A.  Policy

The College of Nursing makes a limited number of adjunct faculty appointments based on the needs of the College. An adjunct faculty appointment is generally for a P&S staff member at the University, a professional employed in the surrounding community, or a faculty member from another institution whose area of expertise is either insufficiently represented on the faculty or complements the expertise of faculty in the College of Nursing.  Typically, Adjunct faculty hold a graduate degree and/or a terminal degree in their field. 

These appointments in the College of Nursing are for less than 50% and may or may not be compensated. Adjunct appointments are temporary, part-time and do not include benefits.

B.  Appointment Procedures

Faculty members or an Associate Dean may recommend an individual for an adjunct appointment. The candidate for an adjunct position provides the Associate Dean for Faculty (for tenure track) or Associate Dean for Academic Affairs (for clinical track, instructors, or lecturers) with a current CV, and letter of interest. Nominations for Adjunct faculty appointments are reviewed by the College of Nursing Strategic Governance Council with recommendations to the Faculty for vote for recommendation for an appointment. If recommended, the Associate Dean sends the candidates CV and a letter of recommendation to the Dean for final approval.   Final appointment is contingent on the candidate providing consent for a credential verification process and appropriate proof of professional licenses, as needed.

Initial appointments can be made at any time in the calendar year for a period of up to three years based on the University fiscal calendar with an end/renewal date of June 30th. An appointment/agreement letter (see Attached Adjunct letter template) including the dates of appointment and responsibilities is provided.

Adjunct faculty appointments carry a faculty rank (adjunct assistant, associate or full professor; adjunct clinical instructor, assistant, associate or full professor; adjunct Lecturer). The initial rank to which an adjunct is appointed is based on the qualifications of the individual using the general University guidelines and the College of Nursing guidelines. These guidelines consider the individual’s educational background, professional and teaching experience, and professional achievements (See Appendix A).

Prior to the end of each three-year appointment, the Associate Deans review the faculty member’s performance and the need for the position. If desired, a reappointment for another term of up to three years is made. The Appointment or Change in Status form and attachments are routed in workflow from the Associate Dean for Faculty (for Tenure Track Adjunct) or the Associate Dean for Academic Affairs (for Clinical Track Adjunct) to the Dean's Office to the Office of the Provost for electronic signature.

C.  Responsibilities and Privileges of Adjunct Faculty

Adjunct faculty responsibilities may involve teaching, teaching support, research, or clinical practice.  Privileges accorded adjunct faculty include eligibility to serve on graduate examination committees, and undergraduate honors/graduate research projects, inclusion in College of Nursing  adjunct faculty list and marketing materials,   invitation to attend College seminars, meetings and activities, and contributing to faculty meetings as a non-voting member.

D.  Annual Review Process

Annual review of adjunct faculty will occur by the Associate Dean for Faculty and/or Associate Dean for Academic Affairs, with feedback from faculty on contributions to the College of Nursing.  On third year review, decision on reappointment will be made and can consist of renewal for 1-3 years.

E.  Promotion and Re-appointment Procedures

If the record of professional activities justifies a promotion in rank, an adjunct faculty member, whether salaried or not, may be recommended for promotion during the regular promotion cycle. Adjunct faculty may also self-nominate for promotion. The Associate Dean advises the adjunct faculty member on the promotion process, status compared to the College norms, and the required dossier.

Adjunct faculty members are evaluated for promotion based on the quality and significance of the contribution that they make in the area(s) described in their individualized agreements (see attached Letter of Appointment for Adjunct Faculty) and on the College of Nursing criteria for the rank to which they aspire.

The promotion dossier for adjunct faculty includes:

1. A current CV

2. Copies of any teaching evaluations (if applicable) and information about teaching quantity since appointment or the last promotion

3. A brief (1-2 pages) personal statement teaching, scholarship, practice, and/or service responsibilities (if applicable).

4. If deemed necessary by the Associate Dean, two to three letters of review (these may include letters from faculty from a different unit).

The process of review is similar to that of other faculty in the College of Nursing and will include:

1. The Collegiate peer group (CPG) (tenure- and clinical-track faculty at or above the rank to which the candidate is being considered for promotion) will review the dossier and vote. The vote will be reported to the Dean, no other written report will be provided.

2.  The Associate Dean will write a letter of recommendation with justification for promotion to the Dean.

3. The Dean will write a letter to the Provost, which will include the peer group vote.

The candidate is informed of the recommendation of the collegiate peer group by the Associate Dean, provided a copy of both the Associate Dean's and Dean’s letters, and given the opportunity to respond to errors of fact in either the Associate Dean's or Dean’s letters.

Adjunct Appointment Template Letter

Adjunct Faculty Appointment and Promotion Qualification Guidelines

The University of Iowa College of Nursing

ANNUAL REVIEWS FOR PROBATIONARY TENURE TRACK FACULTY AND CLINICAL FACULTY

The following guidelines shall be followed in conducting annual reviews of probationary tenure-track faculty and clinical-track faculty:

1. The College of Nursing Review Criteria and Processes described below are consistent with the qualifications established in Section 10.4b and c of the Operations Manual.
2. It is the responsibility of the Dean and Associate Deans for Faculty and Academic Affairs to ensure the completion of the review process.
3. The annual review of probationary faculty should be as complete and detailed as possible in order to provide sifficient feedback and guidance to the faculty member being reviewed.
4. If there are secondary/tertiary appointments, the review process should be guided by the original offer letter and/or the Memorandum of Understanding, and evidence or description of the participation in the review by the department(s) must be provided and signatures obtained.
5. Upon completion of the annual review process, the faculty member should be informed of the results of the review in the following ways:

• Receive a written summary of the review, including documents sent forward by the Associate Deans to the Dean for subsequent review by the Provost.
• Be given the opportunity for a one-on-one meeting with the Associate Dean or designee responsible for the annual review process.
• Be informed of his/her right to respond in writing to the annual review.  This response will then become part of the official record.

Probationary Tenure Track Faculty

Consistent with the University of Iowa Policy for Review of Tenure Track Faculty: Operations Manual, III-10.1a(4), the College of Nursing guidelines include:

1. First Year's Annual Review: All non-tenured faculty members shall receive annual reviews; in their first year the review is conducted in the Spring semester.  This review may be abbreviated and based on the faculty member's limited record to date, but the first review should be used as an opportunity to introduce the process and criteria of annual reviews, review the faculty member's goals, and develop a plan for achieving those goals in his/her probationary period.
2. Reappointment Review: The reappointment review is conducted during the third year.  This review is a peer review and is conducted according to the College of Nursing Tenure Track Review and Promotion Decision-Making Guidelines.  It is a substantial review that takes "into account the faculty member's proven teaching effectiveness and research productivity and potential and includes an evaluation of collegiate and university educational goals and a determination of the likely role of the faculty member in achieving those goals" (Operations Manual, III-10.1a (4) (h)).

• If the reappointment review yields a decision to reappoint, that appointment should be for an additional three years to enable a tenure review.
• If the review results in a decision that the faculty member is not performing satisfactorily, then a terminal appointment is given.  The Office of the Provost will be notified as soon as possible if the result is a recommendation not to reappoint.
• A faculty Annual Review Form must be submitted with the reappointment review, whether there will be reappointment or terminal appointment.

3. Tenure Review: For the tenure review, the probationary faculty member undergoes a comprehensive review of teaching, scholarship or reative work, and service from the time of initial appointment.  This review occurs in a faculty member's final year of their pre-tenure appointment, unless extensions have been granted that have reset the tenure review date.  For information about conducting tenure reviews, see the Office of the Provost's Procedures for Tenure and Promotion Decision Making at The University of Iowa.
4. All Other Years: An annual review is required for all tenure-track probationary faculty in non-reappointment or tenure consideration years, as cited in the UI Operations Manual citation at the beginning of this section.  This includes review of portfolio development for reappointment and/or promotion and tenure to include completion of expectations in teaching, scholarship and service.

Clinical Track Faculty

Consistent with the University of Iowa Policy for Review of Clinical Track Faculty (Operations Manual, III 10.9), the College of Nursing guidelines include:

1. Annual Review: An annual review is required for all clinical-track faculty members in non-reappointment consideration years, as cited in the UI Operations Manual policy at the beginning of this section.  This includes review of portfolio development for reappointment and/or promotion to include completion of expectations in teaching, scholarship, practice and service.
2. Contract-Renewal Review: Reappointment reviews are conducted following the initial three years of service and conducted according to the College of Nursing clinical Track Guidelines for Appointment, Retention, Reappointment and Promotion.  This is a substantial annual review that takes into account the faculty member's demonstrated effectiveness in fulfilling teaching, clinical scholarship, service and/or practice missions.  It should also include "evaluation of the collegiate, and University educational and service goals and the likely role of the faculty member in the future in achieving those goals" (Operations Manual, III-10.1a (4) (h)).

• If the reappointment review yields a decision to reappoint, clinical-track Instructors will receive two-year appointments, while clinical track Assistant, Associate and Full Professors will receive three- to seven-year appointments.
• If the review results in a decision that the faculty member is not performing satisfactorily, then a terminal appointment is given (see Operations Manual, III-10.9h for notice of non-renewal requirements).  The Office of the Provost will be notified as soon as possible if the review result is recommendation not to reappoint.
• An Annual Review Form must be submitted with the reappointment review, whether there will be reappointment or terminal appointment.

ANNUAL REVIEWS FOR TENURED FACULTY

1. An Annual Review is required for all tenured faculty members in years when the faculty member is not undergoing a review for promotion or being reviewed by peers according to the College of Nursing Post-Tenure Peer Review Policy.
2. The Annual Review includes review of accomplishments in teaching, scholarship and service based on expected standards of performance for the faculty member's rank.

ANNUAL REVIEWS FOR ASSOCIATE FACULTY

1. An Annual Review is required for all Associate faculty members in each year of their contract appointment.
2. The Annual Review includes review of accomplishments in teaching, scholarship and service based on expected standards of performance for the Associate appointment.

ANNUAL REVIEWS FOR LECTURERS WITH ANNUAL CONTRACTS

1. An Annual Review is required for all Lecturers with annual contracts each year as part of their contract renewal.
2. Contract renewal reviews include:

• If the renewal review yields a decision to reappoint, lecturers will receive a one year appointment.
• If the review results in a decision that the lecturer is not performing satisfactorily, a contract-renewal will not be provided.
• An Annual Review Form must be submitted with the renewal review.

ANNUAL REVIEW PROCESS

Material Preparation: The faculty member shall provide the following materials used to conduct the annual review to the Office of Faculty Services or the Office of Teaching Services (depending on where the primary effort allocation is reviewed) no later than one week prior to a scheduled review meeting in the Fall semester:

1. A current curriculum vitae of the faculty member, with achievements during the time period under review (e.g. fall, spring and summer prior to the review) highlighted.
2. A written self-assessment of teaching, scholarship, service and/or practice activities (depending on effort allocation for the year) for the review period.  The statement on scholarship should include a list of submitted grant applications that were not funded and thus not included in the curriculum vitae.  The statements should address any reallocation of effort during the prior year and address any areas for development noted in prior annual reviews.
3. A statement of goals for the next year covering anticipated teaching, scholarship, service and/or practice activities as well as any specific plans for professional development.  The goals should be in keeping with expectations by rank in the College of Nursing Tenure Track Review and Promotion Decision-Making Guidelines and College of Nursing Clinical Track Guidelines for Appointment, Retention, Reappointment and Promotion.
4. Teaching evaluations of the faculty member's courses, including student evaluations for courses taught the prior academic year and peer evaluations if completed during the prior year as described in College of Nursing Tenure Track Review and Promotion Decision-Making Guidelines and the College of Nursing Clinical Track Guidelines for Appointment, Retention, Reappointment and Promotion.
5. Any additional materials the faculty member considers appropriate for the annual review.

Review Process: The process for accomplishing the annual review includes, but is not limited to, the following components:

1. The Associate Dean for Faculty, in consultation with the Associate Dean for Research, completes the written summary and evaluation of Tenure Track and Tenured faculty scholarship and service.  the Associate Dean for Academic Affairs completes written summary and evaluation of Tenure Track faculty teaching.  The Assistant Dean for Graduate Programs and Assistant Dean for Undergraduate Programs, in consultation with the Associate Dean for Research, complete the written summary and evaluation of Clinical Track faculty teaching, scholarship and service and of Lecturer teaching.  The written annual review summaries of all faculty are sent to the Dean for consideration in Collegiate decision-making.
2. The faculty member is expected to meet with the Associate and/or Assistant Deans conducting their annual review.  The faculty member is provided an opportunity to assure accuracy of data included in the annual review and to provide additional information not available at the time of submission of written summary statements.
3. The faculty member will receive a written summary of the review and have an opportunity to respond to the annual review in writing.  Any such written response will be appended in to the Annual Review Form and kept on file in the personnel file of that faculty member.
4. At the faculty member's request, the Dean of the College of Nursing will meet with the faculty member to discuss the Annual Review summary, and the faculty member's written response (if one is written).

Documentation of Outcomes: The process for documenting annual review outcomes is as follows:

1. Probationary Tenure Track and Clinical Track Reappointment Reviews: The name of the faculty member being reviewed is entered into the Workflow path by the Associate Dean (or designee) initiating the Annual Review form.  The faculty member can "approve" the form, which will serve as an electronic signature to acknowledge that he/she has received the results of the review and was offered the opportunity to respond.  A physical signature on the review documents will not be required, but the faculty member's electronic signature must be obtained.
2. Review of Tenured Faculty Members: The Associate Dean for Faculty or Associate Dean for Academic Affairs records completion of each annual review in the online HR system before June 30th of each year, as established by the Provost Office.  The Annual Review summary, including any additional documents, will be provided to the Dean and kept in the faculty member's personnel file.
3. Associates and Lecturers with Annual Contracts: The Associate Dean for Faculty or Associate Dean for Academic Affairs submits completed annual reviews to the Dean, which are kept in the faculty member's personnel file.

D.  Practice Expectations

Clinical track faculty will be evaluated on evidence of substantial involvement in activities to meet the listed expectations for each rank. Bulleted items are examples of activities to meet expectations and are not meant to be limiting or all-inclusive. Evaluation of evidence of substantial involvement is influenced by the percentage of time allotted to particular areas of effort distribution. For example, a person with 20% effort allocated to practice will have less time to devote to practice and thus present with fewer activities, than someone who has a larger effort distributed to practice.

C. Service

3.e.  Frequency:

3.e.1. Tenure-track Assistant Professors must have a minimum of six PETs. A developmental PET will be performed in years one, three and five. An evaluative PET will be performed in years two, four and six. Ideally one observer will perform the PET in two consecutive years to provide continuity between the developmental and evaluative PET. This evaluation plan allows time for faculty to respond to the developmental PET as needed.

3.e.2. Full Professors and Tenured Associate Professors not seeking promotion: Three observations will be performed during the 5 year interim period of tenure. At least two will be for evaluative purposes.

3.e.3. Clinical-track Assistant Professors must have a minimum of six PETs during their first 6 years of appointment. A developmental PET will be performed in years one, three and five. An evaluative PET will be performed in years two, four and six. Ideally one observer will perform the PET in two consecutive years to provide continuity between the developmental and evaluative PET. This evaluation plan allows time for faculty to respond to the developmental PET as needed.

3.e.4.  Clinical-track Full and Associate Professors not seeking promotion and Assistant Professors after 6 years: Three observations will be performed during the 5 year interim period. At least two will be for evaluative purposes.

3.e.5.  PET observers and times of observations will be determined with input from the faculty member, and will be representative of the faculty member’s teaching assignment—didactic and/or clinical teaching.  PET may be done or augmented by video observation and/or access to course web sites with the faculty member’s consent.

3.e.6.  The faculty member must be involved in facilitating PET by providing copies of syllabi, other relevant course materials, and access to course management sites.  However, the Dean or Dean’s designee ultimately is responsible for ensuring the PETs take place.

In accordance with the University of Iowa’s policy on Review of Tenured Faculty Members (OM III-10.7), reviews conducted under this policy shall respect the principles of academic freedom and the significance and importance of tenure.  Free inquiry and expression are essential to the maintenance of excellence, and tenure is essential to free inquiry and expression.

The peer review of tenured faculty members will occur at least once every five years.  The faculty member may request a review ahead of schedule.  Faculty members are exempted from their scheduled five-year peer review if (a) they are being reviewed for promotion to a higher rank during the year of the scheduled review; (b) they are within one year of announced retirement or are on phased retirement; (c) they serve as assistant dean, associate dean, or dean; or (d) the Dean in his or hear discretion, concludes that unusual circumstances warrant exempting a faculty member from review in a given year.  At any time in the peer review process, the faculty member may consult with the Chair of Faculty Council regarding policies and procedures.

Materials used to conduct the peer review provided by the the faculty member include, but are not limited to:

1. A current curriculum vitae of the faculty member.
2. A written self-assessment of teaching, scholarship, and service activities over the last five years (or since the previous peer review) completed by the faculty member.  The statement on scholarship should include a list of grant applications that were submitted but not funded.  The statements should include explanation of any time during which effort has been reallocated and address any areas for development noted in prior post-tenure reviews.
3. A general career plan including goals for the next five years covering anticipated teaching, scholarship, and service activities as well as any specific plans for professional development.  The goals should be in keeping with collegiate expectations for professors in the areas of scholarship, teaching, and service, recognizing negotiated post-tenure effort reallocation, if applicable.
4. Copies of the most recent peer review committee report and annual administrative reviews during the five year review period.
5. Teaching evaluations of the faculty member's courses during the last five years, including student ACE evaluations and at least one peer evaluation completed within two years of the review.
6. Any additional materials the committee and/or faculty member considers appropriate.

