GOVERNANCE OF THE DEPARTMENT OF GEOGRAPHY MIAMI UNIVERSITY Approved by the Faculty of the Department of Geography on September 6, 1991 GOVERNANCE OF THE DEPARTMENT OF GEOGRAPHY A. DEPARTMENTAL ORGANIZATION 1. WHO MAY VOTE a. Voting privileges in the department extend to all faculty in the Department of Geography holding the rank of instructor or above, including faculty at the regional campuses. Voting privileges are also extended to one representative elected by the graduate students and one representative elected by the undergraduate students, subject to limitations stated below. b. The undergraduate student representative must be a full-time student majoring in geography or urban and regional planning. Students may not vote on subjects directly concerning evaluation of students, such as decisions to offer graduate assistantships and to select recipients of awards and honors. 2. MEETINGS a. Department meetings are held at least once a month during the academic year. All voting members and full-time unclassified staff of the department are expected to attend the meeting unless excused by the Chair. The Chair announces the dates for the meetings at the beginning of the semester. During the term the Chair may call additional meetings or cancel scheduled ones as necessary. Any other voting member of the department may also request that additional meetings be scheduled. b. The chair circulates the agenda to all staff members at least 48 hours before the meeting. Anyone may place items on the agenda by informing the Chair at least 48 hours in advance of the scheduled meeting. Staff members will also have the opportunity to discuss items not on the agenda. c. Students and other guests may attend the staff meeting, but faculty members may ask them to leave in order to discuss confidential matters, such as decisions to offer graduate assistantships and to select recipients of Lieberman, Kendall, Dome, and other awards and honors. Subjects which require exclusion of all but faculty members are normally placed at the end of the agenda. d. The meetings are conducted according to “rules of reason,” in the “New England Town Meeting” fashion. A quorum shall constitute a majority of the continuing faculty. Dispute concerning procedures will be settled in accordance with Robert’s Rules of Order. If absent from the meeting, the Chair designates another staff member to chair the meeting. e. The Chair designates an individual to record minutes of the meetings. These minutes are distributed to all staff members, the student representatives, and the Dean of the College of Arts and Science. Minutes of all meetings are also filed in the department office. 3. COMMITTEES AND DEPARTMENTAL SERVICE a. The department Rights and Responsibilities committee reviews appeals by students or staff members concerning grievances, as specified in Section D. The committee shall consist of three continuing faculty members. The Chair appoints the committee chair; continuing faculty members shall select two other members, as well as two alternatives. b. The Chair may also establish other committees, as necessary, and appoint the chair and other members. Example of such committees include planning and budgeting, equipment, geographic information services, and student awards. c. The department Promotion Committee comprises all continuing faculty members holding the same rank or higher rank as the level for which a candidate is applying. The department Tenure Committee comprises all faculty members holding tenure. The department Chair shall be a member of all promotion and tenure committees. B. EMPLOYMENT AND EVALUATION 1. HIRING PROCEDURES a. Search proceedings for all staff positions will be conducted in strict accordance with University and College affirmative action policies. See the Manual of Operations of the College of Arts and Science, Section 10.3. b. The faculty shall determine the nature of the position, such as the fields of competence and minimum level of skills. The Chair will appoint a chair and members of a search committee. c. Once the department receives authorization to advertise a position, advertisements will be placed in appropriate publications. All positions will be advertised in the Miami Report; all tenure-track positions will also be advertised in the Association of American Geographers Jobs in Geography. The department will publicize the available position through other means in order to assure an applicant pool that meets the College and University standards for affirmative action. d. Continuing members of the department and designated student representatives may review applications for the available position and make recommendations to the search committee concerning the selection of candidates for further consideration. Based on these recommendations, the search committee prepares a list of candidates for further considerations, which may be modified by a vote of the entire department. e. The department submits to the Dean a list of candidates to be interviewed. Once approval has been secured, the search committee invites the candidates to visit the campus. The committee arranges for the candidates to meet individually with each faculty member, as well as with students and appropriate college and university officials. f. The final decision to extend an offer is made by a vote of all voting staff members. The department then submits the recommendation to the Dean of the College of Arts and Science. 