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Faculty Policies & Procedures

Divisional policies and procedures for faculty and unclassified administrators are provided below. Please also see the relevant section in the Faculty/Administration Manual (FAM) and visit the College Policy website at http://policy.cofc.edu/policy.php#faculty to view institutional policies. A reference list of the faculty and unclassified administrators policies is included in each section below. Please use the table of contents in the FAM to navigate to a selected section.

Please click a heading below to jump to the selected section: 

  1. Faculty/Administration Manual
  2. Faculty Employment (Recruitment, Appointments, Workload, Compensation, and Additional Employment)
  3. Faculty Credentials & Faculty Activity Records
  4. Faculty Annual Evaluations
  5. Tenure, Promotion, and Third-Year Review
  6. Post-Tenure Review
  7. Modification of Duties & Tenure Clock Modifications
  8. Faculty Conduct
  9. Faculty Leave & Sabbaticals
  10. Faculty Research and Development
  11. Faculty Travel & Other Expenses
  12. Faculty Awards
  13. Adjunct Faculty Information
  14. Teaching, Attendance, and Student Services Information
  15. International Faculty and Scholars
  16. Teaching Assistants
  17. Additional Policies Relevant to Faculty




1. Faculty/Administration Manual (FAM)

The Faculty/Administration Manual (PDF) brings together in one place policies, procedures, and statements that relate to faculty members and academic administrators at the College of Charleston. Each year a revised version of the FAM is posted by the Provost in August. Changes made to the FAM in the course of the year are reflected in a Log of Changes that is maintained and posted online.

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2. Faculty Employment

Faculty Recruitment

The Faculty Recruitment Information page provides details about how to recruit faculty. College of Charleston faculty recruitment is initiated via the College’s PeopleAdmin™ Online Recruitment System. Please complete the steps outlined in detail the Faculty Recruitment Procedure to successfully recruit roster and visiting faculty for new and existing vacancies. Special instructions are provided in the procedure for Math, English, and Modern Language disciplines' faculty searches, but these and all departments are still required to post the job via PeopleAdmin. Special instructions are also included for requests for expedited visitor searches that are initiated after May 1. 

New Faculty Information

The New Faculty Information page provides a collection of information that new faculty (permanent, visiting, adjunct, or affiliate) will need to on-board. Included on this site are details about New Faculty Orientation, the essential New Faculty Checklist, a link to New Faculty Resources, and additional helpful information about starting at the College of Charleston. 

Roster Faculty Appointments

Policies and procedures related to roster faculty (tenured and tenure-track) are detailed in the Faculty/Administration Manual. Please note the following important sections of the FAM: 

Contracts of Untenured Faculty (FAM V.B) 

Reduction in Force for Faculty (FAM VII.D)

Probationary Appointments for Tenure-track Faculty (FAM V.D)

Equal Opportunity/Affirmative Action Policies (FAM V.A)

Chairs' and Directors' Appointments

The Academic Program Director page provides details about appointing and certifying the credentials for Department Chairs and other Academic Curricular Program Directors. For the director of each major, minor, and certification program, the SACSCOC Principles of Accreditation require that the institution assign responsibility for program coordination, as well as for curriculum development and review, to persons academically qualified in the field. At the College of Charleston, these responsibilities are held by a department chair or academic program director who is appointed and serves in accordance with the divisional Policy on Academic Curricular Program Directors. This policy details the appointment and duties of academic curricular program directors. Credential guidelines for Academic Curricular Program Directors are outlined in the divisional Policy on Instructor of Record and Faculty Credentials (Section 5.2 and 5.3).

Affiliate Faculty Appointments

The Affiliate Faculty page provides details about appointing and certifying the credentials for courtesy appointed affiliate faculty at the College of Charleston. The major purpose of making courtesy faculty appointments is to stimulate interaction between the appointee and the students and faculty of the College. This interaction could take the form of teaching, advising, research, and/or service. Courtesy faculty appointments may be offered to persons who visit the College of Charleston from other institutions or work outside the College and who contribute without compensation to a Department, School, or Program. The individual is given the title of Faculty Affiliate, unless some other title is approved by the Provost (e.g., Research Scientist, Executive in Residence, Scholar in Residence, Courtesy Associate Professor of International Studies). Courtesy faculty appointments are normally made for three years and should typically be aligned with the academic calendar. Persons with courtesy faculty appointments receive neither salaries nor benefits from the College for the completion of any tasks associated with their courtesy appointments. For more information, please read the Courtesy Faculty Appointment Policy (PDF) and Courtesy Faculty Appointments (FAM III.E).

