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Academic Staff Personal Procedures

Criteria for The Appointment and Promotion of The Academic Staff

Academic staff who meets the criteria for academic promotion submits his/her application to the Rector's Office via the relevant Dean's/Director's Office. Regarding applications for professor, associate professor, assistant professor and senior instructor positions, according to ADEC criteria relevant files should also be submitted to the Rector's Office.

Applications for academic promotion are evaluated by the Academic Evaluation Commission. The evaluation process is started for applications fulfilling the criteria.

At the end of the evaluation process, applications of the candidates who have received positive response regarding the academic evaluation are submitted for the approval of the Rector's Office and the Board of Trustees.

Candidates whose academic promotion has been approved by the Board of Trustees are informed about their promotion by the Vice Rector's Office for Academic Affairs.

Criteria For Appointment To The Professorship

Candidates who meet the conditions for the application for the professorship apply to the Rector's Office either in October or March with the documents specified below:

  • Curriculum Vitae
  • Document/s for doctoral degree or proficiency in arts or proficiency in medicine
  • Document for Associate Professorship
  • List of publications.
  • Copies of scientific publications.
  • Educational activities.
  • Document confirming proficiency in English (if any).
  • Copies of papers presented at congresses and conferences (if any).
  • List of attributions (if any).
  • List of research projects (if any).
  • List of supervised postgraduate theses (if any).
  • Information and documents on applied work (if any).
  • Contributions to the university administration and the community (if any).
  • Copies of other documents that can be evaluated within the framework of the Academic Evaluation Criteria specified in Article 6.

Documents specified above are submitted to the Rector's Office as 5 separate files.

Criteria For Appointment To The Associate Professorship 

Candidates who meet the conditions for the application for the associate professorship apply to the Rector's Office either in October or March with the documents specified below:

  • Curriculum Vitae
  • Document/s for doctoral degree and the summary of the doctoral thesis, proficiency in arts or proficiency in medicine
  • List of publications.
  • Copies of scientific publications.
  • Educational activities.
  • Copies of papers presented at congresses and conferences (if any).
  • List of research projects carried out or participated in (if any).
  • List of supervised postgraduate theses (if any).
  • Information and documents on applied work (if any).
  • Contributions to the university administration and the community (if any).
  • Copies of other documents that can be evaluated within the framework of the Academic Evaluation Criteria specified in Article 6.

 Documents specified above are submitted to the Rector's Office as 6 separate files.

Criteria For Appointment To The Assistant Professorship

Candidates wishing to apply for the assistant professorship position apply to the Rector's Office either in October or March with the documents specified below:

  • Curriculum Vitae
  • Documents for doctoral degree and the summary of the doctoral thesis, or proficiency in arts or proficiency in medicine.
  • Document confirming proficiency in English (if any).
  • List of publications (if any).
  • List of scientific publications (if any).
  • Copies of papers presented at congresses and conferences (if any).
  • Copies of other documents that can be evaluated within the framework of the Academic Evaluation Criteria specified in Article 6.

Documents specified above are submitted to the Rector's Office as 4 separate files.


Leaves

Annual Leave Of Absence

Annual leave dates granted to full-time academic staff are 30 (thirty) working days and are valid between 15/09/XX and 15/09/XX. Annual leave for academic staff cannot be transferred from an academic year to another.

The leaves of absence are defined by taking into account the date that the academic staff commenced his or her duties and are proportional to the length of the service during the academic year. Academic staff is required to have at least 15 calendar days of continuous leave of absence once a year.

Academic staff members wishing to take a leave of absence submit their request via http://newportal.emu.edu.tr where information regarding personal annual leave records may be found.

Requests for a leave of absence should be submitted by the relevant staff member in an online fashion and "method of fulfilling duties" during the absence of the relevant staff should be explained in detail. However, in unavoidable situations, the form for leave of absence may be filled in by the line manager of the staff member wishing to take a leave of absence.  Following the submission of the leave form, the unit manager automatically receives a message which reads "Staff member name surname has applied for a xx day leave between date1 and date2".

