Docstoc

Departmental Policies and Procedures Manual Template

Document Sample
Departmental Policies and Procedures Manual Template Powered By Docstoc
					             Policies and Procedures Manual – Part II
    (To Be Completed by Academic Units at the University ONLY)

                   ACADEMIC POLICIES AND PROCEDURES

        The academic functions of the University are housed under the Provost
and Vice President for Academic Affairs. Information about the Provost’s Office,
including calendars and forms, may be obtained from the University’s web page.
The specific web address for the Provost’s Office is http://www.uta.edu/provost/.
Additional assistance is located on the University’s Policy Library web page at
http://www3.uta.edu/policy/. Documents housed there that contain information of
interest related to academic matters include:

       Rules and Regulations of the UT System Board of Regents
       UTA Handbook of Operating Procedures
       The Higher Education Coordinating Board Rules and Regulations
       Texas Education Code
       Research Administration
       OMB A-21

        The undergraduate and graduate catalogs are available on the web at
http://www.uta.edu/uta/faculty.html. Due to the unique nature of many academic
issues, answers to specific questions may not be adequately addressed within
these documents. Therefore, the Provost’s Office encourages units to seek its
assistance by calling extension 2-2103. For your assistance, a listing of typical
issues with the name and number of the staff member who is responsible for that
area is attached.

                                  GOVERNANCE

       University faculty members and employees are encouraged to participate
in governance of the University. There is a University Faculty Meeting each fall
and spring. Announcements of the meetings are distributed to all academic
units. In addition, the following bodies have five distinct areas of representation:

   Undergraduate academic issues are addressed by the Undergraduate
    Assembly. This body typically meets four-five times per academic year.
    Meetings are announced at the beginning of the academic year as are
    committee appointments. Questions about the Undergraduate Assembly may
    be directed to the Office of the Provost. A set of minutes is located in the
    UTA Library Archives or available on the web at
    http://www.uta.edu/min/Minutes1.html.
   Graduate academic issues are addressed by the Graduate Assembly. This
    body typically meets four-five times per academic year. Meetings are
    announced at the beginning of the academic year as are committee
    appointments. Questions about the Graduate Assembly may be directed to
    the Dean of Graduate Studies.
             Policies and Procedures Manual – Part II
    (To Be Completed by Academic Units at the University ONLY)
   The Faculty Senate is an elected body whose primary responsibility is to
    represent UTA faculty members. The Senate contains an up-to-date web
    page at the following address: http://www.uta.edu/senate/.
   The Staff Advisory Council is an advisory body that makes recommendations
    to the President. An up-to-date web page is available for viewing at the
    following address: http://www.uta.edu/sac/index.html.
   Student Congress is an elected body that makes recommendations to the
    President. Questions about this group may be addressed to the Office of
    Student Governance & Organizations.

      GUIDANCE FOR FACULTY AND THE STAFF WHO SUPPORT THEM

        The duties of faculty members can generally be categorized as teaching,
research, and service. In order to assist faculty members and the staff who
support them, a UTA Faculty Guide has been prepared. The Faculty Guide is
available on the web at http://www.uta.edu/provost/facultysupport/facultyguide/.
An orientation for new tenure-track faculty is held each fall and each faculty
member receives a comprehensive binder. An electronic version of this binder
will be available online in Fall 2008. Information about additional faculty support
services offered by the Office of the Provost including the Faculty Mentoring
Program, Instructional Support Sessions, Teaching Circles, and Research and
Creative Activity Support Sessions can be found at
http://www.uta.edu/provost/facultysupport/.

                                    TEACHING

        In addition to the information discussed above, a course syllabus template
is available at the following web address:
http://www.uta.edu/provost/facultysupport/forms/syllabus-template.doc. Class
schedule information can be obtained from the University’s web page
(http://www.uta.edu/schedule/). Additional information such as the academic
calendar and information on the posting of grades is found at
http://www3.uta.edu/registrar/efaculty.asp.

        Many offices provide student services. The Vice President for Student
Affairs has prepared a compilation of these venues. Please visit the following
web page: http://www.uta.edu/uta/st_couns.html. Specific questions or concerns
about students may be directed to the Vice President for Student Affairs at
extension 2-6080 or email staff@uta.edu, or the Dean of Graduate Studies at
extension 2-3186.

