CHS DCHS DIRECTORIRECTOR MMANUALANUAL

LLASTAST U UPDATEDPDATED: O: OCTOBERCTOBER 1, 2013 1, 2013

TTABLEABLE OFOF C CONTENTSONTENTS

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Program Director Responsibilities.................................................................................................................3

Organizational Charts....................................................................................................................................5

Budget............................................................................................................................................................7

Purchasing Process.........................................................................................................................................8

MWU Catalog................................................................................................................................................9

Program Website..........................................................................................................................................10

Faculty Senate..............................................................................................................................................11

Academic Assessment Plans........................................................................................................................12

Faculty Development Plan...........................................................................................................................13

Promotion in Rank and Tenure....................................................................................................................14

Committees..................................................................................................................................................15

Accreditation................................................................................................................................................16

Performance Evaluations.............................................................................................................................17

Hiring Process..............................................................................................................................................18

Time Keeping...............................................................................................................................................19

Progressive Discipline Policy (Faculty).......................................................................................................20

Progressive Discipline Policy (Staff)...........................................................................................................21

Leaves for Students......................................................................................................................................23

Leaves for Faculty........................................................................................................................................25

Please visit the Faculty Handbook for information regarding leaves for faculty........................................25

Enrollment Certification..............................................................................................................................26

Meetings.......................................................................................................................................................27

Events...........................................................................................................................................................28

LLINKSINKS TOTO K KEYEY D DOCUMENTSOCUMENTS

MWU Catalog http://www.midwestern.edu/course-catalog-home.html Student Handbook http://mwunet.midwestern.edu/administrative/SS/ssStuHandbook.htm Faculty Handbook http://www.midwestern.edu/documents.html Academic and Rotation Calendars

http://www.midwestern.edu/glendale-az-campus/academic-calendar.html CHS website http://www.midwestern.edu/chs-deans-office.html University Policies: http://www.midwestern.edu/university-policies.html

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PPROGRAMROGRAM D DIRECTORIRECTOR R RESPONSIBILITIESESPONSIBILITIES

The Program Director shall:

1. Participate actively in the teaching program and be responsible for the quality of education rendered by all core and adjunct faculty in a variety of educational settings.

2. Maintain the high quality of the didactic and clinical curriculums and ensure that the curriculum is compliant with the accreditation standards.

3. Maintain full accreditation status of the program (for those programs to which this applies); direct and organize accreditation activities.

4. After consultation with faculty, assign faculty members committee assignments, lecture responsibilities and course directorship responsibilities as appropriate based on expertise, overall workload and experience.

5. Participate in scholarly activity. The College offers Boyer's paradigm for scholarship as an example of modes of scholarship acceptable in its faculty members. Boyer describes four categories of scholarship:

Scholarship of Discovery that is aimed at developing new knowledge; Scholarship of Integration that involves the review of knowledge and creative synthesis; Scholarship of Application that uses knowledge in solving problems; and, Scholarship of Teaching that involves critical analysis of knowledge about teaching.

See the Faculty Handbook, CHS Subsection, for additional information.

6. Mentor faculty on the fulfillment of service, teaching and scholarship responsibilities and allocate program resource as needed to facilitate progress toward rank and tenure.

7. Oversee recruitment of faculty and staff and, after consultation with the faculty, make recommendations to Dean regarding faculty/staff appointments, promotions, leaves of absence, and terminations.

8. Recruitment of the number of students consistent with the enrollment target and who meet the identified criteria for admission; monitor the adequacy of the required prerequisites on an annual basis.   

9. Assure the validity and reliability of all student performance assessments.

10. Provide an annual performance assessment of the faculty and staff based on the faculty development plan or goals.

11. After consultation with faculty/staff about equipment/supplies, prepare the annual budget according

to the designated timeline and monitor the implementation of the approved budget to ensure expenses remain within budgetary limits.

12. After consultation with faculty, ensure Program policies and procedures effectively guide the implementation of the didactic and clinical education curriculums in compliance with accreditation standards.

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13. Preside at all regularly scheduled meetings of the program and effectively represent the program at external administrative meetings.

14. Enforce adherence of faculty, staff and students to the bylaws, rules, regulations and policies of Midwestern University.

15. After consultation with the faculty, annually revise the Program’s strategic plan and make recommendations to the Dean regarding the College strategic plan.

16. In the Program Director’s short-term absence, designate a faculty member to oversee these responsibilities.

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OORGANIZATIONALRGANIZATIONAL C CHARTSHARTS

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BBUDGETUDGET

Set up by campus, program and line item

Downers Grove campus: 10 Glendale campus: 30 Restricted, research- or grant-related accounts are 11, 31 or 32

Each program is assigned a budget number.

Three components: Salary (merit raises are not visible until July 1st)

Any FTE additions first have to be approved by your supervisor and the source of funds to support has to be identified (tuition, enrollment, combination); all new positions included in the budget are officially approved by the Management Team in the spring

Operating BudgetLine of expense accounts used to deliver curriculum; the amount varies between programs

Capital Budget (equipment items >$1500 and software >$500; capital money set aside and must provide justification when request; may or may not be approved

Budgets for new fiscal year due ~ November; staggered due dates for components

Use correct account number to describe purchase (even if not in budget; list of chart account numbers in Business Office)

If a program goes negative in a particular line item (like contract dollars), it is OK as long as the overall operating budget is not negative. Still apply the amount to the correct line item as it informs budget preparations for the next year.

Dr. Smith reviews and approves; then Dr. Lee reviews and approves.

Print out your budget once it is approved by Drs. Smith and Lee.

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PPURCHASINGURCHASING P PROCESSROCESS

Purchasing information can be found on the Business Services website at: http://www.midwestern.edu/business-services.html#PURCHASING

Policy for Procurement of Non Capital Expenditure http://www.midwestern.edu/Documents/protected/employee/BusSvc/Purchasing%20Policies%20and%20Procedures%20Non-Capital%20Final.pdf

Policy for Procurement of Capital Expenditureshttp://www.midwestern.edu/Documents/protected/employee/BusSvc/Capital%20Expenditure%20Policies%20and%20Procedures%20Final%209-13-12.pdf

Use for Purchasing Card for Online Purchase Request Formhttp://www.midwestern.edu/Documents/protected/employee/BusSvc/PrchsReq(0).pdf

Off-Campus Purchasing Approval Formhttp://www.midwestern.edu/Documents/protected/employee/BusSvc/OffCampusPrchsgApprvl.pdf

Business Card AZ Formhttp://www.midwestern.edu/Documents/protected/employee/BusSvc/AZ%20BC%2012-20-12.pdf

Business Card (Clinic) AZ Formhttp://www.midwestern.edu/Documents/protected/employee/BusSvc/Request%20for%203%20Clinic%20BC%206-4-13.pdf

Restrictions may apply. Contact the Dean or the Purchasing Department if you have any questions.

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MWU CMWU CATALOGATALOG

The MWU Catalog is revised each year; the revisions are due around February and the new Catalog is published in June.

Program Directors responsible for reviewing and approving all information in the program’s section of the Catalog; Directors are also required to review the CHS subsection annually.

All curricular changes must be included in the Catalog at this time; no mid-year catalog changes are permitted unless dictated by accreditation and/or loss of faculty.

For similar programs (PT-AZ & PT-IL for example), all admission requirements (including prerequisites) and graduation requirements must be identical; any changes must be agreed to and approved by both programs.

In AZ, an administrative assistant typically inputs the changes into the online system and prints a hard copy for the Dean to review.

Dr. Smith reviews and approves; then Dr. Lee reviews and approves.

Typically, the offices of Financial Aid and Admissions will submit their revisions to the Program Director/Deans by the end of October. Program Director must send their revision to Dr. Smith by mid-December. The Catalog goes through many more revisions prior to being published in May.

The Catalog Style Guide can be found in Appendix 1.

The Catalog User Guide for Authors can be found in Appendix 2.

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PPROGRAMROGRAM W WEBSITEEBSITE

Fast Facts

Directors should verify that all data on the Fast Facts section on their program’s website has an identified source. Surveys should include the percent of people responding to the survey as well as frequency and year of survey. 

For those that use the Bureau of Labor & Statistics as a reference for salary and/or employment data, the University would like a complete reference to be included:

Bureau of Labor Statistics, U.S., Department of Labor, Occupational Outlook Handbook, 2012-2013 Edition, Pharmacists, http://www.bls.gov/ooh/healthcare/pharmcists.htm (accessed 1/29/2013)

When career opportunities are listed, make sure at least one recent graduate has elected that career path. 

Program websites are updated at the time the Catalogs are updated (the Catalog data feeds into the website).

Programs can add additional information to their website, including academic policies, clinical education information, etc. See the CPG website for an example: http://www.midwestern.edu/programs-and-admission/az-pharmacy/more-about-the-program.html

“Extra” information should be coordinated through the Office of Communications.

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FFACULTYACULTY S SENATEENATEhttp://www.midwestern.edu/faculty-senate-home.html

The authority of the faculty of Midwestern University is expressed through the University Faculty Senate. The Faculty Senate shall establish, subject to approval by the Board of Trustees, the following:

1. policy relating to the academic matters of the University; and2. policy and procedure relating to the welfare of the faculty, as described in the Faculty

Handbook.

The Senate shall establish committees, standing and special, as necessary to conduct its authorized business, collect information, promote faculty interest, and express faculty opinion.

