Contracting, Benefits and Performance Reviews
- Code of Faculty Ethics for the Faculty of Western Washington University
- Employment Notices
- Instructions to new faculty (keep in mind some information may be main campus specific and not all employees are eligible for benefits)
- Faculty Collective Bargaining (UFWW/WWU) Agreement
- Faculty Vacancy Pool - apply or update application.
- Performance reviews are conducted for Non-Tenure-Track (NTT) faculty each year in May and conform to the Department Faculty Evaluation Plan linked below.
Results of all NTT faculty course evaluations should be submitted to the department on or before May 1st, as instructed in advance by the Chair. Tenure line faculty are reviewed on a different calendar cycle. The Woodring Evaluation Plan (see link below) includes instructions and timelines. All questions regarding this process should be directed to the Department Chair.
- WWU Faculty Handbook
- Department Faculty Evaluation Plan
- WWU Faculty Benefits
- WWU Payroll and Pay Dates
- WCE Faculty Resources
Department Specific Information
Faculty assigned academic advising responsibilities are expected to work with students in:
- Clarifying major requirements
- Approving transfer credits towards the major
- Planning and tracking progress in the major
- Evaluating the major for graduation
Academic advisors should post office hours for drop in advising.
Typically, a student's core instructor is assigned as their faculty advisor. In some instances, students may request that another department faculty member serve as academic advisor. In these instances the student must complete and submit the Academic Advisor Request Form, signed by the new advisor. Ultimately, it is up to each faculty to determine whether or not to take on additional advisees."
see Academic Policies in next section.
Canvas Courses are created automatically. Once you are assigned to a course in Banner, the Canvas Course will appear automatically in Web4Faculty. Technical assistance for customizing Canvas is available via the online ATUS Canvas Instructor Quick Start Guide. Managing Canvas courses is part of the compensated instructional responsibilities of faculty. Staff are not available to assist faculty in setting up or managing Canvas courses. See also, Instructional and Student Supports below.
Course Plans and Teaching Tips
Log in to Canvas and enter course titled faculty discussions. Course plans are on the left column tab. Contact a course mentor (identified on each course plan, with questions about course content and instruction).
Course Schedules and Textbooks
- Human Services: Schedule and Texts
- Rehabilitation Counseling: Schedule and Texts
- Continuing and College Education: Schedule and Texts
Staff will send you an e-form listing textbooks used previously when teaching various upcoming courses. There is one e-form for each course that will be taught. Please review and revise your textbook list(s) for the upcoming quarter specified on each form and route as shown below. Non Tenured faculty should submit their e-form(s) to faculty mentors 5 business days prior to this deadline to allow for review and approval of their proposed book lists.
This process complies with federally mandated deadlines that serve students interests by requiring textbooks to be posted by the time registration opens.
- Continuing College and Education: Non-tenured faculty route forms to the Academic Program Director for review; tenure track/tenured faculty route reviewed/revised forms to the Western Bookstore.
- Rehabilitation Counseling: Route forms to the Academic Program Director for review, per national accreditation standard requirements.
- Bachelor’s Science in Nursing (BSN): Non-tenured faculty route forms to the Academic Program Director for review; tenure-track/tenured faculty route reviewed/revised forms to the Western Bookstore.
- Human Services: Non-Tenure track faculty route forms to your faculty mentor; tenure-track/tenured faculty/faculty mentors route reviewed/revised forms to the Western Bookstore.
NOTE: It is important that the Western bookstore receives the e-form no later than the deadline specified on the e-form in the upper right corner of the form.
The decision whether or not to accept extra students into a class without extra pay, rests with the instructor. As a result, instructors are responsible for granting student overrides into their courses via Web4Faculty and selecting "Registration Override".
Elective “non core” courses may sometimes be taken by non-majors with faculty approval on a space available basis. In order that non-majors do not prevent a major from enrolling, non-majors wanting to enroll should be instructed to attend the first day of class before an override is granted by faculty via Web4Faculty override process.
Please do not automatically admit a student into your course without first checking with a site program coordinator. In some situations there may be a pre-existing wait list for entry into a class.
Students, faculty, and staff may initiate a request for override using the Override Request Form.
Student entry and retention in the program is dependent upon essential functions. Please contact the Department Chair if a student is not meeting these requirements.
Expectations for Student Academic and Professional Performance
Continuation in the program is dependent upon students meeting academic and professional performance expectations. Students who are failing a class should be contacted in writing mid-quarter and informed that they are not passing the class. Please contact the Department Chair if a student is not meeting academic or professional standards.
See Grade Reporting in next section.
Please contact a program coordinator if you become ill and need to miss a class. The program coordinator is required to file an illness report with the university for state reporting purposes.
