University Policies

Policies of the University of Hawai‘i

  1. Promotion and tenure guidelines
    1. Manoa Tenure, Promotion and Contract Renewal (revised 11-07-14)
    2. BOR Tenure and Promotion criteria (PDF)
  2. Student complaint procedures
    1. Academic Grievance Procedures (UHM, Office of the Dean of Students)
    2. Sexual Harassment Complaint Procedures (UH, Office of the VP for Student Affairs.)
  3. Computing policy
    1. ITS policy on UH accounts (UH, Information Technology Services)
    2. Also see Student Conduct Code (UHM, Office of the Dean of Students)
  4. Intellectual Property Policies
    1. Boards of Regents Patent and Copyright Policy (PDF): Administrative Rules, Title 20, Chap. 3
    2. Systemwide Executive Policy E5.500 (PDF): Administration of the Patent and Copyright Policy
    3. Also see: Ethical Standards in Research and Scholarly Activities (PDF) (linked below)
  5. University Student Judicial Code: See Student Conduct Code
    Judicial Affairs Staff:

    1. Dr. Lori M. Ideta, Assistant Dean of Students
    2. Kristen Kawczynski, Student Housing Judicial Affairs Officer
  6. Policy on Sexual Harassment
    1. Policy on sexual harassment and bullying at SOEST
    2. Systemwide Executive Policy E1.203 (PDF): Policy on Sexual Harassment and Related Conduct.
    3. Systemwide Executive Policy E1.204 (PDF): Sexual Assault Policy and Procedural Guidelines.
  7. Research Integrity Policies
    1. Systemwide Executive Policy E5.211 (PDF): Ethical Standards in Research and Scholarly Activities
    2. Systemwide Executive Policy E5.214 (PDF): Conflicts of Interest
  8. UH Systemwide Executive Policies
    1. EP Memo No. 07-10 (Re: Promulgation of E2.214) (PDF)
    2. E2.214 Security and Protection of Sensitive Information (PDF)
  9. All Administrative Rules: Title 20 – University of Hawai‘i
  10. Guidelines for sabbatical leave for faculty (PDF)
  11. Emeritus policy

Board of Regents Policies and Procedures Index

Academic Year

Affiliations with Cooperating Institutions

  • Relevant Policies: BORP, Section 5-1, d.(1)
  • Translation:
    • Establishing a formal affiliation or cooperative agreement that commits significant UH resources requires BOR approval.
    • President can approve agreements that do not require significant commitment of resources and/or significantly impact existing programs

Benefits, Health Fund, Retirement and Other

  • Relevant Policies: BORP, Section 9-13.
  • Translation:
    • Provided for in Hawaii Revised Statutes.
    • BOR employees hired under contracts/grants receive same benefits as permanent employees.

Budget, Process

Budget, Calendar

Center/Institutes, Establishment of

  • Relevant Policies: BORP, Section 5-1 (1)
  • Translation:
    • BOR approval is required if the center/institute (1) requires significant current/future commitment of resources, involves substantive change in unit mission, and/or involves significant liability to the University; (2) involves BOR or Presidential agreement with external entity; (3) involves an honorific naming.
    • All other agreements can be approved by the President.
    • Centers/institutes are terminated at the level of approval; those approved by the BOR can only be terminated by the BOR, and so forth.

Chairs, Academic

  • Relevant Policies: BORP, Section 5-1, c.
  • Translation:
    • The BOR establishes academic chairs and approves appointments to such chairs

Chairs, Academic Subdivisions and Special Program Directors

  • Relevant Policies: BORP, Section 9-1, a.(4)
  • Translation:
    • Administrative function of such positions is not primary or permanent.
    • Additional compensation determined by size and complexity of the unit.

Chairs, Department

  • Relevant Policies: BORP, Section 9-1, a.(3).
  • Translation:
    • Department chairs reports to Dean of school/college.
    • Candidate must hold rank of professor or associate professor; if none available, person of lower rank or from another college may be appointed as acting chair.
    • Dean consults with department faculty and makes a recommendation to the Chancellor; Chancellor appoints chair with concurrence of President and BOR.
    • Dean’s consultation with faculty is a factor in the recommendation; Dean selects the person most likely to lead the department effectively.
    • Disagreements between faculty and Dean will be settled by Chancellor.
    • 3-year terms are “normal.”
    • Reappointment requires repeat process.
    • Faculty chairs may receive course reductions and/or stipend and/or change from 9- to 11-month appointment.

