Loma Linda University Faculty Handbook 1998 ACKNOWLEDGMENT Acknowledgment (To be returned to the office of the president) I hereby acknowledge that I have received a copy of the 1998 Loma Linda University Faculty Handbook and that I understand that I am to promptly read its contents which set forth the terms and conditions of my faculty appointment, including development of intellectual properties and, where applicable, my employment, and supersedes and replaces any previous Handbooks. I understand that if I have any questions about the Handbook or its contents, I am to discuss them with the dean of my school or the office of the president. I understand that circumstances will undoubtedly require that the policies, procedures, rules, and benefits described in this Handbook change from time to time as the University deems necessary or appropriate, and that those changes will be valid when voted by the Board of Trustees. I understand that I will be notified of those changes by formal publication in the official University publication titled TODAY, and that such changes will be incorporated in future editions of the Faculty Handbook. I further understand that a grievance procedure and binding arbitration is provided for any dispute or claim (including those based upon a statute, tort, or public policy) that I have with the University regarding the terms and conditions of my faculty appointment and employment by the University. Faculty member’s name (please print/type) Date: Faculty member’s signature 1998 Loma Linda University Faculty Handbook The Good Samaritan sculpture symbolizes Loma Linda University’s commitment to its mission of health, healing, and wholeness. ii UR Mission Loma Linda University, a Seventh-day Adventist Christian health sciences institution, seeks to further the healing and teaching ministry of Jesus Christ “to make man whole” by: ethical and proficient Christian health professionals and scholars through instruction, example, and the pursuit of truth; knowledge through research in the biological, behavioral, physical, and environmental sciences and applying this knowledge to health and disease; comprehensive, competent, and compassionate health care for the whole person through faculty, students, and alumni. In harmony with our heritage and global mission: We encourage personal and professional growth through integrated development of the intellectual, physical, social, and spiritual dimensions of each member of the University community and those we serve. We promote an environment that reflects and builds respect for the diversity of humanity as ordained by God. W We seek to serve a worldwide community by promoting healthful living, caring for the sick, and sharing the good news of a loving God. TO ACHIEVE OUR MISSION WE ARE COMMITTED TO: Our Students Our primary responsibility is the education of students, who come from diverse ethnic and cultural backgrounds, enabling them to acquire the foundation of knowledge, skills, values, attitudes, and behaviors appropriate for their chosen academic or health-care ministry. We nurture their intellectual curiosity. We facilitate their development into active, independent learners. We provide continuing educational opportunities for our alumni and professional peers. We encourage a personal Christian faith that permeates the lives of those we educate. Our Faculty, Staff, and Administration We respect our faculty, staff, and administration who through education, research, and service create a stimulating learning environment for our students. They contribute to the development of new understandings in their chosen fields. They demonstrate both Christian values and competence in their scholarship and professions. Our Patients and Others We Serve We provide humanitarian service through people, programs, and facilities. We promote healthful living and respond to the therapeutic and rehabilitative needs of people. We seek to enhance the quality of life for individuals in local, regional, national, and world communities. Our God and Our Church We believe all persons are called to friendship with a loving God both now and throughout eternity. We support the global mission of the Seventh-day Adventist Church by responding to the need for skilled Christian health professionals and scholars. We seek to honor God and to uphold the values of the Seventh-day Adventist Church and its commitment to awakening inquiry. We are drawn by love to share the good news of Cod expressed through the life and gospel of Jesus Christ and to hasten His return. Educating Expanding Providing A Skvkntii-day Adykntist Hkaltii Scikncks INSTITUTION ^DA- 17 jy, J(oma cQnda University Office of the President Loma Linda, California 92350 Dear Colleagues: Thank you for choosing to be a part of our community of health professionals, scientists, and scholars. It is activities of this Seventh-day Adventist Health Sciences Center. We celebrate the centrality of Christ in the mission of Loma Linda University. He is our model, our mentor, and our motivation for service. And as our Messiah, we are joyous in the assurance of His salvation. Building upon the principles of faith, hope, and love, we embrace the values of compassion, integrity, freedom, justice, excellence, self-control, and humility. Our motto invites us to give priority to our personal wholeness and to provide competent and compassionate whole-person care to those we serve. We are enriched by the ethnic and cultural diversity of our students, faculty, staff, and administration, and we promote an environment that reflects and builds respect for the diversity of humanity as ordained by God. It is our privilege to minister to others in local, regional, national, and international communities. This Handbook is intended: • To provide a guide to the University’s organization and governance and the various entities with which it relates • To furnish information on the University and the communities within which it is located • To bring together those University policies, regulations, and procedures which apply directly to faculty or are important for the faculty’s understanding of the functioning of the University The University seeks to foster a collegial, Christian environment for the discussion of issues and resolution of disputes that may arise within the University community. In order to accomplish this, the University policies provide for a grievance procedure and binding arbitration for any controversy, dispute, or claim—including those based upon a statute, tort, or public policy—whether with individuals, the University, or other entities, arising out of this Handbook or services performed in accordance with this Handbook. The University reserves the right to modify, supplement, rescind, or review any provision of this Handbook as it deems necessary or appropriate in its discretion. Changes in these policies and procedures are valid only when made and approved in writing by the Board of Trustees or the appropriate University committees which have been delegated that responsibility by the Board of Trustees. The Faculty Handbook is reprinted from time to time incorporating current policies and procedures. Thus earlier editions of the Handbook should not be used as a reference for current years. Any changes in policies and procedures made prior to publication in the next edition of the Faculty Handbook are reported in the University’s publication, TODAY. May you experience professional fulfillment and the joy of God’s personal love and care for you as you assist in bringing health, healing, and wholeness to humanity through the education of our students, through research pursuits, and through health-care ministry. our privilege to translate the mission of Loma Linda University into the educational, research, and service Cordially, ] President IV HISTORY History of Loma Linda University Early in the twentieth century, through a series of providences, Loma Linda University began as a facility. In addition to emphasizing healthful living as a part of medical care, it was also designated by the Seventh-day Adventist Church as a center for educating health professionals. The School of Nursing, which began in 1905, reflected this emphasis. In 1909, the College of Medical Evangelists received its charter as a medical school with the express purpose of preparing physicians who could meet the needs of the whole person. From these small beginnings, it has achieved widespread recognition, having sent more of its graduates into international service than any other U.S. medical school. From 1918 to 1962, the institution operated within health facilities in two cities: Loma Linda and Los Angeles. In September, 1962, all health professional education was consolidated in Loma Linda. In 1967, Loma Linda University Medical Center opened in the tower facilities that have become a landmark; this Center continues to expand educational opportunities on the cutting edge of health care for students of the University. In 1990, the Board designated Loma Linda University as a health-sciences university. As part of a complex comprised of Loma Linda University Medical Center, faculty practice plans, and affiliated institutions, the University is poised to enter the twenty-first century as a leader in the field of health-sciences education, research, and service. 1905 School of Nursing 1963 Medical Records Administration* 1909 School of Medicine named the College of Medical Evangelists 1966 School of Allied Health Professions incorporates above programs marked with an *. 1922 Department of Dietetics 1967 Loma Linda University campus merged 1937 School of Medical Technology* with La Sierra College 1941 School of Physical Therapy* 1968 Loma Linda University Medical Center 1945 Radiologic Technology* dedicated 1948 School of Tropical & Preventive Medicine (reorganized as School of Public Health, 1990 Loma Linda and La Sierra campuses become two separate universities 1964) 1991 Loma Linda University designated as a 1954 Graduate School health-sciences university 1955 School of Dentistry 1997 Loma Linda University and Medical 1958 Dental Hygiene Center were corporately linked together 1959 Occupational Therapy* through Loma Linda University Adventist Health Sciences Center (LLUAHSC) v VISION AND FAITH OF LOMA LINDA UNIVERSITY Vision and faith of Loma Linda University Faith, hope and love—these three express the essence of the understanding and experience of Loma Linda University, a Seventh-day Adventist institution. The greatest of these is love, which supports and guides faith and hope. While faith and hope are the divinely inspired attitudes of people who serve God, love is a special attribute which humanity shares with God, for “God is love.” Love The center and circumference of Adventist Christian thought is that self-giving love, flowing from God and embodied in Jesus, is the law of life for the universe. This love has been contested by the forces of evil and, thus, a great controversy has raged in human history. The character of God has been misunderstood and misinterpreted. It is the function of those who believe in God to represent in thought, life, and mission the true character of God, most clearly seen in Jesus Christ, and His saving purpose for this world. The love of God in Christ Jesus, experienced and expressed in God’s people everywhere, will answer all the charges of the evil one and bring closure to the great controversy. When the saving activity of God has run its full course and restored the image of God in humankind, then not only the inhabitants of this world, but those of the universe, for whom the redemption of this world has been a lesson book, will confess that “God is love.” Faith and hope The community of Loma Linda University affirms the following statements of faith. In harmony with Scriptural teaching we believe that: 1. The Bible reveals God’s way and will. Jesus Christ is the center point of this revelation. All are called to trust in Him. 2. God created the world and sustains it by His power. As part of this creation, people are made in the image of God through which they can freely reflect upon and communicate with God, and represent God in dominion over the earth. Human beings are thus the stewards of the created world. 3. Salvation is the gift of God’s grace to people of faith. The life, death, resurrection, and continuing ministry of Jesus and the work of the Holy Spirit bring freedom from guilt before God, transformation of character expressed in joyful obedience to God, and the sure hope of one day sharing the glory of God. 4. God created the seventh-day Sabbath as a time for personal rest and worship and for ministry and care to others. The Sabbath points back to God’s creative activity at the beginning of time and forward to God’s recreative activity at the end of time when the promise of the weekly Sabbath will be fulfilled in the eternal rest of the kingdom of God. That which is vital is not merely keeping the law of the Sabbath but a personal relationship with the Lord of the Sabbath. Seeing Christ in the Sabbath, His people delight themselves in Him. The Loma Linda University community rever- vi VISION AND FAITH OF LOMA LINDA UNIVERSITY ences the sacred hours of the Sabbath from sundown Friday to sundown Saturday and seeks to bring others within the purview of God’s interest in human wholeness and healing. 5. A person is a unity in which mind and body, encompassing the spiritual, physical, emotional, and relational, profoundly affect each other. One implication of this unity is that spirituality and healing go hand in hand. Another is that when death occurs, the entire person dies and, at the resurrection, the entire person is raised. Thus death is swallowed up in victory. 6. The health sciences are an arm of God’s saving activity in this world. Thus the health professional is a coworker with God and an envoy of Jesus Christ who was not only a teacher of truth and a mediator of forgiveness, but a healer of persons and a restorer of community. This personal and corporate work in the present is an integral part of, and prelude to, the ultimate renewal of all things by the power of God. 7. The coming of Christ and the restoration of the world to peace, justice, and the universal knowledge of God is the great hope of humanity. Until then we are called to live in healing love in the service of the God of love. FUNDAMENTAL VALUES OF LOMA LINDA UNIVERSITY Fundamental values of Loma Linda University ♦ Compassion: The sympathetic willingness to be engaged with the needs and suffering of others. Among the most memorable depictions of compassion in Scripture is the story of the Good Samaritan which LLU has taken as a central symbol for our work. ♦ Integrity: The quality of living a unified life in which one’s convictions are well-considered and match one’s actions. Integrity encompasses honesty, authenticity, and trustworthiness. ♦ Excellence: The commitment to exceed minimum standards and expectations. ♦ Freedom: The competency and privilege to make informed and accountable choices and to respect the freedom of others. God has called us not to slavery, but to freedom. ♦ Justice: The commitment to equality and to treat others fairly, renouncing all forms of unfair discrimination. The God of the Bible is One who calls people continually to justice. According to the prophets, religious faith could only be genuine when it led the believers to “seek justice, rescue the oppressed, defend the orphans, [and] plead for the widow.” ♦ Purity!self-control: Morally upright and moderate in all things, with complete control over one’s emotions, desires, and actions. ♦ Humility: The willingness to serve others in a sacrificial manner. The self-respect that renounces haughtiness or arrogance. Vlll LEARNING OUTCOMES Learning outcomes—Loma Linda University graduates Graduates of Loma Linda University, regardless of degree level, will be individuals who are prepared to: Intellectual!cognitive domain • Maintain a commitment to lifelong learning • Think critically and logically, analyze and problem-solve • Communicate effectively, orally, in writing, and technologically • Live and work successfully in a diverse world • Demonstrate basic skills in personal financial management, and where appropriate, in practice management • Apply life management skills necessary to a balanced and effective life Emotional!social!relational domain • Optimize their personal emotional well-being • Develop and maintain healthy personal relationships • Develop and maintain healthy professional relationships with patients, clients, peers, and subordinates • Identify mental health issues in patients or clients, and refer for or provide appropriate interventions • Select appropriate personal relationship services when necessary Physical domain • Enhance personal health and well-being through healthful lifestyle choices • Assist patients, clients, and community in health-promoting activities Spiritual domain • Develop a Bible-based faith in God relevant to their personal lives and professional ministry • Operate from a foundation of personal and professional ethics which in corporate the fundamental values espoused by Loma Linda University • Continue the process of spiritual growth in their own lives • Provide spiritual ministry to patients and clients IX CONTENTS Table of contents Chapter 1 Organization of the University.............................................................5 1.1.0 Organization ..................................................................................5 1.1.1 Loma Linda University—the academic entity.......................................5 1.1.2 Loma Linda University Medical Center and its affiliated entities— the major clinical facilities...................................................5 1.1.3 Loma Linda University School of Medicine Faculty Corporations— the faculty hiring entities.....................................................5 1.1.4 Loma Linda University Health Care— the management service organization.............................................6 1.2.0 The Board of Trustees..........................................................................7 1.2.1 Membership of the Board of Trustees.............................................8 1.2.2 Advisors to the Board of Trustees...............................................8 1.2.3 Invitees to meetings of the Board of Trustees...................................8 1.2.4 Board of Trustees meetings in executive session.................................9 1.3.0 Administrators of the University: job descriptions.............................................9 1.3.1 The president...................................................................9 1.3.2 Vice president for academic affairs............................................11 1.3.3 Vice president for research affairs............................................12 1.3.4 Vice president for financial affairs...........................................15 1.3.5 Vice president for clinical faculty and the dean of the School of Medicine.....16 1.3.6 Vice president for public affairs..............................................18 1.3.7 Vice president for advancement.................................................19 1.3.8 Special assistant to the president for diversity...............................20 1.3.9 Special assistant to the president for international affairs...................22 1.3.10 Special assistant to the president for spiritual life and wholeness............23 1.3.11 Dean of a school job description...............................................25 1.3.12 Dean of the School of Medicine job description.................................30 1.3.13 Dean of the Graduate School job description....................................30 1.3.14 Dean of the Faculty of Religion job description................................31 1.3.15 Dean of student affairs job description........................................31 1.3.16 Director of the University library job description.............................33 1.3.17 Director of University records job description.................................34 1.4.0 University standing committees or councils or panels..........................................36 1.4.1 President’s Committee..........................................................37 1.4.2 Deans’ Council.................................................................39 1.4.3 University Academic Affairs Committee..........................................40 1.4.4 Student Affairs Committee......................................................43 1.4.5 Standing committees of the schools.............................................43 1.5.0 Faculty participation in governance...........................................................44 1.5.1 University-wide faculty organizations..........................................46 1.5.2 Faculty participation in faculty policy development............................49 x CONTENTS Chapter 2 Appointment, recognition, and termination of faculty.....................................53 2.1.0 Definitions.................................................................................56 2.1.1 General faculty classification...............................................56 2.1.2 Special designations.........................................................57 2.1.3 Academic rank................................................................57 2.1.4 Special merit rank...........................................................58 2.1.5 Prefixes.....................................................................58 2.1.6 Graduate School faculty......................................................59 2.1.7 Other academic titles........................................................59 2.1.8 Ancillary titles.............................................................62 2.2.0 Appointment ................................................................................63 2.2.1 Qualifications...............................................................63 2.2.2 Procedure for primary and dual faculty appointments..........................64 2.2.3 Procedure for secondary faculty appointments.................................65 2.2.4 Types of new appointments....................................................65 2.2.5 Appointment options..........................................................66 2.2.6 Renewal of faculty appointment...............................................66 2.2.7 Privacy of information.......................................................66 2.2.8 Evaluation of faculty........................................................66 2.2.9 Evaluation of administrative faculty and other administrative personnel by faculty.........................................................67 2.2.10 Search committees and the recruitment process................................67 2.2.11 Distribution of new Faculty Handbook.........................................67 2.3.0 Promotion, change to emeritus status, and/or change to special merit rank...................69 2.3.1 Criteria.....................................................................69 2.3.2 Procedure for promotion to a higher academic rank or for change of status to emeritus........................................................70 2.4.0 Special recognition.........................................................................71 2.4.1 Recognition at commencement..................................................71 2.4.2 Recognition at other events..................................................72 2.4.3 Forms of recognition.........................................................73 2.4.4 Eligibility for recognition..................................................73 2.4.5 Selection procedures.........................................................73 2.5.0 Tenure......................................................................................74 2.5.1 Definition...................................................................74 2.5.2 Objectives...................................................................74 2.5.3 Eligibility criteria7........................................................74 2.5.4 Procedure to initiate tenure.................................................75 2.5.5 Review of tenured faculty....................................................76 2.5.6 Discontinuation of tenure....................................................76 2.5.7 Appeal.......................................................................77 2.5.8 Relationship of administrative appointment to tenure.........................77 xi CONTENTS 2.6.0 Discontinuation of faculty appointment and severance of University employment.................77 2.6.1 Introduction...................................................................77 2.6.2 Retirement.....................................................................77 2.6.3 Resignation....................................................................78 2.6.4 Procedure for nonrenewal of a nontenured faculty member by the University .... 78 2.6.5 Procedure for termination of full-time faculty appointment.....................78 2.6.6 Procedure for termination of administrative appointment........................79 2.6.7 Severance pay for full-time faculty employed by LLU......................79 2.6.8 Late notification settlement...................................................81 2.6.9 Notice.........................................................................81 2.7.0 Discipline and Dismissal Policy...............................................................81 2.7.1 Application....................................................................81 2.7.2 Conducts which violate the University’s expectation for faculty and employees. . . 81 2.7.3 Disciplinary actions...........................................................83 2.7.4 Procedures for dismissal of faculty............................................83 2.7.5 Burden of persuasion...........................................................85 2.7.6 Severance pay..................................................................85 2.8.0 Grievance.....................................................................................85 2.8.1 Definition.....................................................................85 2.8.2 Institution of proceedings and definitions.....................................85 2.8.3 Filing the letter of intent....................................................86 2.8.4 Resolving the grievance prior to a grievance hearing...........................87 2.8.5 Initiating the grievance hearing...............................................87 2.8.6 The grievance panels: make-up and appointment..................................88 2.8.7 The Hearing Committee..........................................................89 2.8.8 Burden of persuasion...........................................................90 2.8.9 Order of hearing...............................................................90 2.8.10 Hearing procedure..............................................................90 2.8.11 Findings, recommendations, and decision........................................91 2.9.0 Legal recourse................................................................................92 2.9.1 Introduction...................................................................92 2.9.2 Binding arbitration procedure..................................................92 2.10.0 Sex Discrimination Policy.....................................................................94 2.10.1 Rationale......................................................................94 2.10.2 Prohibited acts and legal responsibilities.....................................94 2.10.3 Coordination...................................................................94 2.10.4 Eligibility to file grievance.................................................94 2.10.5 Grievance filing..............................................................95' 2.10.6 Grievance form.................................................................95 2.10.7 Procedures.....................................................................95 2.10.8 Investigation prior to formal action...........................................96 2.10.9 Process of taking formal action................................................97 2.10.10 Protection of a complainant and others...............................97 2.10.11 Protection of the respondent...................................................97 2.10.12 Protecting both parties........................................................98 2.10.13 Education as a key element of University policy................................98 2.10.14 Preparation and dissemination of information...................................98 xii CONTENTS Chapter 3 Faculty functions and responsibilities.....................................................99 3.1.0 Academic freedom.............................................................................103 3.2.0 Academic responsibility......................................................................103 3.3.0 Responsibilities of faculty..................................................................104 3.3.1 Faculty workload.............................................................104 3.3.2 Educational responsibilities.................................................105 3.3.3 Committees and sponsorships..................................................107 3.3.4 Faculty participation in faculty meetings and organizations..................107 3.3.5 Professional attitudes and growth............................................107 3.3.6 Corporate compliance.........................................................107 3.3.7 Reporting professional activities............................................110 3.3.8 Budget.......................................................................110 3.3.9 Facilities, equipment, and library collection................................Ill 3.3.10 Professional activities external to school or University.....................Ill 3.3.11 Conflict of interest.........................................................113 3.3.12 Disputes between faculty members.............................................119 3.4.0 Research.....................................................................................119 3.4.1 Responsibilities of faculty toward research..................................119 3.4.2 Organization of University research..........................................120 3.4.3 Institutes and centers.......................................................121 3.4.4 Sponsored research...........................................................128 3.4.5 Research involving humans....................................................134 3.4.6 Research involving animals...................................................136 3.4.7 Research involving radioactive and/or ionizing materials.....................138 3.4.8 Research equipment...........................................................138 3.4.9 Publication of research results..............................................139 3.4.10 Intellectual properties and derived royalties................................140 3.4.11 Research misconduct..........................................................144 3.4.12 Guidelines for attendance and presentations at professional meetings during the Sabbath hours......................................................151 3.5.0 Functions of a faculty member when serving as a department chair.............................152 3.6.0 Professional leaves..........................................................................157 3.6.1 Study leave..................................................................157 3.6.2 Sabbatical leave.............................................................158 3.6.3 Service leave................................................................158 3.6.4 Personal leave...............................................................159 3.7.0 Advanced education...........................................................................159 3.7.1 Application for advanced education...........................................159 3.7.2 Budget provision.............................................................159 3.7.3 Grants for advanced education................................................159 3.7.4 Agreements and finances for advanced study...................................159 3.7.5 Reimbursements of expense for doctoral degrees...............................161 3.7.6 Retirement service credit....................................................162 xiii CONTENTS 3.8.0 Professional membership, convention, and travel allowance................................162 3.8.1 Organization memberships...................................................162 3.8.2 Convention and travel allowances...........................................162 3.8.3 Flight by private aircraft.................................................163 3.8.4 Special travel.............................................................164 3.9.0 Reimbursement for outside instructional personnel........................................164 3.9.1 Guest lecturers............................................................164 3.9.2 Consultants................................................................164 3.9.3 Contract teachers..........................................................164 3.9.4 Continuing education lecturers.............................................164 3.9.5 Method of reimbursement....................................................164 3.10.0 Teaching notes...........................................................................164 3.11.0 Copying and off-air recording............................................................165 3.11.1 What is the scope of copyright coverage?...................................165 3.11.2 Permissible uses of copyrighted or other material..........................165 3.11.3 Copying for classroom and research use.....................................166 3.11.4 Off-air taping of broadcasts...............................................168 3.1.5 Copying and use of computer programs.......................................169 3.11.6 Penalties for copyright violations are severe..............................169 3.11.7 Library reserve guidelines.................................................170 3.12.0 Computer, network, intranet, extranet, and internet use..................................171 3.12.1 Ethical use of LLU computer resources......................................171 3.12.2 Use of University administrative computer systems..........................173 3.12.3 Network use................................................................173 3.12.4 Internet, Extranet, and Intranet access and use............................175 3.13.0 University Subpoena Policy...............................................................182 3.14.0 Communication with accrediting organizations.............................................182 3.14.1 Western Association of Schools and Colleges................................182 3.14.2 Professional accrediting organizations.....................................182 3.15.0 Questionnaires, directories, student/faculty lists.......................................182 3.15.1 University replies for questionnaires and directories......................182 3.15.2 Release of faculty and student listings....................................182 3.15.3 Telephone directory........................................................183 3.16.0 Keys.....................................................................................183 3.17.0 University property and equipment........................................................183 3.18.0 Personal property........................................................................183 3.19.0 Solicitation and vending.......................... ....................................183 3.20.0 Endorsement..............................................................................183 XIV CONTENTS 3.21.0 Parking....................................................................................184 3.22.0 Telephone use..............................................................................184 3.23.0 Public affairs.............................................................................184 3.24.0 Security...................................................................................184 3.25.0 Safety.....................................................................................184 3.25.1 Office of hazardous materials safety.......................................185 3.25.2 Office of radiation safety..................................................185 3.25.3 Office of loss control/safety............................................185 3.26.0 Care of children...........................................................................185 Chapter 4 Student policies...........................................................................................187 Note: Faculty are responsible for information contained in the bulletin of the school(s) in which they hold faculty appointment(s). 4.1.0 Student records..........................................................................189 4.1.1 Family Educational Rights and Privacy Act..................................189 4.2.0 Entrance procedures......................................................................193 4.2.1 Application and admission..................................................193 4.2.2 English proficiency........................................................194 4.2.3 Non-U.S. students..........................................................194 4.2.4 Registration...............................................................195 4.2.5 Required documents.........................................................195 4.2.6 Student’s official name....................................................195 4.3.0 Academic credit.......................................................................196 4.3.1 Unit of credit...........................................................196 4.3.2 Course numbers...........................................................196 4.3.3 Advanced standing for undergraduate seniors..............................196 4.3.4 Credit for instruction not on campus.....................................196 4.3.5 Enrichment programs......................................................196 4.3.6 Transfer credit..........................................................197 4.3.7 Waiver of a required course..............................................201 4.3.8 Credit by examination....................................................202 4.3.9 Dual or shared credit....................................................202 4.3.10 Directed independent study...............................................203 4.3.11 Courses taken for audit cannot be repeated for credit....................203 4.4.0 Grading...............................................................................203 4.4.1 Grades and grade points..................................................203 4.4.2 Notations................................................................204 4.4.3 Reporting of grades......................................................205 4.4.4 Change of grade..........................................................205 4.4.5 Repeating a course.......................................................205 xv CONTENTS 4.4.6 Transcripts..................................................................205 4.4.7 Retention of grade reports...................................................205 4.5.0 Student recognition........................................................................206 4.5.1 Terminology: grant, scholarship, award, fellowship, traineeship..............206 4.5.2 President’s award............................................................206 4.5.3 Dean’s list and/or other school recognition..................................206 4.6.0 Principles of student conduct..............................................................207 4.6.1 Standards of Appearance......................................................209 4.6.2 Standards of Academic Conduct................................................209 Chapter 5 Relationships within the University and with the public...............................211 5.1.0 Statements of nondiscrimination and program of affirmative action........................213 5.1.1 LLU Policy and Program of Nondiscrimination and Program of Affirmative Action..............................................213 5.1.2 Policy of Nondiscrimination...............................................213 5.1.3 Disability Accommodation Policy...........................................214 5.2.0 Political activity.......................................................................216 5.2.1 General guidelines........................................................216 5.2.2 Prohibition of use of University name or facilities.......................217 5.3.0 Lifestyle................................................................................217 5.3.1 University Image..........................................................217 5.3.2 Standards of Appearance...................................................217 5.3.3 Use of Alcohol, Controlled Substances, and Tobacco........................218 5.3.4 Drug-free Worksite Policy and Procedures..................................218 5.3.5 Sexual standards..........................................................222 5.3.6 Romantic relationships and dating.........................................222 5.3.7 Sexual Harassment Policy..................................................223 5.3.8 Weapons Possession Policy.................................................229 5.4.0 Communicable Diseases and AIDS Education and Prevention Policy...........................229 5.4.1 Procedures................................................................230 5.4.2 Health-care personnel with blood-borne infections.........................231 5.4.3 Management of patient exposures...........................................231 5.4.4 Testing sites.............................................................232 5.4.5 Skin-tested for tuberculosis..............................................232 5.5.0 Invitations for presentations and consultations by University personnel..................233 5.5.1 Authorization.............................................................233 5.5.2 Financial arrangements....................................................233 5.6.0 Business cards...........................................................................233 5.6.1 Use of official business card.............................................233 5.6.2 Standard format business card.............................................233 xvi CONTENTS 5.7.0 Use of University emblems................................................................234 5.7.1 Graphic identity..........................................................234 5.7.2 Graphic Standards Manual..................................................234 Chapter 6 University employee policies and procedures..........................................235 Introduction.............................................................................237 6.1.0 University employee benefits (Groups A and B)............................................237 6.2.0 Holidays, vacations, and leaves..........................................................237 6.2.1 Holidays..................................................................237 6.2.2 Vacations (Groups A and B)................................................239 6.2.3 Personal leave (Groups A and B)...........................................240 6.2.4 Sick leave and reporting of illness/injury (Groups A and B)...............240 6.2.5 Funeral and bereavement leave (Groups A and B)............................241 6.2.6 Jury duty (Groups A and B)................................................241 6.2.7 Family and Medical Leave (FML)............................................241 6.3.0 Health care..............................................................................242 6.3.1 Employee health service (Groups A and B)..................................242 6.3.2 Loma Linda University Health Plan (Groups A and B)........................242 6.3.3 Employee assistance program...............................................242 6.3.4 Disability insurance (Groups A and B).....................................242 6.3.5 Group long-term disability coverage.......................................243 6.3.6 Employee survivor benefit (Groups A and B)................................243 6.4.0 Other allowances, benefits, and services.................................................243 6.4.1 Adoption allowance (Group A only).........................................243 6.4.2 Liability insurance (Groups A and B)......................................243 6.4.3 Tuition assistance (Group A only).........................................243 6.4.4 Moving and travel allowance for incoming personnel (Groups A and B).......243 6.4.5 Retirement plan (Group A only)............................................244 6.4.6 Teachers’ Insurance and Annuity Association of America (TIAA) Plan (Group B only).............................................................244 6.4.7 Retiring employee moving allowance (Groups A and B).......................244 6.4.8 Emeritus faculty ID card..................................................244 6.5.0 University education allowance (Groups A and B)..........................................244 6.6.0 Academic attire (Groups A and B).........................................................246 6.7.0 Seventh-day Adventist transfer employees.................................................246 6.8.0 Discount cards (Groups A and B)..........................................................246 6.9.0 Voting time (Groups A and B).............................................................246 6.10.0 Termination settlements (Groups A and B).................................................246 xvii CONTENTS 6.11.0 Automobile insurance assistance (Groups A and B)......................................246 6.12.0 Loans for home and auto (Groups A and B)..............................................246 6.13.0 Housing assistance (Groups A and B)...................................................246 6.14.0 Holiday gift (Groups A and B).........................................................247 6.15.0 Administrative area travel allowance (Group A only)...................................247 6.16.0 Doctoral degree reimbursement (Group A only)..........................................247 6.17.0 Workers’ compensation (Groups A and B)................................................247 6.18.0 Tax sheltered annuities (Groups A and B)..............................................247 Information on pay: payday, payroll advance, payroll deductions......................247 Chapter 7 Campus facilities and services.....................................................249 7.1.0 Campus map legend.....................................................................250 7.2.0 Campus map, including parking.........................................................251 7.3.0 Food services.........................................................................253 7.4.0 Industrial Medicine Clinic/Express Care...............................................254 7.5.0 Libraries.............................................................................254 7.6.0 Available conference rooms............................................................255 7.7.0 Campus organizations..................................................................256 7.8.0 Campus services.......................................................................257 7.9.0 Security..............................................................................258 7.10.0 Rideshare.............................................................................259 7.10.1 Participate in Rideshare program.......................................259 7.10.2 Participate in walk-to-work program.....................................259 7.10.3 Participate in bike-to-work program.....................................259 7.10.4 Participate in bus-to-work program......................................260 7.11.0 Parking regulations...................................................................260 xviii CONTENTS Chapter 8 Community facilities and services.....................................................261 8.1.0 Seventh-day Adventist churches..........................................................263 8.2.0 Seventh-day Adventist schools...........................................................264 8.3.0 Area universities and colleges..........................................................264 8.4.0 Other institutions......................................................................264 8.5.0 Health resources offered by Riverside/San Bernardino Counties...........................265 8.6.0 Transportation..........................................................................265 8.7.0 Cultural activities.....................................................................266 8.8.0 Museums/historical sites................................................................267 8.9.0 Other activities........................................................................267 Appendices......................................................................................269 School-specific policies........................................................................273 School of Allied Health Professions.....................................................273 School of Dentistry.....................................................................293 Graduate School.........................................................................309 School of Medicine......................................................................323 School of Nursing.......................................................................363 School of Public Health.................................................................379 Faculty of Religion.....................................................................405 Del E. Webb Memorial Library............................................................417 Glossary........................................................................................425 Index...........................................................................................429 xix ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 1998 Loma Linda University Faculty Handbook Chapter 1 Organization of the University 1 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY Chapter 1. Organization of the University LLU diagram of LLUAHSC organizations LLU organizational chart 1.1.0 Organization 1.1.1 Loma Linda University—the academic entity 1.1.2 Loma Linda University Medical Center and its affiliated entities—the major clinical facilities 1.1.3 Loma Linda University School of Medicine Faculty Corporations—the faculty hiring entities 1.1.4 Loma Linda University Health Care—the management service organization 1.2.0 The Board of Trustees 1.2.1 Membership of the Board of Trustees 1.2.2 Advisors to the Board of Trustees 1.2.3 Invitees to meetings of the Board of Trustees 1.2.4 Board of Trustees meetings in executive session 1.3.0 Officers of the University: job descriptions 1.3.1 The president 1.3.2 Vice president for academic affairs 1.3.3 Vice president for research affairs 1.3.4 Vice president for financial affairs 1.3.5 Vice president for clinical faculty and the dean of the School of Medicine 1.3.6 Vice president for public affairs 1.3.7 Vice president for advancement 1.3.8 Special assistant to the president for diversity 1.3.9 Special assistant to the president for international affairs 1.3.10 Special assistant to the president for spiritual life and wholeness 1.3.11 Dean of a school job description 1.3.12 Dean of the School of Medicine job description 1.3.13 Dean of the Graduate School job description 1.3.14 Dean of the Faculty of Religion job description 1.3.15 Dean of student affairs job description 1.3.16 Director of the University library job description 1.3.17 Director of University records job description 1.4.0 University standing committees or councils or panels 1.4.1 President’s Committee 1.4.2 Deans Council 1.4.3 University Academic Affairs Committee 1.4.4 Student Affairs Committee 1.5.0 Faculty participation in governance 1.5.1 University-wide faculty organizations 1.5.2 Faculty participation in faculty policy development 2 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 3 SD Faculty Practice Corporation and SM Faculty Practice Corporations LOMA LINDA UNIVERSITY CHAPTER 1: ORGANIZATION OF THE UNIVERSITY 4 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 Institutional organization 1.1.0 Organization Loma Linda University is the academic component of the Loma Linda University Adventist Health Sciences Center (LLUAHSC). LLUAHSC effectively blends together the academic pursuits of education and research with the health-care enterprise and its integrated delivery network. There are a number of interdigitating components of LLUAHSC. These are mutually interdependent entities while at the same time existing as separate legal entities. The core entities of LLUAHSC are: 1.1.1 Loma Linda University (the academic entity) This is composed of six schools—the Schools of Allied Health Professions, Dentistry, Nursing, Medicine, and Public Health, a Graduate School, and the Faculty of Religion. A School of Pharmacy is being developed. The University infrastructure supporting the education and research programs covers student services including programs and housing facilities; learning resources including the library; and financial affairs including the University Foundation and the physical plant. 1.1.2 Loma Linda University Medical Center and its affiliated entities (the major clinical facilities) This encompasses Loma Linda University Medical Center, Loma Linda University Childrens Hospital, Loma Linda Community Medical Center, and Loma Linda University Behavioral Medicine Center. A comprehensive dental clinic is integrated into the activities of the LLU School of Dentistry. A Center for Health Promotion is coordinated by faculty in the LLU School of Public Health. The other major teaching facility located in Loma Linda, and considered to be an integrated facility is the Jerry L. Pettis Memorial Veterans Medical Center. Within these health-care facilities, the various clinical faculty practice their specialties while modeling for students competent professionalism combined with whole-person care. Further, within these facilities, patients from local, regional, national, and international communities, receive comprehensive health-care ranging from primary to quaternary care, and preventive, therapeutic, and rehabilitative services. 1.1.3 The Loma Linda University School of Medicine Faculty Corporations (faculty hiring entities) These corporations hire the clinical faculty of the School of Medicine. It is through this mechanism that the clinical departments of the School of Medicine generate revenues that fund much of their operations. 5 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY These not-for-profit corporations support educational programs for undergraduate and graduate students, as well as for professional peers, and fund various research endeavors, in addition to fulfilling the clinical service responsibilities. 1.1.4 Loma Linda University Health Care (management service organization) This entity is responsible for the management of the physician practice component of the Loma Linda University Integrated Delivery Network. It provides such services as the management of various ambulatory clinics, the negotiating and holding of physician clinical provider contracts, and the billing and collecting for physician services. The organizational structure is designed for effective planning and communication within and between the constituents of the institution, the various administrators, and the corporate boards. The current and future success of Loma Linda University Adventist Health Sciences Center and its component parts is dependent upon commitment by the various entities to a shared mission and vision. There is a consensus around seven themes which guide the planning of the University and the other components of LLUAHSC. These include: Education—to maintain and enhance excellence in Seventh-day Adventist Christian health profession and science education Research—to maintain and enhance excellence in research Service—to assist in bringing health, healing, and wholeness to humanity Spiritual Nurture and Wholeness*— to foster personal wholeness and to provide “whole-person care” Diversity—to promote an environment that reflects and builds respect for the diversity of humanity as ordained by God Outreach—to serve a worldwide community by promoting healthful living, caring for the sick, and sharing the good news of a loving God Integration and Success—to effectively integrate the components of LLUAHSC while enabling the success of each entity As a faculty member you are invited to create a stimulating environment for our students, to pursue investigations carefully, to practice your profession with accountability, and to interface responsibly with the appropriate components of LLUAHSC. *“Wholeness” means the life-long harmonious development of the physical, intellectual, emotional, relational, cultural, and spiritual dimensions of a persons life unified through a loving relationship with God and expressed in generous service to others. 6 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 1.2.0 Board of Trustees The Board of Trustees is elected by the membership of the constituency of the University corporation which is the Loma Linda University Adventist Health Sciences Center (LLUAHSC). The LLU Board of Trustees has ultimate authority for governance of the University. The Board bears the legal responsibility and exercises the authority. In practice, the Board employs administrators to carry out the policies that it authorizes. It defines the areas of responsibility which it retains to itself and the responsibilities and authorizations which it delegates either to University administrators or to the committees of the Board. Authority and responsibility are vested in the Board as a whole (not in individual Trustees or groups of Trustees) and are expressed in those actions that represent the majority opinion of the Board. The representative of the Board of Trustees to the University in its daily operations is the president of the University. The primary role of the Board of Trustees is that of establishing University policy. In this primary role the Board continually evaluates the needs of the Seventh-day Adventist Church and of its membership—educationally, occupationally, morally, spiritually, and socially, so as to guide the University wisely to meet those needs. A major responsibility of the Board of Trustees is to develop the financial support adequate for the operation and development of the University. The president and his/her staff are accountable to the Board of Trustees for administrative competence and for recommendations in all areas of policy and planning. However, the Board reserves to itself final authority for certain approvals, authorizations, and controls. The function of the Board of Trustees is described in the Articles of Incorporation and Bylaws and includes the election of officers of the Board of Trustees, the appointment and removal of officers of the Corporation, and appointment of constituent members and committees. The Board of Trustees appoints from among its members an Executive Committee whose function it is to engage in routine items of business and matters delegated or referred by the Board of Trustees, including items dealing with the Loma Linda Foundation and routine faculty appointments. Reserved authority The Board of Trustees reserves to itself final corporate authority in the following matters subject to consultation with the member of the Board of Trustees: a. The establishment of goals, philosophies, and objectives of the University b. The approval and the providing of finance, including voluntary support from the University’s various publics for the long-range development of the University. c. The authorization for borrowing of funds or authorizing the Executive Committee to borrow within the guidelines established by the Board d. The sale or other disposition of University-owned land and property which is used or occupied for its primary purposes e. The approval of schools, programs, centers, and institutes 7 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY f. The appointment of administrative and academic personnel g. The approval of the audited annual financial statements h. The approval of the annual budgets 1.2.1 Membership of the Board of Trustees The membership of the Board of Trustees shall not exceed 23 persons elected from members of the Seventh-day Adventist Church by the constituent members of the University at its regular meeting as follows: a. Six members as nominated by the officers of the General Conference of Seventh-day Adventists, from which number the chair of the Board of Trustees shall be chosen b. The president of the University c. The president of Loma Linda University Medical Center d. The president of the North American Division of Seventh-day Adventists e. Up to four presidents of Union Conferences in the North American Division of Seventh-day Adventists f. Four members who are alumni of the University, not employees of the University, its affiliates or subsidiaries g. The remaining members from persons not employed by Loma Linda University, its affiliates, or subsidiaries, nor employed by the Seventh-day Adventist Church, and representing academic, professional, or business interests (LLUBylaws, Article 5, section c, 1) 1.2.2 Advisors to the Board of Trustees Advisors are appointed by the Board of Trustees to attend meetings of the Board of Trustees and its Executive Committee. The advisors are full participants with the Board of Trustees in regular and executive sessions, but they do not have voting rights. 1.2.3 Invitees to meetings of the Board of Trustees Standing invitees to meetings of the Board of Trustees include vice presidents of the University; deans of the schools and Faculty of Religion, special assistants to the president, dean of student affairs, chair of IFAC, the president of the Loma Linda University student association, and the president of the University Councilors. When appropriate, others are invited to be present to discuss items of particular interest or concern having to do with their areas of responsibility. 8 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 1.2.4 Board of Trustees meetings in executive session Invitees are usually excluded from meetings of the Trustees in executive session, with the exception of the secretary of the Board of Trustees. 1.3.0 Administrators of the University: job descriptions 1.3.1 The president The president shall be the chief executive officer of the University and shall be responsible for the general direction of its operating units. He/she shall represent the University before the public and shall preside at all public academic occasions. The president shall represent the University on the Board of Trustees, to which he/she shall (a) render an annual comprehensive report that includes the annual audited financial statement and (b) present the annual budget of the University. The vice presidents, deans of the schools, administrators of educational services, and the manager of the Foundation shall be responsible to the president. The president shall exercise such specified powers as are vested in him/her by the Board of Trustees in the Policy Handbook or by direct action of the Board of Trustees. In the exercise of these functions he/she shall be assisted by the vice presidents in their respective areas of responsibility, each of which is an extension of his/her office. (.LLUBylaws, Article 6, section 2) Responsible to: The University Board of Trustees Functions: a. To be responsible to the Board of Trustees to present or to have presented: (1) An annual comprehensive report on the University and other reports at each regular meeting (2) The annual budget (3) The annual audited financial statement (4) All other matters concerned with the administration of the University b. To present a comprehensive report on the University at each regular meeting of the Constituency of the Corporation c. To be responsible for strategic planning d. To be responsible through the appropriate administrators for: (1) The academic affairs of the University including academic reports, accreditation of the University, schools and programs, graduation events, educational programs 9 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY (2) Research affairs (3) Financial affairs, including the annual budget, audited Financial statements, the Loma Linda University Foundation (4) Plant and facilities (5) Professional services (6) Affiliation agreements with other entities (7) Advancement (8) Public affairs (9) Diversity (10) International affairs (11) Spiritual life e. To be responsible, through the appropriate administrators, for recruiting, retaining and developing faculty and administrative personnel who are professionally qualified, committed to the mission of the University and who will appropriately staff the various schools and other entities of the University f. To administer the University by carrying out the actions of the Board of Trustees, or the President’s Committee, in accordance with Trustee-approved policies and actions, exercising discretionary powers in the execution of committee action when it is deemed in the best interests of the University to pursue further study, clarification, and agreement g. To perform such other duties as are appropriate to the office of the president Responsible to the president: Vice president for academic affairs Vice president for research affairs Vice president for financial affairs Vice president for clinical faculty and dean, School of Medicine Vice president for advancement Vice president for public affairs Secretary of the Corporation Special assistants to the president Deans of the schools and the Faculty of Religion Dean of student affairs 10 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 1.3.2 Vice president for academic affairs The vice president for academic affairs shall assist the president in the coordination of the academic programs, activities and standards of the University. He/she shall perform such other duties as the president may delegate or the Board of Trustees may authorize. (LLU Bylaws, Article 6, section 3) Responsible to: The president of the University Functions: a. Academic administration (1) To administer the general policies of the University (2) To direct the further development of academic policies in harmony with the objectives of the University (3) To advise the deans regarding educational affairs (4) To assist the president in maintaining the accreditation of the University and to assist the deans with issues related to school and program accreditation (5) To authorize the preparation of calendars and other University-wide academic publications (6) To coordinate the preparation and revision of the Faculty and Student Handbooks and the academic section of the Administrative Handbook (7) To chair the University Academic Affairs Committee (8) To be responsible for the preparation of job descriptions of personnel under his/her jurisdiction unless these are included in the Administrative Handbook b. Institutional records (1) To be responsible for the academic records of the institution related to faculty and students (2) To direct the statistical and evaluative academic reporting (3) To coordinate the University’s annual report c. Faculty affairs (1) To process all faculty appointments, promotions, terminations (2) To chair the University Rank and Tenure Committee 11 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY (3) To coordinate faculty development programs in education, research, service, leadership, and wholeness (4) To assist the president in the interface with IFAC d. Student affairs (1) To counsel and advise the dean of student affairs in matters related to student co-curricular programs (2) To counsel and advise the dean of student affairs concerning student housing e. Academic information services (1) To supervise and develop electronic access to the academic information services on campus, including the University library, campus network, and academic records (2) To coordinate the academic component of the campus Intranet and the Extranet in collaboration with the deans and the vice president for public affairs (3) To coordinate the distance-learning and virtual university activities in collaboration with the deans Responsible to the vice president for academic affairs: Director of the University library Director of University records office Director of media services Director of University computing systems Director of campus networks or equivalent Director of University microcomputer support The vice president for academic affairs assists the president in relating to the deans of the schools, the dean of the Faculty of Religion, and the dean of student affairs. 1.3.3 Vice president for research affairs The vice president for research affairs shall coordinate the research programs, activities and policies of the University. He/she shall perform such other duties as the president may delegate or the Board of Trustees may authorize. The duties pertaining to these functions shall be subject to the reserve powers of the president and to the organization and policies approved by the Board of Trustees. Responsible to: The vice president for research affairs shall be responsible to the president for coordination of research affairs of the University. 12 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 Functions: The specific functions of the vice president for research affairs will include the following duties: a. To advance the research enterprise of the University b. Administering the research policies of the University c. Directing the further development and implementation of research policies in harmony with the objectives of the University d. Serving as a liaison between the University and the research enterprise at the Jerry Pettis Memorial Veterans Medical Center e. Being responsible for the preparation of the job descriptions of personnel under his/her jurisdiction unless these are included in the Administrative Handbook f. Chairing the University Research Affairs Committee g. Advising the directors of institutes regarding research affairs and in developing expertise in research including preparation of grant proposals and the management of grants. h. Advising the deans of the LLU schools and directors of LLU centers regarding research affairs in developing faculty expertise/staff in research, including the preparation of grant proposals and in the management of grants i. To maintain the research infrastructure of the University (1) Responsible for the operation of the office of sponsored research (2) Serving as the institutional official authorized to sign research grant applications (3) Overseeing the operation of the institutional review board for experimental studies in human subjects (4) Overseeing the operation of the Animal Research Committee (5) Coordinating the activities of the office of sponsored research with the office of grants management in association with the vice president for financial affairs (6) Assuring institutional compliance with national and state statutes, including those related to radioactive materials, ionizing radiation and hazardous materials j. To coordinate the activities of and advise regarding the University research institutes (1) Assisting the president in the planning for and operation of institutes, including serving on the advisory boards of these entities 13 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY (2) Reviewing and advising the president regarding the appointment of directors, members, and staff of institutes in conjunction with the vice president for academic affairs and the school deans (3) Coordinating the activities of institutes and fostering productive interactions and collaborations between institutes and other research activities within the University (4) Coordinating the development of interfacility research program projects k. To coordinate the activities of and advise regarding the University research centers, including: (1) Assisting the president and deans in the planning for and the operating of centers, including serving on the advisory boards of these entities (2) Reviewing and advising the president regarding the appointment of directors, members, and staff of centers in conjunction with the vice president for academic affairs and the school deans (3) Coordinating the activities of centers and fostering productive interactions and collaborations between centers and other research activities within the University (4) Coordinating the development of interfacility research program projects l. To advise and counsel regarding intellectual properties and technology transfer for the University, including: (1) Being responsible for the identification and development of the intellectual properties of the University on behalf of the president and in collaboration with the school deans and the directors of institutes and centers (2) Overseeing technology assessment and transfer, coordinating the development of licenses and agreements with institutional and commercial partners, such as biotechnology and other biomedically related industries, in collaboration with the president m. To advise regarding the research resources of the University, including: (1) Being responsible for the allocation, on behalf of the president, of the assigned research financial resources, and advising the deans of the schools regarding the allocation of school research resources (2) Assisting the deans of the schools and the directors of institutes and centers in identification and procurement of external research resources (3) Assisting the office of advancement in identification and procurement of external research resources (4) Advising the vice president for financial affairs and deans of the schools on the allocation of research space 14 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 n. To facilitate and coordinate the research strategic planning and budgetary recommendations for the University; developing and implementing the strategic plan for research in the University in collaboration with the school deans and directors of institutes and centers o. To represent University research interests to federal and state governments, to industry and to other national and international constituencies p. To perform such other duties as are appropriate to his/her office as the president may authorize or direct Responsible to the vice president for research affairs: Institutional Review Board Animal Research Committee Office of sponsored research Office of grants management in collaboration with the vice president for financial affairs 1.3.4 Vice president for financial affairs The vice president for financial affairs, who shall be responsible to the president, shall be the chief financial officer of the University charged with maintaining its fiscal integrity. He/she shall assist the president in the preparation and administration of the budgets for all units of the University and the administration of their accounting methods and procedures. He/she shall receive, keep safely, and disburse all funds; manage, maintain and secure the physical plant, facilities and grounds; prepare appropriate reports and analyses; and perform such other duties as the president may delegate or the Board of Trustees may authorize. (LLUBylaws, Article 6, section 4) Responsible to: The president of the University Functions: a. Financial resources (1) To develop the annual University budget for submission to the Board of Trustees (2) To develop and direct budget controls (3) To formulate policies and procedures which provide for the collection, custody, investment, disbursement, accounting, and auditing of all University monies; handle negotiations for loans and other financing; maintain a system of financial and related statistical reporting (4) To develop business policies and procedures, establish accounting and reporting methods and coordinate the day-by-day business operations of the University (5) To prepare regular and special financial reports for the president 15 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY (6) To chair the Trust Management Committee, Trust Acceptance Committee, Investment Committee, Financial Operations Committee, and Foundation Operating Committee b. Physical plant resources (1) To direct the operation and maintenance of the physical plant, formulating policies and procedures which include plant insurance, custodial care, utilities, construction and security (2) To chair the Risk Management Committee, Plant Operations Committee, Security and Parking Committee (3) To be responsible for Drayson Center c. Service resources (1) To develop policies and procedures for the procurement of non-personnel services (2) Coordinate the services provided to the University from the Medical Center including personnel, payroll, telecommunication, mailroom, campus engineering, construction, safety, food service, and security (3) To chair the Personnel Operating Committee Responsible to the vice president for financial affairs: Manager of the Loma Linda University Foundation Director of student financial aid Director of the power plant University controller Director of purchasing Director of housekeeping Director of grants management Director of internal audits Director, Drayson Center Director, campus engineering 1.3.5 Vice president for clinical faculty and dean of the School of Medicine The vice president for clinical faculty and dean of the School of Medicine shall be the chief officer of the School of Medicine. The duties pertaining to his/her office shall be subject to the reserve powers of the president and to the organization and policies approved by the Board of Trustees. He/she shall perform such other duties as the president may delegate or the Board of Trustees may authorize. Responsible to: The president of the University 16 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 Functions: a. Academic responsibilities (1) To fulfill responsibilities outlined in the “job description of a dean of a school,” for recruitment and admission of students; student affairs; educational affairs; administrative affairs; financial affairs; plant management; advancement; faculty affairs; clinical affairs; and religious affairs (2) To assume leadership in recruitment, retention and development of professionally competent Christian faculty for the School of Medicine in collaboration with the department chairs and for clinical faculty, with the assistance of the president of the Loma Linda University Medical Center where appropriate (3) To develop the annual budget of the school in collaboration with department chairs, the president of Loma Linda University Medical Center, the vice president for financial affairs and under the direction of the University president (4) To be vice chair of the Council of Consultants and Executive Committee of the Center for Christian Bioethics b. Clinical faculty affairs (1) It is expected that the vice president for clinical faculty and dean of the School of Medicine will be an ex-officio member of the Board of Directors of each of the clinical faculty practice corporations. Further, the vice president for clinical faculty and dean of the School of Medicine will serve as chair of the Board of Directors, subject to the approval of the Boards of Directors (2) To serve as the president of combined clinical faculty employment corporation(s) of Faculty Medical Group of LLUSM and of Faculty Physicians and Surgeons of LLUSM, and others should any such exist, subject to the approval of those Board of Director(s) of the corporation(s) (3) To communicate to the School of Medicine clinical faculty, actions taken by the University Board of Trustees pertaining to faculty practice activities c. Health facilities responsibilities (1) To serve as a member of the Boards of Trustees of LLUAHSC, LLUMC, and its subsidiary facilities (2) To serve as a member of the Board of Directors of any corporate entity holding health-care provider service contracts (3) To serve as a member of LLUAHSC Insurance Trust Board (4) To maintain relationships with affiliated teaching facilities as are deemed appropriate 17 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY (5) To assist the School of Medicine clinical departmental chairs in negotiating contracts for the professional services of clinical faculty members desired by LLUMC and its affiliates or subsidiary organizations Responsible to the vice president for clinical faculty and dean of the School of Medicine: Department chairs of the basic science and clinical departments Assistant and associate deans Assistants to the dean Directors of School of Medicine academic centers 1.3.6 Vice president for public affairs1 The vice president for public affairs shall assist the president in the administration of the public affairs of the University pursuant to policies adopted by the Board of Trustees. With and through his/her staff, he/she shall direct and coordinate all public and press communications, liaison with alumni, editing and production of official publications and maintenance of good community relations, and shall perform such other duties as the president may delegate or the Board of Trustees may authorize. (LLUBylaws, Article 6, section 5) Responsible to: The president of the University Functions: a. To coordinate the activities of public affairs personnel in the University b. To advise the president on the impact of University policy on the many publics of the institution and to assess public opinion for the benefit of University administration c. To promote and supervise all University public information programs, including publicity releases for newspapers, radio, television, films, and videos d. To be responsible for general University information and publications such as academic bulletins, magazines, brochures, pamphlets, and other written materials for the general public, employees, and alumni e. To be responsible for the creation of all paid institutional advertising for newspapers, magazines, radio, and television, etc. f. To establish, guide, assign, or direct special programs which are related to public affairs of the University 1 The vice president for public affairs, by special agreement, is also vice president for public affairs and marketing for LLUMC, composed of Loma Linda University Medical Center and its various entities. 18 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 g. To be responsible for relations with the community h. To stimulate, assist in the preparation of, and schedule public speaking for the benefit of the University i. To be responsible for the selection of protocol and hosting officers for the University at the time of general public or VIP visitations j. To process recommendations to the President’s Committee pertaining to the employment of persons filling administrative positions in public affairs k. To be responsible for the preparation of job descriptions of personnel under his/her jurisdiction unless these are included in the Administrative Handbook l. To perform such other duties as are appropriate to his/her office and as the president may authorize or direct Responsible to the vice president for public affairs: Director of University relations Director of academic publications 1.3.7 Vice president for advancement2 The vice president for advancement is the chief officer responsible for the general administration and coordination of the advancement programs of the University. The vice president for advancement shall assist the president with the development program of the University. With and through his/her staff, he/she shall direct and coordinate all development functions, fundraising and institutional planning projects, and shall perform other such duties as the president may delegate or the Board of Trustees may authorize. (.LLU Bylaws, Article 6y section 6) Responsible to: The president of the University Functions: a. To coordinate the activities of advancement personnel in the University, its various schools and their alumni associations b. To assist the University administration in institutional planning projections c. To coordinate the solicitation and acceptance of gifts and contributions to the University d. To make contact with private foundations and corporations on behalf of University programs 2 The vice president for advancement, by special agreement, is also vice president for advancement for LLUMC, composed of Loma Linda University Medical Center and its various entities. 19 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY 1.3.8 e. To establish, guide, assign, or direct special projects which are related to advancement issues of the University f. To direct liaison with alumni g. To coordinate with the vice president for public affairs in stimulating, preparing, and scheduling public speaking for the benefit of the University h. To process recommendations to the President’s Committee pertaining to the employment of persons filling administrative positions in advancement i. To coordinate alumni activities of various schools j. To direct the office of gift records of the University k. To direct the planned giving office of the University l. To be responsible for the preparation of job descriptions of personnel under his/her jurisdiction unless these are included in the Administrative Handbook m. To perform such other duties as are appropriate to his/her office and as the president may authorize or direct Responsible to the vice president for advancement: Executive director of advancement Executive director for special gifts Director of planned giving Director of development for Schools of Dentistry, Medicine, and Public Health Special assistant to the president for spiritual life and wholeness The special assistant to the president for spiritual life and wholeness is responsible for coordinating the spiritual ministry of the University, encouraging the integrated development of the intellectual, physical, social/emotional, and spiritual dimensions of each member of the University and facilitating whole-person care for those we serve. The special assistant to the president for spiritual life and wholeness will assist the president, the dean of the Faculty of Religion, and the LLU chaplain in coordinating the spiritual nurture of the on- and off-campus students and alumni. The duties pertaining to these functions shall be subject to the reserve powers of the president and to the organization and policies approved by the Board of Trustees. Responsible to: The special assistant to the president for spiritual life and wholeness shall be responsible to the president for coordinating the nurture of the spiritual life of the members of the academic community, outreach to alumni, and other constituents. 20 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 Functions: The specific responsibilities of the special assistant to the president for spiritual life and wholeness include the following duties: a. On-campus responsibilities (1) To nurture the spiritual life of the members of our academic community. (2) To advise regarding the knowledge, skills, values, attitudes, and behaviors that are important in promoting character and lifelong spiritual growth and development (3) To nurture Christian health professional ministry which includes promoting the teaching/learning of how to graciously share the good news of the gospel (4) To promote quality research on the spiritual formation of health professionals and on the relationship between religion and medicine (5) To chair the Spiritual Life Council (6) To provide input into activities of the Centers for Christian Bioethics and Spiritual Life and Wholeness (7) To advise and assist the president as requested and/or as specified in nurturing the spiritual life of the employees of the University (8) To advise the president regarding the effect of institutional policies and decisions on the spiritual life of the employees of the University b. External relations (1) To coordinate the interface between the network of Seventh-day Adventist churches in our region and the institution (2) To advise and assist the president as requested and/or as specified regarding outreach activities for the spiritual nurture of our various constituencies c. Strategic planning To coordinate the strategic plan for spiritual life in collaboration with the president or his/her designee d. To perform such other duties as are appropriate to his/her office and as the president may authorize or direct Responsible to the special assistant to the president for spiritual life and wholeness: Staff of the office of the special assistant to the president for spiritual life and wholeness LLU chaplain 21 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY To collaborate with: Director of the Center for Christian Bioethics Director of the Center for Spiritual Life and Wholeness 1.3.9 Special assistant to the president for diversity The special assistant to the president for diversity is responsible for nurturing an inclusive and diverse University; for fostering appreciation for diversity among the students, faculty, staff and administration; and, where appropriate, for facilitating effective services to our diverse society. The diversity thrust includes ethnic, cultural and racial diversity, age differences, disabilities, learning differences, and gender inclusiveness as ordained by God. The duties pertaining to these functions shall be subject to the reserve powers of the president and to the organization and policies approved by the Board of Trustees. Responsible to: The special assistant to the president for diversity is responsible to the president for coordination of the diversity activities on behalf of the University. Functions: The specific responsibilities of the special assistant to the president for diversity will include the following duties: a. To assist in the development, implementation, and the evaluation of programs for the recruitment and retention of students, faculty, staff, and administration from diverse cultures, races, ethnicity, economic backgrounds, and of both genders b. To collaborate with the respective administrators to promote and enhance the University community’s understanding and appreciation of, and respect and sensitivity for diverse cultures and races through curricular and co-curricular activities and interactions c. To collaborate with the respective administrators of the University in providing assistance in the prevention and resolution of diversity conflicts d. University community (1) To conduct and facilitate training programs to increase the awareness, sensitivities, and strategies for implementing diversity initiatives. Programs may include workshops, seminars, newsletters, and other innovative programs. (2) To serve as a liaison with churches, schools, civil, and religious organizations on issues relative to diversity and to keep abreast of relevant diversity issues in the external community (3) To assist in the nurture of wholeness of the spiritual, intellectual, social/emotional, and physical dimensions of the members of the University with special attention 22 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 to those from underserved groups. Christian principles of diversity will thereby be promoted in word and in action. e. Strategic planning and implementation (1) To coordinate the LLU strategic plan for diversity in collaboration with the president or his/her designee (2) To assist the president in developing funding sources to support diversity f. To perform such other duties as are appropriate to his/her office and as the president may authorize or direct Responsible to the special assistant to the president for diversity: Staff of the office of diversity 1.3.10 Special assistant to the president for international affairs The special assistant to the president for international affairs is responsible for coordinating the global outreach of the University in support of the global mission of the Seventh-day Adventist Church and thereby seeking to enhance the quality of life for individuals, families, and communities. The special assistant to the president shall assist the president in networking with education and health-care institutions around the world and with international agencies and individuals. The duties pertaining to these functions shall be subject to the reserve powers of the president and to the organization and policies approved by the Board of Trustees. Responsible to: The special assistant to the president for international affairs shall be responsible to the president for coordinating the global outreach of the University. He/she will assist the president in responding to external requests and coordinating the participation of employees in global outreach. Functions: The specific responsibilities of the special assistant to the president for international affairs will include the following duties: a. External relations (1) To assist the president in collaborating with the Seventh-day Adventist Church in its global mission (a) Collaborating with the General Conference of Seventh-day Adventists, its education and health departments and ADRA 23 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY (b) To triage requests for consultation or health-care services from church leaders. (c) Collaborating with the world divisions of the Seventh-day Adventist Church and their educational and health-care institutions. (2) To assist the president in responding to the health professional and service needs of world communities. (a) Facilitating communication with United States government and world agencies (b) Coordinating the evaluation of requests for international educational and health-care programs (c) Assisting individuals or groups to explore opportunities for and the feasibility of learning experiences at Loma Linda University in conjunction with the school deans (d) To provide ongoing oversight and regular assessment of specific international “University Agreement of Association” (e) To provide ongoing oversight and regular assessment of other international projects as requested by the president (0 To provide or arrange for consultations regarding education or health care when requested by international entities b. Internal relations (1) To maintain an inventory of international projects and programs as well as of foreign visitors or trainees involving the University (2) To collaborate with the office of the president and school deans or their designees regarding LLU’s involvement in global outreach programs c. Strategic planning and implementation (1) To coordinate the LLU strategic plan for global outreach in collaboration with the president or his/her designee (2) To assist the president in developing funding sources to support global outreach d. To perform such other duties as are appropriate to his/her office and as the president may authorize or direct Responsible to the special assistant to the president for international affairs: Staff of the special assistant to the president for international affairs 24 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 1.3.11 The dean of a school The dean is the chief officer of the school, responsible for maturing and implementing the mission and vision of the University in all aspects of the school’s activities. Further the dean is responsible for maintaining the integrity of the scholastic, moral, and social standards of the University including the spiritual nurture of persons within the school in harmony with the mission and purposes of the University and the defined goals and objectives of the school. Responsible to: The deans of the schools and the dean of the Faculty of Religion report to the office of the president of the University. For particulars related to the job description and other reporting relationships of the individual deans, please see the subsequent section. Functions: The specific responsibilities of the dean include the following duties. Additional responsibilities as are appropriate to the office may be authorized or assigned by the office of the president. a. Educational responsibilities “To maintain and enhance excellence in Seventh-day Adventist Christian health profession and science education ” (1) Recruitment and admissions (a) To be responsible for the recruitment of students who meet the academic and personal standards of LLU, its schools and programs. Seventh-day Adventist students are given preference for admission. (b) To ensure that applicants are oriented to the emphases of the school’s programs—namely: academic excellence, the Christ-centered focus, the fundamental values, and the integration of wholeness, diversity, and outreach into the educational programs. (2) Student affairs (a) To ensure that students are advised and counseled on matters pertaining to their scholastic and professional progress (b) To ensure that students develop concepts of professional ethics and responsibility and that appropriate standards of conduct are maintained (c) To encourage students to develop social and humanitarian commitments through participation in community service programs (d) To be responsible for student discipline up to and including, if necessary, dismissal, following institutional policies and procedures 25 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY (e) To facilitate student participation in governance with meaningful input of students into the life and programs of the campus, thereby enhancing communication between students within a school, between schools, and with faculty and administration. (f) To inform parents and/or spouses about, and where appropriate, involve them in, University life. (3) Educational affairs (a) To be responsible for the content, emphasis, quality, and format of the curriculum providing an opportunity for students to acquire and develop the following: (i) Knowledge, skills, attitudes, and behaviors necessary and appropriate for the relevant health professions and/or sciences (ii) Respect for and participation in interdisciplinary teams (iii) Fundamental Christian values to undergird their personal living and professional ministry (iv) Knowledge, skills, attitudes, and behaviors foundational to wholeness/ whole-person care, diversity, and outreach (b) To assess the outcomes of the teaching/learning experiences, evaluating not only the acquisition of knowledge and skills but also values, attitudes, judgment, and behaviors (c) To direct ongoing appraisal, and where appropriate, improvement of the curriculum based upon the advancements of the discipline and the outcomes of the teaching/learning assessment (d) Where appropriate, to administer the curriculum and be responsible for the schedule of classes, laboratories, and teaching clinics in accordance with faculty-approved policies (e) To ensure that appropriate academic standards are maintained (0 To recommend to the office of the president candidates for the awarding of degrees (g) To nurture the students’ faith through curricular and co-curricular programming and instructor mentoring b. Research responsibilities “ To maintain and enhance excellence in research ” (1) To foster and support research excellence within and between the schools 26 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 (2) To coordinate all the research activities carried out in the school (3) To be responsible for the allocation of the school’s research resources (4) To approve applications for research grants (5) To ensure that all institutional research policies and procedures are followed (6) To facilitate the commercialization of intellectual properties in conjunction with the vice president for research affairs c. Service responsibilities “To assist in bringing health, healing, and wholeness to humanity ” (1) To incorporate the aspects of health promotion and disease prevention into the educational programs of health professional students and into patient care (2) To ensure that patients and others we serve receive whole-person care (3) To develop and maintain appropriate clinical teaching affiliations in collaboration with the office of the president (4) To manage, where applicable, the clinical service operations of the school, interfacing effectively with the health-care enterprise of LLUAHSC d. Spiritual life and wholeness “To foster personal ‘wholeness’ and to provide ‘whole-person care'” (1) To facilitate, through curricular and co-curricular programming and through mentoring, the personal wholeness of all members of the LLU community and our graduates addressing the: (a) Spiritual dimension—encouraging a Bible-based faith in God; maturing personal and professional ethics; engendering and strengthening personal spiritual life (b) Social/relational/emotional dimension—leading to healthy personal and professional relationships (c) Physical dimension—orienting to healthy life-style choices (d) Intellectual dimension—encouraging life-long learning, critical thinking, effective communication, respect for diversity, and life management skills (2) To appropriately prepare health professional students to provide whole-person care, including spiritual ministry to patients and clients 27 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY e. Diversity “To promote an environment that reflects and builds respect for the diversity of humanity as ordained by God” (1) To nurture the well-being and success of all participants of our multi-cultural community (2) To create an inclusive environment within the school f. Global outreach “To assist the fulfillment of the worldwide mission of the University” (1) To respond to requests from church and other entities for international consultations and professional exchanges in collaboration with the special assistant to the president for international affairs (2) To coordinate the international outreach of the faculty, staff, and students of the school g. Integration and success responsibilities “To assist in achieving the goals and objectives of the University and fulfilling the mission of LLUAHSC” (1) Faculty affairs: (a) To assume leadership in the recruitment and retention of faculty who: (i) Are committed to the mission of LLU and LLUAHSC (ii) Are competent professionals, scholars, scientists, and/or educators (iii) Uphold the fundamental values of the LLU community in their personal and professional living (iv) Respect the beliefs of the Seventh-day Adventist Church (v) As educators, integrate faith and learning, and who, as professionals, integrate faith into their profession Seventh-day Adventists are actively recruited and given preference in hiring. This recruitment is conducted in collaboration with the department chairs and with sensitivity to budgetary constraints. (b) To recommend candidates to the president for appointment by the LLU Board of Trustees; to specify in writing the terms and conditions of their appointment (see 3.5.0e.); and to request the appointees’ written acceptance 28 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 (c) To recommend promotions, leaves of absence, sabbaticals, discontinuations of appointment, and where applicable, employment, discipline, and dismissal of faculty members and other faculty matters in consultation with the department chairs in harmony with institutional policies and procedures (d) To ensure the implementation of a faculty evaluation process (e) To collaborate with the office of the president and the Deans Council on programs for faculty development in education, research, service, wholeness, and leadership (2) Staff issues (a) To guide in the recruitment and retention of staff who are committed to the mission of the institution, competent for the position, uphold the fundamental values of the University, and respect the beliefs of the Seventh-day Adventist Church (b) To ensure that Seventh-day Adventists are actively recruited and given preference in hiring (3) Administrative affairs (a) To be responsible for the timely completion of school reports, including the annual report to the office of the president and such other official reports, communications, questionnaires, and similar documents pertaining to the school that are not otherwise processed by the office of the president (b) To preside at appropriate meetings of the official committees of the school except as provided otherwise (c) To be responsible for the preparation of material for the school bulletin and other material of an academic and promotional nature for publications with the director of academic publications (d) To cooperate with the office of records in maintaining student records (e) To maintain faculty records of the school (0 To develop and refine job descriptions for the personnel under the dean’s jurisdiction (g) To interact with professional and regulatory agencies (h) To ensure continued accreditation of the school and programs of the school (4) Financial affairs, plant management, and advancement (a) To prepare the annual budget of the school with the assistance of the department chairs and under direction of the vice president for financial affairs 29 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY (b) To authorize expenditures for items included within the approved budget and available income in accordance with University policies (c) To allocate space designated for the school and to collaborate with central administration on campus-wide space utilization (d) To assist in identifying priorities for plant maintenance (e) To assist in the advancement efforts on behalf of the school by friend-building and fundraising, especially with alumni and patients. This is to be done in collaboration with the vice president of advancement (5) To perform such other duties as may be assigned by the office of the president Responsible to the dean: Department chairs Program directors Assistant and associate deans Directors of centers Assistants to the dean 1.3.12 Dean of the School of Medicine job description (See 1.3.5) 1.3.13 Dean of the Graduate School job description The dean of the Graduate School works in concert with all departments and the deans of the schools to coordinate a strong University-wide graduate program. Responsible to: The office of the president The vice president for research affairs related to the office of sponsored research Consults regularly with deans of schools about graduate programs Functions: In addition to the job description of a dean, include: a. To maintain of the academic standards of the University for graduate programs within the Graduate School b. To coordinate of the division of general studies c. To direct the office of sponsored research 30 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 Responsible to the dean: Associate and assistant deans Department chairs Program coordinators of the graduate programs 1.3.14 Dean of the Faculty of Religion job description The dean of the Faculty of Religion works in concert with the deans of all the schools in directing the University programs in religion Responsible to: The office of the president Functions: In addition to the job description of a dean, include: a. To be responsible for the curriculum in religion for the various schools, including the foundational, ethical, and relational components b. To chair the Council of Consultants and Executive Committee of the Center for Christian Bioethics c. To nurture the spiritual aspects of the campus climate in harmony with the University’s motto, “to make man whole” Responsible to the dean: Assistant and associate deans Director of the Center for Christian Bioethics Faculty of Religion Director of the master’s degree program in biomedical and clinical ethics 1.3.15 Dean of student affairs job description The dean of student affairs is the chief officer responsible for providing direction for the University-wide programs of student personnel services not available within the schools of the University, for coordinating University-wide policies in student affairs between all the schools of the University, and for assisting the Student Association of the University. New University-wide policies in student affairs formulated beyond established policy are normally reviewed by the Student Affairs Committee, chaired by the dean of student affairs prior to consideration by the University Policy Committee and the Deans Council. Such policies are referred to the President’s Committee for adoption or further referral to the Board of Trustees for authorization. 31 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY Responsible to: The president of the University Functions: a. Student personnel services (1) To be responsible for providing student counseling services (2) To coordinate the health-care services for students, including the student insurance program and serve as the liaison with University Health Service (3) To be responsible for coordinating the student co-curricular programs (4) To be responsible for international student services—including immigration, counseling, and cross-cultural activities—and for coordinating the activities of the international student organizations (5) To be responsible for student housing on campus and to advise regarding off-campus housing; to exercise through the residence hall deans the responsibility for the direction of University residence halls including counseling, religious activities, and other residence hall programming (6) To assist the office of the president in preparation and revision of material for the Student Handbook (7) To serve as the liaison with the Teaching Learning Center b. Student associations (1) To serve as the representative of the administration in coordinating and advising the University-approved student organizations (2) To serve as the representative of the administration in matters relating to student government and activities of student government organizations, including student publications (3) To serve as the representative of the administration in approving the organization of student clubs and to have responsibility for coordinating their activities c. Student programs (1) To be responsible for activities contributing to the social, aesthetic, and cultural growth of students providing an overall balanced program for students and upholding the standards of the University (2) To collaborate with the dean of the Faculty of Religion, the special assistant to the president for spiritual life and wholeness, and the University chaplain in planning and implementing religious and spiritual life programs and activities 32 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 d. To advise the administration of the schools and University regarding recruitment, admissions, and student discipline e. To process recommendations to the President’s Committee pertaining to the employment of persons filling administrative positions in the areas of student affairs f. To be responsible for the preparation of job descriptions of personnel under his/her jurisdiction unless these are included in the Administrative Handbook g. To perform such other duties as assigned by the president Responsible to the dean of student affairs: Residence hall deans and coordinators Director of international student services Director of student activities To collaborate with the Student Counseling Center To collaborate with the director of the Teaching Learning Center To collaborate with the director of Drayson Center To collaborate with the chaplain 1.3.16 Director of the University library job description The director of the University library is responsible for coordinating and administering the development and services of the University library, in harmony with accepted professional standards of library practice and the objectives of the University. Responsible to: The vice president for academic affairs Functions: a. To be responsible for the formation of library policies in harmony with the University policies and standards b. To coordinate the development of the library’s collections and encourage the utilization of the library’s services, including participation in cooperative library networking programs on and off campus c. To foster creative development of systems and technology in non-traditional library functions, resources and services, such as computer access, video disc storage, and retrieval d. To be responsible for the preparation and administration of the library budget, securing also adequate Financial support for new and proposed academic programs e. To augment University financial support by soliciting grants and gifts 33 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY f. To recruit library faculty in consultation with other librarians g. To make recommendations relative to the appointment, assignment of rank, promotion, leave of absence, and severance of professional librarians, in counsel with the other librarians h. To state in writing to a new professional librarian appointee the terms of his/her employment and the amount of compensation, and to request the appointee’s acceptance of such terms i. To maintain professional librarian records in addition to those maintained by University faculty records office under the vice president for academic affairs j. To be responsible for the preparation of job descriptions of personnel under his/her jurisdiction k. To encourage the professional growth and status of the professional librarians through participation in local, state, and national library activities and other continuing learning experiences; and by providing opportunity for participation in the academic affairs of the University l. To serve on University committees as voted by the President’s Committee m. To cooperate with other agencies of the University in public relations and library publicity n. To be responsible for the preparation of reports as requested by the University administration and by educational and governmental agencies o. To be a consultant to the Friends of the University Library p. To consult and maintain standards for library services in off-campus programs q. To assume such additional responsibilities as are appropriate to his/her office and as the vice president for academic affairs may authorize or direct Responsible to the director of the University library: Associate director for library systems Library department chairs 1.3.17 Director of University records job description The director of University records is responsible for maintaining the academic records of students, including those concerned with admissions and registration, and for coordinating the registration process. The director also cooperates with the individual schools in carrying out functions of a joint nature for which the schools are primarily responsible. 34 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 Responsible to: The vice president for academic affairs Functions: a. To coordinate the process of registration for all students b. To publish a master schedule of courses, as well as the examination schedule c. To prepare enrollment and other reports as requested by University administration and by educational and governmental agencies d. To be responsible for obtaining and safeguarding student records including identification, basis of admission, course work taken, termination status e. To obtain through established channels student data from records which are under the jurisdiction of other offices such as student affairs (including international students), student aid and finance, admissions and recruitment f. To maintain a clearinghouse for the receipt and appropriate transfer of general admissions inquiries, transcripts, and other materials g. To evaluate transfer credits that apply to University-wide general education requirements, and to assist the individual schools in the evaluation of transfer credits h. To assist and make recommendations to the deans of the schools in the evaluation of international transcripts i. To issue transcripts of credits that meet school requirements j. To assist with graduation events in accordance with established procedures k. To serve on admissions and curriculum committees as requested by the individual schools l. To administer record and registration policies pertaining to the students’ academic programs and report deviations to the appropriate dean or administrator m. To advise the deans in the implementation of policies and procedures relating to student academic records n. To be responsible for the design feature of all software computer programs associated with University student records o. To be responsible for the preparation of job descriptions of personnel under his/her jurisdiction p. To assume such additional responsibilities as are appropriate to the office and as the vice president for academic affairs may authorize or direct 35 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY Responsible to the director of University records: Associate/assistant directors 1.4.0 University standing committees or councils or panels General University President’s Committee Deans Council University and Clinical Faculty Grievance Panels Strategic Planning Committee AIDS Committee Dean’s Committee for the affiliation with the Jerry L. Pettis Memorial Veterans Medical Center Joint-Study Committee Academic Affairs Academic Affairs Committee Distance Learning Subcommittee General Studies and Transfer Education Subcommittee Off-campus Programs Subcommittee University Rank and Tenure Committee BANNER Steering Committee Campus Information Systems Committee Intellectual Properties Committee University Policy Committee for Faculty and Students Interdisciplinary Geriatric Council Extranet and Intranet Advisory Committee Advancement Advancement Committee Clinical Affairs Boards of Directors for the Faculty Practice Plans of Medicine Diversity Affairs Diversity Steering Committee Diversity Loan Committee Diversity Planning Committee International Affairs International Affairs Advisory Council Financial Affairs Financial Operations Committee Foundation Operations Committe Investment Management Committee Land Development Committee Master Planning Committee Parking and Security Committee 36 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 Plant Operations Committee Personnel Operations Committee Risk Management Committee Safety Committee Student Finance, Records, and Processing Committee Trust Acceptance and Trust Management Committees Public Affairs Public Affairs Advisory Committee School Bulletin Committee Internet Advisory Committee Religious Affairs Center for Spiritual Life and Wholeness Administrative Committee Center for Christian Bioethics Administrative Committee Research Affairs Institutional Animal Care and Use Committee Animal Research Committee Institutional Review Board Student Affairs Student Affairs Committee Teaching Learning Center Executive Committee 1.4.1 President’s Committee Membership: President (chair) Vice presidents of the University Special assistants to the president Deans of the schools of the University Dean of the Faculty of Religion Dean of student affairs Director of the University library Secretary of the corporation Executive assistant to the president Chair of the Interschool Faculty Advisory Council (IFAC) President, Loma Linda University Student Association Invitees: Selected by the president Functions: a. To advise the president on matters to be considered by the Board of Trustees such as: (1) Strategic planning 37 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY (2) Operating policies relating to administration and management (3) Recommendations relating to the policies, organizational structure, and services of the University and its administrative entities (4) Recommendations relating to the financial operation of the University (5) Recommendations relating to advancement and public affairs (6) Plans for major alterations or additions in physical facilities or in the University plant (7) Recommendations for affiliations or services of the University involving extramural relationships with institutions, associations, agencies, foundations, and other organizations (8) Recommendations for the appointment, tenure, rank, and/or title, duties, and severance of: • Administrative-line personnel • Faculty members • Key business personnel • Professional staff in academic areas, research, advancement, public affairs, and student services (9) Recommendations to the Board of Trustees for the granting of degrees to qualified candidates upon recommendation of the respective schools (10) Other matters about which the president may seek counsel from the committee b. To assist the president with: (1) Interpretation and application of Trustee-approved policies and actions relating to the institution (2) Evaluation of recommendations from IFAC relating to its structure or functions or other matters originating in IFAC and requiring University approval (3) Upgrading staff and faculty personnel (4) Periodic review and evaluation of the policies, structure, and functions of the institution and its administrative units (5) Such other matters as the president may choose to bring to the committee c. To have legislative authority as follows: (1) Approval of policies of the University according to the following guidelines: (a) Major policy matters are considered and referred to the Board of Trustees for action. 38 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 (b) Those operational matters clearly within the responsibilities and authorizations delegated to University administration are authorized by vote of the President’s Committee. (c) Recommendations concerning new school policies referred from the University Academic Affairs Committee are adopted or further referred to the Board of Trustees for authorization. (School policies clearly within the framework of established policy are approved by administrative committees within each school.) (d) Recommendations for new business policies not clearly within the framework of established policy are adopted or further referred to the Board of Trustees for authorization. (e) Business policies or practices which affect the operation of academic entities are adopted by the President’s Committee or further referred to the Board of Trustees for authorization. (2) Appointment and severance of: • Appointees with other academic titles (see 2.1.7) • Faculty secondary appointees (see 2.2.3) • One-year appointees to be continued (see 2.2.3) (3) Appointment of members of University committees (4) Approval of recommendations for special recognition of appropriate persons (5) Authorization of such other items of business as the president may request Frequency of meeting: Monthly 1.4.2 Deans Council Membership: President (chair) Vice president for academic affairs (vice chair) Special assistants to the president Dean, School of Allied Health Professions Dean, School of Dentistry Dean, School of Medicine Dean, School of Nursing Dean, School of Public Health Dean, Graduate School Dean, Faculty of Religion Dean of student affairs Executive assistant to the president 39 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY Invitees: Selected by the president Functions: a. To periodically review the education, research, and service programs of the schools to ensure that the institutional mission is being fulfilled b. To periodically review the academic strategic plans of the institution and its administrative units and to make recommendations for appropriate adjustments c. To facilitate the integration of the programs and activities of the schools into the University d. To provide a forum for communication on the administration of the University e. To facilitate the effective support of the various schools by the academic services of the University f. To receive and consider the recommendations of the Academic Affairs Committee and, where appropriate, to refer items to the President’s Committee for action g. To provide a forum for communication and problem solving for interschool issues h. To shape the policies and procedures of the University Frequency of meetings: Weekly 1.4.3 University Academic Affairs Committee Membership: Vice president for academic affairs (chair) Assistant or associate deans for academic affairs from each school or their equivalents Chairs of the subcommittees on University policies for faculty and students Chair of the subcommittee on general and transfer education Chair of the subcommittee on off-campus programs Director of University records Director of the University library Director of academic publications Director of the Teaching Learning Center Two faculty nominated by IFAC One student nominated by LLUSA Others as appointed by the President’s Committee 40 DEANS’ COUNCIL ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 41 j-------------"I Faculty Practice Plan Faculty Practice Plan i Research Centers SM Corporations Preventive Medicine Center for Health & Development Center for Christian Bioethics SM __ Center for Health Research \ Brian S. Bull, MDj Dean, SPH \ Richard h. Hart,/\ Center for Health Promotion Center for Spiritual Life Dean, fr MD’ orPH/ I---------------—----------- and Wholeness f Gerald^Winslow, j y/ \ j-----------------------1 \ / Y Center for Dental Research j \ j Dean, SD \ / \—Charles J. Good acre, ------- X DDS, MSD Dean, SA j Office of the\_______ _______________ Ralph Perrin, DrPH I President J Faculty Practice Plan — SD ___________|____________ Dean, SAHP I 1------------------------------------------------1 \ Y--y \ Joyce W. Hopp, / Student Services and Facilities \ / \ n. pi»d, mph / \ Dean, SPharm / \ j \AV. Barton Rippon,/ \ \ / \ PhD / \ Dean, SN \ / \ / \ Helen E. King, yr / Dean, GS \ PhD’RN /W. Barton Rippon,\ ^_______________ PhD \ ^ I------------ _________I ------Center for International Nursing Division of General Studies CHAPTER 1: ORGANIZATION OF THE UNIVERSITY Functions: a. To formulate general and interschool policies relating to academic standards, practices, and service, and to advise the vice president for academic affairs concerning their interpretation, application, evaluation, and revision b. To initiate general policies and procedures relating to academic rank, tenure, and status of faculty and to review and evaluate school policies and practices in these particulars c. To review, advise, and process recommendations on student and faculty policies from the subcommittees on University policies for students and faculty d. To review, advise, and process recommendations from the University subcommittee on general and transfer education e. To review, advise, and process recommendations from the University subcommittee on off-campus programs f. To review, advise, and process recommendations from the University subcommittee on distance learning g. To review and process, according to policy, recommendations from the schools of the University for new programs h. To advise the vice president for academic affairs about the construction of the University academic calendar i. To advise the vice president for academic affairs concerning academic reports and statistical data to be compiled and distributed j. To advise the vice president for academic affairs on such other academic matters as may be brought to the committee by the vice president for academic affairs, by a school’s representative, or by the faculty or student representatives, or that may originate from the committee Reporting: The recommendations of the committee will be forwarded to the Deans Council for appropriate consideration and, where appropriate, referred to the President’s Committee for action. Frequency of meetings: Monthly 42 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 1.4.4 Student Affairs Committee Membership: Dean of student affairs (chair) Assistant or associate dean of student affairs from each school or their equivalents Residence hall deans Director of financial aid Directors of Student Assistance Program (SAP) and Student Counseling Center Director of student health service One faculty nominated by IFAC Two students (one graduate student and one undergraduate student) nominated by LLUSA Dean of Faculty of Religion Chaplain Special assistant to the president for diversity Director of student activities President, LLUSA Director of Drayson Center Functions: a. To advise the dean of student affairs concerning orientation for freshmen or transfer students b. To advise the dean of student affairs concerning the Student Counseling Center c. To make recommendations regarding health needs, housing, and physical safety of the students d. To assist the dean of student affairs, the dean of the Faculty of Religion, and the campus chaplain in planning for religious programming or activities e. To formulate policies regarding student organizations and student government f. To consider and recommend material for inclusion in the Student Handbook Note: Student discipline, up to and including dismissal, is handled according to the policies of the school in which the student is enrolled. Frequency of meetings: Monthly 1.4.5 Standing committees of the schools The appointment of standing committees serving each school is the responsibility of the dean. Members of such committees are selected according to school policy and are appointed by the dean. The school bulletin lists the names of the school’s committees and their chairs with or without the names of the members. Major administrative committees may include but are not limited to: 43 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY Executive Committee or equivalent* Faculty Council or equivalent Curriculum Committee Academic Review Committee Admissions Committee International Relations or equivalent Spiritual Life and Wholeness Committee Diversity Committee Other committees may include advancement, budget, computing, education, research, student, etc. * A committee required for all schools. 1.5.0 Faculty participation in governance Loma Linda University is committed to providing faculty with substantial opportunity to influence academic policies and procedures within the University. Throughout the world in higher education, faculty have played a key role in upholding the standard for education, research, and service. To enable faculty in meeting this responsibility, the University expects faculty participation in the governance of the institution in the following ways: Curriculum and instruction. At the departmental or program level, faculty design, implement, and evaluate the curriculum in areas specific to that department or program. Through departmental, programmatic, or school-wide curriculum committees, they participate in maintaining the quality and meeting the accreditation standards for those professional programs. Student performance. Faculty, within their respective domains, are to participate in setting admissions standards, selection and admission of students, to monitor student progress, and to conduct outcome assessment of student education. Faculty activities. Within the department or program, the department chair or program director seeks faculty advice regarding the qualifications for and participation in the selection of faculty within that department or program. Likewise, department chairs or program leaders dialogue with faculty about their responsibilities, under the guidelines set by the school’s workload policy. Faculty actively engage in peer evaluation of teaching, service, and research. Faculty are expected to review student evaluations of their teaching, and to respond positively to areas of concern. Faculty are to participate, through their respective school-wide committees, in evaluation and recommendations for promotion and tenure of their peers, as well as review of productivity through means established within the department, program, or school. Faculty growth. Faculty should exercise responsibility for their own growth and development as contributing faculty. They should explore such opportunities and initiate with their respective departments participation in workshops, seminars, conventions, and advanced degrees or postgraduate education. University policy and procedures. Faculty participate in academic, faculty, and student policy revision or development under the guidelines established for policy development through the Faculty Forum and their elected representatives on the Interschool Faculty Advisory Council. 44 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 Faculty Governance Organization Chart Faculty Governance Organization 45 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY Faculty organization and representation. The University-wide faculty organizations and representatives are described in this section. In addition, schools may have school-wide representative faculty organizations which participate in governance within the schools as specified. Faculty organizations will be consulted by administration in the following areas: a. Search for administrators b. Representatives to school and University-wide committees c. Strategic planning d. Development of faculty and student policies The participation of the faculty in governance is advisory to the administration, which is designated by the Board of Trustees to administer the operation of the University at its various levels. 1.5.1 University-wide faculty organizations The Board of Trustees of Loma Linda University has endorsed a structure for Universitywide faculty governance composed of an Interschool Faculty Advisory Council (IFAC) and a Faculty Forum. a. The purpose of the IFAC and Faculty Forum is to cooperate with the administration to: (1) Create, maintain, and protect a University environment conducive to the full and free development of scholarly learning, teaching, research, and patient care (2) Promote the spiritual growth of faculty, staff, and students within a Seventh-day Adventist Christian context b. The functions of IFAC are to: (1) Foster communication among the faculties of the academic units of the University (2) Enable the president to consult with the faculty and obtain their counsel on University-wide and interschool issues (3) Provide a means whereby the faculty may give advice and opinion concerning University-wide and interschool issues c. The responsibilities of IFAC are to: (1) Receive and respond to requests from the president for information, advice, or opinion (2) Seek the advice and counsel of the faculty through the Faculty Forum and/or the various school faculty governance organizations (3) Plan and conduct the meetings of the Faculty Forum 46 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 (4) Inform the faculty of important University-wide and interschool issues (5) Propose faculty members to the president for University-wide task forces and ad hoc committees. The Council will make its proposals from slates of names prepared by each academic unit. (6) Communicate directly with the school faculty governance bodies. Regular IFAC members, or their designees, will be members of the school faculty governance bodies. (7) Oversee the work of the faculty development committees. The faculty development committees are: education, leadership, research, academic computing, and wholeness. (8) Plan and coordinate the annual faculty convocation in consultation with the office of the president d. Election of IFAC members will be as follows: (1) Each academic unit will have two members on IFAC. The academic units currently existing at Loma Linda University are the Graduate School, the School of Allied Health Professions, the School of Dentistry, the School of Medicine, the School of Nursing, the School of Public Health, the Faculty of Religion, and the Del E. Webb Memorial Library. (2) IFAC members will be elected by all faculty of the respective academic units on the basis of one person-one vote from a slate of candidates provided by the faculty governance organization of the school or academic unit. It will be the responsibility of the academic units to organize and keep records of the elections. (3) IFAC members will serve two-year terms beginning on October 1. Terms of office will overlap so that no more than one-half of the members will leave office at each election. It will be the responsibility of the academic units to stagger the elections appropriately. (4) Upon the election of the new IFAC chair, another IFAC representative will be named by that person’s school. (5) Each academic unit will also provide at least one alternate council member to attend meetings in the place of members who are unable to attend and to fill vacancies should they occur. More than one alternate may be provided if deemed advisable. (6) An academic unit may recall any or all of its IFAC members. Recall proceedings will be initiated when the chair of that unit’s faculty governance organization is present with a petition for recall bearing signatures of faculty from the unit equal in number to one-half the ballots cast in the last election for Council members from that unit. 47 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY (7) Membership in IFAC carries an obligation to attend meetings of IFAC. It will be the responsibility of an IFAC member who cannot attend a meeting to arrange for a duly elected alternate to attend. Three unrepresented absences will be considered the equivalent of resignation from IFAC. e. Invitees (1) The president, the vice president for academic affairs, the deans of the schools, the library director, or their designated representatives, the Faculty Development chairs, the Black and Hispanic Faculty Forum chairs, and a representative from the school-specific governance bodies will be invitees to IFAC. (2) Faculty who are designated by IFAC as its representatives on University committees and the Board of Trustees committees will be invitees to IFAC. f. IFAC will elect officers from among its members. The officers will be a chair, a vice chair or chair elect, and a recording secretary. No more than one officer may be selected from each academic unit. (1) The chair will moderate meetings of IFAC and the Faculty Forum, represent the wishes of IFAC and the Forum to administration, and serve as the faculty invitee to meetings of the Board of Trustees of the University. The term of office for the IFAC chair is two years. (2) The positions of vice chair and chair elect are one-year terms serving on alternate years. (a) The vice chair will assist the chair in his/her duties, moderate meetings as necessary, and represent IFAC on such committees and subcommittees as deemed appropriate in consultation with IFAC and the chair. (b) The chair elect will assist the chair in his/her duties, moderate meetings as necessary, and represent IFAC on such committees and subcommittees as deemed appropriate in consultation with IFAC and the chair. Additionally, the chair elect will assume the duties of chair of IFAC after a one-year term as chair elect. (3) The recording secretary will make a record of discussions, recommendations, and actions of IFAC and the Forum and prepare a summary to be sent to the campus publication, IFAC members, and department chairs after each meeting. (4) The term of office will extend from October 1 through September 30 of the next year. g. IFAC will meet a minimum of two times a quarter during the fall, winter, and spring quarters. (1) The agenda and time of IFAC meetings will be publicized in advance. 48 ORGANIZATION OF THE UNIVERSITY: CHAPTER 1 (2) Any member of the Loma Linda University faculty may attend IFAC meetings as an observer. (3) The agenda will include time for reports from faculty representatives on University committees and Board of Trustees committees. h. The Faculty Forum shall be a sounding board for campus-wide areas of interest to faculty. The Forum may inquire into any policy and/or practice. The Forum may also initiate recommendations for policy and/or practice. (1) The Forum shall report directly to IFAC, which will transmit suggestions, recommendations, or inquiries from the Forum to the president. (2) The president or designated representative will respond to inquiries or recommendations from the Forum at the next regularly scheduled meeting of IFAC. (3) IFAC will report the responses of the president or designated representative at the next Forum meeting. The president may respond directly to the Forum at his/her option or upon the request of IFAC. (4) Participation in the Faculty Forum is open to any individual holding faculty rank at Loma Linda University. (5) The Faculty Forum will meet at least three times a year, with one meeting in the fall, winter, and spring quarters. (a) The agenda and time of Forum meetings will be publicized in advance. (b) Special meetings of the Faculty Forum may be called by IFAC, or upon a petition signed by 10 members of the Forum. The petition must state the reason for calling the meeting. 1.5.2 Faculty participation in faculty policy development Faculty participate in policy revision or development under the guidelines established for policy development through the Faculty Forum and their elected representatives on the Interschool Faculty Advisory Council. Procedure: a. Initiation by faculty, school faculty organization, or school or University administration b. Development and testing of proposed new policy or revision of existing policy by IFAC, Deans Council, and the University Policy Committee (UPC). The UPC may select a subcommittee, not necessarily from among UPC members, appropriate to the topic of the policy to perform the necessary research and initial policy development. The policy under development may be sent back through each of these entities for further refinement. Legal counsel may be sought by any of the three entities during this stage upon approval of the office of the president. 49 CHAPTER 1: ORGANIZATION OF THE UNIVERSITY c. Faculty holding University appointment review the proposed policy through: (1) Public hearing at Faculty Forum, and/or (2) Mail out to faculty d. The revised draft of the policy is forwarded to the President’s Committee. Legal counsel must review the policy during this stage. The President’s Committee may send the policy back to the UPC for further revision, if deemed necessary. e. President’s Committee forwards the draft to the Board of Trustees, which may delegate prior review to its Scientific and Academic Affairs Committee. The Board may act on the recommended policy, or send it back for further revision. If the Board rejects, or substantially amends the policy, it should provide an answer to the entities involved in the preparation of this policy. f. The policy becomes effective upon action by the Board of Trustees, or at a time so specified by the Board. The new or revised policy is published in the official University publication, TODAY\ a copy will then be incorporated in the next issue of the Faculty Flandbook. 50 o P3 o > 2: N > H O Z o H X m c z < m PD C/3 H n x > T3 H m pp Faculty Policy Development Flowchart 51 Faculty Policy Development Flowchart I II III IV V Faculty Member „ A Z t i t t board ot 1___ _________ _______I___1___ _______I____ |_______I____| Trustees ~ ~ " I— Deans University Faculty President’s c oo acu ty ---, IFAG - Council - Policy - Review -* Committee Urbanization - ^ ___________ & ---1--- Committee 1--------- L—----------- . , ------------- ------------- ! T _____________|- I Academic ! r i | | and Scientific School or University J ~~ ! I ' , J Committee Administration Subcommittee Legal Counsel ___________ --------------- I VI Published in official University publication, TODAY Incorporated in next published issue of Faculty Handbook KEY I. Any faculty member, school, University faculty organization, or administrator may initiate a recommendation for faculty policy development and/or change. II. Interschool Faculty Advisory Council (IFAC), the Deans Council, and the University Policy Committee (UPC) (including any ad hoc subcommittee appointed by the chair of UPC) develop and test drafts of new policies and revisions of existing policies. Any major changes are to be explained to prior entities involved in policy development. III. Faculty review may be done in (a) Faculty Forum and/or (b) by mailout to all faculty. IV. President’s Committee reviews, returns for revisions, or prepares final draft for consideration by the Board of Trustees and its Academic and Scientific Committee. V. Board of Trustees may act on recommended policy or it may send it back for revision. If the Board rejects or makes major amendments to the policy, it should provide an answer to all entities involved in the preparation of the policy. VI. The new or revised policy is published in the official University publication; it is also published in the next revision of the Faculty Handbook. It becomes effective upon action or at a time so specified by the Board of Trustees. APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 1998 Loma Linda University Faculty Handbook Chapter 2 Appointment, discipline, recognition, and termination of faculty 53 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION Chapter 2. Appointment, discipline, recognition, and termination of faculty 2.1.0 Definitions 2.1.1 General faculty classification 2.1.2 Special designations 2.1.3 Academic rank 2.1.4 Special merit rank 2.1.5 Prefixes 2.1.6 Graduate School faculty 2.1.7 Other academic titles 2.1.8 Ancillary titles 2.2.0 Appointment 2.2.1 Qualifications 2.2.2 Procedure for primary and dual faculty appointments 2.2.3 Procedure for secondary faculty appointments 2.2.4 Types of new appointments 2.2.5 Appointment options 2.2.6 Renewal of faculty appointment 2.2.7 Privacy of information 2.2.8 Evaluation of faculty 2.2.9 Evaluation of administrative faculty and other administrative personnel by faculty 2.2.10 Search committees and the recruitment process 2.2.11 Distribution of new Faculty Handbook 2.3.0 Promotion, change to emeritus status, and/or change to special merit rank 2.3.1 Criteria 2.3.2 Procedure for promotion to a higher academic rank or for change of status to emeritus 2.4.0 Special recognition 2.4.1 Recognition at commencement 2.4.2 Recognition at other events 2.4.3 Forms of recognition 2.2.4 Eligibility for recognition 2.4.5 Selection procedures 2.5.0 Tenure 2.5.1 Definition 2.5.2 Objectives 2.5.3 Eligibility criteria 2.5.4 Procedure to initiate tenure 2.5.5 Review of tenured faculty 2.5.6 Discontinuation of tenure 2.5.7 Appeal 2.5.8 Relationship of administrative appointment to tenure 2.6.0 Discontinuation of faculty appointment and severance of University employment 2.6.1 Introduction 2.6.2 Retirement 2.6.3 Resignation 54 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 2.6.4 Procedure for nonrenewal of a nontenured faculty member by the University 2.6.5 Procedure for termination of full-time faculty appointment 2.6.6 Procedure for termination of administrative appointment 2.6.7 Severance pay for full-time faculty employed by LLU 2.6.8 Late notification settlement 2.6.9 Notice 2.7.0 Discipline and Dismissal Policy 2.7.1 Application 2.7.2 Conduct which violate the University’s expectation for faculty and employees 2.7.3 Disciplinary actions 2.7.4 Procedures for dismissal of faculty 2.7.5 Burden of persuasion 2.7.6 Severance pay 2.8.0 Grievance 2.8.1 Definition 2.8.2 Institution of proceedings and definitions 2.8.3 Filing the letter of intent 2.8.4 Resolving the grievance prior to a grievance hearing 2.8.5 Initiating the grievance hearing 2.8.6 The grievance panels: make-up and appointment 2.8.7 The Hearing Committee 2.8.8 Burden of persuasion 2.8.9 Order of hearing 2.8.10 Hearing procedure 2.8.11 Findings, recommendations, and decision 2.9.0 Legal recourse 2.9.1 Introduction 2.9.2 Binding arbitration procedure 2.10.0 Sex discrimination 2.10.1 Rationale 2.10.2 Prohibited acts and legal responsibilities 2.10.3 Coordination 2.10.4 Eligibility to file grievance 2.10.5 Grievance filing 2.10.6 Grievance form 2.10.7 Procedures 2.10.8 Investigation prior to formal action 2.10.9 Process of taking formal action 2.10.10 Protection of a complainant and others 2.10.11 Protection of the respondent 2.10.12 Protecting both parties 2.10.13 Education as a key element of University policy 2.10.14 Preparation and dissemination of information 55 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION Appointment, discipline, recognition, and termination 2.1.0 Definitions 2.1.1 General faculty classification Faculty membership means appointment to an academic rank (defined in 2.1.3) in a specific school or in the Faculty of Religion. Faculty members in a school with a departmental structure will have their appointment to a specific department. a. Full time (FT): Faculty who carry a full load of instruction and/or research and/or service responsibilities (1) Full-time faculty who are employees of the University and who are entitled to the benefits and privileges listed in Chapter 3 of the Faculty Flandbook are designated as FT/U. (2) Full-time faculty who are primarily employees of a University-approved faculty practice plan and whose terms and conditions of their employment are covered by their employment contract with the corporation are designated FT/FPR (3) Full-time faculty who are employees of the Loma Linda University Medical Center and whose terms and conditions of employment follow Medical Center policies are designated by FT/MC. b. Geographic full-time (GFT): Faculty who carry a full load of instruction and/or research and/or service responsibilities and are located at a major affiliated institution or a major off-campus site c. Administrative full-time (AFT): Faculty who hold major administrative responsibilities at the level of assistant dean or above and whose principal commitment is to administrative responsibilities, but who also participate in instruction and/or research and/or service. Department chairs are classified as faculty and are not considered to be AFT. d. Part-time (PT): Faculty who for a stipend/salary render specified instruction service constituting less than a full-time load, and are not classified as FT, GFT, or AFT e. Voluntary (V): Faculty who without salary or comparable remuneration render regular and specified instruction, research, or service, and who have professional qualifications for faculty membership f. All of the above classifications may be further designated by institution as follows: AHMC Adventist Health Managed Care ARMC Arrowhead Regional Medical Center 56 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 CaUC FH Canadian University College Florida Hospital Glendale Adventist Medical Center Geoscience Research Institute Hinsdale Hospital Inland Eye Institute Riverside County Regional Medical Center Riyadh A1 Kharj Armed Forces Hospital University Health Care Jerry L. Pettis Memorial Veterans Medical Center Ellen G. White Estate, Inc. White Memorial Medical Center GAMC GRI HH IEI RRMC RKH UHC VMC WE WMMC Other designations may be added as necessary. g. The title of one who holds a faculty rank normally reflects the name of the department. The title automatically changes along with a department name change except in the case of a title already at variance, such as one which is identified by an academic discipline within the department. 2.1.2 Special designations a. A primary academic appointment designates the department and school receiving the major portion of academic services. b. A secondary academic appointment designates another department or school receiving regular academic services. The rank held by a faculty member in the school in which he/she holds his/her primary appointment is ordinarily his/her only rank. Normally, a faculty member does not receive personal remuneration from the department or the school where he/she holds a secondary appointment; however, the school where he/she has his/her primary appointment may be financially compensated for sharing his/her services with another school. c. A dual academic appointment indicates that one is equally qualified in two academic or professional teaching disciplines to warrant a faculty appointment and rank in each school and makes a significant contribution to each school. Tenure, if awarded, is granted in the tenure track of the school designated by the President’s Committee at the time of the dual appointment (see 2.2.2.). d. Graduate School faculty (see 2.1.6.) 2.1.3 Academic rank Academic rank is determined according to the following minimum guidelines, although individual schools may be more restrictive in their own particular situation. a. Instructor: One-year renewable appointment; bachelor’s or higher degree required, depending on the school b. Assistant professor: One-, two-, or three-year renewable appointment; master’s or higher degree required, depending on the school 57 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION c. Associate professor: A one- to five-year renewable or tenured appointment; doctorate or equivalent professional achievement; postdoctoral training or recognition as an outstanding teacher or scholar ordinarily demonstrated by successful college or university teaching and scholarly activity d. Professor: One- to five-year renewable or tenured appointment; doctorate or equivalent professional achievement and postgraduate training required; also demonstrated excellence in teaching and scholarship e. Emeritus: May be awarded at or after the retirement of a faculty member who for a minimum of ten years gave the University service as a member of the faculty and who attained at least the rank of associate professor. (Service of less than ten years may be acceptable for faculty who have joined the University late in their career. A rank of assistant professor may be acceptable in programs where such a rank is the de facto terminal rank.) The emeritus appointment is a continuous appointment. Two categories of emeritus status are available: (1) Regular emeritus faculty are not active in any significant academic activities such as teaching and/or research. (2) Active emeritus faculty remain active in significant academic functions such as teaching and/or research to the extent agreed upon by the dean of the school and chair of the department in which the emeritus appointment is held. 2.1.4 Special merit rank a. Distinguished professor: Awarded to a full-time faculty who has made distinguished contributions in teaching, research, publication, or creative work b. Distinguished emeritus: May be awarded after the retirement of a faculty member who held a prior appointment as distinguished professor or who has rendered exceptional service to the University; the status may be regular or active as defined under emeritus appointments (see 2.1.3e.) 2.1.5 Prefixes: These prefixes modify academic rank as specified below: a. Clinical: A one- to three-year renewable appointment used to designate voluntary faculty members who teach, do patient care and/or research on a part-time basis, with or without pay, for the University in schools in which clinical teaching occurs b. Research: A one- to three-year renewable appointment used with the ranks above instructor to designate a faculty member whose renewable appointment is granted because his/her function is solely or principally in a field of research conducted in a school of the University. Faculty in this rank are not eligible for tenure. c. Visiting: A one-year renewable appointment used to designate either: (1) That the holder is a faculty member of corresponding rank in another institution, on leave to teach in a school of the University, or 58 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 (2) That the holder’s professional attainments are comparable to those required for regular academic appointment. Appointment is temporary, not to exceed two one-year terms. d. Adjunct: A one- to three-year renewable appointment used to designate either: (1) A faculty appointee who resides at an off-campus site or in another country or at some distance from the home campus and who is available on a volunteer basis to provide instructional and/or professional advice on behalf of the University, or (2) A part-time or voluntary faculty member who holds a faculty appointment in another university, or who may be primarily employed by another approved institution. 2.1.6 Graduate School faculty a. Appointment to the Graduate School faculty is reserved to University faculty members whose training and experience qualify them for such appointment. Membership presupposes attainment of the highest degree and demonstrated competence in teaching, research, and service. Criteria for Graduate School faculty appointment are developed by the Graduate School Council. b. The special designations of primary, secondary, or dual appointment are not appropriate for members of the Graduate School faculty who are selected from the faculty of other schools. They may, however, be appropriate for faculty in the departments of counseling and family sciences, natural sciences, psychology, and social work. 2.1.7 Other academic titles a. The professional librarian has rank (instructor, assistant librarian, associate librarian, librarian) comparable to the academic ranks. The appointment entitles him/her to the benefits and privileges listed in Chapter 3 of this Handbook, and to membership in faculty organizations, but does not make the individual eligible for tenure. For instructors and assistant librarians, a one- to three-year renewable appointment; a one- to five-year renewable appointment for associate librarians or above. b. Endowed named chair: Additional title used to identify a faculty appointment to an endowed professorial chair. The name of the chair indicates that gifts to help support the position were made in the name of that individual; such names are usually applied to a full professorship but may appear at another rank. A three-year renewable appointment. Financial support of the endowed chair comes from an endowment established for that purpose. The endowment should be sufficient to produce earnings to cover the entire cost of the chair (see Administrative Handbook). c. Non-faculty academic titles or academic titles applied to staff personnel (1) Lecturer: One-year renewable appointment. A person who on a yearly basis conducts a series of lectures or who renders occasional or regular academic lecture service. 59 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION (2) Academic assistant: A person with a bachelor’s degree or above with adequate training and/or experience to assist in academic administration in the office of the dean of a school. Typically, this person will assist an assistant or associate dean in the execution of his/her academic administrative responsibilities. (3) Research assistant: A person with adequate training for research who lacks a doctoral degree or who has not demonstrated ability to conduct independent research. Support comes from research grant funds, and primary responsibilities are in research. Appointment is for a fixed term, the length of which may depend on the duration of research grants or contracts held by the University. Not a faculty appointment; the terms and conditions of the employment are detailed in the Staff Handbook. (4) Research associate: A person who ordinarily has a doctoral degree in a field related to his/her responsibilities at the University and who has demonstrated ability to conduct independent research. Support comes from research grant funds and primary responsibilities are in research. Appointment is for a fixed term, the length of which may depend on the duration of research grants or contracts held by the University. Not a faculty appointment; the terms and conditions of his/her employment are detailed in the Staff Handbook. (5) Scholars in residence: Used to designate scholars who come to the University to undertake research and/or clinical activities and/or publication of approved projects that relate to the mission of Loma Linda University (a) Appointment procedures are as follows: (i) The scholar is associated with an academic department, center, institute, or other University entity. The chair of the department or the director of the center, institute, or other entity recommends the appointment to the dean of the school, using criteria developed in the department, center, institute, other entity or school. (ii) The dean of the school in which the appointment is sought transmits the recommendation to the Executive Committee of the school for endorsement. (iii) The dean writes the letter of appointment, describing the terms of the appointment and financial arrangements. (iv) The dean of the school notifies the vice president for academic affairs of the appointment and requests an appropriate identification card which provides access to University facilities as needed, e.g., library, Drayson Center, etc. (v) The dean of the school arranges for an appropriate identification card which provides access to Medical Center facilities and parking, as needed. (vi) The dean of the school ensures that there is appropriate medical and liability insurance coverage (see 6.4.2). 60 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 (b) Administrative procedures are as follows: (i) Facilitating the activities of scholars in residence after appointment is a responsibility of the department chair or the director of the center, institute, or other entity. (ii) The dean of the school and the office of the vice president for academic affairs maintain a record of the appointment. (iii) Appointments of scholars in residence are of variable duration up to one year and are renewable on the initiative of the department chair or director of the center, institute, or other entity. (iv) Certificate of appointment at the University may be provided by the dean at the scholar’s request. (v) Scholars may enroll at their expense for courses in the University for audit or credit but always in a nondegree status that is undesignated. (vi) Scholars must be covered by a medical plan and by University liability insurance. If the scholar does not have medical insurance provided to them by another organization, they can purchase a medical plan through the office of the director of international student services (even if they are a U.S. resident). (6) A postdoctoral fellow at the University, occupying a special status, is engaged in further scholarly activity under supervision but not leading to another degree. (a) Appointment procedures are as follows: (i) The mentor, who must be a University faculty member, selects the postdoctoral fellow. (ii) The department chair, or the director of a University-approved center or institute, approves the appointment, using criteria developed in the department, center, institute, or school, and prepares a letter describing the terms of the appointment. (iii) The dean of the school in which appointment is sought approves and signs the letter of appointment. (iv) A postdoctoral fellow is eligible for a University identification card which will specifically state that the holder is a fellow. This card is issued by the human resource management department upon submittal of an authorization letter from grants management. The cardholder is entitled to access to campus facilities such as the libraries and recreational facilities. 61 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION (b) Administrative procedures are as follows: (i) Monitoring progress of postdoctoral fellows after appointment is a responsibility of the mentor in collaboration with the department chair or the director of the University-approved center or institute. (ii) The dean of the school keeps the records of the postdoctoral period. (iii) All postdoctoral appointments are for one year and are renewable on the initiative of the mentor, normally for a cumulative maximum of three years. (iv) Certificate of attendance at the University may be provided at the fellow’s request. (v) Postdoctoral fellows may enroll at their expense for courses in the University for audit or credit but always in a nondegree status that is undesignated. (vi) Regardless of the source of their funding, all postdoctoral fellows are covered by the University medical plan and by University liability insurance. Cost of these programs will be funded by the department, center, or institute. (vii) Individuals supported under postdoctoral awards are considered to be non-faculty and to be non-benefit employees of Loma Linda University, and will receive only Worker’s Compensation, unemployment, and Social Security benefits. 2.1.8 Ancillary titles a. Associate: One who shares responsibility and authority as assigned by an immediate superior b. Assistant: One who acts as a subordinate with functions as assigned c. Assistant to/Assistant in: One who fills a staff position with functions as assigned d. Interim: Suggests a defined period and does not imply an ongoing connection with the University, one of the schools or departments e. Acting: An individual serving for a brief, but indefinite period of time; may be considered for permanent appointment Note: Obsolete titles, not to be used, are “co- ” or “executive secretary. ” 62 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 2.2.0 Appointment 2.2.1 Qualifications Individuals appointed to the faculty of LLU demonstrate their commitment to its mission and values through their participation in teaching, research, and/or service. They will be individuals who are committed to the mission of LLU and the LLU Adventist Health Sciences Center, honor the beliefs of the Seventh-day Adventist Church in their teaching and lifestyle, and uphold the fundamental values of the LLU community of scholars in their personal and professional living. They will also be individuals who, as educators, integrate faith and learning, and who, as professionals, integrate faith into their profession. They will be willing to participate in the general work and governance of the department, school, or unit to which they are appointed, and to contribute to the life of the University community. Dedicated members of the Seventh-day Adventist Church will be actively recruited and given preference in making faculty appointments (within the constitutional and statutory rights of the University as a religious institution and employer—see University Nondiscrimination Policy for further legal documentation). The University will give equal opportunities for faculty appointments to men and women of all races who are professionally competent, and will not discriminate on the basis of handicap, sex, race, color, or national origin. Nondiscrimination Policy The University was established by the Seventh-day Adventist Church as an integral part of its teaching ministry. It is committed to equal education and employment opportunities for men and women of all races and does not discriminate on the basis of handicap, sex, race, color, or national origin in its educational and admissions policies, financial affairs, employment programs, student life and services, or any University-administered program. To this end, the University is in compliance with Titles VI and VII of the Civil Rights Act of 1964 as amended; and in substantial compliance with Title IX of the Education Amendments of 1972 (34 CFR 106 et seq.), Sections 503 and 504 of the Rehabilitation Discrimination in Employment Act of 1967, and Section 402 of the Vietnam Era Veterans Adjustment Act of 1974; and does not discriminate against any employees or applicants for employment on the basis of age or because they are disabled veterans or veterans of the Vietnam era. In addition, the University administers student programs without discrimination on the basis of age, except in those programs where age is a bona fide academic qualification for admission in accordance with the provisions of the Age Discrimination Act of 1975. The University reserves constitutional and statutory rights as a religious institution and employer to give preference to Seventh-day Adventists in admissions and employment, including but not limited to 42 USC Secs. 2000e-l, 2000e-2; Sec. 6-15 of Federal Executive Order 11246; 41 CFR Sec. 60-1.5(5); 20 USC Sec. 1681 (a)(3); 34 CFR Secs. 106.12 (a)(b), 106.21, 106.31, 106.39, 106.40, 106.51, and 106.57; California Government Code Sec. 12926(d)(1); Title II, Division 4, Chapter 2, Sec. 7286. 5 of the California Code of Regulations; the First Amendment to the United States Constitution; and Article I, Sec. 4, of the California Constitution. The University believes that Title IX regulations are subject to constitutional guarantees against unreasonable entanglement with, or infrigements on, the religious teachings and practices of the Seventh-day Adventist Church. The University expects students and employees to uphold biblical principles of morality and deportment as interpreted by the Seventh-day Adventist Church. The University claims exemptions from the provisions of Title IX set forth in 34 CFR Secs. 106.12 (a)(b), 106.21, 106.31, 106.39, 106.40, 106.51, and 106.57. 63 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION 2.2.2 Procedure for primary and dual faculty appointments Faculty primary and dual appointments are made by the Board of Trustees or by the Executive Committee of the Board as delegated. a. In a search process for new faculty, dedicated members of the Seventh-day Adventist Church shall be actively recruited and shall be given preference for appointment, provided they meet the requirements for the position. Included in these search procedures is a review of the mission statement of the University by the prospective faculty member and submission by the prospective faculty member of a brief statement describing how he/she see himself/herself relating to the mission of the University. The dean of the school will also ensure that the prospective faculty member receives a copy of the current Faculty Handbook and will require the prospective faculty member to review the Handbook and return the acknowledgement form in order for the appointment to proceed. Recommendation of a faculty appointment is made after following additional school-specific preliminary procedures, negotiations, offers, and completion of faculty application form (where applicable). b. A recommendation for appointment is made by the chair of the department in writing to the dean of the school or equivalent, who, after following school procedures, submits the recommendation to the office of the president (along with the Faculty Handbook acknowledgment form). The dean shall advise the office of the president regarding the religious affiliation of the proposed faculty member. The office of the president shall then transmit the recommendation to the President’s Committee for endorsement and submission to the Board of Trustees or its Executive Committee. Following approval of the appointment by the Board of Trustees or its Executive Committee, the president shall notify the faculty member, the dean, and the department chair of the appointment. The dean shall then advise the faculty member that, for purposes of reporting regarding equal opportunity for appointment at Loma Linda University, the following information is needed from the faculty member: birth date, country of birth, gender, ethnicity, nationality, and citizenship. The dean shall promptly transmit this information to the office of the president. This information shall not be kept in the employee personnel files maintained by department of human resource management or other LLUAHSC corporate employers. c. When the appointment has been voted by the Board of Trustees or its Executive Committee, the president notifies the person by letter of the following items: (1) Appointment and date (2) Rank and title (3) Specification of the employment status and the employing entity (4) Effective dates (5) Renewable or tenured appointment (6) Name of dean and department chair (7) Statement that dean is to furnish other details 64 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 d. This additional information regarding the terms of the faculty appointment is given by the dean of the school: (1) Reference to the president’s letter. (2) Statement that the terms of the faculty appointment are subject to policies in this Handbook. (3) For full-time faculty there will be clarification of the employer including terms and conditions of employment. (4) Those faculty employed by the University will be notified of salary, benefits, including a statement that additional information regarding benefits can be obtained in the department of human resource management. (5) For those faculty employed by a faculty-employing corporation, an employment contract will be included. (6) For those faculty employed by the Medical Center or the School of Medicine faculty corporations, the dean will specify the employing entity and include details about salary and benefits with a statement that additional information can be obtained from the respective personnel office. (7) School-specific items. e. Prospective faculty who will be employed by the University are required to have a pre-employment physical examination at the Industrial Medicine Clinic/Express Care. 2.2.3 Procedure for secondary faculty appointments a. Faculty secondary appointments are authorized by the President’s Committee subject to the recommendation of the appropriate dean of the school and chair of the department of secondary appointment and the prior approval by the dean of the school and the department chair where the faculty member holds his/her primary appointment. b. A secondary appointment may be to a particular department or to a school of the University. c. The dean of the school where the secondary appointment is held notifies the person of this appointment. 2.2.4 Types of new appointments a. Regular new appointment, to become effective at a specified time b. Deferred appointment without salary or stipend, to be activated no later than two years following Board approval, with annual extensions possible. Denominational service credit where applicable, because of such University connection, is not accumulated during the deferred status. 65 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION c. Study-leave status concurrent with new faculty appointment, with or without salary or stipend. Denominational service credit in situations where applicable is accumulated during the study-leave status for a maximum of two years (see 3.6.1). d. Reinstatement appointment, indicating the person has held a University faculty appointment at a previous period of time 2.2.5 Appointment options A faculty member is given the option of a 10- or 12-months-per-year appointment in accord with individual school policy. 2.2.6 Renewal of faculty appointment Renewal of a faculty appointment may be recommended to the dean of a school by the chair of department after following the school procedures for annual or other review of faculty performance and commitment. The recommendation is accompanied by a signed response from the faculty member indicating his/her continuing harmonious agreement with the mission of LLU as a Christian Seventh-day Adventist health sciences university and his/her commitment to foster a caring Christian environment for students, fellow faculty, and staff. The dean of the school submits the recommendation for renewal to the office of the president which then transmits the recommendation to the President’s Committee for endorsement. Only authorization of the President’s Committee is required when giving a one-year renewal of appointment to a faculty member whose appointment would automatically be discontinued by virtue of policy (see 2.1.3 and 2.6.4). 2.2.7 Privacy of information The University has classified the following as faculty directory information which may be released: name, faculty classification, degree information, length of service at the University, office address, and office telephone number. Information of a personal nature (e.g., marital status, salary rate, etc.) is not publicly released except by written permission of the faculty member. 