Senators: http://www.midwestern.edu/senators.html

Documents: http://www.midwestern.edu/documents.html Includes Constitution and Bylaws, University Faculty Handbook, College Handbook Subsections, Committees, and documents related to the Rank and tenure Process

Schedule: http://www.midwestern.edu/schedule-x3625.html

Minutes: http://www.midwestern.edu/minutes.html

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AACADEMICCADEMIC A ASSESSMENTSSESSMENT P PLANSLANSUUNIVERSITYNIVERSITY A ACADEMICCADEMIC A ASSESSMENTSSESSMENT C COMMITTEEOMMITTEE

http://www.midwestern.edu/oirea/accreditation.html

Although each program has sufficient latitude to design its academic assessment program, each is expected to provide evidence to the University that assessment activities relate to and follow defined learning goals. Since the fall of 2000, each program has been required to submit an annual written Academic Assessment Plan (AAP) to the University Academic Assessment Committee (UAAC) that outlines the learning goals, and the student learning outcomes, as well as the assessment methods and criteria for success, they will use in their assessment activity for that academic year.

A standard template facilitates the preparation of the AAP and can be found on the website.

A handbook that explains the use of the documents and how to fill out the forms can also be found on the website.

The compilation of individual program AAPs constitutes the University Academic Assessment Plan for that academic year. The availability of the AAP on the website facilitates cross-program sharing of ideas related to assessment of student learning.

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FFACULTYACULTY D DEVELOPMENTEVELOPMENT P PLANLAN

Prepared each year in July Developed by faculty member with oversight by program director Percentages in the different categories can change if responsibilities change Is the foundation for the performance evaluation – same categories No specific University Form; however, a template has been created that you may use

o See Appendix 3 for a FDP template for regular facultyo See Appendix 4 for a FDP template for faculty with administrative

responsibilities From the CHS Subsection of the Faculty Handbook:http://www.midwestern.edu/Documents/protected/Faculty%20Senate/CHS%20Handbook%20Subsection.pdf

Faculty Professional Development Plan

A. Definition: The faculty professional development plan is a document, developed jointly by the faculty member and the program director, which outlines the goals and duties of the faculty member for the upcoming year. It serves to foster communication between the director and faculty, to provide a framework for evaluation, and formulate short-term goals directed toward long-term career goals.

B. Process: All faculty members with a 0.5 FTE or greater will have a faculty development plan developed during an evaluation meeting with the program director by no later than June 30 each year. Faculty development plans for faculty with an appointment of less than 0.5 FTE are encouraged but optional.

C. Content: Faculty members in the College of Health Sciences at MWU, whether full-time or part-time, should exhibit qualities of excellence in teaching, scholarship, and institutional and public service. In addition, the academician should be a role model for students and health care professionals. The faculty member's development plan shall reflect the functions, duties, assignments, time commitments and all other professional activities. Faculty members in the College should exhibit a balance among the three components of an academician: teaching, scholarship, and service. However, it is recognized that the best use of professional talent may sometimes necessitate that a faculty member's contribution in one area may predominate. However, all members of the College faculty should have a minimum of 10% of their faculty time designated for each of the three components of faculty life, teaching, scholarship and service. Examples of elements for inclusion in the faculty professional development plan are listed in the Midwestern University Faculty Handbook.

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PPROMOTIONROMOTION ININ R RANKANK ANDAND T TENUREENUREMMENTORINGENTORING

MWU Faculty Handbook: http://www.midwestern.edu/Documents/protected/Faculty%20Senate/Faculty%20Handbook.pdfCHS Subsection of the Handbook:http://www.midwestern.edu/Documents/protected/Faculty%20Senate/CHS%20Handbook%20Subsection.pdf

See both the main handbook and the CHS subsection for details on promotion in rank and/or tenure.

Responsibilities of the Academic Supervisor (Program Director) for Faculty Promotion and Tenure Assessment

The academic supervisor will review the dossier in light of the recommended guidelines for promotion and/or tenure outlined in the Midwestern Faculty Handbook and the subsection related to rank and tenure in the handbook of the specific college. If the candidate’s record of academic accomplishment outlined in the dossier meets the qualifications, the academic supervisor will write a letter in support of the promotion and/or tenure. This letter and the dossier are then submitted to the Dean of the college by February 15. The dossier is to remain in the office of the Dean until April 4 when the dossier is transferred to the University President.

If the academic supervisor determines that the candidate is ineligible for promotion and/or tenure or that documentation is insufficient, the academic supervisor must notify the candidate of the specific deficiencies by February 8. Notification of the candidate requires a signed return receipt. A copy of all correspondence on this matter shall be forwarded to the college Dean.

If the Dean of the college determines that the dossier should not be reviewed by the Committee on Rank and Tenure because the documentation is insufficient and/or the candidate is ineligible for promotion, the candidate must be notified of this decision by Feb 27. This notification requires a signed return receipt. The dossier and related documents will be available for review by the college Committee on Rank and Tenure March 1 of the year in which promotion is sought.