The mechanism for accomplishing the peer review includes, but is not limited to, the following components:

1. The Associate Dean for Faculty, following consultation with the faculty member to be reviewed, selects a committee of three tenured faculty members within the same college of the same or higher rank as the faculty member being reviewed to serve as the faculty review committee for the faculty member to be reviewed.  Associate Deans and Deans may not serve on peer review committees.
2. The peer review committee:

• Reviews all submitted material and requests other materials it deems appropriate.  The solicitation or production of reviews of the faculty member's scholarship by the committee is not contemplated as a necessary part of the peer review process. 
• Writes a peer review committee report for the faculty member being reviewed.  This report will be three to five pages in length and devoted to an assessment as to whether, judging from all the information available, the faculty member under review has demonstrated professional vitality by achieving the expected standard of performance for faculty members within the College.  When the performance of the faculty member under review has not fallen below the expected standard of performance for faculty members within the College, the committee may nevertheless make suggestions of ways the faculty member might try to enhance his or her performance through professional development activities.
• The peer review committee shall complete its review and final report no later than the last day of classes in the spring semester of the academic year in which the review commenced.  Written timelines for submitting materials will be posted one year in advance.

3. The peer review committee shall complete its review and final report no later than the last day of classes in the spring semester of the academic year in which the review commenced.  Written timelines for submitting materials will be posted one year in advance.

Distribution and use of the peer review committee report:

1. The outcome of the peer review is confidential and sent to the faculty member being reviewed, the review committee, the Associate Dean for Faculty, the Dean, others directed by the faculty member, and in special circumstances, the Provost.
2. The committee will discuss the written report with the faculty member within one week after the written report is sent.
3. The faculty member will have an opportunity to respond to the report in writing.  Any such written response will be sent to the Dean of the College of Nursing, appended to the peer review committee report, and kept on file with the peer review committee report in the personnel file of that faculty member.
4. If the performance of the faculty member under review has fallen for a significant period of time below the expected standard of performance for faculty members within the College, the Dean may pursue the development of a plan to address those problems, under the standards and procedures set forth in the University of Iowa Review of Tenured Faculty Members policy (OM III-10.7).
5. At the faculty member's request, the Dean of the College of Nursing will meet with the faculty member to discuss the peer review committee report, and the faculty member's written response (if one was written).
6. The developmental nature of post-tenure review mandates that a faculty member being reviewed should be accorded adequate time to respond to the review and to improve performance where necessary. 
7. A faculty member who believes the policy and procedure during the five-year peer review process has been violated may seek redress of his or her grievance within the scope and framework of the University of Iowa Faculty Dispute Procedures (OM III-29.6).
8. The Associate Dean for Faculty records completion of each five-year review in the online HR system by the end of each fiscal year.

Although each tenured faculty member is expected to be fully engaged in teaching, research, and service throughout his or her academic career, it is recognized that faculty members will not always allocate their energies to those three categories of activity in the same measures from year to year. The standards are the same for all tenured faculty unless specialized expectations have been formalized in a Post-tenure Allocation of Effort Agreement has been made. Moreover, it is recognized that the heavy demands of certain administrative assignments can sometimes preclude a faculty member from producing scholarship while carrying out those assignments, and/or can affect a faculty member’s teaching load and teaching assignments. Faculty effort/contributions may realign to meet expectations and/or the needs of the College overall. The peer group shall take these realities into account when evaluating a faculty member’s 5 year performance.

Associate Professors should have an active research program, potentially still in growth phase.  They should have become adept as teachers, and should be in the process of assuming more responsibility for college governance based on their research and teaching commitments.  It is assumed that the goal of all Associate Professors is to sustain an active research career unless otherwise negotiated.

Full professors should have established research programs with continuity, have developed an effective teaching style and courses, and have assumed a role in university, college and department related administrative affairs. Teaching should involve the same high standards as research.

RESEARCH

Criteria for Associate Professor (4/2009)

1. Demonstrates a specific area of scholarly activity which advances the discipline.
2. Demonstrates excellence in research and publications.
3. Demonstrates continuing productivity in scholarship
4. Demonstrates a pattern or focus of scholarly activity.
5. Receives external research support where appropriate
6. Has made a significant contribution to nursing literature

Criteria for Full Professor (4/2009)

1. Demonstrates sustained scholarly activity
2. Receives University, National and/or International recognition as a scholar (e.g. evaluation of the scientific and technical worth of research proposals, publications and completed projects; receipt of awards, prizes, research funding; citations; invited papers; honorary elections and editorships).

Post Tenure Review Standards

General expectations for tenured faculty for research are to: make good faith effort in securing research funding (if appropriate for the particular area of study) and disseminate research findings nationally and internationally consistent with rank.  Mentoring of junior faculty and faculty colleagues is also an expectation from more experienced and accomplished faculty.

TEACHING

Criteria for Associate Professor (4/2009)

1. Able to independently develop, implement, and evaluate a new or experimental area of instruction (e.g. course, clinical experience, series of courses, or program of study).
2. Actively contributes to program or curriculum development.
3. Recognized as a consultant to faculty in areas related to teaching effectiveness.
4. Facilitates integration of knowledge within the curriculum.
5. Is recognized as an expert in a content or practice area within and beyond the College.
6. Provides evidence for being labeled as master teacher.

Criteria for Full Professor (4/2009)

1. Provides a behavior model for excellence in teaching.
2. Serves as a mentor for other faculty and graduate students.
3. Makes significant contributions to the College and nursing education generally.
4. Gains recognition for teaching effectiveness from the Unversity community and/or other disciplines.
5. Serves as consultant to national and international colleagues in area related to nursing and/or nursing education.
6. Facilitates the growth of the College and University.

Post-Tenure Review Standards

General expectations for teaching are to continue to be accountable for teaching by routinely updating courses and perhaps developing new courses, actively advising graduate students, and demonstrating positive teaching evaluations from students and peer faculty.  Graduate student mentoring is an important component of teaching in the College of Nursing for all faculty who are expected to chair and serve on doctoral dissertation and capstone project committees.  Faculty members who have an active research program are expected to mentor PhD student and junior faculty research.

SERVICE

Criteria for Associate Professor (4/2009)

1. Chairs or provides leadership on College councils.
2. Participates on University committees.
3. Interprets school programs and positions to a wide audience.
4. Initiates innovative, planned change in the area of academic, clinical nursing, or the delivery of health care to the community.
5. Serves in leadership or consultant role and professionally relevant community and/or academic organizations.

Criteria for Full Professor (4/2009)

1. One of the qualifications for full professor given in the Faculty Handbook is "Unmistakable evidence of recognition by peers at the national level."
2. National reputation is evaluated on evidence of recognition by peers:

• Service as a consultant in an area of expertise at regional and/or national levels.
• Provision of leadership in professional regional and national organizations.
• Service on policy-making bodies (i.e. executive committees, etc.)
• National recognition as a scholar and academic leader
• Service as mentor to less mature colleagues in other parts of the country or world.

Post-Tenure Review Standards

General expectations for service are to contribute to the work of the College, State, University and nation through active membership on committees and task forces, contribute to the profession of Nursing through active participation in professional organizations, and contribute of the community through local organizations and efforts.  It is expected that as a faculty member inreases in seniority and rank, they will assume an increasing role in providing leadership and service to the College, the University and the profession.  Tenured faculty members are expected to engage in professional service activities that reflect the visibility of their own scholarship and teaching.

PROCEDURE

Dean's Office or Dean's Designee

1. Notifies the Associate Dean for Academic Affairs and the Associate Dean for Faculty, in the Spring Semester, that the candidate is due to be reviewed.  Following consultation with the Associate Dean for Academic Affairs, the candidate decides if he/she wants to pursue promotion.
2. Determines which candidates who are up for promotion have joint or secondary appointments with another university collegiate unit or non-departmental unit (e.g. DVA) and notifies candidate, the Associate Dean for Academic Affairs, the Associate Dean for Faculty, Dean and Chair of Faculty Council of the need to determine review procedures for the candidate consistent with University Policy (see Appendix E Review Procedures for Faculty with Joint Appointments, UI Operations Manual or see Policy on Faculty Appointments to Non-Departmental Units).
3. Provides workload distribution of candidate for Internal Reviewers (teaching, practice, clinical scholarship and service).
4. Assists the candidate with technical aspects of uploading/submitting materials to the dossier including setting up folders, etc.
5. Sends candidate materials to External Reviewers
6. Uploads:
   • Cover Sheet for promotion by the second Tuesday in September.
   • Candidate's Administrative Reviews since last (re)appointment by the second Tuesday in September.  In the absence of an administrative review since last appointment and/or promotion, a copy of Dean's Recommendation to Provost from last reappointment and/or promotion is added to the dossier.  These materials are watermarked "confidential".
   • Internal Review Summary of the candidate's file as a pdf document(s) with secured signatures (at least 2 weeks prior to the Peer Group meeting). 
   • Candidate's appointment letter (if the candidate has a joint or secondary appointment with another collegiate unit or non-departmental unit).
7. Provides and closes access to the candidate's file according to a present timeline and composition of the Peer Review Group; exceptions may be granted under direction from the Chair, Faculty Council.
   • Open file for candidate by the end of May
   • Close file to candidate at the close of business (COB) on the second Tuesday of September.
   • Open file for Internal Reviewer in the first week of September.
   • Open file to Peer Group in the first week of September.
   • Close and archive file in the first week after the Peer Group meeting.
8. Communicates important deadlines, including reminders, to the candidate and the candidate's Area Chair, Internal Reviewers, External Reviewers and Peer Group members.
   • Verifies completeness of file 2 days prior to September deadline.
   • Sends reminder to candidate and candidate's Area Chair 2 days prior to September deadline if dossier is incomplete.
   • Sends reminders to Internal Reviewers when Summaries of candidates' files are due to the Dean's office for uploading.
   • Sends reminders to Peer Group Members to review files 2 weeks prior to the Peer Group Meeting using table below.
   • Sends agenda for Peer Group meeting to Peer Group members one week prior to Peer Group meeting.
9. Provides materials necessary to conduct the Peer Review Group meeting to the Chair of the Peer Group.
   • Ballots for each candidate.
   • Faculty verification and sign-in sheets for each candidate.
   • Reserves meeting room.
   • Makes technology arrangements to accommodate "remote" participation, if applicable.
10. Stores ballots and results of Peer Group Voting and other documents for 1 year following Peer Group meeting.

Chair, Faculty Council

1. Serves as interpreter of the Promotion Policy and Procedure for all parties.
2. Resolves issues related to processes in consultation with Candidate, Chair of Peer Group, Dean, Associate and Assistant Deans, and/or Associate Provost as appropriate.
3. Serves as liaison to Dean's Office.
4. Serves as liaison to Other Collegiate Unit or Non-Departmental Unit to facilitate the review of candidates with joint or secondary appointments.

Candiate's Area Chair

1. Advises faculty to archive pertinent documents in folders labeled Clinical Scholarship, Teaching, Practice and Service (based upon faculty workload assignment).  Reinforces to the candidate the importance of maintaining archival files during Administrative Reviews.
2. Advises the candidate with respect to content of personal statements, CV, selection of documents demonstrative clinical scholarship, etc., and appropriate names to submit to Dean as potential external reviewers.
3. Appoints two faculty members from the appropriate Peer Group to collaboratively review each candidate's materials as internal reviewers.
4. Informs the candidate of the Peer Group's recommendations on the same day after the Peer Group meeting is adjourned.
5. Consult, as needed, with the candidate, Chair of Faculty Council, Dean's Office and others to facilitate the review of candidates with joint or secondary appointments.

Candidate

1. If electing to go up for promotion the candidate shall make this decision known to the Dean in writing, as well as their Area Chair, no later than the end of the academic year prior to the academic year in which the candidate is considered for promotion.
2. Submits/uploads the following materials (with assistance from the Dean's Office designee) to the designated website by the first Tuesday in September.  These materials represent the candidate's dossier.  The candidate will have access to the designated site in May prior to the following September deadline.  It is the candidate's responsibility to assemble and ensure these materials are forwarded to the Dean's Office in time to be uploaded.
3. If the candidate holds a joint or secondary appointment with another collegiate unit or non-departmental unit, the candidate together with the Dean, Area Chair, and Chair of Faculty Council ensure that appropriate University procedures are followed (see Appendix E-Review Procedures for Faculty with Joint Appointments, UI Operations Manual) or see Policy of Faculty Appointments to Non-departmental Units.
   • Curriculum Vitae
     • List of education institutions attended, dates, field of study, and degrees awarded.
     • List of professional and academic positions.
     • List of courses taught (enrollment, mode of delivery, level of student, when taught).
     • List of honors, awards, recognitions, and outstanding achievements.
     • List of publications - identify databased articles and theoretical/methods publications.
     • List of scholarship activities and funded grants.
     • List of professional presentations.
     • List of graduate students advised, committees, chaired committees.
     • List of participation in and offices held in professional organizations, review panels, collegiate committees, University committees, community involvement.
     • List of pending decisions (grants, manuscripts, awards, abstracts).
4. Scholarship (if applicable)
   • Personal statement (up to 3 pages, include unfunded grant applications, address contributions to multi-authored works) and other appropriate examples of clinical scholarship.  Personal statement on clinical scholarship consists of a summary and explanation of the candidate's accomplishments and future plans concerning scholarship.
   • Publications: refer to the criteria for the rank faculty is seeking.
5. Teaching (if applicable)
   • Personal statement (up to 3 pages, include special contributions to instructional programs).  Personal statement on teaching consists of a summary and explanation of the candidate's accomplishments and future plans concerning teaching.
   • No syllabi, lectures, or instructional materials (only if requested by reviewers).
   • Student evaluation summary stats since last administrative review.
   • Peer evaluation of teaching since appointment or last promotion.
6. Practice (if applicable)
   • Personal statement (up to 3 pages).  Personal statement on practice consists of a summary and explanation of the candidate's accomplishments and future plans concerning practice.
7. Service (if applicable)
   • Personal statement (up to 3 pages).  Personal statement on service consists of a summary and explanation of the candidate's accomplishments and future plans concerning service.
8. Additional materials may be added after the specified date under extenuating circumstances when requested by the candidate or the Internal Reviewers of the dossier (see procedure for candidate below and procedure for internal review under Internal Reviewer).
9. Submit names of 5 to 6 persons who can potentially serve as External Reviewers (see External Reviewer below).  Include name, title, and contact information.
10. Procedure for Candidate to request an extension of the September deadline for uploading files due to extenuating circumstances:
    • Candidate petitions Area Chair, with written notification to the Chair of Faculty Council and Dean, to upload/revise content in the Candidate's dossier.
    • Together, Area Chair, Chair of Faculty Council and Dean, deliberate on request and arrive at consensus with respect to request.
    • Area Chair notifies Candidate of decision, with written notification to Chair of Faculty Council, Dean and the Dean's Office.
    • Candidate submits materials to Dean's Office for uploading.
11. Procedure for Candidate to respond to recommendation of Peer Group and/or Dean.
    • The candidate has five (5) working days after meeting with Dean (see below) to notify the Dean that he or she is responding to the Dean's recommendation and/or the Peer Group's Summary recommendation.
    • After notification of the Dean, the candidate has five (5) additional working days to submit a letter of response and submit additional information for inclusion in the record.  This response from the candidate is submitted to the Provost's Office with the Dean's Recommendation Letter in the spring.

Internal Reviewers

1. Write a Summary of the candidate's work based on submitted/uploaded dossier and previous administrative reviews.  This is a summative report of the candidate's work.  Clinical Track candidates up for promotion may have effort distributed over scholarship, teaching, practice and/or service.  This information will be provided by the Dean and/or Designee.
2. Procedure for Requesting Additional Materials from the Candidate
   • If the Internal Reviewer finds the candidate's file incomplete (e.g. missing student evaluation summaries or peer evaluations of teaching), he/she may request this information be added to the file by contacting the Chair of Faculty Council.
   • Chair of Faculty Council will make the request to the candidate with a cc to the Area Chair.  Materials added in this manner will be uploaded in a folder labeled "Late Additions."
3. Share the Summary with candidate at least 3 weeks prior to the Peer Group meeting.
4. Modify the Summary based on feedback and/or clarification from candidate at least 2 weeks prior to the Peer Group meeting.
5. Sign the Summary and obtain candidate's signature signifying satisfaction with its accuracy at least 2 weeks prior to the Peer Group meeting.  For example, "I agree that this summary accurately characterizes my dossier."  If the candidate and internal reviewer cannot agree to the accuracy of the document, add a statement to this effect and have both parties sign the statement.  For example, "I do not agree with the characterization of my dossier regarding the following items . . . . . . "
6. Forward the signed Summary to the Dean's Office to be uploaded to candidate's file at least 2 weeks prior to the Peer Group meeting.
7. Compare the signed Summary with the criteria for promotion of the candidate.  Based on these comparisons, draft Evaluative Statements with regard to how the candidate is meeting or not meeting above rank criteria for each componet of their appointment (e.g., clinical scholarship, teaching, service and/or practice).
8. During the Peer Group meeting of the candidate, present a brief synopsis of the Summary and share Evaluative Statements.
9. After the Peer Group meeting, modify Evaluative Statements to include perspectives of candidate's performance by other members of the Peer Group.  To the Evaluative Statements document, add the recommendations of the Peer Group including results of the vote (number yes, number no, number abstain) and number of years to be appointed.
10. Forward the signed Summary (have Dean's office download version from the candidate's electronic file) and completed evaluative statements to the Chair of the Peer Group within 3 calendar days of the Peer Group meeting.

External Reviewers

1. External Reviewers review the candidate's clinical scholarship, teaching, service and/or practice.  External Reviewers are persons with academic appointments at a rank higher than the candidate and may be from institutions outside the University of Iowa, within the University of Iowa, or within the College of Nursing.  Two of the three External Reviewers selected by the Dean (see Dean role below) must be from outside the College of Nursing.  An External Reviewer from within the College of Nursing may be considered by the Dean on a case-by-case basis in the context of compelling rationale presented by the candidate.  In addition, non-academic External Reviewers will be considered by the Dean on a case-by-case basis in the context of complelling rationale presented by the candidate.

Chair of Peer Group (must be Tenured Full Professor)

1. Develops the agenda for Peer Group meeting, including order of candidate review and time allocated for each review.
2. Convenes Peer Group.
3. Assures appropriate Peer Group is assembled for each candidate and establishes a quorum (50%) of the eligible membership is present.
4. Documents that each member has reviewed the file or will abstain.
5. Educates Peer Group as to responsibilities including ethics reminder related to confidentiality of the Peer Group discussion.
6. Appoints ballot accounting to members of Peer Group.
7. Facilitates Peer Group discussion.
8. Comiles and evaluates accuracy of the Summary and Evaluative Statements and forwards to the Dean within 5 calendar days of the Peer Group meeting.

Peer Group as identified by Provost's Office

Assistant and Associate Deans participate in promotion decisions at the level of the Dean’s office and do not participate on faculty peer groups.

1. Meet in January on the Wednesday before classes begin--time to be announced.  It is expected that Peer Group members be physically present at the meeting in order to vote on the promotion at hand.  Exceptions can be made in some circumstances such as unavoidable travel.  All requests to attend the meeting via electronic means must be made in writing to the Chair of Faculty Council, 1 - 2 weeks in advance of the meeting.  The faculty member must then make necessary arrangements to connect to the discussion using electronic technologies.  In addition, the candidate must complete a ballot prior to the meeting and leave with Chair of Faculty Council.  After the discussion, the distant faculty will be asked if they wish to change their vote or not.
2. Individually, each Peer Group member reviews each candidate's file and compares it to the appropriate criteria for that candidate using the above rank criteria, before the Peer Group meeting.  The candidate's file is open to members of the Peer Group the first week in September.
3. Peer Group members who have a "conflict of interest," as defined by the University of Iowa (see 8.2 and 8.4 of the UI Operations manual and I.H from the appendix of the UI Policy and Tenure Procedures), with respect to the candidates promotion or denial of promotion should disqualify themselves from participating in the process for that candidate.  Anyone with a perceived conflict should discuss with the Chair of Faculty Council or Chair of the Peer Group to determine if, indeed, a conflict exists prior to the Peer Group meeting.
4. The Peer Group reviewing a candidate for promotion shall be comprimised of a quorum (50%) of the eligible membership of that group.
5. Discusses the candidate's performance in relation to each criteria outlined in the promotion criteria (see Criteria for Promotion of Clinical Track Faculty) for each component of the candidate's appointment.  Teaching should be evaluated first.
6. Vote on promotion of candidate.  Ballot counters tally and report on vote.  Promotion recommendations require that 2/3 affirmative vote by the members of the Peer Group present at the meeting (including distance participants).
7. The actual vote (numbers) is recorded by Internal Reviewers in the Evaluative Statements document.
8. The Peer Group makes a recommendation for the number of years for the candidate's appointment (3-7 years).
9. The Candidate's Area Chair notifies the candidate of th Peer Group recommendation (see above).

Dean's Group (Assistant and Associate Deans)

1. Provides input to the Dean at the Dean's request and in a manner determined by the Dean.

Dean

1. Selects and invites at least three persons as External Reviewers to review candidate's clinical scholarship, teaching and/or practice.  External Reviewers are selected from the pool of potential reviewers submitted by the candidate or others that the Dean deems appropriate.
2. Reviews the Candidate's dossier, internal review summary, external review letters, evaluative statements from the Peer Group meeting, and the Peer Group vote.
3. Seeks input on the candidate's performance from Assistant and Associate Deans in a manner to be determined by the Dean.
4. Makes a final decision regarding his/her promotion decision based on the same criteria employed in the Peer Group Review.  At his/her discretion, the Dean may seek out additional data as deemed necessary in order to form a comprehensive statement on the candidate's contributions to the College mission.
5. Writes a letter to the candidate, summarizing the candidate's performance and outlining the Dean's recommendations.
6. Meets with the candidate within 2 weeks of the Peer Group meeting and shares with the candidate the Dean's recommendation letter as well as a verbal summary of the Peer Group vote.
7. Forwards Dean Recommendation letter, including the Peer Group vote, the candidate's CV, and the candidate's response letter, if appropriate, to the Provost's Office in February.

Dean's Office or Dean's Designee

1. Notifies Candidate's Area Chair, in the Spring Semester, that the candidate is due to be considered for tenure and/or promotion during the next academic year.  The candidate's Area Chair notifies the candidate.
2. Determines which candidates who are up for promotion have joint or secondary appointments with another university collegiate unit or non-departmental unit (e.g. DVA) and notifies candidate, the Associate Dean for Academic Affairs, the Associate Dean for Faculty, Dean and Chair of Faculty Council of the need to determine review procedures for the candidate consistent with University Policy (see Appendix E Review Procedures for Faculty with Joint Appointments, UI Operations Manual or see Policy on Faculty Appointments to Non-Departmental Units).
3. Assists the candidate with technical aspects of uploading/submitting materials to the dossier including setting up folders, etc.
4. Sends candidate materials to External Reviewers
5. Uploads:
   • Cover Sheet for promotion by the second Tuesday in September.
   • Candidate's Administrative Reviews since last (re)appointment by the second Tuesday in September.  In the absence of an administrative review since last appointment and/or promotion, a copy of Dean's Recommendation to Provost from last reappointment and/or promotion is added to the dossier.  These materials are watermarked "confidential".
   • Internal Review Summary of the candidate's file as a pdf document(s) with secured signatures (at least 2 weeks prior to the Peer Group meeting). 
   • Candidate's appointment letter (if the candidate has a joint or secondary appointment with another collegiate unit or non-departmental unit).
6. Provides and closes access to the candidate's file according to a present timeline and composition of the Peer Review Group; exceptions may be granted under direction from the Chair, Faculty Council.
   • Open file for candidate by the end of May
   • Close file to candidate at the close of business (COB) on the second Tuesday of September.
   • Open file for Internal Reviewer in the first week of September.
   • Open file to Peer Group in the first week of September.
   • Close and archive file in the first week after the Peer Group meeting.
7. Communicates important deadlines, including reminders, to the candidate and the candidate's Area Chair, Internal Reviewers, External Reviewers and Peer Group members.
   • Verifies completeness of file 2 days prior to September deadline.
   • Sends reminder to candidate and candidate's Area Chair 2 days prior to September deadline if dossier is incomplete.
   • Sends reminders to Internal Reviewers when Summaries of candidates' files are due to the Dean's office for uploading.
   • Sends reminders to Peer Group Members to review files 2 weeks prior to the Peer Group Meeting using table below.
   • Sends agenda for Peer Group meeting to Peer Group members one week prior to Peer Group meeting.
8. Provides materials necessary to conduct the Peer Review Group meeting to the Chair of the Peer Group.
   • Ballots for each candidate.
   • Faculty verification and sign-in sheets for each candidate.
   • Reserves meeting room.
   • Makes technology arrangements to accommodate "remote" participation, if applicable.
9. Stores ballots and results of Peer Group Voting and other documents for 1 year following Peer Group meeting.

Chair, Faculty Council

1. Serves as interpreter of the Promotion Policy and Procedure for all parties.
2. Resolves issues related to processes in consultation with Candidate, Chair of Peer Group, Dean, Associate and Assistant Deans, and/or Associate Provost as appropriate.
3. Serves as liaison to Dean's Office.
4. Serves as liaison to Other Collegiate Unit or Non-Departmental Unit to facilitate the review of candidates with joint or secondary appointments.

Candiate's Area Chair

1. Advises faculty to archive pertinent documents in folders labeled Scholarship, Teaching, Practice and Service (based upon faculty workload assignment).  Reinforces to the candidate the importance of maintaining archival files during Administrative Reviews.
2. Advises the candidate with respect to content of personal statements, CV, selection of documents demonstrative clinical scholarship, etc., and appropriate names to submit to Dean as potential external reviewers.
3. Appoints two faculty members from the appropriate Peer Group to collaboratively review each candidate's materials as internal reviewers.
4. Informs the candidate of the Peer Group's recommendations on the same day after the Peer Group meeting is adjourned.
5. Consult, as needed, with the candidate, Chair of Faculty Council, Dean's Office and others to facilitate the review of candidates with joint or secondary appointments.

Candidate

1. If electing to go up for promotion before customary periods described above (6th year for tenure track assistant), the candidate shall make this decision known to the Dean in writing, as well as their Area Chair, no later than the end of the academic year prior to the academic year in which the candidate is considered for promotion.
2. Submits/uploads the following materials (with assistance from the Dean's Office designee) to the designated website by the first Tuesday in September.  These materials represent the candidate's dossier.  The candidate will have access to the designated site in May prior to the following September deadline.  The candidate's access to the file is closed at 5pm on day of the deadline.  It is the candidate's responsibility to assemble and ensure these materials are forwarded to the Dean's Office in time to be uploaded.
3. If the candidate holds a joint or secondary appointment with another collegiate unit or non-departmental unit, the candidate together with the Dean, Area Chair, and Chair of Faculty Council ensure that appropriate University procedures are followed (see Appendix E-Review Procedures for Faculty with Joint Appointments, UI Operations Manual) or see Policy of Faculty Appointments to Non-departmental Units.
   • Curriculum Vitae
     • List of education institutions attended, dates, field of study, and degrees awarded.
     • List of professional and academic positions.
     • List of courses taught (enrollment, mode of delivery, level of student, when taught).
     • List of honors, awards, recognitions, and outstanding achievements.
     • List of publications - identify databased articles and theoretical/methods publications.
     • List of scholarship activities and funded grants.
     • List of professional presentations.
     • List of graduate students advised, committees, chaired committees.
     • List of participation in and offices held in professional organizations, review panels, collegiate committees, University committees, community involvement.
     • List of pending decisions (grants, manuscripts, awards, abstracts).
4. Scholarship
   • Personal statement (up to 3 pages, include unfunded grant applications, address contributions to multi-authored works) and other appropriate examples of clinical scholarship.  Personal statement on clinical scholarship consists of a summary and explanation of the candidate's accomplishments and future plans concerning scholarship.
   • Publications: 3 to 5
   • Abstracts from funded and pending grants since last promotion
5. Teaching
   • Personal statement (up to 3 pages, include special contributions to instructional programs).  Personal statement on teaching consists of a summary and explanation of the candidate's accomplishments and future plans concerning teaching.
   • No syllabi, lectures, or instructional materials (only if requested by reviewers).
   • Student evaluation summary stats since last administrative review.
   • Peer evaluation of teaching since appointment or last promotion.
6. Service
   • Personal statement (up to 3 pages).  Personal statement on service consists of a summary and explanation of the candidate's accomplishments and future plans concerning service.
7. Additional materials may be added after the specified date under extenuating circumstances when requested by the candidate or the Internal Reviewers of the dossier (see procedure for candidate below and procedure for internal review under Internal Reviewer).
8. Submit names of 5 to 6 persons who can potentially serve as External Reviewers (see External Reviewer below).  Include name, title, and contact information.
9. Procedure for Candidate to request an extension of the September deadline for uploading files due to extenuating circumstances:
   • Candidate petitions Area Chair, with written notification to the Chair of Faculty Council and Dean, to upload/revise content in the Candidate's dossier.
   • Together, Area Chair, Chair of Faculty Council and Dean, deliberate on request and arrive at consensus with respect to request.
   • Area Chair notifies Candidate of decision, with written notification to Chair of Faculty Council, Dean and the Dean's Office.
   • Candidate submits materials to Dean's Office for uploading.
10. Procedure for Candidate to respond to recommendation of Peer Group and/or Dean.
    • The candidate has five (5) working days after meeting with Dean (see below) to notify the Dean that he or she is responding to the Dean's recommendation and/or the Peer Group's Summary recommendation.
    • After notification of the Dean, the candidate has five (5) additional working days to submit a letter of response and submit additional information for inclusion in the record.  This response from the candidate is submitted to the Provost's Office with the Dean's Recommendation Letter in the spring.

Internal Reviewers

1. Write a Summary of the candidate's work based on submitted/uploaded dossier and previous administrative reviews.  This is a summative report of the candidate's work.  Tenure Track candidates up for promotion will typically be 40% scholarship, 40% teaching (note teaching buyout), 20%service.
2. Procedure for Requesting Additional Materials from the Candidate
   • If the Internal Reviewer finds the candidate's file incomplete (e.g. missing student evaluation summaries or peer evaluations of teaching), he/she may request this information be added to the file by contacting the Chair of Faculty Council.
   • Chair of Faculty Council will make the request to the candidate with a cc to the Area Chair.  Materials added in this manner will be uploaded in a folder labeled "Late Additions."
3. Share the Summary with candidate at least 3 weeks prior to the Peer Group meeting.
4. Modify the Summary based on feedback and/or clarification from candidate at least 2 weeks prior to the Peer Group meeting.
5. Sign the Summary and obtain candidate's signature signifying satisfaction with its accuracy at least 2 weeks prior to the Peer Group meeting.  For example, "I agree that this summary accurately characterizes my dossier."  If the candidate and internal reviewer cannot agree to the accuracy of the document, add a statement to this effect and have both parties sign the statement.  For example, "I do not agree with the characterization of my dossier regarding the following items . . . . . . "
6. Forward the signed Summary to the Dean's Office to be uploaded to candidate's file at least 2 weeks prior to the Peer Group meeting.
7. Compare the signed Summary with the criteria for promotion of the candidate.  Based on these comparisons, draft Evaluative Statements with regard to how the candidate is meeting or not meeting above rank criteria for each componet of their appointment (e.g., scholarship, teaching, and service).
8. During the Peer Group meeting of the candidate, present a brief synopsis of the Summary and share Evaluative Statements.
9. After the Peer Group meeting, modify Evaluative Statements to include perspectives of candidate's performance by other members of the Peer Group.  To the Evaluative Statements document, add the recommendations of the Peer Group including results of the vote (number yes, number no, number abstain) and number of years to be appointed.
10. Forward the signed Summary (have Dean's office download version from the candidate's electronic file) and completed evaluative statements to the Chair of the Peer Group within 3 calendar days of the Peer Group meeting.

External Reviewers

1. External Reviewers are invited from institutions outside the University of Iowa to participate in the review of a candidate's scholarship/research.  External reviewers are above the rank of the candidate they are reviewing and each external reviewer should be from a different instiution than other external reviewers.  Non-academic External Reviewers will be considered by the Dean on a case-by-case basis in the context of complelling rationale presented by the candidate.

Chair of Peer Group (must be Tenured Full Professor)

1. Develops the agenda for Peer Group meeting, including order of candidate review and time allocated for each review.
2. Convenes Peer Group.
3. Assures appropriate Peer Group is assembled for each candidate and establishes a quorum (50%) of the eligible membership is present.
4. Documents that each member has reviewed the file or will abstain.
5. Educates Peer Group as to responsibilities including ethics reminder related to confidentiality of the Peer Group discussion.
6. Appoints ballot accounting to members of Peer Group.
7. Facilitates Peer Group discussion.
8. Compiles and evaluates accuracy of the Summary and Evaluative Statements and forwards to the Dean within 5 calendar days of the Peer Group meeting.

Peer Group as identified by Provost's Office

*Tenure Track Assistant and Associate Deans participate in promotion decisions at the level of the Dean’s office and do not participate on faculty peer groups.

1. Meet in January on the Wednesday before classes begin--time to be announced.  It is expected that Peer Group members be physically present at the meeting in order to vote on the promotion at hand.  Exceptions can be made in some circumstances such as unavoidable travel.  All requests to attend the meeting via electronic means must be made in writing to the Chair of Faculty Council, 1 - 2 weeks in advance of the meeting.  The faculty member must then make necessary arrangements to connect to the discussion using electronic technologies.  In addition, the candidate must complete a ballot prior to the meeting and leave with Chair of Faculty Council.  After the discussion, the distant faculty will be asked if they wish to change their vote or not.
2. Individually, each Peer Group member reviews each candidate's file and compares it to the appropriate criteria for that candidate using the above rank criteria, before the Peer Group meeting.  The candidate's file is open to members of the Peer Group the first week in September.
3. Peer Group members who have a "conflict of interest," as defined by the University of Iowa (see 8.2 and 8.4 of the UI Operations manual and I.H from the appendix of the UI Policy and Tenure Procedures), with respect to the candidates promotion or denial of promotion should disqualify themselves from participating in the process for that candidate.  Anyone with a perceived conflict should discuss with the Chair of Faculty Council or Chair of the Peer Group to determine if, indeed, a conflict exists prior to the Peer Group meeting.
4. The Peer Group reviewing a candidate for promotion shall be comprimised of a quorum (50%) of the eligible membership of that group.
5. Discusses the candidate's performance in relation to each criteria outlined in the promotion criteria (see Criteria for Promotion of Tenure Track Faculty) for each component of the candidate's appointment.  Teaching should be evaluated first.
6. Vote on promotion of candidate.  Ballot counters tally and report on vote.  Promotion recommendations require that 2/3 affirmative vote by the members of the Peer Group present at the meeting (including distance participants).
7. The actual vote (numbers) is recorded by Internal Reviewers in the Evaluative Statements document.
8. The Peer Group makes a recommendation for the number of years for the candidate's appointment (3-7 years).
9. The Candidate's Area Chair notifies the candidate of th Peer Group recommendation (see above).

