Administrative Processes

6-1

Chapter6

ADMINISTRATIVE PROCESSES

Introduction

The Administrative Processes Committee evaluated Troy State University's organization and administration, institutional advancement, financial and physical resources, externally funded grants and contracts, and related corporate entities relative to the accomplishment of institutional purpose. The structures of Troy State University Troy, Troy State University Phenix City, and University College are included in this evaluation of the University's organization and administration. The evaluation of the University's organization and administration focuses on the Board of Trustees, administrative officers, official University policies, and the purpose and function of advisory committees.

The Board of Trustees has oversight responsibility for the University operations. The primary responsibility of the University's institutional advancement includes maintaining and fostering relationships with University alumni as well as supporting fund-raising activities. University publications and other public relations activities promote the purpose and goals of the University. The effective and efficient allocations of resources are an integral part of achieving the purposes and goals of the University. The University's performance is enhanced through sufficient resources, financial administration organization, budgeting (including planning and control), and reporting/auditing of University resources. Official policies associated with inventory control, refunds, cashiering, investment, and insurance are critical to the proper administration and control of the University's resources.

Sufficient physical resources are an integral part of the quality of University programs and activities. Further, the growth of the University requires organizational planning and development through a master plan. The sufficiency of physical resources includes the following:

• Management of physical resource space

• Maintenance of buildings, grounds, and equipment
• Administration of appropriate safety and security measures

Externally funded grants and contracts are monitored to determine whether the purpose of those grants and contracts is consistent with the University's purpose. The University has relationships with two separately incorporated entities: the Troy State University Foundation and Center Services, Incorporated. These entities promote and sponsor educational opportunities and provide services to University students, faculty, staff, alumni and supporters.

Purpose of Administrative Processes

The University Administration coordinates the operation of University programs and activities. The Administration fulfills the University's purpose to be "responsive to the needs of its diverse student population and the larger community through administrative services, utilization of staff and facilities, teaching, scholarship, creative activities, research, and public service." The University's purpose states that the "administrators, faculty, and students are committed to excellence in education through a shared system of governance." The administrative processes are designed to ensure that the University's purpose is fulfilled.

6.1ORGANIZATION AND ADMINISTRATION

The administration of an institution of higher education has the responsibility for bringing together its various resources and allocating them effectively to accomplish institutional goals. Although the organizational pattern is important to an institution’s development and affects the morale of its faculty, an identical pattern of organization for all member institutions is neither required nor expected.

The administration's organizational pattern enhances the University's ability to achieve its goals. The organization and administration of the Troy State University System are governed by Alabama state statutes (Code of Alabama, Revised 1997, 16-56-1 through 16-56-15) and the bylaws of the Board of Trustees. The University System consists of the campuses at Troy, Montgomery, Dothan, TSUPC, and the various sites of University College. The organization of the University System is published in the Troy State University Fact Book, March 2002 (p.4), but an updated organizational chart has been developed to reflect changes in system organization in 2002. Troy State University Montgomery and Troy State University Dothan are separately accredited and are included here to clarify the organizational structure of the System.

The organizational structure for the Administration of the Troy campus is delineated in the Faculty Handbook (pp.1-8) and an organization chart which is published in the Fact Book, March 2002 (p.5) has been updated to reflect changes in 2002. The organization chart of the TSUPC branch is published in the Fact Book, March 2002 (p.6) and the organization chart of University College is published the Fact Book, March 2002 (p.7).

University College is one of six colleges of Troy State University. There exists a complementary relationship between University College Administration and the academic units on the Troy campus. Though the administrative oversight is the primary responsibility of University College, the responsibilities of academic quality control and for the academic programs/course offerings are priorities of the appropriate Troy campus college, school, or academic department. The Academic Council and the Graduate Council at the Troy campus have authority over the curriculum (Academic Organizational Chart for Branch campuses in the Fact Book, March 2002). The governing board of University College and Troy State University Phenix City is the Troy State University System Board of Trustees. This Board is described in Section 6.1.2 of this report.

6.1.1 Descriptive Titles and Terms

6.1.1.1The name of an institution, the titles of chief administrators, the designations of administrative and academic divisions, the terms used to describe academic offerings and programs, and the names of degrees awarded must be accurate, descriptive, and appropriate.

In 1887, Troy State University was established as the Troy Normal School. The name of the University changed as it progressed through expanded programs and degree offerings. In 1929, the school became Troy State Teachers College and was renamed Troy State College in 1957. The legal name of the Institution, Troy State University, was assumed in 1967 (Code of Alabama, Revised 1975 and 1997 16-56-1). The term Troy State University System refers to all campuses and institutions (Troy State University Montgomery, Troy State University Dothan, Troy State University Phenix City, and University College).

