Faculty Office Assignments & Reassignments

Summary

When a faculty office becomes vacant, the assignment of a new faculty member to the vacant office will be guided primarily by the mentoring needs of the faculty member. 

Faculty office reassignments will be based on office availability, special needs, rank and date of hire.

Procedures

Faculty office assignments

Information will be gathered by Academic Services on anticipated faculty retirements. Human Resources will also send a list of retirements/separations in email to various departments (including Academic Services) usually twice a year. A list will then be prepared of faculty offices that are expected to be vacant for the next academic year.

The academic area will cooperatively select office assignments for their anticipated new faculty based on enhancing their development and mentoring opportunities. A list of hired faculty and their expected start date will be provided by Human Resources to the Academic Systems Coordinator.

Faculty office reassignments

In February a message will be sent by the academic Associate Dean to faculty to request an office change.  Faculty requesting an office change will inform their academic Associate Dean. All requests must be submitted no later than April 30. The academic Associate Dean will notify the Academic Systems Coordinator who will then prepare the list to be reviewed.

Academic Services, in consultation with the academic Associate Dean, will plan assignments based on the following criteria:

• • Special needs (e.g. physical disability or environmental constraints)
  • Division/Academic office initiated
  • Faculty member’s rank
  • Length of full-time service at Delta
  • Date current rank achieved (to be used if a tiebreaker is necessary)

In May/June, Academic Council will meet to discuss office needs and office reassignment request.  If a request is approved, the faculty member will be notified by the Academic Systems Coordinator to set up a move date.  If an office request is not granted, the faculty member must resubmit a new office request the following year.

Faculty must adhere to the use of assigned space procedure.

The Academic Systems Coordinator will evaluate the status of each office slated to be occupied. The following will be checked:

• • Office walls (whether or not repainting is needed)
  • Phone display and extension
  • Nameplate near office door
  • Computer (whether or not a computer is left by the previous faculty member)

A final list will be compiled with the faculty office assignments and each office status. The list will be sent to the Operations Manager in Facilities Management as well as to the following support areas: Academic Services, Business Services, Communications Technology, academic Associate Deans, Facilities Planning, Faculty Support Staff, Human Resources, Information Technology, Institutional Advancement, Post Office, and Public Safety.

Facilities Management will patch, paint, and clean the vacated offices. Facilities staff will transport desktop computers to the new office location. In addition, Facilities Management will transfer and install nameplates and order new signage.

Communication Technology staff will connect and activate all appropriate telephone services.

Information Technology staff will check computer connections once the system has been moved to the new location.

Division Office Professionals will order keys for new faculty and existing faculty who are changing offices. Key Request Forms are available online or in the Facilities Management Office (P025).  The Office Professionals will work with the faculty to fill out the form. The form will be turned into the Facilities Management Office by the Office Professionals. Once the keys are made, the Office Professionals will retrieve the keys from Facilities and distribute them to the appropriate faculty.

Faculty leaving the College will remove all personal belongings from their office within one week of their official last day. Requests for extensions should come through the academic Associate Dean. Personal items left in the office will be discarded. Keys must be returned to Facilities Management.

Timelines
Faculty office assignments for new hires will be made before August 1, which allows hired faculty to move into their offices and begin their work as early as mid-August every year.

Faculty office reassignments will be made at the Academic Council meeting May/June every year

Revision/revision dates
09/16, 8/18