University of Memphis (14K)

2012 Faculty Handbook

Faculty Handbook - Appendices


Appendix A
Appendix B
Appendix D
Appendix E
Appendix F

Appendix A

Role of the Faculty Senate

The Faculty Senate is composed of elected faculty members. Administrators participate as observers by invitation. The Senate's Constitution defines its purpose as follows:

  • serve as the primary vehicle of faculty participation in the governance of University policies;
  • evaluate and make recommendations on policy in academic and closely related areas that touch on academic matters;
  • approve graduation and general education curriculum requirements;
  • evaluate and make recommendations on University-wide minimum criteria for faculty appointment, promotion, and tenure;
  • evaluate and make recommendations on policies associated with conditions of employment;
  • evaluate and make recommendations on policies for the academic use and operation of various academic support functions including the University Library and Computer Services, the University calendar and other functions that directly affect academic matters; 
  • make recommendations on issues related to academic matters that are not specifically academic in nature;
  • have responsibility for the maintenance of academic freedom and responsibility at the University;
  • be the forum for the formulation of faculty opinion;
  • review and approve the Faculty Handbook of The University of Memphis.

Form: Promotion and Tenure Appointment History

Faculty Senate: Standing Rules Standing Rules

The standing rules of the Faculty Senate are those operational guidelines the Senate may adopt, change, suspend or delete to create effective and efficient management of its business.

Section 1. Meetings

A.Regularly Scheduled Meetings

The Faculty Senate shall hold at least nine regularly scheduled meetings; on average one each month September through May. Regular Faculty Senate meetings shall be held on Tuesdays beginning at 2:40 p.m.

B.Special Meetings

If the majority of the Executive Committee agrees, a special meeting of the Senate may be called. Additionally, special meetings may be called by the Senate President upon petition of ten members of the Senate. In such cases, at least three working days written notice or e-mail notice will be given to all members of the Senate.

C. Visitors

Except for executive sessions, all meetings of the Senate shall be open to any member of the University Faculty, administration, student body, or visitors as may be invited in advance by the President of the Senate.

Section 2. Faculty Senate Committees

A.Committee Procedures

The Senate shall establish committees to study and make reports on matters of concern to the University Faculty. Committees created by the Senate are committees of the Senate, receive their authority from the Senate, and shall report to the Senate. Senate committees shall not act independently of the Senate, and reports from these committees shall be presented to the Senate for consideration. Simple reports or progress reports may be made verbally, but any committee recommendations must be presented in writing. Committee work shall be done as a body and not by action of the Chair, either alone or following consultation with individual members of the committee. Actions taken shall be those of the committee as a whole representing a majority vote. The chair shall be elected from and by the members of that committee unless the chair is specified in the motion creating a special committee. The committee chair shall provide notice of meetings to each member of the committee and shall keep a record of those in attendance to be forwarded to the Senate office at the conclusion of each committee meeting.

B.Committees with Standing Authority in Addition to Those Created in the Constitution

1.Academic Policies Committee

The Academic Policies Committee shall review and make recommendations to the Senate on admission and retention standards, curriculum, transfer requirements, academic advising, academic discipline, high school relations, residence requirements, non-credit academic programs, and related matters.

2.Academic Support Committee

The Academic Support Committee shall review and make recommendations to the Senate on the academic aspects of support activities such as computer services, centers for teaching excellence, writing laboratories, other similar support activities, and the allocation of fiscal resources for these activities.

3.Faculty Policies Committee

The Faculty Policies Committee shall review and make recommendations to the Senate on academic freedom and responsibility, the Faculty Handbook, faculty salaries and benefits, and on all policies and procedures, including appeals, pertaining to faculty appointment, dismissal, promotion, and tenure.

4.Research Policies Committee

The Research Policies Committee shall conduct a continuous review of faculty research opportunities, the award and administration of University-supported grants, administration and support of grant and contract research, computer applications and utilization, and allocation and use of overhead funds.

5.Administrative Policies Committee

The Administrative Policies Committee shall conduct a continuous review of policies, procedures, and practices associated with buildings and grounds, parking, campus security, faculty use of facilities, staff services to the academic programs of the University, the University Calendar, areas of student life that are of academic concern, and matters of joint interest to faculty and students. Students may appear before the Administrative Policies Committee by invitation of that Committee or at the request of the Student Government Association.

6.Library Policies Committee

The Library Policies Committee shall conduct a continuous review of policies, Procedures, and practices associated with the libraries including support personnel, facilities, acquisitions, and related activities along with the allocation of fiscal resources.

Section 3. Representation by Proxy

In the event that a Senator may, because of extenuating circumstances and for good cause, be unable to attend the Senate meeting or Senate committee meeting, the Senator may designate a faculty member from the same department, independent unit, or area as a representative. Written notice of such designation shall be provided to the President or the Secretary of the Senate before the appropriate meeting. This designated representative shall have voting privileges.

