Keck Science Handbook Section 1 Governance and Personnel

1.1 Introduction

1.2 Governance

1.3 Personnel and Committees

1.4 Department Meetings and Voting

1.5 Appointments

1.6 Rotation

1.7 Policies for Sabbatical and Other Leaves

1.8 Mentoring

1.9 Retirement

1.10 Keck Science Emeritae/i/a Professors

1.1 Introduction

1.1.a Historical Background

In 1964 Claremont Men’s (now McKenna) College, Scripps College and the newly founded Pitzer College established the Joint Science Department, which was renamed the W.M. Keck Science Department in fall 2011. With an initial cohort of four faculty members, the department served the science needs of the three colleges, which then had a combined enrollment of about 1200 students. The department was viewed as a bold experiment to provide innovative majors in biology, chemistry, and physics as well as multidisciplinary programs in the natural sciences. By combining the resources of the three colleges, it was recognized that the department could grow to offer students a science program with a quality that would be difficult, if not impossible, for a single small college to achieve on its own. In addition by combining biologists, chemists, and physicists in a single department, it was hoped that scholarship and teaching in interdisciplinary fields could flourish. 

Since that time, the department has grown significantly in terms of course enrollments, the size of the faculty and staff, the number of majors offered, and physical resources. But the original concept has not changed, and the department continues to serve the science needs of all three Keck Science Colleges by providing:

• A wide range of traditional and multi-disciplinary majors;
• pre-health science programs;
• a broad range of general education science courses for non-majors; and
• a strong research program that permits students to participate in publishable research and that is supported by funding from government agencies and private foundations.

Over the years the Keck Science Colleges have ratified a series of Governance Agreements specifying how the department is managed and how the costs of its programs are divided. The most recent of these Governance Agreements was ratified in May 2009, and its provisions are incorporated into this edition of the Faculty Handbook. This Agreement notes that it is intended to preserve and enhance the following essential characteristics and values of the Keck Science Department: 

• the willingness to conduct ongoing, coherent curriculum planning;
• the ability of Keck Science faculty members to work cooperatively and to share equipment and facilities in mounting scientific programs;
• the ability of the department to foster a high level of morale and cooperation among Keck Science faculty members and staff; and
• the ability of the department to provide a high level of professionalism and support for students from all three Keck Science Colleges.

1.1.b Scope of the Handbook

This Handbook provides faculty members with a list of policies and procedures that have been developed by the faculty or mandated by the Keck Science Governance Agreement. These policies are intended to maintain the department’s culture of cooperation and excellence in serving students and the Keck Science Colleges, while also adhering to all applicable federal and state laws. The overall process that led to the adoption of this Handbook is outlined in Appendix D .

This Handbook is not intended to be all-inclusive. There may be policies at the individual Keck Science Colleges which, if they cover topics not included here, may also apply to Keck Science faculty members.

Any questions regarding the scope or interpretation of material in this Handbook should be directed to the Keck Science Dean who shall raise substantive issues with the Keck Science Executive Committee. 

1.2 Governance

The governance of the Keck Science Department is specified by the 2009 Governance Agreement among the three Keck Science Colleges. Under this agreement, the department is administered by the Keck Science Dean under the direction of the three Keck Science Presidents. The unanimous vote of the Keck Science Presidents is required on all of the following matters.

• the authorization and implementation of all material policy matters, including, without limitation, the following Keck Science Policies and Guidelines (all of which are included in this Handbook): 
  • Policy Regarding Authorization to Search for a Faculty Appointment for the Keck Science
  • Reappointment, Promotion, and Tenure Policies for the Keck Science
  • Policy Regarding the Teaching of Courses Outside of the Keck Science Curriculum, and
  • Policy Regarding the Allocation of Administrative and Service Responsibilities for the Keck Science;
• the making of any decisions relating to appointment, promotion and tenure matters; and
• all other matters set forth in the Governance Agreement as requiring the approval of the Keck Science Presidents.

Under the Governance Agreement, each of the Keck Science Colleges serves successive terms as the “lead College” with primary responsibility for overseeing the Keck Science Department. The President of the lead College is responsible for convening meetings of the Keck Science Presidents and working with the other Keck Science Presidents to establish the strategic goals and objectives of the Keck Science Department through the Keck Science Strategic Plan. 

The agreement specifies that CMC is the lead College until June 30, 2015, after which Scripps, Pitzer, and CMC, respectively, will rotate as the lead College for five year terms.