2.2.8 Evaluation of faculty Faculty members are evaluated regularly according to criteria determined by each school, under University guidelines. Teaching, research, and service, as well as personal characteristics congruent with the fundamental values of the University are included in the school-specific evaluation forms. a. Full-time, geographic full-time, and part-time faculty are subject to a regular evaluation process. b. The evaluation process occurs annually for non-tenured faculty. Tenured faculty are provided with annual or other periodic reviews (see 2.5.5); a five-year cumulative 66 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 assessment of professional growth and development will be made. Persons holding an endowed named chair position receive summative evaluations every three years prior to renewal of appointment. c. Evaluation criteria are given in the evaluation form(s) prepared individually by each school of the University. d. Evaluators are selected from among supervisory personnel, peers, and students as stipulated in the evaluation form(s). e. Conclusions of the evaluation studies are made known to the faculty member and to appropriate persons as determined by each school. 2.2.9 Evaluation of administrative faculty and other administrative personnel by faculty a. Administrative personnel who are subject to the evaluation process are those who have line authority (as distinguished from those who have functional or technical authority or are engaged in staff activity) and who interrelate especially with faculty and students. b. Administrative personnel subject to the evaluation process include University officers, deans, assistant and associate deans, and department chairs. c. Formative evaluation occurs a minimum of every two years; summative evaluation occurs at the end of a five-year period. d. Evaluation criteria are given in the evaluation form(s) prepared under the direction of the President’s Committee and approved by that body and/or the Board of Trustees. e. Evaluators are selected from peers, faculty, administrators, supervisors, students, and, in some cases, members of the Board of Trustees. f. Conclusions of the evaluation studies are made known to the person involved and to other persons as determined by the President’s Committee and/or the Board of Trustees. 2.2.10 Search committees and the recruitment process The selection process for faculty may or may not include the use of a search committee. In the selection process for department chair, a search committee will work in partnership with the dean. Where a search process is used, it will use the following guidelines: a. General requirements preceding the actual selection process are as follows: (1) There is to be available a clearly stated job description of the position to be filled. (2) Selections are to be made without restrictions as to age, race, sex, color, national origin, and ethnic background with due regard for the University’s emphasis on diversity. 67 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION b. The process in the appointment of a search committee follows these general guidelines: (1) The selection process is initiated by the immediate superior of the person whose position is to be filled. (2) The immediate superior, in consultation with his/her administrative peers and with solicited faculty input, is responsible for the selection of a search committee, composed of a minimum of five persons of various occupations and/or disciplines depending on the nature of the position to be filled. The immediate supervisor serves as chair, unless his/her superior designates another chair. (3) The immediate superior is responsible for calling the first meeting of the search committee, reviewing policies and procedures in the selection/recruitment process, setting a timetable for progress reports, and advising on other matters pertaining to the case. Additional guidelines prepared by the school may be required or used in the selection/recruitment process. If the position to be filled is that of a department chair, the dean may meet with the search committee at any point during the search process. c. Guidelines relating to the work of the search committee are as follows: (1) There is to be available a list of qualifications required of the person considered for the position, which is to cover the following items: • Commitment to the mission of LLU and LLUAHSC • Competence as a professional, scholar, scientist, and/or educator • Willingness to uphold the fundamental values of the LLU community of scholars in his/her personal and professional living • Respect for the beliefs of the Seventh-day Adventist Church • Integration of faith and learning as educators, scholars, and/or scientists, and as professionals, integration of faith into his/her profession (2) Personal records are obtained and reviewed. (3) The chair of the search committee in consultation with the immediate superior arranges for the screening and interviewing of potential candidates, providing ample time for each candidate to acquaint himself/herself with the demands and requirements of the position for which he/she is being considered. (4) The search committee submits to the immediate superior its recommendations and a list of several candidates, usually three to five names. The rating of candidates is a confidential matter. 2.2.11 Distribution of new Faculty Handbook When a new edition of the Faculty Handbook is published, a copy will be provided to each faculty member from the office of the dean, with a letter requesting prompt return of the acknowledgment form. The original of the acknowledgment form or a certified mail receipt for the Faculty Handbook will be transmitted by the office of the dean to the office of the president for placement in the University file of the faculty member. 68 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER'2 2.3.0 Promotion, change to emeritus status, and/or change to special merit rank 2.3.1 Criteria a. Promotion to a higher academic rank is a recognition of the continuing development of a faculty member in teaching effectiveness, scholarly activity, and service to the University. Development in each of these areas may be demonstrated in a variety of ways, several of which are listed below: (1) For levels of academic achievement see 2.4.4h. (2) Teaching effectiveness: In class: quality of course content, organization of materials, clarity of presentation and explanation, responsiveness to student questions, student involvement in discussion, use of teaching aids, evaluation of student achievement. In personal relationships with students: openness and accessibility with students, stimulation of intellectual curiosity and growth, sensitivity to student problems and needs, inclusiveness of all students (irrespective of their religious affiliation, gender, age, disabilities, learning differences, ethnicity, race, or nationality), soundness of academic advisement. Teaching effectiveness may be evaluated on the basis of anonymous student evaluations and/or peer evaluation by other faculty. (3) Professional achievement and academic growth: Quality of professional service and skills, activity in recognized professional associations and societies; publication or presentation of research or other scholarly or creative work; participation in advanced professional courses, seminars, or institutes; other professional involvement or contributions. (4) Service to the University: Effective membership on committees of the department, school, and/or University; active participation in the intellectual, social, and religious life of the University; service as advisor to student organizations and activities; representing the University in community and church activities; participation in departmental and school faculty meetings; professional service. (5) Submission of a signed response indicating his/her continuing harmonious agreement with the mission of LLU as a Christian Seventh-day Adventist health sciences university and his/her commitment to foster a caring Christian environment for students, fellow faculty, and staff. b. Criteria for appointment as a distinguished professor (school or University) are described in part in the definition of this special merit rank (see 2.1.4). A candidate for this title is considered on his/her individual merits by the University Faculty Rank and Tenure Committee.3 3 The University Committee on Faculty Rank and Tenure includes as members the chair of the Faculty Rank and Tenure Committee, or its equivalent, of each school and entity. An additional five members are selected by the office of the president from a slate of 10 names provided by the Interschool Faculty Advisory Council. The vice president for academic affairs chairs this committee. 69 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION c. In the event of an incoming appointee at the level of a professor, the appointment must be reviewed by the school’s rank and tenure committee or its equivalent. d. Criteria for change of status to emeritus are described in part in the definition of emeritus status (see 2.3.0). This status is only granted at or after retirement from the regular faculty. In recommending this change of status, the school Committee on Faculty Rank and Tenure also takes into consideration the recognition of the candidate among faculty colleagues, students, and administration for his/her satisfactory commitment to teaching and/or research and/or service. 2.3.2 Procedure for promotion to a higher academic rank or for change of status to emeritus Promotion to a higher academic rank or change of status to emeritus is ordinarily initiated by the chair of the department after consultation with members of the department, but may be initiated by the faculty member himself/herself or by the dean of the school. a. Promotion from the level of instructor to assistant professor may be processed directly through the dean of a school to the office of the president. b. A recommendation for promotion to the level of associate professor or professor or for change of status to emeritus is referred by the dean to his/her Faculty Promotion Committee which evaluates it according to criteria for promotion or change of status as determined by the school and/or the University. Guidelines for selection of members for a school’s Rank and Tenure Committee (or its equivalent) are as follows: (1) Membership at the rank of professor or associate professor is preferable; the committee may have up to 20 percent at the level of assistant professor. (2) Members are appointed by the dean incorporating recommendations of the faculty. (3) To recommend award of tenure, the committee should include three members with tenure or there should be a subcommittee composed of at least three members with tenure. If such members are not available, the members must hold rank of associate or full professor. The recommendation for tenure should be unanimous. (4) If the number of faculty in the school or other entity is less than 20, at least one-third of the membership of the committee should be drawn from the faculty of other schools or entities within the University. c. For promotion to assistant, associate, or full professor, or for change of status to emeritus the dean forwards the recommendation to the office of the president for consideration by the President’s Committee. For distinguished professor (University or school), distinguished emeritus professor, or for award of tenure, the office of the president will forward the recommendation to the University Faculty Rank and Tenure Committee for its approval prior to consideration by the President’s Committee. d. The President’s Committee forwards its endorsement for promotion and/or tenure to 70 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 the Board of Trustees or to its Executive Committee as delegated. e. When the promotion has been voted by the Board of Trustees or its Executive Committee, the president in writing notifies the faculty member, the department chair, and the dean. When promotion is to associate professor or above, the notification shall specify if the promotion was tenured. f. An adverse decision at any level of the procedure is made known to the dean by the vice president for academic affairs or by the school Rank and Tenure Committee. The dean notifies the faculty member in writing within 30 days of such action, with copy of notification also given the department chair. g. Excluding faculty members on voluntary status, promotions ordinarily become effective January 1 or July 1, and except in unusual circumstances, may not be retroactive. 2.4.0 Special recognition 2.4.1 Recognition at commencement Those honored at a conferral-of-degrees event are limited in number in order to safeguard this recognition as being one of unusual distinction. Awards are identified in one of the following classifications. a. University level awards (1) Distinguished University Service Award. (Maximum of two per year.) Presented to a faculty member, University administrator, staff member, or member of the Board of Trustees selected for having made outstanding contribution to the academic pursuits of Loma Linda University. A person so honored is generally well known and recognized on campus and has served the University with distinction for a minimum of ten years. Names of school Distinguished Service Award recipients should be submitted to the office of the president. These names, along with others which may be submitted by the Board of Trustees or the University officers, will be presented to the President’s Committee for final selection. (2) Distinguished Service Award. (Maximum of two per year.) Presented to one who has had no official connection with the University but whose public attainments and commitment to excellence have contributed to the endeavors of the Church and/or have contributed to mankind in a manner which is congruent with the mission of Loma Linda University. (3) Distinguished Humanitarian Award. (Maximum of two per year.) Presented either to a University Founder or a University Benefactor whose financial contribution is committed specifically to the academic pursuits of the University. (4) University Alumnus(na) of the Year Award. (Maximum of two per year; if two awards are given, one should be for humanitarian service and one for academic pursuits.) Presented to an alumnus(na) from the schools at Loma Linda whose accomplishments exemplify the aims and aspirations of Loma Linda University. The individual must have been distinguished in humanitarian service or in academic pursuits including peer-reviewed research and/or education and have maintained spiritual 71 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION commitment. Names of school Alumnus(na) of the Year Award recipients will be presented to the President’s Committee for the final selection of the University Alumnus(na) of the Year Award. b. School awards (1) School of_____________Distinguished Service Award. Presented to a faculty mem- ber, school administrator, or staff member selected for having made outstanding contributions to the academic pursuits of the school. A person honored is generally well known and is recognized in the school in which he/she has served and has served the school with distinction for a minimum of ten years. A slate of nominations is developed from the faculty, administration, and staff of the school. The school Executive Committee or other appointed body will make the final selection for the school. (2) School of_____________Alumnus(na) of the Year Award. Presented to one alum- nus(na) from the school whose accomplishments exemplify the aims and aspirations of the school and Loma Linda University. The individual must have been distinguished in humanitarian service or in academic pursuits including peer review research and/or education and have maintained spiritual commitment. A slate of nominations is developed from the faculty, administration, staff, and alumni of the school. The school Executive Committee or other appointed body will make the final selection for the school. (3) Other school awards are given at commencement upon the approval of the President’s Committee. 2.4.2 Recognition at other events Other events at which persons may be recognized are: a. President's Award Dinner or Convocation. Those honored at an all-University dinner or convocation are usually teaching or administrative personnel, but other employees may be included. b. Annual Student Awards Chapel. Those honored at an awards chapel period are limited to academic personnel whose term of service within the University may not have been as long as those who are honored at the other occasions mentioned in 2.4.1. Those honored at such occasions are chosen according to the selection criteria established by the individual schools or departments. c. Dean s Annual Awards Dinner or Convocation. Those honored at such occasions are chosen according to the selection criteria established by the individual school. d. Campus/Department Receptions, Luncheons, or Dinners. Those honored at such occasions are usually persons who are transferring or retiring from the University employment after many years of service. Such occasions may also honor employees who have acquired specific years of service credit according to criteria established by the department of human resource management. 72 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 2.4.3 Forms of recognition a. The University Academic Recognition Key inscribed with the recipient’s name and other appropriate notations b. A plaque or printed certificate which is individualized in its wording c. A plaque or printed certificate which is not individualized in its wording d. An appropriately worded letter from an officer of the University or dean of the school e. A medallion 2.4.4 Eligibility for recognition Persons who may be considered for special recognition at events listed in 2.4.2 are classified in at least one of the following categories: a. Faculty members who are granted emeritus status b. Retired faculty members who are not granted emeritus status c. Administrators and those who have held positions of recognized responsibility within the University for at least five years and a total of least 20 years for the denomination d. Faculty members and employees who have reached the time of retirement and whose contribution to the University has been distinctive e. Faculty members and employees of limited service whose contribution to the University has been distinctive f. A person whose beneficence or goodwill has been of major importance to the University g. A distinguished person who has performed some outstanding service to the University or to its alumni h. A person whose academic achievements bring distinction to himself/herself and honor to his/her chosen profession (Such a person is the recipient of the University academic key.) 2.4.5 Selection procedures a. The President’s Committee approves persons to be recognized at a conferral-of-degrees event or at the President’s Convocation. Anyone may refer nominations to the President’s Committee. b. The President’s Committee approves persons who are recommended by the deans of the schools and the University Academic Affairs Committee to receive the University Academic Recognition Key. 73 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION c. Campus officers, school deans, and other school officers, academic department chairs, or heads of service departments may approve persons to be recognized at events listed in 2.4.2 where appropriate. d. The director of academic publications arranges for the preparation of plaques, printed certificates, and the University Academic Recognition Key. 2.5.0 Tenure 2.5.1 Definition Tenure, which is a recognition of professional growth and development, is a pledge by a University school or the Faculty of Religion of continuous academic appointment for a full-time faculty member, subject to discontinuance for reasons stated in 2.6.7e. of this Handbook. The award of tenure does not guarantee employment by a school of the University. 2.5.2 Objectives a. The award of tenure in a school of the University provides recognition of professional growth and development of the faculty members which has reached an appropriately high level and which has occurred during prior period of service (usually seven years) to that school of the University (or equivalent at another University). b. The availability of tenure in a school of the University is designed to attract and retain faculty of the highest quality for the academic program of that school. 2.5.3 Eligibility criteria a. Full-time academic appointment, as defined in 2.1.1a. (full-time faculty who are employees of the University as designated by FT/U), is required for tenure. This does not include faculty who are employees of University-approved faculty employing corporations (FPP), faculty who are employees of the Loma Linda University Medical Center (MC), or of the Behavioral Medical Center (BMC), or those who are designated as geographic full-time (GFT), as administrative full-time (AFT), part-time, or voluntary faculty (see 2.l.le.). b. The faculty member must be in the regular academic track (see 2.1.3) in that school of primary appointment which is designated as providing for the award of tenure. If so specified by the Supplementary Tenure Policy of a school for the academic track of the faculty member, tenure can establish the priority of a tenured faculty member over a non-tenured faculty member for employment by a school. c. The faculty member must have the rank of associate professor or above; however, promotion or appointment to associate professor or above does not automatically include tenure. Faculty members with other academic ranks are not eligible for tenure. d. Faculty having appointments in more than one school will be governed by the policy of the school of the primary appointment. In the case of dual appointments, the school 74 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 in which the individual is on tenure track will, upon recommendation of the dean of that school, be designated by the President’s Committee at the time of the dual appointment. This designation process does not award tenure or guarantee future award of tenure. A faculty member may hold tenure in only one school of the University. e. The faculty member must provide evidence, as determined by the Rank and Tenure Committee or equivalent committee of the school, of excellence in teaching or research, and give promise for continued professional growth and performance. Specific criteria for the above are provided by the tenure policy of the school of primary appointment. f. The prospective appointee must exhibit loyalty to the stated goals and mission of the University and the school of appointment and continue to demonstrate personal qualities which were the basis for their selection as a faculty member (see 2.2.10). 2.5.4 Procedure to initiate tenure a. A request for tenure is initiated by the faculty member or the faculty member’s immediate superior (e.g., department chair) who forwards the application to the office of the dean. That office checks to ascertain that the application is complete, and forwards it to the Rank and Tenure Committee or the equivalent committee of that school. It should then be considered at the next meeting of that committee. b. If the Rank and Tenure Committee or equivalent committee of that school does not recommend award of tenure, the faculty member must be provided with a written explanation detailing the reason or reasons that caused tenure to be withheld. If such an explanation is not provided, the request of the faculty member for tenure must be transmitted to the dean of the school for consideration and response. c. A recommendation for award of tenure by the Rank and Tenure Committee or equivalent committee of the school is forwarded to the dean, then to the president, for review by the University Rank and Tenure Committee. If approved, it is processed through the President’s Committee to the Board of Trustees. Review and approval or disapproval occurs at each administrative level, and a decision must be stated within nine months following consideration by the school Rank and Tenure Committee or equivalent committee. The decision of the Board of Trustees to award or not to award tenure is communicated to the faculty member by the president. d. Disagreement at any administrative level with the committee’s recommendation for tenure must be followed by a written statement to the chair of the Rank and Tenure Committee or its equivalent committee. The decision of the Board of Trustees to award or not to award tenure is communicated to the faculty member by the president. e. Upon initial appointment or promotion, the faculty member shall be notified immediately in writing by the president of the University specifying if the appointment is renewable or tenured. 75 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION 2.5.5 Review of tenured faculty a. The continuous academic appointment provided by the award of tenure carries with it the expectation of continued professional growth and development of the faculty member for the duration of his/her academic career, as demonstrated by appropriate review of the faculty member’s academic activity. b. Tenured faculty are provided with annual reviews of their academic functions. Criteria and procedures for this evaluation are provided by the school of their primary appointment. The results of this evaluation provide assistance to the department chair in commending and counseling tenured faculty regarding their continued professional growth and development as well as assessing merit salary increases. If a tenured faculty member’s annual evaluation shows a substantial decline in compliance with the requirements for appointment of tenured faculty, the department chair and/or dean may recommend review for possible discontinuation of tenure as described under 2.5.6. c. At five-year intervals a cumulative assessment of the professional growth and development of the tenured faculty member will be made to ensure that he/she continues to meet the tenure requirements recognized at the time tenure was originally awarded. Criteria and procedures for this cumulative assessment are provided by the school of primary appointment. The dean of the school will notify the faculty member of the results of the cumulative assessment. If a tenured faculty member’s five-year evaluation does not demonstrate continued cumulative compliance with the requirements for appointment of tenured faculty, the department chair and/or dean may recommend discontinuation of tenure as described under 2.5.6. d. The school of primary appointment is responsible for providing detailed procedures relating to assessments of performance by tenured faculty. e. Implementation: Faculty awarded tenure prior to the approval of the present policy by the Board of Trustees (date to be added when passed) will be reviewed under the policy in effect at the time of award of tenure to them. 2.5.6 Discontinuation of tenure a. Tenure can be discontinued for failure of the faculty member to perform his/her assigned academic functions, as documented by the processes for review of tenured faculty (see 2.5.5). The dean of the school provides the appropriate documentation to the Rank and Tenure Committee of the school or to an equivalent school committee or to a subcommittee of peers selected according to the school-specific policy on discontinuation of tenure, for review and recommendation regarding possible discontinuation of the faculty member’s tenure. (See also 2.6.5 for the procedure for discontinuation of tenured faculty.) b. Tenure can be discontinued for the reasons set forth in 2.6.5 or as part of a disciplinary action against a faculty member (see 2.7.3). c. Tenure will be discontinued if a faculty member changes to an ineligible status, e.g. from full-time to part-time, or to an ineligible academic track, or appointment to a school that by policy does not offer tenure. 76 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 d. Tenure ceases when a faculty member voluntarily takes a leave of absence without University salary and there is written evidence that he/she is not obliged to return to University employment (see 3.6.0). e. The recommendation to discontinue tenure is initiated by the dean, forwarded to the president, and finally acted on by the Board of Trustees. If the reason for discontinuation of tenure arises from application of the policy of the school on review of tenured faculty (see 2.5.5), the dean will act on a recommendation from the Rank and Tenure Committee of the school (or equivalent). 2.5.7 Appeal A faculty member may appeal the decision made by the Rank and Tenure Committee of the school or by any administrative officer by submitting a written request (with accompanying documentation) to the next level of governance for another review of his/her case. If the response(s) is(are) unsatisfactory to the faculty member, he/she may continue his/her appeal by utilizing the grievance procedure. 2.5.8 Relationship of administrative appointment to tenure A tenured faculty member who accepts a full-time administrative position in the University normally retains tenure in that school. Subsequently upon leaving the administrative position, he/she would normally return to a position similar to that originally held. If tenure is not to be retained, it must be clarified in writing when the administrative position is offered. No tenure is available for an administrative position. 2.6.0 Discontinuation of faculty appointment and severance of University employment 2.6.1 Introduction A faculty member may discontinue service at the University in one of the following ways: a. Retirement b. Resignation c. Nonrenewal of a fixed-term appointment d. Termination of faculty appointment and, where applicable (FT/U), employment without cause e. Termination of faculty appointment and/or employment for cause 2.6.2 Retirement A full-time faculty member should notify the dean of his/her school or entity regarding his/her faculty appointment six months prior to planned retirement. Additionally, he/she should follow the retirement procedures of his/her school regarding notification as specified by his/her employing entity. Information regarding retirement plans may be obtained 77 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION from the personnel office of the employing entity. 2.6.3 Resignation A full-time faculty member should notify the dean of his/her school or entity as soon as possible regarding resignation from his/her faculty appointment. Terms of resignation are set by the employing entity; information regarding these may be obtained from the personnel office of the employing entity. 2.6.4 Procedure for nonrenewal of a nontenured faculty member by the University shall be as follows: a. Three months notice is necessary to any faculty member whose appointment is not to be renewed at the end of an initial one-year appointment. No other action is necessary on the part of the University. b. If the faculty member employed by the University has an appointment for more than one year, and has been employed continuously as a faculty member for more than one year, the University must give a minimum of six months notice prior to the date of nonrenewal. While the period of notification commences with the mailing of the notice from the president, the nonrenewal of the faculty appointment is not effective until it is confirmed by vote of the Board of Trustees. c. In the case of all other faculty, no advance notice is necessary for nonrenewal of a faculty appointment. 2.6.5 Procedure for termination of full-time faculty appointment and, where applicable, employment by the University (FT/U) without cause a. The faculty appointment of any faculty member, whether tenured or nontenured, may be discontinued under the following circumstances: (1) Substantive curricular changes, reduced enrollments, financial constraints resulting in a reallocation or redirection of resources, or reduction in academic offerings resulting in no further need for the faculty member’s services (2) Physical or mental inability to perform faculty functions (see 3.3.0 and 3.4.0) for a period of more than 120 days (3) As a disciplinary action against a faculty member (see 2.7.3) (4) Fiscal exigency declared by the Board of Trustees (5) Closure of the University, a school, or a department b. Procedure for discontinuation of tenured faculty appointment and employment: (1) The Rank and Tenure Committee of the school or an equivalent committee or a subcommittee of peers selected according to the school-specific policy on discontinuation of tenure recommends discontinuation of the tenure of the faculty member to the dean, with documentation justifying the action. 78 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 (2) The dean recommends to the president of the University the specific faculty appointment to be discontinued, with documentation justifying the action. (3) The president either (a) rejects the termination or (b) concurs and sends to the faculty member by certified mail notification of the University’s action and the reason for it, which shall be sent no fewer than 180 days prior to the proposed termination date. In the same letter, the faculty member is notified of the grievance procedure through which the faculty member may contest the termination. (4) While the period of notification commences with the mailing of the notice from the president, the discontinuation is not effective unless it is confirmed by the Board of Trustees. (5) Unless the Grievance Committee determines that delay in the procedure has been substantially caused by the faculty member, salary and benefits shall continue for the faculty member until the grievance procedure is completed or terminated by the faculty member. c. The Board of Trustees may adjust the terms of this section (2.6.5) in the event of declared fiscal exigency of the University, catastrophic emergency, or national financial collapse. d. The faculty member receiving a discontinuation notice is obligated to fulfill the terms of the current appointment. This does not prevent mutual agreements for earlier termination and a negotiated modification of the severance pay schedule where applicable. e. The position of a full-time faculty member employed by the University (FT/U) for five years or more discontinued pursuant to this section (2.6.4) may not be filled by a replacement within two years unless the released faculty member has been offered the reappointment with employment and allowed 30 days to accept or decline it. f. The grievance procedure is available for faculty who wish to contest their discontinuance pursuant to this section (2.6.5). 2.6.6 Procedure for termination of administrative appointment Administrative appointees, such as University officers and deans, serve at the pleasure of the Board of Trustees, and such appointments may be discontinued at any time with or without cause. Department chairs, program directors, and associate and assistant deans serve at the pleasure and sole discretion of the Board of Trustees and may be discontinued, with or without cause, upon the recommendation of the dean of the school in which the administrative appointments are held and the recommendation of the president. Under these circumstances, the supervising administrator would request a formal resignation before the recommendation for discontinuation is processed. 2.6.7 Severance pay for full-time faculty employed by Loma Linda University (FT/U) a. Severance pay is limited to full-time faculty employed by Loma Linda University (FT/U) and is not available to individuals holding faculty appointments but receiving 79 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION salary from other sources. b. Severance pay is limited to faculty members whose appointments are discontinued pursuant to 2.6.5. c. Severance pay is calculated according to Step A of the salary rate for their professional rank at the time of discontinuation only and does not include benefits paid by the employee or on behalf of the employee other than taxes and other amounts required by law to be withheld by the employer. d. Severance pay is determined as follows: (1) Tenured faculty (a) Those employed for more than two years will receive six months’ salary paid in biweekly installments. The severance pay shall commence in the first pay period following the date of discontinuation, or in the first pay period after the last payment of a late discontinuation settlement, if any. (b) In addition, tenured faculty who are discontinued pursuant to 2.6.5 will receive additional severance pay for a period based upon the length of service employment by the University. The additional severance pay will start after the severance pay authorized by 2.6.7d. has been paid except as specified in 2.6.8, and will continue for a period based upon the following table: Length of employment by the University 3-5 years Greater than 5 years, less than 10 years Greater than 10 years, less than 15 years Greater than 15 years, less than 20 years Greater than 20 years, less than 25 years Greater than 25 years Additional severance pay 1 month 2 months 3 months 4 months 5 months 6 months No employee shall receive more than one year’s total of severance pay. (2) Nontenured, full-time faculty (FT/U) (a) Those with more than five and fewer than 15 years continuous service employment by the University will receive severance pay at a rate based upon the years of employment by the University. This pay will be paid monthly for a period based upon the following table: Length of employment by the University 5-6 full years 7-8 full years 9-10 full years 11-12 full years 13 - 14 full years Additional severance pay 1 month 2 months 3 months 4 months 5 months 80 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 (b) Those with 15 years of continuous full-time employment by the University or 25 years full-time total employment by organizations listed in the Seventh-day Adventist Church Yearbook other than the University, including five years of fulltime employment by the University, will receive six months’ salary paid in biweekly installments. The severance pay shall commence in the first pay period following the date of discontinuation, or in the first pay period after the last payment of a late discontinuation settlement, if any. e. No severance pay shall be paid to tenured faculty with less than one year of full-time employment by the University, or nontenured full-time faculty with less than five years of continuous full-time employment by the University, or if the discontinuance is due to a declaration of fiscal exigency, a closure of the University, or the school where the faculty member held primary appointment, or if the faculty member is dismissed pursuant to the Discipline and Dismissal Policy in 2.7.0. f. If a discontinued faculty member receiving severance pay accepts employment or other remunerative relationship(s) at an equal or greater salary than was received in the former University position, the University shall not continue the severance pay. g. If a discontinued faculty member is employed by an organization listed in the Seventh-day Adventist Church Yearbook, the service for which severance pay was received is not counted as active service time for purposes of future severance pay and benefits. 2.6.8 Late notification settlement A full-time faculty member (FT/U) is entitled to one day of pay for each day that the University is late in giving notification as required by 2.6.4 and 2.6.5. Salary will continue after discontinuation or nonrenewal for a period equal to the time that notice was late. No other payment or penalty for late notification shall be paid. Severance pay, if any, commences to be paid in the next pay period after the last late notification settlement payment is received. 2.6.9 Whenever the term “notice” is used in this termination of faculty appointment and severance of employment policy, it shall refer to a written notification which shall be effective when it is personally delivered or five calendar days after mailing by certified mail. 2.7.0 Discipline and Dismissal Policy The most desirable concepts of discipline are those exercised by each faculty member and administrator in regulating his/her own life and performance to high standards of ethics, professionalism, and considerate concern for those under his/her care. Each person placed under faculty appointment accepts this responsibility for personal discipline. Where this principle governs faculty behavior, most problems will not arise that are covered by the more punitive concepts of discipline described in this policy. 2.7.1 The Discipline and Dismissal Policy stated here applies to all individuals who have a faculty appointment with the University. 81 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION 2.7.2 The following conducts violate the University’s expectation for faculty and employees: a. Refusal or neglect of responsibility, failure, or refusal to remediate documented unsatisfactory performance b. Professional incompetence or unethical professional practice c. Personal dishonesty, criminal conduct, or engaging in slanderous or libelous activity d. Indifference to student, patient, or client welfare e. Personal conduct which is incompatible with the standards of morality of the Seventh-day Adventist Church f. Substantial misrepresentation by a faculty member of his/her professional qualifications, responsibilities, and duties at Loma Linda University g. Overt disharmony, subversion, or demonstrated disrespect of the philosophy, objectives, and policies of the University and the teachings of the Seventh-day Adventist Church h. Conduct outside of established governance or grievance procedures that causes or contributes to a major disruption in a program, department, school, or the University i. A breach of confidentiality as required by law or University policy concerning faculty, staff, student, or patient records or data, research data, or University procedures in which the participants are promised confidentiality j. Violation of the following policies: (1) Academic Freedom (2) Academic Responsibility (3) Corporate Compliance (4) Affirmative Action (5) Use of Alcohol, Controlled Aubstances, and Tobacco (6) Conflict of Interest (7) Drug-free Worksite (8) Computer, Network, Intranet, Extranet, and Internet Use (9) Copying and Off-air Recording (10) Research Involving Humans (11) Research Involving Animals (12) Research Involving Radioactive Materials (13) Research Misconduct (14) Sexual Standards (15) Sexual Harassment (16) Use of University Name or Facilities (17) Weapon Possession k. Those which the Hearing Committee (see 2.8.7) confirms are good and just causes for discipline and dismissal. 82 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 2.7.3 Disciplinary actions up to dismissal (which is defined as termination of any faculty appointment and termination of employment) for those faculty employed by the University (FT/U) may include counseling as appropriate, verbal, and written warnings, written censure and a specified period of probation. If, in the judgment of the dean of the school and/or the president, the continued activity of a faculty member is considered undesirable, he/she may be suspended from his/her University duties pending a hearing and the final decision of the Board of Trustees. Such interim suspension is without loss of salary until a final disposition is made by the Board of Trustees. Discipline may be initiated, depending on the circumstances, by a department chair, dean of a school or his/her designee, or the president or his/her designee. Advice or counsel may be sought by the administrator from a standing or ad hoc committee of the school. The faculty member must be notified in writing by the initiator of the discipline proposed and given specific reasons for such action. He/she will be allowed to respond orally or in writing to the administrator responsible for the action. Disciplinary action may be challenged by the faculty member through the grievance process. 2.7.4 Dismissal of faculty for reasons such as those set forth above shall follow these procedures: a. Recommendations for dismissal must include specific reasons for such action and may be presented by the department chair, the dean, the vice president for academic affairs, the vice president for clinical faculty, or the president of the University. b. The dean will initiate the process by calling an informal meeting of the dean, the person providing the documentation, the faculty member subject to dismissal, and one other faculty member of the same school (not holding an administrative appointment) who may be selected by the faculty member who is subject to dismissal. The purpose of the informal meeting is to verify, explain, or deny the charge(s) and to either resolve the charge(s) by mutual agreement or result in the dean’s finding that the charge(s) lack support, or that the charge(s) are supported. The informal meeting will usually be held within 10 working days of receipt of documentation of cause for dismissal. c. If the informal meeting fails to provide resolution, the dean submits the recommendation for dismissal to the president. The president will call a predismissal hearing usually within 10 working days and provide supporting documentation to a Hearing Committee as detailed under 2.8.7 below. The predismissal hearing will usually be held within 10 working days of receipt of the recommendation for dismissal by the president and will follow the same procedures as outlined under 2.8.10 and 2.8.11 for a grievance. d. After reviewing the supporting documentation, the Predismissal Hearing Committee may recommend dismissal, discipline, or withdrawal of the dismissal recommendation by the administrator. In the event of disagreement within the Predismissal Hearing 83 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION Committee, both majority and minority rationales and recommendations may be submitted. The rationale(s) and recommendation(s) of the Predismissal Hearing Committee is/are reviewed by the president, ordinarily within 10 working days of receipt of the recommendation. If the recommendation of the Predismissal Hearing Committee is for dismissal and the president finds the charge(s) supported, he/she shall send a written notice of recommendation to dismiss to the faculty member, effective as of the next regularly scheduled meeting of the Board or Executive Committee of the Board (“Board”). The faculty member shall be suspended from faculty duties until the case has been reviewed and acted upon by the Board. Income provided from the University to the faculty member will continue until Board action is completed. If the recommendation of the Predismissal Hearing Committee is for discipline or withdrawal of the administrator’s dismissal recommendation, the president and administrator may still determine that the charge(s) warrant dismissal. In this event, the president will provide the Predismissal Hearing Committee with a written statement of his/her rationale for proceeding with the dismissal contrary to the recommendation of the committee. The president will ordinarily allow 10 working days for the Predismissal Hearing Committee to respond to his/her rationale for dismissal before sending a written notice of recommendation to dismiss to the faculty member, effective as of the next regularly scheduled meeting of the Board. The faculty member shall be suspended from faculty duties until the case has been reviewed and acted upon by the Board. Income provided from the University to the faculty member will continue until Board action is completed. Irrespective of whether the final recommendations of the Hearing Committee and the president are in concurrence regarding dismissal of the faculty member, the written rationales and recommendations of both the Predismissal Hearing Committee and the president will be presented to the Board for final action. The Board also may invite the faculty member under review and/or the chair and/or some other member of the Hearing Committee to make oral presentation(s) to the full Board or to an ad hoc subcommittee of the Board. The faculty member under review may also make a written appeal to the Board (see 2.8.11). If the Predismissal Hearing Committee recommends discipline rather than dismissal and the president concurs, discipline will be assigned by the administrator who recommended dismissal, in consultation with the president. The faculty member may grieve the administratively assigned discipline. In this event, the Predismissal Hearing Committee would usually also serve as the Grievance Hearing Committee. The written rationales and recommendations of both the Grievance Hearing Committee and the president will be presented to the Board if final action by the Board is required. If the Predismissal Hearing Committee and the president agree that dismissal is not appropriate but do not agree as to whether discipline or withdrawal of the dismissal recommendation is appropriate, the written rationales and recommendations of both the Predismissal Hearing Committee and the president will be presented to the Board if final action by the Board is required. If the Predismissal Hearing Committee recommends withdrawal of the dismissal rec- 84 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 ommendation by the administrator and the president concurs, the process terminates. If the faculty member disputes the decision of the Board about his/her dismissal or discipline, the sole procedure for formally resolving such disputes shall be binding arbitration (see 2.9.0). 2.7.5 Burden of persuasion The burden of persuading the Predismissal Hearing Committee that the proposed dismissal is proper rests upon the University and shall be satisfied only by substantial evidence. 2.7.6 Faculty who are dismissed under this policy are not eligible for severance pay. 2.8.0 Grievance 2.8.1 Definition As a Christian institution, Loma Linda University is committed to internal resolution of disputes between faculty and administration. A faculty member should initiate the University’s grievance and arbitration procedure for any employment-related event, condition, rule, or practice involving the University which the faculty member believes to be improper or in conflict with the faculty member’s civil rights. This procedure covers the full range of employment disputes, including those based on state and federal civil rights laws, other state and federal statutes, torts and public policies, and those involving terminations. The purpose of the process, however, is not to review such operating decisions as the opening and closing of a school or program, adoption or modification of an academic curriculum, adoption or modification of University policies and practices, which are the proper subject of University governance procedures, or the review of administrative appointments or termination thereof, which appointments are made at the sole discretion of the Board of Trustees and administration. As used in this procedure, the term “University” includes all of its schools, related entities, faculty, employees, representatives, agents, trustees, as well as their successors and assigns. 2.8.2 Institution of proceedings and definitions a. For full-time or part-time faculty employed by the University When reason arises for a full-time or part-time faculty member employed by the University, to question whether institutional error has occurred, or is about to occur, regarding or relating to that faculty member’s appointment or employment by the University, the aggrieved faculty member must file a grievance proceeding if he/she wants the alleged error redressed. b. For full-time or part-time faculty not employed by the University In some cases a faculty member, such as a geographic full-time faculty member, may hold a faculty appointment with the University while he/she is employed and compen- 85 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION sated pursuant to a contract or employee relationship with another organization. When reason arises for such a faculty member (not employed by the University) to question whether institutional error has occurred, or is about to occur, regarding or relating to that faculty member’s appointment by the University, the aggrieved faculty member must file a grievance proceeding under this University grievance policy if he/she wants the alleged error redressed. However, any issues relating specifically to the terms and conditions of his/her employment must be addressed through the procedures of the employing organization(s), and may not be addressed pursuant to this policy. In the event that there are issues that relate to both the University and the employing organization, they shall be addressed pursuant to this University grievance policy and the employing organization shall have the right to participate as a party. c. For faculty employed by the University, who hold administrative positions in the University Faculty members, employed by the University, who hold administrative positions and thus serve in those positions at the pleasure of the Board of Trustees, president, or dean are specifically precluded from using the grievance process for changes in such administrative duties. However, changes in their faculty appointments or relating to their employment are covered by this policy. d. For faculty not employed by the University, but who hold administrative positions in the University Faculty members, not employed by the University, who hold administrative positions and thus serve in those positions at the pleasure of the Board of Trustees, president, or dean are specifically precluded from using the grievance process for changes in such administrative duties. However, changes in their faculty appointments (but not relating to their employment) are covered by this policy. Any issues relating to the terms and conditions of their employment must be addressed through the procedures of the employing organization(s), and may not be addressed pursuant to this policy. 2.8.3 Filing the letter of intent In order to begin the process that eventually leads to a formal grievance hearing before a group of faculty peers, the faculty member must first file a letter informing the president or designee, with a copy to the dean or the appropriate administrator, of his/her intention to initiate the grievance process within a 45-day period. The letter of intent must state the problem at issue, the error believed to have occurred, efforts made to resolve the conflict, and the lowest-ranking administrative officer able to resolve the problem. To be timely, the letter of intent must be filed no later than 150 days from the date the action alleged to be an institutional error was communicated to the grievant except as extensions may be provided under the provisions of 2.8.6. 2.8.4 Resolving the grievance prior to a grievance hearing During the period between the filing of the letter of intent and the formal filing of the grievance, the grievant may choose a faculty member to be his/her advisor throughout the rest of the process. Members of IFAC are not eligible to serve as faculty advisors. All communication with administration, however, must be by the grievant. 86 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 Both the administration and the grievant are encouraged to mediate the grievance at this stage. This mediation, looking toward settlement, shall begin with the lowest-ranking administrative officer and shall proceed successively as needed to higher levels. If requested by the involved parties, the president or designee shall appoint a mediator acceptable to both parties who is a faculty member of the University. Mediation shall consist of informal discussions between the administrator(s), the party, and the mediator with the goal of resolving the grievance. No records shall be kept of the discussion during mediation. If the grievance is resolved to the satisfaction of the grievant through mediation, the grievant and the administration shall report this fact in writing to the president or designee, thus terminating the intent to file a formal grievance and resolving the grievance. If mediation has not led to settlement within the 45-day period after filing the letter of intent, the grievant shall file the formal grievance with the president or designee. 2.8.5 Initiating the grievance hearing Formal proceedings for faculty grievance shall commence with the filing of a Statement of Grievance. A full-time faculty member, as defined in 2.1.1, must file the grievance by submitting it in writing within 45 days of the submission of the letter of intent. The grievance shall be submitted to the president or designee who shall maintain the grievance records in a confidential and secure manner. If the aggrieved faculty member is unable to file the formal grievance within 45 days of filing the letter of intent, the faculty member may request, in writing before the expiration of the 45-day period, a continuance of the filing date for an additional 30 days in the case of illness as documented to the president or designee. The Statement of Grievance shall specifically state the problem at issue, the error believed to have occurred, the reasons for believing so, the relief to which the grievant claims to be entitled, and the lowest-ranking administrative officer able to resolve the problem. The written statement shall contain any factual or other data the grievant deems pertinent to his/her case. All further discussions in the grievance process will relate to this statement. Amendments to this statement may only be made with the permission of a simple majority of the Grievance Hearing Committee. In preparing the statement of grievance, the grievant may find it useful to consult such sources as the following: The University Faculty and Administrative Handbooks Letters of appointment Correspondence Two or more persons with essentially the same grievance may file a single grievance. If an individual files a grievance, and it is later discovered that one or more others are similarly affected, the others may ask to join the original grievant at any stage of the grievance procedure. The faculty grievance panel may also combine the grievances of two or more persons into a single grievance with the assent of the grievants, if the panel finds that the grievances can be combined without prejudice to the rights of any of the grievants. The president or designee shall forward the grievance to the chair of the faculty grievance 87 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION panel, indicating that mediation has not been successful and requesting that a grievance hearing be held, that a hearing committee be formed, and that the hearing commence within 30 days. 2.8.6 The grievance panels: make-up and appointment Two grievance panels exist as follows: faculty grievance panel for all faculty except the School of Medicine clinical faculty, and the School of Medicine clinical faculty grievance panel. The two panels are described below. a. The faculty grievance panel is a standing University body. Its membership is made up of at least 28 full-time faculty members of assistant professor rank or higher with a minimum of five years of full-time faculty experience at the University. It shall have at least three representatives each from the School of Allied Health Professions, School of Dentistry, Graduate School, School of Medicine, School of Nursing, School of Public Health, two representatives each from the faculty of the library and the Faculty of Religion, and six members-at-large chosen from the faculty of the University. An individual otherwise qualified to serve on the faculty grievance panel shall not be disqualified from serving because he/she is a department chair or section chief. The Interschool Faculty Advisory Council (IFAC) shall nominate at least two eligible faculty for each vacant position and the president will appoint the faculty grievance panel from among these nominations. Nominations and appointments shall be at annual intervals for a three-year term with approximately one-third of the members replaced each year. However, the panel members shall continue to serve until their successors have been appointed. The President’s Committee will select a slate of three names from the faculty grievance panel to serve as chair of the panel, from which the president selects the individual whom he/she appoints as chair. The chair will not be eligible to serve on a Grievance Hearing Committee. b. The School of Medicine clinical faculty grievance panel is a standing University body. Its membership is made up of at least 21 full-time clinical faculty members of assistant professor rank or higher with a minimum of five years of full-time faculty experience at the University. It shall have at least three representatives from clinical faculty who hold full-time appointments at the Jerry L. Pettis Memorial Veterans Medical Center. This panel shall hear grievances brought by full-time or geographic full-time clinical faculty members of the School of Medicine who are employed by organizations/groups other than Loma Linda University. Nominees (two for each vacant position on the clinical faculty grievance panel) shall be made by the Clinical Science Faculty Advisory Council; the president, in collaboration with the vice president for clinical faculty and the dean of the School of Medicine, will appoint the faculty grievance panel from these nominations. Nominations and appointments shall be at annual intervals for a three-year term with approximately one-third of the members replaced each year. However, the panel members shall continue to serve until their successors have been appointed. The President’s Committee will select a slate of three names from the clinical faculty grievance panel to serve as chair of the panel, from which the president selects the individual whom he/she appoints as chair. The chair will not be eligible to serve on a Grievance Hearing Committee. 88 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 c. The grievant may petition the appropriate grievance panel to extend the time limit allowed for filing a letter of intent for a maximum of 30 additional days. Should a two-thirds majority of the grievance panel consider the petition to have merit, the chair will communicate his/her rationale to the president who will, within 10 working days, determine whether the extension shall be granted. The decision of the president shall be final. The chair of the grievance panel shall be responsible for the education of the members of the grievance panel and the grievant about the grievance process. 2.8.7 The Hearing Committee A Grievance Hearing Committee consists of five members selected from the grievance panel. After receiving a request for grievance, the president or designee, in consultation with the grievant, and the chair of the grievance panel, shall set the time and place of the hearing, giving at least 30 days’ notice to the involved parties and the committee members. The president or designee shall send the grievant a list of a minimum of 10 committee members selected by the grievance panel chair on the basis of lack of conflict of interest and availability to serve on the Hearing Committee. If possible, at least two of the 10 members shall have had prior service on a hearing board and two shall be from the school where the grievant has a primary faculty appointment. No faculty member may serve on the Hearing Committee who is in conflict of interest as asserted by any involved party and as determined by the majority vote of the president or designee, the chair of the 1FAC, and either the chair of the University grievance panel or the chair of the School of Medicine clinical faculty grievance panel. Examples of committee members who would be in conflict of interest would include those with prior involvement in formal decision making related to the issues of the grievance, personal relationship with the grievant or involved administrators (including being from the same department or being directly related to any of the involved parties), or having a financial relationship with any of the involved parties. The grievant shall designate three preferred members, one of which must have a primary appointment in the same school as the grievant’s primary appointment. The president or designee shall select two from the remaining members and wherever possible one of these shall have a primary appointment in the same school as the grievant. The Hearing Committee chair shall be appointed by the chair of the faculty grievance panel. If a grievant fails to designate, in part or whole, his/her selections for the Grievance Hearing Committee within 14 days, the chair of the relevant grievance panel shall appoint from among the 10 persons submitted to the grievant sufficient persons to constitute a Hearing Committee of five members. The chair of the Hearing Committee shall be appointed by the chair of the relevant grievance panel. If any person designated for appointment to a Hearing Committee by a grievant is unavailable or unwilling to serve, the chair of the relevant grievance panel, in consultation with the grievant, shall designate one of the remaining grievance panel members who does not have a conflict of interest to serve. Again, in this selection process, wherever possible, two of the five members shall hold primary appointments in the same school as the grievant. Service as a mediator or member of a Grievance Hearing Committee is within the course and scope of the employment of the participating faculty member for the purposes of the indemnification provision of Article XIII of the University’s corporate bylaws. 89 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION 2.8.8 Burden of persuasion The burden of persuading the Hearing Committee that the actions or inactions of the University were not proper rests upon the grievant and shall be satisfied only by clear and convincing evidence that the institution was in error. 2.8.9 Order of hearing The grievant and the involved administrator(s) shall each submit a list of witnesses to the Hearing Committee chair at least seven working days prior to the hearing. The chair shall send a description of the order of the hearing to both the grievant and administrator three working days before the hearing to assist them in preparation. 2.8.10 Hearing procedure It is the responsibility of the Hearing Committee chair to have a taped record of the hearing made and kept securely. Should the grievant or the administration wish to have a certified shorthand reporter present, the party requesting the reporter will be solely responsible for the expenses associated with such service and shall provide the other parties with a certified copy of the transcript. The Hearing Committee chair will be responsible to keep the resulting record secure. During the hearing process, the hearing record is to be made available upon request only to the Hearing Committee, the involved administrator, and the grievant. The chair of the Hearing Committee shall have sole discretion for determining all procedural issues not specifically discussed herein. Subsequent to the completion of the grievance process, the faculty member or administrator may request a recording of the hearing phase but not of the deliberation phase of the grievance process. The grievant, his/her advisor, and the involved administrator(s) shall have the opportunity to be present and participate during all argument and presentation of evidence. Each party shall have the right to confront and question the witnesses of the other. Witnesses are to be present only when testifying or responding to questions. Technical rules of evidence are not applicable. However, the grievant and the involved administrator(s) may submit oral, written, or documentary evidence or argument, and may inspect written and documentary evidence offered by either party. The faculty member may make an opening statement followed by an opening statement by the administration. The chair of the Hearing Committee shall set the order of the presentation of evidence and, upon notifying all parties, may exclude irrelevant or unduly repetitious evidence or argument and at all times shall have final authority to conduct the hearing. The grievant and administration shall each have four hours to present their arguments and question witnesses. If possible, the hearing should be completed in one day. These times may be extended at the sole discretion of a two-thirds majority of the Hearing Committee. At the conclusion of the hearing, the grievant. followed by the involved administrator, shall be accorded time for a summation. Cancellation of scheduled hearings shall be available only upon documentation of hardship. Although either party may consult an attorney outside of the grievance process, attorneys are not permitted to be present at the hearing, to submit written arguments, or to intervene in the process in any manner. Violation of this policy, at the discretion of the Hearing Committee, may result in termination of the hearings and referral of this information to 90 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 the president for further processing. The Hearing Committee shall cooperate to help the grievant obtain relevant, nonproprietary, non-alleged evidence which the committee considers pertinent, or witnesses which the committee considers germane, but the University has no obligation to incur expenses for this purpose. It is the role and duty of witnesses to testify to the relevant facts which are true of their personal knowledge. All witnesses shall be protected against retaliation for their truthful testimony and persons interfacing with and retaliating against any witnesses shall be subject to University discipline. The Hearing Committee shall complete its hearing within 90 days of the date the hearing is requested by the grievant. There shall be no disclosure by the Hearing Committee or any of its members of the evidence received during the hearing, nor of the deliberations of the Hearing Committee except as provided in the next paragraph. 2.8.11 Findings, recommendations, and decision At the conclusion of the hearing, the Hearing Committee shall deliberate privately to reach its findings. As promptly as is consistent with due deliberation, and normally within 14 days, the Hearing Committee shall submit its findings in writing. The findings of fact and the decision shall be based solely on evidence in the hearing record which is given probative weight by individuals of reasonable intelligence in the course of everyday affairs, and shall be directed to the grounds for grievance as defined in the document. The findings shall summarize the evidence and state whether the burden of persuasion is met as set forth in 2.8.8. The Hearing Committee shall be fact-finding, and its findings shall be advisory only and shall not be binding on the parties or the University president. The findings shall be provided to both parties prior to being submitted to the president. Within seven days, each party may append to the findings a brief statement provided by them to the chair of the Hearing Committee. Within 10 working days thereafter, a copy of the findings, with the parties’ statements attached, together with all documentary evidence, shall be given to the president of the University and to both parties. The stenographic or taped record shall be kept for at least five years, after which it can be erased or destroyed at the discretion of the president. A copy of the stenographic or taped record shall be made for either party at its request. In addition, with a responsible member of the University present, either party may, at any time before a stenographic or taped record is destroyed, read or listen to the original at a time and place that is set by the president or designee. The president’s decision shall be made within 30 days following receipt of the findings. If the president questions the findings of the Hearing Committee, the president shall consult with the Hearing Committee regarding those questions and shall provide an opportunity for response by the Hearing Committee before reaching a final decision. If the president finally decides to reject all or part of the findings of the Hearing Committee, the president shall state in writing, as part of his/her final decision, reasons for rejecting all or part of the findings and for rendering a different decision. The president’s decision shall be made known in writing to the Board of Trustees with notification to the grievant, the administrative officer against whom the grievance was filed, and the chair of the Hearing Committee. 91 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION If the grievant decides to protest the decision of the president of the University, he/she shall, within 14 days of notification of this decision, make a written appeal to the Board of Trustees. The grievant is accorded a hearing by a committee of not less than three Trustees appointed by the chair of the Board of Trustees which committee shall report its recommendations to the Board of Trustees. The Board of Trustees’ decision shall be final and binding on both the grievant and University unless submitted to binding arbitration pursuant to 2.9.0. 2.9.0 Legal recourse 2.9.1 Introduction If a faculty member disputes the decision of the Board of Trustees about his/her faculty grievance, arbitration shall be the exclusive remedy for resolving any such arbitrable disputes and the decision of the arbitrator will be final and binding on all parties. a. Specifically, arbitrable disputes are those that: (1) had been timely initiated and processed through the University’s grievance procedure, and (2) were not resolved through the University’s grievance procedure, and (3) arose out of, or are related to, an employment dispute as defined in 2.8.1. b. Any arbitration pursuant to this procedure shall be governed by the arbitration procedure described below, the Federal Arbitration Act (“FAA”) and the Judicial Arbitration Mediation Services (“JAMS”) Arbitration Rules and Procedures for Employment Disputes in effect at the time. The FAA and JAMS rules are kept on file in the office of the vice president for academic affairs and the faculty member will be given a copy upon request. c. The rights of the parties under this procedure are the same as those available to them in a court of competent jurisdiction except to the extent that those rights are contrary to the provisions of this procedure. d. If the applicable statute of limitations provides a longer period of time in which to initiate a claim, the grievance will be considered timely if the employee initiates the grievance and arbitration procedure within the period of time allowed by that statute of limitations and, thereafter, follows the steps of the procedure in a timely manner. 2.9.2 Binding arbitration procedure. a. The arbitration of the grievance shall be conducted before an impartial professional arbitrator provided: (1) That the grievant requests arbitration in writing within 30 calendar days of date of the Board of Trustee’s written decision. 92 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 (2) Within 21 calendar days of receipt of a written request to arbitrate, the parties shall select an arbitrator. The parties should attempt to agree on any retired judge affiliated with JAMS to serve as an arbitrator. If the parties are unable to agree, JAMS will provide a list of three available judges. The employee shall strike one name, then the University shall strike one name, and the remaining judge shall serve as an arbitrator. b. The arbitration hearing shall be held at a time agreed upon by the grievant, the University, and the arbitrator but shall commence not later than 60 days after the selection of the arbitrator unless continued for the reason stated in 2.9.2d. The arbitrator shall have the authority to call witnesses and hear relevant testimony under oath. The arbitrator shall render his/her opinion orally at the close of the hearing. This award shall be final and binding as to both the grievant and the University. The arbitrator shall have the authority to award only such remedies as could be awarded by a court under the applicable substantive law. The arbitrator shall not have the authority to make an opinion or award which has the effect of altering, amending, ignoring, adding to, or subtracting from existing University policies and practices. c. The grievant and the University each may file a pre-hearing statement of facts and position with the arbitrator. However, post-hearing briefs shall not be permitted. d. The grievant and/or the University may elect to be represented by legal counsel in the arbitration. The expense of such counsel shall be the sole responsibility of the party engaging counsel, and shall not be apportioned as provided in 2.9.2e. A party intending to use legal counsel shall give the other party written notice of the intent to use counsel 15 days before the hearing. The party receiving this notice may also use legal counsel at the hearing. In the event that a party or counsel needs additional time in which to prepare for the hearing, the party may request the arbitrator to continue the hearing date for a period not to exceed 30 days. e. Arbitration is intended to provide a less time-consuming, less expensive, and less complicated means of settling employment-related disputes. Therefore, discovery will be allowed only to the extent that it is necessary and appropriate as determined by the arbitrator. However, under no circumstances, will discovery be permitted that is broader than that which is allowed by the Federal Rules of Civil Procedure. The arbitrator may issue subpoenas to compel the testimony of third party witnesses or the production of documents. At a minimum, each party shall have the right to take one deposition. f. The University and the grievant shall each pay one-half of the arbitrator’s fee. Any party desiring a transcript of the hearing or a written opinion shall pay the fee for that service. g. In the event that any paragraph, or provision within a paragraph, of this grievance and arbitration procedure is determined to be illegal or unenforceable, such determination shall not affect the validity or enforceability of the remaining paragraphs, or provisions within a paragraph, all of which shall remain in force or effect. 93 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION 2.10.0 Sex discrimination 2.10.1 Rationale a. The University is committed to equal education and employment opportunities for men and women and does not discriminate on the basis of sex in its education and admissions policies, financial affairs, employment programs, student life, and services. b. Compliance with law and policy requires that the University appoint a Title IX compliance officer and provide a procedure for the prompt and equitable resolution of student and employee complaints of sex discrimination. 2.10.2 Prohibited acts and legal responsibilities a. Sex discrimination is against the law. Title IX requires that: “No person in the United States shall', on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving federal financial assistance. Sex discrimination is treating a person differently because of that person's gender Sex discrimination is prohibited in student admissions, academic requirements, and rights and privileges of enrollment, benefits and services, access to employment, hiring and promotion, compensation, job assignment, leave of absence, and fringe benefits. ” b. The University substantially complies with Title IX of the Education Amendments of 1972, excepting only those provisions which conflict with teachings, practices of the Seventh-day Adventist Church regarding morality, deportment, and appearance, pursuant to express exemption by the Assistant Secretary of the United States Department of Education (Sec. 86.21, 86.31, 86.40 and 86.47(b)) and reserving such federal and state constitutional and statutory rights as may apply to a religious nonprofit employer under state and federal law. 2.10.3 Coordination The Title IX coordinator is the University affirmative action officer. That person is: W. Augustus Cheatham, MSW Vice President for Public Affairs Magan Hall, Room 101 Loma Linda University Loma Linda, CA 92350 (909) 558-4544 2.10.4 Eligibility to file grievance Any faculty member, employee, or student may file a grievance alleging a violation of Title IX with the Title IX coordinator. In cases where the alleged discriminatory conduct is in the nature of sexual harassment, the grievance shall be pursued under the University’s Sexual Harassment Policy. 94 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 2.10.5 Grievance filing Grievances filed with the Title IX coordinator shall be in writing and provide the following information: name and address of grievant(s); nature and date of alleged violation; names of persons responsible for alleged violations (where known); requested remedy or corrective action; and any background information that the grievant believes to be relevant. 2.10.6 Grievance form A grievance form shall be prepared by the Title IX coordinator to facilitate the filing of the grievance. These forms may be obtained from the Title IX coordinator. 2.10.7 Procedures a. Because of the legal prohibitions against sex discrimination and to assure speedy and complete resolution of these issues, the University has established informal mediation procedures and formal grievance procedures for handling complaints involving sex discrimination. Informal procedures may be utilized but are not required to precede the formal procedures. In describing these procedures, complainant refers to any student, faculty member, or employee who complains about sex discrimination. Respondent refers to any student, faculty member, or employee who is accused of sex discrimination against a student, faculty member, or employee, or, in the case of a complaint against a policy, the school or University which is accused of discrimination by policy. If a complaint is directed against an individual who would otherwise play a role in investigating and attempting to resolve the complaint, the function assigned to that person by these procedures will be delegated to another person designated by the appropriate dean of a school or administrator. b. Informal procedures: University ombudspersons panel The president shall appoint a panel of three to five members to serve as counselors and third party ombudspersons to members of the University community. Terms of appointment shall be two years. The function of a University ombudsperson shall be to attempt to resolve informally complaints of sex discrimination brought to them by members of the University community. Any student, faculty, or staff member may select an ombudsperson of his/her choice from the panel. Informal proceedings may also be initiated by an administrative official of the University. Each ombudsperson will function individually to mediate complaints, but all ombudspersons will follow consistent procedures. Training of ombudspersons shall be the responsibility of the Title IX coordinator. Ombudspersons shall: (1) Listen to the complaint and assist the complainant in clarifying his/her experiences and concerns (2) Advise complainant on his/her options, both informal and formal 95 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION (3) Inform the responsible dean of the school or administrator before any inquiry is begun (4) Attempt to work out a satisfactory solution between complainant and University or other accused (5) If both parties are satisfied with the outcome of the ombudspersons process, the matter ends there. (6) If the respondent is not willing to participate in the ombudsperson process, the ombudsperson will inform him/her of the formal procedures and will explain the options available to him/her. (8) If the complainant is not satisfied with the outcome, he/she may take the matter through the appropriate formal grievance procedures as set forth below. c. Formal procedures Formal procedures may be initiated by the aggrieved person or an administrative official of the University subsequent to the failure of informal efforts to resolve the problem. A formal grievance relating to a complaint of sex discrimination may be initiated by any student, faculty member, or employee, either in lieu of informal efforts or where informal efforts have failed. 2.10.8 Investigation prior to formal action a. A complainant wishing to make a formal complaint and have it pursued should file it with the Title IX coordinator, who will consult with the appropriate dean or administrative officer to determine the method by which the investigation will be conducted. b. The purpose of the investigation is to establish whether there is a reasonable basis for believing that the alleged violation of Title IX has occurred. In conducting the investigation, the appropriate administrator will be assisted by no more than three persons who may interview the complainant, the accused, and other persons believed to have pertinent factual knowledge. At all times, the administrator conducting the investigation will take steps to ensure confidentiality. c. The investigation will afford the respondent a full opportunity to respond to the allegations. d. Possible outcomes of the investigation are: (1) A judgment that the allegations are not warranted; (2) A negotiated settlement of the complaint; or (3) Institution of formal action describing in succeeding sections of this policy. 96 APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION: CHAPTER 2 2.10.9 Process of taking formal action a. Formal action regarding complaints of sex discrimination will be taken by one of the following individuals: (1) If the respondent is a faculty member, graduate assistant, or employee responsible to an academic administrator, or if the complaint involves the policy of a school, formal action will be taken by the dean of the school of the respondent or by the dean’s designee. (2) If the respondent is an employee of a non-academic unit of the University, formal action will be taken by the supervisor who makes decisions about the employment status of the respondent, or, in the case of a policy alleged to be violative of Title IX, action will be taken by the vice president for financial affairs. (3) If the allegations involve a University-wide academic policy or practice, formal action will be taken by the vice president for academic affairs or the vice president’s designee. b. If, after reviewing the report of the investigation, the appropriate administrative official as described in 2.10.3 concludes that there is a reasonable basis for believing that the alleged violation of this policy has occurred and a negotiated settlement cannot be reached, a formal action will be taken. 2.10.10 Protection of a complainant and others a. Investigation of complaints will be initiated only upon a written complaint. The complainant will be informed fully of steps taken during the investigation. b. All reasonable action will be taken to assure that complainant and those testifying on behalf of the complainant or supporting the complainant in other ways will suffer no retaliation as a result of their activities in regard to the process. Steps to avoid retaliation might include: (1) Lateral transfers of one of more of the parties in an employment setting and a comparable move if a classroom setting is involved, and (2) Arrangements that academic and/or employment evaluations concerning the complainant or others be made by an appropriate individual other than the respondent. 2.10.11 Protection of the respondent a. At the time the investigation commences, the respondent will be informed of the allegations, the identity of the complainant, and the facts surrounding the allegations. b. In the event the allegations were not substantiated, all reasonable steps will be taken to restore the reputation of the respondent if it was damaged by the proceeding. c. A complainant found to have been intentionally dishonest in making the allegations or to have made them maliciously is subject to University discipline. 97 CHAPTER 2: APPOINTMENT, DISCIPLINE, RECOGNITION, AND TERMINATION 2.10.12 Protecting both parties a. To the extent possible, the proceedings will be conducted in a way calculated to protect the confidentiality interests of both parties. b. After the investigation, the parties will be informed of the facts developed in the course of the investigation. c. The parties will be informed within 30 days about the outcome of the proceedings. 