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Faculty Handbook

4.2 Compensation & Benefits

4.2.1. Academic Year Pay Procedures

Each paycheck will include one-tenth of the faculty member’s academic year salary. Fringe benefit deductions that are required for 12-month coverage (e.g., health insurance, long-term disability insurance, etc.) are deducted on a monthly premium schedule August through December and on a seven-fifths monthly premium schedule January through May. In utilizing this method, the full-year’s premiums are deducted over the 10 paychecks. Paychecks are distributed by electronic transfer (direct deposit) for all full-time and part-time faculty as required by Board of Regent policy.   The first five checks will correspond to the fall semester and the last five will be for the spring semester.

4.2.2. Summer Employment and Compensation

All faculty members employed under academic year contracts are eligible for employment during the summer term for extra compensation. This extra compensation cannot exceed 33-1/3% of their salary for the immediately preceding academic year (BoR policy 8.3.12.3). This 33-1/3% is from any funding source including grant funds or employment at another USG institution. The university makes no guarantee of availability of summer employment. Any employment opportunities are dependent on enrollment and the best interests of the university. Summer employment opportunities may include instructional or non-instructional assignments. Non-instructional assignments include sponsored program activities and/or other special assignments for the university (usually limited to high priority needs such as SACS self study preparation, special initiatives, etc.) and require the prior approval of the faculty member’s college dean. Compensation for instructional assignments is at the rate of 10% of the faculty member’s academic year salary for a three semester hour course. Summer compensation for field supervision and individualized course instruction will be based upon the approved equivalents of such activity per semester hour or per 3-hour semester course. Compensation for non-instructional assignments will vary with the assignment and should be based on the percentage of time devoted to the project. For example, if a faculty member devotes approximately half a full-time summer commitment to the non-instructional assignment, they would be paid 15% of their academic salary. Faculty employed during the summer term are to be paid in two checks, one on the last working day in June and the other on the last working day in July.

4.2.3. Faculty Compensation and Benefits while Teaching or Doing Research Abroad

KSU Faculty Exchanges
If one’s teaching and research abroad are part of an official KSU exchange (i.e., has the Department’s, College’s, Institute for Global Initiatives, or University System’s sponsorship and endorsement), salary and benefits will ordinarily be continued as usual. The faculty member is simply on a special assignment when doing teaching and research abroad.

Leave Without Pay 
Faculty members who individually negotiate international teaching and research opportunities that occur during the contract term of KSU’s academic year should approach their department chair, dean, and the Provost for permission to take an appropriate leave. Such leave is ordinarily without pay. However, so long as the leave is approved by the President, University contributions to fringe benefits such as health insurance and life insurance can continue. While on leave without pay, the individual is “off the clock” in terms of earning years of service toward tenure, promotion, or retirement. Once proper approval for the leave of absence has been obtained, the faculty member must contact Human Resources to make arrangements for continuing and/or discontinuing benefits elections. 

Fulbright Grants  
KSU strongly supports the U.S. government’s Fulbright-Hays programs in international education.  If a faculty member is offered an opportunity abroad on a Fulbright teaching or research grant, a president’s approved leave and continuation of benefits as outlined in the previous section will typically apply. In addition, the Office of Academic Affairs is open to discussion of partial leave with pay in conjunction with the Fulbright compensation in order to make acceptance of this prestigious award financially feasible for KSU faculty. Call 770-423-6336 for assistance with Fulbright Hayes Grants.

4.2.4. Overload  Compensation Guidelines

 According to the Board of Regents Academic Affairs Handbook (section 4.10), overload compensation may be paid under certain circumstances. The BoR policy states:

Under certain circumstances, qualified teaching faculty and administrative faculty may be called upon to take on additional teaching, research, or service responsibilities at the home institution. Whenever possible in this situation, the institution should consider adjusting the individual's primary duties to incorporate the extra duties associated with the overload(s). If it is determined that a workload adjustment cannot be made, the faculty member's contract should be amended to reflect a temporary change in compensation warranted by the additional responsibilities. A contract modification should also be done when faculty are involved in joint staffing agreements that warrant additional compensation at another USG institution (see Section 5.3.3 in the Business Procedures Manual).

Contract modifications should be done using the USG Contract Addendum for Temporary Overload Compensation. Because overloads involve a modification to a faculty member's original contract, Section 5.3.2 of the Business Procedures Manual on Extra Compensation does not apply to faculty overloads.

KSU's procedures for complying with and interpreting Regents Policy are outlined below. Prior approvals for proposed overload compensation are expected to be secured using the required form (which is on the Academic Affairs webpage) before the overload assignment commences.