                                   RESEARCH

      All research activities are conducted under the guidance of the Vice
President for Research and Federal Regulations and The Office of Research,
extension 2-1021. The Office of Research provides both pre-award and post-
           Policies and Procedures Manual – Part II
  (To Be Completed by Academic Units at the University ONLY)
award services in one location. Up-to-date information and assistance for
researchers can be obtained from http://www2.uta.edu/ogcs/. Faculty members
are strongly encouraged to sign up for the computerized grant search services
provided by this office.
           Policies and Procedures Manual – Part II
  (To Be Completed by Academic Units at the University ONLY)

                                       HIRING

        Generally, employees at the University are classified as faculty, classified
staff, administrative & professional staff, and student workers. All hiring
decisions in units that report to the Provost are to be pre-approved by the
Provost’s Office. A copy of the memorandum with specific instructions regarding
this procedure is attached. Hiring decisions for full-time faculty must be pre-
approved by the Provost. Additional guidelines for the employment of graduate
assistants are provided in the Graduate Catalog.

        In addition to the approval required by the Provost’s Office, all classified
hires are to be made in accordance with HR Procedures and the University’s
Classified Pay Plan. Human Resources procedures are explained in the
University’s Fiscal Rules and Regulations (available in the UTA Policy Library).
A copy of the Classified Pay Plan may be obtained by calling the Human
Resources Department or is available on the web at
http://policy.uta.edu/index.php?navid=12613.
         Policies and Procedures Manual – Part II
(To Be Completed by Academic Units at the University ONLY)

    OFFICE OF THE PROVOST AND VICE PRESIDENT FOR ACADEMIC AFFAIRS
                          DONALD R. BOBBITT

                                 STAFF INDEX BY FUNCTION
                                           2005


Function/Responsibility               Staff Member                              Ext.

Academic budgets                      Donald Bobbitt, Kelly Davis               2-2103

Academic advising                     Undergraduate-Dawn Remmers                2-3140
                                      Graduate-Philip Cohen                     2-5164

Accreditation                         Donald Bobbitt, Michael Moore, Pam Haws   2-2103

Account Profiles                      Kelly Davis                               2-2299

Accounting questions                  Kelly Davis                               2-2299

Affiliation agreements                Donald Bobbitt, Michael Moore             2-2103

Alcohol use authorization             Michael Moore                             2-2103

Appointments-Administrative &
    Professional                      Donald Bobbitt, Kelly Davis               2-2103

Appointments-Faculty                  Donald Bobbitt                            2-2103

Appointments-Staff                    Kelly Davis                               2-2299

Appointments-Students                 Kelly Davis                               2-2299

Authorization for Professional
    Services                          Kelly Davis                               2-2299

Coordinating Board                    Donald Bobbitt                            2-2103

Course fees                           Donald Bobbitt                            2-2103

Courses                               Donald Bobbitt, Michael Moore             2-2103

Dean appointment/
    review committees                 Donald Bobbitt                            2-2103

Degree Program Approvals              Donald Bobbitt                            2-2103
         Policies and Procedures Manual – Part II
(To Be Completed by Academic Units at the University ONLY)
Department chairs and academic
     directors - appointments and
     review                         Donald Bobbitt                              2-2103

 Distance Learning                  Michael Moore                               2-2103

 Expenditures                       Kelly Davis                                 2-2299

 Faculty Issues                     Donald Bobbitt                              2-2103

 Gateway Program                    Dawn Remmers                                2-3671

 Graduate Assistants                Philip Cohen                                2-5164

 Graduate School                    Philip Cohen                                2-5164

 Grants and Contracts               Ron Elsenbaumer                             2-1021

 Grievances                         Undergraduate-Michael Moore, Linda Wilson   2-2103
                                    Graduate-Philip Cohen                       2-5164
                                    Other-Donald Bobbitt                        2-2103

 Institutional Research             Pamela Haws, Donald Bobbitt                 2-3365

 Outside employment                 Donald Bobbitt                              2-2103

 Position Audits                    Donald Bobbitt, Kelly Davis                 2-2299

 Reimbursements for Deans           Kelly Davis                                 2-2299

 Research Issues                    Ron Elsenbaumer                             2-1021

 Space requests                     Michael Moore, Donald Bobbitt               2-2103

 Student Retention                  Dawn Remmers                                2-3671

 Supplemental Instruction           Robin Melton                                2-3671

 Teaching Awards                    David Silva, Donald Bobbitt                 2-2103

 Textbook authorizations            Donald Bobbitt, Michael Moore               2-2103

 Travel requests for Deans          Kelly Davis, Donald Bobbitt                 2-2299

 Undergraduate experience           Dawn Remmers                                2-3671
                                    Frank Lamas                                 2-6080
           Policies and Procedures Manual – Part II
  (To Be Completed by Academic Units at the University ONLY)


                                   MEMORANDUM


TO:                     All Academic Deans, Directors, and
                        Department Chairs

FROM:                   Donald Bobbitt
                        Provost and Vice President for Academic Affairs

SUBJECT:                Hiring New or Replacement Employees

DATE:                   July 15, 2008


This memorandum is to remind you of the University’s policy that offers of
employment require permission from the Provost’s Office. This includes all
classifications of workers (e.g., faculty, staff, graduate assistants, student
workers). Most of you have been following this practice so this will not constitute
a change in your procedures.

