Senior Director of Employee Labor Relations, will present a two-part series on Faculty Employment in Today’s Environment
  • Part 1: Thursday April 29th, 2021, 3:30-5pm, registration and Zoom details here
  • Part 2: Thursday May 27th, 2021, 3:30-5pm, registration and Zoom details here

Reminder of additional faculty resources to share with your unit:

  • OSU has an institutional membership with NCFDD and any faculty member at OSU can access their resources by registering with them. More information can be found here.  
  • Faculty Affairs faculty development page also offers additional resources and opportunities available to all OSU faculty.

Sincerely,

Susan Capalbo
Senior Vice Provost, Faculty Affairs

To: University Leadership

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs

February 2, 2021

Dear Colleagues:

Provost Feser recently announced that Kendra Sharp will begin an appointment with the National Science Foundation on Feb. 8. Effective on that day, I will serve as the University’s senior international officer (SIO) until a new SIO has been identified.

You may be aware that last summer, the Office of International Affairs was renamed to the Office of Global Affairs (OGA). At that time, OGA was folded into the Office of Faculty Affairs (OFA) portfolio. I mention this because the OFA team and I will continue to work directly with OGA staff and others to make progress on the implementation of the recently announced Internationalization and Global Engagement Strategy.

As you know, units and programs with an international focus are distributed throughout the University, and work in collaboration with the OGA. The OGA web site and following points of contact will help to guide you when you have questions. Please share this list with others as appropriate.

Education abroad and global opportunities

Grace Atebe, Interim Director, Office of Global Opportunities/Office of Undergraduate Education

Employees working internationally

Heather Horn, Associate Vice President and Senior Director, Employee and Labor Relations

Facts and maps

Judi Saam, Analytics, Reporting, and Information Technology/ Office of Global Affairs

Global Engagement Compliance Committee

Co-chairs Irem Tumer, Vice President for Research, and Chris Viggiani, Associate Vice President for Research Integrity and Director, University Policy and Standards

Global relationships, including partnerships and agreements

Deb Parkins, International Agreement & Delegation Coordinator/Office of Global Affairs

Initiatives and project management

Gigi Bruce, Special Assistant to the Provost

International admissions

Shain Panzeri, Director of International Admissions/Division of Enrollment Management and INTO OSU

International compliance (general inquiries)

Chris Viggiani, Director, University Policy and Standards

International student and staff servicesincluding immigration compliance for international students, employees and exchange visitors in the US

Grace Atebe, Executive Director, Office of International Services/Division of Student Affairs

 

International travel

Samuel Gras, Office of Global Opportunities/Office of Undergraduate Education

INTO OSU

Bob Gilmour, Executive Director

I look forward to working with you to advance your and the University’s internationalization goals.

Susan Capalbo
Senior Vice Provost, Faculty Affairs

To: OSU faculty and staff

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs
           Faye A. Chadwell, Donald & Delpha Campbell University Librarian

December 16, 2020

Oregon State University community members,

For several decades, research libraries like OSUL have struggled to cover the escalating costs of academic journals and advocate for fair terms of usage. We’ve resorted to frequent cancellation projects, pursued collaborative purchases with other libraries, and negotiated multi-year “big deals” in an effort to share costs and content.

Such efforts have paralleled the movement to establish more open frameworks of publishing wherein control of scholarship and its dissemination rests with authors and their institutions. Oregon State University has already established a strong record of championing open access to support the broadest possible access to scholarship produced by OSU faculty and students, a record highlighted by the Faculty Senate adoption of a campus OA policy in 2013.

In spite of these efforts, OSU still faces the challenge of unsustainable journal subscription models as well as terms and conditions that do consistently support the access, discovery, and use or reuse of scholarly output that meets the needs of our campuses and advances not only the mission of Oregon State University but also the global progress of science.

OSU Libraries seeks to partner with an advisory group of OSU faculty to continue on the path toward a more sustainable, transparent and open scholarly communication system. This group, the Open and Sustainable Scholarly Communication Committee, includes members of the Faculty Senate Library Committee as well as key library personnel. In the coming months, we will seek to establish and gain endorsement of principles that articulate what OSU scholars and authors seek from scholarly communication. These principles will guide OSU Libraries in its negotiations with journal publishers, supporting the goal of achieving sustainable and transparent agreements.

We anticipate multiple opportunities for OSU community members to participate in discussions and forums to further understanding of the issues, gather critical feedback in the principles’ development, and endorse the final version of OSU’s guiding principles.

For more information about this initiative, please consult the guide: Open and Sustainable Scholarly Communication at Oregon State University.

These library faculty members are available to answer questions:  Michael Boock, Michael.boock@oregonstate.edu; Kerri Goergen-Doll, kerri.goergen-doll@oregonstate.edu; Zach Welhouse, zach.welhouse@oregonstate.edu.

Sincerely,

Susan Capalbo, Senior Vice Provost for Faculty Affairs

Faye A. Chadwell, Donald & Delpha Campbell University Librarian

To: Professional faculty

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs

November 20, 2020

Dear professional faculty,

I hope you are all doing well. I am pleased to invite you our fall term Professional Faculty Workshop on Thursday December 3rd from 3:30-4:30pm via Zoom.

Join us to learn more about TRACE-OSU, how the university’s testing strategies have evolved, and what testing will look like at OSU locations winter term. Members of the OSU-TRACE team as well as university leadership will present and be available to answer questions.

Registration is encouraged and can be found here along with the Zoom details.

Have a great Thanksgiving and we hope to see you on December 3rd!

Sincerely,

Susan Capalbo
Senior Vice Provost, Faculty Affairs

To: OSU faculty and staff

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs

November 12, 2020

Colleagues:

Each year OSU Faculty publish a remarkable range of literary contributions. Publication of these books is an important dimension to faculty creativity that goes through a rigorous peer review process and is an important part of validating their work. A selection of OSU authors will be honored during a series of authors lectures in March, at which time, all OSU authors will be acknowledged and information regarding their literary work will be available for attendees. More information regarding how OSU Authors and Editors are celebrated can be found on our website.

Please submit the book details for authors and editors in your unit that have been published with a 2020 copyright date no later than January 8, 2021. Guidelines for acceptable submissions are as follows:

  • Faculty members who are principal author or co-author (chapter authors do not qualify). 
  • Faculty members who are editors of collections/volumes of original scholarship.
  • Pamphlets, brochures, limited distribution research monographs, workbooks, or manuals do not qualify.
  • All submissions must have a 2020 copyright date.

Realizing this year’s lectures will most likely be virtual, we are not requesting display samples at this time.

Thank you for helping us recognize faculty excellence!

Susan Capalbo
Senior Vice Provost, Faculty Affairs

To: All faculty and staff

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs
          Cathy Hasenpflug, Chief Human Resources Officer

November 10, 2020

The University will extend availability of existing paid COVID-19 leave hours through June 30, 2021.

This spring, OSU provided up to 80 hours of paid COVID-19 leave for most employees to mitigate impact of the pandemic. We initially designed this leave to expire on December 31, 2020 along with a corresponding federal program. Instead, OSU is choosing to extend use of the leave until June 30, 2021. 

As before, the leave is intended for use when employees have experienced family or personal changes caused by the pandemic, or where reduced work is available. This leave is not paid out if an employee leaves the university. Instructions for viewing your remaining COVID-19 leave balance is available on the EmpCenter help site. For those who have exhausted their COVID leave balances and do not currently have alternate sick and vacation balances, a variety of programs are available to bridge the gap, including utilization of the sick leave advance program for academic and professional faculty and hardship programs for classified staff and graduate assistants. For more information about these programs and supplemental state and federal programs, please visit the COVID-19 Leave website.

Warmly,

Susan and Cathy

Susan Capalbo
Senior Vice Provost, Faculty Affairs

To: Provost's Council of Deans

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs

October 27, 2020

2021 OSU Distinguished Professor
Call for Nominations

Dear Academic Deans,

The title “Distinguished Professor” is the highest faculty honor awarded at Oregon State University.  It is conferred on OSU faculty at the rank of professor who have made pioneering contributions in their areas of expertise, achieved sustained distinction and are nationally and internationally recognized for their accomplishments. Up to three appointments may be awarded annually to faculty members who have been at the University for at least five years. Emeritus professors are not eligible, nor are administrators at the level of dean and above for as long as they are serving in a senior leadership role.

