CHAPTER 1 : BYLAWS OF THE FACULTY OF Engineering and
Architecture
ARTICLE I.
ORGANIZATION OF THE FACULTY
Section 1.
Composition of the Faculty
The Faculty of Engineering and Architecture hereafter referred to as "The
Faculty" is an integral part of the American University of Beirut. It is composed
of the officers of the Faculty, and academic personnel of the Faculty.
Section 2.
Officers of the Faculty
Officers of the Faculty shall include the following:
the President of the University
the Provost or the Vice President for Academic Affairs, ex-officio.
the Dean of the Faculty
the Associate and Assistant Deans
the Registrar of the University, ex officio
the Director of Admissions, ex officio
the University Librarian, ex officio
Section 3.
Academic Personnel of the Faculty
The Academic personnel of the Faculty shall consist of:
Professors
Associate Professors
Assistant Professors
Senior Lecturers
Lecturers
Research Associates
Instructors
Assistant Instructors
Research Assistants
Section 4.
Academic Units
The Faculty shall be organized into academic units which include Centers,
Departments, Institutes, Programs, or Schools, as defined in Article IV, Section
1.
Section 5.
Standing Committees
The following shall be the standing committees of the Faculty:
Academic and Curriculum
Administrative
Admissions
Advisory
Graduate Studies
Library
Research
Student Affairs
Student Financial Aid
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ARTICLE II.
THE FACULTY
Section 1.
Prerogatives and Duties
a)
b)
c)
d)
e)
Section 2.
Subject to the provisions of the Corporate Bylaws, Rules and Regulations
and the established general policies of the University, the Faculty through
its internal organization shall determine its own academic policy and shall
have authority to direct its own affairs.
The Dean shall refer actions by the Faculty that may affect either the
financial commitments of the University, or the academic policy of the
University as a whole, to the President and the Provost for consideration.
The Faculty shall have the right to review any action by any committee of
the Faculty (with the exception of actions of the Advisory Committee
concerning individual faculty members and other confidential matters)
and, if it deems fit, to refer such action back to that committee for
reconsideration. If the Faculty rejects an action after its reconsideration
by a committee, then it becomes the responsibility of the Faculty itself to
take action.
It shall vote to recommend to the Senate candidates for degrees in the
Faculty.
It shall elect representatives to the Senate, to the Faculty and University
Committees.
It shall act on other matters referred to it by the Dean.
Meetings
a)
b)
c)
d)
e)
f)
g)
The Dean shall call regular meetings of the Faculty at least three times a
year. A written notice with a stated agenda shall be sent to Faculty
members at least four working days prior to the date of the meeting.
Special meetings shall be called by the Dean, at her/his discretion, or at
the written request of five voting Faculty members, with a stated agenda.
The Dean or her/his designate shall chair all Faculty meetings.
The Dean shall appoint a secretary for meetings of the Faculty, on a
yearly basis, from among the voting faculty.
The voting Faculty shall consist of all non-visiting full-time faculty
members of professorial ranks.
Voting in Faculty meetings shall be limited to faculty members actually
present at the meeting.
A majority of the voting Faculty, exclusive of those on leave, sabbatical or
duty outside Lebanon, shall constitute a quorum. In the absence of a
quorum, another meeting to consider the same agenda shall be called
within two weeks at which voting members present shall constitute a
quorum, provided that all members of the Faculty shall have had notice
in accordance with the call for regular meetings.
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ARTICLE III
OFFICERS OF THE FACULTY
Section 1.
The Dean of the Faculty
a)
Appointment
In accordance with Article VI of the Corporate Bylaws of the American
University of Beirut, the Dean is appointed by the Board of Trustees on
the recommendation of the President. The initiative for the appointment
of a Dean, and her/his continuation in office, rests upon the
recommendation of the President.
The recommendation for
appointment or continuation in office shall be made after consultation
with full-time Faculty members especially those on indeterminate
appointment and those in the rank of professor who are not on leave or
on sabbatical.
For absences of the Dean lasting for three months or more, an Acting
Dean shall be appointed by the President upon the recommendation of
the Dean and after consultation with the Advisory Committee. For
shorter absences, the Dean shall appoint an Acting Dean from the voting
Faculty.
b)
Duties, Responsibilities and Prerogatives of the Dean.
The Dean, as the responsible academic and executive head of the Faculty,
shall have her/his duties, responsibilities and prerogatives defined by the
Board of Trustees, the President and the Provost. Within the Faculty,
her/his duties, responsibilities and prerogatives shall include at least the
following:
1. S/he shall be responsible for the execution of Presidential directives
and the policies and enactments of the Faculty.
2. S/he shall be responsible for the development of the Faculty as
regards academic programs, curricula, academic personnel, student
body and physical facilities.
3. S/he shall, after consultation with the department concerned and the
Advisory Committee, take action or make recommendations to the
appropriate authorities in all matters pertaining to appointment,
reappointment or non-reappointment, promotion, appointment to
indeterminate status, sabbatical leave and leave of absence.
4. S/he shall prepare the budget proposal for the Faculty after
consultation with the Chairpersons and Directors of academic units.
5. S/he shall prepare an Annual Report, which shall be submitted to the
President and distributed to all academic units of the Faculty.
6. S/he shall make appointments to all committees other than
committees elected by the Faculty.
7. S/he shall be the Chairperson of Faculty meetings.
8. S/he shall have the prerogative of final action on all committee
decisions.
9. S/he shall be empowered to determine which decisions of the
committees of the Faculty shall be in the form of actions and which
shall be regarded as recommendations to the Faculty.
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10. S/he shall submit to the Faculty for approval any committee decision,
which reverses or modifies previous Faculty action.
11. S/he shall appoint Chairpersons and Directors of academic units in
accordance with the provisions of Article IV of these Bylaws.
12. S/he shall make known to academic units all administrative actions
affecting their units.
13. S/he shall keep the Faculty informed of University decisions.
Section 2.
Associate and Assistant Deans
The Dean may appoint Associate Deans, Assistant Deans after consultation with
the Advisory Committee and approval of the President. The Dean shall define
the prerogatives and duties of these officers.
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ARTICLE IV
ACADEMIC UNITS OF THE FACULTY
Section 1.
Academic Units
The Faculty shall consist of the following academic units
1. Architecture and Design
2. Civil and Environmental Engineering
3. Electrical and Computer Engineering
4. Mechanical Engineering
5. Engineering Management Program
Section 2.
Organization of Academic Units
An academic unit shall consist of all academic personnel of the Faculty appointed
to that unit. Each unit shall have a Chairperson or Director appointed by the
Dean.
Section 3.
Meetings
a)
b)
c)
Section 4.
Functions
a)
b)
Section 5.
Academic units shall meet at least once a month upon the call of the
Chairperson or Director. Additional meetings can be held upon the call
of the Chairperson or the written request of at least two voting
members of the unit. Minutes of all meetings shall be sent to the
Office of the Dean.
The voting faculty in an academic unit shall consist of all full-time
academic personnel of the rank of assistant professor and above (nonvisiting).
Voting in an academic unit is limited to faculty members actually
present at the meeting.
The academic unit shall decide upon the academic programs to be
offered, subject to the approval of the appropriate Faculty and/or
University bodies concerned.
It shall be responsible for setting up academic departmental requirements
and for maintaining professional standards.
Decisions on Personnel Matters
a)
b)
Established University Policies and Procedures shall govern actions on
faculty recruitment and promotion.
Requests for leave (both sabbatical leaves and leaves of absence for one
semester or more) shall be discussed and voted on by the eligable faculty
of the academic unit. The Chairperson shall transmit the results of the
vote to the Dean together with her/his recommendations. Evaluation of
candidates for appointment, reappointment or non-reappointment shall
be restricted to the voting faculty members of ranks higher than that of
the faculty member whose contract is being considered. In the case of
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full-professors, all other voting full-professors shall participate in the
evaluation and recommendations. In all cases, recommendations to the
Dean shall give the numerical results of voting arrived in a meeting of the
voting faculty of the unit. The Chairperson or Director shall express
her/his opinion in all cases.
Section 6.
Chairperson or Director
a)
Each academic unit shall have a Chairperson or Director appointed by
the Dean after consultation with the voting faculty of the unit concerned
and the Advisory Committee. The appointment is normally for a period
of three years, subject to renewal. The Chairperson shall normally be of
the rank of Associate Professor or Professor. The Chairperson or
Director may appoint one or more members of the academic unit to
assist him as deemed necessary, subject to approval by the Dean.
b)
Duties and prerogatives of the Chairperson or Director shall be the
following:
1.
responsible for the administration and academic development of
the unit.
2.
ensure the proper teaching of the programs of study, and prepare
the teaching schedule in consultation with voting faculty
members.
3.
appoint academic advisors to students majoring in the unit.
4.
prepare the budget proposal of the unit in consultation with the
voting faculty for submission to the Dean.
5.
prepare course description and related material for the University
Catalogue.
6.
present to the Dean, in accordance with established University
procedures, recommendations on all matters pertaining to
appointment, reappointment or non-reappointment, promotion,
appointment to indeterminate status, sabbatical leave, leave of
absence, and advancement in remuneration of academic
personnel.
7.
co-ordinate and approve expenditures within the budget of the
unit.
8.
prepare the annual and research reports of the unit for
transmission to the Dean.
9.
appoint ad hoc committees as may be deemed necessary.
10.
recommend to the Dean the appointment of an acting
Chairperson or Director during the absence of the Chairperson or
Director.
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ARTICLE V
STANDING COMMITTEES OF THE FACULTY
Members of all standing committees, unless otherwise specified to the contrary in these bylaws,
shall be elected from the voting faculty for a term of two years by the voting faculty. If a member
is unable to complete her/his term, a substitute shall be elected to complete the remainder of the
term. If this remainder is one year or less, the elected substitute shall be eligible for re-election to
two more consecutive terms. Unexpired terms shall be filled by special elections for that
purpose. If a member has been re-elected to serve for a full second consecutive term, s/he shall
not be eligible for re-election except after the lapse of one year following the termination of
her/his membership. All committee actions shall be recommendations to the Dean. The
President can decide exceptions to all provisions in this article.
Section 1.
The Advisory Committee
a) Composition
The Advisory Committee shall consist of the Dean as Chairperson and six
members elected for a term of two years. Every year, two or three members
shall be elected, each member serving for a term of two years.
Normally, full professors who have served in the University for at least a
period of three consecutive years, shall be eligible to serve on the Advisory
Committee. For Faculties that consist of more than five academic units, not
more than one committee member can be elected from one academic unit. In
no case shall there be more than two members from the same unit.
b) Functions
The Advisory Committee shall act in an advisory and consultative capacity to
the Dean on:
i) all matters submitted to it by the Dean or any of its members.
ii) appointment, promotion, reappointment or non-reappointment, leaves of
absence of three months or more, of faculty members.
iii) appointment of Chairpersons of departments and Directors.
iv) the Advisory Committee shall act on matters of unprofessional conduct
and make recommendations to the Dean.
Deliberations and minutes of the Committee are confidential.
Section 2.
The Admissions Committee
a)
Composition
The Admissions Committee shall consist of:
(1) the Dean or her/his representative as Chairperson
(2) the Director of Admissions or her/his representative
(3) the Faculty representative on the University Admissions
Committee.
(4) four faculty members elected by the Faculty for a term of two years.
(5) one student representative (non-voting)
b)
Functions
(1) the Admissions Committee shall recommend admission
requirements for approval by the Faculty, as well as any changes in
these requirements.
(2) it shall select and recommend from among qualified applicants
those who should be admitted as undergraduate students to the
Faculty.
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(3)
it shall evaluate admission policies and recommend any changes
therein to the Faculty.
Section 3.
The Student Affairs Committee
a)
Composition
The Student Affairs Committee shall consist of:
(1) the Dean or her/his representative as Chairperson
(2) the Dean of Student Affairs
(3) Four elected faculty members.
(4) the Faculty Representative on the University Student Affairs
Committee
(5) a student representative (voting except on disciplinary matters)
b) Functions
(1) It shall deal with any aspect of student life referred to it by the
Dean.
(2) It shall work with faculty and students to enrich the Faculty's
cultural activities.
(3) It shall consider and recommend action to the Dean on all
disciplinary matters involving students in the Faculty.
Section 4.
The Graduate Studies Committee
a)
Composition
(1) the Dean or her/his representative as Chairperson
(2) the Registrar or her/his representative
(3) the Director of Admissions or her/his representative
(4) the Faculty representative on the Board of Graduate Studies.
(5) four elected faculty members.
b)
Functions
(1) The Graduate Committee shall act on admission to graduate work
of all applicants who have been recommended to it by individual
departments. The Graduate Committee shall recommend all
applicants for Ph.D. work to the University Board of Graduate
Studies.
(2) It shall act upon the recommendations of departments concerning
the advisor, the examining committee, and thesis topic of students
working towards a master's degree; in the case of Ph.D. students,
the Committee shall transmit its recommendations on these items
to the Board of Graduate Studies.
(3) It shall rule on all departmental recommendations for exceptions to
existing regulations concerning graduate work at the master's level.
(4) Upon the recommendation of the department concerned the
Graduate Committee shall act on cases of graduate students whose
work is unsatisfactory.
(5) It shall periodically evaluate the graduate program as a whole and
recommend changes to the Faculty and subsequently to the Board
of Graduate Studies.
Section 5.
The Library Committee
a)
Composition
The Library Committee shall consist of:
(1) the Dean or her/his representative as Chairperson
(2) the University Librarian.
(3) the Faculty representative to the University Library Committee.
(4) three elected faculty members.
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b)
Functions
(1) The Library Committee shall advise the University Librarian on
matters of library policy affecting the work of the Faculty.
(2) It shall advise both the Dean and the University Librarian on the
effects of program or curriculum changes, both short-term and
long-term, on Library acquisition, with special regard to budgetary
implications, and shall in particular ensure adequate library support
for new or revised programs.
(3) It shall advise and assist the University Librarian in building up a
balanced collection.
(4) It shall assist the University Librarian in her/his efforts to carry out
the library policies of the University and the Faculty.
(5) It shall perform other related tasks at the request of the Dean.
(6) It shall perform other related tasks at the request of the Dean.
Section 6.
The Research Committee
a)
Composition
(1) the Dean or her/his representative as Chairperson
(2) the Faculty representative on the University Research Board.
(3) four elected faculty members.
b)
Functions
(1) It shall stimulate, encourage and promote research in the Faculty.
(2) It shall review all applications for University funded research grants
for further recommendation to the Dean and other appropriate
University bodies.
(3) It shall promote communication between researchers within the
Faculty and within the University.
(4) It shall keep the Faculty informed of all available sources of
research support whether from the University or from granting
agencies.
Section 7.
The Student Financial Aid Committee*
a)
Composition
The Student Financial Aid Committee shall consist of:
(1) the Dean or her/his representative as Chairperson
(2) three elected faculty members
(3) the Faculty representative on the University Financial Aid
Committee
(4) a student representative (non-voting)
b)
Functions
The committee shall deal with all matters pertaining to merit scholarships
and student financial aid.
Section 8.
The Academic and Curriculum Committee
a)
Composition
The Academic and Curriculum Committee shall consist of:
(1) the Dean or her/his representative as Chairperson
(2) the Associate and/or Assistant Dean
(3) Chairpersons of Departments
(4) four elected faculty members, one from each department.
* Held in abeyance (BOT decision, June 19, 1999)
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(5)
b)
Section 9.
faculty representative on Senate Academic Development
Committee.
(6) one student representative
(7) the Registrar or her/his representative (non-voting).
Functions
(1) It shall co-ordinate among the Departments the graduate and
undergraduate academic programs, their contents and standards.
(2) It shall, from time to time, re-evaluate the curriculum as a whole,
and recommend major changes to the Faculty.
(3) It shall recommend new programs to the Faculty and approve new
courses and discontinue or modify existing courses, as
recommended by the Departments concerned.
(4) It shall recommend to the Faculty any modifications to the
requirements of Academic Rules and Regulations.
(5) It shall review and act upon student petitions of academic nature.
The Administrative Committee
a)
Composition
The Administrative Committee shall consist of:
(1) the Dean or her/his representative as Chairperson
(2) Chairpersons of Departments
(3) the Associate and/or Assistant Dean as secretary.
b)
Functions
(1) the Administrative Committee shall advise the Dean on budget
requests and expenditures within the part of the budget of the
Office of the Dean that is for the common use of all Departments
and members of the Faculty.
(2) it shall advise the Dean on instruction and examinations and
administrative matters brought to it by the Dean or by a member of
the Committee.
(3) it shall advise the Dean on physical facilities of the Faculty.
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ARTICLE VI
AMENDMENTS
Recommendations to the Senate for amendment of the Bylaws of a Faculty require a two-thirds
majority of the members of the Faculty present at any meeting at which a quorum exists,
provided written notice of the proposed amendment has been circulated to the Faculty members
no less than one week prior to the meeting. Amendments are subject to the approval of the
University Senate, the President and the Board of Trustees.
ARTICLE VII
PROCEDURE
Procedural matters, which are not covered by the Bylaws above, shall be in accordance with the
latest edition of Robert's Rules of Order.
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CHAPTER 2 : ACADEMIC APPOINTMENT AND PROMOTION
I. INTRODUCTION
Appointments and promotions in the Faculty are subject to the general University policies,
appended to this chapter, and supplemented by policies that are particular to the Faculty,
as stated below.
II. GENERAL STATEMENTS OF POLICY
A. Appointment and Reappointment of Full-Time Faculty Members
1. Full-time appointment in the Faculty is normally restricted to professorial ranks.
The first contract is usually for a two-year period. Subsequent contracts will
normally be for three-year periods at a time, unless the Faculty member is granted
tenure or a long-term contract.
2. Appointments in professorial ranks are restricted, in the engineering Departments,
to individuals having a doctorate, and in the Department of Architecture and
Design, to individuals having a master's degree or a doctorate.
3. An applicant with a master's degree in architecture, graphic design, or a related
field, is eligible for appointment as a full-time instructor in the Department of
Architecture and Design. After three years in this rank, the Faculty member
becomes eligible for promotion to the rank of assistant professor. If the applicant
having a master's degree already has three or more, but less than ten years of
professional and/or teaching experience, then he/she should serve as a full-time
instructor in the Department of Architecture and Design for at least one year
before becoming eligible for promotion to the rank of assistant professor.
B. Appointment of Part-Time Faculty Members
1. To be offered a part-time academic appointment in the Faculty of Engineering and
Architecture, an applicant should have earned at least a bachelor's degree in
engineering, architecture, graphic design, or a related field from a reputable
institution of higher education.
2. The appointment of part-time Faculty members is normally for one term (semester
or a summer term) at a time. A ‘part-time’ Faculty member may be appointed for a
full load in any given term; otherwise, the part-time load should not exceed 50% of
full-time. A change between full load and a load of 50% or less necessitates a break
of contract of at least 30 days.
3. Part-time Faculty members may be appointed in the ranks of senior lecturer,
lecturer, instructor, or assistant instructor, depending upon the degree held and/or
teaching or professional experience, as indicated in the following table:
Degree
Bachelor
Bachelor
Bachelor
Master
Master
Master
Doctorate
Doctorate
Length of
Experience (years)
3 or less
more than 3 but less than 10
10 or more
3 or less
more than 3 but less than 10
10 or more
5 or less
more than 5
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Rank
assistant instructor
instructor
lecturer
instructor
lecturer
senior lecturer
lecturer
senior lecturer
C. Promotion of Full-Time Faculty Members
1. Promotion of full-time engineering Faculty members will be based primarily upon
teaching competence and research output, in accordance with section IV below; in
no case will promotion be considered on the basis of length of service alone.
a) Promotion from assistant professor to associate professor will be based upon
proven and measurable academic performance as well as the expectation of
continued research output.
b) Promotion from associate professor to professor will be based upon continued
demonstration of research accomplishments at a level that brings international
recognition.
2. Promotion of full-time architecture Faculty members will be based primarily upon
teaching performance, professional achievements, and research output, in
accordance with section IV below.
a) Promotion from instructor to assistant professor will be based upon the
promise shown by the Faculty member in his/her professional and academic
development.
b) Promotion from assistant professor to associate professor will be based upon
professional and teaching performance and research output.
c) Promotion from associate professor to professor will be based upon continued
demonstration of professional accomplishments and research output at a level
that brings international recognition.
3. In early June, the Dean informs faculty members of the deadline for application for
promotion, as well as for long term contracts, and of the procedure to be followed.
The Board of Trustees acts on promotion applications in its June meeting of the
following year.
4. Promotion to the rank of associate professor or to the rank of professor requires
assessment of scholarship by external referees from outside the University, as
described below. The external referees should be of a rank not lower than that to
which the candidate is applying for promotion. If a candidate is reapplying for
promotion, referees who had previously responded may approached again for a
new assessment.
5. The award of a long-term contract requires external referees as for promotion to
the rank of professor.
D. Promotion of Part-Time Faculty Members
1. A part-time Faculty member may be promoted in accordance with the length of
experience and degree requirements stipulated under section B 3 above.
2. Promotion will be based primarily upon teaching competence evaluated in
accordance with section III A below.
III. EVALUATION OF ACADEMIC PERFORMANCE AND PROFESSIONAL
ACHIEVEMENTS
A. Teaching
The evaluation of teaching competence will be based mainly upon departmental
evaluation and periodic evaluation by students.
B. Publications
1. It is expected that the publications resulting from a Faculty member's research will
be acknowledged as contributions to knowledge in the field and will appear in
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publications of international reputation. Since these publications can take different
forms, they will be assessed in accordance with the following table:
Point
a) scientific books published by publishers of international reputation
b) papers in leading international journals refereed by at least two
outside referees, or chapters of books published by publishers
of international reputation
1-2
1
c) papers in other international journals
3/4
d) full-length papers in refereed proceedings of international conferences
3/4
e) full-length papers in proceedings of international conferences
1/2
f) posters at international conferences or abstracts published in proceedings
of international conferences
1/4
g) discussions, book reviews, and technical notes in international journals
1/4
2. Student authors do not contribute to multiple authorship. For multiple authors, the
following shall apply:
 For a), b), c), and d), the point value for the principal author will be a quarter
less than that indicated above, and another quarter less for each of the
remaining authors.
 For e), the point value will be a quarter for each of the authors.
 For f) and g), the point value of one quarter will be for the principal
contributor only.
3. The same research results appearing in more than one publication will be
considered once only.
4. It is expected that the research output of an engineering Faculty member should be,
on the average, a minimum of one equivalent point every year.
C. Professional Projects for Architecture Faculty Members
1. It is expected that professional achievements of architecture Faculty members will
be acknowledged by peers and superiors in the field as being of high standard.
Professional achievements will be assessed by a committee of architects with
professional experience appointed by the Dean, upon the recommendation of the
Chairman of the Department of Architecture, after consultations by the Dean with
the Advisory Committee. Since professional projects are of varied types, they will
be assessed in accordance with the following table:
Point
a)
multi-functional complex structures of international standard
1-2
b)
non-residential complexes, e.g., hotels, hospitals, etc.
1
c)
residential complexes and complex individual houses
3/4
d)
urban residential structures
e)
small individual residences, interior decoration, landscaping, etc. 1/4
1-2
2. In the event that projects are implemented collectively with other architects, the
following will apply:
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 For a), b), and c), the point value will be a quarter less than that indicated above
if the candidate is the chief architect and another quarter less if the candidate is
an active participant other than the chief architect.
 For d) and e), the point value will be counted only if the work is carried out
solely by the architect.
3. It is expected that the output of an architecture Faculty member should be, on the
average, a minimum of one equivalent point every year in research and/or
professional projects.
IV. REQUIREMENTS FOR PROMOTION OF FULL-TIME FACULTY
MEMBERS
A. Teaching
A high level of teaching performance is required for all promotions.
B. Promotion from Assistant Professor to Associate Professor
1. An equivalent point value of at least six is required, subject to the following
conditions:
 At least three equivalent points should be from categories III B a) and b) above
for engineering Faculty members, and from categories III B a) and b) and/or
III C a), b) and c) above for architecture Faculty members.
 The candidate should be principal author, or chief architect, in the work of at
least two equivalent points from categories III B a) and b) or III C a), b) and c),
as applicable.
 At least three equivalent point values should be for work done during
appointment in the Faculty.
 Not more than one equivalent point may be assigned to publications from
categories III B e), f), and g) for engineering Faculty members.
