Teaching Assignments and Workload Including Workload Equivalencies and Related Procedures

  1. Faculty Workload and Workload Equivalents

    All full-time tenured and tenure-track faculty of the department are expected to carry a maximum workload of twenty-four (24) credit hours per academic year. Full-time non-tenure track faculty members are expected to carry a maximum workload of thirty (30) credit hours per academic year. (See, University Policy Register 3342-6-18). Faculty may request reductions in teaching load on the basis of research and scholarship, teaching-related duties, and special assignments recognized by the Department and the Dean. In addition, the Chair may, in consultation with the FAC and with the concurrence of the Dean, assign workload equivalencies for specific duties which are considered essential to the academic mission of the Department. Early in the Fall semester, the Department Chairperson will distribute a Workload Equivalency Request form, asking full time faculty to request teaching equivalents for research and teaching-related service activities and, if they are eligible for a research reduction, to list publications and grants over the last five years. Using this information the Chairperson will establish in consultation with the FAC the teaching load for each faculty member for the following academic year and distribute workload statements to the faculty. The reduction of any faculty member’s teaching load to fewer than 18 credit hours per academic year requires the permission of the Dean. Loads will normally not be allowed below a level of 12 semester hours unless as a result of special teaching related or departmental administrative duties or grants. Faculty receiving a one-semester or academic year research or Faculty Professional Improvement leave will take that leave in the semester of the lighter teaching load. In determining faculty teaching load equivalents, precedence is always given to the needs of Departmental programs and students.

    The department’s expectations and specifications for workload equivalencies are given in the table below.


    Table 1. Workload Equivalents Table: Descriptions of the specific duties associated with each assignment are found in the operating procedures document.

    Title / Name of Assignment

    Load Equivalent

    (per year)


    Assistant to the Chair



    Graduate Coordinator



    Undergraduate Coordinator



    Translation Coordinator



    Basic Studies Advisor



    Pedagogy Coordinator



    Lower Division Language Coordinator

    3 or more

    One hour per eight sections on the home campus; minimum of three hours

    Laboratory software manager



    Extraord. activity or special assignment

    up to 3

    Variable; requires consultation with Chair and Dean

    Pre Tenure research equivalency


    9 hours each year for the first two years; remaining hours claimed with Chair’s approval in later semester(s) of probationary period

    Research productivity equivalency

    up to 9

    Based on productivity over a five-year window as evaluated by FAC and Chair during annual review using graduate faculty criteria

    Supervision of PhD Dissertation


    To be claimed after proposal is approved

    Empirical research design advising

    1.5 every other year

    Contingent on need for such advising

    Supervision of Translation case study, MA Thesis, Honors Thesis, Research-based Pedagogy exit project


    Per student

    Supervision of student teacher


    Per student

    *These equivalencies are are to be reviewed in AY 12-13.


    Research Equivalencies: Three categories of equivalency for research are possible for tenured and tenure-track faculty, depending on scholarly productivity. Probationary faculty have access to research equivalencies but in no case will the combined research and pre tenure equivalency exceed 9 hours per year. In calcuating research equivalencies for pre tenure faculty, documentation of acceptance for publication will count. These categories correspond to the three departmental classifications of Graduate Faculty Status (see Appendix A, “Graduate Faculty Classification Criteria and Application for Graduate Faculty Membership”). Research reductions are as follows:

    A1 status; up to three hours annual reduction

    A2 status; up to six hours annual reduction

    F3 status; up to nine hours annual reduction

    Pre Tenure Equivalency: Tenure-track faculty hired after 2007 may claim pre tenure research equivalencies of up to 24 hours during the probationary period. For each of the first two years of the probationary period, the faculty member will claim 9 hours. The pre tenure faculty member will consult with the Chairperson to create a plan for redeeming the remaining hours over the course of the probationary period. Every effort will be made to assign these hours according to the preference of the faculty member, but the needs of the department and the decision of the Chair in consultation with the Dean will take precedence. Tenure-track faculty hired before this date may claim 9 hours of equivalency up to six times during the probationary period. These equivalencies are contingent on the ability of the department to meet staffing needs.