The nomination packet must include a brief letter of submission to the Senior Vice Provost, chair of the selection committee, from the college dean that indicates their support (no more than two pages). The letter must be accompanied by a narrative summary of accomplishments (no more than five pages) in teaching and advising; research, scholarly or creative work; and outreach, engagement, and/or service. Guidance for the narrative summary is provided below. Finally, the packet should include an abbreviated CV (no more than five pages).

We are committed to equity and inclusion in the nomination and selection process. Nominators should give serious attention to identifying exceptional faculty from diverse backgrounds and experiences.

Evaluation Criteria

In order to qualify for the title of OSU Distinguished Professor, a faculty member must have amassed a record of highly distinguished and ongoing contributions in the areas of teaching and advising (criterion 1); research, scholarship, or creative activity (criterion 2); and outreach, engagement, and/or service (criterion 3). While the expectation is that a Distinguished Professor will have made—and will continue to make—significant contributions under all three criteria, the relative emphasis of each area in their record of accomplishment will vary, both in the totality of that record and over the course of their academic career. The relative emphasis should reflect the nature of the nominee’s current and past academic appointment(s) and information regarding the emphasis should be stated in the nomination packet.

Under each criterion are bulleted examples of evidence that may be used to demonstrate exceptional achievements and significant impact. The abbreviated curriculum vitae and nomination narrative should provide the selection committee a clear understanding of the breadth and significance of the nominee’s accomplishments.

Criterion 1: Excellence and Leadership in Teaching and Advising

Examples:

  • Excellence and leadership in teaching and enhancement of the educational experience of students and mentees, as reflected in awards, significant and sustained professional development, student evaluation (SET) scores, and meaningful assessment practices;
  • Outstanding mentoring of undergraduates, including offering high impact learning experiences (internships, service learning, research and global learning);
  • Outstanding mentoring of graduate students and/or post-doctoral trainees through to graduation and on to successful careers;
  • The provision of sustained and significant financial support to graduate students;
  • Evidence of exceptional commitment to equity, diversity, and inclusion as reflected in curriculum development, pedagogy, and mentorship.

Criterion 2:  Excellence in Research, Scholarship or Creative Activity

Examples:

  • An outstanding record of published research (first-rate peer-reviewed journal articles, books, technical reports, book chapters, and essays);
  • Significant and sustained contract and grant support, especially from peer reviewed sources (competitive, peer-reviewed research grants; industry sponsored grants and contracts; foundation grants; grants for artistry, performance activity, and composition);
  • High impact applied scholarly activity and technology development, including innovation and entrepreneurship activities, patents and commercialization activity, and high impact publicly engaged research and scholarship;
  • An outstanding record in the production, exhibition, or performance of creative work (visual or performing art exhibited or performed in high quality venues; art and design work presented in juried exhibitions; especially noteworthy performances, readings, or recordings);
  • Significant commissioned or collected works (commissions for creative work; works collected by public and private museums and galleries);
  • A distinguished record of invited symposia, plenary lectureships; invited seminars, distinguished lectureships, and/or participation in art and design juries at leading institutions of higher learning;
  • Awards and honors received, including membership as fellow in prestigious scholarly societies (e.g., the National Academies).

Criterion 3: Excellence in Outreach, Engagement and Service

Examples:

  • Awards and honors received for work in outreach and engagement, such as local, state and national awards from public and community organizations;
  • Evidence of high impact and broad-based, lasting change in the community and to society;
  • A distinguished record of publication of major reports, monographs, bulletins, digital materials and other information and documents that are widely used and influential in local, regional, state, national, and/or international communities;
  • Editorship of journals and organizations of panels and conferences with national and international recognition;
  • Awards and professional recognition, including holding the rank of fellow in scholarly organizations;
  • Significant committee service (elected and appointed) at department/school, college and university levels; leadership and administrative activities that have had significant impact at OSU; longstanding participation in shared governance;
  • Demonstrated leadership in advancing the University’s goals in diversity, equity and inclusion.

Submissions

To submit a complete nomination packet, assemble the nomination materials in the following order:

  • Cover submission letter to Senior Vice Provost from college dean (no more than two pages);
  • Narrative summary of accomplishments (not to exceed five pages);
  • Nominee’s abbreviated curriculum vitae (not to exceed five pages).


The dean should submit the nomination PDF via the box folder assigned to their specific college no later than Monday, December 14, 2020. Box folders will be assigned shortly.  Please direct questions to Sara Daly at Sara.Daly@oregonstate.edu.

Susan Capalbo
Senior Vice Provost, Faculty Affairs

To: OSU academic faculty

From; Susan Capalbo, Senior Vice Provost for Faculty Affairs
          Kendra Sharp, Vice Provost for Global Affairs

October 23, 2020

Dear academic leaders,

We hope you are all doing well! For those who were able to join us last month for the 3rd annual Academic Leadership Summit, we hope you found it as engaging and inspirational as we did. As discussed at the Summit, we are continuing the Academic Leadership Workshop series for the 2020-21 academic year virtually.

Academic Leadership Workshop series:

  • Upcoming! Thursday November 5th, 2020, 3:30-5pm, Promotion and Tenure Guidance for Academic Leaders
    • Presented by Susan Capalbo, Senior Vice Provost for Faculty Affairs
    • This workshop will be held remotely. Please register and access the Zoom details here.
  • Thursday February 18th, 2021, 3:30-5pmLegal and Compliance Considerations
    • This workshop will be held remotely. Please register and access the Zoom details here.
  • Thursday May 27th, 2021, 3:30-5pmtopic to be confirmed

We have also scheduled a special workshop on time management through the National Center for Faculty Development and Diversity (NCFDD). The workshop is open to all academic faculty, and will be particularly relevant to new tenure-track faculty. Please share the details and resources below with your faculty:

NCFDD Workshop:

  • Wednesday December 2nd, 2020, 9:00-11amTenure & Time Management: How to Manage Your Time So You Can Publish Prolifically AND Have a Life Beyond the Ivory Tower

NCFDD Resources:

  • OSU has an institutional membership with NCFDD and any faculty member at OSU can access their resources by registering with them.
  • More information can be found here.  

Finally, the Faculty Affairs faculty development page also offers additional resources and opportunities available to all OSU faculty.

Sincerely,

Susan Capalbo
Senior Vice Provost, Faculty Affairs

Kendra Sharp
Associate Vice Provost, Faculty Development

To: Academic Deans

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs

October 20, 2020

Dear Academic Deans:

Further Clarification in Italics related to Spring 2020 Accommodations for COVID-19

COVID-19 Tenure Clock Extensions
The University will continue to automatically approve a one-year extension of the probationary period for all eligible tenure-track faculty who request an extension (opt-in) by May 1, 2021. Eligible tenure-track faculty must be in their probationary period during AY 2020-2021 with their mandatory tenure review to occur in AY 2021-2022 or later.

PLEASE NOTE: a COVID-19 tenure clock extension is independent from and in addition to a tenure clock extension for an extenuating circumstance including leave taken for FMLA.

Teaching Evaluations
The University will extend the faculty member’s discretion to include or exclude eSET scores in their annual reviews and dossiers, without prejudice, for courses taught in spring 2020, summer 2020, fall 2020 and winter 2021. This applies to all courses delivered in these terms, including Ecampus courses.

PLEASE NOTE:  As part of the COVID accommodations, each term faculty members must choose, on a course-by-course basis,  whether to include or exclude eSET scores in their annual reviews and dossiers for promotion and tenure. The faculty member may make this determination after eSET scores are obtained and reviewed by the faculty member.  Department/School heads should track which courses will not have eSETs used by surveying each faculty member (via Qualtics or another method). This information should be kept on file within the unit for reference when the faculty member is reviewed for promotions and/or tenure. For eSET scores that the faculty member has opted to exclude from their dossiers, please indicate in the dossier that the eSET scores are being excluded per COVID-19 university accommodation.

Updates to Dossier Preparation Guidelines for 2020-2021
For dossiers being reviewed during the AY 2020-2021 Promotion and Tenure (P&T) cycle, faculty members, at their discretion, may include a description of any COVID-19 related impacts on their research, creative work, teaching and/or service. The description is optional and should be no longer than one page and placed in section X. OTHER LETTERS AND MATERIALS (optional) per the dossier preparation guidelinesThis description will be shared with internal evaluators. 

PLEASE NOTE: If this information is included, the Department or School Head should direct all internal evaluators to include this section as part of the dossier review. Internal evaluators refer to the reviewers involved with the administrative review conducted at the department and college levels (section VII. ADMINISTRATIVE LETTERS OF EVALUATION within the dossier).

Any further questions should be directed to Sara Daly or myself.