2. Evaluation by three external referees is required for promotion to the rank of
associate professor. Two referees are selected by the Dean, one from a list of three
names submitted by the candidate, the other from a list of three names submitted
by the Chairman of the Department. The third referee is selected by the President.
Candidates should select, for submission to the external referees, three publications
which they feel best represent their scholarly output.
3. Assistant professors who have served in this rank in other institutions may apply
for promotion after completing at least two semesters in service in the Faculty, in
accordance with section II C 3 above and the preceding requirements, except that
the length of service in the rank in other institutions may be partially or fully
considered.
C. Promotion from Associate Professor to Professor
1. An equivalent point value of at least eight is required while in the rank of associate
professor, subject to the following conditions:
a) At least five equivalent points should be from categories III B a) and b) above
for engineering Faculty members, and from categories III B a) and b) and/or
III C a), b) and c) above for architecture Faculty members.
b) The candidate should be principal author, or chief architect, in the work of at
least four equivalent points from categories III B a) and b) or
III C a), b) and c), as applicable.
c) At least four equivalent points should be for work done during appointment in
the Faculty.
15
d) Not more than one equivalent point may be assigned to publications from
categories III B e), f), and g) for engineering Faculty members.
2. Evaluation by four external referees is required for promotion to the rank of
professor. The Dean selects three referees, one of his/her own choice, a second
from a list of three names submitted by the candidate and a third from a list of
three names submitted by the Chairman of the Department. The fourth referee is
selected by the President.
Candidates should select, for submission to the external referees, no fewer than
four and no more than eight publications which they feel best represent their
scholarly output.
3. Associate professors who have served in this rank in other institutions may apply
for promotion after completing at least two semesters in service in the Faculty, in
accordance with section II C 3 above and the preceding requirements, except that
the length of service in the rank in other institutions may be partially or fully
considered.
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APPENDIX 2-A
STATEMENT OF POLICY WITH REGARD TO ACADEMIC
APPOINTMENT AND TENURE*
(As amended and approved by the Executive Committee of the Board of Trustees on May 6,
1982 and by the Board of Trustees on June 15, 1990, on June 21, 1996,
on June 19, 1998, and amended on November 20, 1998 and on March 19, 1999)
I. INTRODUCTION
Academic freedom is essential to the search for truth and its free expression. Freedom in
research is fundamental to the advancement of truth. Freedom in teaching is fundamental
to the protection of the rights of the teacher in teaching and of the student in learning. The
institutional freedom of the American University of Beirut safeguards the environment in
which free scholarship may flourish. Academic freedom imposes distinct obligations on
the teacher and on the University.
The teacher is entitled to freedom in the classroom in discussing the subject being taught,
but care must be taken not to introduce controversial matters which have no relation to
that subject.
The teacher is a citizen, a member of a learned profession, and an educational officer.
When speaking or writing as a citizen, the teacher should be free from institutional control,
but the special position of the teacher in the community imposes special obligations. As a
learned person and an educational officer, the teacher should remember that the public
may judge the teaching profession and the University by the teacher's remarks. Hence, the
teacher at all times should be accurate, should exercise appropriate restraint, and should
show respect for the opinion of others and for the established policy of the University.
While the teacher may be identified to outside audiences as being associated with the
University, it should be clearly indicated that the teacher is not speaking on behalf of the
University, unless the teacher has been specifically authorized by University officials to
serve in such capacity.
All faculty members are expected to meet their responsibilities to the University, its
Faculties, and the student body, including preparing for classes adequately and endeavoring
to teach them competently; striving to improve their own teaching skills and performance;
being knowledgeable with respect to new developments in their fields and using new
scholarly work, where applicable, in their instruction; being reasonably available to advise
and instruct students in matters related to their coursework and academic program;
producing scholarship of high quality in their academic areas; serving the University
through participation on committees; and adhering to generally accepted standards of
professional conduct.
The University as an institution of learning should be free of outside pressures and control.
At the same time, it has an obligation to refrain from any interference in affairs outside its
academic jurisdiction and specifically from any attempt to exercise political influence. In
fulfilling this obligation, the American University of Beirut and all who are associated with
it should recognize and take account of the unusual need for tact and restraint arising from
the University's unique position in Lebanon and the Middle East.
The University traditionally stands not only for academic study and intellectual
development, but also for high ideals of character. Members of the academic and
administrative staff are expected to conduct themselves in a manner which will set a good
17
example to the University community and hold before it the high intellectual and moral
standards which the University strives to maintain.
II. GENERAL PROVISIONS
1. The faculty of the University consists of the President, the academic officers, the
professors, associate professors, assistant professors, senior lecturers, lecturers,
instructors, visiting, and clinical faculty.
2. Tenure appointment is limited to professors, and in exceptional cases associate
professors, serving on a full-time basis, and is attained by election by the Board of
Trustees upon the recommendation of the President.
III. APPOINTMENT AND PROMOTION OF TEACHING FACULTY*
1. Proposals for appointment, reappointment, or promotion shall normally be made
in writing by the Department and submitted for consideration by the Dean and the
Dean's Advisory Committee. The Dean's recommendation shall thereafter be
submitted to the President. All appointments and reappointments shall be made by
the President, except that appointment to the ranks of associate professor and
professor, or promotion to these ranks, shall be made by the Board of Trustees
upon the recommendation of the President, after consultation by the President
with the Board of Deans. The foregoing procedure shall apply also to clinical
faculty.
2. Individuals in non-professorial ranks may be appointed or reappointed by the
President for one or more semesters or other short periods upon recommendation
of the Dean.
3. An assistant professor shall normally be appointed for a period of up to three years,
and if subsequently reappointed, he/she shall be notified, not later than June 30th
of the fifth year of cumulative service in the rank at the University, that unless
promoted by the end of the sixth year to the rank of associate professor, the
seventh year of appointment as assistant professor shall be terminal. However, at
the discretion of the President, the individual concerned may be appointed or
reappointed as a lecturer for up to one year at a time. These lecturers and clinical
lecturers are not eligible for appointment to professorial rank.
4. An assistant professor in rank on contract prior to July 1, 1998 shall be governed
by the policy set forth in Addendum V.
5. An assistant professor shall be considered for promotion no later than the sixth
year of service in rank, but outstanding merit may lead to earlier promotion.
6. In considering assistant professors for promotion or further appointment, the
University, without being bound by any rule of equivalence, may take into account
the academic record of the candidate and his/her service in other institutions.
7. An associate professor on initial contract in this rank beginning July 1, 1998 shall
be notified not later than June 30th of the fifth year of cumulative service in this
rank at the University, that unless promoted to the rank of professor or given
tenure by the end of the sixth year, the seventh year of appointment as associate
professor shall be terminal. However, at the discretion of the President, the
individual concerned may be appointed or reappointed as a senior lecturer for up to
one year at a time. These senior lecturers and clinical senior lecturers are not
eligible for appointment to professorial rank
8. An associate professor shall be considered for promotion no later than the sixth
year of service in this rank, but outstanding merit may lead to earlier promotion.
* These rules as they relate to promotion of clinical faculty in the Faculty of Medicine will be reconsidered during
the University’s 1998-1999 academic year.
18
9. In considering associate professors for promotion or further appointment, the
University, without being bound by any rule of equivalence, may take into account
the academic record of the candidate and his/her service in other institutions.
10. An associate professor on contract prior to July 1, 1998 and who is not promoted
to the rank of professor or given tenure at the end of his/her fourth year of
cumulative service in this rank with the University following the effective date of
this amended policy shall be given notice of non-reappointment not later than June
30th of the fourth year of service and the fifth year shall be terminal. An associate
professor who has been on contract for only one year prior to July 1, 1998 and who
is not promoted to the rank of professor or given tenure at the end of his/her fifth
year of cumulative service in this rank with the University following the effective
date of this amended policy, shall be given a notice of non-reappointment not later
than June 30th of the fifth year of service and the sixth year shall be terminal.
However, at the discretion of the President, the individual concerned may be
appointed or reappointed as a senior lecturer for up to one year at a time. These
senior lecturers and clinical senior lecturers are not eligible for appointment to
professorial rank.
11. Individuals may be appointed as visiting professors or visiting associate professors
for specific terms, normally for a period not exceeding two years. Appointment to
these ranks is made by the President after consultation with the Board of Deans.
Individuals may be appointed as visiting assistant professors for a period normally
not exceeding two years upon the recommendation of the Dean and approval of
the President. Change from visiting to regular professorial status shall be
considered a new appointment and is thus subject to the procedures stated in
section III 1 above*. In the event of change from visiting to regular professorial
status, the period of status as a visiting professor will be considered toward
cumulative service for purposes of eligibility for promotion.
12. Ranks such as research associate, assistant instructor, and research assistant are
reserved for individuals participating in supervised teaching, institutional or
research programs on either part-time or full-time basis and for whom
appointment in one of the ranks specified in section II 1 above is inappropriate.
13. Faculty leaves of all ranks, with or without pay, shall count as part of the
cumulative years of service for purposes of eligibility for promotion.
14. The cumulative service periods governing consideration for promotion may be
extended on a case-by-case basis by the Board of Deans for those claiming a
dispensation on the ground of disability or for child-care leave.
15. The freeze on the granting of tenure, as decided by the Board of Trustees in 1985,
is maintained until an appropriate time to be determined by the Board of Trustees.
IV. PRINCIPLES COVERING TENURE**
A. Definition
Tenure is a positive act, a recognition by the University of meritorious achievements. It
is a privilege granted by the University to a faculty member to
hold, subject to section IV D 1 below, an academic position until retirement pursuant
to applicable University regulations, without being subject to periodic contract review.
It is not a rank or a corollary of a rank and it does not confer entitlement to a position.
* The change of status requires advertising but not a break in service and interruption of benefits (BOD July 1 and
August 5, 1993).
** As long as the award of tenure is suspended by decision of the Board of Trustees, section IV is to be replaced by
Addendum I to this Statement of Policy With Regard to Academic Appointment and Tenure.
19
Faculty members in the rank of professor and, exceptionally, faculty members in the
rank of associate professor, may be considered for grant of tenure.
B. Criteria
1. The University grants tenure to faculty members who, in its opinion, have met the
academic qualifications of continuing research of scholarly recognition and of
excellence in teaching, whose service is essential to the continuity of the academic
program of the Department concerned, and whose service to the University and its
community is proven. In making its decisions with respect to tenure, the University
adheres to its policy of equal employment opportunity on the basis of merit
without regard to sex, age, race, color, religion or national origin.
2. Faculty members may be tenured and remain tenured only in academic positions
which are a continuing part of the University's regular programs; hence tenure
applies only to the position specified and represents no right or claim to other
positions in the University should the tenured position be abolished by reason of
changes in the academic programs of the University. The University grants tenure
to a faculty member with the expectation that he or she will continue to perform at
or above the standards set by the Faculty and the University.
3. Tenure is not granted for administrative assignments, or for services funded from
contracts, grants or other special sources.
C. Procedures in the Award of Tenure
1. Proposals for tenure appointments shall normally be made in writing by the
Department and submitted for consideration by the Dean and the Dean's Advisory
Committee. The recommendations of the Dean and the Advisory Committee shall
be transmitted to the President. The President shall discuss all recommendations
for tenure appointment with the Board of Deans and shall submit the
recommendations of the Board of Deans, together with the President's
recommendations, to the Board of Trustees, which will make all final decisions.
2. In exceptional cases, an associate professor can be recommended for a tenure
appointment before promotion to professor is considered. Promotion to the rank
of professor, and the award of tenure, may be considered simultaneously, subject to
University regulations.
3. The following principles govern the award of tenure in cases of initial
appointments in the ranks of professor and associate professor.
a) When a first appointment to the faculty is in the rank of professor, the
appointment may be made either with tenure or for a specific period that may
be renewed or extended. Tenure may be granted subsequent to the initial
appointment. Notice of non-renewal of appointment should be given at least
twelve months before the expiration of the contract.
b) When a first appointment to the faculty is in the rank of associate professor,
this appointment is normally for a three-year period, but may be renewed for
another three years. The service of the appointee shall then terminate, unless
the appointee is promoted to the rank of professor or granted tenure. Notice of
non-renewal of appointment should be given as set forth in Section III 7 above
(or Section III 10 above).
D. Termination of Tenure
1. The privilege of a tenured position may be revoked by reason of force majeure or
for adequate cause (see, for example, section IV B 2 above) and expires in any
event upon retirement.
2. Before a faculty member with tenure is removed from a professorship for cause,
the faculty member shall receive from the President of the University a written
20
statement of the reasons for the proposed removal and shall be entitled to a
hearing before a committee of the Senate of the University appointed by the Senate
for such purpose. After such hearing, the hearing committee shall report its
opinion, with a full written statement of the reasons on which such opinion is
based, to the President. The President shall then submit the matter to the Board of
Trustees, and a committee thereof, appointed by the Board for such purpose, shall
review the findings, at which time the faculty member shall have a right to appear
before that committee and be heard. That committee shall make its
recommendations to the Board of Trustees whose decision shall be final and
binding. At all times, the faculty member's position may be presented to the hearing
committee as the faculty member chooses, within limits of reasonable action and at
no expense to the University.
V. GRIEVANCE PROCEDURE*
A faculty member shall have the right to appeal to the President of the University at any
time that the faculty member believes the treatment accorded to the member has been in
violation of the provisions of the member's letter of appointment or of University
regulations. The President, after considering the matter, may appoint an ad hoc committee
to investigate the matter and submit its recommendations to the President. Grievance
procedures shall be limited to the investigation of allegations of procedural irregularities
and infringement of academic freedom.
In any situation in which the President deems it appropriate to appoint an ad hoc
committee to review a matter pursuant to an appeal to the President concerning a
grievance, the following shall govern the appointment and procedures of the ad hoc
committee.
1. The ad hoc committee shall be composed of:
- one voting member of the Faculty or Division concerned, of rank equal to or
higher than that of the appellant, to be named by the Senate Steering
Committee,
- one voting member of rank equal to or higher than that of appellant, to be
named by the Board of Deans, and
- one Senate member from a Faculty or Division other than that of the appellant
to be named by the President and who shall serve as Chairman of the ad hoc
committee.
2. The President shall furnish the ad hoc committee, upon its request, with relevant
documents and information about the case. The ad hoc committee shall make every
attempt to interview the faculty member(s), including the academic
administrator(s), concerned.
3. The ad hoc committee shall submit its recommendations to the President normally
within a period of one month from the date of its appointment. The
recommendations should give the numerical results of voting arrived at by the ad
hoc committee.
In any event, the decision of the President shall be final and binding and shall be
transmitted to the appellant and to the ad hoc committee normally within a period of two
weeks following receipt of the recommendations of the ad hoc committee.
The ad hoc committee's findings, recommendations and any documents or information
made available to it shall be subject to the strictest confidentiality.
* This Grievance Procedure applies to cases other than those involving termination of tenure or early termination of
long term contracts, both of which are governed by section IV D above).
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VI. EFFECTIVE DATE
The policies and procedures of this Statement, and of the Addenda to it, shall become
effective on July 1, 1998 and shall continue in effect until amended or revoked by the
Board of Trustees.
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ADDENDUM I TO
STATEMENT OF POLICY WITH REGARD TO ACADEMIC
APPOINTMENT AND TENURE
(As approved by the Board of Trustees on June 15, 1990, and amended on November 15, 1996,
and on June 19, 1998)
PRINCIPLES COVERING LONG-TERM CONTRACTS
A. Criteria
1. Only faculty members of the rank of professor and who, in the opinion of the
University, have met the academic qualifications of continuing research and
excellence in teaching may be considered for long-term contracts. Long-term
contracts will only be granted in academic positions which are a continuing and
essential part of the University's regular programs; hence a long-term contract
applies only to the position specified and represents no right or claim to other
positions in the University should the long-term contract position be abolished by
reason of changes in the academic programs of the University.
2. In making its decisions with respect to long-term contracts, the University adheres
to its policy of equal employment opportunity on the basis of merit without regard
to sex, age, race, color, religion, or national origin.
3. Long-term contract is not granted for administrative assignments, or for services
funded from contracts, grants or other special sources.
B. Procedures in the Award of Long-Term Contracts
1. Proposals for long-term contracts shall normally be made in writing by the
Department, and thereafter shall follow the procedure for promotion to the rank of
full professor, as specified in the policy on “Faculty Promotion to the Ranks of
Associate Professor and Professor”.
2. Full-time faculty members of the rank of professor who do not have tenure (that is
are not on an indeterminate contract) and who have a minimum cumulative fulltime service at AUB of twelve years may be considered for a seven-year contract.
Promotion to the rank of professor and the award of long-term contract may be
considered simultaneously. When a first appointment to the faculty is in the rank of
professor, a long-term contract may be granted after three years of continuous
service at AUB. Consideration for reappointment shall be acted upon during the
sixth year of a seven-year contract and shall require the same review procedures as
are required for the initial appointment to a long-term contract. In case of nonreappointment to a long-term contract, the faculty member shall be notified during
the sixth year of non-reappointment or of appointment with a contract for up to
three years.
C. Termination of Long-Term Contracts
The privilege of a long-term contract may be revoked by reason of force majeure or
for adequate cause and as provided in the faculty member's letter of appointment, and
expires in any event for a lawful reason.
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ADDENDUM II TO
STATEMENT OF POLICY WITH REGARD TO ACADEMIC
APPOINTMENT AND TENURE
(As adopted by the Board of Trustees on June 19, 1998)
A. Performance Reviews
1. Rigorous periodic performance reviews prior to the expiration of a contract term,
should be applied to all untenured faculty members. The University has full
discretion to decide whether or not employment should be offered anew.
Consideration for reappointment should be based on criteria established by each
Faculty and approved by the Board of Deans.
2, Performance reviews apply to tenured faculty members, but only at the discretion
of the President.
B. Criteria for Reappointment of Full-Time Faculty Members
1. The decision whether to reappoint a full-time faculty member should be based on
the following criteria:
a) Teaching effectiveness as established by Faculty and University criteria.
b) Research output (quality and quantity of internationally refereed articles,
proceedings, chapters in books, and books).
c) Service and contribution to the development of the Faculty and the University,
e.g., committees, administrative duties, developmental activities, and other
contributions.
d) The state of health of the faculty member inasmuch as it relates to hindering
the effective discharge of his/her duties. This matter will be decided by a group
of medical specialists appointed by the University.
e) Service to the community, e.g., workshops, training activities, public lectures,
public services, and extension type activities.
2. The above criteria are not to be equally weighted, but teaching and research are to
be assigned greater weights than the other criteria. In addition, evaluation may also
be based on functions that are specific and relevant to duties in a particular Faculty,
such as the Faculty of Medicine.
C. Voting on Reappointment
Voting on reappointment of full-time and clinical faculty members of a given rank will
only be by faculty of a higher rank in the case of assistant and associate professors, and
of equal rank in the case of professors. Visiting faculty members shall not be eligible to
vote*.
* The Senate has under consideration whether faculty on one year contracts should be eligible to vote on
reappointments.
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ADDENDUM III TO
STATEMENT OF POLICY WITH REGARD TO ACADEMIC
APPOINTMENT AND TENURE
FACULTY PROMOTION TO THE RANKS OF
ASSOCIATE PROFESSOR AND PROFESSOR
(Approved by the Board of Deans on May 3, 1995, the Board of Trustees Academic Committee
on November 15, 1995, and amended by the Board of Trustees on November 16, 1996 and on
June 19, 1998)
The following is an addendum to the Bylaws of the Faculties and DEP and the “Statement of
Policy with Regard to Appointment and Tenure as amended by the Board of Trustees on June
15, 1990”
A. Procedure
1. All full-time and clinical faculty members should be informed by the Dean* concerned
about deadlines for submission of applications for promotion.
2. The applicant is required to submit to the Chairman or Director, with a copy to the
Dean, a letter of application for promotion, a CV, a list of three referees from outside
AUB, and representative samples of his/her publications.
3. The Chairman of the Department, if not a candidate, should send a confidential list of
three referees to the Dean. If the Chairman is an applicant, the most senior member in
the Department in consultation with eligible members of the Department shall prepare
the list for the Chairman’s application.
4. The Dean should send a list of all applicants, their CV’s and samples of their
publications to the President for his/her choice of external referee.
5. For promotion to the rank of Associate Professor, the evaluation of three referees is
solicited; one referee is chosen by the Dean from a list of three names submitted by the
applicant, another is selected by the Dean from the list of referees submitted by the
Chairman, and a third is chosen by the President. For promotion to the rank of
Professor, the evaluation of four referees is solicited: the Dean chooses one referee
from a list of three names submitted by the applicant, a second from a list of three
names submitted by the Chairman, a third is selected by the Dean, and a fourth one is
selected by the President.
6. The complete confidential file (CV of the candidate, referees’ responses, copies of
publications, and completed promotion form filled in by the Chairman, or where the
Chairman is a candidate, by a senior member of the Department appointed by the
Dean) will be placed in the Dean’s Office for study by departmental faculty members
eligible to vote on the case. If the Department has no eligible faculty members to vote
on a candidate, the Dean shall seek the opinion of the Chairman of the Department
(unless the Chairman is the candidate in question). The complete confidential file,
including the recommendation of the Chairman of the Department, will be placed in
the Dean’s Office for study by members of the Advisory Committee.
7. The Dean transmits to the Chairman of the Board of Deans the confidential file and
the completed promotion form (including departmental recommendation, where
applicable, Chairman’s opinion, if applicable, Advisory Committee vote, and the Dean’s
* The term Dean, as used in this document, refers to the Academic Deans and the Director of DEP.
25
recommendation) in those cases for which he/she is prepared to make positive
recommendations, for members of the BOD to examine before the meeting for
promotions.
8. The Board of Deans shall vote on promotion cases, the results of which will be
transmitted, along with the opinion of the Chairman of the Department, the votes of
the Department and the Advisory Committee, and the recommendation of the Dean, in
writing, to the President. Files of all candidates considered by the Board of Deans will
be referred to the President.
9. All applicants who have not been promoted shall be informed by the Dean in writing
about the outcome of their applications within one month after decisions on
promotion have been taken by the Board of Trustees.
B. Eligibility and Voting
1. No voting faculty member, Director, Dean, or Vice President can vote more than once
on a specific case of promotion. Members of the Advisory Committee will not vote in
their respective Departments.
2. Full-time and clinical faculty members of a higher rank than the rank for which the
candidate is applying, in the case of associate professors, and of equal rank in the case
of professors, are eligible to vote. The Chairman, if not a candidate, shall express, in
writing, his/her views independently. If the Department has no eligible faculty
members to vote on a candidate, the Dean shall seek the opinion of the Chairman of
the Department, unless the Chairman is the candidate in question. If the Chairman is
the candidate, the Dean might then consult in an informal manner with senior Faculty
members in closely-related disciplines. At the discretion of the Dean, the same
consultation procedures may be applied to other cases of promotion. Visiting faculty
members are not eligible to participate in the evaluation and voting process*. Voting by
show of hands will take place during a meeting held for the eligible voting members of
the Academic Unit concerned (Department, Program, Center, Institute, or School).
3. Voting by the Advisory Committee shall take place by show of hands in a meeting
chaired by the Dean, the result of which should be included, along with the
Departmental vote, in the recommendation to the Board of Deans.
4. Voting by the Board of Deans shall take place by show of hands during a Board of
Deans meeting.
5. If the Chairman is a candidate, his/her functions in this respect will be carried out by
the most senior member of the Department.
6. Normally, during his/her initial appointment, a faculty member should spend a
minimum of one year at the University before being eligible to apply for promotion in
the course of the second year in residence at AUB, in accordance with the University’s
faculty promotion schedule. This is so that all concerned can evaluate the individual’s
contribution to teaching and research in the setting of AUB itself.
* The Senate has under consideration whether faculty on one year contracts should be eligible to vote on
reappointments.
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ADDENDUM IV TO
STATEMENT OF POLICY WITH REGARD TO ACADEMIC
APPOINTMENT AND TENURE
(As adopted by the Board of Trustees on June 19, 1998)
Benefits Relating to Full-Time Regular Academic Personnel Resulting from the
Uncapping of Retirement Age
A. No benefits, other than pension, will be given to those who leave or voluntarily resign
from the University before reaching age 60 or before completing thirty years of cumulative
active service at the University.
B. Those who are 60 or over and who have had 20 years of cumulative service with the last
five years in continuous active service at the University, or those who are not yet 60 but
have completed thirty years of cumulative service with the last five years in continuous
active service, who leave or voluntarily resign from the University, will have regular HIP
and educational benefits extended to them according to the then applicable policies, rules,
and regulations.