2.10.13 Education as a key element of University policy Educational efforts are essential to the establishment of a campus environment that is as free as possible of unlawful sex discrimination. There are at least four goals to be achieved through education: a. Ensuring that all faculty, employees, and students are aware of their rights; b. Notifying faculty, employees, and students of discriminatory conduct that is prohibited; c. Informing administrators about the proper way to address complaints of sex discrimination; and d. Helping educate the insensitive about the problems this policy addresses. 2.10.14 Preparation and dissemination of information The office of the president is charged with distributing copies of this policy to all current members of the University community and to all those who join the community in the future. An annual letter from the office of the affirmative action officer will be sent to all faculty and staff to remind them of the contents of the Sex Discrimination Policy including the provisions added to it by this policy. A copy of the Sex Discrimination Policy will be included in student, faculty, and employee-oriented materials. In addition, copies of the policy will be made continually available at appropriate campus centers and offices. 98 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 1998 Loma Linda University Faculty Handbook Chapter 3 Faculty functions and responsibilities 99 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES Chapter 3. Faculty functions and responsibilities 3.1.0 Academic freedom 3.2.0 Academic responsibility 3.3.0 Responsibilities of faculty 3.3.1 Faculty workload 3.3.2 Educational responsibilities 3.3.3 Committees and sponsorships 3.3.4 Faculty participation in faculty meetings and organizations 3.3.5 Professional attitudes and growth 3.3.6 Corporate compliance 3.3.7 Reporting professional activities 3.3.8 Budget 3.3.9 Facilities, equipment, and library collection 3.3.10 Professional activities external to school or University 3.3.11 Conflict of interest 3.3.12 Disputes between faculty members 3.4.0 Research 3.4.1 Responsibilities of faculty toward research 3.4.2 Organization of University research 3.4.3 Institutes and centers 3.4.4 Sponsored research 3.4.5 Research involving humans 3.4.6 Research involving animals 3.4.7 Research involving radioactive and/or ionizing materials 3.4.8 Research equipment 3.4.9 Publication of research results 3.4.10 Intellectual properties and derived royalties 3.4.11 Research misconduct 3.4.12 Guidelines for attendance and presentations at professional meetings during the Sabbath hours 3.5.0 Functions of a faculty member when serving as a department chair 3.6.0 Professional leaves 3.6.1 Study leave 3.6.2 Sabbatical leave 3.6.3 Service leave 3.6.4 Personal leave 3.7.0 Advanced education 3.7.1 Application for advanced education 3.7.2 Budget provision 3.7.3 Grants for advanced education 3.7.4 Agreements and finances for advanced study 3.7.5 Reimbursements of expense for doctoral degrees 3.7.6 Retirement service credit 100 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 3.8.0 3.9.0 3.10.0 3.11.0 3.12.0 3.13.0 3.14.0 3.15.0 3.16.0 3.17.0 3.18.0 3.19.0 3.20.0 Professional membership, convention, and travel allowance 3.8.1 Organization memberships 3.8.2 Convention and travel allowances 3.8.3 Flight by private aircraft 3.8.4 Special travel Reimbursement for outside instructional personnel 3.9.1 Guest lecturers 3.9.2 Consultants 3.9.3 Contract teachers 3.9.4 Continuing education lecturers 3.9.5 Method of reimbursement Teaching notes Copying and off-air recording 3.11.1 What is the scope of copyright coverage? 3.11.2 Permissible uses of copyrighted or other material 3.11.3 Copying for classroom and research use 3.11.4 Off-air taping of broadcasts 3.11.5 Copying and use of computer programs 3.11.6 Penalties for copyright violations are severe 3.11.7 Library reserve guidelines Computer, Network, Intranet, Extranet, and Internet Use 3.12.1 Ethical use of LLU computer resources 3.12.2 Use of University administrative computer systems 3.12.3 Network use 3.12.4 Internet, Extranet, and Intranet access and use University subpoena policy Communication with accrediting organizations 3.14.1 Western Association of Schools and Colleges (WASC) 3.14.2 Professional accrediting organizations Questionnaires, directories, student/faculty lists 3.15.1 University replies for questionnaires and directories 3.15.2 Release of faculty and student listings 3.15.3 Telephone directory Keys University property and equipment Personal property Solicitation and vending Endorsement 101 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES 3.21.0 Parking 3.22.0 Telephone use 3.23.0 Public relations 3.24.0 Security 3.25.0 Safety 3.25.1 Office of hazardous materials safety (OHMS) 3.25.2 Office of radiation safety (ORS) 3.25.3 Office of loss control/safety (safety office) 3.26.0 Care of children 102 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 Faculty functions and responsibilities 3.1.0 Academic freedom As a university with its roots in both the Christian faith and the scientific model for the pursuit of truth, Loma Linda University is dedicated to the open search for knowledge and understanding from these complementary avenues and their Originator. As a health sciences university, Loma Linda University is particularly committed to academic freedom in research in the health-related disciplines and in the dissemination of this knowledge. Because of the commitment to the complementary relation of science and scripture, the University is also dedicated to research and dissemination of knowledge in the Christian faith. The Board of Trustees expects that, in this pursuit and dissemination of knowledge, faculty and students will respect the current statement of fundamental beliefs of the Seventh-day Adventist Church. Loma Linda University subscribes to the following concepts relating to academic freedom: a. Faculty members have full freedom to pursue study and research germane to their interests, and to that of their academic appointment, and to publish the results of their research (see 3.4.0). b. Faculty members are entitled to freedom in the classroom in discussing the subject they have been appointed to teach, but should avoid discussing controversial matters as an expert when unqualified. c. Prior to public presentation or publication of research results which may have an impact on the public perception of the health-care practices of Loma Linda University Medical Center, the faculty member will discuss those results with the Loma Linda University Medical Center office of public affairs. d. When speaking as private citizens, faculty members must make every effort to state that they are not speaking as spokespersons for the University. Society expects restraint and self-discipline from the faculty of a church-related university. The University faculty member enjoys a status and authority among Seventh-day Adventists that demands responsibility in any statement of ideas by the faculty member, especially in issues of controversy and sensitivity that affect the Church. A faculty member who believes his/her academic freedom has been violated in a way that has affected the terms of his/her appointment and/or employment has recourse to the grievance procedures (see 2.8.0). 3.2.0 Academic responsibility The enthusiasm of faculty members and students for exploring the growing edge of knowledge must be balanced by academic responsibility for the impact of their influence in word and example 103 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES upon others. Academic responsibility includes honesty, differentiation between evidence and conclusions, willingness to re-examine conclusions, openness to new evidence, and respect for those of differing viewpoints. The greatest breach of academic responsibility is misrepresentation, either by intent or by failure to investigate sufficiently. Additional examples of failure to exercise academic responsibility on the part of a faculty member include: a. Academic or professional conduct that brings discredit to the institution, to an academic discipline, or to an individual in a manner that is illegal, unethical, or violative of individual or institutional rights and process, as defined in this Handbook b. Using position and authority to persuade, rather than presenting convincing evidence c. Any action that infringes on the academic freedom of others to teach, to research, to question, or to test hypotheses d. Disregard of the confidentiality of information obtained from patients and their records, students and their records, administrative committees, faculty records, etc. e. Clinical use of therapeutic modalities which are not currently acceptable unless approved by the appropriate Institutional Review Board The University has a responsibility to deal justly, kindly, and cautiously when confronted with instances of apparent academic irresponsibility, but also has an obligation to intervene quickly when academic irresponsibility appears to have occurred. 3.3.0 Responsibilities of faculty The faculty member’s responsibility encompasses education, research, and/or service. The faculty member is responsible to the department chair in meeting the needs of the school and the University. The faculty member demonstrates loyalty to the mission, policies, standards, and regulations of his/her department, school, and the University, and follows the administrative policies set up by the University and the individual school. 3.3.1 Faculty workload a. Each school shall develop and adopt a faculty workload policy appropriate to its various programs and faculty. Such a policy shall serve as the basis of agreement between faculty members and their respective department chair, division head, or dean as to expected workload. The policy shall make provision for an annual review of faculty jointly with faculty members and department chair, division head, or dean. b. School faculty workload policies shall take into consideration education, research, and service, including clinical and administrative responsibilities. 104 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 (1) For the educational workload, consideration shall be given for formal instruction of students, including number of classes taught, lectures given, time for class preparation, development of new courses or lectures, and evaluation procedures (grading, examinations, observations). Other activities, including research advising, supervising directed study, student advisement, student counseling, and recruitment are also to be factored into the educational workload. Clinical education in the care of ambulatory and/or inpatients may also be part of the educational workload. (2) For the research and scholarly workload, consideration will be given both for basic and applied research and scholarly activities. Specific consideration will be given to the amount of time designated to the faculty for research as well as the assignment of institutional resources, including intramural funds, technical assistance, supplies, and laboratory space. (3) For the service workload, consideration will be given for professional service rendered, specifically the quantity and scope of the clinical responsibilities and the time allocated for these activities. Institutional service, including committee assignments at the division, department, school, or University level, shall be reckoned as part of the service workload. Assigned administrative responsibilities are also viewed as part of service workload. Community service, consultations, church, and international services are included in this category if administratively assigned. 3.3.2 Educational responsibilities a. Curriculum To contribute toward curriculum development by keeping informed of changes in his/her discipline or area of specialization and by communicating his/her ideas either as a member of his/her school’s curriculum or to his/her department’s representative on that committee b. Subject matter and methods of instruction (1) To bring together literature, audiovisual materials, observations, experiments, and/or clinical or field experience in a manner to create a climate promoting student learning and Christian growth and wholeness (2) To present and explain these learning materials with clarity, and with the appropriate use of well-prepared teaching aids (3) To conduct all aspects of the instruction with a spirit of openness to and inclusiveness of all students, irrespective of their religious affiliation, gender, age, disabilities, learning differences, ethnicity, race, or nationality and in a way which avoids stereotyping or stigmatization 105 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES (4) In conducting all aspects of the instruction, to recognize and be sensitive to learning differences, documented disabilities, and other identified special needs of individual students while remaining consistent with good academic practice (5) To meet all classroom or clinical teaching appointments and to consult with the division head or department chair before canceling such appointments c. Academic standards (1) To evaluate, grade, and promote individual students according to criteria which are developed by the departmental faculty committee and which are made clear to the students (2) To provide reasonable accommodation for students with documented disabilities to assist them in meeting the academic standards developed for c.(l) above (3) To report evaluations to the appropriate administrative office within designated time limits d. Student academic advisement and counseling (1) To know the work of his/her students well enough to advise the student who is not making adequate progress and also to advise the department chair and dean of this fact (2) To counsel assigned students within the department regarding specific learning problems and in personal aspects of life which influence the educational process, and to hold inviolate confidential information about the student himself/herself or other unless permission is given by the student (3) To conduct all aspects of advisement and counseling with a spirit of openness to and inclusiveness of all students, irrespective of their religious affiliation, gender, age, disabilities, learning differences, ethnicity, race, or nationality. (4) To refer students as he/she deems necessary to the counseling center, student assistance program, the school’s associate dean of students or the equivalent, or to a chaplain (5) To report to the department chair and the dean of the school all breaches of the code of ethics (6) To have regular office hours posted and approved by the department chair or section chief or be reasonably accessible to students by appointment through the departmental administrative secretary 106 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 e. Research and/or clinical practice (1) To participate in research or other scholarly activity as a complementary activity to teaching (2) To participate as assigned by department chair or division head, in the practice of the clinical discipline 3.3.3 Committees and sponsorships a. Recommended limitation: to serve on no more than one University-wide committee, and two school committees, and to be sponsor for no more than one student group. The department chair may adjust the workload if the recommended totals are exceeded. b. To respect confidentiality and to leave to the authorized member of the committee the release of information regarding actions and discussions of the committee 3.3.4 Faculty participation in faculty meetings and organizations a. To attend departmental and school-wide faculty meetings when called b. To participate in the University-wide Faculty Forum and to inform himself/herself of its activities by reading Forum mailings and/or published reports in the official University paper, TODAY 3.3.5 Professional attitudes and growth a. To accept responsibility for maintaining the highest standards of excellence in his/her area of special knowledge, including both skills and attitudes needed for the most effective implementation of his/her assigned activities b. To participate actively in his/her field by attending professional meetings and by keeping up with the literature in his/her field c. To participate in faculty growth workshops and seminars offered by the University d. To strive to inspire his/her students by a personal example of a love of learning, a quest for knowledge, and a spirit of service to mankind e. To encourage, assist, and support colleagues, particularly junior members, in his/her section, department, or school 3.3.6 Corporate compliance a. Code of compliance ethics The following statement of corporate policy constitutes the code of compliance ethics of Loma Linda University (LLU). It affirms LLU’s corporate policy of conducting business and operations in accordance with both the law and the highest standards of 107 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES Christian ethics. The interested reader is referred to the mission, vision, and value statements of LLU and other relevant LLU publications in order to obtain a more complete understanding of LLU’s legal and ethical standards. (1) LLU requires all employees to comply with all laws and regulations to which it is subject. When the application of a law or regulation is uncertain, the guidance and advice of the University’s legal counsel shall be sought. (2) LLU’s policy is to maintain contacts with governmental officials and other government personnel, whether directly or indirectly, as proper business relationships. Such contacts must never suggest undue influence upon such persons or cast doubt on LLU’s integrity. Furthermore, LLU is committed to ensuring the accuracy of all filings with the government. (3) LLU is dedicated to providing medically necessary health care to patients without regard to race, creed, color, national origin, gender, religion, or disability. Admissions, transfers, and discharges are made in accordance with clinical need and with applicable laws and regulations. (4) LLU maintains accurate and reliable corporate records which disclose all disbursements and other transactions to which LLU is a party. (5) LLU requires the undivided loyalty of its employees in the exercise of their University responsibilities. Except as may be otherwise approved by the Board of Trustees or an appropriate committee thereof, personal investments or other activities which may create, or give the appearance of, a conflict of interest are to be avoided. The LLU Board of Trustees has adopted the foregoing code of compliance ethics to apply to LLU. All employees are expected to adhere to its terms. b. General legal duties LLU is committed to complying with all applicable laws. The observance of all laws governing business activity is of the utmost importance to LLU’s continued success. Toward this end, LLU intends to avoid even the appearance of wrongdoing because such appearances, however innocent, may lead to expensive and time-consuming litigation and adverse publicity. While it is not practical to attempt to list all laws to which LLU is subject, it is obvious that neither LLU nor its employees should encourage or participate, directly or indirectly, in such activities as theft, fraud, embezzlement, bribery, misappropriation, or conversion of property, false statements to the government, discriminatory employment practices (except where allowed by applicable law), unsanctioned boycotts and violations of environmental or workplace safety laws. Employees should not engage in any fraudulent, deceptive, or corrupt conduct toward LLU, its customers, suppliers, contractors, employee representatives, or anyone else with whom LLU has business associations. Examples of prohibited activities include kickbacks, inflated billings and the offering, accepting, or soliciting, directly or indirectly, of money, goods, or services where the purpose of the action is to influence a person to act contrary to the interest 108 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 of his/her own employer or principal or fiduciaries. LLU employees should not ask for or accept gifts or gratuities from customers or suppliers of LLU. Two of the legal duties with which LLU must comply are, stated broadly, the prohibitions against false statements of material fact and against kickbacks. Both of these duties are closely linked to documents. To meet the first duty, the LLU compliance plan focuses on what statements are included in documents submitted in connection with the provision of benefits and on the retention of documents which establish that the statements made are not false. To meet the second duty, the plan must monitor contracts or sales arrangements to ensure that LLU entities’ representatives are not altering their basic terms and creating illegal remuneration arrangements. c. Violations of law All violations of law occurring on LLU’s business property must be immediately reported to LLU security which in turn shall promptly report material violations to the chief of corporate compliance. Some violations of law occurring off premises may be of such significance as to require reporting to the chief of corporate compliance; for example, offenses which would affect a health-care provider’s license, an LLU vehicle driver’s license to operate an LLU vehicle, or controlled substance or substance abuse violations that call into question the employee’s ability to perform his/her tasks. An employee convicted of violating a reportable law must report such a conviction in writing to his/her superior within five business days of its occurrence. Supervisors who receive written notice from an employee of that employee’s arrest or conviction shall report that notice to the chief of corporate compliance within one business day of receipt of the notification. Arrests and convictions reported by an employee shall be reviewed by the chief of corporate compliance and/or general counsel to determine whether the employee’s unlawful conduct requires employee reassignment, training, or otherwise affects or violates the requirements of the compliance plan. d. Investigation It is the policy of LLU to investigate allegations of wrongdoing and violation of the law. All employees are responsible to report to the chief compliance office facts which indicate wrongdoing and illegal activities within or on behalf of the University. The University shall determine through its process as to whether the allegation is well founded or whether it warrants reporting to enforcement authorities. The chief compliance officer shall consult with general counsel (and any outside experts deemed necessary) in order to comply with this policy. Unless immediate reporting is required to prevent personal injury, property damage, bodily harm, or damage to the environment, or is otherwise mandated by law, the chief compliance officer and/or the general counsel will endeavor to consult in advance with the chief executive officer and the Board before reporting suspected violations of the law to third parties. 109 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES If, after a thorough internal investigation, the LLU corporate compliance officer decides to make a report to the authorities, he/she will assure that: (1) such report is “made under the direction” of LLU and to the appropriate governmental authorities, as defined in the Federal Sentencing Guidelines, Sec. 8C2.5, Application Note 11; and (2) such report is “both timely and thorough,” as defined in Sec. 8C2.5, Application Note 12, of the Federal Sentencing Guidelines. e. Discipline All faculty and employees who have clinical responsibilities within entities which compose the Loma Linda University Adventist Health Science Center (LLUAHSC) must attend a discipline-specific, mandatory training session on coding, resident supervision, billing, and record documentation requirements and must maintain compliance with all such requirements as mandated by any and all third party payors. At the discretion of the chair, any or all of the following may occur prior to employment termination for repeated lack of compliance with the above items: (1) If, upon audit of the clinical provider’s billing and clinical medical record documentation practices, a significant number of out-of-compliance items are found, the clinical provider will be required to attend mandatory training sessions. (2) The dean, in cooperation with the department chair, will work with the clinical provider to determine if there are any tools that can be provided to facilitate compliance. (3) If the clinical provider continues to have a significant number of out-ofcompliance billings and/or clinical record documentations issued, his/her bills and/or records will be subjected to 100 percent audit before bills are sent out. The clinical provider who continues to be non-compliant shall be disciplined up to and including termination. 3.3.7 Reporting professional activities a. To complete the Annual Academic Report and turn it in to the appropriate administrative office within the designated time limit b. To complete other reports requested by school or University administrators 3.3.8 Budget a. To provide input into the budget priorities set for the department b. To make requests upon receiving adequate budget information 110 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 3.3.9 Facilities, equipment, and library collections a. Through the department chair and in cooperation with department faculty, to participate in requesting space, equipment, and library acquisitions b. To properly use and protect all materials under his/her care and to report loss or need to repair 3.3.10 Professional activities external to school or University The University recognizes and encourages in its faculty the values they place on corollary professional interests as they encompass the community or other institutions. Internal and external activities resulting from such professional interest are subject to stated limits set by the University to maintain a balance of competing interests. Full-time faculty members (FT/U), after obtaining written approval from their dean, may engage in extra income-producing professional activities which do not raise questions of conflict of interest. a. The responsibility for the application of policies regarding professional outside activities and for the integrity and significance of each extramural project rests primarily upon the individual faculty member. b. The criteria used in consideration before approval is granted are as follows: (1) The outside activity is necessary for recertification, for retention and improvement of clinical skills, or for continuing education requirements. (2) The outside activity will increase the teaching or scholarly competence of the faculty member or be of service to the larger community. The University encourages activity which is consistent with the faculty member’s time in his/her responsibilities of teaching, academic advisement, and research. (3) The outside activity will be secondary and will not encroach on the faculty member’s time in his/her responsibilities of teaching, academic advisement, and research. (4) The activity undertaken will not detract from the University’s prestige nor from the professional standing of the faculty member. c. Application is made on the appropriate form to the department chair, whose recommendation is forwarded to the dean. A separate application is required for each extramural activity proposed. d. An annual report to the dean is made on the appropriate standard form used by all schools of the University. All compensated professional activities are to be included in the report, such as honoraria for lectures or general speaking appointments; site visits; consulting services to federal, state, or local government agencies or the Seventh-day Adventist Church; number of days spent in the outside activities; any financial interest the faculty member may have in the organization involved, etc. Ill CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES e. A faculty member may not accept an official teaching appointment at another institution without permission of the dean. f. University stationery and address may not be used in the outside activity. g. University equipment, supplies, or facilities may be used only by permission of the dean. h. A faculty member may serve in another school of the University within the following guidelines: (1) The dean of a school requesting the teaching services of a faculty member employed by another school obtains clearance from the dean of the school where the faculty member is employed and also from the office of the president. (2) Remuneration, if any, is negotiable and is paid via the dean’s office to the school where the faculty member is employed which, in turn may reimburse the faculty member if the teaching is above the faculty member’s workload and is so approved by the department chair. i. The faculty member may tutor students for pay under the following guidelines: (1) The full-time faculty member may not tutor for pay students from his/her own classes or from any classes in his/her own department. (2) The full-time faculty member does not tutor for pay any student of the University without the knowledge and consent of the department chair and dean. j. During leave of absence or a sabbatical with pay, the faculty is subject to all provisions in 3.3.10. k. No approval is necessary for professional outside activities during vacation times in the academic calendar year. l. Employees will be covered by the Loma Linda University Health Plan while doing other paid work if the work is approved by the dean. Injuries suffered during unusually hazardous activities will be covered only if prior approval is obtained from the President’s Committee. m. The practice of one’s clinical profession will carry no professional liability insurance unless formally approved by the dean of the school of primary appointment and by the department of risk management. n. Practice sites other than approved extramural teaching facilities must be formally approved by the dean of the school in which the faculty member holds a primary appointment. o. If a faculty member violates these policies, he/she may be subject to disciplinary action and/or legal action by the University (see 2.7.0). 112 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 3.3.11 Conflict of interest a. Loma Linda University follows the conflict of interest philosophy as stated in the North American Division of Seventh-day Adventists Working Policy: All faculty, employees, trustees, deans and officers of Loma Linda University have a duty to be free from the influence of any conflicting interest when they represent Loma Linda University in negotiations or make representations with respect to dealing with third parties, and they are expected to deal with all persons doing business with Loma Linda University on a basis that is for the best interest of Loma Linda University without favor or preference to third parties or to personal considerations. Faculty, employees, trustees, deans, and officers of Loma Linda University are always to follow the established policies of the organization. Definition of Conflict: A conflict of interest arises when a faculty member, employee, trustee, dean, or officer of Loma Linda University has, or their immediate family members have, such a substantial personal interest in a transaction or in a party to a transaction that it reasonably might affect their duties and/or judgment which they exercise on behalf of Loma Linda University or its affiliates. b. The following individuals will complete a Disclosure of Potential Conflict of Interest Statement: (1) All members of the Board of Trustees, employees/faculty, deans, officers, and graduate and professional students involved in funded research will complete a Disclosure of Potential Conflict of Interest Statement and appropriate review process within 30 days of hiring/appointment or acceptance/assignment into a research project. (2) Annually, the following individuals will complete a Disclosure of Potential Conflict of Interest Statement: (a) All members of the Board of Trustees (b) The University officers and deans of the schools (c) Special assistants to the president (d) The department heads/chairs, deputy heads/vice (associate) chairs, and section/division heads of each of the entities of the University (e) All associate and assistant deans (f) All center/institute directors (g) School financial officers and those individuals with decision making authority for purchasing equipment (h) All persons employed by the University in the trust area, whether in development or trust administration functions (i) All persons employed by the University in the accounting offices (University and Foundation) (j) All employees of campus purchasing (k) Any other individual as determined by a Conflict-of-interest Review Committee 113 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES c. Conflict-of-interest Review Committees will consist of the following: For: Faculty The school dean, the vice president for School employees academic affairs (chair), and the vice president for financial affairs For: Non-school employees The vice president for financial affairs, (chair), vice president for academic affairs, vice president for advancement, and vice president for public affairs For: Members, Board of Trustees Members of the Boards of Trustees of the University officers University and Medical Center as Special assistants to the president appointed by the chair of the Board School deans d. To implement this policy the following procedures will be used: (1) Each August the office of legal counsel will send a Disclosure of Potential Conflict of Interest Statement with an instructional letter (see sample letter which follows) to all individuals who are to annually complete the form (see paragraph b.(2) above). The office of legal counsel will send a list of individuals who are to complete the statement to the chairs of the respective Conflict-of-interest Review Committees. (2) Completed forms are to be returned to the chair of the appropriate Conflict-of-interest Review Committee by September 15. (3) If individuals have not submitted their completed forms to the chair, the chair will contact the individual and determine the reason for noncompliance. If it is determined the individual is not going to complete and return a Disclosure of Potential Conflict of Interest Statement, the chair will submit the name of the individual to the appropriate dean, vice president, or chair of the Board. If an individual will not complete the statement at the request of the dean, vice president, or chair of the Board, the name and reasons for noncompliance will be submitted to the president and, if necessary, to the University Board for action. (4) Conflict-of-interest Review Committees will complete their review process and notify the reviewed individual of the committee findings by November 1. (5) The initial completion of the Disclosure of Potential Conflict of Interest Statement will be part of the in-processing to the University and will be initiated by the department of human resource management. Those individuals who are required to complete the form, but are not required to process through the department of human resource management, will receive the form and instructions from the office of the president. (6) For all outside employment and other potential conflict of interest areas which are revealed by the Disclosure of Potential Conflict of Interest Statement, the Review Committee will respond in writing to the individual. The response will be one of the following: 114 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER ; (a) The outside employment/activity does not constitute a conflict of interest and the employee is free to continue in the outside employment/activity; or, (b) The outside employment/activity has a potential for conflict of interest. However, if the employee will adhere to certain conditions (conditions to be clearly identified by the Review Committee to the employee), the employee is free to engage in the outside employment/activity; or, (c) The outside employment/activity is clearly a conflict of interest and the employee must decide between University employment and involvement in the outside employment/activity. (7) In all cases, individuals may use the approved Grievance Policy to grieve the action of the committee. (8) Upon completion of the review process, a Disclosure of Potential Conflict of Interest Statement and the Review Committee’s response will be forwarded to the office of legal counsel for filing. e. It is not feasible in a policy statement to describe all the relationships that might have a potential for conflict of interest. However, the following relationships are sufficiently likely to involve a conflict of interest so as to require disclosure by the involved board/employee/faculty member or student and review by the designated University committee. The review process will explore whether there are potential benefits to the University or its affiliates from allowing the relationship(s) to continue or if it is in the best interests of the University or its affiliates, that the relationship(s) be terminated. If the relationship(s) are to continue, the committee will specify, in writing, the conditions that are to be imposed in order to protect the University or its affiliates’ interests. (1) Engaging in outside business or employment that permits encroachment on Loma Linda University or its affiliates calls for the employee/faculty member’s full services as reasonably expected in view of employment agreement, even though there may not be any other conflict. (2) Engaging in business with or employment by an employer that is likely to be competitive or in conflict with any transaction, activity, or objective of Loma Linda University or its affiliates. (3) Engaging in any business with or employment by another employer (including the provision of consulting services) who is a supplier of goods or service to Loma Linda University or its affiliates. (4) Making use of the fact of employment by Loma Linda University or its affiliates to further outside business or employment, or associating Loma Linda University or its affiliates, or its prestige with an outside business or employment. (5) Purchasing or leasing any property with knowledge that Loma Linda University oi its affiliates has an active interest therein. 115 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES (6) Lending money to, or borrowing money from (excluding banks, savings and loans, trust companies, and credit unions), any third party who is a supplier of goods or services or a trustor or who is in any fiduciary relationship to Loma Linda University or its affiliates, or is otherwise regularly involved in business transactions with Loma Linda University or its affiliates. (7) Accepting any gratuity, favor, benefit, or gift of greater than nominal value for personal use beyond the common courtesies usually associated with accepted busi-ness practice, or of any commission or payment of any sort in connection with work for Loma Linda University or its affiliates other than the compensation agreed upon between Loma Linda University or its affiliates and the employee. (8) Making use of any confidential information acquired through employment by Loma Linda University or its affiliates for personal profit or advantage, directly or indirectly. (9) Serving as investigator on a clinical trial or other research involving a product or process while serving as a paid consultant to an entity producing or developing the same or a competitive product or process. f. Conditions for professional activities external to the school or University are stated in 3.3.10. Policies on intellectual properties and derived royalties are contained in 3.4.10. In reviewing activities in these areas, Conflict-of-interest Review Committees will use these policies and procedures. g. Completed Disclosure of Potential Conflict of Interest Statements and the Review Committee’s actions and discussions will be treated as confidential information. No copies of the Disclosure of Potential Conflict of Interest Statement and Review Committee actions will be kept outside the office of legal counsel. Review of these files can be made only with written approval of the president of the University. h. For this policy, immediate family is defined as spouse, children, and parents (of individual completing the form and spouse). i. For this policy, affiliates are defined as Loma Linda University Medical Center and its subsidiaries, the Faculty Practice Corporations, LLU Health Care, and the Jerry L. Pettis Memorial Veterans Medical Center. j. For this policy, funded research is defined as research for which external or internal funds are being used to support stipends for researchers working on that project. Sample Letter Loma Linda University recognizes and encourages in its trustees, faculty, staff, and students the values they place on corollary professional interests as they encompass the community or other institutions. The University also recognizes the freedom for individuals to engage in activities outside the University which may produce extra income and/or professional growth. However, in some instances, these activities may create a real or perceived conflict of interest. 116 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 In the best interest of Loma Linda University and its affiliates, the Trustees, faculty, staff and students, it is the University’s policy to have members of the Board of Trustees, employees/faculty members, graduates, and professional students involved in research complete a Disclosure of Potential Conflict of Interest Statement upon initial appointment, employment or assignment, and selected categories of employees/faculty, annually. You are requested to review the Loma Linda University conflict of interest policy and complete the attached Disclosure of Potential Conflict of Interest Statement. If you are in doubt about an activity which should be disclosed, you should discuss it with your committee chair. Please forward the completed document to (name of committee chair) for committee review. The committee will determine if there is a conflict of interest and notify you appropriately. Your statement and committee review will be handled as confidential information and filed in the office of legal counsel. LOMA LINDA UNIVERSITY DISCLOSURE OF POTENTIAL CONFLICT-OF-INTEREST STATEMENT I have read the Loma Linda University Conflict-of-interest Policy, and fully understand the application to me and my immediate family. I have checked Box 1 or Box 2 on this page, or Box 3 on the back, and completed the form as appropriate. □ 1. Currently, or in the past 12 months (if employed by LLU for the past 12 months), I have had no employment outside of Loma Linda University or its affiliates. Additionally, neither I nor members of my immediate family have currently or in the past 12 months (if employed by LLU for the past 12 months): a) had financial interest or a business relationship with an outside business/entity which competes with, or does business with, or whose interests conflict with the interests of Loma Linda University or its affiliates; b) had financial interest in, been an employee, officer, director, or trustee of, or received financial benefits either directly or indirectly from any enterprise (excluding less than one percent (Wc) ownership in any entity with publicly traded securities) with or without compensation, which is or has in the recent past done business with or it can be reasonably anticipated to do business with, or is a competitor of, Loma Linda University or its affiliates; c) have received substantial payments or gifts (other than of token value) from suppliers or agencies doing business with Loma Linda University or its affiliates; d) have served as an officer, director, trustee, or agent of any organization or involved in any decision-making process involving financial or legal interests adverse to Loma Linda University or its affiliates. □ 2. There are no changes from the last report (for annual review only). 117 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES (Please list on the attached paper all organizations which you serve as an officer, director, trustee, agent, or commissioner, and the relationship you have with that organization.) I further agree that if any changes occur which may create a conflict of interest for me or my immediate family, I will immediately notify my area Conflict-of-interest Review Committee chair as designated in the University Conflict-of-interest Policy. Signature Date Typed/printed name University entity □ 3. I currently have, or in the past 12 months have (if employed by LLU for the past 12 months), had employment outside of Loma Linda University or its affiliates; or, I or members of my immediate family have currently, or have in the past 12 months (if employed by LLU for the past 12 months): a) had financial interest or a business relationship with an outside business/entity which competes with, does business with, or whose interests conflict with the interests of Loma Linda University or its affiliates; b) had financial interest in, been an employee, officer, director, or trustee of, or received financial benefits either directly or indirectly from any enterprise (excluding less than one percent (1%) ownership in any entity with publicly traded securities) with or without compensation, which is or has in the recent past done business with, or it can be reasonably anticipated to do business with, or is a competitor of Loma Linda University or its affiliates; c) have received substantial payments or gifts (other than of token value) from suppliers or agencies doing business with Loma Linda University or its affiliates; d) have served as an officer, director, trustee, or agent of any organization or involved in any decision-making process involving financial or legal interests adverse to Loma Linda University or its affiliates. I understand that I must disclose these matters to Loma Linda University so the University can determine whether a conflict of interest exists and outline to me the conditions under which I can continue the relationship. All such relationships are listed below. (Please provide sufficient information so as to enable the reviewers to properly determine if there is a conflict of interest.) (Please list on the attached paper all organizations which you serve as an officer, director, trustee, agent, or commissioner, and the relationship you have with that organization.) I further agree that if any change occurs which may create a conflict of interest for me or my immediate family, I will immediately notify the chair of the Conflict-of-interest Review Committee, as designated in the University Conflict-of-interest Policy. Signature Date Typed/printed name University entity 118 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 3.3.12 Disputes between faculty members As a Christian institution, Loma Linda University is committed to internal resolution of disputes between faculty. It is the desire of the University that faculty informally resolve disputes between each other in a collegial and scholarly manner (unless so precluded by other policies in this Handbook). In the event that this proves impossible, the following steps are to be followed: a. Mediation by department chair(s) The department chair(s) attempts to mediate the dispute informally. If this is not successful then the dispute must be brought to 3.3.12b. below. If the dispute involves a department chair and a faculty member or faculty members across schools, the dean of the school(s) attempts to mediate the dispute informally. If this is not successful then the dean will proceed to 3.3.12b. below. b. Review by dean(s) The department chair(s) brings the problem to the attention of the dean(s) of the school(s) in which the faculty members hold their primary appointment(s). The dean(s) of the school(s) may attempt to mediate the dispute informally, including the use of the employee assistance program, as may be appropriate. c. Review by an ad hoc Peer Faculty Committee If these efforts are unsuccessful, the dean(s) of the school(s) will appoint an ad hoc Review Committee composed of three faculty peers. The committee will report their findings and make recommendations to the dean(s) for resolution of the dispute. d. Resolution by the dean(s) The dean(s) may accept or modify the recommendations of the Review Committee. The dean(s) will communicate a final resolution of the dispute to the faculty members which is binding on them. e. Grievance Either party involved in the dispute may grieve the action of the dean(s) through the grievance policy (see 2.8.0). 3.4.0 Research 3.4.1 Responsibilities of faculty toward research A major objective of the University is to serve the people of the world through basic and applied research in the biomedical, behavioral, and environmental sciences and in other areas that relate to these sciences. Faculty members engaging in research expand the knowledge of their academic discipline and thus contribute to both the knowledge of the discipline and to the University’s intellectual vigor. 119 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES Faculty members are encouraged to view research as a complementary activity to their teaching. They may contribute to an atmosphere of intellectual challenge by sharing progress reports or results of research with their colleagues and students. By involving students in projects they make available to them new, creative ideas and an opportunity for training in experimental techniques. In addition, faculty share a responsibility for the integrity of the investigative process through their activities as role models for future investigators. Faculty members engaging in research expand the knowledge of the academic discipline and thus contribute to both the general scientific community and to the University’s intellectual and professional stature. 3.4.2 Organization of University research The overall promotion and direction of University research is vested in the University Research Committee. The relationship of the University Research Committee to the entire University structure, as well as its membership and functions, are given in 3.4.0. The University Research Committee is concerned primarily with the promotion of research and the formulation of research policies. Further, it is responsible for coordinating activities relating to research funding and administration as shared by the office of sponsored research, the grants management office, the corporate relations office, and the Loma Linda Foundation; maintaining liaison among the office of sponsored research, the grants management office, the libraries, computer facility, and the animal care facility as they provide resources for research; and promoting cooperation with University relations. The University Research Committee is chaired by and makes its recommendations to the vice president for research affairs. 3.4.3 Institutes and centers a. Definitions (1) Institutes are organized entities operated by Loma Linda University alone or jointly by Loma Linda University and Loma Linda University Medical Center for the conduct of interdisciplinary activities involving all the following three components: research, education, and health-related service. Institutes may be affiliated with one or more schools of the University. Institute personnel include University faculty and other staff from the University and/or the Medical Center. University students, postdoctoral fellows and trainees, visiting scholars, and other appropriate personnel may participate in the activities of the institute. (2) Centers are organized entities operated by Loma Linda University alone or jointly by Loma Linda University and Loma Linda University Medical Center for the conduct of interdisciplinary activities involving two of the following components: research, education, or health-related service. Centers are typically affiliated with one school but may have a secondary affiliation with other school(s). Center personnel include University faculty and other appropriate staff. University students, postdoctoral fellows and trainees, visiting scholars, and other appropriate personnel may participate in the activities of the center. 120 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 b. Procedures for establishing institutes and centers. (1) Proposals for formation of institutes may be initiated by faculty members, deans, vice presidents, or presidents of the University or the Medical Center. Proposals are usually transmitted through normal administrative channels and will typically be reviewed by an ad hoc committee established by the president in consultation with IFAC and other appropriate faculty governance bodies, including appropriate representatives from the Jerry L. Pettis Memorial Veterans Medical Center. A recommendation for establishment of an institute is presented by the president of the University and the president of the Medical Center, where appropriate, to the respective Boards of Trustees of these institutions. (2) Proposals for formation of centers may be initiated by faculty members, deans, vice presidents, or presidents of the University or the Medical Center. Proposals are usually transmitted through normal administrative channels and will typically be reviewed by an ad hoc committee established by the dean of the school, with which the center will be primarily affiliated, in consultation with appropriate faculty governance bodies, including appropriate representatives from the Jerry L. Pettis Memorial Veterans Medical Center. Centers are established by recommendation of the dean of a school to the president of the University. The president in turn makes a recommendation to establish the center to the University Board of Trustees and, where appropriate, the Medical Center Board of Trustees. c. Administration (1) Institutes are administered by a director. The director of the institute reports to the president of the University and, where appropriate, to the president of Loma Linda University Medical Center. The president may appoint a committee to advise or assist the director, as needed, in the administration and operation of the institute. The role of the appointed committee is specified by the president and may vary, depending on the nature and stage of development of the institute. This committee may include the presidents), the director of the institute, the vice president for academic affairs, dean(s) of the school(s) with which the institute is affiliated, associate director(s) of the institute and chair(s) of the departments) in which institute faculty hold their primary faculty appointment. The appointed committee may include such additional members from within or without the academic health center as may be deemed appropriate to the nature of the program of the institute. The appointed committee is chaired by the president or the president’s appointee from among other members of the committee. (2) Centers are administered by a director. The director reports to the dean of the school with which the center has its primary affiliation. The dean may appoint a committee to advise or assist the director, as needed, in the administration and operation of the center. The role of the appointed committee is specified by the dean and may vary, depending on the nature and stage of development of the center. This committee may include the dean of the school with which the center has its primary affiliation, director of the center, vice 121 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES president for academic affairs, dean(s) of the other school(s) with which the center is affiliated, associate director(s) of the center and chair(s) of the department(s) in which center faculty hold primary appointments. The appointed committee may include such additional members from within or without the University or Medical Center as may be deemed appropriate to the nature of the program of the center. The appointed committee is chaired by the dean or the dean’s appointee from among the members of the committee. d. Appointment of director (1) The president of the University will conduct a search for a director of an institute using a search committee which includes the president of the Medical Center (if the Medical Center is involved), vice president for research affairs, vice president for financial affairs, dean(s) of the school(s) with which the institute is affiliated, and at least two faculty affiliated with the institute. The president will recommend the appointment of the director to the Board of Trustees of the University and, if needed, the Medical Center. The director serves at the pleasure of the president and the Board of Trustees. (2) The dean of the school with which a center is primarily affiliated will conduct a search for a director of a center using a search committee which includes the vice president for research affairs, dean(s) of the other school(s) with which the center is affiliated, and at least two faculty affiliated with the center. The dean will recommend the appointment of the director of the center to the president for approval by the President’s Committee and the Board of Trustees. The director serves at the pleasure of the dean and the Board of Trustees. e. Functions of directors of institutes or centers (1) Director of an institute The director of an institute is responsible to the president of the University for the planning, organization, staffing, direction, and evaluation of the program of the institute. (a) Responsibility for research, education, and health-related service (i) To foster the research, education, and health-related service programs of the institute (ii) To ensure that the research, education, and health-related service programs are well coordinated with the mission and objectives of the institute (iii) To evaluate the research productivity, educational effectiveness, and/or service effectiveness of faculty who are members of the institute. This evaluation will be conducted in association with the chair of the department in which the faculty member holds a primary academic appointment. 122 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER (b) Responsibility for faculty, students, and staff (i) To recruit and select faculty as members of the institute, after consultation with the chair(s) of the appropriate department(s), existing faculty who are members of the institute, and, if so stipulated by the president, the appointed committee for the institute (see 3.4.3c.(2)). The director recommends faculty for appointment to the institute to the dean(s) and the president, subject to decisions of the Board of Trustees (ii) To recruit and select salaried and non-salaried staff for the institute, in consultation with the faculty who are members of the institute and, if so stipulated by the president, the appointed committee of the institute (iii) To make recommendations to the dean regarding the promotion, salary leaves, or discontinuance of faculty who are members of the institute, jointly with the chair of the department in which the faculty member holds a primary appointment (iv) To assign duties to each faculty who is a member of the institute and to plan with each faculty member his/her workload on an annual basis in association with the chair of the department of primary faculty appointment (v) To be responsible for orientation and general welfare of the faculty who are members of the institute as this relates to their role in the institute (vi) To nurture the professional growth of the faculty who are members of the institute, in association with the chair of the department of primary appointment (vii) To assign duties to the staff of the institute in consultation with the faculty who are members of the institute and, if so stipulated by the president, with the appointed committee (viii) To oversee the training, evaluation, and discontinuance of staff of the institute (ix) To oversee, in association with the appropriate department chair, the research program and financial support for graduate students and postdoctoral fellows (c) Responsibility for leadership and management of the institute (i) To be responsible for strategic planning for the institute with, if so stipulated by the president, the assistance of the appointed committee of the institute, and in conjunction with the school(s) and University strategic planning. 123 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES (ii) To chair meetings of the faculty who are members of the institute and to encourage participation of the faculty in the governance of the institute (iii) To make an annual report to the president and prepare such other reports as requested (iv) To interpret University policy to faculty who are members of the institute and to staff of the institute (v) The director may recommend to the president the appointment of associate or assistant directors to assist with a portion of the responsibilities of the director (d) Responsibility for budget and finances (i) To develop the annual budget for the institute with the assistance of the office of the president and, if so stipulated by the president, the appointed committee of the institute, and to submit it for approval to the president at the time requested (ii) To be responsible for expenditures within the budget (e) Responsibility for facilities, equipment, and library collection (i) To make recommendations to the president with regard to space and equipment needs of the institute with, if so stipulated by the president, the assistance of the appointed committee (ii) To supervise the expenditure of approved equipment and library budgets (iii) To be responsible for the care, protection, and repair of all facilities assigned to the institute (f) Teaching load of director of institute (i) To carry a teaching load determined in cooperation with the president, dean, and the chair of the department of primary academic appointment. In determining this load, the time commitments to administration, research, and/or service will be evaluated (ii) The teaching load may include chairing or membership of a graduate student’s committee(s) (g) Committee memberships and sponsorships of director of institute (i) To serve on the Executive Committee or Chair’s Council or similar entity of the school(s) with which the institute is primarily affiliated 124 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 (ii) To serve on committees, study groups, commissions, or sponsorships within the University structure outside of the institute. Recommended limitation is service on no more than six such entities at any one time (2) Director of a center The director of a center is responsible to the dean of the school in which the center is based. The director is responsible for the planning, organization, staffing, direction, and evaluation of the program of the center (a) Responsibility for research, and/or education, and/or health-related service (i) To foster the research, and/or education, and/or health-related service programs of the center (ii) To ensure that the research, and/or education, and/or health-related service programs are well coordinated with the mission and objectives of the center (iii) To evaluate the research productivity, and/or educational effectiveness, and/or service effectiveness of faculty who are members of the center. This evaluation will be conducted in association with the chair of the department in which the faculty member holds an academic appointment. (b) Responsibility for faculty, students, and staff (i) To recruit and select faculty as members of the center, after consultation with the chair(s) of the appropriate department(s), existing faculty who are members of the center, and, if so stipulated by the dean, the appointed committee of the center. The director recommends faculty for appointment to the center to the dean, subject to decisions of the Board of Trustees. (ii) To recruit and select salaried and non-salaried staff for the center, in consultation with the faculty who are members of the center, and, if so stipulated by the dean, the appointed committee of the center (iii) To make recommendations to the dean regarding the promotion, salary, leaves, or discontinuance of faculty who are members of the center, jointly with the chair of the department in which the faculty member holds a primary appointment (iv) To assign duties to each faculty member who is a member of the center and to plan with each faculty member his/her workload on an annual basis, in association with the chair of the department of primary faculty appointment (v) To be responsible for orientation and general welfare of the faculty who are members of the center as this relates to their role in the center 125 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES (vi) To nurture the professional growth of the faculty who are members of the center, in association with the chair of the department of primary appointment (vii) To assign duties to the staff of the center, in consultation with the faculty who are members of the center, and, if so stipulated by the dean, the appointed committee (viii) To oversee the training, evaluation, and discontinuance of staff of the center (ix) To oversee, in association with the appropriate department chair, the research program and financial support for graduate students and postdoctoral fellows (c) Responsibility for leadership and management of the center (i) To be responsible for strategic planning for the center with, if so stipulated by the dean, the assistance of the appointed committee of the center, and in conjunction with the school and University strategic planning (ii) To chair meetings of the faculty who are members of the center and to encourage participation of the faculty in the governance of the center (iii) To make an annual report to the dean and prepare such other reports as requested (iv) To interpret University policy to faculty who are members of the center and to staff of the center (v) The director may recommend to the dean the appointment of associate or assistant directors to assist with a portion of the responsibilities of the director (d) Responsibility for budget and finances (i) To develop the annual budget for the center with the assistance of the office of the dean and, if so stipulated by the dean, the assistance of the appointed committee of the center, and submit it for approval to the dean at the time requested (ii) To be responsible for expenditures within the budget (e) Responsibility for facilities, equipment, and library collection (i) To make recommendations to the dean with regard to space and equipment needs, with, if so stipulated by the dean, the assistance of the Administrative Committee of the center 126 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 (ii) To supervise the expenditure of approved equipment and library budgets (iii) To be responsible for the care, protection, and repair of all facilities assigned to the center (f) Teaching load of director of center (i) To carry a teaching load determined in cooperation with the dean and the chair of the department of primary academic appointment. In determining this load, the time commitments to administration, and/or research and/or service will be evaluated. (ii) The teaching load may include chairing or membership of a graduate student’s committee (g) Committee memberships and sponsorships of director of center (i) To serve on the Executive Committee or Chair’s Council or similar entity of the school (ii) To serve on committees, study groups, commissions or sponsorships within the University structure outside of the center. Recommended limitation is service on no more than six such entities at any one time. f. Relationships of faculty to institutes and centers (1) All faculty associated with institutes or centers hold an appointment in an academic department. The faculty who serve as members of institutes or centers are selected and appointed as described under 3.4.3e.(l)(b). (2) The specific requirements and qualifications for faculty membership in an institute or center are developed by the director in consultation with the existing faculty and, if so stipulated by the president or dean, the appointed committee of the institute or center, in congruence with the specific mission and objectives of each institute or center and the mission of Loma Linda University. (3) In general, salary and other support for faculty who are members of an institute or center are distributed between the budget of the institute or center and the academic department in which they hold an appointment, according to the distribution of their effort or as negotiated between the two entities. (4) Faculty who are members of an institute or center report to the director of the institute or center in matters relating to the program of the institute or center and to the chair of the academic department in which they hold an appointment in matters relating to their academic responsibilities in the department. The dean of the appropriate school and, if necessary, the president, will resolve any conflicts that may arise between these dual roles. 127 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES g. Role of institutes and centers as resources to the University/school(s) Institutes and centers are operated, in part, as resources for research, education, or service for the rest of the University and/or school(s). As such, it is understood that: (1) The facilities (including specialized equipment) can be made available for use by qualified faculty who are not members of the institute or center. Guidelines and authorization for such use are provided by the director and, if so stipulated by the president or dean, the appointed committee of the institute or center. (2) The faculty of the institute or center may be available, with approval of the director, to serve as consultants to other faculty in the areas of their expertise. h. Funding of institutes or centers (1) The annual budget for an institute or center is developed as for other University or school entities (see also 3.4.3e.(l)(d)). (2) After an institute has reached a stable level in its development, it is expected that it will derive a major share of its annual budget, including indirect costs, from extramural sources. After a center has reached a stable level in its development, it is expected that it will derive a significant share of its annual budget, including indirect costs, from extramural sources. Failure to achieve an appropriate level of extramural support within the time-frame of the strategic plan for the institute or center may result in discontinuation of the institute or center. i. Review of institutes or centers (1) The operations of institutes and centers are reviewed every five years by a specific task force established by the president or dean. Reviews may be conducted at more frequent intervals at the discretion of the president or dean. (2) The directors of institutes and centers are reviewed every five years by a specific task force established by the president or dean. Reviews may be conducted at more frequent intervals at the discretion of the president or dean. (3) The task force report includes recommendations regarding the continuation/dis-continuation of the operation of the institute or center and regarding the continua-tion/discontinuation of the director or other staff of the institute or center. j. Implementation of policy for existing institutes and centers. Following approval of this policy by the Board of Trustees, existing institutes and centers will be reviewed as described for the five-year review under (i) above. 3.4.4 Sponsored research The following policies are provided as a guide for investigators seeking to develop or pursue research sponsored either intramurally or extramurally through Loma Linda University. 128 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 a. General policies Research at LLU is carried out according to applicable University and school policies delineated in the LLU Administrative Handbook and Faculty Handbook. Research policy applies to all sponsored research projects, whether privately or publicly funded. Loma Linda University complies with all applicable federal policy statements including: the Public Health Service Grants Policy Statement and the National Science Foundation Grants Policy Manual. In research involving human subjects, the University abides by the Loma Linda University Assurance of Compliance with the HHS Regulations for Protection of Human Research Subjects. The University provides assurance that all research involving animals is conducted in accordance with the NIH Guide for the Care and Use of Laboratory Animals and the Loma Linda University Assurance of Compliance with PHS Policy on Human Care and Use of Laboratory Animals by Awardee Institutions. The University assures compliance with federal cost principles and federally sponsored research as set forth in OMB circular No. A-21, Cost Principles for Educational Institutions. All contract and grants are accepted in the name of Loma Linda University. All legal documents are executed in the name of Loma Linda University. All checks, letters of credit, and other financial documents are made out in the name of Loma Linda University. The University reserves constitutional and statutory rights as a religious institution and employer to give preference to Seventh-day Adventists in admissions and employment. The University does not accept grants or contracts from agencies whose policies do not recognize these rights or whose constitutional or other guidelines prohibit awards to religiously affiliated institutions (see 5.1.2). Each contract or proposal submitted is viewed as new. Similar or resubmitted contracts or proposals will be required to meet all requirements of newly submitted documents. While multiple submissions of the same or similar contracts or proposals are acceptable, it is imperative for reasons of patent rights and other considerations, that such multiple submissions be disclosed as a part of all submitted contracts or proposals. Funds for sponsored research projects are expended consistent with the following principles: (1) They are for the purposes intended by the grant or contract or its logical extension. (2) The manner is consistent with mandated agency and University policy. (3) The manner is consistent with internal control standards and meets the requirements of proper supporting documentation. (4) Fiscal reports concerning such expenditures are prepared and submitted in a timely, accurate, and complete manner. 129 CHAPTER 3 : FACULTY FUNCTIONS AND RESPONSIBILITIES b. The principal investigator (1) Definition and identification The director of a research project is classified as a principal investigator. A co-investigator responsible for portions of the research project is classified as a co-principal investigator. The director of a training or public service project is classified as a project administrator or project director. Hereafter, in this policy, all such persons shall be referred to commonly as the principal investigator. Any officer of the University or any person holding a valid faculty appointment in any of the schools of the University may serve as principal investigator. Other persons may be authorized by the officers of the University at the discretion of the Board of Trustees to serve in these capacities. The principal investigator acts in the name of Loma Linda University in the direction of the research or training program. The principal investigator directs all such projects in the name of the University with the approval of the Board of Trustees of Loma Linda University and its officers. (2) Responsibilities of the principal investigator The principal investigator is responsible for: (a) Executing and managing the project and being personally knowledgeable of its details (b) Soliciting or developing a proposal to carry out research or develop a project (c) Securing all appropriate approvals (e.g., animal research, Institutional Review Board, radiation safety, biological hazards) (d) Developing the budget in cooperation with the office of grants management and providing a copy prior to submission (e) Applying for University acceptance of the project via the Transmittal Form for Sponsored Program Proposal (available through the office of sponsored research) (0 Delivering the proposal accompanied by the Transmittal Form for Sponsored Program Proposal to the appropriate office charged with pre-award management in sufficient time for review prior to the submission deadline (g) Submitting the accepted proposal to the appropriate funding agency in a manner so as to meet the funding agency deadlines (h) Providing any additional clarification or addenda as required by the funding agency (i) Selecting personnel and arranging for space and facilities to carry out the project 130 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 (j) Directing, managing, and overseeing all aspects of the project including finances, in cooperation with the office of grants management (k) Ensuring that personnel involved in the research sign the Statement of Ethics if required by the sponsoring agency (copy of Statement of Ethics available from the office of sponsored research) (l) Ensuring that the conduct of the research and publication of the research results follow University policy and that there is no research misconduct (see 3.4.11) (m) Preparing in a timely manner all technical reports and any other material requested by the funding agency (n) Scientific oversight of all actions, presentations, publications, and reports made concerning the project and providing copies of funding agency required reports to the office of grants management (o) Properly concluding the project and filing of all technical and other reports required by the University and the funding agency c. University pre-award procedures (1) Definition and identification All actions taken in the name of the University prior to awarding of grants or contracts by the funding entity are classified as pre-award procedures. Pre-award procedures differ depending upon the nature of the project and the source of funding. In all cases a completed copy of a properly signed Transmittal Form for Sponsored Program Proposal and the proposal will be filed with the office of sponsored research prior to receiving approval for submission in the name of the University. As a part of the pre-award process, the office of grants management reviews the proposed budget with regard to school, University, and sponsor requirements. A contract is defined as an agreement to produce a product, property, or service in exchange for a stipulated fee. A grant is defined as an agreement to support a process of investigation as delineated in a written proposal. Contracts and grants must include appropriate indirect cost recovery unless specifically disallowed by the funding agency. (2) Responsibilities of the office of sponsored research The office of sponsored research is responsible for being aware of and enforcing all appropriate provisions of the Loma Linda University Administrative Handbook and Faculty Handbook as they apply to pre-award responsibilities, and the Public Health Service Grants Policy Statement and National Science Foundation Grants Policy Manual. In research involving human subjects the office of sponsored research is responsible for being aware of and enforcing provisions of the Loma Linda 131 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES University Assurance of Compliance with the HHS Regulations for Protection of Human Research Subjects. In research involving animals the office of sponsored research is responsible for being aware of and enforcing provisions of the NIH Guide for the Care and Use of Laboratory Animals and the Loma Linda University Assurance of Compliance with PHS Policy on Human Care and Use of Laboratory Animals by Awardee Institutions. Research proposals submitted to corporations, nonprofit foundations which have submission deadlines, or to any governmental agency are managed during the pre-award phase through the office of sponsored research. Proposals solicited or developed by a principal investigator are to be submitted with a properly signed Transmittal Form for Sponsored Program Proposal to the office of the sponsored research for review and processing. After review of the proposal, should the director of the office of sponsored research feel that the proposal is in the interest of the University, meets University policy and adequately protects the interests of the University, he/she will accept the proposal in the name of the University and approve submission to the funding agency. Should a dispute arise in this regard it will be referred to the office of the president. A copy of the signed proposal, accompanied by the signed Transmittal Form for Sponsored Program Proposal is retained by the office of sponsored research pending award by the funding agency and is to be entered into the University research database. For the benefit of the schools of the University, in addition to the above requirements, copies of all internally funded research proposals should be filed with the office of sponsored research to allow inclusion in the University research database. (3) Responsibilities of the office of grants management The office of grants management is responsible for reviewing all grant and contract budgets. Additionally, contracts between Loma Linda University and extramural entities are administered by the office of grants management. Contracts solicited or developed by a principal investigator are to be submitted with a properly signed Transmittal Form for Sponsored Program Proposal to the office of grants management for review. Submission signifies recommendation by the principal investigator of the contract to the University. Should the contract be of sufficient scope or extensively encumber the University, the office of grants management may request further review by University counsel. After review of the contract, should the office of grants management feel that the contract is in the interest of the University, meets University policy and adequately protects the interests of the University, he/she will accept the contract in the name of the University and return a signed copy to the principal investigator. Should a dispute arise in this regard it will be referred to the office of the president. 132 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 A copy of the signed contract, accompanied by the signed Transmittal Form for Sponsored Program Proposal will be sent to the office of sponsored research and is entered into the University research database. (4) Responsibilities of the office of advancement Research proposals submitted to the corporate or nonprofit foundations which have no defined deadline for proposal submission are managed during the preaward phase through the office of advancement. Proposals solicited or developed by or in the name of a principal investigator are to be submitted with a properly signed Transmittal Form for Sponsored Program Proposal to the office of advancement for review and processing. After review of the proposal, should the director of the office of advancement feel that the contract is in the interest of the University, meets University policy, and adequately protects the interests of the University, he/she will accept the contract in the name of the University and submit the proposal to the funding agency. Should a dispute arise in this regard it will be referred to the office of the president. A copy of the signed contract, accompanied by the signed Transmittal Form for Sponsored Program Proposal will be sent to the office of sponsored research and is entered into the University research database. d. University post-award procedures (1) Responsibilities of the office of grants management The office of grants management is responsible for being aware of and enforcing: (a) Provisions of the Loma Linda University Administrative Handbook and Faculty Handbook as they apply to accepted and awarded research projects (b) Cost principles for federally-sponsored research as set forth in all applicable federal policies (c) Expenditure guidelines that may be set forth by private funding agencies All contracts and proposals, upon acceptance by Loma Linda University and awarded by the funding agency, are managed by the office of grants management which is authorized by the Board of Trustees of Loma Linda University under the direction of the University officers to be responsible for managing and overseeing sponsored research in accordance with applicable federal and state law. (2) Duties of the office of grants management (a) Activates the grant or contract (b) Establishes University accounts and provides monthly financial statements to the principal investigator 133 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES (c) Expends funds at the request of the principal investigator, consistent with budget and applicable policies (d) Authorizes procurement of budgeted equipment (e) Records expenditures from the appropriate account in the month the expenditure occurs to enable accurate, contemporary and complete disclosure of the financial status of the project (0 Prepares in a timely manner, all required interim and final fiscal reports, including cost-sharing reports as specified by the funding agency (g) Prepares and submits all other non-technical deliverables as required for continued funding (h) Oversees accounts and alerts the principal investigator to avoid cost overruns and unallowable cost transfers (i) Alerts the principal investigator or funding agency of need for budget revision or supplementation (j) Negotiates rebudgeting in conjunction with principal investigator when appropriate (k) Negotiates payment schedules, advanced payment provisions and establishment of letters of credit (l) Invoices in a timely manner to assure continued solvency for the project (m) Promptly closes out projects which have been completed in the manner required by the funding agency (n) Performs all other duties as may be required for the management of research projects 3.4.5 Research involving humans Faculty, staff, or students must have an Institutional Review Board-approved protocol prior to the use of any drug, biologic, or device in humans that does not have FDA approval for use with humans (registration with FDA and IND use does not qualify as FDA approval for purposes of this policy). A one-time-only emergency use may be allowed when specifically authorized by the chair, or designee, of the appropriate Institutional Review Board. Research involving human subjects conducted by faculty, staff, or students under Loma Linda University sponsorship or utilizing their LLU status, whether supported by outside funds or not must be reviewed and approved by the LLU Institutional Review Board prior to starting such research. Research conducted by faculty, staff, or students at an affiliated institution must also have approval by LLU Institutional Review Board unless LLU Institutional Review Board has a written agreement specifying the conditions under which approval by an Institutional Review Board appropriate for that location may be acceptable 134 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 in place of approval by the LLU Institutional Review Board. Adjunct, part-time, or voluntary faculty who also hold positions at other institutions must have approval from the Institutional Review Board appropriate for that location and sponsorship of the research. These Institutional Review Boards shall have the final authority in determining if the proposed activity is exempt from their review and approval. The guidelines for the Institutional Review Board are as follows: a. The Board has as its primary responsibility the review of all research activities involving humans to assure that: (1) The risks to the subject are outweighed by the possible benefit to the subject of the importance of the knowledge to be gained for humanity. (2) The rights and welfare of each subject will be adequately protected. (3) Informed consent is, or will be, obtained by adequate and appropriate means. b. Following review of the proposal and consent procedure the following categories of action will be taken by the Board: (1) Approval: The protocol is approved as submitted. (2) Conditional approval: The problems regarding the protocol are not of a serious nature and generally fall into two categories: minor changes are needed in the consent document, or the investigator should provide specific documentation for administrative review. (3) Tabled: The changes proposed or the questions asked by the committee are significant enough to warrant additional review and clarifications. (4) Disapproval: The protocol is deemed so lacking in scientific merit or raises such serious ethical questions as to be totally unacceptable. Decisions of the committee, whether favorable or unfavorable, will be transmitted in writing to the principal investigator. c. Membership: The Institutional Review Board is composed of members from diverse backgrounds and professions sufficient to promote complete and adequate review of all human studies. Institutional Review Board membership includes both male and female members representing a variety of professions, at least one person whose primary expertise is in a non-scientific area, and one person who is not otherwise affiliated with Loma Linda University. d. Ethical conduct: Loma Linda University is guided by the ethical principles regarding all research involving humans as subjects as set forth in the report of the National Commission for the Protection of Human Subjects of Biomedical and Behavioral Research entitled Ethical Principles and Guidelines for the Protection of Human Subjects of Research, (the Belmont Report). In addition, the requirements set forth in Title 45, Part 46 of the Code Federal Regulations (45 CFR 46) will be met for all 135 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES applicable Department of Health and Human Services-funded research and, except for the requirements for reporting information to the Department of Health and Human Services, all other research without regard to source of funding. e. Assurance of compliance with the Department of Health and Human Studies regulations for protection of human research subjects: Loma Linda University has filed an assurance of compliance with the Office for Protection from Research Risks. This assurance of compliance details the manner in which the University will implement the appropriate regulations for the protection of human research subjects issued by the Department of Health and Human Services. Investigators wishing to pursue research among Seventh-day Adventists must obtain approval from the subcommittee of the University Research Affairs Committee on Research Among Seventh-day Adventists, or where appropriate, the chair of the subcommittee. This approval is necessary to protect the members of the cohorts of Seventh-day Adventists (some of whom have been followed for over 30 years by LLU investigators), from excessive utilization and potential confusion. The Subcommittee on Research Among Seventh-day Adventists is appointed by the vice president for research affairs in consultation with the University Research Affairs Committee. Members (usually five) of the subcommittee will usually include one or two investigators currently involved with studies on the cohorts. The subcommittee is normally chaired by the vice president for research affairs or the director for sponsored research and will meet on demand. The office of sponsored research ensures that approval of the subcommittee, or where appropriate, the chair of the subcommittee, is obtained before a research application is submitted to the Institutional Review Board or is submitted to outside funding sources. 3.4.6 Research involving animals The policy of Loma Linda University is that all animals used for teaching, research, and other activities shall be used and cared for in compliance with the regulations promulgated under the Animal Welfare Act, the principles stated in the Guide for the Care and Use of Laboratory Animals (NIH Publication No. 86-23, revised 1985), and the American Association for Accreditation of Laboratory Animal Care regardless of the species or source of funds used to conduct teaching, research, or other activities. The Institutional Animal Care and Use Committee (IACUC) has the responsibility to provide liaison between the users of research animals and the Animal Care Facility which has been delegated the responsibility for the care and use of research animals. The Animal Care Facility is an administrative unit of Loma Linda University School of Medicine. That school has filed an assurance statement as required under the Public Health Service Policy on Human Care and Use of Laboratory Animals. Membership of IACUC: Loma Linda University has established an IACUC, which is qualified through the experience and expertise of its members to oversee the institution’s animal program, facilities, and procedures. The committee includes both male and female members representing a variety of professions, a scientist, a doctor of veterinary medicine, a person whose primary expertise is in a nonscientific area, and a person who is not otherwise affiliated with Loma Linda University. The IACUC is appointed by the president of the University. 136 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 a. The Institutional Animal Care and Use Committee (IACUC): (1) Inspects at least once every six months all of the institution’s animal facilities using the Guide as a basis of evaluation (2) Reviews concerns involving the care and use of animals at Loma Linda University (3) Makes written recommendations to the vice president for research affairs regarding any aspect of the University’s animal program, facilities, or personnel training (4) Reviews and approves, requires modifications, or withholds approval of those activities related to the care and use of animals as set forth in the PHS policy at IV.C.6 (5) Reviews and approves, requires modifications, or withholds approval of proposed significant changes regarding the use of animals in ongoing activities, and is authorized to suspend an activity involving animals as set forth in the PHS Policy at IV.C.6 b. Principles for the utilization and care of vertebrate animals used in testing, research, and training: (1) The transportation, care, and use of animals should be in accordance with the Animal Welfare Act (7 U.S.C. 2131 et. seq.) and other applicable federal laws, guidelines, and policies. (2) Procedures involving animals should be designated and performed with consideration of their relevance to human or animal health, the advancement of knowledge, or the good of society. (3) The animals selected for a procedure should be of an appropriate species and quality and the minimum number required to obtain valid results. Methods such as mathematical models, computer simulation, and in vitro biological systems should be consulted. (4) Proper use of animals, including the avoidance or minimizing of discomfort, distress, and pain when consistent with sound scientific practices, is imperative. Unless the contrary is established, investigators should consider that procedures that cause pain or distress in human beings may cause pain or distress in other animals. (5) Procedures with animals that may cause more than momentary or slight pain or distress should be performed with appropriate sedation, analgesia, or anesthesia. Surgical or other painful procedures should not be performed on unanesthetized animals paralyzed by chemical agents. (6) Animals that would otherwise suffer severe or chronic pain or distress that cannot be relieved should be painlessly killed at the end of the procedure or, if appropriate, during the procedure. 137 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES (7) The living conditions of animals should be appropriate for their species and contribute to their health and comfort. Normally, the housing, feeding, and care of all animals used for biomedical purposes must be directed by a veterinarian or other scientist trained and experienced in the proper care, handling, and use of the species being maintained and studied. In any case, veterinary care shall be provided as indicated. (8) Investigators and other personnel shall be appropriately qualified and experienced for conducting procedures on living animals. Adequate arrangements shall be made for their inservice training, including proper and humane care and use of laboratory animals. (9) Where exceptions are required in relation to the provisions of these principles, the decisions should not rest with the investigators directly concerned but should be made, with due regard to 3.4.6a., by an appropriate review group such as Loma Linda University’s IACUC. Such exceptions should not be made solely for the purposes of teaching or demonstration. 3.4.7 Research involving radioactive materials and/or ionizing radiation a. All projects, both routine and research, involving the use of radioactive materials and/or ionizing radiation are subject to the same review process as other projects, but in addition, must be approved by the Radiation Safety Committee and, if a nonroutine human use is involved, by the Radioactive Drug Research Committee. b. Individuals wishing to use radioactive materials and/or ionizing radiation should contact the office of radiation and hazardous agents safety where information and application forms are available. c. Members of the Radiation Safety and Radioactive Drug Research Committees are faculty and staff of the University and Medical Center appointed by the senior vice president of the Medical Center and approved by the State of California, Department of Health Services, or FDA respectively. The purpose of the two committees is to maintain compliance at the University and Medical Center with appropriate state and federal laws dealing with the safe use of radioactive materials and/or ionizing radiation. 3.4.8 Research equipment All equipment purchased by the University or through extramural grant funding or obtained as a gift is the property of the University and shall have attached thereto, if possible, a University property tag. The transfer, sale, or other disposition of research equipment shall be evidenced by the processing of an Equipment Release Authorization Form bearing the appropriate signature of approval as required on the form. Policies related to the disposition of this equipment are outlined below. a. The principal investigator is responsible for the use and disposition of research equipment during the grant or contract period. Title to the equipment obtained from granting sources is vested with the University unless stated otherwise by the award. Federal regulations state the method of equipment disposition upon completion of the supported project period. If the principal investigator transfers to another location or 138 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 department within the University during the awarded research, the equipment shall also be transferred. b. At the completion of the grant or contract period the equipment shall continue under the control of the principal investigator unless stated otherwise by policy that supersedes this statement. The principal investigator is encouraged to make other faculty aware of the condition and availability of this equipment. First claim of the equipment shall be within the department, followed by the school. Relocation of equipment is subject to the approval of the dean of the school. c. If the principal investigator transfers across department or school boundaries, he/she along with the department chair, shall account for all equipment involved in the transfer which was acquired by University funds and recommend to the dean their approval or disapproval of moving such equipment. Transfer of gift or non-grant equipment shall be by Final approval of the dean. If a faculty member is terminated from University employment the same procedures shall be followed. Equipment acquired under external sponsorship is subject to policies of the sponsor. d. The dean of the school is responsible for mediating in matters of dispute regarding the disposition of equipment. The chair of the department shall also be included in the discussions. 3.4.9 Publication of research results Freedom of the researcher to disseminate results of investigation is a traditional right of a scholar and a vital aspect in academic freedom (see 3.1.0). The usual form is to make public the results of research through scholarly journals or by oral presentations. The following regulations apply to all publications of research by University faculty members except when responsibility of an editorial committee is recognized. a. In oral presentations before professional societies or in journal articles or books published by a faculty member, his/her University affiliation and the school in which he/she holds his/her appointment are to be identified. b. Copyright is the property of the individual faculty member (author) unless the publication has resulted under specific contractual obligations to the contrary. c. The principal author must provide a copy of any proposed paper, book, or web page listing his/her faculty status to the department chair or to the chair’s designee for review before submittal for publication. Objections not resolved are submitted to the dean of the school or entity within 10 days, otherwise it is assumed that the chair has given approval for submission. d. The graduate student who alone authors a research paper (field work assignment or otherwise), a thesis, or dissertation is the legal owner of such a work and is entitled to income which may be derived from its publication less miscellaneous costs which have accrued to the department or the school. e. Multiple authors of a thesis or a publishable paper are its multiple legal owners. 139 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES 3.4.10 Intellectual properties and derived royalties The University's rights: All inventions, trade secrets, designs, improvements, and discoveries (hereinafter referred to as intellectual properties), made by an inventor at Loma Linda University, whether conceived by the inventor alone or with others, shall be the exclusive property of the University, as in accordance with California Labor Code Article 3.5, Section 2870. The University shall retain the exclusive right to apply for patent to intellectual properties for a period of six months after employment has ended. If a sponsoring agency requires shared or inclusive rights to intellectual properties, approval for acceptance of funds from that agency will be made by the vice president for research affairs after consulting the Intellectual Properties Committee. Inventors rights: Intellectual properties made by inventors on their own time and without the aid, support, or use of University personnel, facilities, or funds, are the sole property of such inventor. The term inventor as used within the meaning of this policy shall include all individuals who may utilize the facilities of the University in the performance of all or part of their work, even though they may not be paid by the University. In the case of intellectual properties conceived and developed by inventors who are not paid by the University, but who utilize University facilities, the vice president for research affairs will negotiate appropriate agreements with the employer of the inventor, relating to the development of the intellectual properties. These agreements shall protect the rights of the University, the inventor, the employer of the inventor, and any other agency involved in the funding of the project. A specific written agreement in harmony with the policies specified below will be signed by all inventors as defined above. a. Inventor’s responsibility shall be to: (1) Promptly disclose to the University intent or action to develop an intellectual property, by filing of a Notification of Intellectual Property statement with the inventor’s chair, supervisor, or other individual responsible for the use of University facilities by the inventor The purpose of such statement is to establish priority, identify collaborators, and to allow focusing of University resources on development of such intellectual property. Such a statement shall be considered as confidential information and will be forwarded through the dean of the school to the vice president for research affairs for consideration by the Intellectual Properties Committee. Provide a statement, if desired, of his/her wishes with respect to disposition of intellectual property and to its development (shared cost, corporate sponsorship). (2) Cooperate and assist the University in securing patents thereon and execute all related documents 140 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 (3) Keep all intellectual property matters confidential and not disclose information without written permission from the dean of his/her school of primary appointment b. The University, through the vice president for research affairs, and upon the recommendation of the Intellectual Properties Committee, shall, in its sole discretion, determine the disposition of the intellectual property. (1) The University through its officers shall decide whether to make application for patents on the intellectual property or to relinquish rights to the intellectual property to its originator. (2) The University should consider whether its interest be best served by retaining or relinquishing rights in exchange for equity or other considerations (see Policy on Intellectual Property Development). (3) Upon the decision to pursue patent on an intellectual property, the University shall determine the extent to which the University and school will bear expenses related to such an application and will establish a budget for its development. (4) Costs of development of an intellectual property will be recovered by the University according to the schedule of royalties. c. The University reserves the right not to seek patent protection. In such instance it shall: (1) Notify the inventor in writing of its decision within 45 days of the disclosure (Title 35, U.S. Code Sec. 102) or sooner, where practical, if there is a need for a rapid decision (2) Give the inventor the right to seek a patent or otherwise use and exploit the intellectual property as his/her property and at his/her expense, without further claim of any kind by the University (3) If so advised by the intellectual properties committee, retain a non-exclusive right to the use of the intellectual property as originally developed for non-commercial purposes to further its mission d. Royalties (1) When the University elects to license others to use any intellectual property held by the University, contracts, licenses, and derived royalties shall be managed through the vice president for research affairs. (2) The University in its sole discretion shall determine whether, when, how, and to whom licenses shall be granted. (3) All derived income, its accounting and distribution, will be carried out by the designee of the vice president for research affairs according to the following schedule: 141 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES (a) Until all direct costs for filing of patent(s) and perusal of development, e.g. licensing, etc., for the intellectual property are recovered, ten percent (10%) of all received royalties and license fees will be directly applied as reimbursement to the University. (b) All funds not required as in (a) will be distributed as follows: (i) One-third to the inventor (ii) One-third to the school, the distribution to be determined by the dean in consultation with the department (iii) One-third to the University for support of research activities (c) The vice president for research affairs may negotiate variances from this distribution on a case-by-case basis, with the approval of the dean of the school and the University officers. (4) The vice president for research affairs is responsible for the equitable distribution of income and benefits to the originator of an intellectual property or among joint contributors in a manner that acknowledges the relative contribution when the intellectual property was conceived by more than one inventor. e. Intellectual Properties Committee An Intellectual Properties Committee consisting of five members appointed by the president and chaired by and reporting to the vice president for research affairs, shall represent the University in the implementation of the foregoing policies, including but not limited to the following: (1) To meet periodically or at the call of the chair to evaluate intellectual properties disclosed by faculty members to the University and to make recommendations to the University officers based on consultation with experts. The committee may request, as appropriate, a presentation by the originator of the intellectual property regarding its significance, market potential, and best course for development. (2) To serve as advisory panel to the vice president for research affairs on disposition of patent matters (3) To recommend policies to the University relating to intellectual properties contracting, licensing agreements, and other arrangements needed to manage intellectual properties and technology transfer (4) To perform other functions necessary to implement the University’s patent development and technology transfer program as assigned by the president or vice president for research affairs f. If the resources used to achieve the intellectual property came from the Loma Linda University Medical Center, then the policies of the Medical Center shall apply. 142 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 g. A specific written agreement in harmony with the policies which are specified above will be signed by all inventors defined in the introductory paragraphs above. Patent Agreement and Proprietary Information Agreement The purpose of this agreement is to set forth the conditions of your employment or enrollment by Loma Linda University (henceforth referred to as LLU), with respect to disclosure and use of proprietary information of LLU and your rights to ideas, inventions, and confidential information derived by you during your employment by LLU, during your research work at LLU, or any work under the affiliation agreement at LLU. For the purpose of this agreement, proprietary information consists of trade secrets, designs, methods, programs, plans, and any other data or information, whether in documentary form or not, and whether identified as proprietary or not, which is not freely and widely known or distributed outside LLU, to the general public as well as to competitors. You have been employed, enrolled, or you are here under an affiliation agreement, to contribute to the advancement of LL U, and as such will have access to its proprietary information, and will on occasion generate proprietary information. The nature of proprietary information is such that its disclosure to, or use by unauthorized parties may be very damaging to LLU. It is for these reasons that you are asked to enter into this agreement. I fully understand the above, I hereby agree to not disclose any proprietary information of LLU to any party other than to LLU and to employees of LLU who need such information in the course of their work for LLU, I agree to refrain from using or disclosing any proprietary information of LLU for my own account or for the account of any person other than LLU. I hereby assign any and all patent and proprietary rights I may have to any invention, discovery, process, idea, or confidential information, whether or not patentable, made or conceived by me alone or in conjunction with others, which: (1) is made with the equipment, supplies, facilities, confidential information, or time of Loma Linda University, including actual or anticipated research and development; or (2) if suggested by or results from work performed by me or on behalf of LLU. Signature of employee, student, or LLU affiliate Date NOTICE! Signing this agreement does not waive any rights you have under Section 2870 of the California Labor Code Article 3.5 which states: uAny provision in an employment agreement which provides that an employee shall assign or offer to assign any of his or her rights in an invention to his or her employer shall not apply to an invention for which no equipment, supplies, facility, or trade secret information of the employer was used and which was developed entirely on the employee's own time and (a) which does not relate (1) to the business of the employer or (2) to the employer's actual or demonstrably anticipated research or development, or (b) which does not result from any work performed by the employee for the employer. Any provision which purports to apply such an invention to that extent is against the public policy of this state and is to that extent void and enforceable." 143 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES 3.4.11 Research misconduct Loma Linda University’s statement of mission asserts that one of its fundamental purposes as an institution of higher learning is to provide (through faculty, staff, administration, and curricula) an environment for learning that emphasizes, among other attributes, personal integrity. The University’s commitment to research rests upon the faculty’s and students’ dedication to an uncompromising pursuit of truth. The pursuit of truth through research must be accomplished with integrity as any acts of research misconduct will blemish the reputation of the University and the credibility of its faculty. Integrity in research must ultimately depend on self-regulation by the individual investigators. The University has procedures whereby all members of the academic community can report acts of research misconduct, thus accepting joint responsibility for maintaining the reputation of the institution. a. Definition of research misconduct “Misconduct” or “research misconduct” means fabrication, falsification, plagiarism, or other practices that seriously deviate from those that are commonly accepted within the academic community for proposing, conducting, or reporting research. Although it does not include honest error or honest differences in interpretations or judgments of data, it does include, but is not limited to, the following: (1) Falsification or fabrication of data so as to misrepresent results (2) Plagiarism or otherwise taking false credit for work (3) Abuse of confidentiality of information obtained either from grant proposals, award applications, or manuscripts submitted for review (4) Dishonesty in presentation and publication such that listeners or readers will be misled either as to the data presented or the workers involved. Co-authors of publications should participate in a substantive way in conception, design, performance, analysis, or writing of a study and must be willing to take responsibility for the integrity of the data. (5) Failure to report research misconduct that comes to the attention of the individual b. Supervision of research trainees Careful supervision of new investigators by their preceptors is in the best interest of the academic community. The complexity of scientific methods, the necessity for caution in interpreting possibly ambiguous data, and the need for advanced statistical analysis, all require an active role for the preceptor in the guidance of new investigators. This is particularly true in the not uncommon circumstances of a trainee who arrives in a research unit without substantial experience in laboratory science. These guidelines for supervision of trainees should be followed: 144 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 (1) The responsibility for supervision of each junior investigator should be specifically assigned to some faculty member in each research unit. (2) The ratio of trainees to preceptors should be small enough that close interaction is possible for research interchange as well as oversight of the research at all stages. (3) The preceptor should supervise the design of experiments and the processes of acquiring, recording, examining, interpreting, and storing data. (A preceptor who limits his/her role to the editing of manuscripts does not provide adequate supervision.) (4) Collegial discussions among all preceptors and trainees constituting a research unit should be held regularly both to contribute to the research efforts of the members of the group and to provide informal peer review. (5) The preceptor should provide each new investigator (whether student, postdoctoral fellow, or junior faculty) with applicable governmental and institutional require-ments for conduct of studies involving healthy volunteers or patients, animals, radioactive or other hazardous substances, and recombinant DNA, and with proce-dures for reporting possible research misconduct to the appropriate individuals. c. Data gathering, storage, and retention A common denominator in most cases of alleged research misconduct has been the absence of a complete set of verifiable data. The retention of accurately recorded and retrievable results is of utmost importance for the progress of research inquiry. A scientist must have access to his/her original results in order to respond to questions including, but not limited to, those that may arise without any implication of impropriety. Moreover, errors may be mistaken for misconduct when the primary experimental results are unavailable. In addition, when statistical analysis is required in this interpretation of data, it should be used in the design of studies as well as in the evaluation of results. These guidelines should be followed in gathering, storage, and retention of data: (1) Faculty, fellows, other associated research personnel, and students who conduct research in LLU and/or LLUMC research facilities with the support of these entities and/or external agencies, have the primary responsibility for the collection, recording, preservation, and publication of the research data and findings. However, all such investigators must recognize that LLU and/or LLUMC is/are the legal owner(s) of all such data and supporting documentation unless ownership is assigned pursuant to a grant or contract. In either event, LLU and/or LLUMC is/are at least initially responsible for the investigation of any charges of research misconduct which may arise in relation to the research. Custody of all the original primary data must be retained by the unit in which they are generated. An investigator may make copies of the primary data for his/her own use. (2) The investigator should organize and maintain research records in a manner sufficient to enable him/her to locate and make available within one working day the original raw data from which any figure or statistic included in any manuscript or grant application was derived. Original experimental results should be recorded, 145 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES when possible and appropriate, in bound notebooks with numbered pages. Machine printouts should be affixed to, or referenced from, the notebook. Research results may also be recorded on charts, tapes, computer disks, or other media. In all cases an index should be maintained to facilitate access to data. (3) To facilitate access by the dean’s staff to research data in the event of allegations of misconduct, investigators’ annual faculty reports should include the location of all data records and indexes (see (2) above) which support each listed grant application or manuscript. (4) Primary data should remain in the research facility at all times and should be preserved as long as there is any reasonable need to refer to them. The chief of each research unit must decide whether to preserve such data for a given number of years or for the life of the unit. In no instance, however, should primary data be destroyed while investigators, colleagues, or readers of published results may raise questions answerable only by reference to such data. (5) With the permission of the director of the research facility, department chair and/or dean of the school, copies of research data and supporting documentation may be removed to and utilized at another institution by former faculty, fellows, other associated research personnel or students. Original data may not be removed from the University without the prior approval of the director of the research facility, department chair, dean of the school, and the vice president for research affairs; a copy of such data must be retained by the research facility or department in which the data was obtained. Faculty, fellows, other associated research personnel or students who transfer research data and supporting documentation from another institution for use in connection with research supported or sponsored through LLU and/or LLUMC must advise the director of the research facility, department chair and/or dean of the school at LLU and/or LLUMC of the location (see (3) above) of these copies within 60 days after the transfer is made. d. Authorship A gradual diffusion of responsibility for multi-authored or collaborative studies has led in recent years to the publication of papers for which no single author was prepared to take full responsibility. Two critical safeguards in the publication of accurate research reports are the active participation of each co-author in verifying that part of a manuscript that falls within his/her specialty area and the designation of one author who is responsible for the validity of the entire manuscript. These guidelines in authorship should be followed: (1) Criteria for authorship of a manuscript should be determined and announced by each department or research unit. The committee considers the only reasonable criterion to be that the co-author has made a significant intellectual or practical contribution. The concept of “honorary authorship” is deplorable. (2) The first author should assure the head of each research unit or department chair that he/she has reviewed all the primary data on which the report is based and provide a brief description of the role of each co-author. (In multi-institutional collaborations, the senior investigator in each institution should prepare such statements.) 146 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 (3) Appended to the final draft of the manuscript should be a signed statement from each co-author indicating that he/she has reviewed and approved the manuscript to the extent possible, given individual expertise. e. Publication practices Certain practices make it difficult for reviewer and reader to follow a complete experimental sequence, such as: the rapid publication of data without adequate tests of reproducibility or assessment of significance, the publication of fragments of a study, and the submission of multiple similar abstracts or manuscripts differing only slightly in content. In such circumstances, if any of the work is questioned, it is difficult to determine whether the research was done inaccurately, the methods were described imperfectly, the statistical analyses were flawed, or inappropriate conclusions were drawn. Investigators should review each proposed manuscript with these principles in mind. These publication practice guidelines should be followed: (1) The number of publications to be reviewed at times of faculty appointment or promotion should be limited in order to encourage and reward bibliographies containing fewer but more substantive publications rather than those including many insubstantial or fragmented reports. (For example, not more than five papers to be reviewed for appointment as assistant professor, no more than seven for associate professor, and no more than 10 for professor.) (2) Simultaneous submission of multiple similar abstracts or manuscripts to journals is improper. f. Laboratory guidelines Because each research unit addresses different research problems with different methods, each school, department or research unit should develop its own specific guidelines to identify practices that seem most likely to enhance the quality of research conducted by its members. Those guidelines should be provided to the new investigator upon starting work. g. Procedures for reporting and investigating possible research misconduct Definitions: “Inquiry” means information gathering and initial fact-finding to determine whether an allegation or apparent instance of misconduct warrants an investigation. “Investigation” means the formal examination and evaluation of all relevant facts to determine if misconduct has occurred. Initiation of process: As soon as an individual(s) becomes aware of evidence for making an allegation of research misconduct, he/she/they should make known this alleged evidence to a supervisory faculty member: the research supervisor, the principal investigator, the department chair, or, if none of these is appropriate, the dean of the school. In cases 147 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES where there is a real or apparent conflict of interest with any of the above listed individuals, the charge should be made to the next level of responsibility. These channels for reporting possible research misconduct must be employed even if other channels, such as those relating to patient care, are appropriate and also utilized. Confidentiality should be maintained with diligence throughout this process protecting the privacy of those who in good faith report apparent misconduct as well as the affected individual(s); only individuals with a need to be involved as defined in this section should be informed of the complaint. Diligent efforts should be undertaken to restore the reputations of those alleged to have engaged in misconduct when allegations are not confirmed, and also to protect the positions and reputations of those who, in good faith, make allegations. The inquiry and any investigation which may follow should focus on the substance of the issues and should be vigilant not to permit personal conflicts between colleagues to obscure the facts. If the school ascertains at any stage of the inquiry or investigation that any of the following conditions exist, it should notify any appropriate governmental agencies: (1) there is an immediate health hazard involved; (2) there is an immediate need to protect federal funds or equipment; (3) there is an immediate need to protect the interests of the person(s) making the allegations or of the individual(s) who is the subject of the allegations as well as his/her co-investigators and associates; (4) it is probable that the alleged incident is going to be reported publicly; (5) there is a reasonable indication of possible criminal violation in which case any appropriate governmental agencies must be informed within 24 hours of obtaining that information. Inquiry: The entire inquiry phase, including the informal and formal stages, should be completed within 60 days of its initiation unless circumstances clearly warrant a longer period. At the completion of the inquiry, a written report should be prepared that: (1) states what evidence was reviewed, (2) summarizes relevant interviews, and (3) includes the conclusions of the inquiry. The individual(s) against whom the allegation was made should be given a copy of the report of inquiry. They should be given an opportunity to comment on that report and their comments may be made part of the record. If the inquiry takes more than 60 days to complete, the record of the inquiry shall include documentation of the reasons for exceeding the 60-day period. Formal inquiry: The supervisory individual shall undertake a preliminary inquiry to determine whether there is merit to the charge. Confrontation of the accused is at the discretion of the supervisor during this part of the investigation. (1) If the supervisor determines that the charges were groundless, then no further action need be taken. (2) If the supervisor concludes that the allegation or apparent instance of misconduct warrants an investigation, the dean of the school and the department chair shall be so informed and a formal inquiry must be undertaken. 148 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 2 (3) Regardless of the supervisor’s conclusions, a written report which complies with the requirements set forth in this section should be prepared by the supervisor. The accused should be given a copy of the report and an opportunity to comment on it. That report as well as any other detailed documentation of the inquiry should be securely maintained for at least three years after the termination of the inquiry. Once the dean of the school has been formally notified of the full particulars of the charges and the results of the preliminary inquiries, as well as the need for further investigation, the dean shall appoint an ad hoc committee of three or four faculty members, including some with expertise in the research discipline in which the questioned activity took place, who should meet promptly. The accused shall be notified of the charge at this time, if not interviewed previously, and shall be advised of the proposed function of the ad hoc committee. Data and pertinent research materials will be secured by the dean’s staff (with appropriately delegated authority). (This action may be taken earlier if it is necessary to inform the accused earlier in the investigation.) The data and materials may be secured at the storage site used by the investigator (see 3.4.11c.) or at another site designated by the dean. A receipted log of the data and materials will be given to the accused. Copies of the data and materials, which have been secured, will be provided to the accused. This committee shall review known facts and charges, and may interview at its discretion the informant, the principal investigator, the accused, and the department chair. It shall come to a prompt decision as to whether there is any merit to the charges, and whether an informal resolution is appropriate. The accused should be given a copy of the summary of the conclusions of the ad hoc committee and an opportunity to comment on that report. (1) If the ad hoc committee finds no merit to the charges, then a written record shall be deemed completed and a confidential record including a report which complies with the requirements of this section as well as any other detailed documentation of the inquiry shall be prepared and safely maintained for at least three years after the termination of the inquiry, separate from the personal file of the accused by the dean of the school. (2) If the ad hoc committee finds that the charges are not serious enough to warrant its own continued investigation or a formal investigation as described below, whether or not the charges are considered to have been established, then it shall recommend that the dean of the school conduct whatever further investigation is warranted, and attempt to reach an informal resolution with the accused as appropriate. Notification of other parties will depend on the particular circumstances of the case. Records shall be kept as in (1) above. (3) Should the charges be both of sufficient magnitude and be found to have merit, a written report shall be prepared as described in (1) and a recommendation will be made for the dean of the school to initiate a formal investigation. 149 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES Formal investigation: A formal investigation should be initiated within 30 days of the completion of the formal inquiry phase and begin with the appointment of an investigating committee, by the dean of the school with the advice of the ad hoc committee, of six to eight faculty and administrators. (1) Reporting: At this time, the following shall be formally notified that an investigation is being undertaken: all concerned individuals, including the accused, the principal investigator, the department chair, University administration including, if applicable, the director of sponsored research, and the sponsoring agency. If the accused occupies space at the Jerry L. Pettis Memorial Veterans Medical Center, the director for research at the Jerry L. Pettis Memorial Veterans Medical Center will also be notified. The decision to initiate an investigation should also be reported to any appropriate governmental agencies on or before the date the investigation begins. The notification should include the name of the person(s) against whom the allegations have been made, the general nature of the allegation and the application or grant numbers involved. (2) Investigatory process: Records shall be sealed and the University counsel shall be requested to provide counsel to the investigating committee. The accused shall also be permitted to retain counsel and shall be provided with an opportunity to appear before the committee or otherwise contribute to its activities. The committee shall conduct a fact-finding investigation which should include examination of all documentation including but not limited to relevant research data and proposals, publications, correspondence, and memoranda of telephone calls. Whenever possible, interviews should be conducted of all individuals who might have information regarding key aspects of the allegations. Complete summaries of these interviews should be prepared, provided to the interviewee for comment or revision, and included as part of the investigatory file. The committee should secure necessary and appropriate expertise to assist in carrying out a thorough investigation. Furthermore, in order to protect and insure appropriate use of federal funds received for conducting research, the committee should take interim administrative actions and keep the federal agency apprised of any developments during the investigation which disclose facts that may affect current or potential funding. The investigation should be concluded based on the available evidence within 120 days of its initiation. This includes conducting the investigation, preparing the report of findings, making that report available for comment by the subjects of the investigation, and submitting the report to the appropriate governmental agency. The final report must describe the policies and procedures under which the investigation was conducted, how and from whom information was obtained, the findings and their basis, and include the actual text or an accurate summary of the views of those found to have engaged in misconduct, as well as a description of 150 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 any sanctions taken by the dean of the school. If an investigation is not carried through to completion, a report of its termination, including a description of the reasons for such termination shall be made and, if applicable, submitted to the agency. If the committee determines that it is unable to meet this 120-day deadline, it must submit to the agency a written request for an extension and explanation for the delay that includes an interim report on the progress to date and an estimate for the date of completion of this report and other necessary steps. (a) If the investigating committee finds that the accused has not committed any acts of research misconduct, then all parties shall be so notified, with particular emphasis on clearing the record of the accused with the sponsoring agency. If it can be established from the inquiry or the investigation that the charges of research misconduct are totally without foundation and have been made with the knowledge that they are false or with conscious disregard for the truth or falsity thereof, the individual responsible for making the charges may be subject to discipline by the dean of the school. (b) If the committee finds evidence of violation of the Ethical Code of Conduct or other ethical or legal principles, then it shall notify the dean of the school, furnishing a written report of evidence and conclusions. The committee further may recommend an appropriate disciplinary action. The dean of the school shall then advise the accused of the findings and the suggested discipline. If the accused faculty member and the dean cannot agree on a course of action or penalty, then the president shall be informed of the course of action or penalty imposed. Appeal: The accused may appeal the decision of the investigating committee to the president of the University. This appeal should be in writing and be filed within 30 days of the notification of the findings and the discipline. The appeal will be limited to the body of evidence already presented and the grounds for appeal will be restricted to failure to follow appropriate procedures in the investigation or charges of arbitrary and capricious decision making. The president may appoint an appeal panel to review the case and advise him/her as to the appropriate action. The decision of the president will be final. Should the decision be to discontinue the accused individual(s), he/she will have recourse to the established grievance procedure applicable to his/her faculty appointment and employment. 3.4.12 Guidelines for attendance and presentations at professional meetings during the Sabbath hours Loma Linda University is owned and operated by the Seventh-day Adventist Church which holds as a fundamental belief the observance of the Sabbath from sundown Friday to sundown Saturday as a special day for worship, other spiritual activities, and rest from routine secular work (with the exception of essential activities such as provision of necessary health care). 151 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES In recognition of this relationship and irrespective of the nature of their own religious commitment, all faculty members, staff, and students of Loma Linda University are requested to refrain from attendance or presentation at secular professional meetings in the name of Loma Linda University on the Sabbath (as defined above). Faculty members, staff, and students of Loma Linda University who are not members of the Seventh-day Adventist Church and who choose to attend or present at secular professional meetings on the Sabbath (as defined above), may do so at their own personal expense and at their own discretion, but are requested not to identify themselves publicly with Loma Linda University. These guidelines apply only to secular professional meetings and do not preclude faculty members, staff, and students of Loma Linda University from attending or participating in meetings arranged by any official Seventh-day Adventist organization in which their professional expertise may be desired and is appropriate or helpful on the Sabbath day. Funding for such attendance may be from University sources, from the official Seventh-day Adventist organization sponsoring the meeting, or at personal expense. Attendance or participation of Seventh-day Adventist faculty members, staff, or students as representatives of Loma Linda University at meetings on the Sabbath, which have a spiritual focus and are arranged by organizations other than official Seventh-day Adventist organizations, is at the discretion of the individual with consideration of the focus of the meeting and his/her own spiritual ministry, and the spiritual setting of the meetings. Such attendance should have prior approval of the department head and dean or other appropriate senior University administrator. Funding for such attendance may be from University sources (through normal approval channels), from the organization sponsoring the meeting, or at personal expense. Faculty, staff, or students who are not members of the Seventh-day Adventist Church are, of course, free to attend or participate in meetings with a spiritual or other focus on the Sabbath at their own discretion, unless officially representing Loma Linda University (in which case, such participation should be reviewed by the dean of the school). 3.5.0 Functions of a faculty member when serving as a department chair4 The department chair is responsible to the dean of the school for the implementation of the mission and vision of the institution in all aspects of the departmental activities including planning, organization, staffing, direction, and evaluation of the academic disciplines assigned to him/her, and for the general welfare of his/her faculty. The department chair includes members of the faculty in the decision-making processes of the department. Some of these responsibilities may be reserved to the office of the dean as specified by the dean, a. Educational responsibilities “To maintain and enhance excellence in Seventh-day Adventist Christian health profession and science education ” 4 The same job description applies to director/coordinator of the academic program, e.g., in the Graduate School. 152 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 (1) Academic program and scheduling To be responsible, under the guidelines set forth by the dean, for the academic programs and course offerings within the subject matter assigned to him/her and to encourage his/her faculty to propose modifications or innovations based upon advances in the discipline and the outcomes of the teaching/learning assessment (2) Teaching and evaluating instruction and learning outcomes (a) To be responsible for the quality of teaching/learning that takes place in the department and to evaluate the quality on a continuing basis (b) To be responsible for the clinical and/or laboratory activities of the department (c) To evaluate the learning outcomes of students in academic courses and programs offered by the department and to take appropriate steps to achieve the desired goals (d) To facilitate the integration of faith and learning (3) Academic standards (a) To prepare criteria for graduation within the degrees or programs offered and to recommend to the dean variances in the stated programs (b) To review the progress of each department candidate for a degree in cooperation with the director of University records and to certify completion of a program (c) To assure accreditation standards for professional programs are met, where applicable (4) To participate in teaching, with a load determined in cooperation with the dean. The department size will be considered when determining the administrative portion of the chair’s load. (5) Student counseling and academic and placement advising (a) To supervise and share with his/her faculty in the student counseling and academic and placement advising (6) Academic publications and recruitment (a) To be responsible through the dean for the preparation of the departmental section of the academic bulletin and departmental promotional material (b) To supervise departmental participation in the school recruitment program 153 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES (7) Alumni (a) To develop continuing educational opportunities for alumni and other professionals (b) To serve as a focal point for departmental alumni activities, rendering services to alumni and keeping them informed b. Research responsibilities (see 3.4.0) “To maintain and enhance excellence in research ” (1) To foster scientific and scholarly activity of the faculty in the department (2) To review and approve faculty research proposals prior to submission to the Institutional Review Board (IRB) and the Animal Research Committee (3) To review and approve grant proposals prior to their submission (4) To ensure that research resources are utilized according to authorized budgets (5) To review personally or by designee, manuscripts, letters to editors, and other formal publications or web page listing their faculty status, prior to submission for publication (see also 3.4.9c.) c. Service responsibilities “To assist in bringing health, healing, and wholeness to humanity ” (1) To incorporate aspects of health promotion and disease prevention into the educational programs of health professional students (2) To ensure that patients and others we serve receive appropriate whole-person care (3) To maintain appropriate clinical teaching affiliations within the policies and procedures of the University (4) To manage, where applicable, and be responsive to the clinical service needs of the institution d. Spiritual nurture and wholeness “To foster the personal wholeness of the faculty, staff, and students and to provide whole-person care” (1) To facilitate, through curricular and co-curricular programming and through mentoring, the personal wholeness of all members of the department and those they serve by addressing the: (a) Spiritual dimension—encouraging a Bible-based faith in God; maturing personal and professional ethics; engendering and strengthening spiritual life 154 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 (b) Social/relational/emotional dimension—leading to healthy personal and professional relationships (c) Physical dimension—orienting to healthy life-style choices (d) Intellectual dimension—encouraging life-long learning, critical thinking, effective communication, respect for diversity, and life management skills (2) To appropriately prepare health professional students to provide whole-person care e. Diversity “To promote an environment that reflects and builds respect for the diversity of humanity as ordained by God” (1) To nurture the well-being and success of all participants of our multi-cultural community (2) To create an inclusive environment within the department f. Global mission “To respond to requests for assistance from international communities in conjunction with the dean of the school” (1) To assist the dean in responding to requests from church and other entities for international consultations (2) To assist the dean in the international outreach of the faculty, staff, and students of the department g. Integration and success responsibilities “To assist in achieving the goals and objectives of the University and fulfilling the mission of LLUAHSC” (1) Faculty affairs: (a) To assist the dean in the recruitment and retention of faculty who: (i) Are committed to the mission of LLU and LLUAHSC (ii) Are competent professionals, scholars, scientists, and/or educators (iii) Uphold the fundamental values of the LLU community in their personal and professional living (iv) Respect the beliefs of the Seventh-day Adventist Church 155 CHAPTER 3 : FACULTY FUNCTIONS AND RESPONSIBILITIES (v) as educators, integrate faith and learning, and who, as professionals, integrate faith into their profession. Seventh-day Adventists are actively recruited and given preference in hiring. Recruitment and selection of teachers, full-time, part-time, temporary, or contract, is done after consultation with existing faculty and with prior approval of the dean, subject to decisions of the Board of Trustees. (b) To make recommendations to the dean regarding the promotion, salary, tenure, leaves, or discontinuance of faculty (c) To be responsible for the orientation and general welfare of the departmental faculty (d) To nurture faculty growth within his/her department (e) To encourage participation in professional organizations for the benefit of the academic program of the department (f) To plan with each faculty member his/her workload (see 3.3.1) on an annual basis and assign appropriate duties (g) To review faculty evaluations, reports of tenure review, and to recommend merit increases/decreases based on productivity and regular reviews (h) To attempt to resolve disputes and to follow the policies and procedures relative to the grievance procedure (2) Staff issues: (a) To be responsible for the preparation of job descriptions of personnel under his/her jurisdiction unless these are included in this or the Staff Handbook (b) To recruit and supervise departmental staff. Seventh-day Adventist staff are actively recruited and given preference in hiring (3) Management: (a) To be responsible for strategic planning for his/her department congruent with school and University strategic planning (b) To chair the departmental committee and encourage participation of teachers and students in the decision process (c) To make an annual report to the dean and prepare such other reports as requested (d) To inform persons employed within the department about University policy (e) To serve on the department chair’s council or similar entity of the school 156 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 (0 To promote the department’s image and reputation within the University, community, and profession (g) Recommended limitations: to serve on no more than four ongoing sponsorships, commissions, committees, and study groups within the University structure outside of the department (4) Facilities, equipment, and library collection (a) To make recommendations to the dean with regard to space and equipment needs (b) To supervise the expenditure of approved equipment and library budgets within University policies (c) To be responsible for care and protection of all facilities assigned to the department, and to initiate requests for repairs as needed (5) Budget (a) To develop the budget in consultation with the office of the dean and submit it for approval to the dean at the time requested (b) To be responsible for expenditures within the budget (c) To maximize appropriate sources of external revenue (6) To perform such other duties as assigned by the dean 3.6.0 Professional leaves 3.6.1 Study leave A study leave may be granted to enable a faculty member to pursue an advanced degree or postdoctoral training. a. A Leave Application Form is submitted to the department chair. Approval of the dean and the President’s Committee is required, and in the case of a leave request for six months or longer or in an open-ended return from leave situation, approval of the Board of Trustees or its Executive Committee is also required. b. The faculty member working toward an advanced degree may or may not be continued on full salary and benefits and reimbursed for educational expenses as agreed upon at the time of the request. c. The faculty member engaged in postdoctoral training (in the United States or abroad) may be reimbursed for travel to the off-campus location and return, books and miscellaneous fees, and housing only for himself/herself unless this is provided by the host institution. Family members who accompany the faculty member are not eligible for reimbursement for travel and housing expenses. 157 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES d. A report on the study leave is made to the dean annually, or, if applicable, at the end of the quarter. A graduate or postgraduate Study Report Form is used for this purpose. e. The dean of the school is responsible for recording in the President’s Committee minutes the return from a leave. 3.6.2 Sabbatical leave a. A sabbatical leave granted by the University is available to full-time faculty employed by the University (FT/U). A sabbatical leave is not granted automatically but is contingent on the fiscal and personnel resources of the University, the school, and the department, or financial support from other than University sources. b. A sabbatical leave may be granted a faculty member for a maximum of one calendar year to enable him/her to devote his/her full time to increasing his/her knowledge and/or his/her scholarly productivity while the University continues his/her full salary unless this is covered by a fellowship grant. (1) The applicant for a sabbatical is required to process the Leave Application Form and include an outline of the proposed activities. Approval of the Board of Trustees is required. (2) A faculty member may request a sabbatical leave of one quarter or a summer after eight quarters of full-time service to the University, or a sabbatical leave of one year after six years of full-time service. (3) Reimbursement may be granted for travel to the off-campus location (in the United States or abroad), books and miscellaneous fees, and housing only for the faculty member unless this is provided by the host institution. Family members who accompany the faculty member are not eligible for reimbursement for travel and housing expenses. (4) A written report of the activities undertaken during the sabbatical is submitted upon termination of the sabbatical leave. c. A sabbatical leave for administrative personnel is not granted automatically but a request may be considered on its individual merits. 3.6.3 Service leave A service leave may be granted for a faculty member to pursue professional employment elsewhere for the purposes of academic growth and/or training. a. The applicant for a service leave is required to process the Leave Application Form. Approval of the Board of Trustees is required. b. Continuation of salary, benefits, and retirement service credit are negotiable. 158 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 3.6.4 Personal leave (see 6.2.3) 3.7.0 Advanced education 3.7.1 Application for advanced education a. A faculty member or prospective appointee desiring leave for study toward an advanced degree or financial assistance for further education submits a request to the chair of his/her department by means of the leave application form. The processing of an Advanced Education Reimbursement Agreement Form through the dean is required if the leave is for six months or longer. b. The dean of a school is responsible for recording in the President’s Committee minutes the return from leave or the termination of a program of advanced education. c. Ordinarily, a faculty member with rank above instructor does not pursue a degree from Loma Linda University. In unusual circumstances this may be done with the approval of the deans of the schools involved. 3.7.2 Budget provision plans for advanced education for which budgetary provision is needed are included in the general budget of the school for each fiscal year that such expense is to be met, and official approval, as far as possible, is obtained before the beginning of the fiscal year in which the leave is to be effective. Inclusion in the budget does not in itself constitute official approval of the plan, and no commitments are made to a teacher concerning educational plans until official approval has been obtained. 3.7.3 Grants for advanced education a. A grant for advanced education paid directly to a faculty member or a sponsored resident must be turned over to the University if such is permissible under the terms of the grant and if the one receiving the grant elects to remain on salary from the University. b. The grant is assessed at the prevailing rate to cover payments to Social Security and to the retirement fund. 3.7.4 Agreements and finances for advanced study This policy applies only to those faculty who are employed by the University (FT/U); faculty employed by other entities are governed by the terms and conditions of their employing entity. a. A faculty member or prospective appointee whose study leave is approved by the Board of Trustees receives as an allowance an amount covering up to a maximum of the following: (1) Full salary and regular allowance appropriate to the rank he/she holds at the time the leave is granted, or if he/she is without rank, the rank to which she/he would be entitled within school policy at the time the leave is granted. 159 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES (2) Tuition and travel expenses for him/her travelling to and returning from the college or university in which the study is authorized. The expense of moving household goods is the responsibility of the faculty member or appointee. A faculty or staff member who has been authorized to pursue advanced study at a nearby institution may be reimbursed for mileage to and from the college or university at a reduced rate or a portion of the expenses for a second domicile (70 percent of mileage). (3) The actual cost of essential textbooks as approved by the dean of the school. (4) Health and compensation insurance for the appointee who is eligible for this. (5) Special allowance of up to one-half of the University per diem allowance when separated from his/her family, thus increasing the family’s living expense. b. A written contract is entered into with the University by means of an Advanced Education Reimbursement Agreement, in which the faculty member or prospective appointee agrees to subsequently serve the University. Should another institution request his/her employment prior to the completion of the amortization, it assumes liability for payment of the unamortized balance. Each quarter of full-time study support will be amortized by four quarters of service to the University while each quarter of half-time study support will be amortized by two quarters of service, up to a maximum of five years. Each quarter of support for faculty who also continue to work full-time while studying will be amortized by one quarter of service, up to a maximum of five years. The amortization period will be prorated for part-time faculty. Programs for amortization of other levels and types of support may be approved by the dean of a school in accord with the spirit of the foregoing plans. c. The faculty member continues in the same scale in rank and salary bracket during the time of his/her study leave. d. Arrangements for intramural education at Loma Linda University are on the same basis as extramural, including the negotiation of the written agreement, except that the department or school in which the faculty member enrolls receives credit for tuition and fees. e. The expenses of the advanced education, including salary, less any grants-in-aid, are charged to graduate study accounts receivable. All study leave expenses covered by policy are reported on the regular expense report form, recorded as part of the advanced education reimbursement agreement. When the advanced degree is earned or at such time as the faculty member or prospective appointee declares in writing to the dean of the school that he/she no longer is a candidate for the degree, the amortization of the receivable will start according to policy. f. At the conclusion of the study leave, the faculty member or prospective appointee provides an itemized list of expenses incurred during the leave and agrees on a total amount to be amortized. Amortization is at the rate of 20 percent per year or as adjusted by the school administration depending on the amount of indebtedness. (Department budgets should include the amount of amortization.) 160 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 g. If a faculty member fails to render service for the full period of amortization, the dean notifies the vice president for financial affairs who arranges for payment of the unamortized balanced of the account. Interest is charged after discontinuation at a rate stipulated in the agreement until the account has been settled. h. Should the University discontinue for cause the employment of the faculty member or prospective appointee before the total sums advanced have been amortized or change the plan for employment in a manner so unacceptable to the person involved as to cause him/her to resign from the position which has been offered to him/her, the faculty member or prospective appointee is responsible to reimburse the University for the unamortized balance at a rate stipulated in the agreement until the account has been settled. 3.7.5 Reimbursement of expense for doctoral degrees A faculty member, under the following specifications, may be eligible to receive reimbursement for certain expenses incurred in earning the doctoral degree. a. Eligibility (1) The faculty member is a full-time University employee (see 2.1.1a.) (2) Reimbursement has been approved by the office of the president prior to negotiations for employment by the University. (3) The doctoral degree was earned entirely at the expense of the faculty member within a reasonable time, as determined by each school, prior to date of employment by the University. (4) Financial support in the form of salary received while doctoral studies were pursued assumes that the faculty member did not earn the degree entirely at his/her own expense and thus the faculty member would be ineligible for further University employment. b. Reimbursement (1) Reimbursement is not made until after the degree has been conferred. (2) Reimbursement at the current authorized rate covers educational expenses such as tuition and fees plus living costs. (3) Reimbursement may be made in a single payment, or in 20 percent annual installments over a five-year period. If the reimbursement is made as a single payment, it will be amortized over a five-year period beginning with the date of University employment. Should the recipient leave University employment before the five-year period is completed, the unamortized balance is to be repaid. 161 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES 3.7.6 Retirement service credit a. Service credit, available only to those full-time faculty who are in University employ (FT/U: Group A) (see 2.1.1a.), toward retirement accumulates during a University supported or nonsupported leave for study. Upon return to the University, credit is given up to a maximum of two years. b. Service credit toward retirement also accumulates for a faculty appointee during a period of study for which reimbursement is paid according to 3.6.1. The stipulations of the North American Division working policy apply, including the two-year limitation. 3.8.0 Professional membership, convention, and travel allowances 3.8.1 Organization memberships a. The University encourages the membership and participation of faculty and staff members in professional and public service types of community organizations. b. Where such memberships are considered to be advantageous to the University, the school pays dues for personal memberships from funds budgeted for this purpose upon authorization of the dean, within the budget limitations. c. Specific identification of any organization with the University is limited to those organizations in which the University and/or its entities have membership or which are of recognized standing in education or the professions. 3.8.2 Convention and travel allowances a. Administrative entities of the University whose faculty and staff are expected to travel on business for the institution budget adequate funds for travel and hold to authorized limits. b. The Travel Application Form, available at the office of the dean of the school or the respective administrative officer, is used for requesting and recording authorization for travel beyond regular appointments on-campus or routine mileage limits. The Travel Application Form must be submitted whether or not the travel takes faculty or staff from their teaching or service duties and whether or not reimbursement is expected. c. Funds may be advanced for travel, and travel tickets may be delivered only after the travel application form has recorded on it the appropriate signatures and copies of the form have been distributed to the officers as indicated. d. The University authorizes the reimbursement of convention and travel expenses in the following categories. Exceptions and changes in policy become effective only upon notification from the University administration. (1) Registration and other essential fees: actual costs 162 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 (2) Travel as follows: (a) Private automobile: current authorized mileage rate of the equivalent or air coach, whichever is less (b) Bus: actual cost (c) Limousine: actual cost (d) Taxi and related tips: actual cost Commercial air transportation: air coach fare except where carriers provide only first-class flights (flight accident insurance is a reportable expense at the current authorized rate as determined by the department of risk management.) Trailer or camper (prior approval before making trip is required if these conveyances are to be used): current authorized rate for the days en route Hotel and related tips: reasonable hotel rates and actual tips (no reimbursement is given for hotel charges if using trailer or camper) Meals: current authorized per diem rate (3) Where the spouse is authorized to travel with an employee, a per diem allowance is available at the current authorized rate. e. Instructions for reporting travel and convention expense are included on the Expense Report Form. The expense report should be submitted immediately upon the completion of a trip so that the department’s account may be charged and the personal account be credited. Supporting receipts must be submitted to substantiate items included on the expense report. If travel or other incurred expense is chargeable to an organization other than the University, the expense report must also be submitted through University channels for reimbursement. f. Travel by University personnel to points outside the continental United States for other than private business or pleasure is authorized by the President’s Committee. The Travel Application Form must be submitted sufficiently early to permit such processing. If assistance is expected by University personnel from the Seventh-day Adventist mission personnel outside the North American Division, whatever the nature of the trip, arrangements for such assistance are sought from the church organization through the University administration in advance of the request for authorization. 3.8.3 Flight by private aircraft University policy regarding flight by administrators, faculty, staff, and students on private aircraft, whether owned or rented, is contained in the Administrative Handbook. 163 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES 3.8.4 Special travel A person invited to attend the Autumn or Spring Councils, the Quinquennial Sessions of the General Conference, or other meetings sponsored by the Seventh-day Adventist Church secures authorization as above unless he/she is a member of the General Conference Committee. Travel expenses are reimbursed by the University. 3.9.0 Reimbursement for outside instructional personnel 3.9.1 Guest lecturers Honoraria for guest lecturers are approved in advance by the dean of the school. The amount paid is based on an annually established fee schedule. 3.9.2 Consultants Consultants in academic and nonacademic areas receive reimbursement based on an annually established fee schedule listing the range of recommended daily stipends. 3.9.3 Contract teachers Contract teachers are reimbursed according to a school’s annually established contract teaching scale, which takes into consideration the qualifications of the teacher and the number of class units. Further adjustments may be made if the teacher’s functions also include supervision of directed study or laboratory instruction. 3.9.4 Continuing education lecturers Continuing education lecturers are not reimbursed according to any of the previously mentioned fee schedules, but lecturers’ stipends as well as overhead costs are covered by the fees charged the class participants. 3.9.5 Method of reimbursement In order to comply with regulations of the Internal Revenue Service, it is essential to process reimbursements through the regular University payroll channels. 3.10.0 Teaching notes Duplicated or printed notes, or syllabi produced by a faculty member primarily for the use of students of a school of the University, are considered to be the property of the University. Revenue from the publication or sale of such notes or books accrues to the department of which the author is a member. The policy on royalties applies if the faculty member receives royalty income from the sale of teaching notes (see 3.4.10). 164 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 3.11.0 Copying and Off-air Recording Policy What is a copyright? A copyright is legal recognition that the original works of an author, artist, or composer are entitled to a limited monopoly. A copyright owner has the right to exploit and copy the work and to prevent others from doing so without paying a royalty. The copyright protects such works as writing, music, artwork, and computer programs. (The copyright on works created during employment at LLU are covered by the University’s Intellectual Property Policy contained in the Faculty Handbook.) 3.11.1 What is the scope of copyright coverage? Works created since January 1, 1978, are protected for the life of the author plus 50 years. A work made for hire, i.e., a work created by an employee, is protected for 75 years after its publication or 100 years after its creation, whichever ends sooner. Works created before 1978 are generally covered for 75 years from the original copyright date. a. A copyright protects a variety of works: (1) Literary works (including, but not limited to, textbooks and journal articles, etc.) (2) Musical works, including lyrics (3) Dramatic works, including music (4) Pantomimes and choreographic works (5) Pictorial, graphic, and sculptural works (6) Motion pictures, videos, and slides (7) Sound recordings (8) Computer software All that is required is an original work of authorship. Even a professor’s lecture notes could be copyrighted. The work must be tangible; stored in a computer or written, recorded, or drawn. b. The copyright owner holds the right to: (1) Reproduce the copies of the work (2) Prepare derivative works based on the copyrighted work (3) Distribute copies of the copyrighted work to the public by sale, gift, rental, or lending (4) Publicly perform or display the work Copyright protects the expression of an idea, not the idea itself. An idea, procedure, concept, discovery, or fact cannot be copyrighted. A researcher cannot copyright a discovery, but can copyright a journal article after the discovery. Patent laws may protect the discovery. 3.11.2 Permissible uses of copyrighted or other material A person or institution may use or copy a work without the owner’s permission in the following cases: (1) works that were not copyrighted; (2) those whose copyrights are expired; or (3) those created by the federal government. 165 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES A legal concept called the Doctrine of Fair Use allows the copy of works on a limited basis for teaching, scholarship, and criticism. Libraries and archives may make limited copies. Certain performances and displays are allowed for teaching or religious purposes. The fair uses permissible within the University without written permission are detailed below along with legal limits on such uses. Ideally, instructors are able to plan ahead for the use of copyrighted materials for personal research and as student learning materials and should obtain appropriate written permission. Student learning materials may include lecture notes, classroom, conference, discussion group handouts, or tutorial notes, whether distributed on paper or through electronic media, e.g. web pages on a campus Intranet or on the public Internet, E-mail, etc. Copying of such materials includes photocopying, electronic scanning, keyboard entry into computer-based word processing, or E-mail programs for electronic distribution. 3.11.3 Copying for classroom and research use Copying of copyrighted materials for student learning and research use without written permission may occur in the following instances: a. Single copying for teachers Single copies may be made of any of the following by or for teachers at their individual request for scholarly research for use in teaching, or in preparation to teach a class: (1) One chapter from a book (2) An article from a periodical, journal, or newspaper (3) A short story, short essay, or short poem, whether or not from a collective work (4) A chart, graph, diagram, drawing, cartoon, or picture from a book, periodical, or newspaper b. Multiple copies for student learning use Multiple copies (not to exceed in any event more than one copy per pupil in a course) may be made by or for the teacher giving the course for student learning use or discussion provided that the following three criteria are met: (1) The copying meets the tests of brevity and spontaneity as defined below. (2) The copying meets the cumulative effect test as defined below. (3) Each copy includes a notice of copyright. An example is “This material may be protected by Copyright law (Title 17, U.S. Code).” c. Definitions* (1) Brevity (a) Prose: (1) Either a complete article, story, or essay of less than 2,500 words, (usually varies 3-8 pages depending on size of page and type), or (2) an * The limitations stated in 3.11.3b. and 3.11.3c. above shall not apply to current news periodicals and newspapers and current news sections of other periodicals. 166 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 excerpt from any prose work of not more than 1,000 words or 10 percent of the work, whichever is greater. (b) Illustration: One chart, graph, diagram, drawing, cartoon, or picture per book or per periodical issue (c) Poetry: (1) A complete poem if less than 250 words and if printed on not more than two pages or, (2) from a longer poem, an excerpt of not more than 250 words (d) “Special works”: Certain works in poetry, prose, or in “poetic prose” which often combine language with illustrations and which are intended sometimes for children and at other times for a more general audience that fall short of 2,500 words in their entirety. Paragraph 3.11.3c.(l)(a) above notwithstanding, such “special works” may not be reproduced in their entirety; however, an excerpt comprising not more than two of the published pages of such special work and containing not more than 10 percent of the words found in the text thereof, may be reproduced. (2) Spontaneity (a) The copying is at the instance and inspiration of the individual teacher, and (b) The inspiration and decision to use the work and the moment of its use for maximum teaching effectiveness are so close in time that it would be unreasonable to expect a timely reply to a request for permission. (3) Cumulative effect (a) Copying of the material is for only one course in the school in which the copies are made. (b) Not more than one short poem, article, story, essay, or two excerpts may be copied from the same author, not more than three from the same collective work, or more than three from the same collective work or periodical volume during one class term (c) There shall not be more than nine instances of such multiple copying for one course during one class term. d. Prohibitions as to 3.11.3a. and 3.11.3b. above Notwithstanding any of the above, the following uses are prohibited without written permission from the copyright owner: (1) Use of copying to create or to replace or substitute for anthologies, compilations, or collective work. Such replacement or substitution would be considered so, whether copies of various works or excerpts therefrom are accumulated or reproduced and used separately. 167 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES (2) Copying of or from works intended to be “consumable” in the course of study or of teaching. These include workbooks, exercises, standardized tests, and test booklets and answer sheets, for example. (3) Use of copying (a) to substitute for the purchase of books, publishers’ reprints, or periodicals; (b) which is directed by any level of University administration; (c) which is to be repeated with respect to the same item by the same teacher from term to term; (d) will include a charge to the student only for the actual cost of the copying. 