Susan Capalbo
Senior Vice Provost, Faculty Affairs

To: OSU Employees

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs
          Cathy Hasenpflug, Chief Human Resources Officer

Subject: Political Campaign Activity by OSU Employees

OSU values free speech and participation in the political process.  As private individuals, OSU employees are encouraged and free to engage in political activities on their own time and using their own resources, in ways that do not interfere with their OSU employment duties; do not convey that such activities are taking place within their role as a university employee; and do not imply that OSU endorses individual political content posted on their personal social media accounts or in other venues.

State law prohibits OSU employees from using OSU resources to support or oppose candidates, ballot measures or initiative petitions being circulated for placement on a ballot, and OSU employees are also prohibited from engaging in those activities in their OSU role or on OSU time. Federal law also has similar prohibitions for federally funded projects.

In general, OSU employees are advised to carefully evaluate their use during OSU work time of any personal signs, buttons, shirts, hats or other expressions of support/opposition to candidates, ballot measures or initiative petitions.  It is imperative that employees do not display such expression in ways that imply OSU sponsorship or endorsement.  Where the location and nature of the work conducted is public-facing or student-facing and the size or location of the button or other expression would combine to imply OSU sponsorship or endorsement, such expression is prohibited.

OSU as an institution may take positions on some political issues (including state and federal legislation), but may not take positions on political candidates, ballot measures or initiative petitions being circulated for placement on a ballot. The OSU Office of Government Relations oversees OSU’s political interests and advocacy at state and federal government levels, and advises and coordinates with the President and the Board of Trustees on political issues. No employee may commit OSU to a political advocacy position without authorization from the Office of Government Relations in coordination with the President. In general, OSU is not in a position to engage in matters of international political disputes or foreign government relations.

Faculty who bring their academic and research expertise into the legislative process in their individual capacity are encouraged to coordinate their efforts with the Office of Government Relations, which can assist navigating the legislative process or coordinating with other institutional or individual efforts.  Faculty may be advised in certain venues to clarify that they are acting in their individual capacity. Please contact Katie Fast, Executive Director of Government Relations for more information about this type of engagement, katie.fast@oregonstate.edu.

Resources:

September 23, 2020

SUMMARY

  • Fall term academic faculty development workshop update
  • National Center For Faculty Development and Diversity (NCFDD) resources available

Dear academic faculty,

Happy fall term! I hope you are all doing well. I want to share the plan for our Academic Faculty Workshop series for the 2020-21 academic year, along with some faculty development resources that are available virtually during this time. 

FACULTY DEVELOPMENT WORKSHOPS

Academic Faculty Workshop series:

  • Thursday October 1st, 2020, 3:30-5pm, Thriving and Coping during Change and Uncertainty: Perspectives from the OSU Community
    • During this unique and challenging time at Oregon State University, we want to lend support to our amazing faculty. Join us for a panel discussion with tips and resources related to well-being and coping, managing remote work, and balancing personal and family responsibilities.
    • The panel will include:
      • Yong Bakos, OSU-Cascades, Computer Science, Senior Instructor I, Program Lead
      • Emily Ho, Endowed Chair and Director, Linus Pauling Institute, Professor CPHHS
      • Adam Kent, CEOAS, Associate Dean of Research, Professor
      • Inara Scott, COB, Assistant Dean for Teaching and Learning Excellence, Provost Fellow, Associate Professor
      • Ian Kellems, Director, Counseling and Psychological Services, Licensed Psychologist
    • This workshop will be held remotely. Please register and access the Zoom link here. Participants will be entered into a drawing for virtual door prizes.
  • Thursday January 7th, 2021, 3:30-5pm, Promotion and Tenure
  • Thursday April 22nd, 2021, 3:30-5pm, Academic Writing

NATIONAL CENTER FOR FACULTY DEVELOPMENT AND DIVERSITY (NCFDD)

Workshop Opportunity:

  • Wednesday December 2nd, 2020, 9:00-11am, Tenure & Time Management: How to Manage Your Time So You Can Publish Prolifically AND Have a Life Beyond the Ivory Tower

Resources:

As a reminder, OSU has an institutional membership with NCFDD and each of you can access their resources by registering with them. More information can be found here.  

Sincerely,

Susan Capalbo
Senior Vice Provost, Faculty Affairs

Kendra Sharp
Associate Vice Provost, Faculty Development

To: OSU faculty

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs
           Kevin Dougherty, Associate Vice Provost and Dean of Students

September 23, 2020

Dear Colleagues,

We are writing to alert you to a document, available HERE, containing important information about classroom management, both for our on-campus offerings and for remote offerings using Zoom. In particular, for individuals teaching face-to-face there is information about students and expectations regarding required face-covering. For those teaching remotely, there is information about potential disruptions in the Zoom classroom.

We hope you find this information useful as you prepare for your classes.

With best wishes for a successful term,

Susan Capalbo
Senior Vice Provost, Faculty Affairs

Kevin Dougherty
Associate Vice Provost and Dean of Students

Dear Colleagues:

It is my pleasure to inform you that Kendra Sharp will serve as Associate Vice Provost for Faculty Development (AVP) effective on Aug. 1. In this part time role, Kendra will be responsible for assisting with the development and oversight of programs to support the professional success and advancement of a diverse and outstanding faculty at all ranks, and the recognition of faculty excellence and provision of awards; and assisting in the development and oversight of the Academic Leadership Academy and coordination with other university-wide training and mentoring programs for academic leaders.

Kendra will also continue in her part time role as the Senior Advisor for Global Affairs, providing strategic leadership and advice to University leadership related to developing and tracking the implementation of a global strategy for greater internationalization of Oregon State University. As many of you know, the internationalization strategy has been under development since January 2019, has undergone a robust engagement process, and will be finalized and announced this fall. The Office of Global Affairs (formerly Office of International Affairs) recently became a unit of the Office of Faculty Affairs. The relevant web sites will be updated to reflect this change.

Kendra’s part time tenured position in the College of Engineering will also continue.

I am pleased to welcome Kendra to the Office of Faculty Affairs and look forward to working with her to support the success of our faculty and advance the internationalization strategy.

Susan Capalbo
Senior Vice Provost, Faculty Affairs

To: OSU Faculty

From: Susan Capalbo, Senior Vice Provost, Office of Faculty Affairs
           and Cathy Hasenpflug, Chief Human Resources Officer

May 22, 2020

Dear Colleagues,

As we approach the end of the fiscal year, we would like to check in with you on the plans for annual contract renewal communications. This year, due to the challenges of the remote work environment and the various efforts underway to evaluate budget scenario impacts due to COVID-19, communications regarding annual contract renewals will occur starting June 10 rather than in late May.

Thank you, and enjoy the holiday weekend.

Susan and Cathy

MEMORANDUM

DATE:                    May 21, 2020

TO:                        OSU Employees

FROM:                  Susan Capalbo, Senior Vice Provost for Faculty Affairs

                    Cathy Hasenpflug, Chief Human Resources Officer

SUBJECT:             Political Campaign Activity by OSU Employees

OSU values free speech and participation in the political process.  As private individuals, OSU employees are encouraged and free to engage in political activities on their own time and using their own resources, in ways that do not interfere with their OSU employment duties; do not convey that such activities are taking place within their role as a university employee; and do not imply that OSU endorses individual political content posted on their personal social media accounts or in other venues.

State law prohibits OSU employees from using OSU resources to support or oppose candidates, ballot measures or initiative petitions being circulated for placement on a ballot. Federal law also has similar prohibitions for federally funded projects.

  • Employees are advised not to post signs, posters, buttons or other materials or wear shirts or other clothing in their workspaces that communicate support or opposition to candidates, ballot measures or initiative petitions.
  • Employees are free to display buttons or other material supporting or opposing candidates, ballot measures or initiative petitions on personal belongings that are carried to or from their workspaces, so long as those belongings are not prominently displayed in workspaces that others frequent. 
  • Employees are free to display stickers or other materials supporting or opposing candidates, ballot measures or initiative petitions on their personal vehicles parked in OSU lots.

OSU as an institution may take positions on some political issues (including state and federal legislation), but may not take positions on political candidates, ballot measures or initiative petitions being circulated for placement on a ballot. The OSU Office of Government Relations oversees OSU’s political interests and advocacy at state and federal government levels, and advises and coordinates with the President and the Board of Trustees on political issues. No employee may commit OSU to a political advocacy position without authorization from the Office of Government Relations in coordination with the President. In general, OSU is not in a position to engage in matters of international political disputes or foreign government relations.