C. Faculty members who, after the effective date of this amendment, leave or voluntarily
resign from the University and who meet the requirements of paragraph B above may be
rehired on a part-time basis, as defined by the University, after a break in service of two
years after leaving the University.
ADDENDUM V TO
STATEMENT OF POLICY WITH REGARD TO ACADEMIC
APPOINTMENT AND TENURE
Appointment and Promotion of Assistant Professors on Contract Prior to July 1, 1998
A. An assistant professor on contract prior to July 1, 1998 shall normally be appointed for a
period of up to three years and, if subsequently reappointed, he/she shall be notified, not
later than June 30th of the sixth year of cumulative service in rank at the University, that
unless promoted by the end of the seventh year to the rank of associate professor, the
eighth year of appointment as assistant professor shall be terminal. However, at the
discretion of the President, the individual concerned may be appointed or reappointed as a
lecturer for up to one year at a time.
B. An assistant professor on contract prior to July 1, 1998 shall be considered for promotion
no later than the seventh year of service in rank, but outstanding merit may lead to earlier
promotion.
C. In considering assistant professors for promotion or further appointment, the University,
without being bound by any rule of equivalence, may take into account the academic
record of the candidate and his/her service in other institutions.
27
APPENDIX 2-B
ACADEMIC TITLES
(Approved by the Board of Deans on April 12, 1993, December 23, 1993, January 5, 1995, and
October 16, 1997, and by the President as per memorandum
of the Deputy President dated November 10, 1998)
I. The Professorial Titles
A. Regular Professorial Titles (Professor, Associate Professor, And Assistant
Professor)
Professorial titles are normally granted to full-time faculty members who have
completed their higher education within their own discipline*, who meet the academic
qualifications established by their Faculties and the University. These titles are reserved
for full-time faculty members, with the following exception: when a former AUB fulltime Professor or Associate Professor is reappointed on a part-time basis, the new
appointment will carry the professorial title held by the individual.
B. Clinical Professors
Clinical titles (Clinical Professor, Clinical Associate Professor, and Clinical Assistant
Professor) are granted in the Faculty of Medicine to academically qualified faculty
members who are on part-time contract and receive no remuneration from the
University.
C. Visiting Faculty
The adjective visiting may be used with any faculty title to describe faculty members
who are academically qualified but who are employed by the University for a short term
normally two years or less. The adjective visiting may also be used with any faculty title
to describe faculty members who are academically qualified but who are associated with
the University on a non-remunerated basis. In the latter case, except for the title, the
provisions governing the appointment of Associates as approved by the BOD on
October 31, 1991, shall apply.
D. Adjunct Professors
Adjunct professorships, in each of the professorial ranks, are granted to academically
qualified individuals whose responsibilities are to perform specific activities in AUB
External Programs; normally these individuals are compensated from funds derived
from a contract/grant, or from their own institution from which they have been
adjuncted. Appointments are governed by the policy approved by the BOD (refer to
Appendix 2-D below).
E. Emeritus Professors
This title is conferred in accordance with the Policy On Emeritus Status approved by the
Board of Trustees (refer to Appendix 2-F below).
II. Lecturer and Senior Lecturer
These titles are granted to academically qualified individuals who are employed
normally on a part-time basis to teach at the University. The title of Senior Lecturer
may be given to part-time faculty members who have completed their higher
education and who are considered to be equivalent in their qualifications to an
Associate Professor or full Professor.
 The term 'completion of higher education' normally means attainment of the Ph.D. degree or its equivalent (Sc.D.,
Doctorat de l'Etat, etc.) in all Faculties except the Faculty of Medicine, in which attainment of the M.D. degree or its
28
III. Instructor and Assistant Instructor
These titles are normally granted to individuals who have not completed their higher
education, or who do not otherwise meet the criteria for a professorial title in the
respective Faculties. The rank of Instructor is granted in the clinical and adjunct
categories, but the rank of Assistant Instructor is not. The rank of Assistant Instructor
is normally given to individuals holding only the Bachelor's degree.
IV. Research Associate and Research Assistant
These titles are granted to academically qualified individuals who are primarily engaged
in a research project. Research Associates normally hold a Ph.D. degree or equivalent;
Research Assistants hold the Master's or Bachelor's degree.
V. Associate
This title is granted to academically qualified individuals who are expected to engage in
research in conjunction with a faculty member, or under the supervision of a faculty
member, on a non-remunerated basis. Appointment is governed by the policy approved
by the BOD (refer to Appendix 2-C below).
* equivalent constitutes 'completion of higher education'. It is recognized that in some disciplines (e.g., Architecture,
Nursing) the Doctorate is not common, and the Master's degree may be considered adequate for professorial ranks.
 Full-time Research Assistants whose contracts are for a period of more than three months are entitled to join the
HIP program. To benefit from the reduction of tuition fees accorded to other full-time employees, the contract
must be for a period of at least one semester.
29
APPENDIX 2-C
ASSOCIATES
(Approved by the Board of Deans on October 31, 1991 and January 5, 1995)
Associate appointment may be granted to academically qualified individuals who are expected to
engage in research in conjunction with a faculty member, or under the supervision of a faculty
member, on a non-remunerated basis.
A candidate should apply and be recommended by the Chairman of the Department or Program
Director and the Dean/Director concerned and approved by the President. Appointment is for a
limited period not to exceed one year subject to renewal.
Associates are not eligible for HIP benefits.
APPENDIX 2-D
POLICY ON APPOINTMENT OF ADJUNCT FACULTY
(Approved by the Board of Deans on December 19, 1991 and by the President on January 7,
1992 and modified by the Board of Deans on February 6, 1992)
1. Professionals shall be recommended by a Faculty for a Faculty or Interfaculty project
outside the regular University programs and appointed for a limited term normally not to
exceed one year subject to renewal. Such appointees must therefore be informed that they
are not eligible for academic promotion at AUB, and a change from an adjunct status to a
regular faculty status requires the normal procedures applied to new faculty appointments.
2. Appointment of adjunct faculty to all ranks and renewal of appointment are subject to
normal University appointment procedures but require only approval of the Board of
Deans and the President.
3. All adjunct appointments in REP are allocated to REP project lines.
4. All full-time adjunct personnel will be accorded HIP and indemnity benefits as stipulated
in their contracts.
30
APPENDIX 2-E
PART-TIME ACADEMIC CONTRACTS
(From the memorandum of the Director of Personnel dated January 5, 1998)
1. Part-Time appointees will be engaged on fixed-term contracts not to exceed 9 months in
one year. The Part-Time Academic Appointment should be for a maximum of no more
than 50% of a full-time appointment, without eligibility to join the Health Insurance Plan,
but including University Health Service for the appointee only.
2. Certain part-time personnel, by mutual agreement, may receive appointments in the
University without remuneration.
3. Before transferring a person from full-time to part-time, or from part-time to full-time, his
services must be terminated. After a lapse of not less than 30 days for academic personnel,
such a person may be re-engaged by the University in accordance with a new agreement.
APPENDIX 2-F
POLICY ON EMERITUS STATUS
(Approved by the Board of Trustees, March 19, 1999)
1.
a)
b)
c)
d)
2.
Privileges: In addition to the benefits to which a retiree is entitled in accordance with
University personnel policy, emeritus status accords its holder the following special
privileges:
a)
b)
c)
d)
e)
1.
Full-time faculty of the rank of professor and clinical professors in the Faculty of
Medicine, and academic administrative officers of the University, such as the Vice
Presidents and Deans, who have completed a period of no less than ten years of
cumulative service to AUB and who have exemplified high standards in teaching
research and service, will be eligible for Emeritus status.
The status of Emeritus President will be granted by the Board of Trustees.
Academic administrative officers who have held an academic appointment in the
rank of professor and have retired in the administrative position are likewise
eligible.
Appointment to emeritus status can only be made after termination of the
candidate’s contractual agreement with the University and after a lapse of at least
one year.
Issuance of a University identity card.
Listing in the University Catalogue and in faculty lists.
Use of University Libraries.
Participation in academic processions.
Use of certain university facilities upon special permission of the President.
Names of eligible candidates for emeritus status will be forwarded by the Director of
Personnel to the Dean or Director of DEP who after consultation with the academic
unit concerned and the Advisory Committee will make a recommendation to the Board
of Deans, for transmission to the President.
31
APPENDIX 2-G
AMERICAN UNIVERSITY OF BEIRUT
EQUAL OPPORTUNITY POLICY
(Approved by the Board of Trustees in June 1995)
It is the policy of the American University of Beirut (AUB) to provide equal employment
opportunity to all employees and to all applicants for employment regardless of their race, color,
religion, age, national origin, sex, marital status, disability, citizenship, or Vietnam Era Veteran's
status. The policy applies to all of AUB's activities, including but not limited to recruitment,
hiring, compensation, assignment, training, and promotion.
This policy also prohibits harassment in the workplace based on any of the above-listed
characteristics. Impermissible harassment is defined as verbal or physical conduct that denigrates
or shows hostility or aversion toward an individual because of any of the above-listed
characteristics and/or that:
1. has the purpose or effect of creating an intimidating, hostile, or offensive work
environment;
2. has the purpose or effect of unreasonably interfering with an individual's work
performance; or
3. otherwise adversely affects an individual's employment opportunities.
It is also against AUB's policy to discriminate against or harass an individual because of his or
her association with someone who is a member of the protected groups listed above.
Any employee who believes that conduct in violation of this policy may be occurring or may
have occurred is urged to report the relevant facts immediately to (name of individual or
individuals). All such reports will be investigated promptly, with an effort made to keep the
source as confidential as possible.
It is against AUB's policy for any retaliatory action to be taken against an individual who reports
a possible violation of this policy.
Appropriate disciplinary action (up to and including termination of employment) will be taken
against any individual found to have violated this policy.
32
APPENDIX 2-H
AMERICAN UNIVERSITY OF BEIRUT
POLICY ON ETHICS GOVERNING APPOINTMENT OF
PERSONNEL
(Approved by the President in March 1995 and modified as per the memorandum of the Deputy
President dated September 29, 1997)
1. Definitions
For the purpose of this policy:
a) The word "relatives" means parents, brothers and sisters, spouse, in-laws and children
of these individuals.
b) The word "appoint" means, inter-alia, interviewing, selecting, recommending and
hiring, as the case may be.
2. The appointment of relatives, academic and non-academic, in the same Organizational
Unit (Department, Office, School, Institute, Program) is not allowed. For academic
appointments in the FM and for Departments with Divisions and a total departmental fulltime faculty members of 30 or more this restriction applies to Divisions within these
Departments).
3. The election of relatives to the same Advisory Committee and the Senate is not allowed.
4. Officers of the University including Directors and Heads of Administrative Departments
shall not appoint relatives in their respective areas of responsibility, faculties, offices and
departments.
5. This Policy shall become effective as of July 1, 1995. However, the re-appointment of
personnel on contract shall not be affected thereby.
6. This Policy shall apply to all full-time academic and non-academic personnel. In addition,
item 4 of this Policy shall apply to part-time personnel.
7. The President shall decide on any exceptions to this Policy.
33
CHAPTER 3 : ACADEMIC POLICIES, DUTIES, AND
RESPONSIBILITIES
I. INTRODUCTION
An academic career is ideally one of selfless dedication to the pursuit of knowledge and the
education of young men and women. Faculty members are expected to exert their utmost
to uphold the high academic standards for which the Faculty and the University have been
renowned. As such, a Faculty member should be a dedicated and capable teacher as well as
an able and productive scholar. The Faculty member is also expected to participate in
other academic activities, including advising of students and proctoring of quizzes and
examinations, to contribute to the development of the Department and the Faculty, to
serve on Faculty and University committees, and to take an active interest in student life
and in the activities of the Faculty and the University at large. A Faculty member is
expected to discharge his/her duties thoroughly and conscientiously and to abide by
University, Faculty, and Departmental regulations and procedures.
The present chapter is concerned with academic policies and the duties and responsibilities
of Faculty members. The academic regulations and procedures of the Faculty are covered
in chapter four.
II. PRESENCE AND OFFICE HOURS
1. In order to attend to their academic duties to the fullest extent all full-time Faculty
members are expected to be present in the Faculty during the regular working
hours of the University, except for official holidays and while on approved leaves.
The presence of Faculty members is expected during breaks between terms and
similar breaks during Christmas and Easter vacations.
2. Faculty members are required to have office hours, during which they will be
prepared to meet with students in their offices. The number of office hours should
be at least six per week, distributed over weekdays and at times that are manageable
for the students concerned. The office hours should be posted outside the office of
the Faculty member.
III. TEACHING
A. General
Excellence in teaching, which should be the hallmark of every Faculty member, entails
the following:
 a thorough, up-to-date knowledge of the subject matter;
 an organized and lucid presentation of course material, using illustrations, handouts
and audiovisual aids as may be appropriate;
 motivation of students to learn, to think, and to adopt professional attitudes and
traits;
 comprehensive and meaningful evaluation of student performance through
quizzes, examinations, and suitable assignments; and
 fair and representative grading, based on strictly academic criteria and not on any
other considerations.
B. Teaching Loads
34
1. Teaching assignments are made by the Chairman of the Department concerned in
consultation with the members of the Department. In the assignment of teaching
loads and the scheduling of courses, considerations of the common good of the
students and the Department should outweigh any matters of convenience to
individual Faculty members.
2. Once course schedules are announced, they should not be changed except with the
approval of the Chairman of the Department concerned.
3. Teaching loads are based on Faculty Work Load Sheets, of which there are two
versions, one for architecture faculty and another for engineering faculty. These
forms are filled in by the Chairman of the Department and submitted to the Dean
two weeks prior to the start of a term. In the load sheet, hours are allocated for
teaching - taking into account the nature of the course, i.e., lecture, design, or
laboratory course, preparation time, repeated sessions, number of students, and
preparation and correction of quizzes, examinations and homework - correction of
"Approved Experience" reports, thesis supervision, research, student advising,
administrative duties, and committee work. For a full-time Faculty member the
total time for these activities should amount to about 40 hours per week. For parttime Faculty members, the total time divided by 40 constitutes the fractional fulltime load for the given term.
C. Quizzes and Examinations
1. Quizzes and examinations should be comprehensive, i.e. cover well all the material
on which students are to be tested, and should be designed to test how well the
students have grasped the material and are able to relate it to contexts different
from the ones in which it was learned.
2. Quizzes and examinations should be either closed book, in which students are not
allowed to use any outside material of any kind, or open book, in which students
may bring into the examination room any outside material they wish. Any tables,
data sheets, or reference sheets that may be required should be handed to the
Records Office for distribution with the question sheets.
3. Programmable calculators are only allowed in open-book examinations for courses
of Term VI and above, if permitted by the teacher concerned, who must indicate
this permission on the examination question sheet itself.
4. A quiz or examination may consist partly or wholly of questions that have short,
multiple-choice answers. This type of question is best suited for testing knowledge
of descriptive material and the ability to solve problems whose solution requires
only a few steps. It should not be used for design-type problems or for testing the
ability to solve problems the solution of which requires a fairly large number of
steps or an elaborate procedure.
5. Proctoring of quizzes and examinations is part of the academic duties of every
Faculty member. Proctors are expected to spend proctoring time strictly
supervising the students throughout the duration of the quiz or examination.
6. Solutions to quizzes should be discussed with students. Answer booklets may be
returned to students, but under no circumstances should the question sheets of
quizzes and examinations be returned to students after the quiz is corrected.
7. Answer booklets and question sheets of final examinations, except as specified in
section D 2 e below, should be sent to the Records Office, where they are kept for
a year after the date of the final examination, after which they are destroyed.
8. Faculty members are urged to solve problems from previous quizzes and
examinations in class or to place in the Engineering and Architecture Library
solutions of previous quizzes and examinations. Quizzes and examinations of
courses of the first two years and their solutions should be placed in the
Engineering and Architecture Library.
35
9.
Problems from previous quizzes and examinations should not be repeated in
subsequent quizzes and examinations in a manner which may give advantage to
students who have access to pervious quizzes and examinations.
D. Course Files
1. A file should be kept in the Department for every course offered by the
Department. The faculty member who teaches the course in question is responsible
for updating the course file at the end of the term in which the given course is
offered.
2. The course file is required for accreditation purposes and should contain the
following:
a) an outline of the course material as actually given during the term, together
with the name of the textbook and any references assigned;
b) copies of all course handouts given;
c) copies of homework, quizzes, examinations, and other assignments and their
solutions;
d) a class list with the course grades and all grades given for quizzes, examinations,
homework and any other assignments, and
e) the final examination answer booklets of students who scored the highest,
lowest, and median grades.
E. Faculty Appraisal
1. In order to evaluate the teaching performance of Faculty members and to help
them improve their teaching, faculty appraisal by students is conducted at the end
of each term in courses given during the term.
2. The results of this appraisal are communicated to the Faculty member concerned
and to the respective Chairman of the Department. These results include
comparative statistics for each Department and for the engineering departments as
a whole, as well as transcribed comments by students.
IV. RESEARCH
1. Research is a vital and integral part of the academic duties of every Faculty member
and constitutes a major criterion for promotion from one academic rank to another
and for merit salary increases.
2. Although the University Research Board awards limited research grants to Faculty
members, in accordance with the provisions of chapter 6, section II of this manual,
Faculty members are encouraged to seek research grants from external funding
agencies. The Office of the Vice President for REP can help in identifying such
agencies.
3. A Faculty member must apply for a research grant from an external funding agency
through the Office of the Vice President for REP. If such a grant is awarded, it
must be administered through the Office of the Vice President for REP.
4. A research grant from an external funding agency may provide for remuneration of
the researcher(s) concerned, in which case such funds will be used by the
University to offset the remuneration of the Faculty member and not to pay
him/her over and above his/her regular remuneration. However, with the approval
of the Chairman of the Department and the Dean, the teaching load of the faculty
member may be reduced so that he/she can devote more time for the research
work in question.
36
V. STUDENT ADVISING
1. Student advising is part of the academic duties of every Faculty member. The
Chairman of the Department concerned is responsible for assigning student
advisors so as to keep the number of advisees per faculty member as small as
possible.
2. Student advising should not be limited to registering students but should
encompass all aspects of academic advising including, selection of electives,
counseling on any academic difficulties or problems encountered, and monitoring
the academic progress of advisees.
VI. STUDENT HELP
1. Student help is available to Faculty members either by graduate assistants or by
students employed on an hourly basis through regular student employment by the
University. Such help may be used to assist Faculty members in their research, in
special projects or assignments, or in homework correction. Students must not be
assigned to correct quizzes, proctor in quizzes or examinations, or help in student
advising or in administrative duties of Faculty members.
2. A Faculty member who requires student help should request this help from the
Chairman of the Department.
VII. RESEARCH ASSISTANTS AND RESEARCH ASSOCIATES
1. Research Assistants or Research Associates may be appointed on a full-time or
part-time basis. Remuneration of these personnel should be covered by University
or external research grants in accordance with the provisions of these grants and
University policies.
2. Recommendation for appointment should be made by the faculty member
concerned to the Dean. Where the person to be appointed is a graduate student in
the Faculty, the recommendation for appointment must be approved by the
Chairman of the Department concerned.
VIII. MERIT INCREASES
1. Merit increases in salaries of Faculty members are based primarily on research
output, teaching performance, and contribution to the activities of the Department,
the Faculty, and the University. The increases are decided by the President upon
the recommendation of the Dean, which is based in turn upon the
recommendation of the Chairman of the Department.
2. For purposes of recommendation of merit increases in salaries, Faculty members
are requested to update their curriculum vitae regularly, in response to a circular
issued by the Dean.
IX. COPYRIGHTS AND PATENTS
1. A Faculty member who wishes to publish a book that he/she has authored may
make his/her own arrangements with publishing houses for publishing the book.
Current University practice is that royalties deriving from such publication are
normally the sole concern of the author. Alternatively, the manuscript may be
submitted to the University Publications Committee to be considered for possible
publication by the University in accordance with established policies and
procedures.
2. Potential inventions resulting from the research work of Faculty members generally
require considerable effort, expense, and expert handling for evaluation, protection,
development, and marketing. The University has not in the past committed its
resources for this purpose, but has, instead, relied upon a specialized organization,
37
Research Corporation Technologies, Inc. Information on approaching this
organization is available from the Office of the Dean.
3. The net royalties received by the University from patents are divided as follows:
a) 30% to the inventor(s),
b) 20% to the Department of the inventor(s), and
c) 50% to the University for the support of research.
 based on the Senate decision of May 9, 1969
38
Appendix 3-A
EXCERPTS FROM UNIVERSITY POLICIES
I. PRIVATE REPORTS
(Research Policy of October 8, 1979)
AUB will assume no responsibility for the contents of reports prepared by the faculty in their
private capacity when such Reports are not subject to a critical internal peer review process. Such
reports must not refer to the author's affiliation with AUB except for identification, in - for
example - a footnote, and must prominently display the following statement:
"The contents of this paper are the responsibility of its author and should not be
construed in any way or manner as expressing or implying, inter alia, the policies,
interpretations, views or recommendations of the American University of
Beirut."
No reports of this kind may be submitted on or transmitted by letters written on AUB
stationery. The content and format of such letters must make clear that this is a private and
personal activity of the faculty member involved and that the University takes no responsibility
for the report.
II. USE OF OFFICIAL AUB STATIONERY
(Approved by the Board of Deans on September 27, 1979)
AUB personnel may use the University's official stationery for all official correspondence relating
to University duties.
Specifically, AUB official stationery may not be used by AUB personnel for purposes not part of
their University responsibilities. When a letter or report of any kind is written or submitted in a
capacity not a part of the author's University duties, the responsibility for the contents of any
such document lies solely with the author.
III. DRUG-FREE WORKPLACE
(Statement by the President, January 29, 1993)
The American University of Beirut hereby notifies all employees that the unlawful manufacture,
distribution, dispensing, possession or use of a controlled substance is prohibited in the
workplace, and appropriate action will be taken against employees for violation of these
prohibitions. Specifically, employees who violate the foregoing prohibitions will be subject to
appropriate personnel action, up to and including termination of employment.
As a condition of work the individual will (1) abide by the terms of this statement; and (2) notify
the employer of any criminal drug statute conviction for a violation occurring in the workplace,
no later than five days after such conviction. Within thirty days of receiving notice to this effect
with respect to any employee who is so convicted, the University will take appropriate personnel
action as indicated above, or will require such employee to participate satisfactorily in a drug
39
abuse assistance or rehabilitation program approved for such purposes by an appropriate agency
in Lebanon.
IV. REAFFIRMATION OF STANDING UNIVERSITY POLICY
(Approved by the Board of Deans on December 17, 1992)
The Board of deans reaffirms the standing University policy that AUB:
1. Does not engage in any political activity, nor does it use any funds for any political
activity;
2. Has no discrimination policy on the grounds of race, color, national origin, age,
handicap, sex, or religion;
3. Complies with the drug-free policy which is in effect.
The Board of Deans approved the following wording for circulation to the AUB community:
"This is to remind you of the fact that the University will take all necessary legal and
disciplinary actions against any person, employee, student or visitor who, on
University property, contravenes the laws of Lebanon and the University
regulations including those relating to thefts, destruction and misuse of University
property, alcohol and drugs, indecent and improper behavior.
Thank you for your cooperation."
V. NON-INFRINGEMENT OF COPYRIGHTS
(Memorandum from the Vice President for Academic Affairs to Vice Presidents, Deans, and
Directors, November 3, 1992)
I wish to draw your attention to the University policy of strict adherence to non-infringement of
copyrights.
May I request you to remind AUB Faculty members "not to reproduce or transmit in any form
or by any means, electronic or mechanical, recording, or any informational storage and retrieval
system, from any source without permission in writing from the copyright owner of that source."
EMPLOYER LIABILITY FOR COPYRIGHT INFRINGEMENT DUE TO
ARCHIVAL COPYING BY EMPLOYEES
(Memorandum of February 2, 1995, from Mary M. Luria and Diane R. Moriarty, from the law
firm of Patterson, Belknap, Webb & Tyler, New York)
An employee's photocopying and archiving of articles from journals, newsletters and the like for
his or her own use, a common practice in law and other consulting firms and research-oriented
non-profits and other corporations that routinely circulate publications among the staff, may
40
subject the employer to liability for copyright infringement under a controversial recent decision
from the U.S. Court of Appeals for the Second Circuit. Yet the logical mechanism for avoiding
liability paying -- the publisher for the copies made -- is to date so undeveloped and cumbersome
as to be in many cases unworkable
In the case, American Geophysical Union v. Texaco Inc., 83 publishers of scientific and
technical journals brought a class action suit against Texaco claiming that Texaco's unauthorized
photocopying of articles from their journals constituted copyright infringement. The parties
agreed to limit the issues at trial to whether the photocopying of eight articles from one journal
by one Texaco researcher was fair use under section 107 of the Copyright Act.
