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Part Four



University policies and regulations can be found at


A.  Academic Freedom (Policy 4.1.1)
This policy affirms the protection of academic freedom as defined by the American Association of University Professors.

B.   Consultant Services
Requests are frequently received for consultative services and speeches to public schools, businesses and industries, government agencies, and community groups.  Performance of such service is considered to be a desirable professional activity.  Budget unit travel funds may be used to cover expenses of travel involved in such activity if the agency involved does not reimburse or compensate the faculty member.

C.  Equal Opportunity/Affirmative Action
Eastern Kentucky University is an Equal Opportunity/Affirmative Action employer and educational institution and does not discriminate on the basis of age, race, color, religion, sex, sexual orientation, disability, national origin or Vietnam era or other veteran status, in the admission to, or participation in, any educational program or activity which it conducts, or in any employment policy or practice. Any complaint arising by reason of alleged discrimination should be directed to Executive Director, Equal Opportunity Office, Eastern Kentucky University, Jones Building, Room 106, Coates CPO 37A, Richmond, Kentucky 40475‑3102, (859) 622‑8020 (V/TDD), or the Director of the Office for Civil Rights, U.S. Department of Education, Philadelphia, PA.

D.  Grievances (Policy 4.7.4)
This policy describes the permissible conditions and the process for faculty grievances.

E.  Intellectual Property (Policy 4.4.2)
This policy defines intellectual property and describes the uses and protections of such intellectual property.

Policy Statement
The Intellectual Property (IP) Policy at Eastern Kentucky University (EKU) recognizes that universities are institutions committed to the creation and dissemination of knowledge. The IP Policy affirms the University’s commitment to academic freedom, to a rich and vibrant public environment, and to a healthy local and regional economy. The University supports these endeavors by encouraging, fostering, and protecting scholarship, research, service, and creativity.

IP includes, but is not limited to, copyrights, patents, trade secrets, trademarks, and plant variety protection. Activities resulting in the creation of IP may also contribute to professional development, enhance the institution’s reputation, promote additional educational opportunities, and promote collaborative or cooperative arrangements. Therefore, when faculty, staff, administrators, student employees, students, and/or visiting faculty or researchers develop intellectual property, their IP rights and privileges must be protected and preserved.

The policies set forth here constitute an understanding that is binding on EKU faculty, staff, and students as a condition of their participation in EKU research, teaching, and service programs and for their use of EKU funds, facilities, or other resources.

F.    Political Activity of Faculty (Policy 4.7.6)
This policy describes the conditions and limitations of political activity of EKU faculty.

G.    Veterans Statment

It is the policy of the University that there shall be no discrimination in employment (including recruitment, hiring, promotion, compensation and any other condition, or privilege of employment) on the basis of status as a disabled veteran, Vietnam era veteran (as defined in 38 USC Sec. 4211 and 41 CFR 60-250) or as a veteran who has served on active duty during a war or in a campaign or expedition for which a campaign badge has been authorized, with regard to any position for which such individual may be qualified.  This policy is intended to be in compliance with the University’s obligation as a federal contractor under the Vietnam Era Veteran’s Readjustment Assistance Act, specifically 38 USC Sec. 4212, and its implementing regulations, 41 CFR 60-250.  Any complaint arising by reason of alleged discrimination shall be directed to: Director, Office of Institutional Equity, Eastern Kentucky University, Rice House, 224 Summit Street, Richmond, Kentucky 40475-3102, (859) 622-8020 (V/TDD).


II.                  RESPONSIBILITIES

A.    Conflict of Interest/Financial Disclosure Policy (Policy 4.4.1)
This policy conditions and procedures for potential conflicts of interest involving sponsored projects.

Policy Statement
Eastern Kentucky University encourages interaction with both the public and private sectors as an important component of all education, public service activities, and research. Accordingly, the University is committed to conducting its sponsored projects within the highest standards of integrity. This includes the identification of the potential for conflicts of interest, and further ensuring that the conflicting financial interest of an individual investigator does not reasonably appear to affect the objectivity of his/her funded research or educational activities.

B.  Convocations
Faculty members are expected to attend convocations as requested by the President. Academic caps, gowns, and hoods are required for the fall and spring graduation ceremonies and for other occasions as the President may direct. Faculty members provide their own academic regalia. These may be rented if proper arrangements are made with the University Bookstore at the time notices are distributed to the faculty.

C.  Faculty Absences (Policy 4.7.5)
This regulation describes the process for handling faculty absences, including planned absences and short-term leaves.

D.   Faculty Workload (Policy 4.7.3)
This policy describes the components of faculty workload, including the expectations of this workload, and its conditions and limitations.

Policy Statement
Faculty workload consists of three major areas of responsibility: teaching, scholarly/creative activities, and service. Faculty responsibilities are not confined to the typical five-day work week, to the operating hours of the university administrative offices, or to the Richmond campus.

