Policies

These tabs encompass the master listing of administrative policies for Trinity College of Arts & Sciences. For undergraduate academic policies, please refer to the Academic Policies & Procedures for Undergraduates (T-Reqs) section.

Title Summary Administrative Office
Accelerated Sabbatical Policy

Criteria to be met for a tenured faculty member to be eligible for an accelerated sabbatical leave.

Faculty Affairs
Account Request Form

Request a Windows account or website account to access shared drives or website editing capabilities.

Technology Services
Administrative Accounts for Personal Computers

Faculty and staff may receive administrative access to their computers (needed to install software and perform other operations).

Technology Services
Appointment Titles - Regular & Non-Regular Rank

This policy is intended to assist department chairs and business managers in administering faculty appointments.

Faculty Affairs
Appointment Titles - Regular & Non-Regular Rank

This policy is intended to assist department chairs and business managers in administering faculty appointments.

Finance & Administration Policy
Best Practices: Announcing Events

The following recommendations are intended to help departments and programs to effectively communicate events to faculty and students at Duke.

Communications Policy
Best Practices: Announcing Gifts

Duke has an enviable culture of interdisciplinary collaboration, and that spirit of cooperation and shared resources will drive communications about Trinity College of Arts & Sciences gifts.

Development Policy
Best Practices: Connecting with Alumni

The following best practices suggestions were developed in collaboration with the Duke Alumni Association (DAA).

Development Policy
Best Practices: Creating Video Course Trailers

These best practice suggestions were developed out of student focus group feedback, and should provide insight into how students decide which courses to take. The example video outline below can help you think through your project, and the estimated time per section is intended to help prioritize your messages.

Communications Policy
Best Practices: Make the Most of Speakers on Campus

Suggestions for maximizing speaker visibility on campus. This best practice document augments the Best Practices for Announcing Events posting.

Communications Policy
Book Subsidies

Untenured, tenure-track faculty may apply for a Dean's Publication Subsidy Fund through their divisional dean to subsidize the publication of a book that has been accepted by a respected press.

Faculty Affairs
Bridge Funding Policy

This policy identifies mechanisms for untenured and tenured faculty members to request emergency bridge funding from Arts & Sciences and their home department.

Finance & Administration Policy
Building Repair Work Orders

Administrative/department and program offices should have a trained staff person who have an authorized 7i login from FMD. Please use this electronic system to reports needed repairs to your assigned space.

Facilities Policy
Bylaws Template

Template for departmental bylaws.

Faculty Affairs
Canceled Visiting Faculty Courses Policy

The policy outlines how departments/units and Trinity College of Arts & Sciences will assign financial responsibility when a visiting faculty member’s undergraduate course is cancelled because of lack of enrollment.

Finance & Administration Policy
Card Access & Keys

Card access and key use policies, including hours of building access, external door controls, access to labs, access to classrooms, and key policies.

Facilities Policy
Chairs' Portal for Union Faculty Self Assessment Documents

Department chairs and program directors can access their union faculty member's self assessment documents through this portal. Documents are stored on Box, and secured through NetID access to authorized chairs and program directors.

Finance & Administration Policy
Changes to APT Dossiers Effective AY 2015-16

Some new requirements and new points of emphasis on faculty reviews dossiers that will go before the APT committee.

Charge for Promotion and Tenure Reviews - July 2015 (pdf)

Faculty Affairs
Classroom Orientation

Before reserving equipment,  be sure to note what the room contains and indicate whether you will need additional equipment and/or media support. 

Technology Services
Classroom Scheduling

Procedure for classroom scheduling.

Facilities Policy
Classroom Teaching Observation Process

This document provides the policy and procedure for classroom teaching observations of Trinity College union faculty members.

Finance & Administration Policy
Communicating with Search Candidates

Protocols for departmental communications with search candidates.

Faculty Affairs
Competitive Dean's Leaves

Policies for applying for Competitive Dean's Leaves for Professors of the Practice.

Faculty Affairs
Computer Purchase Program

The CPPAS program is designed to provide a streamlined process for purchasing computers for Trinity College faculty and staff.

Technology Services
Computing Devices and Sensitive Data Policy

The following policies must be enforced for Trinity College of Arts & Sciences units that support research, clinical, instructional or administrative/business services that require access to restricted data.

Technology Services
Cost Distribution Changes for Regular Rank Faculty

A faculty member's cost distribution should include one or more cost objects and G/L accounts reflecting effort and salary.

Finance & Administration Policy
Course Credit Policy

This policy covers how courses are counted faculty teaching load calculations.

Finance & Administration Policy
Course Fees and Embedded Travel Policy

This policy clarifies what expenses are allowed to be included in course fees, and mechanisms for funding extroardinary expenses.

Finance & Administration Policy
Criteria for Center Reviews

Centers are expected to develop and adhere to a mission statement and to work towards budgetary self-sufficiency with the sun-setting of direct college support within an agreed upon time horizon and to follow a walk-down of support over an agreed upon schedule.

Finance & Administration Policy
Data Backup & Recovery

Trinity Technology Services protects users from data loss due to accidental file deletion or corruption by backing up file servers daily.

Technology Services
Data Storage & Archiving

All employees of Trinity College are provided with home directories for data storage on network-based file servers.

Technology Services
Device Management Services

Trinity Technology Services uses a number of device management services to support efficient maintenance of computing devices, including iOS mobile devices.

Technology Services
dFac

Process for using the dFac faculty system for faculty appointments, tenure and leaves.

Finance & Administration Policy
DGS Compensation

Compensation for Directors of Graduate Studies is paid by A&S, and dependent on the number of Ph.D. students. Compensation for DGS oversight of master's programs is expensed against the program revenue.

Finance & Administration Policy
Disabilities Management

Overview of accessibility options for Trinity College facilities.

Facilities Policy
Domain (URL) Naming Convention Policy

All URL domain names are administered and approved by the Associate Dean for Commications at Trinity College of Arts & Sciences in collaboration with Trinity Technology Services.

