Crop and Soil Science Department Handbook

Fall 2018, version 2

Department of Crop and Soil Science

DEPARTMENT

HANDBOOK

CROP AND SOIL SCIENCE DEPARTMENT HANDBOOK

To ensure your continued success in your position with the Department of Crop &

Soil Science and the success of our department, your leadership team is providing

you the following department handbook. This information is intended to

strengthen our department’s high standards and success as a team and as

individuals.

If you have questions about the contents of this information, please speak with

Administrative Manager or Department Head.

Contents

Accident Reporting………………………………………………………………………………….….6

Address Changes………………………………………………………………………………………...6

Advising……………………………………………………………………………………………………7

Affiliate/Courtesy/Adjunct Faculty Request Process………………………………………...7

Americans with Disabilities Act (ADA)………………………………………………………………..13

Building and Space Atlas……………………………………………………………………….......15

Calendar(s) Departmental Events/Polycom/Conference Phone and Line

Requests/Travel ........................................................................................................................29

Classified Bargaining Agreement (SEIU) ....................... ……………………………………...…..…….31

Committee Guidelines/Committee Rosters .................... ……………………………………...…..…..…31

Common Space Use…………………………………………………………………………………...34

Computing……………………………………………………………………………………………….34

Curriculum-Course Management and Updates/Course Proposals, Process and

Support/University Review/Program Administration…………………………….………..34

Department Culture and Decorum-(CAS “salmon” sheet)………………………………...36

Department Endowments and Gift Funds……………………………………………………..36

Department Facilities and Equipment………………………………………………………….36

Department Organizational Chart……………………………………………………………….37

Department Succession Plan……………………………………………………………………....38

Department Vision, Mission, Values Statement………………………………………….…......38

Disability Access Services (DAS)………………………………………………………….………....38

Distressed Students…………………………………………………………………………….…..……39

Diversity…………………………………………………………………………………………….………42

Document Review Requests-Department Head…………………………………………..……..42

Docusign-Electronic Signatures……………………………………………………………….…….43

Email Distribution Lists……………………………………………………………………….….…….43

Email Requests to Department Head…………………………………………………………….….43

Emeritus Request Process…………………………………………………………………………..…..44

Employment-CSS Recruiting/Hiring Process for Tenure-Track, Fixed-Term, Classified,

Temporary, Student Positions…………………………………………………………………………45

Equipment Availability-general use……………………………………………………………….…47

ESET Evaluation of Teaching Score Retrieval……………………………………………………47

Faculty Award Process……………………………………………………………………………….…..47

Faculty Campus Clubs……………………………………………………………………………………47

Faculty Campus Resources/Benefits………………………………………………………………….47

Faculty Handbook (OSU)…………………………………………………………………………………48

Finance-Index/Grants/Overload Payments/Stipends/Services & Supplies…………………48

Graduate Student Travel Awards…………………………………………………………….………...49

Graduate Faculty Request……………………………………………………………………….……….51

Graduate Student Application Process……………………………………………………….………51

Graduate Student GRA/GTA Appointment Request/Timeline…………………………………53

Grant Proposal Process……………………………………………………………………………………54

Grievance/Ombudsman/EAP…………………………………………………………………….……..54

Key Requests………………………………………………………………………………………………..59

Leave Requests-Sick/Vacation/FMLA Request Process………………………………………...60

Letterhead……………………………………………………………………………………………………62

Letter of Recommendation-Writing Guidelines/Sample………………………………………..62

Meeting Request-Department Head…………………………………………………………………..63

Mentoring-New Faculty, Graduate Student………………………………………………………...63

Mid-Term Review Timeline/Process/Calendar…………………………………………………..…63

Motorpool and Project Vehicles………………………………………………………………………..65

Onboarding/Benefits……………………………………………………………………………………….68

OSU Faculty Handbook……………………………………………………………………………………80

OSU Event Calendar………………………………………………………………………………………..80

Parking-University/Department/Loading Docks…………………………………………………..80

Payday-Direct Deposit/Online Earnings Statements……………………………………………..82

Periodic Review of Faculty (PROF) Timeline/Process……………………………………….…..83

Philanthropy (University/Department/Project/Personal)………………………………….….100

Position Descriptions…………………………………………………………………………………….100

Printing/Mailing/Shipping/Faxing……………………………………………………………………100

Promotion, Tenure and Conversion Timeline/Process/Calendar……………………………102

Property (OSU/CSS/Project/Personal/Inventory)…………………………………………….…..104

Purchasing Request/Timeline………………………………………………………………………….104

Reimbursement Timeline/Process…………………………………………………………………….104

Retirement Timeline/Planning Process……………………………………………………………..104

Room Assignments & Space Allocations…………………………………………………………….107

Sabbatical Timeline/Process……………………………………………………………………………107

Safety & Emergency Preparedness…………………………………………………………………..110

Scents………………………………………………………………………………………………………….111

Scholarship Award Process…………………………………………………………………………….111

Service Animals…………………………………………………………………………………………….111

Signature Authority……………………………………………………………………………………....111

Signature Request-Department Head……………………………………………………………….112

Storage………………………………………………………………………………………………………..112

Strategic Plan……………………………………………………………………………………………….112

Student Clubs……………………………………………………………………………………………….112

Student Positions………………………………………………………………………………………….114

Surplus/Recycling/Refuse……………………………………………………………………………….114

Telecommunications………………………………………………………………………………..…….116

Temporary Positions (see Employment)

Tenure-Track Faculty (see Employment)

Timesheet-Instructions for Completion and Submittal………………………………….…….116

Travel-Authorization/International Travel/Reimbursement…………………………………117

Visa & Immigration………………………………………………………………………………...……..123

Visiting Scholar Request Policy/Process……………………………………………………..…….128

Volunteers…………………………………………………………………………………………….……..130

ACCIDENT/INCIDENT REPORTING

Accident Reporting

Accident/Injury reports should be submitted online using the Public Incident

Reporting Form https://oregonstate2-gme-

advocate.symplicity.com/public_report/index.php/pid283279?

This is an all-purpose form provided by Human Resources and is needed for

workers’ compensation and other consequences.

Mandatory Reporting of Child Abuse

All citizens have a responsibility to protect those who cannot protect themselves.

Oregon state law mandates that employees of Oregon State University must make

reports if they have reasonable cause to suspect abuse or neglect. These people are

called mandatory reporters and are a crucial link in the system to protect Oregon’s

most vulnerable citizens.

You can report accidents or incidents by going to the following link

https://oregonstate2-gme-

advocate.symplicity.com/public_report/index.php/pid405435?

ADDRESS CHANGES/UPDATES

To update your Current Mailing Address with your health insurance

providers, go to Pebb Benefits.

https://pebbbenefits.oha.oregon.gov/bms_web/!pb.main

Go to Employee Online Services

https://adminfo.ucsadm.oregonstate.edu/prod/twbkwbis.P_GenMenu?name=pm

enu.P_MainMnu where you may select whether or not your address and phone

information are listed in the OSU online and printed directories using

the “Directory Profile” menu option in the Personal Information tab.

To update or insert other addresses on your record:

Billing Address: contact Student Accounts, B100 Kerr Administration

Building, or telephone (541) 737-3775.

Department (US Mail) Addresses: faculty/staff contact your departmental

personnel/payroll person. [email protected]

Employee Office (Directory) Addresses: faculty/staff contact your

departmental telephone coordinator. [email protected]

Vendor Payment Address: used when faculty/staff receive payments from

OSU, including reimbursement for travel or other expenses. Contact your

departmental (AMBC) accountant to make changes.

[email protected]

ADVISING-UNDERGRADUATES

The department offers central advising to all undergraduate students. The CSS

undergraduate advisor is Andrew Hunt.

The advisor is in charge of meeting one-on-one with all CSS majors at least once each

term for about 30-45 min. This meeting requires advance preparation by reviewing

the student's MyDegrees and looking ahead to ensure students are fulfilling the

requirements toward graduation. During the meeting the advisor will review the

progress to date; guide students for course plans in the upcoming term; discuss

opportunities such as internships, jobs, graduate school, pertinent to their goals, and

advise students of resources available to them in order to succeed. The advisor is

responsible for helping students identify a faculty mentor for internships/research

and discussing general requirements to earn credit in CROP/SOIL 401 or 410.

Additionally, the advisor handles questions regarding specific courses offered by CSS

to any interested party by providing a brief description of the course; offering

times/terms, etc.; and/or forwarding inquiries to the instructor of record if more

detail is requested.

Faculty should consult or contact the advisor about changes in teaching courses for

which they are, or have been, responsible (e.g. dropping the offering of a course,

change in time or term offering, change in instructor of record); internship

opportunities (if faculty have a student working with them who they believe their

work merits internship/research credits they should reach out to the advisor) and

internship grades; and student late drop or add of courses within CSS. If faculty

have an issue with a CSS student (e.g. depression, threats, or in need of DAS) it is

helpful for the advisor to be made of aware of these situations.

Course overrides (and some waivers) are at the discretion of the individual instructor

and he/she should contact the scheduling coordinator (Caroline Charlton) to request

overrides for specific students. In most situations, only the instructor of record for the

course in which they are responsible is allowed to request an override for students.

However, upon meeting or speaking with advisees (or in some circumstances any

OSU student), the advisor can provide overrides/waivers for students if their

coursework meets or exceeds prerequisites for a specific course or degree

requirements. These are not typically offered upon suggestion or consultation with

other faculty as it is usually based on banner issues with transfer courses or

exceeding prerequisites. Otherwise, the advisor will refer students to the instructor

for the specific course.

AFFILIATE/COURTESY/ADJUNCT FACULTY REQUEST

PROCESS

The Department of Crop and Soil Science values collaborations with

colleagues appointed outside of our Department or OSU. To collaborate with us, one

does not need a formal appointment at OSU. In some cases, however, it is beneficial

to formalize relationships with OSU and our Department.

Benefits may include official recognition of a professional appointment; approved

opportunity to teach or co-teach a course in our Department; approval to serve as

a member of graduate student committees or as primary advisor of graduate

students; and acquisition of an OSU ID number, which provides access to OSU

recreational facilities, ability to purchase parking permits and to access certain

library privileges. Note that Courtesy Faculty may access inter-library loan

privileges but Affiliate Faculty may not.

A summary of the current OSU Office of Human Resources policy regarding

Courtesy Faculty and Affiliate Faculty appointments can be found here:

http://hr.oregonstate.edu/files/documents/general/courtesy_affiliate.pdf

Policy on Adjunct Faculty appointments is present here:

http://hr.oregonstate.edu/manual/adjunct-faculty-

appointments

Much of the language in this document is taken directly from resources of the

University and other units in the College of Agricultural Sciences.

Appointment Types

Courtesy Faculty are qualified individuals who typically provide substantive and

sustained contributions to achieve the mission of the Department and University.

Collaborations are usually expected to last more than one year, although visiting

scholars may be appointed as Courtesy for less than a year. Courtesy faculty are

typically appointed for up to five years, with a review of contributions after three

years. As long as contributions are substantive and sustained, the appointment

may be renewed at the discretion of the Department Head with input from the

Promotion, Tenure and Conversion Committee.

Affiliate Faculty are qualified individuals who contribute to and participate in

major functions that achieve the mission of the Department or University. Affiliate

Faculty are normally asked to identify a regular faculty member who will act as

mentor and collaborator. Appointments are typically for one year or less, but may be

renewed at the discretion of the Department Head with input from the Promotion,

Tenure and Conversion Committee.

Adjunct Faculty is an OSU faculty member whose academic home is in another

Department. Adjunct Faculty are professorial rank faculty associated with one or

more OSU departments but paid by other units of Oregon State University.

Adjunct Faculty appointments enhance functions by improved communication

with regular department faculty. Through cooperation and consultation, the

productivity of these individuals and the programs with which they are associated

may enhance resident instruction, continuing

education, and research by closer association with another department.

How do I request a courtesy, affiliate or adjunct appointment in the

Department of Crop and Soil Science?

Begin by discussing your interest with the Associate Department Head, including

whether you seek courtesy, affiliate or adjunct status. After consultation, write a

cover letter outlining your request and indicate which of the contributions listed

below you expect to make during your appointment. Be sure to explain the

specifics of your contributions in sufficient detail that readers can evaluate

effectively your plan for contributing to our Department. Send a pdf of the signed

cover letter and your current CV to the Associate Department Head (ADH), who

then routes those materials to all academic faculty in CSS for review and

comment. Comments are summarized by the ADH and directed to the Head with a

recommendation to approve, disapprove, or request additional information. If

approved, the ADH provides justification text to the Admin Assistant for

preparation of appointment letter to be signed by the Head. Appointments are

made at the discretion of the Head.

An exception may be Affiliate appointments where the appointed faculty is only

serving as an external committee member on a graduate student committee and

needs an Affiliate appointment in our Department to be approved for Graduate

Faculty status. This is a minimum requirement for all members of graduate

student committees.

Examples of expected contributions to the Department

Courtesy Faculty

Examples of substantive and sustained contributions that may warrant

appointment as a Courtesy Faculty include:

• Teaching regularly scheduled classes (Courtesy Faculty may teach

undergraduate or graduate courses either as co-instructor or as

primary instructor. The courses may be on-campus and/or via e-

campus. Courses may include graduate seminars).

• Directing thesis work of graduate students as the primary advisor.

• Serving as a principal investigator on research grants submitted

through our Department.

• Visiting scholar involved in a substantive collaboration with one or

more Department Faculty members.

• Providing regularly occurring consultations involving an expertise

under- represented among our regular faculty, such as mentoring in

statistical, molecular genetic, mathematical modeling or other

specialized techniques.

Affiliate Faculty

Examples of contributions to major functions that achieve the

mission of the Department or University include:

• Co-advising a graduate student with a regular faculty member.

• Participating in joint programs with OSU faculty.

• Providing regularly occurring guest lectures in classes or assisting in

outreach activities.

• Advising a student organization with a regular faculty member.

Adjunct Faculty

Contributions may be quite diverse but are expected to be substantial

enough to warrant official recognition as a member of our Department.

Some examples include:

• Instructor of a regularly taught course that is cross-listed in our

Department.

• Co-principal investigator along with a regular faculty appointed in

our Department working on a substantial and sustained

collaborative research project.

• Substantially contributes to the mentoring of graduate students and or

postdocs in the Department.

How do I know if I should request a faculty appointment?

In general, Courtesy and Adjunct Faculty members are more deeply involved in

their contributions to the Department than are Affiliate Faculty. For example,

Courtesy and Adjunct Faculty are often primary instructors for courses whereas

Affiliate Faculty are co-instructors or give regularly occurring guest lectures;

Courtesy and Adjunct faculty often serve as primary advisors to graduate

students whereas Affiliates serve as committee members; Courtesy faculty are

principal investigators on grants submitted through our Department whereas

Affiliates are co-investigators.

If you only wish to participate as a committee member or co-advisor of a

graduate student in our Department, the appropriate appointment is Affiliate.

Your appointment will be renewed until the student departs our graduate

program.

How long is my appointment?

Courtesy and Adjunct Faculty appointments are usually five-year terms, with

a review by the Promotion, Tenure and Conversion Committee and

Department Head in year three.

Visiting Scholars may have Courtesy or Affiliate appointments that are shorter in

duration.

Affiliate Faculty are typically appointed for one-year terms. Those appointments can

be renewed after review by the Department Head. Affiliate Faculty who are only

serving as committee members for graduate students are automatically renewed

until the student departs our graduate program.

Do I have voting privileges in the Department?

The Department encourages active participation in our faculty meetings by

faculty with all types of appointments. Courtesy, Adjunct Faculty, and Affiliate

Faculty do not have voting privileges.

How does periodic review of my appointment work?

The Department Head will correspond with faculty whose appointments are due

for review. An email will be sent requesting an updated CV and a summary of

contributions to the Department or University since the last review or initial

appointment. The materials will be reviewed by the Head, who will then approve

or deny renewal, or request additional information.

Courtesy Faculty will be reviewed at year three of a five-year appointment and at

year 5 if another appointment is requested by the Courtesy Faculty member.

Affiliate Faculty will be reviewed annually unless appointed only to serve as an

outside committee member for a graduate student committee.

If Courtesy or Affiliate Faculty do not request review or extension of their

appointments, their affiliation will be terminated at the end of year 5 or year 1,

respectively (from the time of initial appointment or most recent renewal).

Do I need to be on the Graduate Faculty as well?

