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Presidential Memoranda

Presidential Memoranda - 1990

PM 90-01 University Gift Acceptance Policy and Procedures

PM 90-02 Guidelines for Certificate Programs

PM 90-03 Campus Catering Policy

PM 90-04 Undergraduate Adivisng Policy

PM 90-05 Depertmental Definition of Scholarship and Creative Activity

PM 90-06 1990 revision of the 1984 Academic Skills Assessment Plan (ASAP)

PM 90-07 Change of Grade

PM 90-08 Policy on Administrative Review

PM 90-09 Research, Scholarship, and Creative Activities Committee

PM 90-10 Interim Campus Policy on Alcohol and Substance Abuse

PM 90-11 Sumary of Reappointment, Tenure, and Promotion (RTP) Policies and Procedures

M E M O R A N D U M



To: Campus Community
Date: January 5, 1990
PM 90-01 (Supersedes PM 89-01)
From: Robert C. Detweiler, President
Subject: University Gift Acceptance Policy and Procedures

 

Enclosed you will find the revised University/Gift Acceptance Policies and Procedures and Gift Acceptance Forms. They contain changes we feel will make our efforts more effective.

As the University increases its Development activity, it is crucial that we all follow these revised procedures.

If you have any questions, please call Julie Sandoval, Foundation Business Manager, at extension 3306; or Anne Etheridge, Associate Director, Development and University Relations at extension 4047.

Thank you so much for joining us in this effort.

 

CALIFORNIA STATE UNIVERSITY DOMINGUEZ HILLS

 

GIFT ACCEPTANCE POLICY AND PROCEDURES

 

 

Introduction

 

California State University Dominguez Hills represents a major resource for the Los Angeles basin. The campus is steadily building its image as a home for lively, vital ideas that respond to an ever-changing, contemporary society. As our message about the University's quality is carried to an external constituency, it is natural that we will experience increased support from individual, corporate, and foundation donors.

In order to maintain the University's image and reputation for excellence, it is necessary that these donors be cultivated, solicited, and acknowledged in a unified manner. So that we will all follow the same procedures for the acceptance and acknowledgement of gifts, we have developed the following guidelines. It is our hope that you will read these guidelines carefully. Please adopt them in your dealings with donors.

 

Gifts of Cash

 

Gifts of cash include checks, money orders, drafts, and actual cash. These gifts will frequently come to the University through an individual department in order to support a specific program, or they may be given to an individual faculty member or department chairman in support of for example, a special scholarship fund.

When you or your Department receives a gift of cash, you are responsible for completing the Cash or Cash Pledge Gift Acceptance Form (sample attached) and depositing the check to the Foundation Office immediately. You will be given a receipt.

Please note on the form the Foundation account number into which the check is to be deposited and if a matching gift is expected. You must also attach the original donor letter and a copy of the check deposited to the Foundation.

The Development Office maintains all donor files for the University; therefore it is imperative that the office be given this information.

It is also critical that gifts to the University be acknowledged immediately. The Development Office will assume this responsibility. Gifts from $25 to $999 will be acknowledged by the Associate Director of Development. Gifts of $1,000 and above will be acknowledged by the Director of Development and the University President. These acknowledgements will be mailed no later than 48 hours after the Development Office receives notification of the gift.

You should assume responsibility for sending either a personal or departmental acknowledgement - whichever is appropriate. Please send a copy of this letter to the Development Office so it can be placed in the donor's file.

 

Matching Gifts

 

All matching gift acknowledgement forms should be forwarded to the Development Office. The Development Office will be responsible for obtaining Foundation or University approval, whichever is appropriate, and returning the form to the donor and a copy to the department. The Development Office will also be responsible for tracking matching gifts to ensure that the appropriate department is credited with the matching gift when it is received. This is particularly critical when a donor combines several matching gifts in one check, but will be disbursed to several departments.

 

Gifts of Equipment (In-kind gifts)

 

When your department or support group receives a proposal from a donor to transfer ownership of equipment, you are requested to fill out a Gift-in-Kind Acceptance Form (sample attached). These forms are available from the Development Office.

The Gift-in-Kind Acceptance Form will help you determine if your department wishes to accept the gift. You will be responsible for the cost of installation, maintenance, repair, and any facility modification that is necessary to accommodate the gift. The form will also help you outline anticipated costs.

Once you have filled out the form, it should be routed for appropriate signatures. When all signatures have been obtained, the Gift-in-Kind Acceptance Form should be brought to the Development Office. The Development Office will distribute the appropriate copies. The gift will then be accepted by the Foundation and, in most cases, title will be transferred to the University.

When the gift is valued at $5,000 or over, the Development Office will send a letter to the individual or corporate donor informing them that they are required to file IRS form 8283. The Foundation will send your department a memo as a reminder that the Foundation must be notified if the equipment is sold within two years after receipt. This is because the Foundation is required to file an information return with the IRS and the donor within 90 days of disposition. A description of the property sold, amount received and date of disposition is needed.

As with gifts of cash, the Development Office will acknowledge all accepted gifts in kind.