Overview of the Rank and Tenure Application Process: http://www.midwestern.edu/Documents/protected/Faculty%20Senate/Overview%20of%20RT%20Application%20Process.pdfRank and Tenure Application Checklist: http://www.midwestern.edu/Documents/protected/Faculty%20Senate/RT%20Application%20Checklist.pdf

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CCOMMITTEESOMMITTEES

Description of Committees: http://www.midwestern.edu/Documents/protected/Faculty%20Senate/CommitteeSystems.pdf  

Committee Assignments: http://www.midwestern.edu/Documents/protected/Faculty%20Senate/CommitteeAssignments.pdf

The four types of standing committees for each CHS program are: Accreditation Self-Study and Assessment Committee Admissions Committee Academic Review Committee Education Committee

See the documents above for the charge of the committees, membership, and other descriptions.

Minutes from each of these meetings should be sent to the Dean and Assistant Dean.

Appendix 5 contains a timeline for the Academic Review process, which must be followed.

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AACCREDITATIONCCREDITATION

http://www.midwestern.edu/home.html

Midwestern University continues its Mission of dedicating "the institution and its resources to the highest standards of academic excellence," and most of the University's academic programs have sought professional accreditation in pursuit of that goal.  Each program receives its accreditation on a cyclical basis.  Some programs have as few as four years between renewals, while others have as many as 10.  When any program is scheduled for renewal, it must undertake a self-study process in which the University's program is comprehensively measured against the published accreditation criteria from the governing agency.

Several guidelines are provided to aid in the process of preparing the self-study report:

The Midwestern University Style Guide is designed to help prepare copy in a manner consistent with the Midwestern University style.  The guide is instrumental in ensuring that the final report is stylistically uniform in format, grammar, and usage.http://www.midwestern.edu/Documents/protected/acreditation/MWU%20STYLE%20GUIDE.pdf

The Tips and Guidelines for Writing an Evaluative Report is a reference for writing an evaluative report.http://www.midwestern.edu/Documents/protected/acreditation/Writing%20Narrative%20Reports.pdf

The Site Visit Check List is a helpful tool when coordinating tasks necessary for the actual site visit.http://www.midwestern.edu/Documents/protected/acreditation/Accreditation%20Suite%20Site%20Visit%20Check%20List%20and%20Phone%20info.pdf

Programs must notify the CHS Dean’s office of all accreditation-related notices or reports that are due. For annual reports and self-studies, the Dean’s Office will create a timeline for the program to ensure that the report is completed on time for review. Prior to submittal, and after the program director has approved, each accreditation report is reviewed by the CHS Assistant Dean, the Dean, the VP, and the CEO. Self-studies are also reviewed by Marian O’Brien, the University’s accreditation expert. Full self-studies typically must be completed three months prior to the due date to accommodate all of the reviews.

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PPERFORMANCEERFORMANCE E EVALUATIONSVALUATIONS

To locate the Performance Evaluations forms, go to http://www.midwestern.edu/current-employees/forms.html

Faculty: use the Faculty Review form Faculty with Administrative Responsibilities: use the Faculty Administrator Review

form Program Director: use the Chair/Program Director Review form Staff (annual): use the Staff Review form

o Staff also have the option of submitting a self-assessment to their direct supervisor. Use the Staff Self-Assessment Form for this.

Staff (90-day review): use the 90 Day New Staff Feedback form

For faculty:

Three categories: teaching, service, scholarship (and administrative if relevant). These items are detailed in the Faculty Handbook, found at: http://www.midwestern.edu/Documents/protected/Faculty%20Senate/Faculty%20Handbook.pdf

Based on accomplishments listed in Faculty Development Plan (FDP) that are prepared the previous July: the percentages identified in FDP are the percentages used to calculate evaluation score in faculty performance evaluation.

Should include data to back up comments (student evaluations; peer review, publications, etc).

Use to document scholarship each year; important for rank and tenure; if not producing scholarship mention contributing factors in evaluation (presentation of or participation in continuing education conference or lecture not considered a person’s scholarly agenda)

Recommend development of a rubric for evaluation of faculty.

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HHIRINGIRING P PROCESSROCESShttp://www.midwestern.edu/current-employees.html

Recruitment policies: http://www.midwestern.edu/current-employees/recruitment-policies.html

Resources for Managers: http://www.midwestern.edu/current-employees/resources-for-managers.html

Temporary - Staff: http://www.midwestern.edu/current-employees/temporary---staff.html

Adjunct: http://www.midwestern.edu/current-employees/adjunct.html

New Hire Onboarding: http://www.midwestern.edu/current-employees/new-hire-onboarding.html

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TTIMEIME K KEEPINGEEPING

The University keeps track of time worked, vacation, etc through Ceridian. The following presentation for exempt, salaried employees will show you how to enter your time through this system.

http://www.midwestern.edu/Documents/protected/employee/HR/TimeProCeridianSalaried8_29_12_2.ppt

The Ceridian Time Pro Reference Guide can be found in Appendix 6.The Ceridian Top 10 Questions can be found in Appendix 7.

