FACULTY HANDBOOK

The University's internal structure reflects five major organizational units: Academic Affairs, Advancement, Administration, Student Affairs, and the Office of the President. With the exception of the Office of the President, each major area is under the direction of a Vice President with responsibility for the programs and services noted below.

Office of the President

* Affirmative Action

* Athletics

University Advancement

*University Relations (Alumni Affairs and Publications)

Academic Affairs

*Academic Schools and Colleges Programs (Special Programs & Extended Education)

*Academic Resources

*Advisement

*Faculty Affairs (Faculty Development, Faculty Personnel, liaison with the Academic Senate, and Research and Funded Projects)

*Library and Instructional Media

*Institutional Studies

Administration

*Computer Services

*Financial Services (Budget, Accounting, and Payroll)

*Human Resources

*Physical Plant and Facilities Planning

*Support Services (Purchasing, Reproduction and Mailroom)

*Telecommunications

Student Affairs

*Admissions and Student Development

*Affirmative Action (Students)

*Student Programs (Disabled Student Services)

*Educational Opportunity Program

*Graduation Evaluation

*Housing and Student Health

*Center for Learning & Academic Support Services (C.L.A.S.S.)

*Public Safety

*Registrar

Also, the greater University community includes three auxiliary organizations which, while operating as legally separate entities, complement and enhance State-supported separate functions. These auxiliary organizations are the Associated Students, Inc., the Donald P. & Katherine B. Loker University Student Union, and the University Foundations. The University Foundation encompasses cafeteria, bookstore and Velodrome operations, as well as external grant and contract administration.

Detailed organizational charts for each of the five primary administrative components of the University are included as appendices to this section of the Handbook.

Governance, Policy, and Program Development

Governance of the University and the processes of policy formulation and program development are conducted through several structures. These structures are listed below.

The President is the chief administrative officer and is responsible legally to the Chancellor and the Board of Trustees. The President's responsibility involves the constituent groups, the public in the greater community, students, alumni, staff, and faculty as well as the Chancellor and Board of Trustees, other elements in higher education, and the people of California. The President's use of a collaborative approach in defining his/her leadership role is evidence of the support for shared decision making. He/She encourages freedom of educational inquiry and activity.

The Academic Senate, Associated Students, Inc., Advisory Board, and Alumni Association are the constituent groups of the University sharing in governance and policy development. Even though there is an overlap, each has its own discrete sets of concerns. Each may be expected to operate through a committee structure. To maximize coordination and communication, each group may provide a seat for each one of the other groups. In particular, the President appoints the Chair of the Academic Senate and the President of the Associated Students and the President of the Alumni Association to ex-officio seats on the Advisory Board.

Changes in the constitution or other fundamental organization documents of campus constituent groups, or changes in procedural documents for the constituent groups relating to finances, must receive approval of the President prior to implementation. The actions of these groups with respect to University policy and procedures are in the form of recommendations to the President.

University Committees: Three university-wide committees are: Planning and Resources Council (PARC), Program Review Panel (PRP), and University Curriculum Committee (UCC).

The Council of Instructional Deans is an administrative body which has been constituted both to assist the Vice President for Academic Planning in leading the instructional efforts of the University and to provide a regular mechanism for airing membership concerns. The membership of the Council is as follows: the Associate Vice President for Academic Planning; Associate Vice President for Faculty Affairs, Associate Vice President & Dean of Graduate Studies, the Deans of the College of Arts and Sciences and the Schools of Education, Extended Education, Health, and Management; the Dean of the Library; Assistant Vice President for Research and Funded Projects, Director of Institutional Research, and the Vice President for Academic Affairs, who serves as chair (Reference: follow-up memorandum to (PM 86-06, 8/25/86).

Organizational Structure

(Reference: PM 86-05, 5/19/86 and follow-up memorandum, 8/25/86)

An academic officers chart is included as Appendix A to this section of the Handbook. The chart that follows is essentially an excerpt from Appendix A and displays the structure of the Office of the Vice President for Academic Affairs. The Vice President for Academic Affairs is responsible for the overall leadership and management of the full complement of University instructional and academic support services. The major areas of responsibility assigned to the primary academic program administrators assisting the Vice President are as follows:

Associate Vice President, Academic Planning: fiscal monitoring of faculty workload and appointments, and serves as chief staff support to the Vice President in the area of budget and resources management.

