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Family Friendly Policies and Procedures

The policies described below apply to tenure-track and tenured faculty members of the College of Literature, Science, and the Arts (LSA) who hold full-time appointments at the University. LSA policies may be elected by LSA faculty rather than the related University policies, which may have narrower applicability.

Modified Duties

(Last revision: December 2015)

Modified duties is an option for faculty members who experience life events that decrease their ability to meet their teaching obligation for a particular term.  Such events might include:

  • becoming a parent (e.g., birth or adoption),
  • personal illness, or
  • co-equal caregiving responsibility for an immediate family member or parent.

This policy is designed to permit the faculty member a period of adjustment to these life issues without a reduction in salary or benefits.  A tenure-track faculty member may also wish to discuss with their chair/director whether a tenure clock exclusion should also be requested (see tenure clock exclusion section).

Modified duties provides relief from direct teaching responsibilities for one academic term per event.  For birth mothers, a second term of modified duties may be granted upon request. The faculty member is expected to be in residence, fulfill his/her other responsibilities, and maintain research activity.  The faculty member cannot be employed by another institution during the period of modified duties and is expected to return to teach for one year following the period of modified duties.

Terms/Eligibility:

Modified duties are available to a member of the faculty (tenure-track or tenured) who experiences a life event as described previously.  A period of modified duties:  

  • is available immediately upon employment at the University.
  • must be taken within 12 months of the life event.  
  • is not affected by a faculty member's use of sick leave.
  • is automatically granted for each childbirth or adoption (please follow standard procedure outlined below).  Other events will be evaluated on a case-by-case basis.
  • may be granted to both parents who meet these eligibility criteria:
    • employed at the University in a rank eligible for this benefit,
    • have co-equal care-giving responsibilities for the child.

Procedure:

A faculty member who wishes to take a period of modified duties should submit a request through the Faculty Life Cycle Portal.

Funding:

The College will provide the faculty member's LSA academic unit with appropriate funds to replace teaching that may be lost through the granting of a term of modified duties.

Additional links:

See SPG 201.93, "Modified Duties for New Parents” for a related University policy.  The Family and Medical Leave Act (FMLA) provides for up to 12 weeks of unpaid leave without loss of benefits coverage.  See also Sick Leave Plan for Academic Appointments.

Delay of Third Year Review, LSA Policy

A faculty member who has not yet had his/her third-year review may wish to delay the third-year review. The only way to delay a third-year review is to request postponement of that review along with a request for a tenure clock exclusion.  

Tenure Clock Exclusion, LSA Policy

(Last revision:  December 2015)

Excluding year(s) of service from the tenure clock is an option for tenure-track faculty members who experience life events that may affect their progress towards tenure.  Such events might include: 

  • becoming a parent (e.g., birth or adoption),
  • personal illness,
  • illness of an immediate family member,
  • elder care, or
  • other reasons beyond the faculty member’s control that has hindered his/her progress toward tenure.

Faculty are expected to fulfill their normal responsibilities during the time the tenure clock exclusion unless they have been granted a period of modified duties or medical leave.  

Whenever a tenure clock exclusion is granted, it is granted with the clear expectation that the eventual tenure evaluation process will not involve any change in the standards or criteria applied for tenure review.   

Terms/Eligibility:

A tenure clock exclusion is available to a tenure track faculty member who has experienced a life event as described previously.  A tenure clock exclusion request:

  • must be submitted within one year of the life event.
  • must be requested no later than April 1 of the 5th year on the tenure track.
  • does not preclude tenure review at the normal time.
  • is available immediately upon employment at the University.
  • requires approval by the College Executive Committee.
  • is for a period of one year at a time with a maximum of two years and may not extend beyond a total of eight years of service unless approved in writing by the Provost.
  • may not be for events occurring in the final year of a faculty member's tenure probationary period.
  • is granted for a newly born or adopted child and is available to both parents who meet the following eligibility criteria:
    • employed at the University in a rank eligible for this benefit,
    • have equal care-giving responsibilities for the child.

A faculty member who receives one or two tenure clock exclusions and is not awarded tenure may be appointed for a terminal year in his/her current title.

Procedure:   

A faculty member who wishes to request a tenure clock exclusion should submit through the Faculty Life Cycle Portal.

Additional link:

See SPG 201.92, "Tenure Clock Probationary Period:   Effects on Tenure Clock of Childbearing and Dependent Care Responsibilities," for the related University policy.  

Child Travel Expense, LSA Policy

Effective Jan. 1, 2013
Updated March 22, 2016

Child Travel Expense Support

The demands of parenting young children under the age of six present special challenges to faculty who need to participate in academic conferences or other academic events as part of their scholarly research activity.  Through its family friendly policies, the College of Literature, Science, and the Arts strongly supports tenure-track faculty in the College who are working to balance family and scholarly research obligations.  In an effort to provide resources to those who are caring for young children so that they may attend important conferences or other events requiring travel, the College of LSA will provide financial support up to a maximum dollar amount of $1,000 per faculty member per fiscal year for approved travel expenses or in-home child care charges for children under the age of six (that is, up to and including age five).  Please note that the IRS considers this taxable income.

Process

  1. The top section of the Reimbursement Request for Child Travel Expenses Form should be completed by the requesting faculty member and be submitted to the chair’s/director’s office for approval prior to the planned travel.  The signed approval form should then be retained until the trip is complete. Note:  Examples of allowable expenses include: child’s airfare, car seat rental, crib rental, day-care charges, etc.  Alternatively, the parent may choose to travel without the child and arrange for invoiced in-home child care.  Expenses must be related to the faculty member’s approved travel and should include appropriate documentation of the expense (invoice, receipt, etc…).  Expenses for childcare provided by a spouse/partner/other family member should generally not be approved. Questions regarding allowable expenses may be directed to the unit’s financial analyst.
  2. Promptly upon return from the trip, the faculty member should complete the bottom section of the Reimbursement Request for Child Travel Expenses Form bearing the approval signatures, attach the appropriate receipts and submit them to the chair’s/director’s office for reimbursement processing.
    • Reimbursed child travel expenses are considered taxable income by the IRS. Reimbursement to the faculty member should be processed as Additional Pay using the normal online process with the UMS earnings code – Be sure to enter the name of your financial analyst in the notify section of the additional pay workflow. In addition, please include the travel purpose and dates within the comment field in the additional pay submission.  All child travel expenses should be paid on general fund chartfields for College reimbursement. This will allow the College transfer of funds to occur smoothly.
    • P-Cards should not be used for child-travel expenses.  If a P-Card is used, the child-travel costs should be designated as “personal expense” and will be deducted from the faculty member’s pay via the standard Concur process for personal expenses.

Complete the Reimbursement Request for Child Travel Expenses