Conditions of an Overload Assignment
Faculty who assume overload assignments for overload pay must meet expectations in all of their normal in-load work assignments. In-load work assignments typically include the expected full-time commitment of the faculty member to teaching, supervision and mentoring duties, professional service (including administration), scholarship and creative activity, and academic achievement and professional development. Overload pay is not appropriate for an individual if the work can be readily assigned on an in-load basis to another qualified person or if the individual’s existing assignments can accommodate the work or can be readily reduced, rearranged, or reassigned in order to accommodate the work on an in-load basis.

Since KSU is in full or partial operation seven days a week in the mornings, afternoons and evenings, many faculty do not share the same daily or weekly work schedules. A “normal full load” must take flexible scheduling into account, regardless of when and where an individual’s faculty-related work is done during the week. 

Avoiding Conflicts with Regular Duties 
Because faculty are salaried professional employees, overload assignments are most acceptable when the nature of the work in the overload assignment is significantly different from the nature of an individual’s work assignments in the normal full load. When the nature of the work is similar for in-load and overload pay, the potential for an appearance of a conflict of interest or conflict of obligation exists and should be avoided or thoroughly justified. Faculty members who write themselves into grants or contracts for services that involve overload pay create the potential for a perceived conflict of interest or obligation. 

When an apparent conflict of interest exists within a department, college, or division, an administrator at another level of authority beyond that unit must confirm that the overload compensation is appropriate and does not constitute a conflict of interest or obligation.

Teaching a degree credit course typically constitutes a substantial workload assignment. KSU faculty loads are considered too heavy by most faculty to justify the teaching of extra degree credit courses on an overload basis. Every effort should be taken to avoid assigning degree credit courses on an overload basis.

Faculty with the rank of dean and above will not be eligible for overload pay because of the extensive workload carried by those individuals and the breadth of their professional obligations in those positions. Exceptions, if any, must be approved by the president.

4.2.5. KSU Employee Benefits

KSU Human Resources Benefits Website - https://web.kennesaw.edu/hr/benefits/.

Vacation Leave
Teaching faculty who receive contracts with work commitments of less than twelve (12) months do not accrue vacation (annual) leave. Teaching faculty who receive twelve (12) month contracts accrue vacation (annual) leave at the rate of 1 3/4 days per month. The maximum number of days of vacation (annual) leave that may be carried from one calendar year to the next is 45 days. Earned vacation (annual) leave shall be taken at times mutually acceptable to both the employee and his/her department chair. In the event of termination of employment or conversion to a work commitment of less than twelve months, accrued vacation (annual) leave shall be paid in a lump sum amount. The maximum amount of paid vacation (annual) leave shall be 45 days.

Sick Leave Benefit and Reporting Responsibility for Faculty
One of the faculty’s employment benefits in the University System of Georgia is the award, accumulation and use of sick leave. A day of sick leave (8 hours) is awarded to a faculty member for each month of full-time employment. Accumulated unused sick leave is summarized monthly on an eligible faculty members pay stub.

The use of accumulated sick leave allows a faculty member to continue to be paid a salary during days when the faculty member is unable to perform his/her teaching, service, scholarship, and professional development responsibilities due to illness, injury, disability (including maternity leave), or family leaves and emergencies. If the use of accumulated sick leave extends into a sixth consecutive work day, the individual must contact Human Resources to file for the use of Family Medical Leave Act (FMLA). Once a faculty member’s unused accumulated sick leave has been exhausted, the individual shifts to a leave without pay status if the individual is unable to resume his/her faculty responsibilities. While this shift automatically occurs, the individual must contact Human Resources to discuss benefits continuation and further FMLA requirements. The faculty member should also contact the Academic Affairs Faculty Affairs office to complete those Leaves of Absence (Paid and Unpaid) forms as well.

The sick leave benefit is particularly important during periods of long-term disability, illness, or injury. If a faculty member has sufficient accumulated sick leave, this paid leave can provide an important financial bridge between the onset of a disability and the delay in the start-up of disability insurance benefits.  All employees are afforded long-term disability benefits. Short-term disability and “bump up” for long-term disability are optional coverages.
           
Accumulated sick leave also may provide a benefit at retirement. Effective July 1, 1998, House Bill 859 provided that accumulated sick leave could be used for retirement benefit purposes under the Teachers Retirement System. Effective July 1, 1999, one month of service credit in Georgia Teachers Retirement is granted for each 20 days of accrued sick leave not used or paid. The employee must have at least 60 days of accrued sick leave in order to be eligible for this benefit. For more information, visit http://www.trsga.com.