 

Gifts of Promissory Notes, Securities or Real Property

 

The authority to accept the above gifts has been delegated by the President of the University to the Director of Development and University Relations.

The evaluation and acceptance of these kinds of gifts is sometimes complex and can involve legal counsel. A department or support group which receives a proposal from a donor to transfer ownership of the above mentioned gifts should immediately contact the Director of Development and University Relations at extension 3787.

 

Overview for Gifts of Cash

 

1. A gift of cash is received by a department or support group.

2. The gift is immediately brought to the Foundation Office for deposit, along with the following:

   For the Development Office:

   For the Foundation Office:

3. The Foundation will verify that the proper fund account has been specified for the deposit.

4. The Foundation will forward the information to the Development Office, which will acknowledge the gift within 48 hours.

5. You may also acknowledge the gift. If you send a letter to the donor, please send a copy to the Development Office for our records.

6. Send canary copy of Cash or Cash Pledge Gift Acceptance Form to Dean or Division Head; pink to Department/Division Chair; keep goldenrod copy.

7. The gift should be reflected in the monthly account statement your department receives from the Foundation Office. If it is not, notify the Foundation Office immediately.

 

California State University, Dominguez Hills

Cash or Cash Pledge Gift Acceptance Form

 

From: _____________________________________________________        Date:______________

        Name and Department

 

Copies to:

________________________________________________

Foundation Director

________________________________________________

Director of Development (for President)

________________________________________________

School Dean/Division or Department Head

________________________________________________

Departmental/Division Chair

 

NAME AND ADDRESS OF DONOR: STATUS OF DONOR:

 

__________________________________    O Individual                  O Association

__________________________________    O Alumnus                   O Non-Company Foundation

__________________________________    O Alumni Organization         O Company Foundation

__________________________________    O Corporation or Business Concern    O Other

__________________________________    O External Organization (Non Alumni)

TYPE OF GIFT:

Cash: $ __________ or Cash Pledge of $ ____________ Payable on: ___________________

Date Cash Gift Received: ____________________________

Attach donor letter and copy of donor check to this form. All cash gifts must be deposited through the Foundation Office.

GIFT RESTRICTIONS:

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

 

AUTHORIZATION TO PUBLISH RECEIPT OF GIFT IN UNIVERSITY REPORTS:

O List donor & amount (description of gift)

O List amount of gift w/o listing name of donor

O List donor w/o listing amount of gift

O Do not list name or amount - keep anonymous

 

Gift-in-Kind Acceptance Form

For reporting gifts of personal property or services Please complete form in its entirety Submit form, gift documentation and acknowledgement instructions to Office of Development and University Relations.

 

Date of Gift:__________________ Donor's Name________________________________________________________________

Donor: O Alumnus Grad. Year ______________    O Faculty      O Staff      O Organization

Contact Person at Organization ________________________________________ Title ___________________________________

Donor's Address, City, State, Zip ___________________________________________________ Phone _____________________

Gift Value $_____________________ Description of Gift ____________________________________________________________

College/Division __________________________________________________ Department ______________________________

Department Contact Name_______________________________________________________ Phone ________________________

 

Authorization to Publish Receipt of Gift in University Reports:

O List donor & amount (description of gift) O List amount of gift w/o listing name of donor

O List donor w/o listing amount of gift O Do not list name or amount - keep anonymous

 

The IRS requires the substantiation, through a qualified appraisal, of charitable contribution deductions claimed for donations of property other than money and publicly traded securities if the aggregate claimed or reported value of the property exceeds $5000. IRS Form 8283 is required to be filed by the donor documenting the charitable contribution If the property is sold within two years after the date contributed, the Foundation is required to file Form 8282, which documents the sale price, with the IRS and the donor Please note that the regulations do not apply to corporations whose stock is publicly traded

Per the California Administrative Code Title 5, Subchapter 5, Article 8 any gift of equipment is welcome other than an automobile, truck or bus- if (a) there is no trust condition, reservation or restriction on its use, (b) it will not require more than 100 square feet of floor space for use or construction of specialized facilities, (c) it will not require amounts of State funds for operation, repair and maintenance that are unreasonable in relation to the item received and (d) it is acceptable to the University's Administration (-Under certain conditions, the Chancellor is permitted by the Board to approve the acceptance of vehicles for use by departments, programs or projects on campus ) Therefore, please fill in the following:

Space and Facilities: Describe space and facilities to be used for this equipment: the need for new utility connection, special installations, or alterations, and indicate how such costs will be defrayed.

