UCC Policy on the Appointment of Emeritus Staff

Revision date: 11 November 2025
Policy Owner: Deputy President & Registrar (Academic Affairs and Governance has operational responsibility) 
Approval Body: Academic Council (11 November 2025) and Governing Authority (09 December 2025)

1. Purpose and Scope

This policy governs the conferral, rights, and responsibilities associated with the title of Emeritus at University College Cork.
It recognises distinguished academic service by retired staff and provides a framework for continued engagement with the University where appropriate.
The policy applies to:

• Professors (Scale 1, Scale 2);
• The level of the title bestowed will reflect the standing of the candidate. 

This policy shall be implemented in accordance with the Terms of Reference of the Emeritus Committee as approved by Academic Council.

2. Principles

• The title Emeritus/Emerita is an honorary distinction, conferred in recognition of exceptional service and contribution to UCC.
• The award does not constitute employment, nor does it carry voting, administrative, or decision-making authority in university governance.
• The title may be awarded either as:
  • Honorary (non-engaged) – recognising past contribution only with no ongoing engagement with the University; or
  • Active (engaged) – where the retiree continues to contribute to academic life through research, teaching, mentorship, or service.

In both cases the formal title is Emeritus but the relationship with the University differs as set out in 5. Flexibility to move between the two categories over time is important.  

3. Eligibility

Candidates are required to:

• Have retired in good standing from UCC.
• Have made a sustained and distinguished contribution to the University’s academic mission; and
• Normally have held a substantive academic appointment at the level of Professor (Scale 1 or 2).
• The title may be conferred only so long as the candidate in question does not hold another office of a similar character. It is not conferred on staff taking up an academic position in another University for example. 

4. Nomination and Approval Process

4. Nomination and Approval Process

1. Initiation – The Head of School, with endorsement from the Head of College, submits a nomination to the Office of Academic Affairs & Governance (AA&G), normally within six months of the staff member’s retirement. In exceptional cases consideration may be given to nominations outside of the six-month timeline.
2. Documentation – Each nomination must include:

• • A brief statement outlining the nominee’s contribution throughout their career at UCC and clear rationale for why this meets the sustained and distinguished contribution criterion.
  • The nominee’s curriculum vitae.
  • (For “active” nominations) a short agreement between the nominee and Head of School outlining the anticipated nature and duration of engagement.

In addition, as part of the nomination process the nominee will be asked to accept that their role is subject to compliance with University policies and procedures,  including the Code of Conduct for Research, Duty of Respect and Right to Dignity at Work etc., and that they will be included in the publicly accessible Register of Emeritus Staff, to comply with GDPR. 

3. Review – The Emeritus Committee reviews nominations (approving, declining or deferring nominations for further information) and makes recommendations to Academic Council.
4. Approval – Academic Council recommends appointments to the Governing Authority (GA) for formal approval.
5. Notification – Office of Academic Affairs & Governance issues a formal letter of appointment. Only those approved through this process may use the title Emeritus.

5. Relationship with the University

a. Emeritus - Honorary

• Recognition only; no continuing access to internal systems beyond that available to retired staff.
• May be invited to seminars or events but holds no academic, administrative or governance role.
• Office space and parking on campus are not entitlements.
• Included in the University register of Emeritus staff

b. Emeritus  - Active

• Continue to contribute to UCC’s academic life through teaching, research, postgraduate supervision, mentoring, or public engagement as agreed with the Head of School. Normally research grants and postgraduate student supervision would be undertaken together with a Co-PI who is a current member of staff of the University.
• May access specified University resources for the duration of active engagement, including:
  • Library privileges;
  • IT access if needed for the ongoing engagement – access to MS suite and UCC email account;
  • Shared or hot-desk space, as available;
  • Access to research facilities and supports, ethics processes, subject to approval.
• Office space and parking on campus are not entitlements.
• May be invited to seminars or events in the School, College or University but holds no decision-making or governance role.
• Access to such resources will be based on the engagement plan agreed at appointment and reviewed triennially, or in accordance with research grant funding requirements.  The continued access and reporting requirements of research funders should be discussed and agreed with the Head of School and Head of College in line with the engagement plan.  
• Included in the University register of Emeritus staff 

At appointment, the Head of School and Emeritus staff member must agree in writing on:

• The anticipated form of contribution;
• Resource access required; and
• The review cycle (every three years).