A Courtesy or Adjunct Faculty member may be appointed to the Graduate Faculty

when appropriately qualified for the purpose of teaching a graduate level course,

directing theses, and or serving on a graduate student’s committee. An Affiliate

Faculty member is eligible to be appointed to the Graduate Faculty when

appropriately qualified, typically for minor participation in graduate instructional

activities. Appointment to the Graduate Faculty is initiated through the

Department Head. It is not expected that every Courtesy, Adjunct and Affiliate

Faculty member will hold a Graduate Faculty appointment. Refer to the Graduate

School for information regarding the procedure for appointment and the period of

appointment: (http://gradschool.oregonstate.edu/faculty).

What other contributions to the Department are expected?

Courtesy Faculty are asked to provide committee service to the Department. We

expect both Courtesy and Affiliate faculty to use the Department address in the

byline of their publications when relevant and appropriate.

What is the procedure?

The Procedure for Courtesy and Affiliate Faculty appointments are similar and

require College approval, whereas Adjunct Faculty appointments are at the

discretion of the Department Head. The flowchart below shows the steps involved

for these types of appointments to be considered, reviewed and approved.

For the non-OSU employee (candidate), the consideration of Courtesy or Affiliate

Faculty appointment usually begins with a conversation with the Department

Head. The candidate is encouraged to contact the Associate Department Head

(ADH) with a written request for appointment (step 1), including CV and desired

duties offered (teaching, advising, PI, etc.). The request is assembled by the ADH

and circulated to all CSS academic faculty with a deadline to respond (2). Faculty

individually decide (3). If majority faculty disapprove, the request is denied, or

faculty request more information. The ADH either notifies the candidate of

disapproval (4b) or prepares the justification text to go into the letter template by

the Administrative Manager (4a). The Admin Manager prepares the draft packet

and gives it to Head for approval (5). The packet is forwarded (6a) on to the Dean’s

office for approval (7b), and then on to the Grad School, if appropriate (7a).

9. Appointment Letter

Non‐OSU Employee

Appointment

Administrative Manager

Department Head Approval

College Approval

CSS is notified via the Administrative Manager, who notifies the

faculty and the candidate.

For the non-CSS faculty member, the process follows the same steps 1-5 as

Courtesy and Affiliated Faculty appointments. In this case, however, final

approval rests with the Department Head. A memo from the Head is sent to the

faculty member and their unit’s leader notifying them of the appointment (6b).

To ensure that the adjunct appointment is acknowledged in the General

Catalog, the Head notifies the University of the faculty member’s adjunct

status.

AMERICANS WITH DISABILITIES ACT (ADA)

What Is the ADA?

The Americans with Disabilities Act (ADA) is a federal law intended to stop

discrimination against people with disabilities. It applies to employers, state and

local government agencies, places of public accommodation, transportation facilities,

telephone companies, and the U.S. Congress. Under Title II of the ADA, public

colleges and universities are required to provide auxiliary aids and services to

qualified students with disabilities. Providing auxiliary aids and services is not

considered special treatment, but rather an equal opportunity to participate in the

services, programs, or activities offered by the institution.

What Are My Responsibilities as a Faculty Member?

Campus compliance with the ADA is a shared responsibility, and faculty members

play an important role in an institution's efforts. The ADA is a civil rights statute,

ensuring that students with disabilities will have the opportunity to participate in

postsecondary education without discrimination. For faculty members, providing

reasonable accommodations or auxiliary aids and services is one way to prevent

discrimination.

What is the purpose of the academic accommodations?

Students with disabilities are capable individuals who experience some limitations

that may require adaptation of materials, methods, or environments to facilitate

learning. Accommodations may also ensure that when students are evaluated, they

are able to demonstrate what they learned rather than the effects of their disability.

How Do I Decide Which Accommodations Are Appropriate for a

Particular Student?

Because appropriate documentation is usually provided by the student to staff

within the disability services office, faculty members are not responsible for making

decisions about accommodations. Disability services professionals recommend the

accommodations which will be most effective in assuring the

student's access to academic programs. Students have the responsibility for

requesting accommodations and services, and must provide documentation of

conditions that may warrant academic accommodations. Before providing particular

accommodations for a specific course, the disability specialist carefully considers the

nature of the student's disability and how this disability may affect the student's

ability to learn, and to demonstrate achievement, in the course.

How Will I Know That a Student in My Class Is Supposed to Have an

Accommodation?

It's fairly common practice for disability services offices to notify faculty members

of the type of accommodations that will be provided each semester. Some of these

accommodations, such as sign language interpreters, may be provided by the

disability services office itself, while other accommodations, such as extended time

for exams, may be provided by the faculty member. Accommodations may include

notetakers, sign language or oral interpreters, assistive listening devices,

alternative format course materials, open-captioned videos or films, and extended

time on exams. Not every student needs every accommodation, and the disability

services office is the best campus resource for working with each student to

determine the accommodations that are recommended.

Occasionally a student may ask you to provide accommodations, but you never

received official notification from the disability services office. To protect yourself,

the student, and your institution, you should recommend that the student channel

any accommodation requests through the disability services office.

Students have a right to privacy in disability matters, and their confidentiality must

be maintained. Please file notices of accommodation in a secure place and refrain

from discussing their disabilities and necessary accommodations in the presence of

fellow students or others who have no educational need to know.

Will Accommodations Compromise the Integrity of My Class or

Academic Program?

No. When providing accommodation for disabilities, institutions of higher education

are not required to lower academic standards or compromise the integrity of the

school or program. Essentially, accommodations and auxiliary aids and services are

provided to "level the playing field" for the student with a disability, enabling the

student to compete with his or her peers. Once you have provided accommodations,

you should grade the work of a student who has a disability as you would grade the

work of any other student. There is no need to give them a break by being unduly

lenient. To grade students more harshly because they have had the opportunity for

additional time for exams or other instructional modifications would nullify the

effect of the accommodations.

What Else Can I Do?

Don't be afraid to ask a student to describe how he or she learns best. You can also

make your course more disability-friendly by including information on your course

syllabus that encourages students with disabilities to contact the disabilities

services office for assistance in receiving accommodations. If you need additional

information or specific resources, please contact your campus disability services

office.

BUILDING AND SPACE ATLAS

3079

3079H

3079G

3079F

3079B

3083

3079E

3079

To Nash

3077

3075

3073

3069

3067

3065

3063

3059

3057

3055

CGRB

3012

CGRB

3141

3051

3049

3047

3045

3041

3039

3035A 3035D

3035B

3029

3027

CGRB/

MCB

3021

CGRB

3021

Center for Genome

Research & Biocomputing

3021

3017

3015 3017G 3017F

3017D

3017C

3017B

3005

3006

To Cordley

CGRB

3135

CGRB

3129

3127

CGRB

3131

CGRB

3133

3125

3119

3113A

3109

3107

3105

3094

3096

3113 3119

3054

3046 3040A

3060A

3064

3060

3110A

3110B 3084

3040C

3110C

3040B

3040

3110

3036

3036C 3036B

3036A

3110F

3110E

3110D

3120A

3120B

3150B

3150A

CGRB

3132

CGRB

3122

CGRB

3120

3150

3028

3022 3020

CGRB

3140

CGRB

3134

ALS THIRD FLOOR

Revised: October 2018

3086 3086A

3017A

Cordley Hall-4

Floor

4050A

4050

4050C

4052

4041

4045

Hallway

4034 4036 4038 4040

4042

4044 4046

4048 4050B

4031

4059

Crops-Basement

Stairs

#260

009

#734

021

#75

006

008

020

023

022

025

026

027

040

038

032

030

029

031A

Elevator

037A

037

035

037

031 031B

Stairs

421

Cytology

Lab

Crops-First Floor

Stairs

109D

109C

109B

153B

153

155

107

109

109A

153A

119

152

106

108 120

149

150

122

125

145

127

143

138

130

129

131A

Elevator

141

139

131C

131 131B

Crops-Second Floor

Stairs

253A

255

257

221

251

250

258

206

208 220

249

248

222

225

224

227

232

230

229

231A

Elevator

241

239 237

235

233

231

231B

Stairs

247

245

246

243

242

240

Crops-Third Floor

Stairs

351B

351

351C 355

309

323

351A

354

349

325

347

345

341

332

330

329

331A

Elevator

339

337 335

333

331C

331

331B

Stairs

348

342

324

344

322

320 308

306

Crops-Fourth Floor

Stairs

451B

451

451C

455

417

419

451A

449

454

421

423

445

425

427

441

430

429

431A

Elevator

439

437

435

431C

431

431B

Stairs

420

448

422

440

444

426

408

406

OSU Campus Map (Includes Parking)

Follow this link to OSU campus maps https://map.oregonstate.edu/

Campus Facilities

http://research.oregonstate.edu/shared-research-facilities-and-services

Much of the equipment and some of the services offered by these facilities are

available at no charge or for a small fee to cover expendable supplies.

However, the majority of services are fee-based, at a discounted rate to the OSU

community.

The campus facilities most commonly used by our students and program

include the following.

Agricultural and Life Sciences Building (ALS), Crop Science (CS), Cordley Hall,

and Seed Lab

The department’s main office is located in 109 Crop Science and a satellite office is

in ALS 3017. Several of our entomology faculty have offices and labs in Cordley

Hall. Our Seed Laboratory is a fee-based laboratory to support Oregon’s seed

industry. Offices, teaching and laboratory facilities are located in all three

buildings.

Greenhouses

http://agsci.oregonstate.edu/greenhouse/

Two major greenhouse complexes on campus offer 100,000 square feet total

growing space for teaching and research. They are the College of Ag Science East

(located immediately west of Cordley Hall) and West Greenhouses (about 1 block

west of 30th Street between Orchard Avenue and Campus Way).

All new users (graduate students, faculty, and staff) are required to complete an

initial orientation and safety training before starting work in the greenhouse.

Contact greenhouse staff to arrange this orientation and training:

http://agsci.oregonstate.edu/greenhouse/about-us/staff

Greenhouse space is allocated on a long-term basis to primary users through their

departments. Primary users may make short-term assignments to secondary users.

Users are responsible to the greenhouse manager to coordinate use or any

modification of the facilities.

Research Farms

http://agsci.oregonstate.edu/farmunit Department

faculty use three research farms:

• Hyslop Field Lab,

• Vegetable Farm, and

• Lewis Brown Farm

Plantings and field laboratories at these locations are used in field plot research

work. To use these farms for research purposes contact Dan Curry:

daniel.curry@oregonstate.edu

Center for Genome Research and Biocomputing (CGRB) 3021

Agriculture and Life Sciences Building

http://www.cgrb.oregonstate.edu/

CGRB provides services, technical expertise, collaborative functions and share-

use equipment for molecular bioscience research at Oregon State University. The

Core Labs are a fully staffed facility that serves as a focal point for acquisition

and development of new instrumentation and technologies. CGRB provides

service in four areas:

• Genomics

• Functional Genomics

• Biocomputing and Bioinformatics

• Imaging and Image Analysis

CGRB provides shared instrumentation, including real-time PCR, scanners,

robotics and computational facilities for use by walk-in users.

CSS Central Analytical Laboratory; 3079 Agriculture and Life Sciences

Building

https://cropandsoil.oregonstate.edu/cal

The Central Analytical Laboratory (CAL) provides fee-based analytical services to

OSU scientists and cooperating investigators. The CAL also serves as an important

resource for Oregon students and Extension clientele seeking information and advice

about plant, soil, and water analysis.

Stable Isotope Research Unit; Agricultural and Life Sciences Building

https://cropandsoil.oregonstate.edu/department-of-crop-and-soil-

science/stable-isotope-research-unit

The Stable Isotope Research Unit analyzes plant, soil, and other types of

biological and environmental samples for 15N and 13C abundance by CF- IRMS

and by GC-C-IRMS. Our systems include two PDZ-Europa 20/20 isotope ratio

mass spectrometers interfaced with Sercon and Europa gas- solid-liquid prep

modules and an Agilent Gas Chromatograph.

The OSU Seed Certification Service; 031 Crop Science Building

http://seedcert.oregonstate.edu/

The OSU Seed Certification Service in the Department of Crop and Soil Science

certifies seed acreage across the state. Seed Certification faculty have a wealth of

information about local, regional, national, and international seed certification

policies and procedures.

The OSU Seed Lab; Seed Lab Building – Campus Way

http://seedlab.oregonstate.edu/

The OSU Seed Lab in the Department of Crop and Soil Science tests hundreds of

types of seeds. Seed Lab faculty and staff have a wealth of information about

seed testing procedures from around the world. Their extensive seed testing

facilities can be used for cooperative research work.

The OSU Herbarium; 2082 Cordley Hall

http://oregonstate.edu/dept/botany/herbarium/

The herbarium is the world’s most comprehensive collection of Oregon plants and

fungi, with over 400,000 preserved specimens. Some identification services are

provided, and voucher specimens are accepted from OSU research projects.

The Oregon State Arthropod Collection; 3029 Cordley Hall

http://osac.oregonstate.edu/

A research collection of nearly 3 million preserved insect specimens. The

collection is among the largest of university-owned insect collections in the

country. It is the largest insect collection in the Pacific Northwest.

Research Office; A312 Kerr Administration Building

http://oregonstate.edu/research/

Faculty can obtain information about grants, fellowships, etc., from the

Research Office. The Research Office regularly notifies via e-mail and provides

pertinent information to OSU research faculty about upcoming grant and

fellowship opportunities.

Statistics Consulting Services; 44 Kidder

http://stat.oregonstate.edu/content/consulting-services

The Statistical Consulting Laboratory in the Department of Statistics offers

consultation services to University researchers engaged in:

• design of studies and experiments (including proposal preparation)

• statistical and graphical analysis of data

• appropriate choice, application and presentation of statistical methods

Researchers are encouraged to interact with a consultant during the planning stage.

OSU faculty may submit consulting requests to the Statistics Student

Consulting Service, or they may directly contact the manager of the Statistical

Consulting Lab at 541-737-1984. Fee-based consulting can be arranged.

Off-Campus Facilities

HJ Andrews Experimental Forest

The mission of the H.J. Andrews Experimental Forest is to support research on

forests, streams, and watersheds, and to foster strong collaboration among

ecosystem science, education, natural resource management, and the humanities.

Located in the western Cascade Mountains of Oregon, the Forest is administered

cooperatively by the USDA Forest Service’s Pacific Northwest Research Station,

Oregon State University, and the Willamette National Forest. The site is a charter

member of the National Science Foundation’s Long-Term Ecological Research

Program. Through the 1970s, the site was part of the International Biological

Programme-Coniferous Forest Biome (IBP-CFB), and in 1976 it was designated a

Biosphere Reserve as part of the United Nations’ Man and the Biosphere Program.

In 1948, the site was established as an Experimental Forest by the US Forest

Service and

Branch Experiment Stations

As the state’s land grant institution, Oregon State University has a system of eleven

branch experiment stations serving the research needs of the state’s diverse

agricultural and marine enterprises. The OSU AES branch experiment station

faculty and staff work with CSS-related research, extension, and teaching programs.

For the location and focus of each of the branch experiment stations, visit:

http://agsci.oregonstate.edu/research/oregon-agricultural-experiment-

station/oaes-branch-stations

Station directors, headquartered on the OSU campus, coordinate the efforts of

scientists based at branch stations and research and extension centers across the

state. These far-flung branch stations and centers are located in the different soil

and climate regimes around the state in order to provide producers with

information geared to different growing conditions

HAREC

Hermiston Agricultural Research &

Extension Center

Hermiston

Phil

Hamm

CBARC

Columbia Basin Agricultural

Research Center

Pendleton

& Moro

Mary

Corp

EOU

Eastern Oregon University

Union

Dave

Bohnert

KBREC

Klamath Basin Research &

Extension Center

Klamath

Falls

Brian

Charlton

COAREC

Central Oregon Agriculture Research

Center

Madras &

Powell

Butte

Carol

Tollefson

MES

Malheur Experiment Station

Ontario

Stuart

Reitz

SOREC

Southern Oregon Research &

Extension Center(Director-Rich

Roseberg)

Medford

Rich

Roseberg

National Clonal Germplasm Repository, Corvallis

http://www.ars.usda.gov/main/site_main.htm?modecode=53-58-15-00

This US Department of Agriculture (USDA), Agricultural Research Service (ARS)

facility is part of the National Plant Germplasm System. It is adjacent to the Lewis

Brown research farm on Peoria Road, Corvallis, OR. This unit collects, maintains,

evaluates, and distributes clonally propagated pear, hazelnut, hardy kiwifruit,

berries and other minor specialty crops. The facility houses four scientists: a small

fruit curator, a plant pathologist in charge of in vitro culture and cryopreservation,

a pear curator, and a molecular geneticist in charge of DNA marker technology.

