DEPARTMENT CHAIRMANUALCOLLEGE OF ARTS AND SCIENCES
August 2013
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Table of Contents
DEPARTMENT CHAIR MANUAL COLLEGE OF ARTS AND SCIENCES
SECTION I: THE UNIVERSITY AT ALBANY
CAMPUS FACTS & INFORMATION
History
Facts and Stats
Curriculum
University Schools and Colleges
International Programs
Internships
University Libraries
OFFICE OF THE PRESIDENT
DIVISION OF ACADEMIC AFFAIRS
DIVISION OF FINANCE AND BUSINESS
DIVISION FOR RESEARCH
DIVISION OF UNIVERSITY DEVELOPMENT
DIVISION OF STUDENT SUCCESS
SECTION II: THE COLLEGE OF ARTS AND SCIENCES
OVERVIEW
Mission
The College Office
College Office Professional Staff
Dean
Associate Deans
Assistant Dean/Academics
Assistant Dean/Budget & Personnel
Assistant Dean/Facilities
Assistant Dean/Planning and Tenure/Promotion
Assistant to the Dean
Development Officers
The Administrative Calendar
The College Website
Faculty Council
CAS TEACHING TEMPLATE
Purpose
Description
Faculty Teaching, Service, and Research Responsibilities
(1989 “O’Leary Memo”)
The Framework
Administration
Course Coverage / Replacement
Faculty Teaching Spreadsheet
Scholarly Activity
Graduate Activity
Buyout
Sabbatical
Other
Partline Teaching Spreadsheet
Faculty Activity Reports
Faculty Teaching Evaluations
CAS COMPUTING SERVICES
New Faculty and Staff
Faculty & Staff System Setup
Opportunities for Used Computers
Supported Software
Hardware
CAS Network Resources
Prioritizing the Work Queue
Additional Services
CAS Computing Policies
CAS TECHNICAL SERVICES
CENTERS AND PROGRAMS
Center for Autism and RelatedDisabilities
Center for Jewish Studies
Center for Latino, Latin American, and Caribbean Studies (CELAC)
Center for the Elimination of Minority Health Disparities
Institute for Research on Women
Institute of Cypriot Studies
Lewis Mumford Center
Institute for Mesoamerican Studies
Journalism Program
Liberal Studies
Linguistics and Cognitive Science
Medieval and Renaissance Studies Program
Performing Arts Center
Psychological Services Center
Career Services Unit
Religious Studies Program
University in the High School Program
Writing Center
The RNA Institute
SECTION III: DEPARTMENT CHAIR PERFORMANCE PROGRAM
Overview
General Departmental Administration and Leadership
Academic Administration
Personnel Administration
Faculty Recruitment
Research Related Responsibilities
Financial Management
Facilities Management
Development/Fund-Raising Activities
Summer Session Administration
Miscellaneous
Supervisory Relationships
Evaluative Criteria
Council of Chairs Meetings
Summer Administration
Departmental Bylaws
Program Review and Assessment
SECTION IV: POLICIES AND PROCEDURES
STUDENT ACADEMIC GRIEVANCE PROCEDURES (CAS)
Step 1: The Department Level
Step 2: The College Level
Step 3: The University Level
PENALTIES AND PROCEDURES FOR VIOLATIONS OF ACADEMIC INTEGRITY (CAS)
Penalties and Procedures for Violations of Academic Integrity
Plagiarism
Cheating on Examinations
Multiple Submission
Forgery
Sabotage
Unauthorized Collaboration
Falsification
Bribery
Theft, Damage, or Misuse of Library or Computer Resources
Guidelines on the Release of Student Information
Notification of Rights under FERPA
Release of Student Information by the Registrar
Official Notifications to Students
SCHEDULING CLASSES
Distribution through the week
Sample Syllabus
Information Required on all General Education Syllabi
Undergraduate Syllabus Requirements (University Policy)
Graduate Syllabus Requirements (CAS Policy)
Final Exams
Dealing with Disruptive Behaviors in the Classroom
Faculty Eligibility to Teach Graduate Courses
ENROLLMENT AND MANAGEMENT PRINCIPLES AND PROCEDURES
Departmental Capacity
BUDGET
State Funds
Personal Services Regular (PSR)
Temporary Services
Other than Personal Services (OTPS)
Income Fund Reimbursable (IFR)
Research Foundation
University at Albany Foundation
Important Deadlines
Signatories
Temporary Service Budget
Supplies and Expense (S&E)
Recharges
Telephone and Data Services
Mail Services
Printing (Rapid Copy)
Travel
Relocation Expenses
Equipment
Prompt Payment
All Funds Procedures
Cost and Charging Analyses
Purchasing
Bookstore
Contracts and Licensed Agreements
Start Up Fund Procedures
Internal Control
HUMAN RESOURCES MANAGEMENT
