Preliminary Vetting, Request, and Approval Process
All non-department chair faculty release time requests must be vetted prior to submission for formal approval. Preliminary vetting is intended to determine whether the proposed assignment is appropriate for release-time consideration and whether the scope of the work reasonably supports the amount of release time being contemplated.
Step 1: Preliminary Vetting
Before a formal request is submitted, the appropriate academic dean should review the proposed assignment and determine whether it warrants consideration for release time. The preliminary vetting should consider:
- Whether the activity falls within one of the approved categories for consideration
- Whether the work represents a demonstrated College, program, or student need
- Whether the responsibilities substantially exceed normal faculty expectations
- Whether release time is the appropriate mechanism for supporting the work
- Whether the proposed amount of release time appears reasonable in relation to the anticipated workload (See *Determination of Release Time Points below)
- Whether release time is treated consistently across disciplines, programs, and campuses
- Whether the work can reasonably be accomplished through another mechanism
- The potential impact on course scheduling, instructional coverage, and students
- The anticipated fiscal impact of providing the release
NOTE: Preliminary vetting does not constitute approval of release time. It determines only whether the request should move forward for formal consideration. If the proposed assignment does not meet the threshold for consideration, the dean should address the matter before a formal request is submitted.
*Determination of Release Time Points
The number of release time points associated with an approved request will be determined based on the demonstrated need, scope, complexity, and workload of the assignment.
In determining the appropriate number of points, consideration may be given to the anticipated time commitment, number of students or faculty supported, level of coordination
required, regulatory or accreditation requirements, expected deliverables, duration of the assignment, institutional impact, and other relevant factors.
Step 2: Formal Request
Following successful preliminary vetting, a formal Non-Department Chair Faculty Release Time Request may be submitted through the established Academic Affairs process.
- Faculty member's name, academic discipline/program, and campus or organizational unit
- Academic term(s) requested
- Applicable release-time category
- Amount of release time requested
- Detailed description of responsibilities
- Estimated workload and time commitment
- Expected outcomes, milestones, and deliverables
- Explanation of why the responsibilities exceed normal faculty expectations
- Instructional impact and proposed course coverage, when applicable
- Funding source or estimated replacement cost, when applicable
- Dean's recommendation and confirmation that preliminary vetting has occurred
Step 3: Academic Affairs Review and Approval
Vetted requests will be reviewed through the established Academic Affairs approval process. Final approval should consider:
- Institutional need and strategic alignment
- Scope, complexity, and duration of the assignment
- Reasonableness of the number of release time points requested in relation to the demonstrated need, scope, complexity, and workload of the assignment.
- Expected outcomes and deliverables
- Equity and consistency with comparable assignments
- Previous release time provided for the activity, if applicable
- Instructional and operational impact
- Availability of instructional coverage
- Fiscal impact and available resources
NOTE: Submission of a vetted request does not guarantee approval. Release time is contingent upon final authorization through the established Academic Affairs approval process.
Step 4: Renewal and Continued Release Time
Release time should normally be approved for a defined term or academic year and should not automatically continue from one approval period to the next. Requests for renewal should undergo the same vetting and approval process and should include:
- Accomplishments from the previous release period
- Status of previously identified deliverables
- Remaining work to be completed
- Rationale for continued release time
- Any proposed change in the amount of release time
Continued release time should be based on demonstrated need and documented progress rather than prior approval alone.