The facts showed that Texaco employed between 400 and 500 researchers nationwide and that
its corporate library routinely routed journals to those researchers who requested to receive
them. Texaco maintained three subscriptions to the journal in question. The researcher on whom
the case focused photocopied eight articles from various issues of the journal and did not use
them immediately in his research but placed them in his files for future reference. The copyrights
in the photocopied articles were owned by the journal publisher, not the authors. Texaco argued
that such photocopying was customary and reasonable and that it constituted fair use, a defense
to copyright infringement.
The court analyzed the circumstances of Texaco's copying in light of the four fair-use factors set
out in Section 107 of the Copyright Act: the purpose and character of the use, including whether
such use is commercial or for non-profit educational purposes; the nature of the copyrighted
work; the amount and substantiality of the portion used; and the effect of the copying upon the
potential market for or value of the original.
The first factor, the purpose and character of the use, weighed against Texaco because the
researcher copied the articles for the convenience of having a personal archive of potentially
useful information in his office without Texaco having to purchase another copy of the original
journal or a reprint for him. While the court noted that Texaco's copying did not amount to
"commercial exploitation" despite Texaco's for-profit nature, it concluded that Texaco
nonetheless reaped some indirect economic advantage from its photocopying and thus the court
could not see why Texaco should not have to pay at least some price to the copyright holders for
the right to photocopy the original articles. Texaco also argued that its photocopying was
"transformative" and thus added value to the original in that the photocopy was easier to use in a
laboratory than a bulky journal, made it easier to annotate and protected the original from
damage. The court rejected this argument, noting that Texaco's photocopying merely
transformed the physical embodiment of the original, it did not contribute any new intellectual
value which would foster the advancement of the arts and sciences.
The second factor, the nature of the copyrighted work, weighed in Texaco's favor because of the
highly factual nature of the journal articles. The scope of fair use is greater with respect to factual
works than nonfactual works and many types of research uses of factual works have been held to
constitute fair use.
The third factor, the amount of the copyrighted work used in relation to its entirety, weighed
against Texaco because Texaco copied the entire articles. The extent of the copying strengthened
the court's view that the predominant purpose of the copying was to create a personal library for
the employee.
On the fourth factor, the effect upon the potential market or value of the copyrighted work, the
court found that the evidence that Texaco would fill the need being supplied by photocopies by
purchasing additional subscriptions or back issues was weak and thus did not tilt the fourth
factor strongly toward the publishers. However, the effect of Texaco's copying on the market for
subscriptions to the journal in question is less significant than the effect on the market for or
41
value of the individual articles copied, the court reasoned. The court then looked at the impact
on the market for the individual articles rather than subscriptions to the journal as a whole. It
acknowledged that only an impact on licensing revenues for traditional, reasonable or likely to be
developed markets should be cognizable when assessing the fourth factor. Formal reprints were
not regularly sold. However, primarily because of the existence of the Copyright Clearance
Center Inc., a central clearing house established in 1977 by publishers to license photocopying,
the court found that a workable market exists for institutional users to obtain paid licenses for
the right to photocopy articles owned by member publishers. As photocopying licenses for
articles in the journal at issue are available through the CCC, the court found that the publishers
had demonstrated a substantial harm to the value of their copyrights due to diminution of CCC
fees.
As three of the four fair use factors favored the publishers, the court ruled that Texaco's copying
was not fair use. The court was careful to point out, however, that it was not deciding how the
fair use balance would tilt had a photocopying license not been available for the journal at issue,
and it emphasized that its ruling is confined to the archival photocopying at issue.
The decision thus calls into question the undoubtedly widespread practice of photocopying by
research-intensive business, whether of a non-profit or commercial nature, and law and
consulting firms who route publications among employees. Users whose employees engage in
the type of archival photocopying at issue in the Texaco case have the principal options of either
securing a photocopying license from the CCC, if the publisher of the publication in question is
a member, or dealing directly with the publisher to obtain a license to photocopy or a formal
reprint. But as the dissent in Texaco points out, for an institution such as Texaco that subscribes
to numerous journals, only about a third of the publications are covered by a CCC license; not all
publications of CCC-member publishers are covered by the CCC licenses; and not all of the
articles in each CCC-covered publication are copyrighted. The user is then left with the task of
determining whether the article he or she wishes to copy is covered by a CCC license and the
nature of the license. The CCC scheme of course does not come into play if the publisher is not
a CCC member. The user would then have to try to arrange a photocopying license directly with
the publisher. As the dissent bluntly concludes, "the market for licensing is cumbersome and
unrealized".
As the CCC expands, and it is apparently using the Texaco decision as marketing tool to pursue
potential licensees and sign up more publisher members, the system should become more
workable. In the meantime, employers without licenses should discourage purely archival
copying by employees. Of course, employees may continue copying for personal research use -i.e., make a copy to read, reread, mark-up, consider and (possibly) to keep for future reference.
This is a close but important distinction, yet one which must be observed unless and until the
Texaco decision is reversed or "clarified" and narrowed.
VI. TEXTBOOKS AUTHORED BY AUB FACULTY MEMBERS
(Board of Deans, July 21, 1994)
If an AUB faculty member wishes to use a textbook which he/she is the author or editor of,
he/she should present evidence to the Dean/Director through the Chairman that the book has
been internationally reviewed favorably and recommended as a textbook. Exceptions, including
the use of manuals, can only be made after favorable review by external referees and
recommendation from the academic unit concerned to the Dean/Director.
42
VII. POLICY ON INTER- AND INTRA-FACULTY TEACHING
(Approved by the Board of Deans on March 1, 1995 and by the President as per the
memorandum of the Deputy President dated March 8, 1995)
Faculty members who wish to teach a course on an overload basis in a Faculty other than the
Faculty in which their regular full-time duties lie must obtain the permission of the Departmental
Chairperson and Dean of their own Faculty, and thereafter the permission of the President.
Presidential permission will be given only in exceptional cases, where there is in the opinion of
the President a demonstrable need for the services of the faculty member by the other Faculty in
question. Permission, including any approval for remuneration, will be given for a maximum of a
three-credit course or its equivalent.
If such teaching in another Faculty can be accomplished by adjustment of teaching load in the
Faculty in which the individual has his/her regular duties, permission can be given by the
Departmental Chairperson and the Dean concerned. No additional remuneration will be
provided in such a case.
If a faculty member on full-time contract is asked to give an occasional lecture or seminar in
another department or Faculty of the University, the Departmental Chairperson and Dean
should be informed in advance, and it is to be understood that additional compensation will not
be offered or received.
43
Appendix 3-B
UNIVERSITY COMMITTEE ON PROFESSIONAL CONDUCT OF
FACULTY MEMBERS
(Approved by the Board of Deans on November 4, 1993)
With the acceptance of a full-time faculty appointment at AUB, an individual makes a
commitment to the University that is understood to be full-time in the most inclusive sense. This
commitment is met by scholarly and professional activity of many kinds, including lecturing,
conducting laboratory sessions, conducting research, counseling and advising students outside
the classroom, holding discussions with students and colleagues and serving on committees.
Every member is expected to accord the University his or her primary professional loyalty, and
to arrange outside obligations, financial interests, and activities so as not to conflict or interfere
with this overriding commitment to the University.
The University traditionally stands not only for academic study and intellectual development, but
also for high ideals and character. Members of the academic staff are expected to conduct
themselves in a manner which will set a good example to the University community and hold
before it the high intellectual and moral standards which the University strives to maintain.
In order to ensure proper adherence to these principles, a Standing Committee on Professional
Conduct shall be established. The name, composition, and functions of this Committee, as well
as the procedure to be followed, are as follows:
1. Name: University Committee on Professional Conduct, hereafter referred to as the
Committee.
2. Composition: The Committee shall be composed of the Deans of the Faculties, the Vice
President for Academic Affairs, and, if desired by the President, one or more faculty
members of the rank of professor, appointed by the President. The Chairman of the
Committee shall be appointed by the President from within the Committee. The term of
office of the Chairman shall be one year, subject to renewal.
3. Functions: The Committee shall investigate allegations of violations by faculty members of
University policies, rules or regulations pertaining to professional conduct. Each such
allegation shall be referred to the Committee in writing by the Dean/Director of the
faculty member in question. While an inclusive list of all possible violations of professional
conduct is not possible, examples of such violations include activities which involve unauthorized outside employment and/or consultation, copyright violations and plagiarism,
falsification of credentials, conflicts of interest and commitment, sexual harassment, etc.
When the alleged violation is reported to the Dean/Director, the latter shall endeavor to
resolve the matter, failing which he/she shall refer it to the Committee. The Committee
will consider the matter and submit to the President its recommendations, including any
proposed disciplinary action. The disciplinary action may range from a verbal reprimand to
termination, depending on the seriousness of the violation. If the accusation is found to be
intentionally false or vindictive in nature, the President, after consultations with the
Committee, may take punitive measures against the accuser(s).
4. Procedure: Upon notification by a Dean/Director of an accusation of wrongdoing, the
Chairman of the Committee shall call for a meeting of all Committee members for
deliberation on the issue. If, on the basis of the written allegation, the Committee finds
that the matter in question does not constitute a violation, it shall consider the matter
closed and will so inform the person(s) concerned. If, however, the Committee determines
44
that a further investigation is warranted, such investigation shall be conducted in
accordance with the following procedures:
a. The Committee shall inform the accused of the nature of the charge against him/her.
b. The Committee shall invite the accuser to provide the Committee with all pertinent
evidence substantiating his/her accusation.
c. The Committee shall invite the accused, who shall have the right to bring counsel from
among the membership of the senior full-time faculty, to defend hi/her case.
d. The Committee shall seek such additional pertinent information from sources other
than those mentioned in (b) and (c) above, as it sees fit.
e. The Committee shall present a written recommendation of a course of action to the
President within two months from the beginning of its deliberations on the matter.
f. The President shall inform the parties concerned in writing of the resolution of the
matter and any applicable disciplinary actions or other sanctions.
5. Part-time Faculty Members: Part-time faculty members are subject to all University
policies, rules and regulations pertaining to professional conduct and to the jurisdiction
and procedure of the Committee.
6. Other Action: Initiating the procedure according to this policy does not preclude the
University from taking any other action which is permissible under the terms of the
relevant letter of appointment, any general University policy, rule or regulation, and any
applicable law, whether civil or criminal.
45
Appendix 3-C
POLICY ON DUALITY OF INTEREST OR CONFLICT OF INTEREST
(Approved by the Board of Trustees in November 1994)
The Board of Trustees of the American University of Beirut wishes to establish a policy setting
forth rules to govern possible duality of interest and conflict of interest involving its faculty,
officers, administrators, and medical staff. The Board therefore adopts the following resolution:
WHEREAS
(A)
The American University of Beirut depends on its faculty, officers,
administrators, and medical staff to give their time and efforts to the benefit of the
University, including its Hospital;
(B)
Service as a faculty member, officer, or member of the administrative or medical
staff carries with it a requirement of loyalty to the University and a responsibility to
conduct the University's affairs honestly and economically, exercising each individual's
best care, skill, integrity and judgment for the benefit of the University;
(C)
Because of the varied interests and backgrounds of its faculty, officers,
administrators and medical staff, situations may develop which involve a duality of
interest or conflict of interest between an individual and the University, and yet it is
important that such potential duality or conflict of interest shall not render service to the
University impossible;
NOW, THEREFORE, BE IT RESOLVED, that the following policy on duality of
interest and conflict of interest is hereby adopted for the guidance of faculty, officers,
administrators, and medical staff.
A. General Policy
All decisions and actions by faculty members, officers, administrators, and medical staff shall be
made in a manner which promotes the best interests of the American University of Beirut and
avoids the prospect of a conflict of interest. This policy shall be maintained by the following
practices of disclosure of affiliation and withdrawal from debate, voting, or other decisionmaking processes where duality or conflict of interest may exist.
B. Disclosure
Upon assuming appointment as an officer or as a member of the faculty, administration or
medical staff, each individual shall submit to the President a list of his or her affiliation with any
person, firm, organization, or corporation with which he or she has reason to believe the
university does business; any business affiliations which the individual may have with any other
officer or employee of the University; and such other information as may be necessary to comply
with the policy. (For the purposes of this policy, parents, brothers and sisters, spouse, in-laws
and children of the individual shall be regarded as though they were appointees). Each individual
shall be expected to amend the list from time to time as his or her affiliations or duties change.
C. Participation and Voting
When a particular matter involves a person, firm, organization, or corporation with which a
faculty member, officer, or member of the administrative or medical staff (or a relative as
46
specified above) has an affiliation, such affiliation shall be brought to the attention of the
individual's immediate supervisor and Dean, or Vice President or President, as applicable, in
writing by the individual himself/herself, and the individual shall refrain from all decisionmaking processes relating to the affiliated person, firm, organization or corporation. Should the
matter arise at any meeting, such disclosure shall be made by the individual involved prior to any
discussion or vote, and shall be noted in the minutes of the meeting. The individual shall refrain
from participating at the meeting in the discussion and from voting on the matter.
D. Supplemental Procedures
The President may issue additional disclosure and participation procedures which implement this
University policy.
E. Definitions and Procedures
1. For purposes of this policy, faculty members, officers and administrators and medical staff
shall be considered affiliated with a person, firm, organization or corporation if:
(a) the individual is an officer, director, partner, trustee, employee, or agent, whether
paid or unpaid, of such person, firm, organization or corporation; or
(b) the individual is the actual or beneficial owner of more than 1 percent of the voting
stock or controlling interest of such firm, organization or corporation; or
(c) the individual has dealings with such person, firm, organization or corporation from
which he or she has knowingly materially benefited; or
(d) the individual's immediate family (parents, brothers, sisters, spouse, in-laws or
children) have any of the positions, ownership or benefits set forth in the preceding
(a) through (c).
For purposes of this policy, affiliations with persons, firms, organizations, or corporations
which may present a conflict of interest under provisions A through D of this policy must
be disclosed to the University.
2. For purposes of this policy, all consulting agreements or arrangements, formal or informal,
paid or unpaid, to which a faculty member, officer, administrator or medical staff member
is a party, are subject to disclosure under provisions A through D of this policy.
3. The Director of Personnel shall maintain a file of information disclosed pursuant to this
policy.
4. A copy of this policy shall be distributed to all faculty members, officers, administrators
and medical staff and shall be posted in the University's Personnel Office and in the
Medical Center.
5. Issues arising under the application of this policy shall be resolved by the President.
47
FORM FOR DISCLOSURE OF ACTIVITIES
WHICH MAY INVOLVE CONFLICT OF INTEREST
I, ——————————————————, have read and understood the "University
Policy on Duality of Interest" of November 19, 1993, and in accordance with this policy I state
the following:
1.
I attach a list of all my affiliations with any person (including any officer or employee of
the University), firm, organization, or corporation with which I have reason to believe the
University does business.
—
NOT APPLICABLE
—
LIST ATTACHED
2.
I attach a list of my consulting arrangements, whether or not I believe that they may
involve potential conflict of interest.
—
NOT APPLICABLE
—
LIST ATTACHED
3.
I shall amend these two lists (items 1 and 2) from time to time as my affiliations or duties
change.
4.
If I become aware that any member of my family (parents, brothers and sisters, children,
spouse, and/or in-laws) is engaged in business with the University, I shall disclose my
relationship with the person(s) concerned, and the nature of this business.
5.
I understand that I am not to participate in any decision or vote on an issue in which I
may have conflicts of interest because of affiliations listed in items 1, 2, and 4.
I submit this information to the President of the University.
Signature:
——————————————————
Position:
——————————————————
Date:
——————————————————
48
Appendix 3-D
THE ENGINEERING AND ARCHITECTURE ALUMNI CHAPTER
INNOVATION IN TEACHING AWARD
(Announced in January 1997)
Nature of Award
An annual award named The Engineering and Architecture Alumni Chapter
Innovation in Teaching Award is established in recognition of outstanding innovation in
teaching, evaluation, and guidance of students. The Award consists of a Certificate, an
inscription of the recipient’s name on a special board in the Board Room, Bechtel Engineering
Building, and a $2,000 prize. The award may be withheld in any given year if no candidate is
deemed meritorious by the Award Committee.
Eligibility
All full-time and part-time members of the Faculty of Engineering and Architecture are
eligible. A Faculty member may receive the Award more than once in different years.
Procedure and Criteria
Any faculty member who believes he/she is eligible for the Award should apply to the
Chairman of the Department concerned or the Coordinator of the Engineering Management
Program, with any supporting evidence he/she may consider relevant, during the month of July
in any given year. The innovation in question, whether in teaching methods, academic evaluation,
or guidance of students, should have been tried for at least two semesters and should have
produced demonstrable and unequivocal educational benefits. The Chairman or Coordinator,
after consultation with members of the Department or Program, as he/she deems appropriate,
may recommend one or more candidates to the Dean, who will present the relevant documents
of the candidates to the Award Committee.
Award Committee
The Award Committee shall consist of the Dean, Faculty of Engineering and
Architecture, as Chairman, and the following as members:
•
•
•
•
President of the Engineering and Architecture Alumni Chapter
Vice President of the Engineering and Architecture Alumni Chapter
Director of the Division of Education Programs, AUB
President of the Student Representative Committee, Faculty of Engineering and
Architecture.
The Award Committee will meet early in the fall semester and, if the Award is to be
made in any given year, will announce the recipient’s name before the end of December of that
year.
 Guidance of students refers to a teacher’s role in motivating, inspiring, and helping students find their way as
human beings and future professionals.
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Appendix 3-E
DEAN’S AWARD FOR CREATIVE ACHIEVEMENT
(Announced in December 1991)
An award named the Dean's Award For Creative Achievement is hereby initiated in the Faculty
of Engineering and Architecture, whose objective is to recognize and reward creativity among
students of the Faculty in their approach to academic work.
Nature of Award
The Award consists of a certificate in testimony of creative achievement as well as inscription of
the recipient's name on a special board placed in the Dean's reception room or in another
appropriate future location. A student who receives the award three times will be presented with
a $500 prize.
Number of Awards
One Award may be presented yearly, depending on eligibility, to a student in each of the
following programs: Architecture, Graphic Design, Civil Engineering, Computer And
Communications Engineering, Electrical Engineering, and Mechanical Engineering.
Eligibility
Undergraduate students from all classes in the Faculty of Engineering and Architecture who
have demonstrated creativity in their approach to academic work as applied to projects, problem
solving, laboratory and shop work, etc. are eligible without restriction. If the work in question is
a group activity, the Award may be made to each member of the group.
Procedure for Nomination And Selection
Faculty members shall submit to the Chairman of the Department concerned, as soon as
possible after the final examinations of the Spring Semester, the names of candidates for the
award with justification and supporting material. Selection of the candidate for each program
shall be made by the respective department and communicated to the Dean for voting by the
Faculty at the time of voting of degrees at the end of the academic year.
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Appendix 3-F
DISTINGUISHED GRAUATE AWARD
(Announced in June 1998)
Description
The Distinguished Graduate Award will be given to the graduating senior student who
demonstrates high academic achievement, outstanding character and contribution to the
Department. The Award is limited to the Departments of Civil and Environmental Engineering,
Electrical and Computer Engineering, and Mechanical Engineering.
Nomination
The candidate should be nominated by at least three faculty members. The nomination should
come in the form of a brief that addresses academic performance, character and contribution to
the Department.
Academic Performance
The candidate for the award should have been placed on the Dean’s Honor List for Terms
VII, VIII, X and XI and should have been nominated for graduation with distinction or
high distinction.
Character
The nomination brief for the student should include a section addressing the student’s
character and should include examples that demonstrate it vis-à-vis his/her classmates and
teachers. Emphasis should be given to evidence of exemplary, ethical and responsible
conduct inside and outside the clkassroom setting.
Contribution to the Department
The nomination brief should address and evaluate the contributions that the student made
to the learning environment in his/her classes and to the Department as a whole. This
section should include supporting examples.
Voting
The successful candidate for the award should acquire the vote of at least two thirds of the
voting faculty members of the Department.
Award
The Award will consist of an engraved plaque and a certificate signed by the Chairman of the
Department and the Dean.
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CHAPTER 4 : ACADEMIC REGULATIONS AND PROCEDURES
I. GENERAL
1. The Academic Rules and Regulations of the Faculty are included in the section on
the Faculty of Engineering and Architecture in the University Catalog. Appended
to the present chapter are notes circulated to advisors when there has been a need
to clarify or augment procedural matters related to the Academic Rules and
Regulations.
2. A complete set of all Faculty rules and regulations affecting students is posted on a
special notice board in Bechtel Engineering Building. It is the responsibility of
every student in the Faculty to be thoroughly familiar with these rules and
regulations.
II. RULES AND REGULATIONS ON STUDENTS' ATTENDANCE
1. Regular attendance is expected in all classes. Classes are understood to include
lectures, recitations, and laboratory, shop, and design sessions.
2. Absence of a student, whether excused or unexcused, from any class session does
not excuse the student from responsibility for the work done or announcements
made during the student's absence.
3. Unexcused absences from classes are governed by the provisions of section IV of
appendix 4-B.
III. EXAMINATIONS AND STUDENT TESTING
A. General
1. Unless otherwise indicated, "examination" is understood to include final
examinations, midterm examinations, the prescheduled Saturday quizzes, and
quizzes given individually by teachers, whether prescheduled or unannounced.
2. Students may be tested through examinations, reports, papers, homework, or other
assignments. The allocation of percentages of the course grade to various
examinations and assignments is left to the teacher concerned, except that the
percentage allocated to the final examination should be in the range 40% - 60% and
the total percentage allocated to quizzes and final exams should not be less than
80%. Students should be informed at the beginning of the course of the percentage
allocations of the course grade.
3. In courses that include both graduate and undergraduate students, graduate
students should be given additional assignments in the form of reports, papers, or
projects.
B. Student Testing in Engineering Courses
1. The number of hours of examinations in courses taken by engineering students in
any term must correspond to the number of credits in the course, as follows:
a) 2 credit-hour didactic courses in a semester:
2 hrs. of quizzes + 2 hrs. final examination
b) 3 credit-hour didactic courses in a semester:
3 hrs. of quizzes + 3 hrs. final examination
c) 4 credit-hour didactic courses in a semester:
4 hrs. of quizzes + 3 hrs. final examination
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d) 2 credit-hour didactic courses in a summer term:
1 hr. midterm examination + 2 hrs. final examination
e) 3 credit-hour didactic courses in a summer term:
1 1/2 hrs. midterm examination + 3 hrs. final examination
f) 1 credit-hour laboratory courses:
1 hr. midterm examination + 1 hr. final examination
g) 2 credit-hour laboratory courses:
2 hrs. midterm examination + 2 hrs. final examination
2. In engineering design courses, any deviation from the aforementioned
specifications must be approved by the Chairman of the Department. Design
courses are courses scheduled on the basis of two contact hours per credit hour,
and may include some general lectures on instructions and procedures. The final
grade in these courses is solely based on design projects.
3. Teachers who give their own quizzes outside the prescheduled Saturday quiz
sessions may choose to divide the total duration of quizzes into one-hour quiz
sessions.
C. Student Testing in Architecture Courses
1. Studio courses depend exclusively on design or drawing exercises as the source of
evaluation. A minimum of two such exercises is required per course. The weight of
any single exercise should not exceed 50% of the course grade.
2. Seminar courses depend exclusively on assignments as the source of evaluation.
The minimum number of assignments should be equal to the number of credits of
the course. The weight of any single assignment should not exceed 50% of the
course grade.
3. Student testing in history and theory didactic courses should be in accordance with
the following:
a) 2 credit-hour courses in a semester, or 2 credit-hour or 3 credit-hour course in
a summer term:
1 hr. quiz + 2 hrs. final examination + assignments
b) 3 credit-hour didactic courses in a semester:
2 hrs. of quizzes + 2 hrs. final examination + assignments
4. Student testing in technical didactic courses should be in accordance with B 1
above.