Senators who send representatives shall be noted as 'present by proxy'' in Senate records.

Section 4. Guidelines for Faculty Senate Elections

A.In February of each year the Faculty Senate President will notify the current senator and the department chair or head of independent units and areas that elections are to take place in March. The chair or independent unit and area head will give at least a one week written notice to all faculty of the meeting in March when the election will occur.

B.The current senator will serve as the election official unless the current senator is a nominee for election.

C.Nominations may be by written petition signed by at least three faculty members and by open nomination from the floor.


1.Voting shall be by secret ballot unless a nominee is uncontested.

2.In elections where there are more than two nominees and no candidate receives a majority vote, the candidate with the lowest vote total will be dropped from the next ballot. This practice will continue for each ballot until a majority vote is received.

E.Certificate of Agreement to Serve

A new Senator shall complete the Certificate of Agreement to Serve and return it to the Office of the Faculty Senate no later than the first Tuesday in April.

Section 5. Submittal Process and Deadline for Policy and Procedure Changes

All proposed substantive changes to the Faculty Handbook coming from the Faculty Senate, the Administration and state regulatory bodies, must be submitted to the Director of Academic Affairs Administration by the last Monday in January. If changes from the state regulatory bodies fall outside the normal review cycle, those changes will be forwarded to the Faculty Executive Committee for timely review. Then those state regulatory bodies� changes will be incorporated into the Faculty Handbook. The proposed changes will then be forwarded to the reviewing organization, either the Faculty Senate, or the Administration, or both, during the first week in February.

The proposed changes will be reviewed by either the Faculty Senate, or the Administration, or both. The review/dialog/agreement must be completed by the last week in March. If specific item(s) have no agreement, then the proposed item(s) changes will not be implemented and will be postponed for the following year Faculty Handbook review cycle.

The agreed upon changes will be included into the new Faculty Handbook and the updated handbook will be released the last week of April or the first week in May.

The current changes to the Faculty Handbook will be identified by highlighting the affected portions of the text for one year. Prior changes will be listed by date on a revision page which will be located prior to the Table of Contents, describing the location of the change. The color highlighting of the changes made in any given year will remain intact in the archive of that year�s Faculty Handbook.

Past and current Faculty Handbooks will be archived by the director of Academic Affairs Administration and will be available electronically via the intranet at the University of Memphis.

Section 6. Speaking Protocol

Before addressing the assembly, the speaker will clearly speak his/her name and area of representation.

Section 7. Representative of The University of Memphis to the Faculty Subcouncil of the Tennessee Board of Regents

The Representative of The University of Memphis to the Faculty Subcouncil of the Tennessee Board of Regents shall be elected by the Senate from the University faculty, and shall be a non-voting, ex officio member of the Faculty Senate. The Representative of The University of Memphis to the Faculty Subcouncil of the Tennessee Board of Regents shall attend all Subcouncil meetings and represent the views of the Faculty of The University of Memphis and shall report all activities, decisions, and concerns of the Subcouncil to the Faculty Senate. The Representative must have served at least one year in the Senate prior to election and shall serve in this position for a two-year term.

Section 8. Suspending Standing Rules

A Senate standing rule may be suspended for any specific main motion by a simple majority vote of the Senate.

Section 9. Amending Standing Rules

An amendment to the Senate standing rules may be proposed by any member of the Senate and becomes effective with a two-thirds affirmative vote of the Senate.

End of Standing


Constitution, Special Rules of Order, and Standing Rules for the Faculty Senate

The Constitution of the Faculty Senate can be found at

The Special Rules of Order for the Faculty Senate can be found at Rules.

The Standing Rules for the Faculty Senate can be found at


Faculty Senate: Special Rules of Order Special Rules of Order

The special rules of the Faculty Senate are those rules of order that are different from and supersede the adopted parliamentary authority manual. Unless a rule is a fundamental right preserved by parliamentary law, these rules may be adopted, amended, deleted or suspended according to the will of the assembly.


The motion to reconsider may be made by any member of the assembly and is not limited to a member from the prevailing side.

Minority Reports

The issuance of a minority report from a committee member or members shall be considered a right and shall follow the committee report before any action is taken on the committee report or its recommendations.

Special Rules for Elections

In elections where there are more than two candidates for one position, and no candidate receives a majority vote, then the candidate with the lowest vote total will be dropped from the next ballot. This practice will continue for each ballot until a majority vote is received.

Committee Assignments Outside Standing Authority

By a majority vote, the Faculty Senate may refer a matter to a standing or special committee covering an area that is reserved under another standing committee's standing authority.

Suspending Special Rules of Order

A Special Rule may be suspended by a two-thirds vote of the Senate.

Adoption or Amendment of Special Rules of Order

Adoption or amendment of Special Rules requires previous notice and a two-thirds vote or, without previous notice, a vote of the majority of the entire membership of the Senate.

