A Suggested Time Table - 1 Year Before Retirement (Faculty only)
In addition to clarifying and updating information you have obtained about
your benefit plan selections, Medicare, Social Security and the retirement plan
selections you have made, faculty have some other things they will need to
consider. It is also the time to formulate specific decisions and establish a
specific timeframe for implementing these decisions. Faculty Only
Step One: Notify your department chair and appropriate Dean.
This is the time to discuss continued departmental activities if you expect
to remain active in the department after retirement. Such activities could
include teaching, research and committee service was well as office space
availability. Step Two: Check with University Library Staff regarding the disposition of your personal and professional library.
Should you wish to do so, you may learn how to dispose of your personal and
professional library by contacting the Collections Development Department at
919-660-5815.
Faculty collections contribute significantly to the strength of Duke's
Libraries. Accordingly, as you make plans for your retirement, you are urged to
contact Perkins Library, the Medical School Library, and the various branch
libraries. Library staff is also available to answer questions regarding the
disposition of research materials collected over the years. The Head of the
Collection Development Department and bibliographers will determine the
institutional value of such materials.
Library staff will advise you on procedures for donating materials to the
library. If parts of your collection turn out to be duplicative, staff may
suggest donating to other institutions or book dealers who may find the
collection of use. Although the law precludes the Library from assigning a
monetary market value for the books that you donate, staff is available to
provide limited assistance, including sources of evaluation information as well
as a list of reputable appraisers who can, for a fee, provide you with the
monetary value of your donation. A gift of library materials will in most
instances qualify as a charitable deduction for income tax purposes. However, a
qualified appraiser must evaluate donations proposed to be in excess of $5,000.
The Library will provide acknowledgement of gifts. Further inquiries may be
directed to the Head of the Collection Development Department (919-660-5815) or
to the appropriate bibliographer.
Step Three: Check with University Archives regarding the disposition of your personal papers.
Contact the University Archivist (919-684-5637) with regard to the archival
interest of documents you have collected. In general, the Archivist is
interested in acquiring unique and significant records that pertain to the
history of the Duke community. A general guideline to follow in determining the
archival value is to ask what material would be helpful in writing a history of
Duke or one of its component parts, such as an academic department, school, or
program. The University Archivist is available to discuss questions concerning
documents such as letters, diaries, or notebooks. Due to Federal laws governing
the use of student records, the Archivist does not keep grade books, marked
papers or other material that might be considered part of a student's academic
record. The Archivist will provide containers for the materials you wish to
donate.
Step Four: Discuss seeking emeritus status with your Department Chair and appropriate Dean.
If you are eligible, you should contact your Dean about making a
recommendation for emeritus status to the Provost as early as a year and, if
possible, no later than six months prior to your retirement date. Tenure track
faculty who retire after reaching age sixty-five or have served Duke for more
than ten years, are eligible to receive the emeritus title of the same faculty
rank they held at retirement.
Emeritus status includes the following privileges: inclusion in faculty mailing
lists, invitations to attend appropriate University functions, the right to be
considered for Research Council grants.
Step Five: Discuss seeking office, laboratory, or studio space with your Department Chair and appropriate Dean.
Because space is at such a premium at Duke, office, laboratory, and/or studio
space is usually relinquished upon retirement so that it is available for
reassignment to active faculty. However, professors often continue to contribute
after retirement through research, teaching, or other service, a retiring
professor may contact the Dean (in consultation with the Department Chair) to
allocate space for such purposes.
The Dean, on advice of the Department Chair, will weigh each request against
alternative uses for the space in advancing the scholarly purposes of the
University. In estimating the probabilities of future contributions by the
retiring professor, past contributions will be considered. If space is
allocated, it will be preferably for a maximum of two years; however; subsequent
requests may be presented at the expiration of the original assignment. Retiring
professors may apply for library carrel space to the appropriate libraries.
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