Undergraduate Academic Code

Undergraduate Academic Code (360 kb PDF)

Undergraduate Academic Code – Compendium of Guidelines and Policies for Academic Year 2020–2021 (137 kb PDF)

Undergraduate Academic Code – Addendum for Spring 2020 (in response to COVID-19 Pandemic) (271 kb PDF)

Appointments and Family Relationships

Originally adopted by the Academic Council

It is the policy of the University to consider all qualified persons for employment. Since a family relationship between two members of the same academic department may affect normal professional relationships within the department, everyone involved in appointment and promotion decisions ought to address this issue in his or her recommendations. A faculty member may neither initiate nor participate in any decisions involving matters that affect the appointment, retention, promotion, salary, or other professional interest of a close relative.

Background Check Procedure for Prospective Faculty

The University of Notre Dame is committed to providing a safe and secure environment for the University community in support of its overall mission. This procedure is intended to help the University achieve its goal of providing a safe and secure environment, especially for children, vulnerable members of the population, and those likely to be in subordinate positions, by requiring the use of Background Checks in the hiring process for all Faculty members.

The Background Check will be used solely to evaluate candidates’ eligibility to be engaged in any work capacity by the University, and will not be used to discriminate on the basis of race, color, age, ethnicity, religion, national origin, pregnancy, sexual orientation, gender identity, genetic information, sex, marital status, disability, status as a U.S. veteran, political persuasion or intellectual viewpoints.

Read the full description of the Background Check Procedure for Prospective Faculty

Development

It is contrary to University policy for members of the Notre Dame community to engage in any fundraising activity independent of the Office of University Relations.

Discretionary Funds

Policy Statement

The Discretionary Funds Policy is housed on the Policies & Procedures page of the Office of the Controller’s website. (Note: Link is under “Accounting & Financial Services.”)

Discretionary Funds and Sponsored Research Endeavors

The use of discretionary funds generally does not constitute “sponsored research” as defined in Notre Dame Reports and/or national surveys. Inquiries as to whether or not specific expenditures of discretionary funds qualify as “sponsored research” should be directed to the director of Research and Sponsored Programs Accounting.

For additional information and applicable policies, please refer to:

• Travel, Entertainment, and Business Expense Policies
• Procard User Guide
• Tax Department
• Controller’s FAQ Regarding Sponsored Project Administration

Extension of Appointment for Primary Caregiver

The probationary period of an untenured member of the tenure-track faculty is extended one year in connection with the arrival of the faculty member’s newborn or adopted child if: (1) the faculty member, preferably before the child’s arrival but no later than six months after arrival, elects such an extension by notifying the departmental chairperson, in writing, that the faculty member intends to act as the child’s primary caregiver during the year following the child’s arrival and (2) the faculty member acts as the primary caregiver during the year following the child’s arrival.

Faculty members who become eligible to take a primary caregiver extension during their first three-year appointment may elect to apply the extension to their first three-year appointment or they may defer such extension and, if reappointed, apply it to the second appointment period. Nothing in this policy entitles a faculty member to any reappointment and, when a faculty member chooses to defer the extension until the second appointment but is not reappointed, the extension is lost. Except in extraordinary circumstances, as defined by the Provost, the probationary period may not increase, under this policy or otherwise, more than a total of two years

Faculty Attendance at University Functions

Approved by the President on November 5, 2008

All faculty are strongly encouraged to be present and participate when the University faculty march in procession (e.g., Commencement). Each of these occasions will be announced by the University Registrar, who will also provide specific instructions. In each case, academic regalia are required. The Provost and the deans expect the faculty to actively participate in lectures, forums, symposia, colloquies, and other discussions which further the work of the academy.

Faculty Family and Medical Leave Policy (FMLA)

The University of Notre Dame recognizes the difficulty many faculty face balancing the demands of the workplace with their needs and the needs of their families. The University permits eligible faculty to take leave for their own serious health condition; for the birth, adoption or foster care placement of a child; and to care for a child, spouse, or parent who has a serious health condition. All leaves are consistent with the provisions of the Family and Medical Leave Act of 1993 (FMLA).

See also Extension of Appointment for Primary Caregiver

Eligible Faculty:

1) Family and Medical Leave Due to the Faculty Member’s Own Serious Health Condition. 

Any regular faculty member is eligible to apply for family and medical leave due to the faculty member’s own serious health condition.