USDA- ARS-National Forage Seed Research Lab

Campus Way http://www.ars.usda.gov/main/site_main.htm?modecode=53-

58-05-00

The mission of the Forage Seed and Cereal Research Unit is to improve the

profitability of forage seed, cereal, hop, and shellfish production systems in the

Pacific Northwest in a manner that meets the environmental expectations of society.

Forage Seed Lab scientists cooperate extensively with CSS faculty and has

specialized facilities to support cooperative projects.

USDA- ARS-Plant Materials Center

Hyslop Field Station

http://www.nrcs.usda.gov/wps/portal/nrcs/main/plantmaterials/pmc/west/orp mc/

The Corvallis Plant Materials Center provides plant solutions for northwestern

California, western Oregon, and western Washington. Heavily forested coastal

terraces, steep mountains, grasslands, foothills, valleys, flood plains, woodland

prairies, and savanna vegetation in the Willamette Valley and Puget lowlands typify

the topography and natural vegetation they study.

USEPA –Western Ecology Division (Corvallis Environmental Research

Laboratory)

http://www.epa.gov/wed/

This EPA research facility is a well-equipped facility studying air pollution effects,

terrestrial pesticides, and hazardous waste and water. Research areas of special

concern to plant scientists include air pollution effects on plants, uptake and effects

of pesticides on plants, and acid rain effects on crop plants. Of particular interest is a

unique system to study the uptake and translocation of chemicals by whole plants,

and transpiration and photosynthesis monitoring.

CALENDARS

Oregon State University Academic Calendar 2018-2022

https://registrar.oregonstate.edu/sites/registrar.oregonstate.edu/files/osu_4_year_calendar

_2021-22_0.pdf

CSS Departmental Calendar

A CSS departmental annual calendar provides timelines and information

pertinent to our department members. All faculty have the ability to add

information to the calendar. You also have the ability to remove your items.

Administrative faculty have the ability to add/remove any calendar items.

Calendar Rules

Please do not add any personal dates/items such as familial fundraising

and the like.

• Anything not abiding by the ‘salmon sheet’ principles (College of Ag

Sciences) will be removed.

Items you might want to add:

Field days

Community service events

Community events Departmental

events Networking events

OSU events

Deadlines for department-wide projects

Religious/spiritual events

Etc.

We want to avoid scheduling an important meeting, event or such that is

coincident with the spiritual holiday of an employee or student who is expected to

contribute to said meeting, event, etc. This calendar is how we are going to collect

such data.

While we are not encouraging proselytization, we are creating space for CSS

employees to note the holidays they observe as a way to signal their absence. You

may indicate your observance dates, whatever tradition you follow as a marker for

your absence should you wish it known.

OSU policy does not prohibit us from doing this:

http://eoa.oregonstate.edu/nondiscrimination-basis-religion

OSU policy for students does allow for making accommodation. In order to make

accommodation, we need to know what dates those are for those days other than

the major religions the University has catalogued to date.

http://eoa.oregonstate.edu/sites/eoa.oregonstate.edu/files/religious_acccommo

dation_policy_for_students_1.12.2017.pdf

To add the departmental calendar:

In Outlook go to the calendar section and select “open calendar” from the

address book.

Type in CAS_CSS_Calendar -you might have to change the address book on the

right to Exchange Address book.

When you see the object double click on it so it appears in the bottom field and

hit ok.

CSS Parking Space Calendar

Contact administrative staff to check availability or reserve the CSS reserved parking

space.

CSS Teleconference Number

Contact administrative staff to check availability or reserve the CSS teleconference

number for use in meetings with more than two members calling in.

CSS Travel Calendar

In the event of an emergency, it is important for the department head to know where

faculty members are located around the world. Administrative staff keep a travel

calendar for departmental reference. You should always be making your requests for

vacation through Empcenter. When your supervisor has approved your vacation

request, we add your name and dates to the calendar. Additionally, when you request

approval for business travel, your travel location and dates are added to the calendar.

LASSIFIED BARGAINING AGREEMENT

Our classified staff are a valued and integral part of department operations.

Classified staff are protected by the SEIU union contract which is bargained every

four years. The current contract linked below is through 2019.

https://usse-oregon.org/sites/default/files/uploadedFiles/11302015/2015-

17%20CBA%20Final%20w-revised%20cover.pdf

COMMITTEE GUIDELINES/COMMITTEE ROSTERS

Toward our commitment to shared governance, the Department engages faculty and

staff members to serve on department committees such as:

Committees on Teaching

Curriculum Committee Graduate

Committee Ecampus Committee

Peer Teaching Committee

Committees on Research

Seminar Committee Laboratory

Committee

Greenhouse and Farms Committee

Committees on Outreach

Non-campus Faculty Relations Committee

Extension Committee

Committees on Department

Esprit de Corps Committee Emergency

Preparedness Committees Scholarships

Committee

Awards Committee

Buildings Committee

Promotion, Tenure & Conversion Committee CSS

Executive Council

If you are interested in serving on any of the department committees, please contact

Department Head.

CSS Committee Assignments AY2019-20

(* = Chair to be elected by committee)

Committees on Teaching

Curriculum Committee (Representatives of CROP, ENT, PBG, SOIL, Ecampus programs,

advisors)

• Pett-Ridge, Julie (Chair)(SOIL); TBD (advisor)(CROP); Lindsley, Adam (Ecamp);

Townsend, Shaun (PBG); Hawks, Austin (EOU), Valtcho Jeliazkov (tenured

w/teaching duties), Laura Love Rathbun (UG), Kimberly Townsend (SUS)

Graduate Committee* (CROP, ENT, PBG, SOIL)

• Kleber, Markus-chair| Sabry Elias-chair Rondon, Silvia (ENT); Townsend, Shaun

(PBG);

Gutierrez, Shauna; Rifai, Kristin,

TBD (Grad)

Ecampus Committee (Ecampus-involved faculty)

• Lindsley, Adam (Chair); Japhet, Kimberly; Duval, Alyssa; Hunt, Andrew; Elias,

Sabry

Peer Teaching Committee (Chair, mentoring committee members)

• Parke, Jennifer (Chair); mentoring committee members

Committees on Research

Seminar Committee (Chair, 1 faculty seat, 2 grad students)

• Rory Mc Donnell (chair), TBD; TBD-Soils Graduate Student ; Lucas Kopecky

Laboratory Committee (Chair, 3 faculty seats)

Myrold, David (Chair); Jeliazkhov, Valtcho; Stimpson, David (SEED LAB); Ambrowiak,

Gloria (CAL), Anne Taylor

Greenhouse Committee (one liaison) Hayes, Pat

Farms Committee (one liaison) Curry, Dan

Committees on Outreach

Non-Corvallis Faculty Relations Committee

• Reitz, Stuart (Chair); Sathuvalli, Sagar; Department Head (ex officio); Jones,

Gordon; Charlton, Brian; Dan Sullivan

Extension Committee

Anderson, Nicole (Chair); Stephenson, Gary; Lutcher, Larry; Moore, Amber; Walenta,

Darrin

Committees on Department

Esprit de Corps Committee*

• Gwin, Lauren (Chair); TBD (Seed Lab); Rifai, Kristin

(Admin); Goodwin, Emmalie (Admin); Gutierrez, Shauna (Admin); Brown, Tami

(Seed Cert); Mobley, Meg (SUS/Soils); Trittinger, Susi (Crops Grad); Adam

Lindsley (Soils); TBD (Soils Grad)

Emergency Preparedness Committees

• Gunn, Hilary (Chair)

• Crop Science Building: Chris Wallace; Beuthin, Mary; Onstott, Curtis;

Gutierrez, Shauna; Kongraksawech, Teepakorn; Kammeyer, Hannah

(replacement); Hunt, Andrew; Curry, Dan; Yilma, Solomon

• ALS Building: Kasschau, Kristin; Morales, Kelly; Scheerer, Ann

• Seed Lab Building: Brown, Dale; Yea-Ching: Lickman, Allyson

• Cordley Building: Missy Scherr

Scholarships Committee

• Zemetra, Bob (Chair); Duval, Alyssa; Cassidy, James; Gutierrez, Shauna; TBD-

Advisor/Instructor; Qian, YanPing

Awards Committee

• Faculty Member, Department Courtesy & Affiliate Faculty, TBD; Exec Council

Building Committee

• Hayes, Pat (Chair); McMorran, Jeff; Yilma, Solomon; Berry, Pete; Zemetra, Bob;

Onstott, Curtis; Goodwin, Emmalie; ALS representative-David Myrold, Cordley

representative-David Myrold

CSS Promotion, Tenure and Conversion Committee (Current term ends 28

February, except leap years, of year shown)

• Zemetra, Bob (Chair, 2021); Cassidy, James (2020); Hannaway, David (2020);

Lajtha, Kate (2022); Angima, Sam (2022); Hulting, Andrew (2022); Townsend,

Shaun (2022); Mobley, Meg (2022)

CSS Executive Council (representative of each polity in CSS)

• Rondon, Silvia (Ent. & Research Stations); Anderson, Nicole (Non-campus

Extension); Townsend, Shaun (PBG); Curry, Dan (Seed Services); Myrold,

David (Soils); Chastain, Tom (Assoc. Head); Stephenson, Garry (Small

Farms) Rifai, Kristin (Admin), TBD (Dept. Head)

CAS Greenhouse Advisory Committee

• Hayes, Pat; McMorran, Jeff

COMMON SPACE USE (SEE BUILDING & SPACE ATLAS)

OMPUTING

The Roots computing group located in Crops 152 provides the department with computer

infrastructure and IT support. http://support.roots.oregonstate.edu/

CURRICULUM-COURSE MANAGEMENT & UPDATES/COURSE PROPOSALS,

PROCESS AND SUPPORT/UNIVERSITY REVIEW/PROGRAM ADMINISTRATION

Overview of principles for designing a class:

http://ctl.oregonstate.edu/resources

Follow these required syllabus guidelines for on-campus classes:

http://oregonstate.edu/admin/aa/apaa/syllabus-minimum-requirements

Follow these required syllabus guidelines for e-campus classes:

http://ecampus.oregonstate.edu/faculty/manual/syllabus.htm

Every term, place a copy of your syllabus on the shared drive S>CSS>Syllabi>2019

Fall/Winter/Spring and submit a copy to Department Head, TBD, Curriculum Committee

Chair, Julie Pett-Ridge and Kristin Rifai within 2 weeks of term start date using the

following naming convention:

CSS\Crop\Soil\ENTXXX_W16_LastName (e.g. CSS320_Sp16_Hawks;

Soil205_W16_Mobley; Crop310e_Sp16_Japhet)

Overrides/Course & Classroom Scheduling/Textbooks

Contact Elaine Clark to assist with the following:

• Students who need specific overrides in order to register for classes (such as prereq

overrides, max capacity overrides, etc.)

• All course scheduling for HORT, CROP, SOIL, CSS, PBG, ENT, and SUS for both

on-campus and Ecampus courses every term

• Writing course fee (field trip) proposals.

• Annual creation of the START manual.

• Creation of the undergraduate dean’s list flyer each term.

• Updating the undergraduate photo poster each term.

Classrooms & Scheduling Deadlines-course and classroom scheduling should happen at the

same time. Scheduling begins about 6 months in advance of term. Work with

[email protected]

Ordering Textbooks/clickers-about 4 months prior to start of term. Elaine Clark sends

out emails every term explaining the textbook ordering process.

Order clickers through the OSU Beaver Store as part of textbook orders. Effective June

2017, clicker information for ordering on your textbook order form: 978-0-9988191-1-

2/TURNING TECH (2) / QT2 RESPONSE CLICKER + TURNING TECH 5YR ACCESS

CODE PKG

Vans and motor pool for field trip scheduling-no specific deadline, suggest as soon as

possible. Instructor is responsible for this process.

Library Course Reserves-this can take up to a week to process. Plan accordingly. Instructor

is responsible for this process.

Lab Fees-OSU is not accepting lab fee proposals for the indefinite future. Lab fees

approved and added to courses before the freeze will continue to be charged.

Grading-Elaine Clark forward’s emails from the registrar’s office about grading.

Troubleshooting and grading information can be found here:

http://registrar.oregonstate.edu/grading-web-services if you need more specific information

contact [email protected]

We encourage faculty to study the OSU online course catalog of CROP and SOIL classes to

identify time slots that won’t conflict with existing classes. Consult with Andrew Hunt who

can assist with reducing conflicts with common classes our majors take in other

departments. Faculty should keep the needs of potential CSS undergrad majors foremost

when planning classes.

For any new class or revised class,

Planning and schedule of grad-level classes should follow the above procedure in order to

not conflict with existing courses

Undergraduate Program

Students in crop and soil science explore important contemporary issues including water

quality and management, organic crop production, erosion and sedimentation, growing

crops for biofuel production, land-use and reclamation, genetic modification of crops, soil

quality, and sustainability.

Two study options are available:

Soil Resource Management

The study of soil as a science provides the basic understanding of the physical, chemical

and biological properties of this important natural resource.

Soil is the fundamental substrate for life on terrestrial landscapes. Soil plays a vital role in

sustaining human welfare and assuring future agricultural productivity and environmental

stability. An understanding of global and local ecology depends on an awareness of the soil

and its properties. Global information and mapping systems are essential tools for

characterizing the landscape and its constituent soils.

Crop Management

The discipline of crop science provides the knowledge and understanding for technologies

that contribute directly to improvements in production and quality of food, feed, fiber, seed,

and energy crops for the world. Plant improvement is a key element in the effort to feed

the world’s ever-growing population as crop plants play an important role in the future of

sustainable food and energy production.

Graduate Program

Crop Science

Areas of study leading to advanced degrees in Crop Science include biotechnology, cereal

breeding and genetics, cereal chemistry, crop production, potato breeding and genetics, seed

physiology, seed production, seed technology and quality, weed science, crop pest

malacology and entomology. Graduate students are required to participate in the on-going

research program with which their thesis is associated regardless of their funding source.

This research is considered an essential part of the training program and an excellent

opportunity for the student to apply knowledge gained in the classroom to field or

laboratory situations.

Plant Breeding and Genetics

The Plant Breeding and Genetics (PB&G) Program embodies the Land Grant mission of

integrated research, teaching and outreach in the context of cultivar development and

fundamental genetics.

Soil Science

Graduate programs in Soil Science lead to M.S., M.Agr., and Ph.D. degrees with

specialization in various fields of soil science. Supporting course work is chosen for each

student from the basic sciences and other related fields. Original research is an essential

part of M.S. and Ph.D. thesis programs. Each program is individually designed by the

student and his or her graduate committee. A non-thesis Environmental Soil Science M.S.

degree that involves completion of a problem-solving project with wide-ranging course work

also is available. The student chooses a major professor and representatives of the major

and minor fields of study.

DEPARTMENT CULTURE AND DECORUM

Otherwise known as the “Salmon Sheet”, the College of Agricultural Sciences has included

the principles and practices that we should all embrace in order to work together respectfully.

EPARTMENT ENDOWMENTS & GIFT FUNDS

(details coming in next document version)

EPARTMENT FACILITIES & EQUIPMENT (SEE BUILDING/SPACE ATLAS)

Academic home ties

Academic

home ties

CSS Department Head

Director of Seed

Services

Crops faculty w/

Crops Bldg

Coordinator

Soils faculty w/

ALS Bldg

Coordinator

Seed

Certification

Expt. Station Faculty

Seed lab

Central Anly Lab

County faculty

Administrative

Manager/Asst. to Dept. Head

Department of Crop and Soil Science Organizational Chart – January 2019

Station Directors

Extension Regional

Administrators

Classified staff

CAS ROOTS IT

Computing services

- network support

- web support

Courtesy/Affiliate Faculty

- ARS – Corvallis/CBARC

- NRCS

- other colleges on campus

- other agencies/companies

Faculty supervise

FRA(s), RA(s), GRA(s),

GTA(s), post docs,

classified program staff,

temporary workers, and

student workers. FRAs

may supervise classified,

temp and student

workers in some

programs

Entomology

faculty w/

Program

Leader

Seed Services

DEPARTMENT ORGANIZATIONAL CHART

DEPARTMENT SUCCESSION PLAN

(Details coming in next document version)

DEPARTMENT VISION, MISSION, VALUES

Our mission is to develop and deliver knowledge of plant-soil systems: learn, discover, grow.