1.3 Personnel and Committees

1.3.a Faculty and Staff Positions

The following list shows the titles used for faculty and staff appointments in the Keck Science Department at the time this edition of the Handbook was adopted. It is not intended to limit the department in assigning other titles to appointees as necessary. Each faculty member in the department is assigned to one of the three Keck Science disciplinary groups: Biology, Chemistry and Physics. For the purposes of Annual Review and of Reappointment, Promotion, and Tenure, the disciplinary group will normally provide the basis of the Department Review Committee (Section 2.2.a  and Section 2.3.c.2.2 ). However, a faculty member may request that an Ad Hoc Interdisciplinary Committee be formed solely for the purposes of Annual Reviews and Reappointment, Promotion, and Tenure evaluations (Section 2.2.a and Section 2.3.c.2.2). The Keck Science Academic Deans Committee must formally approve such a request. An Ad Hoc Interdisciplinary Committee will comprise five tenured members of the department, who will be appointed by the Keck Science Academic Deans Committee. 

1.3.b Keck Science Dean

Position description: The Keck Science Dean is the Chief Operating Officer for both the academic and administrative operations of the Keck Science Department and reports to the Keck Science Presidents. The Keck Science Dean chairs the Keck Science ADC (the Keck Science Academic Deans Committee which includes the CMC, Pitzer, and Scripps College Deans of Faculty) and serves as an intermediary between the Department and the three Keck Science Colleges. The Dean also serves as an advocate for the Department to all the constituencies of the Claremont Colleges.

Duties and responsibilities: The fundamental responsibility of the Keck Science Dean is to preserve and enhance the key characteristics and values of the Keck Science Department and address the key issues and areas set forth in the Keck Science Governing Agreement. The Dean is responsible for overseeing and working with Keck Science faculty members and staff as well as administrators at the Keck Science colleges on a range of tasks that includes, but is not limited to:

• meeting regularly with the Keck Science Presidents, the Keck Science ADC, as well as with Keck Science faculty members and staff;
• chairing the Budget Committee, the Discipline Conveners Committee, the Executive Committee, the Keck Science Curriculum Planning Committee, and the Keck Science RPT Committee;
• fostering a high level of morale and cooperation among the Keck Science faculty and staff;
• developing the Keck Science curriculum for each semester;
• conducting long-term curricular planning within the Keck Science Department to ensure excellent programs that meet the curricular needs and priorities of the students of the Keck Science Colleges;
• coordinating the departmental and collegiate curricula;
• conducting long-term space planning to assure that the space needs of the department are met efficiently and in a manner that meets the needs of the students, staff, and faculty alike;
• taking a lead role in promoting academic partnerships with other institutions including other members of The Claremont Colleges;
• preparing and administering the department’s budgets;
• hiring personnel;
• overseeing maintenance of the Keck Science facilities and assessing infrastructure needs;
• facilitating development efforts; and
• promoting the mission of the department in teaching, scholarship, and service.

1.3.c Standing Keck Science Committees

1.3.c.1 Animal Care and Use Committee

Membership: One Keck Science faculty member (chair), the departmental coordinator, attending veterinarian, student animal caretaker, person from community. With the exception of the departmental coordinator, all members are appointed by the Keck Science Dean after consultation with others in the department.

Major responsibilities include 

• overseeing the use of animals in research at Keck Science including oversight of the vivarium,
• reviewing faculty and student proposals for research that involves animals, and
• meeting at least twice per year as specified in the APHIS (USDA Animal and Plant Health Inspection Service) guidelines.

1.3.c.2 Budget Committee

Membership: Keck Science Dean (chair), Keck Science discipline conveners (tenured faculty members elected by each of the disciplines-one person per discipline), the Departmental Coordinator and the Assistant to the Dean/Program Administrator.

Major responsibilities include 

• reviewing and approving research proposals funded internally, and
• allocating equipment funds.

1.3.c.3 Discipline Conveners Committee

Membership: Keck Science Dean (chair) and the Keck Science discipline conveners 
(tenured faculty members elected by each of the disciplines-one person per discipline).

Major responsibilities: Meet regularly to ensure 

• the integrity of major and non-major programs,
• the staffing needed to support the curriculum,
• the accuracy of Catalog copy at each of the three Keck Science colleges,
• the minimization of conflicts in the scheduling of Keck Science courses,
• the coordination of capital equipment needs across the disciplines,
• the adequacy of discipline budgets to support the department’s curriculum,
• the support of the department’s curricular goals of the Keck Science colleges, and
• the development of opportunities for joint programs and shared resources, particularly with the other Claremont Colleges.