Faculty who bring their academic and research expertise into the legislative process in their individual capacity are encouraged to coordinate their efforts with the Office of Government Relations, which can assist navigating the legislative process or coordinating with other institutional or individual efforts.  Faculty may be advised in certain venues to clarify that they are acting in their individual capacity. Please contact Katie Fast, Executive Director of Government Relations for more information about this type of engagement, katie.fast@oregonstate.edu.

Resources:

MEMORANDUM

DATE:                   May 11, 2020

TO:                       Senior Executive Administrators, Deans, Directors, Department/School Chairs/Heads and Business Center Managers

FROM:                 Susan Capalbo, Senior Vice Provost for Faculty Affairs

                            Cathy Hasenpflug, Chief Human Resources Officer               

SUBJECT:           Fixed-Term Faculty Appointment Process, Notification letters, and Timeline for Completion and Distribution

This memorandum provides information regarding the annual renewal/non-renewal process for fixed-term faculty appointments. Spreadsheets supporting this process were distributed on April 22 and are due back to your HR Strategic Partner by May 21. Please note the annual renewal process deadline was extended from the original due date of May 7 to align with the timeframe for the COVID-19 budget exercise.

As discussed in guidance from the budget office distributed today to Deans and administrative leaders, renewal decisions should be considered in the context of continued demand for the particular work, performance, and availability of funding.  As in any year, even with the extended spreadsheet deadline, HR and Faculty Affairs anticipate that submissions will include a certain number of positions in “uncertain” status because of budget or other uncertainty. HR will follow up with these situations directly with colleges and units to confirm status prior to the end of the fiscal year.

As in any year, non-renewals can be considered in situations of documented failure to improve performance, documented current budget shortfall or restructure of operations, and/or elimination of a position.

RENEWAL NOTICE PROCESS AND TIMELINE

All continuing fixed-term employees must receive an appointment renewal letter prior to the expiration of their current contract. We will provide additional information about appointment letter content and distribution as it becomes available.

April 22               Renewal spreadsheets distributed to department/units by your HR Strategic Partner

May 21               Completed spreadsheets due back to your HR Strategic Partner

June 10 - 30       Appointment renewal letters will be available to employees

Some fixed-term employees are subject to NCAA standards distinct from other renewals. Questions may be addressed to Kyle Pifer, Senior Associate Athletic Director for Compliance at 541-737-0902 or kyle.pifer@oregonstate.edu.

NON-RENEWAL NOTICE PROCESS AND TIMELINE

Contact your HRSP as soon as possible if you anticipate the need to non-renew any fixed-term position. Notification letters are required for any fixed-term employee who will not be renewed, regardless of funding source. Non-renewal of fixed-term employees at 0.50 FTE or higher, and athletic coaches on contracts at any FTE, require pre-approval. Your HRSP will support you in drafting a proposal, subsequent review by Faculty Affairs and implementation of the non-renewal if it is approved. If you have not received approval and notified the impacted employee by the May 21 renewal spreadsheet deadline, mark the employee “uncertain” on the appropriate renewal spreadsheet.


Most fixed-term professional, academic and research faculty are entitled to advance notification of non-renewal. Non-renewal notification process is time sensitive. If advance notification cannot be completed within the employee’s current appointment, the unit or college will be required to extend the existing appointment for the length of time necessary to achieve the required notice.  

Minimum notification standards for fixed-term non-renewals for professional faculty and academic faculty are given below.  Only instructors appointed from pools, fixed-term employees employed at less than 0.50 FTE, fixed-term employees employed at 0.50 FTE or more and designated by their most recent appointment letter as paid on gifts, grants, or contracts; and Athletics coaches on contracts are exempt from these notification requirements.

Minimum Required Non-Renewal Notification Requirements

Professional Faculty, Instructors, Senior Instructors or Research Faculty (paid on E&G)

Years of Continuous Service in a Fixed-Term position *

Notice Requirements

Less than 2 years

1 month prior to beginning of next contract period

Greater than 2 years, but less than 6 years

2 months prior to beginning of next contract period

6 years or more

4 months prior to beginning of next contract period

*service in other employment categories does not count towards this calculation

Guidance on scheduling and use of paid leave for non-renewed employees

Twelve-month employees not being renewed should be provided opportunity to utilize accrued vacation leave where feasible. An employee must be paid out for any remaining vacation leave at the time of termination, up to the maximum of 180 hours at their current rate of pay.  Accrued sick leave and COVID-19 leave are not converted to pay when the employee’s appointment ends.

Please address any remaining questions to your HR Strategic Partner.

03 March 2020

Dear tenure-track faculty,

The Office of Faculty Affairs and the colleges of Agricultural Sciences, Forestry, Engineering, Public Health and Human Sciences, and Science are pleased to sponsor a ½-day workshop by the National Center for Faculty Development and Diversity entitled Tenure & Time Management: How to Manage Your Time So You Can Publish Prolifically AND Have a Life Beyond the Ivory Tower.

Participants will learn:

  1. The common time challenges academics face;
  2. How to avoid the most common mistakes new faculty make in managing their time;
  3. Why and how to align work time with institutional and personal priorities;
  4. How to create time for academic writing and research; and
  5. How to organize a network

This workshop is intended for faculty in tenure-track positions and will take place from 9:00 am to 12:00 pm on Wednesday, April 29, 2020. Registration is required by Wednesday, April 1st. Please register here to reserve your space!

Questions can be directed to Michelle Klotz at michelle.klotz@oregonstate.edu.

Regards,

Susan Capalbo
Senior Vice Provost, Faculty Affairs

November 15, 2019

Dear OSU colleagues,

I am pleased to announce a search for Associate Vice Provost for Faculty Development (AVPFA). This position will reside in the Office of Faculty Affairs and will provide university-wide leadership in the area of faculty development, overseeing programs to support the professional success and advancement of academic faculty at all ranks, the development of university academic leaders, and faculty excellence and awards. The AVPFD will report to the Senior Vice Provost for Faculty Affairs and will serve as a member of the SVPFA’s leadership team.

The position details are attached. Applications are due November 22.  

Please feel free to contact me with any questions.

Sincerely,

Susan Capalbo
Senior Vice Provost for Faculty Affairs

To: OSU Colleagues

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs
          Cathy Hasenpflug, Chief Officer, Human Resources
          Anita Azarenko, Interim Vice Provost for Outreach and Engagement

November 12, 2019

Dear OSU Colleagues:

Oregon State University is committed to providing a healthy learning environment for its students and employees, and healthy community spaces for members of the public.

With this priority in mind, the university recently enacted an expanded policy prohibiting the use of any tobacco products on all university properties. OSU adopted a smoke-free campus policy in 2012 for all students, employees and visitors.

Oregon State is a national leader in research and teaching regarding healthy lifestyles. An OSU study in fall 2018 on the Corvallis campus showed strong support for a tobacco-free policy. Nearly two-thirds of students and more than two-thirds of faculty and staff participating in the study supported a tobacco-free policy.

The expanded policy applies to all forms of tobacco products, including chewing and dipping tobacco, hookah tobacco, other forms of tobacco and vaping products. Electronic cigarettes have been prohibited on OSU property since 2012. Additionally, all OSU-owned or controlled properties, including athletics venues, are subject to this expanded policy. For details, please read the entire policy.

OSU has begun implementing the tobacco-free policy with an educational emphasis on raising awareness of the policy and offering services to help those seeking to cease use of tobacco products. For employees covered by OSU’s PEBB benefits, the state of Oregon requires insurance companies to cover at least $500 in tobacco cessation. Visit the PEBB website for more information. The OSU benefits website offers more details about tobacco cessation resources.

For more information about the policy, please contact Christopher Viggiani, director of university policy and standards, via email or at 541-737-2878.

Thank you for your collaboration in helping to keep the OSU community a healthy environment for all.

MEMORANDUM

To: University Administrators and Supervisors

FROM: Susan Capalbo, Senior Vice Provost for Faculty Affairs
             Cathy Hasenpflug, Chief Human Resources Officer

RE: Faculty Salary Increase Guidelines and Process for FY20

This memorandum provides information regarding the university-wide salary increase program for professorial and fixed-term faculty.

Please note: Through the bargaining process, UAOSU declined the offer to participate in the salary increase program and indicated that the union would continue to bargain for FY20 salary increases. This means that only eligible professional faculty and eligible academic faculty not represented by UAOSU will be eligible for the announced salary increase program. For further information, please contact Heather Horn, Assistant Provost.