Descriptions of administrative titles and divisions are published in the Faculty Handbook (pp. 1-8). Academic divisions, offerings, programs, and degrees are described throughout the University UndergraduateBulletin 2001-2003 and the Graduate Bulletin 2001-2003. The University's curriculum committees regularly review the content and titles of academic offerings, recommending any changes appropriate to the programs and degrees awarded. The administrative and academic titles and terms are accurate, descriptive, and appropriate.

6.1.2Governing Board

Although titles and functions vary, the governing board is the legal body responsible for the institution and for policy making.

The Board of Trustees was established in Section 16-56 of the Code of Alabama, as amended by Act Number 97-586 and exclusive jurisdiction, supervision and control of the University was transferred to the Board effective September 7, 1967 (Code of Alabama, Revised 1997 16-56-7). Powers and duties of the Board as a whole are defined in Sections 16-56-1 through 16-56-10 of the Code of Alabama, Revised 1997. Duties and responsibilities of officers and committees are described in Articles III and IV of the bylaws of the Board of Trustees, which were adopted by the Board of Trustees on March 3, 2002 (See Board of Trustees Minutes in Chancellor’s office).

6.1.2.1A military institution authorized and operated by the federal government to award degrees and prohibited by authorizing legislation from having a board with ultimate legal authority must have a public board which, in policy and practice, carries out the normal functions of a board as described in these criteria.

This criterion is not applicable because Troy State University is not a military institution.

6.1.2.2Except under clearly defined circumstances, board action must result from a decision of the whole, and no individual member or committee can take official action for the board unless authorized to do so.

Section 16-56-5 of the Code of Alabama indicates that actions taken under the power of the Board must be authorized by a quorum, consisting of a majority of the members of the Board. Further, Article IV of the bylaws indicates that committees of the Board shall make recommendations to the full Board and may not take any official actions on behalf of the full Board unless specifically authorized by the full Board. Minutes of Board meetings serve as official records of Board action and are located in the Chancellor’s office.

6.1.2.3The duties and responsibilities of the governing board must be clearly defined in an official document.

The Board's duties and responsibilities are defined in Section 16-56-7 of the Code of Alabama, Revised 1997, and in the Faculty Handbook (p. 1). The specific responsibilities of the members of the Board’s committees are detailed in the bylaws of the Board of Trustees (Article IV). The Board’s minutes of meetings may be used to evaluate the actions of the Board. For example, the Minutes of March 3, 2002, indicate that the Board approved revised Bylaws for the Board of Trustees.

6.1.2.4This document must also specify the following: the number of members, length of service, rotation policies, organization and committee structure, and frequency of meetings.

The Board is comprised the Governor of Alabama, the State Superintendent of Education, and 10 trustees, who are appointed by the Governor with the advice and consent of the Alabama State Senate. Section 16-56-3 of the Code of Alabama states that the Board shall have representation (i.e., trustees) from eight geographic areas in the State. Two trustees are chosen from the geographic area in which the University is located, and one trustee is chosen from each of the other seven geographical areas in the State. Also, one at-large trustee is chosen who may or may not be a State resident. The trustees hold office terms of 12 years and until the successors have been appointed and qualified. The Student Government Association President is also a non-voting member of the Board of Trustees. The Chancellor of Troy State University System acts in a non-voting capacity as ex officio Secretary of the Board (Article III of the bylaws of the Board of Trustees). University employees are not eligible to serve, and do not serve, as members of the Board (Code of Alabama, Revised 1997, 16-56-3).

Article IV of the bylaws discusses the organization and structure of committees. The committee members, as well as the chairs, are appointed by the President pro tempore. The Board has the following standing committees: Executive Committee, Finance Committee, Academic Affairs Committee, and Athletics Policy Committee.

It should be noted that the Governor or President pro tempore, as presiding officer, may appoint ad hoc committees when warranted. Also, Article III of the bylaws discusses in detail the officers of the Board.

According to Section 16-56-4 of the Code, regular annual Board meetings are held at the University on or about the date scheduled for spring term graduation. Provisions for rescheduling the time and place of these meetings are also specified. The Governor or President pro tempore may call special meetings with ten days prior written notice to members. Any three Board members may request that the Governor call a special meeting.

6.1.2.5There must be appropriate continuity in the board membership, usually provided by staggered terms of adequate length. In addition, the document should include provisions governing the removal of a board member from office. A board member may be dismissed only for cause and by procedures involving due process.

Initially, Board appointments were for varying terms ranging from four to 12 years, with subsequent appointments of 12 years, providing for rotation of one-third of the Board every four years (Code of Alabama, Revised 1975, 16-56-3). The Code of Alabama, Revised 1997, 16-56-8, provides that the Governor, with the consent of the Senate, shall appoint a trustee to fill any vacant office for the remainder of an unexpired term. Currently, the terms of the trustees expire over the 2003 to 2011 period. A complete list of Board members and the date each term expires is included in the University UndergraduateBulletin 2001-2003 (p. 314), the Graduate Bulletin 2001-2003 (p. 248), the Fact Book 2002 (p.3), and Table 1.4.6 in Section 1.4.6 of this self-study. Continuity in the Board membership is provided by the guidelines set forth in the Code of Alabama, Section 16-53-3, which provides for staggered terms and regulates the replacement of members who leave office prior to the end of their term. Procedures for the removal of Board members are provided in Title 36, Chapter 11, sections 1 through 25 of the Code of Alabama, Revised 1997.