Associate Vice President for Faculty Affairs: faculty personnel services (including the RTP process), employee relations (such as contract liaison, grievance processing and discipline) for all University employees, and oversight of faculty development and funded research activities.

Assistant Vice-President, Research and Funded Projects

Director of Faculty Development

Associate Vice President and Dean of Graduate Studies: general studies, undergraduate and graduate special majors, honors program, upper division writing requirement, general coordination and promotion of all graduate programs, curriculum review, monitoring and preparation of the catalog, and liaison with the University Advisement Center.

Deans of Instruction: instruction, curriculum development, program review, faculty selection and evaluation, and major advising in their respective areas of responsibility.

Dean of Extended Education: Extension, Special Sessions (Summer Session and Intersession), external degree programs and other functions which bring the community, professional groups and others into both credit and non-credit educational programs.

University Library Dean: maintenance and development of the library collection as well as instructional media resources.

Director, Institutional Studies: data synthesis, analysis and forecasting in support of diverse academic program management efforts.

Director, Instructional Media

Administrative Advisory Committees

In addition to the councils and groups already discussed in the subsection on governance, policy and program development, a number of campus committees have been established to provide advice, on a wide range of matters, to designated University officers. Each advisory committee is comprised of representatives from the campus constituencies which could be affected by that committee's recommendations. Where appropriate, committee membership also includes individuals with particular expertise in the area under review. However, in most instances the authority and responsibility for a particular course of action rests with the appropriate administrator rather than the advisory committee. Several committees are described below.

Athletic Governing Board: Reporting to the President through his designee, the Board reviews and approves all athletic budgets, all special fund-raising drives, and the addition or deletion of sports in the Intercollegiate Program. The Board also allocates scholarship funds to specific sports.

Committee on General Studies: Reporting to the President through his designee, the Committee is charged with providing for the governance of General Studies within the University as a whole, and working to relate General Studies to all relevant aspects of University life. Also, the Committee engages in proposal review and project evaluation.

Faculty Leaves and Honors Committee: Reporting to the President via the Associate Vice President of Faculty Affairs, the Committee evaluates leave with pay requests, based on merit and seniority, sabbaticals, as well as nominees for both system-wide and campus-wide faculty awards and honors.

Instructionally Related Activity (IRA) Advisory Board: Reporting to the President through his designee, the Board establishes timelines for submitting and acting on IRA proposals. Also, it determines criteria for use in proposal evaluation and submits recommendations to the President regarding allocations.

Student Grade Appeals Board: Functioning autonomously, the Board is responsible for processing student grade appeals. (Refer to Section G, "Student Issues" for further information.)

University Reappointment, Tenure and Promotion (RTP) Committee: Reporting to the President through the Associate Vice President for Faculty Affairs, the Committee evaluates personnel files and makes recommendations regarding faculty reappointment, tenure decisions and promotions. (Refer to Section D, "Appointment and Reappointment, Tenure, and Promotion").

Other administrative advisory committees of general interest include:

• Committee on the Bookstore

• Computer Center Advisory Committee

• Food Service Committee

• Graduate Council

• Research and Publications Committee

• Sally Casanova Research, Scholarship and Creative Activities Awards Program

• Teaching, Learning, Technology Roundtable (TLTR)

A complete listing of all University advisory groups, as well as information regarding membership selection processes and terms of service, is available at the Academic Senate office.

GUIDELINES FOR ADMINISTRATIVE ASSIGNMENTS

(PM 95-02 -- Guidelines for Search Committees for Full-Time Academic and Administrator III and IV Positions)

1) Selection of Heads of Various Academic Units

(Reference: PM 77-11, 3/31/77; PM 78-16,)

Units, which are similar in their function, structure, and operation to departments, will utilize the same procedures followed by departments in the selection of their administrative heads, i.e., nomination to the President by the voting membership.

(The following is an addendum to the above paragraph which was added per 9/7/77 Gerth memo)

When making appointments of deans, department chairpersons, vice presidents and others, there will be no reference to the concept of term, inasmuch as this would violate Trustee policy and possibly create proprietary rights. Rather, the custom on this campus will be to appoint all individuals with the stated acknowledgment that appointments are subject to review no later than a specified academic year. For example, an individual could be appointed with the language that "this appointment will be subject to review no later than the 1979-80 academic year."