2. RETENTION OF NONTENURED STAFF a. All tenure-track probationary faculty members not being considered for tenure are reviewed annually by the department Tenure Committee. Probationary faculty members are encouraged to consult with the chair of the Tenure Committee concerning the review process. The Tenure Committee will provide the candidates with procedures to be followed. b. By March 1, the probationary faculty member provides the committee with a copy of the department and College of Arts and Science annual activities reports and other information considered relevant by the candidate. The Tenure Committee may request the faculty member or other individuals to submit additional information. c. Retention decisions are made in October by majority vote of the Tenure Committee. The faculty member and the Dean are informed of the committee’s decision in writing by November 1. If the committee recommends that the contract not be renewed, University nonretention rules are pursued. The faculty member to be released is sent an eighteen-month letter. The faculty member has the right to initiate an appeal, according to the procedures found in Section 3.554 of the Miami University Information Manual. 3. ANNUAL REVIEW OF CONTINUING STAFF INCLUDING SALARY INCREMENTS a. All probationary, tenured, and visiting faculty members submit to the Chair an annual activities report concerning teaching, scholarship, and service activities during the specified time period. The Chair provides each faculty member with the appropriate format to be followed in preparing the report plus a supplementary form that is keyed to the department’s Merit pay system. The Chair makes salary recommendations for the following year based on the information submitted, following the departmental salary increment policy described in Appendix A. b. Faculty members should have their teaching performance periodically evaluated, through such means as student evaluations, peer reviews, and other methods, consistent with Section 3.49 of the Miami University Information Manual and Section 14.3 of the College of Arts and Science Manual of Operations. c. The Chair prepares a written annual evaluation of all probationary, tenured, and visiting faculty members. The Chair provides each faculty member with a copy of the evaluation and must offer to meet with any faculty member who wishes to discuss the evaluation. d. The Chair provides information concerning departmental contributions of regional campus personnel, if requested by appropriate officials. 4. PROMOTION AND TENURE a. Membership on the Tenure Committee extends to all tenured faculty in the Department of Geography. Membership on the Promotion Committee extends to all faculty in the Department of Geography holding the same or higher rank as that to which the candidate is applying. The department Chair shall be a member of all promotion and tenure committees. Decisions are made by majority vote of the members of the Committee present at the time of the vote. b. The Chair maintains a list showing the dates of appointments of all staff members to their current ranks. The Chair informs the members of the department who are “time-eligible” for consideration for promotion and/or tenure. c. An individual who wishes to apply for promotion and/or tenure should inform the chair of the appropriate department committee and the departmental chair of his/her intention by May 1. The chair of the committee and the department chair discuss with the candidate the timetable and procedures involved in the application process. d. The candidate prepares a list of at least five respected scholars in the candidate’s field to serve as external reviewers of scholarship in consultation with the chair of the committee and Chair of the department. These scholars should be qualified professionally to comment on the candidate’s scholarship and be prepared to comment without favoritism or hostility. e. The names of five scholars, along with biographical sketches, are sent by June 1 to the Dean of the College, who shall select one reviewer. The Chair and the committee together select a second reviewer and the candidate a third. If a selected reviewer declines to serve, the person or body whose nominee declined selects another from the list. External reviewers are sent a list of the candidate’s published articles, reports, books, and other scholarly material. Reviewers are asked to indicate which material they wish to receive. See section 4.5 and Appendix B of the College of Arts and Science Manual of Operations. f. Candidates submit supporting documents to the chair of the promotion and/or tenure committee by October 1. These documents should be prepared in consultation with the committee and the Chair of the department. See Appendix C of the College of Arts and Science Manual of Operations. g. The committee’s deliberations should include soliciting input from all faculty who are non members of the committee. h. The committee makes its recommendation and informs the candidate and the Chair of the Department of its decision by October 20. The Chair is not bound by the committee’s decision but must justify to the committee a contrary decision. A nomination is forwarded to the Dean if either the