Retired Faculty Appointments

The Retirement Teaching Policy (PDF) outlines details about the College's policy on retirement teaching. Faculty members who retire1 from the College of Charleston can often continue to contribute to their departments. Recognizing retiring faculty members’ value to the College, Academic Affairs has developed a process for determining personal interest and institutional need, giving flexibility to the faculty members and their departments, schools and the College to craft a plan for their continued service. Nothing in this proposed process should be construed as requiring the faculty member to continue their employment with the College and nothing should be construed as requiring the College to employ faculty retirees. The Retiree Compensation (PDF) provides details about our compensation rates for retired faculty who teach.

Following retirement, an instructional faculty member or librarian may be nominated by a Department Chair or the Dean of the Library (or equivalent administrator) for the “Emeritus” or “Emerita” title. “Emeritus” or “Emerita” appointments must be approved by the appropriate Academic Dean and the Provost. Details about Emeriti Faculty Appointments (FAM III.F) are outline in the FAM. The emeriti faculty are listed on the Emeriti Faculty page.

Adjunct Faculty Appointments

The Adjunct Faculty Information section provides links to pages about adjunct faculty appointments, adjunct faculty healthcare eligibility, adjunct faculty development funds, and adjunct faculty evaluations.

Faculty Employment and Workload

The Faculty/Administration Manual, specifically the Terms of Faculty Employment and Workload (FAM V.F) detail the terms for instructional faculty's employment and workload at the College of Charleston. 

Information regarding employment outside the College is detailed in Policy Concerning Outside Employment of Faculty (FAM V.G). Faculty seeking to engage in outside employment, should submit the Notice of Intent to Engage in External Professional Activities For Pay (aka the "Outside Employment Form") as instructed in the policy. 

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3. Faculty Credentials & Faculty Records 

Faculty Credentials

The Faculty Credentials page provides details about how to certify and submit credentials for all instructors at the College per the Instructor of Record and Credentials Policy. The College has the responsibility to ensure that faculty credentials satisfy the College policy and SACSCOC Standards. 

Faculty Activities

The Faculty Activity System (FAS) is our faculty activity reporting tool used to record faculty teaching, research, publication, presentations, awards, creative and service activities and accomplishments; generate faculty CVs; and generate other faculty activity reports that can be provided to directors, deans and the Provost's office. 

Click the FAS link provided on MyCharleston, and use your Cougars login and password for secure portal access. For more information or to schedule a FAS training session, please contact the College’s System Administrator: Anastasia Gilpatrick, Faculty Activity System Project Manager (abemelia@cofc.edu).

Additionally, the College has the following policies and form regarding faculty records: Faculty Records (FAM V.C) 

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4. Faculty Annual Evaluations

The College has the following policies and procedures regarding faculty evaluations: 

Annual Evaluation of Instructional and Library Faculty (FAM VI.E)

Merit Categories and Salary Increases (FAM VI.F)

Evaluation of Unclassified Administrators (first part of FAM V.E)

Regular Faculty - Annual and Merit Evaluation Calendar (PDF)

Merit Evaluation Categories (PDF)

Adjunct and Visiting Faculty Evaluations Policy (PDF)

Adjunct and Visiting  Faculty Evaluations Calendar (PDF)

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5. Tenure, Promotion, and Third-Year Review

The Faculty/Administration Manual, specifically the sections on Third-year Review, Tenure, and Promotion of Instructional Faculty (FAM VI.A)Promotion of Instructors (FAM VI.B)Third-year Review, Tenure, and Promotion of Library Faculty (FAM VI.C), and Procedures for Third-year Evaluation, Tenure and Promotion of Instructional and Library Faculty (FAM VI.D), details the standards and procedures for Tenure, Promotion, and Third-Year Review. 

The Joint Memo on Tenure, Promotion and Third-Year Evaluation Procedures (PDF) provides additional guidance in interpreting the standards set forth in the FAM and in preparing materials for review, as well as the Faculty Evaluation Calendar. Additionally, prospective faculty candidates and reviewers are invited to attend the Informational Presentation (PPT) hosted annually in April. 

The College uses SharePoint sites for the creation and review of candidate’s online packets. To access the SharePoint sites, candidates and reviewers are emailed URLs (ex: https://cofc.sharepoint.com/sites/tp/schl/dept/lastname) in July or August.