The Vice President for Academic Affairs will have the delegated responsibility of acting for the President upon recommendations and making appointments of all those serving as department chairpersons and in other comparable academic-administrative posts. The responsibility for appointing vice presidencies, deanships, and other comparable positions will remain with the President.

2) Interim Appointments

(Reference: PM 79-22, 7/9/79)

Appointments to interim-administrative positions from a pool of candidates will follow, as much as is feasible, procedures governing permanent appointments.

3) The Appointment of Faculty Department Chair with Academic-Administrative Assignments (Reference: PM 79-25, 7/20/79)

Faculty who are appointed to both academic and administrative assignments are reviewed for academic appointment according to existing policies and procedures of the University. The President will normally make academic appointments only after consultation with the faculty of the academic area, the appropriate dean, and so forth.

When a faculty member with both an academic and an administrative assignment ends the administrative assignment, she/he customarily is reassigned to the appropriate academic unit.

4) President's Authority in the Appointment of Departmental Chairs

On November 24, 1970, the Board of Trustees adopted the following resolution on Presidential Authority in Appointment of Department Chairpersons:

"WHEREAS, It is customary and desirable to have appropriate faculty consultation in the selection process for department chairpersons; and

WHEREAS, The President of each State College has appointment authority for department chairperson; now therefore be it

RESOLVED, By the Board of Trustees of the California State Colleges, that the Board reaffirms its policy that the President of each State College is responsible for the appointment and supervision of department chairpersons and they serve at his pleasure."

5) Selection and Review of Department Chairpersons

(Reference: PM 78-15, 6/13/78; PM 89-17, 11/15/89)

A chairperson should be a leader who will encourage and promote high standards of scholarship and teaching, set a tone for the department or program, promote harmonious operation of the unit, work closely with faculty and students, and help generate policies which reflect consensus. The chairperson is responsible for administrative functions such as scheduling, recruiting, budgeting, and planning facilities.

The chairperson of a department must be a full-time member of that department during her/his service in office. No one at the rank of Assistant or Instructor or in the position of Lecturer or Graduate Assistant is eligible to serve.

The selection process should be initiated during the first two weeks of the Spring Semester. The total process should be completed no later than by the end of the eleventh week. The person selected will assume office on the first day of the following Fall Semester, if she or he is moving into an academic year chair position. Individuals assuming chair positions which are partially or wholly funded on a 12-month basis will begin their new roles on or about September 1. Each department or program will stipulate a time for review of the chairperson within the framework of a two-year minimum and a four-year maximum. Subsequent service may be for a shorter period of time.

Each faculty member who participates in the nomination process must have a full-time appointment in the department and must have a minimum rank of Instructor, excluding Lecturers unless reappointed at a rank other than Lecturer as full-time faculty for the following academic year. Faculty members who are on sabbatical or on creative leave or are serving in another capacity on released or assigned time are considered full-time members of the department.

The method of nomination will be determined by faculty in the department who are qualified to participate in the selection of the chairperson. The approval of nomination procedures will be delegated to the pertinent school dean or equivalent administrator, who will determine if the procedures conform to university policy.

The department will transmit the name of the nominee to this administrator for approval. Upon departmental approval, the chosen faculty member's name will be forwarded to the Vice President for Academic Affairs, who has been delegated the responsibility of acting for the President upon recommendations regarding appointments of department chairpersons. (Included per President Gerth 9/7/77 addendum to PM 77-11, 3/31/77.)

If a department and the administrator cannot reach agreement on a mutually acceptable candidate, each may transmit a recommendation to the Vice President for Academic Affairs. If the Vice President for Academic Affairs, through consultation with the department and the administrator, cannot achieve agreement on a mutually acceptable candidate, all three may transmit their recommendations regarding that candidate separately to the President. If the nomination of the department is not acceptable to the President, she/he will refer it back to that unit and ask the unit, using its own nomination procedures, to select another nominee. Appointment by the President will be final.

