When a University Instructional, or Primary staff member’s duties require activities at a site away from one of the three campus locations for a period of one month or more, this shall be noted by placing the individual in a Duty Off-Campus (DOC) status for the appropriate period.
Family and Medical Leave Act (FMLA)
The Family and Medical Leave Act provides job guarantees for employees who need time off for medical or dependent care responsibilities.
The law requires the University of Michigan and other large employers to grant up to 12 weeks of unpaid leave in each 12-month period with a job guarantee for faculty and staff.
This is offset by any sick leave usage during the 12-month period. FMLA leaves may be taken due to birth, adoption or foster care placement; or the employee's serious illness; or the serious illness of an immediate family member.
The University must continue to pay its portion of group health and dental insurance coverage for faculty and staff with at least 12 months of continuous service prior to the leave.
In the case of death in an employee's immediate family, the University provides up to three days (a maximum of 24 hours) paid time off work for the employee to attend the funeral or memorial services and to make necessary arrangements. If additional time is needed, accrued vacation time, Paid Time Off, or excused absence without pay may be requested.
- Pay for funeral time off is at the employee’s regular rate plus shift premium if applicable, and may not exceed the employee’s scheduled non-overtime hours of work for those days.
- Procedures: https://hr.umich.edu/working-u-m/my-employment/uhr-procedures/20103-funeral-time
Subject to regulations prescribed by the University, Regular employees are granted time off work without loss of regular compensation on the following seven (7) University-designated Holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the day following Thanksgiving, and Christmas Day.
Maternity (Childbirth) and Parental Leaves
To support the University of Michigan’s commitment to faculty and staff as they balance family, professional and academic responsibilities, the university is committed to providing paid time off for birth mothers and other parents that supports both the physical recovery associated with birth and also provides bonding time with children new to the family. For that purpose, the university provides paid maternity (childbirth) leave and paid parental leave.
- For additional information, visit (hr.umich.edu/parental-leave)
Military Reserve Duty Pay
Employees members shall be granted time off work without loss of their regular compensation or any loss of their fringe benefits in order to participate in Military Reserve or National Guard Training Programs or for service required as a result of civil disorder or other emergency.
Modified Duties for New Parents
The purpose of this policy is to provide eligible faculty members with a period of time in which to adjust to the demands of parenting newly born or adopted children under the age of six.
The University’s Paid Maternity (Childbirth) and Parental Leave policy provides faculty with a paid leave (maternity (childbirth) leave plan for disability due to childbirth or related medical conditions as well as a paid leave (parental leave) to bond with a newborn, newly adopted, or newly fostered child, or a new legal guardianship of a child. See Standard Practice Guide 201.30-6, Paid Maternity (Childbirth) and Parental Leaves. Eligibility faculty may choose to take the parental leave under the Paid Parental Leaves SPG in lieu of one semester of modified duties.
An eligible faculty member who declines the 6-week parental leave under the Paid Parental Leaves SPG, and meets the criteria below, is entitled, upon request, to a period of modified duties without a reduction in salary:
- Gives birth to a child, or becomes a parent of a newly born or adopted child (or children in the case of a multiple birth or adoption of more than one child simultaneously) under the age of six,
- Takes significant and sustained care-giving responsibility for the child (or children) during the period for which modified duties are requested as a single parent or, where there are two parents, that is at least as time-consuming as the care-giving responsibility of the faculty member’s spouse or partner, and
- Meets the regulations described in Section II of this policy.
- Procedures: https://hr.umich.edu/working-u-m/my-employment/uhr-procedures/20193-modified-duties-new-parents
Modified Duties Outside the Classroom
For those who are involved in direct classroom teaching, modified duties means a semester off from those teaching responsibilities, or any of the options below.
For those who do not do any direct classroom teaching, modified duties allows them to choose:
- A 4-month period at 75 percent effort.
- Or a 2-month period at 50 percent effort.
- Or an equivalent benefit of modified duties arranged in consultation with the relevant dean (or designate) and the department chair or division chief.
