The institution publishes policies regarding appointment, employment, and evaluation of all personnel.


Compliance Judgment:  In compliance

Narrative

East Carolina University (hereafter ECU or the institution) publishes policies addressing the appointment, employment and evaluation of all personnel. ECU receives mandates and guidance from two distinct governing bodies, the North Carolina Office of State Personnel and the University of North Carolina, a multi-campus system.  As a result, ECU has personnel who are SPA employees (Subject to the State Personnel Act), EPA employees (Exempt from the State Personnel Act) and CSS employees (Clinical Support Services).  Within these broad classifications, there are five distinct types of employment categories, each with its own appointment, employment, and evaluation policies: faculty (EPA), senior academic administrative officers (SAAO), EPA non-faculty instructional and research personnel, staff (SPA), and clinical support services personnel (CSS).  East Carolina University appoints, employs, and evaluates all personnel in accordance with defined applicable policies as documented below.

The Personnel Offices in the Division of Academic Affairs and the Division of Health Sciences manage all aspects of faculty employment in compliance with federal, state, and university policy and procedures, including  employment, faculty credentialing, compliance with equal employment opportunity rules and regulations, compensation, leave policies, promotions, tenure, reappointments, and evaluations. Regulations, procedures, academic unit codes of operation, and guidelines are published on ECU’s Faculty Senate website.

The university Human Resources Office monitors compliance with employment procedures for university staff positions. Human Resources Policies and Procedures pertaining to employment of staff are published on the university website as are ECU Employee Benefits.  Human Resources staff employment policies include information relating to the following: criteria for employment, background checks, equal employment opportunity compliance, compensation, benefits, leave, restrictions, promotion, and termination/dismissals.

Equal Opportunity and Regulatory Compliance

The university seeks to recruit a diverse employment population in accord with all applicable federal and state laws. As stated in the university's Equal Opportunity/Affirmative Action Plan located on the Office of Equity, Diversity and Community Relations website, East Carolina University does not discriminate against any employee or applicant for employment on the basis of membership in any of the following protected classes or groups:  race, sex, creed, religion, national origin, age, color, disability,  sexual orientation, political affiliation, genetic information, and veterans’ status. The university provides online training on preventing employment discrimination. All faculty and staff involved in hiring must successfully complete this training.

Policies addressing affirmative action and diversity are contained in the Office of Equity and Diversity Policy Manual (table of contents provided) and in the Equal Opportunity/Affirmative Action Plan. The Office of Equity and Diversity reviews the make-up of all search committees prior to the advertisement of positions, and reviews the position advertisements for all EPA and SPA faculty, and administrative and staff employees. . Search guidelines are disseminated and reviewed annually. 

Policies Regarding Appointment, Employment, and Evaluation of Faculty, EPA Administrative and SPA/CSS Staff

Faculty Employment

Policies, rules, regulations, and procedures governing faculty employment are published in the East Carolina University Faculty Manual, Appendices C and D, in each individual academic unit’s code of operation, and in the University Policy ManualECU Faculty Manual - Part VIII contains policies governing: the selection and appointment of faculty; assignment of responsibilities including teaching, scholarly activities, clinical and professional service; public service; evaluation; professional advancement; salary; and maintenance of faculty personnel files. ECU Faculty Manual - Part IX contains the policies governing faculty appointments in fixed-term (non-probationary term), probationary-term (tenure-track) and tenured positions. Appendix D also contains the procedures for initiation, review, and approval of faculty appointments, reappointments, promotions, and conferral of permanent tenure, as well as policies providing faculty members with due process in the event of termination of employment.

Samples of faculty appointment contracts are located on the Personnel Forms and Information section of the Office of the Provost and Health Sciences Personnel Administration Sharepoint site.

East Carolina University outsources instruction of remedial math courses to Pitt Community College, as outlined in the Contractual Agreement between East Carolina University and Pitt Community College consistent with the Guidelines on Contracting with Community Colleges to Offer Remedial Instruction, published in the UNC Code.  As stated in the contracted agreement (item #6), “Pitt Community College will provide instruction for the MATH 0045/MAT 095 remedial courses in keeping with the guidelines established by the Southern Association of Colleges and Schools.” The agreement also details the evaluation of instructional personnel by both students and program directors.  ECU ensures that qualifications of instructors are consistent with SACS and ECU credentialing guidelines and includes these instructors of record for remedial courses on the ECU Faculty Roster as provided in ComprehensiveStandard3.7.1.

Senior Academic Administrative Officers (SAAO) Employment

The policy for hiring EPA administrators (SAAO) is contained in the ECU Policy for Employees Exempt from the State Personnel Act located on the EPA Administration website.  A sample EPA administrator appointment contract is attached.

SPA/CSS Staff Employment

The process for hiring SPA/CSS staff is published at the Human Resources Policies and Procedures web page. Specific policies are included in annual reminder letters sent electronically by the Chancellor, Provost, the Office of Equity, Diversity and Community Relations and the Office of Human Resources to staff, faculty, and administrators.  The steps for hiring SPA/CSS staff are published in the Guidelines for Recruitment and Selection of SPA and CSS Employees. Sample SPA and CSS staff new hire and promotion letters are attached:

Evaluation Policies

Faculty Evaluation

As described in detail in 3.7.2, the university evaluates all faculty in accord with published policies in the ECU Faculty Manual - Part VIII and in academic unit codes of operation. The policy reads:

“Each Faculty member with either a fixed-term, probationary term, or permanently tenured appointment shall receive annually an evaluation of his/her performance from the unit administrator which shall be based upon current academic year data. The annual performance evaluation of the faculty members shall employ the criteria contained in the unit code approved by the chancellor.”


Senior Academic and Administrative Officers (SAAO) and EPA Non-Faculty Instructional or Research Evaluation 


As described in 3.2.10, the university evaluates the effectiveness of administrators according to published policies in the ECU Policy for Employees Exempt From the State Personnel Act (III). The policy reads:

“Any employee in a position covered by these regulations shall receive an annual written review using an evaluation instrument approved by the appropriate vice chancellor, athletic director or equivalent officer. The written evaluation will be discussed with the employee before being placed in the personnel file. The employee should sign the evaluation instrument to indicate that the evaluation has been provided and discussed. An employee signature does not imply agreement with the evaluation.”


SPA/CSS Staff Evaluation


All SPA/CSS new hires are subject to a 6-month probationary period, during which their performance will be evaluated. This policy is stated in all CSS and SPA new hire letters (SPA New Hire (Evaluation), CSS New Hire (Evaluation), SPA New Hire Time-Limited, CSS New Hire Time-Limited) as well as in the CSS Credentialing Letter.

In addition, ECU employees participate in a performance management program by which all employees subject to the state personnel act are evaluated. This program ensures that employees know what their supervisor expects and that employees receive timely feedback about their performance. It also allows the opportunity for education, training, and development. The detailed Performance Management Policy is published in the SPA/CSS Employee Handbook.

Dissemination, Approval, and Ongoing Review of Employment Policies

Faculty employment policies are available in the ECU Faculty Manual - Part VIII and are reviewed every five years by the Faculty Governance Committee of the Faculty Senate, with changes being recommended to the Faculty Senate, the Chancellor and then to the ECU Board of Trustees. ECU Faculty Manual - Part IX, which contains ECU’s fixed-term, probationary term and tenure policies, along with due process policies, must comply with the Code of the Board of Governors of the University of North Carolina. Changes to Appendix D are recommended to the Faculty Senate, the Chancellor, and the ECU Board of Trustees (BOT). Following the approval from the BOT, specific institutional tenure regulations must be approved by the UNC Board of Governors. In addition to being reviewed every five years, all ECU faculty employment policies  currently have been reviewed as part of a major reorganization of the Faculty Manual in conjunction with the creation of an ECU Policy Manual that consolidates and makes available in one location all ECU policies.

