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					                      Policy on Selection, Appointment, and Review of Department Chairs
                                          and Equivalent Unit Directors

                                           #S00-145 (formerly #S87-145)

     Rationale: Because department chairs and equivalent unit directors (hereafter department chairs or
     chairs) are faculty members with administrative duties who function as intermediaries between faculty
     and administrators, this policy seeks to clarify the way chairs are selected, trained, evaluated, and, if
     necessary, removed, in order to best support chairs to fulfill their complex roles. The recommendation of
     chairs, the responsibilities and duties of chairs, and the service of chairs at the will of the President are
     governed by the Collective Bargaining Agreement.

 1   At its meeting of April 4, 2000, the Academic Senate approved the following revised policy on selection,
 2   appointment and review of department chairs and equivalent unit directors.
 3
 4   I. Principle and Definition: Administration and leadership of each academic department or equivalent
 5   unit (hereafter "department") are provided by a department chair or equivalent unit/program director
 6   (hereafter "chair") who is, absent extenuating circumstances, a tenured/tenure-track faculty member [at
 7   the time of appointment] of the department or who may be appointed through an external selection
 8   process. The chair also serves as representative and advocate for the department and its faculty within the
 9   college, University, community and profession. The Collective Bargaining Agreement describes the
10   normal selection of department chairs as being from the list of tenured employees recommended by the
11   department, through the election process described below, to so serve. The chair shall normally be
12   selected internally by the faculty of the department to carry out the assigned duties and responsibilities.
13   Section 20.32 of Article 20 of the The Collective Bargaining Agreement stipulates that department chairs
14   shall be appointed by and shall serve at the pleasure of the President.; this policy further recommends that
15   chair’s appointment shall be made by the University President or his/her designee in Academic Affairs
16   upon the recommendation of the department faculty and college dean.
17
18   For purposes of selection, appointment, and review of chairs, the term "faculty" includes tenured and
19   tenure-track faculty, and instructors of record on a yearly contract excluding temporary faculty who are
20   also graduate students in the department. Departments shall tabulate votes of temporary faculty on a pro-
21   rated basis in proportion to the faculty member’s time-base appointment in the semester in which the
22   review or selection or evaluation process is initiated.
23
24   II. Term of Office. Department chairs will be appointed for a three-year term beginning in the fall
25   semester. There shall be an informal mid-appointment performance review in the second year to provide
26   the chair with recommendations for his/her professional development in department management. (See
27   the section on "Chair’s Mid-appointment Review.") Department chairs may be re-appointed to additional
28   terms subsequent to the normal nomination and faculty ballot process every three years, but not exceeding
29   three consecutive terms. This limit can be exceeded by mutual agreement of the department faculty and
30   the Dean.
31
32   III. Duties and Responsibilities. The department chair is the person most fully responsible for leading,
33   administering, and representing the department. The department chair’s duties and responsibilities include
34   but are not limited to the following four categories:
35
36   A. Academic Programs
37
38       1. To assume the leadership in the development and direction of quality academic programs.



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39       2. To work with the department faculty in academic program planning and review, and curriculum
40          development and revision.
41       3. To prepare the class schedule in consultation with the department faculty or appropriate
42          department committee.
43
44   B. Students
45
46       1. To supervise advising, provide information, sign documents and petitions, and otherwise facilitate
47          resolution of administrative difficulties students may encounter.
48       2. To promote department activities (programs, competitions, awards, professional organizations,
49          clubs) and recruit potential majors/minors.
50       3. To be available to receive students' comments and suggestions about courses, instructors, and
51          programs.
52       4. To attempt resolution of complaints, differences, or grievances between students and faculty.
53
54   C. Faculty
55
56       1. To encourage collegial and full participation of all members of the department in recognition that
57          governance of departments is a joint and cooperative endeavor.
58       2. To participate in the faculty personnel processes for hiring, retention, tenure, and promotion with
59          the tenured members of the department, and other faculty matters within existing trustee policy,
60          the Collective Bargaining Agreement, and University and college policies.
61       3. To make an independent recommendation regarding hiring, retention, tenure and promotion after
62          reviewing recommendations from the department's elected HRT/P committee.
63       4. To perform the evaluation and recommend the appointment or reappointment of temporary
64          faculty either after receiving department peer review committee recommendation or upon
65          delegation by the voting members of the department in accordance with Academic Senate policy
66          and the Collective Bargaining Agreement.
67       5. To provide leadership at the department level in the implementation of the University's
68          affirmative action policy.
69       6. To promote the professional development of the faculty.
70       7. To establish, after consultation with the faculty, appropriate departmental committees.
71       8. To support and administer teaching, service and scholarly activities of the faculty.
72
73   D. Administrative Responsibilities
74
75       1. To convey pertinent information to, from and within the department. To present issues which
76          have potential impact on the department. To invite and respond to comments and suggestions of
77          faculty and staff.
78       2. To represent the department within the college, University, community, and profession.
79       3. To work with the college dean on management of resources, including the establishment of
80          enrollment targets, allocation of faculty positions, and all budget matters; to organize and
81          supervise department expenditures; to monitor departmental compliance with university
82          regulations and deadlines.
83       4. To hire and supervise department staff.
84
85   A department may establish additional charges to the chair’s duties and responsibilities specific to
86   departmental needs.
87
88



