Department/Unit Head Manual
(For Faculty and Unclassified Professionals)

This Department Head's Manual is designed as a resource to assist deans and department/unit heads who have administrative responsibility for faculty and staff. This Manual is not intended to be a policy manual. Rather, it is intended to be a procedures manual compiling all existing policies related to specific topics with links to relevant citations, operating procedures, and forms.

Policies included are published in the University Handbook, the Policies and Procedures Manual, and the Affirmative Action Plan. This Manual is updated and maintained by the Office of the Provost. If you have suggestions for additional resources to be included in the Manual, please contact the Office of the Provost.

University Organizational Chart

Academic Unit/Department Name Change Process

Academic Calendars

• Promotion, Tenure, Sabbatical, and Annual Evaluation Calendar (Master Calendar)
• Other Academic Calendars

Recruitment and Hiring

• Recruitment and Selection Procedures for Unclassified Positions - see Human Resources Hiring Toolkit
• University Support Staff
• Graduate Assistant Selection Procedures
• Student Employees from Career Center
• Paying Moving Expenses
• Background Checks
• Spoken English Competency Policy (PPM 4650.075)
• Human Resources International Hiring Guide (pdf)
• International Student And Scholar Services-information for departments
• Interviewing Tips
• Offer Letter and Contract Preparation Checklist (.docx)
• Orientation Checklist (pdf)
• New Faculty/Staff Checklist

• Dual Career Development

Related Forms:

• Human Resources Recruitment Forms
• Faculty and GTA Spoken English Language Form (PER-20)
• Offer Letter Templates - See Essential Components of Continent Offer Letters

Contracts and Appointments for Faculty and Unclassified Professionals

• Master Calendar for Promotion, Tenure, Sabbatical, and Annual Evaluation
• Employment Contracts Policy and Instructions for Filling Out Unclassified Contracts (PPM 4650.070)
• Ancillary Appointments Policy (University Handbook Section C27 to C27.4)

Related Forms:

• Faculty and Unclassified Appointment Forms
• Ancillary Appointment Form

Faculty Workload Policy

• Tenured and Tenure-Track Faculty Workload Policy (University Handbook Appendix Y)
• Faculty Workload Resources and Best Practices
  • KBOR Tenure and Tenure Track Instructional Workload Policy
  • American Council of Education “Equity Minded Faculty Workloads”
  • American Council of Education “Equity Minded Faculty Workloads Worksheet Booklet”

Notice of Non-Reappointment (for regular or probationary faculty/staff appointments)

• Master Calendar for Promotion, Tenure, Sabbatical, and Annual Evaluation
• Notice of Non-reappointment Policy (University Handbook, Appendix A)
• Continued Employment for Administrative Employees Policy (University Handbook Section C170.1 to C172)

Departmental Evaluation, Promotion, Tenure Documents

• Faculty Evaluations Policy (University Handbook Section C31.1 to C31.8)
• Departmental Evaluation, Promotion, and Tenure Guidelines/Documents
• Checklist for Review of Departmental Documents (doc) (revised 2016)
• Template for Organizing Departmental Documents (doc) (revised 2016)
• Approval Signature Page for Departmental Documents (pdf) (revised 2016)
• Template for Professional Titles (pdf)
• One Year Extension on Tenure Clocks for Probationary Faculty (pdf) (March 20, 2020)
• Guidance for COVID-19 Impact Statements for Evaluations (pdf) (February 17, 2021)
• Guidance for Evaluators of Faculty Regarding COVID-19 Impact Statements (pdf) (May 3, 2021)

Promotion/Tenure Decisions

• • Master Calendar for Promotion, Tenure, Sabbatical, and Annual Evaluation
  • Tenure Policy (University Handbook Section C70-C162.5)
  • Mid-Probationary Review Policy (University Handbook Section C92.1)
  • Promotion in Rank Policy (University Handbook Section C120-C156.2)
  • Delay of Tenure Clock Policy (University Handbook C83.1)
  • Guidelines for the Organization and Format of Mid-Tenure Review Documentation (doc)
  • Guidelines for the Organization and Format of Tenure and Promotion Documentation

Related Forms:

• • Promotion and Tenure Transmittal Form ( doc | pdf)
  • Electronic P&T Process (.pdf)

Post-Tenure Review

• • Post-Tenure Review Policy (University Handbook Appendix W)

Related Forms:

• • Post-Tenure Review Tracking Sheet Template (xls)