2) Family and Medical Leave for Reasons other than the Faculty Member’s Own Serious Health Condition. 

Any regular faculty member who has been employed for at least 12 months immediately preceding the commencement of the leave is eligible to apply for family and medical leave for reasons other than the faculty member’s own serious health condition.

Purpose of Leave:

1) A “family and medical leave” is defined as any period during which a faculty member is away from work for one or more of the following reasons:

• The faculty member’s own serious health condition, including pregnancy and childbirth-related conditions.
• The birth of the faculty member’s child and to care for that child. (Note: Leave taken due to a faculty member’s own pregnancy and/or childbirth-related condition is considered leave for the faculty member’s own serious health condition described above. Once a faculty member has recovered from the effects of pregnancy and childbirth such that she no longer has a serious health condition, any time taken off to care for that faculty member’s child is considered leave under this provision for the birth of the faculty member’s child and to care for that child.)
• The placement of a child with the faculty member for adoption or foster care and to care for that child.
• To care for a faculty member’s spouse, child, or parent who has a serious health condition.

2) Any leave granted under this policy shall be designated as leave provided under the provisions of the FMLA unless specifically determined to be otherwise.

Leave Duration:

1) Faculty may be granted a maximum of 12 weeks of Family and Medical leave in any 12-month period (time off in addition to family and medical leave may be granted to faculty at the University’s discretion). The 12-month period is a “rolling” 12-month period measured backward from the date a faculty member uses any leave. Each time a faculty member takes family and medical leave, the remaining leave entitlement is any balance of the 12 weeks that has not been used during the immediately preceding 12 months. For example, if a faculty member has taken eight weeks of leave during the past 12 months, an additional four weeks of leave could be taken. If a faculty member used four weeks beginning February 1, 2007, four weeks beginning June 1, 2007, and four weeks beginning December 1, 2007, the faculty member would not be entitled to any additional leave until February 1, 2008. However, beginning on February 1, 2008, the faculty member would be entitled to four weeks of leave; on June 1, 2008, the faculty member would be entitled to an additional four weeks, etc.

2) Leave to care for a newborn child or for adoption or foster care placement of a child must be completed within 12 months of the birth, adoption, or placement and cannot be taken intermittently or on a reduced-time basis unless both the department and the individual agree on the schedule of intermittent or reduced leave.

3) Leave for a serious health condition (for a seriously ill child, spouse, or parent, or the faculty member’s own serious health condition) may be taken intermittently or on a reduced-time basis, but only if certified by a health care provider as needed for medical reasons.

Pay Status During Family and Medical Leave:

1) Family and Medical Leave Due to the Faculty Member’s Own Serious Health Condition.

A faculty member’s own serious health condition(s) may necessitate that he or she take one or more leaves of absence under this policy. Upon written certification of this necessity by the attending physician (see below for medical certification requirements), the University obligates itself to pay a faculty member’s salary for up to a total of six months. Medical reports are to be submitted to the Office of the Human Resources at two-month intervals during any period of leave for a faculty member’s own serious health condition. The University reserves the right to discontinue payments after it has paid a faculty member the equivalent of six months’ leave. Any additional payment made to a faculty member during leave for his or her own serious health condition(s) is at the University’s discretion.

2) Family and Medical Leave for Reasons other than the Faculty Member’s Own Serious Health Condition.

Family and medical leave to care for a faculty member’s newborn child, the placement of a child with a faculty member, for adoption or foster care, and to care for that child, or to care for a spouse, child, or parent who has a serious health condition is unpaid.

Request for Family and Medical Leave:

Any faculty member wishing to take a family and medical leave must provide the University with sufficient information to support a determination that the leave qualifies as a family and medical leave. If a faculty member does not provide sufficient information, the absence might not be considered family and medical leave.

Family and medical leave request forms are available from the Office of Human Resources and should be returned there. When possible, requests for family and medical leave must be made at least 30 days before the first date of the requested leave. If the need for a leave is not foreseeable 30 days in advance, the leave must be requested as soon as practicable.

Medical Certification:

If an individual requests a family and medical leave for his or her own serious health condition or to care for a child, spouse, or parent with a serious health condition, the leave must be supported by certification from a health care provider. The certification must contain the following:

1) The date the condition commenced.

2) The probable duration of the condition.

3) Any pertinent medical facts.