The standard teaching load of full-time faculty members with the rank of assistant professor or above is 12 credit hours per semester for the fall and spring semesters or approximately 80% of the faculty member’s full-time workload. Other factors, such as size and type of class and not simply the number of credit hours, may be considered in establishing teaching loads as long as those factors are applied consistently within a department. The typical workload expectation for scholarly/creative activities and service is approximately 20% of the faculty member’s full-time workload. Overloads or reductions in teaching loads are permitted, as described below. The maximum teaching load for summer term is 9 hours and for winter term is 3 hours.

The standard workload of full-time faculty members not on tenure track is the equivalent of 15 credit hours per semester for the fall and spring semesters. Part-time faculty members are permitted to teach up to 9 credit hours per semester for the fall and spring semesters.

E.   Laboratory Safety (Policy 4.4.14)
This policy establishes requirements for practices and procedures to help ensure that faculty, staff, and students at the University are protected from health and safety hazards associated with University laboratories, including hazardous chemicals, physical hazards, radiation, and biohazardous materials.

F.  Limitation on Academic Work while under Contract to Teach at Eastern (Policy 4.7.9)
This policy describes the limitations on the amount of coursework a full-time faculty member may be enrolled in while teaching.

G.   Misconduct in Science (Regulation 4.4.11)
This regulation describes the process for handling misconduct in scientific research.

Regulation Statement
The principles that govern scientific research are well established and have long been applied toward the discovery of new knowledge. High ethical standards based on these principles are a critical responsibility of faculties and administrators of academic institutions, and accuracy in the collection and reporting of data are essential to the scientific process. Dishonesty in these endeavors runs counter to the very nature of research which is the pursuit of the truth.

The academic community is ultimately responsible to the public, and public trust in the academic community is absolutely vital. It is in the best interests of both the public and academic institutions to prevent misconduct in research and to deal responsibly with instances where misconduct is alleged.

H.  Outside Activities (Policy 4.7.7)
This policy describes the condition, limitations, and procedures for full-time faculty engaging in activities outside of the University, whether paid or unpaid.

I.   Regional Campus Classes
Eastern Kentucky University has the responsibility to offer regional campus courses in a 22‑county service region designated by the Kentucky Council on Post-Secondary Education. Academic departments are expected to identify and meet the need for regional campus courses. In certain program areas, academic departments have the opportunity, in cooperation with other universities, to offer courses outside the service region. The 22 counties in the Eastern Kentucky University service region are Bell, Boyle, Casey, Clay, Estill, Garrard, Harlan, Jackson, Knox, Laurel, Lee, Leslie, Lincoln, Madison, McCreary, Owsley, Perry, Powell, Pulaski, Rockcastle, Wayne, and Whitley.

In accordance with the aims and standards of various accrediting associations, regional campus courses should be taught as a part of the normal load. However, additional compensation is provided when regional campus teaching is done in addition to an otherwise full teaching load.

I.  Summer Teaching (Regulation 4.8.3)
This regulation describes the priorities for summer teaching assignments.

J.  Teaching By Contract Staff and Classified Personnel
Contract staff and classified personnel are expected to devote their energy and effort toward fulfilling all assigned duties and responsibilities for the University. Employees who do not have teaching duties as part of their normal assignment may teach for the University when there is sufficient student enrollment and demonstrated need for them to do so. In such cases, contract staff and classified personnel may be employed to teach under the following guidelines:

1. Meet all criteria for academic and professional preparation as specified by the Commission on Colleges of the Southern Association of Colleges and Schools as well as criteria specified by discipline accrediting agencies.

2. Receive approval of their immediate supervisor and the appropriate department chair, college dean, and vice president.

3. Teach no more than one class (or three hour equivalent) in the fall, spring and summer terms (i.e.  no more than one course each term). Online or other non-traditional courses are considered the same as regular classroom courses. 

4. Teach only during those time periods that do not conflict with their normal work schedules or assigned duties if receiving supplemental pay. For example, those persons whose normal work schedule is from 8:00 a.m. to 4:30 p.m. could not teach and receive supplemental pay until after 4:30 p.m. All preparation for classes will be done outside the normal work hours.  In cases where no supplemental pay is given, the immediate supervisor may approve teaching during normal working hours.

Exceptions to this policy must be approved by the immediate supervisor, the appropriate chair, dean, and vice president(s).


A.  Benefits Availability to Faculty

Eligible faculty may participate in the University benefit plans, subject to the Plan Eligibility and Requirements set forth in documents that govern those plans. Comprehensive benefit design and eligibility information is available in the office of Human Resources.   

1.  Core Benefits
The University provides core benefits to all eligible staff that include Health Insurance, Basic Life and AD&D Insurance and Long Term Disability Insurance and Retirement. A detailed overview and enrollment information of these benefits can be obtained from Human Resources. 