Personnel Transactions-State, IFR & Research
Personal Service Regular (PSR)
Classified Employees
Student Assistants
Honoraria Procedures for Non-State Employees
Important Notes
The HRM Website
Faculty Recruitment and Selection
I-9 Process
Evaluation for Term Renewals
IAS (Peoplesoft) Procedures
PROMOTION AND CONTINUING APPOINTMENT
Procedures from Appointment to Tenure
Variations in normal time line to tenure
Illustrated schedulefrom appointment to tenure
Other Categories of Appointment
3-2-2 Policy on Term Renewals
Guidelines for Jointly Budget Appointments
Personnel Matters
Infrastructure
Service
Teaching
Research and Scholarship
Merit
Mentoring
Professional Leave Regulations
Extended Absences
Part-Time Faculty
PSR (Personal Service Regular) faculty
Recruitment
Appointments
Renewals
Summer Benefits
Evaluation
Professional Development
Sabbaticals and Leaves
University Policy Statement on Sabbatical Leaves
Policy on Faculty Requests for Research Leaves with Pay
Sick/Medical Leaves
Discretionary Salary Increases
Adjunct Faculty
Extra Service Compensation
Extra Service with Another State Agency
Professional Employees
Performance Programs
Evaluation for Term Renewal
Permanent Appointment
Development of Professional Employees
Discretionary Salary Increases
Classified Employees
Supervisor’s Checklist for New Employees
Preparing to Receive the New Employee
Preparing New Employees for their Responsibilities
Regulations and Procedures
New Employees and their Co-Workers
The New Employee’s Work Site
Overtime Work and Pay—ClassifiedStaff
Performance Program
Performance Evaluation
Employees Funded through the Research Foundation
State University Employee Tuition Waiver Program
Eligibility
Covered Expenses
Amount of Waiver
Coordination with other Tuition Support Programs
Application Procedures
Tuition Reimbursement Program
Taxability of Tuition Support
Contacting the Office of Human Resources Management
International Employees
GRADUATE ASSISTANTSHIPS, FELLOWSHIPS, AND TUITION SCHOLARSHIPS
General Information
FEDERAL WORK-STUDY PROGRAM (FWSP)
Procedures
Contacts
Websites
FACILITIES
Introduction
Work Order Requests
Renovation of Space
Space Management
Keys
Building Access
Hosting Events Where Alcohol Will be Present
GRANT PROPOSAL PREPARATION AND SUBMISSION
COEUS Review Process
Indirect Cost Sharing Policies and Guidelines (Internal to University)
POLICY ON APPOINTMENT OF DEPARTMENT CHAIR (Internal to University)
Process
Usual timetable
RESEARCH PROFESSOR APPOINTMENTS
Criteria
Terms of Appointment
Duties
Remuneration
RETIREMENT BENEFITS FOR FACULTY
University Services
Research in the College
Teaching in the College
Vincent O’Leary Professorships
Mentoring and Other Involvement with the College
Participation in Departmental Affairs
Emeritus Center
UNIVERSITY POLICIES
Sexual Harassment
Alcohol and Substance Abuse
Smoking in the Workplace
Freedom of Expression
COPYRIGHT INFRINGEMENT
Intellectual Property, Copyright, and Fair Use Resources
Responsible Use of Information Technology
EMERGENCIES
Non-Medical Emergencies
Campus Emergency Plan
STATEMENT OF REASONABLE ACCOMMODATION POLICY
Reasonable Accommodations for University Employees
Essential Job Functions
Reasonable Accommodation
Undue Hardship
Disability
Light Duty
Self-Identification
Procedure for Requesting a Reasonable Accommodation
Reasonable Accommodations for Students
Definitions of ADA/504 Terminology
ADA Compliance Committee
The Review Process
University at Albany Rights and Responsibilities
Students Rights and Responsibilities
Recommended Disclosure Statement
INDEX
APPENDICES
1
SECTION I: THE UNIVERSITY AT ALBANY
1
CAMPUS FACTS & INFORMATION
History
The University at Albany has been the major public educational institution in northeastern New York State for over one hundred and fifty years. Created as the New York State Normal School in 1844, it remained under this name until 1890, when it was designated as a college and named the New York State Normal College. The institution continued its educational tradition until, in 1914, it was renamed again to the New York State College for Teachers. With the formation of the State University of New York System in 1948, Albany became one of the major institutions in the State for higher education.