 

Description of Space Required for Equipment _________________________________________ or attachment

Space Now Available?     O Yes O No           Building ____________________________ Room _________________

Installation Requirements/Costs:_____________________________________________________or attachment

Operating and Repair Costs: Describe probable amounts needed for operation, repair or maintenance, and electrical requirements

See (c) above__________________________________________________________________________________or attachment

Restrictions: Are there any restrictions to the acceptance of this gift? See Administrative Code Section quoted above:

O Yes     O No _______________________________________________________________________________or attachment

Recommendations:

1_____________________________________________________________       _______________________   OYes   ONo

Department Chair                                                                   Date

2_____________________________________________________________       _______________________  O Yes   O No

Dean/Division Administrator                                                          Date

3_____________________________________________________________       _______________________  O Yes   O No

Division Vice President                                                              Date

4_____________________________________________________________       _______________________  O Yes   O No

Transfer Title to University?    O Yes O No                                             Date

CSUDH, Foundation

5_____________________________________________________________       _______________________  O Yes   O No

Transfer Title to University?   O Yes O No                                              Date

Fiscal Affairs

6_____________________________________________________________       _______________________  O Yes   O No

Development and University Relations                                                  Date

Comments: __________________________________________________________________________________

Processed: __________________________________________________________________________________

CSUDH Property Clerk __________________________________ State l D # _______________ Property Log # _____________

 

Gifts of cash, securities, trusts, insurance, bequests, real estate and other property are welcomed and encouraged by California State University, Dominguez Hills or the furtherance of the University s educational goals However, since the application of State and Federal laws regarding charitable contributions is affected by the donor s personal circumstances, the Foundation encourages donors to consult with their tax counsel when planning a gift CSUDH Foundation Tax Identification # 95-2543028.

M E M O R A N D U M



To: Campus Community
Date: January 11, 1990
PM 90-02 (Supersedes PM 78-05 and PM 80-14)
From: Robert C. Detweiler, President
Subject: Guidelines for Certificate Programs

 

 

GUIDELINES FOR CERTIFICATE PROGRAMS

 

1. Definition. A certificate program is defined as an approved pattern of credit-bearing courses designed to meet specific curricular needs. A certificate is usually characterized by a focus on occupational, professional, or other special interests and/or needs of a definable group of students. The focus is ordinarily narrower than that of a degree major program.

2. Units. The number of upper division or graduate units included in a certificate program will vary depending on its objectives,but normally will not be less than 12 units nor more than 24 units.

3. Grade Point Requirement. A grade point average of no less than 2.0 (C) is required in all undergraduate and 3.0 (B) in all graduate certificate programs. Each program may propose a higher minimum grade point average for its certificate program.

4. Curriculum Review Procedures. The curriculum review procedures are the same as those for new options, concentrations and minors. The course requirements will appear in the catalog. Certificate programs are subject to periodic review through the regular program review process.

5. Application for Completion. Students must file an application for completion of the certificate program with the graduation unit of the Records office. A standard university certificate with the name of the specific certificate program will be awarded to those students who have met all program requirements. The transcript will note the completion of the certificate program.

M E M O R A N D U M



To: Campus Community
Date: March 19, 1990
PM 90-03
From: Robert C. Detweiler, President
Subject: Campus Catering Policy 

The University's food service contractor operates under a contract with the Foundation. As is common in most campus food service agreements, the food service contractor is granted exclusive rights to provide food services on our campus. It is imperative that the Foundation and the campus honor the commitment in the contract.

It is University policy that any catering activities held on campus must be provided by the Foundation's food service contractor (currently Service America, Inc.). It is the responsibility of the Foundation to ensure that quality food and service are provided at fair prices by this contractor. Questions regarding this policy or requests for exemptions due to special circumstances, as well as suggestions for improved service, should be addressed to the Director of the Foundation, Jacqueline Sells (extension 3306).

Thank you for your cooperation.

M E M O R A N D U M



To: Campus Community
Date: June 15, 1990
PM 90-04
From: Robert C. Detweiler, President
Subject: Undergraduate Advising Policy

Based on a resolution passed by the Academic Senate and (EPC 90-04) with the concurrence of the Council of Instructional Deans the campus adopts the following policy. It is based on a recognition of the importance of effective advising in the retention of students and the central role of the faculty in advising activities.

1. Each new and returning, and all probationary students at CSU Dominguez Hills will select or be assigned a faculty advisor as determined by the Advising Plan of the student's advising unit.

2. Schools and the University Advisement Center will ensure the effectiveness of advising activities by developing a school or unit-based Advising Plan. Each Advising Plan will reflect the unique needs and take into account the numbers of its student clientele. While advising each term is desirable, the frequency and method of advising should be matched with individual student needs. Each Advising Plan should designate who will advise, establish advising schedules, and generally outline advising procedures. Thus each student will meet with his/her advisor as frequently as needed, as determined by the unit and the student, to review the status of the student's progress towards his/her educational/career goals.

Advisor training workshops will be designed and conducted with cooperation among the staff of the University Advising Center, Student Development, and Academic Affairs.

3. Departments, schools and the University Advisement Center are encouraged to develop a means of evaluating the effectiveness of their advising activities as part of their student outcomes assessment and academic program review. This evaluation should also be used to recognize outstanding faculty advisors through the RTP process, MPPP Awards or other special recognition.

4. The implementation of this policy involves all areas of the campus community; the Vice President of each area will be responsible for implementing those activities which fall under his/her administration. The Vice President of Academic Affairs or designee will be responsible for coordinating the overall campus advising plan.

5. The University's budgeting process should recognize that successful implementation of this campus advising plan requires the adequate allocation of resources.