The Department of Crop & Soil Science mission statement addresses the three-fold land-

grant university mission through a series of mandates.

Our research mandate is to discover and develop principles of plant and soil sciences

through scientific investigation and to apply these principles to the development of new

crops and varieties, and new crop, soil, and water management practices in agricultural,

urban, and natural environments.

Our teaching mandate is to teach principles and applications to undergraduate and

graduate students on- and off-campus, and to provide students with experiential training

and learning opportunities.

Our extension, outreach and engagement mandate is to convey research-based

knowledge in a way that permits people to improve their lives, and their communities.

Our diversity mandate is to promote diversity of ideas, people, and cultures; and to

disseminate accumulated knowledge through resident instruction, distance and continuing

education, extension, publications, and professional associations.

Our vision is to be recognized regionally, nationally, and internationally for scholarly work,

effective student training, innovative and relevant extension education and service

programs. The Department strives always to be aligned and programmatically integrated

within OSU and externally with partner resources to enhance and sustain the research,

production, and management activities that strengthen state and global economic and

environmental vitality.

DISABILITY ACCESS SERVICES (DAS)

Disability Access Services (DAS) provides accommodations, education, consultation and

advocacy for qualified students with disabilities at Oregon State University. DAS works

with students at OSU, OSU-Cascades, across Oregon and around the world through the

OSU E-campus program.

Accommodations for students with disabilities are determined and approved by Disability

Access Services (DAS). DAS notifies students and faculty members of approved academic

accommodations and coordinates implementation of those accommodations. While not

required, students and faculty members are encouraged to discuss details of the

implementation of individual accommodations.

Contact DAS at 541-737-4098 or http://ds.oregonstate.edu

DISTRESSED STUDENTS

As a result of growing safety issues and concerns on college campuses, Oregon State

University (OSU) developed a Student Care Team (SCT). The SCT addresses student

behaviors that are disruptive and may include safety and/or mental health issues. The goal

of the SCT is to promote the safety and health of students which, in turn, aids in the well-

being of our overall OSU community. The SCT consists of a group of qualified and

dedicated OSU professionals who collaborate together as they focus on:

• Eliminating fragmented care and information

• Providing a structured method for addressing student behaviors that impact the

university community

• Balancing the individual needs of the student and those of the greater campus

community

• Initiating appropriate intervention without resorting to punitive measures

The Student Care Team is comprised of representatives from the Academic Success Center,

Counseling and Psychological Services, Dean of Student Life Office, Department of Public

Safety, International Student and Advising Services, INTO OSU, Office of Equal

Opportunity & Access, Oregon State Police – OSU Station, OSU Graduate School,

Residential Education, Student Conduct and Community Standards, and Student Health

Services.

As someone who works directly with students on a daily basis, OSU faculty and staff are in

a unique position to interact with students both inside and outside of the classroom. The

SCT addresses concerns about student behavior that may be disruptive to the integrity of

the learning environment and the greater campus community.

The Student Care Team meets regularly and would be glad to consult with you. You may

contact the SCT through the Office of Student Life at (541) 737-8748, option #3,

the Student Care Inquiry Form, or deanofstudents@oregonstate.edu

DIVERSITY

Launched in 2018, Innovate & Integrate: Plan for Inclusive Excellence, is Oregon State's

first comprehensive diversity strategic plan and a key step towards the realization of

Oregon State’s vision to become a national model for inclusive excellence. The plan was

developed through extensive engagement with stakeholders who contributed their expertise

and experience to the development process. The plan represents a roadmap to advance

inclusive excellence by leveraging existing successful initiatives and embracing new

innovative ideas.

https://diversity.oregonstate.edu/sites/diversity.oregonstate.edu/files/oid_strategicplan-web.pdf

DOCUMENT REVIEW REQUESTS-DEPARTMENT HEAD (SEE EMAIL REQUESTS-

DEPARTMENT HEAD)

DOCUSIGN-ELECTRONIC SIGNATURES

DocuSign is an electronic signature system designed to improve the workflow of signing

and approving documents in a way that’s simple, secure, and fully digital. Documents

signed with DocuSign are legally enforceable, intended to re-envision conventional paper-

based processes. Currently in use by most departments on campus with the exception of the

registrar’s office. Registrar’s office requires wet signature on all document submissions.

EMAIL DISTRIBUTION LISTS

CSS has created the following email distribution lists to assist in focusing your email to the

appropriate employment types:

CSSO Everyone Crop & Soil Science (all other distribution lists feed into this list

automatically)

CSS Department CSS Research Faculty, CSS Teaching Faculty, CSS Extension

Faculty, CSS Non-Corvallis Faculty, CSS Corvallis Faculty, CSS

Tenured Tenure-Track Faculty, CSS Classified, CSS Professional

Faculty, CSS Crops Graduate Faculty, CSS Soils Graduate

Faculty,CSS Seed Certification, CSS Seed Lab

CSS ALS Building All CSS faculty in ALS building

CSS Crops Building All Crops building occupants

CSS Cordley All CSS faculty in Cordley

CSS Affiliated list of people we work with including AMBC HR, AMBC Finance,

Roots IT

CSS Tenured Tenure-Track Faculty Department tenured and tenure-track faculty

CSS Professional Faculty Department professional faculty

CSS Teaching Faculty Department teaching faculty

CSS Research Faculty Department research faculty

CSS Extension Faculty Department extension faculty

CSS Soils Graduate Faculty Soils graduate faculty

CSS Crops Graduate Faculty Crops graduate faculty

CSS Classified Staff Department classified staff

CSS Corvallis Faculty Department campus-based faculty

CSS Non-Corvallis Faculty Department non-campus faculty

CSS Emeritus Faculty Department Emeritus faculty

CSS Undergraduate Students Department undergraduate students

CSS Retirees Retired previous CSS Department employees

EMAIL REQUESTS-DEPARTMENT HEAD

Process for Email Requests to Department Head (Email Triage)

Ensure that subject line clearly states intent of email

1. Urgent: Title and requested action (Copy Kristin Rifai-urgent requests are items that

need to be addressed immediately or within 48 hours)

2. Review and Comment: Title of Item (reply requested by dd/mm) (Copy Kristin

Rifai)

3. Signature Request: Name of Document (return by dd/mm) (send request directly to

Kristin Rifai)

4. Request for Meeting: Name of Event/Concern (send request directly to Kristin

Rifai)

5. For Review-no reply requested: Title of Item

6. FYI: Title of Item

7. Authorized or Approved (response, in subject line indicating approval with no

comment inside the body of the email)

8. EOM (stands for end of message, response, in subject line indicating no comment

inside the body of the email)

If CC is used, no reply should be expected, you should only CC people who have a need to

stay in the know.

EMERITUS REQUEST PROCESS

Policy

The "Emeritus" title may be recommended for a faculty member who:

1. retires from Oregon State University, and

2. has held a position with indefinite tenure, generally on an active full-time basis, for

at least five years immediately prior to retirement, and

3. has demonstrated professional competence and provided effective service to the

programs of the institution.

Procedure

• Submit nomination to the Office of Academics Affairs at least two months prior to

retirement (refer to sample letter).

• Dean/Director will solicit nominations from departments prior to the actual

retirement/ tenure relinquishment of faculty who may be eligible for Emeritus

status.

• Dean/Director will present each recommendation in the form of a letter, addressed to

the Vice Provost for Academic Affairs, providing a brief description and evaluation of

the services the faculty member has rendered to the University, including dates of

employment and date of retirement or tenure relinquishment. This letter will

become part of the faculty member's permanent personnel records file in the Office of

Human Resources. It is important that the faculty member’s post-retirement

mailing address is included in the letter.

• Each faculty member receiving the title "Emeritus" will be advised of the action by

the President and Vice Provost through a letter. A copy of the letter will be provided

to the faculty member’s department/unit.

• Upon receipt of the department copy of the Emeritus letter from the President, if the

Emeritus form will be prepared by the department/unit representative, log into

OSCAR (https://oscar.oregonstate.edu), go to the Recruit/Appoint section, and

complete the online task to appoint the Emeritus faculty member. The resulting

form is attached to the following documents and sent to the Business Center human

resources staff in order to begin the appointment in Banner.

• Copy of the recommendation letter from the Dean/Director

• Copy of the President’s letter granting Emeritus status

Use of Emeritus Title

The title "Emeritus" will be added to the academic rank (held at the time of retirement) for

faculty members whose services have been principally in teaching and research (such as

Professor Emeritus of History, or Associate Professor Emeritus). Faculty members whose

principal duty is as an academic executive administrator may have the title "Emeritus"

added to the administrative title held at the time of retirement. The five approved

academic executive administrator titles are: President Emeritus, Provost Emeritus, Vice

President Emeritus, Vice Provost Emeritus and Dean Emeritus. In such cases, the title

may also be added to their academic rank (such as Dean Emeritus of the College of Science

and Professor Emeritus of Chemistry).

Benefits

Emeritus status is to be effective for life of the faculty member. Emeriti faculty members

are granted use of the library, may take courses at staff rates, and are granted an Emeritus

faculty ID card. As with all other retired faculty and staff, they may also purchase athletic

season tickets at faculty/staff rates and participate in the Faculty/Staff Fitness program.

Emeriti faculty members are not eligible for employee health benefits, vacation leave, or

sick leave.

Continuation of Professional Activities

Emeriti faculty members who willingly engage in professional activities without

compensation or remuneration on behalf of the University are required to complete the

Conditions of Volunteer Service Form found

at http://risk.oregonstate.edu/insurance/volunteer

MPLOYMENT-RECRUITING/HIRING PROCESS FOR TENURE-TRACK, FIXED

TERM, CLASSIFIED, TEMPORARY, STUDENT POSITIONS

Unclassified Appointments (Research & Professional Faculty, Tenure-Track &

Fixed-Term)

Academic Appointment Guidelines

http://hr.oregonstate.edu/sites/hr.oregonstate.edu/files/jobs/acadappt.pdf

Classified

All positions are considered represented (by the bargaining agreement) by default, unless

the criteria for exclusion are met according to PECBA guidelines.

Academic Wage

The purpose of an academic wage appointment is to complete a short-term, non-recurring,

non-teaching work assignment, typically lasting 90 calendar days or less. It is appropriate

to use this appointment method when:

• The workload is intermittent/sporadic, but ongoing.

• A person is being placed into an "acting" appointment (those positions filled on a

temporary basis to replace a regular, unclassified employee on leave). An acting

appointment is made using the academic wage appointment process, NOT the regular,

unclassified appointment process.

• A returning retiree or other unclassified (C1) employee is returning to their same

position/duties at time of termination (these positions are NOT processed through the

Online Recruiting System).

• A current, regular status employee is provided an unclassified developmental

opportunity (a temporary job assignment that allows an employee to gain new skills and

experience relevant to his/her career goals).

Temporary

Effective with the 2015-2019 OUS/SEIU Collective Bargaining Agreement (CBA),

temporary employees who have worked an average of four (4) or more hours per week

during the most recent calendar quarter, and have a reasonable expectation of continued

employment will be considered represented by the SEIU. Reasonable expectation of

ongoing employment is assumed until the temporary employee’s position is terminated.

Temporary staff appointments must only be used for the purposes of meeting emergency,

nonrecurring or short-term workload needs. Employment of a temporary worker, other

than to replace a regular employee on leave, cannot exceed the equivalent of six calendar

months (1,040 hours) in a twelve month period, beginning with the first day of employment.

Represented temporary employees have the same classification title and base rate of pay

for the appropriate classification as regular classified employees. Rates of pay for

represented temporary employees must be within the established ranges, minimum and

maximum, according to the salary appendices in the 2015-19 CBA. All represented

temporary appointments will continue to be paid on an hourly basis.

Temporary Agency Hiring

When contracting external temporary employees the university is required to utilize the

services of a Qualified Rehabilitation Facility (QRF) in accordance with the provisions of

ORS 279-835 to 279-855 and applicable Administrative Rules.

The Temporary Employment Agency Request form is available in the Recruit/Select section

of the OSCAR website at https://oscar.oregonstate.edu/public/recruit.aspx

Click on “Temporary Employment Agency Request,” complete the form and submit it to

Kristin Rifai.

Please do not submit a request to a temporary agency directly. All requests must go

through Kristin Rifai and your Business Center HR staff.

Student Hiring

When hiring a student worker, complete the student position request form

https://hr.oregonstate.edu/student-employment-program/webform/student-position-request-form

Shauna Gutierrez is our contact for all student hiring.

EQUIPMENT AVAILABILITY-GENERAL USE

(Details coming in next document version)

ESET STUDENT EVALUATION OF TEACHING SCORE RETRIEVAL PROCESS

Go to OSU Online Services

https://adminfo.ucsadm.oregonstate.edu/prod/twbkwbis.P_GenMenu?name=pmenu.P_Main

Mnu

Go to the “Faculty & Advisors” tab

Go to Instructor Access to Student Evaluations

Go to Reports Tab/Report Browser

FACULTY AWARD PROCESS

(Details coming in next document version)

ACULTY CAMPUS CLUBS

If you are aware of additional faculty campus clubs not included on the list, please contact

[email protected]

Oregon State University Bird Nerds http://osubirdnerds.weebly.com/

Oregon State University Bass Fishing Club

https://www.facebook.com/pg/OregonStateBassFishingClub/about/?ref=page_internal

OSU Folk Club http://osufolk.oregonstate.edu/about

OSU Religious Studies Club http://liberalarts.oregonstate.edu/school-history-philosophy-

and-religion/religious-studies/religious-studies-club

Faculty are welcome

OSU Rifle Club http://www.osurifle.com/ faculty are welcome to go in and take a gun safety

course.

OSU Women in Science https://www.facebook.com/WomenInScienceOSU/

Professional Faculty Leadership Association (PFLA) http://oregonstate.edu/pfla/

Triad http://triad.oregonstate.edu/

FACULTY CAMPUS RESOURCES/BENEFITS

Faculty Resources

Use your ONID log in credentials to check out MYOSU at

https://myosu.oregonstate.edu/web/myosu/1

Faculty Benefits

FACULTY HANDBOOK (OSU) (SEE OSU FACULTY HANDBOOK)

INANCE-INDEX/GRANTS/OVERLOAD PAYMENTS/STIPENDS/SERVICES &

SUPPLIES

A pending index allows any costs incurred in the start-up phase of your project to be

correctly allocated, and eliminates the need for any cost transfers upon receipt of the actual

award. The dean and/or department head/chair are required to sign the organizational

prior approval system (OPAS) form, as is the principal investigator. The OPAS form

authorizes the setup of a pending index, whereby the department agrees to guarantee any

costs incurred prior to receipt of the award. In the event the award is not received, any

costs incurred on the pending index are charged back to the department.

A pending index can be requested for the following:

• Awards which have passed the start date, but for which the award document has not

yet been received.

• Pre-award costs, which are expenditure of funds up to 90 days prior to the expected

start date of a new award. Please contact your OPAA grant accountant to determine

if agency approval is required for pre-award spending.

Prior Approval Request Pending Index Form

This form has three functions: 1) to request no-cost extensions, 2) pre-award costs, and 3)

for pending award requests. No-cost extensions and pre-award costs are for awards from

agencies which have granted OSU expanded authorities. No-cost extensions must meet

established criteria to be approved and must reach the Office of Post Award Administration

(OPAA) 45 days prior to the end date of the award. Pre-award costs allow costs up to 90

days prior to the start date of the award. Pending indexes are set up for awards that have

been proposed, but not yet awarded. Departments requesting pending indexes are

responsible for charges on pending indexes if the awarding agency fails to fund the award.

Grants

To view your grant balances.

https://core.oregonstate.edu/reports/RES1210

• enter your last name then “view report”

• click on your last name in “grant lookup by PI”

If you have questions about your grants or indexes, please contact AMBC finance,

Stephanie Dewey or Itsue Pfund

Grant Proposal Process

The College of Agricultural Sciences offers grant proposal support. Contact Liz Etherington

via email: [email protected] or phone: 541-737-3429.

Finding Funding

Help Preparing a Grant Budget

Proposal submission templates

Submit a proposal in Cayuse (grant proposal software) or to a sponsor

Overload Compensation

Full-time faculty at Oregon State University may be requested to perform service in excess

of full-time effort for institutional-funded activities. Such activities are considered overload

and may include instruction, education and outreach programming, and consulting. The

University, in delivering the work, has an interest in and obligation to insure fair

compensation across units for work of similar scope, complexity, and disciplinary content.

Follow this link for more information on overload compensation.

Stipends

As members of the University’s community, unclassified employees (academic, research and

professional faculty) are expected to participate in a variety of Oregon State University’s

activities and services without additional compensation. The salary of full-time faculty

members is full compensation for job duties and activities performed for the University.

There are occasions, however, when a faculty member is asked to perform administrative

duties on a temporary basis that are substantially outside the scope or reasonable potential

scope of the faculty member’s position. In such instances, the faculty member may be

eligible to receive an administrative stipend.

Follow this link for more information on administrative stipends

https://hr.oregonstate.edu/manual/administrative-stipend

Services & Supplies

(Details coming in next document version)

GRADUATE STUDENT TRAVEL AWARDS

The goal of Department Graduate Travel Awards is to fund attendance by graduate

students at professional meetings in their chosen field of study. These meetings are an

important part of graduate student training. Further, this award pool is particularly set up

for students in need, be that because their faculty advisor has insufficient funds for support

of meeting attendance and travel or the meeting offers training the student seeks. The

spirit of awarding is to extend as much of the available funds to the most students. Hence,

full award of requested budget is a rare thing.

The award amount is the maximum reimbursable amount. Should a student receive

sufficient funds from the Graduate School, the Department will withhold the excess amount

in its award for use by another student.

Deadlines

Notification Department Awards Committee Grad School Grad School

Email Deadline Decision Deadline Decision

Travel from May 1-October 31

March 1 March 15 March 25 April 1 May 23

Travel from September 1-January 31

July 1 July 15 July 25 Aug 1 Aug 22

Travel from December 1-April 30

Sept 30 October 15 October 24 Nov 1 Nov 23

Procedure

• Student submits email of interest to Emmalie Goodwin, attached to email are

documents and checklist, documents to include:

o Completed signature page and percentages of cost coverage worksheet.

o Copy of submitted abstract or submitted product; include title and authors in

order they appear on submission/abstract

o Statement of the importance and value of the meeting. As relevant, details of the

workshops, job interviews, project development, journal article writing, field trips,

networking sessions, leadership in the sponsoring agency, and collaboration that

will occur (one page or less)

o Student’s filed program of study

o Notification of acceptance or presentation OR indicate the acceptance is pending

and when notification is expected. Indicate whether this will be an oral or poster

presentation.

o Student CV

o Budget: Include an itemized list of ground and/or air transportation, meals,

lodging, meeting registration fee, abstract fee, other, a justification/explanation of

costs, and the total cost and amount requested from the Graduate

School/Department.

o Advisor or Major Professor’s statement on stature of the meeting or conference

relative to conferences in the field, and acceptance rate of submissions. (be sure to

explain the purpose of this letter to your advisor or major professor)

o Name this document using the following naming convention:

Smith_Feb2015_Physics_Grad Travel.pdf

• Emmalie sends nomination packets to Tom Chastain for decision.

• Tom submits nomination packet for Grad Travel award online by deadline.

• Tom gives names of department award winners to Emmalie.

• Email announcing winners on behalf of Tom.

• Emmalie sends email to recipients on process to receive funds, and other required

details.

• Within a month of returning from the conference the student will (depending on award:

o send a one page report to the graduate school that includes students name, major,

degree sought, major professor’s name, conference attended, dates and location

conference, presentation title, and a description of the significant outcomes for the

student. Email to graduate.scholarships@oregonstate.edu

o Send a thank you note to departmental donor, with description of conference

attended and significant outcomes.

GRADUATE FACULTY REQUEST

In order to serve on a graduate committee, members must be on the graduate faculty list.

Please check with Kristin Rifai, [email protected] to ensure your graduate

committee members have graduate faculty appointments. If they are not OSU faculty

members, they also need an official affiliation with Oregon State University in the form of

an Affiliate or Courtesy Faculty Appointment. See “AFFILIATE/COURTESY/ADJUNCT

FACULTY REQUEST PROCESS”

GRADUATE STUDENT APPLICATION PROCESS

Crop Science Graduate Program Application Steps

Steps for applying to the Crop Science Graduate Program are detailed below. Please follow

the sequence to ensure that you’re not unnecessarily expending application fees required by

the graduate school.

Step 1. Identify an Advisor

a. Review the matrix of disciplines and commodities to determine your interest

area. Faculty Matrix

b. Email a faculty member identified with that discipline and commodity focus to

determine if he or she is willing to serve as your mentor.

c. Copy your email to our Graduate Applications Coordinator, Shauna Gutierrez;

shauna.gutierrez@oregonstate.edu

d. Provide a letter of interest, your CV, previous GPA, our Graduate Questionnaire and

indicate if you require financial assistance.

e. Await a reply from the identified faculty member and ensure their willingness to serve

as your mentor before applying to the Graduate School.

Soil Science Graduate Program Application Steps

Steps for applying to the Soil Science Graduate Program are detailed below. Please follow

the sequence to ensure that you’re not unnecessarily expending application fees required by

the graduate school.

Step 1. Identify an Advisor

a. Email a faculty member identified with that discipline and commodity focus to

determine if he or she is willing to serve as your mentor.

b. Copy your email to our Graduate Applications Coordinator, Shauna Gutierrez;

[email protected]

c. Provide a letter of interest, your CV, previous GPA, our Graduate Questionnaire and

indicate if you require financial assistance.

d. Await a reply from the identified faculty member and ensure their willingness to serve

as your mentor before applying to the Graduate School.

Crop Science & Soil Science

Step 2. Apply to the Graduate School (fee required)

a. After you have identified a suitable mentor within the Crop Science graduate faculty,

submit your application to the Graduate School

(http://gradschool.oregonstate.edu/admissions/academic-requirements).

b. Taking the GRE is required, however there is no program-specified minimum score.

c. Provide 3 letters of reference.

d. If you are a non-native English speaker and have not completed another degree in the

US, you must provide evidence of English proficiency. OSU accepts several English

language test scores, the most common of which are TOEFL and IELTS. Proficiency

requirements are TOEFL: 550; TOEFL iBT: 80; IELTS: 6.5

(http://gradschool.oregonstate.edu/admissions/international#english-language)

Step 3. Submission Dates

We accept applications at any time of the year, and accepted students can enroll during any

academic term. To be considered for funding for Fall Term, we recommend that you submit

a complete application by January 10. For university deadlines visit Oregon State's

Graduate School.

For Fall - January 10

For Winter - June 1

For Spring - September 1

For Summer - December 1

Step 4. Apply for Financial Assistance

A limited number of graduate research assistantships (GRAs) are available to students

through various projects in the department. Graduate research assistants work on a part-

time basis 12 months per year; all students must contribute to the sponsoring research

project. GRAs are funded grants awarded to specific faculty members. Graduate research

assistants do not pay tuition but are responsible for fees and health insurance. General

information on eligibility rules for low-interest federal loans can be obtained from

the Graduate School.

There are university-wide scholarship and fellowship opportunities for highly qualified

applicants. https://gradschool.oregonstate.edu/finance/graduate-fellowships-and-scholarships

Non-U.S. citizen applicants may also seek fellowships from their home country, or from

international agencies and foundations. To obtain a student visa, international students

must show evidence of sufficient financial resources to support their entire educational

program at Oregon State.

Group health insurance is available through Oregon State University.

GRADUATE STUDENT GRA/GTA APPOINTMENT REQUEST/TIMELINE

Graduate Student GRA/GTA Appointment Request

Newly admitted graduate students with promise of funding

Once a faculty member has accepted a student for admission to the CSS graduate program,

the faculty member should request a GRA/GTA offer letter from graduate coordinator. The

Coalition of Graduate Employee (CGE) contract requires a full-year commitment (unless by

exception and with justification).

Send an email to [email protected]

The request should include:

Start Date:

End Date: 9/16/xx-6/15/xx or 9/16/xx-9/15/xx

Index to use (be specific):

If less than a full-year, please provide a statement as to why the contract is less than a

year:

For Current Graduate Students, following is the timeline:

Mid-July/Mid-October/Mid-January/Mid-April:

Shauna sends an email request to all faculty member’s for appointment/re-

appointment letters for the upcoming academic year/term. CGE stipulates

that offer letters be sent to students by August 16, November 16, February 16,

May 16.

August/November/February/May:

Shauna prepares appointment letters and sends to students requesting

signature and return within a week.

September/December/March/June:

Shauna inputs information into HR system and scans offer letters to AMBC

During Winter Term

Yanli Zhang updates the AMBC spreadsheet with information about cost of

graduate students, including stipend, cost of insurance, tuition & fees, etc.

During Spring Term

The graduate school announces minimum stipend levels. Using this

information, Shauna updates CSS stipend levels for distribution during spring

faculty meeting.

Options for summer funding, credits and tax considerations

(Details coming in next document version)

GRANT PROPOSAL PROCESS

The College of Agricultural Sciences offers grant proposal support. Contact Liz Etherington

via email: [email protected] or phone: 541-737-3429.

Finding Funding

Help Preparing a Grant Budget

Proposal submission templates

Submit a proposal in Cayuse (grant proposal software) or to a sponsor

GRIEVANCE/OMBUDSMAN/EAP

Grievance

In 1988, following a mandate to all State System institutions from the State Board of

Higher Education, the OSU Faculty Senate approved new grievance procedures. There

have been minor revisions since then. The procedures are published in their entirety below.

Numbers refer to the Oregon Administrative Rules.

Purpose

576–050–0010

1. The University encourages the resolution of grievances through informal means and

discussion in keeping with the collegial atmosphere of a university. The University is

also committed to a formal procedure for consideration of grievances that are not

resolved through informal processes.

2. The procedure set out in this rule is available to any unclassified employee with

faculty rank as defined in this rule and in the rules of the State Board of Higher

Education.

3. This grievance procedure may be used to hear any complaint by a faculty member

that he or she was wronged in connection with compensation, tenure, promotion or

other conditions of employment, or that his or her rights were denied as to

reappointment. "Other conditions of employment" shall include, but not be limited to,

violations of academic freedom, nondiscriminatory employment practices and

discriminatory employment practices including sexual harassment, and laws, rules,

policies and procedures under which the institution of higher education employing

the academic employee operates. Disciplinary sanctions are imposed in accordance

with OAR 580–021–0320 and shall not be subject to this grievance procedure.

4. The University may elect not to proceed with a grievance if the grievant also seeks

resolution in another forum.

5. If the grievance concerns a matter to which contested case procedures apply, the

grievant may elect to use the procedures in OAR 576–002–0020 to 576–002–0055.

Definitions and Mail Requirement

576–050–0015

• "Days" as used in this rule shall mean calendar days.

• "Presentation of the Grievance" as used in OAR 580–021–0050 means receipt of the

grievance by the dean, director or unit executive officer as specified in OAR 576–050–

0025.

• "Faculty Mediator" is an academic employee with faculty rank chosen by the Faculty

Senate Executive Committee. Emeritus faculty shall be eligible to serve as the

Faculty Mediator.

• "Faculty Grievance Committee" is a committee of five academic employees with

faculty rank chosen by the Faculty Senate Executive Committee and charged with

the responsibility for hearing faculty grievances in accordance with these procedures.

Any person with faculty rank may submit nominations to the Executive Committee

for consideration. The Executive Committee shall choose at least one female and one

minority member. Three members shall constitute a quorum. The Executive

Committee of the Senate shall select a chair.

• "Faculty Rank" means faculty ranks as defined in the rules of the State Board of

Higher Education and includes faculty without rank but with professional title.

• All appeals, decisions, or recommendations referred to in this rule shall be sent by

U.S. Mail or University campus mail.

Informal Procedures

576–050–0020

• Prior to filing a formal grievance, a faculty member is encouraged to discuss the

grievance with his or her supervisor (or dean, director, unit executive officer or

Affirmative Action director). The immediate supervisor shall respond to the grievant

within fifteen (15) days.

• The Affirmative Action Office must be notified of any grievance alleging

discrimination, including sexual harassment. The Affirmative Action Director, if so

requested by the grievant, will investigate any grievance alleging discrimination and

attempt to help the parties resolve the issue.

• The faculty member or the chair of the Grievance Committee, with the faculty

member’s concurrence, may request the Faculty Mediator to review and attempt to

resolve all other grievances, including those the Affirmative Action Director

determines not to be valid claims of discrimination.

• The Mediator may meet with the grievant and take what action he or she considers

appropriate in attempting to resolve the grievance, including interviewing or

consulting other persons. The Mediator and all parties to the grievance shall keep

the mediation process confidential to the extent possible under law. Statements

made in mediation shall not be admissible in a grievance hearing.

• Nothing in this rule shall require a faculty member to use informal grievance

procedures before filing a formal written grievance, provided that a faculty member

must notify the Affirmative Action Office of all claims of unlawful discrimination,

including sexual harassment, before filing a written complaint.

Initiation of Formal Procedures

576–050–0025

• If a grievance is not resolved to the satisfaction of the grievant at the informal stage,

or if the grievant chooses to bypass the informal stage, the grievant may file a formal

written grievance. A grievance shall be filed with the dean, director, or executive

officer in charge of the administrative unit, except: a) where the grievant is a

department chair in which case the grievance shall be filed with the Provost and

Executive Vice President; or b) where the grievant alleges sexual harassment against

the person in charge of the administrative unit, in which case the grievance shall be

filed with the next higher administrator.

• The grievant shall file a copy of the written grievance with the Legal Advisor in the

Office of the President. The formal grievance must be filed within sixty (60) days of

the time the faculty member knew or by reasonable diligence should have known of

the acts which gave rise to the grievance. Therefore, discussion or mediation at the

informal stage should be initiated as soon as possible. The University shall extend

the sixty (60) day filing requirement if the grievant is pursuing the complaint at the

informal level and it appears that additional time would be beneficial in resolving

the grievance. Extension by the University shall be in writing by the Legal Advisor.

• The written grievance must contain the grievant’s name and address, the date and

nature of the act or omission which gave rise to the grievance, any rule, policy or

procedure alleged to have been violated or misapplied, and the remedy requested by

the grievant.

• The dean, director, unit executive officer, or the respective designee shall send a

written decision to the grievant within twenty (20) days of receipt of the grievance.

Appeal to the Faculty Grievance Committee

576–050–0030

If the decision of the dean, director, or unit executive officer is not satisfactory to the

grievant, the grievant may file a written appeal with the Faculty Grievance Committee

within ten (10) days of receipt of the written decision, stating why the response at the

previous level is deficient. This step is optional with the grievant. The grievant may bypass

the committee and file the appeal directly with the President.

1. The Committee shall send to the grievant a written notice of the time and place of

the hearing at least seven (7) days prior to the hearing.

2. At the committee hearing the faculty member shall present his or her case first,

followed by the person or persons who are the object of the grievance. Thereafter the

faculty member shall have an opportunity to respond.

3. Each party shall have a right to call and examine witnesses, to introduce exhibits or

other documents. The members of the committee may question any witness and may

call additional witnesses.

4. If the grievant so chooses he or she may be accompanied by or represented at the

hearing by any other person.

5. Either party may provide for and obtain a sound recording of the hearing.

6. The hearing shall be open to the public at the option of the grievant to the extent

allowed by law. However, deliberations of the Grievance Committee shall not be open

to the public or the parties.

Decision by the Committee and Appeal to the President

576–050–0035

• The committee’s decision shall be made in the form of a written recommendation to

the President. It shall be based only upon evidence presented at the hearing. The

recommendation shall include a description of the complaint, the evidence the

committee collected, and its conclusions and recommendations for disposition of the

case. The recommendations shall be sent to the grievant, to the President and to the

dean, director or executive officer in charge of the unit out of which the grievance

arose within sixty (60) days of receipt of the appeal to the committee.

• The President or his or her designee shall review the decision of the committee and

the President shall deliver a written decision to the grievant, to the Grievance

Committee and to the dean, director or unit executive officer in charge of the unit out

of which the grievance arose within thirty (30) days of receipt of the committee’s

recommendation. Prior to issuing a decision the President, or designee, may

interview any person concerning the grievance to supplement the record whether or

not the person testified at the hearing, provided that the decision shall list each

person so interviewed. In addition the President or designee may review any

documents, provided that the decision shall identify any such documents that were

not introduced at the committee hearing. The grievant shall be informed of any

additional information obtained by the President and given seven (7) days to

respond. If the President rejects or modifies the recommendations of the committee,

the reasons shall be stated in the decision.

• If the grievant chooses to appeal the decision of the dean, director, or unit executive

officer directly to the President, the President shall proceed to review the matter and

reach a decision as set out in 576–050–0035 (2), provided that all persons

interviewed and all documents reviewed must be identified in the decision. The

President shall issue a decision within thirty (30) days of receipt of the grievant’s

appeal.