Upon receiving the message, the unit manager visits the same address at his/her own portal, and  sees the "Awaiting List" of staff members waiting for approval. Once the unit manager approves the names of the staff members "Awaiting" for approval for a leave of absence, the relevant staff member/s receives the automated message which reads "The requested leave of absence between date1 and date2 has been approved by your unit manager".  At the same time, the relevant Vice Rector's Office to which the unit is attached or General Secretary's Office receives the automated message which reads "The leave of absence requested by Staff member Name Surname at Unit Title between date1 and date2 has been submitted for your approval".  In line with the message sent, the Rector's Office visits the same address at the relevant portal and sees the "Awaiting List" of staff members waiting for approval for the requested leave of absence. Once approved, the relevant staff member receives the automated message which reads "The requested leave of absence of xx days between date 1 and date 2 has been approved by the Rector's Office."

Returning back from the annual leave

Upon returning back from the annual leave, the return of the relevant staff member should be approved via the portal by the unit manager.

Taking Unpaid or Partly-Funded Leave of Absence

Permanent, regular or contractual staff members whose services in a government department, a foreign country and/or international organisations would be for the benefit of the University in terms of its aims and targets can be granted unpaid leave of absence upon the recommendation of the relevant Department Chair and the Dean or the Director, positive views of the University Executive Board and the approval of the Board of Trustees.  Staff members benefiting from unpaid leave of absence will have no change in their academic positions and the period they stay away from the university will be considered as uninterrupted from the retirement point of view. During the period that they are on leave of absence, they cannot benefit from the scale increment.  Those staff members not returning back to their duty at the end of the period of leave shall be deemed to have withdrawn from duty and their time spent abroad does not count for retirement purposes

Academic staff members who have obtained a scholarship by using his or her own possibilities as well as those wishing to benefit from the scholarship granted by the Scholarship Selection Committee to take a course or continue their education in a related field can be granted leave of absence upon the recommendation of the Rector's Office and the approval of the Board of Trustees. In case the amount of the received scholarship is less than the monthly salary they receive, the difference is paid to the academic staff by the University. Regarding staff members taking a leave of absence through this method, the period that they are on leave of absence shall be deemed valid in terms of retirement. In addition, upon their return, the period that they are on leave of absence will be considered valid in terms of scale increment provided that they have completed their course or studies successfully

Academic staff members who are in such a situation are required to return to their position upon the completion of their course or studies. Otherwise, the period that they were on leave of absence will not be taken into account in terms of retirement. Moreover, they will undertake the responsibility of reimbursing all expenses that the University has made for them.

Returning Back from Unpaid and Partly-Paid Leave of Absence

Upon the completion of the unpaid leave of absence period, the relevant staff member returns back to his/her unit.

The Personnel Office Directorate is informed about the return date of the staff member by the relevant unit via the relevant Faculty/School. Taking into consideration the return date of the relevant staff member, the Personnel Office Directorate updates the online records and Social Security Department information of the relevant staff member.

Leave of absence during pregnancy and labour

All academic staff members, except those who are on tenure contract due to the starting date of their employment during the Higher Technology Institute period, who pay premiums to the Cyprus Turkish Social Security Department are subject to the provisions of the Cyprus Turkish Social Security Law if they cannot work due to pregnancy and labour reasons

The relevant staff member visits the doctor on the 24th week of the pregnancy and receives a document certifying pregnancy. In this way, she can benefit from the right of using 56 days of leave of absence before giving birth straightaway. (If the relevant staff member receives a medical report stating that she can work until the last two weeks and wishes to do so, latest by three weeks before the birth, she submits the medical report after having its back stamped by the relevant Faculty/School and a petition to the Personnel Office Directorate stating that she wishes to work until the last two weeks of her pregnancy and transfer 42 days of her pregnancy leave to the period after birth.)

The relevant unit sends the report and the petition to the Personnel Office Directorate via the relevant Faculty/School.

The Personnel Office Directorate updates the online records of the relevant staff member based on the report and the petition, and sends the information to the Social Security Department for relevant procedures

Female staff members who give birth are granted a two-hour breastfeeding leave (one hour in the morning and one hour in the afternoon period) per day for a period of nine months. The relevant staff member is required to inform the relevant Dean's or Director's Office in advance about the daily time of the breastfeeding leave, both for the morning and afternoon period of the day.