4) In the case of a family and medical leave to care for a child, spouse, or parent with a serious health condition, a statement from the health care provider that the faculty member is needed to care for the family member and an estimate of the amount of time the faculty member is needed.

5) In the case of the faculty member’s own serious health condition, a statement from the health care provider about the faculty member’s ability to perform the essential functions of his or her position.

6) If the leave is to be taken on an intermittent or reduced-time basis, a faculty member must provide a statement from the health care provider of the medical necessity for such leave. Additionally, if the intermittent or reduced time schedule is necessary for planned medical treatment, the certification must also contain an estimate of the dates treatment will be given and the duration of treatment. It is expected that the faculty member consult with the department before scheduling treatment to work out a treatment schedule that best suits the needs of the faculty member and the department.

The medical certification form, available from the Office of the Human Resources, must be completed by the health care provider. The faculty member should return the certification form, either with the family and medical leave request form or as soon thereafter as practicable, to the Office of the Human Resources. Failure to return the form as prescribed may result in the delay or denial of family and medical leave. The University reserves the right to request and obtain a second opinion at the University’s expense.

Teaching:

Faculty members with serious health conditions caused by pregnancy, childbirth, or related medical conditions are, as discussed, entitled to family and medical leave. Leave for a serious health condition related to childbirth and recovery is normally for at least six weeks. As with any family and medical leave, no University duties are required during the period of the leave. In addition, a faculty member whose due date for the birth of her child is any time during the semester is relieved from all teaching responsibilities during that semester. When a faculty member’s due date falls outside of a semester, she should contact the Office of the Provost regarding whether she will be relieved from teaching responsibilities.

Faculty members who take family and medical leave for reasons unrelated to childbearing should contact the Office of the Provost regarding whether they will be relieved from teaching responsibilities during those portions of a semester that they are not on family and medical leave.

Any faculty member relieved of teaching responsibilities under this policy may be assigned other service and administrative responsibilities during the period when the faculty member is not on family and medical leave but is relieved from teaching.

Benefit Continuation:

During the first six months of a family and medical leave, a faculty member will have the option to continue his or her ND Flex benefits (health, life insurance, and flexible spending accounts) at the same monthly cost as before the leave. If the leave extends beyond six months, the faculty member will have the option to continue his or her ND Flex benefits for the duration of the leave, but at full cost to the faculty member.

Faculty members on paid leave who elect to continue their ND Flex benefits will have regular deductions made from their pay. Faculty members on unpaid leave who elect to continue their ND Flex benefits must make their regular monthly payments to the Office of the Human Resources no later than the fifth day of each month. Failure to make monthly payments may result in termination of the benefits.

If an individual fails to return from a leave, that person may be required to reimburse the University for medical insurance premiums paid by the University during the leave. 

Reinstatement:

Faculty members returning from family and medical leave will return to the same positions held by them before the leave. Faculty members holding administrative positions (including, for example, department chairperson, director, or other administrative positions) who are absent for longer than 12 weeks may be relieved of some or all of their administrative duties during or upon their return from leave, depending upon the operational needs of the University.

Definitions:

Spouse:
A husband or wife as defined or recognized by the State of Indiana.

Parent:
A legal parent or an individual who raised a faculty member when the faculty member was a child. Does not include “in-laws.”

Child:
Any child under the age of 18 who is the biological child of the faculty member, who is adopted by the faculty member or whom the faculty member supervises on a day-to-day basis and for whom the faculty member is financially responsible. Any such child 18 or older and incapable of self-care because of a mental or physical disability.

Serious Health Condition:
A serious health condition is defined as an illness, injury, impairment, or physical or mental condition that involves (1) an overnight stay in a hospital or medical care facility and any period of incapacity or subsequent treatment in connection with the overnight stay, or (2) continuing treatment by a health care provider.

Continuing treatment may be established under any one of five sets of circumstances: 

• A period of incapacity of more than three consecutive days that also involves a certain level of treatment (either two or more times by a health care provider, or at least one occasion that results in a regimen of continuing supervised treatment, e.g., prescription medications or therapy with specialized equipment);
• Any period of incapacity due to pregnancy or prenatal care;
• Any period of incapacity due to a chronic serious health condition (such as asthma, diabetes, epilepsy);
• Permanent or long-term incapacity due to a condition for which treatment may be ineffective but which requires the supervision of a health care provider (such as Alzheimer’s, severe stroke, terminal stages of a disease); or
• Absence to receive multiple treatments for restorative surgery after an accident or injury or for a condition likely to result in incapacity of more than three days absent medical intervention (such as cancer, severe arthritis, kidney disease).