2.  Optional Benefits
The University also provides a number of optional voluntary benefits for purchase through payroll deductions. An overview of these and other benefits are detailed in the Employee Benefit Supplement that can be obtained through Human Resources.

3.  Employee Assistance Program
The University provides Employee Assistance Programs to assist employees and members of their household with problems of daily living. This free, confidential service is provided by the Access Wellness Group. To schedule an appointment with the Access Wellness Group simply call their office at 877-834-7836 (toll free) or (859) 309-0309 and identify yourself as a member of the EKU faculty, spouse or dependent.

4.  Benefits upon Termination of Employment
Faculty terminating employment at EKU prior to retirement will receive no compensation for accumulated sick leave days. A faculty member who retires from EKU can receive up to one half year of service credit toward retirement benefits based on accumulated sick-leave days.

B.   Determination of Salary Increments
The determination of salary increments for faculty and staff is a responsibility of the organizational unit to which the individual is assigned. University merit pay guidelines are given below. Information concerning specific criteria and procedures is available through the appropriate Vice President, Dean, Chair, or Director.

University Merit Pay Guidelines for Academic Units 
The primary objectives of compensation guidelines are to enable the University to employ, retain, encourage, and reward faculty who contribute to the purpose, mission, and goals of the University. Therefore, EKU recognizes the value of a multi-faceted approach to compensation, including across-the-board awards, merit awards, and equity adjustments. Merit awards, when funding is available to provide them, reward those individuals who perform beyond normal requirements.

On national and state levels, higher education is accountable for its mission of teaching, scholarly/creative activities, and service.  The approach of Eastern Kentucky University to merit awards is to allow its colleges and schools/departments to retain the flexibility to develop systems that reflect the unique nature and needs of the disciplines. The guidelines established here provide a framework to ensure consistency and accountability across the University while maintaining flexibility within schools/departments and colleges.

1. The faculty of each academic unit shall participate in the development of a system for recommending merit increases for the academic unit. This may be accomplished at the college level, or, with approval of the Dean, at the school/department level.

a. If each school/department of a college is to have a separate system, the policies shall be recommended by a majority of the faculty in the school/department, shall be forwarded, with recommendations of the Chair/Associate Dean and of the Dean, to the Provost and Vice President for Academic Affairs for review and approval.  In schools/departments whose merit deliberations find all faculty with the same merit score and hence ends up with no differentiation, the Dean and Chair/Associate Dean reserve the right to use the departmental merit pool for equity adjustments. 

b. If there is a college-wide system, the approval process shall follow the same pattern as described in “a” above.

c. All full-time faculty in a school/department are eligible to receive merit awards, which vary from individual to individual, dependent upon the extent to which an individual exceeds minimum performance standards established by the school/department policy.  Individuals who exceed minimum performance standards to an equivalent extent receive merit awards in equal dollar amounts. Faculty should be evaluated for merit based on their job assignment.

d. University merit dollars are to be divided proportionately among school/departments based on the number of full-time faculty in each school/department. 

2. In either case, the system must:

a. Be designed to differentiate with regard to performance so that no portion of the merit funds may be allocated across the board.

b. Conform to the University’s policy on nondiscrimination.

c. Parallel the criteria for promotion and tenure, recognizing Eastern’s primary mission of teaching.                                                                                                               --Academic merit pay systems shall be designed so that no less than 50% of the potential merit award for those with a full-time teaching load is based on teaching performance or role in students’ learning process.

d.  Define and clearly communicate the factors which are to be considered in evaluating meritorious performance.

                                                                                                               i.      Schools/Departments may consider basing merit awards on performance over a period of time longer than one year for meritorious performance not previously considered.

                                                                                                              ii.      In addition to the student opinion of instruction, each school/department shall use a systematic method of assessing teaching performance or the faculty member’s role in the student learning process for purpose of merit awards. This method shall include a consideration of the perspectives of students, colleagues, and supervisors and shall be clearly defined and communicated in the school/department merit pay policy.

e. Provide for a formal evaluation conference where the faculty member will be notified by the Department Chair of the merit evaluation.

f.  Require faculty members to actively participate in the merit evaluation process by:

                                                                                                               i.      Providing documentation of meritorious performance in the form of a report structured according to department/school/college procedures and

                                                                                                              ii.      Participating in an evaluation conference with the Department Chair.

g. Provide a procedure for appeal of the evaluation which must be filed with the Department Chair, in writing, within five days of the evaluation conference.

h. Include a method for departments to periodically and regularly reassess their methods and procedures to ensure they are continuing to support the stated purpose, mission, and goals of the University.

i.  Specify the procedures to be used in determining merit pay increases for faculty on paid or unpaid leaves. These procedures:

                                                                                                               i.      Must include a case by case review by the Chair/Associate Dean and Dean for compliance with the criteria,

                                                                                                              ii.      Must include the specification of prior agreements, in writing, concerning the criteria and process for the evaluation for merit pay, and

                                                                                                            iii.      May allow for differing awards according to the purpose of the leave if the basis of the difference is clearly explained and reflects the goals of the college and/or school/department.