    Lower Division Language Coordination: For languages with a minimum of fifteen lower-division sections per year, the program may claim a workload equivalency of one hour per eight sections rounded up or down to the nearest .25 increment; the minimum equivalency awarded for this duty is three hours. The hours may be divided among coordinators if more than one individual is performing the duties.

    Modifications of the basic teaching load require the approval of the faculty; any additional statement of equivalency or other further reduction of teaching load in any semester requires the approval of the faculty and the Dean of Arts and Sciences.

    The responsibility and authority for the assignment of workloads to individual faculty members lies with the Chairperson and Dean. In the interest of maintaining a high standard of teaching and the desirability of faculty involvement in research and service activities, overload assignments are discouraged. Overload assignments (i.e. workload assignments which total more than twenty-four (24) credit hours per academic year for tenured and tenure-track faculty and which total more than thirty (30) credit hours for full-time non-tenure-track faculty) will be made only in unusual circumstances. In some circumstances the Department uses a voluntary banking system. If an assignment is for more than 24 total hours, the faculty member who agrees to use the system will receive the extra hour(s) as “banked credit” for a future assignment, to be redeemed at the discretion of the Chairperson after consultation with the faculty member and consideration of programmatic needs. If an assignment is under 24 total hours, the Department may “claim” the hour(s) for a future assignment. Overloads and use of the banking system require the signed agreement of the faculty member. The Chairperson and faculty members will make every effort, consistent with programmatic needs, to keep banked credits below 5 hours and to ensure that they are redeemed in a timely manner, preferably within three semesters of the point at which sufficient credits are earned to equal one course release. In no case will overload credits be converted to salary or cash upon the resignation or retirement of a faculty member; they may be redeemed only in the form of course equivalencies. Overload assignments involving additional compensation require the agreement of the faculty member, and the approval of the Chair and the Dean.

  2. Teaching Assignments and Class Schedules

    Faculty members are assigned to teach specific courses by the Chair. The primary considerations for course assignments are prior teaching experience, subject expertise, and shared responsibility among the faculty for service and introductory courses. Questions regarding teaching assignments should be addressed to the Chair. In the case of a dispute or request for reassignment the faculty member may request review by the FAC which will make a recommendation to the Chair. Assignments may change contingent upon enrollment and other factors. In such cases the faculty member will be notified as soon as possible.

    Scheduling of classes is the responsibility of the Assistant to the Chair with approval of the Chair. The primary consideration for scheduling classes is student need with regard to meeting program or major requirements within a reasonable time frame. In addition, the scheduling of some classes may be determined by the need to serve nontraditional students.

  3. Summer Teaching Assignments

    The Chair welcomes requests for summer teaching assignments from all full-time faculty members. Summer teaching cannot be guaranteed to any faculty member and most summer teaching assignments are for a partial load. The size, content, and staffing of summer courses are dictated by budgetary constraints and curricular needs. Within these requirements faculty members are offered summer teaching assignments on an annual rotation system. The department will endeavor to distribute summer teaching opportunities equitably among members of the bargaining unit without regard to academic rank. Faculty members may elect not to accept a summer assignment. See also CBA Article IX, Section 3.

    Programmatic needs as determined by the functional units/sub-units and enrollment projections will constitute the primary factors governing decisions to offer courses in a language area. Enrollment and other appropriate data will inform decisions regarding the size and number of sections. On the basis of these criteria, Units will develop each fall a plan of course offerings for the following summer and submit it to the Department Chairperson; once approved, it will be entered on the Summer Schedule by the Assistant to the Chair.

    The Department will request the College to grant the Assistant to the Chair six (6) hours of administrative summer appointment, and the Graduate Coordinator three (3) hours or administrative summer appointment and the “right of refusal” for teaching appointment. Other summer administrative appointments for Advising or other special needs may be requested of the College.

    Priority of assignment for Summer teaching follows the parameters laid out in CBA, Article IX.

    Faculty will be polled each September concerning their wish to teach during the following summer and their preference for specific sessions. To the extent that circumstances permit, these wishes will be taken into consideration in making teaching assignments. Those wishing to teach will be ranked in a descending order of priority which stands in inverse relation to their teaching load of the three (3) preceding summers (i.e., those who have taught least will rank highest and retain the “right of refusal” in this order, with each session considered separately).

