CU:

Loyalty Oath Recordkeeping

MEMORANDUM

This memo will serve as advice to the campus on the loyalty oath record-keeping requirements. Current tenure track and tenured faculty should have an executed oath (signed and notarized) on file. Instructors and Senior Instructors with multiple year appointments should have an executed oath on file at the time that their current appointment is renewed. All other faculty should have an executed oath on file at the time of their hiring beginning with any new appointments or re-appointments that occur during summer session of this year and forward.

Tenure Track, Tenured, Instructors and Senior Instructors with Multiple Year Appointments

The original (signed and notarized) loyalty oath shall be maintained in the Office of Faculty Affairs along with all other documents submitted as part of the original hire packet. All teaching faculty who are tenure track or tenured, including those faculty who are considered non-citizens are considered permanent employees and are therefore required by Colorado state law to execute a loyalty oath as a condition of their employment. Due to the "temporary" nature of an instructor's or senior instructor's employment, non-citizens in these positions are not required to execute an oath.

Other Facultv: Lecturers, Artist-in-Residence, Scholar-in-Residence, Professor Adjoint, Assistant

Professor Adjoint, Associate Professor Adjoint, Visiting or Part Time Appointments, Curators,

Clinical Faculty (Non-citizens in these job titles are not required to execute an oath)

The original (signed and notarized) oath for all "other" faculty who are hired to teach shall reside in the office of the Dean of the respective School or College that initiates the first hire of the employee. A department that hires an existing employee in "other" faculty job codes to teach is required to determine that an executed oath is on file for the employee by contacting the dean's office of the School or College that initiated the original hire. If the department determines that the employee does not have an oath on file, then the department shall have the employee execute an oath and provide the dean's office (original hire) with the original and maintain a copy of the oath and a notation of the location of the original. It is strongly encouraged to provide a copy of the oath to the employee so that they may provide documentation to any departments who may place them on appointment in the future.

Additionally, if a department periodically hires an employee to teach a course who is in the research faculty job code series or is professionally exempt, then the department is required to determine whether an executed oath is on file for the employee by contacting the dean's office of the School or College that initiated the original hire. If the department determines that the employee does not have an oath on file, then the department shall have the employee execute an oath, submitting the original oath to the dean's office that is considered the "home" School or College of the employee. The hiring department shall maintain a copy of the oath noting the location of the original document. It is strongly encouraged to provide a copy of the oath to the employee so that they may provide documentation to any departments who may place them on appointment in the future.

Graduate Part-Time Instructors

It is recommended that the Associate Vice Chancellor for Graduate Education, in consultation with University Counsel, develop a standard letter of appointment for all graduate part-time instructors (GPTIs). Once this letter of appointment is initiated as a standard process for the hiring of GPTIs, departments shall be required to have an executed oath (signed and notarized) on file with the letter of appointment. This process shall be in place for all GPTI appointments effective Fall 2005 and forward. The letter and oath shall be maintained within the department. The oath need only be executed once by a graduate student who is placed on appointment. In the event a department hires a student who is currently on appointment or has been on appointment, it is the responsibility of the hiring department to ensure that an oath has been executed by the student. It is strongly encouraged to provide a copy of the oath to the graduate student so that they may provide documentation to any departments who may place them on appointment in the future. Due to the temporary nature of the GPTI employment, non-citizens hired as GPTIs are excused by statute from executing the oath.