DEPARTMENTAL GOVERNANCE PROCEDURES
DEPARTMENT OF CHEMISTRY
VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY
October 26, 1995
The Department of Chemistry occupies a central position in the instructional, research, and outreach missions of the College of Arts and Sciences. Our courses provide the chemical foundation of science and engineering curricula of all colleges in the University. These courses broaden the students' understanding of the structure and properties of matter. Our undergraduate and graduate degree programs prepare students for careers in chemistry and related disciplines. Our faculty's research and scholarship generate and disseminate knowledge to the Commonwealth, our nation, and the world. Through outreach programs, the Department frequently shares this knowledge with practicing professionals and with primary and secondary school children.
To achieve our mission, the Department will continue to pursue multi-disciplinary research within the University, to innovate in the instruction of students, to forge partnerships with industry and government, and to establish a program in the chemical sciences of the highest rank.
B. College and University Policy
The procedures and policies outlined herein are intended to supplement the College of Arts and Sciences "Procedural Guidelines for Departmental Governance," August 1992 version. The policies described herein are not intended to conflict in any way with University or College Policies. The chemistry faculty has chosen the word "Chair" to designate what the college document refers to as "Head."
For the purpose of a) electing the Chair of the Department and b) electing members of the Executive and Personnel Committees, all balloting shall be conducted in secret as follows: Ballots shall be distributed to eligible faculty members and the deadline for returning the ballots shall be clearly stated (at least one week's notice). Faculty members shall return the ballot in two envelopes. The outer envelope shall contain the name and signature of the faculty member, and it shall be the responsibility of the individual(s) conducting the election to ensure that all those submitting ballots are eligible. The inner envelope should contain the ballot and shall not be signed. Subsequent to the deadline for submitting ballots, the outer envelopes shall be opened and discarded. Afterward, the inner envelopes from all eligible voters shall be opened and the ballots shall be counted. Ballots from ineligible voters shall be discarded.
It is assumed that any faculty member serving in an administrative or evaluative capacity, or as a member of a Departmental committee will not violate confidentiality with regard to sensitive topics including, but not limited to, promotion and tenure, annual faculty and staff evaluations, etc. Breaches of confidentiality shall be treated as a breach of professional ethics. It shall be the responsibility of the Department Chair to take appropriate action in the such cases, i.e., by discussing the matter with the offending individual in minor cases or other appropriate administrative actions in accord with the policies outlined in the "Faculty Handbook."
A. Qualifications and Term Limits
Before March 1 - Executive Committee meets to decide whether or not to recommend an external search for Department Chair
Before March 11 - Elections Committee shall be appointed
March 11 - Elections Committee shall solicit nominations in writing from faculty and staff
March 25 - Closing date for nominations (two weeks after solicitation)
April 1 - Preliminary ballot distributed and due back in one week
April 15 - Final ballot distributed and due back in one week
By April 22 - Elections Committee shall inform faculty and Dean of the results
The Department Chair shall assume all the administrative responsibilities outlined in the College of Arts and Sciences "Procedural Guidelines for Departmental Governance" (August 1992) for the position of Department Head. These duties and responsibilities include:
It is fully expected that the Department Chair will remain active in all three components of the University's mission: teaching, research, and service. In order to minimize disruption to the chair's research program and to compensate for the added service load, the following amenities shall be provided to the Chair:
In the event that the Chair resigns or is deemed unable to fulfill his/her duties by unanimous vote of the Executive Committee (excluding the Department Chair), the Executive Committee shall notify the Dean, explaining the circumstances, and request that the Chair-Elect be appointed to the position of Chair immediately to serve the balance of the current Chair's term and his/her own full elected term. If there is no Chair-Elect, the Executive Committee shall request that the Chair of the Executive Committee be appointed to the position of Interim Department Chair for the remainder of the term of office, and the election procedures outlined above (Section II. B.) shall subsequently be followed (see also below).
Three full professors; two associate professors; one assistant professor, all elected by the tenured and tenure-track faculty at large, and the Department Chair. The Department Chair-Elect will serve as a non-voting member, unless he/she was elected to the Executive Committee previously and his/her term had not expired; in the latter case he/she shall retain voting rights.