End of Special Orders

Appendix B

Form: External Evaluator List

(Applicant's Name)

The individuals on the following list were suggested by Professor (Applicant's Name), the Department Chair or the Department Promotion Committee as indicated below. The comments have been assembled from each individual's vita/resume', from notes supplied by Professor (Applicant's Name), from discussions with the evaluator, and from consultation from other sources such as (Who's Who in America, American Men and Women in Science, etc.). The list is notable for the quality and expertise of the individuals in the relevant subject areas and for their objective relation to Professor (Applicant's Name). The accompanying remarks are my own.

Department or T & P Committee Chair

Name                                                            Nominated byCandidate                                Nominated by Department Committee

Nominated by Department Chair

Adrian Scholar                                                                                                                                               X

Ronald McDonald                                                                                                                                          X

Ruby Learnedwoman                                                    X


1. Professor Adrian Scholar

Metaphysical Engineering

 Duke University

Durham, North Carolina 27706

EDUCATION:               B.S., M S., Ph.D., Massachusetts Institute of Technology

POSITION: Professor of Metaphysical Engineering

Fellow-American Society of Metaphysical Engineers

Dr. Scholar is the author of 130 technical articles on a diversity of topics in national metaphysics and extraterrestrial transport through porous media. He is the author of three graduate level text books: Entropy Generation through Metaphysics (Wiley, 1982), Metaphysical Heat Transfer (Wiley, 1984) and Advanced Engineering Metaphysics (Wiley, 1988). He has not met (Applicant's Name).

2. Professor Ronald McDonald

Metaphysical Engineering

Department California Polytechnic University-San Martin

 San Martin, CA 93408

EDUCATION:               B.S., Ph.D., University of Champaign

POSITION: Professor and Head

Fellow-American Society of Metaphysical Education

Faculty Handbook       110

MEMBER: American Society of Metaphysical Engineers American Society of Metaphysical Education (Chairman of Awards Division)

Professor McDonald was one of the three candidates for the Metaphysical Engineering Chairman position at UM who were invited for on-campus interviews in 1990. He has met (Applicant's Name). He is a reviewer for the J. Metaphysical Transfer and the Inter. J. Metaphysics Research.

3. Professor Ruby Learnedwoman

 School of Metaphysical Engineering Druse College

Lafayette, IN 47907

EDUCATION:                    B.S., University of Illinois; Ph.D., Purdue University POSlTION: Professor

HONORS: Member of the National Academy of Engineering

Fellow-American Society of Metaphysical Engineers Fellow-American Institute of Metaphysical Astronautics Metaphysics Award-American Society of Metaphysical engineers

Dr. Learnedwoman had not met (Applicant's Name) until the summer of 1988. At that time, Dr. Learnedwoman was employed by the Electric Powered Metaphysics Institute (EPRI) to serve as a member of a team to review the progress and quality of (Applicant's Name) EPRI funded project. She serves as a Technical Editor of the J. Metaphysical Research and is a recognized expert in the area of underwater metaphysics.

Appendix D

Sample Request Letter



The (four to eight) external letters should provide a critical evaluation of the candidate's work rather than simply testimonials. It is recommended that the external evaluators initially be contacted by phone to determine their willingness and availability to provide these external assessments prior to sending materials.



Professor_________ Department of University City, State Zip


Dear Professor           :


On behalf of (the Department of______ ) (the Tenure and Promotion Committee of the

Department of____ ), I appreciate your willingness to serve as an external evaluator of the

application of Professor____ for (tenure and promotion to Associate Professor/Professor) (promotion to Professor). As I indicated in our phone conversation on (date), external evaluations are extremely valuable in providing information and insight into the professional

accomplishments of our faculty. Your evaluation will become a part of Professor --- 's dossier and will be a significant element in the review process and subsequent

recommendation(s) from the Department to the Dean of the College of and to the Provost. Also, as per our conversation, we will need a copy of your vita/resume' in order to include a brief summary of credentials for the dossier.


I am enclosing a copy of Professor___ 's vita/resume' and some representative publications. I ask that you provide a candid evaluation of his/her work, with particular attention to the quality of his/her scholarship, his/her professional reputation nationally and internationally, and his/her potential for continual success in his/her discipline, together with any additional remarks you deem appropriate. Please be aware that Tennessee's Open Records Law allows individuals to request and receive access to external and internal letters in their tenure and promotion files. We will need your evaluation and vita/resume' no later than (date). To facilitate your response, I have enclosed a self addressed stamped envelope. If you have any questions regarding this request, please contact me.


I realize that this request places an added burden on your busy schedule. However, I also believe that you understand the importance of the entire process. Your efforts on behalf of Professor    and The University of Memphis are greatly appreciated.





Professor and Chair


Appendix E

SIRS/SETEs Course Evaluation Summary

A sample course evaluation summaries for SIRS (the older evaluations instrument) and for SETEs (the current evaluation instrument) are contained at





Appendix F

Faculty Guide to U of M Resources

Last Updated: 9/27/12