Public Service Leaves of Absence
Faculty on the instructional track who have achieved tenure are eligible for a sabbatical leave upon completion of their sixth year on the instructional track.
Procedure and for more information, please visit: https://faculty.medicine.umich.edu/appointments-promotions/instructional-track/medical-school-sabbaticals
Scholarly Activity Leave
Scholarly Activity Leaves not in excess of one year may be granted by the President or a designated representative on recommendation of the dean (Ann Arbor Campus) or Chancellor (Flint or Dearborn campus). Such leaves may be granted to:
- Allow faculty members to accept “prestigious fellowships”, or
- To allow faculty members to accept a temporary appointment at another institution when the appointment would, in the interest of the University, permit the faculty member to engage in scholarly activities that would not be otherwise practicably available, and that would significantly enhance the professional effectiveness of the faculty member.
Employees will be granted time off without loss of their regular compensation on four (4) Season Days, subject to regulations prescribed by the University. If units are unable to schedule time off during this period, see Sec III. B. 2., Working on a Season Day(s).
Sick Leave Plan (Academic Appointments)
The University, consistent with its needs and requirements, wants to minimize the compensation loss of its faculty members during certain periods of absence from work that occur during their annual appointment periods (from September 1 through May 31 for University-year appointments or at any time for twelve-month appointments) due to personal illness, injury or preventive medical or dental care that is either unavoidable or in the best interest of the University and its faculty members.
Unpaid Leaves of Absence
The President or his or her designated representative may grant unpaid leaves of absence on recommendation by the dean or director to members of the instructional staff for periods of up to one year, and to primary archivists, curators, librarians, and researchers.
Only the Board of Regents may grant unpaid leaves exceeding one year in duration and extensions of unpaid leaves beyond one year for instructional staff when an appropriate request is made on recommendation by the department head, the dean or director, and the president.
Unpaid leaves of absence for instructional staff will be reported monthly to the Board of Regents.
Vacation (Research Faculty)
To provide time off from work for rest and convenience, under the terms of this policy the University provides regular staff members and the following categories of faculty with paid vacation: research faculty, archivists, librarians, and curators (hereafter referred to as eligible faculty). The scheduling of vacation time must be approved by the employee’s supervisor. The availability of vacation for instructional faculty, where applicable, is described in Standard Practice Guide 201.64-1.
The University provides regular instructional faculty with time off from work with pay for rest and personal convenience.
Medical School Policies & Bylaws
U-M Medical School Faculty Handbook
U-M Medical School Bylaws
Outside Interests & Conflicts of Interest
Medical School Faculty Ombuds
A team of faculty ombuds has been established to assist faculty members in a variety of circumstances. Faculty ombuds can provide confidential assistance in dispute resolution, exploring options, and finding available University resources. Ombuds are not advocates for any individual or group, rather ombuds are advocates for fairness and good solutions.
Please feel free to contact any of the following ombuds:
- J. Sybil Biermann, M.D., Orthopaedic Surgery, email@example.com
- Eva L. Feldman, M.D., Ph.D., Neurology, firstname.lastname@example.org
- Michael J. Shea, M.D., Internal Medicine, email@example.com
For more information about the ombuds program, contact:
734-763-2707 or 734-763-9259
Consult Request Guidelines
Medical Student Mistreatment Policy
As a faculty member of the University, you will be required to comply with all University and Michigan Medicine policies and procedures.
In addition, you will need to complete the Michigan Medicine Mandatory Education Programs. These mandatory education programs are a result of a number of federal and state requirements. All faculty members must complete these mandatory education requirements within a reasonable time after they are hired or as set forth by their department and then on an annual basis thereafter.
The Mandatory Competency Program includes such topics as Fire Safety, Infection Control, Professional Billing, and Research.
Conflict of Interest
Michigan Medicine recognizes the value of an active faculty participating in intellectual activities and relationships outside of the obligations of research, teaching and scholarly activities at the University.