    The Chairperson will make individual summer teaching assignments, dividing upper-division and graduate courses among graduate faculty and lower-division courses among all faculty members.

    Faculty will be informed of summer teaching assignments in writing as early as possible and will respond in writing in a timely manner indicating acceptance or refusal of the assignment. This written statement will inform the faculty member of the minimum number of students required to avoid cancellation of the course under University guidelines. Any reassignment due to course cancellation occurs at the discretion of the Departmental Chairperson.

  4. Other Faculty Duties

    1. Advising: Faculty are required to advise and counsel undergraduate and graduate students on academic matters. Individual faculty members are responsible for providing academic counseling to undergraduate students assigned to them and to other undergraduate students who seek such advice, as needed. Student advising at the graduate level is conducted by the student's "major professor" and the student’s committee members. In order to assist in student advising, faculty members should maintain current knowledge of University, College, and Department programs and requirements.

    2. Final examinations and class arrangements: Final examinations or instructional activities in all courses must be offered at the time and date specified in the University’s schedule of final examinations. Changes of the time and/or date of a final examination require prior approval of the Chair and the Dean, but in any case, the exam must also be offered at the time scheduled and publicized by the University for those students who desire to take the exam at that time. The schedule printed in the semester schedule book shall indicate the instructor of each course offered, and no changes shall be made unless absolutely necessary. Faculty are not permitted to alter classes, times, or rooms without the permission of the Chair.

    3. Grades and Student Records: Faculty members must inform students of their progress throughout the semester. Grades are a faculty member's responsibility and should be assigned fairly and objectively. Submission of final grades must comply with University Policy, including but not limited to the deadline for the timely submission of grades. Failure of faculty members to provide grades in compliance with University Policy will be taken into consideration in reappointment, promotion, tenure and merit decisions. Materials used in computing grades (e.g., exams, papers, reports, etc.) should be retained by the faculty member for five (5) years after final grades are submitted. Students have a right to inspect the written work performed during a course and discuss the grade with the faculty member.

    All members of the Department must comply with all laws and University Policies which govern the privacy of student education records, including but not limited to the Family Educational Rights and Privacy Act (FERPA). These regulations require, among other things, that faculty members keep thorough academic records and forbid the posting of grades by name, social security number or any other system which might identify a student with her/his education record.

    4. Office Hours: Faculty members are expected to schedule and attend at least five (5) office hours per week (See, University Policy Register 3342-6-18.101). The office hours shall be posted on the faculty member's office door and communicated to the Department office as well as to the faculty member's students. If a student, for a legitimate reason or reasons, is unable to meet during the faculty member’s scheduled office hours, the faculty member shall make appointments to meet with the student at an alternate time.

    5. Participation in University Activities: Faculty members are expected to participate in recruitment programs, graduation ceremonies and other activities which are appropriate to their role as a faculty member in the Department. All members of the Department are expected to be available on a rotational basis for duty during Commencement, Honors Day, Academic Open House, etc.

    6. Student and Peer Evaluation: A Student Survey of Instruction (hereinafter “SSI”) is required in each course in each semester and will be conducted under the auspices of the Chair pursuant to applicable University policies and procedures (See, Section IX of this Handbook.)

    Pretenure faculty members are required to undergo peer review of teaching during each year of the probationary period; NTT faculty undergo peer review of teaching each year for the first three-year term of appointments and thereafter at least once during each three year term of appointments. Part-time faculty undergo regular peer evaluations on a rotating basis established and initiated by the Chair in consultation with the faculty of the respective unit or sub-units.

    7. Syllabi and Course Descriptions: All teaching staff will prepare a syllabus for each course they teach, distributing it to the class and depositing a copy with the Department during the first week of classes. Faculty members are expected to provide students with a syllabus which includes the subject matter to be covered in a course, a listing of assignments and/or reports, approximate dates of examinations, grading standards, attendance requirements, and other pertinent details of the conduct of the class. Faculty members or Coordinators shall prepare for posting, prior to semester registration, a description of each course for which they are responsible.

