»Electronic Resources Access for Part-Time Faculty

Important note about part-time lecturers' access for Summer 2025: Chapman University is pleased to announce that we will be retaining log-in access for all part-time lecturers and graduate student instructors (who teach in the Spring semester) through the summer of 2025. This change is designed primarily to facilitate occasional communication with our part-time lecturers and GSIs when necessary for the continuity of student support or the possibility of fall teaching availability. This access is provided as a courtesy, and part-time lecturers must continue adhering to the language outlined in their contracts. 

Why access to electronic resources is limited for part-time faculty?

Chapman University provides access to resources, such as email, teaching tools like Canvas to support our faculty's teaching and research activities, and other critical resources. These systems are available primarily to facilitate doing work on behalf of Chapman University. Therefore, they can only be available to faculty with a current teaching contract or those with an active hourly assignment such as lab support. This policy is not only a matter of compliance but also a matter of security. By limiting access to current members of the Chapman community, we ensure that we ask faculty members to refrain from working on Chapman University's behalf when they are not under contract. It also prevents us from violating the terms of our licenses.

For the part-time faculty members who do not teach year-round, log-in and email access will be turned off approximately two weeks after the end of the contract. Their access to these resources, as well as other resources and privileges, including keycard and library privileges, will also be discontinued after that time. This policy is consistently applied to all part-time faculty, irrespective of their duration of service or future intentions.

For instance, faculty contracted for the Fall semester will see their access conclude in mid-January unless they are contracted also for the Spring semester. Similarly, faculty members hired for the Spring semester who do not have contracts extending into the Summer will have their access to electronic systems end in mid-June. However, should they be re-engaged for the Fall semester, their accounts will be promptly reactivated in mid-August, as long as the Fall contract is finalized two weeks before the contract start date.

We encourage working with direct supervisors to prepare for this loss of privileges, save and download important information, and add an out-of-office note to your email.

Prior to the termination of access, part-time faculty should add an out-of-office automatic reply to their account, indicating that they no longer have access to their email and advising students to reach out to the associate dean/chair/program director. Additionally, they may also choose to forward their email to the associate dean/chair/program director. Please note that forwarding emails to personal accounts is discouraged.

It is important to note that when a part-time faculty is rehired, their account will be reinstated with all data intact.

Thank you for your understanding of these procedures.

Please take a moment to review the important details outlined below: 

  • Full-time faculty members who are paid over 12 months are not impacted.
  • Part-time faculty members who teach throughout the year without a pause are not impacted. This means if you teach year-round, without interruption, you will keep your access.
  • For Fall 2024, the end of the contract is January 1, 2025. It is also the due date for grade submission. Access will continue until mid-January. Access cut-off will start on January 19, 2025.
  • For Interterm 2025, the end of the contract is February 5, 2025. It is also the due date for grade submission. Access will continue until February 19. Access cut-off will start on February 20, 2025.
  • Access will not be cut off in January for those teaching in Fall and Spring. 

Important note: The table below will be revised as we gain more insights.

Semester Contracts

Contracted Term(s)
Contracted for the
Upcoming Term?
Active Access Ends:
(Current Academic Year)
Summer and Fall
Yes
See Interterm Options*
Summer Only
No
Summer
Fall Only
No
Fall
Interterm and Spring
Yes
See Summer Options*
Interterm Only
No
Interterm
Spring Only
No
Spring
 

Trimester and Law School Contracts

Contracted Term(s)
Contracted for the
Upcoming Term?
Active Access Ends:
(Current Academic Year)
Summer and Fall
Yes
 See Fall Options*
Summer Only
No
Summer
Fall Only
No
Fall
Fall and Spring
Yes
 See Spring Options*
Spring Only
No
 Spring
Spring and Summer
 Yes See Summer Options*

 

* Session grade due dates vary. Refer to the contract for specific grade due date information.


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Questions or Concerns?

If you have any questions or concerns about this policy or the process of extending access for your faculty, please contact the Office of Academic Affairs at academicaffairs@chapman.edu or (714) 997-6815. We appreciate your cooperation and understanding in this matter.

How to Extend Access for Part-Time Faculty

We understand that some part-time faculty may need to access electronic resources beyond their contract period, for example, to finish grading, complete a research project, or prepare for a future course. In these cases, there are two possible ways to extend their access:

  • Extend their contract. If you plan to rehire the faculty member for the next term or year, you can extend their contract accordingly. This will ensure that their access to electronic resources is uninterrupted and seamless.
  • Request an exception. If you have a compelling reason to grant access to a faculty member whose contract has expired and will not be renewed, you can request an exception from the Provost. The Provost will review your request and decide whether to approve it. If approved, the faculty member will be granted access to electronic resources for a limited period of time, usually no more than six months.

To request an exception, please submit your request to the Provost's Office at least two weeks before the faculty member's contract expires. Please note that exceptions are granted on a case-by-case basis and are not guaranteed.