Technology Services
Dossier Due Dates

Deadlines for delivery of finalized dossiers to the Dean's office.

Faculty Affairs
Dossier Templates

Below are examples templates for building a faculty review dossier. If you have any questions about formatting or content, please contact Brian Greene at briang@duke.edu.

Faculty Affairs
Duke Key and Access Card Policy

Duke policy and procedures governing administration and control of keys and access cards.

Facilities Policy
Duke NetID

The Duke NetID provides access to multiple services, including enterprise email, calendaring, data storage, the wireless network, TrinityWeb, and other resources.

Technology Services
Duke-DKU Faculty Teaching Policy & Replacement Agreement

This policy outlines the financial teaching policy and replacement arrangement for Trinity College of Arts & Sciences faculty members who teach and provide other support for Duke Kunshan University (DKU) in Kunshan, China.

Finance & Administration Policy
DukeCapture

DukeCapture is an automated lecture and event recording solution deployed in a growing number of classrooms across the Duke campus.  It allows for publication to different services, including Sakai.

Technology Services
DUS Compensation

Compensation for directors of undergraduate studies is determined by the number of first and second majors for the department or program.

Finance & Administration Policy
EEO Reporting Form for Searches

Form to be completed and turned in to the dean's office and to the Office for Institutional Equality at the close of a faculty search.

Faculty Affairs
Emeritus Faculty IT Support

Trinity College of Arts & Sciences is happy to provide support for emeritus faculty members in the departments, programs and centers based on the following set of policies.

Technology Services
Establish a Gift Account Code (39X)

Policy for using gift account code 39X for unrestricted gifts.

Finance & Administration Policy
Explanation of New Requirement on APT-Level Review Committees

Explanation of why there is a new requirement to have at least one external member on the review committees for faculty reviews that will go before the APT committee:

Faculty Affairs
Externally Funded Course Buy-Outs

The purpose of this policy is to create a way for Arts & Sciences faculty to buy out of courses using external funding from sponsored research.

Finance & Administration Policy
Externally Funded Research Buy-outs

The purpose of this policy is to create a way for faculty members to self-fund a discretionary account by charging academic year salary to external grants.

Finance & Administration Policy
Facilities Budgeting

Major and minor renovations, additional department space, space for new faculty, and furniture are all budgeted through the Trinity College of Arts & Sciences Office of Facilities budget. Work with your Departmental Business Manager and Cathy Carter, Assistant Director of Facilities, with specific budget requests.

Facilities Policy
Faculty Fiscal Year Budget Sheets

Procedure for developing faculty budgets and updating through the fiscal year.

Finance & Administration Policy
Faculty Supplemental Pay

This policy outlines salary supplements payments initiated on Supplemental Pay Forms for faculty.

Finance & Administration Policy
Filling Open Staff Position

Process for filling an open staff position.

Finance & Administration Policy
FMLA Parental Leaves for Non-Regular Rank Faculty

Guidelines for this type of leave, for non-regular rank faculty members.

Faculty Affairs
Frequently Asked Questions About Fundraising

The following are frequently asked questions. If you don't see your question, please send an email with your inquiry to Chris Clarke, our leader in fundraising, and we will get both your question and answer posted.

Development Policy
Furniture Policies

Duke University and Health Systems has established a system wide office furniture standard and have contracted with vendors to provide these standards. TCA&S Facilities Office will utilize these vendors to gain the best price for good quality furniture for Trinity College.

Facilities Policy
G/L Accounts - Faculty and Staff

Instructions for selecting appropriate G/L accounts for faculty and staff.

Finance & Administration Policy
Graduate Student Prizes

The supplement iform is used to deliver monetary prizes awarded to students for recognition of achievement and excellence such as an outstanding Ph.D dissertation or research project.

Finance & Administration Policy
Hazardous Materials

Overview of hazardous materials handling procedures.

Facilities Policy
Health & Safety Policies

Overview, with links, of Duke's occupational and environmental safety requirements for facilities.

Facilities Policy
Hiring Regular Rank Faculty

Process and forms to use when hiring a regular rank faculty member (tenure track and non-tenure track).

Finance & Administration Policy
Insurance Coverage of University Owned Computers and Mobile Devices

Duke University provides corporate insurance for university-owned equipment, including computers.

Technology Services
Interactive Computer Classrooms

Trinity College of Arts & Sciences maintains two interactive computer classroom (ICCs), or classrooms equipped with student workstations, an instructor console, course-specific software, and specialized multimedia equipment:

Technology Services
IT Security Policy

Trinity Technology Services audits passwords for accounts granted on the Trinity College of Arts & Sciences network. All passwords are tested.

Technology Services
Joint Searches

Policies for searches where the candidate will be jointly appointed in two different departments.

Faculty Affairs
Key Control Manager Form

Form for requesting a key to space controlled by TCA&S.

Facilities Policy
Language Labs

TTS manages the East Campus Language Lab in 101 Carr and the West Campus Language Lab in 114 Languages Building.

Technology Services
Leave Applications

Due dates and other specifics for different types of faculty leave requests.

Faculty Affairs
Leave Forms

Forms for requesting faculty sabbaticals and leaves of absence, and medical/parental leaves

Faculty Affairs
Leave Supplement Policy

Arts & Sciences policy on supplements for faculty leaves.

Faculty Affairs
Leaves of Absence for Regular Rank Faculty

Payroll and dFac instructions and guidelines to departments who have faculty on an approved leave of absence.

Finance & Administration Policy
Logos

Trinity College of Arts & Sciences uses a Wordmark as a "logo" in keeping with the Duke Style Guide. Downloadable files, avialable in formats appropriate for the web and print publications are listed below.

Communications Policy
Mailing Lists

Information about Duke's mailing list management system, and Trinity-specific email lists managed by the Office of Communications.