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 89   IV. Selection of Chairs. The chair is appointed by the University President or the presidential designee in
 90   Academic Affairs upon the recommendation of the department and the appropriate dean. The nomination
 91   and selection process shall be as follows:
 92
 93   Nomination & Ballot => Dean’s Report => Presidential (or Designee’s) Decision Appointment
 94
 95       A. Nomination and Ballot. No later than the third week in the spring semester of the third year, the
 96          Office of Academic Affairs shall inform, via the office of the college dean, the incumbent current
 97          department chair of the expiration of the that chair’s term. The incumbent department chair shall
 98          call a department meeting to establish elect by secret ballot an ad hoc faculty committee of at
 99          least three full-time faculty for the selection of chair (hereafter "Committee") to take charge of the
100          chair’s selection and balloting process. All department faculty shall be notified of this election
101          meeting. Upon recommendation of the department and in consultation with the college dean,
102          faculty from a related discipline may serve on the Committee if there is are insufficient faculty
103          members within the department. The Committee shall conduct a secret ballot election to
104          determine the department recommendation of the chair. Excluding those Faculty who are in the
105          early retirement program, and those tenure-track (probationary) faculty whose employment will
106          be terminated in their terminal year are not eligible for nomination to serve as chair. All tenured
107          and tenure-track faculty can be nominated or make self-nomination for consideration to become
108          the chair (must be tenured by time of service in order to be appointed as chair). Nominees for
109          chair are encouraged to submit a personal statement.
110
111           Department procedures shall include a provision for provide pro-rated voting by secret ballot. The
112           results of this ballot, in a form determined by the department faculty, including a record of those
113           who voted, will be forwarded to the dean as part of the report. The results may include numerical
114           counts to the nearest number to protect the confidentiality of part-time faculty votes.
115
116            The Committee shall schedule a meeting between the chair-elect and the department faculty on
117           the duties and responsibilities of the chair-elect in departmental management. The Committee
118           shall report the result of the selection process to the department, and the department shall make a
119           recommendation recommend their candidate to the Dean, including the name of the chair-elect,
120           by the sixth week of the spring semester.
121
122   B. Dean’s Report and President’s Decision. When the dean supports the department recommendation,
123   he/she may the dean shall meet with the chair-elect recommended candidate prior to making and make a
124   recommendation for appointment to the University President via the Office of Academic Affairs by the
125   ninth week of the semester. The University President or the presidential designee appoints the chair in
126   consultation with the Office of Academic Affairs by the twelfth week. At the conclusion of the process, If
127   the President agrees with the recommendation of the department and the Dean, the President will appoint
128   the recommended candidate as the new department chair and the candidate will be considered the in-
129   coming chair. The University President or the Provost notifies the Office of Academic Affairs by the
130   twelfth week of the semester.
131
132   If the dean does not support the departmental recommendation, the dean shall convene a meeting of the
133   department faculty with at least a majority of the department faculty present to discuss its
134   recommendation and the dean’s objection. All department faculty must be notified of this meeting at least
135   one week prior to the meeting. After During this meeting, the department faculty members present and the
136   college dean shall reach a mutual agreement either 1) to process the original departmental
137   recommendation, or 2) to establish another departmental nomination and faculty ballot process for an
138   alternative recommendation reinstitute another departmental nomination process. If the disagreement
139   persists, the dean and the department faculty shall seek mediation from the Office of Academic Affairs. If