As in past years, units will record and submit salary increase recommendations through Excel worksheets distributed by Human Resources. The salary increase pool available for each unit to distribute is calculated within the worksheets as 3 percent of the combined total annual salary base of eligible employees as of November 4, 2019. This year’s worksheets will include all professional and academic faculty and note for each whether or not they are eligible for the salary increase program.

Funding for the increases is to be supported by appropriate funds managed by the units. Some additional budget will be provided by central administration for eligible positions supported by Education and General (E&G) funds. The specific budget increment will be based on the percentage of a unit’s base budget, OSU targeted programs, INTO tuition and ICR amounts relative to total budget. It is the responsibility of the recommending department/unit to identify and cover funding from existing budget for those positions supported by OSU Cascades, Statewide Public Services (SWPS), grants, contracts, gifts, auxiliary revenue and other funds.

FY20 Increase Program Eligibility:
Academic, research and professional faculty members not represented by UAOSU, who have performed at a fully satisfactory level or better and have received an evaluation within university guidelines, are eligible for salary increase consideration if they were hired into their current position prior to January 1, 2019 and work half-time or more. University guidelines for performance evaluations can be found in the Faculty handbook at: https://facultyaffairs.oregonstate.edu/faculty-handbook

As previously communicated, certain employees in senior academic and administrative leadership roles are not eligible to participate in the FY20 salary increase program. These individuals have already been informed and will be listed as ineligible in the worksheets.

Salary Increase Amounts:
Eligible employees will receive a 1.8 percent salary increase in their base annual salary rate effective January 1, 2020 for 12- month faculty and February 1, 2020 for 9-month faculty.

An additional merit increase may be allocated to eligible employees based on performance, compression and equity considerations. The maximum increase an employee may receive is 6 percent (full satisfactory salary increase plus any merit increase).

Fully satisfactory and merit increase dollars that are not allocated to eligible employees may not be allocated to ineligible employees.

Guidelines Applicable to All Salary Increases
Worksheets and instructions will be distributed by Human Resources to your designated key representative for completion and submission back to HR no later than November 22, 2019.

Deans, Vice Presidents and Vice Provosts should communicate to their employees the college/division specific procedures and criteria that will be used to arrive at merit decisions, and encourage discussions of the process in the departments and units.

Merit increases should not be allocated across the board. The increase granted should take into consideration an employee’s level of performance and contributions made to the success of the unit, compression, and/or equity. While increases of up to a maximum of 6 percent are allowed, the increase for fully satisfactory performance is 1.8 percent. Administrators are asked to be mindful of the distribution of discretionary merit increases between academic, research and professional faculty members, keeping in mind the performance, compression, and equity in these groups and the total salary base for each group.

Deans, Vice Presidents and Vice Provosts are required to sign all salary worksheets within their line of authority indicating their concurrence of their administrators’ recommended requests for the meritorious increases. Delegating signature authority to another member of their staff is not permitted in this process.

Faculty members who received a promotional increase during the 2018-2019 promotion and tenure review process are eligible for increases based on their salary as of November 4, 2019.

Departments/units are asked to coordinate the increase process with other departments/units when: employees have multiple jobs; their Banner Time Sheet Org and Home Org are not the same; or the employee is listed on another worksheet grouped by “direct reports” to a senior administrator; or an employee has a 1.00 FTE position with one position number, but funding sources are provided by two different PIs or supervisors. If you have questions, please contact your HR Contact in the Service Center.

Off-Cycle Salary Increases
Meritorious salary increases for positions not otherwise eligible can be made at any time. Funding for these increases will not be provided by central administration. If you wish to provide a pay adjustment for these employees, please contact human resources to request assistance in submitting the appropriate paperwork.

Process Timeline for FY20 Salary Increase Program

2019 Dates

November 8 - Salary worksheets and instructions distributed to department/unit key representatives by human resources contacts in the service center.

November 22 - Salary worksheets due to human resources in the service center from department/unit key representatives.

December 2 - Offices of Faculty Affairs and Human Resources begin worksheet review, assessment of application of guidelines by individual departments/units, and Banner data reconciliation process.

December 11 - Office of Human Resources begins reporting to department/unit key representatives the approval of increase recommendations. Departments and units may send out salary increase letters to employees after this notification process between the OHR and the department/unit key representative is completed.

2020 Dates

January 1: Salary increase effective date for 12-month employees

January 31: Salary increases reflected in paychecks for 12-month employees

February 1: Salary increase effective date for 9-month employees

February 28: Salary increases reflected in paychecks for 9-month employees

Questions?
Please distribute this memorandum as you feel is appropriate. Should you have questions, please do not hesitate to contact the individuals listed below.

Edith Birky, Office of Human Resources, at edith.birky@oregonstate.edu or 7-0736

Nicole Real, Office of Budget and Fiscal Planning, at nicole.real@oregonstate.edu or 7-3404

Cindy Alexis, Office of Budget and Fiscal Planning, at cindy.alexis@oregonstate.edu or 7-0903

Tracey Yee, Office of Human Resources, at tracey.yee@oregonstate.edu or 7-5426

Heather Horn, Faculty Affairs, at heather.horn@oregonstate.edu or 7-7414

To: Provost's Council of Deans

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs

October 4th, 2019

 

2020 OSU Distinguished Professor
Call for Nominations

The title “Distinguished Professor” is the highest faculty honor awarded at Oregon State University.  It is conferred on OSU faculty at the rank of professor who have made pioneering contributions in their areas of expertise, achieved sustained distinction and are nationally and internationally recognized for their accomplishments. Up to three appointments may be awarded annually to faculty members who have been at the University for at least five years. Emeritus professors are not eligible, nor are administrators at the level of dean and above for as long as they are serving in a senior leadership role.

The nomination packet must include a brief letter of submission to the Senior Vice Provost, chair of the selection committee, from the college dean that indicates their support (no more than two pages). The letter must be accompanied by a narrative summary of accomplishments (no more than five pages) in teaching and advising; research, scholarly or creative work; and outreach, engagement, and/or service. Guidance for the narrative summary is provided below. Finally, the packet should include an abbreviated CV (no more than five pages).

We are committed to equity and inclusion in the nomination and selection process. Nominators should give serious attention to identifying exceptional faculty from diverse backgrounds and experiences.

Evaluation Criteria

In order to qualify for the title of OSU Distinguished Professor, a faculty member must have amassed a record of highly distinguished and ongoing contributions in the areas of teaching and advising (criterion 1); research, scholarship, or creative activity (criterion 2); and outreach, engagement, and/or service (criterion 3). While the expectation is that a Distinguished Professor will have made—and will continue to make—significant contributions under all three criteria, the relative emphasis of each area in their record of accomplishment will vary, both in the totality of that record and over the course of their academic career. The relative emphasis should reflect the nature of the nominee’s current and past academic appointment(s) and information regarding the emphasis should be stated in the nomination packet.

Under each criterion are bulleted examples of evidence that may be used to demonstrate exceptional achievements and significant impact. The abbreviated curriculum vitae and nomination narrative should provide the selection committee a clear understanding of the breadth and significance of the nominee’s accomplishments.

Criterion 1: Excellence and Leadership in Teaching and Advising

Examples:

  • Excellence and leadership in teaching and enhancement of the educational experience of students and mentees, as reflected in awards, significant and sustained professional development, student evaluation (SET) scores, and meaningful assessment practices;
  • Outstanding mentoring of undergraduates, including offering high impact learning experiences (internships, service learning, research and global learning);
  • Outstanding mentoring of graduate students and/or post-doctoral trainees through to graduation and on to successful careers;
  • The provision of sustained and significant financial support to graduate students;
  • Evidence of exceptional commitment to equity, diversity, and inclusion as reflected in curriculum development, pedagogy, and mentorship.

Criterion 2:  Excellence in Research, Scholarship or Creative Activity

Examples:

  • An outstanding record of published research (first-rate peer-reviewed journal articles, books, technical reports, book chapters, and essays);
  • Significant and sustained contract and grant support, especially from peer reviewed sources (competitive, peer-reviewed research grants; industry sponsored grants and contracts; foundation grants; grants for artistry, performance activity, and composition);
  • High impact applied scholarly activity and technology development, including innovation and entrepreneurship activities, patents and commercialization activity, and high impact publicly engaged research and scholarship;
  • An outstanding record in the production, exhibition, or performance of creative work (visual or performing art exhibited or performed in high quality venues; art and design work presented in juried exhibitions; especially noteworthy performances, readings, or recordings);
  • Significant commissioned or collected works (commissions for creative work; works collected by public and private museums and galleries);
  • A distinguished record of invited symposia, plenary lectureships; invited seminars, distinguished lectureships, and/or participation in art and design juries at leading institutions of higher learning;
  • Awards and honors received, including membership as fellow in prestigious scholarly societies (e.g., the National Academies).