1.3.c.4 Executive Committee

Membership: Keck Science Dean (chair) and five tenured or tenure-track faculty members elected by the faculty. One member is elected from each of the three disciplines and two members are elected at large. Normally, at least one member must be untenured.

Major responsibilities: Meet regularly to 

• discuss all issues related to the mission of the department including, but not limited to, curriculum, staffing, planning, advising, budgeting, and agendas for departmental meetings; and
• develop and/or review proposals submitted by the Discipline Conveners Committee or Keck Science faculty members for presentation to the department.

1.3.c.5 Keck Science Academic Deans Committee

Membership: Keck Science Dean (chair) and the Deans of Faculty from CMC, Pitzer, and Scripps Colleges.

Major responsibilities: 

• Discuss and advise the Keck Science Dean on all issues that arise in the department, as well as on issues involving relations between the department and the Keck Science Colleges.
• Provide the Dean with feedback from the Chief Academic Officers at each Keck Science College with respect to the curricular needs pertaining to science at each College.
• Work with the Keck Science EC to develop and maintain a curricular and instructional strategic plan for the Keck Science Department that takes into consideration the curricular needs and priorities of each of the Keck Science Colleges.

1.3.c.6 Keck Science Information Technology Committee

Membership: Keck Science Dean, CMC Information Technology Services (ITS) Chief Technology Officer, CMC Director of Information Systems and Network Services (ISNS), and Keck Science faculty and ITS staff as appointed by the Keck Science Dean and CMC ITS Chief Technology Officer.

Major responsibilities: Advise and provide recommendations to CMC ITS on IT services and policies within Keck Science. 

1.3.c.7 Keck Science Treasurers Committee

Membership: Keck Science Dean and the Treasurers of each of the Keck Science Colleges. The lead College Treasurer serves as chair. 

Major responsibilities: Oversee and monitor the operating and capital budgets of the Keck Science Department. 

1.3.c.8 Reappointment, Promotion and Tenure Committee

Membership: Keck Science Dean (chair); the Deans of Faculty from CMC, Pitzer, and Scripps College; three tenured Keck Science faculty members (one from each of the three Keck Science disciplines) elected by tenured and tenure-track Keck Science faculty members; and six tenured non-Keck Science faculty members (two from each of the Keck Science colleges) selected according to procedures specified by their respective sponsoring colleges. The four Deans are ex-officio, non-voting members of the Committee. Voting members of the committee must agree that they will be available, if necessary, for evening or weekend meetings on campus, since all voting members are expected to be present when votes are taken.

Major Responsibilities: Carry out

• all tasks assigned to the committee described in Section 2 Reappointment, Promotion, and Tenure Policies and Procedures , and
• approve and/or review requests for most leaves and modification of leaves as well as the final reports for leaves by Keck Science faculty members. (See also Section 1.7)

1.4. Department Meetings and Voting

1.4.a Department meetings

Keck Science department meetings are called as deemed necessary by the Keck Science Dean, normally with at least three days advance notice. A faculty meeting will also be called by the Keck Science Dean if one is requested by at least five tenured or tenure-track faculty members.

An agenda is distributed to the faculty by the Keck Science Dean in advance of the meeting. Issues not on the agenda, may be raised at department meetings, but formal votes are not normally taken on such issues. 

All Keck Science faculty and staff members are normally invited to Keck Science department meetings unless personnel issues will be discussed. However, the Keck Science Dean may at any time limit attendance at a faculty meeting to tenured and tenure-track faculty members and any others that the Keck Science Dean may invite. A quorum consists of 50% or more of the tenured and tenure-track members of the faculty who are not on leave. 

1.4.b Voting Privileges

Normally, only tenured and tenure-track faculty members of the department will vote at departmental meetings and in departmental elections. The Keck Science Dean, at the Dean’s discretion, may choose to have votes taken via e-mail on issues raised at a faculty meeting. Voting by e-mail is also permitted in departmental elections for faculty members who are on leave. 

All tenured and tenure-track faculty members and laboratory instructor-coordinators may vote on ad hoc issues that arise outside of departmental meetings and require a sense of the group. 