Communications Policy
Moving Policies

Guidelines for packing personal and Duke items for moves on campus.

Facilities Policy
Negative Tenure Decision

Breakdown of procedures in the case of a negative tenure decision.

Faculty Affairs
New EEO Tagline for Faculty Search Ads (Updated Fall 2017)

New tagline departments should use in their faculty search ads.

Faculty Affairs
Non-Regular Rank and the Affordable Care Act Procedures

Effective January 1, 2015, all Non-Regular Rank (NRR) faculty members who are benefits eligible have the opportunity to qualify for benefits under the Affordable Care Act (ACA).

Finance & Administration Policy
Non-Regular Rank Faculty Appointment/Reappointment & Evaluation Policy

This policy provides flowcharts outlining non-regular rank union faculty appointment length, evaluation schedule, and reappointment conditions based on years of service. Non-regular rank union faculty include Instructor* and Instructor B* and Lecturing Fellow* - not on per course assignment and Lecturing Fellow* - on per-course appointment.

Finance & Administration Policy
Non-Regular Rank Union Faculty Evaluation & Exit Interview Process

This policy covers the requirements for non-regular rank union faculty evaluations and exit interviews, as stipulated by the Collective Bargaining Agreement, Article 13.

Finance & Administration Policy
Office 365

Guidance on using Office 365.

Technology Services
Office Space

Policy involving office space privileges for faculty members.

Faculty Affairs
Online Resources

Provost's Office of Faculty Affairs

Faculty Affairs
Open Vacant Position

Process for opening a vacant staff position.

Finance & Administration Policy
Personal Computer Support Policy

The intent of this policy is to establish a baseline support model for faculty and staff machines in Trinity College of Arts and Sciences departments, programs and institutes.  This policy will provide guidelines for what level of support users should expect for various types of machines.

Technology Services
Policy on Assessment Data Dissemination

The Office of Assessment and the office of the Director of Academic Services and Systems recognize that much of the information we collect and use is of a fundamentally private nature. We make both implicit and explicit pledges of confidentiality to students and faculty. The Office of Assessment supports collaboration between and among the various university offices charged with the assessment of student learning outcomes or program evaluation. Assessment personnel are empowered to share data between offices, subject to defined standards of review.

Assessment Policy
Policy on Posting Flyers

Policy on poster content, location, length of posting, and commercial intent.

Facilities Policy
Promotion Expectations for Non-Tenure Track Faculty

The summary is the same as the title.

Faculty Affairs
Promotions Conferring Tenure

Guidelines for this type of faculty promotion.

Faculty Affairs
Promotions to Full Professor with Tenure

Guidelines for this type of faculty promotion.

Faculty Affairs
Proof of Degree

Policies around which faculty need to provide proofs and degree, and how to provide it.

Faculty Affairs
Reappointment Summary: Chair to Candidate

Sample reappointment summary from Chair to candidate.

Faculty Affairs
Reappointments and Promotions without Tenure

Protocols and guidelnes for making these types of faculty reviews actions.

Faculty Affairs
Reclassify Staff Position

Process for reclassifying a staff position because of changes to responsibilities or duties.

Finance & Administration Policy
Relocation of New Faculty

General guidelines for policy involving relocation benefits for new faculty members.

Faculty Affairs
Request Multimedia Support

Online form to request multimedia services

Technology Services
Request to Appoint Search Report

Search committee report guidelines.

Faculty Affairs
Research Fund Management - FAQs

Guidance and frequently asked questions about research funds (451-XXXX).

Finance & Administration Policy
Research Fund Policy

This policy covers the management of faculty research funds. Research funds are managed centrally by the Office of Finance & Administration and transferred on July 1 based on established thresholds defined below. Day to day research fund oversight is handled by unit business managers in partnership with the faculty member.

Finance & Administration Policy
Reserve a Classroom

Classroom scheduling for courses occurs through the department course scheduling process each semester.

Technology Services
Reserve A&S Common Space, Teaching Labs & Specialized Spaces

This policy covers how to reserve Trinity College of Arts & Sciences (TCA&S) common spaces such as lobbies, teaching labs, or specialized spaces such as interactive computer classrooms and The LINK. These spaces may be reserved, upon approval, when not in use for academic classes.

Facilities Policy
Reserve A&S Space - Non-Credit Use - Fall/Spring Semesters

This policy covers the process for reserving classroom or teaching laboratory space not needed for Trinity College undergraduate and graduate programs during the fall and spring semesters. These spaces may be reserved, subject to approval, when not in use for undergraduate or graduate academic classes.

Facilities Policy
Reserve A&S Space - Non-Credit Use – Summer Sessions

This policy covers the process for reserving classroom or teaching laboratory space not needed for Trinity College undergraduate and graduate programs or Continuing Studies programs during the summer months. Access to such academic spaces is administered by the Director of Summer Sessions in collaboration with the Trinity College of Arts & Sciences Office of Facilitie

Facilities Policy
Reserve Classroom Equipment

Before reserving equipment, please be sure to reserve a room using the 25Live system  and make note of the equipment listed in the room by the 25Live system .

Technology Services
Restrictions on Storage of Social Security Numbers

In accordance with Duke University policy, Social Security Numbers can only be stored on Trinity College of Arts & Sciences servers approved for the storage thereof, and then only for uses explicitly approved by the Executive Vice President of Duke University.

Technology Services
Retirement Party Policy

The Dean's Office of divisional dean may allocate up to $1,000 per retirement event if there is an educational component.

Finance & Administration Policy
Review Committee Report Template for Professor of the Practice Dossiers

Committee report template for reappointment and promotion reviews of Professors of the Practice.

Faculty Affairs
Review Committee Report Template for Tenure-Track Reappointment Reviews

Committee report template specifically for review of tenure-track faculty members being considered for reappointment.

Faculty Affairs
Review Committees

Review committees for tenure and promotion/appointment to full professor cases must have no fewer than three members.