Classified Research

  • Relevant Policies: BORP, Section 5-3, b, c
  • Translation:
    • Research Proposal accepted by the University meet the following criteria; (1) has scholarly merit; (2) investigator is deemed capable of undertaking the research; (3) those responsible for accepting the proposal’s commitments of resources agree to accept the commitment; (4) the investigator is free to publish the results; the investigator has disclosed all potential sources of conflict of interest.

Contracts, Consulting

  • Relevant Policies: BORP, Section 8-1, c.
  • Translation:
    • BOR approval requires for contracts with consultants engaged in study/review of University programs and operations regardless of cost.
    • BOR approval required for contracts with consultants exceeding $25K.
    • No state funds may be used to pay consultants whose task it is to seek external funds for enhancement of University programs/facilities.

Contracts, Execution of

  • Relevant Policies: BORP, Section 8-1, a.
  • Translation:
    • Unless delegated, President is authorized to approve, sign, and execute all contracts.

Credit by Examination

  • Relevant Policies: BORP, Section 5-4, a.; BORP, Section 9-2, f.(3)
  • Translation:
    • Requires approval of dean of college/school for full-time students, dean of students for part-time students.
    • Student who fails the exam received an “F” on grade report.
    • Students must apply for credit by exam before the end of the first six weeks of the semester.
    • Students may apply for credit by exam for one course per semester, max.
    • Faculty member who prepares and grades the exam is entitled to $5.00 per credit hour, plus $5.00 for each additional student.

Distance Learning

Executive Appointments, Guidelines for

  • Relevant Policies: BORP, Section 9-1, a.(2).
  • Translation:
    • Applies to Sr. VP, VP, Chancellor, Provost, Dean, Associate Dean, Assistant Dean, and Directors of major research units.
    • BOR approves all “E” appointments; President authorized to approve “M.”

Facilities Use by External Research Projects

  • Relevant Policies: BORP, Section 5-3, e.
  • Translation:
    • BOR only accepts requests from other universities or research institutions.
    • Usage must have specified time limit.
    • Researchers working at UH must have a UH appointment as Research Associate or Research Assistant.
    • Specific list of resources required and method of payment required in advance.

Faculty, BOR Classifications

  • Relevant Policies: BORP, Section 9-2, b.
  • Translation:
    • I (Instruction); J (Legal Instruction); R (Researcher); S (Specialist); B (Librarian); A (Extension Agent); Graduate Assistant; Lecturer.
    • See BOR policy for duties and responsibilities and minimum qualifications for all ranks.

Faculty Exchanges, Authorization

  • Relevant Policies: BORP, Section 9-1, e.
  • Translation:
    • President may enter in agreements to exchange faculty.

Faculty Exchanges, Guidelines for

Faculty Housing

Faculty, Non-compensated Positions

  • Relevant Policies: BORP, Section 9-2, b.
  • Translation:
    • Adjunct Faculty Series (Adjunct Professor, Adjunct Associate Professor, etc.) appointment follows regular faculty appointment review process.
    • Research Affiliate is honorary BOR appointment; individual is outside of the University, affiliation enhances University stature and contributes to its development; may also be made to University departmental faculty member affiliated with a research unit; appointments made on year-to-year basis effective September 1.
    • Visiting Colleague used for scholars from other institutions who will be on campus, usually doing research of their own; confers limited courtesy services, such as library use, parking; Visiting Colleague does no teaching.
    • Affiliate Graduate Faculty used for (usually) Hawaii residents who have expertise in certain area and can contribute to teaching or research area; except for consulting with graduate students, no formal teaching responsibilities.

Faculty, Promotion and Tenure

  • Relevant Policies: BORP, Section 9-1, b.
  • Translation:
    • BOR grants tenure and promotion based on recommendation of President.
    • Only positive recommendations go to the BOR; negative recommendation stop at President’s level.
    • BOR may waive minimum qualifications and probationary period.
    • Deans may reduce probationary period, to 2 years.

Faculty, Resignation

  • Relevant Policies: BORP, Section 9-1, d.
  • Translation:
    • President/Designee accepts voluntary resignations.

Faculty, Salary Adjustments (Merit, Equity, )

Faculty, Temporary (Non-Tenure Track) Appointments

  • Relevant Policies: BORP, Section 9-1, b.
  • Translation:
    • Persons appointed under grants or contracts for periods of one year or less.
    • Renewable subject to needs of program and availability of funds.
    • Beginning and end dates of annual employment contracts to coincide with anniversary dates of contract under which they are paid.

