Holy Family University Adjunct Faculty Quick Fact GuidebookGuidebook

Policies and Procedures

Copyright Laws
The University urges all faculty to adhere to copyright requirements. For a full text of the guidelines is available on the web site of the Association of American Publishers at www.publishers.org by clicking “Copyright” on the sidebar menu and then clicking either “Campus Copyright Rights and Responsibilities” or “Questions and Answers on Copyright for the Campus Community.” Additional information is also provided on this web site concerning how to request copyright permission, access various copyright resources and acquire educational materials.

The following are the four basic factors as established in Section 107 of the Copyright Act of 1976:

  1. The purpose and character of the use, including whether such is of a commercial nature or is for non-profit educational purposes.
  2. The nature of the copyrighted work.
  3. The amount and sustainability of the portion of the work used in relation to the copyrighted work as a whole.
  4. The effort of the use in question on the potential market value for or value of the copyrighted work.

Guidelines for printed materials with the following prohibitions for unauthorized copying:

  1. Unauthorized copying may not be used to create, replace or substitute for anthologies, compilations or collective works, whether or not such unauthorized copies are collected and bound together or are provided separately.
  2. Unauthorized copies may not be made of “consumable” works, including workbooks, exercises, standardized tests, test booklets, answer sheets and the like.
  3. Unauthorized copying may not substitute for the purchase of books, publisher’s reprints or periodicals.
  4. Higher authority, such as dean or head of a department may not  direct unauthorized copy.
  5. The same teacher cannot copy the same item without permission from term to term.
  6. No charge shall be made to the student beyond the actual cost of the photocopying.

All of the following criteria must be met for “fair use” permission to apply?

  1. When an individual teacher is “inspired” to use work, and the inspiration and decision to use it and the moment of its use for maximum teaching effectiveness are so close in time would be unreasonable to expect a timely reply to a request for permission, AND
  2. If the following limitations with regard to the amount of copying of a work are applied?
    1. Complete article, story or essay – less than 2,500 words.
    2. Excerpted prose - the shorter of less than 1,000 words or 10 percent.
    3. Chart, graph, etc. - less than 250 words on two (2) pages or less, AND
    4. Poetry – less than 250 words on two (2) pages or less, AND
  3. The copying is for only one course and term, AND
  4. No more than one article, story, essay or poem OR two excerpts from works by the same author may be copied. No more than three works or excerpts may be copied from the same collective work or periodical volume during one class term and no more than nine such instances of multiple copying may occur for one course during one class term. (Item 4 guidelines do not apply to current news periodicals, newspapers and current news sections of other periodicals. AND,
  5. The original copyright notice should appear on all copies of the work.

Family Educational, Rights and Privacy Act of 1974 (FERPA)
The University is committed to protecting the right of privacy of all individuals about whom it holds information. Adjunct faculty members represent the University and have responsibilities regarding access to personal information. Certain information is considered “private” and cannot be disclosed without the written permission of the student. This information includes grades and student schedules. Access to educational records is restricted.

Policy of Non-discrimination
The University is an Equal Opportunity Employer and will not discriminate, or tolerate discrimination, against any employee or applicant on the basis of sex, race, religion, color, age, Vietnam Veteran status, national origin or disability. Applicants requiring reasonable accommodation to the application or interview process should notify a representative of the Human Resources Department. Questions regarding the University’s non-discrimination policy should be directed to the Assistant Vice President for Human Resources (AVPHR), who serves as the University’s Section 504 Coordinator and Title IX Coordinator.  

Sexual Harassment
The University is committed to providing all members of the community, including employees, faculty and students, with an environment free from explicit and implicit coercive behavior used to control, influence or affect the well being of any member of the university community. The University will not tolerate any behavior that constitutes harassment based on a person’s sex, race, color, national origin, citizenship, religion, marital status, veteran status, age or disability. Each employee, faculty member and student is required to comply with this policy. Violations may result in disciplinary action up to and including termination of employment or expulsion.

Sexual harassment is illegal under Section 703 of Title VII of the 1964 Civil Rights Act and Title XI of the Education Amendments of 1976. Sexual Harassment is defined as any unwelcome sexual attention, sexual advance, requests for sexual favors and other verbal or visual or physical conduct of a sexual nature whenever: submission to such conduct is made either explicitly or implicitly as a term of condition of an individual’s employment or grade; submission to or rejection of such conduct by an individual is used as a basis for decisions affecting the individual’s employment or academic record; such conduct unreasonably interferes with an individual’s work or academic performance or creates an intimidating, hostile or offensive employment or educational environment.

Examples of conduct that may constitute sexual harassment include, but are not limited to, the following: unwanted and unnecessary physical conduct such as pinching, patting or touching, brushing against one’s body; subtle pressure for sexual activity; uninvited or persistent notes, phone calls or pressure for dates; threatening adverse employment or educational action if sexual favors are not granted; promising preferential treatment in return for sexual favors; making unwelcome physical contact; sexually explicit or sexually suggestive language, gestures or humor; displaying sexually explicit or sexually offensive or suggestive objects or materials; and condoning or encouraging such conduct of or directed to any employee, faculty member or student. Such conduct may also constitute harassment if based on the person’s race, color, national origin, citizenship, religion, marital status, veteran status, age or disability.