However, each faculty member also is obliged to ensure that outside interests meet all of the standards set by the University, Michigan Medicine, and applicable state and federal laws.
Continuing Medical Education
The Office of Continuous Professional Development (OCPD) is the Medical School's primary resource for expertise in continuing medical education and maintenance of certification.
CME Credit System for University of Medical School Faculty
The Medical School, through the Office of Continuous Professional Development (OCPD), is accredited by ACCME to sponsor continuing education activities. There are more than 250 regularly recurring CME activities (e.g., grand rounds, tumor boards, clinical case conferences, journal clubs, etc.) currently approved for CME credit through OCPD in conjunction with various clinical departments.
OCPD, as a service to U-M personnel, documents their attendance at these approved activities. A summary of CME credit earned for internal activities is prepared each calendar year and is emailed to those faculty who are registered in the CME system database and who submit a Program Attendance/Evaluation Card after their attendance at a session.
Questions regarding registration in the CME system database and the individual reports can be directed to Julie Wilson, CME Credit Coordinator, 734-647-8784 or firstname.lastname@example.org.
Clinical Simulation Center
As part of the Department of Medical Education, the Clinical Simulation Center (CSC) is an instructional laboratory designed to train physicians, nurses and other health professionals in clinical skills, procedures and teamwork. The CSC supports medical education for all levels of practitioners, including medical school, graduate medical education and continuing medical education, and it plays an integral part in establishing standards and assessment methodologies used in clinical care.
Participation in CME activities is a requirement to maintain your license in the state of Michigan.
Effort is the expenditure of physical and mental energy to support the University's mission. It is your total professional effort, regardless of location.
Effort reporting is a proportional distribution of 100 percent of an employee's University effort across categories of activity for a stated time period. Certification of reported effort for research and cross-functional activity is required by the federal government (OMB Circular A-21), and confirmation of time allocated for physician costs is required to annually file the Hospital Cost Report. It is important to reflect all categories of effort, even if the activity is only 1 percent.
Effort certification is a self-attestation of an employee's activities for a stated time period.
Effort reporting and certification is required by federal regulation. In addition, appropriately certified effort reports provide auditable documentation to demonstrate to the University's sponsoring partners that the sponsor did in fact receive the level of effort committed through the award process. For clinical faculty, effort reporting is required to allocate physician costs across key activities for the Hospital's annual Hospital Cost Report.
Institutional Citizenship/Employee Expectations
At Michigan Medicine, we believe that an individual's participation in institutional citizenship is an important part of any appointment. We define "institutional citizenship" as service to the larger organization - in this case, the University of Michigan Health System - that helps us meet our mission of excellence in patient care, education and research.
Individuals demonstrate institutional citizenship through their commitment and service to the Health System. Here are a few examples:
- Attending department, school and institutional meetings and functions.
- Participating in rounding.
- Participating in on-call services.
- Demonstrating our values of respect, compassion, trust, integrity, efficiency and leadership.
- Serving on various University, Health System, Medical School, or department committees, programs or initiatives.
To understand your obligations as a full-time faculty member, please read the University of Michigan Medical School Faculty Handbook and Bylaws, and discuss with your supervisory leadership.
All staff and faculty participate in an annual performance evaluation process. Your performance will be reviewed and goals may be set in the areas of clinical, research, teaching and administrative service. Salary increases are based on your annual performance evaluation and set based on University guidelines and the availability of funds to support the increase. Salary changes based on this performance evaluation are effective on September 1 of each year.
The decision for reappointment is based on University guidelines, your performance evaluation, the needs of the Department and Michigan Medicine and the availability of funds.
Outside Clinical Practice - "Moonlighting"
Since adoption of the first Medical Service Plan in 1973, it has been both University and Medical School policy that UMMS faculty with 50 percent or greater appointment are not permitted to perform clinical activities outside the University of Michigan Hospital and Health Centers unless under contract through the University of Michigan to an external site.
The External Clinical Activity Policy provides clarification of this longstanding policy and describes the process and guidelines in which an individual may request department and Dean's Office approval for an external clinical activity.