3.11.4 Off-air taping of broadcasts Loma Linda University recognizes the educational benefits of some commercial and noncommercial television programs. Tapes of such broadcasts shown to classes may enhance the quality of instruction. The off-air recording of commercial and noncommercial television broadcasts is strictly controlled by law and violation of that law can result in assessment of damages, attorneys’ fees, civil fines, and imprisonment. The University therefore adopts the following guidelines in compliance with the Doctrine of Fair Use. a. A broadcast program may be recorded off-air simultaneously with broadcast transmission (including simultaneous cable retransmission) and retained by the University for a period not to exceed the first 45 consecutive calendar days after date of recording. Upon conclusion of the retention period, the off-air recording must be erased or destroyed immediately. “Broadcast programs” are television programs transmitted by television stations for reception by the general public without charge. Programs on paid television shall not be recorded for use by the University. The University library media center may record news programs off the air and retain them as part of their archives. b. Off-air recordings may be used once by individual teachers in a course of teaching activities relevant to the subject matter of the recorded program and use may be repeated only once when instructional reinforcement is necessary, in classrooms and similar places devoted to instruction within a campus, during the first 10 consecutive school days in the 45 calendar-day retention period. “School days” are school session days—not counting weekends, holidays, vacations, examination periods, or other scheduled interruptions within the 45 calendar-day retention period. c. Off-air recordings may be made only at the request of and use by individual teachers and may not be recorded in anticipation of request. No broadcast program may be recorded off-air more than once at the request of the same teacher, regardless of the number of times the program may be broadcast. d. A limited number of copies may be reproduced from each off-air recording to meet the legitimate needs of teachers under these guidelines. Each such additional copy shall be subject to all provisions governing the original recording, including erasures. e. After the first 10 consecutive school days, off-air recordings may be used up to the end of the 45 calendar-day retention period only for teacher evaluation purposes, i.e., to determine whether or not to include the broadcast program in the teaching curriculum, and may not be used for student exhibitions, or any other nonevaluation purpose without authorization by the copyright owner. 168 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 f. Off-air recordings need not be used in their entirety, but the recorded programs may not be altered from their original content, i.e., the integrity of the program must remain intact. Off-air recordings may not be physically or electronically combined or merged to constitute teaching anthologies or compilations. g. All copies of off-air recordings must include copyright notices of the broadcast program as recorded. h. Commercially-produced videos, slides, or computer software may not be copied and used for classroom teaching, other presentations, or personal use without written permission from the copyright owner. 3.11.5 Copying and use of computer programs Computer software is tangible material and can be copyrighted. The Doctrine of Fair Use applies to computer programs. a. Permissible uses of copyrighted software The following uses of copyrighted software owned by or licensed to the University or its faculty are permissible: (1) Copying it by using it in a computer’s memory (2) Making one backup or archival copy (3) Making adaptations in order to use a particular machine (4) Lending it, and (5) Selling it; in which case the backup or archival copy must be destroyed b. Prohibited uses of copyrighted software The following uses of copyrighted software are prohibited by law without the permission of the copyright owner: (1) Making copies for gift or sale (2) Copying a computer program purchased for use at the University in order to use it at home, or (3) Copying a computer program purchased for use in one department or school for use in another department or school. A site license should be negotiated to allow multiple uses on campus 3.11.6 Penalties for copyright violations are severe a. A faculty member, employee, or student who violates the law or this policy is subject to University discipline and disciplinary processes. b. Violation of copyright law can result in a legal action for an injunction, confiscation, or copyright materials and monetary damages. A person or institution who infringes a registered copyright may also be subject to attorney’s fees and costs in enforcement actions. 169 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES c. Criminal penalties can be imposed for willful violations of a copyright for a financial or commercial nature. d. Various schools of the University are expected to establish the program control procedures to maintain the letter and spirit of the guidelines. 3.11.7 Library reserve guidelines At the request of a faculty member, a library may copy and place on reserve, excerpts from copyrighted works in its collection in accordance with guidelines similar to those governing formal classroom distribution for face-to-face teaching. The University believes that these guidelines apply to the library reserve shelf to the extent it functions as an extension of classroom readings or reflects an individual student’s right to copy for their personal scholastic use under the Doctrine of Fair Use. In general, a horary may copy materials from its collection for reserve room use for the convenience of students both in preparing class assignments and in pursuing informal educational activities which higher education requires, such as advanced independent study and research. Photocopies from a faculty member’s personal collection may be placed on library reserve if it otherwise meets the requirements of fair use. If the request calls for only one copy to be placed on reserve, the library may photocopy an entire article, an entire chapter from a book, or an entire poem. The negotiated safe-harbor guidelines for classroom uses are in many ways inappropriate for the college and university level. “Brevity” simply cannot mean the same thing in terms of grade-school readings that it does for more advanced research. Because university professors were not specifically represented in the negotiation of the classroom guidelines, the American Library Association published Model Policy Concerning College and University Photocopying for Classroom Research and Library Reserve Use (the “model policy”). a. Requests for multiple copies on reserve should meet the following guidelines: (1) The amount of material should be reasonable in relation to the total amount of material assigned for one term of a course taking into account the nature of the course, its subject matter and level. (2) The number of copies should be reasonable in light of the number of students enrolled, the difficulty and timing of assignments, and the number of other courses which may assign the same material. (3) The material should contain a notice of copyright. The effect of photocopying the material should not be detrimental to the market for the work. (In general, the library should own at least one copy of the work.) (4) The reserve placement of the copyrighted material must not be repeated every quarter. b. A faculty member’s requests for multiple copies to be placed on reserve should meet the following guidelines: 170 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 (1) The amount of material should be reasonable, if it is supplemental. (2) The number of copies should be reasonable based on size of the class. (3) The material should contain a notice of copyright and the effect should not be detrimental to the market for the work. Also, in general, the library should own a copy of the work. From: ALA Model Policy for Classroom, Research and Library Reserve Use, 1982 3.12.0 Computer, Network, Internet, Extranet, and Intranet Use Loma Linda University recognizes the value and fosters the use of information technology and systems to serve the educational, clinical, research, and administrative activities of students, faculty, staff, and administration. In order to facilitate and foster these activities for the mutual benefit of all members of the University community, the University provides guidelines and policies with regard to the use and security of its computer systems of all types. All users of University facilities are expected to be familiar with these guidelines and policies and to abide by them, in the interest of effective and safe operation of the University computers and information systems. 3.12.1 Ethical use of LLU computer resources a. It is unethical for students or employees to seek to gain confidential access or access to any computer or computer user’s account not assigned to them. b. It is unethical to use another individual’s user account for any purpose without his/her specific approval and knowledge and the approval of the immediate supervisor. Sharing of passwords is not ethical, unless approval is first obtained from the local system administrator, the campus network administration, where appropriate, and the individual whose account is to be used. c. Each computer user is responsible for all matters pertaining to the proper use of his/her computer or network access account; this includes choosing safe passwords and ensuring that file protections are set correctly. Safe passwords should be five or more characters in length, should be “words” not found in the dictionary, should contain special characters, if possible, and should be changed regularly. All users should be aware that the system administrators conduct periodic security checks of LLU systems, including password checks where appropriate. Any user found to have an easily-guessed password will be required to choose a secure password during their next log-in sequence. d. It is unethical to use any LLU computer system as a vehicle to gain unauthorized access to other computer systems on or off campus. e. It is unethical to use any LLU computer system by means of unauthorized dial-up access. f. No LLU computer system may be used for unethical, illegal, or criminal purposes. 171 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES g. Any user who finds a possible security lapse on any LLU computer system is obliged to report it to the local system administrator. Do not attempt to use the system under these conditions until the system administrator has investigated the problem. h. Many employees use the LLU systems for daily work. It is unethical to obstruct the work of other employees by consuming gratuitously large amounts of shared system resources (disk space, CPU time, print quotas) or by deliberately crashing the machine(s). i. Use of the LLU computer facilities by outside individuals or organizations requires permission from the local system administrator. If necessary, the system administrator should inform the campus network administration. j. Use of LLU computer systems for commercial uses, except by approved outside organizations, is strictly prohibited. Such prohibited uses include, but are not limited to, development of programs, data processing or computations for commercial use, and preparation and presentation of advertising material. k. Frivolous, disruptive, or inconsiderate conduct in the computer labs or terminal areas is unethical. l. Use of any LLU computer system to send nuisance messages such as chain letters and obscene or harassing messages is forbidden. m. Use of any LLU computer system to send mass mailings (“spamming”) requires the prior approval of campus network administration. n. Use of any LLU computer system to view, store, or transfer information which contains obscene, indecent, lewd, or pornographic material is forbidden. o. Only software approved by the general guidelines of the Campus Information Systems Committee is to be used on University-owned or -administered machines. Software used on University owned computers must have been legally purchased and/or licensed and a record of this must be maintained. Computer software is tangible material and can be copyrighted. The Doctrine of Fair Use applies to computer programs. There are severe penalties for copyright violations. Permissible uses of copyrighted software owned by or licensed to the University or its faculty include copying it by using it in a computer’s memory, making one backup or archival copy, making adaptations in order to use a particular machine, lending it or selling it (in which case the backup or archival copy must be destroyed). Prohibited uses of copyrighted software include making copies for gift or sale, copying a computer program purchased for use at the University in order to use it at home, or copying a computer program purchased for use in one department or school for use in another department or school (a site license should be negotiated to allow multiple uses on campus). Authorized agents of the University may examine any LLU computer system and attached components to ensure compliance with legal use of software (see also specific school policies). 172 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 p. Any user who becomes aware of unethical or forbidden use of LLU computer resources, including receipt of obscene or harassing messages, is required to notify the systems administrator for their local work area, the dean of the school, or the vice president for academic affairs. q. Violations of LLU ethical computer use or of any local, state, or federal laws relating to computer use can lead to the suspension of computer account(s), and discipline ranging from suspension to dismissal from the University and/or criminal prosecution. r. Authorized LLU administrators may access user files or suspend or remove content on LLU computers without notice as required to protect the integrity of computer systems or to examine accounts that are suspected of unauthorized use, misuse, or have been corrupted or damaged. s. Schools and other entities may provide additional policies and/or guidelines for use of LLU computers as it relates to the mission of the school or other entity. 3.12.2 Use of University administrative computer systems The computers operated by University administrative systems contain academic, financial, and personal data which is sensitive and confidential. Access to the system is limited solely to University employees and contract personnel whose jobs require them to record, review, or retrieve this data, or who are involved with system development or operation, and who receive prior clearance from the appropriate University administrative systems department. This privilege is a trust. Misuse of the privilege of access or unauthorized access to the system will not be tolerated. For purposes of this policy, “access” means to instruct, program, communicate with, store data in, retrieve data from the computer system, or operate the systems. a. Any University employee, faculty member, or student who intentionally accesses or causes to be accessed the systems to devise or execute any scheme to falsely alter, add, delete, damage, or destroy data contained therein may be subject to immediate dismissal from University employment, faculty appointment, and/or enrollment, and criminal prosecution. b. Any employee or student with knowledge of a violation of this policy shall immediately report the violation to a school dean or the vice president for financial affairs. Failure to report such knowledge is considered a violation of this policy. 3.12.3 Network use a. Definitions: The network consists of the cables, servers, routers, switches, etc., which are used to connect campus computers to each other and to external Internet and other computer-related connections. b. Purposes of LLU network: The LLU network is intended to serve inter-computer communication needs of LLU students, staff, faculty, and administration for educational, research, public affairs, and administrative purposes. 173 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES c. Organization of LLU network: The LLU network is organized as a joint effort of the central University, the schools of the University, or other University entities. Schools or other entities may operate networks in collaboration with the operation of the central University networks but will ensure general compatibility with the centrally controlled networks and the networks of other schools or entities. d. Operation of LLU network (1) Access to the LLU network is provided to students, faculty, staff, administrators, and approved others, by authorization of the school or other entity with which they are primarily associated. Use of the network may be monitored by the authorizing entity. (2) A password may be required to access some functions of the LLU network. It is the responsibility of the authorized user to maintain the security of his/her password (see also 3.12.1). (3) Electronic mail service is available through the network to students, faculty, staff, administrators, and approved others, by authorization of the school or other entity with which they are primarily associated. It is the responsibility of the authorized user to maintain the security of his/her electronic mail password. Use of the electronic mail service may be monitored by the authorizing entity. Attempts to read another person’s electronic mail or other protected files will be treated as a cause for discipline. The system administrators will not read mail or other files unless absolutely necessary in the course of their duties, and will treat the contents of those files as private information at all times. Undeliverable mail will be directed to the system administrators for purposes of assuring reliable E-mail service. “Notice of Disclaimer: Loma Linda University is not responsible for the content of electronic mail that passes through its computers, network, and/or information systems. Views and opinions expressed may not be representative of the views and values of the University. Senders of E-mail that violate the provisions and restrictions of the University policy on computer, network, and Internet use are subject to suspension of computer accounts and discipline as provided in that policy.” (4) Internet access is a privilege available through the network to students, faculty, staff, administrators, and approved others, by authorization of the school or other entity with which they are primarily associated. Use of the Internet access privilege may be monitored by the authorizing entity (see 3.12.4). (5) Network use by students, faculty, staff, administration, or approved others will exclude any activity that: (a) Does not comply with the mission of LLU, policies of LLU, or is incompatible with Christian moral and ethical values (b) Is illegal in nature or violates the spirit of local, state, federal, or international laws 174 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 (c) Is of a commercial nature, that is conducting a personal business enterprise using University resources or the University name or reputation (d) Promotes political causes (e) Accesses materials that detracts in any way from the work or study of the user or of others (0 Interferes with the satisfactory use of the network by others (g) Views, stores, or transfers information which contains obscene, indecent, lewd, or pornographic material (6) Violation of LLU network use policies or of any local, state, or federal laws relating to network use can lead to the suspension of network account(s), and discipline ranging from suspension to dismissal from the University and/or criminal prosecution. (7) Schools and other entities may provide additional policies and/or guidelines for use of the network as it relates to the mission of the school or other entity (see also the Administrative Handbook). 3.12.4 Internet, Extranet, and Intranet access and use a. Definitions (1) Internet: Internet is the global collective of computer networks, available to millions of users world wide. (2) World Wide Web: Within the internet is a special network of linked documents known as the World Wide Web. It uses a common computer language as a publishing standard. The web allows one to combine text, photographs, audio, and video into electronic “pages.” (Technically, the World Wide Web can also be defined as a subset of the Internet that allows platform-independent access to its resources by means of the hypertext protocol.) (3) Extranet: Extranet is a computer network operated by Loma Linda University to provide its students, faculty, staff, administration, and selected others with learning opportunities, research information, and other resources through restricted (password) access from off-campus or on-campus computers of any type. (Technically, the Extranet can also be defined as one or more largely platform-independent enterprise zones with web-based and other resources that serve selected members of the organization and Internet community by means of restricted access [where the enterprise and organization is LLU]). (4) Intranet: Intranet is the campus collective of computer networks, available to LLU campus students, faculty, staff, and administration. (Technically, the Intranet can also be defined as one or more platform-independent enterprise zones with largely web-based resources that serve only the internal members of an organization [where the enterprise and organization is LLU]). 175 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES b. Authority (1) LLU Internet Official Loma Linda University pages on the Internet prepared and/or approved and maintained by the Loma Linda University office of the vice president for public affairs which can be read both by the external public and in-house. Audiences for LLU Internet pages include prospective and current students and their families, prospective and current patients and their families, professional colleagues, church leaders and members, government leaders, the media, historians, other educational institutions, other medical centers, etc. Use for other purposes is not acceptable. (2) LLU Extranet LLU Extranet pages are documents which are restricted to on-campus or password-required (off-campus) access only. These pages are prepared and maintained by the designee of the originating administrator, school, department, program, center, or association. LLU Extranet pages contain educational, research, or administrative materials prepared and/or approved and maintained by deans of schools, vice presidents, special assistants, or the president, for use by students, faculty, staff, and approved others. Approved others must have recognized status on campus, and be working or studying on campus for a definable period of time (required by many software licensing agreements). Access requires written approval of school’s dean or LLU officer to be on file in the office of campus network administration. Deployment of or modifications to systems on the Extranet by any LLU entity must be coordinated through the Network Operations Committee in order to ensure that neither system security or system integrity is compromised. Audiences for the LLU Extranet include selected members of the internal organization and selected Internet users. (3) LLU Intranet pages LLU Intranet pages are documents which are restricted to on-campus access only. These pages are prepared and maintained by designee of originating administrator, school, department, program, center, or association. LLU Intranet pages contain educational, research, or administrative materials prepared and/or approved and maintained by deans of schools, vice presidents, special assistants, or the president, for use by students, faculty, staff, and approved others. Approved others must have recognized status on campus, and be working or studying on campus for a definable period of time (required by many software licensing agreements). Access requires written approval of school’s dean or LLU officer to be on file in the office of campus network administration. Deployment of or modifications to systems on the Intranet by any LLU entity must be coordinated through the Network Operations Committee in order to ensure complete compatibility of all systems operating on the Intranet. Audiences for the LLU Intranet include selected members of the internal organization. 176 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 c. Purpose of Internet, Extranet, and Intranet access and use at LLU (1) To further its mission “/0 make man whole” Loma Linda University provides public access to information resources focusing on the healing arts and promoting the beliefs of the Seventh-day Adventist Church. (2) Loma Linda University provides Internet, Extranet, and Intranet access as a tool to increase the opportunity to learn and enhance instruction methods through research, communication and interaction with peers, fellow professionals, and institutions around the world. d. Ownership and control of LLU Internet, Extranet, and Intranet pages (1) Loma Linda University is the owner of all data on LLU Internet, Extranet, and Intranet pages. (a) Access through the LLU Internet connection to the Internet is a privilege, not a right, that is granted only to current Loma Linda University administration, faculty, students, staff, and approved others. Access in all categories will be terminated immediately following dismissal for any reason. (b) The University reserves the right to limit, restrict, or extend access to the Internet. Access carries the responsibilities that attach to the use of any University resource, and may be revoked at any time for misuse. (2) All material(s) placed on Internet, Extranet, or Intranet pages must comply with official LLU policies, such as academic responsibility, intellectual properties and derived royalties, Family Education Rights and Privacy Act, political activity, lifestyle, nondiscrimination, University image, sexual standards, etc. The content of all Internet and Intranet pages will be consistent with the interests and policies of Loma Linda University. (3) All pages are the property of Loma Linda University. Initiation of Internet pages and modifications to the content of these pages will be only through the office of the vice president for public affairs, who acts as the official agent of the LLU officers. Initiation of Intranet pages and modifications to the content of these pages will be only through the originating University or school office. (4) Schools, centers, departments, programs, associations, individuals, or other groups are not allowed to place information about their area or the University, including telephone numbers, with other Internet service providers, unless authorized in writing from the office of the vice president for public affairs. (5) All material(s) placed on the Internet must conform to graphic standards policy regarding use of the logo and presentation of the institution’s name. Each page must include the approved masthead at the top of the page and links to the major sections of the site. (6) All material(s) placed on the Extranet or Intranet must conform to graphic standards policy regarding use of the logo and presentation of the institution’s name. 177 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES (a) All Extranet or Intranet pages must include the University name to be placed at the top of the page, and a link to the LLU Internet home page. (b) All Extranet or Intranet pages must have a link to the disclaimer page, along with the electronic mail address of the person(s) responsible for maintaining that particular page. The disclaimer page shall be maintained by the Internet Web editor. “Notice of Disclaimer: Loma Linda University’s Intranet web site provides a wide variety of information about the University from many sources within the University. While those who provide information are urged to maintain complete, up-to-date, and accurate information, the site should not be considered the official source for information about the University, its programs, classes, costs, or policies which are subject to change without notice. The University also accepts no responsibility for the contents of any off-site pages referenced.” e. Initiation of pages on the Internet, Extranet, or Intranet (1) Two options for placement of pages include: (a) Internet pages provide a means to publish much of the University’s official, institutional information for the benefit of both the University and the public. Internet pages can be read both on-campus and by the public at large. The office for public affairs is responsible for preparing, placing, and maintaining all material on these pages. (b) Extranet or Intranet pages, campus pages limited to on-campus or password access, may be used for educational, research, administrative, or other purposes. The originating school or administrator is responsible for preparing, placing, and maintaining all materials on these pages. The following are eligible for a home page and its associated link to pages: each LLU administrator, each school, each department (school and service), and each recognized program, center, and association. f. Responsibilities for web pages (1) Internet pages. (a) Since information on Loma Linda University Internet pages (including organization, content, design, and maintenance) will be seen by the public as official pages of the University, all such pages will be prepared under the guidance of the office of the vice president for public affairs—acting as official spokesperson for LLU. (b) University departments and individuals desiring additional material pertaining to their area to be added to the Internet may initiate a request for inclusion. (i) Submissions by administration require signed approval by the president or vice president for public affairs. 178 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 (ii) Submissions by schools, departments, faculty, or staff require signed approval by school dean or appropriate vice president and approval by web editor in the office for public affairs. (iii) Submissions by students require signed approval by the appropriate dean for school or Faculty of Religion material and approval by web editor in the office for public affairs. Submissions by students for University-wide material require signed approval by the dean of student affairs and approval by web editor in the office for public affairs. (c) Guidelines for acceptable content and layout for Internet pages will be prepared by the web editor in the office for public affairs, and placed on an LLU Intranet page. (d) A written appeal of the decision made by the office for public affairs will be heard by the University officers. The University president is final authority on questions of acceptable use of the Internet. Until an issue is resolved, questionable use should be considered “not acceptable.” (e) An LLU Internet Advisory Committee has been established, consisting of 13 members and a chair appointed by the president. Representatives of University areas are as follows: (i) Each school, one member (selected by the president from two names submitted by the dean) (ii) IFAC, one member (selected by the president from two names submitted by IFAC) (iii) Student affairs, one student member (selected by the president from two names submitted by the dean) (iv) Libraries, one member (selected by the president from two names submitted by the director) (v) Campus network coordinator or equivalent, ex officio member (vi) LLU web editor, ex officio member (vii) Vice president for public affairs or his/her designee, ex officio member (f) Functions of the LLU Internet Advisory Committee are to review and comment on existing materials on the LLU Internet pages, and suggest future areas and ideas for inclusion. (g) The LLU Internet Advisory Committee meets on a quarterly basis, or more often as needed. 179 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES (2) Extranet and Intranet pages (a) Responsibility for all materials appearing on LLU Extranet or Intranet pages—including any additional unit policy, organization, preparation, adherence to LLU policies, placement, and maintenance—lies with the official designee of each unit eligible for a home page. This designee is known as the unit web editor. The operation, maintenance, and security of the Extranet and Intranet lie with the Network Operations Committee. (b) Each unit web editor must be registered with the LLU web editor and the office of campus network administration, including the designee’s name, title, office telephone number, and pager number (if available), and authorizing signature from ranking administrator of that unit. Each unit web editor carries the responsibility of compliance with official University policy. (c) The LLU web editor will maintain, on an Internet page, a basic linking directory of Extranet and Intranet home pages. Each unit web editor will be responsible for maintaining a detailed linking directory of that unit’s pages, accessible from the unit’s home page. (d) Determination of who is eligible for a home page on the Extranet or Intranet will be made by the appropriate school dean or vice president. (e) The LLU web editor and the Network Operations Committee must have access privileges to all LLU Extranet and Intranet pages. (f) Removal of Extranet or Intranet pages that are non-compliant with policy shall be under the direction of the appropriate dean or vice president. (g) An LLU Extranet and Intranet Advisory Committee will be established, consisting of 13 members and a chair appointed by the president. Representatives of University areas are as follows: (i) Each school, one member (selected by the president from two names submitted by the dean) (ii) IFAC, one member (selected by the president from two names submitted by IFAC) (iii) Student affairs, one student member (selected by the president from two names submitted by the dean) (iv) Libraries, one member (selected by the president from two names submitted by the director) (v) Campus network coordinator or equivalent, ex officio member (vi) LLU web editor, ex officio member (vii) Vice president for public affairs or his/her designee, ex officio member 180 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 (h) Functions of the LLU Extranet and Intranet Advisory Committee will be advisory, educational, and mediatory. (i) The LLU Extranet and Intranet Advisory Committee will meet on a quarterly basis, or more often as needed. g. User responsibilities and consequences of misuse (1) Precluded Internet, Extranet, and Intranet activities: Consistent with purposes set forth above, Internet, Extranet, and Intranet activities will exclude any activity that: (a) Does not comply with the mission of LLU, policies of LLU, or is incompatible with Christian moral and ethical values (b) Is illegal in nature or violates the spirit of local, state, federal or international laws (c) Is of a commercial nature, that is conducting a personal business enterprise using University resources or the University name or reputation (d) Accesses material that detracts in any way from the work or study of the user or of others (e) Promotes political causes (f) Views, stores, or transfers information which contains obscene, indecent, lewd, or pornographic material (2) Consequences: Violations of LLU’s Internet policy are covered in LLU’s disciplinary policy, and may result in disciplinary action which could result in such consequences as probation, warnings, restriction, suspension of privileges, or expulsion from the University or dismissal from a position, and/or legal action. (3) Passwords: Each authorized LLU computer network user must use a unique and secure password (see 3.12.1c.). Sharing of this password with any other user, authorized or not, is a violation of campus network security and is subject to discipline as provided in LLU disciplinary policy. h. The Network Operations Committee shall have responsibility for maintaining the security of the LLU Internet, Extranet, and Intranet system. i. The vice president for public affairs or designee, may access user files or suspend or remove content on LLU Internet pages, without notice, as required to protect the integrity of computer systems or to examine accounts that are suspected of unauthorized use, misuse, or have been corrupted or damaged. j. The dean of a school or other University administrator, the Extranet or Intranet editor for their area of responsibility, or the network administrator for their area of 181 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES responsibility, may access user files or suspend or remove content on Extranet or Intranet pages, for which they are responsible, without notice, as required to protect the integrity of computer systems or to examine accounts that are suspected of unauthorized use, misuse, or have been corrupted or damaged. 3.13.0 University Subpoena Policy Whenever an officer, faculty, staff, or other employee of the University is served with a subpoena that relates to University business (except for student records), the subpoena should be submitted to the office of legal counsel before the University makes its response. Time is of the essence in responding to a subpoena because of strict deadlines required by law. Therefore submission to the office of legal counsel for review should be immediate and should not be delayed for any reason. 3.14.0 Communication with accrediting organizations 3.14.1 Western Association of Schools and Colleges Communication with the regional accrediting organization for the University, the Western Association of Schools and Colleges, is the responsibility of the president and/or the University’s appointed liaison officer. 3.14.2 Professional accrediting organizations Communication with national professional accrediting or approving organizations is limited to the respective dean of the school, except in the School of Allied Health Professions where it may be by the respective department chair, in counsel with the officers of the University, except as the trustees or the officers of the University may direct or authorize. 3.15.0 Questionnaires, directories, student/faculty lists 3.15.1 University replies for questionnaires and directories a. The preparation and editing of entries in selected directories and questionnaires in which descriptions of the University as a whole are to be given is the function of the president or those assigned or authorized by him/her. b. Answers to questionnaires relating to the regular business of entities of the University do not require additional authorization. 3.15.2 Release of faculty and student listings a. Lists of faculty with their addresses, if a listing of the entire University faculty is requested, may not be given to anyone outside the University unless authorized by the dean of the school or the office of the president. b. Lists of students with their addresses, if a listing of the entire student body is requested, may not be given to anyone outside the University unless authorized by the dean of the school. 182 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 3.15.3 Telephone directory a. The University telephone directory is published for the convenience of University employees. b. Distribution of the telephone directory to anyone outside the University must be authorized by the office of the vice president for public affairs. 3.16.0 Keys Issuance of University keys is done through the lock and key office. Only employees with the appropriate authorization will be issued keys. Transfer of keys from one person to another is not permissible. Keys are not to be duplicated, other than through the appropriate office within the campus. At time of termination, the employee is responsible to return to the appropriate office any keys assigned to him/her. No termination benefits will be cleared for payment until keys issued are turned in. A copy of the Key Control Policy and Procedures can be obtained from the lock and key office. 3.17.0 University property and equipment Each employee is directly responsible for the proper care of University property, equipment, and vehicles placed in his/her charge. Such property shall be used in a safe and proper manner. The employee shall immediately notify his/her immediate supervisor of any missing property, malfunction of equipment, or damage to University property. The University reserves the right to hold an employee responsible for destruction or damage to University property caused by an employee’s negligent or willful acts or omissions. Each employee should be aware that it is his/her duty to minimize University insurance claims. University equipment and supplies are to be kept in their assigned place and shall not be removed from the premises without proper authorization. 3.18.0 Personal property The University assumes no responsibility for loss or damage to personal property when brought to work unless authorized by administration and specifically endorsed to LLU’s property insurance policy. 3.19.0 Solicitation and vending Employees are expected to maintain a proper professional image and to avoid business activities for personal benefit during office hours. For the purpose of reducing interruptions which are caused by the promotion and/or sale of products, the University maintains a “no solicitation and vending” policy except where specific authorization is granted by administration. Violations of this policy are subject to disciplinary action. 3.20.0 Endorsement No employee may endorse or imply endorsement of a product or service in the name of Loma Linda University. This applies to the wording of contracts with organizations outside the University to the 183 CHAPTER 3: FACULTY FUNCTIONS AND RESPONSIBILITIES use of University stationery in making statements regarding products, services or issues; or any dealings or communications which could imply endorsement by the University. 3.21.0 Parking Convenient parking is limited at Loma Linda University and Medical Center. There is not enough space available to assure everyone a close parking space. You are welcome to park within time limits on adjacent streets or in parking lots not reserved for special use; however, all convenience parking lots are reserved. Parking permits are issued by the department of security. Because of limited parking space, it is important that all employees park where assigned, arrive early enough to find a parking space, and avoid parking in crosswalks, red zones, or restricted areas (i.e., loading zones, handicapped parking areas, etc.). Vehicles parked in violation of the University and Medical Center traffic and parking regulations are subject to being cited. 3.22.0 Telephone use While the telephone is a very convenient and economical method of communication, it is also a major University expense. Employees are urged to plan their business calls, make calls station-to-station in most cases, and limit the length of their conversation. Personal telephone calls should be kept to a minimum and all toll calls made during working hours should be processed through the operator and charged to the employee’s home telephone or credit card. Departmental long distance charge numbers are never to be used for personal business. 3.23.0 Public affairs The University’s public affairs program is administered by the office of the vice president for public affairs, located in Magan Hall (the administration building), extension 44544. All news releases for local and national media are released through this office. No information about Loma Linda University is to be released to the press without clearance from this office. 3.24.0 Security The department of security exists to promote and enforce a safe environment for everyone on the LLU campus day and night. Security officers are on duty 24 hours a day. The extension for the security office is 44319. 3.25.0 Safety At Loma Linda University we value and respect our employees. Therefore, we are committed to providing a safe environment for all employees, faculty, students and visitors. In keeping with this commitment, we have established and maintain a University-wide safety management program. An important component of the program is the prevention of illness and injury among University employees. The safety program, along with University safety policies and department specific safety policies/procedures, is designed to promote active participation by department heads and employees in helping to maintain a strong occupational health and safety environment. The University safety management program exists to promote and enforce a safe environment for everyone on the LLU campus day and night. While all department heads are responsible for safety 184 FACULTY FUNCTIONS AND RESPONSIBILITIES: CHAPTER 3 within their respective areas, three directors have the responsibility and authority to implement and administer the safety program. These functions are performed through the following offices: 3.25.1 The office of hazardous materials safety (OHMS). This office coordinates everything having to do with hazardous materials—from advice on purchasing to disposal. Their extension is 44913. 3.25.2 The office of radiation safety (ORS). This office deals with safety in areas dealing with radioactive materials and radiation-producing equipment like the proton accelerator and x-ray machines. They also can be reached at 44913. 3.25.3 The office of loss control/safety (safety office). This office is a part of the department of risk management. The safety office is responsible for general and fire safety, and safety education and training. Not only employees, but everyone on campus, including students and visitors, benefits from their activities. Their extension is 44917. The directors of safety, OHMS, and ORS, in conjunction with the University Safety Committee, various other committees and subcommittees, and the University administration, develop and administer policies and procedures to protect the safety and health of our employees. University personnel are encouraged to cooperate and share ideas and information through the safety coordinators in their departments or areas. Some aspects of the safety program are the injury and illness prevention program, safety inspections, safety suggestions, training (including new employee orientation and yearly updates), the safety coordinator program, accident investigation, and record-keeping. While recognizing the physical and mental impact of health and safety policies, the University believes an excellent health and safety record also promotes improved productivity. Employees (faculty/staff/students) are the foundation of the University’s health and safety policy. It is a condition of employment that each employee shall conduct his or her work in a safe and healthful manner, and shall be individually responsible for compliance with all the requirements of the safety management program. The University safety program is explained in detail in the Safety Management Manual. This manual is available through your school or department. 3.26.0 Care of children Employees are to refrain from bringing their children into work areas on a regular basis. When minor children are on University grounds, in waiting rooms, offices, or lobbies, they are to be adequately supervised at all times. Children behaving in a rowdy, unruly manner will be required to leave the premises. An employee’s failure to adequately provide supervision for his/her children on a routine basis may be considered sufficient cause for termination. 185 STUDENT POLICIES: CHAPT ER 4 1998 Loma Linda University Faculty Handbook Chapter 4 Student policies 187 CHAPTER 4: STUDENT POLICIES Chapter 4. Student policies Note: Faculty are responsible for information contained in the bulletin of the school(s) in which they hold faculty appointment(s). 4.1.0 Student records 4.1.1 Family Educational Rights and Privacy Act 4.2.0 Entrance procedures 4.2.1 Application and admission 4.2.2 English proficiency 4.2.3 Non-U.S. students 4.3.0 Academic credit 4.3.1 Unit of credit 4.3.2 Course numbers 4.3.3 Advanced standing for undergraduate seniors 4.3.4 Credit for instruction not on campus 4.3.5 Enrichment programs 4.3.6 Transfer credit 4.3.7 Waiver of a required course 4.3.8 Credit by examination 4.3.9 Dual or shared credit 4.3.10 Directed independent study 4.3.11 Courses taken for audit cannot be repeated for credit 4.4.0 Grading 4.4.1 Grades and grade points 4.4.2 Notations 4.4.3 Reporting of grades 4.4.4 Change of grade 4.4.5 Student options 4.4.6 Repeating a course 4.4.7 Transcripts 4.4.8 Retention of grade reports 4.5.0 Student recognition 4.5.1 Terminology: grant, scholarship, award, fellowship, traineeship 4.5.2 President’s award 4.5.3 Dean’s list and/or other school recognition 4.6.0 Principles of student conduct 4.6.1 Standards of Appearance 4.6.2 Standards of Academic Conduct 188 STUDENT POLICIES: CHAPTER 4 Student policies 4.1.0 Name Students must provide the University with their full legal name, making certain that spelling, capitalization, spacing, and order are absolutely accurate in the office of University records. If any legal change is made, or the student’s name appears misspelled in the student directory, he/she should notify the office of University records immediately. Other essential information such as change of address, telephone, and marital status should be corrected at the office of University records. 4.1.1 Family Educational Rights and Privacy Act Copies of the Family Educational Rights and Privacy Act of 1974, amendments subsequent to this act, and U.S. Department of Health and Human Services guidelines are available in the office of the dean of each school and the dean of students affairs. Following is Loma Linda University’s policy for meeting the requirements of the Family Educational Rights and Privacy Act (FERPA). a. Definitions Student—any person who attends or has attended LLU. Education record—any record (in handwriting, print, tapes, film, or other medium) maintained by Loma Linda University or an agent of the University which is directly related to a student, except: (1) A personal record kept by a staff member if it is kept in the sole possession of the maker of the record and is not accessible or revealed to any other person except a temporary substitute for the maker of the record (2) An employment record of an individual whose employment is not contingent on the fact that he/she is a student, provided the record is used only in relation to the individual’s employment (3) Records maintained by the Loma Linda University security unit if the record is maintained solely for law enforcement purposes, is revealed only to law enforcement agencies of the same jurisdiction, and the unit does not have access to education records maintained by the University (4) Records maintained by health service if the records are used only for treatment of a student and made available only to those persons providing the treatment (5) Alumni records which contain information about a student after he/she is no longer in attendance at the University and which do not relate to the person as a student 189 CHAPTER 4: STUDENT POLICIES b. Annual notification Students will be notified of the FERPA rights annually by publication in the Student Handbook. c. Procedure to inspect education records A student has the right to inspect and review official records, files, and data directly related to him/her kept by any entity of the University, except for all records compiled on a basis of confidentiality prior to January 1, 1975. Students may inspect and review their education records upon written request to the appropriate record custodian. Students should submit to the record custodian or an appropriate University staff person a written request which identifies as precisely as possible the record or records he/she wishes to inspect. The record custodian or an appropriate University staff person will make the needed arrangements for access as promptly as possible and notify the student of the time and place where the records may be inspected. Access must be given in 45 days or less from the receipt of the request. When a record contains information about more than one student, the student may inspect and review only the records which relate to him/her. Right of University to refuse access: Loma Linda University reserves the right to refuse to permit a student to inspect the following records: (1) The financial statement of the student’s parents (2) Letters and statements of recommendation for which the student has waived his/her right of access, or which were placed in file before January 1, 1975 (3) Records connected with an application to attend Loma Linda University or a component unit of Loma Linda University if that application was denied (4) Those records which are excluded from the FERPA definition of education records d. Refusal to provide copies Loma Linda University reserves the right to deny transcripts from other institutions or copies of records not required to be made available by the FERPA in any of the following situations: (1) The student has an unpaid financial obligation to the University (2) There is an unresolved disciplinary action against the student e. Fees for copies of records If a student desires copies of material in his/her file, this will be done at a charge of one dollar per page. 190 STUDENT POLICIES: CHAPTER 4 Types Location Custodian Admission records Admissions office of school to which application was made Dean for admissions Cumulative academic records Office of University records Director of records Student Services Center 11139 Anderson Street Miscellaneous academic records Office of the school deans School deans Financial records Student Finance Center Student Services Center 11139 Anderson Street Director of student finance Disciplinary records Office of the school deans School deans f. Types, locations, and custodians of education records The following is a list of the types of records that the University maintains, their locations, and their custodians. g. Disclosure of education records Loma Linda University will disclose information from a student’s education record only with the written consent of the student, except: (1) To school officials who have a legitimate educational interest in the records. A school official is: (a) A person employed by the University in an administrative, supervisory, academic or research, or support staff position (b) A person elected to the Board of Trustees (c) A person employed by or under contract to the University to perform a special task, such as the attorney or auditor A school official has a legitimate educational interest if the official is: (a) Performing a task that is specified in his/her position description or by a contract agreement (b) Performing a task related to a student’s education (c) Performing a task related to the discipline of a student (d) Providing a service or benefit relating to the student or student’s family, such as health care, counseling, job placement, or financial aid 191 CHAPTER 4: STUDENT POLICIES (2) To officials of another school, upon request, in which a student seeks or intends to enroll (3) To certain officials of the U.S. Department of Education, the Comptroller General, and state and local educational authorities, in connection with certain state or federally supported education programs (4) In connection with a student’s request for, or receipt of, financial aid, as necessary to determine the eligibility, amount or conditions of the financial aid, or to enforce the terms and conditions of the aid (5) If required by a state law requiring disclosure that was adopted before November 19, 1974 (6) To organizations conducting certain studies for, or on behalf of, the University (7) To accrediting organizations to carry out their functions (8) To comply with a judicial order or a lawfully issued subpoena (9) To appropriate parties in a health or safety emergency (10) To the General Conference of Seventh-day Adventists listing Seventh-day Adventist students by division so the appropriate General Conference representative can contact them about church employment upon graduation. Also, such lists will be provided to Seventh-day Adventist conference offices in the U.S. who are wanting to recruit health professionals to work in their conference. h. Record of requests for disclosure Loma Linda University will maintain a record of all requests for and/or disclosure of information from a student’s education records. The record will indicate the name of the party making the request, any additional party to whom it may be redisclosed, and the legitimate interest the party had in requesting or obtaining the information. The record may be reviewed by the eligible student. i. Directory information The University has classified the following as student directory information which may be released: name, address (permanent and local), and telephone number. Directory information will only be released by the academic/dean’s office of the school in which the student is enrolled. All requests for directory information received by any other office of the University will be transferred to the appropriate school office. If a student has requested that LLU withhold such information, the employee who takes the call can take a message to place in the student mail box. The student can then decide whether or not to contact the caller. 192 STUDENT POLICIES: CHAPTER 4 j. Correction of education records The University provides an opportunity for students to challenge records that may be thought to be inaccurate, misleading, or otherwise inappropriate. The procedure for challenge is as follows: (1) The first action will be informal discussion. If this does not prove satisfactory, student may: (2) Submit a written statement to be attached to the file copy, making their position clear. If this does not prove satisfactory, students may: (3) Make a request in writing to the administrative officer responsible for the records, requesting that the portion of the records in question be expunged or altered, together with the reason for the request. The administrative officer will process the request through the dean of the school. (4) The final procedure is an appeal to the Executive Committee of the student’s school. This must be accomplished within a reasonable period of time. Except during vacation periods when appropriate officers may not be available, a reasonable period is construed as being no longer than 15 working days. The decision of the appeal will be rendered in writing. 4.2.0 Entrance procedures 4.2.1 Application and admission a. The procedures for application and the specific requirements for admission to the schools of the University are outlined in the respective school bulletins. Acceptance of an applicant is contingent upon the full satisfaction of these requirements. b. An applicant is not restricted from applying to more than one school of the University, or to more than one program within a school; however, each school requires the payment of the application fee. c. A student who discontinues studies in a school without prior approval by the school, or is absent for more than one year, is subject to the entrance requirements in force at the time of reentrance. d. A student who has been discontinued from a school of the University, either permanently or probationally, for reasons of professional ineptitude or other academic problems which would make the student an unsatisfactory candidate for a degree from that school, may not be allowed admission in another school of the University unless approved by its dean in consultation with the dean of the former school. The office of University records is to be notified of the student’s discontinuance so that registration in another school may be delayed until such clearance is obtained. e. Admission to conjoint or combined programs requires regular admission to both schools prior to status in a conjoint or combined program. Both schools involved in conjoint or combined programs keep complete files of application, admission, progress, and graduation records. 193 CHAPTER 4: STUDENT POLICIES f. The office of University records will inform both schools quarterly of all students in conjoint or combined programs distinguishing them from students registered concurrently in two or more schools of the University. This will be accomplished by distributing a computer generated list of students enrolled in a “secondary school.” The printout will list each student’s primary school. g, Immigration documents are furnished only after a student has been accepted by a school or at the request of the dean. 4.2.2 English proficiency a. Regardless of nationality or citizenship, an applicant whose native language is not English and whose secondary education has been outside the U. S. is required to pass the Michigan Test of English Language Proficiency (MTELP) or the Test of English as a Foreign Language (TOEFL), or their equivalents. It is recommended that prior to admission, all professional programs require the Test of Spoken English (TSE) of all applicants whose native language is not English. b. The minimum total score requirements are as follows for TOEFL (unless adjustments are made at the discretion of the individual school): undergraduate, 550; graduate, 550. For the Michigan test, requirements are as follows: undergraduate, a score of 90th percentile; graduate (humanities and social sciences), 90th percentile and above; graduate (science), 85 percentile and above; professional graduate, 90th percentile and above. Test of Written English (TWE)—a minimum score of 5; Test of Spoken English—a minimum score of 50. c. English taken at a college or university outside the United States may meet the requirement for Freshman English provided a minimum score of 50 percentile on CLEP exams for Freshman English is obtained. 4.2.3 Non-U.S. students Immigration documents are furnished only after a student has been accepted by a school, or at the request of the dean of a school for visiting faculty and scholars. Evidence that the student is financially able to support himself/herself for the entire period of stay in the United States while pursuing a full course of study is required prior to issuance of visa documents, in harmony with the United States government regulations. Canadian credits: a. A four-year baccalaureate degree from any Canadian university is accepted as equivalent to an American baccalaureate degree. Specific prerequisites required by programs must be met on a course-by-course basis. b. A three-year baccalaureate degree from a Canadian university is not accepted as equivalent to an American baccalaureate degree even though the student entered the degree program with grade 13 from Ontario or British Columbia, senior matriculation from those provinces offering it, or one year from Memorial University in Newfoundland. Prerequisites for professional and graduate programs must be met. 194 STUDENT POLICIES: CHAPTER 4 c. If the student has not obtained a degree from a Canadian university, his/her program will be evaluated on a course-by-course basis and equated to Loma Linda University expectations. d. Credits for Ontario post high school courses in grade 13 prepare a student for freshman admission. 4.2.4 Registration a. A student is not permitted to attend a course without being registered for that course unless an exception is granted by the dean of the school in which the student is accepted. b. A student, through the registration process and with the consent of the teacher, may opt to audit certain courses but not participate in any laboratory experience which may be part of the course requirements. In this case, the transcript carries the designation AU. This option does not include a predominantly laboratory experience course. c. A student who is permitted to register later than the scheduled registration day is charged a late registration fee. A student may not register for a course later than the ending date of late registration that is published in the University course schedule. This date is usually calculated as five school days after the latest school’s registration day. For special cases, when a student is prohibited by unavoidable circumstances to register on time, the dean of his/her school may grant permission for the student to register at a later time. In such cases, the dean will send written notification of the situation to both the office of student finance and the office of University records. This notification should be sent before the close of late registration, whenever possible. d. For students with financial difficulties that would prevent them from registering on time, the dean of the school in which the student is enrolled may file a financial plan with the student finance office which allows the student to register on time. e. Registration for a course may be canceled at any time up to the 14th calendar day of any quarter. 4.2.5 Required documents A transfer student is allowed the first quarter of enrollment within which to submit the documentation that is expected by the school. Subsequent enrollment is contingent upon previous submission of documents. 4.2.6 Student’s official name a. The official name for a student is the name the student submits on the original application or data sheet to the University. b. A student may change his/her name during attendance at Loma Linda University by submitting a Request for Change of Name on University records form to the office of University records along with appropriate documentation. c. Maiden name (where applicable) may be used as a second name. 195 CHAPTER 4: STUDENT POLICIES 4.3.0 Academic credit 4.3.1 Unit of credit a. Credit is granted in terms of the quarter unit, which represents 10 to 12 class hours, together with the requisite study, preparation, and practice; or a minimum of 20 laboratory hours; or its equivalent in pre- and/or post-laboratory studies. b. In certain courses the units of credit granted are in terms of clock hours, which represent the total hours of contact for the course, usually excluding preparation time. Such credit is not computed in the grade point average. 4.3.2 Course numbers Courses are numbered as follows to indicate the level of the course and the type of credit it carries: 001-099 101-299 301-499 501-599* 601-699 701-899 901-999** Remedial, with or without credit Lower division Upper division Graduate Graduate course seminar, research, thesis, or dissertation Professional and clinical Continuing education without academic credit 4.3.3 Advanced standing for undergraduate seniors A senior in an undergraduate curriculum who otherwise meets all requirements for graduate standing may be allowed to take graduate courses for graduate credit simultaneously with courses that complete bachelor’s degree requirements if this does not constitute an overload. 4.3.4 Credit offered in an off-campus or extended campus setting or for an extended degree program that carry the same prefixes as do the regular on-campus courses are fully applicable toward degree requirements. This policy applies to undergraduate, graduate, and postgraduate courses. 4.3.5 Enrichment programs Some workshops or courses may not qualify for academic credit, as determined by the school. *Five hundred (500) level course work may not apply toward a baccalaureate degree unless it is approved by the instructor and both deans (dean of the school offering the course and the school in which the student is enrolled) giving permission and provided the credit does not apply toward both an undergraduate and a graduate degree. Approval is not needed if the course is part of a coordinated program. **Continuing education courses are further identified by the prefix ending in “CE.” 196 STUDENT POLICIES: CHAPTER 4 4.3.6 Transfer credit a. Introduction All undergraduate students at Loma Linda University are by design, transfer students. Thus, a conscientious effort has been made to create a student-oriented transfer process. The foremost goal is a policy that provides a strong focus toward serving students. The challenge in this transfer policy is to reach an appropriate balance among varied and sometimes competing goals. Some of those goals include: recognizing the distinct mission of this institution and the faculty role in the development of the mission; providing information to students on course equivalencies and program requirements; and balancing the University concerns with institutional autonomy and program integrity. b. Authority for policy This transfer credit policy was recommended by the general studies and transfer education subcommittee with input from IFAC and approved by the President’s Committee and the University Board of Trustees. The office of University records is charged with procedural responsibilities for implementing this policy. The General Studies and Transfer Education Subcommittee is charged with reviewing the policy on an annual basis and with final decisions on student appeals regarding requirements that affect more than one school (i.e. general education requirements). Individual schools will be responsible for student appeals regarding requirements that are specific to one school. c. Credit accepted in transfer Course work which is similar in nature, content, and level to that offered by Loma Linda University will be accepted in transfer. Such courses are normally referred to as transfer or college parallel work. Other course work completed, such as technical courses similar in content and level to courses taught at Loma Linda University, will be accepted for transfer only upon the request of the dean of the school of the program to which the student seeks admission. Generally, credit for comparable courses earned in traditional classroom activities is accepted as transfer. The University may require a written, oral, or practical examination in any course for which transfer credit is requested. In such cases, an examination fee may be required. d. Institutions from which credit is accepted Transfer credit, as defined above, will be accepted at full value on transfer to the University. (1) If earned in a program that is comparable to a program offered by Loma Linda University and the program or institution is accredited by an accrediting association which is a member of the Council on Postsecondary Accreditation (COPA); or 197 CHAPTER 4: STUDENT POLICIES (2) If earned in a college or university which offers degree programs that are comparable to programs offered by Loma Linda University and the college or university is accredited by an accrediting association which is a member of COPA. Transfer credit is defined as credit completed at another U.S. institution accredited with a regional or national association, or credit earned at an institution accredited by the Seventh-day Adventist educational system, or credit earned at a foreign institution recognized by its government. Loma Linda University generally does not accept from unaccredited institutions credit for transfer towards a degree or a degree as a basis for admissions. Exception guidelines must be approved by the University Academic Affairs Committee. Professional programs may accept, with advanced standing, students with the proper educational experience who have completed the appropriate national or state examinations and are thereby given credit for work done at other, including foreign, institutions. e. Credit earned in foreign institutions (1) To determine what institutions LLU will accept postsecondary work from, the following reference books are used: (a) World Education Services published by AACRAO (American Association of Collegiate Registrars and Admissions Officers) (b) Foreign Educational Credentials Required for Consideration of Admission to Universities and Colleges in the United States (c) RI.E.R. (Projects for International Education Research) workshop reports on various countries (d) World Patterns of Seventh-day Adventist Education (2) Credits may be granted for postsecondary work from institutions not listed in these publications upon departmental evaluation of program syllabi. (3) English taken at a foreign college or university may meet the requirement for freshman English provided: (a) The student has obtained a minimum TOEFL (Test of English as a Foreign Language) score of 550 and a minimum score of 5 on the TOEFL writing test (TWE). The TWE score is reported on a scale of 1 to 6. 6 = Demonstrates clear competence in writing on both the rhetorical and syntactic levels, though the essay has occasional errors. 5 = Demonstrates competence in writing on both the rhetorical and syntactic levels, though the essay will probably have occasional errors. 198 STUDENT POLICIES: CHAPTER 4 4 = Demonstrates minimal competence in writing on both the rhetorical and syntactic levels. 3 = Demonstrates some developing competence in writing, but the essay remains flawed on either the rhetorical or syntactic level, or both. 2 = Suggests incompetence in writing. 1 = Demonstrates incompetence in writing. (b) Identifiable college credit appears on the student’s transcript from the foreign institution or an “A” level pass in English. An “O” level pass in English is required for entry into college. Students from the following countries are not required to validate English: Canada, Great Britain, and Australia. (c) Obtain a minimum score of 50 percentile on CLEP exams for Freshman English f. Special situation, etc. (1) Undergraduate transfer credit (a) Transfer credit for correspondence course work is ordinarily acceptable only for lower division credit. The amount and content of such course work acceptable for credit toward degree requirements is determined by each school of the University. (b) A maximum of 105 quarter units of lower division credit will be accepted from accredited junior colleges. (c) Credit is accepted from a professional school only if the school is recognized by its regional or national accrediting organization, and if the course work is substantially equivalent or essentially relevant to course work at Loma Linda University. (d) Credit for students at an armed forces school is granted according to recommendations of the American Council on Education and/or the California Committee for the Study of Education, except for examinations of the college level examination program. (e) Course work at an unaccredited college or a college outside the United States will not be finally evaluated until the student has earned 12 units of credit at an accredited U. S. institution with a minimum grade point average of 2.0. (f) Credit is not granted for the Canadian senior matriculation examination taken after October 1973. No college credit is given for Ontario Academic Courses (OAC’s). This policy statement is from the Board of Higher Education (BHE) of the General Conference of Seventh-day Adventists as well as from the American Association of Collegiate Registrar’s and Admissions Officers (AACRAO). 199 CHAPTER 4: STUDENT POLICIES (g) Credit is granted for scores of 3, 4, or 5 on advanced placement (AP) examinations taken while enrolled in secondary school and submitted by the college entrance examination board. The amount of credit assigned is determined for each examination by the division of general education in the Graduate School. (h) Credit is granted for scores submitted by the college entrance examination board for certain of the examinations of the college level examination program (CLEP) as follows: General examinations passed with each subscore at or above the 65th percentile earn four units of credit for each subscore reported, except that credit is not granted for the general examination in English. Subject examinations passed at or above the 50 percentile. The amount of credit given may vary according to the examination(s) taken. For an examination covering the material included in a one-quarter course, the amount of credit is normally four units; for an examination covering the material included in two quarters of classes, it is eight units. (A list of examinations in which course credit may be given is available in the office of University records.) Remedial courses taken at another institution which are not applicable toward a degree from Loma Linda University are not calculated in a student’s grade point average. (i) Transfer of specific courses required for Loma Linda degrees will be at the discretion of the school offering the program except in the case of general education requirements which shall be the responsibility of the General Studies Committee. The records office will maintain a list, where appropriate, of specific course equivalencies. (2) Graduate transfer credit (a) A maximum of nine units of credit that have been previously applied to another degree program or curriculum may be accepted as transfer credit upon petition. In the case of approved combined or conjoint programs see 4.3.9. (b) Transfer credit may reduce the minimum requirements of credit units for a degree earned at Loma Linda University; however, residency requirements are not to be altered. The maximum number of transfer credits toward a master’s degree or doctoral degree may not exceed 20 percent of the minimum credits required for the degree; amounts greater than this may be granted by the President’s Committee. (c) A minimum grade of B is required for all courses accepted for transfer credit. Transfer credit is normally not applicable if the course work was completed more than seven years prior to registration at Loma Linda University. (d) Transfer-credit courses must be equivalent to courses appropriate to degree requirements as specified in the bulletins of the schools of the University. 200 STUDENT POLICIES: CHAPTER 4 (e) Extension credits earned at another accredited institution are not accepted for transfer credit unless approved by the dean of the school. g. Specific qualifications, requirements, and limitations related to transfer of credit (1) All credit evaluated for transfer is subject to the following qualifications: (a) Evaluation is based on the review of the primary academic transcripts of record from all institutions attended. (In other words, evaluations are not based on another institution’s evaluation of transfer credit from a third institution.) (b) Loma Linda University reserves the right to evaluate not only the credit as it appears on the transcript, but also the basis on which the credit was initially awarded by the sending institution—that is, classroom experience, examination, life experiences, etc. (2) The precise amount of transfer credit which is applicable toward a particular degree will be determined by the specific school and department concerned. (3) Transfer students must meet the general education requirements that apply to all students for a degree from Loma Linda University. (4) Only credit earned with a grade of C or higher for undergraduate course work and B or higher for graduate course work will be accepted for transfer. Grades of C-and B-, respectively, are not acceptable. h. Appeal procedure Students who believe that this policy was not implemented accurately in the evaluation of their transfer credit may initiate an appeal with either the general studies and transfer education subcommittee or the specific school responsible for their program. 4.3.7 Waiver of a required course A student may request the waiver of a requirement if prior course work or experience fulfills the requirement but does not qualify for transfer of credit. An examination may be required. a. The minimum passing performance must be the equivalent of a C grade for undergraduate and a B for graduate courses. Grades of C- and B-, respectively, are not acceptable. b. Requests to waive a requirement are made to the dean of the school offering the course and must be petitioned before the final quarter of residence. c. The maximum amount of course work that may be waived is determined by each school. d. A waiver does not reduce the credit hour or residency requirements. 201 CHAPTER 4: STUDENT POLICIES e. A waiver examination does not carry academic credit and may not be repeated. f. A testing fee for a waiver examination is required as specified in the school bulletin. 4.3.8 Credit by examination For certain courses offered by the University, a student may earn credit by passing an equivalency examination administered by the appropriate school and department. Such an examination is at least equal in scope and difficulty to a final examination in the course and may include materials supplied by CLEP or other agencies. a. A currently enrolled student desiring credit by equivalency examination petitions the dean of the school offering the course and, upon approval, pays a testing fee as specified in the bulletin. b. Equivalency examinations may not duplicate credit already earned through course work including courses taken for audit. c. A grade of S (Satisfactory) is given only after the student has completed one quarter or the equivalent at this University, and has earned 12 units of credit with a grade point average of at least 2.0 in undergraduate courses or 3.0 in graduate courses. d. Units earned by equivalency may not be used as part of the enrolled load. e. Equivalency examinations must be taken before the final quarter of residence. f. The maximum amount of credit that may be earned by examination is determined by each school. 4.3.9 Dual or shared credit Academic credit from a course applied to two degrees in a conjoint or combined relationship from this University is defined as dual or shared credit. a. In doctoral and master’s degrees in different disciplines and in conjoint or combined relation, dual or shared credit should not exceed 18 units. Amounts greater than this may be granted upon petition. b. In two doctoral programs having conjoint or combined relation, dual or shared credit should not exceed 36 units. Amounts greater than this may be granted upon petition. c. Three units of religion credit may be a part of the shared or dual credit. d. The usual policies related to acceptable grades and grade averages apply to dual or shared credit. e. In bachelor’s degrees and graduate degrees involving the same or different disciplines, dual or shared credit should not exceed nine units. Amounts greater than this may be granted upon request. 202 STUDENT POLICIES: CHAPTER 4 4.3.10 Directed independent study a. Offered to provide opportunity for a student to have a special academic experience beyond that offered in his/her regular classwork b. Supervised by one faculty member with expertise in the area of study c. Evaluated according to specific goals prescribed in a document of agreement, which includes: (1) A description of the work to be done (2) The basis of grading (3) The number of credits to be awarded (4) An agreed schedule for student-teacher contacts d. Limited to 12 units (quarter) of undergraduate credit, eight units of graduate credit, in degree programs Courses appearing in a school’s bulletin shall always be taken under their own course number regardless of class size. 4.3.11 Courses taken for audit cannot be repeated for credit 4.4.0 Grading 4.4.1 Grades and grade points The following grades and grade points are used in this University. Each school applies the University grading system and explains any further specific requirements in its bulletin. A 4.0 Outstanding performance A- 3.7 B+ 3.3 B 3.0 Very good performance for undergraduate credit; satisfactory performance for graduate credit B- 2.7 C+ 2.3 C 2.0 Satisfactory performance for undergraduate credit C- 1.7 D+ 1.3 D 1.0 Minimum performance for which undergraduate credit is granted F 0.0 Failure, given for not meeting minimal performance S none Satisfactory performance, counted toward graduation. Equivalent to a C grade or better in undergraduate courses, or a B grade or better in graduate courses. An S grade is not computed in the grade point average. 203 CHAPTER 4: STUDENT POLICIES A student may request a grade of S in only a limited amount of course work as determined by the school. This is done by the student’s filing with the office of University records the appropriate form prior to 14 calendar days before the final examination week. Once filed, the grade is not subject to change. U none Unsatisfactory performance, given only when performance for an S specified course falls below a C grade level in an undergraduate course or a B grade level in a graduate course. Similar filing procedures as given above are required. The U grade is not computed in the grade point average. S/N none Satisfactory performance in a clock-hour course. Not included in total units. Same grading criteria as the S grade given for a credit hour course. U/N none Unsatisfactory performance in a clock-hour course. Not included in total units. Same grading criteria as the U grade given for a credit hour course. CR none Credit earned for credit by examination. Counted toward graduation/units earned, but not units attempted. Such credit cannot be counted for financial aid purposes. NC none No credit for unsatisfactory performance for a credit by examination Does not count for any purpose 4.4.2 Notations W Withdraw, given for withdrawal from a course prior to 14 calendar days before the final examination week. Withdrawals during the first 14 calendar days of a quarter or the first seven calendar days of a summer session are not recorded if the student files with the office of University records the appropriate form prior to the cut-off date. (This does not address short summer courses lasting only a week or two.) I Incomplete, given for circumstances beyond a student’s control. An I may be changed to a grade only by the instructor before the end of the following term, but excluding the summer sessions for those not in attendance during that term. Incomplete units are not calculated in the grade point average. By the use of the petition form, the student requests an I grade from the instructor, stating the reason for the request and obtaining the signatures of the instructor and the department chair. The form is left with the instructor. The instructor will then report the I grade on the Grade Report Form, as well as the grade which the student will receive if the deficiency is not removed within the time limit. The Petition Form is then filed with the office of University records along with the Grade Report Form. IP In progress, indicating that the course has duration of more than a single term and will be completed by the student no later than the final term of the course. The student’s final grade is reported on the grade report form at the end of the term in which the course is completed. 204 STUDENT POLICIES: CHAPTER 4 AU Audit, indicating registration for attendance only, with 80 percent class attendance considered a requirement. A request to change a credit course to audit or an audit course to credit may be made no later than the 14th calendar day after the beginning of a quarter or the seventh calendar day after the beginning of the summer session. (This does not address short summer courses lasting only a week or two.) AUW Audit withdrawal, given for withdrawing from the course or indicating that the 80 percent class attendance requirement was not observed. Recognition: Given an undergraduate student who qualifies for the dean’s list and/or other recognition. 4.4.3 Reporting of grades a. Course grades are due three school days after the final examination. b. The official report of grades is issued as soon as possible after the end of a term. A copy of the grade report is sent to the student. As soon as the posted grades have been verified and grade reports are run for the students, the academic/dean’s office of individual schools will receive grade reports from the office of University records. c. It is not the responsibility of the instructor or department to notify a student that a certain grade has been earned in a course. d. The omission of a grade on the instructor’s grade report is not acceptable practice. 4.4.4 Change of grade A grade may not be changed by the instructor except when an error has been made in arriving at or recording a grade. Such changes are acceptable up to the end of the following term. 4.4.5 Repeating a course When a student repeats a course at Loma Linda University, both the original and repeat grades are entered on the student’s permanent record, but only the repeat grade and credit units are computed in the grade point average and included in the total units earned. 4.4.6 Transcripts The transcript is the official copy of the student’s academic record and includes all courses attempted and grades earned at the University. 4.4.7 Retention of grade reports Instructors are responsible for keeping grade books or records for five years after the conclusion of the course. 