committee or the Chair recommends it. i. A candidate dissatisfied with the decision by either the committee or the Chair of the department may ask for a reconsideration. If still not satisfied, the individual should employ the university appeals system. j. The criteria for tenure and promotion are defined in sections 3.425 and 3.12 of the Miami University Policy and Information Manual and Section 4.4 of the College of Arts and Science Manual of Operations. C. STAFF PRACTICES 1. TEACHING LOAD ASSIGNMENTS a. Prior to the preparation of the department course schedule, the Chair requests faculty members to indicate preferred courses and meeting times. Staff members receive from the Chair or an individual designated by the Chair, a list of all preferences, in order to discuss the department course offerings at a staff meeting. The Chair prepares a final schedule and prior to submitting the final schedule to the registrar secures written acknowledgement from each faculty member concerning the individual’s schedule for the following year. 2. LEAVES OF ABSENCE a. The department considers faculty exchanges and short-term leaves of absence to be beneficial for both the individual and the department as a whole. A faculty member intending to apply for leave must follow the department’s established procedures outlined in Appendix B. b. Faculty members considering applying for leave are strongly urged to follow the rotation system established by the department in order to minimize hardship to the department and to facilitate planning by colleagues (see Appendix B). Normally, the department expects one or two faculty members to apply for leave each year, preferably for the spring semester. c. This rotation ranks all faculty members eligible for leave according to the date of their most recent leave, with the individual who most recently received leave ranked at the bottom of the list. Probationary tenure-track faculty members are placed in a position in the rotation that enables them to apply for leave prior to being considered for tenure, usually in the third or fourth year of their appointment. d. Each year the Chair provides the faculty with a plan showing the current order of rotation and the names of the individuals intending to apply for leave during the next three years in accordance with the rotation. 3. SUMMER SCHOOL STAFF SELECTION SYSTEM a. The chair determines which faculty members wish to receive a summer term assignment. If the staffing allocation given to the department by the Dean is half or less than half the number of faculty wanting a summer term assignment, all appointments will be half-time. Full-time positions will be available only after half-time positions have been offered to all eligible faculty members. b. Selection of staff from among those wishing to teach summer school is made on the basis of a rotation system. The rotation ranks all eligible faculty members according to the date of their most recent summer school appointment, with the individuals who most recently taught ranked at the bottom of the list. In case of a tie, the individual with the higher academic rank is placed in a higher position. Eligible faculty members who have never taught summer school at Miami are placed in the rotation by considering their most recent appointment to be the year hired by the department. Nontenure-track faculty members are placed below all continuing faculty members in the rotation. c. Faculty members, including those excluded from summer school appointments on the basis of the rotation system, may offer to teach a workshop or other course that is contingent on attracting a minimum number of registrants, as determined by the registrar. Faculty members who teach such a course will not lose their position in the department rotation system for the following summer. 4. ADVISING RESPONSIBILITIES a. The Chair appoints chief department advisers for the majors and minors administered by the department, including the Geography and Urban and Regional Planning majors, the Master’s degree programs, and the Geography, Urban and Regional Analysis, and Cartography minors. Other faculty members may be asked to advise students as well. All faculty members are expected to establish office hours each semester. 5. DEPARTMENTAL FUNDS a. Prior to the preparation of specific budget requests, the department chair solicits suggestions of needs from all staff members, secretaries, and student representatives. Based on this information, the chair proposes recommendations for discussion, revision, and approval at a staff meeting. The chair then forwards the departmental request to the Dean. b. The chair manages all departmental accounts except for those that are a consequence of external grants and contracts or awards from internal sources such as the Committee on Faculty Research and the Committee for the Improvement of Instruction. The chair regularly reports on the status of accounts at departmental meetings. c. Travel funds are of three kinds. Participation dollars are provided by the College according to a formula and are available to individuals who earn them. The per capita travel allocation to the department is managed by the chair in serving the best interests of the department as he/she perceives them. Special travel funds are available for international travel and other unusually costly