M E M O R A N D U M



To: All Full-time Faculty
Date: May 21, 1990
PM 90-05
From: Robert C. Detweiler, President
Subject: Departmental Definition of Scholarship and Creative Activity

 

 

Upon the recommendation of the Academic Senate (FPC 90-03), I am pleased to approve the following policy, which becomes effective with the 1990-1991 academic year. The purpose of the policy is to ensure that faculty members being reviewed for reappointment, tenure, or promotion are aware of how their departments define scholarship and creative activity.

 * * *

The tenured faculty members in each department shall produce a statement describing with some specificity, but not necessarily exhaustively, the activities that they deem to be scholarly or creative. Procedures shall be established within each department for the periodic review and revision of the statement.

Each department shall also set up procedures to provide, for a faculty member who requests it, an annual conference with the dean and the department chair for the purpose of reviewing the faculty member's scholarship and creative activity. These procedures shall provide directions for making a written record of such conferences; a copy of this record shall be given to the faculty member who requested the conference.

The dean of each school in the University shall furnish new, tenure-track faculty with a copy of this policy and of the departmental statement on scholarship and creative activity.

Each faculty member who is subject to review for reappointment, tenure, or promotion shall receive early and specific feedback through the departmental RTP process. The feedback shall indicate clearly whether the faculty member's scholarly and creative activity meets the departmental requirements for reappointment, tenure, and promotion.

A copy of each departmental statement shall be kept on file in the department office, the school office, and the Office of Faculty Affairs.

M E M O R A N D U M



To: Campus Community
Date: June 11, 1990
PM 90-06
From: Robert C. Detweiler, President
Subject: 1990 Revision of the 1984 Academic Skills Assessment Plan (ASAP)

The Academic Skills Assessment Plan of 1984 has been revised to facilitate its implementation while preserving its original intent and spirit. This revision was made in consultation with the Council of Instructional Deans and approved by resolution of the Academic Senate.

The California State University system and CSU Dominguez Hills recognize each student's need for adequate preparation in mathematics, English, reading and critical thinking for successful continuation and completion of his or her college education.

The CSU system requires all freshman and those transfer students who have not completed appropriate college courses to demonstrate entry-level skills in two areas: English composition and mathematics. To ensure that students who need additional work in one or more of the basic skills receive this preparation early in their college career, CSU Dominguez Hills implemented the Academic Skills Assessment Plan (ASAP) in fall, 1984, for newly admitted freshmen and transfer students. All new and readmitted undergraduate students, admitted fall 1986 or later, must meet these requirements.

The Academic Skills Assessment Plan has three skill levels:

 

1. Entry Level Skills

The CSU requires new non-exempt students to be tested in English and mathematics after they are admitted. These are not admission tests, but provide a way to determine if students are prepared for college work. A student might be exempted from one or both of the tests if he/she has scored well on other specified tests or completed appropriate courses. For a list of exemptions see the section of the English Placement Test and/or the Entry Level Math test in the catalog.

 

ENGLISH PLACEMENT TEST (EPT)

Non-exempt students who score below T151 on the EPT must enroll in ENG 099, Basic Writing Workshop, or in IDS 006, Intensive Writing Skills Workshop. Non-exempt students who score T141 or lower on the EPT must enroll in ENG 088, Developmental Reading, prior to or concurrently with enrollment in ENG 099 or IDS 006. Both Eng 088 AND 099 or IDS 006 are prerequisites to ENG 110.

 

ENTRY LEVEL MATHEMATICS (ELM) TEST

All new and returning non-exempt undergraduate students must take the ELM test and pass it (score = T480 or above) before enrolling in a course that satisfies the quantitative reasoning requirement of the general education program. Nonexempt students who score below T480 on the ELM must enroll in MAT 003 or MAT 005 (course selected upon advisement). No course(s) satisfies passage of the ELM test.

 

ATTEMPTING THE ENTRY LEVEL SKILLS TESTS

Unless exempt, students must take the EPT and ELM no later than their first semester of attendance at CSU Dominguez Hills. (See entry describing the EPT and ELM in the Admissions section of the Catalog.) Students who are exempt will be notified when admitted.

Non-exempt students who do not ATTEMPT these tests by the end of their first semester of enrollment will receive special advisement and will be required to enroll in the appropriate college preparatory English and/or mathematics courses until they have fulfilled the EPT and/or ELM requirements.

Non-exempt students who have not taken the EPT by the end of two semesters will be academically disqualified and may not enroll in subsequent terms. Similarly, non-exempt students who have not taken the ELM by the end of two semesters will be academically disqualified and may not enroll in subsequent terms.

 

COMPLETING THE ENTRY LEVEL SKILLS

Students who have not completed their Entry Level requirements (ELM and college preparatory math and English courses) by the end of their second semester of enrollment at CSU Dominguez Hills will be placed on academic probation and receive special advisement. In addition, they will be required to take the appropriate college preparatory courses and may not take more than 12 units including the college preparatory courses.

Within 4 semesters (total) of enrollment all students must complete their Entry Level requirements in English composition and mathematics. Students who have not completed the Entry Level requirements will be academically disqualified and will not be readmitted to CSU Dominguez Hills until they have fulfilled the requirements.