1.4.c Faculty Committee Elections

1.4.c.1 Terms of Office

Keck Science faculty committee members on the RPT and Executive Committees are elected to two-year, overlapping terms, and discipline conveners are elected annually. Terms begin on July 1 of the year of selection. If a faculty member’s term is interrupted, a new member is elected to finish out the duration of the term.

1.4.c.2 Eligibility to Serve

All full-time tenured and tenure-track faculty who will be in residence for the full following year are eligible for election to the Executive Committee. Only tenured faculty members may serve on the RPT Committee or as conveners. Faculty members are not normally expected to serve as convener and on the Executive Committee concurrently, and two years of consecutive service on either of these two committees is normally followed by one year of ineligibility for service on either committee. The number of terms that a convener may serve is not limited, but a person who has served two consecutive years may ask to be excluded from the ballot for a year. 

1.4.c.3 Voting Eligibility

All full-time tenured and tenure-track faculty (including those on leave) are eligible to vote in faculty elections except that only faculty members within the discipline are eligible to vote for conveners. 

1.4.c.4 Election Procedures

RPT elections at Keck Science are conducted first followed by the election for the Executive Committee and discipline conveners. All Keck Science elections use a standard IRV (instant run-off voting) process. Voters submit a ranked list of all candidates they find acceptable. The candidate with the fewest first-place votes is crossed off all voter slates, and the remaining candidates on each voter slate who were initially ranked below the eliminated candidate are moved up a slot (e.g., if a voter had ranked the eliminated candidate first, then that voter’s second-ranked choice moves to the top slot). The number of first-place votes for each remaining candidate is then recomputed, and the one with the fewest first-place votes is eliminated. This process is repeated until the desired number of winners is achieved. 

1.5. Appointments

Given that a diverse faculty is essential to fully achieve the educational goals of the department, the department is committed to recruiting faculty who meet or exceed the department’s current level of excellence and who are from underrepresented groups. Towards this goal, all searches will be conducted in accord with CMC’s policies as an equal-opportunity employer (see below). Advertisements for new faculty members are drafted by the members of the appropriate discipline(s) in consultation with the Keck Science Dean and reported to the department. All tenure-track positions will be advertised nationally and in publications that have a wide dissemination among scholars from underrepresented groups. As part of the interview process, all finalists will be asked to address their approach to teaching science to a diverse student population. 

CMC POLICY ON EQUAL EMPLOYMENT OPPORTUNITY AND DISCRIMINATION

In addition to its commitment to a harassment-free educational and working environment, the College is an equal opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate, nor does it permit its faculty members to unlawfully discriminate, on the basis of race, color, religious creed, sex (including pregnancy, childbirth or related medical conditions), gender, gender identity, national origin, ancestry, age, physical disability, mental disability, medical condition, family care status, veteran status, marital status, or sexual orientation. The College also prohibits the harassment of any employee on any of these bases. The College also makes reasonable accommodations for disabled employees. These policies apply to all areas of employment including recruitment, hiring, training, promotion, compensation, benefits, transfer, and social and recreational programs. It is the responsibility of every manager and employee to follow this policy conscientiously. Faculty members with questions regarding these policies should discuss them with the Director of Human Resources or the Dean of Faculty. 

Requests for new or replacement positions are authorized by the Keck Science Presidents based on the framework and timeline described below. 

1.5.a Proposals for Replacements for Vacated Positions

A vacated position will normally remain with the position’s discipline or program group. Nevertheless, the department should not ignore an opportunity to reconsider its priorities for staffing when a position is vacated. Members of the discipline or program group of the vacated position as well as other discipline or program groups may develop a proposal for filling the position and present their proposals, with detailed justification, to the Keck Science Executive Committee. The EC may return a proposal to a discipline or program group with a recommendation for modification. The EC then discusses the proposals to replace the vacated position along with any proposals for new faculty positions (see below) before making a rank-ordered recommendation for all new faculty positions to the department. 

1.5.b Proposals for New Faculty Positions

Each fall semester, the Keck Science Dean invites the discipline conveners to work with the faculty members in their discipline to develop a statement of need for new faculty positions. Conveners explicitly invite proposals for interdisciplinary positions, but proposals for positions outside one of the Keck Science disciplines may also come directly from interested faculty members. Cooperation among conveners and faculty members in different disciplines will help in this regard. These statements of need should provide a description of the desired position and a detailed justification, including the impact of the proposed position on the department’s overall instructional program. The proposals are submitted to the Keck Science Executive Committee by the end of the fall semester. 