trips. Faculty members should make known to the chair such needs well in advance of the planned trip so that special funding may be requested from the College and the Provost. D. GRIEVANCE PROCEDURES 1. FACULTY RETENTION, PROMOTION, AND TENURE DECISIONS a. Faculty members have the right to appeal unfavorable decisions made by the department Promotion and Tenure committees and to receive a written summary of comments from external reviewers. Individuals who have received unfavorable decisions have the right to meet with the committee; requests for a meeting should be made to the chair of the committee in writing within ten days of receipt of an unfavorable decision. Faculty members who wish to appeal unfavorable decisions further are referred to Section 3.7 of the Miami University Information Manual. b. A faculty member who has a grievance against the department or the Chair arising from decisions pertaining to retention, promotion, or tenure other than appeal of an unfavorable committee decision has the right to request a meeting with the appropriate committee at any time. 2. OTHER FACULTY AND STAFF GRIEVANCES a. A department faculty or staff member who has a grievance against the Chair or another member should review the grievance with the Chair. In the event that the complainant does not obtain satisfactory resolution of the grievance, the individual should inform the chair of the department Rights and Responsibilities Committee in writing outlining the nature of the grievance. The complainant may also request to appear before the committee. b. The Rights and Responsibilities Committee attempts to resolve the grievance, gathers information considered appropriate to determine the merits of the grievance, and reports on its findings to the Chair. The Chair will make every effort to resolve the grievance consistent with the findings of the committee. A complainant retains the right to seek consideration by the university Committee on Faculty Rights and Responsibilities or other authorized university officers or committees. 3. STUDENT GRIEVANCES a. A student who has a grievance against a faculty member, graduate teaching assistant, or staff member should first meet with the individual in order to resolve the grievance informally. A student who fails to receive a satisfactory resolution of the grievance should next file an appeal with the department’s Rights and Responsibilities Committee. A staff member may also refer a complaint against a student, such as a charge of academic dishonesty, to the committee. b. The department’s Rights and Responsibilities Committee conducts a full and timely review of the complaint, providing a fair hearing and an opportunity for both the student and staff member to be heard. The committee reports its findings and conclusions to the student, the concerned staff member, and the department chair. A complainant retains the right to seek consideration through the university Academic Grievance Procedure, as provided by the Student Handbook, the university Faculty Rights and Responsibilities Committee, or other appropriate college and university officials. c. All department records concerning students and staff, including grades, letters of recommendation, and evaluations, are regarded as confidential. E. THE CHAIR 1. SELECTION AND EVALUATION a. The Chair informs the Dean by September 15 of the last year of the term whether he or she wishes to serve another term. If the Chair does seek reappointment, all full-time continuing tenured and probationary faculty members, with the exception of the Chair, meet to review the appropriate procedure. The faculty select a chair pro tempore as coordinator of the review process. The Chair evaluation form is distributed to all faculty members and returned unsigned to the Dean. The evaluation form includes an opportunity for faculty members to indicate whether they wish the Chair to serve another term. The Dean provides the Chair and all faculty members with a summary of the responses. Individual responses are kept in the strictest confidence. b. If the incumbent Chair resigns, is unable to continue to serve, does not wish to serve another term, or is not reappointed, the Dean appoints a search committee. The committee includes at least three faculty members from the department and are selected to provide representation from the different ranks. The chair of the committee is selected from a cognate discipline. A graduate student is also selected to serve on the committee. c. The Dean informs the search committee whether the search is confined to the department’s current faculty members or is extended to include candidates from outside the university. In either case, the selection process must be undertaken in strict accordance with college and university affirmative action guidelines. Appendix A Department of Geography Salary Increment Policy The salary increment pool is divided into two groups: 75% of for meeting activity-specific expectations, divided into 40% for teaching, 40% for scholarship, and 20% for service, advising, and other teaching-related contributions. 25% for making overall contributions to the department at the chair’s discretion. 40% Teaching Up to 75% of teaching allocated equally to all faculty who meet expectations. 