 

2. Basic Skills

The ASAP Basic Skills are those skills that are obtained through coursework in English composition and quantitative reasoning. Coursework must be passed with grade of "C" or better.

English Composition:

 

Quantitative Reasoning:

 

COMPLETION OF THE ASAP BASIC SKILLS REQUIREMENTS:

Students who have not completed their Basic Skills requirements in English composition and mathematics by the end of the fourth semester (total) of enrollment at CSU Dominguez Hills will be placed on academic probation and receive special advisement.

Students who have not completed the Basic Skills requirements in English composition and mathematics within six semesters (total) of enrollment at CSU Dominguez Hills will be academically disqualified and will not be readmitted to CSU Dominguez Hills until those requirements have been completed.

 

3. Graduation Writing Assessment Requirement (GWAR)

All students subject to degree requirements in the 1979-80 and subsequent general catalogs must demonstrate competency in writing skills as a requirement for graduation through one of the options listed under the entry for the Graduation Writing Assessment Requirement in the catalog.

 

COMPLETION OF THE GRADUATION WRITING ASSESSMENT REQUIREMENT:

Students who do not meet this requirement within 2 semesters after completing the English Composition section of the Basic Skills requirements (or 90 semester units total, whichever comes last) will receive special advisement. In addition, they will be required to enroll in ENG 350 or another approved upper division course until they successfully complete the requirement.

M E M O R A N D U M



To: General Faculty, Council of Instructional Deans
Date: June 27, 1990
PM 90-07 (Supersedes PM 88-06)
From: Robert C. Detweiler, President
Subject: Change of Grade

 

 

Upon the recommendation of the Academic Senate (EPC 90-11 and EPC 90-14) and with the support of the Council of Instructional Deans, I approve the following revised policy statement concerning Change of Grade. This policy is to become effective with the beginning of the 1990-91 academic year.

1. In general, all course grades are final when filed by the instructor at the end of the semester.

2. A change of letter-to-letter grade (excluding changes by petition and administrative grades of "AU," "I," "RD," "SP," "W," and "U") may occur only in cases of clerical error, administrative error, as a disciplinary sanction or when the instructor reevaluates the original course assignments of a student and discovers an error in the original evaluation.

3. A change of letter-to-letter grade should be filed by the instructor within one semester after the original grade was submitted.

4. The Vice President for Student Affairs, with the concurrence of the instructor of record, may assign a lower grade than initially assigned by the instructor as a disciplinary sanction. Grades assigned as a disciplinary sanction shall be so noted on the student's permanent record. Such grades must be used in all computations of grade point average (i.e., no "repeat and cancel" policy is permitted).

5. A Change of Grade form, noting the basis for the change of letter-to-letter grade and completed and signed by the instructor and the department chair, will be accepted by the Registrar.

6. If the change of grade is initiated after the semester following the assignment of the original grade or is being submitted for any reason other than the one stated in No. 2 above, the petition must contain the signatures of the instructor, department chair, and school dean (or equivalent) and must be submitted to the Student Academic Petitions Committee (SAPC) for action. Documentation must accompany the petition.

7. Administrative grade changes for "I" and "SP" require only the instructor's signature.

8. Incomplete grades will be automatically defaulted to "F" after one year. Faculty who wish to extend the one-year time limit may do so by notifying the Registrar.

9. Retroactive withdrawals must be complete withdrawals from the university. The acceptable reasons for granting retroactive withdrawals are limited to: (a) documented accident or illness (b) other serious and compelling reasons which prevent withdrawal from the university before the scheduled deadline and/or (c) evidence of timely submission of proper forms for withdrawal. Requests for retroactive withdrawals must be submitted by petition to the Student Academic Petitions Committee within two years of the end of the semester in which the grade was assigned.

10. No grades can be changed for any reason after a degree has been granted, including administrative grades of "AU", "I," "RD," "SP," "W," and "U." The university shall make every effort to remove "RDs" from the student's transcript.

11. Change of Grade forms are to be turned in to the records office by the chair or designee. Petitions are to be turned in to the records office by the school dean or designee.

M E M O R A N D U M



To: Campus Community
Date: June 27, 1990
PM 90-08 (Supersedes PM 89-03)
From: Robert C. Detweiler, President
Subject: Policy on Administrative Review

 

The review of an administrator is intended to address not only his/her effectiveness but that of all administrators for whom he/she has supervisory responsibility.

Purposes of the Review

The purposes of administrative review are:

Administrators to be Reviewed

The following administrators shall be reviewed at regular intervals:

The Academic Senate or the Staff Council may request that the President of the University initiate a review of any administrative officer including those not specified in the document.

The Review Committee

An Administrative Review Committee shall serve for one academic year and shall consist of three faculty members selected by the Academic Senate, two staff members selected by the Staff Council, one student selected by the Associated Students Organization, and one on-campus administrator selected by the President. In addition, one member from the area of administrative responsibility of the person under review selected by the President shall be added to the committee for a given review process.

The Committee shall be formed by May 1 of the year preceding the review. The Chair of the Administrative Review Committee shall be elected by May 15 at a closed session by the committee members. All correspondence issued by the committee must be signed by the Chair. At the committee's discretion, correspondence also may be signed by all members of the committee.