During the spring, the members of the Executive Committee review the proposals and may choose to rank order them in terms of perceived need. The Executive Committee then submits the results of its review to the department for discussion and review of prioritization. If necessary, the issue will be returned to the Executive Committee for further consideration. The purpose of this iterative process is to support the department’s strategic plan by developing a sense of priorities for new faculty hires as opportunities arise. Any statement of priorities will not prevent the department from taking advantage of a specific hiring opportunity, such as the filling of an endowed (or otherwise funded) position in a specific discipline. 

When it appears likely that the Presidents will approve one or more new appointments, the department reviews the various statements of need and the set of priorities from the Executive Committee before approving the final proposal to the Presidents for one or more positions. 

1.5.c Appointments of Faculty Members to Tenure-track Positions

When a recommendation for a position is approved by the department, the request for a search is brought by the Keck Science Dean to the Keck Science ADC and to the Keck Science Presidents. Unanimous consent of the Keck Science Presidents is required to authorize any faculty searches. Searches are conducted under the supervision of the Keck Science Dean following procedures 
(outlined below) that are approved both by the department and (unanimously) by the Keck Science ADC.

Appointments of new tenure track faculty members are normally made only after national searches. Should a visiting position be converted to a tenure-track position, a national search must be conducted. Advertisements for new faculty members are drafted by the members of the appropriate discipline(s) in consultation with the Keck Science Dean and reported to the department. 

The search committee consists of:

• a Keck Science faculty member appointed to serve as chair by the Dean after recommendation by the appropriate discipline convener(s);
• at least two other tenured or tenure-track Keck Science faculty members invited by the Dean after consulting with the search committee chair;
• one person from outside the department with expertise in the major area of the search who serves as a full-fledged member of the search committee.

In addition,

• the Keck Science Dean may elect to serve on the committee as a non-voting member.

The search committee:

• Reviews all applications and makes them available to all tenured and tenure-track Keck Science faculty members for their inspection. The review process may include interviews with some candidates either at professional conferences or via telephone or video.
• Solicits comments from all tenured and tenure-track Keck Science faculty members.
• Meets to determine a tentative short list of candidates (normally three or four) to invite for interviews and holds a meeting of the appropriate discipline(s) to finalize this list.
• Publicizes the short list to the department and forwards it to the Keck Science Dean for approval.
• Upon approval of the Keck Science Dean, normally arranges for candidates to:
  • give both a research and teaching seminar,
  • meet with students, and
  • have interviews with search committee members, Keck Science faculty members, the Keck Science ADC, the Keck Science Presidents, and any other relevant non-Keck Science faculty members who wish to meet the candidates.
• Solicits evaluative comments from all interested parties after the interviews.
• Meets with the appropriate discipline(s) to develop a recommendation. A recommendation normally consists of a ranked slate of viable candidates. The recommendation also includes a statement regarding whether, in the judgment of the search committee members, any viable candidates remain in the pool such that the search could be extended if necessary by going back to the existing pool of candidates.

The members of the discipline forward the recommendation to the department for approval. Following departmental approval, the Keck Science Dean forwards the recommendation, along with the vitae of each finalist and a statement of rationale explaining the ranking, to the Keck Science ADC. After discussion by the Keck Science ADC, the Keck Science Dean presents a final recommendation to the Keck Science Presidents. Appointment decisions are made by unanimous vote of the three Presidents. Following the Presidents’ decision, the Keck Science Dean prepares an offer to the top applicant, and extends an appointment letter after any contract negotiations are completed.

1.5.d Initial Appointments with Tenure

When the Keck Science Department appoints a new faculty member at the Associate or Full Professor rank, it may, in cases of special circumstances, award tenure concurrently to a scholar with a truly distinguished academic record. Normally such a person will hold a tenured position at another college or university. The additional procedures required for an appointment with tenure are described in Handbook Section 2.5 Lateral Tenure-Initial Appointments with Tenure .

1.5.e Position Requests not Authorized by the Keck Science Colleges

In the event that an individual College wants to pursue an internal search that is not authorized under the policies described above, then such College is free to negotiate with the other two Colleges, regarding whether some alternative appointment relationship may be appropriate in the particular circumstances. For example, the Keck Science Presidents may agree that the hiring institution would pay 100% of salary costs, but that the faculty member could be assigned space in the Keck Science Department.

