Faculty Responsibilities
ELI Policies and Procedures

(updated )

  1. Responsibilities

    1. Workload

      1. Full-time Faculty    
        The standard administered teaching load for full time non-tenure track faculty averages two class preparations per day, or 16.2 hours per week (based on scheduled teaching of 3.42 hours per day over 38 teaching days in a session, divided by 8 weeks, the length of a session). This typical assignment constitutes a 90% teaching load (16.2 hours/18 hours). Full time faculty may be released from part or all of their teaching duties to pursue ELI administrative assignments. Some faculty have additional compensation built into their annual salary to pursue recurring administrative assignments. In the event that faculty pursue additional courses or administrative assignments in excess of their full teaching load or release time, they will be compensated with "S" contracts for the overload.

        Full time faculty are expected to pursue research (generally a minimum of 10% of time, maximum of 30% of time) and university/community service (generally a minimum of 10% of time, maximum of 30% of time) in addition to their full teaching loads. Service includes active participation on the part of all full time faculty on one or more of ELI's committees (See committee list in Faculty Handbook). Full time faculty are also expected to contribute on a regular basis to curriculum development and to assist on grant proposals.

        Most continuing ELI faculty are paid for eleven months of work. However, some faculty are on ten (or nine) month contracts and are eligible to teach an additional month (or two) for supplemental (S-contract) pay, subject to course availability and enrollment needs.

        see ELI Faculty Workload Agreement

      2. "S"-Contract Faculty

        Supplemental (S-contract) faculty have the same teaching and office hour loads as full-time faculty. Participation in ELI committee work is encouraged but not required. There is no obligation for research or service.

        Courses are assigned to S-contract faculty after full time faculty have chosen or been assigned courses. The following factors will be used in order in consideration of which S-contract faculty get assigned first:

        Experience:
        • content such as EAP, Business, TOEFL
        • level such as Beginner. Intermediate
        • skill areas such as Writing, Pronunciation
        • student (special situations or groups)
        Expertise:
        • It is not a given that experience equals expertise.
        Evaluations:
        • evaluations from students including comments,
        • observations done by administration
        Seniority:
        • amount of time as a class instructor at ELI.

    2. Institute Activities:

      3. The Institute undertakes a certain number of non-academic activities and at least two excursions per session. The activities are organized by the Orientation Coordinator and his staff and are designed to expose the foreign student to American culture and to introduce them to Americans. Teachers and tutors are expected to participate whenever possible. Full time faculty are required to attend two all-day trips each year, three trips total. These don't count the annual Christmas party or annual summer picnic, both of which require the attendance of ELI faculty. S contract faculty with a two-class load must attend one activity/trip each session; those with one class must attend one activity/trip every other session. Teachers and tutors play a vital role in promoting and disseminating information on such activities.

    3. Faculty Meetings:

      Faculty meetings are usually held on the last day of the first week of the session, as well as the fifth Wednesday and the 8th Monday of each session at 12:45 in the ELI Library. Faculty are expected to attend all faculty meetings.

    4. Committees:

      All faculty serve on at least one committee. See the list of the committees in the Faculty Handbook for current members and chairpersons.

    5. Administrative Service

      Full-time faculty members are required to perform administrative service six times per academic year. The specific areas of administrative service are:

      • Interviewing incoming students for class placement
      • Re-testing of students who wish to change classes
      • Administering the Institutional TOEFL
      • Administering the TOEIC
      • Coordinating the end-of-session graduation ceremony

    6. Session Responsibilities:

      1. Syllabus

        Each teacher is required to have a syllabus for the class(es) he or she is teaching based on fixed objectives from the curriculum. In addition to the learning objectives, syllabi should include office hours (faculty are required to have three office hours per week), grading system, attendance policy, and textbooks. These syllabi are to be distributed to the students on the first day of class or no later than Wednesday of the first week. The Associate Director has copies of syllabi for all levels and classes.

      2. First Week Duties:

        On the first day of class faculty members receive Session Schedules and Announcements for that session. This "First Day Memo" includes a schedule for the first day and week of the session. (See Faculty Handbook for a sample of "First Day Memo.") Times and some instructions may vary, but the essential functions, introduction, and orientation of students to classes at the ELI, remain the same. Faculty members must be in the ELI office by 8:15 on the first day of the session to receive this schedule and their student rosters. On the first or second day of classes, teachers who are teaching the same classes or levels must meet to coordinate and provide assistance to new teachers. At the end of the first week, there is a meeting to change students' classes, if needed. All teachers are required to attend.