If there is dissatisfaction with the department chairperson and informal attempts involving faculty members and the administrator to resolve the differences have failed, a petition stating this fact signed by a majority of the eligible department members will be transmitted to the administrator who will then call a meeting within two weeks for action upon this recommendation. If two-thirds of the eligible department members wish to have the chairperson removed from office, the recommendation for recall should follow the same consultative process as used for nominating a chairperson with the removal action itself the responsibility of the President. If the President concurs with the recall recommendation, the department will institute procedures for the selection of a new chairperson. An information memorandum will be transmitted to both the administrator and the Vice President for Academic Affairs advising them of the action taken.

In the event a chairperson resigns, takes an unforeseen leave or sabbatical, or is removed from office, the regular nomination process is to be used to select a replacement. (See Policy on Leaves of Absence for Department and Program Chairpersons.)

6) Leaves of Absence for Department Chairpersons

Leaves of absence for faculty are accepted as necessary times of renewal. When associated with a department chairpersonship, however, a leave of absence may be detrimental to the welfare of the department and the University. In order to limit problems, maintain reasonable continuity in departmental administration and allow some possibility for department chairpersons to be on leave, the following policy on leaves of absence has been adopted. (Academic Senate May 4, 1976; President's Council May 21, 1976.)

If a leave of absence with or without pay is granted for one or more semesters for a department chairperson who is serving:

A. The first year as chairperson.

Except in the rarest of circumstances, and with justification by the dean, she/he will resign her/his chairpersonship or decline the leave. If the leave is granted, a new department chairperson will be selected through the regular process in the Faculty Handbook.

B. The final year as chairperson.

If a leave of absence is granted for the final semester or for the final year, a new department chairperson will be selected through the regular process in the Faculty Handbook.

C. An intermediate year as chairperson.

While it is preferable that a department chairperson not take a leave, a leave may be considered during the intermediate years upon the recommendation of the dean. The replacement to serve as acting chairperson will also be selected through the selection procedure outlined in the Faculty Handbook.

7) Chairpersons and Members of Interdisciplinary Program Committees

(Reference: PM 78-16, 6/13/78)

Responsibility for curricular planning and development and student advising in each undergraduate or graduate interdisciplinary program which offers courses leading toward a degree, but which does not constitute a department, is shared by a program committee and its chairperson.

The program committee consists of faculty who have a demonstrable professional or an instructional interest in the objectives of the program. The size of the committee should be as small as is consistent with the needs of the program. At least once every three years, the Vice President for Academic Affairs, the dean of the unit in which the program is located, two representatives from the Academic Senate (the Chair of the Senate or the Chair of the Educational Policies Committee and the Parliamentarian) and the current Chair of the Interdisciplinary Program Committee will survey the University for faculty interested in serving on the committee. The foregoing group, in consultation with the current program committee, will nominate the membership of the committee, attempting to achieve some degree of service staggering for continuity. The Vice President for Academic Affairs will make the final appointment for the next academic year by the end of the second week of the Spring Semester.

Members of the committee must have full-time appointments in the University and must have a minimum rank of Instructor. Lecturers may participate in the discussions of the committee, but may not participate in the selection of nominees for chairperson.

The program committee will nominate one of its members to serve as chairperson of the committee and program and will transmit the name of the nominee to the pertinent dean for approval. If the dean approves, she/he will make the appointment (Added per Vice President Operations, 6/16/78 delegation.) If a program committee and its dean cannot reach agreement on a mutually acceptable candidate, each may transmit a recommendation regarding that candidate to the Vice President for Academic Affairs. If the Vice President for Academic Affairs, through consultation with the program committee and the dean, does not reach agreement on a mutually acceptable candidate, all three may transmit their recommendations regarding that candidate separately to the President. If the program committee's nomination is not acceptable to the President, she/he will refer it back to that committee and ask the committee, using its own nomination procedures, to select another nominee. The appointment by the President will be final. Each Interdisciplinary Program Committee will stipulate a time for review of the chairperson within the framework of a two-year minimum and a four-year maximum. Subsequent service may be for a shorter period of time.

The administrative functions of an interdisciplinary program and its chairperson consist primarily of the curricular and academic advising responsibilities for the interdisciplinary program. In addition, the chairperson participates in the preparation of the class schedule and in providing information into the RTP process for faculty members who participate in significant and specific ways in the interdisciplinary program.

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