MEMORANDUM NO. ERR-03-036 March 7, 2003 To: Deans, Directors, Department Chairs SUBJECT: Internal Rules and Procedures Governing Teaching Outside UP ----------------------------------------------------------------- Attached for information and guidance is a copy of the Internal Rules and Procedures Governing Teaching Outside UP which was approved by the Board of Regents on February 27, 2003. Please disseminate to your faculty. EMERLINDA R. ROMAN Chancellor X-----X Excerpt from the Minutes of the 1168th Meeting of the Board of Regents held on 27 February 2003 at the Gaisano Room, Administration Building, Bago Oshiro, UP Mindanao. V. Policy Matters for Approval of the Board 1. Rules Teaching in another university shall be governed by the following rules: a. The other university must be one recognized by UP by means of a memorandum of agreement. b. The faculty member may teach in that university only with specific authorization from the Office of the Chancellor c. Such authorization shall require the prior concurrence of the Dean and Chair of department, institute director or division head concerned and the written consent of the faculty member or academic staff whose services are being requested. d. In evaluating the request for faculty member to teach in another university, administrators shall consider the needs of the unit, the current level of the faculty member’s responsibilities to the department and unit, and his/her overall load (teaching, research and, where applicable, extension). e. Department chairs/institute directors shall be furnished copies of all communications between UP (at the level of the Dean and the Chancellor) and the other university regarding their faculty member(s) whose service are being requested. f. The authorization, whether original or a renewal, shall be for a period not exceeding one (1) semester at a time, provided the length of service shall not go beyond the term of the Memorandum of Agreement. g. The request to teach in another university shall be made at least (90) days before the start of the semester when the teaching is to take place. h. The maximum permissible outside teaching load is six units a semester, provided the total faculty load (teaching, research and extension, if any), including courses to be taught outside UP, does not exceed 21 units a semester. i. Faculty members with study load, on fellowship or who are enrolled in graduate programs, including those preparing for comprehensive examinations or are at the thesis/dissertation stage, may not teach outside UP. j. Faculty members who submit grades late or are habitually absent for student consultation may not be allowed to teach outside UP. k. Faculty administrators may not teach outside U.P. l. Teaching hours in another university shall fall outside the unit’s regular office hours, provided exceptions may be made by the Chancellor in meritorious cases. m. Faculty members and academic personnel teaching in another university may not in any manner and capacity assume any administrative function or position in the other university. n. Teaching outside UP may not be used as a reason to beg off from committee or other assignments, attendance at meetings and more generally from responsibilities as UP faculty members or REPS. Neither may outside teaching commitments be used to justify failure or inability to undertake or complete research and other academic projects, o. A faculty member or staff who teaches in another university shall be liable to that university for any infraction of the latter’s rules and regulations committed while teaching in the other university. p. A faculty member or staff who violates any of these rules shall be subjected to disciplinary action. 2. Procedure Requests (initial or renewal) by another university for the teaching services of UP faculty members or academic personnel shall be processed in the following manner: a. The President of the other university addresses his/her request for the services of UP faculty to the Chancellor, specifying, among others, the following: - Name and unit of all faculty members or academic personnel whose services are sought; - Nature of projected assignment or involvement including course title and number of units; - Projected service hours; and - Approximate duration of assignment The request shall be submitted at least ninety (90) days in advance of the semester. b. The Chancellor refers the request to the unit concerned, c. The department Chair, institute Director or division head evaluates the request and (a) endorses it to the Dean together with the written consent of the faculty member concerned; or (b) finding that the services of the faculty member cannot be made available, communicates directly with the other university. In the latter case, the Chair need not forward the request to the Dean. d. The Dean either (a) endorses the request to the Chancellor, or (b) finding that the services of the faculty member cannot be made available, communicates directly with the other university. In the case of the latter, the Dean need not forward the request to the Chancellor. The Dean shall however, inform the department chair and the faculty member concerned. e. The Chancellor approved disapproves the Dean’s recommendation and informs the other university as well as the Dean and the department chair of his/her decision in writing. All rules, issuance or decisions that are inconsistent with the above are hereby repealed or amended, as the case may be. Board action: Approval Certified Correct Martin V. Gregorio Secretary of the University and of the Board of Regents 27 February 2003