      3. Mid-Session Duties:

        During the fifth week of the program, student intention forms for the following session are distributed to faculty. They distribute and collect these forms, and then submit them to the office secretary.

      4. Final Week Duties:

        1. Initial graduation recommendations for those students who are leaving the program are supposed to be made by Friday of the seventh week. These recommendations are recorded in a Certificates Folder which is kept in the main office. Listening/Speaking and Reading/Writing teachers note whether each of their current students is eligible to receive a certificate, a certificate with honors, or no certificate at all.

        2. On Wednesday of the eighth week, the instructor of record meets with the Committee on Student Attendance and Conduct to discuss any student who is to be retained or conditionally promoted or who is not being awarded a certificate. The committee and teacher make a decision about the student's placement/certificate. The teacher informs the student.

        3. By Friday of the seventh week, class evaluations must be administered. They are to be given at coordinated times, with colleagues in neighboring classrooms supervising the administration and then submitting the evaluations to the office secretary.

        4. On Monday of the last week, there is a meeting of all staff to determine who is eligible for a certificate and to choose who will receive awards.

        5. On Tuesday of the last week, all students are tested for their listening comprehension in their Listening/Speaking class. On Wednesday, all students will take a reading proficiency test administered by the R/W teacher during the reading/writing class. In addition, a final grammar test and final essay are to be administered in all Reading/Writing classes. A final speaking assessment is to be administered in all listening/speaking classes.

        6. There is a graduation ceremony at the end of each session, held on the Thursday of the last week. All faculty are required to attend the graduation ceremony.

        7. By Friday of the last week all grades must be entered in the computer. The computer for recording the grades is in the teachers' workroom. There is also a networked computer in the small office off the library. Each student receives separate grades for listening, speaking, reading, writing and grammar.

        8. By Friday of the last week of the session, faculty must submit (1) ELI Listening/Speaking Skills Rating Sheet for students in listening/ speaking classes, and (2) final essays from the Reading/Writing class with a level evaluation.

    7. Advisement

      Teachers are expected to hold at least three regular office hours in the afternoons for each 20 hours of classes scheduled per week and to meet formally with each student at least two times during the session.

      During these hours teachers may schedule students for extra help, or advise them with regard to their progress during the session. These office hours should be noted on the syllabus.

    8. Policy and procedures for taking credit courses at the University of Delaware and applying for part-time status at ELI

      1. Policy

        Enrolling in credit courses is a privilege awarded those students whose progress in English indicates that they will be successful in a University course. Students in the beginning and intermediate levels are not permitted to take courses. Students in the advanced levels who have been recommended by their teachers and approved by the Director or Associate Director may take one UD class for credit and continue as a part-time (one morning class) student in the ELI per semester, winter or summer session. The above option is only available in September, January, February, June, and July, when the University begins its semesters or winter/summer sessions. Students who select and are approved for this option must continue with their ELI courses for the duration of the ELI session during which the UD semester, winter, or summer session occurs and they will be billed for the ELI class(es) for the entire semester or session.

        In order to monitor students, a registration block is put on all ELI student records when students arrive. The block prevents students from enrolling in courses without approval, and can be removed only by the ELI.

      2. Procedures

        Students interested in registering for a UD course should see the Associate Director. She will give the student's teacher a form for the classroom teachers to complete. The teachers should evaluate the work and performance of the student to see if the student can successfully participate in the class in terms of his/her English skills. Three recommendations are possible: drop one ELI class and take a UD course; continue in both ELI classes while taking a UD course; or not take a university course at this time. A student may not be exempted from the ELI for both classes. The form is brought back to the Associate Director or the Director for approval and advice on class registration. When the registration form is complete, the registration block is removed.

        It is vital that teachers take very seriously this recommendation process. All grades earned by a student taking Continuing Education courses automatically become part of his/her admission or college record. Should a student, who is linguistically or academically unprepared to take a credit course, do poorly in the university class, his/her admission to the University will be jeopardized. If that student is admitted to the University, the poor grades in the Continuing Education course(s) become part of his/her college record.

    9. Policy and procedures for auditing UD courses

      1. Policy

        The University permits students to audit courses for a fee. ELI students may avail themselves of this option. However, many advanced level students wish only to listen to a class to improve their listening and notetaking skills. For them the Institute will call the class instructor to request permission for the student to listen to the class. The ELI will not make requests for students who have not paid their bills or who are violating their visa in any way (excessive absence, for example).

      2. Procedures

        Interested students must come to see the Associate Director and give her all information on the class they want to listen to.
        This information can be found in the UD registration books.
        Students should make at least 3 choices of classes. Only one course (and usually only a few meetings) will be scheduled.