You are also responsible for signing your faculty and staff online timecards and overseeing the time off your employees take. If you would like your faculty and staff to submit a form to you when they want to take vacation time or other time off, you may use the following form or create your own. http://www.midwestern.edu/Documents/CHS%20Dean/Vacation-Flex%20Time%20Off%20Form%203-10-11.doc

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PPROGRESSIVEROGRESSIVE D DISCIPLINEISCIPLINE P POLICYOLICY (F (FACULTYACULTY))

Found in the Faculty Handbook (section on Separation): http://www.midwestern.edu/Documents/protected/Faculty%20Senate/Faculty%20Handbook.pdf

When possible, discharge for cause will be preceded by a written warning by the dean (or program director) describing the alleged problem and warning that the faculty member's contract status is in jeopardy. If relevant, the warning will stipulate a period of time within which correction of the alleged problem is expected. If the faculty member does not contest the allegation and fulfills his/her duties, the matter is settled. If the faculty member fails to correct the behavior, discipline will be applied up to and including discharge or suspension.

The initial and/or final action by the President may be temporary suspension, rather than outright discharge. The President makes the recommendation for suspension to the Board of Trustees. The Board of Trustees has the final decision. Such suspension may not last beyond a full year, but may entail the total or partial discontinuance of all salaries and benefits, the suspension of all promotion, tenure, and salary increments and the temporary suspension or withdrawal of all faculty privileges.

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PPROGRESSIVEROGRESSIVE D DISCIPLINEISCIPLINE P POLICYOLICY (S (STAFFTAFF))

This and other HR policies can be found on the HR website at: http://www.midwestern.edu/current-employees/policies.html#P

PURPOSE: To define and specify the method for administering discipline in the treatment of employee behavioral problems. This procedure offers guidelines for disciplinary measures, which may or may not be followed. As an employer-at-will, Midwestern University reserves the right to terminate an employee at any time, with or without cause and with or without notice.Although the procedure outlined below will typically be followed, in instances involving serious offenses or employees who consistently act to the detriment of Midwestern University, immediate termination remains an option.

POLICY:A. Violations of University and College policies and procedures shall result in progressive disciplinary action, according to the frequency, seriousness and circumstances of the offense (refer to Progressive Discipline Procedure). In general, the steps of progressive discipline include:

(1) First Warning (verbal)(2) Second Warning (written)(3) Third Warning - Suspension (without pay)(4) Discharge

B. In most instances, the progressive disciplinary steps set forth in this policy will be followed in disciplining employees for misconduct. When, in the opinion of administration, employee misconduct is of such a severe nature as to make warnings (First Warning, Second Warning) inappropriate, the usual progressive disciplinary steps will not be used. Such employees shall be subject to suspension from work without pay or discharged. In such instances, the decision to forgo the use of progressive disciplinary steps must be approved by the appropriate department chairman, or Dean, the Human Resources Department, and the Executive Vice President.C. Progressive discipline shall ordinarily be conducted as follows:(1) First Warning - VerbalIssued by immediate supervisor in a confidential conference to an employee for a first violation of a University policy or procedure.(2) Second Warning - Written Issued by immediate supervisor in a confidential conference to an employee for repetition of infraction(s) for which there has been past disciplinary action.(3) Third Warning - suspension, without pay a) Issued by the Dept. Head, with the Director of Human Resources or Executive Vice President in attendance, in a confidential conference for repetition of infraction(s) for which there has been past disciplinary action or a First and Second Warning or for commission of a first infraction of a serious nature. b) Suspension consists of the temporary removal of an employee from the work schedule (without pay). c) Generally, the suspension period is at least three (3) work days. There may be instances where employees may be suspended for longer periods in lieu of immediate termination pending the completion of an investigation. In such instances, the decision to suspend for a longer period must beapproved by the appropriate department chairman, Dean, the Human Resources Department, and Executive Vice President.

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(4) DischargeAn employee shall be discharged for repetition of the same infraction(s) for which there has been past disciplinary action where a First (1st) and Second (2nd) warning as well as a suspension are given, commission of a first infraction of a serious nature, or numerous assorted disciplinary actions. a) The Director, Human Resources and the Executive Vice President must approve all discharges prior to any action being taken.D. An employee may appeal any disciplinary action by filing a grievance (refer to Grievance Policy and Procedure).E. All disciplinary actions shall be documented on a Disciplinary Action Form and retained in the employee's file in the Human Resources Department.F. If no further disciplinary action for like infractions is issued for 365 calendar days following the date of the last disciplinary action, the progressive discipline process shall return to the first step. All previous Disciplinary Action Forms remain in the employee's personnel file.