Dean's Group (Tenure Track Assistant and Associate Deans)

1. Provides input to the Dean at the Dean's request and in a manner determined by the Dean.

Dean

1. Selects and invites at least three persons as External Reviewers to review candidate's scholarship.  External Reviewers are selected from the pool of potential reviewers submitted by the candidate or others that the Dean deems appropriate.
2. Reviews the Candidate's dossier, internal review summary, external review letters, evaluative statements from the Peer Group meeting, and the Peer Group vote.
3. Seeks input on the candidate's performance from Tenure Track Assistant and Associate Deans in a manner to be determined by the Dean.
4. Makes a final decision regarding his/her promotion decision based on the same criteria employed in the Peer Group Review.  At his/her discretion, the Dean may seek out additional data as deemed necessary in order to form a comprehensive statement on the candidate's contributions to the College mission.
5. Writes a letter to the candidate, summarizing the candidate's performance and outlining the Dean's recommendations.
6. Meets with the candidate within 2 weeks of the Peer Group meeting and shares with the candidate the Dean's recommendation letter as well as a verbal summary of the Peer Group vote.
7. Forwards Dean Recommendation letter, including the Peer Group vote, the candidate's CV, and the candidate's response letter, if appropriate, to the Provost's Office in February.

Writes a letter to the candidate, summarizing the candidate’s performance and outlining the Dean’s recommendations.

Meets with the candidate within 3 months of the Reappointment Peer Group meeting and shares with the candidate the Dean’s recommendation letter as well as a verbal summary of the Peer Group vote.

Forwards Dean Recommendation letter, the candidate’s CV, and the candidates response letter, if applicable, to the Provost’s Office in April.

Definitions:

Dossier: materials prepared by the Candidate.

Official Record: materials prepared by the Candidate plus materials provided/generated by Dean’s Office, Internal Reviewers, Peer Group and Dean.

A. Policy

The College of Nursing will extend Secondary Appointments to faculty members from other Colleges within The University of Iowa, when appropriate. Secondary appointments, sometimes called "complimentary" or "zero-percent" appointments, are made when the effort split is 100% in the primary appointment college and 0% in the College of Nursing. This appointment may be extended to current or emeriti tenured, tenure-track or clinical track faculty with a primary appointment in another department but for whom a relationship with College of Nursing is appropriate. This can involve teaching, advising, committee representation, or any other duty appropriate to the faculty member’s areas of expertise. The primary department will fund the position. A secondary appointment may be made at the point of initial hire, but is more typically made at a later point in time.

B. Appointment Procedures

The Associate Dean for Faculty (for tenure track faculty) or the Associate Dean for Academic Affairs (for clinical track faculty) may recommend a faculty member from another University of Iowa college for a secondary faculty appointment in the College of Nursing to the Dean for approval by the Dean. Nominations for Secondary Appointments can be generated by a member of the faculty.

The documentation for a Secondary Appointment includes the candidate’s CV and an agreement (see Attached template) outlining the responsibilities and privileges of the individual, the candidate’s primary department/college, and the College of Nursing including the role of each regarding post tenure reviews, promotion and tenure decisions or reappointment. The appointment letter and CV are routed electronically from the College of Nursing to the primary department or college.  Approval of the form constitutes approval of the agreement.

C. Responsibilities and Privileges of Secondary Faculty

A faculty member with a secondary appointment in the College of Nursing may be asked to contribute their expertise to the College of Nursing in a limited, focused area. For example, a secondary faculty member may be asked to provide a guest lecture, participate on a graduate student’s project or dissertation committee, review a grant proposal, or participate on a targeted committee.

Faculty with secondary appointments in the College of Nursing will be listed in the College’s materials as affiliated with the College, notified of College seminars, meetings and activities, and invited to faculty meetings as a nonvoting member.

D. Annual Review Process

No formal procedure for conducting annual reviews of Secondary Appointments will be required.  If requested by the faculty’s primary department/College, the College of Nursing will provide information in a consulting role.

E. Promotion and Tenure and Re-appointment Procedures

The length of the term of a secondary appointment is typically the same as the faculty member’s appointment in the primary college.  If the length of the term of the secondary appointment differs from the primary appointment, this will be indicated in the agreement letter.  The agreement letter will also include how the College of Nursing will participate in the review, promotion or reappointment of the individual with a secondary appointment. Unless otherwise stated in the letter, this will typically include:

For tenured faculty, at the time of a post tenure peer review, the College of Nursing Associate Dean for Faculty will solicit feedback from relevant parties (e.g. faculty, students, administration) and provide a letter describing the faculty member’s contributions to the CON.

For tenure track faculty, at the time of the third year review and the tenure decision, the Associate Dean for Faculty will solicit feedback from faculty at and above Associate Professor rank and provide a summary letter indicating whether or not the faculty member would be favorably reviewed/tenured in the College of Nursing.

For clinical track faculty, at the time of a reappointment review, the Associate Dean for Academic Affairs and faculty at and above the faculty’s rank will review the candidate’s dossier and provide a letter describing the faculty member’s contribution to the College of Nursing at The University of Iowa.

Secondary Faculty Appointment Form

Please see the following section of the College of Nursing website for the most current student handbooks:

http://www.nursing.uiowa.edu/current-students/handbooks

COLLEGE OF NURSING GRADUATE HANDBOOK

Table of Contents

SECTION I:  GENERAL INFORMATION FOR ALL GRADUATE STUDENTS

Introduction........................................................................................................................ 1

College of Nursing Philosophy Statement ......................................................................... 1

I. College of Nursing Overview......................................................................................... 3

A. Administrative Organization................................................................................... 3

B. Mission and Goals.................................................................................................... 3

C. Standards of Excellence.......................................................................................... 4

II. Graduate College........................................................................................................... 4

A. Overview ................................................................................................................ 4

B. Graduate College Policies........................................................................................ 4

..... 1. Academic Residence Requirement..................................................................... 4

..... 2. Approval of Transfer Credits.............................................................................. 5

      C. Graduate College Student Handbook..................................................................... 5

III. Financial Assistance..................................................................................................... 5

 A. For All College of Nursing Graduate Students....................................................... 5

1. Graduate Assistantships..................................................................................... 5

2. Professional Nurse Traineeship........................................................................... 5

.... 3. Nurse Faculty Loan Program (NFLP)................................................................ 6

     4. Scholarship and Loans........................................................................................ 6

      B. For PhD Students Only............................................................................................ 6

        1. General Policies for Support of PhD Students................................................... 6

        2. Nurse Fellowships (NRSAs) for PhD Students................................................. 6

 C. Tax Information........................................................................................................ 7

IV. Graduate Assistantships (RA)...................................................................................... 7

A. Research Assistantship............................................................................................ 8

B. Selection and Assignment of Students to RA and TA Positions........................... .8

C. Orientation of Students for RA Positions.............................................................. .8

D. Renewals and Terminations of Assistantships........................................................ .8

E. Expectations for Research Assistants in the College of Nursing............................ .9

F. RA Evaluation Form................................................................................................. 10

L. RA Feedback Form................................................................................................. 11

V. Graduate Student Policies and Responsibilities........................................................... 12

A. Technology and Information Management Literacy Competency.......................... 12

.... 1.  Literacy Goals...................................................................................................... 13

.... 2.  Literacy Goals, Objectives and related skills – Table.......................................... 14

.... 3.  Information Literacy Resources.......................................................................... 15

B. Statistics Course Required Prerequisite.................................................................... 15

C. Research Course Required Prerequisite.................................................................... 15

D. Guidelines for Graduate Transfer Courses............................................................... 15

E. Nursing Licensure..................................................................................................... 16

F. Liability Insurance.................................................................................................... 17

G. Mandatory Health Insurance.................................................................................... 23

H. Health and Clinical Requirements............................................................................ 18

I. Requirements for Human Subjects Research ............................................................ 19

     1. Human Subjects Review Guidelines.................................................................... 19

     2. IRB Tracking Form information.......................................................................... 20

J. English as Second Language Requirement for all Foreign Students ........................ 20

K. Guidelines for Taking Exams for ESL Students......................................................21

VI. Student Performance and Progress............................................................................. 21

    A. Evaluation and Grading............................................................................................ 21

    B. Good Standing ......................................................................................................... 22

    C. Writing Guidelines and Resources............................................................................ 22

         1. Writing Guidelines – APA Style.......................................................................... 22

         2. Writing Resources................................................................................................. 23

    D.  Recognizing and Avoiding Plagiarism.................................................................... 23

    E.  Academic Misconduct............................................................................................. 23

    F.  Grievance Procedure................................................................................................ 30

VII. College of Nursing Graduate Student Services......................................................... 30

A. Dual Advisement Program....................................................................................... 30

1. Faculty Advisor, Program Staff Advisor ............................................................ 30

2. Changing a Faculty Advisor................................................................................. 31

    B. Association of Graduate Nursing Students (AGNS)............................................... 31

    C. Communication ........................................................................................................ 31

     1. E-mail .................................................................................................................. 38

     2. Graduate Student Listserv (agnsnet)................................................................... 31

     3. Graduate Student ICON Site – MSN/PhD......................................................... 31

     4. Graduate Student Mailboxes............................................................................... 31

D. Electronic Based Resources..................................................................................... 32

1. On-line Courses.................................................................................................... 32

2. College of Nursing Instructional Technology Center........................................... 32

E. Resource Labs & Libraries........................................................................................ 32

1. Nursing Clinical Education Center....................................................................... 32

2. Morris Research Laboratory for Gerontological Nursing Research...................... 32

3. The Laboratory for Advanced Computing in Nursing......................................... 32

4. The Center for Nursing Classification & Clinical Effectiveness.......................... 33

5. The Hartford Center of Geriatric Nursing Excellence.......................................... 33

6. The University of Iowa Libraries ......................................................................... 33

7.  The University of Iowa Library Services for Distance Ed Students .................. 33

F. Sigma Theta Tau National Nursing Honor Society .................................................. 33

G. Offices and Keys .................................................................................................... 34

1. Doctoral Student’s Office ................................................................................... 34

2. Keys to the College of Nursing ........................................................................... 34

VIII. College of Nursing Policies...................................................................................... 34

A. Photo Identification Badges................................................................................... 34

B. College of Nursing Smoking Policy ....................................................................... 35

C. College of Nursing Policy on Academic Accommodations................................... 35

D. CDC Prevention of Blood-Borne Pathogens –Standard Precautions.................... 35

E. Protocol for Students Exposed to Blood or Body Fluids While Enrolled at The

    University of Iowa................................................................................................... 36

F. Any UI Health Science Student at Off-Site Locations Exposed to Blood or Body

    Fluids....................................................................................................................... 39

G. Any Nursing Student at UIHC Exposed to Blood or Body Fluids ...................... 40

IX. University of Iowa Policies......................................................................................... 41

A  Registration Policies .............................................................................................. 41

B. Affirmative Action Policy ..................................................................................... 41

C. Policies and Regulations Affecting Students   ...................................................... 41

    1. Policy on Sexual Harassment and Consensual Relationships ............................. 41

    2.  Student Records Policy – FERPA .................................................................... 41

      D.  The University of Iowa Policy of Ethics in Research ........................................... 42

      E.  Student Disability Policy and Services.................................................................. 42

      F.  Summer Financial Aid............................................................................................ 43

X. Resources...................................................................................................................... 43

A Office Of Student Services  ................................................................................... 43

B. Ombuds Services ................................................................................................... 43

C. Computing Resources  ........................................................................................... 43

      D. Student Health ....................................................................................................... 43

      E. University Counseling Service................................................................................ 43

      F. Student Disability Services..................................................................................... 44

G. Office of International Programs  .......................................................................... 44

H. Veteran’s Services ................................................................................................. 44

I. Cultural Centers  ..................................................................................................... 44

      J. Career Development Services ................................................................................. 44

      K. Office of Student Financial Aid............................................................................. 45

      L. Office of the Registrar............................................................................................ 45

      M. Women’s Resource and Action Center (WRAC).................................................. 45

      N. Rape Victim Advocacy Program (RVAP)............................................................. 45

SECTION II: INFORMATION SPECIFICALLY FOR MSN STUDENTS (CNL POST-LICENSURE)

I. Overview........................................................................................................................ 47

II. Advising....................................................................................................................... 47

III. Thesis/Project/Portfolio............................................................................................... 47

      A. The University of Iowa Examination Policy for Graduate Students..................... 47

      B. College of Nursing Requirements, Policy and Procedures..................................... 48

      C. Summary of Master’s Thesis, Project and Portfolio – Table................................... 49

IV. Graduation Information.............................................................................................. 54

SECTION III:  INFORMATION SPECIFICALLY FOR DNP STUDENTS

I. Overview of Doctorate of Nursing Practice (DNP)..................................................... 55

II. DNP Admission Requirements....................................................................................55

III. Advising.................................................................................................................... 56

IV. Plan of Study............................................................................................................ 56

V. Academic Residence Requirement............................................................................. 56

VI. Capstone Project (96:308 Clinical/Leadership Project)............................................. 56

VII. Program Outcomes.................................................................................................. 58

VIII. Graduation Information......................................................................................... 58

         A. Graduation Forms.............................................................................................. 59

SECTION IV:  INFORMATION SPECIFICALLY FOR PHD STUDENTS

I. Overview of the Doctor of Philosophy in Nursing Program.......................................... 60

II. Curriculum.................................................................................................................... 60

III. PhD Admission Requirements.................................................................................... 60

IV. PhD Advising.............................................................................................................. 61

V. PhD Student Collegiate Involvement........................................................................... 64

VI. Programs of Study...........................................................................................................64

      A. BSN to PhD ........................................................................................................... 64

      B. PhD......................................................................................................................... 64

      C. Residence Requirement.......................................................................................... 65

VII. Doctoral Independent Study Policy and Procedure................................................ ..65

      A. Plan for 96:496 PhD Independent Study- Form.................................................. ..66

VII. Comprehensive Examination...................................................................................66

      A. Purpose ................................................................................................................ ..66

      B. Eligibility .............................................................................................................. ..67

      C. Scheduling the Examination ................................................................................ ..67

      D. Examination Committee ...................................................................................... ..68

      E. Exam Structure ..................................................................................................... ..68

      F. Grading ................................................................................................................. ..69

      G. Feedback to the Student....................................................................................... ..70

      H. Change in Procedure ............................................................................................ ..70

      I. Comprehensive Exam Advisor/Chair .................................................................... ..71

XIV. Timeline from Comprehensive Exam to Dissertation Defense.............................. ..71

      A. Continuous Registration Policy............................................................................ ..71

      B. Final Exam (Dissertation Defense) Timeline........................................................ ..71

XVII. Dissertation Research and Defense...................................................................... ..72

      A. Prospectus/Proposal Meeting................................................................................ ..72

           1. PhD Examination Committee........................................................................... ..72

           2. Proposal Meeting.............................................................................................. ..72

      B. Oral PhD Defense ................................................................................................ ..73

           1. Scheduling the PhD Oral Defense/Final Exam................................................ ..73

           2. Grading and Reporting of the Oral Defense/Final Exam................................. ..73

      C. Written Dissertation ............................................................................................. ..74

      D. Three-Paper Option for PhD Dissertation............................................................ ..74

XVIII. Graduation Information ..................................................................................... ..77

Please follow the link below to the University of Iowa Graduate College's Manual of Rules and Regulations:

http://www.grad.uiowa.edu/graduate-college-manual

Please see the following section of the College of Nursing website for the most current student handbooks:

http://www.nursing.uiowa.edu/current-students/handbooks

TABLE OF CONTENTS                                  

Welcome – 5                                                                                                                   

Mission Statement – 6                                                                                            

SECTION I – EARNING YOUR BACHELOR OF SCIENCE IN NURSING  – 8                                                     

            Baccalaureate Degree Requirements – 7                                                     

            Sample Undergraduate Curriculum Model - 10

            Residency Requirements – 13

            Senior Standing - 13

            Maximum Schedule - 13                                                                                

            Transfer Student Information - 13

SECTION II – ADMISSION/MATRICULATION REQUIREMENTS – 14

SECTION III – POLICIES GOVERNING REGISTRATION/ENROLLMENT – 16                                                                

            Early Registration - 16                                                                                   

            Procedures for Adding, Dropping and Withdrawing from Courses - 16

            Dropping Courses for Non-Attendance - 16

            Late Registration - 17

            Withdrawal of Registration - 17

            Transfer Credit - 17

            Career and Technical Credit – 18

Final Exam Schedule and Conflicts – 18

            Clinical Course Times – 18

Enrollment in Nursing Elective Courses – RN-BSN Students – 18

Maximum Schedule – 18

Dual Enrollment - 18

            Pre- and Co-Requisites for Required Nursing Courses - 19

SECTION IV – HONOR CODE – 23              

                Honor Code Attestation - 30                                                      

SECTION V - GRADING AND RELATED MATTERS – 31                                                                                       

            Grading System - 31

            Grade Point Average - 31

            Satisfactory Grade Point Average - 31

            Withdraw - 32

            Incompletes - 32

            Pass - Nonpass - 32

            Satisfactory/Fail - 32

            Audit - 33

            Second Grade Only Option - 33

            Duplication - 34

            Regression - 34

            Mid Semester Reports – 34

            Extra Credit – 34

SECTION VI – POLICIES GOVERNING PROGRESSION/PROBATION/DISMISSAL     

            Student Progression – Nursing Major – 35

Student Progression – Early Admission/Early Decision – 35

Probation – Academic – 35

Probation – Non-Academic – 36

Re-Entry to the Nursing Major – 37

Re-Admission (after dismissal) – 37

Dismissal for Poor Scholarship – 37

SECTION VII - CLINICAL COURSE AND HEALTH SCIENCE STUDENT REQUIREMENTS – 38

Core Performance Standards - 38

Health Science Clinical Course Participation Requirements - 39

Mandatory Reporter Training in Recognition of Reporting Abuse - 40

Past Felony Conviction - 40

Professional Conduct Policy - 40

Uniform Policy - 42

Transportation - 43

Photo Identification Badges - 43

Standard Precautions - 43

Clinical Requirements - 49

SECTION VIII - SPECIAL OPPORTUNITIES FOR NURSING STUDENTS – 51

                Four Year Plan - 51

                Honors Program - 51

                Dean’s List - 51

                Presidents List - 51

                Sigma Theta Tau - 51

                Study Abroad - 52

                Independent Study - 52

                Leadership U - 52

                Young Scientist Program - 52

                Young Clinician Program - 52

                Combined Degree Program - 53

                Examples of Minors and Certificates - 53

                Tutoring - 53

                Advising - 53

                Scholarships and Awards - 53

                The University of Iowa Association of Nursing Students – 54

                The University of Iowa Minority Student Nurse Association - 54

                National Student Nurse Association – 54

                American Assembly of Men in Nursing – 54

                Air Force ROTC Program - 54

                Army ROTC Program - 55

SECTION IX - UNIVERSITY POLICIES – 56

            Student Disability Services - 56

            Nondiscrimination Statement - 58

            Policies and Regulations Affecting Students – 58

            FERPA (Family Educational Rights and Privacy Act) - 58

            Fair Information Practices Act - 59

            Policy on Sexual Harassment and Consensual Relationships - 59

            Research Policies on Human Subjects - 59

            Statement on Religious Diversity and the University Calendar – 59

            Guidelines for Taking Exams – ESL Students – 59

            Electronic Mail – 60

            No Smoking Policy – 60

            College Level Examination Program (CLEP) – 60

            Advanced Placement Program (APP) - 60

 SECTION X - COLLEGE OF NURSING POLICIES  – 61

            College of Nursing Final Exam Policy – 61

            Computerized Testing Program – 61

            Minimum Writing Competencies for Nursing Students - 61

SECTION XI - PREPARING FOR COMMENCEMENT – 65

            Application for Degree – 65

            Transcripts – 65

            Graduation with Honors – 65

            Graduation with Distinction – 65

            Nursing Commencement – 65

            NCLEX® Examination and Licensure Information – 66

            Iowa Board of Nursing Licensure Guidelines – 66

            BSN Graduation Profile – 67

SECTION XII - COLLEGE OF NURSING STUDENT RESOURCES – 69

                Office of Student Services – 69

                Ombuds Services – 69

                Computing Resources – 69

                Student Health Service – 69

                University Counseling Service – 69

                Student Disability Services – 70

                Office of International Program – 70

                Veteran’s Services – 70

                Cultural Centers – 70

                Office of Support Service Programs – 71

                Tutorial Labs – 71

                Pomerantz Career Center – 72

                Office of Student Financial Aid – 72

                Office of the Registrar – 73

                Women’s Resource and Action Center – 73

                Rape Victim Advocacy Program – 73

                The University of Iowa Libraries – 73

• OCM is responsible for analyzing and pursuing potential avenues for CON-related advertising.
• OCM is also responsible for creating and updating advertisements (in both print and electronic formats) for multiple departments within the college (e.g., Academics and HR).
• Ads must accurately reflect current UI/CON design and content standards for brand consistency.
• To be considered, ad placements must be targeted, cost-effective and qualitative.

Process

• OCM staff will routinely communicate with faculty & staff (academics and HR personnel in particular) to ensure specific marketing needs are met.
• Contact OCM if you have a request for ad creation and/or placement.
• Requests to OCM should be submitted via a thorough, clearly articulated email (to formally document the request) as soon as details are finalized and approved by your supervisor (if applicable).
• OCM staff will review your ad request and contact you if additional information is needed.
• OCM will provide you and/or your supervisor with a proof of the ad and await formal approval (formal approval should be acknowledged via email to document authorization).

• Please allow at least four weeks for the creation of a new ad*

*if the ad already exists and only requires content and/or design changes, please allow at least 10 business days (as always, turnaround times may vary depending on workflow volume at the time of your request)

• UI email accounts should only be used for university or college of nursing business.
• Any email that is sent from your UI account should always be respectful, courteous, and professional.
• Responses from your UI account—particularly to group/listserv email—should be respectful, courteous, and professional at all times—even if you disagree with the subject matter.
• Email distribution via a CON listserv should be solely for college-related matters.
• Any CON listserv should only be used if absolutely necessary (persistently determine if the information contained in the email is indeed something that needs to be shared with ALL faculty, staff and/or students).
• Internal CON promotions distributed via listserv should be coordinated through OCM to avoid redundancy and eliminate duplicate emails from multiple sources.
• The “reply all” feature should not be used on any emails received from a listserv (responses should be directed specifically to the sender and/or additional recipients as necessary).
• UI emails are a matter of public record; as a general rule of thumb, don’t write anything that you wouldn’t feel comfortable reading on the front page of the Daily Iowan.
• For additional email policies, the College of Nursing will defer to UI’s IT Policy: http://cio.uiowa.edu/policy

5. Process

• Report inappropriate or offensive UI email usage to your supervisor.
• Email exchanges/responses can sometimes be misinterpreted; when in doubt, pick up the phone, or make an appointment for some face-to-face dialog.
• Contact OCM if you would like assistance in drafting an email for a CON or UI listserv.

• To ensure brand consistency, OCM is responsible for developing and distributing College of Nursing logos and templates (e.g., PowerPoint), unless otherwise specified by University Creative Services, University Communication and Marketing (UCM), UI Health Care Marketing and Communications, or the dean.
• Logos and templates created by OCM staff will retain a professional appearance and are developed in accordance with UI design standards.
• If the desired outcome cannot be achieved in-house, OCM will pursue external contract opportunities.  

Process

• Contact OCM if you have any graphics-related requests, including logo or template creation or revision.
• Requests to OCM should be submitted via a thorough, clearly articulated email (to formally document the request) as soon as details are finalized and approved by your supervisor (if applicable).
• OCM staff will review your graphics-related request and contact you if additional information is needed.
• OCM will provide you and/or your supervisor with a proof of the logo or template and await formal approval (formal approval should be acknowledged via email to document authorization).

• Please allow at least two weeks for the creation of a new logo or template*

*Please allow at least two weeks for the creation (design) of any new logo or template. This timeframe will likely increase if external vendors are required. If changes to an existing or previously used logo or template are required, please allow at least five business days (turnaround times may vary depending on workflow volume at the time of your request).

• OCM is responsible for coordinating external and internal CON communication, including arranging for and assisting with media coverage of college events and initiatives.
• OCM will serve as the primary media contact for inquiries from all outlets, including University Communication and Marketing (UCM; formerly UI News Services) as well as local and national media.
• OCM must sustain a collaborative and productive relationship with UCM and UI Health Care Media Relations.
• Any CON faculty, staff or student contacted for an interview or for a general media inquiry of any kind—by local (including UI), state or national media—should notify OCM as promptly as possible.
• OCM should also be notified about any CON faculty, staff or students contributing to media productions in any capacity (e.g., radio/TV interviews, webcasts, or written contributions of any kind).
• OCM staff should also be alerted to any upcoming CON news, initiatives and/or college-related events that could generate media interest/inquiries.
• When it comes to interactions with the media, when in doubt, please notify OCM (even if redundancy or irrelevancy is a concern).

Process

• Email or phone OCM regarding any recent or impending interactions with the media (e.g., if you were contacted by the media to contribute to features of any kind, no matter how big or small your role may have been.)
• Email or phone OCM, particularly if you are informed that your interaction/involvement with the media will be published or broadcast.
• Email or phone OCM if you have news, events or initiatives that you would like the media to be aware of and potentially cover (also see policy & procedure for “Press Releases”). OCM staff has direct media contact info to expedite the request and increase the probability of coverage.

• OCM is responsible for maintaining a list of current, high-quality, professional photographers and videographers available for contract work.
• OCM is responsible for coordinating photography and videography coverage of CON events and initiatives.
• OCM is responsible for continuously building and maintaining the college’s photo archives and video library.
• A consent form must be signed prior to photographing or videoing any College of Nursing students.
• Any faculty or staff members who do not wish to be featured in any college-related photography or video footage should notify OCM.

Process

• Contact OCM if you have a request for photographer/videographer coverage.
• Requests to OCM should be submitted via a thorough, clearly articulated email (to formally document the request) as soon as details are finalized and approved by your supervisor (if applicable).
• If photography/videography will involve CON students, please contact OCM in advance to obtain copies of our Photography Consent Form.
• Upon receipt of your formal request, OCM will begin contacting preferred vendors to determine availability and solidify services.
• To book a photographer or videographer, please contact OCM at least four weeks in advance of your event.*

*photographer/videographer availability fluctuates throughout the year; the sooner the request can be sent to OCM the better

• A formal CON press release can be created to help promote college-related news, events, and initiatives.
• Once created, CON press releases should be distributed to UCM, UI Health Care Media Relations, local and national media outlets (when applicable) as well as to other key audiences as necessary (e.g., Alumni or State Legislature).
• OCM is responsible for the creation and distribution of all press releases.
• The primary means of PR distribution will be electronic (via Web, email, social media, etc.).
• For grammatical composition, all College of Nursing press releases will follow The Associated Press (AP) Stylebook.
• In the event that a style issue is not addressed by the Associated Press, OCM will adhere to the “Unique University of Iowa Style” guide.
• In the event that a style issue is not addressed by the Unique University of Iowa Style guide, OCM will adhere to a proprietary College of Nursing style guide (currently under development).

Process

• Contact OCM if you have news, events or initiatives for which you would like to have a press release created.
• A detailed, clearly articulated request should be emailed to OCM as soon as content details are finalized (to formally document the request).
• OCM staff will review your request and contact you if additional information is needed.
• To create a press release, please allow at least five business days.*

*turnaround times may vary depending on workflow volume at the time of your request

• OCM is responsible for researching and pursuing potential CON-related promotional items (banners, pens, flash drives, note pads, etc.).
• To ensure brand consistency, design features and/or content for any promotional item (print or electronic), must be provided by OCM (unless otherwise specified by UI Communication & Marketing, UI Health Care Media Relations, or the dean).
• To ensure bulk and/or university discount pricing is utilized, OCM is responsible for placing orders for CON promotional items.
• Only official College of Nursing, OCM-approved logos can be used (these logos are accessible on the college’s shared drive in the “Identity” folder).
• Additional design considerations will follow graphic standards provided under the University of Iowa’s Brand Manual.
• For grammatical composition, any CON promotional item will follow The Associated Press (AP) Stylebook (also see “Press Releases”).
• In the event that a style issue is not addressed by the Associated Press, OCM will adhere to the “Unique University of Iowa Style” guide.

Process

• OCM staff will routinely communicate with CON faculty & staff (e.g., Student Services) to ensure promotional needs are being met.
• Contact OCM if you have a request for ordering a promotional item.
• Requests to OCM should be submitted via a thorough, clearly articulated email (to formally document the request) as soon as details are finalized and approved by your supervisor (if applicable).
• OCM staff will review your request and contact you if additional information is required.
• OCM will provide you and/or your supervisor with a proof of the promotional item and await formal approval (formal approval should be acknowledged via email to document authorization).
• Please allow at least three weeks for the creation (design and content) of any new promotional item*

*if only content and/or design changes to an existing or previously ordered promotional item are needed, please allow at least 10 business days (as always, turnaround times may vary depending on workflow volume at the time of your request)

• Once the design and/or content have been approved, please allow at least 10 business days to receive your promotional item from the vendor.

*turnaround times may vary depending on the vendor’s volume of business at the time of your request

Traditional Signage

• Only signs/flyers/posters directly pertaining to UI, the College of Nursing, health care, other health science colleges, or the nursing profession in general should be posted on the college’s bulletin boards and dedicated  CNB signage areas (unless otherwise approved by the dean).
• Only clearly articulated signs/flyers/posters that have a professional appearance should be posted (OCM can assist with the creation of CNB flyers; see Traditional Signage “Process”).
• Any signage that does not meet the above criteria may be removed at any time.

Process for Traditional Signage

• Contact Jill Hartz or Bill Donahue in F&O to inform staff of your intent to post signage.
• F&O staff will discuss availability and potential placement considerations within CNB.
• Contact OCM if you would like assistance in creating a flyer for display in the College of Nursing Building.
• Requests to OCM should be submitted via a thorough, clearly articulated email (to formally document the request).
• OCM staff will review your request and contact you if additional information is needed.
• OCM will provide you and/or your supervisor with a proof of signage and await formal approval (formal approval should be acknowledged via email to document authorization).
• Please allow at least five business days for the creation of any new flyers*

*turnaround times may vary depending on workflow volume at the time of your request; if printing needs cannot be met in-house, please allow an additional nine business days to receive your order from UI Printing Services

Digital Signage

• Only information (text, photography and videos) pertaining to UI, the College of Nursing, health care, other health science colleges, or the nursing profession in general should be displayed on the college’s digital signage system: AxisTV (unless otherwise approved by the dean).
• AxisTV digital signage should be used to share information and to promote programs and initiatives involving the university and the College of Nursing.
• OCM is responsible for editing and posting content on AxisTV (OCM can also assist with creating content; see Digital Signage “Process”).
• For the complete CON Digital Signage Policy, including content guidelines, recommended text formats, processes (including requests for posting information) as well as the types of graphics and audiovisual files compatible with AxisTV click here

Process for Digital Signage

• OCM staff will routinely communicate with CON faculty and staff (e.g., Research) to ensure digital signage needs are being met.
• In terms of system compatibility, PowerPoint should be used to create content for display in AxisTV.
• Only official College of Nursing, OCM-approved PowerPoint templates should be used (these templates are accessible on the college’s shared drive in the “Identity” folder).
• Once the design is finalized, the PowerPoint slide should be saved as a JPG (this will alleviate load time on the server).
• Email the JPG to OCM for placement into AxisTV.
• Contact OCM if you need assistance with creating a slide for AxisTV.
• Requests to OCM should be submitted via a thorough, clearly articulated email (to formally document the request) as soon as details for the slide are finalized.
• OCM staff will review your request and contact you if additional information is required.
• Please allow at least three business days for the creation (design and content) of any new slide*

*if only content and/or design changes to an existing or previously used slide are needed, less time may be needed (as always, turnaround times may vary depending on workflow volume at the time of your request)

• Only content directly pertaining to UI, the College of Nursing, health care, other health science colleges, or the nursing profession in general should be posted on the college’s social media accounts (unless otherwise approved by the dean).
• Only timely, relevant content that encourages two-way communication and open dialog should be considered.
• Response rates (e.g., number of “likes” or volume of comments) on a post should be constantly evaluated to determine what content is useful and of interest and value to those individuals following college’s social media accounts (and should thus dictate the type of information that should be routinely posted).
• New content (including articles, photography and videos) should be posted daily
• Social media users are welcome to comment (like or dislike; agree or disagree) on any content posted on the college’s accounts. The intent behind the content posted is to create an intelligent dialog among audience members & followers; however, comments will be monitored and should always be respectful, courteous, and professional. Comments deemed offensive by CON administrators will be removed immediately and the individual(s) responsible for posting the offensive commentary may be blocked from future CON social media interactions.
• The College of Nursing and its Office of Communications & Marketing is not responsible for the creation or maintenance of unofficial yet CON-related social media accounts.

Process

• For initial notification, email or phone OCM if you have content that you would like posted on CON’s social media accounts.
• A detailed, clearly articulated request should be emailed to OCM as soon as content details are finalized.
• OCM staff will review your request and contact you if additional information is needed.
• Please allow at least two hours for content (including photography and videos) to be posted.*

*if content already exists; if new content needs to be created, please allow at least three business days (turnaround times may vary depending on workflow volume at the time of your request)

• Only College of Nursing-related information (text, photography and videos) should be displayed on the college’s website (unless otherwise approved by the dean).
• The Office of Communications & Marketing (OCM) is responsible for working within the content management system (Drupal) to create/edit/post content on the college’s website.
• Technical issues or requests for architectural changes should be directed to CON IT or the college webmaster.
• Content changes should be requested through OCM.
• Content cannot be posted without permission from the owner (when applicable).

• Additional Web policies, including ADA compliance, can be found under UI’s IT Policy: http://cio.uiowa.edu/policy

Process

• To revise, add or remove content from the Web (text, photography, or videos), please contact OCM or the college webmaster.
• Smaller, department-specific content changes can be submitted accordingly:

• For Academic Programs, Apply Now, Prospective Students, and Current Students – Jan Zinkula or Lin Pierce               
• For Research – Linda Liu Hand or Linda Curran
• For Alumni & Friends and Diversity – Leslie Gannon or Jill Hartz
• For Hartford Center – Jane Russell   
• For CNC, including NIC/NOC – Sharon Sweeney

• For more comprehensive revisions/additions, a detailed, clearly articulated request should be emailed to OCM as soon as the specifics of the request have been finalized.
• OCM and/or IT will review your request; determine the feasibility; and contact you if additional information is needed or once the change has been completed.