        The Associate Director will check to make sure the student is in good standing at the ELI and notify the student if he/she is permitted by the professor to visit the class.

        UD classes are for matriculated and paying students. Their access to class information and the lecture must not be interrupted by ELI students. Therefore, ELI students must abide by the following rules: they must sit in the back of the class and be prepared to give up their seat to an American student if necessary, and they must not participate in class discussions unless invited to by the professor.

  2. ELI Policies and Procedures

    1. Attendance

      It is necessary that the ELI keep accurate and cumulative records of student attendance. For immigration purposes as well as for purposes of maintaining a serious program, we need to monitor attendance closely. Class attendance for the session is included on the grade report forms.

      All teachers must complete a weekly attendance record on one of the network computers. There are two in the faculty workroom. The Assistant Director will be responsible for monitoring student attendance and sending out the required notices to the students.

      Students may miss a total of 8 classes (e.g., a combination of 4 L/S and 4 R/W classes) before being in danger of not earning honors (i.e., meeting requirement for overall 90% attendance rate and "A" average during stay). Students cannot miss more than 12 total classes without endangering their graduation (85% attendance requirement for graduation). Students missing more than 16 total classes in a session have violated the terms of their student visa and will be subject to dismissal. Student will receive letters at each of these three stages.

    2. Course Proposals

      The ELI strives to support faculty in their effort to develop new material and courses. Part of this support includes providing feedback and input on new course proposals. Thus, instructors are asked to submit proposals for new courses to the approval of ELI faculty prior to beginning the course. This process is initiated by first reviewing the concept with the Director or Assistant Director, who will then arrange a meeting on the proposal.

    3. Changing Textbooks

      Textbooks must be approved by the book committee. If a teacher would like to change a book, the teacher should see the book committee chairperson to get a Textbook Review Form (see Faculty Handbook for a sample form) and submit the completed form and the textbook to the committee chairperson. The committee will review the book. This process must begin one session before the book is to be used.

      1. The Curriculum Committee may ask the Textbook Committee to consider changes to texts in light of proposed or adopted changes in the curriculum, or an interested faculty member who regularly teaches a particular course may ask for review of a new text, stating the reason for the request (for example, the current text no longer adequately addresses the changing curriculum or a new text has just been published).

      2. Affected faculty and committee members meet and review the nominated and alternative texts, if necessary, completing review sheets, re: curriculum, sub-skill sections, content areas, difficulty and length of readings, use of illustration, vocabulary level, nature of exercises, additional features, etc.

      3. Each member of the textbook committee, including faculty members attending a hearing for adoption have one vote. The Textbook Committee's vote for adoption will not require approval of the full faculty, although a majority of the faculty may veto a committee recommendation.

    4. Temporary Instructors

      The ELI hires temporary instructors on an "S" (or "Supplementary") contract basis to meet the demands of enrollment increases or other short term needs. The ELI's commitment to S-contract faculty is only for the period of time listed on the contract itself and not beyond that period. Occasionally, however, S-contract faculty will be asked to stay on for an additional session, for which time a new, temporary S-contract will be issued.

      Hiring for continuing, full time appointments is conducted through a formal search process. Although every effort will be made to accommodate S-contract instructor preferences in assigning classes, this may not always be possible.

    5. Complaints

      ESL is a field drawing individuals with many different teaching styles and methodologies. We are eclectic here, and none of the teachers will ever please all of the students all of the time. Therefore, teachers should give no ear to student complaints about other teachers or classes. The student should be referred back to the teacher involved or to the Director, Associate Director, or Assistant Director. To act otherwise is to promote idle gossip. This is an important cultural lesson (i.e., going to the affected teacher or the Director with complaints) for all of our students to learn.

      If a teacher has a complaint about the classroom or any of the facilities, particularly in University classrooms or in the Annexes, he or she should speak to the Director, Associate Director, or Assistant Director of the ELI.

    6. Mail

      A mail slot is kept for each full time and S-contract faculty member in the front lobby of the ELI main building. It must be checked each morning by 8:15 for important announcements and messages for teachers or students.

    7. Class/Level Changes

      1. Promotion Requests:
        1. New students wishing to change levels
          1. take the Michigan Aural to change L/S levels
          2. take the reading test for their present level and complete an essay to change R/W levels
        2. Continuing students wishing to change levels
          1. take the Michigan Aural to change L/S levels (if they did not take the test at the end of the previous session). Test proctors will not admit students who were recently tested.
          2. Promoted continuing students wishing to change R/W levels must take a reading test to be considered.