Faculty frequently work days, nights and weekends teaching and preparing for classes; grading, mentoring and supervising students; conducting scholarship and creative activities; performing professional service; attending professional development workshops and conferences; pursuing formal academic achievements; and participating in work-related special events. The resulting work schedules of the faculty are highly diverse, variable, and flex-time oriented. Thus, the reporting of sick leave taken necessitates the exercise of substantial initiative and professional judgment on the part of individual faculty members.  

Whenever the faculty member is unable to fulfill his or her responsibilities during a day that is usually devoted to teaching, service, scholarship or professional development and those responsibilities are not completed at another time during the month, that day should be reported as a day (8 hours) of sick leave. Although many faculty devote more than 40 hours a week to their full range of faculty responsibilities, no more than 40 hours a week are expected to be reported as sick leave if a faculty member is unavailable or incapacitated for a week’s time. Resuming some, but not all, of one’s KSU responsibilities while on sick leave requires only partial use of sick leave days in proportion to the amount of work not completed.

Sick leave applies to days in a work week in which the faculty member is unavailable or incapacitated, regardless of whether the faculty member has formal teaching responsibilities on those sick days or not. Having a colleague cover one’s classes does not relieve the faculty member from the responsibility of reporting sick leave taken.

If one’s sick leave extends beyond one week, the faculty member is required to submit to the administrator to whom he/she reports and subsequently to the Human Resources Department, a physician’s statement, confirming the need for an extended leave and indicating when the faculty member could be expected to resume his or her work responsibilities, along with a request to use the Family Medical Leave Act (FMLA).

For more information on FMLA, visit:
https://web.kennesaw.edu/hr/content/leave_absence_and_fmla

The faculty member who takes sick leave is typically responsible for making arrangements for the coverage of missed classes and meetings, notifying the person to whom he/she reports at KSU, rescheduling his/her appointments, and reporting the number of days of sick leave used each month to the payroll office. 

Faculty members are expected to report the use of sick leave to the payroll services at least monthly, copying the administrator to whom he/she reports. Repeated failure to make appropriate reports of sick leave taken constitutes neglect of duty by a university employee and is subject to appropriate restitution and disciplinary action. Department chairs, directors, deans, and vice presidents are responsible for ensuring to the best of their abilities that sick leave is being reported in a proper and timely manner by faculty members in their administrative units.

Leaves of Absence
KSU leaves of absence policies conform to the BoR’s leaves policies (8.2.7.4, 8.2.7.5, 8.2.7.6, and  8.2.7.7, ).  The faculty member requesting the leave must ensure that the appropriate leave of absence form, which is on the Academic Affairs webpage, is completed, including securing appropriate administrative approvals, and returned to the Academic Affairs office.

  1. Leaves of absence of one year or less with or without pay may be granted by the KSU president and reported to the chancellor. Extensions of such leaves, or the initial granting of leaves of more than one year, require the approval of the chancellor or his/her designee.
  2. In considering a request for a leave with pay, the KSU president adheres to BoR policy that such leave shall be granted only for the purposes of promoting scholarly work and encouraging professional development. The president will examine carefully the program or project on which the employee proposes to work, and he/she will also consider the likelihood of the faculty member’s being able to accomplish the purposes for which leave is requested. It is expected that scholarly and professional leaves shall be granted without pay where the leave is supported by an external grant or stipend. In considering the request for a leave, the president will take into consideration the effect that the granting of the leave will have on the institution or the department in which the faculty member is a member. If the faculty member’s work cannot be handled by other faculty and/or staff and if funds are not available for the employment of a substitute, the president will be justified in refusing to recommend that the leave be granted or in deferring action upon the request for a leave. For extensions of educational and professional leaves, or the initial granting of such leaves of more than one year, the president’s request to the chancellor for such leaves must include the following:
    • A statement that the faculty member’s absence will not adversely affect institutional programming.
    • Strong justification for the request for leave with pay to a faculty member who has not been employed at KSU for at least three years.
    • A statement of the direct and significant benefits that will accrue to the institution as a result of the faculty member’s activities during the period of leave.
    • If the granting of leave with pay will require additional institutional expenditures, provide a note of that fact.
    • The amount of leave pay, determined with reference to the following:
      • The normal rate of leave pay shall be considered as an amount up to one-half of the regular salary of the faculty during the period of leave.
      • Extraordinary justification must accompany a recommendation of leave pay in an amount exceeding one-half of the faculty member’s regular salary during the period of leave or for leave pay at full regular salary for the period of leave.
      • The amount of any external stipend or any other external remuneration to be received by the faculty member for his/her activities during the period of leave shall be taken into account in the determination of institutional leave pay recommended. The recommendation for leave must indicate the source and the amount of applicable external remuneration.