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LLEAVESEAVES FORFOR S STUDENTSTUDENTSFound in the MWU Catalog

http://www.midwestern.edu/course-catalog-home/glendale-az-campus-.html

There are two types of leaves of absence: mandatory and voluntary. A student may be put on a mandatory leave of absence for academic, medical, or administrative reasons. Alternatively, a student may voluntarily request to take a leave of absence for bereavement, jury duty, maternity leave, medical reasons, military duty, or other personal reasons.

Withdrawal from One or More CoursesAny student who wishes to withdraw from one or more courses must first receive approval from their respective course directors. Following approval by the course directors, the withdrawal must be approved by the Program Director, if applicable, and by the College Dean. The student must complete a course add/drop form, which can be obtained from the Office of the Dean or the Registrar's website. If approval is granted, the student receives one of the following grades: "W" (Withdrawal), "WF" (Withdrawal/Failing), or "F" (Failing). A course dropped by the first Friday of the course will not appear on the student's transcript. A course dropped after week one through completion of 50% of the course will receive a "W". A course dropped after 50% and up to 80% of the course is completed will receive a "W" if the student has a passing average in the course at the time of withdrawal or a "WF" if the student has a failing average in the course at the time of withdrawal. A "WF" may be considered as a failure by an Academic Review/Promotion Committee. An "F" grade can also be given if a student withdraws after 80% of a course is completed and the student has a failing average in the course at the time of withdrawal. No course may be dropped after the last day of classes. No withdrawals are allowed during the final examination period. The course director is responsible for submitting the correct grade or grade notation. Approval for withdrawal from a core curriculum course is granted only for extraordinary circumstances. Students should be aware that withdrawal from a core course may result in a significant extension of the students' professional program and may alter financial aid assistance. In the case of CCOM courses that span two or three full quarters with a single grade assigned at the end of the course, students may withdraw from the course during any of the quarters in which the course is administered. If the assigned grade at the time of withdrawal is a "WF", the grade of "WF" will be considered a grade equivalent for all completed quarters of the course as well as the quarter during which the withdrawal was initiated.

Time at Which Course Withdrawal is Requested

Course Grade at the Time of Withdrawal

Action

Prior to first Friday of the course

N/A No grade - course does not appear on the transcript

Up to 50% of the course is completed

N/A W

Greater than 50% and up to 80% of the course is completed

PassingFailing

WWF

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Greater than 80% of the course is completed

PassingFailing

WWF or F

Withdrawal from the College/UniversityThe decision to withdraw from the University is a serious matter. Any student who withdraws from a college or a program is dropped from the rolls of the University. As such, if he/she decides at some later date to reenter the program, he/she must reapply for admission and, if accepted, assume the status of a new student.

Students contemplating withdrawal must inform the Program Director, if applicable, and the Dean of the decision to voluntarily withdraw and voluntarily relinquish his/her position in the program. The student must contact the Office of the Dean and must complete the appropriate clearance procedures. The withdrawal process includes the clearing of all financial obligations of MWU (including the mailroom, clinical education, library, security, housing, etc.) and a financial aid exit interview. If the withdrawal occurs before the completion of a course, the student must complete a course add/drop form. The student will receive one of the following grades: W (Withdrawal) or WF (Withdrawal/Failing) or F (Failing). If the student completes the course before withdrawing, a final grade will be assigned. Following completion of these withdrawal procedures, the designation "Withdrawal" will be placed in the student's permanent record. The designation "Unofficial Withdrawal" is placed in the permanent record of any student who withdraws from his/her program without complying with the above procedures. For more information, see the Financial Aid sections on Notification of Withdrawal and Tuition Refund Policies.

Procedure when a student requests a leave of absence or withdrawal

1. Student should meet with the Program/School Director to discuss the situation.2. The student should send an email or write a letter addressed to the Dean and Program/School

Director stating a brief reason for the leave or withdrawal as well as the exact dates of the leave or the effective date of the withdrawal.

3. The Program/School Director should forward a copy of the email/written letter to the Assistant Dean.

4. If the LOA is for a medical reason, the student should provide a letter from their physician stating the physician’s support for the medical leave. The letter must be on the physician’s letterhead or prescription pad and must be signed by the physician. Faxed letters are acceptable and should be faxed to the Dean’s Office at 623/572-3610.

a. If the faxed physician’s letter is received in the Program/School office, a copy should be forwarded to the Assistant Dean.