The President or his/her designee shall provide adequate and appropriate support services to the committee charged with reviewing an administrator. Such support may include clerical services, and, in special cases, assigned time.

Every review of the performance of an administrative officer shall be treated with full respect for appropriate due process. This shall include confidentiality of all documents and proceedings involved. When the review is complete, all documents shall be delivered to the President by the Chair of the Committee.

The Review Schedule

Normally, the initial review of an administrator shall be conducted in the third year of his/her incumbency whether he/she is new to the campus or new to the position. Subsequent reviews shall be conducted in the fifth year following the previous review. During the normal review process, the Administrative Review Committee may recommend the subsequent review of an administrator in less than the prescribed five year period.

The President of the University or his designee shall maintain a schedule showing the year in which the regular review of each administrative office is due. The schedule of administrative reviews for a given academic year shall be circulated by April 1 of the preceding academic year.

The Administrative Review

The President or his/her designee shall convene the Administrative Review Committee during the third week of the academic year. He/She shall present the committee members with a copy of earlier evaluation(s) and a written statement of all duties that have been assigned to each administrator whose performance is to be reviewed.The committee is charged with collecting, organizing and summarizing all the relevant data concerning the administrator's performance during the interval since the last review and shall prepare a written report, complete with supporting documentation.

 

The written report will use the following resources:

 

The Vice Presidents and the Associate Vice Presidents in Academic Affairs shall be evaluated by the administrators who report to them, other Vice Presidents, the Dean of the University Library, the Instructional Deans and Associate Deans, the permanent staff in their unit, and the tenured and tenure-track faculty.

The Chief Fiscal Officer shall be evaluated by all Vice Presidents, the Instructional Deans and Associate Deans, the Dean of the University Library, the Director of Computer Services, all permanent staff in the unit and the tenured and tenure track faculty.

Instructional Deans shall be evaluated by other Instructional Deans and all permanent staff and faculty in the unit, including department chairs and associate deans.

The Dean of the University Library shall be evaluated by the Vice Presidents outside of Academic Affairs, Instructional Deans and Associate Deans, the Dean of Faculty Affairs, the Dean of Extended Education, the Chief Fiscal Officer, the Director of Computer Services, all library faculty and staff and all instructional faculty.

The Dean of Extended Education shall be evaluated by all the Vice Presidents except the Vice President for Academic Affairs, the Instructional Deans and Associate Deans, the Dean of the University Library, the Director of Computer Services, the Director of Enrollment Services, the Chief Fiscal Officer, all permanent staff in the unit and the tenured and tenure-track faculty.

The Director of Computer Services shall be evaluated by all Vice Presidents except the Vice President for Administration, all Instructional Deans and Associate Deans, the Dean of Extended Education, the Dean of the University Library, all the permanent staff in the unit and the tenured and tenure-track faculty.

The Director of Research and Funded Projects shall be evaluated by all the Vice Presidents outside of Academic Affairs, all Instructional Deans, Associate Deans, the Dean of the University Library, all permanent staff in the office of the Vice President of Academic Affairs and all tenured and tenure-track faculty.

The Written Report

A copy of the final written report shall be sent to the President or the President's designee. The reviewee has ten working days from the date of receipt of the report to respond to the Administrative Review Committee in writing.

After reading the final report, the President shall meet with the administrator under review, his/her supervisor, the chair of the Academic Senate and the Chair of the Administrative Review Committee. This meeting shall have the following purposes: (l) clarification of any misunderstandings (2) consideration of any modifications in the reviewee's unit and (3) reaction by the President to the committee's recommendations. The reviewee shall be permitted to submit a written addendum to the report at this time which shall become part of the permanent record.

Annual Report to the Academic Senate

At the end of the academic year, the chair of the Administrative Review Committee shall present to the Academic Senate the Committee's evaluation of their experience with the administrative review process, the Policy on Administrative Review and the rating instrument. Suggestions for change shall be referred to the Faculty Personnel Committee.

Time Line:

Year before the review takes place:

Fall semester

Spring semester

 

 

M E M O R A N D U M



To: All Full-time Faculty
Date: July 31, 1990
PM 90-09
From: Robert C. Detweiler, President
Subject: Research, Scholarship and Creative Activities Committee

Acting in response to several Academic Senate resolutions (FPC 90-06, 90-07 and 90-08), I am pleased to approve the following policy which will become effective in the 1990-91 academic year. The purpose of the policy is to create a faculty committee which will review proposals for research, scholarship and creative activity and make recommendations to the Vice President for Academic Affairs.

 

* * *

 

A Research, Scholarship and Creative Activities Committee shall be established to review faculty proposals for research, scholarship and creative activities. Specifically, it will recommend recipients of the CSU funds allocated under the Research, Scholarship, Creative Activities Award Program (RSCAAP), CSUDH Foundation Research Awards and the lottery fund proposals submitted for consideration in the category of faculty development. In addition, the President may request that the Committee provide recommendations for recipients of any other competitive grant programs which fall under the rubric of "research, scholarship or creative activity."