6. Review of Engagement

• Emeritus appointments will be reviewed every three years, coordinated centrally by the Office of Academic Affairs & Governance with input from the relevant Head of School.
• For Emeritus - Active appointments if no ongoing contribution is recorded within a timeframe of three consecutive years, resource access will be discontinued following consultation with the relevant Head of School and with prior notice (not less than three months) to the Emeritus appointee, and the appointment reclassified as Emeritus - Honorary. Consideration will be given to any special circumstances contributing to inactivity where there is clear indication that the Emeritus appointee has a plan for re-engagement in activity relevant to the University. Such notification of special circumstance, including the plan for re-engagement agreed with the Head of School, is required to be submitted within two months of receipt of the notice of reclassification.  Any Emeritus appointee who is reclassified as Honorary, having held an active appointment classification, who seeks reclassification as an Emeritus - Active appointee will need to submit a short agreement of activity agreed with the Head of School outlining the anticipated nature and duration of engagement, as described in Section 4.2 above.
• Any Emeritus – Honorary appointment who wishes to become Emeritus- Active will need to submit a short agreement of activity agreed with the Head of School outlining the anticipated nature and duration of engagement, as described in Section 4.2 above.
• The review of Emeritus - Active appointments is intended to be light touch where continued engagement is evident.
• As part of this review the Head of School will be asked to confirm that continuation of existing Emeritus - Honorary appointments is appropriate.
• The Register of Emeritus Staff will be updated to reflect this review.  

7. Revocation or Adjustment of Title

• The Governing Authority, acting on the advice of the Emeritus Committee, may revoke or amend an Emeritus title if:
  • The titleholder’s actions bring the University into disrepute;
  • Continued association poses significant reputational or legal risk.
• To ensure due process, consultation with the individual concerned and the relevant Head of College will take place before revocation or change of status, ensuring the right to respond, as set out in the enabling document ‘Procedure for Revocation of Emeritus Title’ published by People & Culture and updated from time to time in line with best practice.

8. Central Register and Publication

• The Office of Academic Affairs & Governance (AA&G) will maintain a definitive, publicly accessible Register of Emeritus Staff, updated after each Governing Authority meeting.
• Deceased members will be removed from the register annually.
• In line with GDPR, Academic Affairs & Governance will liaise with IT Services and People & Culture to maintain accuracy of contact details and system access for active appointees.
• Schools and Colleges are required to align local webpages with the central list and use the title Emeritus Professor only for those approved through Academic Council and Governing Authority. 

9. Implementation and Oversight

• Oversight of this policy rests with the Emeritus Committee, chaired by the Deputy President & Registrar (or nominee) – operating under its Terms of Reference as approved by Academic Council and Governing Authority. 
• The Committee will review the operation of the policy every five years, benchmarking against national and international HEI practices.

10. Appeals

The decision of the Board is final and there is no right of appeal against the decision unless a defect in procedure can be demonstrated. In such circumstances, where an applicant can demonstrate that due process was not followed, and that this failure may have affected the outcome, the applicant should submit an appeal, in writing, to the Academic Secretary, stating the perceived breach and the applicant’s view of how this may have influenced the outcome. Appeals must be submitted in writing within 14 business days of the notifications of the results of the call being issued and the appeal must clearly state the grounds for appeal. The grounds for appeal may only be that due process was not followed, and that this failure may have affected the outcome. Only one appeal may be submitted by an applicant.

Appeals shall be heard by an Appeal Committee to be appointed by the Academic Secretary which shall consist of: (i) an external Professor from another Higher Education Institution (as Chair of the Appeal Committee); (ii) a Professor from the applicant’s College who is not a member of the Emeritus Appointment Board; and (iii) a Professor (who is not a member of the Emeritus Appointment Board) from another College in UCC other than that of the applicant. Membership of the Appeal Committee shall comprise at least one male and one female member and is subject to the University’s code of conduct in relation to Conflicts of Interest.