Office Assignment Process (OAP)

March

• OAP Email Announcement is sent out to all eligible faculty.
• Office Use Form is sent out to faculty on sabbatical/LOA in the upcoming academic year.

April

• Round 1: Vacant offices are sent out to eligible faculty. Faculty have 4 business days to respond and express interest in office(s).
• Round 1, Part 2: Offices vacated by faculty who are moving offices are offered to eligible faculty. Faculty have 2 business days to express interest in office(s). 
• Round 2: (only Kalmanovitz Hall) Any vacant offices are offered to all full-time faculty occupants of K-Hall without consideration for eligibility area. Faculty have 4 business days to respond and express interest in office(s).
• In all instances, offices are awarded based on seniority, and any ties will be broken using random selection.
• Awarded office emails are sent out to faculty along with Move Form.
• Non-OAP/New Faculty office assignment emails are sent out. 
• Office Use Form is due April 15.
• Move Form is due April 30.

May

• An email is sent out to moving faculty when moving boxes and packing tape are available in Dean's Office.
• Offices are to be completely packed by May 31st. Delays in packing affect the schedule of other office moves.

June/July

• Dean's Office works with Facilities and Engineering to complete office moves. Moving faculty do not have access to either their old or new offices at this time.

August

• Faculty are emailed when their new offices are ready. 
• The box pickup appointment sign up link is sent out, and a Dean's Office representative retrieves them from faculty offices.

• All faculty only have one office eligibility area, based upon their program.
• All members of the USFFA accrue seniority based on number of years of full-time service. (Note: term faculty (renewable and nonrenewable) accrue seniority in the same way as tenure track faculty). New faculty are not eligible for the OAP, since they have no seniority.
• Gerardo Marin Dissertation Scholars are not part of the USFFA, and thus may be placed in temporary offices. If a Scholar is subsequently hired as FT they should be treated as brand new FT faculty with no seniority accrued. Similarly, adjunct faculty at USF who are hired into FT positions do not have any seniority based on their part-time service.

SENIORITY

Breaks in Service and Leaves of Absence

FT faculty seniority is determined by the year the faculty member enters the FT bargaining unit. Breaks in service do not count towards seniority. Approved leaves of absence do count towards seniority.

Examples:  

• A faculty member is hired into a FT faculty position in Fall 2026. They leave USF for another job (or their contract is not renewed). They are later rehired as FT faculty in Fall 2028. Their seniority would be Fall 2028.
• A faculty member is hired into a FT faculty position in Fall 2026. They take a leave of absence (approved by the dean) during the 2027-2028 academic year and return in Fall 2028. Their seniority remains Fall 2026.

Change in Status (FT/PT)

Time served as a PT faculty member at USF does not count towards FT faculty seniority, because these are two separate bargaining units.

Examples:  

• A faculty member serves as an adjunct at USF from 2024-2025. In Fall 2025, they are hired as FT faculty. Their FT seniority is Fall 2025.
• A faculty member serves as a FT faculty member from 2024-2025, and then their contract is not renewed. In 2025-2026, they are PT faculty. In Fall 2026, they are rehired as a FT faculty member. Their seniority would be Fall 2026.

New Faculty Office Assignments

• If more than one new faculty member is eligible for an office on the same floor, the Dean’s office will determine who should receive that office using a random method, e.g. a coin toss if it is between two faculty members.
• If there is insufficient space for all new faculty in Kalmanovitz or on a specific floor, space may be assigned based on remaining inventory such that a new faculty member may be assigned to an office on a floor different from their “home” floor. However, that faculty member does not have seniority rights to move on that floor, but only on the floor for seniority for their Department. For example, if a media studies faculty member is assigned to an office on the second floor of Kalmanovitz that faculty member does not have eligibility to move within the second floor should an office become available. They will only have seniority to open offices on the first floor, where the rest of the Department is housed.

KA Ground Floor

• Psychology (dedicated space)

KA 1st Floor

• Media Studies

• Philosophy

• Theology & Religious Studies

KA 2nd Floor

• Rhetoric & Language (Special note: For faculty offices located immediately off of the department PA office suite, eligibility is for leadership position in RHET/AEM).

• AEM

• Politics

• Sociology

• Global Studies 

KA 3rd Floor

• History 

• Communication Studies

• Migration Studies

• Modern & Classical Languages

• MFA in Writing (dedicated space) - MFA faculty are eligible for offices in the MFA Suite in the first round; and eligible for other offices in second round.

• Neuroscience (assigned eligibility area until Masonic East comes online)

KA 4th Floor

• English

Masonic

• Performing Arts (dedicated space)

• Urban and Public Affairs

McLaren

• Economics

XArts 

• Art + Architecture

Harney G Level and 1st Floor

Special note: For faculty offices located immediately off of the department PA office suite (Math, KIN, Physics), eligibility is for faculty in that department only.

• Kinesiology

• Mathematics and Statistics

• Engineering

• Physics & Astronomy

Harney 2nd Floor

• Biology

Harney 3rd Floor

• Chemistry

Harney 4th Floor 

• Computer Science 

• Environmental Science 

101 Howard 2nd Floor

• Professional Communication and Energy Systems have their own areas on this floor and eligibility is segregated.

101 Howard 4th and 5th Floors

• MSDS

• Once the deadline for expressing interest in a particular office has passed, you will not be able to change your mind. If you are assigned a new office, your new office assignment will be final.
• You understand that your new office will be available to you as is. Due to budget constraints, painting and patching of walls has been put on hold. 
• You are responsible for packing your own belongings, which must be completed no later than May 31st. Program Assistants or Dean’s office staff are unable to assist with packing boxes.
• You understand that you will not have access to your packed belongings or your office space for most of the summer. Please do not pack any items you will need during the summer. 
• You understand that your new office assignment will not be available for move-in until early-mid August. 

Dean’s Office will manage the following:

• Providing packing boxes and tape.
• ITS Office Move Request, including computer and phone line.
• Facilities Move Request for boxes and any ergonomic equipment (unboxed personal items will not be moved by Facilities, including lamps, printers, artwork, etc.)
• One Card access to the new office and removing access to the previous office.

Your Department's Program Assistant will manage the following:

• Updates to USF directories/websites to reflect the office move. (Note: faculty are responsible for updating their faculty profile pages. For more information, visit the OMC website here.)
• Moving furniture and securing larger pieces such as bookcases to the wall must be done by Facilities. Please ask your Program Assistant to place work orders as needed.
• Hanging artwork, plaques, whiteboards or anything else on the walls in your office must also be done by Facilities. This ensures that it is done properly and that nothing is placed over utility lines or power sources. In particular, the use of command strips and vinyl backed items is prohibited as these pull paint off the walls. If damage to the walls occurs because installation was not done by Facilities, you may be required to cover the costs of repair and repainting. Please ask your Program Assistant to place work orders as needed.