Criterion 3: Excellence in Outreach, Engagement and Service

Examples:

  • Awards and honors received for work in outreach and engagement, such as local, state and national awards from public and community organizations;
  • Evidence of high impact and broad-based, lasting change in the community and to society;
  • A distinguished record of publication of major reports, monographs, bulletins, digital materials and other information and documents that are widely used and influential in local, regional, state, national, and/or international communities;
  • Editorship of journals and organizations of panels and conferences with national and international recognition;
  • Awards and professional recognition, including holding the rank of fellow in scholarly organizations;
  • Significant committee service (elected and appointed) at department/school, college and university levels; leadership and administrative activities that have had significant impact at OSU; longstanding participation in shared governance;
  • Demonstrated leadership in advancing the University’s goals in diversity, equity and inclusion.

Submissions

To submit a complete nomination packet, assemble the nomination materials in the following order:

  • Cover submission letter to Senior Vice Provost from college dean (no more than two pages);
  • Narrative summary of accomplishments (not to exceed five pages);
  • Nominee’s abbreviated curriculum vitae (not to exceed five pages).

The dean should submit the nomination PDF via the box folder assigned to their specific college no later than Friday, November 22, 2019. Box folders will be assigned shortly.  Please direct questions to Sara Daly at Sara.Daly@oregonstate.edu.

Susan Capalbo
Senior Vice Provost, Faculty Affairs

To:                       Senior Executive Administrators, Deans, Directors, Department/School Chairs/Heads and Business Center Managers

From:                  Susan Capalbo, Senior Vice Provost for Faculty Affairs
                           and Cathy Hasenpflug, Chief Human Resources Officer

April 10, 2019

MEMORANDUM

SUBJECT:             Fixed-Term Faculty Appointment Process, Notification letters, and Timeline for Completion and Distribution

This memorandum provides information regarding the annual renewal/non-renewal fixed-term appointment process. 

RENEWAL NOTICE PROCESS AND TIMELINE

Notification letters are required for any fixed-term employee who will be renewed.                                                                                                                                 

April 19               Renewal spreadsheets and instructions will be made available to your HR teams for distribution to department/unit key representatives.

May 3                  Completed spreadsheets due back to your HR teams from department/unit key representatives.                            

May 27                Departments/units may begin distribution of appointment renewal letters to employees.  Distribution continues through June 30, 2019.

Note:  Salary increases are not permitted through the issuance of a renewal letter.

All continuing fixed-term employees must receive one of the following letters prior to the expiration of their current contract:

  • Notice of appointment letter renewing their appointment (9- and 12- month employees); OR
  • Notice of reasonable assurance letter (9-month employees only).

Your HR Team will generate the appropriate renewal letters on University Office of Human Resources letterhead for distribution to your employees.  Contact your HR team if your unit prefers to prepare their own renewal letters using departmental letterhead.

Renewal process questions or assistance:

  • For general questions/assistance please contact your HR Business Partnership Manager
  • For Professional Faculty questions/assistance please contact the HR Employee Relations team at Employee.Relations@oregonstate.edu
  • For Academic Faculty questions/assistance please contact Trina Young in the Office of Human Resources at trina.young@oregonstate.edu        

For NCAA notification questions:

Kyle Pifer, Senior Associate Athletic Director for Compliance at 541-737-0902 or  kyle.pifer@oregonstate.edu

NON-RENEWAL NOTICE PROCESS AND TIMELINE

Notification letters are required for any fixed-term employee who will not be renewed, regardless of funding source.

Non-renewal of fixed-term employees at 0.50 FTE or higher and athletic coaches on contracts at any FTE

  • As soon as possible, if you anticipate issuing a non-renewal letter, email Employee and Labor Relations at ELR.Requests@oregonstate.edu and copy your HR Business Partnership Manager. 
  • Review and provide all documents listed in the Requests for the Non-renewal of Appointments document.
  • Non-renewals require approval from the Senior Vice Provost for Faculty Affairs.  The Employee and Labor Relations Manager will notify the appropriate supervisor and HR Business Partnership Manager once the approval is obtained.
  • If you have not received final approval by the May 3rd renewal spreadsheet deadline, mark “Uncertain” on the spreadsheet.

The non-renewal notification process is time sensitive. If deadlines are not met, the unit or college will be required to renew the employee for the length of time necessary to achieve the required notice.   

The minimum notification standards for fixed-term non-renewals for professional faculty and academic faculty are listed below.  Only instructors appointed from emergency pools, fixed-term employees employed at less than 0.50 FTE, fixed-term employees employed at 0.50 FTE or more and designated by their appointment letter as paid on gifts grants, or contracts; and Athletics coaches on contracts are exempt from these notification requirements.

Minimum Required Non-Renewal Notification Requirements

Professional Faculty, Instructors, Senior Instructors or Research Faculty (paid on E&G)

Years of Continuous Service in a Fixed-Term position *

Notice Requirements

Less than 2 years

1 month prior to beginning of next contract period

Greater than 2 years, but less than 6 years

2 months prior to beginning of next contract period

6 years or more

4 months prior to beginning of next contract period

*service in other employment categories does not count towards this calculation

Scheduling and Use of Vacation Leaves

  • Twelve-month employees not being renewed should be provided sufficient notice to allow them to use their available vacation balance. 
  • An employee must be paid out for any remaining vacation leave at the time of termination, up to the maximum of 180 hours at their current rate of pay. 
  • Please refer to OSU policies and standards 580-021-0030 Scheduling and Use of Vacation Leaves for additional information. 

Non-renewal process questions or assistance:

  • For general questions/assistance please contact your HR Business Partnership Manager; and
  • Employee and Labor Relations team at ELR.Requests@oregonstate.edu

To: Oregon State University Faculty and Staff

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs

November 7, 2018

Call for Nominations

2019 OSU Distinguished Professor

 

The title of Distinguished Professor may be awarded to faculty at the rank of professor who are not only highly regarded for their previous accomplishments, but who are also expected to continue their extraordinary work. Up to three appointments may be awarded annually to faculty members who have been at the University for at least five years. Emeritus professors are not eligible, nor are administrators at the level of dean and above for as long as they are serving in a senior leadership role.

The nomination packet must include a brief letter of submission from the college dean (no more than one page) that indicates their support. The letter must be accompanied by a narrative summary of accomplishments (no more than five pages) in teaching and advising; research, scholarly or creative work; and outreach, engagement, and/or service. Guidance for the narrative summary is provided below. Finally, the packet should include an abbreviated CV (no more than five pages).

We are committed to equity and inclusion in the nomination and selection process. Nominators should give serious attention to identifying exceptional faculty from diverse backgrounds and experiences.

Evaluation Criteria

In order to qualify for the title of OSU Distinguished Professor, a faculty member must have amassed a record of highly distinguished and ongoing contributions in the areas of teaching and advising (criterion 1); research, scholarship, or creative activity (criterion 2); and outreach, engagement, and/or service (criterion 3). While the expectation is that a Distinguished Professor will have made—and will continue to make—significant contributions under all three criteria, the relative emphasis of each area in their record of accomplishment will vary, both in the totality of that record and over the course of their academic career. The relative emphasis should reflect the nature of the nominee’s current and past academic appointment(s).

Under each criterion are bulleted examples of evidence that may be used to demonstrate exceptional achievements and significant impact. The abbreviated curriculum vitae and nomination narrative should provide the selection committee a clear understanding of the breadth and significance of the nominee’s accomplishments.

Criterion 1: Excellence and Leadership in Teaching and Advising

Examples:

  • Excellence and leadership in teaching and enhancement of the educational experience of students and mentees, as reflected in awards, significant and sustained professional development, student evaluation (SET) scores, and meaningful assessment practices;
  • Outstanding mentoring of undergraduates, including offering high impact learning experiences (internships, service learning, research and global learning);
  • Outstanding mentoring of graduate students and/or post-doctoral trainees through to graduation and on to successful careers;
  • The provision of sustained and significant financial support to graduate students;
  • Evidence of exceptional commitment to equity, diversity, and inclusion as reflected in curriculum development, pedagogy, and mentorship.