D. Scheduling of Quizzes and Midterm Examinations
1. Quizzes in courses of the first two evaluation periods should be given during the
prescheduled Saturday sessions of a semester. The quiz schedule for each semester
is prepared by the Assistant Dean and circulated to all faculty members, with the
proctoring schedule, at the beginning of each semester.
2. Quizzes in courses of the third evaluation period and beyond are normally handled
by the teacher concerned. If a teacher wishes to include these quizzes in the
prescheduled Saturday sessions, the teacher should check as early as possible with
the Assistant Dean, who will determine, on the basis of availability of adequate
examination space, the feasibility of such a request.
3. For quizzes given outside the prescheduled Saturday sessions, the following shall
apply:
a) The date of the quiz should not conflict with any scheduled class, laboratory
session, or Faculty or committee meeting.
53
b) In order to avoid conflicts in the scheduling of quizzes and the possibility of
overloading students with quizzes, the Chairman of the Department should be
informed beforehand of the proposed date of the quiz.
c) If such a quiz is to be given during the time scheduled for a class or laboratory
session of the course in question, then provision must be made for a make-up
of this used time.
4. Midterm examinations during summer terms are handled in the same way as
quizzes during a semester.
E. Scheduling of Final Examinations
1. Final examinations in all courses should be given during the assigned examination
period following the reading period. If for exceptional reasons, a final examination
is to be given outside the assigned examination period, prior approval of the
Chairman of the Department and the Dean should be obtained.
2. The final examination schedule is prepared by the Assistant Dean and circulated to
all faculty members, with the proctoring schedule, at least two weeks before the
start of the reading period.
F. Preparation of Quizzes and Final Examinations
1. Quizzes and final examinations that are to be prepared by the Records Office must
be submitted to the Records Office at least three days before the date of the quiz,
or at least one week before the date of the final examination, so as to allow
sufficient time for typing and checking. Teachers may prepare their own quizzes or
final examinations, in which case the finished set of examination questions must be
handed to the Records Office at least 48 hours before the date of the examination.
2. In numbering the pages of a quiz or a final examination, the total number of pages
should appear on the bottom right-hand corner of each page.
3. Teachers should carefully check the examinations they prepare, before and after
reproduction.
G. Proctoring of Examinations
1. Proctors should report to the Records Office twenty minutes prior to the starting
time of the examination. If for a compelling reason a proctor cannot come to a
proctoring session, the proctor must inform the Records Office or the Office of
the Dean well in advance, and must arrange for a replacement.
2. Head proctors should request examinees to place their I.D. cards on the desk in
order to check the identity of examinees.
3. No changes and/or corrections to the examination questions are allowed after the
distribution of the question sheets, as it is assumed that the teacher concerned has
already checked and signed the examination question sheet. Students shall be
informed that in case of ambiguities or presumed errors in an examination
question, students shall make and state their own assumptions and proceed with
the solutions.
4. Question sheets of examinations must be collected with the answer booklets.
5. The head proctor should fill in the proctoring form at the end of the examination
session, including any comments on the session, and return it to the Records
Office.
54
6. Reports on cheating, attempts of cheating, and violations of the Student
Regulations on Examinations (refer to section H below) shall be sent to the Office
of the Dean with the concurrence of the head proctor.
7. Proctors shall refrain from indulging in activities that could distract them from
their duties and responsibilities during examination sessions.
H. Student Regulations on Examinations
1. Seating arrangements for examinations are posted on the bulletin board near the
main entrance of the Bechtel Engineering Building at least half an hour before each
examination session. Each examinee should be certain of his/her seat number and
examination room before proceeding to sit for the examination.
2. Neither books nor papers of any kind may be taken to a closed book examination.
3. Examinees are not permitted to read the examination questions before the head
proctor announces the start of the examination, or to continue writing after the
head proctor has announced the end of the examination.
4. No paper other than the examination booklet or other paper provided may be
used. All paper provided must be handed in at the end of the examination.
5. Students shall not conduct themselves in any manner that might arouse suspicion
about their behavior. It follows that no communication of any kind between
examinees is permitted during an examination. The borrowing of any items,
including calculators, is strictly forbidden.
6. Once an examinee has entered an examination room, he/she is responsible for that
examination or set of examinations. If the examinee leaves the room for any reason
whatsoever, he/she will not be allowed to return to the examination room and will
receive credit for that part of the examination that was undertaken.
7. When the head proctor announces the end of the examination, the examinee
should stop writing and should place the answer booklet, with the question sheet
inside, face down at the edge of the table next to the passageway. Examinees
should remain seated until all examination booklets are collected and they are told
to leave the examination room.
8. If the examinee finishes before the end of the time allocated for the examination,
he/she should not start a following examination until told to do so. If there is no
following examination, the examinee may leave the examination room after
handing the answer booklet to a proctor.
IV. COURSE GRADES
A. General
1. Faculty members are required to hand their course grades, on the list provided by
the Computer Center, not later than 3 days after the final examination of the
course. The original and two copies should be submitted to the Office of the Dean.
The remaining copy should be submitted to the Chairman of the Department
together with the course statistics referred to in section B 4 below.
2. A grade of 59 should not be given in any course. A grade of 69 should not be given
in a major non-engineering course, and a grade of 74 should not be given in a
major engineering course (refer to section IV 1 of appendix 4-A).
3. The names that appear on the course grade computer printouts include all students
registered in the course. The names of any students who have been attending
classes and taking examinations, but who are not listed in the computer printouts,
should not be added to these printouts. They should be reported to the Chairman
of the Department.
55
4. Course grades are posted simultaneously by all Departments after departmental
meetings are held for evaluation of academic performance of students. Faculty
members should not reveal any grades to students before all grades are posted.
B. Course Statistics
1. In order to avoid excessive disparities between the grades given in various courses,
the following guidelines on averages and standard deviations of course grades
should be observed as much as possible:
Course averages
a) didactic courses of the first and second
evaluation periods:
70 to 75
b) didactic courses of the remaining
evaluation periods:
75 to 80
c) design and laboratory courses:
75 to 85
d) graduate courses in which the majority
of students are undergraduates:
75 to 85
e) graduate courses in which the majority
of students are graduates:
80 to 90
Course averages must not exceed the upper limit specified above. They may fall
below the lower limit if the teacher feels that the standard of the class is lower than
average.
Standard deviations
a) In didactic courses, the standard deviation of course grades should be about 10,
but should not be less than 5.
b) In design and laboratory courses, the standard deviation of course grades
should be about 5, but should not be less than 3.
2. To adjust class averages, the following power relation may be used:
New_Grade = 100x(Old_Grade/100)n
where n = [log(New_Average/100)]/[log(Old_Average/100]
3. To adjust standard deviations, without changing averages, the following
relationship may be used:
New_Grade = Average +
(Old_grade - Average)xNew_Stand_Dev/Old_Stand_Dev
4. When submitting a copy of the course grades to the Chairman of the Department,
the following statistics must be provided for each course:
 number of students, number of failures, and the percentage failure;
 course grade average and standard deviation; and
 the maximum, median, and minimum grades.
5. The above statistics are compiled for all the courses offered by each Department in
every term and are reviewed by the Administrative Committee.
C. Change of Grade
1. Once grades are posted, a change of grade is not allowed unless a demonstrable
mistake was made in the correction of the final examination or in the calculation of
the grade. In particular, if a change of grade would result in a change of the
56
academic status of the student, the supporting evidence for the change of grade
must be presented to the Chairman of the Department and the Dean.
2. A student may petition the Assistant Dean to request that a course teacher review
the correction of the student's final examination paper, in case the student has
reason to believe that some oversight may have been made in the correction, or
that a mistake may have been made in calculating the course grade. Such petitions
must be submitted within one week from the date of posting of course grades. The
Assistant Dean will transmit the petition to the teacher concerned.
3. To change a course grade, the teacher must fill a special form available from the
Records Office and submit it to the Chairman of the Department, with the
supporting evidence, if required in accordance with paragraph 1 above. If the
Chairman of the Department approves the change of grade, he will sign the form
and transmit it to the Dean for final approval.
V. RECOMMENDATIONS AND CERTIFICATES OF GRADES
1. The issuing of certificates of grades to students is the responsibility of the
Registrar's Office alone. Neither teachers nor Departments should issue grade
certificates in any form.
2. It is a legal requirement that letters of recommendation on behalf of students or
graduates should not be sent except upon the written request of the individual
concerned.
3. A student who requests letters of recommendation from a teacher should fill the
special form available for the purpose and submit it to the teacher concerned,
indicating the names and addresses of the persons to whom the letters of
recommendations are to be sent. Letters of recommendation addressed "To Whom
It May Concern" should not be issued.
4. The teacher should send the form signed by the student requesting letters of
recommendation, together with copies of the letters of recommendations written
on behalf of the student, to the Records Office to be entered in the student's file.
5. Letters of recommendations should not be handed to students. They should be
mailed directly to their destination.
VI. PROCEDURE FOR THESIS PROPOSAL AND DEFENSE
1. During the course of the graduate program followed by a graduate student, the
student is expected to meet with faculty members in the Department in which
he/she is enrolled to discuss with them possible thesis topics and arrange to have a
Thesis Advisor. Normally, the Thesis Advisor is from among the full-time
professorial faculty of the Department.
2. When ready to start work on the thesis, the student must present to the Chairman
of the Department concerned a written thesis proposal, approved by the Thesis
Advisor, stating the project objectives, scope of work with relevant literature,
research methodology, expected results, and indicating the expected date of
graduation.
3. The Chairman should approve the thesis proposal and select the members of the
Thesis Committee in consultation with the Thesis Advisor. If the Thesis Advisor is
from another department, then the Chairman will consult with the Chairman of the
Department to which the Thesis Advisor belongs. The Thesis Committee shall be
composed of the Thesis Advisor as Chairman and at least two other members. At
least two members of the Committee must be members of the Department or
program to which the student belongs. The remaining member(s) could be from
the Department or the Faculty or the University or from an institution other than
AUB.
57
4. The student should discuss his/her thesis proposal with members of the Thesis
Committee and get their approval. The student’s proposal must be signed by all
members of the Thesis Committee prior to its submittal by the Department
Chairman to the Graduate Studies Committee.
5. The Chairman of the Department should submit the thesis proposal with the
names of the Thesis Committee to the Graduate Studies Committee for approval.
The Thesis Committee shall serve as the Comprehensive Examination Committee.
6. The Graduate Studies Committee will then inform the Chairman of its approval,
and the Chairman will communicate the approval to the Thesis Advisor. The
deadlines for approval by the Graduate Studies Committee for students who wish
to graduate in October, February, or July are: June 20, October 20, and February 1,
respectively.
7. It is the student’s responsibility to keep members of the Thesis Committee
informed of the progress of his/her work and to seek their input.
8. All requirements for the Master's degree must be completed within a period of four
years after admission to graduate study. Extension requires justification and
approval by the Graduate Studies Committee.
9. A student must be registered for the thesis in the term in which he/she is expected
to graduate.
10. The Comprehensive Examination should be taken as soon as the student
completes most of the course requirements and not later than the second week of
the Term in which the student is expected to graduate.
11. The Thesis Defense should take place at least four months after the approval of the
Graduate Studies Committee referred to in paragraph 5 above. The deadlines for
the Thesis Defense for students who wish to graduate in October, February, or July
are: Oct 20, Feb 20, and May 30, respectively.
12. A graduate student may not have his/her thesis defense until he/she has
successfully completed the course requirements for the Master's degree. The thesis
may be defended after the results of the final examinations become available and
before the start of the following term.
13. A final draft of the thesis shall not be prepared before it is discussed with each
member of the Thesis Committee. The final draft of the thesis shall be submitted
to each member of the Thesis Committee at least one week before the date of the
Thesis Defense.
14. The Thesis Defense shall be open to the public and shall be announced at least two
weeks in advance. The total time allocated for the Thesis Defense should allow for
answering all questions and should normally not exceed 90 minutes.
15. The Thesis Defense session is normally chaired by the Thesis Advisors and shall be
conducted according to the following procedure:
 Introduction of the student defending the thesis by the Thesis Advisor.
 Presentation of the work by the student in 35 to 40 minutes.
 Questions first from members of the Thesis Committee then the public,
starting with general and clarification questions, followed by more specific,
technical questions.
 At the end of the Thesis Defense, the student and the public shall be requested
to leave the room to allow the Thesis Committee to deliberate and reach a
decision concerning evaluation of the thesis.
16. The results of the Comprehensive Examination and Thesis (or Project) Defense
shall be reported on a special form (available in the Dean's Office), signed by the
Chairman and members of the Thesis Committee. This form shall be sent by the
Chairman of the Department to the Registrar with a list of the graduate courses
completed by the student, and the grades obtained in these courses.
58
17. The Chairman of the Department shall write to the Dean recommending that the
student be granted the Master's Degree.
18. The student, after passing the Thesis Defense, shall deposit three copies of the
thesis, complete with abstract and with signatures of the members of the Thesis
Committee, at the Jafet Memorial Library. The receipt of these copies shall be
submitted by the student to the Office of the Registrar. The student shall sign a
release form indicating whether or not he/she authorizes the Library to supply
copies of the thesis to other libraries or individuals.
VII. SPECIAL TOPICS COURSES
1. Special Topics is a three credit-hour graduate level course that carries an xxx98
number, where xxx designates a particular department or program. The course may
be given as a conventional course to a number of students on a topic that is not in
the mainstream of Faculty curricula but may arise due to a special interest on the
part of a Faculty member or a visiting faculty. Grades in such a course will be
reported in the usual numeric format, and the course designation will be: xxx98
Special Topics followed by an appropriate subtitle in brackets.
2. In the Department of Architecture, Special Topics may be offered to third-year,
fourth-year, or fifth-year students.
VIII. SPECIAL PROJECTS COURSES
1. A graduate course - Special Projects, number xxx97 - is a three credit-hour project
that may be given to one student. The grade in such a course will be reported as
Excellent (E), Pass (P), or Fail (F), in accordance with University regulations on
Graduate Study. The course designation will be: xxx97 Special Projects followed by
an appropriate subtitle in brackets.
2. To offer a course as Special Projects, the instructor giving the course must submit a
proposal to the chairman of the department for approval. The chairman's decision
should be based on consultations with all the faculty of the department, or with the
group of faculty members whose area of specialty is relevant to the subject matter.
3. Every Special Project course must have a report on the work done and the basis on
which the grade was given. This report must be kept in the course file of the
department.
4. A graduate student may take only one Special Project course during his/her
graduate program. If the subject matter of the Special Project is relevant to the
thesis topic, the Thesis Committee should take the work done into consideration in
its evaluation of the thesis of the student.
5. In the Department of Architecture, Special Projects, of 1 or 2 credit hours only,
may exceptionally be offered to fifth-year students.
IX. SEMINAR COURSES
1. The Seminar Course is a zero-credit graduate level course offered every semester by
each department/graduate program on a biweekly basis. The course carries an
xxx00 number, where xxx designates a particular department or program.
2. All graduate students are required to register for the seminar course offered by their
department/program in every semester they are registered.
3. At the beginning of a semester, every department/program shall issue a schedule
for the seminar course showing for each session the date, speaker, topic, and
chairperson.
4. The speakers could be graduate students or faculty members. Graduate students are
expected to present progress reports on their thesis or project research. The time
59
allocated to a presentation should not exceed 30 minutes, the remaining time being
left for discussion.
5. Attendance is mandatory. A student registered in the course is not allowed more
than one unexcused absence.
6. The grade (P/F) is based solely on attendance. A single 'F' is cleared by a 'P' in the
following semester. A student who accumulates two failures (F) will be dropped
from the Faculty.
X. CHEATING
Faculty Rules and Regulations on Disciplinary action are appended to this chapter.
60
Appendix 4-A
NOTES TO ADVISORS
I. PETITIONS
Although every student has the right to petition the Administrative Committee on
academic matters, advisors should discourage students from petitioning on matters which
are clearly in violation of the Academic Rules and Regulations and established procedures
of the Faculty.
II. REGISTRATION
A. General
1. When registering first-year students for the first time, advisors should check their
names against official acceptance lists sent to them from the Office of the Dean.
2. Advisors must provide the Records Office, at the end of every registration period,
with alphabetical class lists for the class(es) they advise.
3. Auditors for courses, students from other Faculties, and special students, must
secure permission from the Administrative Committee before they can register for
courses.
4. A thesis is equivalent to six credit hours upon first registration and to three credit
hours upon subsequent registrations.
B. Registration For Courses
1. A student is not allowed to take more than two major courses from a higher term
(one course during the summer term), irrespective of whether or not the student is
repeating the terms of an evaluation period. A "higher term" is understood to be
the corresponding term of the following evaluation period or intervening terms.
2. When taking a course from a higher term, the prerequisites for that course must
already have been satisfied, and the student must have taken all the courses of the
current term that are required of him/her.
3. A student who is required to repeat Terms I and II cannot register for the
following summer in Term III. The student may, however, register as a special
student taking English and cultural courses only.
4. English 206 must not be taken by a student prior to Term VI.
5. Not more than one technical elective per term can be taken by a student outside
his/her major.
6. All students admitted to first year in the Faculty, i.e., not on advanced standing, are
required to take all major Engineering, Architecture, and Graphic Design courses
specified in their respective programs. No course equivalence will be given to such
courses taken outside the Faculty.
7. Special students in the graduate program can register for a maximum of four
courses for credit.
8. According to University regulations on Graduate Study, not all of the credits taken
by a graduate student need be in courses offered by the department or program in
which the student is enrolled, but all of them must be in courses which, in the
61
judgment of the department or program, are relevant to the field in which the
student is specializing. However, course requirements of any graduate program in
the Faculty take priority over this stipulation.
C. Withdrawals From Courses
Advisors must ensure that students do not withdraw from any course(s) except in the
following circumstances:
1. Permission for withdrawal has been given by the Administrative Committee; or
2. The course is not a required course during the term for which the student is
registered, i.e., the course is taken as an overload or from a higher term.
III. ABSENCES FROM FINAL EXAMINATIONS
1. Only in exceptional cases will the Administrative Committee allow a student to sit
for a make-up examination. Such exceptional cases are normally cases of
documented, verifiable hospitalization in a recognized hospital for a serious ailment
or an emergency condition, or cases of death in the immediate family, i.e., parent,
brother or sister.
2. If a student misses a final examination in a course offered by the Faculty of Arts
and Sciences, the student must petition the Administrative Committee of the
Faculty of Engineering and Architecture for a make-up examination, just as in the
case of absences from final examinations of courses offered by the Faculty. If the
petition is approved by the Administrative Committee, it will be passed to the Dean
of the Faculty of Arts and Sciences for further consideration.
IV. REPETITION OF COURSES
1. For exemption from repetition of courses, the following definitions apply:
a) Major non-engineering courses are: AS 064, AS 074, Math 201, Math 202,
Chem 201, Phys 211, and the science elective.
b) AS 110 and AS 031 are considered cultural courses.
c) All other required courses, except for English and cultural courses, are
considered as major engineering courses.
2. The only courses approved by the Administrative Committee to be taken during
the same evaluation period are Math 201 and courses required for graduation at the
end of the term in which the course is to be registered.
3. In the case where repeating a course when next offered would greatly imbalance
the load of a student, the advisor may shift another course so as to more evenly
balance the load of the student over the terms of a given evaluation period.
V. GRADES AND EVALUATIONS
1. In evaluating the academic performance of students, failures in non-major courses,
i.e., cultural courses and English 203, must be included in the number of failed
credits. However, failure in English 101 and/or English 102 shall not be included
in the number of failed courses.
2. To assure accuracy, uniformity, and interchangeability of data, advisors are
requested to enter course grades and perform evaluations using a spreadsheet
program.
3. At the end of each term, every student advisor should compare the grades of each
advisee in all the courses taken by the advisee during the term. Any strikingly high
or low grades that are "out of line" with the general performance of the student
62
should be reported to the Chairman of the appropriate Department, for closer
scrutiny.
VI. STUDENT STATUS
If a student has completed satisfactorily all the academic requirements of a certain class,
except for a maximum of one course per semester (excluding 1-credit shop courses), and is
not classified as a "repeater of that class", the Department concerned may change the
status of that student and classify the student in the upper class, after securing the approval
of the Administrative Committee.
VII. CULTURAL COURSES
1. Cultural courses may be taken in archeology, civilization sequence program,
education, history, philosophy, political science, public administration, and social
and behavioral sciences. All Arabic literature and English literature courses are
considered cultural courses; language and grammar courses are not so considered.
2. The following cultural courses are approved. A student may select any course from
the list, subject to confirmation by the Department offering the course.
ARABIC
: 201, 229, 231, 232, 233, 234, 235, 236, 237, 238, 239,
240, 241, 242, 243, 244, 245, 246, 247, 249.
ARCHEOLOGY : 213, 214, 215, 216, 217, 218, 221, 222, 223, 224, 225,
226, 227, 228, 229, 230, 231, 232.
CS
: 201, 202, 203, 204, 274.
EDUCATION : 211, 215, 216.
ENGLISH
HISTORY
:
:
PHILOSOPHY :
PSPA
:
SBS
:
204, 205, 207, 210, 214, 215, 220, 222, 223, 224, 225.
201, 202, 215, 216, 229, 230, 231, 232, 233, 234, 235,
236, 237, 238, 239, 240, 243, 244, 245, 251, 252, 253,
254, 255, 256, 257, 258, 259, 286.
201, 211, 212, 213, 214, 215, 222, 230, 231, 232,
240, 242, 245.
201, 202, 210, 211, 212, 213, 214, 215, 216, 217, 257,
258, 259, 273.
201, 202, 211, 212, 215, 216, 217, 218, 220, 222, 226,
228, 230, 232, 236, 238.
VIII. COURSES OPEN TO STUDENTS OF OTHER FACULTIES
1. Students of other Faculties and DEP are allowed to take the undergraduate courses
listed below that are offered by the Faculty, provided space is available,
prerequisites are satisfied, and prior approval of the Department offering the
course is obtained.
A
A
A
A
A
A
A
121
122
223
224
425
10V
11V
History of Architecture I
History of Architecture II
History of Architecture III
History of Architecture IV
Evolution of Cities
Painting and Life Drawing
Sculpture
 CS 274 is approved for Architecture and Graphic Design majors only.
 Phil 211 is not approved for CCE and EE majors.
63
A
A
A
AS
AS
CE
CE
EM
EM
EM
GD
GD
GD
ME
12V
20C
21C
110
115
037
064
075
105
115
121
122
203
051
Photography
Islamic Art and Architecture
History of Western Art
Technology and Society
Advanced Computer-Based Instruction
Surveying and Photogrammetry
Engineering Geology
Engineering Economy
Engineering Management I
Engineering Management II
History of Art and Architecture I
History of Art and Architecture II
Typography I
Engineering Physics
2. Except for the courses on the history of art and architecture, first-year courses are
not open to students from outside the Faculty.
3. It is normally possible to accommodate students of other Faculties who may have
to take a course not mentioned under '1.' above in order to meet requirements for
graduation at the end of the semester in which the course is offered. Such students
must petition the Administrative Committee of the Faculty and attach a note from
the advisor concerned testifying to the need to take the course for graduation
purposes.
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Appendix 4-B
RULES AND REGULATIONS ON DISCIPLINARY ACTION
I. GENERAL
1. A student who commits any of the following violations will be subject to
disciplinary action:
a) Cheating
b) Misconduct
c) Unexcused absence from classes
d) Unexcused absence from Faculty Appraisal sessions
The disciplinary action to be taken in the case of each of these violations is
described below.
2. The full account of every disciplinary action shall be entered in the file of the
student concerned.
II. CHEATING
A. Definitions
Attempt to Cheat: Any act or acts or portion thereof which would have led to an act of
cheating if not intercepted.
Act of Cheating: Giving aid through any means or obtaining aid from anyone or any
thing for the purpose of any academic work, such aid having been forbidden by the
rules and regulations of the Faculty and/or the instructions of the teacher concerned.
Falsification of Documents: Presentation of false information or willful omission of
information in any document required by, or originating from, the Faculty.
Examinations: Final examinations and make-ups of such examinations.
Quizzes: Announced or unannounced quizzes given during a term, or their make-ups.
Suspicious Behavior: Any behavior during quizzes or examinations that might be
interpreted by the proctor(s) concerned as violating the rules and regulations of the
Faculty and/or the instructions of the teacher concerned.
B. Procedure
Cases related to cheating shall be reported to the Dean, who will transmit the case to
the Student Affairs Committee for consideration. The Committee shall recommend to
the Dean the appropriate disciplinary action to be taken. The student concerned shall
appear before the Committee to defend his/her case, accompanied by the student
representative on the Committee.
C. Penalties
1. Cheating in Assignments, Drawings, Reports and Projects
a) Such cases shall be handled by the teacher concerned, who may report the case
to the Dean if he/she deems appropriate.
b) The penalty for such cases shall be a single or a double Dean's Warning for
Cheating and a zero in the assignment, drawing, report or project in question.
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2. Cheating in Quizzes and Examinations
a) Suspicious Behavior
In all cases of suspicious behavior, the student shall receive a single or a double
Dean’s Warning for Cheating, and a grade of zero shall be given for the
examination or quiz in question.
b) Cheating
In all cases of a proven act of cheating, or a proven attempt to cheat such as
possession of prohibited material, the student shall be suspended from the
Faculty for one academic year. In case of repetition of such acts, the student
shall be expelled from the Faculty.
3. Cheating in a Thesis
a) For a clear and proven act of cheating, the thesis shall be rejected, the student
shall be given a single or a double Dean's Warning for Cheating, or shall be
suspended from the Faculty for a specified period, or expelled from the
Faculty.
b) The Student Affairs Committee shall recommend the appropriate disciplinary
action after consultation with the advisor and the examiners of the student
involved, and with the coordinator of the graduate studies program in the
Department concerned.
4. Falsification of Documents
a) For any willful and clear act of falsification of any document requested or
issued by the Faculty, the student shall be suspended from the Faculty for a
specified period, or expelled from the Faculty.
b) For any willful and clear act of falsification of any document submitted for
admission to the Faculty, the applicant shall be barred from admission to the
Faculty at any future date or may be permitted to reapply after a specified
period. In such cases the penalty shall be decided upon by the Admissions
Committee.
5. Impersonation
a) A student of the Faculty found to have impersonated others in Faculty or
University examinations, or to have been admitted to the Faculty as a result of
impersonation, shall be expelled from the Faculty.
b) An applicant to the Faculty found to have impersonated others, or to have
been impersonated by others, in Faculty or University examinations shall be
barred from admission to the Faculty at any future date.
III. MISCONDUCT
A. General
Misconduct refers to any improper behavior on the part of a student that disturbs the
normal decorum of Faculty activities or the integrity of its premises, including offensive
behavior directed at academic or nonacademic personnel or other students, violations
of the rules of conduct during examinations, and damage or defacement of University
property on Faculty premises.
B. Procedure
Serious violations shall be reported to the Dean, who will transmit the case to the
Student Affairs Committee for consideration. The Committee shall recommend to the
Dean the appropriate disciplinary action to be taken. The student concerned shall
66
appear before the Committee to defend his/her case, accompanied by the student
representative on the Committee. Cases of minor misconduct are normally handled by
the person in charge.
C. Penalties
The penalty for culpable misconduct shall be a single or a double Dean's Warning for
Misconduct, suspension from the Faculty for a specified period, or expulsion from the
Faculty.
IV. UNEXCUSED ABSENCE FROM CLASSES
A. Definitions
Class session: Lecture, tutorial, recitation, or laboratory, shop, or design session,
irrespective of the duration.
B. Penalties
1. For absences equal to twice the number of class-sessions per week, or equal to the
number of class-sessions per week during a summer term, the student shall be
given a Dean's Warning for Absence.
2. Following a first Dean's Warning for Absence in accordance with paragraph 1
above, a student shall be given a second Dean's Warning for Absence for additional
absences equal to one-half the number of class-sessions stipulated in paragraph 1
above.
3. For one more absence beyond the absences in paragraph 2 above, the student shall
receive a grade of withdrew-failed (WF) in that course.
C. Procedure
In order to impose the penalties stipulated in section B above, the student's name and
number of absences should be reported by the teacher concerned to the Records
Office.
V. UNEXCUSED ABSENCE FROM FACULTY APPRAISAL SESSIONS
A student who is reported absent without excuse from a Faculty Appraisal session shall
receive a Dean's Warning for Absence.
VI. DEAN'S WARNINGS
1. Dean's Warnings shall be cumulated in accordance with the following point
assignments:
Point Value
Single Dean's Warning for Cheating
3
Double Dean's Warning for Cheating
6
Single Dean's Warning for Misconduct
3
Double Dean's Warning for Misconduct
6
Dean's Warning for Absence
1
2. A student who accumulates 3 or more point values of Dean's Warnings shall not be
placed on the Dean's Honor List.
3. A student who accumulates 9 or more point values of Dean's Warnings shall be
expelled from the Faculty.
4. Dean’s Warnings for Cheating and Dean’s Warnings for Misconduct shall appear
on the academic transcript of the student. The student may petition during his/her
penultimate semester in the Faculty to have the Dean’s Warning removed from the
transcript.
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CHAPTER 5 : ADMINISTRATIVE REGULATIONS AND PROCEDURES
I. TRAVEL EXPENSES
1. The following provisions apply to Faculty members entitled to payment for travel
and/or per diem, whether from University funds or funds administered through
the University:
a) The Faculty member must fill out a travel authorization form and submit it to
the Chairman of the Department at least fifteen days prior to the date of
departure.
b) In filling out the travel authorization form, the Faculty member may request a
cash advance equal to the total per diem. The per diem is specified by the
Comptroller for various cities in the world for each fiscal year and covers
accommodation, food, and laundry expenses. The per diem schedule is
available with the Executive Officer.
c) Within two weeks after returning from the trip, the Faculty member should fill
out an Expense Report Form and submit it to the Office of the Dean through
the Chairman of the Department. The following must be attached to the
expense report:
 receipts for all transportation expenses, including the used airplane ticket(s)
and boarding passes;
 receipts for any expenses incurred that are not covered by the per diem,
such as conference fees, visa charges, business telephone calls and taxi
charges exceeding $25.
2. If the expense report is not submitted within the period specified in paragraph 1c
above, the cash advance will be deducted by the Comptroller from the monthly
payroll following the month of the trip.
II. LOCAL TRANSPORTATION
Local group transportation for a class, or a group of students, to visit a nearby location,
should be requested from the University Motor Pool by filling out the special form
available from the Office of the Dean. This form should be submitted to the Chairman of
the Department and forwarded to the Office of the Dean at least a week before the
scheduled date of the visit.
III. ORDERING OF ITEMS
A. General
1. Items can generally be ordered from three sources: University stores, local suppliers
in Beirut, and foreign suppliers abroad. Ordering of books is covered in section E
below.
2. Items available from University stores include office supplies, detergents, certain
chemicals and fuels, etc. Store items are ordered by filling out a special Stores
Requisition Form. However, general office supplies, including computer diskettes
and marker pens, are stocked in the Faculty and are available from the Maintenance
Supervisor.
3. Items charged to budgets that follow the fiscal year (July 1 - June 30), such as the
Faculty operating budget or the budget of the University Research Board, must be
ordered before a certain date that is specified annually by the Comptroller towards
68
the end of the fiscal year. Items charged to budgets that do not follow the July-toJune fiscal year must be ordered well before the date of termination of the grant.
The dates for different categories of items may be ascertained from the Executive
Officer of the Faculty.
4. Supply items whose value does not exceed a certain limit in Lebanese pounds, and
which are not available in the University stores, may be purchased locally from
petty cash. The purchaser will be reimbursed by the Executive Officer upon
presentation of the proper invoices. Supply items whose value does not exceed a
certain limit may be purchased by means of an accelerated "direct purchasing"
procedure. The limits for both cases may be ascertained from the Executive Officer
of the Faculty.
5. All other items, whether from local or foreign suppliers, must be ordered by filling
out the Non-catalogued Equipment and Supplies Requisition Form available from
the departmental secretary. Before ordering such items, the Faculty member should
check with the Chairman of the Department about the availability of the required
funds in the budget. In filling out the requisition form the following information
must be provided:
 name and address of suggested supplier; if a particular local supplier is
specified, a justification has to be provided explaining why the order is to be
purchased from this particular supplier.
 a description of the item to be purchased that is sufficiently detailed to identify
the item unambiguously; and
 estimated cost, which should be as close as possible to the actual cost, so as to
avoid undue delays should it be necessary to change the estimated cost later.
6. When items are requested on a repetitive basis from foreign suppliers, the number
of the most recent requisition and the associated order number and name of
supplier should be indicated on the Non-catalogued Equipment and Supplies
Requisition Form so as to expedite the order.
7. The charge made to the operating budget in the case of foreign orders - whether
for equipment, supplies, or software - is 35% greater than the estimated cost in the
requisition form, in order to allow for the costs of transportation, insurance,
customs, clearing, and handling. Allowance should be made for this additional cost
when ascertaining availability of funds in the budget.
8. If information is required about the suppliers of certain items, their specifications,
or prices, it is advisable to request this information in writing from the Purchasing
Department in Beirut. The purchasing personnel in International Schools Services
in New Jersey, which provides purchasing services for the University, can quickly
obtain the information and follow-up as may be necessary.
9. Orders should only be signed for or received by the Chairman of the Department
or authorized staff.
10. There is no distinction in the procedures for purchase of items, whether ordered
from the Faculty operating budget or ordered from other budgets, such as a
research grant from the University Research Board, or a research grant
administered through REP.
11. Unless otherwise stipulated by the terms of a research grant, all items purchased on
research grants, whether equipment, software, books, or supplies, are the property
of the University.
B. Equipment
1. Equipment includes all items of a permanent nature that can be tagged with a
University tag.
69
2. When ordering mains-operated equipment, the frequency of operation must be
specified as 50 Hz and the voltage of operation as 110 volts, unless the equipment
is available in a 220 volt model only, or is to be operated from a three-phase supply.
3. Delivery of foreign orders generally takes 4 - 6 months, excluding any undue delays
by the supplier.
C. Supplies
1. The term "supplies" covers consumable items as well as items that cannot be
tagged with a University tag, such as electronic or mechanical components.
2. Local supplies have to be ordered before a certain date specified annually by the
Comptroller, if they are to be charged to the budget of the current fiscal year (July 1
- June 30) and not to the budget of the following fiscal year.
D. Software
1. A list and description of all software available in the Faculty is kept in each
Department and with the Administrative Assistant.
2. When software ordered by a Faculty member is received, the original diskettes and
the registration card must be sent to the Office of the Dean. A back-up copy is
returned to the Faculty member.
E. Books
1. Teacher's copies of books or solution manuals may be ordered through the
University bookstore by filling out the Interdepartmental Transfer Notice form. All
such books are the property of the University and must be returned to the
Department when the Faculty member no longer needs them.
2. Books for the Engineering and Architecture Library may be ordered by Faculty
members by filling out the special order slips available from the departmental
secretary.
IV. REPRODUCTION AND HANDOUTS
1. If a few photocopies are to be made, the photocopying machine of the Department
may be used. Photocopying paper may be obtained from the departmental
secretary.
2. For a large quantity of photocopies, or for transparencies, the material to be
reproduced should be given to the Reproduction Clerk, Room 201, Bechtel
Engineering Building, between 8:00 a.m. and 10:00 a.m. on weekdays. The required
material will normally be returned on the same day or on the following weekday,
depending on the quantity involved.
3. For handouts exceeding five pages per course per student, students should be
charged; alternatively, a few copies of the material may be left on reserve in the
Engineering and Architecture Library for students to photocopy. The Maintenance
Supervisor is duly informed at the beginning of the term of the rate to be charged
for handouts distributed to students.
V. AUDIO-VISUAL TEACHING AIDS
1. Faculty members are encouraged to use audio-visual teaching aids to the fullest
extent.
2. Videocassettes, films, and CD ROMs may be ordered in the same way as books for
the library, or as software. Catalogs of available films and videocassettes are kept
with the Administrative Assistant.
70
3. Audio-visual equipment may be ordered as part of the equipment budget of the
Faculty, after consultation with the Dean.
4. Slide projectors, overhead projectors, projectors of computer displays,
videocassette players and large-screen TV monitors are available for use by Faculty
members. Arrangements for occasional use of such equipment should be made
with the Maintenance Supervisor, the Reproduction Clerk, or the Supervisor of
Computer Laboratories, as appropriate. Regular use of audio-visual devices in
classrooms should be coordinated with the Chairman of the Department.
VI. ENROLLMENT OF FACULTY MEMBERS IN COURSES
1. Full-time Faculty members may enroll, subject to the approval of the Chairman of
the Department and the Dean, in courses offered by any Department of the
University, up to a maximum of six clock hours per week.
2. A Faculty member who wishes to enroll in such courses should submit a written
request to the Chairman of the Department at least three weeks before the start of
the term in which he/she wishes to enroll, indicating: the number and title of the
course(s) to be taken, the Department offering the course(s), and the student
account number, if the Faculty member was previously registered as a student.
3. The Director of Personnel issues a circular before the beginning of each term, in
which are indicated the charges, on a per credit basis, for undergraduate and
graduate courses taken for credit, and also the resident fees for a thesis, that will be
charged for the following term in the various Faculties. Courses taken for credit are
charged at 40% of regular tuition; auditing of courses is free of charge. Courses in
the Extension Programs, other than English language courses, are charged at 60%
the regular rate.
VII. MISCELLANEOUS PROVISIONS
1. A "Coffee Hour" is held every day between 10:30 a.m. and 11:30 a.m. in the Board
Room. All Faculty members, whether full-time or part-time, are invited to
participate in this social gathering. The Maintenance Supervisor collects from
participating Faculty members a monthly contribution which is set in accordance
with the costs incurred.
2. A bulletin board and shelves are provided in the Board Room for announcements,
notices, catalogs, periodicals, and publications that are of general interest to Faculty
members.
3. Smoking is prohibited in all public places in the Faculty. These include: classrooms,
lecture and examination halls, laboratories, studios, Board Room (except during the
Coffee Hour), conference rooms as well as lobbies and corridors of premises.
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Appendix 5-A
RESEARCH COMPUTER LAB
I. ELIGIBILITY
A. Faculty
All full-time Faculty members are eligible to use the Research Computer Lab (RCL).
B. Research Assistants and Graduate Students
The use of the RCL is restricted to research assistants and graduate students whose
names appear on the list posted in the RCL. Research assistants and graduate students
are eligible to access the RCL upon securing authorization from a full-time faculty
sponsor.
II. FACULTY SPONSORSHIP
1. Faculty members wishing to sponsor research assistants and graduate students
should fill the names of eligible persons and state the title of a research project on a
special Sponsorship/Authorization Form, which will be distributed to them at the
beginning of each semester, and return the filled Form to the RCL Coordinator.
2. Upon approval by the RCL Coordinator, a list of eligible users will be posted in the
RCL. If necessary, a Faculty member can request the addition of a user to the list
during a semester. The authorization should be renewed every semester.
3. Faculty sponsors should ensure that their sponsored users are informed of the
general rules and regulations of the RCL, and should secure their signature on the
Sponsorship/Authorization Form, thus ascertaining their knowledge of that
information.
4. Failure of a research assistant or a graduate student to abide by these rules and
regulations may result in the loss of the privilege of using the RCL.
III. RCL ACCESS
1. The RCL will be open during regular University working hours.
2. Access to the RCL after regular opening hours is by means of a numeric code that
is changed at the end of every month or more often, if necessary. The code is
available from the RCL Coordinator or the Dean's Secretary. Under no
circumstances should the code be passed to unauthorized persons.
3. Access to the RCL after regular opening hours and during weekends or holidays is
restricted to full-time faculty members. Research assistants and graduate students
can use the RCL during these hours only if they are under the direct supervision of
a faculty sponsor who would assume responsibility for them during this period.
IV. COMPUTER RESERVATION POLICY
1. A specific computer system may be reserved by a user for a limited number of
hours during a week, not to exceed three hours per day for a maximum of five days
per week.
2. Users taking advantage of the reservation policy have priority on the specified
machine. This privilege is lost if the user fails to show up within 30 minutes of the
beginning of the reservation time.
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3. Reservations during a given week should be made on the preceding Thursday using
reservation forms available from the RCL Coordinator.
4. A weekly schedule for computer reservations will be posted in the RCL on the
preceding Friday.
V. COMPUTER USAGE AND SIGN-ON POLICY
1. Computer systems that are not reserved may be used on a first-come-first-served
basis.
2. A user can work on a machine for three consecutive hours only. Beyond the three
hours, he/she may continue to use the same machine as long as it is not requested
by another user. A computer that is left unused by a user for more than 15 minutes
is considered free for use by others.
3. A user should record the time of the start and end of his/her usage of a computer
system. A time-record sheet is available for this purpose on each machine.
VI. MALFUNCTION OF COMPUTERS
In order to ensure proper maintenance of the RCL, malfunction of a computer system
should be reported promptly by filling in the appropriate form provided for this purpose
and placing it in the RCL Suggestions/Problems box.
VII. SUGGESTIONS AND PROBLEMS
Users are encouraged to participate in the improvement of the RCL through their
suggestions. Users are also urged to report problems related to the use of the RCL as they
occur. Forms provided for this purpose should be filled in and placed in the RCL
Suggestions/Problems box.
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Appendix 5-B
POLICY ON UNIVERSITY HOUSING*
(Board of Deans, April 14, 1994)
University housing, whether on campus or outside campus, has become indispensable for
successful recruitment of new faculty. Thus, priority for housing should be for newly recruited
faculty members. The following constitute the main guidelines of the policy:
1. Priorities for Campus Housing
a) First priority is given to new full-time faculty recruits in the rank of assistant professor
or above with special consideration being given to foreign recruits.
b) Second priority is given to key staff (non-academic) whose presence on campus
premises is considered to be crucial for the operation of the University or its Medical
Center. It is the prerogative of the President to pass judgment on priorities in this
category.
In the above two cases married faculty will have priority over single faculty or staff; the
latter category may be asked to share an apartment. Further in implementing the criteria
for priorities the size of the family and apartment will be taken into consideration.
2. Priorities for Non-Campus Housing
The University may elect to provide non-campus housing to new faculty recruits in the
rank of assistant professor or above. In such cases, priority will be given to faculty who are
eligible for campus housing as in (1) but cannot be accommodated on campus.
3. Procedures for Assignment of Apartments
Recommendations falling within the above guidelines will be made through the Dean of
the Faculty or Director of DEP to the Deputy President/President. The final decision on
each case will be made by the President/Deputy President. The decision will be
communicated to the Dean concerned or Director of DEP in due time in order for it to be
communicated to the recruit.
4. Criteria and Procedures for Relocation
a) Current occupants of University apartments will be asked to vacate their apartments
according to the following conditions and in the following order:
i) Staff deemed non-crucial for the operation of the University or its Medical Center.
ii) Faculty or personnel who own or rent an apartment within the Greater Beirut area.
iii) Faculty or personnel who own or rent an apartment in the neighboring region of
the Greater Beirut area.
b) Current beneficiaries of campus and on-campus housing who fall within the guidelines
set in a) above, will be given appropriate notice of not less than 3 months to vacate.
c) Faculty members of non-professorial ranks who at present benefit from University
housing will be asked to vacate their apartments.
d) Any assistant professor having on-campus housing or off-campus subsidized housing,
will cease to have that privilege if they are not promoted to associate professor. This
privilege will come to an end on June 30 of the last year in the rank of assistant
professor.
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APPENDIX 5-C
EXCERPTS FROM UNIVERSITY POLICIES
I. EDUCATION ALLOWANCES
If specified in the Letter of Appointment, Education Allowances are granted for each
eligible unmarried child of full-time faculty appointed for one year or more.
II. STAFF EDUCATION
The basic policy is to permit any regular full-time member of the University staff to take
courses provided the pursuit of these courses does not interfere with his/her employment.
Enrollment of faculty members in courses is covered in chapter five, section VI. To
benefit from the reduction of tuition fees accorded to other full-time employees, Research
Assistants must have a contract for at least one semester.
III. ACCIDENT GROUP INSURANCE
1. The University has an Accident Group Insurance Policy that covers all AUB
employees.
2. Coverage is restricted to death, permanent partial or total disablement, as specified in
the Policy, subject to certain exclusions. The limits of indemnity are approximately
twice the annual salary.
3. Details of Exclusions and coverage are available in the Office of the Dean.
IV. MAJOR MEDICAL INSURANCE
1. The University has an Insurance Policy that covers the following:
a) Any employee* on sabbatical or business trip.
b) Non-Lebanese or dual nationals and their families whilst on home leave (families
mean: dependents as defined in the Statement of Policies and Allowances of HIP).
c) Non-Lebanese or dual nationals wherever they choose to seek medical treatment as
result of a work related injury in one of the following places:
1. AUH, Lebanon
2. Country of origin or naturalization
3. Place of occurrence (outside Lebanon)
2. Coverage is restricted to “Medical Emergency” which is defined as a sudden,
unexpected, and unforeseen occurrence of condition resulting in an injury or acute
illness requiring immediate attention as determined by the medical profession.
Geographical scope is worldwide.
3. The sum insured is $75,000 per year per person in respect of hospitalization expenses
and cost incurred as a result of accident or sickness whether inpatient or outpatient.
The deductible is 10% of each and every claim.
4. This is in excess of time and tariff limitations of the Health Insurance Plan (HIP) of
AUB.
5. In order to obtain Insurance coverage in due time, the “employee” is required to
complete the Leave Request Form, secure the approval of the respective Dean, the
Vice President(s) or President, and remit forthwith a copy of the said Form to the
Director of Business Services. Failling to do so, no insurance coverage will be
available.
6. Details of Exclusions are available in the Office of the Dean.
 For the purpose of Insurance, the term “employees” means any and all personnel, whether Academic or NonAcademic, listed in the AUB Personnel system and records.
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Appendix 5-D
EXCERPTS FROM RULES AND REGULATIONS GOVERNING AUB
HEALTH INSURANCE PLAN
(Memorandum of June 27, 1995)
1. The Health Insurance Plan provides medical and hospital care for AUB community,
namely academic personnel, non-academic personnel, and students. The HIP members are
required to use exclusively the University Health Service and the AUB Hospital for their
medical and hospital care. Coverage will be in accordance with the Plan's Rules and
Regulations.
2. Enrollment in the Health Insurance Plan is optional for all personnel who are working on
full-time basis for periods over three months or on half-time basis for more than nine
months.
3. Eligible personnel who opt to join the HIP must fill in the Benefits Coordinators Office an
enrollment form of membership within 21 days from the date of appointment indicating
the class, the coverage required and including any additional optional coverage. Persons
who do not enroll are of course required to pay for their medical and hospital care. After
the lapse of 21 days, enrollment will be available if requested in writing only in the
following October.
4. University personnel who go on Sabbatical Leaves, Home Leaves With Pay or Leaves
Without Pay are entitled to continue their HIP membership while on leave. Payment of
hospitalization bills incurred outside AUB Medical Center or abroad will in no case exceed
80%, in excess of deductibles, of the cost of similar services provided at the AUB
Hospital. For coverage during leave without pay, the subscriber has to pay the premium
in advance prior to departure; otherwise, he would not be covered and would be
considered as a new member upon returning from such leave.
5. Any change in status, e.g. marriage, birth of a child, adoption of a child or stopping of a
coverage in respect of any member, must be reported in writing within a maximum period
of 21 days to the Benefits Coordinator's Office in order to take advantage of the benefits
available or to make any alteration required by such change in status. In such cases, the
premium (as amended) and/or the benefits begin with the date of the change of status. In
case of birth of a child whose parents are member of the HIP, the benefits for the child
begin from the fourth day. After the lapse of 21 days. enrollment and coverage will be
available if requested in writing and then only in the following October.
6. Chronic or other conditions or diseases or injuries which existed on or before the date of
original enrollment or reenrollment will not be covered unless the member has completed
five consecutive years of membership.
7. Coverage for any condition arising out of pregnancy shall be available for three days. Such
a coverage is applicable only if the husband and wife are members, and enrollment for
maternity benefits was made within 21 days after marriage. Enrollment for maternity not
made within 21 days after marriage may be made in October and to be covered, enrollment
must be at least 10 months before the normal delivery date. Once maternity insurance is
discontinued by a subscriber for any reason, maternity coverage cannot be reinstated.
8. Changes in classes and coverage and stopping of membership can be made only in
October upon requesting them in writing.
 The HIP coverage in this case may be inadequate; accordingly a subscriber on such leave is advised to make
private arrangement for adequate health insurance in the place of destination.
 Such changes must be reported to the Office of the Dean with the relevant supporting documents for
forwarding to the Personnel Department.