In 1962, the Albany campus was once again renamed, this time to reflect the growth of its educational mission. The State University of New York at Albany was the name carried by the institution until in 1976; it became the University at Albany.
Facts and Stats
Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research and public service engages 17,000 diverse students in nine schools and colleges across 3 campuses.
Curriculum
Over 13,000 undergraduates and more than 4,900 graduate students are enrolled in nine colleges and schools offering 118 majors and minors and 114 graduate programs. Students find additional opportunities and challenges through more than 30 accelerated bachelor’s/master’s programs and joint degree programs with such institutions as Albany Medical College, Albany Law School, Rensselaer Polytechnic Institute, and Boston University’s Goldman School of Dental Medicine.
University Schools and Colleges
- College of Arts and Sciences
- College of Nanoscale Science and Engineering
- Rockefeller College of Public Affairs and Policy
- School of Business
- School of Criminal Justice
- School of Education
- College of Computing and Information
- School of Public Health
- School of Social Welfare
International Programs
The Office of International Education offers a wide range of affordable study abroad opportunities, it welcomes and assists UAlbany's international students, and it provides language instruction for international students who are not yet fluent in English. At a broader level, it supports UAlbany's strategic planning to increase the international content of its educational programs, to develop a wider range of international research projects and partnerships, and to focus attention on major global issues.
Internships
Because of UAlbany’s reputation and location in the capital of New York State, internships abound with state and federal agencies, public interest, and lobbying groups, health care organizations, businesses and financial institutions, professional sports teams, and the communications media. In addition, our Washington semester offers an opportunity for “hands-on” experience and practical insight into the world of federal government.
University Libraries
The University Libraries strengthen and enhance the teaching, research and service of the University at Albany. The Libraries promote intellectual growth and creativity by developing collections, facilitating access to information resources, teaching the effective use of information resources and critical evaluation skills and offering research assistance.
The University Libraries are engaged in learning and discovery as essential participants in the educational community. We develop, organize, provide access to and preserve materials to meet the needs of present and future generations of students and scholars. We explore and implement innovative technologies and services to deliver information and scholarly resources conveniently to users anytime/anyplace. We also provide well-equipped and functional physical spaces where students can pursue independent learning and discovery outside the classroom. The University Libraries support scholarship and research productivity and foster their vitality.
OFFICE OF THE PRESIDENT
The chief administrative officer of the campus is the President. The organization of the campus is divided among six vice presidential divisions and the President's office. The six vice-presidential divisions comprise the administrative enterprise. They are Academic Affairs, Athletics Administration, Communications and Marketing, Finance and Business, Research, Student Success and University Development. The current vice presidents are all appointees of the President and meet weekly as the University’s Executive Cabinet. Support offices reporting directly to the President are: Community Engagement, Diversity & Inclusionand Internal Audit.
For more detailed information about the above departments, refer to their websites using the site index at .
DIVISION OF ACADEMIC AFFAIRS
The Division of Academic Affairs is primarily responsible for the academic enterprise of the university. The Division is headed by the Vice President for Academic Affairs and Provost for the University.
For more detailed information about the above departments, refer to their websites using the site index at .
DIVISION OF FINANCE AND BUSINESS
DIVISION FOR RESEARCH
The Division for Research is overseen by the Vice President of the Division for Research. The Vice President also serves as the Operations Manager for the SUNY Research Foundation at the University at Albany.
For more information on policies and procedures related to grant administration and assistance please refer to: Division for Research website:
DIVISION OF UNIVERSITY DEVELOPMENT
The Division of University Development consists of the following units: Campaign/ Development, Corporate & Foundation, Advancement Services, Alumni Relations & Advancement Events and Alumni Association.
For more detailed information, refer to:
.
DIVISION OF STUDENT SUCCESS
The Division of Student Success provides a critical component to the mission of the University at Albany by providing the leadership and direction to ensure a healthy, safe, and quality learning environment for all our students. The major areas within the Division of Student Success include: Student Involvement and Leadership, Health Services, Counseling Services, Residential Life, Career Services, Office of Conflict Resolution & Civic Responsibility, and University Police.
For more detailed information, refer to: .
1
SECTION II: THE COLLEGE OF ARTS AND SCIENCES
1
OVERVIEW
The College of Arts and Sciences at the University at Albany was officially re-created in October of 1993 after the recommendations made by a Task Force on Campus Organization were accepted by then President H. Patrick Swygert. The Colleges of Social and Behavioral Sciences, Science and Mathematics, and Humanities and Fine Arts were officially brought together to form the College of Arts and Sciences. The College of Arts and Sciences had previously existed until the mid 1970s when it was divided into smaller colleges reflecting the more specialized areas of the curriculum.
Mission
The College of Arts and Sciences comprises the students and faculty of twenty-two academic departments offering majors and minors, as well as those working in a variety of cooperative interdisciplinary programs. These include the arts, humanities, physical sciences, and social sciences. Study in the Arts and Sciences provides students with a liberal education, including knowledge and skills applicable to further study and to occupations in a great variety of fields.
The presence of research faculty and graduate students in the programs of the College affords undergraduate students the opportunity to study with scholars and researchers working at the cutting edge of their disciplines. Qualified advanced undergraduates may enroll in appropriate graduate courses.
Fields of undergraduate study leading to majors in the College are available at the College’s website:
. A list of graduate programs is available at:
The College Office
The College Office is located on the second floor of the Arts and Sciences Building (AS-217). The office houses the Dean’s office and the College administrative staff. Specifically, the professional staff described below is available to assist departments as necessary.
Refer to Appendix A, CAS Department and Center Phone/Room List, for more information. Also see College Bylaws in Appendix N, College of Arts and Sciences By Laws.
College Office Professional Staff
Dean
The Dean of the College of Arts and Sciences is responsible for the overall operations of the College. This includes supervision of the College Office Staff, Department Chairs, and Center Directors. The Dean is responsible for providing leadership to the College in the form of setting priorities and developing and implementing the College operational plan. Additionally, the Dean oversees fund raising initiatives for the College.
Associate Deans
The Associate Deans for assist faculty members and departments in the development of new academic programs and new initiatives, especially at the undergraduate level. They also work as a liaison between the College Office and external agencies in the development of new degree programs, certificate programs, internships, etc. The Associate Deans also develop the necessary documents that should accompany the above proposals and prepare documentation relating to changes in academic programs, as requested. They also receive student grievances and review cases with those posing the grievance. In addition, they work as liaisons between the Dean’s Office, faculty members and department chairs in the grievance process.
Assistant Dean/Academics
The Assistant Dean/Academics oversees the implementation of course scheduling, course coverage (including General Education courses), and enrollment management policies. The Assistant Dean/Academics coordinates the use and deployment of the College’s part-time instruction resources. The University in the High School program is overseen by the Assistant Dean/Academics. The Assistant Dean/Academics also manages the College’s graduate assistantship, fellowship, and tuition scholarship allocation.
Assistant Dean/Budget & Personnel
The Assistant Dean/Budget & Personnel oversees the College’s budget and personnel matters. The Assistant Dean/Budget & Personnel serves as the College’s liaison for the Office of Financial Management and the Office of Human Resources. The Assistant Dean/Budget & Personnel can assist with personnel matters such as conducting a search, making appointments, and addressing employee relations concerns. He/she also oversees the management of new hire start-up funds.
Assistant Dean/Facilities
The Assistant Dean/Facilities oversees the overall facility needs of the College, including coordination of faculty set-ups, coordination of new construction projects and setting space usage policies. The Assistant Dean serves as the College liaison with Facilities Management and Environmental Health and Safety. The Assistant Dean supervises CAS Computing Services, CAS Technical Services and the Performing Arts Center.
Assistant Dean/Planning and Tenure/Promotion
The Assistant Dean/Planning and Tenure/Promotion works closely with the Dean on all materials related to strategic planning and other related activities (e.g., NYSUNY 2020 MOU tracking) across all CAS departments. Additionally, the Assistant Dean/Planning and Tenure/Promotion serves as liaison between the College Tenure and Promotion Committee and Department Chairs, coordinating the tenure and promotion process. Other responsibilities include administering the student grievance process, and coordinating academic program assessments and student learning outcomes reports (serving as liaison to IRPE).