1.5.f Appointment of Faculty Members to Visiting Positions

The procedures for making appointments of faculty members to visiting positions, i.e., positions with a term of one year or less, are simpler in several respects. A formal search process is normally followed, but is not required, and there need not be a formal search committee. However, the search must be authorized by the Keck Science Dean, and the offer of an appointment must have the approval of the faculty members in the appropriate discipline(s). Appointments for visiting positions are made by the Keck Science Dean and reported to both the Keck Science ADC and the lead College President. 

Whenever possible, the teaching ability of visiting faculty members is evaluated by both students and faculty colleagues. These evaluations are a primary consideration in any decision to reappoint visiting and part-time faculty members. Part-time faculty may be reappointed by the Keck Science Dean at the request of the discipline convener(s). Full-time visiting faculty members may be given a second appointment if there is a continuing need in the discipline and there is good evidence of excellence in teaching during the first year at Keck Science. Full-time visiting faculty members are generally not appointed for more than two years in the department. However, in exceptional circumstances, a waiver to this rule may be requested by the faculty of a discipline. Such a waiver requires the approval of the Executive Committee and the Keck Science Dean. Under no circumstances may a full-time visiting position be held for more than 6 years. 

1.5.g Appointments of Staff Members

All procedures for searching for and appointing staff members to the department follow the policies and procedures established by CMC. Keck Science faculty members are invited to meet candidates during the interview process and asked to submit comments to the Keck Science Dean, who prepares the appointment letter. 

1.6 Rotation

All Keck Science faculty members teach students from all three colleges and are members of all three Keck Science Colleges for purposes of appointment, reappointment, promotion and tenure. However, each Keck Science faculty member is assigned to one of the Keck Science Colleges for faculty governance and service purposes. The Keck Science Dean and the Keck Science ADC oversee this faculty assignment process using the following principles: 

• To the extent practical and reasonable, Keck Science faculty members are proportionately divided among the Keck Science Colleges by taking into account a variety of factors, including without limitation: student enrollment levels, the rank of Keck Science faculty members at each Keck Science College, and the disciplines and fields of study offered by each Keck Science College. 
• Tenure-track appointees are assigned to one of the Keck Science Colleges until they receive tenure.
• Tenured members of the Keck Science Faculty are normally assigned to one of the Keck Science Colleges for a six-year term, after which they rotate to another Keck Science College.
• The ADC will determine an appropriate rotation schedule for each Keck Science faculty member holding a named chair.

Assignment to a college affects collegiate committee assignments, advising for first year students, voting rights at faculty meetings, and eligibility for certain college-specific funding opportunities or programs. However, every member of the Keck Science Faculty will be deemed to be an employee of CMC for all fringe and other employment benefits purposes (including, without limitation, retirement plan, health, post-retirement health, early retirement, tuition remission, and housing support). As such, when a motion pertaining to benefits is before the CMC Faculty Meeting, all Keck Science faculty, regardless of current Keck Science college assignment, will have the right to vote. 

1.7. Policies for Sabbatical and Other Leaves

Funds for Sabbatical leaves are provided by the Colleges to sustain and encourage tenured and tenure-track faculty members in their primary roles as teachers and scholars. Sabbatical plans may involve scholarly research, preparation for teaching in a new area or discipline, the acquisition of new academic skills, or other experiences likely to contribute to professional growth and the continuing vitality of the faculty member and the Keck Science Department.

The Keck Science Department follows the leave policies described in Chapter 7 of the CMC Faculty Handbook  (which may be amended from time to time) with the following exceptions:

• Proposals for most leaves, requests for modification of leaves, and final reports for leaves are submitted to the Keck Science Dean for approval and/or review by the Keck Science RPT Committee.
• All requests for sabbatical leaves, enhanced sabbatical leaves, and junior research leaves should be submitted by October 15 in the year prior to the leave. They should also be reported immediately to the discipline convener.
• Requests for Enhanced Sabbaticals (described below) are submitted to both the Keck Science Dean and the CMC Dean of Faculty, and they are processed using the procedures described in Section 7.1.2.3 of the CMC Faculty Handbook .

1.7.a Application Process

Applications for all leaves must be reported to the discipline convener and submitted to the Keck Science Dean. Applications should be specific and complete and include all the following information: 

• What activities are planned for the leave (including travel plans, institutions to be visited or used, sources of outside support, etc.)?
• What has the leave to do with the past and future interests and plans of the applicant?
• In what ways will the leave help the applicant as an individual and the Keck Science Department?