Candidates may access their sites directly at https://cofc.sharepoint.com/sites/tp/schl/dept/lastname where "schl" is the 3-4 letter acronym for the school, "dept" is the 4-letter acronym for the department or program, and "lastname" is the candidate's last name with no hyphenations. Reviewers may use the same URL without the "lastname" to access the department level site (ex: https://cofc.sharepoint.com/sites/tp/schl/dept). Deans may use the same URL without the "dept" or "lastname" to access the school level site (ex: https://cofc.sharepoint.com/sites/tp/schl).

Resources, Data, and Sites for Candidate's Packets:

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6. Post-Tenure Review

The Faculty/Administration Manual, specifically the section on Post Tenure Review (FAM VI.H), provides information about standards and procedures for faculty undergoing post-tenure review.

The PTR Instructions for Constructing Online Packets (PDF) provides additional guidance in interpreting the standards set forth in the FAM and in preparing materials for review, as well as the PTR Calendar. Additionally, Department Chairs (and select Program Directors) should reference page 6 of the instructions for the PTR Chair's Checklist.

The PTR Deferral Request (PDF) provides information regarding faculty who wish to defer their review. 

Data and Resources for Candidate's Packets:

SharePoint for Tenure, Promotion, and Third-Year Reviews:

The College uses SharePoint sites for the creation and review of PTR submissions. To access the SharePoint sites, faculty and reviewers will be emailed URLs (ex: https://cofc.sharepoint.com/sites). 

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7. Modification of Duties and/or Tenure Clock Modifications

The College of Charleston is committed to fostering an educational community with a flexible and supportive work environment where faculty can thrive in both their professional and personal lives. Periodically a Faculty Member may need an adjustment or modification in the assignment of academic duties in order to respond to the birth or adoption of a child. To address this, the College has the following policy, procedure, and forms regarding Modification of Duties for faculty who become new parents. 

Modification of Duties (FAM V.J)
Modification of Duties Procedure (.PDF) 
Modified Duties Semester Form (.DOC)

Additionally, the College has the following policy regarding modifications to a Faculty Member's tenure clock: 

Tenure Clock Modifications (FAM VI.G) 
Tenure Clock Policy (PDF)

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8. Faculty Conduct

The College provides the following information from the FAM regarding faculty conduct, responsibilities, and academic freedom:

Code of Professional Conduct and Statement of Professional Ethics (FAM IV.B) 
Statement of Academic Freedom (FAM IV.C) 
Faculty Responsibilities to Students, including Religious Accommodation (FAM VIII.A) 
Consensual Relations Policy (FAM IV.D)  and Consensual Relations Policy (PDF) 
Policy for Misconduct in Research and Scholarship (FAM VII.E) 
Procedures for Misconduct in Research and Scholarship (FAM VII.F) 
Nepotism (FAM V.H) 
Policy Governing Termination (FAM VII.A) 
Dismissal of Unclassified Administrators (second paragraph/section of FAM V.E) 
Grievance Procedures for Unclassified Administrators and Faculty Members Grieving Matters related to Administrative Appointments (third part of FAM V.E) 

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9. Faculty Leave & Sabbaticals

Annual, Sick, and FMLA Leave

The College outlines a Faculty Member's sick leave, leave of absence, FMLA, annual leave, and leave with pay in the FAM as follows:

The guidelines for Sick Leave (FAM X.A.1) are outlined on the CofC Sick Leave Benefits.

Any member of the tenured or untenured faculty may apply to the Provost for a leave of absence without pay for a period of up to two years. Please see Leave of Absence (FAM X.A.2) for details.

Under the Family and Medical Leave Act, the College will provide up to 12 weeks (26 weeks in certain military caregiver situations) of unpaid, job-protected leave to “eligible” employees for certain family and medical reasons. Please see Family and Medical Leave (FAM X.A.3)

The Annual Leave Act for state employees establishes a standard Annual Leave Policy that applies to all state employees except nine, ten, and eleven-month teaching faculty. Twelve-month employees on academic appointments carrying faculty status are entitled to the standard leave earning rate applicable to all State employees. See Annual Leave (FAM X.A.4).

State regulations provide that leave with pay may be granted under certain circumstances. Visit Leave Benefits for details. Also see Leave with Pay (FAM X.A.5).

For information about faculty who become new parents and/or tenure clock stoppage, please see our Modified Duties & Tenure Clock Modification information outlined above.

Sabbatical Leave

Sabbatical leave is paid time exempt from normal duties granted to faculty members for the accomplishment of professional development programs. For more information, please see Sabbatical Leave (FAM X.A.6), the Sabbatical Leave Calendar, and our Sabbatical Leave Policy (PDF).