        Teachers complete and sign a Class Transfer Request Form for each student who requests promotion to a higher level class. These forms must be given to the Associate Director by 12:30 on the day of testing. No student will be admitted to testing unless this class transfer request form has been received by the Associate Director by 12:30 on the day of testing.

      2. Lateral Move Requests:

        Students wishing to move laterally, i.e. to another section of the same level (IIIA to IIID, for example) or to another of the multileveled advanced special classes should be sent to see the Assistant Director during the first week. He is in his office from 12:15-1:30 every day for this purpose.

    8. Absences


      9. The following procedures should be followed for faculty absence from class due to scheduled appointments, illness, or emergency.

      A list of substitutes will be provided in a memo by the Tutoring Center Coordinator each session. Home numbers for Scott and Joe are listed below.

      Scott Stevens 302-369-4432
      Joe Matterer 302-738-7810


      It is required that faculty inform the Director, Associate Director, Coordinator, HR and Student Financial Services (Lin McDowell), and Assistant to the Director (Dru Arban) of any absences, and after arranging coverage, provide them with the reason for the absences, dates and name(s) of the person(s) who will substitute in the affected classes.*

      *If neither the Director nor Associate Director is available, please contact the Assistant Director, Deb Detzel at 717-324-5146.

      In the case of scheduled absence (personal absence, workshop/ conference attendance, meetings), Scott or Joe must be notified of the date and time and given the name(s) of substitute(s). If the absence is a personal one and the class cannot be rescheduled, faculty are responsible for paying that substitute at the current rate. (Please contact Lin McDowell at either x7241 or linbmcd@udel.edu for the current hourly rate.) It is recommended that faculty make non-emergency appointments outside of class times.

      In case of illness, if faculty know that they are getting sick and will not be in the next day, they should notify Scott or Joe before leaving, arrange for coverage and give them the name(s) of the substitute (s).

      Faculty who are out sick must call before 3:30 on the day(s) that they are sick to let the administration know if they will be in to teach the next day, and if not, who will be covering their classes.

      If emergencies (illness, accidents) occur after working hours, Scott or Joe should be called that evening or in the morning between 6:30 and 7:00 and given the name(s) of the substitute(s) . If faculty are unable to arrange for coverage because of the emergency, the administrators will. Faculty out sick must remember to call before 3:30 on the day(s) that they are sick to let the ELI know if they will be in to teach the next day, and if not, who will be covering their classes. Neither full time nor part time teachers need pay for substitutes in the case of illness or emergency.

      For all absences, lesson plans need to be created and delivered to the substitute. If the absence is planned, it is the responsibility of the faculty member to get the texts and plans to the substitute by the close of work (4:30) the day before or Friday, if coverage is requested for Monday. In cases of emergency absences, if at all possible, plans should be communicated to the substitute(s) or to Scott, or Joe. By doing so, faculty are ensuring that the substitute(s) will be prepared for the class(es) and that the class(es) will be well instructed.

    9. Equipment


      10. Each ELI classroom has a computer, a flat screen, and a cd/stereo system. Most rooms also have Smart Boards. In addition, digital audio recorders are also available for any faculty member wanting one (Contact a member of the Technology Committee). If faculty are teaching in a University classroom, most all rooms should have a computer projector and screen. If you need additional audio/visual equipment, please contact Media Services at x3546. The course number for ordering is E-466. If your room does not have a projection system, you may also sign out a portable computer projector through the ELI Office Coordinator

      Additional TV's with VCRS may be ordered from Audio-Visual Services at x3546 if faculty members are teaching in a University of Delaware classroom. The course number for ordering is E-466.

    10. Library

      The ELI maintains a small library of ESL resources and research texts and journals. Faculty members are encouraged to make use of the library, but MUST check out all books with the receptionist (See Faculty Handbook for list of holdings.)

    11. Supplies

      To help us keep track of the supplies and ensure that an inventory can be maintained, all faculty requests for supplies (folders, pens/pencils, index cards, copy paper) must be made to the office secretary.

    12. Copy Machine

      Materials for class use may be copied on the office copier in the teachers' workroom at the ELI. It is best to do bulk copying the day before the class rather than that morning.

    13. Computers

      Each faculty workspace has a computer and printer. In addition, the Institute has two computers and a printer available in the teachers' workroom at the ELI. The University maintains a number of computing sites on campus, which are accessible with your university ID card. The office computers are for secretarial use only. The word processing program used in the Institute is Microsoft Word. The computer sites on campus have both MacIntosh and IBM computers.

ELI Faculty Handbook Table of Contents