*staff will be unable to honor any requests that affect the architecture or design of the CON website

• For content changes (including photography and videos), please allow at least two days for updates to be implemented; for architectural changes, please allow at least two weeks.*

*turnaround times may vary depending on workflow volume at the time of your request

Expectations: The College of Nursing, in accordance with UI Accounting Services policy, requires that all financial accounts be reviewed and reconciled each month. This procedure will allow the CON administration to make an affirmative answer to Financial Sub-Certification question # 8 “Does the college perform a review of transactions appearing in its general ledger reports to internal source documents on a monthly basis?” The Account Owner is responsible for the account and will designate a Reviewer. For grant accounts, the PI of the grant is required to be the Account Owner. Other specific duties are required and are listed on the Accounting Services website (see link below.) In the College of Nursing, the Owner is generally regarded as the “decision maker” of the account and takes ultimate responsibility for transactions within the account. The Account Reviewer looks at each transaction each month and verifies that charges are reasonable and accurate and that proper documentation exists for each item. Other specific duties are required and are listed on the Accounting Services website (see link below.) In the College of Nursing, we expect the Reviewer check the transactions and make corrections as needed. The Account Owner and the Account Reviewer may be the same person. The specific duties for the Account Owner and the Account Reviewer may be found at the UI Accounting Services website: http://www.uiowa.edu/~fuscntrl/reviewoftransactionspolicy.pdf The Account Owner and the Account Reviewer (or, if they are the same person, that person plus one other person) must sign off via email message each month that the accounts have been reconciled, errors have been corrected, documentation has been provided, and that the account is within budget. CON administrators will conduct surprise audits of selected accounts each month, and it is expected that proper documentation will be readily available for review by the administrator. Procedure: The Account Reviewer will perform a reconciliation each month for each account they have responsibility for, and notify the Account Owner of any unresolved discrepancies. Both the Owner and the Reviewer will sign off on the reconciliation via an email statement to CON administration.

1. Account Reviewer receives monthly statement from Accounting Services on or about the 10th of each month.
2. Reviewer verifies that each transaction is an appropriate expense for that account, and that documentation is available for each expense.
3. Inaccurate transactions are researched and corrected.
4. Discrepancies that are unresolved are brought to the attention of the Owner, who researches and resolves.
5. Discrepancies that remain unresolved are forwarded to the Assistant Dean for Finance & Operations.
6. The statement is initialed and dated by the Reviewer, documentation is attached and it is filed in the Area or budgetary unit’s office.
7. On or about the 10th of the following month, CON administration will send an email to Account Reviewers asking for verification that accounts have been reconciled.
8. Account Reviewer replies, forwards the email to the Account Owner (or another person), and the Account Owner replies back to CON administration. The email serves as documentation that two persons have reviewed the reconciliation and all transactions are correct.
9. The emailed reply is kept as proof of compliance.
10. In the event of a CON or UI audit, reconciliations and supporting documents must be produced by the Account Reviewer and/or Account Owner.

Initiating an appointment The grant PI or Project Coordinator is responsible for contacting the CON HR staff (usually Linda Spence) to initiate a faculty or staff appointment to a grant. It is imperative that appointments are made as soon as possible after the award notification is received. It is not appropriate, and causes extra work, to wait for several months after a grant is received before initiating appointments. On the other hand, it is not always possible because some staff may not be hired yet. We will assume you’ll do the best you can to get this information to us quickly. Note – you may request an mfk, and appoint faculty and to a grant, as soon as the Award Notice is received. You do NOT need to wait until the money is received. Give the following information to our HR staff:

1. The mfk or grant/program number to be used
2. The name of the faculty or staff member
3. The amount to be paid
4. Whether or not that amount includes fringe benefits
5. The “to” and “from” dates that the amount should be paid between. Usually this is the same as your grant year, but may need to be shortened if the grant began several months ago
6. Whether or not the salary should be paid as “summer salary” (only available for academic year appointments - see below)

PI’s or Grant Coordinators should create an ‘internal’ grant budget, to be used to determine the exact amount that will be spent on salaries by the end of the project period. This exact amount, and not a % of effort, is the information that we need to make the appointment. Translating “% of Effort” into “Amount to be paid” Grant budgets are usually prepared using a “percentage of effort” that relates to the time and money that a faculty or staff spends working on the grant. A faculty member who is being paid for 10% effort, and who earns $60,000 per year, should expect to spend 4 hours per week (10% of 40 hours) and have $6,000 paid from the grant (10% of $60,000). The actual percentage and/or the actual dollar amount often change slightly, due to various reasons. These include but are not limited to:

1. The original grant proposal used an estimated salary amount, and now you want to use the exact salary amount 
2. The yearly salary increase was not available when the grant was written, so it was estimated
3. The fringe benefit amount has changed
4. The grant itself could have been funded at less than 100%, with the PI left to determine where the cuts would be made

The PI or Project Coordinator should create an internal grant budget, use it to determine the exact dollar amount they want to pay in salary from the grant, and report that amount to Shirley for the appointment. This may make the “% of effort” slightly more or less than shown in the grant budget. Coordination with other grants Grant money replaces General Education Fund 050 money which is normally used to pay a faculty member their salary for the month. Each month, our faculty and staff may earn no more than their regular monthly salary amount, no matter whether the money comes from the General Fund 050 or from grant(s). A faculty member may be appointed to more than one grant during the year. The grant years may be different from each other, and they may be different from the University’s fiscal year. If a faculty is not appointed on a grant until halfway through a year, the grant salary amount might be “bunched up” in the last six months of the grant year in order to make sure the salary is paid before the grant expires. This could be a problem if other grants also need to pay the same faculty person during those months, and the regular monthly salary amount is exceeded. PI’s who have several grants need to coordinate the salary amounts, so that the regular monthly salary amount is not exceeded in any one month. This may necessitate a spreadsheet to determine the month-by-month salary that is paid from all grant and non-grant sources. Please ask Carol Haack to assist with this analysis if needed. Summer salary Faculty members who are on an academic year (9 month) appointment may be paid up to 3 additional months’ worth of salary in the summer. Usually this is paid as follows:

1. ½ month for the last 2 weeks of May
2. 1 month for June
3. 1 month for July
4. ½ month for the first 2 weeks of August

This time frame can be modified to fit the grant year, as long as we don’t exceed the regular monthly salary amount in any one month. Remember that other grants may be paying the same faculty person for the summer months, and you will have to coordinate with them. Appointment information should be given to CON HR (usually Shirley) as soon as the grant is awarded. Buyouts Buyouts may be allowed if a faculty member has enough grant money to replace a large % of their salary each month. The grant money replaces the General Education Fund 050 money; therefore, the General Education Fund 050 money is freed, and will be used to pay the salary of someone who will fulfill the teaching obligation of the faculty who is buying out. Buyout requests may not always be approved as they are contingent upon finding replacement faculty. If the buyout request comes too late to find replacement faculty, the faculty member requesting a buyout may be asked to defer for a semester. There may be other considerations for approval of a buyout. Buyouts are arranged with and approved by Associate Dean Kathy Hanson. The PI should initiate a meeting with her as soon as the award notice has been received.

CON uses the same cash handling procedure in compliance with the UI policy

http://www.bo.uiowa.edu/cashhandling/cash_handle_policy.pdf

External Funding Sources.    The College does not deposit honoraria or other funds from external entities, paid for services provided by faculty/staff outside of their regular assigned duties, into fund 240 professional development accounts.  The funds are considered taxable income to the individual performing the service and that individual should accept payment directly from the external entity.  Professional development accounts that are already in existence as of July 1, 2009, may be used to fund professional development activities of the faculty member whose work generated the funds, following the regular approval process for expenditures of College funds.  Allowable professional development expenses include travel to professional conferences, professional memberships, and subscriptions.  These funds may not be used to purchase equipment.  The funds remain the property of the College and if the faculty member for whose benefit the funds were designated leaves the College, the funds remain with the College.

Internal Funding Sources.    The College of Nursing may designate College funds as professional development funds for use by a particular faculty member.  Examples of such situations include awards given by the College and incentive payments based on practice revenue.  In those instances, the funds may be used for professional development expenses including travel to professional conferences, professional memberships, and subscriptions, following the regular approval process for expenditures of College funds.  These funds may not be used to purchase equipment.  The funds remain the property of the College and if the faculty member for whose benefit the funds were designated leaves the College, the funds remain with the College.

College of Nursing process.    The College of Nursing Dean and Assistant Dean for Operations and Finance complete the Financial Sub-certification document on behalf of the College.  To ensure that the College is in compliance with the many financial management policies, the Operations and Finance division of the College continually monitors and reviews the College’s practices, procedures, and business transactions and works with College faculty and staff to make process improvements as necessary.  The Business Manager and HR Administrator meet regularly with Area and department administrative staff to review best practices and share information.  In addition, the Business Manager meets regularly with grant administrative staff to provide similar information and guidance.  Information about University policies and procedures is also shared with all staff during the monthly College Staff Meetings.

Eligibility for Special Compensation The UI “HR Appointments, Special Compensation and Purchasing" policy states "Occasionally, a grant or contract is budgeted to include special compensation for consultants for a specific purpose and period of time within the greater project. In these cases, the consultant must be from outside the PI's college and must be named in the grant or contract budget in order to receive compensation beyond salary". The UI Operations manual states "The federal government and the University do not allow grant funds to be used to reimburse faculty members of the grantee institution for consulting or other time in addition to a regular full-time institutional salary covering the same general period of employment. Special exceptions may be made when the work to be performed is in addition to the individual's normal full-time duties and the additional compensation payment is commensurate with institutional policy." There are three basic guidelines to determine if extra compensation is allowed:

1. the person in question is from outside the PI's college
2. the person is named in the budget
3. the duties were in addition to his/her regular duties.

Documentation for Special Compensation If the above points are true, documentation must be provided. The operations manual continues to state that "When the faculty member serves on a strictly limited basis as a consultant on a research or training project for which another faculty member in another college... has principle responsibility, the work involves a separate or remote operation, and the work is in addition to the consultant's regular departmental load. In such instances the project director who arranges the consulting fee must obtain written approval through the proposed consultant's departmental executive and dean, and the Executive Vice President and Provost." In other words, you must provide documentation of the following:

1. The services to be provided are essential and cannot be provided by persons receiving salary support under the grant, or otherwise compensated for their services;
2. The charge is appropriate considering the qualifications and normal charges of the consultant
3. The nature of the services to be provided
4. Written approval from the Dean, Executive Vice President and Provost, accomplished by the correct routing of the Special Compensation Prior Approval Form though Workflow.

Consultant payments transferred to Faculty Development account If the consultant is outside the PI’s college, and is named in the budget, and the work was done within normal working hours, the consultant fee should be transferred to a Departmental Faculty Development account, instead of being paid out as salary. In effect, the grant is reimbursing the department for the time spent by the consultant during their regular scheduled work hours. If the work was done within regular scheduled work hours, the faculty either must be appointed to the grant, or the money should be transferred to the department. The funds remain under the control of the department Chair, and would stay in the department in the event of a faculty member leaving the University of Iowa. The following documentation is required:

1. A spreadsheet showing the dates, services and hours that were worked. Also the hourly consultant fee and the total owed.
2. A signed & dated memo from the faculty member, stating that they acknowledge the work was performed within normal working hours, and that the contribution should be recognized with a transfer of funds to a Faculty Development account within their home department.

In order to plan the fiscal budget and teaching schedule, it is critical that we know about possible grant support as far in advance as possible.

If it looks like your grant will be funded (e.g. report of score in fundable range; receipt of request to complete ‘just in time’ materials or other communication from funding agency)

• Contact the Business Manager in the College of Nursing to let her know when the grant might be awarded, and the amount of salary/fringe which will be paid from the grant.  The Business Manager will share the information with the Associate Dean for Academic Affairs.
• If salary support will be included for you on a grant outside the College of Nursing, contact the Business Manager and provide the name of the PI, the PI’s department and college, the administrative support contact person, dates of funding period and level of support for your role in the grant.

When you receive an Award Activation Notice

• Make an appointment to meet with the Business Manager in the College of Nursing to discuss your grant budget and prospects for “buying out” of teaching a course.
  • Your comprehensive budget for the new grant, combined with the budgets for any existing grants, will be reviewed to determine the level of buyout available to you.  This information will be forwarded to the Associate Dean for Academic Affairs.
  • Faculty and staff appointments to the grant based on the comprehensive budget will be forwarded to Human Resources for processing.
  • A grant management plan will be discussed with you to provide a clear expectation of the financial responsibilities for managing the grant.  College staff and other resources will be identified to assist you with the financial procedures.
• If you qualify for teaching buyout, you will meet with the Associate Dean for Academic Affairs to discuss the details of the teaching release.

Criteria for teaching buyout

• The final decision to allow a teaching buyout rests with the Associate Dean for Academic Affairs. 
• Teaching buyout must occur in the same fiscal year as the grant salary support.
• Every effort will be made to accommodate a teaching buyout request.  However, once a semester begins the faculty is obligated to complete instruction of the course.
• Support from more than one grant may be combined to reach the buyout level, provided the salary support is in the same fiscal year.
• There will be no “carryover” of teaching release outside of the specific grant funding year.
• If teaching buyout is not possible due to the academic needs of the college, compensation for overload teaching may be considered.

Salary Match, Donated and In-Kind effort

• Salary matched by the college as a requirement of the funding agency may qualify for teaching buyout if approval is given by the Dean early in the budget planning process, prior to the budget being finalized.
• Donated (in kind) work on an institutional research training grant (T32) may qualify for teaching buyout if approval is given by the Dean early in the budget planning process, prior to the budget being finalized.
• Effort on a teaching grant will not qualify for teaching buyout unless specifically approved by the Dean early in the budget planning process, and prior to the budget being finalized.
• Other donated (in kind) work on a grant does not qualify for buyout.

Level of support needed for teaching buyout

• 20% salary/fringe support for one semester = release for one course during that semester.
• 20% salary/fringe support for two semesters = release for two courses during that academic year.
• 10% salary/fringe support for two semesters = release for one course during that academic year.
• Support of less than 10% for two semesters will not qualify for teaching buyout.

Understanding effort

• Tenure Track faculty (Research Active)
  • Each semester:
    • Teach 2 courses @ 20% each                               40%
    • Research                                                                     40%
    • Service                                                                         20%

• Clinical Track faculty
  • Each semester:
    • Teach 3 courses @ 20% each                               60%
    • Scholarship/Practice                                               20%
    • Service                                                                         20%

Summer grant support

• Fiscal year (12 month) faculty are required to teach in the summer session.  20% salary support during the summer is needed to qualify for teaching buyout of one summer course.
• Note:  there is no summer course buyout available to Academic year (9 month) appointments because they do not teach in the summer. 
• Academic year (9 month) faculty who expect to have grant support during the summer must specify the salary amount in the grant budget, and it must be approved by the funding agency.  Summer grant support is in addition to, and does not replace, academic year grant support.

Academic year (9 month) faculty who are approved for the “9 + 2” summer support from the CON must first use all sources of grant funding that are available.  If approved, CON funding may supplement the grant money to ensure two full months of s

The College of Nursing encourages the growth and development of its staff as well as faculty and students. To this end, staff may register for and participate in professional conferences that are directly relevant to the performance of their job responsibilities. The judgment of relevance will be made by the staff member’s supervisor.

College of Nursing funds can be used to support the costs of conference registration in the following cases:

• Membership in the professional organization is a requirement to register for and attend the conference registration
• Membership is not required, but the total cost of membership and registration is less than the cost to register as a non-member

Payment or reimbursement in all cases will be subject to the policies of the University of Iowa Accounting Code Manual http://www.bo.uiowa.edu/~glaccman/index.cfm

Staff who attend a conference will be expected to make a brief presentation of what they learned at a College of Nursing staff meeting or other appropriate venue.

********************************

The Office of the General Counsel has advised the College that honoraria payments from outside entities are taxable to the faculty member if the faculty member has control over where the funds are paid. In other words, if the faculty member has the option of receiving the payment directly or having the payment directed to the College, the payment is considered taxable income to the faculty member regardless of which payment option the faculty member selects. Because nearly all payors in this situation give the faculty member that option to select the payment recipient, there is no benefit to the faculty member to have the payment deposited at the College of Nursing. The faculty member is still subject to tax on that income and the faculty member’s use of the funds is then restricted to University business purposes. Effective July 1, 2009, the College of Nursing will no longer accept honoraria or other payments from non-University entities for services performed by faculty members outside of their regular faculty appointment. Faculty members must accept such payments personally, and faculty members are encouraged to consult with their tax advisor about proper reporting of such payments as income. The College may still designate College funds as professional development funds for use by a particular faculty member. Examples of such situations include awards given by the College and incentive payments based on practice revenue. In those instances, the funds may be used for professional development expenses such as travel to professional conferences, professional memberships, and subscriptions. These funds may not be used to purchase equipment. The funds remain the property of the College and if the faculty member for whose benefit the funds were designated leaves the College, the funds remain with the College. Those funds that are already in College of Nursing 240 accounts and designated as professional development accounts are still available for use by the designated faculty/staff member with the same parameters explained above.

The Provost has primary responsibility for matters related to faculty, including academic promotion and tenure decisions. He or she delegates some of these responsibilities to the Associate Provost for Faculty. The Provost is also responsible for communicating with the Board of Regents, State of Iowa, regarding all academic matters--a responsibility that includes coordinating the submission of several annual governance reports related to faculty. Use http://provost.uiowa.edu/faculty/index.html#info for links to:

• Faculty Development
• Faculty Organizations
• Faculty-Related Policies and Procedures
• Faculty Handbook
• Faculty Human Resources Administration http://provost.uiowa.edu/faculty/facappt/index.html
• Recruitment Process- Procedures, forms, and documentation.
• New Faculty Programs, Guides, and Resources - Tools to welcome and orient faculty members to their new campus and careers.
•  Classification Descriptions - Faculty rank and status codes.
• HR Transaction System Guidelines and Form Basics - Instructions for completing Human Resources transactions.
• Annual Reviews, Promotion, and Tenure - Information about annual reviews of probationary, clinical track faculty and tenured faculty.
• Institutional Data and Reports - Institutional data related to faculty appointments, faculty salaries, peer comparisons, etc.
• Faculty and Departmental Reporting - Departmental and individual faculty reporting requirements.
• Other HR Policies- Links to relevent Faculty Human Resource polices found in the UI Operations Manual. http://provost.uiowa.edu/faculty/facappt/policy/index.html

 Recruitment

• Credential Check at Point of Hire
• Criminal Background Check at Point of Hire
• Conflict of Interest in Employment

 Tenure and Non-Tenure Appointments (e.g. criteria for promotions, qualifications for academic rank, clinical track policy, research track policy.)