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Appendix 5-E
EXCERPTS FROM UNIVERSITY POLICIES
I. AIR FREIGHT SHIPMENTS
(Memo from the Deputy President to all members of the AUB community, February 14, 1994)
The New York Office is receiving an increasing number of packages that are of personal nature
for shipment to Beirut. Some such packages are labeled as containing candy, clothing, costumes,
jewelry, etc.
This is to remind you that such shipments could be the source of problems for AUB and its
personnel with Lebanese customs authorities. Therefore, you are kindly requested to restrict your
shipments to documents, journals, magazines, books and other materials of a professional or
educational nature.
The contents of packages for the air freight shipment should be marked on the outside, and it
should be understood that the New York Office will return to sender those packages which are
not labeled to contain such items as candy and clothing. Unlabelled packages will be returned to
sender and if not specified, the packages will be discarded.
In order to allow time for packages which are already in transit, this new policy will go into effect
as of March 1, 1994.
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Appendix 5-F
OFFICIAL UNIVERSITY TRAVEL
(Memorandum by the Vice President for Administration dated July 1, 1996)
A. POLICY
All official travel performed will be in accordance with the following provisions:
1. Prior Approval for Travel
All personnel traveling on official University business, attending conferences or other
meetings, are required to complete the “Leave Request and Approval” (form number 14-2,
revised) and: “Request and Authorization for Official University Travel” (form number 10-701, revised), and to secure necessary signatures and budget clearance before tickets are
issued. Travel insurance, as in paragraph 6 below, will be extended to cover the
proposed travel only if the preceding requirements are met.
2. Travel Allowance
Direct round-trip air passage, economy or tourist class will be provided. When a
traveler deviates from a usually traveled route for personal convenience, he must bear
the extra expense for that portion of the journey which is by an indirect route.
3. Baggage Allowance
Will be the free allowance carried on economy and tourist flights, unless excess official
baggage is authorized prior to departure.
4. Local Travel
Transportation or taxi fares paid in connection with local travel on University business
will be reimbursed. Written receipts must be obtained for any expenditure over $25.
5. Per Diem
Per diem rates have been established to defray daily expenses incurred while in a travel
status, e.g., room, food, laundry, tips, etc. These rates are subject to change, in which
event a new schedule will be issued.
6. Travel Insurance
Travel insurance costs shall not be reimbursed. The provisions of the “Major Medical
Insurance Policy” and of the “Accident Group Insurance Policy” shall be the extent of the
University’s liability in the event of an accident. (Refer to appendix 5-C).
B. PURCHASE OF TICKETS
All tickets that are to be purchased with University funds will be procured through the
Business Services Department.
C. TRAVEL ADVANCES
Personnel traveling on official business may request a travel advance to cover all current
expenses from the Comptroller’s office and are expected to exercise the same care
incurring expenses that a prudent person would exercise if traveling on personal business.
D. NOTICE OF PROCUREMEMT OF TICKETS AND TRAVEL ADVANCES
It is requested that each traveler give sufficient notice for the procurement of tickets and
travel advance (10 days is suggested as a minimum).
E. SETTLEMENT OF TRAVEL EXPENSES
Personnel returning from an official business trip must promptly fill out the Expense
Report (form number 10-70-2) duly signed by the Dean or the Administrative Department
Head, and submit it with the ticket jacket to the Comptroller’s Office for settlement of the
travel advance expenses. Failing to do so, the Comptroller’s Office is authorized to deduct
the amount of the advance from any future payment that may be due to the individual.
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Appendix 5-G
USE OF PERSONAL CARS ON UNIVERSITY BUSINESS
(Memorandum of the Vice President for Administration dated January 9, 1995)
This is to remind all those concerned of the University policy on the use of one’s private car on
official business:
1. A personal car can be used for official University business provided prior written
authorization is obtained from the Head of the Academic or the Head of the
Administrative Unit, as the case may be, and approved by the Dean concerned.
2. For the use of one’s own private car, a special travel request should be filled and all the
necessary approvals should be secured.
3. The private cat used should be insured at least against third party liability for a sum that
should not be less than LL 50 million.
4. The Department or Unit to which a user of a private car belongs should have a budget for
local travel, and the Comptroller’s Office is authorized, by copy of this memo, to
reimburse the user by LL 300 per km. This sum should be adequate to compensate for
gas and other costs incurred due to the use of the car.
5. A frequent, regular traveler may secure an authorization for several trips during one
month.
6. In case of any accident, the user should secure an incident report from an expert
recognized by his insurance company and the liability of each party should be clearly stated
in the report. The Director of AUB’s Business Services should be immediately informed.
 Form is available with the Executive Officer
 The rate for the current year may be ascertained from the Executive Officer.
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Appendix 5-H
STUDENT WORK SCHOLARSHIP
A. Introduction
As a part of its policy on Student Aid, the University provides “Work Scholarship”
opportunities to enable students to cover part of their educational expenses at AUB.
The Office of Student Affairs and upon the recommendation of the Committee on
Student Work Scholarship will coordinate plans for Student Work Scholarship with Deans
and Heads of various cost units or authorized delegates. A committee composed of the
Dean of Student Affairs (as Chairman), the Dean of the Faculty of Arts and Sciences, the
Dean of the Faculty of Medicine, or their designates, along with the Comptroller, will
evaluate applications of students to establish rates per hour for specific works requested by
departments.
B. Rules and Regulations
Departments and Heads of cost units are kindly requested to submit to the Office of
Student Affairs an assessment of their need for Student Work Scholarship before the
beginning of the Fall Semester, or whenever the need arises, using Form No. 1 for this
purpose.
C. Eligibility
Student Work Scholarships will be given to full-time undergraduate and graduate registered
students as well as to graduate students who are working on their thesis provided they are
registered for the thesis for the first time.
D. Work Load
During a semester, the normal work load is up to 20 hours per week and not exceeding 80
hours per month. During a Summer Term, the normal work load is up to 15 hours per
week and not exceeding 60 hours per month.
E. Procedure
1. All departments concerned have to fill the appropriate request for Student Work
Scholarship Form No. 1.
2. The student has to full in person Form No. 2 at the Office of Student Affairs, West
Hall, Room 202, for requesting Student Work Scholarship.
3. Students cannot start working in any department before clearance from the Office of
Student Affairs.
F. Budget Control
1. Concerned departments will receive at the beginning of the fiscal year an annual
detailed budget report.
2. This report will enable each department to request a specific number of students to
work on Student Work Scholarship according to its allocated budget.
 Full-time undergraduate students are those registered for at least twelve credit hours in a semester. Full-time
graduate students are those registered for at least six credit hours in a semester. In a Summer Term, an
undergraduate student or a graduate student taking courses needs to be registered for at least one course to be
eligible for a Work Scholarship.
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3. The money needed by each department will be reserved to cover the expenditure of
Student Work Scholarship as previously requested by the department.
4. The Office of the Dean of Student Affairs will only process requests submitted by
individual departments if funding is available.
5. In case the department does not have the necessary funds, it should try to make up for
the shortage of funds through the head of the cost unit. If funding is not available, the
department should channel a request for additional funds for consideration by the
Budget Review Committee through the Office of Student Affairs.
G. Selection
The Office of Student Affairs selects nominees for Student Work Scholarship and forward
their application Form No.2 along with From No. 1 to the Committee on Student Work
Scholarship to establish the rate of pay per hour.
H. Rate per Hour
The Committee on Student Work Scholarship will meet to establish the Rate per Hour for
each student according to his work experience and type of work.
I. Decisions and Referrals
Decisions of the Committee on Student Work Scholarship will be referred to each
department by the Office of Student Affairs on Form No. 3 for their approval. Deans,
Directors, and/or heads of cost units will sign Form No. 3 and return the for to the Office
of Student Affairs.
J. Decisions and Referrals
The BOD in its meeting of November 2, 1995 decided that “Work Scholarship students
should enter and sign a log book kept in the Chairman’s or head of cost unit office the
data and time work that was performed. The log book should be periodically spot checked
by the Chairman or the Unit Head as well as the internal auditor. The immediate
supervisor will be entrusted to monitor the output of work performed”.
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Appendix 5-I
STATEMENT OF PROCEDURE WITH RESPECT TO HOUSEHOLD HELP
(Memorandum of the President dated July 14, 1998)
In order to ensure that persons employed as household help by members of the faculty, staff, and
administration of the University live and work under suitable conditions, the University hereby
adopts this Statement of Procedure with Respect to the Employment of Household Help.
Effective immediately, this Statement of Procedure shall apply to members of the University’s
faculty, staff, and administration who live in 0n-Camous housing or in off-Campus housing
subsidized by the University and to members of their household.
1. Any member of the University’s faculty, staff, or administration living in accommodations
covered under this Statement of Procedure, who employs one or more persons as
household help, must register such household employee(s) with the University within one
week after each household employee arrives to commence employment by providing the
name and a copy of the employment contract and of the work permit of each person
employed as household help to the Department of Business Services and Risk
Management (BS & RM). Within five days after these materials are provided to BS & RM,
each household employee must present himself or herself to the Protection Office to
receive an official University identification card and a copy of this Policy. Within one week
of the date of this Statement of Procedure, all persons currently employed as household
help must be registered as provided above.
2. Every person employed as household help is allowed to maintain possession of his/her
own passport.
3. All payments due to any person employed as household help must be made in a timely
fashion in accordance with the individual’s contract of employment.
4. In conformity with Lebanese law, University regulations, and basic ethical standards, under
no circumstances may household help be subjected to physical or sexual abuse and
harassment.
5. Any person who believes that a violation of this Statement of Procedure has occurred is
encouraged to report all relevant information regarding the alleged violation to Ms. Katia
Zakhem in BS & RM, extension 2360 or 2370, pager 064, or phone number 03/334316.
The University will keep the identity of individuals who bring incident(s) to the attention
of the University as confidential as possible.
5. Any person who is determined to have violated this Statement of Procedure shall be
subject to disciplinary measures by the University, up to and including dismissal from
employment by the University.
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CHAPTER 6 : FACULTY DEVELOPMENT AND LEAVES
I. GENERAL PROVISIONS ON FACULTY DEVELOPMENT GRANTS
1. Short-term and long-term faculty development grants are awarded by the
University Research Board to full-time Faculty members in accordance with the
policy guidelines announced by the University Research Board, normally early in
the year. The guidelines for the current academic year are appended to this chapter.
2. Faculty development grants are limited to one grant per year per faculty member,
regardless of whether the source of the grant is the University Research Board or
any other source administered by the University. This includes external grants
administered through REP but not invitations to individual faculty members.
A. Long-Term Faculty Development Grants
1. The purpose of long-term grants is to enable Faculty members to engage in
research or training at an internationally known center, preferably in the U.S.A. or
the U.K. The grant may have a duration of up to two months, and should
preferably be taken during the summer term.
2. A Faculty member on leave without pay or sabbatical leave, or who is applying for
leave without pay or sabbatical leave, is not eligible for a long-term grant.
3. To apply for a long-term grant a Faculty member should complete the appropriate
application form, available at the Office of the Dean or the Office of the Vice
President for Academic Affairs, and should submit it to the Vice President for
Academic Affairs, within the deadline specified in the announcement, through the
Chairman of the Department and the Dean, accompanied by the documents
specified in the application form.
4. The recipient of a grant should spend the whole grant period with the host
institution. Otherwise, the recipient should reimburse the University, on a pro-rated
basis, for any excess payments made. Funds that are not spent in accordance with
the terms of the grant should be paid back to the University.
5. Within one month of the recipient's return to the University, he/she should submit
the following documents to the Dean and the Vice President for Academic Affairs:
a) a detailed report on the work performed; and
b) an official statement from the host institution evaluating the program
undertaken and stating its duration.
B. Short-Term Faculty Development Grants
1. The purpose of short-term grants is to enable Faculty members to participate in
conferences, seminars, academic meetings, or short courses for a period of up to 7
days. The policy of the University Research Board is not to award grants for
attending regional conferences.
2. To apply for a short-term grant a Faculty member should complete the appropriate
application form, available at the Office of the Dean or the Office of the Vice
President for Academic Affairs, and should submit it to the Vice President for
Academic Affairs, at least one month prior to the date of the activity in question,
through the Chairman of the Department and the Dean, accompanied by the
documents:
a) an updated curriculum vitae of the applicant;
83
b) a detailed description of the proposed activity and its benefits to the individual
and to University programs; and
c) a letter of invitation, if applicable.
II. UNIVERSITY RESEARCH GRANTS
1. The University-wide research grants aim at encouraging quality research on a
competitive basis across the University. The grants are funded entirely by the
University and therefore involve modest budgets which exclude major equipment
items; supplies, incidental expenses, and salaries of support personnel, usually
research assistants hired specially for the purpose, are normally covered by these
grants.
2. Early in the year, invitations to apply for a University research grant for the
following academic year are sent to all faculty members by the Chairman of the
University Research Board. New faculty members are invited to apply in October
of the academic year.
3. The research proposal to be submitted for a University research grant consists of a
completed application form, made available at the Office of the Dean or the Office
of the Vice President for Academic Affairs, together with documents specified in
the circulated invitation.
3. Proposals should be submitted to the Chairman of the Research Committee of the
Faculty, after approval by the Chairman of the Department. The Research
Committee will review the submitted proposals and rank those approved in order
of priority, according to a predetermined set of criteria. The Chairman of the
Research Committee will forward the approved proposals to the Vice President for
Academic Affairs, through the Dean. The University Research Board will make the
final selections and announce in before the end of the Spring Semester the research
awards for the following fiscal year (July through June).
III. GENERAL PROVISIONS ON LEAVES
1. Approval of all types of leave, except for annual leaves taken in accordance with
section A below, is not a matter of course, but is subject to careful assessment in
the light of the academic needs of the Department concerned, the best interests of
the University, and the reasons for the leave. In particular, a leave of one or more
terms cannot be approved unless a replacement of at least equal qualifications is
available to carry out the teaching duties of the Faculty member requesting the
leave.
2. A Faculty member who has been granted leave, or is taking annual leave, must fill
out a leave request form and submit it to the Chairman of the Department at least
fifteen days prior to the start of the leave. Completion of this form insures that the
Faculty member will receive continued coverage under the Hospitalization
Insurance Plan in case of accident or illness while not on duty in the University.
A. Annual Leave
1. The provisions of section nine of the Statement of Policies on Benefits and
Allowances for Academic personnel apply to annual leaves.
2. For all Faculty members on eleven-month contracts, September is the month
during which annual leaves are normally to be taken, during the contractual year.
Breaks in classes, between terms or as parts of Christmas and Easter vacations, are
not considered part of the annual leave.
3. An annual leave should normally be taken in its entirety. If, for exceptional
personal reasons, a Faculty member has to be absent during a time other than that
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normally allocated for annual leave, he/she may request a leave as part of the
annual leave.
B. Sabbatical Leaves
1. The provisions of section eight of the Statement of Policies on Benefits and
Allowances for Academic apply to sabbatical leaves.
2. At the time the sabbatical leave is taken the Faculty member must be in the rank of
associate professor or above.
3. A half-sabbatical leave of up to six months may be granted after the lapse of a
period of full-time service equal to one half that for a full sabbatical leave, except
that, for a non-tenured Faculty member, the first sabbatical leave cannot be a halfsabbatical leave.
4. A Faculty member intending to take a sabbatical leave should submit to the
Chairman of the Department, with the request for the sabbatical leave and the
academic plan, a letter of invitation from the host institution or unit, and a
statement of the academic benefits that resulted from the last sabbatical leave
taken, if such a leave was taken.
5. While a Faculty member is on sabbatical leave, his/her line cannot be used for to
employ other full-time or part-time Faculty members.
6. Upon return, the Faculty member should present to the Dean, through the
Chairman of the Department, a detailed report on the academic activities
undertaken during the sabbatical leave.
C. Leaves Without Pay
1. The provisions of section ten of the Statement of Policies on Benefits and
Allowances for Academic apply to leaves without pay.
2. Normally, full-time faculty members are not eligible to be considered for leave for a
period of one semester or longer during the first three years of appointment at
AUB (BOD minutes of April 20, 1995).
3. Leaves without pay may be requested for a summer term, one or two semesters, a
summer and a semester, or a whole calendar year. They cannot be granted for a
fraction of a summer term or a semester.
4. While on leave without pay a Faculty member is not entitled to receive any financial
support from the University, such as a grant from the University Research Board
for short-term or long-term faculty development.
5. Faculty members on leave without pay are eligible for consideration for promotion.
However, if approved, the promotion will not be effective until the Faculty
member returns to the University.
D. Fulbright Senior Scholar Program
1. Faculty members who have been awarded a Fulbright scholarship should request a
leave to spend the scholarship at the designated institution.
2. The leave should preferably be taken during the three months of July through
September, in which case the leave will be with pay, provided the academic plan of
the Faculty member concerned is approved by the Chairman of the Department
and the Dean.
3. If the scholarship is to exceed three months, it should be taken within a sabbatical
leave or a leave without pay.
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E. Leaves With Pay
1. Leaves with pay are granted to Faculty members under the following
circumstances:
a) The Faculty member is participating in REP activities, or in particular
programs, projects or assignments of the University.
b) The Faculty member is the recipient of a grant from the University Research
Board for short-term or long-term faculty development.
c) The Faculty member is on a Fulbright scholarship during the summer months,
in accordance with section D above.
d) The Faculty member is engaging in outside activities in accordance with chapter
seven, section III.
2. Full-time faculty members can normally be granted leave with pay once per
term/semester to attend a regional conference at the discretion of the Dean
concerned. The rules and regulations of the URB remain unchanged.
3. Requests for leaves with pay for attending conferences should be submitted to the
Chairman of the Department concerned at least two weeks prior to the scheduled
date of departure, with the following attachments:
a) a copy of the conference program showing the paper being presented, or a
copy of the paper together with the letter of acceptance for its presentation,
and
b) a plan for making up for any teaching sessions that will be missed.
If the leave is for a period that considerably exceeds the duration of the conference,
so as to include other activities, a justification should be made for these activities.
 Memorandum from the Acting President dated February 24, 1997
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Appendix 6-A
POLICY GUIDELINES FOR SHORT-TERM AND LONG-TERM
FACULTY DEVELOPMENT GRANTS
(January 1999)
The University Research Board strongly believes that faculty development programs should
result in increased published research of the awardee productivity. Therefore, future applications
for faculty development grants should primarily reflect such productivity from previous awards.
1. Applicants should clearly state whether they have received or are receiving, or applying for
funds from either University or external sources.
2. Applicants may receive URB financial support for only one faculty development, long or
short term, grant per year.
3. Applicants for long term faculty development grants should submit a comprehensive work
plan of the proposed activity with an evaluation by the Chairman of the Department and
the Dean.
4. Applicants for short term or long term faculty development grants should present an
invitation from host institution.
5. Applications for faculty development grants should reach the Office of the Vice President
for Academic Affairs at least one month prior to the date of the activity.
6. The duration of a short term faculty development program should not exceed 7 calendar
days for the purpose of presenting a paper at international scholarly conferences or
attendance of a short course.
7. Faculty members wishing to apply for long term faculty development grants may do so
only after 22 months have lapsed since their last long term award. The duration of a long
term faculty development program ranges between 15 to 60 calendar days.
8. A recipient of short term faculty development grant who will be presenting a paper at an
international conference, symposium or meeting will normally get a 100% per diem,
registration fees, and an airplane ticket. A recipient who will attend a short course without
presenting a paper will normally get a 50% per diem, registration fees, and a return airline
ticket.
9. The URB sponsors presentation of papers only at international conferences.
10. Normally, the URB will not award Faculty Development grants to faculty members on a
one year contract.
11. Part-time faculty members are not eligible for faculty development grants. Visiting
professors with contracts of less than two years are not eligible for long term faculty
development grants.
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Appendix 6-B
RESEARCH GRANTS AND SERVICE CONTRACTS
(Memorandum from the President dated March 24, 1995)
While it is customary to encourage faculty members to seek outside grant funds for their
research work, it is essential that all such requests be processed through established University
channels — i.e., Chairperson, Research Committee; the Dean concerned; the Vice President for
Research and External programs; and the President/Deputy President. Overheads for such
grants are negotiated and established by the Vice President for Research and External programs.
Arrangements with chemical, pharmaceutical, agricultural, engineering, and medical companies,
etc., which either approach faculty members or are approached by faculty members to test a
product or to do research on certain problems cannot be categorized as research grants but
rather as service contracts. Any such agreement has to be concluded between the University
(REP) and the company/organization, after the approval of the Dean concerned. The
University's full overheard will have to be recovered from such work. While the results in this
case may be the property of the company or organization, publication of the results obtained
must always be the prerogative of the University. Exclusivity rights must not be promised in any
case to any company/organization funding an activity, whether by a research grant or a service
contract.
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CHAPTER 7 : REP AND OUTSIDE ACTIVITIES
I. GENERAL PROVISIONS
Activities of Faculty members outside the University are governed by the Policy on
Remunerated Services Of Faculty Members And Outside Activities, appended to this
chapter. REP activities are not considered "outside activities" and are not therefore subject
to the provisions governing these activities. Policies And Procedures For REP Activities
are also appended to this chapter.
II. PARTICIPATION IN REP ACTIVITIES
1. Participation in REP activities typically takes one of the following forms:
 consultation work in Lebanon, usually performed at the University;
 consultation work outside Lebanon;
 participation in workshops, seminars, or short courses;
 secondment to another university or organization.
2. For consulting work in Lebanon, Faculty members are remunerated according to a
scale that is periodically revised by the Vice President for REP and approved by the
Board of Deans. The remuneration is subject to a ceiling of 50% of the basic salary
of the Faculty member concerned.
3. a) In all cases, secondment and its renewal are subject to the approval of the
Department concerned, the Advisory Committee, and the Dean.
b) While on secondment through REP, a Faculty member is still considered to be
participating in the academic programs of the University. As such, the Faculty
member should contribute to the academic programs of the Faculty through
prior arrangements between the Chairman of the Department, the Dean, the
Vice President for REP, and the Faculty member concerned.
III. OUTSIDE ACTIVITIES
1. Faculty members who wish to engage in an outside activity in accordance with the
Policy on Remunerated Services of Faculty Members and Outside Activities, must
submit a request to the Chairman of the Department at least two months in
advance of the starting date of the proposed activity, specifying the nature of the
activity, its duration and the schedule of absence from the Faculty that this activity
entails.
2. In accordance with the aforementioned Policy, a full-time Faculty member may
engage in private professional consultations and other professional activities not to
exceed the equivalent of one day per week, or sixteen calendar days per semester,
or one week per summer term, whether or not they entail absence from the
University.
3. Permission to teach the equivalent of a three credit-hour course at another
institution of higher learning is granted by the President in exceptional cases only.
A guideline adopted by the Advisory Committee is that the Faculty member should
be outstanding enough so that no one else is readily available who is qualified to
teach the course in question.
4. If permission is granted for the outside activity, in accordance with section VII of
the aforementioned policy, this permission will automatically expire by June 30,
within a year of the granting of permission. In order to extend the activity beyond
this date, a new request must be made.
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Appendix 7-A
REMUNERATED SERVICES OF FACULTY MEMBERS AND
OUTSIDE ACTIVITIES
(vote 69-69 of the Board of Deans on December 18, 1969; amended by the Board of Deans on
May 9, 1985, and by the University Senate on June 21, 1985, and approved by Board of
Trustees on November 20, 1987, June 19, 1992, March 19, 1993, and November 18, 1994).
I. FULL-TIME SERVICE TO THE UNIVERSITY
The overriding obligation of all full-time faculty members is to the University. This
obligation is met by scholarly and professional activity of many kinds, including lecturing,
conducting laboratory sessions, conducting research, counseling and advising students
outside the classroom, holding discussions with students and colleagues and serving on
committees.
It is neither possible nor desirable to define the meaning of "full-time" in terms of a
number of hours per week or month in which a teacher is engaged in scholarly activity. If a
faculty member on full-time contract is asked to give an occasional lecture or seminar in
another department or Faculty of the University, additional compensation should normally
not be offered or received. If such work should involve a series of lectures or a full course,
adjustment of teaching load may be appropriate, with the approval of the Deans concerned.
A full-time teacher retains full-time status even though his/her work may be divided
between teaching and research or administration, or divided among departments or
Faculties.