Faculty receiving terminal appointments due to unsatisfactory performances will not receive a salary increase for their final year.

C.  Faculty Emeritus/Emerita (Policy 4.7.8)
This policy describes the criteria and procedures for designating faculty with emeritus status.

D.    Faculty Identification Cards
Faculty ID cards may be obtained from the Colonel 1 Card Office located in Powell Student Center. Prior to obtaining the ID card, the faculty member should obtain his/her University identification number from Human Resources located in 203 Jones Building.

E.    Faculty Organizations
Many professional organizations and honor societies are active on the University campus. Meeting announcements and invitations to membership are circulated periodically.

The Faculty Club and Eastern Kentucky University Women are local organizations that are primarily social. Information is supplied to faculty members concerning the functions, dues, objectives, and programs of these clubs at the beginning of the fall semester each year.

The American Association of University Professors (AAUP) was established in 1915 and is well known for its support of faculty rights and responsibilities, such as tenure, academic freedom, shared governance, and curriculum excellence. The AAUP supports these tenets through its national policy and practice standards for the academic profession and through local university chapters within which faculty members can consider these rights and responsibilities as they apply to their own institutions, and serves in some states other than Kentucky as a faculty trade union. Most institutions of higher education base their policies and procedures for faculty on The AAUP Redbook. 

The AAUP has national offices in Washington, D.C. and lobbies for faculty and their concerns. The national office and its website are important sources of information for faculty. The Association also holds an annual conference and workshops for faculty. The AAUP also has staff attorneys that respond to questions from faculty, administrators, and other attorneys involved with higher education litigation. The Association submits numerous briefs to appellate courts, and thus, AAUP standards often figure in court decisions affecting faculty.  The AAUP also tracks trends in faculty salaries and hiring at over 1,500 institutions and reports this information annually in its bi-monthly journal, Academe.

Membership in the national AAUP ( enrolls faculty members into the EKU AAUP Chapter.  To reach the EKU AAUP Chapter, email the current chapter president at EKU Today posts regular announcements of EKU AAUP Chapter meetings and programs during the academic year, at which both members are non-members are welcome.

F.    Holidays (See the Holiday Schedule)

G.   Leaves

1.  Family and Medical Leave
The Family and Medical Leave Act (FMLA) provides faculty who have twelve (12) months of service with the University and who have performed at least 1,250 hours of service in the prior twelve (12) month period, with up to twelve (12) weeks of leave during a rolling twelve (12) month period. This leave may be paid, unpaid, or a combination of paid and unpaid depending on the faculty’s accumulated vacation and/or sick leave. In cases where paid leave ends prior to the end of the twelve (12) weeks the balance of the leave will be unpaid. In cases where a faculty member qualifies for more than twelve (12) weeks of paid leave, the twelve (12) weeks required by the FMLA will be included within the period of paid leave. For the complete policy, see the policy website.

a)  Extended Medical Leave (Policy 8.2.5)

2.  Leave without Pay
A faculty member desiring a leave from the institution without pay must file a request that requires the approval of the Department Chair, the College Dean, the Provost, the President, and the Board of Regents. If the request for leave without pay is granted, the outside employment agency, if any, will be informed that during the applicant’s leave from the University a faculty position is being held for the return of the applicant to the University. Also, the faculty member on leave from the institution without pay is not covered by the benefits package that is applicable to individuals on pay status (see Continuation of University Benefits while on Leave below). The faculty member should review all University policies regarding leaves.

The faculty member who has been granted a leave from the institution without pay will communicate to the Provost, no later than February 1, (1) his/her intention to return to the University or (2) his/her letter of resignation. If notification is not received by the February 1, the faculty position will be declared vacant. In unique circumstances, a request to extend the leave for an additional year will be considered.

a)    Continuation of Benefits While on Unpaid Leave

(1)  For faculty who are on an approved unpaid leave for the purpose of professional development, determined to be in the interest of the institution, (e.g. graduate work, Fulbright Fellowship), the University will continue all employer paid benefits under the same conditions, as coverage would be provided if he or she were continuously employed during the entire leave period. Both the University and the faculty member will be responsible for payment of their share of the premium during the leave period. Faculty should make arrangements through the Benefits section of Human Resources to pay premiums associated with any voluntary benefits. 

(2)  Faculty members who are on leave, other than FMLA, Extended Medical Leave, or professional development from the institution without pay are not covered by the benefits package that is applicable to individuals on pay status. The faculty member and their covered dependents will have the option to extend their health insurance coverage through COBRA, and will be notified of their choices and premium rates in accordance with COBRA regulations. 