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140   no resolution is achieved through this process, the dean shall forward the department's recommendation
141   and his/her statement of non-support to the University President via the Office of Academic Affairs. It
142   will then be the responsibility of the University President or the presidential designee to work with the
143   dean and the department faculty in order to obtain a mutually acceptable solution.
144
145   If the University President or his/her designee disagrees with the recommendation of both the department
146   and the dean, he/she shall meet with the department faculty and the dean to discuss his/her objection. If
147   the disagreement cannot be resolved, the department will re-institute the selection procedure in order to
148   provide an alternative recommendation until an acceptable candidate is identified.
149
150   C. Chair Transition. When a new chair is appointed approved, the incumbent out-going chair shall
151   facilitate the chair-elect’s in-coming chair’s smooth transition in departmental management. The
152   Committee shall schedule a meeting between the chair and the department faculty on the duties and
153   responsibilities of the chair in departmental management. Additional training for the in-coming chair may
154   begin during this time.
155
156   V. Chair’s Mid-appointment Review Third Semester Progress Report. The purpose of the review this
157   report is to provide department faculty, staff and students the opportunity to assess the performance of
158   provide constructive feedback to the chair at mid-term in the third semester of service, so that the
159   department faculty may give the chair may be given recommendations for development and improvement.
160   This review This report, in a format to be established by the department, shall be based on the
161   aforementioned four categories of chair’s "duties and responsibilities" and other stated department
162   criteria.
163
164   Chair’s Third Semester Progress Report: By no later than the third week of the spring fall semester in the
165   second year of the chair’s term, the department faculty shall meet to elect a Chair Review Progress Report
166   Committee of at least three faculty members. Prior to soliciting the material for the report, the chair may
167   provide the department faculty a self-statement summarizing the chair’s activities and accomplishments,
168   if they so choose. Information from staff, students, and the dean may be included in the report at the
169   option of the department chair. The Chair Review Committee will solicit information and
170   recommendations from generate and provide appropriate chair feedback forms to all departmental faculty,
171   staff, students, and the college dean/equivalent, as desired by the department chair. the chair, and others
172   as deemed appropriate. The data may include evaluations by individual faculty and staff, the chair's self-
173   evaluation, and any other pertinent information collected during the review. The committee will
174   summarize and aggregate these data and any other pertinent information. Anonymous comments shall not
175   be included. The Chair Review Progress Report Committee will give the chair and the department faculty
176   a copy of the summary report, and subsequently will call a department meeting to discuss the report and
177   its recommendation with the chair and the department faculty prior to submitting the report to the dean
178   and the University President by no later than the seventh week of the spring semester no later than the
179   tenth week of the fall semester. The progress report will neither leave the department nor be placed in the
180   chair’s personnel file unless the chair so chooses.
181
182   Special Review. A special review of a chair is a formal process available to the department faculty, when
183   the chair fails to agree with the informal approach or address deficiencies highlighted in the mid-term
184   review to bring improvement in his/her performance.
185   Upon recommendation to the dean by a majority of the faculty in a department with pro-rating of
186   temporary faculty votes, and after a full department meeting, the Office of Academic Affairs, in
187   consultation with the University President, may initiate a special review of the chair. The review criteria
188   should follow the aforementioned four categories of duties and responsibilities and/or other specific
189   departmental criteria. Academic Affairs or its designee shall supervise this special review. The
190   department faculty will decide either: 1) to identify area(s) in which the incumbent chair must agree to


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191   improve his/her performance; or 2) to recommend removal of the incumbent chair by a secret faculty
192   ballot process if there is a two-thirds majority supporting such an action. The department, at any time,
193   may withdraw the request for a special review. In the case of removal, a departmental ad hoc faculty
194   committee will commence, at the conclusion of the special review, the chair’s selection process to select a
195   new chair. (See section "Selection of Chairs.")
196
197   VI. Removal of a department chair. Removal of a department chair before the conclusion of a term of
198   service may be done by the President or designee. Chairs serve at the pleasure of the president, and a
199   chair may be removed by the president or her/his designee at will; any such decision shall be made in
200   consultation among the president/designee, the appropriate dean, and the department faculty. Should the
201   removal happen, the college dean will notify the department of the necessity to begin the chair selection
202   process.
203
204   The faculty of the department may request the chair be removed by an affirmative vote of at least three-
205   fourths of the entire department faculty. After taking such a vote, the faculty must meet with the
206   appropriate dean and the department chair to discuss their concerns about the chair’s performance of
207   duties.
208
209   If as a result of this discussion it is determined that a remedy short of termination is possible and has a
210   high likelihood of success, a specific plan to address the concerns will be prepared by the dean and
211   presented to the department and the Provost.
212
213   When sufficient progress is made on the plan, and after consultation with the department faculty and the
214   dean, the Provost may determine that the department chair can administer his/her assigned program in a
215   satisfactory manner and the departmental chair appointment will continue.
216
217   If the plan does not achieve the specified results, the department may recommend to the dean that the
218   department chair appointment be terminated immediately. The termination of the departmental chair
219   appointment for any reason does not affect the underlying faculty status.
220
221   VII. Acting Chairs. In the event that it is necessary to appoint an acting chair, he/she shall be appointed
222   by the University President or the Provost his/her designee in the Office of Academic Affairs, upon
223   recommendation by a secret ballot vote of the faculty of the department and in consultation with the
224   college dean. The acting chair can be appointed internally (from within the department) or externally
225   (from outside the department or university). (In this situation, follow the process for the "External
226   Selection of Chair.")
227
228   The position of acting chair has all the duties and responsibilities of a department chair.
229
230   Acting chairs are temporary appointments. Acting chairs will not serve more than two consecutive
231   semesters, except in very unusual circumstances in which the appointment as acting chair could
232   be extended for a maximum of two additional semesters, by the agreement of the department in
233   consultation with the dean. The normal selection process for a department chair shall begin as soon as
234   possible after the appointment of an acting chair. (See section "Selection of Chairs.")
235
236   An acting chair shall be appointed as a department chair only if he/she is tenured or tenure-track faculty in
237   the department and is recommended by the department at the conclusion of the normal selection
238   procedures for a department chair. Time served as an acting chair does not count as part of the three-year
239   term of a department chair.
240



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241   VIII. External Selection of a Chair. A department may request an external search for a chair’s
242   appointment if there are available resources and when there is agreement among between the department
243   faculty and the college dean concerning department management and governance.
244   The president, in consultation with the department faculty and college dean, may appoint an acting chair
245   from a related discipline within the university, as stipulated in the preceding section on "Acting Chairs."
246
247   Subject to approval of the University President, the Office of Academic Affairs Provost, and the college
248   dean, a department may conduct a formal search process, as part of the tenure-track faculty recruitment,
249   for an external candidate for a department chair. The process must be in compliance with the university
250   policy on tenure-track faculty hiring.
251
252   During the fourth third semester of appointment, there shall be an internal mid-term performance review a
253   Progress Report of the externally recruited department chair. (See section “Chair’s Mid-appointment
254   Review.” Third Semester Progress Report) At the end of the third year of appointment, there shall be the
255   normal chair’s selection process as stipulated in the aforementioned section on "Selection of Chairs." The
256   conclusion of the department chair’s term shall not affect the underlying faculty status.
257
258   IX. Time-line. The normal process for the selection and appointment of a department chair and the mid-
259   term review Third Semester Progress Report shall be conducted as follows:
260
261       A. Selection of Chair: Spring Semester in the third year.
262
263           1.Office of Academic Affairs to notify department on Chair selection. (3rd week of
264           semester)
265           2. Department meeting to establish ad hoc committee.
266                    a. To nominate faculty for chair
267                    b. To conduct faculty secret ballot
268                    c. To call a meeting between faculty and chair-elect
269                    d. To prepare departmental recommendation to college dean
270           3. Departmental recommendation to college dean. (6th week of semester)
271           4. College dean’s report to University President (or) resolution of disagreement, if
272           applicable. (9th week of semester)
273           5. Presidential decision if departmental recommendation is accepted by dean and University
274           President, (or) resolution of disagreement, if applicable. (12th week of semester)
275
276       B. Mid-term Review Third Semester Progress Report: Spring Fall semester in of the second year
277          (need to establish timeline for process)
278
279           1. Department meeting to establish a chair review progress report committee.
280           2. Chair progress report committee to conduct a mid-term review of chair for professional
281           development progress assessment.
282           3. Chair progress report committee to call a meeting of the department faculty, with the chair, to
283           discuss the summary of the review the progress report.
284           4. Chair progress report committee to provide review summary progress report, signed by
285           the department faculty and staff, to the college dean and University President department chair.




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