Faculty Affairs
Revised Chair's Report Template

This new template incorporates policy and guidelines changes made by the Provost effective for academic year 2015-16. This template is only for tenure-track reappointments and tenure/promotion/APT cases.

Faculty Affairs
Revised Review Committee Report Template

This new template incorporates policy and guidelines changes made by the Provost effective for academic year 2015-16. This template is only for tenure-track reappointments and tenure/promotion/APT cases.

Faculty Affairs
Room Reservation Contacts

Contacts for reserving AV equipment, classroom and non-academic class scheduling, music room space, events management space, and student organization space.

Facilities Policy
Salary Setting

Procedure for inputting new fiscal year salaries are loaded into SAP/R3 via the Salary Setting module.

Finance & Administration Policy
School Brochure

The Office of Communications creates a brochure once a year to serve as a by-the-numbers overview of our undergraduate, graduate and research enterprise. This brochure is available for faculty use upon request.

Communications Policy
Search Advertisements

Information on, and sample of, advertisements for faculty searches.

Faculty Affairs
Search Candidates Expense Policy

Policy regarding departmental expenses for search candidates.

Faculty Affairs
Search Committee Procedures

Search commitee procedural steps.

Faculty Affairs
Search Committees

The Divisional Dean will authorize the search committee in writing, with the expectation that each member of the committee must attend a session sponsored by the Office for Institutional Equity regarding “best practices” in conducting searches to address our diversity goals and to conduct affirmative action compliant searches.

Faculty Affairs
Search Procedures Checklist

A-Z checklist for all search procedures.

Faculty Affairs
Searches: Appointments without Tenure

Breakdown of protocols for search committees when hiring for an appointment without tenure.

Faculty Affairs
Searches: Procedures for Tenured Appointments

Breakdown of protocols for search committees to follow when hiring for a tenured appointment.

Faculty Affairs
Secondary and Joint Appointments

Guidelines for making secondary and joint appointments.

Faculty Affairs
Security Services

In conjunction with the Duke IT Security Office, the Trinity Technology Services Security team provides the following services:

Technology Services
Sensitive and Restricted Data

Web content owners and editors should familiarize themselves with university policies regarding sensitive and restricted data to ensure that all applicable Duke University policy, as well as state and federal laws, are followed.

Technology Services
Service Level Agreement Support Fees

TTS Service support rates are associated with service level agreements with non Trinity College of Arts & Sciences departments/units.

Technology Services
Shared Files - Trinity Communicators

A Box folder has been established so that Trinity Communicators can share files such as templates for event flyers, etc. The URL for the Box folder is:

Trinity Communicators Box - Sharing Files

Communications Policy
Signage and Electronic Displays

Duke University and Trinity College of Arts & Sciences have design policies and guidelines in place with which all TCA&S departments and programs must comply.

Facilities Policy
Software in Classrooms

Trinity Technology Services installs and maintains software images on computers in Trinity College of Arts & Sciences classrooms, including the Interactive Computer Classroom (ICC) workstations and instructor consoles in other

Technology Services
Software List

Listing of software supported by TTS.

Technology Services
Software-Related Services

Trinity Technology Services works with the Duke Computer Store and OIT's Site-License Office to provide the following software-related services:

Technology Services
Space Assignment Inventory

Departments and programs must keep space, function, and occupant information updated in WebCentral, which is the uniersity's space tracking and reporting database. The University Capital Budget Office downloads space records every three months.

Facilities Policy
SSL (Secure Socket Layer) Certificate

Instructions for use and purchasing of a secure socket layer encryption certificate.

Technology Services
Staff Leave of Absence

Duke supports employees who may need to be away from work temporarily for a variety of situations.

Finance & Administration Policy
Staff Performance Evaluation

Process for annual staff performance evaluation.

Finance & Administration Policy
Staff Termination

Instructions for processing a staff termination, such as leaving Duke for another job, retirement, reduction in force, or unsatisfactory performance.

Finance & Administration Policy
Standards for Space Allocation (Square Footage)

Square foot space allocations standards for academic, administrative and classroom spaces.

Facilities Policy
Style Guide Info

This style guide provides info in web design, logos, branding, written word posted online, and use of the Trinity College of Arts & Sciences name and acronym.

Communications Policy
Summer Supplement Payments for Faculty - Federal Grants

Instructions and guidelines for faculty who charge their summer salary to federally-funded grants and contracts.

Finance & Administration Policy
Support

This section includes policies and procedures for Trinity Technology Services' support of faculty and staff in Trinity College of Arts & Sciences

Technology Services
Support for Off-Campus and Personally-Owned Computers

Policy for support of off-campus and personally-owned computers, excluding employees with approved telecommuniting arrangements.

Technology Services
TCA&S Key Policy

Trinity College key policy, including use of non-master and sub-master keys, activation and deactivation of the Duke ID Card, card access and how to request keys.

Facilities Policy
Teaching Tabular Summary Information

Information on collection teaching tabular summaries for faculty dossiers.

Faculty Affairs
Tools: Durham Flyer

The flyer below was developed as a graduate recruitment tool, particularly for campus recruitment weekends. It includes a cost of living comparison and many of Durham's "Best Of ..." city awards and recognition.

Communications Policy
Tools: Pop-Up Banners

Communications Policy
Trinity Folder

We have developed a full color folder for Trinity College of Arts & Sciences that features our departments/programs, and our divisions. The folder has a 1/4" gusset on one side, and a flat pocket on the other, and places to insert two business cards.

Communications Policy
Trinity Surplus Equipment Policy

The Trinity College of Arts & Science policy on surplus equipment reflects Duke's institutional policy. The institutional policy on surplus equipment is located on the Duke Procurement web site.

Technology Services
TTS Warranty and Insurance Programs

Trinity Technology Services (TTS) is offering two self-insurance programs available to anyone in Trinity College of Arts & Sciences. Funds from the purchase of these programs will be retained in TTS, and all repair or replacement costs (minus any deductible) will be paid by TTS.