3.  Military Leave (See Policy 8.2.8)

4.  Sick Leave (Regulation 8.2.14)

Policy Statement
Beginning with their employment, regular full-time and part-time employees are provided with sick leave. The sick leave benefit provides paid time for the employee’s absence due to personal illness, injury or other short-term disability. Additionally, sick leave may be used for child(ren), spouse, significant other whose condition requires the employee’s direct care and in instances of qualified FMLA leaves. Sick leave may also be used for relationships not covered by the University’s bereavement leave policy and instances where additional bereavement time is needed.

a)  Sick Leave Bank (see Policy 8.2.9)

5.  Bereavement Leave (Policy 8.2.2)

6.  Court Leave (see Policy 8.2.3)

H.  Parking Permits
The University requires that all faculty, staff, and students driving automobiles to campus register their vehicles with the Division of Public Safety and observe the parking regulations contained in the publication Motor Vehicle Parking Regulations which can be obtained from the Parking & Transportation Services, Mattox Hall, telephone number (859) 622-2821. Parking regulations are also posted on the Parking & Transportation Services link from the University’s web site.

1.  Guests and Visitors
Guests and visitors can obtain temporary parking permits from the Parking Office, Mattox Hall Suite A which is next to the Student Services Building. The Parking Office is open Monday through Friday, 7:30 a.m. to 5:00 p.m. Temporary parking permits may also be obtained from the Division of Public Safety when the Parking Office is closed.

2. Part-time Instructors
Part-time instructors can obtain a parking permit with an authorization form from the Division of Human Resources. Parking permits can then be picked up at the Parking Office.

I.  Payroll Options

Effective October 1, 2007 all payments made to faculty will be made electronically via direct deposit.

If the period of employment is August 15 to May 15, an employee may elect to receive payment under three options:

OPTION 1:  (Ten-month plan)
The Basic Pay Plan for nine-month employees calls for payment over a ten-month period (20 times).  Paydays are semi-monthly and are on the 15th and last business day of the month.

OPTION 2:  (Deferred Pay)
If an employee elects the 24 pay period option, all taxes and other deductions will be processed from the first 20 pay periods and the net pay for the year is divided by 24. If an employee is currently enrolled for the 24 pay period option; that option will continue unless changed at the employee’s request to Human Resources.

OPTION 3:  (Direct Deposit)
Another alternative to Option 2 is to participate in the direct deposit program by placing 16.67 percent of the net pay into a savings account or a checking account.  An employee can then withdraw one quarter of that amount semi-monthly during the summer. This process not only accomplishes the same result as Option 2, but also gains interest on deferred pay. If this option is elected, the payroll office will need a voided check or savings account number along with an authorization form available from Human Resources.

J.    Retired Faculty
Retired faculty have many of the privileges of the faculty, including faculty parking privileges: an ID card: faculty library privileges; the purchase of athletic tickets at reduced rates; discounts at EKU bookstore: obtaining a Faculty/ Staff Telephone Directory: and the use of the facilities at Information Technology Services (as space allows). Persons age 65 or older may also take one course tuition free under the O’Donnell Scholarship Program.

K.  Sabbaticals (Policy 4.7.2)
This policy describes the criteria and process for awarding sabbatical leave.

Policy Statement
Eastern Kentucky University maintains and promotes a program of sabbaticals for faculty as a part of its overall efforts to maintain high quality academic programs and an energized faculty. A sabbatical can be a rejuvenating experience for a faculty member, permitting time to investigate avenues for improving academic quality in the pursuit of excellence. All eligible faculty members are strongly encouraged to apply for sabbaticals.

Sabbaticals are designed for professional improvement of current faculty members by providing, for a specified period, time away from the usual contractual obligations. This time enables faculty members to pursue scholarly activities that will strengthen teaching, scholarship, service and/or any combination therein at the department, college, library, or university levels. Sabbatical requests are to be closely related to each faculty member’s teaching area but are not granted for the completion of an advanced degree or for any other activities related to that.

Since a sabbatical is a privilege and not a right, sabbaticals are not granted automatically after the required semesters of service. A sabbatical may be granted to a faculty member who has demonstrated an above average ability in teaching, scholarship, and service and who has completed an application which meets the sabbatical requirements.

L.  Salary Compensation for Summer University Employment for Nine-Month Employees

1.  Policy 4.7.7, Outside Activities, provides that compensation for university-supported activities through grants or other university resources may not exceed one-ninth of the prior academic year salary for any one month during the period May 16 -August 14. Compensation may also be paid on a consultant-day-rate basis.  The total of the compensation for the May16 – August 14 period on the consultant-day-rate basis will not exceed 3/9’s of the academic year salary.  Requests for summer employment are to be filed in advance for each activity.

2.  Since project employment for summer employment is justified on the needs of the project plan of work, vacation days will not be paid.

3.  Faculty who are employed by the University during the summer months and who wish to take on additional employment funded by non-EKU sources must file a Request for Outside Employment, approved in advance. If summer employment is paid through sponsored program funds, the Requests for Outside Employment must be approved by the Associate Vice President for Research.  

M.   Tickets for Athletic Events
The University sponsors a wide range of men and women’s intercollegiate sports. These teams participate in the Ohio Valley Conference and also compete against non‑conference institutions. Eastern is a member of the National Collegiate Athletic Association competing in Division I (Division IAA in football).

The University encourages staff support of its athletic teams by providing the opportunity to purchase football and basketball reserved seat season tickets at half‑price for all full‑time faculty. Single game tickets are sold at regular prices. Tickets and schedules for all athletic teams may be acquired from the athletic ticket office in the Alumni Coliseum. Ticket and game information is regularly included in various newsletters and bulletins distributed on-campus.

Faculty may purchase a maximum of four season tickets at half-price. An Eastern faculty may purchase the season tickets at half-price for himself/herself only. Faculty are not permitted to purchase tickets for another Eastern faculty at half-price.

In order to receive tickets at half-price, the recipient must be a full-time faculty of Eastern. Retired Eastern faculty and spouses of deceased Eastern faculty may also purchase season tickets at half-price.

When tickets become available for football and basketball games the sale of such tickets will begin on a “first-come-first-served” basis. Ticket holders desiring seat improvement or relocation must notify the ticket office in writing. Requests will be honored on “first-come-first-serve” basis.

When any season tickets become available for football and basketball, priority will be honored as follows:  Colonel Club Membership, season ticket holders, general public. It is the ticket holder’s responsibility to notify the ticket office in writing of a change of address.

Internal Revenue Code, Section 132 mandates that a portion of ticket discounts should be treated as taxable income. Since EKU faculty receive a fifty percent discount, twenty percent of the total value is tax-free and thirty percent of the total value is taxable income.

N.    Tuition Waiver at Berea College (Policy 8.2.1)

O.    Tuition Waiver (Faculty and Staff Scholarship) (Policy 8.2.6)

P.    U.S. Savings Bonds
Those desiring to purchase Government Bonds by a payroll deduction may arrange to have this done at Human Resources.

Q.   Voting
The University strongly encourages all eligible faculty to participate in the democratic processes by exercising their right to vote. Therefore, faculty who are registered voters, upon request, will be given up to four hours off to vote on Election Day, with one hour to be with pay. Specific time off must be coordinated with appropriate supervisors.

R.   Worker’s Compensation

1.  Scope
All faculty, are covered under the Kentucky Workers’ Compensation Law.  (KRS 342)

2.  Purpose
The Workers’ Compensation Law is designed to compensate faculty for loss of earning power due to work‑related injuries or illnesses arising out of and in the course of their employment. This coverage includes both medical expenses and loss‑time payments to a faculty who is unable to work for an extended period of time because of a compensable injury or disease.

3.  Faculty Requirements
Faculty members are required to report all incidents to his/her supervisor as soon as practicable after the incident (KRS 342.185).

a)  Return to Work Form (WCF‑1). Supervisors are required to notify the University Claims Specialist in the University Claims Officeupon the faculty’s return. After receiving this form Human Resources will be notified that the employee has returned to work. 

b)  Medical bills or other information received by a faculty for treatment of on the job injuries or illness should be submitted to the University Claims Specialist in the University Claims Office.


A.   Externally Sponsored Projects

1.  Division of Sponsored Programs
All requests for sponsored projects (i.e., externally funded grants and contracts) must be coordinated through the Division of Sponsored Programs. Such requests are usually designed to improve instruction, provide expanded public services to the Commonwealth, and/or conduct research. Copies of the operational policies and procedures governing grants and contracts are available in the offices of department chairs, academic deans and the vice presidents as well as the Division of Sponsored Programs.

2.  Policies

a)  Cost Sharing on Externally Sponsored Projects (Policy 4.4.3)
This policy describes the criteria and obligations for cost sharing on externally sponsored programs.

Policy Statement
Cost sharing constitutes additional financial obligations for the University. All cost sharing must be reviewed and approved prior to proposal submission and expenditures must be documented throughout the period of the award. All types of cost sharing obligations described below must be documented and identifiable in the University accounting system. This policy describes the criteria and obligations for cost sharing on externally sponsored programs. 

Cost sharing or matching (the terms may be used interchangeably) represents the use of institutional funds to supplement project costs not borne by the sponsoring agency. Some sponsored projects require that the University participate to some extent in the total cost of the project; other times, voluntary cost share may be necessary to effectively conduct the project. This policy sets forth the University guidelines for committing cost share on externally-sponsored projects.

b)  Cost Transfers on Externally Sponsored Projects (Policy 4.4.4)
This policy sets forth conditions for the transfer of charges from one sponsored program to another or from a sponsored program to a University account.

Policy Statement
Cost transfers must meet conditions for allocability, allowabilty, reasonableness and consistency established under federal guidelines. Cost transfers must normally be made within 90 days of the incurred expenditure.