• The decision of the President shall be final except as provided in OAR 576–050–

0035(5).

• If the grievance is directed at the President as the immediate supervisor of the

grievant or at the President in his or her administrative capacity (as contrasted to

appellate capacity), the grievant may appeal to the Chancellor of the Oregon

University System as provided in OAR 580–021–0050(10).

Effect of Time Limits

576–050–0045

If the University fails to respond within the time limits at any step in this grievance

process, the grievant may appeal to the next step.

Non–Retaliation

576–050–0050

An individual filing a grievance in good faith or otherwise participating in any of the

actions authorized under these grievance rules shall not be subject to retaliatory action of

any kind by any employee of the University, the Oregon University System, or the State

Board of Higher Education.

Two–Year Review

576–050–0055

Not later than two years from the adoption of these rules, the Provost and Faculty Senate

Executive Committee shall jointly appoint a faculty committee to review the effectiveness of

this grievance procedure and to recommend any changes.

(From Faculty Handbook-Effective February 25, 2002)

Ombudsman

The University Ombuds Office promotes a civil and inclusive campus community by

providing informal, impartial, and confidential* conflict management services to all

members of the university community.

The Ombuds assists with individual concerns through service and education, and serves as

a change agent to address group conflict and systemic concerns. It is the goal of the

Ombuds to foster a culture of healthy, safe and open dialogue, and facilitate cooperative

problem resolution.

If you contact this office to address a specific conflict, the Ombuds will listen to your

concerns, value diverse perspectives, help you explore options for resolution, provide

facilitation or mediation services when appropriate, and remain impartial to all parties

involved. The University Ombuds Office provides a safe place to share your concerns.

Employee Assistance Program (EAP)

If you’re struggling with a work or family issue, free confidential help is just a call away.

You and your eligible dependents can receive help on issues such as:

Marital or premarital problems

Alcohol or drug abuse

Interpersonal issues

Conflict at work

Depression or Anxiety

Stress management

Family relationships

Grieving a loss

Financial, legal or consumer concerns

Homeownership savings

Child & Elder Care Resources

Identity Theft Recovery

Personal decision making

OSU contracts with Cascade Centers through PEBB for three (3) confidential counseling

sessions per issue.

For more information, visit the PEBB website and the Cascade Centers website.

KEYS

Master Key Policy

Master keys will be issued as follows:

• Main office for Departmental check out

• Department Head. Currently: Jay Noller

• Associate Department Head. Currently: Tom Chastain

• Administrative Staff. Currently: Kristin Rifai; Shauna Gutierrez; Emmalie Goodwin

• Building Manager. Currently: Shauna Gutierrez

• IT Staff. Currently: Erick Alvarez -- ITCII, Tina Stahlstedt – ITCII, Aaron Moffett

– ITCIII, Wayne Wood – Roots Operations Manager, Curt Onstott – Roots

Infrastructure Manager, Assistant Building Manager, Farhad Shafa – IT manager

seed certification.

• One for check-out by student IT workers, managed by Curt Onstott

• No more, no less

• Keys for new Project Leaders:

o Spaces for which you have individual or shared responsibility (and building

door)

You should designate what spaces your staff should access

• Keys for current Project Leaders:

o No need to change, unless you have master keys. In which case, time to

turn in and follow example of new Project Leaders

Leave Requests-Vacation/Sick/FMLA

Vacation

We ask that you make all of your vacation requests through EmpCenter. See process at the

end of this section.

Sick

At times, it is possible to pre-request sick leave such as when you pre-schedule a doctor or

dental visit. Request sick leave in the same way that you pre-request vacation leave

through EmpCenter. See process at the end of this section.

FMLA

The Family and Medical Leave Act (FMLA) and Oregon Family Leave Act (OFLA) were

enacted to assist employees and employers in balancing the demands of the workplace with

the needs of employees and their families when leave is needed for a serious health

condition, pregnancy, parental, bereavement, and military family leave (exigency and

caregiver leaves).

FMLA/OFLA provide unpaid, job-protected leave when you need to take time off work

for your own serious health condition or because you need to care for an eligible family

member with a serious health condition or for another qualifying event. Leave may be

taken all at once or intermittently as the medical condition requires. The leave laws define

who is eligible, what absences qualify, and how much leave time you may take during the

leave year. Your health insurance benefits are protected and will be continued while you

are on FMLA/OFLA leave.

The State of Oregon also provides protected leave for survivors of Domestic Violence,

Sexual Assault or Stalking. This law provides job protected, paid leave for employees to

seek services for themselves or a minor child and/or to relocate. Services may include, but

are not limited to: legal and law enforcement assistance, counseling, and medical

treatment.

Oregon State University (OSU) qualifies as a covered employer under both FMLA and

OFLA. As such, OSU must comply with and consistently provide the protections afforded

under the law(s) to all eligible employees.

Department Process

If the Department Head or Administrative Manager is notified of a department member’s

possible qualifying event, we will notify the FMLA group in central human resources by

sending an email to [email protected]

*please note, we value your privacy, we will not ask for nor give any information to

others related to your health or FMLA event.

Members of central HR/FMLA will send you an email with information on how to apply for

protected leave. If approved, you and your supervisor will be notified that you have been

granted protected leave. Your supervisor will not be provided with details related to your

application. You may also apply for FMLA through EmpCenter by following the process:

To check leave balances, click on the “Enter

My Hours” link as indicated by the red arrow.

Go to: mytime.oregonstate.edu (EmpCenter), log in using your ONID credentials

LETTERHEAD

Contact [email protected] for CSS letterhead.

LETTER OF RECOMMENDATION-WRITING GUIDELINES/SAMPLE

(From National Association of Colleges & Employers)

**you must have a signed FERPA release form for all student letters of recommendation

Dear [Name of Employer]:

This reference letter is provided at the written request of [name of student], who has asked

me to serve as a reference on [his/her] behalf. It is my understanding that [name of

student] is being considered by your organization for the position of [job title]. Please be

advised that the information contained in this letter is confidential and should be treated

as such. The information should not be disclosed to [name of student, if student has waived

access] or anyone in your organization who would not be involved in the hiring decision

regarding this individual. Additionally, the information should not be disclosed to anyone

outside of your organization without the consent of the student.

I have known [name of student] for the past [number of months, semesters,

years] as [he/she]has taken the following courses which I teach: [list courses, give brief

description of content of course]. As [his/her] professor, I have had an opportunity to

observe the student's participation and interaction in class and to evaluate the student's

knowledge of the subject matter. I would rate the student's overall performance in these

subjects as [below average, average, above average]. This is evidenced by [his/her] grades—

[state the grades].

[One or two specific examples of the student's performance may be appropriate.] As part

of [his/her] grade in [name of course], the student was required to prepare a paper. The

paper was designed to measure the student's ability to research, to analyze the results of

the research, and to write. [Discuss how the paper submitted by the student indicated to

you the student's skills in these areas.] Based upon this, I rate the student's skills [indicate

rating].

[It may be appropriate to give specific examples about the student's area of expertise.]

Based upon the student's academic performance and my understanding of the position for

which the student is applying, I believe the student would perform [place overall evaluation

here].

If you would like to discuss this further, please feel free to contact me.

Sincerely,

Dr. Smart E. Pants

Professor

MEETING REQUEST-DEPARTMENT HEAD

Contact [email protected] to schedule a meeting with the department head,

please provide amount of time requested (typical meeting is 45 minutes), subject of meeting

and timeframe/urgency within which you would like to meet.

MENTORING-NEW FACULTY, GRADUATE STUDENT

Graduate Student Mentoring

https://gradschool.oregonstate.edu/faculty/graduate-mentoring

New Faculty Mentoring

(Details coming in next document version)

MID-TERM REVIEW TIMELINE/PROCESS/CALENDAR

Jan 1-5 Department Head’s email goes out to faculty with timeline.

(Department Head)

Prior to Feb 15 Discuss candidacy with supervisor and schedule appointment with

Department Head (by contacting [email protected]) to

discuss your forthcoming review. (Candidate)

Feb 20 Candidates with teaching and/or extension appointment-contact peer

review of teaching committee so peer review of (extension) instruction is

performed.(Candidate)

Need pre-promotion peer review of (extension) teaching every year.

Ensure peer review committee is copied on candidate email.

(Department Head/Jennifer/Kristin)

Faculty with teaching appointments should have at least one peer

review of one course taught each year. The candidate’s mentoring

committee and Department Head track these through their annual

meetings. The most recent peer review should be within one year of

submission of dossier to Department for promotion review; ideally, the

most recent time taught for all assigned regularly scheduled courses.

(Candidate)

For extension faculty, written evaluations of extension instruction

events are to be solicited of peers at several times each year for annual

reviews. These written evaluations are presented to the Department

Head and Supervisor when they are recorded. These evaluations are

reviewed by the candidate’s peer review of extension teaching

committee for inclusion in dossier. (Candidate)

Feb 20 Send an email message to Department Head stating you intend to go

through the review process, copy Kristin Rifai. (Candidate)

April 1 Candidates with a teaching appointment will need to work with the

Department Head to develop a list of 30 students for the student

evaluation of teaching. Students are selected based on their enrollment

in the candidate’s course(s), and their history of active participation in

the Department, including sum of courses taken in CSS, event

attendance, and faculty nomination. Courses selected for review are the

assigned, regularly offered course(s). Extra-curricular courses and

workshops may be included should they provide illumination on the

candidate’s dossier**Submit as an excel spreadsheet, last name,

first name and email address. (Candidate)

April 15 Student surveys sent out and due back to the Department Head

by April 30. (Kristin Rifai)

May 1 Candidate Statement, Curriculum Vitae, and Position Descriptions due

to Kristin Rifai in near final form by 5pm. (Candidate)

May 5 CS, CV and PD forwarded to CSS PTC Committee for review. (Kristin

Rifai)

June 1 CS, CV and PD examined by CSS PTC Committee and written

evaluations forwarded to the Department Head by June 14. (PTC

Committee)

October 31 Candidates with extension appointment will need to work with the

Department Head to develop a list of clientele to survey. For

appropriate consideration of stakeholders, we need approximately 15-20

completed clientele surveys. Candidates should work with their

immediate supervisor to arrive at a list of up to 20-25 clientele to send

survey requests to. Clientele include stakeholders who would have

sufficient experience with and knowledge of the candidate. These

clientele may include other OSU faculty, commissioners, industry

representatives, growers, producers and State and Federal agency

personnel. On-campus extension faculty must have county extension

faculty with whom they have worked on their survey list. **Submit as

an excel spreadsheet, last name, first name, email address, phone

number, affiliation, and relationship to candidate (grower, colleague,

industry rep., commission, etc.) (Candidate)

November 1 Clientele surveys sent out and due back to the Department Head

by November 15. (Kristin Rifai)

November 15 Clientele Surveys due back to Department Head. (Kristin Rifai)

Candidate compiles teaching dossier for mentoring committee (refer to

PTEC guidelines for non-credit or credit teaching) (Candidate)

December 15 PTEC letter due (PTEC Committee)

Prior to January 3 Candidates submit signed certification indicating dossier is ready to

review (candidate/Kristin Rifai), once signed, Candidate Statements,

CVs and PDs made available for all faculty and PTC Committee to

review. (Kristin Rifai)

January 3-5 Completed dossiers assembled [CS, CV, PDs, student committee letter

(if applicable), peer teaching committee letter(s) (if applicable), clientele

survey summary (if applicable)]. (Kristin Rifai)

January 10 Faculty will be asked to provide input to the CSS PTC Committee by

noon on January 10 (Kristin Rifai) (Kristin forward to committee)

January 31 Completed dossiers will be reviewed by the CSS PTC Committee and

the Committee will submit a letter for each candidate to their

immediate supervisor and the Department Head. (P&T Committee)

February 15 Immediate Supervisor will submit their letter to Department Head

(supervisor)

March 1 Department Head submits letter for each candidate for inclusion in

dossier. (Department Head)

March 9 Final Dossier submitted to CAS (Kristin Rifai)

MOTORPOOL & PROJECT VEHICLES

The University Motor Pool has over 230 vehicles in its fleet to meet the short term and

seasonal vehicle needs of faculty, staff and students. Two locations in Corvallis and Eugene

serve Oregon State University and the University of Oregon as well as outside agencies.

The fleet ranges from medium sedans to large flatbed trucks to provide you with many

options to suit your rental needs.

If you are new to the Motor Pool and have never rented vehicles before please complete

a Driver Authorization form.

Making a reservation is convenient through our Online Reservation form. The two step

process submits your reservation electronically and provides confirmation, reminder, and

summary of trip charges by email to help keep you informed. If you need a canopy or if

there are other special considerations including making multiple requests at once there is a

comment box for you to list additional information. Our customer service representatives

and detail specialists will work hard to fulfill your requests.

Sending your reservation requests in advance ensures better access to specialized vehicles

such as 12 passenger vans and trucks. Seasonal rentals for the summer research period

should be communicated as early as possible to improve matching vehicles to the right

activity.

If you have not previously submitted a reservation through our Online Reservation system,

please feel free to stop by the Motor Pool front office for a demonstration or call us at (541)

737-4141 in Corvallis or (541) 346-2000 in Eugene.

Picking Up a Vehicle

After you have submitted an Online Reservation, you will receive a Confirmation Email

with the reservation number and date/time of your scheduled pick up. The business day

before your pick up date the Motor Pool staff will send you a Reminder Email.

Motor Pool staff will ask to see a valid Driver’s License during the dispatch process to verify

identity and authorization status. UO drivers should bring their Driver Certification Card

the first time they come.

If you have not previously rented a vehicle through the Motor Pool, you will need to fill out

a Driver Authorization form. Any driver wanting to rent an 8-passenger, 12-passenger or

large cargo van will need to visit the Van Safety link for more information on the Van

Safety video and test. If you have any questions, please call (541) 737-4141 in Corvallis or

(541) 346-2000 in Eugene.

Returning a Vehicle

Vehicles may be returned 24 hours a day to the Motor Pool. When returning a vehicle,

please take the following steps:

1. On the dispatch card, record the:

o Odometer Reading

o Date & Time of Return

o Comments about vehicle performance/condition

2. Leave the dispatch card in the vehicle and lock all of the doors

3. Drop the keys into the Key Drop

Eugene: Access the return lines and secure customer parking after hours by using the

Voyager fuel card to open the security gate. It may take several card swipes at the card

reader and is sometimes easier if the driver gets out of the vehicle.

Changing or Cancelling a Motor Pool reservation

Changing a reservation

If you need to make changes to a reservation, please contact the Motor Pool. Every effort

will be made to accomodate your needs.

Cancelling a reservation

If your plans change and you need to cancel one or more reservations, please contact the

Motor Pool please contact us as early as possible.

Late cancellations make it difficult to provide timely information to other renters seeking

vehicles and may be charged the daily rental rate. 24 HR notice is appreciated.

Project Vehicles

Make

Type

Color

E-Plate

Project Leader

Ford

Truck

White

E251939

Michael Flowers

Ford

Truck

Red

E257725

Michael Flowers

Chevrolet

Truck

White

E255016

Shaun Townsend

Ford

Truck

White

E256086

Mark Larson

Ford

Truck

White

E256084

Mark Larson

Ford

Escape

White

E256085

Mark Larson

Dodge

Pickup

White

E265997

Kyle Roerig

Chevrolet

Pickup

Silver

E230211

Kyle Roerig

Chevrolet

Pickup

White

E256081

Kyle Roerig

Chevrolet

Pickup

Silver

E230247

Kyle Roerig

Ford

Pickup

Green

E257706

Pat Hayes

Ford

Pickup

White

E256097

Sujaya Rao

New Employee Onboarding

Supervisor / Department

A checklist to assist supervisors or department representatives when onboarding

new classified, unclassified, and academic/research faculty employees. Use of the

checklist is optional.

Employee Information

_________________________ _________________________ ______________

Last Name First Name Middle Name

Purpose

To help new employees get off to an optimum start.

When planning the onboarding of a new employee, it is suggested the first few days or first

week be dedicated to onboarding and training activities.

Onboarding is most successful when a new employee is paired with a mentor. The mentor

can be a co-worker, manager, department contact, or other individual who can help the new

employee navigate their first few months at OSU. It is suggested the search committee

members reach out to the new employee, helping them feel welcome. It may also be

appropriate for committee members to check in with the new employee on a regular basis.

Check List Instructions

Review and discuss all applicable items on the list with the new employee. Questions may

be directed to your business center human resources staff.