6.1.2.6The responsibilities of the governing board must include the following functions: establishing broad institutional policies, securing financial resources to support adequately the institutional goals, and selecting the chief executive officer.

The establishment of broad institutional policies, in particular, "...the articulation of general educational policies and academic goals..." and the obligation to "...conserve the financial resources of the University...." relative to current and future needs and the selection of the chief executive officer are among the responsibilities of the Board, as specified in the Faculty Handbook (p. 1) and the Code of Alabama, Revised 1997, 16-56-6. Table 1.4.7 in Chapter 1 outlines the Board of Trustee Meetings from March 1999 through May 2001, and this table provides evidence that the Board of Trustees establishes institutional policies and secures financial resources to support the institutional goals. Section 16-56-6 of the Code of Alabama states that “the board of trustees shall appoint a chancellor who shall serve as the chief executive officer of the university system.”

6.1.2.7In addition, the governing board must have in place proper procedures to ensure that it is adequately informed about the financial condition and stability of the institution.

The Board is provided with a copy of the University audit that is conducted by the Examiners of public Accounts, an arm of the Alabama State Legislature. Additionally, at each Board meeting, the Vice President for Financial Affairs makes a report on the financial status of the University.

6.1.2.8The board must not be subject to undue pressure from political, religious or other external bodies. Furthermore, it should protect the administration from similar pressures.

The Board is not subject to undue pressure for political, religious or other external bodies and protects the Administration from similar pressures. Its authority and independence is set forth in Article I of Bylaws of the Board of Trustees (pp. 1-2), which states that “The entire management and control over activities, affairs, operations, business, and property of The Troy State University System…..shall be completely and absolutely vested in the Board of Trustees of the Troy State University System….”

6.1.2.9There must be a clear distinction, in writing and in practice, between the policy-making functions of the governing board and the responsibility of the administration and faculty to administer and implement policy. General institutional policies should originate within the board or should be approved by the board upon recommendation of the administration. Once these have become official policies, the administration should implement them within a broad framework established by the board.

There is clear distinction, in writing and in practice, between the policy-making functions of the governing board and the responsibility of administration and faculty to administer and implement policy. Article I of the Bylaws of the Board of Trustees for the Troy State University System states: “While the Board determines broad policy and issues, it delegates implementation of policy and all administrative matters to the Chancellor of the Troy State University System. In carrying out these responsibilities, the Chancellor may consult with other officers of the University system, faculty, and staff as deemed prudent and appropriate to a university community.” Additionally, the Bylaws specify recommendations upon which the Board shall act as brought by the Chancellor.

6.1.3Advisory Committees

Whenever lay advisory committees are used by institutions, these committees should be active and their role and function clearly defined.

Several lay advisory committees or boards are utilized by various components of the University:

1. Advisory Council for the Sorrell College of Business
2. Advisory Board for the Risk Management and Insurance Program
3. Advisory Board for the School of Nursing (Re-activated Spring, 2002)
4. Geomatics Advisory Board
5. Troy State University Phenix City Advancement Board
6. Advisory Committee for Counseling and Psychology

A description of the role and function as well as a roster of current members is maintained in the sponsoring office of each board, council, or committee.

6.1.4Official Policies

6.1.4.1The institution must publish official documents which contain, but are not limited to, the following information: the duties and responsibilities of administrative officers, the patterns of institutional organization, the role of the faculty in institutional governance, statements governing tenure or employment security, statements governing due process, and other institutional policies and procedures that affect the faculty and other personnel.

Troy State University routinely publishes and revises official documents setting forth institutional policies and procedures which affect the faculty and other personnel including the following:

• Faculty Handbook (Revised 2001).
• System Staff Handbook (Revised 2002).
• Troy State University Policies and Procedures Index (Revised 2002).

Official policies that affect faculty, administrative staff, and other personnel are published in the Faculty Handbook (Revised 2001), the Staff Handbook (Revised 2001)and the Troy State University Policies and Procedures Index (Revised 2002). The Faculty Handbook (pp. 50-55) specifies the duties and responsibilities of administrative officers. The Fact Book 2002 (pp. 5–8) and the Faculty Handbook (pp. 1–7), specify patterns of instructional organization. The Faculty Handbook also specifies the role of faculty in instructional government (pp. 27–29), statements governing tenure or employment security (pp. 45 - 49)and statements governing due process (pp. 50–55). Due process and employee security for non-classified personnel are outlined in the Staff Handbook.