The Office of the Provost will assist units with the processes related to both the collective bargaining agreement between United Academics and the University of Oregon (effective August 1, 2022) as well as the Peer Review of Teaching Policy related to UO Senate Motion US22/33-11.
In a memorandum of understanding (MOU) between United Academics and the Office of the Provost, deadlines for unit-level policies were adjusted:
Process Highlights, Instructions, and Resources
For units who did not update these policies along with their Merit Policy in 2023, the timeline below is for this year's policy work. Linked text will take you to detailed instructions.
All policy templates are available for download.
Dean-Defined deadline 2024
Faculty designees submit faculty-approved policy template to the Office of the Provost. A copy of the document is archived and then sent to the unit's Dean for review. Per the MOU with United Academics, this deadline may not be before the end of Winter term.
2 days after oTp receives faculty-approved policy
The Office of the Provost sends the faculty-approved policies to unit deans for review and approval.
June 15, 2024
The Office of the Provost has 60 days (not counting academic breaks or time between academic years) to compare faculty and dean approved policy documents. Deans will be contacted regarding any concerns.
sept 14, 2024
All unit-level policies approved and notice sent to unit deans.
1. Policy Templates and Faculty Representatives
Step 1: Unit heads represent their faculty during this process. They serve as a point of contact for the Office of the Provost and are responsible for uploading their faculty-approved version of the policies. Unit heads may identify an additional faculty member to be granted access to the Sharepoint site and receive communications. Use this form to submit the name of the individual.
Step 2: Download the Provost's policy templates. Provided templates must be used for review and approval. The only exception is the Teaching Evaluation Rubric. Units can choose to edit that provided template or submit their own.
Step 3: Units should carefully review Appendix 1 and 2 in the new CBA for implementation agreements, unit-policy development guidelines, and the standards and criteria for major reviews. Highlights of the CBA changes and additional resources are linked below.
Step 4: Faculty complete their unit's draft of the policy
- Follow your unit's shared governance process to develop and approve a revised policy, observing guidance received from dean or others.
- Submit faculty-approved policy using process described below.
Step 5: Repeat for other policies
2. Submit Faculty-Approved Policy
Faculty-approved policy drafts are due by the Dean-defined deadline.
Step 1: Unit heads or assigned designees upload faculty-approved policy documents to their folder on the Sharepoint site.
- If you do not have access to your folder, or the folder structure does not match your unit's governance, contact Program Manager Denita Strietelmeier.
- Document should be clean (comments and track-changes resolved)
- Files should be named with one of the following conventions to match the policy type:
Upon upload, the program manager will be notified. Edit privileges will be removed to retain document integrity. A copy will then be sent to the unit's dean for revision and approval.
3. Deans Review Faculty-Approved Merit Policies
Deans will be emailed a link to a copy of the faculty's draft within 2 days of receipt by OtP.
Step 1: Deans will download the document from the designated Sharepoint site, then (option 1) Click on the three dots to the right of the file name and select "Download" or (option 2:)
- Select the template
- In the open template select "File"
- Select "Save As"
- Select "Download a Copy"
Step 2: Deans should use track changes for any edits they make to the faculty document and comments to explain their rationale for substantive changes or edits
Step 3: Within 45 days of receiving the faculty draft, Deans will provide written written notice and explanation of any non-grammatical alterations they propose to the faculty-approved policy. Upon request, they may meet with the unit faculty.
4. Final Policy Updates Due to Office of the Provost
Deans are to submit their revisions/approvals to the designated Sharepoint site BY JUNE 15. Submitted draft should leave track changes on. The Office of the Provost will contact Deans with any concerns.
5. Policy Approvals Complete
The Office of the Provost will review submissions within 60 days and contact Deans and faculty designees with approved versions BY SEPT 14.
6. Revised Policies Published
All newly revised and approved policies are published to the Office of the Provost Policies webpage BY SEPT 28.