Returning Back from Leave of Absence Due to Pregnancy and Labour

Upon the completion of the pregnancy leave, the relevant staff member goes back to her duties in the relevant unit. The Personnel Office Directorate is informed about the return date of the staff member by the relevant unit via the relevant Faculty/School. Taking into consideration the return date of the relevant staff member, the Personnel Office Directorate updates the online records and Social Security Department information of the relevant staff member.

Business Card Procedures

Business card preparation procedures commence following the completion of the, business card application form and its submission to the Personnel Office Directorate by the full-time academic staff. Following their approval by our Directorate, the business card forms are sent to the University Printing Office. After the design of the business card, the Printing Office Directorate e-mails it to the relevant staff member. Following the approval of the business card by the relevant staff member, it is printed and sent to our Directorate.


Contract Extension Procedures

The relevant unit submits the request for the extension of the relevant staff member's contract (15 May is the application deadline for staff members wishing to extend their contract and 1 May is the deadline for staff members not wishing to extend their contract to inform the University about it) to the Personnel Office Directorate via the relevant Dean's/Director's Office and the Vice Rector's Office for Academic Affairs. All received contract extension/termination requests are submitted for the approval of the Rector's Office by the Personnel Office Directorate

In line with the decision of the Rector's Office, lists of staff members whose contracts will be extended or terminated are presented to the University Executive Board for approval. Following the approval of the University Executive Board, the relevant lists are presented to the Board of Trustees for approval. The Vice Rector's Office for Academic Affairs officially informs the relevant staff members whose contracts have been extended or terminated upon the decision of the Board of Trustees via the relevant Dean's /Director's Office.


Retirement Procedures

The following procedures should be carried out by the academic staff members who have gained the right to retire or who wish to retire of their own accord:

The relevant staff member states the desired date for his/her retirement and submits his/her petition to the relevant unit approximately 6 weeks prior to the specified retirement date.

Following the relevant unit's approval of the petition of the relevant staff member,  the written petition is submitted to the Vice Rector's Office for Academic Affairs for approval via the relevant Dean's /Director's Office.

Personnel Office Directorate goes through the personal staff file of the relevant staff member and evaluates his/her situation in terms of the suitability of the years of service and age for retirement.

If the applicant's situation is suitable for retirement;

Subject to the approval of the Rector's Office, the relevant staff member is informed in writing about the suitability of his/her retirement by the Personnel Office Directorate via the relevant Vice Rector's Office.

Those retiring from the Social Security Department are required to apply to the Social Security Department in person with the original document they have obtained from the Rector's Office

For Financial Claims from the University,

The relevant unit prepares a staff clearance form for the applicant.

The relevant person and/or the administrative officer carries out the clearance procedures with the units specified on the clearance document. Upon the completion of the signatures on the staff clearance form and the approval of the relevant unit manager and the relevant dean's / director's office, documents as well as the ID card of the applicant are submitted to the Personnel Office Directorate.

Academic Staff Members with Tenure Staff Positions,

Retirement procedures of the academic staff members with tenure staff positions are finalised by the Board of Trustees within the framework of the Retirement  and Pension Law and the related payments are made by the Board of Trustees


Resignation Procedures

The relevant staff member wishing to resign from the University submits a petition to the related unit minimum 6 weeks before the desired resignation date.

The relevant unit submits the resignation of the relevant staff member as well as the views and recommendations of the relevant Dean's / Director's Office to the Vice Rector's Office for Academic Affairs for approval.

Subject to the approval of the Rector's Office, the relevant staff member is informed in writing about the suitability of his/her resignation by the Personnel Office Directorate via the relevant Vice Rector's Office.

For financial claims from the University,

The relevant unit's administrative office prepares a staff clearance document.

The relevant person and/or the administrative officer carries out the clearance procedures with the units specified on the clearance document.

Upon the completion of the signatures on the staff clearance form and the approval of the relevant unit manager and the relevant dean's / director's office, documents as well as the ID card of the applicant are submitted to the Personnel Office Directorate.

Upon the approval of the Personnel Office Directorate, the staff clearance form is sent to the relevant government department for the commencement of the related procedures.