205 CHAPTER 4: STUDENT POLICIES 4.5.0 Student recognition 4.5.1 Terminology: grant, scholarship, award, fellowship, traineeship a. At the undergraduate level, the terms grant and scholarship are applied to awards of substantial amounts which provide support that enables students to be in school: subsistence and/or tuition costs. (1) The term scholarship is reserved for awards that require a high level of academic performance as one of the criteria for eligibility. (2) The term grant is used when academic distinction is not a criterion for eligibility, although acceptable scholarship is assumed. b. The term award is used for forms of recognition that honor past performance or accomplishment in scholarship, leadership, etc. Awards are not intended as support for further education. c. At the graduate and professional levels, the term fellowship corresponds to the term scholarship at the undergraduate level. The term traineeship corresponds to the term grant. 4.5.2 President’s award a. The president’s award is given annually to one student in each school as a tangible demonstration of the University’s regard for and encouragement of individual accomplishment in excellent scholarship and community service within the framework of commitment to the highest ideals of the University. b. The nominee is recommended by the dean after consultation with the faculty. c. The amount of the award, which is accompanied by a certificate, is $300 for students at the undergraduate level, and $500 for students at the graduate or postgraduate level. d. The recipient is a student who has been in residence at the University for at least one academic year before receipt of the award. e. In unusual circumstances, several students from a school may share the president’s award. 4.5.3 Dean’s list and/or other school recognition The Dean’s list is comprised of students who have completed at least 12 units of course work during a quarter with a grade point average of at least 3.5, with no grade lower than a B-, and with no Incomplete notation on the grade report. 206 STUDENT POLICIES: CHAPTER 4 4.6.0 Principles of student conduct The health-related professions are proud of their traditional reputation for honesty and integrity. These virtues are essential for each member of the health-related professions if these professions are to continue to maintain their position of trust within our society. The establishment of codes of ethics, peer review committees, ethics committees, and other regulatory and/or advisory groups within the profession indicates a vital and continuing concern with maintaining high standards of integrity in the health-related professions. Loma Linda University is a place where the professionals of tomorrow are selected and trained in the development of professional and ethical attitudes which are consistent with the highest goals of the health-related professions. It is for this purpose that Loma Linda University articulates principles of conduct. These principles provide a means of educating and training future health-related professionals in areas of professional ethical activity, and are intended to aid in developing an ethical and moral awareness which will help the individual serve the public and the professions in an enlightened manner. In addition, the University seeks to broaden students’ ethical perspectives by including a religious perspective not always found in ethical codes. By adding a spiritual foundation to the profession’s ethical framework, it is anticipated that the professional’s ethic will be a more completely informed ethic, one which not only reflects a proper concern for our fellow human beings, but one which also reflects an intimate relationship with our Creator and God. These principles, as written, contain specific admonitions which are limited in number but are more comprehensive in principle. It is anticipated that values of honesty, integrity, and altruism will be enhanced by the student during his/her professional training so that following graduation, these virtues will be second nature in the professional service they provide. Thus, the relationship of trust between health-related professional and patient can develop so as to benefit both the profession and the public. This is a goal Loma Linda University feels it must meet as it seeks to train its students to become competent in all aspects of patient care. Students must strive to conduct themselves at all times in a manner representative of their profession and school. Students share responsibility for maintaining an environment conducive to learning. Any activity which interferes with the learning processes vital to the practice of the chosen profession or which violates the integrity of the profession as a whole is not acceptable. Respect for oneself, patients, peers, and for the institution must be preserved at all times. The following list is illustrative of the type of conduct which violates the University’s expectation for student conduct and is cause for discipline up to and including dismissal. It is not an exhaustive or inclusive list, but is stated here for purposes of illustration. a. Refusal or failure to remediate documented unsatisfactory performance b. Disrespect for individual and University property including theft and vandalism c. Failure to respect individual rights. This includes (a) physically or verbally abusing any person or engaging in conduct that threatens or endangers the health or safety of others; (b) obstructing or disrupting the study of others; the performance of official duties by University personnel; teaching, research, disciplinary, administrative, or other functions of the University; or other authorized activities on University premises; and (c) slander and libel. 207 CHAPTER 4: STUDENT POLICIES d. Personal conduct which is incompatible with the standards of morality and propriety of the Seventh-day Adventist Church e. Overt disharmony, subversion, or violation of the philosophy, objectives, and policies of the University including those delineated in this Handbook f. Gambling or betting g. Failure to obey, honor, and sustain civil law h. Patient abuse Professional ethics and the Christian understanding of the value and importance of all persons, should be reflected in the relationships students develop with each of their patients. While clinical activities will rightfully be focused on learning, the patient’s needs should always be the primary concern. Any activity which places the needs of the clinic student ahead of the needs of the patient is not acceptable. Altruism must be learned and practiced from the earliest moment of the student’s program and reinforced in all aspects of the professional training. The well-being of patients subject to our care should always be of highest concern and patient abuse will not be tolerated. Patient abuse includes any behavior or act which might jeopardize the health or well-being of a patient. Examples of patient abuse include but are not limited to the following: (1) Unsupervised and/or unauthorized treatment of a patient (2) Treating a patient while student is under the influence of alcohol or drugs (3) Failure to comply with clinic policies regarding patient treatment and financial arrangements (4) Failure to comply with accepted protocols for infection control or transmission of disease (5) Refusal to properly treat any patient for reasons of sex, race, color, creed, national origin, financial status, handicap, or disability (6) Failure to report observed incidence of patient abuse by fellow students (7) Offering or asking for financial inducements related to the use of patients during state or regional board examinations (8) Patient abandonment (9) A breach of confidentiality as required by law or University policy concerning patient records or data, research data, or University procedures in which the participants are promised confidentiality 208 STUDENT POLICIES: CHAPTER 4 4.6.1 Standards of Appearance Members of the Loma Linda University community of scholars, including students, must maintain an appearance, at all times, which is consistent with the highest professional standards and Christian principles of cleanliness, modesty, and simplicity. The image projected to the public should be consistent with the mission and philosophy of Loma Linda University. The specifics listed below are examples of what constitutes the professional image as defined by LLU. a. Clothing Modest casual wear is appropriate on campus and in class. In settings where shorts are acceptable, they must be neat and at least mid-thigh in length. Sloppy clothing, tank-tops, tight-fitting shorts, clothing that is torn or frayed, and bare midriffs are not considered appropriate. Words, pictures, and/or symbols displayed on clothing should be consistent with an Adventist Christian institution and sensitive to a diverse faculty, staff, and student population. b. Hair and grooming Good taste indicates that haircuts, hairstyles, and personal grooming be neat, clean, and conservative, avoiding radical styles. Grooming and style should also be practical so as to enable one’s duties to be performed without embarrassment, inconvenience, or threat to safety. c. Makeup and jewelry Cosmetics and perfumes should be inconspicuous and the emphasis should be on a natural appearance. The wearing of jewelry is specifically discouraged. Expanded dress codes are provided in the school-specific sections of this Handbook. These include specialized dress requirements for patient-contact settings. 4.6.2 Standards of Academic Conduct The purpose of education, especially Christian education, is to enhance intellectual, social, emotional, physical, and spiritual development of students at the same time that they are learning the skills of a profession. In the classroom, students shall be responsible to and respectful of their peers by avoiding any behavior that would disrupt the learning environment. Cheating is not tolerated. Cheating robs the student of an opportunity to learn and undermines relationships among peers as well as students and teachers. Where cheating is known, but not confronted, it ultimately allows a toleration of dishonesty, that if carried over into professional practice may result in abuse of patients and malpractice problems. For these reasons, cheating will not be tolerated and will be dealt with as a matter of serious discipline. Some types of violations of ethical conduct encountered in educational programs in the health-related professions are of particular concern. The following examples are illustrative but are not intended to be a complete list of concerns. 209 CHAPTER 4: STUDENT POLICIES a. Academic dishonesty Academic dishonesty involves a willful perversion of the truth in an academic setting. Examples include, but are not limited to the following: (1) Cheating on assignments or examinations with unauthorized materials (2) Copying from peers, or knowingly and willingly permitting or assisting others to copy from examinations, assignments, or lab materials (3) Using unauthorized aids during examinations and quizzes (4) Looking at another individual’s examination or quiz in a way that appears that information is being sought (5) Plagiarizing, which includes the undocumented use of sources or ideas, or either whether quoted or paraphrased, or otherwise presented as one’s own (6) Fabrication and/or fraudulent insertion of scholarly materials, not the product of one’s own efforts, into assignments or clinical records (7) Interfering in a harmful way with another’s work (e.g., sabotaging laboratory work, or illicit entry or deletion of computer data) (8) Writing a test, examination, or assignment for another student, or having another person wrongfully write an examination for a third party (9) Misrepresenting the attendance of self or of another party in a required class, laboratory or assembly (10) Altering grades or arranging for others to wrongfully alter grades on tests or examinations, instructors’ records, or records of the school or University b. Forgery Forgery consists of the falsifying of signatures, altering of the content of documents after they have been signed, and may include other forms of lying or intentional misrepresentation. Examples of forgery include but are not limited to the following: (1) Falsifying instructors’ signatures on charts or evaluation forms (2) Altering patient records, grade forms, evaluation sheets, or other documents after a signature is received (3) Signing another student’s name on a classroom attendance record (4) Forging a person’s signature on clinic records 210 RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC: CHAPTER 5 1998 Loma Linda University Faculty Handbook Chapter 5 Relationships with the University and with the public 211 CHAPTER 5: RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC Chapter 5. Relationships within the University and with the public 5.1.0 Statements of nondiscrimination and program of affirmative action 5.1.1 LLU Policy and Program of Nondiscrimination and Program of Affirmative Action 5.1.2 Policy of Nondiscrimination 5.1.3 Disability Accommodation Policy 5.2.0 Political activity 5.2.1 General guidelines 5.2.2 Prohibition of use of University name or facilities 5.3.0 Lifestyle 5.3.1 University Image 5.3.2 Standards of Appearance 5.3.3 Use of Alcohol, Controlled Substances, and Tobacco 5.3.4 Drug-free Worksite Policy and Procedures 5.3.5 Sexual Standards 5.3.6 Romantic Relationships and Dating 5.3.7 Sexual Harassment Policy 5.3.8 Weapons Possession Policy 5.4.0 Communicable Diseases and AIDS Education and Prevention Policy 5.4.1 Procedures 5.4.2 Health-care personnel with blood-borne infections 5.4.3 Management of patient exposures 5.4.4 Testing sites 5.4.5 Skin-tested for tuberculosis 5.5.0 Invitations for presentations and consultations by University personnel 5.5.1 Authorization 5.5.2 Financial arrangements 5.6.0 Business cards 5.6.1 Use of official business card 5.6.2 Standard format business card 5.7.0 Use of University emblems 5.7.1 Graphic identity 5.7.2 Graphic Standards Manual 212 RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC: CHAPTER 5 Relationships within the University and with the public 5.1.0 Statements of nondiscrimination and program of affirmative action 5.1.1 Loma Linda University Policy and Program of Nondiscrimination and Program of Affirmative Action Loma Linda University affirms that Christian principles are not compatible with various forms of discrimination which have divided societies. Loma Linda University further affirms that all persons are of equal worth in the sight of God and that they should be so regarded by all of His people. Moreover, this nation was founded upon the ideals of equal worth of all persons and equal opportunity for each individual to realize his/her fullest potential. Therefore, the University is committed to teaching and observing the Biblical principles of equality. The law does not require Loma Linda University to have a written program of affirmative action, but, in the spirit of the law, the University has issued this program as a guide to its employees, supporters, and students to enlighten and assist in implementing a policy of affirmative action throughout the University. The University reserves the right to express disagreement from time to time with reference to specific remedies and regulations that may be proposed to eradicate discrimination. A delicate balance must be found between affirmatively seeking to assist those in a discriminated class and providing equal opportunity for all individuals, whether or not in such discriminated class. The University is committed to going the second mile and beyond to try to strike this delicate balance. The task is impossible if the only resources are legislation, litigation, and antagonism, but it is possible in an atmosphere of cooperation and understanding among all concerned. 5.1.2 Policy of Nondiscrimination The free exercise of religion guaranteed by the Constitution of the United States includes the right to establish and maintain religious educational institutions. Loma Linda University is incorporated as a California religious nonprofit corporation, owned and operated by the Seventh-day Adventist Church as an integral part of the church’s teaching ministry. Federal and state guidelines clearly recognize the right of religious institutions to seek personnel and students who support the goals of the institution, including the right to give preference in employment of faculty and staff and admission of students to members of the church which sponsors the institution. The University is committed to equal education and employment opportunities for men and women of all races and does not discriminate on the basis of handicap, sex, race, color, or national origin in its education and admissions policies, financial affairs, employment programs, student life and services, or any University-administered program. 213 CHAPTER 5: RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC To this end, the University is in compliance with Titles VI and VII of the Civil Rights Act of 1964 as amended, and substantial compliance with Title IX of the Education Amendments of 1972 (45 CFR 86 et seq.) and sections 503 and 504 of the Rehabilitation Discrimination in Employment Act of 1967 and section 402 of the Vietnam Era Veterans Adjustment Act of 1974 and does not discriminate against any employee or applicant for employment on the basis of age or because they are disabled veterans or veterans of the Vietnam era. In addition, the University administers student programs without discrimination on the basis of age, except in those programs where age is a bona fide academic qualification for admission in accordance with the provisions of the Age Discrimination Act of 1975. The University reserves constitutional and statutory rights as a religious institution and employer to give preference to Seventh-day Adventists in admissions and employment, including but not limited to, 42 USC Secs 2000e-l; 2000e-2; Sec 6-15 of Federal Executive Order 11246: (as amended; 41 CFR Secs 60-1.5(5); 20 USC Sec 1681(a)(3);34 CFR Sec 106.12(a)(b), 106.21, 106.31, 106.39, 106.40, 106.51, and 1061.57; California Government Code Secs 12926(d)(1); and Title II, Division 4, Chapter 2, Sec 7286.5 of the California Code of regulations, the First Amendment to the United States Constitution and Article I, Sec 4 of the California Constitution. The University believes that Title IX regulations are subject to constitutional guarantees against unreasonable entanglement which are infringements on the religious teachings and practices of the Seventh-day Adventist Church. The University expects students and employees to uphold biblical principles of morality and deportment as interpreted by the Seventh-day Adventist Church. The University claims exemptions from the provisions of the Title IX set forth in 34 CFR Secs 86.21, 86.31, 86.40, and 86.57(b) insofar as they conflict with church teachings and practices of morality, deportment, and appearance. For the program and procedures of affirmative action, please see a copy of the Administrative Handbook, which may be found in the offices of the dean and of the president. 5.1.3 Disability Accommodation Policy It is the policy of Loma Linda University to fully comply with the provisions of the Americans with Disabilities Act and section 504 of the Rehabilitation Act. Loma Linda University is committed to making reasonable accommodation for qualified individuals with disabilities. a. Academic program accommodation for students with disabilities (1) Requests for academic program accommodations for a student with a disability will be submitted in writing to the dean of the school involved or a designated representative. (2) The dean of the school or designated representative will work with the appropriate agencies to evaluate the request and provide reasonable accommodation as appropriate. (3) Funding for reasonable academic program accommodation will be provided by the involved school. 214 RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC: CHAPTER 5 (4) Request for and records of accommodations will be maintained by the department of risk management. The dean of the school or designated representative shall provide a written copy of the initial request to the department of risk management. The department of risk management will keep student disability files in a location that is secure and separate from other student files to ensure confidentiality. (5) Any unresolved disagreements or threat of litigation over proposed academic program accommodation will include the department of risk management to ensure proper insurance and claims management. b. Facilities accommodation request of students (1) Request for facilities accommodation for a student with a disability will be submitted in writing to the dean of student affairs. (2) The dean of student affairs will work with the department of risk management, the dean of the school involved or designated representative, the vice president for financial affairs, and other agencies (i.e., Job Accommodation Network) deemed necessary to evaluate the request and provide an effective, reasonable accommodation. (3) For reasonable accommodations needing modifications to facilities, funding will be provided by the University. All other reasonable accommodations will be funded by the involved school. (4) The closed files regarding accommodation for facilities requests will be maintained by the department of risk management. (5) Any unresolved disagreement or threat of litigation over proposed academic accommodation will include the department of risk management to ensure proper insurance and claims management. c. Accommodation request for employees with disability (1) Requests for accommodation for an employee who is disabled will be submitted in writing to the department of risk management. (2) A representative of the department of risk management will work with the involved school/department and other appropriate agencies to evaluate the request and provide reasonable accommodation as appropriate. (3) If the reasonable accommodation involves modification(s) to facilities, the vice president for financial affairs will be consulted. d. Non-academic accommodation complaints (1) All disability accommodation requests or complaints will be submitted in writing to the department of risk management. 215 CHAPTER 5: RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC (2) A representative of the department of risk management will work with the complainant, the involved school/department, the department of human resource management, and other appropriate agencies deemed necessary to evaluate the complaint and appropriately correct any deficiencies. (3) If the corrective action involves modification(s) to facilities, the vice president for financial affairs will be consulted. e. The department of risk management will be available to serve as a technical advisor in evaluating accommodation requests/complaints under the Americans with Disabilities Act and section 504 of the Rehabilitation Act. They will also maintain and distribute names and phone numbers of additional resources that can assist in accommodating requests and complaints. 5.2.0 Political activity 5.2.1 General guidelines a. The University does not engage in partisan politics in any form or carry on propaganda. b. The University does not give approval or endorse an individual running for public office. “Political activities” limitation of Internal Revenue code #501(c)(3) states “not participate in or intervene in (including the publishing or distributing of statements) any political campaign on behalf of any candidate for public office.” c. Those who in their official capacity frequently speak for the University should undertake to make clear when expressing individual views that they are not stating a University position. d. Every member of the University has a right to participate or not, as they see fit, in the election process. On the other hand, employees should make it clear when expressing individual views that they are not stating a University position. e. No federally appropriated funds will be paid by or on behalf of the University to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the making of any federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal grant or cooperative agreement. f. If any other funds are used in a lobbying effort in any manner to try and obtain federal grant or cooperative agreement, a Disclosure Form to Report Lobbying will be completed and properly included in documents as required by section 1352, title 31 of the U.S. Code and implemented at 34 CFR, Part 82. 216 RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC: CHAPTER 5 5.2.2 Prohibition of use of University name or facilities a. The University name or insignia should not be used on stationery or other documents intended for political purposes, including soliciting funds for political support or carrying on a political campaign. b. University addresses, including those of departmental, faculty, or staff offices, should not be used as mailing addresses for political campaign purposes. c. Space on campus should not be used by any organization urging support of legislation or support of, or opposition to, any candidate for political office. 5.3.0 Lifestyle Loma Linda University, as a Seventh-day Adventist health sciences university, in harmony with its heritage, fosters a lifestyle among its faculty, students, and administrators that contributes to buoyant health and a joyous Christian experience. Faculty, in particular, are called upon to model behavior which students will follow in the practice of their professions and in their personal lives. This section sets forth policies in some of the areas of lifestyle which are of special concern. The overarching moral principles of the Bible serve, in the broader context, as the ultimate guide for Christian living to which Loma Linda University is committed. 5.3.1 University Image Loma Linda University employs and trains health professionals and scholars. As representatives of the University, it is essential that the appearance of faculty members reflect the institution’s commitment to excellence, health and safety, and conservative corporate values. An appropriate, clean, and professional appearance becomes a matter of considerable importance, especially when the faculty member is teaching, serving patients, or meeting the public as a representative of the University. Department chairs and deans are responsible for: a. Orientation of faculty and faculty applicants to this standard b. Responding to any questions which may arise c. Handling any areas of noncompliance which may occur 5.3.2 Standards of Appearance Members of the Loma Linda University community of scholars must maintain an appearance, at all times, which is consistent with the highest professional standards and Christian principles of cleanliness, modesty, and simplicity. The image projected to the public should be consistent with the mission and philosophy of Loma Linda University. The specifics listed below are examples of what constitutes the professional image as defined by LLU. 217 CHAPTER 5: RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC a. Clothing Clothes which are compatible with a business-like, professional, and safety-conscious health-care environment are required at all times, especially when in patient care or community service activities. Conservative and appropriate dress is expected of all faculty. b. Hair and grooming Good taste indicates that haircuts, hairstyles, and personal grooming be neat, clean, and conservative, avoiding radical styles. Grooming and style should also be practical so as to enable one’s duties to be performed without embarrassment, inconvenience, or threat to safety. c. Makeup and jewelry Cosmetics and perfumes should be inconspicuous and the emphasis should be on a natural appearance. It is requested that jewelry not be worn. Expanded dress codes are provided in the school-specific sections of this Handbook. These include specialized dress requirements for patient-contact settings. 5.3.3 Policy Regarding Use of Alcohol, Controlled Substances, and Tobacco Loma Linda University is dedicated to its motto, “to make man whole.” As such, it is committed to provide a learning environment contributive to the fullest possible development. The University adopts the temperance practices and health principles espoused by the Seventh-day Adventist Church. This means that all faculty, employees, and students are expected to refrain from the use of alcohol, controlled substances, or tobacco while enrolled or employed at the University. Violation of this policy is subject to review and action pursuant to faculty, employee, and student disciplinary and severance policies and the University’s Drug-Free Worksite Policy. 5.3.4 Drug-free Worksite Policy and Procedures Drug-free environment: As stated in its motto, “to make man whole,” Loma Linda University is committed to providing a learning environment conducive to the fullest possible human development. Because the University holds that a lifestyle that is drug-, alcohol-, and tobacco-free is essential for achieving this goal, it maintains policies that seek a campus environment free of these substances. This means that all employees and students are expected to refrain from the use of alcohol, drugs, and tobacco while employed or enrolled at the University. The University’s policies are consistent with the beliefs of the Seventh-day Adventist Church that promotes a temperate lifestyle, which include abstinence from the use of alcohol, drugs, and tobacco. In compliance with the Drug-free Workplace Act of 1988 and in harmony with the laws of the land, Loma Linda University prohibits the unlawful use, possession, distribution, dispensing, or manufacture of controlled substances by its employees, which includes faculty, staff, or students. Further, the University expects any person employed by the University who receives federal funding as an individual to certify that he/she will not engage in the 218 RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC: CHAPTER 5 unlawful use, possession, distribution, dispensing, or manufacture of a controlled substance while associated with the University. Failure to comply with these policies will result in discipline up to and including expulsion or termination and, if appropriate, notification of law enforcement agencies for prosecution. The University provides an active educational program for its faculty, administrators, staff, and students to help them develop an awareness of the risks involved in alcohol, tobacco, and drug use and to promote the benefits of a lifestyle free of those substances. The University may, in its discretion, provide therapeutic assistance for employees and students, who, because of abuse of these substances, have impaired function within the University community. Components of a drug-free workplace: a. Prevention (1) The policy of a drug-free workplace for faculty, staff, and students is included in the Faculty, Student, and Staff Handbooks. Faculty, staff, and students are notified of the policy at the time of employment or appointment and on an annual basis. Faculty and staff are given either a Faculty or Staff Handbook and are required to sign a statement acknowledging receipt of the Handbook and the fact that the Handbook contains the terms and conditions of their employment. Students are notified on acceptance into educational programs of the various schools within the University. Each school will publish in its bulletin the manner in which it addresses drug and alcohol counseling, treatment, and rehabilitation programs and discipline, using the guidelines set forth in this document. (2) Faculty and staff are provided training in drug awareness, observing for impairment possibly due to drug use, the dangers of drug use and abuse, and early intervention and referral techniques. (3) Campus-wide educational programs on substance abuse are conducted through the school and at the worksite. Such education shall include, but shall not be limited to, the dangers of substance abuse. (4) All students, faculty, and staff will be informed through Faculty, Student, and Staff Handbooks of the local, state, and federal laws for the unlawful possession, use, or distribution of illicit drugs and alcohol. (5) Disciplinary sanction for the use of drugs is included in the Faculty, Student, and Staff Handbooks. b. Detection (1) The University reserves the right to investigate any faculty, staff, or student where reasonable suspicion exists of drug or alcohol involvement. This includes the right to search offices, lockers, on-campus vehicles, or resident hall rooms, briefcases, book-bags, and handbags, and the right to require an appropriate drug test and confirmation by a retest. If a search is to be made, it must be authorized by the resident hall director, dean of a school, a vice president, or president of the 219 CHAPTER 5: RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC University. The entire process of drug investigation will be treated with highest confidentiality. (2) If unlawful possession of a controlled substance or drug paraphernalia is discovered, the University will confiscate the item(s), investigate the circumstances and institute disciplinary actions. (3) Initial identification of a problem may be made by a supervisor, faculty member, colleague, concerned other, or self-referral. c. Confidentiality (1) All drug investigation and drug testing information is confidential and should be treated as such by anyone who is authorized to have access to such records. (2) All records and information of personnel actions taken on employees under investigation or discipline with respect to drugs shall be maintained by the personnel director in a secure, locked file. Only authorized individuals who have a “need-to-know” shall have access to them. Statistical reports will be compiled without personal identifying information. d. Assessment (1) Any assessment of substance abuse will be performed and/or qualified assessment facility. (2) If there is a reasonable suspicion of substance abuse a sion may be mandated until assessment is completed. e. Intervention (1) If substance abuse is determined to be experimental, the individual is subject to discipline and may be required to participate in an appropriate educational program specified by assessment personnel. (2) The individual must present satisfactory evidence of compliance with the specified educational program. (3) If any individual does not comply with a specified educational program, he/she may be subject to discipline. f. Treatment (1) If an individual is assessed to have a chemical dependency, he/she will be required to enroll in an outpatient or inpatient treatment program as a condition of further employment or enrollment. (2) The individual must furnish evidence of compliance with the formulated plan of treatment. by a qualified professional three- to seven-day suspen- 220 RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC: CHAPTER 5 (3) If there is noncompliance with the formulated plan of treatment, the individual will be subject to discipline. g. Relapse prevention monitoring (1) Monitoring will be required to prevent relapse for all students, faculty, or employees who have chemical dependency. Each professional school will address relapse prevention for faculty and students in the manner that the profession handles impaired professionals. If there is a diversion program already available for members of this profession, he/she will be referred to that program. If a diversion program is not available, he/she will be required to be under the supervision of the Employee or Student Assistance Program. (2) A recovery contract will be formulated for each student or employee (either by his/her division committee or the Employee/Student Assistance Program) and will consider aftercare, recovery home, counseling, psychiatric follow-up, Alcoholics Anonymous, Narcotics Anonymous meetings, other 12-step meetings, sponsor, professional support groups, random screening of body fluids, Naltrexone or Antabuse, restricted work or clinical practice, a limited course load, change of work or study area, no access to mind-altering medications including narcotics, no double shifts or night work, no more than 40 hours/week, or a worksite monitor. h. Discipline The unlawful use, possession, distribution, dispensing, or manufacture of a controlled substance or the use of alcohol or tobacco is grounds for a full range of discipline up to and including termination of a faculty appointment and dismissal from employment or school under: (1) The policy of discipline and severance of a faculty member (2) The policy for termination for other staff (3) Student disciplinary policy In cases where there is a reasonable belief that a violation of law has occurred, cases may be reported to the appropriate law enforcement agency for investigation and prosecution. i. As a condition of employment, the employee will abide by the terms of the University Drug-Free Worksite Policy and Procedure and will notify their immediate supervisor of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction. The immediate supervisor will notify the office of the president of such conviction. The office of the president will notify the Director of Grants and Contracts Service, U.S. Department of Education, 400 Maryland Avenue, S.W. (Room 3124, GSA Regional office Building No. 3), Washington, D.C. 20202-5353, and any other appropriate entities. 221 CHAPTER 5: RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC 5.3.5 Sexual standards Faculty, staff, administration, trustees, and students of the University are expected, in their teaching, influence, and example, to uphold Christian sexual standards as held by the Seventh-day Adventist Church.5 We believe that God’s ideal for sexuality is achieved when sexual expression is limited to a man and woman who are husband and wife committed in lifelong marriage. All expressions of premarital and extramarital friendship are to be chaste and behaviors which would suggest otherwise are to be avoided. All forms of sexual expression and conduct between heterosexuals outside of marriage, or between homosexuals, are contrary to the ideals of the University and will result in disciplinary action. Further, all forms of promiscuity, sexual abuse, and exploitation are contrary to the ideals of the University and will result in disciplinary action. Loma Linda University honors an ideal of sexual purity which transcends mere legal enforcements. 5.3.6 Romantic relationships and dating The University wishes to promote the ethical and efficient operation of its academic programs and business. In this setting, the University wishes to avoid misunderstandings, complaints of favoritism, other problems of supervision, security and morale, and possible claims of sexual harassment among its students, staff, and faculty. For these reasons: a. A faculty member is prohibited from pursuing a romantic relationship with or dating a student who is registered in any course or program or who is involved in any other academic activity in which the faculty member is responsible as an instructor, coordinator, mentor or committee member, for the duration of such course, program, or other academic activity. b. A staff member is prohibited from pursuing a romantic relationship with or dating a student who is registered in any course or program or who is involved in any other academic activity in which the staff member participates in any direct supporting role, for the duration of such course, program, or other academic activity. c. A University administrator or supervisor is prohibited from pursuing a romantic relationship with or dating any employee of the University whom he/she supervises for the duration of the supervision. For the purposes of this policy, “romantic relationship” is defined as a mutually desired courting activity between two individuals. “Dating” is defined as a romantic social engagement arranged by personal invitation between the two individuals involved or arranged by a third party. Faculty, staff, and administrators who violate these guidelines will be subject to discipline, up to and including termination of employment and/or loss of faculty appointment. Students who participate in the violation of these guidelines will be subject to discipline, up to and including discontinuance as a student at Loma Linda University. 5 See Seventh-day Adventists Believe, Hagerstown, MD: Review & Herald Publishing Association, 1988:294 and Action from 1987 Annual Council of the General Conference: “Statement of Concerns on Sexual Behavior,” Adventist Review, January 14, 1998:21: for a position paper on this understanding. Copies may be obtained from the dean for student affairs or the dean of your school. 222 RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC: CHAPTER 5 5.3.7 Sexual Harassment Policy a. Rationale (1) Sexual harassment is reprehensible and will not be tolerated by the University. It subverts the mission of the University, and threatens the careers, educational experience, and well-being of students, faculty, employees, and patients. Relationships involving sexual harassment or discrimination have no place within the University. In both obvious and subtle ways, the very possibility of sexual harassment is destructive to individual students, faculty, employees, patients, and the University community as a whole. When, through fear of reprisal, a student, faculty member, employee, or patient submits, or is pressured to submit, to inappropriate sexual attention, the University’s ability to carry out its mission is undermined. (2) Sexual harassment is especially serious when it threatens relationships between teacher and student, supervisor and subordinate, or clinician and patient. In such situations, sexual harassment exploits unfairly the power inherent in a faculty member’s, supervisor’s, or clinician’s position. Through grades, wage increases, recommendation for graduate study, promotion, clinical priority, and the like, a person in a position of power can have a decisive influence on the future of the student, faculty member, employee, or patient. (3) While sexual harassment most often takes place in situations of a power differential between the persons involved, the University also recognizes that sexual harassment may occur between persons of the same University status. The University will not tolerate behavior between or among members of the University community which creates an unacceptable educational, working, or clinical environment. b. Prohibited acts No member of the University shall engage in sexual harassment. For the purposes of this policy, sexual harassment is defined as inappropriate sexual advances, such as requests for sexual favors, or other verbal, or physical conduct of a sexual nature. Harassment is considered to have occurred if: (1) Submission to such conduct is made explicitly or implicitly a term or condition of an individual’s employment or status in a course, program, or activity (2) Submission to or rejection of such conduct by an individual is used as a basis for an educational, employment, or clinical decision affecting an individual (3) Such conduct has the purpose or effect of unreasonably interfering with an individual’s academic, work, or clinical performance or of creating an intimidating, hostile, or offensive environment for learning, work, or therapy (4) There are inappropriate or unwanted sexual approaches 223 CHAPTER 5: RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC c. Examples of sexual harassment Sexual harassment encompasses any sexual attention that is unwanted or inappropriate. Examples of the verbal or physical conduct prohibited by 5.3.7b. include, but are not limited to: (1) Physical assault (2) Direct or implied threats that submission to sexual advances will be a condition of grades, letters of recommendation, employment, promotion, or therapy (3) Direct propositions of a sexual nature (4) Subtle pressure for sexual activity (5) A pattern of conduct not legitimately related to the educational, work, or clinical context intended to discomfort or humiliate, or both, that includes one or more of the following: (a) Comments of a sexual nature (b) Sexually explicit statements, questions, jokes, or anecdotes (6) A pattern of conduct that would discomfort or humiliate, or both, a person at whom the conduct was directed that includes one or more of the following: (a) Unnecessary touching, patting, hugging, or brushing against a person’s body (b) Remarks of a sexual nature about a person’s clothing or body (c) Remarks about sexual activity or speculations about previous sexual experience d. Isolated and inadvertent offenses (1) Members of the University community who, without establishing a pattern of doing so, engage in isolated conduct of the kind described in 5.3.7c.(5) and 5.3.7c.(6) above or who exhibit a pattern of engaging in such conduct but fail to realize that their actions discomfort or humiliate, demonstrate insensitivity that necessitates remedial measures. When University administrators become aware that such activities are occurring in their areas, they should direct that those engaged in such conduct undertake an educational program designed to help them understand the harm that they are doing. (2) If, after participating in the education program or failing to participate after being directed to do so, a person continues to engage in the conduct described in 5.3.7d.(l) above, he/she will be deemed to have engaged in a pattern of conduct intended to discomfort or humiliate the one at whom the actions or statements are directed. 224 RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC: CHAPTER 5 e. Procedures (1) Because of the sensitive nature of situations involving sexual harassment and to assure speedy and discreet resolution of these issues, the University has established informal mediation procedures and formal investigation procedures for handling complaints involving sexual harassment. Informal procedures may be utilized, but are not required to precede the formal procedures. (In describing these procedures, complainant refers to any student, faculty member, employee or patient who complains about being sexually harassed. Accused or respondent refers to any student, faculty member, or employee who is accused of sexually harassing a student, faculty member, employee, or patient.) If a complaint is directed against an individual who would otherwise play a role in investigating and attempting to resolve the complaint, the function assigned to that person by these procedures will be delegated to another person designated by the appropriate dean of a school or administrator. (2) Informal procedures: University ombudsperson panel. The president shall appoint a panel of three to five members to serve as counselors and third-party ombudspersons to members of the University community. Terms of appointment shall be two years. The function of University ombudspersons shall be to attempt to informally resolve complaints of sexual harassment brought to them by members of the University community. Any student, faculty member, or staff member may select an ombudsperson of his/her choice from the panel. Informal proceedings may also be initiated by an administrative official of the University. Each ombudsperson will function individually to mediate complaints, but all ombudspersons will follow consistent procedures. Training of ombudspersons shall be the responsibility of the University office of the president. Ombudspersons shall: (a) Listen to the complaint and assist the complainant in clarifying his/her experiences and feelings (b) Advise complainant on his/her options, both informal and formal (c) Inform the responsible dean of the school or administrator before any inquiry is begun (d) At the request of the complainant, talk to the accused without revealing the identity of the complainant, in an attempt to work out a satisfactory solution, and convey to the complainant the results of that discussion (e) If both parties are satisfied with the outcome of the ombudsperson process, the matter ends there. However, the accused must be informed that even if the complainant is satisfied, the dean and affirmative action officer may feel it needs further action. 225 CHAPTER 5: RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC (f) If the accused is not willing to participate in the ombudsperson process, the ombudsperson will inform him/her of the formal procedures, and will explain the options available to him/her. (g) If the complainant is not satisfied with the outcome, he/she may take the matter through the appropriate formal investigative procedures. (3) Formal procedures Formal procedures may be initiated by the aggrieved person or an administrative official of the University subsequent to the failure of informal efforts to resolve the problem. A formal complaint of sexual harassment or other forms of disciplinary personal behavior may be initiated by any student, faculty member, employee, etc., or patient either in lieu of informal efforts or where informal efforts have failed. f. Investigation prior to formal action (1) A complainant wishing to make a formal complaint and have it pursued should file it with the office of affirmative action, which will consult with the appropriate dean or administrative officer to determine the method by which the investigation will be conducted. (2) The purpose of the investigation is to establish whether there is a reasonable basis for believing that the alleged violation of this policy has occurred. In conducting the investigation, the appropriate administrator will be assisted by no more than three persons who may interview the complainant, the accused, and other persons believed to have pertinent factual knowledge. At all times, the administrator conducting the investigation will take steps to ensure discretion by all participants. (3) The investigation will afford the accused a full opportunity to respond to the allegations after the accused has reviewed the written allegations. (4) Possible outcomes of the investigation are: (a) A judgment that the allegations are not warranted (b) A negotiated settlement of the complaint (c) Institution of formal action described in succeeding sections of this policy g. Process of taking formal action (1) Formal action regarding complaints about sexual harassment will be taken by one of the following individuals: (a) If the accused is a faculty member, graduate assistant, or employee responsible to an academic administrator, formal action will be taken by the dean of the school of the accused or by the dean’s designee. 226 RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC: CHAPTER 5 (b) If the accused is an employee of a non-academic unit of the University, formal action will be taken by the supervisor who makes decisions about the employment status of the accused. (c) If the accused is a student, formal action will be taken by the dean of the school in which the student is enrolled, or by the dean’s designee. (2) If, after reviewing the report of the investigation, the appropriate administrative official as described in g.(l) above concludes that there is reasonable basis for believing that the alleged violation of this policy has occurred and a negotiated settlement cannot be reached, a formal action will be taken. h. Formal action Except as specifically modified by other provisions of this policy, formal action involving allegations of: (1) Violations of this policy by faculty members will be taken by the dean of the school employing the accused faculty member and will be governed by the procedures for discipline and severance set forth in this Handbook. (2) Violations of this policy by staff members in academic units of the University will be taken by the dean of the school employing the staff member and will be governed by the procedures for discipline and severance set forth in the Staff Handbook. (3) Violations of this policy by an employee of a nonacademic unit of the University will be taken by the administrator who makes decisions about the employment status of the accused and will be governed by the procedures for discipline and severance set forth in the Staff Handbook. (4) Violations of this policy by students, including graduate assistants, will be governed by the disciplinary procedures of the Student Handbook. A report of the Final outcome of the formal action will be submitted in writing to the office of affirmative action, the complainant, and the accused. i. Protection of complainant and others (1) Investigations of complaints will be initiated only with the complainant’s consent. The complainant will be informed fully of steps taken during the investigation. (2) All reasonable action will be taken to assure that complainant and those testifying on behalf of the complainant or supporting the complainant in other ways will suffer no retaliation as the result of their activities in regard to the process. Steps to avoid retaliation might include: (a) Lateral transfers of one or more of the parties in an employment setting and a comparable move if a classroom setting is involved 227 CHAPTER 5: RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC (b) Arrangements that academic and/or employment evaluations concerning the complainant or others be made by an appropriate individual other than the accused (3) In extraordinary circumstances, after reviewing the allegations and interviewing the accused, the complainant, and, if it seems appropriate, some other relevant persons, the administrator taking formal action, may, at any time during or after an investigation of a sexual harassment complaint, suspend the accused if the administrator finds that it is reasonably certain that (a) the alleged sexual harassment has occurred, and (b) serious and immediate harm will ensue if the accused is not suspended. j. Protection of the accused (1) At the time the investigation commences, the accused will be informed of the allegations, the identity of the complainant, and the facts surrounding the allegations. (2) In the event the allegations are not substantiated, all reasonable steps will be taken to restore the reputation of the accused if it was damaged by the proceeding. (3) A complainant found to have been intentionally dishonest in making the allegations or to have made them maliciously is subject to University discipline. k. Protecting both parties (1) To the extent possible, the proceedings will be conducted with appropriate discretion to protect the interests of both parties. (2) After the investigation, the parties will be informed of the facts developed in the course of the investigation. (3) The parties will be informed within 30 days about the outcome of the proceedings. l. Education as a key element of University policy Educational efforts are essential to the establishment of a campus environment that is as free as possible of sexual harassment. There are at least four goals to be achieved through education: (1) Ensuring that all victims and potential victims are aware of their rights (2) Notifying individuals of conduct that is proscribed (3) Informing administrators about the proper way to address complaints of violations of this policy (4) Helping educate the insensitive about the problems this policy addresses 228 RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC: CHAPTER 5 m. Preparation and dissemination of information The office of the president is charged with distributing copies of this policy to all current members of the University community and to all those who join the community in the future. An annual letter from the office of affirmative action will be sent to all faculty and staff to remind them of the contents of the Sexual Harassment Policy, including the provisions added to it by this policy. A copy of the Sexual Harassment Policy will be included in student, faculty, and employee orientation materials. In addition, copies of that policy will be made continually available at appropriate campus centers and offices. 5.3.8 Weapons Possession Policy In order to provide a safe environment for patients, students, faculty, staff, and visitors, no patient, student, visitor, faculty, or staff members shall be allowed to have in his/her possession while on the Loma Linda University premises any firearms or any illegal weapons as defined by the California Penal Code without specific University approval. All persons not in compliance with the above policy will be asked to leave the premises by campus security or be taken into custody by campus security, if a clear violation of the law can be established. “Possession” for this policy is defined as on-their-person or in-their-motor-vehicle, residence halls, or work area. 5.4.0 Communicable Disease and AIDS Education and Prevention Policy Loma Linda University is committed to preventing communicable disease transmission among its faculty and staff (employees) and students through a program that includes education, immunizations, hygienically safe environment, and provisions for special protective measures where the risk of transmission is high. It meets the legal requirements to protect students, faculty, employees, and patients from communicable disease transmission and to maintain the confidentiality of infected persons. It also protects the right of every individual for compassionate care, regardless of the disease condition. Rationale In the second decade of the AIDS epidemic, all available evidence indicates that human immunodeficiency virus (HIV) transmission from an infected worker to a patient is a highly unlikely and rare event. Nevertheless, Loma Linda University recognizes that minimizing the possibility of transmission of blood-borne and other nosocomial pathogens from infected providers to their patients is of paramount concern. After careful analysis of the risk of transmitting blood-borne infections, including hepatitis B virus and HIV, from infected workers to patients during the performance of invasive procedures or other patient care activities, the University concludes that enforcing a high standard of infection control applicable to all health-care personnel is the best strategy for protecting patients from accidental exposure. The University has determined that: (a) the risk posed by infected health-care personnel who comply with mandated infection control policies and practice standards is minimal, and does not warrant exclusion or restriction from patient care activities; and (b) routine screening of health-care personnel for the presence of blood-borne infections is not recommended. 229 CHAPTER 5: RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC Since the advent of AIDS and with increased immigration, tuberculosis infections have increased markedly. Concomitant with prevention of HIV and HBV infections, precautions against tuberculosis are warranted. Premise a. A blood-borne infection is defined as an infection caused by any pathogen present in blood or other body fluids transmissible via the parenteral, mucosal, or non-intact skin route. b. For the purpose of this policy, an exposure is defined as an incident in which an individual is exposed to the blood or blood-contaminated body fluid of another individual by the parenteral, mucosal, or non-intact skin route. c. For this policy, health-care personnel include University employees and on-campus students. d. Invasive procedures are defined as procedures in which the integrity of the skin, mucous membrane, or tissue is interrupted by needles, instruments, or other devices, and where the potential for bleeding exists. e. Health-care workers at risk for blood-borne infections should seek diagnostic testing and medical care when indicated. f. Health-care personnel are entitled to privacy and are not obligated to disclose their blood-borne infection status to patients, colleagues, or administrators. 5.4.1 Procedures a. Every school and support service within the University shall have an educational program that includes information about communicable diseases relevant to its particular service or entity, its policies to prevent disease transmission, and the personal responsibility of students, faculty, and employees to practice infection control to protect others and themselves from communicable disease. b. Each school within the University shall determine and enforce required prematriculation immunizations. See individual school bulletins for program-specific requirements. c. The employee/student health service shall follow the guidelines of the American College Health Association in providing appropriate immunizations, testing, and monitoring for communicable diseases, counseling, and health education. d. The University will work cooperatively with the infection control programs of the clinical facilities to ensure that health-care personnel comply with infection control policies, such as requirements for immunizations and testing for communicable diseases, and use accepted infection control practices during patient care. e. Health-care personnel who travel abroad to endemic areas may obtain information about prevention of infection through the employee/student health service or the Center for Health Promotion. Such information shall be in accord with the most recent information provided by the United States Public Health Service. 230 RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC: CHAPTER 5 Because of special concerns to prevent the transmission of blood-borne infections, specifically human immuno-deficiency virus (HIV) and hepatitis B virus (HBV), the University has adopted the following additional procedures. f. The University safety office will conduct annually an educational program for employees on preventing the transmission of blood-borne infections. Each school will conduct annually an educational program for its students on preventing the transmission of blood-borne infections. Included in the educational program will be information about modes of transmission, high risk behaviors, testing and treatment, bioethical issues, and available counseling. g. Compliance with Institutional Infection Control Policy Health-care workers who violate Loma Linda University’s Infection Control Policies will be subject to restriction of clinical privileges, work reassignment, or other appropriate action. Such action will be determined on a case-by-case basis as deemed appropriate by the responsible department. 5.4.2 Health-care personnel with blood-borne infections a. Health-care personnel who are fit for duty as affirmed by their treating physician may continue regular patient care activities including the performance of invasive procedures regardless of their blood-borne infection status, providing that institutional infection control policies and procedures are followed. b. The University will have available a mechanism to provide confidential consultation and reasonable accommodation to health-care workers who choose to modify or discontinue their clinical care activities as a consequence of blood-borne infection. c. When there is compelling evidence that a health-care provider has been involved in the transmission of blood-borne pathogens to a patient, clinical privileges, and/or patient care responsibilities will be reviewed for appropriate action by the responsible department. 5.4.3 Management of patient exposures a. Following a patient exposure as defined in 5.4.3b., it is a professional responsibility of the source health-care worker to undergo testing for human immuno-deficiency virus and hepatitis. The University will develop procedures for sharing the results of these tests with the physicians who are providing subsequent care to the exposed patient, while protecting the anonymity and confidentiality of the source health-care worker to the highest possible extent. b. Patients who sustain an exposure from a health-care worker found to be infected by a blood-borne pathogen will be informed that such an exposure has occurred. The University will assume responsibility for insuring that the patient has access to appropriate post-exposure care. Patients will be informed that health-care personnel are not required to have screening for blood-borne infections. 231 CHAPTER 5: RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC 5.4.4 Health-care personnel are to be informed about the availability of testing sites for HIV infection. Such testing shall not be mandatory, and results are confidential in that information may not be released to administration or other employees without express written consent of the infected individual. Pre- and post-testing counseling will be available when testing is done at any site within the University. 5.4.5 It is strongly recommended that University employees be skin-tested for tuberculosis every two years. Those who skin-test positive are to be managed by University employee health service. The University employee health and student health services shall develop and utilize protocol and guidelines incorporating principles from Centers for Disease Control and Prevention, the Association of Student Health Services, and other appropriate organizations. All on-campus students entering the University are to be skin tested for tuberculosis following protocol and guidelines as specified above. Individual schools will determine frequency of retesting for students enrolled in specific curricula based on these protocol and guidelines. Those who test positive should be managed according to the same protocol and guidelines. On-campus students exposed to tuberculosis in any clinical facility will be managed according to the policy of the respective clinical facility. On-campus students are to notify the University’s student health service of potential and real tuberculosis exposures. Affiliated clinical facilities will notify the University’s student health service of the occurrence of such exposure to University students. This will be included in the contractual agreement with clinical facilities which are part of the University’s training program. The University’s student health service shall counsel exposed students regarding sufficient and complete post-exposure and shall make such available to exposed students. It is the student’s responsibility to utilize appropriate services. The following resources are available to students, faculty, and staff: a. Loma Linda University/Medical Center resources: Employee/student health services, (909) 558-4088 Department of epidemiology, (909) 558-4406 b. Community resources: AIDS Hotline, (800) 922-AIDS AIDS Hotline (Spanish), (800) 222-SIDA AIDS Hotline for Hearing Impaired, (800) 553-AIDS AIDS Project Los Angeles, (213) 876-8951 Centers for Disease Control Information Hotline, (404) 332-4555 Desert AIDS Project, (760) 323-2118 Inland AIDS Project San Bernardino, (909) 820-2437 Inland AIDS Project Riverside, (909) 784-2437 Inland Counties AIDS Education Project, (909) 825-7510 Riverside County Health Department, (909) 358-5000 San Bernardino County Health Department, (909) 387-6280 U.S. Public Health AIDS Hotline, (800) 342-2437 232 RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC: CHAPTER 5 5.5.0 Invitations for presentations and consultations by University personnel 5.5.1 Authorization The University provides personnel for presentations or consultations by invitation from Seventh-day Adventist entities, national or international institutions, or organizations under one of the following provisions: a. A potential University speaker or consultant may be contacted directly to determine the availability, appropriateness, and date of such an appointment. The invitee may accept the invitation, after obtaining the approval of the department chair (and/or the dean, as required by a school-specific policy). b. An official invitation may be sent to the office of the president who will work with the appropriate University administrator to clear the invitation with the appropriate department chair. The official invitation is then forwarded to the invitee by the office of the president. c. Professional presentations or consultations which are not spiritual in content should not be conducted between the hours of Friday sundown and Saturday sundown. 5.5.2 Financial arrangements a. The University or other institutional employing entities will continue the salary of the invitee while he/she is off campus on such speaking or consulting assignments. b. The inviting entity is usually responsible for providing the invitee’s transportation expenses, per diem, and lodging. c. The invitee fills out the University travel application form, and it is routed through the dean or the appropriate vice president and the office of the president. d. Travel expenses are reported on the regular University expense form, and the invited entity is billed for reimbursement. 5.6.0 Business cards a. The use of the official business card is limited to those who are an integral part of the University structure. All requests for business cards are to go through the office of the dean in each school or entity, or the appropriate vice president. b. A standard format business card is required. It is ordered through the academic publications office and printed by the University press. c. The president, vice presidents, special assistants to the president, deans of the schools or other entities, and department chairs may use an engraved business card; all others use a printed business card. 233 CHAPTER 5: RELATIONSHIPS WITH THE UNIVERSITY AND PUBLIC d. The approved wording for a card includes the legal first name, middle initial, last name, highest degree earned, professional certification, academic rank, and approved administrative title. e. The business card consists of the name in the center, with highest degree (applicable degree, licensure, or certification) immediately following, if desired. Under the name is the official title. The information printed in the lower left-hand corner of the card is the full name of the University, school or comparable entity, department, section, office (maximum of three, as appropriate, in descending order). The information printed in the lower right-hand corner is city, state, and zip code; business telephone, toll-free number, fax number, and E-mail address, if desired. f. Requests for variations from the standard format business card must be approved by the vice president for public affairs. 5.7.0 Use of University emblem 5.7.1 In many ways, the name Loma Linda University is one of the University’s most valued possessions. It is the name that distinguishes the University from other institutions. The manner in which this name is presented graphically and verbally has a significant impact on public perceptions of the University. Lack of a clear graphic identity or inconsistent use of that identity can create confusion and misunderstanding. Consistent use of the logos as outlined in the University’s Graphic Standards Manual will help maintain and enhance the identity of the institution, its faculty, students, and staff. 5.7.2 The Graphic Standards Manual contains the following information: The “Loma Linda” stationery The “Loma Linda” publication The written word, including typographic standards Faculty members, before producing any brochure, pamphlet, flyer, or other announcement to the public, should consult and follow the mandates of the Graphic Standards Manual, a copy of which is found in the office of the dean or of the president. 234 UNIVERSITY EMPLOYEE POLICIES AND PROCEDURES: CHAPTER 6 1998 Loma Linda University Faculty Handbook Chapter 6 University employee policies and procedures 235 CHAPTER 6: UNIVERSITY EMPLOYEE POLICIES AND PROCEDURES Chapter 6. University employee policies and procedures Introduction 6.1.0 University employee benefits (Groups A and B) 6.2.0 Holidays, vacations, and leaves 6.2.1 Holidays 6.2.2 Vacations (Groups A and B) 6.2.3 Personal leave (Groups A and B) 6.2.4 Sick leave and reporting of illness/injury (Groups A and B) 6.2.5 Funeral and bereavement leave (Groups A and B) 6.2.6 Jury duty (Groups A and B) 6.3.0 Health care 6.3.1 Employee health service (Groups A and B) 6.3.2 Loma Linda University health plan (Groups A and B) 6.3.3 Employee assistance program 6.3.4 Disability insurance (Groups A and B) 6.3.5 Employee survivor benefit (Groups A and B) 6.4.0 Other allowances, benefits, and services 6.4.1 Adoption allowance (Group A only) 6.4.2 Liability insurance (Groups A and B) 6.4.3 Tuition assistance (Group A only) 6.4.4 Moving and travel allowance for incoming personnel (Groups A and B) 6.4.5 Retirement plan (Group A only) 6.4.6 Teachers’ Insurance and Annuity Association of America (TIAA) Plan (Group B only) 6.4.7 Retiring employee moving allowance (Groups A and B) 6.4.8 Emeritus faculty ID card 6.5.0 University education allowance (Groups A and B) 6.6.0 Academic attire (Groups A and B) 6.7.0 Seventh-day Adventist transfer employees 6.8.0 Discount cards (Groups A and B) 6.9.0 Voting time (Groups A and B) 6.10.0 Termination settlements (Groups A and B) 6.11.0 Automobile insurance assistance (Groups A and B) 6.12.0 Loans for home and auto (Groups A and B) 6.13.0 Housing assistance (Groups A and B) 6.14.0 Holiday gift (Groups A and B) 6.15.0 Administrative area travel allowance (Group A only) 6.16.0 Doctoral degree reimbursement (Group A only) 6.17.0 Workers’ Compensation (Groups A and B) 6.18.0 Tax sheltered annuities (Groups A and B) Information on pay: payday, payroll advance, payroll deductions 236 UNIVERSITY EMPLOYEE POLICIES AND PROCEDURES: CHAPTER 6 University employee policies and procedures Introduction University faculty members are in one of two wage scale groups, as listed below. The wage scale a faculty member is on will determine the benefit package. Group A: Regular denominational wage scale (direct health-related and non-direct related as shown in the Loma Linda University Wage Book). Group B: Proportional wage scale related to national norms (basic science, clinical, School of Allied Health Professions, Graduate School, School of Dentistry, School of Nursing, and School of Public Health, as shown in the Loma Linda University Wage Book). Faculty members who are employees of faculty employing corporations receive benefits as outlined by their contracts, and are not eligible for the benefits in this section. 6.1.0 University employee benefits (Groups A and B) Faculty members on Wage Scale Group A or B will receive benefits according to the University Employee Benefits Table and descriptions which follows on the next page: 6.2.0 Holidays, vacations, and leaves 6.2.1 Holidays (Groups A and B) a. The following days, which ordinarily occur during an academic term, are recognized as holidays, on which there are no classes, laboratory periods, or other academic appointments, and University, school, and department offices are closed: Martin Luther King, Jr.’s Birthday Presidents’ Day (third Monday in February) Memorial Day Independence Day (July 4) Thanksgiving Day and the following day 237 CHAPTER 6: UNIVERSITY EMPLOYEE POLICIES AND PROCEDURES UNIVERSITY EMPLOYEE BENEFITS Groups A and B Benefit Adoption allowance Annual travel allowance for spouse Automobile insurance assistance Discount cards for Southern California attractions Doctoral degree reimbursement Educational allowance Employee assistance plan Employee survivor benefit plan Funeral and bereavement leave Health care Holidays Holiday gift Housing Duplicate housing assistance Rent assistance Special housing assistance Jury duty Liability insurance Loans for home and auto Moving allowance Personal leave Retirement plan Salary Medical Moving SDA transfer employees and waiting periods Sick leave Termination settlements Administrative area travel allowance Tuition assistance for children Unemployment Compensation Vacation Voting time Workers’ Compensation *Conditional Group A Group B Individuals on Individuals denominational on national Dav scale norms Yes No Yes* Yes* Yes* No Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No No No No Yes Yes Yes Yes No No Yes Yes Yes Yes Denominational TIAA Denominational No Yes Yes Yes Yes Yes Yes Yes Yes Yes No Yes No Yes Yes Yes Yes Yes Yes Yes Yes 238 UNIVERSITY EMPLOYEE POLICIES AND PROCEDURES: CHAPTER 6 b. The following days, which ordinarily occur outside an academic term, are recognized as holidays: New Year’s Day (January 1) Labor Day Christmas Day (December 25) c. Employees are entitled to nine paid holidays during the year, regardless of the day on which the holiday falls. If the holiday falls on a Saturday, then the preceding Friday will be a holiday. If the holiday falls on a Sunday, then the following Monday will be a holiday. d. If the holiday falls on a Friday or a Saturday, LLU will be officially closed for business at 2:00 p.m. on the preceding Thursday. It will also be officially closed for business at 2:00 p.m. on the Wednesday before Thanksgiving and at noon on December 24, if the 25th falls on a weekday. 6.2.2 Vacations (Groups A and B) a. Vacation time is granted annually to a full-time faculty member as follows: (1) During the first five years of full-time denominational employment, two weeks (2) During the next 10-year period of full-time denominational employment, three weeks (3) After 15 years of full-time denominational employment, four weeks b. A faculty member who regularly works at least half-time but less than full-time is eligible for vacation time on a prorated basis. c. Vacation dates should be arranged so that the teaching program of the University is not interrupted. Faculty should plan to take their vacation annually. Unused vacation time may only be earned and accumulated from year to year up to a maximum of six weeks. d. The yearly salary of the faculty member includes vacation time. Therefore, employees who are terminating University employment should arrange to take their vacations during the fiscal year for which they are employed. e. Variances must be approved by the dean of the school and all such arrangements must be made by May 1. f. Vacation records are kept by the office of the dean of the school. 239 CHAPTER 6: UNIVERSITY EMPLOYEE POLICIES AND PROCEDURES 6.2.3 Personal leave (Groups A and B) A personal leave may be granted to enable a faculty member to engage in independent activities without salary or other financial support from the University. At the time the leave is granted, the obligation on the part of the faculty member and the University concerning future employment or service will be determined. A personal leave is usually granted for up to 90 days, but requests for up to one year will be considered under extenuating circumstances at the discretion of the dean of the school or entity. A request for a personal leave is initiated by the employee who presents the application form to his/her immediate supervisor to begin the processing. The final recommendation is made to the President’s Committee. Health insurance coverage at the employee’s expense may be continued under special circumstances. The dean may negotiate with the faculty member for extended coverage under the University’s policy for a period of no more than 90 days from the beginning of the leave. Under special circumstances, the dean may recommend to the President’s Committee an extension of coverage past the 90-day limit. 6.2.4 Sick leave and reporting of illness/injury (Groups A and B) a. Salary: Because of the nature of service to the University, a faculty member is not required to report sick leave to the payroll office. The salary continues without interruption during brief periods of illness. Financial arrangements during extended illnesses are handled on an individual basis. b. Work-related illness or injury: In the event of a work-related illness or injury which involved medical expenses and/or time lost from work, a perquisite-eligible employee should report this promptly to the department of risk management office on a special form available at the department of risk management. Authorized medical expenses will be paid by the department of risk management, and tax-free indemnity benefits will be paid to the employee for time lost from work. c. Personal illness or injury: In the event of a non-work-related illness or injury which involved time lost from work, the perquisite-eligible employee should make a report to the department of risk management (on a special form available at the department of risk management) if any of the following conditions apply and for which tax-free disability payments are made: (1) If the employee is hospitalized for illness or accident (2) If the employee is not hospitalized for illness but the duration of the illness exceeds seven days (3) If the employee is not hospitalized in the case of an accident but he/she is off work longer than three days 240 UNIVERSITY EMPLOYEE POLICIES AND PROCEDURES: CHAPTER 6 6.2.5 Funeral and bereavement leave (Groups A and B) Regular full-time employees who lose a member of the family in death may be granted a leave with pay up to three days according to distances and circumstances. Up to five days will be allowed when travel to funeral requires more than one day’s travel. Family members include husband, wife, child, father, mother, brother, sister, father-in-law, mother-in-law, brother-in-law, sister-in-law, daughter-in-law, son-in-law, grandparents, and grandchildren. Request for bereavement leave is made through the department director who will notify the dean of the school or entity. 6.2.6 Jury duty (Groups A and B) The University faculty recognize their civic obligation to perform jury duty. However, extended jury duty by faculty members can be detrimental to the teaching program in institutions of higher education where substitute professors are not readily available. Faculty are to notify the commissioners of this potential problem when called upon to serve as jury members and to request a time for jury duty when they are not obligated to teach class. 6.2.7 Family and Medical Leave (FML) a. An employee who has been employed by Loma Linda University for at least 12 months and for at least 1,250 hours during the 12 months preceding the start of the leave shall be entitled up to 12 weeks of unpaid leave during the next 12-month period for: (1) The birth or adoption of a child (2) To care for a spouse or an immediate family member with a serious health condition (3) When unable to work because of a serious health condition b. The following conditions apply to family and medical leave: (1) Employees covered by FML will maintain their eligibility for the LLU Health Plan. (2) Loma Linda University will reinstate the employee to the same or equivalent position with the same pay, benefits, and responsibility as required by the Family and Medical Leave Act of 1993* when the FML period is over. (3) An employee may used accrued paid leave instead of unpaid leave or an employee may used accrued sick leave if the leave is due to the serious health condition of the employee. (4) The amount of FML that will be granted when husband and wife are both employed by Loma Linda University will be an aggregate amount of 12 weeks during any 12-month period for the birth or placement of a child or to care for a sick parent. *A copy of the Act is maintained in the department of human resource management. 241 CHAPTER 6: UNIVERSITY EMPLOYEE POLICIES AND PROCEDURES (5) Other conditions which apply are explained in the Family and Medical Leave Act of 1993*. c. Employees must give a minimum of 30 days notice to their immediate supervisor of the need to take FML when it is foreseeable for the birth or placement of a child for adoption or foster care or for planned medical treatment. When this is not possible, such notice must be given “as soon as practicable.” Ordinarily, this will be within two business days of when the employee learns of the need for the FML. FML application forms are available through the department of human resource management. 6.3.0 Health care 6.3.1 Employee health service (Groups A and B) The employee health service (primary care), Loma Linda University Medical Center, provides faculty employees with medical service as follows: a. Pre-employment physical examination (see 2.2.2e.) b. Medical care for one who is injured or becomes ill as a direct result of his/her employment. Emergency care for illness or injury of an emergency nature resulting from the person’s employment when the employee health service is closed should be obtained at the emergency department of the LLU Medical Center. All work-related illnesses or injuries must be reported within 48 hours to the department of risk management. 6.3.2 Loma Linda University health plan (Groups A and B) Full-time and part-time benefit eligible employees are eligible for coverage under the LLU health plan (LLUHP). This plan provides comprehensive medical and dental coverage for eligible employees and dependents. A detailed plan booklet which describes all of the coverage, limitations, and exclusions and the plan enrollment forms are available in the department of human resource management and the department of risk management. 6.3.3 Employee assistance program An employee assistance program (EAP) is available to all Loma Linda University employees. This program provides a variety of counseling and support services to assist employees who are experiencing personal problems or conflict in their work environment. Further information is available from an employee’s supervisor or from the human resource management department, benefits section, extension 44339. Employees may receive confidential support by calling the EAP directly at (909) 558-6050. 6.3.4 Disability insurance (Groups A and B) Each employee is required by the State of California to enroll in a disability insurance program for non-work related injuries and illnesses. The University offers its own disability insurance program in which participation is optional. Descriptive material is available in the department of risk management. Application must be made for benefits within 20 days of occurrence. 242 UNIVERSITY EMPLOYEE POLICIES AND PROCEDURES: CHAPTER 6 6.3.5 Group long-term disability coverage The University provides a long-term disability insurance plan for all full-time benefit eligible employees. This plan provides for the continuation of a percentage of an employee’s predisability income after an employee has been totally disabled for more than six months. Complete information and copies of the policy booklet are available at the department of risk management. 6.3.6 Employee survivor benefit (Groups A and B) The provisions of section X35 of the North American Division Working Policy will be used at Loma Linda University. Copies of the North American Division Working Policy are available for reference in the offices of the president, vice presidents, and deans, the Del E. Webb Memorial Library, and the department of human resource management. 6.4.0 Other allowances, benefits, and services 6.4.1 Adoption allowance (Group A only) The provisions of section X35 of the North American Division Working Policy will be used at Loma Linda University. Copies of the North American Division Working Policy are available for reference in the offices of the president, vice presidents, and deans, the Del E. Webb Memorial Library, and the department of human resource management. 6.4.2 Liability insurance (Groups A and B) The University provides comprehensive liability protection which covers any person employed by the University, but only when the employee is acting within the scope of assigned duties. Further information is available from the department of risk management. 6.4.3 Tuition assistance (Group A only) The provisions of section X35 of the North American Division Working Policy will be used at Loma Linda University. Copies of the North American Division Working Policy are available for reference in the offices of the president, vice presidents, and deans, the Del E. Webb Memorial Library, and the department of human resource management. 6.4.4 Moving and travel allowance for incoming personnel (Group A) Recruited incoming personnel are eligible for moving and travel if such expenses are not otherwise assumed by another denominational organization. Such persons are expected to remain in the employ of the University for a sufficient period of time in order to justify moving expenditures made on their behalf. All moving and travel expense with which the University participates must be arranged with the department of human resource management, and will be in accordance with the North American Division Moving and Travel Allowance Policy. Copies of the North American Division Working Policy are available for reference in the offices of the president, vice presidents, and deans, the Del E. Webb Memorial Library, and the department of human resource management. 