Any employee, faculty member or student who believes he/she has been or is being subjected to harassment (or has witnessed or has knowledge thereof) by any individual affiliated with the University has the right to initiate a complaint. Anyone accused of harassment has the right to defend himself/herself. The University will investigate every allegation while making efforts to maintain the confidentiality of both the accuser and the accused to the extent possible and to resolve the dispute in a timely manner while respecting right to due process, including the right of the accused to be informed of the identify of the accuser at the earliest appropriate point in the process.

Any employee, faculty member or student who believes he/she is being harassed should report this within five (5) business days from the date of the incident to any of the following members of the University’s harassment investigation team: Vice President of Student Services, Vice President for Academic Affairs, Executive Director of the Newtown Campus, AVPHR. The AVPHR also serves as the EEOC Coordinator, the Section 504 Coordinator and Title IX Coordinator. The team member with whom the report was filed will respond to the complainant in writing within three (3) business days.

All aspects of the employee, faculty member or student’s complaint and investigation will be kept confidential to the extent possible with regard to complaint filing, investigation and disposition. The investigation will be conducted in an impartial manner by, at minimum, two of the member’s of the University’s harassment investigation team. A team member conducting an investigation will solicit assistance from another team member if he/she cannot remain impartial.

Following the investigation, a team member will provide a written determination within tem (10) business days. This written notice shall contain the outcome of the complaint and the basis for the decision.

If dissatisfied with the outcome/response, the employee, faculty member or student may submit within three (3) business days a written statement that includes the facts of the case and the proposed solution. Witnesses and other evidence relevant to the complaint may be submitted.

Individuals are encouraged to use the reporting procedure to report all harassment claims so that the University will be aware of the situation, make a timely, confidential investigation and take appropriate corrective action.

Retaliatory conduct against any individual who has: filed a complaint of harassment; reported witnessing harassment; participated in the harassment complaint process; or been the subject of an investigation will not be tolerated and will be grounds for discipline up to and including termination of employment or expulsion. Further, complainants and witnesses will be disciplined for filing false complaints or providing false testimony during an investigation.

Both students and employees may utilize the harassment reporting procedure.

During the academic year, the Human Resources Department sponsors and conducts seminars and workshops on a host of topics including compliance with laws and regulations on non-discrimination and harassment. Adjuncts are welcome to attend these programs. A schedule of professional development programs is available at the Human Resources homepage listed under “News & Events.”

Procedures for Resolution of Problems
At any time, should any employee have a problem with some aspect of employment or believe they have been unfairly treated or discriminated against; the employee may pursue the following procedure to have the problem heard:

  1. Discuss the matter with the immediate supervisor within five (5) business days from the date of the incident; the supervisor will respond within three (3) business days. If the complaint is against the supervisor, the employee is to discuss the matter with a representative of the Human Resources Department within five (5) business days from the date of the incident; a Human Resources representative will respond within three (3) business days.
  2. If dissatisfied with the outcome of this first discussion, the employee may submit within three (3) business days, a written statement that includes the facts of the case and the proposed solution. The employee may present witnesses and other evidence relevant to the complaint. The written statement should be given the EEOC Coordinator, who also serves as the Section 504 and Title IX Coordinator. This person is the University’s AVPHR, reachable by phone at 267-341-3479.
  3. Informal mediation may be recommended but is not required for complaints to be fully processed.
  4. All aspects of the employee’s complaint and investigation will be kept confidential to the extent possible with regard to complaint filing, investigation, and disposition. The investigation will be conducted in an impartial manner and will include an impartial decision-maker. The AVPHR will solicit assistance from another member of the University’s Harassment Investigation Team if he/she cannot remain partial.
  5. Following an investigation, the AVPHR will provide a written determination within ten (10) business days. This written notice shall contain the outcome of the complaint and the basis for the decision.
  6. The employee may appeal the findings in writing to the AVPHR within five (5) business days. The written appeal will be reviewed in an impartial manner by a panel of senior administration. The decision of the senior administration will be final and will be provided within ten (10) business days from the date the written appeal was received.
  7. Retaliatory conduct against any individual who has filed a complaint or submitted an appeal will not be tolerated and will be grounds for discipline up to and including employment termination or expulsion. Further, complaints and witnesses will be disciplined for filing false complaints or providing false testimony during an investigation.
  8. Both students and employees may utilize these problem solving procedures.

General comments or editorial suggestions regarding the Guidebook should be directed to Dr. Sylvester Kohut, Jr., Associate Vice President for Academic Affairs, by sending e-mail to skohut@holyfamily.edu or calling 215-637-7700, Extension 3679 or if calling from a campus telephone dial Extension 3679.



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