All instructors are invited to attend quarterly department curriculum meetings as a voluntary activity. Mileage reimbursement to attend these meetings is only made available to full-time faculty who are required to attend, as stipulated in the annual contract. Carpooling is encouraged whenever possible. Also see Room Reservations.
The Department will purchase basic office supplies for all instructors. Please work with the program coordinator to request purchases. All unused supplies are university property and must be returned.
Contact support staff for making meeting room requests.
Please provide the date, start/end times, number of possible attendees, and any special equipment/technology requirements such as computer/projector or conference phone, as appropriate.
Related: computer lab reservations.
Staff are available to provide a variety of support to faculty: they may help faculty arrange for photocopying of syllabi at a campus photocopy center, contact students in emergency situations, make room reservations, initiate paper and e-forms (i.e. K-grade contracts/course substitutions), and proctor course evaluations.
Staff are not available to help faculty generate or update syllabi, input grades (or related assessment data), or to create/manage faculty Canvas courses, which are part of faculty instructional employment responsibilities.
Staff Supports to Faculty - listing of common staff supports to faculty and appropriate staff contacts depending upon your need.
Student/Alumni Reference Requests
Please ask students to complete a Reference Release before providing references for jobs, internships, and/or graduate school
Syllabi are legal contracts and faculty are required to follow WCE/HSR syllabus guidelines. For required courses syllabi must include learning outcomes as they are linked to CSHSE or CORE National Standards. Part-time instructors should have syllabi reviewed by a course plan mentor, outreach director, or department chair at a minimum of several weeks before the course begins. An electronic copy of each syllabi must be submitted to the department at the beginning of the quarter. Syllabi guidelines.
The Department follows the Sixth Edition of the Publication Manual of the American Psychological Association. Student papers are expected to be submitted using APA style.
APA style tutorial.
WWU - Policies and Procedures
Accidental Injury/Occupational Illness
Please complete the Accidental Injury/Occupational Illness Report within 24 hours of all accidental injuries or occupational illnesses/exposures. Route to the department chair.
Programs are committed to implementation of assessment and evaluation systems that are consistent with the best thinking about the nature of assessment and the principles of best practice in using assessment-based information for program improvement. Faculty view assessment as a process integral to learning that involves observing the performance of candidates in context and evaluating performance on the basis of national standards.
- Continuing College Education Assessment Plan
- Human Services Assessment Plan
- Rehabilitation Counseling Assessment Plan
Confidentiality Laws (FERPA)
Family Educational Rights and Privacy (FERPA) is a Federal law that guarantees students the right to review their education records and the right to control disclosure of their records. It also mandates that faculty and staff may not release any information to third party individuals (including other faculty, staff, parents, and future employers) without first obtaining the student's written consent using the student's written consent form.
Notification of grades via e-mail is in violation of FERPA. There is no guarantee of confidentiality on the Internet. The public posting of grades by the student's name, student number, or social security number without the student's written permission is a violation of FERPA. This includes the posting of grades to a class/institutional website and applies to any posting of grades in hallways or departmental offices. One exception would be the posting of grades by the last 4 digits of a social security (or Western ID) number or a randomly assigned number that is only known by the student.
WWU's FERPA tutorial contains additional regulations regarding student privacy that all faculty and teaching assistants are responsible for understanding.
All courses must be evaluated on a quarterly basis. Please select and order an evaluation during the first month of classes. For rehiring purposes, all evaluations must be submitted to the Department for review by the chair for use in evaluations.
Faculty who need replacements of paper evaluations may retrieve previous results by logging on to Faculty Web as long as their accounts are active. Links to past evaluation reports will appear under the “order evaluations” section.
Faculty who need replacement of online evaluations, please contact Woodring Web Help.
Course Withdrawals/Student Hardship
A student who is unable to complete the quarter or a class due to a significant hardship may petition to withdraw from the University or a course after the stated deadline. Hardship is considered to be an incapacitating illness or injury requiring extensive recuperation or a significant personal emergency such as a death in the immediate family. Verification of the hardship is required. See University Academic Policies.
Dishonesty Policy (Student/Academic)
Make sure to contact the department chair and report to the university. See University Academic Policies.
Insurance must be purchased prior to every course event. Work through the program coordinator.
Finals Preparation Week
Please refer to "Finals Preparation Week" in the University Academic Policies.
Grades are due by noon the Tuesday following finals week. Faculty are expected to submit grades electronically. Login to Web4U.
Instructions for grade submission.