ECU’s Faculty employment policies undergo regular review by the Faculty Governance Committee of the Faculty Senate as well as the ECU Board of Trustees.  The following table includes links to minutes documenting ongoing review of faculty employment policies:

 

Faculty Governance Committee

Faculty Senate

Board of Trustees

Faculty Governance Minutes 9/14/2011

Faculty Senate Minutes 11/2/2010

Board of Trustees Minutes 2/24/2012

Faculty Governance Minutes 9/28/2011

Faculty Senate Minutes 11/1/2011

Board of Trustees Minutes 4/19/2012

 





Through the
EPA Administration Web Site, EPA, SAAO, and EPA Non-faculty Instructional and Research employment policies are reviewed by the EPA Personnel Policies Committee, appointed by the chancellor. SPA staff employment policies are reviewed by North Carolina’s Office of State PersonnelCSS staff employment policies are reviewed by the ECU Physicians Board in conjunction with the Associate Vice Chancellor for Human Resources.


The responsible office for the Equal Opportunity and Regulatory Compliance (EO/RC) policies is the Executive Director of EO/RC who sets an annual review time frame for all policies unless a change in any applicable law necessitates an immediate policy revision.


This narrative has provided evidence that ECU publishes its policies of appointment, employment, and the evaluation of all personnel. ECU is in compliance with the Comprehensive Standard 3.2.9 as it has identified the published sources indicating ECU’s policies regarding procedures of appointment, employment, and evaluation; ECU has identified and published the bases for its policies, and ECU has identified and published its records and methods of evaluating the personnel employed.



Documentation             

Reference Title

Location

Academic Unit Codes of Operation

Academic Unit Codes of Operation

Board of Trustees Minutes 2/24/2012

BOT 02 24 2012 Minutes

Board of Trustees Minutes 4/19/2012

Board of Trustees Minutes 4-19-2012

Comprehensive Standard 3.7.1

ComprehensiveStandard3.7.1

Contractual Agreement between East Carolina University and Pitt Community College

PCCECU Contract

CSS Credentialing Letter

CSS-Credentialing-Sample Letter(Eval)

CSS New Hire Letter

New Hire CSS Sample

CSS New Hire Letter (Evaluation)

New Hire CSS Sample (Eval)

CSS New Hire Time-Limited

Time-Limited - CSS Sample(Eval)

CSS Promotion Letter             

Promotion_CSS-Sample

CSS Staff Employment Policies

CSS_Employee_Handbook

ECU Policy Manual

Policy Manual

ECU Employee Benefits

ECU Employment Benefits

ECU Faculty Manual – Part VIII

Faculty Manual Appendix C

ECU Faculty Manual – Part IX

Faculty Manual Appendix D

ECU Policy for Employees Exempt From the State Personnel Act

3.2.9 EPA_Employment_Policy

ECU Policy for Employees Exempt From the State Personnel Act (III)

EPA Employment Policies- Evaluation III

EPA Administration website

EPA Administration

Equal Opportunity/Affirmative Action Plan

3.2.9 Affirmative-Action-Policy-REV

Faculty Governance Minutes 9/14/2011

Faculty Governance Minutes 9-14-2011

Faculty Governance Minutes 9/28/2011

Faculty Governance Minutes 9-28-2011

Faculty Senate Minutes 11/2/2010

Faculty Senate Minutes 11-2-2010

Faculty Senate Minutes 11/1/2011

Faculty Senate Minutes 11-1-2011

Faculty Senate Website

Faculty Senate Website

Guidelines on Contracting with Community Colleges to Offer Remedial Instruction

400.1.11

Guidelines for Recruitment and Selection of SPA and CSS Employees

3.2.9 Guidelines_for_SPA_and_CSS

Human Resources Policies and Procedures

3.2.9 PoliciesandProcedures

Office of Equity and Diversity Policy Manual

EDC Manual

Office of State Personnel

Office of State Personnel Memo

Personnel Forms and Information Section

3.2.9 Office of the Provost and Vice Chancellor - Forms and Information

Performance Management Policy

Performance_Management_Policy-1

Sample EPA Administrator Appointment Contract

3.2.9 Sample Administrator Appointment Contract

SPA/CSS Employee Handbook

SPA CSS Employee Handbook - Evaluation

SPA New Hire Letter

New Hire SPA Sample

SPA New Hire Letter (Evaluation)

New Hire SPA Sample(Eval)

SPA New Hire Time-Limited

Time-Limited-SPA(Eval)

SPA Promotion Letter

Promotion-SPA Sample