1. Teach a full course load (normally five courses per year) 2. Offer a mix of courses at introductory and other levels 3. Contribute courses that meet programmatic needs and priorities of the Department (and Program for joint appointees) 4. Achieve average course rating of 2.8 on Question 1 of the CAS standard teacher/course evaluation form, or equivalent (computed as mean of all course responses; expectation is not 2.8 on each course) At least 25% of teaching allocated by the chair to a handful of individuals who significantly exceed expectations. 1. Teach at least 300 students or more than five courses per year (or equivalent) 2. Achieve overall mean course rating of at least 3.5. 40% Scholarship 50% of scholarship funds allocated to all faculty who meet publishing expectation. Expectation is to publish one work per year as a book, chapter, refereed journal article, monograph or equivalent. Funds are allocated by dividing available funds by total number of department publications. For example, if $2,000 were available for distribution, and the department had 10 total publications, an individual who published 1 of the 10 publications would receive $200 and an individual who published 3 of the 10 would receive $600. 50% of scholarship funds allocated to all faculty who meet other scholarship expectation. Expectation is to do at least one other scholarly activity in a year (conference presentation, grant application, or equivalent). Funds are allocated by dividing available funds by total number of department scholarly activities. For example, if $2,000 were available for distribution, and the department had 50 total activities, an individual would receive $40 for each scholarly activity listed on Annual Report of Activities. 20% Service, Advising, and Other Teaching-Related Contributions Up to 75% of service allocated equally to all faculty who meet expectations. 1. Documented evidence of service that contributes to the department, university, community, or discipline. 2. At least ten incidences of service that contributes directly to the department’s undergraduate or graduate students, including but not limited to advising undergraduate or graduate students, supervising theses, serving on examination and thesis committees, “overload” guest lectures, and working with one-on-one with students in such areas as 491 papers, honors, honors prep, summer scholars, dean’s scholars, independent studies, and other similar time-consuming one-on-one academic work with individual students. Faculty who do not achieve expectations will have an allocation reduced proportionately to the actual level of service rather than reduced to 0. At least 25% of service allocated by the chair to individuals who significantly exceed expectations. 1. Available funds allocated proportionately to all faculty with more than ten incidences of direct contributions to the department’s undergraduate or graduate students, as described in #2 above. Notes 1. The Chair may not raise standards for minimum expectations or for exceeding expectations without first receiving approval of the faculty. 2. The Chair may lower standards for minimum expectations or for exceeding expectations if the faculty are informed of the action and given an explanation for the action. 3. Faculty with appointments part-time in geography and part-time in other departments or programs will have their entire teaching and service contributions counted, not only their contributions to the Geography Department. 4. An individual faculty member may request a deviation in minimum expectations; any deviation must be approved by the faculty and Chair. Additional notes for probationary faculty 1. For probationary faculty, the expectations for teaching and scholarship represent minimum standards for the Geography Department Promotion and Tenure Committee to seriously consider a favorable recommendation for tenure and promotion to Associate Professor. For service, the P&T Committee expects steady, constructive contributions to the Department, university, discipline, or community during the probationary period, but service should not interfere with teaching and scholarship during the probationary period. 2. In addition to meeting minimum standards for teaching, scholarship, and service, a probationary faculty member must also display collegiality in order to be considered for a favorable recommendation for tenure by the P&T Committee. Collegiality is not congeniality, but rather a quality manifested by behaviors such as willingness to perform work necessary to departmental operation, willingness to provide guidance and help to colleagues in their professional duties, respect for the ideas of others, and the conduct of one’s professional life without prejudice toward others. (Adapted from Department of English Governance) Adopted in Department of Geography Governance, November 30, 2001. APPENDIX B Assigned Leaves April 15, 1988 Both Assigned Research Appointments and Faculty Improvement Leaves affect departmental faculty, graduate students, and course offerings. These two types of leaves shall be treated as one and the same in the policies and procedures of the Department of Geography, and in these guidelines will be referred to as Assigned Leaves. The reader is reminded that there are different criteria for eligibility for each type of leave; these criteria can be referred to in the Miami University Policy and Information