5. If the LOA or W is between quarters or within the first two weeks of the quarter:

Student should be instructed to meet (either in person or by phone) with the Assistant Dean to formalize and initiate the LOA/W. Program staff should call the Assistant Dean to let her know the student is on their way or the student should call the Assistant Dean to schedule an appointment.

The student should be instructed to bring the following items to the meeting with the Assistant Dean:

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o Mail key (must return for all withdrawals and long-term leaves (90 days or greater)

o ID badge (must return for all withdrawals)

~~OR~~

If the LOA or W is between the start of the 3rd week of the quarter and the end of the quarter:

Between the start of the 3rd week of the quarter and the end of the quarter, the add/drop form must be completed. The Program/School can elect to complete the form for the student or have the student complete it themselves. All courses must be listed and must have both a grade circled (W or WF) and the signature from the instructor who taught the course. The student and Program/School Director should sign, and the completed form should be taken to the student meeting with the Assistant Dean. The add/drop form can be found at: http://www.midwestern.edu/Documents/Faculty%20Forms/MWU%20Add_Drop%20Form.pdf. It may be completed by hand or online.

6. Student should be instructed to meet (either in person or by phone) with the Assistant Dean to formalize and initiate the LOA/W. Program staff should call the Assistant Dean to let her know the student is on their way or the student should call the Assistant Dean to schedule an appointment.

The student should be instructed to bring the following items to the meeting with the Assistant Dean:

o Completed add/drop form (with the exception of the Dean’s signature, which will be obtained once the student submits the form to the Assistant Dean)

o Mail key (must return for all withdrawals and long-term leaves (90 days or greater)

o ID badge (must return for all withdrawals)

LLEAVESEAVES FORFOR F FACULTYACULTYFound in the Faculty Handbook: http://www.midwestern.edu/Documents/protected/Faculty

%20Senate/Faculty%20Handbook.pdf

Please visit the Faculty Handbook for information regarding leaves for faculty.

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EENROLLMENTNROLLMENT C CERTIFICATIONERTIFICATION

Should be completed during the second week of the quarter.To make sure that registration is accuratebe aware of students that have gone on leave or are coming back from a leave…these students must be registered appropriately.registration is tied to tuition and how much students are charged. For the students sake, we need to make sure they are charged appropriately.Course directors will receive an email and will be directed where to go on the website to certify enrollment. Reminder notices will be sent, and the Dean’s Office will also follow-up.

This is MANDATORY and must be accomplished in a timely manner.

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MMEETINGSEETINGS

Town Hall (quarterly)The President/CEO provides campus updates to faculty, staff and students and answers questions

Bagel Breakfast with Dr. G (annually, typically in January or February)This is an opportunity for the CHS program directors to give a brief presentation to Dr. G about the positive things that are happening in the program – could be about faculty, scholarship, curricular changes, etc.

Journal clubsVarious journal clubs meet monthly; faculty can attend if they are interested. Invitations to attend will be sent via email.

Faculty RetreatHeld annually, typically at the end of the winter quarter.

Individual Meetings with the Dean (weekly) CHS Program Director Meetings (monthly) CHS Program Director Retreats (annually, typically in the fall)

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EEVENTSVENTS

White Coat Ceremony – beginning of October Graduation Banquet/Graduation – either in May or August, depending on the program. See

the academic calendar for graduation dates. Employee Recognition Dinner – mid-September Bright Lights/Shining Stars – mid-October Chippin’ in for Students Golf Tournament – March/April MWU Faculty/Staff Thanksgiving Breakfast – mid November MWU Faculty/Staff Holiday Luncheon – mid-December

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CCONTACTONTACT I INFONFO FORFOR S SUPPORTUPPORT D DEPARTMENTSEPARTMENTS

Accreditation & Support ServicesThe Office of Accreditation & Support Services plays a vital role in the self-study process.   This office maintains and utilizes its resources to provide administrative support, evidentiary documentation, and advisement on final document preparation and eventual submission to all of the University's academic programs.  The Director sits on many of the self-study committees to guide the process, answer essential, recurring questions, and facilitate compilation of substantiating materials.  The office reviews all documents for consistency, style, and accuracy prior to the President's final review and approval.  In many cases, the office also integrates drafts, edits, and produces in its entirety the report submitted to the accrediting body.

Business Services This site provides various forms and policies for anything having to do with expenses, accounts payable, payroll, purchasing, and travel. Looking for the Expense Policy? You’ll find it on this site. You’ll also find the Off-Campus Purchasing Approval Form, your allowance for meals and incidentals when traveling, and your travel budget for conferences.

Centralized Office of Experiential Education (OEE)Visit the COEE site to find forms and policies regarding affiliation agreements, international rotations, and student compliance auditing. This site also provides training documents for the COEE Centralized Database, for affiliation agreement, and more.