At the start of each year (in July), the committee shall elect a "Chair of the Executive Committee" from among the three full professors. The Chair of the Executive Committee shall call and moderate meetings of the Executive Committee, and designate a member of the Executive Committee to serve as his/her deputy during periods of absence.
During periods when there is no Chair-Elect, the Chair of the Executive Committee is next in the order of succession if the Department Chair is unable to execute his/her duties (Note: The Department Chair may not be Chair of the Executive Committee.)
Full professors: three years; associate professors: two years; assistant professors: one year. Terms shall begin on July 1 and end on June 30 of the appropriate year. One individual at each academic rank shall be elected every year. No individual may serve for more than two consecutive terms.
Each division (analytical, inorganic, organic, and physical) shall nominate one individual at each academic rank. (Nominees shall not necessarily have to be members of the nominating division). The names of all nominees shall be placed on a preliminary ballot; the names of the two individuals receiving the most votes at each academic rank shall be placed on the final ballot. (Faculty shall be given at least one week's notice prior to the deadline to submit ballots). Election to the Executive Committee shall be accomplished by simple majority vote of the tenured and tenure-track faculty (final ballot). The Chair shall be responsible for coordinating the election of the Executive Committee. This task may be delegated to other responsible individuals (faculty or staff) provided that these individuals are neither members of nor candidates for the Executive Committee. Nominations and elections shall be conducted before the end of the each academic year so that the Committee can be constituted on July 1; these processes shall coincide with the nomination and election of the Personnel Committee. In years when the term of the Department Chair expires, the process of selecting the Executive Committee shall begin after the results of the election of a Chair are announced. A suggested schedule is outlined below. In the event that April 29 falls on a weekend, the process shall begin on the preceding Friday:
April 29 - Divisions shall submit Executive Committee nominations to Chair
May 6 - Preliminary Ballots shall be distributed and are due back in a week
May 20 - Final ballots shall be distributed and are due back in a week
In the event that a member of the Executive Committee is unable to complete his/her term or in the event that the Chair of the Executive Committee assumes the duties of Department Chair, a special election shall be called by the Department Chair in accordance with the procedures outlined above, and the elected individual should be seated as soon as possible. In the event that this is necessitated by the Executive Committee Chair assuming the Departmental Chairmanship, a new Chair of the Executive Committee shall be chosen at its first meeting following the election.
The Executive Committee shall meet on a monthly basis. Additional meetings shall be called by the Chair of the Executive Committee at the request of either the Department Chair or of at least two Executive Committee members. The meetings shall be open to the tenured and tenure-track faculty. However, at its discretion, the committee may meet in closed session in order to discuss sensitive issues (e.g., personnel matters). Summer meetings provide a good opportunity for creative long-term planning which could be presented to and discussed with the full faculty at a fall retreat.
E. Responsibilities/Procedures
F. Mechanisms for Faculty Input
Individual faculty members may ask to address the Executive Committee or request items to be added to the agenda. This shall be accomplished via a petition which contains the signature of at least three faculty members submitted to the Chair of the Executive Committee.
Two years beginning on July 1 and ending June 30.
Each division shall nominate two of its full professors in the second year of the term of its representative and one associate professor (who may or may not be a member of the division) for the at-large position. These nominations shall be placed on a ballot and distributed to the tenured and tenure-track faculty. Election to the committee shall require a simple majority of votes cast. (A run-off election may be needed for the at-large associate professor position.) The timing of the Personnel Committee election shall coincide with that of the Executive Committee (i.e., the Personnel Committee ballot shall be distributed with the final ballot for the Executive Committee).
V. CHIEF ADMINISTRATIVE OFFICER
A. Qualifications, Selection, and Evaluation
Annually, the Chair shall solicit budget requests from all operational units (e.g., shops, stockroom, committees, instructional labs, etc.) Special requests may also be submitted (by individuals or groups) if the request does not fall within the purview of any existing unit. Any budget request shall include both a justification and a report of the previous year's expenditures, if any. In consultation with the Chair, the Chief Administrative Officer shall prepare a preliminary budget for the next academic year. The preliminary budget shall be submitted to the Executive Committee for approval. During the Executive Committee's consideration of the budget, it shall have at least one open meeting at which the general faculty may ask questions and provide advice. Approval of the budget shall require a majority vote of the Executive Committee. If the budget is not approved in its original form, after consultation/negotiation with the Executive Committee, the Chair shall prepare a revised budget and the above procedure shall be repeated until approval is gained from the Executive Committee.