Additional Faculty Policies
Classification and Appointment of Instructional Faculty
Instructional faculty classifications and appointments
The University classifies its instructional faculty as described below. Unless otherwise noted, the appointments described below are appointments not covered under collective bargaining agreements.
Regular and clinical instructional faculty, research professors, research scientists, librarians, curators, and archivists may, upon retirement, be granted an emeritus or emerita title by the Board of Regents. (See also SPG 201.34-1 Classification and Appointment of Instructional Faculty.)
Such titles for regular instructional faculty, research professors, librarians, curators, and archivists are granted on the recommendation of the appropriate chair and the dean or director (Ann Arbor campus) or by the provost and chancellor (Dearborn and Flint campuses). Such titles for clinical instructional faculty on the Ann Arbor campus are granted on the recommendation of the appropriate chair, the dean or director, and by the provost. Such titles for research scientists are granted on the recommendation of the appropriate chair, dean or director, and the vice president for research.
Professional Standards for Faculty
The following types of behaviors may be subject to professional sanction, including discipline up to and including dismissal in accordance with the appropriate procedures.
These behaviors include oral, written, visual, or physical actions by a member of the faculty that, according to a reasonable person standard:
a) Have the purpose or effect of unreasonably interfering with an individual’s employment or educational performance; and/or
b) Have the purpose or effect of creating an intimidating, hostile, offensive or abusive climate for an individual’s employment, academic pursuits, living environment, or participation in a University activity.
Some examples of conduct that may violate this policy include, but are not limited to: threatening behavior, actions, or comments; bullying behavior (defined as a persistent pattern of negative behavior based upon a real or perceived power or status imbalance which belittles another member of a unit); undue interference with functions or activities sponsored or authorized by the University; forcible detention, threats of physical harm to, or harassment of another member of the University community; and behavior that results in a hostile working or learning environment. This list is not exhaustive, and faculty may be subject to sanction and disciplinary action for any type of conduct which, although not specifically enumerated, meets the standard for unacceptable faculty behavior set forth above under a) or b).
III. Alleged Violations of this Policy
Alleged violations of this policy should be reported on a timely basis to an administrator (e.g., Dean, Chair or Director in an academic unit, Academic Human Resources, or the immediate supervisor of the person alleged to be in violation of the policy). This administrator must ensure that appropriate action is taken to address the situation. If warranted, a prompt inquiry shall be undertaken, and the faculty member shall be afforded an opportunity to respond to the allegations against him or her prior to a determination as to whether the policy has been violated. Such responsive information will be considered prior to this determination.
Prior to the imposition of any significant sanction or disciplinary action, to ensure that a level of peer review has occurred, the administrator shall consult with a relevant faculty executive or advisory committee. Each unit will determine the process by which peer review can be effectively and efficiently achieved and the appropriate sanction or sanctions recommended. Concerns regarding alleged unprofessional conduct may arise from a pattern of behavior and interactions, or from a single significant event. The faculty who provide the peer review should look at the totality of the circumstances and not just the precipitating event.
The University will take appropriate steps to ensure that a person who, in good faith, reports or participates in a resolution of a concern brought forward under this policy is not subject to retaliation. In addition, subjecting such a person to retaliation is itself a violation of this policy. A person who knowingly and intentionally files a false complaint under this policy may be subject to University discipline.
Violation of this policy may result in appropriate sanction or disciplinary action. If dismissal of a faculty member is proposed, the matter will be addressed through the appropriate procedure (e.g. Regents’ Bylaw 5.09, SPG 201.12). A faculty member who is sanctioned or disciplined under this policy has the right to appeal such action under the applicable procedure, typically the school/college faculty grievance procedure.
Rules Concerning Regents' Bylaw 5.09, Tenure, Tenure Review, and Joint or Partial Tenure Appointments
This SPG incorporates former SPG 201.13, Rules concerning acquiring the protection of Regents’ Bylaw 5.09 by accumulating years of Service; SPG 201.21, Appointments Specifically Designated “Without Tenure;” SPG 201.39-1, Principles and Practices Governing Tenure for Faculty Members with Divided or Partial Appointments; and SPG 201.50, Guidelines Related to Tenure Reviews and Reappointment Reviews.