Criterion 2:  Excellence in Research, Scholarship or Creative Activity

Examples:

  • An outstanding record of published research (first-rate peer-reviewed journal articles, books, technical reports, book chapters, and essays);
  • Significant and sustained contract and grant support, especially from peer reviewed sources (competitive, peer-reviewed research grants; industry sponsored grants and contracts; foundation grants; grants for artistry, performance activity, and composition);
  • High impact applied scholarly activity and technology development, including innovation and entrepreneurship activities, patents and commercialization activity, and high impact publicly engaged research and scholarship;
  • An outstanding record in the production, exhibition, or performance of creative work (visual or performing art exhibited or performed in high quality venues; art and design work presented in juried exhibitions; especially noteworthy performances, readings, or recordings);
  • Significant commissioned or collected works (commissions for creative work; works collected by public and private museums and galleries);
  • A distinguished record of invited symposia, plenary lectureships; invited seminars, distinguished lectureships, and/or participation in art and design juries at leading institutions of higher learning;
  • Awards and honors received, including membership as fellow in prestigious scholarly societies (e.g., the National Academies).

Criterion 3: Excellence in Outreach, Engagement and Service

Examples:

  • Awards and honors received for work in outreach and engagement, such as local, state and national awards from public and community organizations;
  • Evidence of high impact and broad-based, lasting change in the community and to society;
  • A distinguished record of publication of major reports, monographs, bulletins, digital materials and other information and documents that are widely used and influential in local, regional, state, national, and/or international communities;
  • Editorship of journals and organizations of panels and conferences with national and international recognition;
  • Awards and professional recognition, including holding the rank of fellow in scholarly organizations;
  • Significant committee service (elected and appointed) at department/school, college and university levels; leadership and administrative activities that have had significant impact at OSU; longstanding participation in shared governance;
  • Demonstrated leadership in advancing the University’s goals in diversity, equity and inclusion.

Submissions

To submit a complete nomination packet, assemble the nomination materials in the following order as one PDF file.

  • Cover submission letter from college dean (no more than one page);
  • Narrative summary of accomplishments (not to exceed five pages);
  • Nominee’s abbreviated curriculum vitae (not to exceed five pages).

The dean should submit the nomination PDF via the box folder assigned to their specific college no later than Tuesday, January 8, 2019 (box folders will be assigned shortly). Please direct questions to Sara Daly at Sara.Daly@oregonstate.edu.

Susan Capalbo
Senior Vice Provost, Faculty Affairs

To: Oregon State University Faculty and Staff

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs

September 18, 2018

We are writing to provide you information that all employees, especially teaching faculty, must know regarding OSU’s legal and policy responsibility to reasonably accommodate any qualified student who has a disability. Providing equal educational opportunity is an important and shared responsibility.

Please refer to OSU’s policies related to disability, and the Disability Access Services Faculty and Staff Guidelines for more in-depth information.

Online Training

Towards the goal of meeting our legal obligations and institutional aspirations, we offer a concise (30 minute) self-paced online training, designed to address many of the questions faculty have asked, as well as all of our responsibilities. The training can be completed at any time, though it should be completed as close to the beginning of the term as possible.

Register for and view the Disability Access Services Faculty Training.

ReadSpeaker TextAid – Canvas Accessibility

All OSU instructors are encouraged to enable TextAid in Canvas. TextAid allows students to listen to Canvas documents aloud. Students with reading disabilities can benefit greatly from this tool. The tool also improves your course accessibility, and once enabled, everyone can use it – so it’s a great feature all can benefit from.

Learn more about TextAid and how to enable this tool. If you have questions about ReadSpeaker, please contact Alex Axelsson, Assistive Technology Manager in Disability Access Services at 7-4098 or alexander.axelsson@oregonstate.edu.

Service Animals (Dogs) in Classroom

A recent trend are questions about service animals in classrooms. Equal Opportunity and Access (EOA) maintains a policy about Service & Assistance Animals. Service animals must be allowed everywhere, with limited exceptions as decided in consultation with EOA. Owners are expected to control the animal. Questions about animals in classrooms should be directed to Disability Access Services or EOA.

OSU’s Nondiscrimination on the Basis of Disability policy states:

“...no qualified person shall, solely by reason of disability, be denied access to, participation in, or the benefits of, any program or activity provided by the University. Each qualified person shall receive the reasonable accommodations needed to ensure equal access to employment, educational opportunities, programs and activities in the most integrated setting feasible.”

Thank you for your attention to understanding our obligations.

Susan Capalbo                                                                     
Senior Vice Provost, Faculty Affairs

Kim D. Kirkland, Ed.D.
Executive Director, Equal Opportunity and Access

27 August 2018

Dear Campus Community:

As we continue to develop our Northwest Commission on Colleges and Universities (NWCCU) Year-7 Self-Evaluation Report and prepare for the comprehensive accreditation site visit, we must ensure the accuracy and functionality of our webpages.  OSU’s NWCCU report will be completed in January and the site visit is Monday, April 15 – Wednesday, April 17, 2019. Hundreds of web pages will be referenced in the Self-Evaluation Report, and evaluators will spend much time on OSU’s website prior to and during their visit.

We need your help over the next three months to make certain our webpages are accurate, current and functional. Please continue to make content updates to web pages, remove out-of-date pages, and search for and correct broken links. Also, if a specific URL is changed or significant redesigns are made to a webpage, please make sure that a redirect is implemented and properly tested. This will ensure evaluators have a positive experience navigating our site and that URL’s listed in the Self-Evaluation Report are not broken. To meet our deadlines with finalizing the self-study, all website changes need to be completed by December 1, 2018.

Members of the Drupal/Digital Community (a community of practice overseen by Web and Mobile Services) and University Relations and Marketing continue their excellent efforts supporting units making web updates. They shared the following resources for getting help editing or updating websites:

  1. Free Open Lab every Friday sponsored by Web and Mobile Services http://drupal.oregonstate.edu/open-lab and
  1. Slack, the web community used to communicate, share information and answer questions http://drupal.oregonstate.edu/main/introduction-slack.

Thank you in advance for your attention to this important request and for continuing to positively contribute to OSU’s web presence. If you have questions regarding accreditation or this request, please contact JoAnne Bunnage at joanne.bunnage@oregonstate.edu.

Best wishes,

Susan Capalbo, Senior Vice Provost for Faculty Affairs and Accreditation Liaison Officer

JoAnne Bunnage, Director of University Accreditation

If you do not work on your unit’s web page, please forward this message to the person who does.

OSU Corvallis campus community members,

As a part of Oregon State’s commitment to supporting students and employees in pursuing balanced and fulfilling lives, the Family Resource Center on the Corvallis campus will host the 7th annual “Bring Your Kids to Campus” Day on Friday, April 20.

This event is a way to celebrate the importance of education and to highlight the campus as a family-friendly community where employees and students can share their workplace and studies and spend the day learning together with family members.

We realize that OSU employees live and work across the state. And while this date and the Corvallis campus may not be ideal or accessible for everyone, we feel it important to hold an event of this nature on a specific date and promote engagement by as many participants as possible. Meanwhile, we encourage all OSU offices throughout the state to consider their own opportunities for similar activities. For more ideas about such programs, e-mail FamilyResources@oregonstate.edu.

Concerning the April 20 Corvallis event, we are asking for campus-wide collaboration. We encourage departments to have discussions ahead of time with employees and students, so that campus classrooms, workspaces, common areas, etc. can be inclusive and family-friendly. Lab spaces that may pose safety concerns should be excluded from the accessible workspaces.

If your department is interested in hosting a family-friendly activity next year, please contact the Family Resource Center at FamilyResources@oregonstate.edu or by calling 541-737-4906.  Any questions regarding this year’s event can be directed there as well. For a list of activities for this year visit http://familyresources.oregonstate.edu/byktcd.

We look forward to celebrating with you and your families on Friday, April 20. See you then!

 

Susan Capalbo                                 Dan Larson                                      Steve Clark
Senior Vice Provost                          Interim Vice Provost                        Vice President
Faculty Affairs                                   Student Affairs                                University Relations and Marketing

To: Business Center Managers, University Chief Officers, Executive Deans, Top Administrators in Academic and Research

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs

Date: March 14, 2018

Dear Administrators,

We have received questions/concerns regarding the Minimum Required Non-Renewal Notification Requirements included in the March 1, 2018 memorandum.  We believe the new language indicated below provides greater clarity and aligns with faculty timely notice standards.  Thank you all who have reached out to us.