Performance Evaluations

• Master Calendar for Promotion, Tenure, Sabbatical, and Annual Evaluation
• General Issues of Faculty Evaluations Policy (University Handbook Section C30.1 to C38)
• Administrator Evaluation Procedures Policy (University Handbook Sections C43 and C159)
• Evaluation of Deans Policy (University Handbook C157)
• Reappointment of Department Heads Policy (University Handbook C159)
• Faculty and Unclassified Professional Evaluations Policy (University Handbook Appendix Q)
• Merit Salary Allocation Policy (University Handbook C40)
• Chronic Low Achievement Policy (University Handbook C31.5)
• Evaluation of Heads, Chairs, and Academic Directors Policy (University Handbook C43)
• Administrative Evaluation Procedures
• Faculty Evaluation Recommendations Kansas Board of Regents (12/94)
• Board of Regents Report on Faculty Evaluation and Development (9/96)
• Service Codes
• Effective Evaluation Booklet (pdf)
• Guidance for COVID-19 Impact Statements for Evaluations (pdf) (February 17, 2021)
• Guidance for Evaluators of Faculty Regarding COVID-19 Impact Statements (pdf) (May 3, 2021)
• Guidelines for Supervisors of Unclassified Professionals and USS Regarding COVID-19 Impact Statements (May 5, 2021)

Related Forms:

• Documentation Required for Annual Evaluations (Spreadsheet)

Student Ratings

• Student Ratings Policy (University Handbook Section C34.1 to C34.5)
• Student Course Evaluations (TEVAL Surveys)
• Administering TEVAL Evaluations During the COVID-19 Disruption (pdf) (March 23, 2020)

Professorial Performance Award

• Master Calendar for Promotion, Tenure, Sabbatical, and Annual Evaluation
• Professorial Performance Award Policy (University Handbook Section C49.1 to C49.14)

Annual Merit Salary Increases, Market, and Equity Adjustments

• Master Calendar for Promotion, Tenure, Sabbatical, and Annual Evaluation
• Annual Merit Salary Evaluations Policy (University Handbook Section C40-C48.3)
• Promotion Increment Award Determination

Modified Instructional Duties (MID) for Faculty

• Modified Instructional Duties for Faculty Policy (University Handbook Section D90 to D90.7)
• Request for Modified Instructional Duties (doc)
• Modified Instructional Duties Application Checklist (doc)

Sabbatical Leaves

• Master Calendar for Promotion, Tenure, Sabbatical, and Annual Evaluation
• Sabbatical Leave Policy (University Handbook Section E1 to E8)
• Application and Guidelines for Sabbatical Leaves

Related Forms:

• Sabbatical Application (pdf) (Revised January 2022)
• Sabbatical Leave Agreement (pdf)

Leave Policies and Forms

• K-State Leave Programs
• Leave Policies (University Handbook Section E)
• Leave Without Pay Policy | Form (doc)
• Leave Forms

Conflict of Interest, Consulting, and Outside Employment

• Conflict of Interest and Conflict of Time Commitment Policy (University Handbook Appendix S)
• Conflict of Interest Website and Tutorials
• Conflict of Interest and Time Commitment Checklist (doc)
• Reviewing Conflict of Interest and Conflict of Commitment Disclosures

Related Forms:

• K-State Consulting Request Form (pdf)
  

These forms can be accessed through HRIS Employee Self-Service. (Path:Employee Self Service > Personal Information > Conflict of Interest).

Dispute Resolution

• Mediation Policy (University Handbook Appendix U)
• Available KSU Resources
• Assistance from Ombudspersons
• Mediation Assistance
• Selected Policies and Procedures
• Tips and Resources
• Workplace Improvement Tips

Administrative Appeals and Grievances

Retirement Policies, Emeritus Status, and Phased Retirement

• Retirement Benefits and Procedures (Policy and Procedure Manual 4810) | (University Handbook Section E150)
• Emeritus Status Policy (University Handbook Section D70-D71)
  • Phased Retiree Not Eligible for Overload memorandum (pdf)
• Phased Retirement Policy (University Handbook Section E140)
• Phased Retirement Information
• Phased Retirement Transmittal Form
• Retirement and Health Care Bridge Transmittal Form

Intellectual Property

• K-State Intellectual Property Policy (University Handbook Appendix R)
• Research Policy (University Handbook Section G80)

Related Forms:

• Intellectual Property Agreement Form

Course and Curriculum Issues

• Course and Curriculum Approval Process
• Course Scheduling
• Course Syllabi Statement

Classroom Student

• Class and Exams Policy (University Handbook Section F)
• Student Confidentiality (FERPA)
• Drop Policy (University Handbook Section F)
• Graduate Catalog
• Student Handbook
• Undergraduate Catalog

General

• Non-discrimination Policy
• Tuition Assistance for Faculty and Staff
• Tuition Grant for Spouses and Dependents
• All HCS Forms
• Telecommuting Policy (PPM 4045)
• Kansas Board of Regents Policy Manual
• Guest Housing