1.7.b Types of Leaves (See Chapter 7 of the CMC Faculty Handbook for full details)

• Full sabbatical leaves are for one semester at full salary or one year at half salary after at least twelve semesters of full-time employment at Keck Science since the applicant’s last sabbatical leave or since joining the faculty.
• Half sabbatical leaves are for one semester at half salary after at least six semesters of full-time employment at Keck Science since the applicant’s last sabbatical leave or since joining the faculty.
• Enhanced sabbatical leaves increase the level of funding from 50% to 80% of full salary for one-year full sabbatical leaves and one-semester half sabbatical leaves.
• Junior research leaves are normally taken by tenure-track faculty members after a successful third-year review. They are for one semester and are at full salary.
• Unpaid Leaves of Absence are normally granted only after two years of continuous service since the applicant’s last leave. These leaves may be for up to two years and should be requested by March 15 of the academic year before the leave would take place. Recipients must notify the Keck Science Dean of their intent to return by October 1 of the second year of a two-academic year leave, or by March 15 during a one-academic year leave. Failure to notify the Dean by the specified date is tantamount to resignation.
• Parental Leaves for the birth, adoption, or foster placement of a child (or children) provide one-course teaching reduction with full pay, and Enhanced Parental Leaves provide a two-course teaching reduction with full pay. Limitations on this program should be checked carefully in the CMC Faculty Handbook.
• CMC Pregnancy Disability Leave and CMC Paid Family Leave are both components of the Claremont Colleges Voluntary Disability Insurance Plan (VDI). All faculty, including visitors, are eligible for these leaves, though the rules are complex. Faculty who are pregnant, who have a new child in the family, or who are facing a serious illness in the family should consult with The Claremont Colleges Services Disability Administration Office about the benefits that are available to them.
• A variety of other Statutory Unpaid Leaves are mandated by law and described in the CMC Faculty Handbook.

1.7.c Some Additional Rules for Leaves

• A Keck Science Dean who serves five or more years is entitled to a one-year sabbatical leave at full pay after leaving the deanship.
• Faculty members, including the Keck Science Dean, receiving any form of paid leave are expected to return to employment at the Keck Science Department upon completion of their leave. Failure to complete at least one full academic year after the leave may result in required repayment of compensation, including benefits, received from the Colleges during the period of the leave.
• Time accumulated toward a sabbatical at another institution prior to appointment at Keck Science may be counted toward the first Keck Science sabbatical leave. In such cases, upon completion of the leave, faculty members must complete one additional semester of employment in the Keck Science Department for each year counted from the other institution in addition to the year specified after the conclusion of a normal paid leave.
• One-semester leaves, when granted, only reduce the annual teaching load by two course-equivalents (6 teaching credits).
• Within one month after the start of a semester following a sabbatical leave, faculty members are expected to submit a final report of their activities and accomplishments to the Keck Science Dean and the RPT Committee.
• If a sabbatical is postponed, either by the Colleges or by the faculty member, the additional semesters of full service will be counted as a part of the accumulated service required for the following sabbatical.
• Under the parental leave policy, an untenured faculty member may elect to have the tenure review delayed for a maximum period of one year. All requests must be made in writing to the Keck Science Dean prior to the leave commencing. The tenure review cannot be delayed for more than one year during a faculty member’s employment.

1.7.d Sabbatical Leaves are not Guaranteed

Approval of a sabbatical leave is based on the merits of the proposal, on past performance in research and teaching, and on the effectiveness of previous sabbaticals. The RPT Committee or the lead College President may postpone or refuse proposals. During any year or semester they may establish priorities and defer leaves due for reasons including, but not limited to,

• the effect of such leaves upon the instructional program,
• the availability of competent replacements,
• the leaves previously granted, and
• the length and continuity of past service.

1.8 Mentoring

A policy of formal mentoring of tenure-track and visiting faculty by tenured faculty is intended to

• facilitate the development of a faculty member as a teacher and scholar, and
• assist the faculty member in adapting to the environment in the department.

Although mentoring is required, the relationship should be affable for both parties and useful to the person being mentored. Moreover, in addition to working with their mentors, tenure-track and visiting faculty are encouraged to meet with the Keck Science Dean to discuss any questions or issues that might arise in the course of their activities in the department. 

It is important to note that neither the mentors nor any other faculty or staff members in the department are responsible for assuring that tenure-track faculty members meet the criteria for promotion and tenure. All new faculty members are expected to take on this responsibility themselves. 