Clinical Skills and Simulation Center (CSC)The CSC provides services to the University in the area of healthcare simulation education and assists University colleges and programs in identifying opportunities for improvement, innovation, implementation and integration of patient simulation technology into existing healthcare curricula.

CommunicationsThe Office of Communications is a collaborative team of professionals with expertise in communications, graphic design, web development, printing and publications, media relations, and alumni relations. This office consists of four units – Marketing, Publications, Media Relations, and Special Events. On this site, you’ll find the Midwestern University Style Guide, which addresses some of the most common style questions you may have and is composed of a grammatical topics section and graphical topics section, and more. You’ll find online communications-related forms (Community Group Event, Continuing Education Event, and Special Event) at https://online.midwestern.edu/employee/index.cgi

Copy CenterSubmit projects to the Copy Center on this site. Try to give the Copy Center at least 48 hours to complete your project. Also, remember that it only costs $0.02 to have a job copied in the Copy Center versus $0.10 to print it on your departmental printer, so please use the services of the Copy Center as often as possible.

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Development and Alumni RelationsThe Office of Development & Alumni Relations serves to strengthen the bond between alumni and their respective colleges as well as invite, encourage and inspire the alumni to support their alma mater through charitable giving. In addition, we are eager to provide the necessary support to help programs identify, cultivate and solicit gifts and sponsorships from outside organizations, corporations and foundations. You’ll find the Donation Request Approval Form and the Gifts in Kind Approval Form on this site.

Emergency Response Team (ERT)Who are the ERT members on each campus? What is the University’s Emergency Response Plan? What should I do if there is a lockdown on campus? Find answers to those questions and more on this site.

Faculty SenateOn this site, faculty can access the Faculty Handbook, a description of all Program, College, and University committees, and committee assignments.

Human Resources (HR)HR provides services to the University in recruiting and training, administration of compensation and benefits, administration of policies and procedures, faculty related issues, and employee relations. HR also assists departments in meeting their staffing goals, managing job performance, and interpreting policy.

Information Technology Services (ITS)Visit the ITS site to learn more about Blackboard and CARS (and how to submit Project Request Forms), ID cards, and the Student Response System (“clickers”).

LibraryThe Library’s collection ranges from print to electronic resources and includes a variety of databases. The Library specializes in information for the professional and student health care provider. Library staff welcomes library users over 100 hours per week. Search for ebooks and ejournals, learn how to gain off-campus access to the Library, and learn how to order materials on this site.

Media ResourcesMedia Resources offers a number of services, including the creation of ID badges, audio visual support, photography, and video services. You can complete the A/V Set-Up Request Form and reserve equipment on this site.

MWU ClinicsAs community-based clinics we are committed to providing the services our patients need with convenience they can’t get anywhere else. Our Multispecialty Clinic provides six service areas under one roof. Our Dental and Eye Institutes provide quality care while educating tomorrow’s healthcare team.

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Office of Institutional Research and Educational Assessment (OIREA)The primary function of OIREA is to serve the needs of the University for the design, collection, and assessment of institutional data that facilitate evidence-based decision making. OIREA coordinates the University's comprehensive learning assessment program which tracks and benchmarks direct evidence of student learning - evidence such as student performance on professional licensure and certification examinations.

Office of Research and Sponsored Programs (ORSP)ORSP is charged with providing research assistance to the Midwestern University community by identifying funding sources, assisting in proposal budget preparation, reviewing and endorsing proposals, negotiating contracts/ agreements/Material Transfer Agreements, providing intramural funds, interpreting guidelines and promoting compliance with agency and University policies. The ORSP is dedicated to facilitating the research and research-related programs of faculty, administration, students and staff at Midwestern University. On this site, faculty will find useful information, including funding opportunities, IRB procedures, and the grants application process.

RegistrarThe Registrar’s Office works in partnership with students, alumni, faculty and staff to provide information and resources regarding academic records, calendars, block schedules and registration to provide a seamless transition from matriculation through the alumni years. You can find the Add/Drop Form on this site.

Risk ManagementRisk Management assists the University community in identifying, managing and mitigating risk and ensuring risk management processes are integrated into the University's practices, operations, and activities.  One of its objectives is to improve the effectiveness of risk management and control processes at the University. 

Safety & SecurityIf you have a visitor coming to campus, please complete the Visitor Registration Form found on this site. You can also read about traffic/parking regulations on this site.

Student ClubsFor a list of clubs and organizations at the Glendale Campus, go to:http://www.midwestern.edu/Glendale_AZ_Campus/Student_Life.html#recreation

Student Financial ServicesVisit this site for information related to financial aid, including the cost of attendance, exit counseling, scholarships, and refund dates.

Student ServicesThe Office of Student Services provides and oversees many services for MWU students, including: housing; student activities; student government; community outreach; counseling; tutoring; insurance; immunizations; and testing and learning strategies.

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