DIXIE STATE COLLEGE OF UTAH

POLICIES AND PROCEDURES MANUAL


Section: 3-Faculty

Policy No: 28

Approved: 10/27/95
Revised: 03/21/11

Policy: ACADEMIC STRUCTURE

3-28 ACADEMIC STRUCTURE

  1. According to Policy R220, the Utah State board of Regents retains the right to approve the establishment of any administrative unit such as a school, division, institute, or department. Before submission to the Board of Regents, the establishment of an administrative unit shall have the approval of the Dixie State College of Utah Board of Trustees and DSC College Council.

  2. Dixie State College of Utah has the following hierarchical academic structure reporting to the Vice President of Academic Services:

    1. Academic Schools: Schools are organizational units comprised of divisions, departments, and/or programs. Schools are administered by Deans, who report to the Vice President of Academic Services.

    2. Academic Divisions: Divisions are comprised of two or more academic departments and/or degree or certificate awarding programs. Divisions are administered by Associate or Assistant Deans. Associate and/or Assistant Deans share the supervision of a Division with the Dean of the School in which the Division is housed.

    3. Academic Departments: Departments are academic units comprised of related curricula, the faculty employed to teach those subjects, and other associated staff personnel. Departments are administered by Department Chairs, who report to the Associate/Assistant Dean of the Division in which the department is organizationally housed (as applicable), and the Dean of the School in which the department resides.

    4. Academic Programs: Programs are discipline or curriculum oriented academic units within departments, which may be administered by a director or coordinator; and/or degree or certificate awarding academic units outside of an academic department administered by a director or coordinator. Directors and coordinators report to a Department Chair, Associate/Assistant Dean, and/or Dean.

    5. Faculty: See DSC Policy Faculty Categories (Policy 3-3).

  3. Deans

    1. Deans are appointed by the President in consultation with the Vice President of Academic Services, and the appointment must be ratified by the Board of Trustees.

    2. Deans are full-time administrators who do not hold tenure in that position. Deans may be provided associate or assistant deans in various function areas as merited by program magnitude and scope.

    3. Deans are evaluated according to the Faculty and Academic Administrator Evaluation policy.

    4. A DSC faculty member with rank and tenure in a DSC academic department who accepts appointment as a dean retains rank and tenure during his/her appointment as dean, but no tenure is given for dean positions.

  4. Selection of Deans

    1. When a vacancy in an existing dean position occurs or when the Vice President of Academic Services determines there is a need to create a new dean position, the Vice President of Academic Services will consult with the involved academic units and faculty regarding the proposed position and any reorganization.

    2. Proposed dean positions will receive approval from College Council before being opened for hiring or appointment.

    3. If a Search Committee for a dean position is constituted, it shall consist of the following:

      1. One faculty representative elected by the full-time faculty from each academic department within the School.

        1. If the School is comprised of one or two academic departments, two faculty representatives may be elected from each department.

        2. If program(s) exist independent of departments within the school, the program(s) shall have the same representation as departments.

      2. One administrative representative from outside the School appointed by the Vice President of Academic Services.

      3. One faculty member from outside the School selected by the Vice President of Academic Services.

      4. The Search Committee shall elect a chair from within its members.

      5. All members of the search committee will have voting rights, including the chair.

    4. When appropriate, additional faculty, non-faculty and/or non-College employees may be invited to participate in the search process and serve as members of the Search Committee, with the approval of the Vice President of Academic Services and/or Human Resources.

    5. The voting members of each Search Committee will include both genders and should include a diversity representative whenever possible.

    6. The Search Committee shall follow College procedures for evaluating, screening, and interviewing candidates. The Committee will normally recommend two (2) candidates to the President and Vice-President of Academic Services for approval.

  5. Responsibilities of Deans

    1. Deans are responsible for all activities within the School, including, but not limited to:

      1. Supervise and manage all matters related to School faculty and staff personnel. Provide for and monitor evaluations of School faculty and staff according to College policy.

      2. Supervise and manage all matters related to School budgets and finance.

      3. Provide leadership and maintain quality in academic programs in the School, including working with departments on program proposals and program reviews.

      4. Supervise, advise, and counsel School Associate Deans, Assistant Deans, Department Chairs, Program Directors/Coordinators who report directly to the Dean on all matters pertaining to their responsibilities.

      5. Provide leadership and coordination of instructional, service, and research activities of the School.

      6. Approve hiring of adjunct faculty in academic areas in the School.

      7. Arrange for adequate and suitable faculty office, classroom, and laboratory space for College personnel and activities.

      8. Represent the School on the Dean’s Council, and other internal and external administrative committees.

      9. Approve candidates for graduation from the School.

      10. Other duties as assigned by the Vice President of Academic Services.

  6. Associate and Assistant Deans

    1. Associate and/or Assistant Deans share the supervision of a Division with the Dean of the School in which the Division is housed. Associate and Assistant Deans are assigned to the position by the Vice President of Academic Services, in consultation with the Dean of the School and Division faculty.

    2. Associate and Assistant Dean positions are assignments, not appointments, with up to 11-month contracts, compensated according to the Workload Policy and Workload Model. Associate and Assistant Deans are usually selected from the Chairs of Division Departments. Associate and Assistant Deans are part-time administrators who retain faculty tenure as awarded but do not receive tenure as administrators.

    3. Associate and Assistant Deans are assigned for three (3) year terms, and the reassignment may be renewed for a second three (3) year term after evaluation as outlined in the Faculty and Academic Administrator Evaluation policy and consultation with Division faculty.

    4. Associate and Assistant Deans are additional assignments, not positions. A faculty member with a position, rank, and tenure in a DSC academic department who accepts assignment as an Associate or Assistant Dean retains that position and status during his/her assignment as Associate or Assistant Dean. A faculty member who is tenure-track in a DSC academic department and who accepts assignment as an Associate or Assistant Dean continues on the tenure-track during his/her assignment as Associate or Assistant Dean. No tenure is given for Associate or Assistant Dean assignments.

  7. Selection of Associate and Assistant Deans

    1. When a vacancy in an Associate or Assistant Dean position occurs or when the Vice President of Academic Services, in consultation with the Dean of the School, determines there is a need to create a new associate or assistant dean position, the Vice President of Academics will consult with the faculty in the academic units involved.

    2. At the direction of the Vice President of Academic Services, the Dean of the School shall present the name of the individual being considered for an associate or Assistant Dean position for ratification by the full-time, regular tenured and tenure-trackfaculty of the Division. The faculty of the Division shall have the right to vote “yea” or “nay” on the proposed Associate or Assistant Dean nominee.

    3. If the proposed Associate or Assistant Dean does not receive a simple majority (more than 50%) of the votes of the full-time, regular tenured and tenure-track faculty of the Division, the Dean shall meet with the full-time, regular tenured and tenure-track faculty of the Division, individually or in group(s), to discuss the unacceptability of the proposed Associate or Assistant Dean and try to reach consensus.

    4. The Dean will then decide whether to propose another nominee for Associate or Assistant Dean or assign the individual who had been voted upon.

  8. Duties and Responsibilities of Associate and Assistant Deans.

    1. In conjunction with the Dean of the School in which a specific Division resides, Associate and Assistant Deans have the following responsibilities, along with already existing responsibilities as a Department Chair and/or faculty member as applicable:

      1. Provide first-line of supervision for Department Chairs and Directors/Coordinators of programs not housed within departments.

      2. Provide support to Department Chairs in personnel, grievance, and complaint issues.

      3. Work with Department Chairs to produce curriculum proposals, program proposals, and program reviews.

      4. Perform supervisor evaluations in coordination with the Dean of the School.

      5. Provide recommendations regarding retention, promotion, and tenure for division faculty.

      6. Oversee mentoring of probationary faculty.

      7. Represent the Division on Academic Council.

      8. Assist the Dean in other areas as requested.

  9. Resignation or Removal of Associate and Assistant Deans.

    1. Associate and Assistant Deans who plan not to seek renewal of their assignment or who wish to resign before the end of their current term of assignment should notify the relevant Dean and the Vice President of Academic Services in writing no later than January 1 of the year in which they want their assignment to end (typically on June 30).

    2. To seek removal of an Associate or Assistant Dean from an assignment, two-thirds of the full-time, regular tenured or tenure-track faculty from that Division must sign a petition to that effect. The petition should be delivered to the relevant Dean and the Vice President of Academic Services.

      1. The Dean and the Vice President of Academic Services shall deliberate and may either accept the petition and remove the Associate or Assistant Dean from the assignment or reject the petition and retain the Associate or Assistant Dean in the assignment.

      2. The resignation or removal from the assignment as an Associate or Assistant Dean shall have no bearing or impact on future retention, rank, or tenure deliberations or decisions made by Division, School, or College Retention, Promotion, and Tenure Committees.

    3. Administrative Removal: The Vice President of Academic Services, in consultation with the relevant Dean, may remove an individual from his/her Associate or Assistant Dean assignment based on annual evaluation or for other reasons that make continuation of the Associate or Assistant Dean in that administrative capacity detrimental to the Division or the College.

  10. Department Chairs.

    1. Department chairs have part-time administrative assignments and are compensated according to the Workload Policy (Policy 3-10) and Workload Model. Chairs are selected by the faculty of the department in conjunction with College administrators.

    2. Department Chairs are additional assignments, not positions. A faculty member with a position, rank, and tenure in a DSC academic department who accepts assignment as a Department Chair retains faculty status and rank during his/her assignment as chair, but no tenure is given for the position of Chair. Typically, Department Chairs are tenured faculty members. If a tenure-track faculty member in a DSC academic department accepts assignment as a Department Chair, s/he continues on the tenure-track during his/her assignment as Department Chair. No tenure is given for Department Chair assignments.

    3. Department Chairs are assigned for terms of not more than three (3) years, and may be renewed for a second term of three (3) years after evaluation as outlined in the Faculty and Academic Administrator Evaluation policy. Very rarely will Department Chairs be assigned to more than two (2) concurrent terms.

    4. Coordinators and Directors of programs which issue degrees and/or certificates should be selected in the same method as Department Chairs and will fulfill the duties of a Department Chair, but the selection and duties will reflect any additional criteria required for program management and applicable specialized accreditations.

  11. Selection of Department Chairs.

    1. For this portion of the policy, Dean shall refer to the academic administrator assigned first level supervision of the department. This will typically be a Dean, Assistant Dean, or Associate Dean. If an Associate Dean or Assistant Dean is the administrator charged with handling the selection of a Chair, this policy assumes that the Associate or Assistant Dean will confer with the Dean, just as the Dean will confer with the Vice President of Academic Services.

    2. Prior to March 1 in the year a Department Chair is to be selected, the Dean of the School in which the Department is organizationally housed shall privately survey all the full-time, regular tenured and tenure-track faculty in the department to determine which members would be willing to serve as chair.

      1. If no full-time, regular tenured or tenure-track faculty member in the department is willing to serve as Department Chair, the Dean of the School and the Vice President of Academic Services may reorganize or combine departments.

      2. If reorganization is not appropriate, the Dean of the School and the Vice President of Academic Services may, at their discretion, conduct a hiring search for an individual to serve as Department Chair. In this case, the faculty approval procedures listed below are not mandated, but the term limits listed above will apply.

    3. The Dean shall, in consultation with the Vice President of Academic Services, select a slate of candidates from those full-time, regular tenured and tenure-track department faculty willing to serve as Department Chair. If only one candidate is proposed, an election shall still take place.

    4. Prior to April 1 in the year a Department Chair will be selected, the Dean shall conduct a secret ballot vote of the full-time, regular tenured and tenure-track department faculty on the slate of candidates.

      1. The candidate receiving the highest number of votes from the full-time, regular tenured and tenure-track department faculty and at least a simple majority of those votes will be assigned as Department Chair. If no candidate receives a simple majority, a second vote between the two candidates receiving the highest number of votes shall be taken.

      2. If a sole candidate does not receive a simple majority of votes, the Dean shall meet with the full-time, regular tenured and tenure-track department faculty, individually or in group(s), to discuss the unacceptability of the proposed Department Chair and attempt to reach consensus.

      3. The Dean and the Vice President of Academic Services will then decide whether to propose another candidate for Department Chair or assign the individual who had previously been voted on.

  12. Responsibilities and Duties of Department Chairs.

    1. Teaching: Department Chairs have teaching assignments and should dedicate themselves to that primary function of their work with the same attention they had when teaching full-time, proportional to the teaching assignment.

    2. Planning: Working with department faculty, coordinate planning and enhance the academic activities of the Department, enjoining all department faculty to be involved in planning for such things as budget expenditures, curriculum growth and change, staffing, new programs, facilities, assessment, etc.

    3. Oversee Curriculum: Approve and submit all curriculum changes to the Curriculum Committee. Represent the Department on Curriculum Committee. Represent the Department, or designate a representative, at statewide “Majors Meetings” and other functions. Oversee annual curriculum assessment activities and analysis of the collected information.

    4. Scheduling and Management: In conjunction with the Dean and/or Associate/Assistant Deans, schedule and staff courses and sections, and ensure appropriate workload for faculty. Oversee departmental budget by allocating resources and ensuring a balanced budget. Approve all purchases and expenditures. Submit and defend annual budget requests.

    5. Supervision and Evaluation: In conjunction with the Dean and/or Associate/Assistant Deans, hire adjunct instructors with appropriate qualifications, chair hiring committees for faculty and staff employees, mentor probationary and auxiliary faculty, evaluate staff, facilitate student evaluations of instruction, participate in supervisor evaluations of faculty and staff, ensuring appropriate application of relevant College policies.

    6. Conflict Mediation and/or Resolution: First line of arbitration for disputes between faculty and students, faculty members, and faculty and administration. Ensure appropriate application of College employment policies and the Student Rights and Responsibilities Code.

    7. Generate Program Proposals and Reviews: Prepare new program proposals for submission to Curriculum Committee, assess program effectiveness through Program Reviews that meet the requirements in a timely manner.

    8. Serve as the Contact Person: Be available to students, other campus personnel and departments, and outside entities to provide authorizations, answers, information, and representation.

  13. Resignation or Removal of Department Chair.

    1. Department Chairs who plan not to seek renewal of their assignment or who wish to resign before the end of their current term of assignment should inform the relevant Dean and the Vice President of Academic Services in writing no later than January 1 of the year in which they want their assignment to end (typically on June 30).

    2. To seek removal of a Department Chair from an assignment, two-thirds of the full-time, regular tenured and tenure-track faculty must sign a petition to that effect. The petition should be delivered to the relevant Dean and the Vice President of Academic Services.

      1. The Dean and the Vice President of Academic Services shall deliberate and may either accept the petition and remove a Department Chair from the assignment or reject the petition and retain the Department Chair in the assignment.

      2. The resignation or removal from a Department Chair assignment shall have no bearing or impact on future retention, rank, or tenure deliberations or decisions made by Division, School, or College Retention, Promotion, and Tenure Committees.

    3. Administrative Removal: The Vice President of Academic Services, in consultation with the relevant Dean, may remove an individual from his/her Department Chair assignment based on annual evaluation or for other reasons that make continuation of the Department Chair in that administrative capacity detrimental to the department or the College.

    4. If a Department Chair resigns or is removed during his/her term, an Interim Department Chair shall be appointed by the Dean and the Vice President of Academic Services. At a maximum, the Interim Department Chair shall serve until the next June 30, with a vote for Department Chair proceeding as outlined above.

  14. Programs

    1. Discipline or curriculum oriented programs within departments exist in various formats: some offer degrees and certificates, others function more like teams. Program directors and coordinators may or may not be compensated for their administrative efforts according to the Workload Policy (3-10) and Workload Model, or by the Dean who has a specific amount of reassigned time to use in these circumstances. Usually, these directors and coordinators are assigned by the Department Chair, Associate or Assistant Dean, or Dean. In all cases, these groups of faculty and curriculum are under the aegis of a Dean, who is ultimately responsible for the administrative duties and performance of such programs, and also under an Associate or Assistant Dean and Department Chair as those positions exist.