Technology Services
Undergraduate Student Employment

Undergraduate students can be employed as biweekly and hourly wage employees, within academic year and summer hour limits.

Finance & Administration Policy
Undergraduate Student Prizes

Process for paying prize money to undergraduate students.

Finance & Administration Policy
Union Faculty Self Assessment Portal

Department Chairs will notify union faculty members when an evaluation will occur and will provide instructions and the self assessment template. The submission deadline for self assessment information is no later than March 1.

Finance & Administration Policy
Updating Faculty Profiles

All of the content for the faculty profile pages on the Trinity and departmental websites is pulled in from the Faculty Database System (FDS).  However, the university is transitioning to a new faculty database called Scholars@Duke, and Trinity will be discontinuing the use of FDS in the Fall of 2016.

Technology Services
Use & Rental Policy for A&S Facility Space - for Non-Credit Activities

This policy outlines how Trinity College of Arts & Sciences (TCA&S) will manage the use, rental and reservation of facility space for non-credit activities. Our goal is to enable the maximum use of facilities while maintaining a cost neutral impact on the college. Facility space will be made available when it is not needed for our undergraduate and graduate student classes and Continuing Studies programs. This policy covers non-credit activity use of facilities space during the fall and spring semesters, and the summer months.

Facilities Policy
Video and Web Conferencing

TTS support video conferences and web conferences in support of research and educational activities for Trinity.

Technology Services
Voting Eligibility

Details on which faculty members are eligible to vote on which reviews and appointments.

Faculty Affairs
Work-Related Injury or Illness

Process for handling staff work-related illness or injury.

Finance & Administration Policy
Title Summary
Policy on Assessment Data Dissemination

The Office of Assessment and the office of the Director of Academic Services and Systems recognize that much of the information we collect and use is of a fundamentally private nature. We make both implicit and explicit pledges of confidentiality to students and faculty. The Office of Assessment supports collaboration between and among the various university offices charged with the assessment of student learning outcomes or program evaluation. Assessment personnel are empowered to share data between offices, subject to defined standards of review.

Title Summary
Best Practices: Announcing Events

The following recommendations are intended to help departments and programs to effectively communicate events to faculty and students at Duke.

Best Practices: Creating Video Course Trailers

These best practice suggestions were developed out of student focus group feedback, and should provide insight into how students decide which courses to take. The example video outline below can help you think through your project, and the estimated time per section is intended to help prioritize your messages.

Best Practices: Make the Most of Speakers on Campus

Suggestions for maximizing speaker visibility on campus. This best practice document augments the Best Practices for Announcing Events posting.

Logos

Trinity College of Arts & Sciences uses a Wordmark as a "logo" in keeping with the Duke Style Guide. Downloadable files, avialable in formats appropriate for the web and print publications are listed below.

Mailing Lists

Information about Duke's mailing list management system, and Trinity-specific email lists managed by the Office of Communications.

School Brochure

The Office of Communications creates a brochure once a year to serve as a by-the-numbers overview of our undergraduate, graduate and research enterprise. This brochure is available for faculty use upon request.

Shared Files - Trinity Communicators

A Box folder has been established so that Trinity Communicators can share files such as templates for event flyers, etc. The URL for the Box folder is:

Trinity Communicators Box - Sharing Files

Style Guide Info

This style guide provides info in web design, logos, branding, written word posted online, and use of the Trinity College of Arts & Sciences name and acronym.

Tools: Durham Flyer

The flyer below was developed as a graduate recruitment tool, particularly for campus recruitment weekends. It includes a cost of living comparison and many of Durham's "Best Of ..." city awards and recognition.

Tools: Pop-Up Banners

Trinity Folder

We have developed a full color folder for Trinity College of Arts & Sciences that features our departments/programs, and our divisions. The folder has a 1/4" gusset on one side, and a flat pocket on the other, and places to insert two business cards.

Title Summary
Best Practices: Announcing Gifts

Duke has an enviable culture of interdisciplinary collaboration, and that spirit of cooperation and shared resources will drive communications about Trinity College of Arts & Sciences gifts.

Best Practices: Connecting with Alumni

The following best practices suggestions were developed in collaboration with the Duke Alumni Association (DAA).

Frequently Asked Questions About Fundraising

The following are frequently asked questions. If you don't see your question, please send an email with your inquiry to Chris Clarke, our leader in fundraising, and we will get both your question and answer posted.

Title Summary
Building Repair Work Orders

Administrative/department and program offices should have a trained staff person who have an authorized 7i login from FMD. Please use this electronic system to reports needed repairs to your assigned space.

Card Access & Keys

Card access and key use policies, including hours of building access, external door controls, access to labs, access to classrooms, and key policies.

Classroom Scheduling

Procedure for classroom scheduling.

Disabilities Management

Overview of accessibility options for Trinity College facilities.

Duke Key and Access Card Policy

Duke policy and procedures governing administration and control of keys and access cards.

Facilities Budgeting

Major and minor renovations, additional department space, space for new faculty, and furniture are all budgeted through the Trinity College of Arts & Sciences Office of Facilities budget. Work with your Departmental Business Manager and Cathy Carter, Assistant Director of Facilities, with specific budget requests.

Furniture Policies

Duke University and Health Systems has established a system wide office furniture standard and have contracted with vendors to provide these standards. TCA&S Facilities Office will utilize these vendors to gain the best price for good quality furniture for Trinity College.

Hazardous Materials

Overview of hazardous materials handling procedures.

Health & Safety Policies

Overview, with links, of Duke's occupational and environmental safety requirements for facilities.

Key Control Manager Form

Form for requesting a key to space controlled by TCA&S.

Moving Policies

Guidelines for packing personal and Duke items for moves on campus.

Policy on Posting Flyers

Policy on poster content, location, length of posting, and commercial intent.