Foreign Students, Health Insurance

  • Relevant Policies: BORP, Section 7-7.
  • Translation:
    • All non-resident foreign students on non-immigrant visas must furnish proof of health insurance with benefits at least equal to those of the ASUH Health and Accident Insurance Plan.
    • Proof required prior to registration.
    • Requirement may be waived if student demonstrates adequate resources available.

Fund Raising

  • Relevant Policies: BORP, Section 8-9.
  • Translation:
    • Fundraising campaigns for the University or any branch require prior written approval by President.
    • Applications by faculty members to local foundations may be approved by the President to assure they do not take the place of administration applications.

General Education

Gifts to Employees

  • Relevant Policies: BORP, Section 9-7, b.(2)(c).
  • Translation:
    • You may not accept fees, gifts or payment of expenses values at more than authorized compensation for services rendered in your post unless authorized by the President.

Gifts to the University

  • Relevant Policies: BORP, Section 8-8.
  • Translation:
    • Gifts to the University with inappropriate “strings” attached will be refused.

Graduate Assistants

  • Relevant Policies: BORP, Section 9-1, a.(5).
  • Translation:
    • President/Designee appoints graduate assistants.
    • Applicant must be full-time student, registered in a graduate program in the same or closely related field in which they are appointed.
    • Applicant must be and remain in good academic standing, maintain 3.0 grade point average, and have the experience necessary for the job.
    • Must carry minimum of 6 credits or equivalent per semester.
    • Foreign students must demonstrate English proficiency via TOEFL.
    • GA positions must be advertised and follow EEO/AA guidelines.
    • Preference for State of Hawaii residents.
    • GA renewed annually based on satisfactory performance up to 4 years.
    • GA may be terminated is student’s GPA falls below 3.0 or performance is unsatisfactory.
    • GA automatically terminated upon degree completion or withdrawal.
    • Action to terminate for cause is initiated by the Department Chair, approved by the Dean of Graduate Division, and carried out by the Dean of the college/school.

Graduate Programs, Criteria for Evaluation of

High Demand Disciplines

Honorary Degrees

  • Relevant Policies: BORP, Section 5-2, c.(1)
  • Translation:
    • Conferred only by BOR.
    • Academic distinction in relevant field is required.
    • May NOT go to members of BOR, UH employees, former UH employees until after 11 months after date of separation, individuals holding elected office, former elected office-holders until 11 months after leaving office.

Leave, Faculty Sick

  • Relevant Policies: BORP, Section 9-12.
  • Translation:
    • Deans/Directors to maintain leave documents, UH Form 1, and monthly leave report.
    • BORP spells out rate at which sick leave is earned.
    • Faculty at less than 1.00 FTE earn prorated amount of sick leave.
    • Temporary and contractual employees do not earn sick leave.
    • You don’t accrue sick leave if you’re already on sick leave and terminate your employment; during any period of valid suspension; during any period of unauthorized leave; during sabbatical or study leave; during leave without pay.
    • Unused sick leave is accumulated without limit.
    • Notification of illness should reach the department chair ASAP.
    • Use UH Form 1 to file for sick leave within 5 working days after return to duty.
    • Certificate from licensed physician required for more than 5 consecutive days of sick leave.
    • Sick leave is charged only for regular on-duty days.
    • You can use sick leave for medical appointments that can’t be scheduled during off-duty periods.
    • Sick leave is allowed for temporary disabilities.
    • Employer-required medical exams are not charged against sick leave.

Lecturers, Guidelines for Appointment of

Library Fees/Fines

Night Classes, Compensation for

  • See Outreach Classes

Organized Research Units, Establishment and Review of

  • Relevant Policies: BORP, Section 5-3, h.
  • Translation:
    • UH definition of ORU – a BOR-approved extra-departmental administrative structure that provides a locus to faculty, students, staff to engage in focused collaborative research or training activities.
    • Same administrative level as school or college.
    • They are expected to generate significant extramural funding support.
    • Established and terminated by BOR.
    • ORUs are reviewed every seven years.

Outreach (Summer) Classes and Night Classes, Compensation for

  • Relevant Policies: BORP, Section 9-7, b.(4).
  • Translation:
    • Rate of pay determined by rank, number of credits and BOR schedule.
    • Maximum of nine credit hours for summer AND night classes allowed for faculty members on 9-month schedules; five credit hours for 11-month faculty.
    • Maximum includes non-credit courses.
    • No teaching load reduction for research allowed if you are teaching night classes.
    • You cannot receive both summer salary for research and compensation for outreach classes simultaneously.