Missing Student Work VS. the Grade Submission Deadline
Grades not submitted by the deadline can hold up several university wide systems (bringing less than positive attention at the university level to entire programs and individual instructors alike). Worse, are the potentially adverse impacts upon students in the areas of financial aid calculations, issuance of a degree, determination of class rank and awards for graduating seniors, when no grade is entered by the submission deadline.
Consider issuing the incomplete (K) grade prior to the grade submission deadline upon student request and your approval of the Incomplete Contract (see Incomplete ("K") Grades below).
In the absence of suitable arrangements being made with the student for a K grade prior to the grade submission deadline, you may also consider simply issuing the grade earned by the student up to the point of the grade submission deadline. See "Grade Changes" below for more information.
These two approaches (K grades before the deadline and earned grade at the deadline) facilitate meeting the university deadline while allowing for the student to ultimately receive what they actually have earned. When in doubt it is generally safest to issue a K grade.
Grade changes are rare and can only take place under the conditions outlined in the university policy.
When changing lettered grades or addressing missing grades, faculty should route the following Web4 Faculty grade change e-form to the Registrar. Do not use this form to change a K grade. See Incomplete Grade Completion for the completion of K grades.
Normally an incomplete (K) grade is given only to a student who has been in attendance and has been doing passing work until the final two weeks of the quarter when extenuating circumstances beyond his or her control make it impossible to complete course requirements on schedule (extenuating circumstances do not include mere lateness in completing work). Students must request an incomplete (K) grade and a contract must be negotiated and signed before the Registrars grade submission deadline for that quarter and prior to (K) grades being submitted to the Registrar.
A date of completion must be specified on the contract. Please do not extend the (K) grade contract beyond the length of one quarter (10 weeks). Students should be given the grade earned at the time of the incomplete contract minus any points associated with incomplete assignments if course work is not completed as agreed when the contract expires.
When changing K-grades, simply send an e-mail Laura.Jensen@wwu.edu in the Registrar's office with a cc to the program manager. Include the following:
- Student's Name and W#
Course Number (HSP 305)
New grade earned
Please cc the program manager so that the appropriate K grade contract e-form can be closed at the same time that the students transcript is being updated.
Grievances/Academic Grading Appeals
Students and faculty must follow WWU grievance process, which includes a short timeline for resolution.
Currently, payments of honoraria to guest speakers are on hold until further notice due to budget constraints. When authorized, parking costs can be paid for guests.
Influenza Preparations at WWU
Refer to the student absence policy.
Call the main campus storm line (650.6500) to find out about main campus operations. Off campus locations follow host campus policies.
WWU Policy # POL-U5345.01 governs the use of Campus Mail Services.
It is a Western Washington University policy that campus mail services are provided exclusively for official University business. All mail received by the University is the property of the University. Personal mail may not be entered into the incoming, outgoing or interdepartmental mail stream. Faculty and staff must have all non-University, personal mail directed to their non-University address.
Personal mail interferes with the transfer of official correspondence between campus offices and delays the processing and delivery of mail.
Mileage and Day Trip Reimbursement (Electronic)
Faculty are reimbursed for pre-approved travel. After completing, route to the program manager. View updated e-forms and instructions.
Full-time faculty must complete and seek approval. Faculty members who hold part-time appointments (.50 FTE or more) with the University may be self-employed or may accept additional employment outside the University up to a level corresponding to a full-time position without approvals. Outside Employment Form.
University Calendar/Holidays (Including beginning and end of quarters)
Note: All course sessions must fall within the official quarter dates. Do not schedule classes prior to the first day of the quarter. Official Dates.
Academic Technology (ATUS) Faculty Support
Please note that the following resources may also be of help:
- Access issues and account problems: Please contact the ATUS Help Desk at email@example.com or 360-650-3333.
- Website access, Web template assistance, and new Website information: Please visit Web Services.
Counseling Center Referrals
Please report all concerns and student threats of harm to self or others immediately to the Department Chair or Everett Director.
- Bellingham - WWU Counseling Services
- Everett - EVCC Counseling Center handles walk-in students in emergency situations (on a one-time basis).
Course Add/Drop Forms (Student Initiates)
dis/Ability Resources - Student Accommodations
Accommodations without official verification and directives from the dis/Ability Resource Center. Students are responsible for requesting accommodations from WWU.
Independent studies can not be contracted for financial aid purposes. IS must be supervised by a tenure track faculty member
Library - Human Services
Technology Center (Student and Faculty Support in Bellingham)
Writing Center Referrals and Support
Faculty Research Resources
Faculty Staff Supports
- Also see Staff Support
- Campus Map (Bellingham)
- Keys to Buildings and Offices: please order via Misti.Williams@wwu.edu.
- Parking Services (Bellingham)