Items to be Completed

* Indicates items which can be completed prior to a new employee’s first day of work.

Job Tools Setup

______ Phone/Telecom*

http:/

/is.oregonstate.edu/network-wireless/telecom

______ Long distance calling code*

http:/

/is.oregonstate.edu/network-wireless/telecom/telephone-coordinators

______ Data port*

http://is.oregonstate.edu/network-wireless/flexnet-data-services

______ Order business cards*

http://printmail.oregonstate.edu/design-online

______ Request email address, shared network/file access, and shared calendar access*

http://is.oregonstate.edu/accounts-support/cn OR

http://oregonstate.edu/helpdocs/e-mail/college-specific-email-accounts

______ Computer and peripherals*

ONBOARDING/BENEFITS

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______ Add email in scanning feature on departmental copier (if applicable)*

______ Budget authority set up (if applicable)

______Other

___________________________________________

Request Systems Access and System Training Required for Position

______ Banner

http://is.oregonstate.edu/training/admin-systems-training

______ EPAF

http://oregonstate.edu/dept/computing/train/cbt/hris_banner/EPAF_Training_Originators_BC.pdf

______ Data Warehouse

http://is.oregonstate.edu/data-warehouse-basics

______ CORE (this is position assigned so set up is not required unless position requires

greater access than the standard for the job classification)

http://fa.oregonstate.edu/budget/core

______ Appworx

http://is.oregonstate.edu/appworx-tutorial

______ OSCAR

http://oscar.oregonstate.edu/

______ PeopleAdmin

https://jobs.oregonstate.edu/hr

______ Nolij

http://is.oregonstate.edu/business-systems/nolij

______Other

___________________________________________

General Reminders

______ Update unit directories*

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______ Add name and contact information to website*

______ Graduate faculty nomination (if applicable)

http://gradschool.oregonstate.edu/faculty/membership

______ Create supervisory file*

______ Nameplate for work space*

______ Obtain and mail five day complimentary OSU parking pass to new employee*

Contact Parking Services at 541-737-2583 or visit 100 Adams Hall

______ Contact Business Center to set up initial meeting*

______ Add Employee to Departmental Mailing/Distribution Lists (as applicable)*

______ Notify Employee of required special attire prior to start date*

______ Check with Employee regarding ergonomics or other special needs*

http://oregonstate.edu/ehs/ergonomics

______ Verify Employee is aware of Parking Policies at OSU prior to start date*

http://transportation.oregonstate.edu/parking

______ Establish training plan*

______ Other

___________________________________________

Employee’s First Day

______ Instruction on phone, use, and number, provide departmental phone list, discuss

preferred method of answering the phone

Google phone make and model

______ Introduce to email address(es), Outlook, and shared calendar(s)

______ Obtain keys / tags; complete Key Request Form prior to start date*

http://facilities.oregonstate.edu/key-shop

______ Identify CN / College IT support group

http://is.oregonstate.edu/accounts-support/cn

http://oregonstate.edu/helpdocs/e-mail/college-specific-email-accounts

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______ Other

___________________________________________

Unit, Building, Work Space, and Resources Overview

______ Verify that employee obtained OSU ID Card

http://fa.oregonstate.edu/business-affairs/idcenter

______ Confirm employee to has completed enrollment sign up for benefits (if applicable)

http://oregonstate.edu/dept/fa/bc/my-bc/unit

http://hr.oregonstate.edu/benefits

______ Identify delivery location for first paycheck

______ Confirm Employee met with BC HR or Unit HR Contact for onboarding

http://oregonstate.edu/campusmap/

______ Set up meeting BC Finance & Accounting team if employee will purchase, travel,

have budget authority

http://oregonstate.edu/fa/bc/my-bc/unit

______ Provide dates for OHR New Employee Orientation Sessions

http://hr.oregonstate.edu/orientation/new-employee-resources

______ Provide employee with link to Employee Online Services

http://main.oregonstate.edu/

______ Workers’ Comp / requirement for reporting incidents or injuries

http://hr.oregonstate.edu/benefits/workers-compensation-resources

______ Unit/office etiquette, dress code culture, and traditions

______ Co-worker and department/colleague introductions

______ Customers introductions

______ Review structure of unit, provide copy of organizational chart

______ Location of mailbox / mailroom

______ Campus & US Mail locations

http://printmail.oregonstate.edu/mailing-services

______ Copiers and copier codes

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______ Location of recycling, composting & trash receptacles

______ Letter head and correspondence formats (if applicable)

______ Location of supplies and procedure for ordering supplies

______ Building orientation, including location of:

http://oregonstate.edu/campusmap/

• Fire alarm pulls and fire extinguishers

• Exits and evacuation routes

• Automated external defibrillators (AEDs) and first aid kits

• Evacuation assembly point for department outside of building

______ Other

___________________________________________

Employee Expectations

______ Review position description

Contact your unit contact or your Business Center HR contact if a copy has not been sent to you.

______ Discuss departmental expectations and courtesies, supervisor’s management style,

and performance evaluation form and timeline

______ Provide letter of expectations (if applicable)

______ Use of Out of Office assistant when absent, indicate who to contact when

unexpectedly absent

______ Trial Service (Classified Staff)

http://hr.oregonstate.edu/e-book/your-career-osu

SEIU/Oregon Public Employees Union (SEIU) Collective Bargaining Agreement

______ Outline expectations and parameters for time reporting, overtime, and leave usage

http://mytime.oregonstate.edu/empcenter-training

______ Verify that employee holds required certifications (if applicable)

______ Other

___________________________________________

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___________________________________________

University Policies and Expectations for Review

______ OSU Policies and Standards

http://leadership.oregonstate.edu/policies

______ OSU Acceptable Use of University Information

http://fa.oregonstate.edu/gen-manual/acceptable-use-university-information

______ OSU Acceptable Use of University Computing Resources

http://fa.oregonstate.edu/gen-manual/acceptable-use-university-computing-resources

______ OSU Information Security Policies & Procedures

http://fa.oregonstate.edu/infosec-manual

______ OSU Conflict of Interest

http://fa.oregonstate.edu/pacs-manual/100-purchasing-and-contract-ethics/104-conflict-interest, http://research.oregonstate.edu/coi-0

______ Ethics at OSU

http://hr.oregonstate.edu/manual/ethics

______ Provost’s Council Ethos

http://leadership.oregonstate.edu/provost/provosts-council-ethos

______ OSU Office of Audit Services

http://leadership.oregonstate.edu/audit/home

______ OSU Fraud, Waste, and Abuse Reporting Policy

https://secure.ethicspoint.com/domain/media/en/gui/41096/index.html

______ OSU No Smoking Policy

http://studentlife.oregonstate.edu/smokefree

______ OSU Procurement and Contracting Ethics

http://pacs.oregonstate.edu/ethics

______ OSU Bullying Policy

http://oregonstate.edu/ombuds/information-workplace-bullying

______ OSU Respectful Workplace Environment

http://hr.oregonstate.edu/main/documents/respectful-workplace-environment

______ Other

___________________________________________

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Employee Trainings/Certifications

______ OSU Safety Program & Right to Know

http://oregonstate.edu/dept/fa/manuals/saf/103

http://oregonstate.edu/ehs/sd0001

______ New employee in charge of laboratory or field research? Contact OSU

Environmental Health & Safety.

541-737-2273 or [email protected]

______ FERPA

http://oregonstate.edu/registrar/ferpa-training-module

______ First Aid & Safety Instructions (if applicable)

http://oregonstate.edu/recsports/safety-classes

http://oregonstate.edu/ehs/safety-instructions

______ Motor Pool (if applicable)

http://transportation.oregonstate.edu/motorpool

______ Other Trainings

___________________________________________

If checklist is utilized, retain completed checklist in the supervisory file at the departmental

level.

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Supervisor / Department Guide

Purpose: To assist supervisors/departments in utilizing the New Employee Onboarding

Supervisor/Department Checklist. The goal of using the checklist is to ensure new

employees receive consistent information regarding university resources, policies and

procedures. This guide provides additional/background information about certain items in

each section of the Supervisor/Department Checklist.

Phone/Telecom

It currently takes Telecom up to 6 weeks to address a request for a phone installation and/or

make changes to an existing phone set up. It is suggested this process begin as early as

possible to ensure the new employee has an active phone and phone number on their start

date, or soon after their start date. Please visit the link on the checklist for information on how

to initiate this process.

Long Distance Calling Code

The request for a long distance calling code can be sent well in advance of the new employee

start date. The present turnaround time for requests is 1-2 working days. Please visit the link

on the checklist for information on how to initiate this process.

Data Port Setup

It can take up to a couple weeks to have a data port activated and significantly longer when

there is a need for a new port installation. It is suggested this process be started as early as

possible to ensure the new employee has an active data port for their computer on their first

day or soon after their start date. Please visit the link on the checklist for information on how

to initiate this process.

Business Cards

It takes approximately two weeks for the completion of a business card order. It is

recommended business cards be ordered well in advance so they are available on or before a

new employee's start date. Prior to submitting the business card order form, it is suggested

that the new employee is contacted regarding how they want their name to appear on the

business cards and if they have credentials to include.

Setup Email Address, Shared Network/File Access, and Shared Calendar Access

By arranging these items in advance, it enables a new employee to quickly and easily access

their email, shared files or calendars on their first day, empowering them to become familiar

with departmental computing and electronic resources.

Computer and Peripherals

The new employee's work station and compute

r should be set up and operational prior to their

start date. These preparations can help make them feel welcome and empowers them to

quickly get acquainted with their space and computing resources.

Setup Email Scanning Feature on Departmental Copier

Having this set up ahead of time, makes it possible to quickly and easily cover the topic and

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Revised 6/16/2015

demonstration during the departmental onboarding/tour on or soon after the new employee's

first day.

Update Unit Directories

Unit directories include but are not limited to phone lists, building directories, and contact lists

for customers.

Create Supervisory File

To begin with, this file can include a copy of the signed letter of offer and the original signed

position description. Over time, supervisors can add information regarding performance,

professional development, and changes to the position. ***THIS FILE IS CONFIDENTIAL***

Name Plate for Workspace

This is the plate, sign or tag which is hung outside an office or a cubicle identifying the person

within. For some departments, an additional personal name badge or tag may be required.

Contact Business Center to Set Up Initial Meeting

An important part of the new employee onboarding process is meeting with the Business

Center’s Human Resources and Finance & Accounting groups. The two groups will provide

an in depth onboarding for new employees, introducing them to the operational structure of

OSU. They will also help the new employee complete the required new hire paperwork. To

find your BC HR contact, please visit: http://oregonstate.edu/dept/fa/bc/my-bc/unit

Add Employee to Departmental Mailing Lists

Adding a new employee to departmental and university distribution lists ensures they receive

important mail, OSU messages and emails sent.

Notify Employee of Any Required Special Attire Prior to Start Date

This will enable your new employee to arrive ready to work on their first day. Depending on

the type of duties, this can include steel toed boots, long sleeves and pants, closed toed

shoes, etc. This can also include specific guidance for a department’s dress code.

Check in With Employee Regarding Special Needs/Accommodations

This can include asking the new employee if they have any sensitivities or allergies to

fragrances, sensitivities to lights or sounds, needs to sit/stand/move around frequently. Make

sure to let them know they do not need to disclose anything they do not feel comfortable

disclosing, and that questions are to ensure the workplace is safe, comfortable, and

welcoming.

Check In With Employee Regarding Ergonomics

An ergonomic question can include a need a foot rest, desk adjustment, or offer the option to

speak with an ergonomist on or soon after their first day of work.

Establish Training Plan

Preparing the plan will help guide the first few days and weeks of the new employee's time at

work, helping them focus on training and learning so they can perform their job at OSU. This

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also helps the supervisor/department be prepared for the new employee's first day.

Verify that Employee Obtained OSU ID Card

This is an important (and exciting) item for a new employee. The ID card enables the new

employee access to deals around Corvallis, participation in the Orange Rewards program,

use the library, and provide verification they are allowed to be in a campus building after

hours if questioned by OSP or Campus Safety.

Location of First Check

The first paycheck is very important to new employees. It is necessary for you to identify

where they can pick up the first paycheck. There are three options for first paycheck delivery:

their business center, Central Payroll office in Kerr Admin Building, or to their department via

Campus Mail. Ask your business center, if you are not sure, which of these locations the

check will be sent. Always let the new employee know where they can pick up their first

paycheck or if it will be mailed to the department via Campus Mail.

OHR New Employee Orientation Sessions

Employees receive important information about conditions of employment, safety, mandatory

reporting, sexual harassment, and other resources available at OSU. It is important and

strongly recommended all new (and current, if they have not attended before) employees

attend one of the monthly all-day sessions.

Ensure that Employee Is Aware of MyOSU

Online Services is a powerful tool. Encourage the new employee to login to the portal and

explore the resources in Online Services.

Worker's Compensation/Reporting Incidents or Injuries

Discuss how an employee is to report incidents or injuries at OSU. Show the new employee

available resources on the Office of Human Resources website. Explain the importance of

reporting incidents and injuries in a timely fashion. For more information, visit the link on the

checklist and/or contact the HR Office unit which handles Worker's Comp for OSU.

Building Orientation

In order to meet Occupational Safety and Health Administration OSHA requirements, each

new employee needs to be made aware of the items on the checklist under Building

Orientation. Please make sure to go over these items on their start date or within their first

couple days on the job.

Review Position Description

Reviewing the position description ensures the new employee understands the position duties

list is complete and accurate, and also ensures the employee is aware of the content of the

job.

Discuss Expectations, Supervisor’s Management Style, and Performance Evaluation Format

Discussing expectations with a new employee outlines the supervisor or departmental

priorities and clarifies work objectives; establishes a basis for fairness and constructive

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feedback; helps to eliminate misunderstandings because expectations are agreed on and

discussed up front; encourages constructive communication, mutual understanding of what

needs doing and how it will be done; empowerment and self-assessment of work completed;

and establishes a starting point for coaching, appraisal, and discipline.

Discussing management style ensures the new employee is aware of how their new

supervisor manages employees.

Indicate method (electronic EvalS system, paper format) and how often a performance

evaluation is conducted. Outline which performance elements are managed by the employee

and which elements are handled by the supervisor.

Setting Out of Office when Absent, Who to Contact when Unexpectedly Absent

Identify the department’s expectations for preparing for a planned absence and whom to

contact when unexpectedly absent.

Trial Service (Classified Staff)

The six-month, “trial service” period is an extension of the selection process. The trial service

period gives an employee a chance to demonstrate their skills and abilities. If the trial service

performance is determined to be unsatisfactory, an employee may be dismissed at any time

during the six-month period.

If performance is satisfactory, a new employee will gain regular employee status at the end of

six months.

Time Reporting, Overtime, and Leave Usage

Address the department’s expectation for reporting time worked, working overtime and/or

requesting to work overtime, and planned and unplanned leave usage.

Certifications (if applicable)

If any certifications were a minimum qualification for the position during recruitment, ensure a

departmental representative or the supervisor sees the certification documentation on or

before the employee’s start date.

University Expectations

Ensure new employees review and understand all University Expectations applicable to their

position and to them as an employee.

OSU Safety Program and Right to Know

In order to meet OSHA requirements, each new employee needs to be made aware of the

items on the checklist under Building Orientation. Please make sure to go over these items on

their start date or within the first couple days of their start date.

New employee in charge of laboratory or field research?

An Environmental Health & Safety (EH&S) representative will meet with the new employee for

about 20-30 minutes to discuss regulatory requirements, laws, policies, best practices,

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permits, and available resources that are necessary to properly set up a new research

program at OSU. All research is governed by OSHA, EPA, NIH, Office of Homeland Security,

and other regulatory bodies.

FERPA

If the new employee will interact with students or student data, they are required to take the

FERPA training and submit their FERPA training completion certificate to the Office of the

Registrar.

OSU FACULTY HANDBOOK

The faculty and administration of Oregon State University jointly accept the responsibility

for maintaining an atmosphere in which scholars may freely teach, conduct research,

publish, and engage in other scholarly activities. This responsibility includes maintaining

the freedom for the examination of controversial issues throughout the University,

including classroom discussion when such issues are germane to the subject matter of the

course.