The Committee will be convened by the Vice President for Academic Affairs to whom it will make its recommendations. The Committee shall also prepare an annual report on these activities for the Vice President for Academic Affairs and the Academic Senate.

The Committee shall be composed of one tenured faculty member elected from each of the schools or equivalent academic units, the Director of Faculty Development, an instructional Dean appointed by the Vice President for Academic Affairs, a representative of the staff selected by the Staff Council, the Vice President for Academic Affairs (or designee) and a representative of the students selected by the Associated Students. The student shall be a graduate student in good standing in a graduate degree program, who has participated in a faculty research project. The Director of Research and Funded Projects shall serve as an ex-officio, non-voting member of the Committee and shall provide staff support. For recommendations regarding Foundation Research Awards the Committee shall be augmented by the Executive Director of the Foundation (or designee). The faculty members shall serve for staggered two-year terms (as determined by lot at the initial meeting).

M E M O R A N D U M



To: Campus Community
Date: July 31, 1990
PM 90-10
From: Robert C. Detweiler, President
Subject: Interim Campus Policy on Alcohol and Substance Abuse

 

 

The campus is required to respond to a new set of Federal regulations on "Drug-Free Schools and Campuses" and another one on "Drug-Free Workplace". Our deadline for certifying that we are in compliance is October 1, 1990. As a result, an ad hoc committee was formed during the summer to draft an interim policy. The results of that committee's work are incorporated in the attached policy.

Since all students, faculty, staff and administrators are affected by this policy on drugs and alcohol, each of the constituent groups should review it during the 1990-91 academic year. By means of this memo, I am requesting that the Academic Senate, the Staff Council, the Associated Student Senate and the Council of Deans review the policy and forward concurrence or recommendations for revisions to my office.

The Executive Vice President has overall administrative responsibility for the implementation and coordination of this policy. More specific responsibilities are delineated in the policy itself.

The purpose of this policy is to ensure a drug-free educational environment conducive to high levels of academic achievement. I encourage the support of each of you in reaching this goal.

 

 

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS

 INTERIM CAMPUS POLICY ON ALCOHOL AND SUBSTANCE ABUSE

 

I. Goal of Policy

California State University, Dominguez Hills has a responsibility to maintain an educational environment conducive to academic achievement. The prohibition of illicit drugs helps to assure students, faculty and staff that the University is exercising this responsibility.

II. Policy Statement

The unlawful manufacture, distribution (by either sale or gift), dispensing, possession or use of alcohol or a controlled substance is prohibited anywhere on the campus of California State University, Dominguez Hills. Actions that will be taken against those who violate this prohibition are delineated elsewhere in this policy.

For the purpose of this policy the term controlled substance has the meaning given such term in section 102 of the Controlled Substances Act (21 U.S.C. 802) and includes, but is not limited to, marijuana, cocaine, cocaine derivatives, heroin, "crack," amphetamines, barbiturates, LSD, PCP, and substances typically known as "designer drugs" such as "ecstasy" or "eve." Possession of paraphernalia associated with the illegal use, possession, or manufacture of a controlled substance is also prohibited. The illicit use of alcohol is also included in this policy.

III. Authority

The President has designated the Vice President, Student Affairs to act in all matters pertaining to the enforcement of this policy with regard to students; the Vice President, Academic Affairs to act in all matters pertaining to the enforcement of this policy with regard to faculty; and the Executive Vice President to act in all matters pertaining to the enforcement of this policy for all other employees. In all cases of alleged violations of this policy the Director of Public Safety will be contacted.

IV. Disciplinary Actions and Penalties

Disciplinary action imposed by the University will not be in lieu of penalty, fines, or imprisonment imposed through the legal system.

Disciplinary action for students, which may include penalties up to and including expulsion, will comply with procedures established in Executive Order 148 and outlined in the Students' Handbook of Rights and Responsibilities.

For employees, appropriate personnel action will be taken within 30 days, and may include penalties up to and including termination. Disciplinary action for employees will be conducted in accordance with current collective bargaining agreements and HEERA procedures.

V. Dissemination

Under this policy, there will be an annual distribution of the following information to each student and employee:

All new employees will be notified of this policy at the time of employment as well as annually.

VI. Evaluation

A biennial review of this policy and related programs will be conducted to:

M E M O R A N D U M



To: All Full-time Faculty
Date: August 15, 1990
PM 90-11 (Supersedes PM 89-08)
From: Robert C. Detweiler, President
Subject: Summary of Reappointment, Tenure, and Promotion (RTP) Policies and Procedures

 

The campus and CSU system RTP policies and procedures are summarized below. More detailed information about these policies is contained in the Unit Three Collective Bargaining Agreement and in Section D of the Faculty Handbook.

These policies and procedures should be carefully reviewed by all faculty who are to be evaluated and by all faculty and administrators who will be evaluating them.

(Note: Quotations are from Article 15 of the Unit Three Agreement, hereinafter referred to as the Agreement.)

 

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 Working Personnel Action File

 

A faculty member subject to evaluation for a personnel action (reappointment, tenure, promotion, etc.) shall prepare a Working Personnel Action File (WPAF) specifically generated for use by the evaluators. The WPAF shall include, but is not limited to, (l) a Supplementary Information Form (SIF) and supporting material, (2) an up-to-date professional resume, and (3) an index to the contents of the WPAF. The faculty member is responsible for keeping a copy of the material in the WPAF.

