Date of Current Revision: March 2017
Primary Responsible Officer: Provost and Senior Vice President for Academic Affairs
James Madison University recognizes the important contributions to the institution that have been made by faculty members who rendered many years of dedicated service before retirement. This policy is designed to provide procedures for the appointment of emeritus status for faculty members at the university.
The Board of Visitors has been authorized by the Commonwealth of Virginia to govern James Madison University. See Code of Virginia § 23.1-1600. The Board has delegated the authority to manage the president.
Administrative & Professional Faculty
Administrative faculty and professional faculty are normally referred to collectively, as both require advanced learning acquired by prolonged formal instruction and/or specialized training and work experience. However, the university recognizes administrative faculty and professional faculty as distinct position types.
Administrative faculty positions are generally senior administrators who perform work related to the management of the educational and general activities of the university for at least fifty percent of their work. Typically, administrative faculty serve in executive leadership roles such as vice president, provost, vice provost, dean, assistant or associate vice president, assistant or associate vice provost, or assistant or associate dean. Other administrative faculty roles can include (1) those responsible for the administrative direction of separately designated divisions or departments of institutional activity; (2) positions whose primary responsibility is to attract external funds; or (3) positions that are characterized by active, continuing involvement in formulating, interpreting and implementing institutional policy and exercise substantial independence, authority and discretion in areas such as program planning, design and allocation of resources. The organizational reporting relationship for administrative faculty is normally not lower than three levels below Executive Council positions. For Academic Affairs, this would include: Vice Provost/Dean (level 1), Academic Unit Head/Director (level 2) and Associate Director (level 3).
Professional faculty require advanced learning and experience acquired by prolonged formal instruction and/or specialized work experience. Typical professional faculty positions are librarians, counselors, coaches, physicians, lawyers, engineers and architects. Other professional positions may support education, research, university life and other such activities. Professional faculty positions must require the incumbent to regularly exercise professional discretion and judgment and to produce work that is intellectual and varied and is not standardized.
For the purposes of this policy, a person who is categorized either as instructional faculty or administrative & professional faculty.
The members of the faculty who have responsibilities that include teaching, research and service as the majority of their duties.
The person who initiates a recommendation that a faculty member be granted emeritus status.
This policy applies to all emeritus faculty appointments, including instructional faculty, as well as administrative and professional faculty.
In appropriate cases, retired faculty members may be recognized by the award of emeritus faculty status. Emeritus faculty status is a privilege and not a right, and it is awarded at the discretion of the university. No faculty member is entitled to emeritus status, and emeritus status may be removed by the university at any time for any reason.
6.1 Eligibility for Instructional Faculty
A retired instructional faculty member is eligible for appointment to emeritus status if the individual has served full-time for a minimum of 10 years on the James Madison University faculty; has attained the academic rank of Lecturer, Assistant Professor, Associate Professor or Professor; and has retired from James Madison University in good standing.
6.2 Eligibility for Administrative and Professional Faculty
A retired administrative and professional faculty member is eligible for appointment to emeritus status if the individual has served full-time for a minimum of 10 years at James Madison University and has retired from James Madison University in good standing.
6.3 Posthumous Eligibility
A faculty member may be approved for emeritus status posthumously, whether death is prior to retirement or after. If prior to retirement, the faculty member is eligible for emeritus status if all criteria, other than retirement in good standing, are met.
6.4 Rank as Emeritus
The emeritus rank will be that held by the faculty member at the time the written nomination is approved.
An emeritus faculty member has many of the same rights and privileges to use university facilities and to participate in university activities as an active full-time faculty member. These include the use of recreational facilities, use of the libraries, access to university dining services meal plans, bookstore discounts, a JACard, an email account, on-campus waiver of tuition, listing in the catalog and other appropriate publications and participation in appropriate university events.
Emeritus faculty members do not normally receive remuneration, although they may be hired by the university on a part-time basis for a limited time. Emeritus faculty members who are not employed by the university will have affiliate status. See Policy 1337-Affiliates.
Retiring faculty members who have been granted emeritus status will be eligible for membership in the James Madison University Emeriti Association. They are also eligible to obtain a limited-use emeritus parking decal.