 Compensation

• Salary Computation for Academic Year Faculty
• Definition of the Academic Year • Summer/Winter Session Salaries
• Extra Compensation for Faculty

 Termination and Retirement

• Non-Renewal of Probationary Appointments
• Phased and Early Retirement
• Emeritus Status for Retirees

 Miscellaneous

• Leave of Absence
• Professional Ethics and Academic Responsibility
• Access to Faculty Personnel Files
• Faculty Dispute Procedures
• Conflict of Commitment and Interest
• Post-Tenure Effort Allocation
• Key Contacts and Resources - Who to contact in the Office of the Provost about issues related to faculty appointments.
• Information and Reference Pages

Written: 11/11 Revised: MM/YY, MM/YY… Reviewed: MM/YY, MM/YY, MM/YY … Review Frequency: Every 12 months Responsible Unit: F&O

College of Nursing faculty employment and human resources practice is guided by those policies and procedures available at the Office of the Provost http://provost.uiowa.edu/faculty/index.html#info  and the U of I Operations Manual  http://www.uiowa.edu/~our/opmanual/index.html websites. 

The Provost has primary responsibility for matters related to faculty, including academic promotion and tenure decisions.  He or she delegates some of these responsibilities to the Associate Provost for Faculty.  

Use http://provost.uiowa.edu/faculty/index.html#info  for links to:

• Faculty Development
• Faculty Organizations
• Faculty-Related Policies and Procedures
• Faculty Handbook
• Faculty Human Resources Administration http://provost.uiowa.edu/faculty/facappt/index.html

• Recruitment Process- Procedures, forms, and documentation.
• New Faculty Programs, Guides, and Resources - Tools to welcome and orient faculty members to their new campus and careers.
• Classification Descriptions - Faculty rank and status codes.
• HR Transaction System Guidelines and Form Basics - Instructions for completing Human Resources transactions.
• Annual Reviews, Promotion, and Tenure - Information about annual reviews of probationary, clinical track faculty and tenured faculty.
• Institutional Data and Reports - Institutional data related to faculty appointments, faculty salaries, peer comparisons, etc. 
• Faculty and Departmental Reporting - Departmental and individual faculty reporting requirements.
• Other HR Policies- Links to relevant Faculty Human Resource polices found in the UI Operations Manual. http://provost.uiowa.edu/faculty/facappt/policy/index.html
  • Recruitment
    • Credential Check at Point of Hire
    • Criminal Background Check at Point of Hire
    • Conflict of Interest in Employment
  • Tenure and Non-Tenure Appointments (e.g. criteria for promotions, qualifications for academic rank, clinical track policy, research track policy.)
  • Compensation
    • Salary Computation for Academic Year Faculty
    • Definition of the Academic Year
    • Summer/Winter Session Salaries
    • Extra Compensation for Faculty
  • Termination and Retirement
    • Non-Renewal of Probationary Appointments
    • Phased and Early Retirement
    • Emeritus Status for Retirees
  • Miscellaneous
    • Leave of Absence
    • Professional Ethics and Academic Responsibility
    • Access to Faculty Personnel Files
    • Faculty Dispute Procedures
    • Conflict of Commitment and Interest
    • Post-Tenure Effort Allocation
• Key Contacts and Resources - Who to contact in the Office of the Provost about issues related to faculty appointments.

• Information and Reference Pages

University Operations Manual: http://www.uiowa.edu/~our/opmanual/

Policy Statement

The Flexible Pay Program is a program that allows the College of Nursing flexibility in compensating non-organized Professional & Scientific (P&S) staff for extra meritorious performance that may include rewarding a variety of outcomes and behaviors e.g., project completion, sustained above average performance and revenue generation, etc.  There are two types of awards: (1) Exceptional Performance Award and (2) SPOT Performance Award (on the spot).  Flexible pay should not be used as a substitute for providing ongoing base adjustments that assure equitable and competitive salaries.

A copy of the College of Nursing policy and the forms are available at L:HR/Flex Pay Procedure folder

Although coaching and recognition should happen throughout the year, the performance evaluation process is an excellent time for managers & supervisors to give employees feedback on their performance and accomplishments of the previous year. The Iowa Promise Strategic Plan incorporates an indicator that requires 100% participation. Thanks for your assistance in attaining this goal! Appraisal Reports There are several reports available in Employee Self Service (with Level 1 access) that can assist departments in completing the 100% participation mark. On the HR Applications page, select 'reports' and then choose Human Resources Reports. From here, you can select any of the following reports listed below:

1. Appraisals - All: This is a list of all employees (by Department) eligible for appraisals. HR encourages evaluation of all employees. However, this report will not include staff who were hired, reclassified or transferred in the past year, as evaluation of these employees is not mandatory.
2. Appraisals - Completed: List of Employees by Department who have had appraisals completed during the fiscal year of the date entered.
3. Appraisals - Not Yet Completed: List of Employees by Department who have not yet had appraisals completed during the fiscal year of the date entered.

Position Expectations

Staff evaluations should incorporate the four position expectations listed below. Detailed descriptions of the expectations can be found at:

Merit performance expectations

P&S performance expectations

• Civil and Respectful Interactions
• Diversity and Inclusion
• Leadership Accountability
• Learning and Professional Development Conflict Management at Iowa is a new website that has been developed by a number of offices on campus to help staff, faculty and students manage conflict more effectively. Many other resources are available at the U of I Performance Management website.

Policy Statement

College of Nursing grant employment and human resources practice is guided by those policies and procedures available at the UI Principal Investigator and Research Administrator Human Resources website above as well as the UI Central Human Resources website http://www.uiowa.edu/hr/. 

Managing a research program is similar to running a complex business. The demands made on a Principal Investigator and staff seems overwhelming at times. The Principal Investigator (PI), Research Administrator and Clinical Research Coordinator must have not only the research expertise to conduct the research, but must understand complex funding agency regulations, employment laws and policies, and manage staff as well. This site is designed to assist the PI and Research Administrator with the management of staff, budgeting and other related responsibilities of grant or contract projects. It provides,

• guidance to create a staff structure for research projects
• direction in budgeting and fiscal management of grant or contract funds
• management practices to orient, develop, provide performance feedback, and retain productive employees
• resources available when problems arise

Please refer to the main page web portal which follows and select topics of interest as your orient to this role and/or need just-in-time information for research human resources management guidelines.

College of Nursing employment and human resources practice is guided by those policies and procedures available at the UI Central Human Resources website. 

Administrative Services: http://www.uiowa.edu/hr/administration/

Administrative Services provides expertise and leadership to the campus community in administering human resources.

• A-Z Policies & Guidelines: http://www.uiowa.edu/hr/administration/policies_a_z.html
• Staff Communications
• UI Employment Profile
• Annual Policy Notification
• Information regarding HR Advisory Groups, HR Working Groups, HR Unit Reps, HR Senior Leadership Council, Collegiate Faculty HR Contacts
• Annual Policies and Staff Communications
• HR Strategic Record
• Staff Language and Culture Services-assists English language learning employees and those they work with at all stages of employment
• Staff Handbook

Benefits: http://www.uiowa.edu/hr/benefits/

The University Benefits Office designs and administers the benefits programs for all active and retired faculty, staff, and students at The University of Iowa.

Compensation and Classification: http://www.uiowa.edu/hr/classcomp/

Administers the University Compensation and Classification program for all Professional and Scientific Employees and Merit system.

• Compensation & Classification Consulting
• Classification Descriptions
• Pay Plans Directory
• Pay Practices
• Career Development
• Furlough Program
• Merit to P&S Reclassifications

Employee and Labor Relations (ELR): http://www.uiowa.edu/hr/relations/

ELR is responsible for labor relations (blue collar, technical, security, clerical, graduate assistants, and staff employed in tertiary health care bargaining units), contract and policy administration, disciplinary procedures, staff grievance and dispute resolution procedures, Family Medical Leave Act administration, Faculty and Staff Disability Services, Faculty and Staff Immigration Services, and unemployment benefit administration.

• Access current copies of collective bargaining contracts from this site
• Ethics and Responsibilities
• Faculty and Staff Disability Services-Family Medical Leave Act; Americans with Disabilities Act
• Faculty and Staff Immigration Services- Employment-based immigration services to UI faculty and staff
• Reductions in Force Information

Employment Services:  http://www.uiowa.edu/hr/employment/

• Jobs@UIOWA-employment opportunities
• Recruitment Ambassadors
• Career development
• Hiring assistance for employees and departments
• Regents Merit positions

Organizational Effectiveness: http://www.uiowa.edu/hr/oe/

• Workforce and Workload Planning Toolbox - Tools to assist departments with the myriad of workforce challenges and changes facing us today.
• Behavior Risk Management-Comprehensive response to behaviors of hostility or violence in the workplace
• Continuous Quality Improvement-University employee discount program, departmental unit reviews, and the UI SMART Suggestion Program
• Faculty and Staff Services/Employee Assistance Program-brief counseling and assessment, Supervisory consultation
• Family Services Office-Child care, elder care, flexible work hours
• Organization, Development and Consultation-Learning and Development, UI LEAD, Reward and Recognition and Workplace Consultation
• UI Wellness-liveWELL, Well On Our Way, Wellness Ambassadors, UI Health Fair
• Threat Assessment Team (TAT)- Identifying risk and addressing safety concerns in The University of Iowa community

Payroll: http://www.uiowa.edu/hr/payroll/

• Paychecks
• Time Reporting
• Taxes

• Withholding
•  

University Operations Manual: http://www.uiowa.edu/~our/opmanual/

Technology Covered By This Policy

This policy applies to technology hardware and software owned by the University of Iowa, maintained by the

College of Nursing and meeting the following criteria:

•   Computing devices (servers, computers, laptops, tablets, network connected devices)

•   Printers, scanners, copiers, and similar multi-function devices

•   Digital displays, monitors, and projection equipment

•   Digital storage devices (hard drives, flash drives, disk arrays, backup media, etc.)

•   All software and licenses, of any dollar amount

This policy does not apply to consumables or peripheral devices such as keyboards, mice, speakers, headphones, etc.  Specialized scientific devices are also excluded from this policy. Questions about whether a specific technology device is covered by this policy should be directed to the

Director of Information Technology.

Procurement and Acquisition

Technology meeting the above criteria must be acquired with the assistance of the Office of Information Technology. This includes hardware and software purchased from college funding sources, including grant funding, and any gifts to the College. Technology Services works with University Purchasing, ITS and other central departments to ensure proper procedures and technology best practices are followed in the acquisition.

Disposal and Reallocation

All technology meeting the above criteria should be delivered to the Technology Services for proper disposal, transfer, or reallocation.

The College owns a large sub-zero (-80^o) freezer located in room 12C NB.  The sub-zero freezer is kept locked and is connected to an alarm system that notifies CON Faculty in the event of a power outage or machine malfunction.  The system automatically contacts a list of people in the CON who can then access appropriate assistance.

Access to this freezer is available to all faculty who collect bodily fluids as a part of their research and need to store the same for extended periods of time.  Faculty are responsible for providing the necessary storage trays/receptacles to hold their specimens.

Once a need for access to the room and freezer is identified, faculty should contact the ONR (Nancy Goldsmith) who will arrange for keys to the room and freezer.   All faculty who have access to the sub-zero freezer agree to have their name and contact information (cell phone and email) added to the contact tree in the event of a power outage or machine malfunction.

Instructions on programming and reprogramming the freezer.  The freezer is programmed to trigger an alert if the temperature increases to -40degrees F or if the electricity goes out. 

If the alert sounds but the freezer temperature remains within a few degrees of -80 then it is a false alarm and wait and watch.  This has happened.  It may be that the alarm code needs to be reset or the phone alarm needs to be reset.

Specs on the Temperature Monitor:  ACC Sense model number A2-05a. http://www.accsense.com/p_p_A2.html

A copy of the manual:  http://www.accsense.com/files/A2-05%20User_Manual_A2-05.pdf

Freezer data are transmitted via the Ethernet connection on the monitor. All of the data on the freezer can be viewed online.

What to do if a power outage is anticipated. 

1. Get about 50 pounds of dry ice from Med Labs or HyVee (1^st Avenue in Iowa City) and put it in Freezer prior to the programmed outage.
2. Keep freezer door shut during the outage
3. If outage will be more than 10 hours, should arrange with Physical plant to get a back-up generator

What to do during unanticipated power outage:

1. Try to find out when the electricity will go on again, as many outages are short.  If power will be out for less than 4 hours, keep the freezer door CLOSED the entire time and the blood should be fine.
2. If power is anticipated to be out for more than 4 hours than follow instructions above for planned power outage.

Breakage.  In the event that the freezer alarm call needs to be reset or if the temperature increases in the absence of a power outage, call RM Boggs for evaluation and repair:  (800) 272-5001 or  (319) 665-3500.

The University takes the position that it owns any research data collected by faculty, staff or students. Any work (e.g., analysis, manuscript preparation) using identifiable data needs to be done under IRB approval – whether at Iowa or another institution.

Identifiable Private Information.  This is defined as private information about behavior that occurs in a context in which an individual can reasonably expect that no observation or recording is taking place, and information which has been provided for specific purposes by an individual and which the individual can reasonably expect will not be made public (for example, a medical record). This information is considered individually identifiable if the identity of the subject is or may readily be ascertained by the investigator or associated with the information.

(If information includes Protected Health Information (as defined later under Protected Health Information), identifiable information includes any of the following information for the individual, relative, employer, or household member of the individual:

• Name, street address, city, county, precinct, zip code, geocodes smaller than state
• Date of birth, ages > 89 years of age; or other dates such as diagnosis dates, procedure dates, admission or discharge dates
• Telephone numbers, fax numbers, e-mail addresses, social security numbers, medical record number
• Health plan beneficiary numbers, account numbers, certificate/license numbers
• Vehicle identifiers and serial numbers or license numbers, device identifiers and serial numbers
• Web URLs, Internet Protocol (IP) address numbers, biometric identifiers including finger/voice prints
• Full face photographic images and any comparable images.

This means that if you leave the University and have closed out your HawkIRB project (which you must do upon termination of your connection to Iowa), you will:

1. Leave the hard copy data here (usually with your dissertation chair).  You can take a copy with you.
2. If your data will continue to be associated with identifiers, you must get IRB approval from your new institution (local IRB) to continuing working with the data.

• Often the new institution wants Iowa to give approval for use of this data.  To get that, the individual contacts the relevant department head – in the case of the CON, that would be the Associate Dean for Research – in writing outlining their request to use the data.
• The approval from Iowa will include the condition that IRB approval be in place at the new institution prior to working with the data.

If your data will be de-identified (i.e., if you are able to continue your work with a data set containing only aggregated data and/or data that have no identifiers), you may be able to work with the data at your new institution without formal IRB approval, although it would be wise to review this with the IRB at the new institution.

Deadline policy.  In order to be maximally effective, the Office for Nursing Research follows a table of deadlines that is used to guide the preparation of new grant applications.

All grants are due to the Division of Sponsored Programs (DSP) 5 business days before the final, sponsor’s deadline. This rule is university‐wide and nonnegotiable: https://research.uiowa.edu/dsp/late-routing-policy

The deadline for submitting proposals to the ONR occurs in two phases:

1. Fifteen business days before the sponsor’s deadline:  All supporting materials (e.g., budget and justification, resources, letters of support, biosketches, and appendices). Submitting these pieces early will allow a significant amount of the document uploading to take place ahead of time and minimize the likelihood that a last-minute technology failure or electronic bottleneck due to high internet traffic will prevent a grant from being submitted.

2. Ten business days before the sponsor’s deadline:  The research narrative of the grant (i.e., Research Plan: Specific Aims, Research Strategy, and other pieces detailed below).

Priority for Submission.  Given the reduced lead time that results from changing the deadlines, there is less leeway for late submissions. Priority for submission will be given to those who meet the deadlines. If a proposal comes in late, it will be sent to the back of the queue and it may not be submitted.

Holidays.  When a deadline falls on a Saturday (e.g., June 5), most sponsors automatically extend the deadline to the next business day.

Quality Control.  Grants that are submitted prematurely reflect poorly on the CON as a whole. If the ONR feels a proposal is not sufficiently complete to be a viable submission, the Associate Dean for Research may ask a PI to delay submission to the next cycle of applications.

Beginning April 20, 2012, applications receiving an impact score of 40 or less will receive a standard notice and request from NIH for submitting JIT information. See http://grants.nih.gov/grants/guide/notice-files/NOT-OD-12-101.html

When an NIH grant application on which a CON faculty member is a Senior/Key Person (not Consultant or Other Significant Contributor) receives a JIT request, the ONR may assist in collecting Other Support information for their active and pending research by:

• Providing an Other Support template and examples to be completed and sent to the study PI for submission to NIH.

• Helping identify annual direct costs received/pending from  funding source(s), whether Federal, non-Federal, commercial or institutional, available in direct support of an individual's research endeavors, including but not limited to research grants, cooperative agreements, contracts, and/or institutional awards.

• Noting effort devoted to each project measured in person months, i.e. calendar, academic, and/or summer months.

All supporting materials in final format are to be in the ONR office no later than fifteen (15) business days before the sponsor’s deadline.  Prior to this deadline, the ONR staff will assist as outlined below.

Biographical Sketches:

• Collection and review of biosketches for each key person and consultant in the Principal Investigator’s (PI) grant application after PI has made initial contact with them.
• Conversion of CV or resume to acceptable NIH biosketch (2010 short format).
• Upload biosketches into the grant application.
• Maintain electronic copy of each biosketch submitted with a grant application.
• Maintain electronic copy of master NIH formatted biosketch with all prior Personal Statements, Positions & Honors, Publications and Research Support (ongoing projects and those completed in the past three years).  This master biosketch will be returned for updating purposes with each new grant application.