243 CHAPTER 6: UNIVERSITY EMPLOYEE POLICIES AND PROCEDURES 6.4.5 Retirement plan (Group A only) a. The University makes contributions to a retirement fund administered by the General Conference of Seventh-day Adventists. The retirement program is funded by the University for its employees and is in addition to the federal Social Security program. This retirement plan is a special benefit recognizing years of service for the Seventh-day Adventist denomination as explained in the General Conference Retirement Policy. b. The director of benefits at the department of human resource management is available for counseling concerning the details of this retirement plan. 6.4.6 Teachers’ Insurance and Annuity Association of America (TIAA) plan (Group B only) Faculty members and academic administrators who are University employees on the national norm pay scale payroll are not eligible for sustentation under the retirement plan of the General Conference of Seventh-day Adventists. The University contributes IVi percent of gross salary to TIAA retirement account of such personnel. 6.4.7 Retiring employee moving allowance (Groups A and B) A retiring employee with thirty or more years of denominational/University service receives the same benefits for a final move within the North American Division as incoming University personnel, with the omission of the flat allowance for packing and other incidental moving expenses. An employee who has less than 30 but more than 10 years denominational/University service may receive assistance on a pro-rated basis. This move should normally be made within one year of retirement and should be processed according to the University’s moving policy. Requests for a time extension may be submitted to the vice president for financial affairs. 6.4.8 Emeritus faculty are eligible to receive an emeritus faculty ID card from the office of the president which will entitle them to: a. University library privileges, e.g., borrowing b. Access to the Drayson Center (the spouse of the emeritus faculty member may access the Drayson Center at the same membership rate as the spouse of an employee) c. Other privileges as determined by the dean of the school and chair of the department of the emeritus appointment (e.g., use of facilities for research and/or teaching for those in active emeritus status) 6.5.0 University education allowance (Groups A and B) a. A full-time faculty employee (FT/U) is eligible for up to four units (credit hours) of free tuition course work. (1) During any term (quarter, semester, or summer session) 244 UNIVERSITY EMPLOYEE POLICIES AND PROCEDURES: CHAPTER 6 (2) At the current prevailing Loma Linda University Graduate School per unit rate of tuition (or the accredited educational institution per unit rate of tuition, whichever is less). (3) Up to a total of eight units during any academic year (The academic year begins with the summer quarter.) b. To be eligible for this benefit, the faculty employee (1) Shall have worked a minimum average of 70 hours per pay period for the preceding six pay periods prior to registration day and must remain a full-time employee through completion of the course work (2) Is a direct transfer from a Seventh-day Adventist denominational institution employed on a full-time basis, provided the previous employment met the minimum average hour requirement of 6.5.0b.(l) above. c. Eligibility for this benefit: (1) Is not cumulative or retroactive (2) Applies only to the scholastic period for which it is being applied (3) Applies only to the employee d. This benefit shall apply to the current catalog course work taken in any accredited college or university. e. For courses taken at Loma Linda University, tuition will be charged to the employees only if a minimum grade of “C” (or “Pass”) is not achieved. For all other courses, reimbursement of tuition (or community college education fees in lieu of tuition) shall be made upon evidence of satisfactorily completing the course with a minimum grade of “C” (or “Pass”). f. Exclusions are: (1) Private lessons (2) Charges for books, materials, and field trips (3) Workshops, conferences, or seminars g. Department chairs and the dean of the school shall approve the planned work schedule if a class conflicts with an employee’s teaching, research, or clinical services. h. The spouse of a full-time employee may take up to four units (credit hours) per quarter with a maximum of eight units per academic year on the Loma Linda campus with free tuition. If the spouse does not achieve a minimum grade of “C” (or “Pass”) then the tuition will be charged to the individual. This benefit does not apply to the professional programs with block tuition. 245 CHAPTER 6: UNIVERSITY EMPLOYEE POLICIES AND PROCEDURES 6.6.0 6.7.0 6.8.0 6.9.0 6.10.0 6.11.0 6.12.0 6.13.0 Academic attire (Groups A and B) One-time limited-use academic attire (cap, gown, and hood) is purchased by the University for the use of a faculty member at commencement events and at subsequent similar events if the attire is reusable. Seventh-day Adventist transfer employees Employees who have worked at least six months at a Seventh-day Adventist institution, or who have worked a total of six months at one or more Seventh-day Adventist institutions with breaks of not more than 30 days, and who begin employment at the University within 30 days of termination, are considered Seventh-day Adventist transfer employees. Seventh-day Adventist transfer status allows a new employee to utilize various employee benefits immediately upon hire as specified in this Handbook. Prior service at another Seventh-day Adventist institution is one of a number of things considered in regard to continuing employment at the University in the event of financial exigency or reduction in force. Discount cards (Groups A and B) Discount cards for many Southern California attractions are available upon presentation of the University identification card at the department of human resource management. Voting time (Groups A and B) The State of California keeps voting polls open so that voters are able to vote outside working hours. However, when it is impossible to do this, faculty who are registered voters are allowed up to two hours off on election day in order to vote. Termination settlements (Groups A and B) For description of termination settlements, see Discontinuation and Severance Policy (see 2.6.0). Automobile insurance assistance (Group A only) The provisions of section X3015 of the North American Division Working Policy will be used at Loma Linda University. Loans for home and auto (Groups A and B) Loma Linda University will not provide funding for home or auto loans to employees. Housing assistance (Groups A and B) Loma Linda University will not provide funding for rent or special housing assistance as described in section X20 of the North American Division Working Policy. Loma Linda University will assist faculty with duplicate housing expense. This benefit is described in section X2006 of the North American Division Working Policy. 246 UNIVERSITY EMPLOYEE POLICIES AND PROCEDURES: CHAPTER 6 6.14.0 Holiday gift (Groups A and B) Loma Linda University will recognize the service of employees by granting an annual gift. 6.15.0 Administrative area travel allowance (Group A only) The North American Division Remuneration Scale provides for an area travel allowance for associates in administration and higher. Loma Linda University will follow the provisions of this policy. Associates in administration are G17 or higher, associate deans, assistant deans, and dean. 6.16.0 Doctoral degree reimbursement (Groups A and B) See 3.7.5 for details of this benefit. 6.17.0 Workers’ compensation (Groups A and B) Loma Linda University provides workers’ compensation benefits to all employees for work-related injuries or illnesses. For a complete description of this program, contact the University department of human resource management. 6.18.0 Tax-sheltered annuities (Groups A and B) Tax-sheltered annuity programs are available to employees on a payroll deduction basis. Contact University department of human resource management for information and details. Information on Pay Payday: The University’s pay period begins every other Sunday at 12:00 a.m. The University paychecks are sent to employees’ mailing addresses. Paychecks are mailed or delivered within seven days after the end of each biweekly pay period. If a paycheck is not received, or if an incorrect paycheck is received, contact the payroll department of the Loma Linda University Medical Center. Payroll advance: Payroll advances are made only in cases of emergency. In those rare cases in which an advance is necessary, the employee must make arrangements directly with the payroll department. Payroll advances will be given only for time already worked. The payroll department will grant only one request per year per employee. Additional requests during the year must have the approval of the school dean for the departments within the schools or the University controller/foundation manager for non-school departments. The employee is expected to plan ahead to avoid the necessity of drawing cash before scheduled paydays. Payroll deductions: a. Legislated: these are deductions made until the maximum year-to-date amount required by law has been deducted. The paycheck stub indicates current and year-to-date legislated deductions and includes: 247 CHAPTER 6: UNIVERSITY EMPLOYEE POLICIES AND PROCEDURES • Social Security (FICA) • Federal Income Tax (FIT) • State Income Tax (SIT) • Disability Insurance (VDI or SDI) b. Garnishment: these are deductions made as required by law when the University is served with a garnishment or writ of execution. c. Voluntary: these are deductions made available by the University for the sake of convenience to employees. Voluntary deductions are made only at the written request of the employee and include such items as insurance, credit union, health plan coverage, if applicable, rent, and TSAs. 248 CAMPUS FACILITIES AND SERVICES: CHAPTER 7 1998 Loma Linda University Faculty Handbook Chapter 7 Campus facilities and service 249 CHAPTER 7: CAMPUS FACILITIES AND SERVICES 7.1.0 Campus map legend NUMERICAL LEGEND 1. Gentry Gymnasium 2. Construction; geoscience; housekeeping 3. Campus engineering; housekeeping 4. University purchasing 5. Warehouse 6. Drayson Center, recreational facility 7. Nichol Hall: Schools of Allied Health Professions and Public Health; Center for Health Research (Adventist Health Study) 8. Lindsay Hall (women’s residence) 9. Daniells Residence 10. Campus Hill Seventh-day Adventist Church 11. Linda Hall: Campus Hill Seventh-day Adventist Church 12. Evans Hall: Center for Health Promotion; Cutler Amphitheater; student health services 13. Shryock Hall: anatomy 14. Alumni Hall for Basic Sciences: pathology; microbiology 15. Risley Hall: physiology; pharmacology 16. Burden Hall: academic publications; University relations 17. Orthopaedics Research Laboratory 18. Randall Visitors Center: Jorgensen Learning Resource Center 19. Del E. Webb Memorial Library 20. Magan Hall: University administration 21. Griggs Hall: biology; social work; marital and family therapy 22. Mortensen Hall: biochemistry; Center for Molecular Biology and Gene Therapy 23. Campus security 24. University Church of Seventh-day Adventists: Campus Chapel; Fellowship Hall 25. Good Samaritan sculpture 26. Prince Hall: School of Dentistry; dental clinic 27. Power plant 28. Dentistry Faculty endodontics 29. Central Building: psychology 30. Dentistry Faculty Offices 31. University Arts building: design center; Medical Center payroll; human resource management; Medical Center purchasing; University printing services 32. General Conference auditors 33. Medical Center collections 34. Office of Sponsored Research 35. La Loma Credit Union 36. Campus Cafeteria 37. Risk management 38. Campus Store; Loma Linda Market; Patio Pantry 39. Student Services: admissions and records; international student services; student accounting; student life; student financial aid; University computing 40. Business offices; Foundation; University payroll 41. U.S. Post Office 42. Bank of America 43. Alumni Center: School of Medicine Alumni Association; auxiliary (dentistry and medicine); nursing staff development; planned giving 44. Kidney Center (dialysis) 45. Faculty Medical Offices 46. Chan Shun Pavilion (cancer research); Coleman Pavilion: School of Medicine; Wong Kerlee International Conference Center 47. Schuman Pavilion: Loma Linda International Heart Institute; Medical Center advancement 48. Loma Linda University Medical Center 49. Loma Linda University Children’s Hospital; Proton Treatment Center 50. Employee health services 51. Parent-child education center 52. West Hall: Schools of Nursing and Pharmacy; Graduate School 53. SAC Health System; Students for International Mission Service (SIMS) ALPHABETICAL LEGEND Academic administration, 20 Academic publications, 16 Administration, academic, 20 Administration, campus business, 40 Admissions and records, 39 Advancement, VP University, 20 Advancement, Medical Center, 47 Aid, student, 39 Allied Health Professions, School of, 7 Alumni Associations: Allied Health, 7; Dentistry, 43; Public Health, 7; Medicine, 43; Nursing, 52 Anatomy, 13 Auditors, General Conference, 32 Auxiliary, dentistry and medicine, 43 Bakery, 38 Bank of America, 42 Barnes amphitheater, 47 Basic sciences building, 14 Biochemistry, 22 Biology, 21 Bookstore, 38 Burden Hall, 16 Business administration, campus, 40 Cafeteria, campus, 36 Cafeteria, Medical Center, 47 Camera shop, 38 Campus Chapel (University Church), 24 Campus controller, 40 Campus Hill Seventh-day Adventist Church, 10 Campus Store, 38 Center for Christian Bioethics, 46 Center for Health Research, 7 Center for Molecular Biology and Gene Therapy, 22 Central building, 29 Center for Spiritual Life and Wholeness, 46 Chan Shun Pavilion (cancer research), 46 Christian Bioethics, Center for, 46 Clinical faculty, VP, 46 Coleman Pavilion: School of Medicine, 46 Computing, University, 39 Conference Center, Wong Kerlee International, 46 Construction, 2 Controller, campus, 40 Credit Union, La Loma, 35 Cutler Amphitheater, 12 Daniells Residence, 9 Dean of Student Affairs, 39 Dentistry faculty practice, 30 Dentistry, School of, 26 Design center, 31 Dialysis Center, 44 Diversity, special assistant, 20 Drayson Center (recreational facility), 6 Employee health services, 49 Evans Hall, 12 Faculty records, 20 Faculty of Religion, 46 Fellowship Hall (University Church), 24 Finance, student, 39 Financial affairs, VP, 40 Foundation, 40 General Conference auditors, 32 General Conference representative, 21 Gentry Gymnasium, 1 Geoscience Research Institute, 5 Good Samaritan sculpture, mall, 25 Gift records, 20 Graduate School, 52 Grants management, 40 Griggs Hall, 21 Health Promotion, Center for, 12 Health Research, Center for, 7 Health, School of Public, 7 Health service (employee/student), 49 Heart Institute, Loma Linda International, 47 Heliports, 47 Heritage Room (University library'), 19 Hospital collections, 33 Housekeeping, University, 2 Information Systems, MC, 29 Insurance and risk management, 37 International affairs, special assistant, 20 International student advisor, 39 Jorgensen Learning Resource Center (computers, media), 18 Kellogg Amphitheater, 15 La Loma Credit Union, 35 Library, Del. E. Webb Memorial, 19 Linda Hall (Campus Hill Church), 11 Lindsay Hall (women’s residence), 8 Loma Linda International Heart Institute, 47 Faculty Medical Offices, 45 Macpherson Amphitheater, 47 Magan Hall, 20 Maintenance, campus, 3 Mall, Good Samaritan sculpture, 25 Market, Loma Linda, 38 Marital and family therapy, 21 Medical Center, 47 Medicine, School of, 46 Men’s residence (Daniells Residence), 9 Microbiology, 14 Molecular Biology and Gene Therapy, Center for, 22 Mortensen Hall, 22 News offices (TODAY, SCOPE), 16 Nichol Hall, 7 Nursing, School of, 52 Pathology, 14 Parent-child education center, 51 Patio Pantry, 38 Payroll, MC, 31 Payroll, University, 40 Personnel, Medical Center, 31 Personnel, University, 31 Pharmacology, 15 Pharmacy, School of, 51 Pharmacy, University, 52 Physical plant, administration, 4 Physiology, 15 Planned giving, 43 Post Office, U.S., 41 Power plant, 27 Psychology, 29 President, University, 20 Prince Hall, 26 Printing services, University, 31 Proton Treatment Center, 49 Publications, academic, 16 Public affairs, VP, 20 Public Health, School of, 7 Purchasing, MC, 31 Purchasing, University, 4 Randall Visitors Center, 18 Records, University, 39 Religion, Faculty of, 46 Residence halls: Lindsay Hall (women’s), 8; Daniells Residence, 9 Risk management and insurance, 37 Risley Hall, 15 SAC Health System, 53 School, Graduate, 52 School of Allied Health Professions, 7 School of Dentistry, 26 School of Pharmacy, 52 School of Public Health, 7 School of Medicine, 46,47 School of Nursing, 51 Schuman Pavilion, 47 Security, 23 Shryock Hall, 13 Social work, 21 Special assistant, diversity, 20 Special assistant, international affairs, 20 Special assitant, spiritual life and wholeness, 46 Spiritual Life and Wholeness, Center for, 46 Spiritual life and wholeness, special assistant, 46 Staff development, nursing, 43 Student aid, 39 Student apartments, 9 Student finance, 39 Student health services, 12 Students for International Mission Service (SIMS), 53 Trading Post classified ads, United States Post Office, 41 University accounting, 40 University admissions and records, 39 University Arts building, 31 University Church, 24 University controller, 40 University library, 19 University pharmacy, 38 University printing services, 31 University relations, 16 Vice president, academic administration, 20 Vice president, advancement, 20 Vice president, clinical faculty, 46 Vice president, financial affairs, 40 Vice president, public affairs, 20 Visitors Center, Randall, 18 Walter Macpherson Society, 43 West Hall, 51 Wong Kerlee International Conference Center, 46 Women’s residence (Lindsay Hall), 8 250 CAMPUS FACILITIES AND SERVICES: CHAPTER 7 7.2.0 Campus map 251 CHAPTER 7: CAMPUS FACILITIES AND SERVICES Chapter 7. Campus facilities and services 7.1.0 Campus map legend 7.2.0 Campus map, including parking 7.3.0 Food services 7.4.0 Industrial Medicine Clinic/Express Care 7.5.0 Libraries 7.6.0 Available conference rooms 7.7.0 Campus organizations 7.8.0 Campus services 7.9.0 Security 7.10.0 Rideshare 7.10.1 Participate in Rideshare program 7.10.2 Participate in walk-to-work program 7.10.3 Participate in bike-to-work program 7.10.4 Participate in bus-to-work program 7.11.0 Parking regulations 252 CAMPUS FACILITIES AND SERVICES: CHAPTER 7 7.3.0 Food services* LLUMC Cafeteria Breakfast Lunch Dinner Sunday-Friday, Holidays 6:00 - 10:00 a.m. 11:00 a.m. - 2:00 p.m. 5:00 - 7:30 p.m. Lobby level of LLUMC Saturday 6:00 - 9:30 a.m. 11:00 a.m. - 2:00 p.m. 5:00 - 7:30 p.m. LLUMC Snack Shop Lobby level of LLUMC Sunday-Thursday, Holidays Friday Saturday 10:15- 1:00 a.m. 10:15 a.m. - 10:00 p.m. 6:00 - 10:00 p.m. Campus Cafeteria Street level, behind the Business Center Monday-Thursday Friday Saturday, Sunday, Holidays 11:00 a.m. - 1:30 p.m. 11:00 a.m. - 1:00 p.m. CLOSED Dental School Cafe (SD students, faculty/staff only) Student/Faculty Lounge, Prince Hall Monday-Friday Saturday, Sunday, Holidays 11:00 a.m. - 1:00 p.m. CLOSED Faculty Medical Offices (FMO) Atrium Cafe Monday-Friday 8:00 a.m. - 3:00 p.m. . . . . Lower level lobby of FMO Saturday, Sunday, Holidays CLOSED LLUCMC Cafeteria Monday-Friday 7:00 a.m. - 5:00 p.m. Off main corridor at LLUCMC Saturday, Sunday, Holidays CLOSED Patio Pantry Campus Plaza next to the Campus Store Sunday Monday-Friday Saturday, Holidays 11:00 a.m. - 3:00 p.m. 7:00 a.m. - 2:30 p.m. CLOSED LLUCH Cafeteria Monday-Friday . . Off main corridor at LLUCH Saturday, Sunday, Holidays Breakfast 7:00 - 9:30 a.m. CLOSED Lunch 11:00 a.m. - 2:00 p.m. CLOSED Dinner 5:00 - 6:45 p.m. CLOSED * 30 percent discount extended to all faculty/staff (with employee ID badge) at all locations. 253 CHAPTER 7: CAMPUS FACILITIES AND SERVICES 7.4.0 Industrial Medicine Glinic/Express Care Industrial medicine clinic/express care provides paid faculty employees and staff with the following medical services at no charge: a. Pre-placement physical examination. (See policy requiring medical clearance for academic and non-academic administrative personnel before they are employed by the University.) b. Medical evaluation and treatment for one who is injured or becomes ill as a direct result of his/her employment. Emergency care for illness or injury of an emergency nature resulting from the person’s employment when Industrial Medicine Clinic/ Express Care is closed should be obtained at the LLUMC emergency department. All work-related illnesses or injuries should be reported within 24 hours to the department of risk management. c. Industrial Medicine Clinic/Express Care is located next to the emergency department at LLUMC (A350). They are open seven days a week. The hours of operation are Monday through Friday 7:00 a.m. to 9:00 p.m. and Saturday and Sunday 9:00 a.m. to 9:00 p.m. 7.5.0 Libraries The University libraries provide materials to support the educational and cultural objectives of the University. Information sheets which give details of services available may be obtained at the infor-mation/reference desk. The University identification card (for information about obtaining a card, call faculty records office) is used as library identification. The University identification card may also be used in the libraries of the Inland Empire Academic Library Cooperative (IEALC) for individual borrowing privileges. a. Faculty members are encouraged to select materials for the library by requesting materials through the library representative appointed by their department chair or directly with the collection development librarian. b. Suggestions for the operation of the library may be made to IFAC or the director of the University library. c. Materials that are in demand by a number of students over a short period of time may be placed on reserve by filling out the appropriate form in sufficient time for processing the materials. d. Interlibrary loan services are available to faculty, research personnel, and graduate students for materials not in the libraries’ collections. Book request forms and photocopy request forms are available at the circulation desk. e. The University library provides or supports several specialized services. For more information, call or visit the information/reference desk. 254 CAMPUS FACILITIES AND SERVICES: CHAPTER 7 (1) The University library provides some of the CD-ROM bibliographic databases on the campus fiber-optic information network. Others are provided by the Medical Center’s Jesse Medical Library and Information Center. Librarians also have access to other databases available only through vendors such as DIALOG and BRS. Librarian searches are done on a fee-for-services basis. (2) Current awareness service g. The Del E. Webb Memorial Library is the official west coast depository for Seventh-day Adventist literature regularly provided by church publishing houses in North America. There is a branch office of the Ellen G. White Estate that enriches the library heritage collection which also includes published and unpublished works pertaining to the early Adventist movement. h. The Jorgensen Learning Resource Center houses and provides the environment for use of audiovisual material purchased by the University library. Part of the center is a micro-computer facility to support faculty and student computing needs. i. The Jesse Medical Library and Information Center offers inter-library loans, searches, access to the Internet, and check-out of reference material as well as journals. Walk-in reference for questions on any medical topic is available during most normal business hours. The Jesse Medical Library and Information Center (JMLIC) provides the following services: (1) Interlibrary loans (2) Faxing services (3) Reference/research (4) MEDLINE searches (5) Table of contents service and more 7.6.0 Available conference rooms For reservations, call A-Level Amphitheater (MC), seats 182.....................................Extension 44996 Alumni Hall for Basic Sciences, seats 260 ...............................Extension 44996 Campus Cafeteria.........................................................Extension 43294 Collins Auditorium, seats 200............................................Extension 43206 Campus Chapel (University Church), seats 325 ............................Extension 44570 Cutler Amphitheater (Evans Hall), seats 188..............................Extension 44599 Drayson Center, seats 2,800..............................................Extension 43206 Faculty Reading Room (Del E. Webb Memorial Library), seats 60............Extension 42020 Fellowship Hall-East (University Church)*,seats 80.......................Extension 44570 Fellowship Hall-West (University Church)*, seats 70......................Extension 44570 Gentry Gym, seats 1,250..................................................Extension 43206 Havstad Room (Business Center), seats 20.................................Extension 44534 Library, Room 101, seats 40..............................................Extension 44587 Library, Room 118, seats 12..............................................Extension 44587 Linda Hall (Campus Hill Church), seats 300...............................Extension 44270 Lobby-Level Amphitheater, seats 152......................................Extension 44996 Loma Linda Academy Gymnasium, seats 1,200.................................(909) 796-0161 255 CHAPTER 7: CAMPUS FACILITIES AND SERVICES Magan Hall Conference Room, seats 35....................................Extension 42020 Mortensen Hall Amphitheater, seats 106..................................Extension 23948 Nichol Hall, Room 1610, seats 72.........................................Extension 44694 Nichol Hall, Room 1712, seats 39.........................................Extension 44694 Randall Visitors Center, seats 298 .....................................Extension 44581 Risley Hall Amphitheater, seats 100.....................................Extension 47017 Rose Room, (Campus Hill Church), seats 40................................Extension 44270 Shryock Hall Amphitheater, seats 150.....................................Extension 44301 Schuman Pavilion A-605A1*, seats 66......................................Extension 43118 Schuman Pavilion A-605BI, seats 60.......................................Extension 43118 Schuman Pavilion A-609J, seats 25........................................Extension 43118 Schuman Pavilion A-610$, seats 25........................................Extension 43118 Schuman Pavilion A-611$, seats 25........................................Extension 43118 University Church Classrooms (2), seats 100 each........................Extension 44570 Wong Kerlee International Conference Center.............................Extension 88244 Jesse Conference Room, seats 175 Peterson Conference Room, seats 175 Slate Conference Room, seats 175 Jesse-Peterson-Slate Conference Room, seats 600—banquet seating, 350-400 Behrens/Basaraba Room, seats 12 Prior Room, seats 12 Wilson Room, seats 30 Rock Room, seats 30 Shearer Room, seats 30 f Heidar Room, seats 30 f Hispanic Room, seats 30 Miracle Room, seats 30 Youth Room (Campus Hill Church), seats 60............For reservations, call extension 44270 * t t These denote rooms that can be combined to form one room. 7.7.0 Campus organizations Social Action Community Health System (SACHS), 1454 East 2nd Street, San Bernardino, extension 37190 The Social Action Corps (SAC) Clinic was founded in 1968 by a group of medical students at LLU. Recently, SAC has expanded to become Social Action Community Health System (SACHS). It is now a group of primary care medical clinics offering much-needed health care services to medically underserved families in the several communities surrounding Loma Linda. SACHS is an invaluable resource to the community by providing low-cost medical care to families who otherwise might go without. SACHS, a community-based interdisciplinary academic health center, provides an opportunity for University students to be involved in community empowerment through the provision of low-cost comprehensive health care. SACHS is a separate corporation. SACHS is the University’s way of integrating primary health-care services into the life of our local high-risk community. 256 CAMPUS FACILITIES AND SERVICES: CHAPTER 7 Each of the six professional schools at LLU participates in the interdisciplinary primary care training center at the SACHS clinic located at the former Norton Air Force Base. Each school bases faculty and students at the facility and assists students with cross-cultural community training in providing low-cost health care. Students rotate through SAC-Norton as part of several required courses. Students for 1iiternational Mission Service (SIMS), Cottage 80, extension 83056 SIMS, a University-wide, student-directed and faculty-sponsored organization plans shortterm mission trips, and coordinates long-term projects and electives for students. SIMS projects include medical/dental trips during Christmas and spring breaks, and long-term summer mission experiences to Africa, Central and South America, Asia, and the Caribbean. SIMS provides spiritual rejuvenation, a cross-cultural learning experience, the delivery of health and human services with an interdisciplinary team approach, and a chance to re-examine oneself and renew one’s commitment of service to mankind. Students also participate in local community activities, such as Adopt-A-Kid Christmas party for low-income children and a Big Brother-Big Sister program. 7.8.0 Campus services Campus Purchasing, 10987 Parkland Avenue, extension, 44532 Available: catalogs, assistance in selecting vendors and preparing purchase orders Purchasing policy and procedure manual available on request Campus Store, Campus Plaza, corner of Anderson and Mound Street, extension 44567 Hours: Sunday, 10:00 a.m. - 5:00 p.m. Monday-Thursday, 9:00 a.m. - 6:00 p.m. Friday, 9:00 a.m. - 3:00 p.m. Saturday, CLOSED Holidays, CLOSED Pharmacist on duty Monday through Friday except holidays Available items: textbooks and other books, discounted medical instruments, school and office supplies, clothing, cards, gifts, camera equipment including photo finishing, etc. Visa and MasterCard accepted. Loma Linda Market, Campus Plaza, corner of Anderson and Mound Streets, extension 44565 Hours: Sunday, 8:00 a.m. - 6:00 p.m. Monday-Thursday, 7:00 a.m. - 7:00 p.m. Friday, 7:00 a.m. - 3:00 p.m. Saturday, CLOSED Holidays, CLOSED Available: vegetarian and natural foods, bakery, grocery products, and hardware items; will receive utility payments, sell money orders, take care of check-cashing needs 257 CHAPTER 7: CAMPUS FACILITIES AND SERVICES Mail Service, LLUMC A733, (909) 558-4046 Office hours: Monday-Friday, 7:30 a.m. - 4:00 p.m. Faculty receive University-related and interdepartmental mail through their departments. All U.S. mail should be specifically addressed as follows: Name of individual (faculty member) School Department Loma Linda, CA 92350 All interschool mail should be specifically addressed as follows: Name of individual (faculty member) School Location on campus of school (i.e., Magan Hall, Room 109) Personal mail should be sent to your residence address. The mail service has 12 different routes which include over 300 stops. It is, therefore, important that complete delivery addresses are carefully included. The telephone directory distributed by the telecommunications department is the best source for on-campus addresses. General Conference of Seventh-day Adventists Representative's Office, Carrol S. Small Alumni Center building, corner of Anderson and Starr, extension 42360. Disseminates information regarding the needs and opportunities for overseas medical, dental, and paramedical personnel for short periods of service as well as longer periods of service Disseminates information regarding a plan for deferred medical appointments which are available to students of dentistry and medicine. Applications for such appointments are made at this office. 7.9.0 Security Loma Linda University Medical Center security officers patrol all Medical Center and campus areas 24 hours a day with a primary concern for the protection of patients, visitors, employees, and students. Their secondary concern is for the protection of property. Security officers also respond to alarms and other requests for assistance. They are dispatched from the security control center. Call for help in any of the following circumstances: a. Emergencies In case of an emergency, dial 911 from any campus telephone, and you will be assisted immediately. In addition, each campus parking lot contains clearly marked phone boxes for emergency use. 258 CAMPUS FACILITIES AND SERVICES: CHAPTER 7 b. Escort service Security officers will provide escort service for patients, visitors, employees, and students to destinations on campus. c. Non-emergency service Security officers will provide the following non-emergency services as time allows: • Jump-starting cars • Retrieving keys in locked cars • Calling towing service for stranded motorists • Fingerprinting services for required licenser • Engraving private property for security and identification • Training classes in self-protection 7.10.0 Rideshare To get started with one of the four following programs, please contact the senior employee transportation coordinator at extension 44319. In order to qualify, the participant must: a. Be a full-time employee b. Rideshare to work at least three times a week, excluding weekends. c. Arrive for work between the hours of 6:00 a.m. and 10:00 a.m. 7.10.1 If you participate in the Rideshare program you will receive: a. Your own reserved parking space in a specially designated car pool parking lot close to your work area, where applicable b. A certificate for ten gallons of gas each month c. A chance to win a Weekend Get-A-Way drawing to be held four times a year d. An invitation to the Rideshare social to be held twice each year, with drawings and gifts from fine department stores e. One paid leave day per quarter for carpools with three or more persons f. A guaranteed ride home when you need it* 7.10.2 If you participate in the walk-to-work program you will receive: a. $120 in cash towards the purchase of a new pair of walking shoes each year. b. A chance to win a Weekend Get-A-Way drawing to held four times a year c. An invitation to the Rideshare social to be held twice each year, with drawings and gifts from fine department stores d. A guaranteed ride home when you need it* 7.10.3 If you participate in the bike-to-work program you will receive: a. $120 in cash towards the purchase of bicycle tires each year. b. A chance to win a Weekend Get-A-Way drawing to held four times a year c. An invitation to the Rideshare social to be held twice each year, with drawings and gifts from fine department stores d. A guaranteed ride home when you need it* 259 CHAPTER 7: CAMPUS FACILITIES AND SERVICES 7.10.4 If you participate in the bus-to-work program you will receive: a. A subsidy from LLU for the purchase of a $30 bus pass b. A chance to win a Weekend Get-A-Way drawing to held four times a year c. An invitation to the Rideshare social to be held twice each year, with drawings and gifts from fine department stores d. A guaranteed ride home when you need it* 7.11.0 Loma Linda University and Medical Center traffic and parking regulations Operating a motor vehicle on the grounds of Loma Linda University or Loma Linda University Medical Center is a privilege given by these institutions and is not a guaranteed right of any faculty, staff, student, or visitor. Each institution recognizes the fact that the use of a vehicle is necessary for transportation to and from their facilities and thus attempts to provide some parking for employees, faculty, staff, students, and visitors. Because it is a privilege to operate and park a motor vehicle on the grounds, permission to enter or remain on the grounds may be revoked at any time by the administrators or their authorized agent. The Medical Center department of safety and security is recognized by the administrator of each institution as its authorized agent. Officers of this department are its authorized agents and are responsible for enforcing all University and Medical Center traffic and parking regulations and all regulations of the California Vehicle Code as they apply. In the interest of safe and courteous vehicle operation and in an effort to create and maintain the best possible conditions for these authorized to operate a motor vehicle on the grounds, the institutions have adopted and enforce these regulations. It is the sole responsibility of the driver of any vehicle to familiarize himself/herself with these regulations as he/she is held responsible for any infraction thereof. LLU—LLUMC general regulations: General regulations are outlined in the Traffic and Parking Regulations booklet available in each department or at the Loma Linda University security office. *In the event of a personal emergency or if work-related business causes you to miss your ride home, LLU will pay for three taxi fares per year. 260 COMMUNITY FACILITIES AND SERVICES: CHAPTER 1998 Loma Linda University Faculty Handbook Chapter 8 Community facilities and services 261 CHAPTER 8: COMMUNITY FACILITIES AND SERVICES Chapter 8. Community facilities and services 8.1.0 Seventh-day Adventist churches 8.2.0 Seventh-day Adventist schools 8.3.0 Area universities and colleges 8.4.0 Other institutions 8.5.0 Health resources offered by Riverside/San Bernardino Counties 8.6.0 Transportation 8.7.0 Cultural activities 8.8.0 Museums/historical sites 8.9.0 Other activities 262 COMMUNITY FACILITIES AND SERVICES: CHAPTER 8 8.1.0 Seventh-day Adventist churches Arden Hills Church 5801 Arden Avenue Highland, California 92346 (909) 864-1111 Azure Hills Church 22633 Barton Road Grand Terrace, California 92313 (909) 825-8611 Calimesa Church 391 Myrtlewood Drive Calimesa, California 92320 (909) 795-9741 Celebration Center 1137 Bryn Mawr Avenue Redlands, California 92374 (909) 796-3510 Colton Church 1291 North Rancho Avenue Colton, California 92324 (909) 825-9344 Kansas Avenue Church 4491 Kansas Avenue Riverside, California 92507 (909) 682-9810 Loma Linda Campus Hill Church 11057 Hill Drive Loma Linda, California 92354 (909) 796-0222 Loma Linda Chinese Church 25665 Van Leuven Loma Linda, California 92354 (909) 824-0274 Loma Linda Filipino Church 11180 New Jersey Street Loma Linda, California 92354 (909) 824-3420 Loma Linda Indonesian Church 10827 California Street Redlands, California 92373 (909) 307-3270 Loma Linda Korean Church 12408 South Mount Vernon Avenue Grand Terrace, California 92313 (909) 824-0535 Loma Linda Spanish Church 11135 Mountain View Loma Linda, California 92354 (909) 824-4992 Loma Linda University Church 11125 Campus Street Loma Linda, California 92354 (909) 824-4570 Loma Linda Vietnamese Church 711 West C Street Colton, California 92324 (909) 825-6886 Mentone Church 1230 Olivine Avenue Mentone, California 92359 (909) 794-1610 Redlands Church 520 Brookside Avenue Redlands, California 92373 (909) 793-6337 San Bernardino 16th Street Church 1601 North 16th Street San Bernardino, California 92411 (909) 888-0084 San Bernardino Spanish Church 918 North Mountain View Avenue San Bernardino, California 92410 (909) 884-0525 Valley Fellowship Church 275 East Grove Street Rialto, California 92376 (909) 874-5851 Victoria Church 1860 Mountain View Loma Linda, California 92354 (909) 796-7869 263 CHAPTER 8: COMMUNITY FACILITIES AND SERVICES Yucaipa Church 35225 Avenue “E” Yucaipa, California 92399 (909) 797-1375 8.2.0 Seventh-day Adventist schools Azure Hills Mission School (K-6) 22577 City Center Court Grand Terrace, California 92313-5563 (909) 825-2030 Loma Linda Adventist Academy (9-12) 10656 Anderson Street Loma Linda, California 92354 (909) 796-0161 Loma Linda Seventh-day Adventist Junior High (7-8) 10656 Anderson Street Loma Linda, California 92354 (909) 824-0262 Loma Linda Seventh-day Adventist Elementary (K-6) 10656 Anderson Street Loma Linda, California 92354 (909) 824-0262 Mesa Grande Seventh-day Adventist Academy (K-12) 975 South Fremont Calimesa, California 92320 (909) 795-1112 Redlands Seventh-day Adventist Junior Academy (K-10) 130 Tennessee Street Redlands, California 92373 (909) 793-1000 Azure Hills Children’s Center 22633 Barton Road Grand Terrace, California 92313 (909) 825-7054 Loma Linda Children’s Center 25228 Shepardson Drive Loma Linda, California 92354 (909) 824-4568 8.3.0 Area universities and colleges California State University at San Bernardino 5500 University Parkway San Bernardino, California 92407 (909) 880-5000 Crafton Hills College (two-year) 11711 San Canyon Road Yucaipa, California 92399-1799 (909) 794-2161 La Sierra University 4700 Pierce Street Riverside, California 92515 (909) 785-2022 San Bernardino Valley College (two-year) 701 South Mt. Vernon Avenue San Bernardino, California 92410 (909) 888-6511 University of California at Riverside 900 University Avenue Riverside, California 92521 (909) 787-3241 University of Redlands 1200 East Colton Avenue Redlands, California 92374 (909) 793-2121 8.4.0 Other institutions Adventist Book Center—Loma Linda 25560 Barton Road Loma Linda, California 92354 (909) 796-0428 Adventist Health 2100 Douglas Boulevard P. O. Box 619002 Roseville, California 95661 (916) 783-9146 264 COMMUNITY FACILITIES AND SERVICES: CHAPTER 8 Adventist Risk Management Services 11291 Pierce Street P. O. Box 8007 Riverside, California 92515 (909) 354-7110 General Conference of Seventh-day Adventists 12501 Old Columbia Pike Silver Spring, Maryland 20904-6600 (301) 680-6000 KSGN—Good News Radio 11498 Pierce Street Riverside, California 92505 (909) 687-5746 La Loma Federal Credit Union 11131 Anderson Street Loma Linda, California 92350 (909) 796-0593 Loma Linda University Adventist Health Sciences Center (LLUAHSC) 11060 Anderson Street Loma Linda, California 92350 (909) 558-4540 Pacific Union Conference of Seventh-day Adventists 2686 Townsgate Road P O. Box 5005 (91359) Westlake Village, California 91361 (805) 497-9457 Pine Springs Ranch 58000 Apple Canyon Road P O. Box 37 Mountain Center, California 92561 (909) 659-4131 Quiet Hour 630 Brookside P O. Box 3000 Redlands, California 92373 (909) 793-2588 Southeastern California Conference of Seventh-day Adventists 11330 Pierce Street P O. Box 8050 Riverside, California 92515 (909) 359-5800 8.5.0 Health resources offered by Riverside/San Bernardino Counties Riverside County Public Health Department 4065 County Circle Drive Riverside, California 92503 (909) 358-5000 Cancer screening Child health and disability prevention Family planning/testing/counseling Immunizations/tuberculosis services/HIV testing Primary care/Public Health Nursing Services San Bernardino County Public Health Department 799 East Rialto Avenue San Bernardino, California 92408 (909) 383-3000 Family planning clinic Maternal health clinic Tuberculosis clinic Immunizations/epidemiology/AIDS program/ HIV testing 8.6.0 Transportation Airports: Los Angeles International Airport (LAX) 1 World Way Los Angeles, California 90009 Airline and charter information: (310) 646-5252 Parking information: (310) 646-2911 Ontario International Airport Airport Drive at Vineyard Avenue Ontario, California 91761 Information: (909) 937-2700 John Wayne Airport (Orange County) 18741 Airport Way Santa Ana, California 92707 Information: (949) 252-5200 Palm Springs Regional Airport 3400 East Tahquitz Canyon Way 265 CHAPTER 8: COMMUNITY FACILITIES AND SERVICES Palm Springs, California 92262 Information: (760) 323-8161 Bus, train: Omnitrans 1700 West 5th Street San Bernardino, California 92411 Information: (909) 383-5283 Serves Calimesa, East Highlands, Forest Falls, Loma Linda, Mentone, Redlands, and Yucaipa. Amtrak Local Station 1170 West 3rd Street San Bernardino, California 92410 Information: (909) 884-1307 General information and reservations: (800) 872-7245 8.7.0 Cultural activities Redlands Bowl Summer Music Festival Smiley Park, Redlands Information: (909) 793-7316 Offers a wide variety of musical programs during July and August. Redlands Footlighters Theatre 1810 Barton Road Redlands, California 92373 Information: (909) 793-2909 Offers comedy, drama, and musical theatrical productions. Redlands Symphony Orchestra University of Redlands 1200 East Colton Avenue Redlands, California 92373 Information: (909) 793-2121 Offers a full spectrum of classical compositions in its monthly production. California Theater of Performing Arts 562 West 4th Street San Bernardino, California 92410 Information: (909) 386-7361 Features performances by the Inland Empire Symphony Association, San Bernardino Civic Light Opera Association, and San Bernardino Valley Community Concert Association. McCallum Theatre for the Performing Arts Information: (760) 340-2787 Located on the campus of the College of the Desert at the Bob Hope Cultural Center at 73-000 Fred Waring Drive, Palm Desert. It has a seating capacity of 1,166. The state-of-the-art facility serves as a premier showcase for visiting arts, symphonies, musicals, opera, drama, films, personal appearances and touring companies. Dorothy Chandler Pavilion Information: (213) 850-2000 Features the Los Angeles Philharmonic Symphony Located at 135 North Grand Avenue, Los Angeles. Ahmanson Theater Information: (213) 972-7401 Located next to the Dorothy Chandler Pavilion in the heart of Los Angeles. Ambassador Auditorium Information: (626) 304-6123 Located at 300 West Green Street in Pasadena. Campus tours of beautiful grounds. Hollywood Bowl Information: (323) 850-2000 Features the Los Angeles Philharmonic Orchestra during its summer series. Located at 2301 North Highland Avenue, Los Angeles. 266 COMMUNITY 8.8.0 Museums/historical sites Kimberly Crest Information: (909) 792-2111 Flanked by terraced gardens, this fairy-tale like French chateau, built in 1897, is situated on a knoll overlooking the valley and the San Bernardino Mountains. It is elegantly furnished with period pieces from the early 1900s. Located at 1325 Prospect Drive, Redlands The Morey Mansion Information: (909) 793-7970 David Morey came to Redlands in 1882 to retire from carpentry and ship building. His expertise is reflected in this two-story Queen Anne mansion he built. The 20-room house contains a wealth of fine carvings and nau touches abound. Today, the mansion is a bed-and-breakfast inn, but tours are available. Located at 190 Terracina Boulevard, Redlands. San Bernardino Asistencia Mission Information: (909) 793-5402 Built between 1830-1834 as a satellite of the Mission San Gabriel, this mission has been beautifully restored. It is presently a museum and wedding chapel. Group tours are available. Located at 26930 Barton Road, Redlands. San Bernardino County Museum Information: (909) 307-2669 Features regional history and geology exhibits and extensive collection of mammals, birds, and bird eggs. There are a number of interesting outdoor displays. Located at 2024 Orange Tree Lane, Redlands. FACILITIES AND SERVICES: CHAPTER 8 8.9.0 Other activities Discount cards Information: extension 44330 (Cards available in lobby of department of human resource management) Attractions include: Disneyland, Glen Ivy Hot Springs, Knotts’ Berry Farm, Magic Mountain, Mammoth Lakes Resort, Medieval Times, Movieland Wax Museum, Queen Mary, Palm Springs Aerial Tramway, Raging Waters, San Diego Zoo, San Diego Wild Animal Park, Sea World, Universal Studios, Snow Valley. Pageant of the Masters Information: extension 44510 Features reproductions of great works of art with live models. Located in Laguna Beach. Tickets available through the student affairs office. 267 APPENDICES 1998 Loma Linda University Faculty Handbook Appendices School-specific Policies Glossary of Acronyms 269 APPENDICES APPENDICES School of Allied Health Professions...........................................................273 Criteria for appointment or promotion................................................275 Faculty appointment and promotion guidelines.........................................279 Faculty workload guidelines..........................................................284 Suggested workload for teacher solely responsible for a class........................284 Suggested workload for team teacher with laboratory..................................285 Suggested workload for teacher with practicums.......................................285 Policy of Faculty Practice...........................................................287 Faculty Council......................................................................288 School of Dentistry...........................................................................293 Mission Statement....................................................................295 Introduction.........................................................................297 Annual faculty review................................................................297 The academic portfolio...............................................................297 Faculty promotion process............................................................300 Tenure Policy........................................................................302 Review of tenured faculty............................................................303 Emeritus Policy......................................................................304 Faculty Workload Policy..............................................................305 Policy of Faculty Practice...........................................................305 Professional liability insurance.....................................................305 Policy for Examinations..............................................................306 Graduate School...............................................................................309 Policies applicable to programs and departments whose faculty have primary appointments in the Graduate School..........................................311 Faculty Governance Policy....................................................311 Rank and Tenure Policy.......................................................312 Policies applicable to all programs offered through the Graduate School..............320 School of Medicine............................................................................323 Supplementary policies and procedures for the School of Medicine faculty.............325 Introduction to the organization of the School of Medicine...................325 Supplementary School of Medicine faculty policies............................332 Administrative appointments and discontinuations.............................350 Faculty participation in governance of the School of Medicine................352 The policies of the School of Medicine faculty practice organization.........358 School of Nursing.............................................................................363 Appointment to faculty...............................................................365 Academic promotion...................................................................365 Tenure...............................................................................368 Faculty Governance Policies and Procedures...........................................369 Faculty Workload Policy..............................................................377 270 APPENDICES School of Public Health........................................................................379 Faculty Rank, Promotion, and Tenure Policy............................................381 Guidelines for annual department chair evaluations....................................392 Academic policies—faculty responsibilities............................................396 Faculty of Religion...........................................................................405 Mission Statement and objectives......................................................407 Workload Policy.......................................................................407 Promotion, tenure, and annual review..................................................409 Del E. Webb Memorial Library..................................................................417 Governance Policy.....................................................................419 Promotions Policy.....................................................................420 Evaluation Policy.....................................................................423 Glossary of Acronyms...........................................................................425 271 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSION! 1998 Loma Linda University Faculty Handbook School-specific Policies School of Allied Health Professions 273 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS School of Allied Health Professions Criteria for appointment or promotion Faculty appointment and promotion guidelines Faculty workload guidelines Suggested workload for teacher solely responsible for a class Suggested workload for team teacher with laboratory Suggested workload for teacher with practicums Policy of Faculty Practice Faculty Council 274 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS School of Allied Health Professions Criteria for appointment and promotion The purpose of this document is to specify the University’s guidelines as they apply to the promotion of the faculty of the School of Allied Health Professions. This document adapts the University criteria to the needs and circumstances unique to the School of Allied Health Professions, where permitted by University policy. The School of Allied Health Professions is in compliance with the Loma Linda University Affirmative Action Policy in assuring that sex, race, color, religion, age, handicap, or national origin will in no way interfere with promotion of a faculty member. For promotion, faculty must satisfy the criteria in one of the following primary categories: • Teaching • Research and creative activities • Service Promotion to a higher academic rank is recognition of the continuing development of a faculty member in teaching, research and creative activities, and service. Promotion to a higher academic rank is normally initiated by the chair of the department after consultation with members of the department. It may be initiated by the faculty member himself/herself or by the dean of the school. (See 2.3.2) Evaluation criteria for promotion A. Teaching Teaching activities include: 1. Formal classroom teaching 2. Informal teaching a) Clinical teaching b) Supervising field experiences c) Tutorial teaching 275 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS Faculty should demonstrate: • Ability and commitment to lead students of varying capabilities into a growing understanding of the subject matter, tools, and materials of their discipline • Their continuing concern for instructional effectiveness through methods of presentation and evaluation by students • High level of knowledge and expertise in their discipline or area of specialization Faculty evaluation includes: • Teaching load • Nature and variety of course content • Ability to lead students to critically think • Ability to interest students in the objectives of the course • Leadership and innovation in teaching lectures and/or laboratories • Construction of objective instruments of evaluation and the impartial interpretation of the results • Ability to train students in research, when applicable • Ability to train students in skills and techniques • Accessibility to students and sensitivity to student problems and needs • Assisting students with the design and presentation of projects, laboratory experiments, and demonstrations • Review and revision of existing curricula and courses • Preparation of course syllabi B. Research and creative activities This criterion evaluates the faculty’s efforts and performance to development and dissemination of knowledge. The quality of research and creative activities must enrich the body of scientific knowledge. Results must appear in peer-reviewed professional journals. Faculty should demonstrate: • Achievement in research activities that show current progression 276 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS Faculty evaluation includes: • Research originality and innovative direction • Research focus, impact, and applicability • Use of empirical tools or methodological approaches • Level of scientific rigor • Growth and sophistication of research methods • Growth in quality and clarity of writing • Quality and number of publications • Critical reviews or articles or books published • Proposals submitted for funding • Proposals approved for funding • Self-instructional packages developed (i.e., audiovisual materials) • Recognition/awards for scholarly work, including local, regional, national, and international Examples of research activities: • Biological, chemical, or physical aspects of the faculty’s area of expertise • Patient care methods or techniques • Teaching methods or techniques • Management or administrative methods or techniques Examples of creative activities: • Unique design of curriculum • Creation of unique management systems • Creation of computer-assisted instructional programs • Production of audiovisual packages for instructional programs • Creation of equipment or assistive devices for patient care • Creative literary activities noteworthy to the health field 111 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS • Authorship or co-authorship or texts, book chapters, or teaching material • Development and implementation of new departmental activities or teaching programs Service Faculty participation in activities supportive to the School of Allied Health Professions, Loma Linda University, the community, and to patient care The quality of service must be outstanding. Faculty should demonstrate: • Active participation in the programs of professional societies and manifest a continuing understanding of the state, national, and international aspects of their specific fields of interest • Active participation in teaching of continuing education programs Faculty evaluation includes: • Participation in public service affairs • Service to local, regional, state, or national communities • Service activities that receive recognition by colleagues, agencies, local, state, and national organizations • Patient service—faculty and health care responsibilities should be evaluated for quality of patient care, including diagnostic and/or therapeutic expertise in his/her special field. Examples of service include: University: • Effective organization and administration of an academic/clinical program • Participation in curriculum development • Chairship/membership and active participation on school or University-wide committees • Appointment to advisory committees • Active participation in the intellectual, social, and religious life of the University • Service or advisor to student organizations and activities Community: • Appointment to advisory committees • Presentation of papers, workshops, or CE courses sponsored by community agencies • Volunteer service/consultation to the local, state, community, nation, and/or church • Recipient of awards and honors for service 278 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS Patient care: • Voluntary service/consultation for patient care • Development of innovative programs for patient care • Participation in activities for promoting health • Providing patient care services in a clinical facility outside of the University for the purpose of maintaining or improving skills or mastering a new skill Faculty appointment and promotion guidelines Instructor (one-year renewable) 1. Appointment Candidate: • A baccalaureate or higher degree from an accredited institution, registration and/or licensure. (Interpretation: If the person’s degree is in a discipline that has registration/licen-sure, the individual must be registered/licensed. If not, this provision is waived.) • An aptitude and interest in clinical or classroom teaching • Two or more years of professional clinical or classroom teaching or has completed an appropriate advanced degree. (Interpretation: Appointing individuals without experience is discouraged. If the candidate does not have any clinical or classroom experience, the case must be made that the candidate brings exceptional expertise to the position.) 2. Criteria for promotion from instructor to assistant professor Candidate: Satisfies all of the qualifications as listed under assistant professor—appointment 1. If teaching is the primary criteria on which promotion is based, there must be documented confirmation that the candidate has: a. Demonstrated the quality of teaching as defined in evaluation criteria “A” above (see page 275) b. Participated in formal classroom or laboratory teaching for a minimum of two years c. Participated in research or creative activities d. Participated in service to the University at least at the program/departmental level e. Participated in professional or community service f. Participated in activities for continued professional growth (e.g., attended appropriate professional meetings, CEU, etc.) 279 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS 2. If research and creative activities are the primary criteria on which promotion is based, there must be documented confirmation that the candidate has: a. Demonstrated the quality of research or creative activities defined in evaluation “B” above (see page 276) b. Demonstrated quality formal or informal teaching c. Demonstrated substantive scholarly works or activity at the current rank that includes two publications and/or professional presentations d. Participated in service to the University at least at the program/departmental level e. Participated in professional or community service f. Participated in activities for continued professional growth (e.g., attended appropriate professional meetings, CEU, etc.) 3. If service is the principal criteria on which promotion is based, documented confirmation is needed that the candidate has: a. Demonstrated the quality for service defined in evaluation criteria “C” above (see page 278) b. Participated in quality classroom, clinical, or continuing education instruction c. Participated in research or creative activities at the current rank d. Participated in activities for continued professional growth (e.g., attended appropriate professional meetings, CEU, etc.) Assistant professor: 1. Appointment Candidate: • Has a master’s or higher degree from an accredited institution and has a minimum of two years of work/teaching experience in the area of specialization or has an appropriate doctoral degree • Professional certification, licensure, or registration as appropriate. (Interpretation: If the person’s degree is in a discipline that has certification/registration/licensure, the individual must be certified/registered/licensed. If not, the provision is waived.) or all the following criteria: • Has specialty training and certification, registry and/or licensure beyond the baccalaureate degree and fulfills the requirements for instructor. (Interpretation: The specialty training must be recognized within the discipline and is not simply an accumulation of CE credit.) 280 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS • Earned a minimum of 30 quarter credits beyond the baccalaureate degree (Interpretation: Quarter credits are academic units, not CE units.) • Has a minimum of two years teaching experience in the area of specialization at the rank of instructor • An academic record that meets or exceeds all relevant SAHP criteria for promotion to assistant professor 2. Criteria for promotion from assistant to associate professor a. If teaching is the primary criteria on which promotion is based, there must be documented confirmation that the candidate has: • Demonstrated the quality of teaching as described in evaluation criteria “A” above (see page 275) • Participated in formal classroom teaching for a minimum of three years as an assistant professor • Conducted successful research or creative activities with at least three oral presentations at the current local, state, or national professional meetings or written three publications in peer-reviewed journals or some combination of presentations and publications to reach a total of three • Participated in service to the University beyond the program/department level at the current rank • Provided professional or community service • Participated in activities for continued professional growth (e.g., attended appropriate professional meetings, CEU, etc.) b. If research and creative activities are the primary criteria on which promotion is based, documented confirmation is needed that the candidate has: • Demonstrated the quality of research or creative activities defined in evaluation “B” above (see page 276) • Demonstrated quality formal or informal teaching at the current rank • Demonstrated substantive scholarly works or activities at the current rank that includes four publications in professional journals • Participated in service to the University beyond the program/department level at the current rank • Provided professional or community service at the current rank 281 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS • Participated in activities to continue his/her professional growth (e.g., attended appropriate professional meetings, CEU, etc.) c. If service is the principal criteria on which promotion is based, documented confirmation is needed that the candidate has: • Demonstrated the quality for service described in evaluation criteria “C” above (see page 278) • Participated in quality classroom, clinical, or continuing education instruction at the current rank • Demonstrated productivity in research or creative activities at the current rank • Participated in activities for continued professional growth (e.g., attended appropriate professional meetings, CEU, etc.) • At least three letters of recommendation from University colleagues not directly associated with the applicant’s work/teaching environment that document the quality and quantity of service activities Associate professor: 1. Appointment Candidate: • An earned doctorate in an appropriate discipline from an accredited institution. An exception would include a faculty member who has a master’s degree (or the terminal degree available in the profession), 30 quarter credits post master’s, and clearly demonstrable special distinctions. (Interpretation: The exception to the earned doctorate would require substantive documentation and should rarely be used.) • A minimum of three years of experience at the rank of assistant professor • Professional certification, licensure, or registration as appropriate. (Interpretation: If the person’s degree is in a discipline that has certification/registration/licensure, the individual must be certified/registered/licensed. If not, the provision is waived.) • An academic record that meets or exceeds all relevant SAHP criteria for promotion to associate professor 2. Criteria for promotion from associate to full professor Candidate: • Satisfies the qualifications as listed under “professor, appointment.” a. If teaching is the primary criteria on which promotion is based, there must be documented confirmation that the candidate has: 282 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS • Demonstrated the quality of teaching as defined in evaluation criteria “A” above (see page 275) • Conducted successful research or creative activities with at least two publications in research journals or other professional journals or presented six professional presentations at state or national professional organizations or a combination of one journal publication and three professional presentations • Participated in service to the University beyond the departmental level at the current rank • Provided professional service to the community (an exception may be made by the committee if the applicant is not a member of a health-related profession) • Participated in activities for continued professional growth (e.g., attended appropriate professional meetings, CEU, etc.) b. If research and creative activities are the primary criteria on which promotion is based, documented confirmation is needed that the candidate has: • Demonstrated the quality of research or creative activities defined in evaluation “B” above (see page 276) • Demonstrated quality formal or informal teaching activities at the current rank • Completion of substantive scholarly works or activities at the current rank that includes seven publications in refereed journals or five publications in journals and two other professional publications (e.g., book chapters, monographs, etc.) • Provided professional or community service at the current rank • Participated in activities for continued professional growth (e.g., attended appropriate professional meetings, CEU, etc.) c. If service is the principal criteria on which promotion is based, documented confirmation is needed that the candidate has: • Demonstrated the quality for service defined in evaluation criteria “C” above (see page 278) • Participated in quality classroom, clinical, or continuing education at the current rank • Conducted successful research or creative activities with a minimum of two publications in professional journals and a minimum of two presentations at professional organizations at the current rank • Participated in activities for continued professional growth (e.g., attended appropriate professional meetings, CEU, etc.) 283 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS • Three letters of recommendation from outside the University must be provided. These letters should be written by authorities in the field of the applicant’s profession. Professor: 1. Appointment Candidate: • An earned doctoral degree. The degree should be supported by a major in the profession or a closely related discipline. • A minimum of eight years of experience in higher education • Professional certification, licensure, or registration as appropriate. (Interpretation: If the person’s degree is in a discipline that has certification/registration/licensure, the individual must be certified/registered/licensed. If not, the provision is waived.) • An academic record that meets or exceeds all relevant SAHP criteria for promotion to professor Faculty workload guidelines Utilizing the Faculty Council faculty workload document, the following guidelines have been adopted for faculty of the School of Allied Health Professions. Based on existing criteria for the School’s promotion policy, which includes research and publications, the workload guidelines need to allow time for scholarly activities. Faculty in the School teach in several relationships. Examples will be given for the teacher solely responsible for a class, for the team teacher with laboratory assignments, and for the team teacher with practicum duties. Team teaching is utilized extensively in the School. It is essential in the training of professionals in order to profit from areas of expertise of instructors. In some areas of instruction the teacher-student ratio demands 1:1 to appropriately teach the skills involved. Thus, with team teaching, teacher clock hours may reflect more hours than in the curriculum. Suggested workload for teacher solely responsible for a class Laboratory instruction to be at a ratio of 1:2.5 based on time needed for arranging for equipment, set-up of equipment, ordering materials, return of equipment and materials, as well as time for scheduling of laboratory, preparation of lesson, evaluation of students’ work, and student advisement. 284 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS Example: Gives two lectures per week 6.0 Three 3-hour labs per week (9 x 2.5) 22.5 *Research/self-improvement 8.0 ^Faculty meeting, committee work 3.5 Hours per week 40.0 *Research/self-improvement and committee hours The department chair and faculty members are to negotiate the time allotted to research and self-improvement in order to define goals and establish time lines to accomplish the goals. Benefits accruing to the School from carefully defined research and self-improvement goals are a productive, well-informed faculty whose up-to-date knowledge base and skills enhance student advisement, learning assistance, and retention. Suggested workload for team teacher with laboratory It is needful for team teachers to attend one another’s lectures to provide continuity, ensure appropriate topic coverage, and avoid repetition. Thus the lecturer is credited with preparation time, and the supporting team member is credited with clock-hour attendance at the lecture. Team teachers are active in one or more labs and should receive full credit at the ratio of 1:2.5 hours. Example: Team teacher with two classes and lab Gives two lectures per week 6.0 Two 3-hour labs per week (6 x 2.5) 15.0 Attend two lectures per week 2.0 One 3-hour lab (3 x 2.5) 7.5 *Research/self-improvement 5.5 ^Committees, faculty meetings 4.0 Hours per week 40.0 *Research/self-improvement and committee hours Research/self-improvement hours are reduced due to heavy teaching load. It is recommended one out of every four quarters should be at a reduced teaching load. The quarter with the reduced load is to be negotiated with the program director and/or dean. Suggested workload for teacher with practicums Practicum hours are defined as those hours associated with the clinical work related to didactic work. Teacher time is spent in scheduling (contacting facilities, students, and supervisors); changing schedules with the attendant follow-up; preparation of students for clinic; counseling with students 1:1 before, during, and after clinic; evaluation of students with supervisors (read, score, and record scores and determine final course grade); meet with clinical faculty to establish objectives of clinic; continuing education of clinical faculty; case study of clinic patients by students to be read and followed by oral report; clinic visits; telephone calls to clinical faculty. A weighted teaching unit will be used to allocate teacher time to the practicums. These are based on clock hours spent by the teacher in the above activities as follows: 285 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS 1.0 hour/student/quarter to write master schedule 2.0 hours/student/quarter to attend evaluations 1.0 hour/student/quarter to review evaluation, grade, hear oral report 0.5 hour/student/quarter to rearrange master schedule with follow-up 0.5 hour/student/quarter to communicate clinic goals to clinical faculty along with continuing education of clinical faculty 5.0 hours/student/quarter, or 0.5 hour/student/week Example: Team teach with two teachers on team with practicum/affiliation responsibilities Gives one lecture per week 3.0 Attends one lecture per week 1.0 Two 3-hour labs per week (6 x 2.5) 15.0 Practicum Fixed factor or .5 hour x 20 students, whichever is greater 10.0 *Research/self-improvement 8.0 ^Committees, faculty meetings 3.0 Hours per week 40.0 *Research/self-improvement and committee hours Faculty time may be negotiated with the dean and/or program director to include the following: Graduate/undergraduate courses Research advising (master’s or doctoral committee chair or member) Supervised directed study Preparation of new/major revision of course(s) Guest lecturing Student advisement Student counseling Recruitment/retention Creative activities: research proposals, research, scholarly writing, production of education materials (videos, slide/tape presentations, movies) Publications: tests, laboratory manuals, computer software Institutional/professional service: in-service education, seminars, adult education, extension course, professional offices (local, state, or national), contracts (permits up to four hours per week to practice professional skills) Denominational service: camp meetings, weeks of prayer, sermons, local church presentations, committee work Job placement, alumni support 286 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS Policy on Faculty Practice Rationale Faculty in the allied health professions need to maintain their clinical skills to be credible role models and knowledgeable teachers. Maintenance of clinical skills can be done in a variety of ways, one of which is to participate in a faculty practice plan or to conduct therapeutic sessions for clients as practitioners. The School of Allied Health Professions supports the notion of clinical practice for its faculty under the following guidelines: Criteria 1. The individual must hold a faculty appointment in the school (FT/U, FT/MC, PT/U, PT/MC) 2. The faculty member must have a current professional liability insurance policy (minimum one million dollars) that protects the School and the University, and must furnish evidence of same to the University department of risk management. 3. The faculty member’s participation in a faculty practice must have the approval of the department chair in which the faculty member holds a primary appointment, as well as of the department chair whose space and/or equipment is to be used. This shall not be considered conflict of interest. 4. All monetary exchange for services and/or use of equipment is to be approved by the department chair and the dean of the school. 5. The faculty member agrees to follow appropriate security practices regarding the use of facilities and/or equipment. 6. The scheduling of facilities and/or equipment must not be in conflict with regularly scheduled activities or with observing the hours of the seventh-day Sabbath. 7. No aspects of the clinical practice should be in direct competition with the facilities of the Medical Center or LLUHC. 8. The activities of the faculty member must be in accord with the Conflict-of-interest Policy in the Faculty Flandbook (see 3.3.11). 9. All therapeutic measures should be within the purview of accepted medical practice and health care. Any experimental procedures should be approved through a research proposal and the Institutional Review Board. 10. The faculty member must hold a current City of Loma Linda business license. 287 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS Faculty Council Introduction: The Faculty Council for the School of Allied Health Professions (SAHP) is to be the forum through which the SAHP faculty can participate in the governance of Loma Linda University (LLU). Specifically, it would provide each faculty member with an opportunity to communicate with other SAHP departments, other colleges, and administrators. The Faculty Council is to be a participant in problem-solving issues within SAHP and LLU. Goals of the SAHP Faculty Council: 1. Provide a medium of communication: • Between faculty and administration • Interdepartmentally within SAHP • Across schools within LLU 2. Provide a structural means for input into administrative decisions within the School of Allied Health Professions 3. Represent SAHP faculty in University-wide events, committees, etc. 4. Enhance faculty academic and spiritual growth/enrichment 5. Promote faculty cohesiveness and organization The School of Allied Health Professions Faculty Council will be responsible to and act in an advisory capacity to the SAHP Administrative Council and dean. Organization and structure of SAHP Faculty Council (hereafter termed Faculty Council): A. Membership: Membership shall be made up of persons holding the rank of instructor or higher in the School of Allied Health Professions. Only those having a half-time appointment or more will have voting rights. B. Terms of membership: Membership is by virtue of faculty appointment. C. Meetings and quorum: Meetings shall be called a minimum of once a quarter. In order for the Faculty Council to transact business requiring faculty vote, a quorum consisting of one-half of its voting members must be present. Functions of the Faculty Council: 1. To serve as a discussion forum for all matters of concern to the SAHP faculty, including items specifically referred by the Administrative Council for Faculty Council discussion and action. (a) Plan and conduct regular Faculty Council meetings 288 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS (b) Be responsible for electing a committee to recommend and plan faculty growth and enrichment through continuing education meetings, workshops, etc. (c) Be responsible for appointing an ad hoc committee for step increase reviews (d) Be responsible for electing representation to the various standing committees of SAHP, such as: • Diversity Council • Information Systems Coordinating Committee • Faculty Council • Library and Technology Committee • Rank and Promotion Committee • Research Committee • Step Increase Committee • Spiritual Life and Wholeness Committee • Ethics Committee Representation on the following committees is determined by department: Clinical Coordinators Committee SAHP SAC-Norton Clinic Committee (e) Be responsible for electing representatives for University-wide committees which call for faculty participation (f) Be responsible for electing representatives to any University-wide faculty organization (g) Be responsible each September to nominate a slate of candidates for election to the Faculty Council Nominating Committee. A minimum of two names should be submitted on the ballot for each office and ballots distributed to all voting members of the faculty. The candidates elected will assume office effective October of each year. 2. To make recommendations for policy making to the SAHP Administrative Council through their representative in Administrative Council 3. To receive reports from various SAHP committees and activity centers 4. To plan, solicit, and organize agenda items as needed for general faculty discussion at regular or special meetings of the Faculty Council Leadership of the Faculty Council shall be designated as the Faculty Council Executive Committee and shall consist of: A. Chair: The chair of the Faculty Council shall be a member of the Faculty Council. The chair will succeed to this position from the position of chair-elect and will serve for a period of one year. The chair will be a voting member of the SAHP Administrative Council. To increase participation in the Administrative Council, neither the chair nor the chair-elect of the Faculty Council will be department chairs. The chair and chair-elect of the Faculty Council shall be from different departments. 289 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS Duties of the chair: 1. Chair meetings of the Faculty Council 2. Schedule and chair Faculty Council Executive Committee meetings 3. Attend and participate in SAHP Administrative Council meetings 4. Serve as liaison to Administrative Council from Faculty Council 5. Serve as liaison to Faculty Council from Administrative Council 6. Serve as a representative to the Interschool Faculty Advisory Council (IFAC) 7. Notify IFAC when a new chair and chair-elect is selected to take office in order to update their membership roster B. Chair-elect: The chair-elect of the Faculty Council shall be a member of the Faculty Council. The position of chair-elect shall be filled by nominations from the Faculty Council Executive Committee and elected by the Faculty Council. The chair-elect will serve for a period of one year and accede to the position of Faculty Council chair. In the event the chair is unable to complete his/her term of service, the chair-elect will automatically become Faculty Council chair, serving the remainder of the term as well as the regular term to which the chair-elect would accede. The new chair-elect should be elected from a slate of two candidates nominated by Faculty Council Executive Committee. The new chair-elect shall serve the remainder of the predecessor’s term as well as the upcoming regular term. Duties of chair-elect: 1. Assume the responsibilities of the chair in the chair’s absence 2. Perform responsibilities as delegated by the chair 3. Serve as representative to the Interschool Faculty Advisory Council C. Secretary-treasurer: The secretary-treasurer of the Faculty Council shall be a member of the Faculty Council. The position of secretary-treasurer will be filled by nominations from the Faculty Council Executive Committee and elected by the Faculty Council. The secretary-treasurer will serve for a period of one year. In the event that a secretary-treasurer cannot complete the term of office, two candidates will be nominated by the Faculty Executive Committee. Faculty Council members will elect a replacement from the nominees. The replacement will serve the remainder of the current term and continue to serve a regular term as well. Duties of the secretary-treasurer: 1. Negotiate a Faculty Council budget with the dean during the month of October for the next fiscal year. The fiscal year begins on July 1 and ends June 30. 2. Take minutes of Faculty Council meetings, and distribute them to the dean and all Faculty Council members 290 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS 3. Take minutes of Faculty Council Executive Committee meetings and submit them to the dean and all the Faculty Council Executive Committee members 4. Be responsible for communication to the faculty of special events and announcements D. Faculty Council Executive Committee members-at-large: 1. Each SAHP department will: a. Nominate not less than two names for a member-at-large to represent it b. Have the voting members of the SAHP Faculty Council within the department elect one member-at-large 2. Members-at-large will be elected for two-year terms, with terms staggered so that half the members-at-large are elected each year. 3. The following departments will elect their representative for a two-year term on the even years (i.e., 1996, 1998, etc.) (arbitrarily chosen because those departments were represented on the original planning committee): Nutrition and dietetics Occupational therapy Physical therapy Cardiopulmonary sciences All other departments will elect their representatives for a two-year term on the odd years (i.e., 1995, 1997, etc.): Health information management Speech-language pathology and audiology Radiation technology Clinical laboratory sciences 4. In the event that a member-at-large cannot serve out the term of office: a. The department will nominate two new members-at-large candidates b. The department will have an election by ballot to Fill the vacancy 5. Duties of members-at-large: 1. Each represent his/her department at Faculty Council Executive Committee meetings 2. Inform his/her department of Faculty Council Executive Committee activities 3. Solicit department faculty’s opinions regarding issues under consideration 291 APPENDIX: SCHOOL OF ALLIED HEALTH PROFESSIONS E. The dean of the School of Allied Health Professions is an invitee to the Faculty Council Executive Committee. E Recall of members of the Faculty Council Executive Committee: The recall process of any or all members of the Faculty Council Executive Committee is a two-step procedure: 1. Gather signatures of a minimum of 30 percent of the voting members of the Faculty Council and deliver them to the secretary-treasurer. A Faculty Council meeting is then held not more than 14 days later at which a recall vote is taken. 2. Recall of a member of the Faculty Council Executive Committee requires 80 percent of the voting members present at a duly qualified business meeting voting to recall the member(s). 292 APPENDIX: S C H O O I, O F D E N T I S 1' R Y 1998 Loma Linda University Faculty Handbook School-specific Policies School of Dentistry 293 APPENDIX: SCHOOL OF DENTISTRY School of Dentistry Mission Statement Introduction Annual faculty review The academic portfolio Faculty promotion process Tenure Policy Emeritus Policy Faculty Workload Policy Policy of Faculty Practice Professional liability insurance Policy for Examinations 294 APPENDIX: SCHOOL OF DENTISTRY School of Dentistry Mission Statement Loma Linda University School of Dentistry recognizes and subscribes to the motto of Loma Linda University, “/