The request to extend an offer of employment must be processed in the
Recruiting and Position Manager feature of UT Direct and include information
regarding the following:

      1.      New Employee or Replacement Employee
      2.      If this request is for a replacement employee, include the name, salary,
              and funding source of the current employee
      3.      Proposed Classification
      4.      Specific Job Duties
      5.      Percent of Time
      6.      Proposed Salary
      7.      Funding Source
      8.      Any other details which may affect the hiring decision.

If you have any questions about this procedure, please feel free to contact me.


DRB/cf

xc:        Kelly O. Davis, Assistant Vice President for Academic Financial Affairs

                                 Revised July 18, 2008
            Policies and Procedures Manual – Part II
  (To Be Completed by Academic Units at the University ONLY)
          THE UNIVERSITY OF TEXAS AT ARLINGTON

                         GRADUATE ASSISTANTS

All graduate assistantships must fully comply with the rules and regulations set
forth in the current Graduate Catalog

The GTA/GRA processing system has been developed to assist departments in
processing assistantship appointments. Processing information can be obtained
from the Graduate School’s web page GA Processing Handbook.

Tuition adjustment codes will not be entered into MyMav until the individual’s
status has been fully checked, and all rules have been met. Graduate assistants
are required to maintain compliance with assistantship rules. During each
semester/term, the Office of Graduate Studies will verify compliance with
enrollment requirements. If the graduate student fails to comply with the
assistantship requirements at any time in the semester/term, the assistantship
will be withdrawn, the tuition adjustment will be revoked, and the non-Resident
tuition will be charged back to the student account.

The Define appointment form for each graduate assistant should list the work
assignment in the “Remarks” section. The appointment is approved in Define by
the Office of Graduate Studies.

All Graduate assistants must undergo annual performance reviews as outlined in
the Handbook of Operation Procedures 5-2800:

      Graduate Assistants - Graduate Assistants shall be evaluated based on
      the performance of their assigned duties. Each College and School shall
      develop written procedures for the evaluation of graduate assistants and
      the guidelines shall be made known to graduate assistants. Graduate
      Assistants shall review the results of their performance review with the
      department's/School's graduate advisor. In the case of Graduate Teaching
      Assistants, the review shall, at a minimum, include a review of teaching
      effectiveness and course syllabi. In the case of Graduate Research
      Assistants, the review shall include a written review by their supervising
      faculty detailing how the GRA has performed assigned research duties.

The written procedures will be housed in the Office of Institutional Research,
Planning and Effectiveness (IRPE).

Please consult the Graduate School website at grad.uta.edu for current forms
and policies.
           Policies and Procedures Manual – Part II
  (To Be Completed by Academic Units at the University ONLY)
                             Revised August 1, 2007

            THE UNIVERSITY OF TEXAS AT ARLINGTON

                   GRADUATE DEAN FELLOWSHIPS

All Graduate Dean Fellowships must fully comply with the criteria set forth on the
Graduate School web site Graduate Dean Fellowships

The Fellowship processing system has been developed to assist departments in
processing fellowships. Processing information can be obtained from the
Graduate School’s web page Fellowship Processing Handbook

Tuition adjustment codes will be entered into MyMav by the Scholarship Office
once the individual’s status has been fully checked and all criteria have been
met. Graduate fellowships are required to maintain compliance with fellowship
rules. During each semester/term, the Office of Graduate Studies will verify
compliance with enrollment requirements. If the graduate student fails to comply
with the fellowship requirements at any time in the semester/term, the fellowship
will be withdrawn, fellowship payment will be returned to the Office of Graduate
Studies, the tuition adjustment will be revoked, and the non-Resident tuition will
be added back to the student’s fees.

Renewal of fellowships will be processed by the Fellowship contact person from
each College/School. New fellowships will be processed by the Office of
Graduate Studies.

Please consult the Graduate School website at grad.uta.edu for current forms
and policies.