Letters of Support:

• Collection and review of letters of support for consultants and other significant person/entities in the PI’s grant application after PI has made initial contact with them.  Word files rather than pdf files are preferred.
• Obtain permission from author of letter to change the letter date when grant submission has been delayed.
• Upload letters into the grant application
• Maintain electronic copy of each letter of support submitted with a grant application.

Letters of Reference:

• Collection and review of letters of reference for referees after the applicant for an F or K series award has made initial contact with them.
• Upload each letter of reference directly to the eRA commons for the candidate.

Maintain electronic copy of each letter of reference submitted with a grant application.

Eligibility.  Only grant applications seeking $150,000 or more in direct costs to sponsors that also provide F&A costs will be eligible. PI’s must be CON faculty members or postdocs. Note:  External reviewers cannot be a current member of the panel that will review the proposal.

Honoraria.  $250 will be paid to external reviewers who provide a written critique of a draft proposal prior to its submission. $350 will be paid to external reviewers who provide a written critique and are present for the peer review session by phone.

Limits.  Only one external reviewer is permitted for each proposal.

Format.  Peer reviews will be scheduled no later than 5 weeks before the sponsor’s deadline. A peer review session takes 2 hours and is attended by the PI, 2-3 reviewers, and the ONR Director. The PI may also wish to have collaborators attend. The session is recorded using SmartPen technology so that both written comments and an audio recording of the entire session can be made available to the PI.

Procedure.  Beginning 10 weeks before the sponsor’s deadline, PI’s should email the ONR Director to request an external review.  In the email, the PI should provide relevant information about the proposal, including:

• PI’s name and area
• Working proposal title
• Prospective sponsor
• The PA or RFA number
• Sponsor’s due date
• Total amount of direct costs to be requested

9 weeks prior to Proposal Due Date.  The PI provides the ONR with the Name and Contact Information of the prospective reviewer (institution, department, mailing address, phone number and email). At this point, the PI will also forward the current draft of the 1-page Specific Aims to the ONR Director.

8 weeks prior to Proposal Due Date.  If the Specific Aims are judged to be in reviewable condition, the request for review will be approved and the ONR will begin the process of contacting the reviewer and soliciting a commitment to read the proposal. Please note that the expert cannot be a current member of the panel that will review the proposal.

The ONR will contact the prospective reviewer. If the External Reviewer agrees to review the full proposal, the ONR will then obtain needed information for honorarium payments.

                6 weeks prior to Proposal Due Date.  Faculty member provides a full draft proposal (electronic) to the ONR Director. If the proposal draft is judged to be reviewable condition, it will be sent to all reviewers (internal and external). Appropriate institutional paperwork for honorarium payment must be obtained by this date.

5 weeks prior to Proposal Due Date.  Peer review is held (with or without presence of External Reviewer). External reviewer must return critique to faculty member (and copy to the ONR).  Honorarium check is then mailed.

Assignment of reviewers.  The ONR Director helps to identify potential reviewers and coordinates scheduling of the review.

Lead time for review materials.  PI’s must send their proposal draft to the ONR Director at least 1 week before the scheduled date of the review. PI’s who do not provide their reviewers with sufficient lead time to review the materials, the review session may be canceled or rescheduled.

The National Science Foundation (NSF) has joined the National Institutes of Health (NIH) in a new requirement to ensure funded investigators are formally trained in the Responsible Conduct of Research. Under the NSF implementation, institutions must, at the time of proposal submission, certify that an RCR training plan is in place and must, as a condition of award, ensure that all undergraduate students, graduate students, and postdoctoral research scholars/fellows supported under NSF-funded projects receive appropriate training. The NSF implemented these RCR responsibilities as of January 2010 under Section 7009 of the America COMPETES Act, rendering compliance a statutory requirement, and has formally amended its policies, procedures, and conditions of award to incorporate this requirement. More background information is available through the NSF RCR website at http://www.nsf.gov/bfa/dias/policy/rcr.jsp.

To meet the institutional obligation for RCR training, The University of Iowa has developed a Responsible Conduct of Research Plan under the joint sponsorship and responsibility of the Graduate College and the Office of the Vice President for Research. The Plan delineates a training program that responds to the specific requirements set forth by the NSF and NIH and meets wide-ranging needs for RCR training, accommodating all disciplines engaged in research and other scholarly creativity.

The program includes various types of training, targeting position-specific groups of “trainees.” Trainees must complete the RCR program that aligns with their current positions and obtain additional RCR training as position levels change. The program serves four distinct groups of trainees:

1. Undergraduate and professional degree students receiving NSF or NIH support will meet the RCR requirement online, by completing the Collaborative Institutional Training Initiative (CITI), a web-based training course comprising 10 topic-specific modules; trainees are expected to complete the CITI course before or within the first month of research participation/compensation.
2. Predoctoral Students receiving NSF or NIH support must enroll in UI course 650:270, Principles of Scholarly Integrity, which comprises a four-hour orientation and a series of 90-minute, topic-specific workshops. Master’s degree students must complete the orientation and four topic-specific workshops, for a total of 10 contact hours; doctoral-degree students must complete the orientation and eight topic-specific workshops, for a total of 16 contact hours. All students, master’s and doctoral, are expected to complete the orientation within the first year and the workshops at the rate of two per semester, finishing within a one- or two-year period, respectively.
3. Postdoctoral Research Scholars (FP01) and Fellows (FP02) receiving NSF or NIH support must complete UI course 650:604, Principles of Scholarly Integrity, including a four-hour orientation and four 90-minute, topic-specific workshops, for a total of 10 contact hours. Trainees are expected to complete the workshops at the rate of two per semester, finishing the orientation and workshops within a one-year period.
4. Early-Career Faculty – currently limited to those holding NIH K Awards – must complete UI course 650:614, Principles of Scholarly Integrity. The course includes a four-hour orientation and four 90-minute, topic-specific workshops, for a total of 10 contact hours. Trainees are expected to complete the workshops at the rate of two per semester, finishing the orientation and workshops within a one-year period. Early-career trainees will also be expected to assume a role in the other RCR courses, as described in the following paragraph.

RCR training workshops will require faculty facilitators at the rate of approximately one faculty member per 10 trainees. Departments and programs with participating trainees must provide faculty facilitators in order for their predoctoral students and postdoctoral scholars/fellows to participate in course 650:270 or 650:604, respectively. Early-career faculty enrolled in course 650:614 will automatically be expected to serve as faculty facilitators.

The latest RCR program information is available through an umbrella website located on the OVPR website at http://research.uiowa.edu/content/responsible-conduct-research. At this stage the UI RCR program is naturally evolving and subject to revision, so please revisit this site periodically.

When?  Beginning Fall 2010, the UI Office of the Vice President for Research required that all graduate students (and others) funded through resources from NIH and NSF must complete RCR training in their first year.

How do I determine if I need RCR training?  Use the following flowchart to determine if you need to take Principles of Scholarly Integrity to satisfy the RCR training requirement. Note: This flowchart was developed for the College of Nursing. Students/postdocs in other Colleges should contact their departments for information.

Eligibility.  CON Faculty and Postdocs may request editorial support from the CON Editor. The Editor is available  to work on manuscripts, book chapters, and grant proposals that are in reviewable condition.  It is expected that work that is being submitted jointly with other authors will have been reviewed by all of the other authors on the research team before it is sent to the CON Editor. Please note that graduate students are not eligible to use the editor’s services unless they make separate arrangements and pay for the services on their own.

Scope of work.  The CON Editor is a valuable, shared resource. To be maximally effective, her role will be limited to performing substantive, content editing (e.g., improving logic, organization, flow, and persuasiveness) but not proofreading.

Procedure.  Faculty or postdocs who wish to submit work to the Editor should contact the Secretary in the Office for Nursing Research and forward the work that is to be reviewed. The ONR Secretary will contact the Editor with the request and handle all workflow and billing issues.

Limits of use.  Each piece of work (i.e., manuscript, proposal, or chapter) can be sent to the Editor no more than one time. Therefore, authors should work to ensure that their work is in good shape before it is sent to the Editor.  Exceptions:  Resubmissions of a grant proposals and manuscripts are considered to be a separate piece of work from the original submission and are eligible for a second review by the Editor.

Acknowledgement of work.  The ICMJE is now encouraging journals to create a policy defining contributorship as well as authorship. Specifically, the policy states:

When using "ghost writers" or outside assistance for writing, those contributors should be listed in the acknowledgments section of the manuscript.

As such, the ONR policy is that faculty who enlist the editorial services of the CON Editor must include an acknowledgement to the Editor by name.

The Research Computer Lab (137 CNB) is located in the College of Nursing Building and is overseen by the Office for Nursing Research to facilitate research and scholarship at the college. The lab is equipped to support the development and peer review of manuscripts, conference abstracts and posters, and grant proposals as well as providing a base for a wide range of education and training activities.

Access.  Access to the Advanced Lab is only available via University ID for those who need to use the specialized software loaded on Lab computers.  To obtain access:

• An email request should be sent to the Office for Nursing Research (nursing-research@uiowa.edu) indicating why access is required and including the individual’s HawkID.
• The request will be forwarded to the department that control keyswipe access (this process usually takes 24-48 hours).
• Once access has been granted, the requestor will be notified via email.

Usage.  The computers can be used for individual work or scheduled for group training classes or meetings. Those who wish to reserve the entire lab must reserve RES-NB137 using the Microsoft Outlook calendar. Individuals who plan to use the room should first verify that the room has not been reserved by checking the Outlook Calendar for RES-NB137.

Equipment.  The Lab is equipped with five computers as well as a large screen monitor that is connected to all five computers. All five computers are running standard Microsoft programs (Word, Excel, Powerpoint, etc.) as well as SAS. Two computers have QSR NVIVO 9 (Computers 1 and 2), and one computer has Excel QI Macro (Computer 3). SPSS is available through Virtual Desktop. Please note there is no printer in the Research Computer Lab.

Logging in.  Individuals can log on to the computers with Hawk ID and password, which will allow them to access documents on their H-drive.  When users are finished with their work, they are asked to log off, shut down the computer, and turn off the monitor.

Protection of Data. This is a public computer lab, so users should not leave any documents or data on the hard drives of the computers.  All personal documents must be removed at the end of a work session.

NOTE:   Identifiable subject data should not be accessible to non-research team members.  If users plan to listen to audio data files, they must use headphones or reserve the lab to maintain confidentiality of data.

Personnel in charge of scheduling room use.  These rooms may be scheduled by faculty or research support staff by making a room request through each room’s Outlook Calendar. Anyone booking any of these spaces should include the following information on the calendar: 

1. Name and contact information for person making reservation
2. Name of the grant or project that is using the space
3. Name of the College of Nursing PI or contact

Priority for room use.  Requests will be prioritized as follows:

1. Research teams of funded projects with a CON PI housed in the Montoya Research Suite.
2. Research teams of funded research projects with a CON PI physically housed outside the College of Nursing Building.
3. Unfunded CON-PI led research teams.
4. Other uses when not used for 1-3 above. 
5. Special requests will be considered; decisions will be made by the Office for Nursing Research in conjunction with the Assistant Dean for Operations and Finance.

Priority for room use.  Reservations may be made for priority levels as follows:

• Priority 1 & 2: anytime
• Priority 3: up to 1 month in advance
• Priority 4: up to 2 weeks in advance

Confirmation of room requests.  Requests that include all required information and that are made within an appropriate timeframe (based on priority level) will be confirmed via email to the person requesting the room.

One of the missions of the ONR is to assist faculty and postdoctoral scholars with the dissemination of their scholarly pursuits. When faculty or postdoctoral fellows are involved in a book publishing project, the ONR is available to provide assistance with the following:

• Formatting chapters according to the publisher guidelines (on the final version to be submitted)
• Checking references in the text and in the reference list (on the final version to be submitted)
• Contacting and communicating with the contributors to the book and with the publisher
• Handling correspondence:  Sending out letters and emails to contributors and to the publisher
• Coordinating work on the book project
• Meeting with the authors and/or publisher about issues pertaining to the book project
• Providing feedback on book proposals

Limits of responsibility.  The ONR is NOT available to assist with the following aspects of book publishing:

• Creating book proposals

Scope of support.  The Office for Nursing Research can provide assistance with poster creation. Specifically, the ONR Secretary will:

1. Provide assistance with resizing posters
2. Provide suggestions for improving poster appearance, including layout, tables and figures
3. Check to ensure that posters adhere to conference guidelines
4. Make appropriate arrangements to print the poster.

Procedure for requesting support.

1. Two months before your conference date, please forward a copy of your abstract to the ONR Secretary.  In this email, please provide the following:
   1. Name of the conference
   2. Website link containing the conference’s poster requirements
   3. Date they will pick up their poster at the CON (Poster Pickup Date)
   4. The MFK to which the printing cost for the poster will be charged
2. Once this information is received, the ONR Secretary will provide you with the following:
   1. A Deadline Table for ONR Poster Creation
   2. Poster templates
   3. ONR Poster Sample
   4. Statistical Reporting Reference Sheet
3. A complete draft of your poster is due to the ONR Secretary at least 2 weeks in advance of the Poster Pickup Date. The ONR Secretary will review the poster draft to determine how much work is left to complete.  The poster author should be available (either by email or in person) to address requests for additional information and to review poster edits.
4. Final electronic poster files that are ready for printing are due to the ONR Secretary a minimum of 5 full business days before the Poster Pickup Date.

Scope of Policy.  The Policy Applies to Any Paper that is peer-reviewed and is accepted for publication in a journal on or after April 7, 2008; and arises from any direct funding from an NIH grant or cooperative agreement active in Fiscal Year 2008, or;

• Any direct funding from an NIH contract signed on or after April 7 2008, or;
• Any direct funding from the NIH Intramural Program, or;
• An NIH Employee.

Compliance.  There are three actions grantees must take to comply with the policy:

1.  Address Copyright.  Authors of articles arising from NIH funds are responsible for ensuring that publishing agreements allow for full compliance with the NIH policy.

2.  Submit Article.  Authors must submit to PubMed Central an electronic version of every peer-reviewed article arising from NIH research funds, once an article is accepted for publication. NIH has worked with publishers to develop several ways to submit articles:

1. The author or someone in their organization may deposit a copy of the peer-reviewed manuscript in the NIH Manuscript Submission (NIHMS) system.  The link to this is http://www.nihms.nin.gov/ Author verifies content.
2. The journal may offer to send the peer-reviewed manuscript files to the NIHMS. Author verifies content.
3. Publishing in a PubMed Central Journal. No additional effort required from the author. See: http://publicaccess.nih.gov/submit_process_journals.htm for a list of these journals.

3.  Cite.  Authors must include PubMed Central ID numbers in NIH applications and reports when citing their articles covered by the policy.

Scope of use by UI College of Nursing.  The CON Statistician provides support to the CON faculty and postdoctoral fellows as they prepare grant proposals and conduct research.

Types of assistance.  For investigators in the research planning phase, the Statistician works directly with the researchers to formulate research questions and hypotheses, choose an appropriate study design, and, with the Data Manager’s participation, develop plans for analysis, data entry, and data management.  For investigators in the data analysis phase, the Statistician consults with the researcher and provides advice on the appropriate statistical methods or conducts statistical analyses, depending on the need. The Statistician also helps with report preparation and dissemination of results.

Procedure for requesting an appointment (UI CON).  CON faculty and postdoctoral fellows are asked to complete the CON Statistical and Data Management Services Request Form available here: https://uiowa.qualtrics.com/SE/?SID=SV_6yhweZvBpKk7P8M

Scope of use by the UIHC Department of Nursing.  The Office for Nursing Research at the CON is jointly sponsored by the CON and the UIHC Department of Nursing. As such, the services of the Research Office that are available to CON faculty, including consultation with the CON Statistician, are also available to UIHC DON staff and faculty. UIHC DON faculty/staff are asked to follow the following procedure:

1. Email the Director of the Office for Nursing Research for approval.
2. Once the request is approved, complete the CON Statistical Services Appointment Request Form:

https://uiowa.qualtrics.com/SE/?SID=SV_6yhweZvBpKk7P8M

Human Subjects Protection.  If the data that will be shared with the Statistician are identifiable, the PI is responsible for submitting a modification to add the Statistician to the IRB application as a research team member.

Access to Data.  The PI may need to provide the Statistician to the folder on the shared drive where the electronic files for the research project are stored.

Prioritization of Projects.  To ensure that the Statistician can be maximally effective, projects may be prioritized according to their time-sensitive nature and also their likelihood of being completed quickly. Typically, grant proposals receive the highest priority, followed by work related to funded grants and, finally, unfunded research (i.e., no funding or expired funding).

Expectations regarding authorship.  For projects on which the Statistician works collaboratively with a faculty member or postdoc, it is expected that the Statistician will be included as an author on publications that result from this collaboration. The work of a Statistician meets all of the authorship requirements outlined in the University of Iowa’s Authorship Policy:  http://www.uiowa.edu/~our/opmanual/ii/27.htm#2710

Specifically, a Statisticians have a legitimate claim to authorship due to their:

Please note that according to the UI Policy, “It is expected that each author has been given the opportunity to participate in the drafting of the manuscript (or substantive revision of its scholarly content) and approves the final version of the manuscript to be published.”

Including the Statistician as an author is important for three reasons.  First and foremost, inclusion as an author recognizes the Statistician’s intellectual contribution to the project.  Second, inclusion of a statistician strengthens manuscripts when they are reviewed and considered for publication. Finally, having co-published with a statistician provides evidence for a strong, existing collaboration, which is regarded favorably by reviewers of grant proposals on which the Statistician is included as personnel.