1.8.a Establishing a Mentoring Arrangement

Two (or more) persons can arrange a mentoring relationship through common interests, ease or confidence in working together. If no such arrangement is obvious, the Keck Science Dean asks a tenured faculty member to serve as a mentor for the tenure-track or visiting faculty member. This arrangement can be changed whenever either or both persons feel that it is not useful. In this case, the Dean will appoint a new mentor.

1.8.b Role of the Mentor

Teaching

One role of the mentor is to help facilitate the tenure-track or visiting faculty member’s development as a teacher. The department recognizes that there is no single prescription for effective teaching. The intent of this relationship, however, is to foster an informed conversation that may help faculty members clarify their thinking about their teaching goals and how best to accomplish them. Towards this end, it is important for the mentor to understand the goals that the faculty member has established for a course or an assignment, and to observe a significant amount of interaction between the faculty member and students in lecture, discussion, and lab as appropriate. The mentor should then discuss with the faculty member the relationship between the faculty member’s goals and the results of the teaching that appear to have occurred. 

The mentor should also facilitate the faculty member’s work as a teacher by helping with a number of administrative and related functions, including: 

• policies and mechanisms regarding low grade notices,
• customs regarding final exams for graduating seniors,
• office hours (how many and how distributed during the week),
• information about academic computing including e-mail accounts and network solutions for classroom tasks, and
• course budgets and other funds to purchase materials for instruction.

Research

Another role of the mentor is to facilitate the faculty member’s establishment of a viable, productive research program. Towards this end, the mentor should discuss with the faculty member:

• how to balance research and teaching loads,
• how to involve student researchers,
• how to obtain funds in support of research,
• what spaces are available for research,
• what instruments and capabilities are available in the Keck Science Department, and
• what resources exist at the other colleges in Claremont.

Service

The mentor helps the faculty member to become familiar with departmental and collegiate expectations for service, points out opportunities for service, and suggests ways to balance service activities with teaching and scholarship.

1.8.c Role of the New Faculty Member

New faculty members should take full advantage of their mentor’s experience. They should not wait for the mentor to take responsibility for the relationship but should feel free to ask for advice on an ad hoc or formal basis whenever there are questions. They should also take the initiative to involve the mentor in discussions of teaching, scholarship, and service. New faculty members should also accept criticism or advice as a positive contribution. If there is any doubt as to the mentor’s intent in mentoring, new faculty members should ask the Keck Science Dean for another partner. The department’s provision of a formal mentor should in no way be interpreted as discouraging new faculty members from talking with all members of the department. Indeed, new faculty members should seek a broad range of ideas and opinions about the activities of teaching, scholarship, and service.

1.8.d Mentor’s Role in RPT Decisions 

Given the small size of some disciplinary groups in the Keck Science Department, it is not feasible to exclude mentors from discussions of an untenured faculty member’s record at the time of contract review. Mentors, however, should not include in their written remarks about a faculty member any information that would reasonably be considered to have been delivered in confidence by the faculty member being reviewed. The mentor may refrain from specific comment and should not be required to divulge information that would jeopardize the mentoring relationship. The department should avoid weighting the opinion of the mentor more heavily then the opinion of other faculty members in these discussions.

1.9 Retirement

There is no mandatory retirement age in the Keck Science Department. Faculty members who intend to retire should inform the Keck Science Dean and the retirement manager at The Claremont Colleges Services benefits office (ext 18409). 

To assist tenured faculty to make a transition from full-time teaching to retirement, eligible faculty members in Keck Science have an option of participating in a Phased Retirement Program (which is modeled on the program described in the CMC Faculty handbook as may be amended from time to time). If faculty members opt into the Phased Retirement Program, they and the College enter into a one, two, or three year agreement for the termination of tenure. During this one to three year period, the College allows faculty members to decrease their teaching responsibilities. A tenured Keck Science faculty member who seeks to participate in the Phased Retirement Program should contact the Keck Science Dean to discuss the particulars and will be required to complete an election form and general release agreement.

1.10 Keck Science Emeritae/i/a Professors

The Keck Science Department encourages all emeritae/i/a faculty to continue an active and productive professional life in association with the department. The participation of emeritae/i/a faculty in departmental life also can provide unique educational opportunities for Keck Science students. All emeritae/i/a faculty are encouraged to speak with the Keck Science Dean about specific ways in which they would like to continue to participate in the life of the department and the Keck Science Colleges and about resources that might be required.