Reserve A&S Common Space, Teaching Labs & Specialized Spaces

This policy covers how to reserve Trinity College of Arts & Sciences (TCA&S) common spaces such as lobbies, teaching labs, or specialized spaces such as interactive computer classrooms and The LINK. These spaces may be reserved, upon approval, when not in use for academic classes.

Reserve A&S Space - Non-Credit Use - Fall/Spring Semesters

This policy covers the process for reserving classroom or teaching laboratory space not needed for Trinity College undergraduate and graduate programs during the fall and spring semesters. These spaces may be reserved, subject to approval, when not in use for undergraduate or graduate academic classes.

Reserve A&S Space - Non-Credit Use – Summer Sessions

This policy covers the process for reserving classroom or teaching laboratory space not needed for Trinity College undergraduate and graduate programs or Continuing Studies programs during the summer months. Access to such academic spaces is administered by the Director of Summer Sessions in collaboration with the Trinity College of Arts & Sciences Office of Facilitie

Room Reservation Contacts

Contacts for reserving AV equipment, classroom and non-academic class scheduling, music room space, events management space, and student organization space.

Signage and Electronic Displays

Duke University and Trinity College of Arts & Sciences have design policies and guidelines in place with which all TCA&S departments and programs must comply.

Space Assignment Inventory

Departments and programs must keep space, function, and occupant information updated in WebCentral, which is the uniersity's space tracking and reporting database. The University Capital Budget Office downloads space records every three months.

Standards for Space Allocation (Square Footage)

Square foot space allocations standards for academic, administrative and classroom spaces.

TCA&S Key Policy

Trinity College key policy, including use of non-master and sub-master keys, activation and deactivation of the Duke ID Card, card access and how to request keys.

Use & Rental Policy for A&S Facility Space - for Non-Credit Activities

This policy outlines how Trinity College of Arts & Sciences (TCA&S) will manage the use, rental and reservation of facility space for non-credit activities. Our goal is to enable the maximum use of facilities while maintaining a cost neutral impact on the college. Facility space will be made available when it is not needed for our undergraduate and graduate student classes and Continuing Studies programs. This policy covers non-credit activity use of facilities space during the fall and spring semesters, and the summer months.

Title Summary
Accelerated Sabbatical Policy

Criteria to be met for a tenured faculty member to be eligible for an accelerated sabbatical leave.

Appointment Titles - Regular & Non-Regular Rank

This policy is intended to assist department chairs and business managers in administering faculty appointments.

Book Subsidies

Untenured, tenure-track faculty may apply for a Dean's Publication Subsidy Fund through their divisional dean to subsidize the publication of a book that has been accepted by a respected press.

Bylaws Template

Template for departmental bylaws.

Changes to APT Dossiers Effective AY 2015-16

Some new requirements and new points of emphasis on faculty reviews dossiers that will go before the APT committee.

Charge for Promotion and Tenure Reviews - July 2015 (pdf)

Communicating with Search Candidates

Protocols for departmental communications with search candidates.

Competitive Dean's Leaves

Policies for applying for Competitive Dean's Leaves for Professors of the Practice.

Dossier Due Dates

Deadlines for delivery of finalized dossiers to the Dean's office.

Dossier Templates

Below are examples templates for building a faculty review dossier. If you have any questions about formatting or content, please contact Brian Greene at briang@duke.edu.

EEO Reporting Form for Searches

Form to be completed and turned in to the dean's office and to the Office for Institutional Equality at the close of a faculty search.

Explanation of New Requirement on APT-Level Review Committees

Explanation of why there is a new requirement to have at least one external member on the review committees for faculty reviews that will go before the APT committee:

FMLA Parental Leaves for Non-Regular Rank Faculty

Guidelines for this type of leave, for non-regular rank faculty members.

Joint Searches

Policies for searches where the candidate will be jointly appointed in two different departments.

Leave Applications

Due dates and other specifics for different types of faculty leave requests.

Leave Forms

Forms for requesting faculty sabbaticals and leaves of absence, and medical/parental leaves

Leave Supplement Policy

Arts & Sciences policy on supplements for faculty leaves.

Negative Tenure Decision

Breakdown of procedures in the case of a negative tenure decision.

New EEO Tagline for Faculty Search Ads (Updated Fall 2017)

New tagline departments should use in their faculty search ads.

Office Space

Policy involving office space privileges for faculty members.

Online Resources

Provost's Office of Faculty Affairs

Promotion Expectations for Non-Tenure Track Faculty

The summary is the same as the title.

Promotions Conferring Tenure

Guidelines for this type of faculty promotion.

Promotions to Full Professor with Tenure

Guidelines for this type of faculty promotion.

Proof of Degree

Policies around which faculty need to provide proofs and degree, and how to provide it.

Reappointment Summary: Chair to Candidate

Sample reappointment summary from Chair to candidate.

Reappointments and Promotions without Tenure

Protocols and guidelnes for making these types of faculty reviews actions.

Relocation of New Faculty

General guidelines for policy involving relocation benefits for new faculty members.

Request to Appoint Search Report

Search committee report guidelines.

Review Committee Report Template for Professor of the Practice Dossiers

Committee report template for reappointment and promotion reviews of Professors of the Practice.

Review Committee Report Template for Tenure-Track Reappointment Reviews

Committee report template specifically for review of tenure-track faculty members being considered for reappointment.

Review Committees

Review committees for tenure and promotion/appointment to full professor cases must have no fewer than three members.

Revised Chair's Report Template

This new template incorporates policy and guidelines changes made by the Provost effective for academic year 2015-16. This template is only for tenure-track reappointments and tenure/promotion/APT cases.

Revised Review Committee Report Template

This new template incorporates policy and guidelines changes made by the Provost effective for academic year 2015-16. This template is only for tenure-track reappointments and tenure/promotion/APT cases.

Search Advertisements

Information on, and sample of, advertisements for faculty searches.