  5. Faculty Information System/Workload Summary Reports

    All faculty members are required to provide a current curriculum vitae (CV) to be kept on file in the Department office. The faculty member’s CV must be updated annually using the electronic system supported by the University. (See CBA Section IX.2.D).

  6. Peer Evaluation in MCLS

    In order to document the quality of instruction and to supplement student evaluations, the Department has established a procedure for peer evaluations of faculty teaching. While the frequency of the evaluations will vary with the faculty member’s status as indicated below, the procedure will be essentially uniform in all cases. In particular, classes will be observed and evaluated according to the following guidelines:

    1. Classes should be evaluated in the context of the specific objectives of the course.

    2. The evaluator should consider several factors, among them: (1) instructor preparation as indicated by the clarity of lesson structure, expertise on material covered, and selection of supplemental resources, such as hand-outs; (2) instructor performance as indicated by organization, effective use of class time, clarity of assignments and explanations, ability to maintain student interest and participation, by verbal and non-verbal elements such as correction of errors, and by use of classroom space; (3) general elements such as student-instructor rapport, respect shown to and by students, teaching pace, appropriateness and level of difficulty of activities, including (as may be appropriate) use of the target language by students and instructor.

    3. The overall evaluation should include positive features, especially the sense of accomplishment resulting from the class activities, and note any problem areas observed.

    d. The principal task is to describe accurately and evaluate objectively, rather than merely to criticize or praise.

    Procedure. In the case of pre-tenure regular full-time faculty (and tenured faculty who request review), the Chairperson will consult with the FAC and the instructor to be evaluated in order to designate an appropriate tenured faculty member as peer evaluator. In the case of full-time non-tenure-track faculty, the Chairperson will consult with the FAC and the instructor in order to designate an appropriate faculty member as peer evaluator. In the case of part-time instructors, the coordinator of the respective functional unit or sub-unit will consult with his/her committee to designate an appropriate evaluator.

    The Chair person will inform the instructor to be evaluated who the peer evaluator will be and which class will be evaluated. A particular class may be specified; over time each faculty member shall be evaluated in all major curricular areas taught. The instructor and the peer evaluator will agree on a mutually convenient date and time for the class observation. As soon as possible after observing the class, the peer evaluator will submit to the Chairperson a report based on the established criteria. This report will represent an accurate picture of the instructor’s teaching, describing positive features and, as circumstances may require, those which might be improved. The Chairperson will give the instructor a copy of the report and invite the instructor to discuss it; the peer evaluator may also be invited to participate in the discussion. The report will then be placed in the evaluated faculty member’s permanent file.

    Frequency. Faculty in tenure-track positions on the Kent or a Regional Campus will undergo evaluations at least once every academic year; faculty on term appointments may undergo an annual evaluation at the discretion of the Chairperson and FAC. Additional evaluations may occur if the Chairperson, in consultation with the FAC, deems it appropriate. The Department recommends that tenured faculty undergo peer evaluation at least once every three years; those who anticipate standing for promotion are especially encouraged to keep their peer evaluations current. Tenured faculty on the Kent or a Regional Campus may volunteer to undergo peer evaluation more frequently and will approach the Chairperson within the first half of the semester to initiate the process. Full-time non-tenure-track faculty undergo peer evaluations annually during their first three-year appointment and at least once in the succeeding three-year appointment as part of their cumulative three-year review required by the Collective Bargaining Agreement. Part-time faculty undergo regular peer evaluations on a rotating basis established and initiated by the Chair in consultation with the faculty of the respective unit or sub-units.

    Use of Evaluations. For full-time tenure-track faculty, files submitted in support of application for reappointment, tenure, or the first promotion will include copies of all peer evaluations since the date of hire. Files submitted for a subsequent promotion must include all peer evaluations since the last promotion. Accordingly, faculty who anticipate standing for promotion are responsible for initiating and undergoing at least one peer evaluation during the year immediately preceding their candidacy. Peer evaluations also play a role in decisions to renew contracts offered to part-time and full-time non-tenure-track faculty.