Manual. Assigned leaves are normally taken during the second semester of an academic year unless compelling reasons can be given for holding such an award during the first semester. The department will attempt to have a continuing three-year plan of assignments on record to facilitate curriculum planning. The department will attempt to have at least one faculty member on an Assigned Leave each year; ideally, the department would also have a second faculty member on leave in alternate years. To maximize leave opportunities, faculty members receiving an award will increase their course load by one course in the fall semester and all staff members will share in staffing needed courses and hours on a long-term rotational basis. Assigned Leaves will be solicited by the chair in an announcement to the faculty. Applications will be due to the department at least four weeks prior to that year’s University due date (usually December 1). The chair will appoint a committee of three members of the department to review proposals and make recommendations to the chair. The chair will review the recommendations submitted by the committee and will then present a recommendation to the faculty at a faculty meeting. Upon receiving the views of the faculty, the chair submits final recommendations, with appropriate documentation, to the Dean. Procedures: 1. An application for an Assigned Leave shall include minimally a description of the project to be undertaken, identification of the time period of the project, anticipated benefits to the applicant and department, and a discussion of issues relating to coverage of the applicant’s teaching and advising responsibilities. In addition, the application should note the number of years of service to Miami University and provide a listing of all previous assigned leaves. The application should be no more than five pages in length. A current c.v. should also be attached. 2. No one who has held an Assigned Leave appointment may qualify a second time unless he or she has applied since the date of the previous award for extramural funds in support of his/her research program. 3. New faculty shall be eligible for an ARA type Assigned Leave in their third year. 4. To minimize staffing problems, two members from an identified “cluster” (physical/environmental, regional/political, urban/economic) should not be on leave the same year. 5. Leave applications that are designed to further departmental programs will receive special consideration. 6. This policy does not pertain to the Hamilton and Middletown faculty whose leaves are approved and financed by the respective regional campus. Should this condition change, the Department will alter its leave policy appropriately. 7. An updated plan for leaves and a listing of the rotational sequence shall be considered at the final regularly scheduled faculty meeting each academic year with copies of the plan and rotational sequence included as a part of the minutes for that meeting. Criteria: Faculty qualify for consideration for an Assigned Leave on the basis of an established rotation (see below), subject to the modifications indicated in points 2 through 5 above. However, every applicant for a leave will have to satisfy the criteria listed below in his/her application. Applications will be reviewed by an appointed departmental committee. The criteria in descending order of importance are: 1) Significance of the application to the individual and the department. 2) Thoroughness of the application. 3) The potential of the applicant for meeting the objectives of the proposed project. APPENDIX C Department of Geography Summer School Staff Selection System 1. The priority listing system means that we have an automatic staffing selection process which over a few years will allow for equal summer teaching opportunities. 2. If the number of teaching positions is half or less than half the number of faculty wanting a summer term assignment, all appointments will be half-tune (that is, a three or four hour course). 3. The system is: a. A staffing allocation is given the department by the Dean’s office. b. Selection progresses down the list until all spots are filled for half-time positions. Each staff member obviously may say yes or no for the upcoming summer. A no will give that person a higher place on the list in the succeeding summer. A yes means that the person’s name is dropped to the bottom of the list at the time the appointment is accepted. c. Full-time openings, that is the assignment of a second half-time position to a staff member, will be accomplished in the same manner as for the half-time slots. 4. The list, as of the summer of 1991, is: Robert S. Bacon James M. Rubenstein Cyrus W. Young Richard V. Smith* William H. Renwick Bruce W. Meier Howell C. Lloyd* Kim V.L. England John C. Klink Jerry E. Green* Stanley W. Toops* *indicates those who taught during the summer of 1991. 5. New staff (either a staff addition or a replacement) will be added to the list after the selection of staff for an upcoming summer. That is, the new staff member’s name will enter the list just below those who did not teach that summer and just ahead of those who did have an appointment. Thus, if Professor XXX (at any rank) is hired with a contract starting date of August, 1991, that individual would be listed after John Klink on the 1991 list.