Part-Time Appointments to the Regular Faculty

Originally adopted by the Academic Council
Amendments approved by the Academic Council on November 11, 2009

1. Part-time appointments to the regular faculty are permitted for persons who for appropriate reasons must devote less than full-time service to the University, provided that the service is at least half-time and less than three-quarters-time and that the individual is not employed outside the University. For compelling University interests, the provost, upon recommendation of the faculty member’s dean, may waive the prohibition against outside employment.
2. No more than one-fourth of the regular faculty members in any department, or equivalent academic unit, shall have part-time appointments.
3. The standards for appointment and reappointment to the regular faculty for part-time service shall be the same as for full-time service as also shall be the duration of contractual periods.
4. Tenure, i.e., permanence of appointment, shall be granted to members of the regular tenured and tenure-track faculty holding less than full-time appointments on the same basis as for members holding full-time appointments. The prorated portion of each year of part-time service shall be counted toward the maximal probationary period for tenure, as stipulated in the letters of appointment.
5. Requests by members of the regular faculty for transfers between full-time and part-time service shall be made through the appointments and promotions channels. Such a transfer can be made only by mutual agreement between the appointee and the University.
6. A regular faculty member with a part-time appointment has the same voting privileges as a member with a full-time appointment. In general, the responsibilities and privileges of a member of the regular faculty with a part-time appointment are the same in nature as, but on a proportionate scale to, those of a member with a full-time appointment.
7. The salary of a member of the regular faculty on a part-time appointment shall be the proportionate share of the salary were the appointment to be full-time. Members of the regular faculty on part-time appointments are eligible to participate in the Faculty and Administrators Retirement Plan; contributions from both the member and the University are based on the part-time salary. Such members may participate in the University’s medical benefit program, but if the appointment is for less than three-quarters-time, the total premium is paid by the member.

University Travel

The University seeks to balance the resumption of the normal work of the University while also continuing to protect the health and safety of members of this community.

The most up-to-date information regarding University travel during the COVID-19 pandemic is available at covid.nd.edu/policies/travel-policy. 

Where applicable, the information found at the above link will temporarily take precedence over Notre Dame’s standard Travel, Entertainment, and Business Expense Policies and Procedures.

Widows’ and Widowers’ Benefits

Notre Dame has a program of faculty benefits to aid, during the first year of widowhood, the widows and widowers of faculty members who died while still in active service of the University. The academic contract year salary is continued through the month following the month in which the death occurs. Six equal payments will then be made to each widow or widower in the following manner:

Thirty percent of the faculty member’s annual salary as of the date of death plus:

• $100 for each full year of service, provided the faculty member has worked no more than 10 full years.
• $125 for each full year of service, provided the faculty member has started the 11th year of work and has not worked more than 25 full years.
• $150 for each full year of service, provided the faculty member has started the 26th year of work and has not worked more than 50 years.

Note that:

1. Widows and widowers of faculty members who were employed over 50 full years will be paid one full year’s salary.
2. The fund will be made available only if the widow or widower survives and to her or him alone.
3. The year is to be computed from July 1 to June 30. For computations, a period of six months or less is to be computed as one-half year; a period of over six months is to be computed as one year.
4. In no case will more than one full year’s salary be paid.

The University will review the circumstances of widows or widowers of retired faculty as a matter of course.

Address Changes

There are two ways to notify the University of your change of address:

You can submit (via email or in person) the Name/Address Change Request Form, or you can make updates online through InsideND.

Notre Dame Learning

Notre Dame Learning brings together teaching and learning expertise to serve as the central hub of learning excellence and innovation at Notre Dame. It includes the Kaneb Center for Teaching Excellence and the Office of Digital Learning.

• Notre Dame Learning Homepage

Office of Information Technologies (OIT)

• OIT Homepage
• OIT Services
• Campus Workstation Program (CWP)
• insideND Campus Portal
• Learning Management System
• Notre Dame Studios
• Panopto Video Platform
• Software Access
• Telephone—VoIP
• Virtual Private Network (VPN)
• Zoom Teaching & Learning Resources