Human Resource Manual - Organization Governance
2.1 BOARD OF TRUSTEES
According to the bylaws of Clarkson University, the Board of Trustees shall be the governing body of the corporation, managing its affairs and granting and conferring such academic degrees and honors as permitted by the New York State Regents.
July 1987
2.2 DUTIES AND RESPONSIBILITIES OF THE PRESIDENT
The Board of Trustees shall appoint a president who shall serve at its pleasure. The president shall be the chief executive and academic officer of the corporation, and shall generally control and supervise its business affairs and academic programs. The president, treasurer, and other officers and/or agents, authorized from time to time by the board, shall be empowered to execute on behalf of the corporation any and all documents in furtherance of the corporation's business transactions and affairs under the general direction of the board and the president.
Additional administrative officers of the University may be appointed by the president with such powers and duties as may be required by the business of the University.
The power of suspension, expulsion, or dismissal of students and University employees, subject to policy regulations approved from time to time by the board, is vested in the president.
October 1967
Revised by the Board of Trustees October 1986, May 1987
Editorial Revision July 1987
2.3 DUTIES AND RESPONSIBILITIES OF VICE PRESIDENTS AND DEANS
The vice presidents, dean of the Graduate School, dean of admission and the academic deans are the principal administrative officers of the University under the president, and are appointed by the president as specified in Bylaw Article VII. They shall have titles descriptive of their areas of responsibility. Within each specified area, the officer represents the president in all matters. The officer shall:
1. Provide leadership to achieve the highest possible level of excellence for the area and for the University;
2. Serve as representative and spokesperson for the area;
3. Supervise the execution of University policies within the area;
4. Formulate and execute area policies;
5. Be responsible within the area for personnel matters, assignment and use of space, facilities, equipment, and supplies;
6. Prepare and submit to the president, budget proposals for the area and provide supervision for funds allocated to the area;
7. Be responsible for all activities assigned to the area and serve as the president's representative within the area.
August 1974
Revised July 1977
December 1986
2.4 DUTIES AND RESPONSIBILITIES OF ACADEMIC DEPARTMENT CHAIRS
As chief executive officer of the department, the chair is responsible for the proper and effective administration of the department. It is the chair's responsibility to provide the leadership to achieve the highest possible level of excellence in teaching, research, and other professional activities. The chair shall serve as representative and spokesperson for the department, and shall seek the advice and counsel of departmental colleagues and the dean of the school as appropriate. Specifically, the chair shall:
1. Supervise the execution of school and University policies within the department;
2. Formulate and execute departmental policies and procedures;
3. Assume the initiative in the recruitment of new faculty members of the highest possible quality;
4. Establish an intellectual climate and working conditions that will encourage the professional development of members of the department;
5. Make recommendations to the appropriate dean for new appointments, reappointments, salary changes, termination, tenure, leaves of absence, and promotions;
6. Prepare the budget proposal for the department and supervise expenditure of the funds allocated to the department;
7. Arrange teaching assignments and organize the teaching program to make the most efficient use of the faculty;
8. Evaluate the educational activities of the department, formulate plans for its future development, and transmit these plans to the appropriate dean;
9. Assist officers of the administration in interpreting programs, plans, and needs of the department to appropriate outside agencies;
10. Direct an effective advisory program for all students registered as majors in the department;
11. