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GOVERNANCE OF THE Powered By Docstoc
					                     GOVERNANCE OF THE


                      MIAMI UNIVERSITY

Approved by the Faculty of the Department of Geography on September 6, 1991
                           GOVERNANCE OF THE

                      DEPARTMENT OF GEOGRAPHY



    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.


    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


    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.


  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.



    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


  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.


  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


  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.



  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.


  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.



     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.


     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


  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.


  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.


  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.


  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


    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




    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.


  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



  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.



     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
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
     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
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.

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.

   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.

    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

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.