To assist faculty with sabbatical proposals, please reference the following samples:

SSCM: Mathematics Sample and SSCM: Physics Sample

LCWA: Classics Sample and LCWA: Jewish Studies Sample

SOTA: Music Sample and SOTA: Art History Sample

SBUS: Economics and Finance Sample and SBUS: Hospitality and Tourism Management Sample

SHSS: Psychology Sample and SHSS: History Sample

EHHP: Teacher Education Sample 1 and EHHP: Teacher Education Sample 2

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10. Faculty Research and Development

Faculty research, development, and service are essential to a faculty member’s ability to carry out the College’s educational mission. Please us the links provided below for additional information. 

Faculty Research and Professional Development Information and Resources
Adjunct Faculty Development Funding Authorization and Transfer of Funds forms
Staff Professional Development and Staff Training Program (PDF)

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11. Faculty Travel & Other Expenses

The College provides the following policies and information regarding faculty travel, purchases, and legal assistance:

Travel Policy (PDF)
Travel Forms

Policy Affecting Travel and Entertainment (FAM X.C) 

Reimbursement for Approved Expenditures by Faculty Members and Administrators (FAM X.D) 
Purchases by Faculty and Staff (FAM X.E) 
Legal Assistance (FAM X.F) 

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12. Faculty Awards

The Office of the Provost and Academic Affairs is proud to host the annual Celebration of Faculty each spring to honor our faculty and give recognition to those granted tenure and promotion, as well as renewals, positive third-year reviews, post-tenure reviews, and sabbaticals. Each year's recipients of the Distinguished Teaching Award, Distinguished Research Award, Distinguished Service Award, Distinguished Advising Award, William V. Moore Distinguished Teacher-Scholar Award, and Distinguished Adjunct Teaching Award are announced, as well as faculty who will be honored with the Emeritus/Emerita Faculty title and those receiving the Shared Governance Leadership recognition awards.

Faculty Awards Information & Nomination Instructions

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13. Adjunct Faculty Appointments & Teaching Efforts

The College provides the following information regarding each type of teaching effort: adjunct faculty appointments for teaching duties, staff pay for teaching duties, and roster faculty overload pay for teaching duties.

Adjunct Appointment and Teaching Effort Procedures
Adjunct Appointment Biannual Memo (appointment dates and payscales)

Also, please see the following information regarding adjunct faculty healthcare eligibility, adjunct faculty development funds, and adjunct faculty evaluations:

Adjunct Healthcare Eligilibility Information (ACA)
Adjunct Faculty Development Funding Authorization and Transfer of Funds forms
Adjunct and Visiting Faculty Evaluations Policy (.PDF)

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14. Teaching, Attendance, and Student Services

Faculty Teaching Information, Resources, Academic Policies, Services for Students, etc

Course Numbering 
Course Syllabi 

Statement on Religious Accommodation for Students (PDF)

Attendance Verification Policy

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15. International Faculty and Scholars

The College welcomes international faculty and scholars. Together with the Office of the Provost, the Center for International Education (CIE) assists the College's departments in bringing in international scholars to campus for a variety of purposes.  CIE provides the technical visa services in connection with coming in to the United States. CIE is primarily responsible for the College's J-1 Exchange Visitor Program and for processing of H-1B visas. CIE is the primary resource for information on all matters pertaining to international scholars' status.  Permanent Resident petitions are handled by the College's Legal Affairs Office.

International Faculty and Scholars Information

Credentialing Information for faculty with non-U.S. degrees

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16. Teaching Assistants

Teaching Assistantships are teaching positions that place graduate students in an undergraduate class or lab setting.  The College requires that each TA must be under the direct supervision of a faculty member with experience in the teaching discipline, receive regular in-service training, and be evaluated regularly. The Graduate School and Career Center hiring information and forms are linked below, as well as the Teaching Assistant credentials forms which are managed by the Office of the Provost. 

Graduate School's Teaching Assistantship Information and Hiring Forms

Teaching Assistant Credentials Information and Forms

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17. Additional Policies

Divisional Policies
Substantive Change 
Policy on Creation, Reorganization, and Elimination of Academic Units 
Faculty Overload Policy (.PDF)
Summer School Payment Policy (.PDF)
Request for Approval of Outside Employment (PDF) (and reference the FAM Section 7.1.10 Outside Employment of Faculty (FAM V.G))
Human Resources Policies and Forms
College of Charleston Policy Website (additional college-wide policies)

List of Faculty and Unclassified Administrators Policies (policy.cofc.edu):

7.1 Appointments, Terms and Records of Faculty and Unclassified Administrators
7.1.1 College Equal Opportunity/Affirmative Action Policies (FAM V.A)
7.1.2 Contracts of Untenured Faculty and Unclassified Academic Administrators (FAM V.B)
7.1.3 Reduction in Force for Faculty and Unclassified Administrators (FAM VII.D)
7.1.4 Probationary Appointments for Tenure-track Faculty (FAM V.D)
7.1.5 Courtesy Faculty Appointments (FAM III.E)
7.1.6 Emeriti Faculty Appointments (FAM III.F)
7.1.7 [Reserved for future use]
7.1.8 Faculty and Unclassified Administrator Records (FAM V.C)
7.1.9 Terms of Faculty Employment and Workload (FAM V.F)
7.1.10 Outside Employment of Faculty (FAM V.G)
7.1.11 Modification of Duties (FAM V.J)
7.2 Evaluation and Termination of Unclassified Administrators
7.2.1 Evaluation of Unclassified Administrators (first part of FAM V.E)
7.2.2 Dismissal of Unclassified Administrators (second paragraph/section of FAM V.E)
7.2.3 Grievance Procedures for Unclassified Administrators and Faculty Members Grieving Matters related to Administrative Appointments (third part of FAM V.E)
7.3 Evaluation of Faculty
7.3.1 Third-year Review, Tenure and Promotion of Instructional Faculty (FAM VI.A)
7.3.2 Promotion of Instructors (FAM VI.B)
7.3.3 Third-year Review, Tenure and Promotion of Library Faculty (FAM VI.C)
7.3.4 Procedures for Third-year Evaluation, Tenure and Promotion of Instructional and Library Faculty (FAM VI.D)
7.3.5 Annual Evaluation of Instructional and Library Faculty (FAM VI.E)
7.3.6 Merit Categories and Salary Increases (FAM VI.F)
7.3.7 Tenure Clock Modifications (FAM VI.G)
7.3.8 Post Tenure Review (FAM VI.H)
7.4 Conduct of Faculty and Administrators
7.4.2 Code of Professional Conduct and Statement of Professional Ethics (FAM IV.B)
7.4.3 Statement of Academic Freedom (FAM IV.C)
7.4.4 Faculty Responsibilities to Students, including Religious Accommodation (FAM VIII.A)
7.4.6 Consensual Relations Policy (FAM IV.D)
7.4.7 [Reserved for future use]
7.4.8 Policy for Misconduct in Research and Scholarship (FAM VII.E)
7.4.9 Procedures for Misconduct in Research and Scholarship (FAM VII.F)
7.4.10 Nepotism (FAM V.H)
7.5 Faculty Discipline, Misconduct, and Termination
7.5.1 Policy Governing Termination (FAM VII.A)
7.6 Selected Administrative Policies for Faculty and Other Employees
7.6.1 Faculty Leave Policies
7.6.1.1 Sick Leave (FAM X.A.1)
7.6.1.2 Leave of Absence (FAM X.A.2)
7.6.1.3 Family and Medical Leave (FAM X.A.3)
7.6.1.4 Annual Leave (FAM X.A.4)
7.6.1.5 Leave with Pay (FAM X.A.5)
7.6.1.6 Sabbatical Leave (FAM X.A.6)
7.6.2 Research and Development (FAM X.B)
7.6.3 Policy Affecting Travel and Entertainment (FAM X.C)
7.6.4 Reimbursement for Approved Expenditures by Faculty Members and Administrators (FAM X.D)
7.6.5 Purchases by Faculty and Staff (FAM X.E)
7.6.6 Legal Assistance (FAM X.F)
7.6.8 Substantive Change
7.6.9 Course Numbering
7.6.10 Course Syllabi
7.7 Office of Research and Grants Administration
7.7.1 Receipt and Administration of External Funds – Defining Sponsored Projects and Charitable Giving
7.7.2 Protection of Human Research Participants
7.7.3 Policy on Care and Use of Vertebrate Animals in Research and Instruction
7.7.4 Institutional Review Board (IRB) Governance
7.7.5 Financial Interest (Conflict of Interest) Disclosure Policy for Sponsored Projects and Research
7.7.6 External Request to Recruit Research Participants
7.7.7 Application for, Receipt of, and Administration of Sponsored Project Funds
7.8 Academic Administration
7.8.1 Policy on Creation, Reorganization, and Elimination of Academic Units