Academic administrators, the President, students, and other Unit Three faculty "may contribute information to the evaluation of a faculty unit employee." Such information may include "statements and opinions about the qualifications and work of the employee" and must be identified by source (author, committee, campus office, etc). Those wishing to submit information must do so prior to the deadline for the completion of the file. (See "Deadline for Completion of the File" below.)

 

Index of Material in Working Personnel Action File

Each faculty member is responsible for preparing an index of the material he or she includes in the WPAF. (A copy of the standard index form will be sent to faculty along with the notice of their evaluation schedule.)

After the review is over and the deadline for filing grievances has expired, the indexed material submitted by the faculty member will be returned to the faculty member; the index and the SIF are to be retained in the Personnel Action File. The RTP recommendations, responses, and rebuttals, of which the faculty member will have received copies, are also to remain in the Personnel Action File. (Material that will be kept permanently in the Personnel Action File includes, but is not limited to, items concerning appointment, reappointment, tenure, promotion, leaves, honors, PTE evaluations, and previous SIFs.)

 

Deadline for Completion of the File

The Agreement stipulates that, after a specific deadline, no material except recommendations, responses, or rebuttals may be added to the WPAF. This specific deadline shall be the deadline established for the submission of the WPAF to the Faculty Affairs Office.

 

Peer Review Committee for Material Added after Deadline

After the deadline for the completion of the file, any addition to the file must have the consent of the University RTP Committee. Exceptions to submissions after the deadline are limited to items that became accessible subsequent to the deadline. If such material should be approved for the file, it must be sent back to all previous levels of review "for review, evaluation and comment before consideration at subsequent levels."

 

Submission of the WPAF to Faculty Affairs

Faculty shall submit their WPAFs to the office of Faculty Affairs by the deadline set out in the established RTP schedule. Other faculty, students, and academic administrators who wish to contribute information to the file must also adhere to the deadline; such additional information will be filed and indexed by Faculty Affairs staff. The WPAF will remain in Faculty Affairs during the review. After the review the material submitted and indexed by the faculty member shall be returned to the faculty member.

 

RTP Recommendations

Recommendations by RTP committees or individual evaluators are to be addressed to the file of the faculty member being evaluated. The faculty member must be provided with a copy of the recommendation before the file is made available to the next level of reviewers.

 

Responses or Rebuttals to RTP Recommendations

Within seven days after receiving an RTP recommendation, a faculty member may submit a response or rebuttal and/or request a meeting to be held to discuss the recommendation. The response or rebuttal shall be placed in the WPAF, entered in the index, and a copy forwarded to all previous levels of review. This provision shall not require that the RTP schedule be extended.

 

Dissemination of RTP Criteria and Procedures

The RTP criteria and procedures must be made available to all evaluators before the RTP process begins. The documents to consult for the criteria and procedures are the Unit Three Agreement (particularly Articles 11, 13, 14, and 15), this memorandum, and the Faculty Handbook (Section D); only the current versions of these documents should be consulted. These references are available in school and department offices, on the Governance Shelf in the Library, and in the Faculty Affairs office. The criteria and procedures are not to be changed during the RTP review.

 

Deadline for Election of RTP Committee Members

Given the necessity of notifying each of the evaluators of the RTP policies and criteria before the beginning of the review, department and school RTP committees must be selected by the first week of classes of the Fall Semester. In order to so inform the evaluators, the names of the committee members must be received in Faculty Affairs by the end of the first week in September.

Membership on Department RTP Committees

Each department or equivalent unit with faculty to be reviewed shall elect an RTP committee. Members of committees must be tenured, full-time, Unit Three faculty. If "there are insufficient eligible members to serve on the . . . committee, the department shall elect members from a related academic discipline(s)."

Normally, faculty may not serve on more than one RTP committee. However, it may be possible for faculty to serve on more than one level of review if (l) each level of review is considering a different question (i.e., promotion, tenure, or retention) or (2) in instances where it is numerically impossible to meet the requirements. When this is the case, the Associate Vice President for Faculty Affairs should be notified.

When otherwise eligible, a department chair may serve on the committee but, in this event, may not submit a separate evaluation as chair. If he or she is not needed for service on the department committee, the chair shall submit a separate recommendation if he or she is (l) tenured, (2) of higher rank than the faculty being reviewed for promotion, and (3)--in instances of promotion or tenure--not himself or herself being considered for promotion. A department chair who is not yet tenured shall make a separate recommendation.

Selection of Courses for PTE Evaluations to Be Filed

Each faculty member is required to have PTE evaluations for one course per semester submitted automatically to his or her Personnel Action File (which evaluators will be examining during the RTP review). Faculty shall normally select the courses to be evaluated jointly with the department chair:

Adherence to Deadlines

The complexity of the RTP process makes it imperative that all evaluators--both faculty and administrators--meet the deadlines established.

Last modified: 9/4/97
FAffairs@research.csudh.edu

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