6.6 Procedures for Appointment
Emeritus appointments are made by the Board of Visitors upon the recommendation of the president. Nominations for instructional faculty appointments to emeritus status are made by the appropriate academic unit head to the president through the dean and the provost. Nominations for A&P faculty appointments to emeritus status are made by the faculty member’s supervisor to the president through the administrative line of authority, including the appropriate vice president. The president will nominate vice presidents for emeritus status.
6.6.1 Nominator contacts Human Resources to confirm faculty member’s eligibility. A separation PAR/ePAR must be submitted to HR prior to completing the Recommendation for Emeritus Status Request form.
6.6.2 Nominator completes the Recommendation for Emeritus Status form online and submits to his/her dean and vice president after confirming eligibility, and states reasons for nominating the staff member.
6.6.3 Vice president approves the Recommendation for Emeritus Status form by signing and submitting the form to the president’s office for approval, or denies the request by sending the request form back to the dean and nominator indicating denial.
6.6.4 If approved: The president’s office verifies hire date, retirement date and address of faculty member with Human Resources. The president’s office creates the letter of approval and submits it to the president for signature.
- The letter indicates the nomination is pending Board of Visitor approval.
- The nominated faculty member’s name will appear on the Personnel Action Report for approval of emeritus status at the board meeting where his/her resignation also appears on the Personnel Action Report.
- Following the Board meeting where approval has been finalized, the president’s office will send an email to the recipient confirming the approval and copy the offices that received the original emeritus status letter.
If denied: The nomination form is returned by the president’s office to the vice president, indicating denial. The vice president notifies the nominator, who notifies the nominee. The nominating office also submits the JMU Affiliate Service Request form to revoke the original privileges that were granted by the president’s letter.
6.6.5 Once the status has been approved by the president and the nominating office has received the copy of the letter, that office should initiate the Affiliate Service Request form for emeritus status, indicating the effective date as the date of retirement.
6.6.6 Payroll Services designates the person as emeritus in the Human Resources Management System (HRMS) after receiving the Affiliate Service Request form submitted for the retiring faculty member by the nominating department.
Emeritus requests will not be processed until a separation PAR has been processed by Payroll and entered into the HRMS.
6.6.7 The nominating office will complete an Affiliate Service Request form for the faculty member, even if the faculty member will be hired by the university on a part-time basis for a limited time.
6.7 Duration of Appointment
Emeritus status is normally granted on a permanent basis; however, emeritus status may be removed by the university at any time for any reason, and an emeritus faculty member has no legitimate expectation for the status to be continued.
6.8 Removal of Appointment
Emeritus appointments may be removed at any time at the discretion of the university. A recommendation to remove emeritus status may be made by the appropriate academic unit head, director, dean or associate vice president to the appropriate vice president. The vice president’s recommendation on the removal of status will be sent to the president. Appropriate circumstances are not limited to misconduct.
6.8.1 If the president approves the recommendation for removal of emeritus status, a letter will be sent to the faculty member by the vice president indicating the removal of emeritus status, pending approval by the Board of Visitors.
6.8.2 A copy of the notification letter by the vice president will be sent to the original nominating department, at which time that department will complete an Affiliate Service Request form to terminate the faculty member’s emeriti services.
For instructional faculty, the academic unit head is responsible for nominating a retired faculty member in the academic unit for emeritus status and for recommending removal of such status in appropriate instances.
For instructional faculty, the dean is responsible for making a recommendation on the nomination for emeritus status to the provost and senior vice president for academic affairs, and for making recommendations concerning removal of such status.
For administrative and professional faculty, the faculty member’s supervisor is responsible for nominating a retired faculty member in his/her department for emeritus status, and for recommending removal of such status in appropriate instances. For administrative and professional faculty, the AVP or dean over the retired faculty member is responsible for making a recommendation on the nomination for emeritus status to the appropriate vice president, and for making recommendations concerning removal of such status.
The appropriate vice president is responsible for making a recommendation on the nomination for emeritus status to the president and for recommending removal of such status in appropriate instances. Once approved by the president, the vice president is responsible for notifying the faculty member of the award of emeritus status, and for notification of removal of such status.
The president is responsible for recommending emeritus status for a faculty member and for recommending removal of such status to the Board of Visitors in appropriate instances.
The Board of Visitors is responsible for granting and removing emeritus status.
This policy does not address the emeritus staff designation. See Policy 1318.
The authority to interpret this policy rests with the president.
Previous version: April 2016
Approved by the President: April 2016