Minimum Required Non-Renewal Notification Requirements

Years of Continuous Service

Professional Faculty, Instructors,  Senior Instructors or Research Faculty (paid on E&G)*

Less than two years

One month prior to the beginning of the next contract period

One month prior to the end of the current contract period

Greater than two years, but less than six years

Two months prior to the beginning of the next contract period

Two months prior to the end of the current contract period

Six years or more

Four months prior to the beginning of the next contract period

Four months prior to the end of the current contract period

*Employees at 0.5 FTE or higher paid on gift, grant or contract funds, and whose most recent appointment letter contains the appropriate grant language are still required to receive non-renewal approval.  However, they are not subject to the advance notification timeline requirements.

If the minimum notification requirement outlined above is not met, the college/division will be required to renew the employee’s contract for the length of time necessary to achieve the required notice period.  For 9-month employees, this may require a full or partial Summer session appointment to meet the notification requirement.

To: University Administrators and Supervisors

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs
           Donna Chastain, Director and Interim Chief Human Resources Officer

November 21, 2017


This memorandum provides information regarding the university-wide salary increase process for professorial and fixed-term faculty.

The annual salary base for each employee listed on the worksheets that will be provided includes a calculation to approximate the total increased dollars targeted for distribution. These amounts reflect 3 percent of the combined total annual salary base for eligible employees as of November 17, 2017.

Employees with fully satisfactory performance will receive an increase of 1.8 percent and an additional merit increase may be allocated to eligible employees based on performance, compression and equity considerations. The maximum increase an employee may receive is 6 percent (increase for fully satisfactory performance plus additional merit increase).

Funding for the increases is to be supported by appropriate funds managed by the units. Some additional budget will be provided by central administration for eligible positions supported by Education and General (E&G) funds. The specific budget increment will be based on the percentage of a unit’s base budget, OSU targeted programs, INTO tuition and ICR amounts relative to total budget. It is the responsibility of the recommending department/unit to identify and cover funding from existing budget for those positions supported by OSU Cascades, Statewide Public Services (SWPS), grants, contracts, gifts, auxiliary revenue and other funds.

Salary Increase Amounts, Effective Dates and Eligibility Criteria

  • Academic, research, and professional faculty members who have performed at a fully satisfactory level or better and have received an evaluation within university guidelines are eligible for salary increase consideration if the faculty member was hired into their current position prior to January 1, 2017, and works half time or greater. University guidelines for performance evaluations can be found in the Faculty handbook at: http://academicaffairs.oregonstate.edu/faculty-handbook
  • Professorial and fixed-term faculty with fully satisfactory performance will receive a 1.8 percent salary increase in their base annual salary rate effective January 1, 2018 for 12-month faculty and February 1, 2018 for 9-month faculty.
  • An additional merit increase may be allocated to eligible employees based on performance, compression and equity considerations. The maximum increase an employee may receive is 6 percent (full satisfactory salary increase plus any merit increase).
  • Fully satisfactory and merit increase dollars that are not allocated to eligible employees may not be allocated to ineligible employees.
  • Graduate assistants, post-doctoral scholars and clinical fellows are not eligible for this salary increase program.
     

Guidelines Applicable to All Salary Increases
Worksheets and instructions will be distributed by your human resources team in the business center to your designated key representative for completion and submission to the business center human resources unit no later than December 8, 2017.

  • Deans, vice presidents and vice provosts should communicate to their employees the college/division specific procedures and criteria that will be used to arrive at merit decisions, and to encourage discussions of the process in the departments and units.
  • Merit increases are not to be allocated across the board. The increase granted should take into consideration an employee’s level of performance and contributions made to the success of the unit, compression, and/or equity. While increases of up to a maximum of 6 percent are allowed, the increase for fully satisfactory performance is 1.8 percent. Administrators are asked to be mindful of the distribution of discretionary merit increases between academic, research and professional faculty members, keeping in mind the performance, compression, and equity in these groups and the total base salary base for each group.
  • Deans, Vice Presidents and Vice Provosts are required to sign all salary worksheets within their line of authority indicating their concurrence of their administrator’s recommended requests for the meritorious increases. Delegating signature authority to another member of their staff is not permitted in this process.
  • Faculty members who received a promotional increase during the 2016-2017promotion and tenure review process are eligible for increases based on their salary as of November 17, 2017.
  • Departments/units are asked to coordinate the increase process with other departments/units when: employees have multiple jobs; their Banner Time Sheet Org and Home Org are not the same; or the employee is listed on another worksheet grouped by “direct reports” to a senior administrator; or an employee has a 1.00 FTE position; with one position number, but funding sources are provided by two different PIs or supervisors. If you have questions, please contact your human resources representative in the business center.

Off-Cycle Salary Increases
Salary increase worksheets will only include positions that meet the eligibility criteria as defined in this memorandum. Meritorious salary increases for positions not otherwise eligible can be made at any time. Funding for these increases will not be provided by central administration. If you wish to provide a pay adjustment for these employees, please contact your business center human resources representative to request assistance in submitting the appropriate paperwork.

Anticipated Process Timeline for 2018 Salary Increases
2017 Dates

  • November 22 Salary worksheets and instructions distributed to department/unit key representatives by human resources team in the business center
  • December 8 Salary worksheets due to human resources in the business center from department/unit key representatives
  • December 11 Offices of Faculty Affairs and Human Resources begin worksheet review, assessment of application of guidelines by individual departments/units, and Banner data reconciliation process
  • December 22 Office of Human Resources begins reporting to department/unit key representatives the approval of increase recommendations. Departments and units may send out salary increase letters to employees after this notification process between the OHR and the department/unit key representative is completed.

2018 Dates

  • January 1 Salary increase effective date for 12-month employees
  • January 31 Payday – salary increases reflected in paychecks for 12-month employees
  • February 1 Salary increase effective date for 9-month employees
  • February 28 Payday – salary increases reflected in paychecks for 9-month employees

Questions?

Please distribute this memorandum as you feel is appropriate. Should you have questions, please do not hesitate to contact the individuals listed below.

Edith Birky, Office of Human Resources, at edith.birky@oregonstate.edu or 7-0736
Nicole Real, Office of Budget and Fiscal Planning, at nicole.real@oregonstate.edu or 7-3404
Cindy Alexis, Office of Budget and Fiscal Planning, at cindy.alexis@oregonstate.edu or 7-0903
Donna Chastain, Office of Human Resources, at donna.chastain@oregonstate.edu or 7-2806

To: OSU Faculty and Staff

From: Susan Capalbo, Senior Vice Provost for Faculty Affairs

Date: September 29, 2017

We are writing to provide you information that all employees, especially teaching faculty, must know regarding OSU’s legal and policy responsibility to reasonably accommodate any qualified student who has a disability. Providing equal educational opportunity is an important and shared responsibility.

Please refer to OSU’s policies related to disability, and the Disability Access Services Faculty and Staff Guidelines for more in-depth information.

OSU’s Nondiscrimination on the Basis of Disability policy states:

“...no qualified person shall, solely by reason of disability, be denied access to, participation in, or the benefits of, any program or activity provided by the University. Each qualified person shall receive the reasonable accommodations needed to ensure equal access to employment, educational opportunities, programs and activities in the most integrated setting feasible.”

Online Training

Towards the goal of meeting our legal obligations and institutional aspirations, we offer a concise (30 minute) self-paced online training, designed to address many of the questions faculty have asked, as well as all of our responsibilities. The training can be completed at any time, though it should be completed as close to the beginning of the term as possible.

Register for and view the Disability Access Services Faculty Training.

ReadSpeaker TextAid – Canvas Accessibility

All OSU instructors are encouraged to enable TextAid in Canvas. TextAid allows students to listen to Canvas documents aloud. Students with reading disabilities can benefit greatly from this tool. The tool also improves your course accessibility, and once enabled, everyone can use it – so it’s a great feature all can benefit from.

To learn more about TextAid and how to enable this tool. If you have questions about ReadSpeaker, please contact Alex Axelsson, Assistive Technology Manager in Disability Access Services at 7-4098 or alexander.axelsson@oregonstate.edu.

Service Animals (Dogs) in Classroom

There was a trend last academic year with questions about service animals in classrooms. Equal Opportunity and Access (EOA) maintains a policy about Service & Assistance Animals. Service animals must be allowed everywhere, with limited exceptions as decided in consultation with EOA. Owners are expected to control the animal. Questions about animals in classrooms should be directed to Disability Access Services or EOA.

Thank you for your attention to understanding our obligations and implementing these process changes.

Susan Capalbo                                                                     

Senior Vice Provost

Kim D. Kirkland, Ed.D.

Executive Director, Equal Opportunity and Access