This policy sets forth conditions for the transfer of charges from one sponsored program to another or from a sponsored program to a University account. OMB Circular 2 CFR 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) establishes principles for determining costs applicable to grants, contracts, and other agreements with educational institutions, as well as proper documentation required. To comply with the cost allowability and allocability requirements, it is necessary to explain and justify transfers of costs from one account to another.

c)  Direct Charges on Externally Sponsored Projects (Policy 4.4.5)
This policy describes the criteria for determining costs that may be directly charged to sponsored agreements and costs that should be treated as indirect costs.

Policy Statement
This policy sets forth conditions for allowable costs charged to grants or sponsored agreements administered by Eastern Kentucky University. All expenditures on sponsored agreements must meet conditions for allocability, allowabilty, reasonableness, and consistency established under federal guidelines as outlined in the policy below.

d)  Effort Reporting on Externally Sponsored Projects (Policy 4.4.6)
This policy describes the requirement for documentation of effort on externally sponsored projects.

Policy Statement
This policy sets forth conditions for the documentation of effort for faculty and professional staff who receive compensation, in whole or in part, through a grant or sponsored agreement, or who have committed personnel costs as part of cost sharing obligation on a grant or sponsored agreement.

The purpose of this document is to outline the University’s policies for ensuring compliance with effort reporting. Adherence to this policy is necessary to prevent cost disallowances and penalties by the federal government and other sponsoring agencies.

e) Externally-Sponsored Proposal Submission and Award Acceptance (Policy 4.4.7)
This policy describes the criteria for submitting proposals to external sponsors and for accepting grant and contract awards on behalf of the University.

Policy Statement
This policy sets forth conditions for the submission of grant proposals and other sponsored agreements on behalf of Eastern Kentucky University. The policy outlines the proper signatory authorizations, eligibility criteria, and internal approval process required for all sponsored agreements.

f)  Salary Compensation on Externally Sponsored Projects (Policy 4.4.8)
This policy describes criteria and process for salary compensation on externally sponsored projects.

Policy Statement
This policy sets forth conditions for faculty and staff who receive compensation, in whole or in part, through a grant or sponsored agreement, or who have committed personnel costs as part of cost sharing obligation on a grant or sponsored agreement. The policy establishes guidelines for effort in terms of the assigned time for faculty and staff.

This policy establishes criteria for faculty and staff that are supported, in full or in part, on any externally sponsored program through Eastern Kentucky University. The University is obligated to comply with all federal policies related to the fiscal management of grants under guidelines established by the Office of Management and Budget circular 2 CFR 200.

g) Subrecipient Monitoring (Policy 4.4.9)
This policy describes the process for managing subrecipients in externally sponsored projects.

Policy Statement
This policy sets forth conditions for review, approval, and monitoring of subrecipients on sponsored programs administered through Eastern Kentucky University. The policy also outlines the responsibilities of the project director in assuring both programmatic and fiscal compliance of subrecipients to the terms and conditions established by the sponsoring agency.

This policy seeks to:

·   promote stewardship of funds used to pay subrecipient organizations;

·   promote appropriate responsibility and accountability for contractual subrecipient relationships;

·   promote compliance with federal, state, University, and other legal requirements related to subrecipient monitoring; and

·   ensure that the University and its sponsors receive value for funds expended.

h)  Facilities and Administrative (F&A) Cost Recovery and Distribution (Policy 4.4.10)
This policy describes the guidelines for facilities and administrative cost recovery and distribution of such funds from externally sponsored projects.

Policy Statement
All externally-sponsored projects are expected to recover the University’s full negotiated Facilities and Administrative (F&A) cost recovery rate. If a sponsor imposes a limit on F&A cost recovery, the University may, at its discretion, accept a lesser rate if written documentation (i.e., policy statement) from the sponsor is provided prior to the submission of the proposal.

This policy provides guidelines for the recovery of F&A costs and establishes a method for the internal sharing of recovered F&A funds resulting from externally-sponsored projects. This policy is inclusive of all sponsored activities funded externally at the University.

B.  Human Resources
The Division of Human Resources provides services for the following:

1.     Employment processing for all positions

2.     Administration of all fringe benefits

3.     Assisting supervisory personnel with employee relations issues

4.     Coordinating training and development programs

5.     Coordinating the University’s wellness program

All new faculty must visit Human Resources to fill out the necessary forms for payroll and fringe benefits.  Any questions concerning payroll should be directed to Payroll Services in the Division of Financial Affairs.  Questions regarding fringe benefits should be directed to the Benefits section Human Resources.

C.  Library Services to the Faculty
The John Grant Crabbe Library, with the Thomas and Hazel Little Addition, is centrally located on the campus in a complex that also houses the University Building, the Madison County & Eastern Kentucky Law Library, and a large computer lab. Branch Libraries are located in the Foster Building (Music) and in the Stratton Building (Justice & Safety). 