Search Candidates Expense Policy

Policy regarding departmental expenses for search candidates.

Search Committee Procedures

Search commitee procedural steps.

Search Committees

The Divisional Dean will authorize the search committee in writing, with the expectation that each member of the committee must attend a session sponsored by the Office for Institutional Equity regarding “best practices” in conducting searches to address our diversity goals and to conduct affirmative action compliant searches.

Search Procedures Checklist

A-Z checklist for all search procedures.

Searches: Appointments without Tenure

Breakdown of protocols for search committees when hiring for an appointment without tenure.

Searches: Procedures for Tenured Appointments

Breakdown of protocols for search committees to follow when hiring for a tenured appointment.

Secondary and Joint Appointments

Guidelines for making secondary and joint appointments.

Teaching Tabular Summary Information

Information on collection teaching tabular summaries for faculty dossiers.

Voting Eligibility

Details on which faculty members are eligible to vote on which reviews and appointments.

Title Summary
Appointment Titles - Regular & Non-Regular Rank

This policy is intended to assist department chairs and business managers in administering faculty appointments.

Bridge Funding Policy

This policy identifies mechanisms for untenured and tenured faculty members to request emergency bridge funding from Arts & Sciences and their home department.

Canceled Visiting Faculty Courses Policy

The policy outlines how departments/units and Trinity College of Arts & Sciences will assign financial responsibility when a visiting faculty member’s undergraduate course is cancelled because of lack of enrollment.

Chairs' Portal for Union Faculty Self Assessment Documents

Department chairs and program directors can access their union faculty member's self assessment documents through this portal. Documents are stored on Box, and secured through NetID access to authorized chairs and program directors.

Classroom Teaching Observation Process

This document provides the policy and procedure for classroom teaching observations of Trinity College union faculty members.

Cost Distribution Changes for Regular Rank Faculty

A faculty member's cost distribution should include one or more cost objects and G/L accounts reflecting effort and salary.

Course Credit Policy

This policy covers how courses are counted faculty teaching load calculations.

Course Fees and Embedded Travel Policy

This policy clarifies what expenses are allowed to be included in course fees, and mechanisms for funding extroardinary expenses.

Criteria for Center Reviews

Centers are expected to develop and adhere to a mission statement and to work towards budgetary self-sufficiency with the sun-setting of direct college support within an agreed upon time horizon and to follow a walk-down of support over an agreed upon schedule.

dFac

Process for using the dFac faculty system for faculty appointments, tenure and leaves.

DGS Compensation

Compensation for Directors of Graduate Studies is paid by A&S, and dependent on the number of Ph.D. students. Compensation for DGS oversight of master's programs is expensed against the program revenue.

Duke-DKU Faculty Teaching Policy & Replacement Agreement

This policy outlines the financial teaching policy and replacement arrangement for Trinity College of Arts & Sciences faculty members who teach and provide other support for Duke Kunshan University (DKU) in Kunshan, China.

DUS Compensation

Compensation for directors of undergraduate studies is determined by the number of first and second majors for the department or program.

Establish a Gift Account Code (39X)

Policy for using gift account code 39X for unrestricted gifts.

Externally Funded Course Buy-Outs

The purpose of this policy is to create a way for Arts & Sciences faculty to buy out of courses using external funding from sponsored research.

Externally Funded Research Buy-outs

The purpose of this policy is to create a way for faculty members to self-fund a discretionary account by charging academic year salary to external grants.

Faculty Fiscal Year Budget Sheets

Procedure for developing faculty budgets and updating through the fiscal year.

Faculty Supplemental Pay

This policy outlines salary supplements payments initiated on Supplemental Pay Forms for faculty.

Filling Open Staff Position

Process for filling an open staff position.

G/L Accounts - Faculty and Staff

Instructions for selecting appropriate G/L accounts for faculty and staff.

Graduate Student Prizes

The supplement iform is used to deliver monetary prizes awarded to students for recognition of achievement and excellence such as an outstanding Ph.D dissertation or research project.

Hiring Regular Rank Faculty

Process and forms to use when hiring a regular rank faculty member (tenure track and non-tenure track).

Leaves of Absence for Regular Rank Faculty

Payroll and dFac instructions and guidelines to departments who have faculty on an approved leave of absence.

Non-Regular Rank and the Affordable Care Act Procedures

Effective January 1, 2015, all Non-Regular Rank (NRR) faculty members who are benefits eligible have the opportunity to qualify for benefits under the Affordable Care Act (ACA).

Non-Regular Rank Faculty Appointment/Reappointment & Evaluation Policy

This policy provides flowcharts outlining non-regular rank union faculty appointment length, evaluation schedule, and reappointment conditions based on years of service. Non-regular rank union faculty include Instructor* and Instructor B* and Lecturing Fellow* - not on per course assignment and Lecturing Fellow* - on per-course appointment.

Non-Regular Rank Union Faculty Evaluation & Exit Interview Process

This policy covers the requirements for non-regular rank union faculty evaluations and exit interviews, as stipulated by the Collective Bargaining Agreement, Article 13.

Open Vacant Position

Process for opening a vacant staff position.

Reclassify Staff Position

Process for reclassifying a staff position because of changes to responsibilities or duties.

Research Fund Management - FAQs

Guidance and frequently asked questions about research funds (451-XXXX).

Research Fund Policy

This policy covers the management of faculty research funds. Research funds are managed centrally by the Office of Finance & Administration and transferred on July 1 based on established thresholds defined below. Day to day research fund oversight is handled by unit business managers in partnership with the faculty member.

Retirement Party Policy

The Dean's Office of divisional dean may allocate up to $1,000 per retirement event if there is an educational component.

Salary Setting

Procedure for inputting new fiscal year salaries are loaded into SAP/R3 via the Salary Setting module.

Staff Leave of Absence

Duke supports employees who may need to be away from work temporarily for a variety of situations.