The University does not attempt to control the personal opinion, nor the public expression

of that opinion, of any member of the faculty or staff of the institution. Indeed, the faculty

and administration of Oregon State University feel a responsibility to protect the right of

each employee to express his or her personal opinion, but in doing so, employees have an

obligation to avoid any action which purports to commit the institution to a position on any

issue without appropriate approval.

http://oregonstate.edu/admin/aa/faculty-handbook-contents

OSU EVENT CALENDAR (SEE CALENDARS)

ARKING-UNIVERSITY/DEPARTMENT/LOADING DOCKS

University Parking Information

Department-Reserved Space

CSS has a reserved space on the west side of the Crops Building. To reserve this space for an off-campus

faculty member or stakeholder, please contact administrative staff to reserve in the calendar.

Street (one way →)

CROPS BUILDING

Walkway

Grassy area/Sheldon Ladd Memorial Garden

Walkway

CROPS BUILDING

DMV

Disabled

Permit

DMV

Disabled

Permit

DMV

Disabled

Permit

RESERVED

FOR DEPT.

USE ONLY

SPECIAL

PERMIT

CARPOOL

PERMIT

ONLY

PERMIT

PARKING LOTS FOR B3 PERMITS

Use should be compliant with Oregon State University Standards 576-030-0020 (16).

Reserved parking spaces are for exclusive use by a College, School, Department, or other

approved organizations such as businesses or agencies required to park on the Corvallis

Campus to facilitate provision of services to be provided to OSU and must be renewed

ENTRANCE TO

PARKING LOT

(from the north

side/Campus

Way)

annually with payment of a fee set forth in OSU’s List of Fees and Charges, pursuant to

OSU Standard 576- 010-0000. Reserved parking permits may be assigned to individuals

based on their position with OSU. A valid reserved parking permit must be properly

displayed in Vehicles together with an OSU parking permit that is valid for the parking

zone in which the reserved space is located. Requests for reserved parking spaces are

reviewed by Parking Services and only granted in rare circumstances as capacity allows.

Loading Docks

(Details coming in next document version)

PAYDAY-DIRECT DEPOSIT/ONLINE EARNINGS STATEMENTS

Direct Deposit Sign-Up

1. Log in at myosu.oregonstate.edu

2. On the "Welcome" tab under "Update Personal Profile" click on "Direct Deposit."

3. Complete the information and click "Next."

Routing number is first set of 9 numbers at the bottom of your check, account number is the

9 digit number in the middle of the check preceded by 000, the check number is the last set

of number (you will not be asked for the check number)

4. Review the information entered and click "Submit."

5. Agree to the "Direct Deposit Agreement."

Note: It will take 7 days after initial signup until the Direct Deposit will take effect.

Online Earning Statements

1. Go to Employee Online Services

https://adminfo.ucsadm.oregonstate.edu/prod/twbkwbis.P_WWWLogin

2. Select "Employee" Tab, then "Pay Information"

3. Choose Online Earning Statements (for Direct Depositors only)

You can sign up for Direct Deposit, access your earning statement or your W-2 at any time

using Employee Online Services under the "Employee" menu.

PERIODIC REVIEW OF FACULTY (PROF) TIMELINE/PROCESS

A regular review of faculty can improve the quality of the teaching, research, and service

functions of the University. In addition, it will benefit individual faculty members by

assuring that they are regularly informed of their status. Such a review shall include input

from colleagues and students from the faculty member's own administrative unit as well as

from other appropriate units. The written summary of the review shall be provided to the

faculty member, and the faculty member shall have ample opportunity to add written

rebuttals or explanations. Best practice is to review all faculty every year.

The following guidelines are for the University as a whole. All faculty with an FTE of 0.5 or

more shall be reviewed as follows:

Faculty with annual tenure shall be reviewed annually.

Faculty with indefinite tenure shall be reviewed as follows:

Assistant and Associate Professors shall be reviewed annually during their second

through fifth years in rank at OSU and during any period in which they are reviewed

intensively for promotion in rank. Otherwise, they shall be reviewed at least once every three

years.

Professors and tenured Senior Instructors I and Senior Instructors II shall be

reviewed at least once every three years.

Faculty with fixed-term Senior Research, Clinical or Practice professorial

appointments shall be reviewed as described for faculty with indefinite tenure.

Instructors, Faculty Research Assistants, Senior Faculty Research Assistants I,

Senior Faculty Research Assistants II, untenured Senior Instructors I, Senior

Instructors II, and Research Associates shall be reviewed annually during their first

five years of service; during any period in which they are being reviewed intensively for

promotion in rank; and at least once every three years thereafter.

Professional Faculty shall be reviewed annually.

Faculty on multi-year or extended fixed-term appointments shall be reviewed

annually.

Periodic review is NOT required for the following faculty members on fixed-term

appointments:

emeritus appointments; temporary postdoctoral appointments; and

visiting appointments for two years or less.

Any faculty member eligible for review is entitled to a review at any time, upon the faculty

member's request.

CSS Department process considers the intense review during the year of mid-

term and promotion and/or tenure as completion of PROF review

Timeline and Process

Late December/Early January, Department Head sends out forms and instructions for

PROF reviews. You are asked to submit the completed form and your updated CV to the

Department Head, with a copy to Administrative Manager to store in your faculty profile

on the shared drive. If the PROF form and CV are not submitted by the due date (or a later

date agreed to by department head for extenuating circumstances), a fair rating is the

highest rating a faculty member will receive.

Administrative Manager will start scheduling face-to-face reviews in March. Face-to-face

reviews must be completed by the first Friday in June. If not, a fair rating is the most a

faculty member can receive. If neither a PROF form nor a face-to-face review are completed

the faculty member will receive an unsatisfactory rating.

CSS faculty have a history of doing good service. Remember, at least two service

committees (one CSS and one OES or CAS or University) are required of all tenured

Professors. Service has broad definitions in a faculty as diverse as CSS, though it should be

distinguished from responsibility. For example, active participation in a department

committee is considered service. Whereas, attending department seminars or department

meetings, while very important to CSS, are responsibilities.

CSS 2016 PROF Page 1 of 5

OREGON STATE UNIVERSITY

DEPARTMENT OF CROP AND SOIL SCIENCE

(20 Dec 2016)

SS PERIODIC REVIEW OF FACULTY Form

aculty Member: Evaluation Period: CY2016

urrent Rank: Years in current rank:

tal FTE: FTE Split (%): UG AES CES Other

umber of years in current assignment (if different than current rank):

Position Description Reviewed? Yes No Position Description Current? Yes No

as a current full vita available at the time of the review? Yes No

as the faculty member’s personnel page on the departmental web site been updated (or is in the

queue with webmaster) with current publications, projects, grads and related professional information?

Yes No

Date of Review

Signature of evaluator Date

Signature of faculty member Date

Signature of department head Date

ignature of evaluator and/or department head indicates concurrence with the review. Signature of

faculty member being reviewed indicates they have read the review and discussed it with their

evaluator. Space on the last page of the PROF document furnishes the faculty member with an

opportunity for written comments, explanation or a rebuttal to written information provided in the

PROF. The final, fully signed evaluation form will be placed in the faculty member’s personnel file.

CSS 2016 PROF Page 2 of 5

PLEASE DELETE THIS PAGE ONCE YOU HAVE PREPARED YOUR PROF

Objective: Constructive feedback is essential to the development of faculty and team productivity and

performance. Given recent raise structure at OSU, faculty ratings are also required to demonstrate the

meritorious performance required for merit raises.

Instructions:

Faculty members – you are to complete this form by the established due date for a given calendar year.

Complete all applicable sections. Cut and paste needed documentation into each section. This is to be a

stand alone document when it is completed. Rate yourself in each category. The CSS administrator

who does your performance evaluation will also rate you based on the information provided and other

information available to them. Ratings will be discussed during your evaluation with the intent of

reaching a consensus rating. If this is not possible, individual and evaluator ratings will both be shown

on the form submitted to the department head. Once a completed form is returned to you by your

evaluator, review the form and add any comments you wish then route to the department head.

Evaluator - Using this completed form as a guide, discuss each performance dimension, including the

performance indicators listed, the employee’s demonstrated skill and ability in that area, and any

suggestions for development. After the review, complete the form, sign and route to the faculty

member for comment and signature.

Performance Indicators – The performance indicators are presented as progressive levels of

achievement - (U= unsatisfactory, F = fair, S = satisfactory, S&P = strong and positive, E = exceptional).

Circle the performance indicator that has achieved in this evaluation period. It is acceptable to circle

two indicators indicating that performance is rated intermediate. Comments should relate to the

performance indicators, identifying specific strengths and areas for improvement. Comments are to be

based on the current job description and the faculty member’s length of service and rank. Depending

on the job description, “not applicable” may be appropriate for some performance dimensions or

indicators. As most CSS faculty have historically fallen within the S&P category, the CSS administrative

team will subdivide this category into low, medium and high ratings based on an overall assessment of

factor scores and a group discussion of comparative performance among faculty.

Performance indicator statements are not provided in the rating criteria for fair and unsatisfactory

ratings. A fair rating means that the satisfactory standard is met in some areas, but not in others.

Performance is not fully satisfactory. Improvement is needed to meet job responsibilities. An

unsatisfactory rating indicates that the performance requirements for a satisfactory rating are generally

not being met and that performance in a specific area, or overall, is unacceptable. An overall “U” rating

means that action must be taken to maintain employment.

CSS 2016 PROF Page 3 of 5

1. Classroom &/or Ecampus Teaching Program NA U F S S&P E

Report of Accomplishments for review year:

For each class, print the first page of the electronic SET scores for the class and attach to this

PROF. This should include the overall rating and scores for the 12 elements of your rating. Also

print and include representative student comments if you think these will be useful as part of

your evaluation. PDF files of your SET scores are provided by the University at

http://myosu.oregonstate.edu

– look in the window titled “Faculty Tool Kit.” If SET scores were

not available for your class due to low student numbers, so indicate here.

Include summaries of any peer assessments that were done in 2016.

Plan of work for coming year:

Reviewer comments:

2. Research Program NA U F S S&P E

Report of Accomplishments for review year:

Plan of work for coming year:

Reviewer comments:

3. Extension Program NA U F S S&P E

Report of Accomplishments for review year:

Plan of work for coming year:

Reviewer comments:

4. Student thesis advising NA U F S S&P E

Report of Accomplishments for review year:

Plan of work for coming year:

Reviewer comments:

CSS 2016 PROF Page 4 of 5

5. Scholarship NA U F S S&P E

Report of Accomplishments for review year. Please specifically identify scholarship that includes

student or post doc co-authors. We have to include this information in assessment reports for 2016.

Publications in print/on-line (those with 2016 date; see instructions for details on types):

Refereed journal and books

Reviewed journals and extension publications

Edited reports

Other publications

Patents

Publications in progress (those with future publication dates):

Refereed journal and books

Reviewed journals and extension publications

Edited reports

Other publications

Patents

Plan of work for coming year (list those that are in some state of progress):

Reviewer comments:

6. Service, Collegiality and Meeting Organizational Needs

NA U F S S&P E

Report of Accomplishments for review year:

Plan of work for coming year:

Reviewer comments:

7. Awards and Honors – list any awards and honors received in 2016.

CSS 2016 PROF Page 5 of 5

Overall Evaluation: Considering the performance standards outlined in this form, the position

description, and length of service, rank, and experience in the current assignment, check the definition

that best describes this faculty member’s overall performance during the evaluation period.

lf Evaluation: U F S S&P E

upervisor’s Evaluation: U F S S&P E

Summary of evaluation by immediate supervisor:

aculty member’s comments: (optional)

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Performance Evaluation –Faculty

The performance evaluation process is designed to enable the employee and supervisor to

engage in frequent, positive and productive communication. The annual performance

evaluation is not a substitute for regular, on-going interactions between the employee and

supervisor; it is a step in this process.

primary role of the supervisor in this process is that of mentor. Although the definition of

performance management requires a joint effort between supervisor and employee, the

leadership role in achieving quality performance is the responsibility of the supervisor.

he supervisor will provide the employee an assessment of his/her performance for each major

job responsibility and associated expectations. The assessment will communicate if the

employee has met, exceeded, or failed to meet the stated responsibilities and expectations. The

supervisor will outline where or how the employee has exceeded expectations. If the employee

has not met assigned responsibilities and expectations, the supervisor will provide clear written

feedback regarding deficiencies and requirements for improved performance.

nherent in mentoring employees for quality performance is practicing and instilling appropriate

values. The following values should serve as guidelines in the evaluation process.

Values for Quality Performance:

• Q

uality is foremost in all that we do.

• Fl

exibility, adaptability and continuous improvement are essential to success.

• Integrity must be expressed in all that we do and say.

• Div

ersity in the University’s culture is critical to success.

• E

mployee empowerment and recognition of contribution results in superior

performance.

• Every employee has a significant role in the achievement of the University’s mission.

• W

e promote a work environment that encourages life-long learni

ng and

dev

elopment.

• T

hrough effective teamwork and/or partnerships, we can accomplish more than

our

own.

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Annual Performance Evaluation –Faculty

Employee Name______________________________________________________________

Job Title __________________________ Department/Unit____________________________

Supervisor Name & Title _______________________________________________________

Review Period: From ____/____/____ To ____/____/____

PART 1. EVALUATION OF MAJOR JOB RESPONSIBILITIES

(please attach last year’s goals)

The major job responsibilities (approximately 3-6) are identified primarily from the essential job

functions of the employee’s position description. Employee will fill out #1 & #2 of each section.

#3 is to be filled out by the employee’s supervisor.

A. 1. Responsibility and Expectations:

2. Outcomes:

3. Supervisor’s evaluation:

B. 1. Responsibility and Expectations:

2. Outcomes:

3. Supervisor’s evaluation:

C. 1. Responsibility and Expectations:

2. Outcomes:

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3. Supervisor’s evaluation:

D. 1. Responsibility and Expectations:

2. Outcomes:

3. Supervisor’s evaluation:

E. 1. Responsibility and Expectations:

2. Outcomes:

3. Supervisor’s evaluation:

PART 2. EVALUATION OF GENERAL EXPECTATIONS - TO BE FILLED OUT BY

EMPLOYEE’S SUPERVISOR

1. JOB KNOWLEDGE/TECHNICAL COMPETENCE: Possesses and demonstrates technical,

general or other specific knowledge and skills required to perform job duties and accomplish

stated objectives.

2. QUALITY: Demonstrates a commitment to providing quality services including assessment

and evaluation of services to improve performance. Work performed is of high standards.

3. WORKING RELATIONSHIPS: Establishes and maintains cooperative working relationships

with co-workers, colleagues and supervisor. Responds actively and effectively to needs of

stakeholders. Speaks and acts ethically, fairly and consistently.

4. LEADERSHIP AND INITIATIVE: Displays enthusiasm, dedication and interest in duties and

responsibilities. Is a self-starter and proactive in approach to job. Demonstrates willingness

to work beyond the usual or ordinary requirements of job when needed. Shows initiative

and flexibility in meeting challenges. Capable of acting independently when circumstances

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warrant. Enables success of others through supervision, mentoring, and other relevant

activities.

5. JUDGEMENT: Demonstrates ability to analyze available data or circumstances, consider

alternatives, and make well-reasoned, timely decisions that favorably affect performance

and organizational goals. Acts reliably and responsibly, keeping supervisor informed and

aware of potential issues or areas that need attention.

6. DEVELOPMENT AND SERVICE: Participates in development activities that result in

personal growth and improved performance. Participates in and provides leadership in

service activities at the unit, university, or professional level.

PART 3. OVERALL SUPERVISOR EVALUATION AND COMMENTS

__ Extraordinary __ Strong and Positive __ Satisfactory __ Unsatisfactory

1. COMMENTS ON HOW EMPLOYEE MET GOALS AND EXPECTATIONS. IDENTIFY

AREAS, IN ANY, IN WHICH THE EMPLOYEE DID NOT MEET EXPECTATIONS.

PART 4. GOALS AND FOCUS AREAS FOR NEXT YEAR INCLUDING PROFESSIONAL

DEVELOPMENT.

Include plans for improving performance in areas identified in Part 3 in which the

employee did not meet expectations.

a. Employee identified:

b. Supervisor identified/concurrence:

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PART 5. REVIEW OF POSITION DESCRIPTION

Yes No Position description has been reviewed with employee; and, if necessary

has or will be updated to reflect current job duties.

PART 6. EMPLOYEE’S COMMENTS [OPTIONAL—MAY SUBMIT AS AN ATTACHMENT]

_________________________________

Supervisor Signature Date

_________________________________

Employee Signature Date

Employee’s signature indicates that employee

has read and reviewed this evaluation with the

supervisor. It does not necessarily mean the

employee agrees with the evaluation.

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Performance Evaluation – Professional Faculty