Tenure is granted to certain eligible faculty members at the ranks of associate professor and professor by the Regents of the University upon recommendation of the appropriate departmental chair, dean, executive committee, the provost, and at the University of Michigan-Dearborn and the University of Michigan-Flint by the chancellor, and by the president (Regents’ Bylaw 5.08).
Unless otherwise specified, a faculty member with tenure is presumed to hold tenure in his or her department, if the school or college is so organized; in the school or college; and in the University of Michigan, except pursuant to Regents’ Bylaws 5.08 and 5.09 or the Program Discontinuance Guidelines. Faculty rights conferred by the university with respect to tenure are described in Regents’ Bylaws 5.08 and 5.09 and the Program Discontinuance Guidelines. The schools and colleges maintain information about the tenure status of their faculty.
Because the university is large, decentralized, and heterogeneous, the views and needs of its various schools and colleges differ; therefore, considerable latitude in procedures and criteria for tenure and reappointment review is desirable. For example, upon recommendation of the appropriate faculty, each school or college decides on its own presumptive time to tenure review, within the parameters set by Regents’ Bylaw 5.09. While recognizing the diversity of academic and educational cultures in an institution as complex as the university, and the need for individual schools and colleges to adopt and articulate promotion and tenure guidelines that work for them, it is also important for the university to articulate an institution-wide set of norms and expectations. The purpose of this policy is to articulate those university-wide rules and practices, to which school and college procedures must align.
For more information, please refer to the policy located at: http://www.spg.umich.edu/policy/201.13
Tenure Probationary Period: Effects on Tenure Clock of Childbearing and Dependent Care Responsibilities
- ChildbearingIn recognition of the effects that pregnancy, childbirth, and related medical conditions can have upon the time and energy a woman has to devote to her professional responsibilities and thus her ability to work at the pace or level expected to achieve tenure, a woman who bears one or more children during her tenure probationary period shall, upon written request to the relevant dean, or in the case of the Dearborn and Flint campuses, the relevant provost, be granted an exclusion of one year for each event of childbirth from the countable years of service that constitute such tenure probationary period, up to a maximum of two years.
- Dependent Care Also, the demands of caring for dependents (such as children1, including newly adopted children; ill or injured partners; or aging parents) may seriously affect the time and energy faculty have to devote to their professional responsibilities during the tenure probationary period. In recognition of the difficulty of combining an academic career with such dependent care demands, a faculty member in such circumstances may, upon written request to the relevant dean, or, in the case of the Dearborn and Flint campuses, the relevant provost, be granted an exclusion of one year for each dependent care request from the countable years of service that constitute that individual's tenure probationary period, up to a maximum of two years.
- General No more than two years may be excluded from the countable years of service that constitute an individual’s tenure probationary period at the University of Michigan under this policy, regardless of the combination of circumstances. To promote University-wide consistency, a copy of all requests and responses made under this policy will be forwarded to the Office of Academic Human Resources for review and reporting to 1) the provost, for faculty on the Ann Arbor campus, or 2) the relevant chancellor, for faculty on the UM-Dearborn and UM-Flint campuses. Faculty who benefit from this policy will work throughout the tenure probationary period carrying their normal range of responsibilities, unless alternative arrangements have been made.
- ApplicabilityEvents which occur in the final year of a faculty member’s tenure probationary period may not be the basis for a request for application of this policy.All requests under this policy must be made prior to the date which has been communicated to the faculty member as the date on which the unit will initiate the tenure review.An exclusion of one year from the countable years of service that constitute the tenure probationary period shall have no effect on the length of a faculty member’s term appointment.
Work Outside the University
University employees may be employed outside of the University, but the outside employment must not detract from the performance of the duties and responsibilities of the University position, nor may it create a conflict of interest.