EKU Libraries exist to strengthen and engage our community by advancing knowledge and inspiring lifelong learning.  EKU Libraries aspire to be a creative, stimulating learning environment with forward- leaning resources, services, and practices that meet the evolving needs of our diverse community of users.

Visit the library web page for information about our services and collections. 

Reference and Instruction

·         Faculty can invite a librarian into their classroom to teach students how to find, evaluate and use information.  For more information about instruction and to request a librarian, visit this web page

·         Reference Librarians are available to help faculty and their students on a drop in basis. Librarians are available via online chat, text, email, phone, or in person.  More information can be found at

·         Each academic program has a librarian assigned to assist the faculty in that program.  The librarian can help faculty order materials for the library, schedule a library instruction session, and assist with research, among other research and instructional services. For more information, visit the Library Liaison page

Library Collections

·         Faculty can suggest the library purchase materials for use by students, faculty and staff.  Fill out the form at

·         Faculty can check out most print materials for 120 days.  However, should a book be requested by another patron, the item may be recalled after 2 weeks.  Items in our popular reading collection, located in the Grand Reading Room, only circulate for 14 days.  Most items can be renewed in person, by phone, or through the online library catalog.  More information about checking out materials can be found by visiting  Spouses, Domestic Partners, and Dependents are also eligible to check out material from our library.  Visit the library webpage or stop by the Help Desk for more information.

·         Proxy Borrowing: EKU faculty may authorize assistants to check out Library materials on their behalf. These assistants must be employed by the University or be registered students. Under this arrangement, the faculty member agrees to be responsible for any materials borrowed on their behalf, including the return of all materials or the payment of replacement charges for items that are lost or damaged. Proxy authorization may be granted for up to one academic year, and may be renewed as necessary. Faculty can pick up the authorization form at the Main Library Help Desk or by going to

·         Interlibrary Loan: Our interlibrary loan service is a comprehensive document delivery service that we call Library Express.  Books and journal articles not owned by EKU Libraries can be obtained from another library and delivered to your faculty office, to a library location or for electronic materials; they can be delivered via email.  We will also pull and deliver materials in our collection to your office or inbox for you.  Please visit the Library Express web page for more information

·         Online Resources:  The library subscribes to thousands of electronic journals and access to hundreds of research databases. To see a list of online resources organized by subject visit

Library Spaces

·         There are three libraries on EKU’s Richmond Campus.  The John Grant Crabbe Main Library is located in the center of campus near the Ravine, the Keen Johnson Building and the Powell Student Center.  The Business Library and Academic Commons is located on the second floor of the Business and Technology Complex on the south side of campus.  The Elizabeth K. Baker Music Library is located in the Foster Building.

·         Study areas are available in the Main Library for private study or research by EKU Faculty.   The area is a drop in space that can be used anytime during the library’s operation hours. To use the area a faculty member can check out a key at the Main Library Help Desk. A staff member will be available to direct the faculty member to the space.   

D.  Model Laboratory School
The Model Laboratory School, located in the Donovan Building, offers programs from nursery school through the twelfth grade. Application for admission should be made to the Director of the Laboratory School. The Board of Regents fixes tuition fees for the Laboratory School. Information about fees is available in the Office of the Director.

E.  Center for Student Accessibility
The Center for Student Accessibility is responsible for reviewing, evaluating, and determining eligibility for any requested services and accommodations from students. It also provides confidential referrals for assessment (for undiagnosed disabilities) and other disability related information.

The Center also assists the University's legal and educational obligation to provide equal access to University resources, coursework, programs, and activities by serving qualified individuals, and advocating for equal access for all individuals who qualify.

F.  Social, Cultural, and Recreational Activities and Facilities
Faculty members are invited to participate in a multitude of University social, cultural, and recreational functions.  Included in these opportunities are lectures, movies, plays, recitals, concerts, art exhibits, and athletic contests.

The University provides many physical activity and recreational facilities.  Faculty members may participate in a variety of games and sports in Alumni Coliseum, Weaver Building, Begley Building, Greg Adams Building (indoor tennis), or outside areas, including the Thomas E. McDonough Intramural Fields. Tennis, golf, swimming, and other facilities are available for faculty recreation. 

Faculty are also eligible for membership to the Fitness & Wellness Center.  Contact the Center at (859) 622-1244 for more information.

G.   University Wellness Program
EKU encourages and supports faculty participation in wellness activities such as seminars, health screenings, health fairs, fitness, and other wellness challenges. “Healthy You at EKU” is open to all full time faculty. Faculty can earn a pre-determined amount of wellness credits through the year in order to be eligible for the incentives.  Visit the website at or contact Human Resources’ Wellness Manager for more information about the employee wellness program.

H.  Wellness Center
The Wellness Center is located in the Weaver Building and is available to all university faculty. It offers a wide range of health and lifestyle testing procedures, as well as exercise and weight equipment.

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