The Chief Administrative Officer shall prepare a detailed, written year-end financial report, identifying all Departmental sources of revenue and expenditures (Education Foundation account and all the state & overhead accounts). This report is to be distributed to the faculty by August 15.
A. Actions Requiring a Faculty Vote (Tenured and Tenure-Track)
All faculty (including non-tenure-track, adjunct, visiting, etc.) are encouraged to participate in the affairs of the Department including committee membership and attending faculty meetings.
VIII. DIRECTORS OF GRADUATE AND UNDERGRADUATE EDUCATION
IX. STANDING COMMITTEES
All committees shall keep minutes of all meetings and provide year-end reports which shall be made available to the faculty in a timely manner. In its year-end report each committee shall recommend faculty members to serve in the next academic year.
A. Graduate Education Committee
1. Composition
a) Chair - Director of Graduate Education.
b) Representatives from analytical, inorganic, organic, and physical divisions. Membership shall include at least one member from each division.
2. Duties
a) Advise and evaluate graduate students.
b) Monitor graduate program.
c) Prepare proposals to enhance the instructional effort (instrumental, faculty release time for course development, etc.)
B. Graduate Recruiting Committee
1. Composition
a) Chair - Director of Graduate Education.
b) Membership shall include at least one member from each division.
2. Duties
All aspects of graduate student recruiting: Advertising, campus visits, evaluation of applications, etc.
C. Undergraduate Education Committee
1. Composition
a) Chair - Director of Undergraduate Education.
b) Representatives - One member from each division and the Director of General Chemistry.
2. Duties
a) Monitor undergraduate curriculum.
b) Ensure that ACS standards are met.
c) Develop and implement new instructional technologies.
d) Prepare proposals to enhance the instructional effort (instrumental, faculty release time for course development, etc.)
e) Recruit, retain and evaluate undergraduate students.
f) Advise undergraduate students.
g) Recognize (via awards and scholarships) outstanding undergraduate students.
D. Ad Hoc Committees (Appointed by Executive Committee for one year)
X. DIRECTOR OF GENERAL CHEMISTRY
The following list of terms and definitions is not a formal part of the governance document, but is intended to clarify and amplify the document for the interested reader.
Department Chair: The Department Chair is a full professor serving a three-year term. The Chair is appointed by the Dean following a Departmental election.
Director of General Chemistry: An individual nominated by the Department Chair and approved by the Executive Committee charged with the administrative responsibility of the General Chemistry program.
Director of Graduate Education: An individual nominated by the Department Chair and approved by the Executive Committee charged with the responsibility of coordinating the graduate program (admissions, recruiting and evaluation of students, curriculum, etc.)
Director of Undergraduate Education: An individual nominated by the Department Chair and approved by the Executive Committee charged with the responsibility of coordinating the undergraduate program (admissions, recruiting and evaluation of students, curriculum, etc.)
Division. A division is a departmental sub-unit comprised of individuals with a common interest in a chemical sub-discipline. The duties and responsibilities of divisions are described in this document. The four divisions of the Chemistry Department are Analytical, Inorganic, Organic and Physical.
Executive Committee: A seven-member committee that serves as the primary governance vehicle for the Department. The voting members of this committee are all elected by the faculty at large to serve as specified in this document.
Chief Administrative Officer. This individual is nominated by the Executive Committee and appointed by a 2/3 majority vote of the faculty. The Chief Administrative Officer is responsible for the execution of all budgetary, personnel, safety and other business transactions in accordance with instructions provided by the Department Chair.
Personnel Committee: A seven-member committee composed of four full professors, two associate professors, and the Department Chair. The committee is charged with the responsibility of evaluating candidates for promotion and tenure (according to the procedures outlined herein) and for the annual evaluation of all faculty members.
Research Center: An organized group of faculty members with a common interest in a particular area of research. The individual centers have a director and office staff which is funded primarily from outside sources. The research in centers is often multi-disciplinary, involving faculty members form other departments and colleges. Presently, faculty members in the Chemistry Department are involved with three centers: The NSF Science and Technology Center on High Performance Polymeric Adhesives and Composites, the Center for Adhesive and Sealant Science, and the Harvey W. Peters Center.
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