Staff Performance Evaluation

Process for annual staff performance evaluation.

Staff Termination

Instructions for processing a staff termination, such as leaving Duke for another job, retirement, reduction in force, or unsatisfactory performance.

Summer Supplement Payments for Faculty - Federal Grants

Instructions and guidelines for faculty who charge their summer salary to federally-funded grants and contracts.

Undergraduate Student Employment

Undergraduate students can be employed as biweekly and hourly wage employees, within academic year and summer hour limits.

Undergraduate Student Prizes

Process for paying prize money to undergraduate students.

Union Faculty Self Assessment Portal

Department Chairs will notify union faculty members when an evaluation will occur and will provide instructions and the self assessment template. The submission deadline for self assessment information is no later than March 1.

Work-Related Injury or Illness

Process for handling staff work-related illness or injury.

Title Summary
Account Request Form

Request a Windows account or website account to access shared drives or website editing capabilities.

Administrative Accounts for Personal Computers

Faculty and staff may receive administrative access to their computers (needed to install software and perform other operations).

Classroom Orientation

Before reserving equipment,  be sure to note what the room contains and indicate whether you will need additional equipment and/or media support. 

Computer Purchase Program

The CPPAS program is designed to provide a streamlined process for purchasing computers for Trinity College faculty and staff.

Computing Devices and Sensitive Data Policy

The following policies must be enforced for Trinity College of Arts & Sciences units that support research, clinical, instructional or administrative/business services that require access to restricted data.

Data Backup & Recovery

Trinity Technology Services protects users from data loss due to accidental file deletion or corruption by backing up file servers daily.

Data Storage & Archiving

All employees of Trinity College are provided with home directories for data storage on network-based file servers.

Device Management Services

Trinity Technology Services uses a number of device management services to support efficient maintenance of computing devices, including iOS mobile devices.

Domain (URL) Naming Convention Policy

All URL domain names are administered and approved by the Associate Dean for Commications at Trinity College of Arts & Sciences in collaboration with Trinity Technology Services.

Duke NetID

The Duke NetID provides access to multiple services, including enterprise email, calendaring, data storage, the wireless network, TrinityWeb, and other resources.

DukeCapture

DukeCapture is an automated lecture and event recording solution deployed in a growing number of classrooms across the Duke campus.  It allows for publication to different services, including Sakai.

Emeritus Faculty IT Support

Trinity College of Arts & Sciences is happy to provide support for emeritus faculty members in the departments, programs and centers based on the following set of policies.

Insurance Coverage of University Owned Computers and Mobile Devices

Duke University provides corporate insurance for university-owned equipment, including computers.

Interactive Computer Classrooms

Trinity College of Arts & Sciences maintains two interactive computer classroom (ICCs), or classrooms equipped with student workstations, an instructor console, course-specific software, and specialized multimedia equipment:

IT Security Policy

Trinity Technology Services audits passwords for accounts granted on the Trinity College of Arts & Sciences network. All passwords are tested.

Language Labs

TTS manages the East Campus Language Lab in 101 Carr and the West Campus Language Lab in 114 Languages Building.

Office 365

Guidance on using Office 365.

Personal Computer Support Policy

The intent of this policy is to establish a baseline support model for faculty and staff machines in Trinity College of Arts and Sciences departments, programs and institutes.  This policy will provide guidelines for what level of support users should expect for various types of machines.

Request Multimedia Support

Online form to request multimedia services

Reserve a Classroom

Classroom scheduling for courses occurs through the department course scheduling process each semester.

Reserve Classroom Equipment

Before reserving equipment, please be sure to reserve a room using the 25Live system  and make note of the equipment listed in the room by the 25Live system .

Restrictions on Storage of Social Security Numbers

In accordance with Duke University policy, Social Security Numbers can only be stored on Trinity College of Arts & Sciences servers approved for the storage thereof, and then only for uses explicitly approved by the Executive Vice President of Duke University.

Security Services

In conjunction with the Duke IT Security Office, the Trinity Technology Services Security team provides the following services:

Sensitive and Restricted Data

Web content owners and editors should familiarize themselves with university policies regarding sensitive and restricted data to ensure that all applicable Duke University policy, as well as state and federal laws, are followed.

Service Level Agreement Support Fees

TTS Service support rates are associated with service level agreements with non Trinity College of Arts & Sciences departments/units.

Software in Classrooms

Trinity Technology Services installs and maintains software images on computers in Trinity College of Arts & Sciences classrooms, including the Interactive Computer Classroom (ICC) workstations and instructor consoles in other

Software List

Listing of software supported by TTS.

Software-Related Services

Trinity Technology Services works with the Duke Computer Store and OIT's Site-License Office to provide the following software-related services:

SSL (Secure Socket Layer) Certificate

Instructions for use and purchasing of a secure socket layer encryption certificate.

Support

This section includes policies and procedures for Trinity Technology Services' support of faculty and staff in Trinity College of Arts & Sciences

Support for Off-Campus and Personally-Owned Computers

Policy for support of off-campus and personally-owned computers, excluding employees with approved telecommuniting arrangements.

Trinity Surplus Equipment Policy

The Trinity College of Arts & Science policy on surplus equipment reflects Duke's institutional policy. The institutional policy on surplus equipment is located on the Duke Procurement web site.

TTS Warranty and Insurance Programs

Trinity Technology Services (TTS) is offering two self-insurance programs available to anyone in Trinity College of Arts & Sciences. Funds from the purchase of these programs will be retained in TTS, and all repair or replacement costs (minus any deductible) will be paid by TTS.

Updating Faculty Profiles

All of the content for the faculty profile pages on the Trinity and departmental websites is pulled in from the Faculty Database System (FDS).  However, the university is transitioning to a new faculty database called Scholars@Duke, and Trinity will be discontinuing the use of FDS in the Fall of 2016.

Video and Web Conferencing

TTS support video conferences and web conferences in support of research and educational activities for Trinity.