II. PERMISSIBLE ACTIVITIES OUTSIDE THE UNIVERSITY
The University permits faculty members to engage in outside professional activities related
to their academic discipline. Such activities include offering consultation in one's field of
specialization, and serving on a fixed-term basis on boards and committees in public and
private non-profit institutions. The University encourages these activities so long as they
contribute to the professional development of the faculty member, improve his/her
usefulness to the University, promote the role of AUB in the field of higher education, and
contribute to the general welfare of the community.
Traditionally universities like AUB do not allow their full-time faculty members to teach
courses at other institutions. In addition to the obvious conflict of interest this practice
would represent, it should be noted that the teaching load of professors is determined by
taking into account the fact that they are teacher-scholars who need time for research. The
permission of the President to offer a course at another institution of higher learning
should only be given in exceptional cases, where there is a demonstrable benefit to AUB,
Lebanon, or the region.
Such activities, useful as they are, must not be permitted to distract the faculty member
from his/her full-time obligation to the University. They should therefore be undertaken in
accordance with the principles of this statement.
III. ACTIVITIES OF PERSONAL DISCRETION
As the entire and diverse activities of the individual cannot be claimed by one organization,
irrespective of its rigorous demand, the University acknowledges the freedom of the fulltime faculty member to perform certain outside activities free of University supervision. It
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should be clearly understood that in all these activities, professional or otherwise, outside
or inside the University, the faculty member shall be guided by the principles of academic
freedom as defined in the preamble of the Statement of Policy with Regard to Academic
Appointment and Tenure, as amended and approved by the Executive Committee of the
Board of Trustees on May 6, 1982 and on June 15, 1990 (refer to appendix 2-A of this
manual).
IV. NON-PERMISSIBLE OUTSIDE ACTIVITIES
While faculty members are expected to engage in their normal civic duties and are free to
follow the dictates of their own research and scholarship, they may not engage in activities
which are considered incompatible with their position as members of the American
University of Beirut or involve conflict of interest.
V. PROPORTION OF TIME ALLOWED FOR PERMISSIBLE OUTSIDE
ACTIVITIES
A full-time member of the faculty may be granted permission to engage in permissible
outside employment not to exceed the equivalent of one day per week, or sixteen calendar
days per semester, or one week per summer term, excluding official university holidays and
annual vacations, provided that:
1. The teaching and other duties of the faculty member shall be adequately taken care of
during any absence (see section VII below).
2. The maximum limit of permissible outside employment referred to in this section
includes all remunerated outside activities, whether or not they entail absence from the
University.
3. The sixteen days per semester can be taken in periods no greater than five weekdays at
any one time.
VI. REMUNERATION AND INSTITUTIONAL OBLIGATION
1. Full-time members of the faculty may retain all income including fees and honoraria
accruing to them from limited activities in and outside Lebanon, such as:
a)
occasional lectures and panel discussions;
b)
occasional professional activities and service on boards and committees in public
and private institutions, provided they are consistent with section IV above;
c)
in exceptional cases, as noted in section II above, and with presidential
permission, teaching the equivalent of three credit-hours a week in an institution
of higher learning in Lebanon.
d)
outside consultation (see section VII below).
* As a guide, reference may be made to the Manual for Academic Personnel of the American University of Beirut,
dated September 15, 1970, which listed the following non-permissible outside activities:
1. Holding or becoming a candidate for political offices.
2. Owning, publishing or editing a newspaper or political journal, or engaging in political writing to
influence an election.
3. Becoming a campaign manager or an active political speaker for a candidate for political office.
4. Engaging in activities, political or otherwise, which are prohibited by Lebanese Law.
5. Serving as a remunerated officer, member of the board of directors, or manager of any organized
business such as a store, commercial agency, bank, laboratory, pharmacy, journal, factory, “maison de
santé”, private school, etc.
6. Buying from or selling to the University.
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VII. PROCEDURE, CRITERIA AND PERMISSION
A full-time member of the faculty who wishes to engage in outside professional activities
with remuneration, except for those activities mentioned in paragraphs VI 1 a) and b)
above, should submit a request to the chairperson of the department which should include
a plan for making up for classes during the absence of the faculty member. In cases of
outside activities (as defined in section V 2), upon the recommendation of the chairperson
of the academic unit, and before recommending it to the President for approval, the
Dean/Director will base his/her decision on the following criteria:
1. Clear contribution to the professional development of the faculty member, and direct
or indirect contribution to student education,
2. Consultation should not interfere unduly with the University duties of the faculty
member, and should not involve absence from the University duties for a period longer
than that specified in paragraph V above.
3. Consultation should be of a nature that does not lend itself to a University project,
normally through REP.
Permission for outside activities shall indicate the starting date and the duration and shall
be announced by the Dean of the Faculty or Director. All permissions shall expire at the
end of the academic year and shall not be renewed automatically.
In case of any violation of this policy, the Dean or Director shall retain the right at all
times to require the member of the Faculty to cease or curtail outside employment
activities.
VIII. FACULTY RESTRICTIONS
Recognizing the special differences that exist among various Faculties, Schools or
Divisions, a Faculty, School or Division may introduce other restrictions concerning
outside employment activities but may not expand the limits set by this policy.
IX. APPLICATIONS
This policy shall be administered in each unit by its Dean or Director. It will be effective
November 18, 1994. In case of disagreement over interpretation or application, the Dean
or Director, or the faculty member may refer the matter to the President of the University
for a ruling.
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Appendix 7-B
Policies and Procedures for REP Activities
(Approved by the Board of Trustees in March 1993)
I. INVOLVEMENT OF FACULTY MEMBERS IN REP PROJECTS
Involvement of faculty members in REP projects can be arranged in one of the following
mechanisms.
A. Secondment
This entails total absence from the responsibilities on campus, for periods varying from
one semester to a whole year, renewable annually up to a maximum period of four
years. During the period of secondment, the faculty member's budget line becomes
vacant, and can be used for employment of a replacement.
Ten percent of the overhead charges of the secondment will be credited to the
Faculty/Department of the seconded faculty member. The funds thus generated can be
used to enhance research or academic activities in that academic unit. Granting of
secondment or its renewal is governed by the same procedure as for LWOP and
requires approval by the BOD.
B. Partial Secondment
This applies whenever the involvement of the faculty member in a REP project is for
less than three months and more than sixteen days per semester. It could involve
absence from the campus or while the faculty member is still on campus. In the latter
event, the faculty member's involvement in a REP project need not be necessarily
100% of his/her time.
The procedure for granting such a leave does not require BOD approval. However, on
granting such a leave, the Dean concerned must make arrangements to ensure adequate
replacement of the faculty member's teaching or other responsibilities. To make
employment or replacement possible, the proportionate remuneration of the faculty
member must be credited to the Faculty concerned.
In addition, the ten percent overhead charges generated from the partial secondment
are credited to the Faculty/Department concerned, for the support of academic and
research programs, at the end of each fiscal year.
C. Regular Leave
This applies whenever the involvement of a faculty member in a REP project is for
sixteen days or less per semester, or during his/her annual leave.
D. Adjunctment
This is described in appendix 2-D.
II. ADMINISTRATIVE PROCEDURES IN REP CONSULTATION ON REP
PROJECTS
All consultants traveling on REP administered projects must follow the following
administrative procedure and complete all needed formalities normally two weeks prior to
actual date of travel:
1. The REP coordinator or Director of the project should liaise with the
Dean/Director of the Faculty/Division involved in the project to keep him abreast
of all needed input and schedule of involvement mainly in terms of
presence/absence from campus.
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2. The faculty member should fill a leave request form for special leave with pay on
University business and process it through the chairperson of his/her department,
then to the Dean/Director which upon arrival forwards it to REP.
3. Upon receipt of the above, REP arranges for a travel request, if needed, and
finalizes required arrangements.
All of the above should be processed and completed normally two weeks prior to the
actual date of travel for timely processing of the arrangements.
III. REP POLICY ON PROJECTS AND CONTRACTS
Upon receipt of the request for program development whether in Lebanon or the region,
REP arranges for a meeting of the concerned Faculty Coordinator who is appointed by the
Dean/Director of each Faculty/Division after consultation with the Vice President for
REP. Following in-depth study of the need(s) to be fulfilled, a proposal of feasibility study
is developed and submitted to the officials concerned. Should the proposal/study be
approved, a contract is prepared thus setting the terms of the agreement including the
objectives, period, budget estimate and other legal terms as cleared through the legal office
of AUB. REP agreements are usually cost reimbursable in nature. The Technical
commitments of the involvement are cleared through the Dean(s) of the Faculty or
Faculties involved.
Once the contract is signed, REP administers the agreement in close coordination with the
relevant Faculty/Division involved.
A separate account number is set through the Comptroller's Office for accurate record
keeping of the expenditures.
For the renewal of a contract the same procedure is followed as above.
Depending on the needs of each contract, REP implements the logistical and the financial
aspects of the agreement in accordance with AUB regulations and agreement terms.
REP appoints an administrative project director for each project.
While projects can be explored and proposals prepared by the Faculty/Division
concerned, all proposals should be streamlined, budgeted and submitted by the Vice
President of REP. Involvement of individual faculty members as consultants in the
projects should be coordinated through the appointed Coordinator and approved by the
Dean of The Faculty concerned.
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Appendix 7-C
FUND-RAISING POLICIES AND PROCEDURES
(memo from the President, dated February 17, 1995)
A. The Importance of Philanthropic Support
As a private University, AUB depends upon charitable gifts and grants to maintain and
enhance the quality of its educational programs, facilities and personnel. During the 19931994 fiscal year, AUB raised more than $5.3 million in private charitable gifts and grants.
These contributions benefited all areas of the University.
If AUB is to realize its full potential as the leading University in the Arab world, it must
substantially increase its philanthropic support.
B. Fund-Raising Priorities
Because it is a dynamic Institution, AUB will always have needs greater than it has capacity
to fund from philanthropic sources. Accordingly, it must establish fund-raising priorities to
guide its efforts. As the University’s chief executive officer, it is the responsibility of the
President to establish AUB’s fund-raising priorities, after consultation with the Deputy
President, Vice Presidents, Deans, Development staff and others. While the University
needs and will actively seek funds for many worthwhile projects, for the fiscal year ending
June 30, 1995, its highest fund-raising priorities are: (1) to complete funding for the
reconstruction of College Hall and the renovation of Jafet Memorial Library, (2) to secure
support for the Special Medical Budget, (3) to increase funds, either current to endowed,
for student financial aid, and (4) to increase unrestricted gifts in support of the University’s
general operating budget.
More generally, AUB seeks philanthropic support for the following on-going needs:
1. Unrestricted Current Support
These are funds that can be applied at the time of receipt, without restriction, to the
University’s highest needs, including its operating budget.
2. Restricted Current Support
These are funds that can be applies at the time of receipt to designated programs or
projects. These are especially valuable when then relieve the operating budget of
comparable expenses (e.g., student financial aid, Library acquisitions, equipment needs,
etc.).
3. Endowment Funds
These are permanent funds which are invested and form which the income only is used
for unrestricted needs or for specific designated purposes according to donor directive,
such as professorships, endowed scholarships, lectureships, etc.
4. Capital Funds
These are moneys for facility and equipment needs beyond the capabilities of the
University’s regular operating budget, such as the renovation of laboratories, purchase
of major medical equipment for the University Hospital, etc.
5. Gifts-In-Kind
The University welcomes gifts of books, equipment, pharmaceutical products,
furnishings, works of art, etc., as long as they are needed by the University and their
acquisition and use do not incur unreasonable cost.
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C. The President’s Role in Fund-Raising
As chief executive officer of AUB, the President is the University’s principle fund-raiser.
The ability of the Institution to secure charitable gifts which enable it to fully accomplish
its mission is ultimately his responsibility. To maximize AUB’s fund-raising opportunities,
the President relies on the guidance, research, and follow up of the University
Development Office, both in Beirut and in New York.
The President fulfills his fund-raising responsibilities principally by:
 Defining the University’s fund-raising priorities.
 Working closely with the Development Staff to set an overall fund-raising strategy, to
identify major gift prospects, to identify donor interests, and to assess cultivation
opportunities.
 Working closely with Trustees and Senior University Officers to cultivate and solicit
prior and prospective donors via personal meetings.
 Acknowledging major gifts ($1,000 +) in writing.
 Assuring donor notification of the appropriate and timely use of gifts.
 Assuring the effective coordination of fund-raising activities University-wide
On a day-to-day basis, the President has delegated authority for fund-raising coordination
and prospect clearance to the University’s Senior Development Officer.
D. Fund-Raising Coordination and Clearance
Charitable resources, like other scarce resources, must be managed carefully for maximum
benefit. If AUB is to maximize University-wide return on its fund-raising efforts, it will
require the involvement, cooperation and coordination of all concerned. It is especially
important that the University avoid duplication and competition in its approach to
potential donors. To facilitate fund-raising success by seeking appropriate gifts from
charitable sources for high-priority University needs and avoiding duplicative, competitive
or preemptive gift requests, the following procedures must be followed by all members of
the University community:
1. All written or oral requests for private-sector charitable support from individuals,
corporations or foundations -- whether for unrestricted gifts, restricted current gifts,
gifts of endowment, gifts of capital or gifts-in-kind -- require prior approval from the
University's Senior Development Officer or the Director of Development in Beirut.
2. Requests for contracts from any source must be directed to the Office of Research and
External Programs for approval before any request is made of a funding source.
3. Copies of all pertinent correspondence, or written reports from face-to-face meetings
with potential donors, or reports of relevant telephone contacts should be filed with the
Development Office.
4. Requests for any information about donors or leads for potential donors should be
directed to the Development Office.
5. Regardless of point of entry, all gifts for University programs and projects, including
information on gifts-in-kind, must be directed to the Development Office for gift
recording and acknowledgment.
For its part, the Development Office will:
1. Actively assist faculty members and staff in the identification, evaluation, cultivation,
solicitation and stewardship of donor prospects.
2. Work to assure that approaches to donors are well coordinated in order to maximize
gift opportunities for high-priority University needs.
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3. Protect the interests of a faculty or academic unit seeking a gift from an approved
prospect, especially if a competing request would minimize the chances of success for
that Faculty or academic unit.
4. Help a Faculty or academic unit to identify alternate funding sources or strategies if it is
determined that a proposed prospect should be cultivated or solicited for another
purpose.
5. Keep the Faculty or academic unit fully informed of the status and progress of
cultivation and solicitation activities affecting its approved prospects.
6. Promptly record and acknowledge gifts, promptly inform academic and administrative
units of their receipt and promptly notify recipients of any special reporting
requirements and deadlines.
E. Approval Process for Faculty or Administrative Proposals
The University must increase philanthropic support and, as a result, it welcomes individual
initiative. Ideas for new programs and projects are encouraged from all of the University's
academic and administrative departments. These may originate from one individual, or
from a group or committee. It is the responsibility of the Development Office to assist in
determining the feasibility of potential funding projects, to assist in the proposal-writing
process and to research potential sources of support. It is the responsibility of the Deans,
Vice Presidents and, ultimately, the President, to determine their academic or
administrative importance and, hence, priority.
The following procedures must be followed before any new proposal can be transmitted to
an outside funding source for consideration:
1. At the earliest possible time, a faculty member should discuss the proposal concept
with his or her Department Chair. The Department Chair must endorse the proposal
concept and must determine, first, whether it is possible to fund the concept from
currently-budgeted departmental funds. An administrator must first meet with his or
her Director or Vice President for the same purpose.
2. If the Department Chair endorses a faculty member's concept, but cannot fund it via
currently-budgeted departmental funds, it should be directed to the appropriate faculty
Dean for review by the relevant Faculty Research Committee and, if approved there, to
the University Research Board for consideration according to established guidelines.
3. if the proposed program or project cannot be supported from internal University
funds, either by virtue of its cost or other considerations, funds must then be sought
from outside sources.
4. Faculty proposals for outside funding must first be approved by the relevant
Department Chair, the relevant Dean, and by the relevant Faculty Research Committee.
Administrative proposals must be approved by the relevant Director or Vice President.
5. No proposals for outside funding will be considered by the Faculty Research
Committee without an approved budget. This budget must reflect University policies
with respect to expenditures, including provision for overhead costs. Budgets must be
reviewed and approved by the Comptroller's Office and by the Office of Research and
External Programs.
6. Approved proposals with approved budgets must then be submitted to the President
for final review and approval. If approved there, they will be submitted by the President
to the funding source.
7. Proposals which may be directed toward funding sources in North America or England
must be submitted to the Development Office in New York for review as soon as
possible, but no less than 60 days before any funding deadline. Proposals which may be
directed to any other source must be submitted to the Development Office in Beirut no
less than 60 days before any funding deadline.
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8. Proposals for contracts with any organization that require the delivery of a product or
service, must be submitted in advance to the Office of Research and External programs
for review and approval in accordance with its established guidelines.
9. The Office of Research and External programs will be responsible for the
administration of all contracts and all research grants.
F. Acknowledgment of Gifts
All gifts to the University, regardless of source or value, must be sent to the Development
Office for processing. Gifts from North America and England will normally be receipted
in New York. All other gifts will normally be receipted in Beirut. All gifts to the University,
regardless of source or value, must be acknowledged promptly. In acknowledging gifts by
AUB, whether cash, checks, securities, or gifts in kind, a gift receipt is issued by the
University to the donor. Receipts for gifts in excess of $1,000 are transmitted with
appreciation and signed by the President or Deputy President. The Development Office is
the only office authorized to issue gift receipts and to handle acknowledgment letters for
the President and the Deputy President. If Vice Presidents, Deans or others believe that a
note of thanks should be sent by them to the donor, such a note can be forwarded
separately following the President's or Deputy President's letter, with a copy sent to the
Development office.
All gifts-in-kind will be issued a University receipt by the Development Office. If the
donor requires a gift value in the receipt, usually for tax purposes, it is the responsibility of
the donor to provide the University with an independent appraisal indicating the value of
the gift.
G. Stewardship of Gifts
All restricted gifts and grants require, usually on the anniversary of the gift, that special
periodic reports detailing gift use be sent to the donor, whether individual, foundation,
corporation or other organization. It is the responsibility of the principal investigator or
other appropriate administrator/faculty member, in consultation with the Office of
Development and/or the Office of Research and External Programs, to prepare this
report. Most reports consist of financial statements and a narrative description of how the
funds have been used and what has been accomplished. Narrative descriptions are
provided by the principal investigator or other appropriate administrator/faculty member,
and financial statements are provided by the Comptroller's Office. Stewardship reports
should be submitted to the Office of Development for review at least thirty days prior to
the time they are due.
H. Named Gifts
The President, in consultation with the Board of Trustees, is the only officer of the
University who has the authority to negotiate the establishment of named gift
opportunities, such as professorships, buildings, and endowed funds. The Development
Office is the only University office that has been authorized to negotiate the
establishment of named scholarship funds and the terms of reference for the award of
scholarships. The Development Office, in cooperation with the University Committee
on Financial Aid, also determines that scholarships are administered in accordance with
the terms of the agreement between the University and the donor, and keeps donors
informed of the names and academic progress of each student. Officers or Department
Heads who may be contracted by prospective donors interested in establishing other
endowed or restricted scholarship funds should consult with the Development Office
before any commitment is made on behalf of AUB.
In addition, no officer, employee, or volunteer associated with the University shall promise
or imply that, in return for a charitable contribution, favorable consideration will be given
to:
1. Appointments that imply faculty or administrative status not in keeping with usual
University process for such appointments.
98
2. Naming a building or other facility without the approval of the President of the
University and the Board of Trustees.
3. Granting of student admission, student scholarships, fellowships, other financial
benefits or special considerations in a manner inconsistent with University policies and
procedures.
I. Named Gift Opportunities
The following guidelines will govern named giving opportunities:
Endowed Chairs
Endowed faculty positions may be created and named by a donor for a minimum
commitment of $1,500,000. This commitment must be in writing, and the entire
amount must be paid before the Chair is activated.
Named Building
Naming gifts for new buildings require written assurance that the naming donor will
provide at least 51 percent of the total costs of the project, including construction,
design costs, site development, landscaping, furnishing, and fees. Under normal
circumstances, payment must be received before construction can begin.
Other Facilities
Equipment and furnishings can named if their value exceeds $20,000. Modification and
renovation of existing facilities can be named if the gift covers the total cost and its
value exceeds $50,000. Existing rooms, laboratories, and other spaces can be named for
donors. The amounts will vary on a case-by-case basis. Gift proceeds for these spaces
can be used, in part, to upgrade the space and, in part, for other important University
priorities.
Scholarships and Fellowship
Named endowed scholarship funds that cover the full cost for one student range from
$100,000 in Arts and Sciences, to $350,000 for the Medical School. Partial endowed
scholarships for any Faculty can be named with a minimum gift of $25,000. Current
scholarships can be named in the year of receipt for a gift of $5,000.
Book Funds
Named endowed funds for the purchase of books and other Library materials can be
established with a minimum gift of $10,000.
Faculty Development Funds
Named endowed funds to support faculty salaries, faculty recruitment, faculty research
or other faculty development needs may be established with a minimum gift of $50,000.
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DUTIES OF THE CHAIRPERSON OF DEPARTMENT
I.
Chairperson of Departments:
In addition to the duties mentioned in Article IV, Section 6 of the By-Laws of the
Faculty in Chapter 1, the Chairperson is also responsible for:
1.
Preparation of teaching-schedule and Faculty teaching loads and their submission to
the Dean two weeks before the start of the term.
2.
Preparation of class room assignments in accordance with the notice of January 29,
1991. Copy of the class room allocations must be sent to the Records' Office two
weeks before the start of each term.
3.
Submission of requests to the Dean with regards to:
(a)
(b)
(c)
(d)
(e)
Faculty promotions - not later than January 15.
Faculty appointments - one month before the date of appointment.
Faculty re-appointment - one month before the date of termination of
contract.
Faculty termination - one year before the date of termination of contract.
Sabbaticals and leaves - three to six months before intended date of leave.
4.
Requests to the Dean for promotion, hiring, and termination of non-academic
personnel shall be processed in consultation with the University authorities to
conform with the agreement between Syndicate and the University.
5.
Supervision of the filling of the student-faculty evaluation forms and their
submission to the Office of the Dean before the end of the term.
6.
Preparation of the departmental budget for submission to the Dean by the end of
October of each year.
7.
Submission of equipment orders to the Dean must be made not later than February
of each year. Requests for local supplies and materials must be made before the end
of the fiscal year.
8.
Submission of the annual Departmental Report to the Dean before the end of June
of each year.
9.
Preparation of news items for publication in the AUB bulletin and their submission
to the Assistant Dean before the 20th of each month.
10.
Preparation of text book lists to be purchased by bookstore.
100
1
To
:
Full-time Members of the Faculty
From
:
Nassir H. Sabah, Dean
Subject
:
Academic Manual of the FEA for 1997-1998
Kindly find attached a copy of the revised Academic Manual of the FEA for 1997-1998.
Please take some time to familiarize yourself with its contents.
Thank you.
Encl.
1
I.
Chairperson of Departments:
In addition to the duties mentioned in Article IV, Section 6 of the By-Laws of the
Faculty in Chapter 1, the Chairperson is also responsible for:
1.
Preparation of teaching-schedule and Faculty teaching loads and their submission to
the Dean two weeks before the start of the term.
2.
Preparation of class room assignments in accordance with the notice of January 29,
1991. Copy of the class room allocations must be sent to the Records' Office two
weeks before the start of each term.
3.
Submission of requests to the Dean with regards to:
(a)
(b)
(c)
(d)
(e)
Faculty promotions - not later than January 15.
Faculty appointments - one month before the date of appointment.
Faculty re-appointment - one month before the date of termination of
contract.
Faculty termination - one year before the date of termination of contract.
Sabbaticals and leaves - three to six months before intended date of leave.
4.
Requests to the Dean for promotion, hiring, and termination of non-academic
personnel shall be processed in consultation with the University authorities to
conform with the agreement between Syndicate and the University.
5.
Supervision of the filling of the student-faculty evaluation forms and their
submission to the Office of the Dean before the end of the term.
6.
Preparation of the departmental budget for submission to the Dean by the end of
October of each year.
7.
Submission of equipment orders to the Dean must be made not later than February
of each year. Requests for local supplies and materials must be made before the end
of the fiscal year.
8.
Submission of the annual Departmental Report to the Dean before the end of June
of each year.
9.
Preparation of news items for publication in the AUB bulletin and their submission
to the Assistant Dean before the 20th of each month.
10.
Preparation of text book lists to be purchased by bookstore.
1