Outside Employment

  • Relevant Policies: BORP, Section 9-7.
  • Translation:
    • Make clear to all concerned that your consulting work is not concerned with or sponsored by the University.
    • Your primary obligation is to the University; outside employment must in no way interfere with the execution of your duties as a University employee.
    • Instructors and Grad Assistants cannot accept pay for tutoring students in the subject matter they teach.
    • Researchers may not sell the results of research conducted on behalf of the University unless authorized by the President.
    • You can’t use University facilities, supplies, or equipment other than in your official duties unless authorized by the President.
    • Outside employment of any kind may not exceed the equivalent of one eight-hour day per work week.
    • Prior to undertaking outside employment, faculty member must file form with Department Chair for this purpose. Chair’s recommendation goes to Dean. Section 9-7, b.(6) tells you how to handle a situation in which the arrangement is just not working out.

Overload (summer salary)

  • Relevant Policies: BORP, Section 9-7, b.(3).
  • Translation:
    • Compensation for grant/contract research from grant, contract, or university-sponsored funding source can only be taken while on authorized leave or during summer.
    • You must file a quarterly effort report with the Director of Research

Patent & Copyright Policy

Political Activity (All Employees)

  • Relevant Policies: BORP, Section 9-5.
  • Translation:
    • Political activities must not interfere with performance of duties or violate University rules and should not result in embarrassment for University.
    • If you are seeking a partisan public elective office: (1) you must apply for LWOP prior to filing or announcing your candidacy; (2) you will be subject to the same University rules regarding on-campus appearances and activities as other (non-employee) candidates; (3) you must make clear that your views are not those of the University; and (4) you must terminate your employment at the University when you assume office.

Post-Doctoral Fellows, Duties, Minimum Qualifications and Compensation

Principal Investigator

  • Relevant Policies: BORP, Section 5-3, a.
  • Translation:
    • Only BOR appointees may serve as principal investigators on research proposals.

Programs, Establish New

  • Relevant Policies: BORP, Section 5-1, a.(2)
  • Translation:
    • Establishing a new academic program requires BOR approval.
    • If the program requires funds and/or positions, allow enough time to submit and process and Program Change Request.
    • No tenure-track appointments may be made to a provisional program.
    • Programs are provisional for a full cycle (4 years for baccalaureate, doctoral and research programs; 2 years for certificate, associate, and master’s programs). At the end of the provisional period (the 5th year), the program is reviewed and either granted permanent status or terminated.
    • Failure to review the program following the provisional period results in automatic termination.

Programs, Names of

  • Relevant Policies: BORP, Section 11-4
  • Translation:
    • Programs at UH-Manoa are reviewed every seven years.

Programs, Regular Review of

  • Relevant Policies: BORP, Section 5-1, a.(3)
  • Translation:
    • Programs at UH-Manoa are reviewed every seven years.
    • Faculty, administration, or the BOR may call for the review of a program at any time.

Programs, Stop-Out

  • Relevant Policies: BORP, Section 5-1, a.(3)
  • Translation:
    • The President or Chancellor may “stop-out” or disallow new admissions to a program for two years pending completion of a review.
    • Stop-out for longer than 2 years requires BOR approval.

Purchases, Authorization

  • Relevant Policies: BORP, Section 8-3.
  • Translation:
    • Sr. VPs and Chancellors authorized up to $25,000.

Radiation Safety

Relatives, Employment of

  • Relevant Policies: BORP, Section 9-4
  • Translation:
    • Includes husband-wife, parent-child, sibling, or any other familial relationship; includes BOR members.
    • Recruitment procedures must be followed to ensure hiring of best-qualified candidate.
    • If you supervise a relative, you must excuse yourself from performance reviews and all deliberations and actions that affect your relative’s economic benefits.
    • Such supervisory relationships must not inhibit operations.

Relocation Allowances

Retirement, Service Beyond Age 70

Settlements

  • Relevant Policies: BORP, Section 8-1, d.
  • Translation:
    • Office of General Counsel recommends approval to President for settlements less than $50,000.
    • Except for workers comp claims, all settlements exceeding $50,000 must be approved by BOR.

Student Loan Program, Short-Term, Guidelines and Criteria

Theses and Dissertations

  • Relevant Policies: BORP, Section 5-3, g.
  • Translation:
    • Theses and dissertations are property of the author.
    • They may be copyrighted by the author.
    • Non-copyrighted theses and dissertations are deposited in UH Library and considered to be in the common domain.

Travel

  • Relevant Policies: BORP, Section 8-7.
  • Translation:
    • President/Designees authorized to approve all travel requests.
    • Exceptions to lowest fare rule authorized by President/Designees.