The president ordinarily will not approve a request for a leave with pay if the applicant for leave has been employed at KSU for a period of fewer than three (3) years. Any faculty member who has been granted a leave of absence with pay shall be required, before beginning the leave, to sign an agreement indicating that:

  • For a leave with pay of less than one year, the employee will return to KSU at the termination of the leave for a period of at least one (1) year;
  • For a one-year leave with pay, the employee will return to KSU at the termination of the leave for a period of at least two (2) years; and that,
  • If the employee does not return to KSU for the full amount of time specified in the agreement, the employee will reimburse KSU for the amount of compensation received while on leave, as well as any other expenses paid by the USG during the leave, including all benefit costs.

A faculty who returns from an authorized leave which enhances professional study and development shall be entitled to a salary which will include, at a minimum, the mandated across-the-board salary raises which occurred during the period of leave.

  1. In all cases in which an approved leave of absence is based on FMLA (the Family Medical Leave Act) or for educational/professional purposes, the faculty member’s third-year/tenure/post-tenure review (or third-year/promotion/sixth-year review for Lecturers/Senior Lecturers) clock will automatically be stopped for one academic year if the leave of absence is for one semester or more. The faculty member must make a request to the Provost within 14 days of the beginning of the leave that the third-year/tenure/post-tenure review (or third-year/promotion/sixth-year review for Lecturers/Senior Lecturers) clock be delayed for one academic year for an approved leave of absence due to FMLA or for educational/professional purposes lasting less than one semester.
  2. Based on BoR policy (8.3.7.4), no leaves of absence will be granted beyond two years for any non-tenured, tenure track faculty member.
  3. No leaves of absence will be granted to USG retirees and who are drawing retirement benefits from the Teachers’ Retirement System of Georgia or from the USG.
  4. Approved leave shall allow employees the right to elect to continue group insurance benefits with institutional participation.

Faculty and Administrative Emeritus Status and Benefits
Emeritus/Emerita status is a title signifying honorable and distinguished service to Kennesaw State University. Consistent with Board of Regents policy (8.3.13), a president may, at his or her discretion, confer the title of emeritus/a on any retired (not resigned) tenured associate professor or professor, who at the time of retirement from KSU, had ten (10) or more years of continuous, full-time service (not equivalent) to the University System of Georgia with a minimum of the last five (5) of those years at KSU.  For teaching faculty members with the rank of professor or associate professor, the "emeritus" designation is appended to the rank held at the time of retirement, e.g., professor emeritus. For academic administrators, the emeritus designation, upon approval by the Provost and the President, is appended only to the most senior administrative title held at Kennesaw State University, which may be held at or prior to the time of retirement, e.g., dean emeritus. The emeritus designation is not awarded for administrative titles held on an "acting" or “interim” basis. KSU’s President may recommend the emeritus title for faculty members of other ranks upon the recommendation of the dean of the college in which the faculty member was employed. This title may be conferred by the USG-BOR upon the recommendation of the KSU President. Emeritus appointment is not guaranteed and is not accorded to part-time faculty members nor to faculty terminated for cause.

The President's decision will be based, in part, upon the recommendation of the unit in which the employee has served. In considering persons from Kennesaw State University for the "emeritus/emerita" title, the President shall, in addition to the Board of Regents criteria, base the recommendation upon:

  1. Meritorious service to Kennesaw State University.
  2. Notable career performance at Kennesaw State University.
  3. Nomination and recommendation by a department peer review committee, chair, dean, and the Provost and Vice President for Academic Affairs.

The following procedure will be used to develop recommendations: 
The employee seeking the "emeritus/emerita" title shall submit the “Recommendation for Award of Emeritus/Emerita Status” form to his or her Chair within a timeframe of 30 days prior to or 30 days following the official retirement date. An employee may be nominated for emeritus status by another employee in the same unit, with the nominee’s consent.

A) Process for faculty and academic administrators requesting Emeritus Status:

  1. The “Recommendation for Award of Emeritus/Emerita Status” form must be accompanied by a one page description summarizing the faculty member’s accomplishments at KSU, and a current vita.
  2. The Chair or unit head will appoint a peer review committee consisting of a minimum of three members.  This review committee may be the Department Tenure & Promotion committee. After reviewing all materials submitted, by checking the appropriate box on the “Recommendation for Award of Emeritus/Emerita Status” form, the committee shall indicate their recommendation (either positive or negative).  Their recommendation will be based on a simple majority vote of the committee.  They will then forward the form, the employee's summary of accomplishments, and vita to their Department Chair/School Director.
  3. After reviewing all materials submitted, by checking the appropriate box on the “Recommendation for Award of Emeritus/Emerita Status” form, the Chair/Director shall indicate their recommendation (either positive or negative).  They will then forward the form, the employee's summary of accomplishments, and vita to their Dean.
  4. After reviewing all materials submitted, by checking the appropriate box on the “Recommendation for Award of Emeritus/Emerita Status” form, the Dean shall indicate their recommendation (either positive or negative). They will then forward the form, the employee's summary of accomplishments, and vita to their Provost.
  5. The Provost will forward all recommendation materials to the President for final action.
  6. The recommendation of the President shall be conveyed to the candidate no later than three months after the initial request date.

Upon approval of emeritus status, the faculty member/administrator shall be entitled to the following subject to fiscal constraints placed upon the University:

  • KSU emeritus faculty/administrator photo identification card.
  • Full library privileges, using emeritus I.D. card, including borrowing rights and interlibrary loan privileges.
  • Emeritus Faculty and Administrators not currently employed by KSU may park in visitor parking at no charge.
  • Faculty discount on selected KSU Bookstore purchases.
  • Admission to campus events the same as an active employee.
  • Invitation to march in academic procession at Commencement or other occasions
  • Invitation to attend opening of university faculty meetings.
  • Living emeritus faculty and administrators will be listed in the university catalogues and the faculty/staff directory. 
  • Emeritus faculty members and administrators shall be retained on all mailing lists that contain information of general interest, unless they specifically request that their name be omitted from such lists. They will also be retained on invitation lists for social functions to which non-retired faculty/administrators of equivalent rank are invited.
  • Emeritus faculty shall have continued use of KSU e-mail address.
  • Emeritus faculty and administrators may serve as a consultant to various standing and ad hoc committees of the University, College or Department when called upon by a committee chairperson and approved by the President, Provost/VPAA, Dean, or department Chair.
  • All emeritus faculty and administrators are eligible for a free membership at the KSU Fitness Center on the same basis as regular faculty & staff.
  • All emeritus faculty are eligible to be appointed as adjunct or as part-time faculty and teach courses on an as needed basis upon the approval of the Department Chair, Dean and Provost/VPAA and subject to procedures for rehiring retired employees. 
  • Mail services shall be provided by the department for emeritus faculty, subject to certain restrictions.

In some specific situations, with the approval of the appropriate department and/or unit authority, and subject to budgetary constraints, an emeritus faculty may be entitled to:

  • Laboratory/experimental/performance/studio space.  This is not an entitlement for all faculty who make the transition to emeritus status. Rather, such space will be recommended by department chairs to the dean whenever possible for those individuals who maintain an active research/creative activity program that is characterized by: (a) sufficient external funding to support their research activities including the support of technical assistants, post-doctoral fellows, and students; (b) continuing contributions to the department’s academic mission and vision; and (c) demonstrable contributions to the discipline through the propagation of the products of their research in relevant mediums (e.g. books, articles, chapters, patents, presentations, performances, etc.).
  • Retention or use of certain pieces of equipment, computers etc. as approved by their Department Chair and Dean.  The retention and/or use of equipment, computers etc. must be for professional purposes associated with work continuing on behalf of KSU.
  • An emeritus faculty member can serve as the principal investigator on grants and can supervise doctoral, masters or undergraduate students with approval from the respective Department Chair and subject to procedures for rehiring retired employees.  
  • Serve as a dissertation/thesis committee member with approval from the respective Department Chair and subject to procedures for rehiring retired employees.
  • Emeritus business cards upon request to the Chair of their home department and subject to budgetary constraints.

Implementation of Emeritus Policy

Individuals retiring from KSU prior to implementation of this policy who were not awarded Emeritus Status at the time of retirement may submit a written request for Emeritus Status to the appropriate the office of the Associate Vice President for Faculty.  This request, inclusive of supportive documentation, must be received by no later than 30 August 2014. All requests will be reviewed and a decision regarding Emeritus Status will be made no later than 30 September 2014. No requests for consideration for Emeritus Status (for those individuals not awarded Emeritus Status at the time of their retirement) will be considered after the 30 August 2014 deadline.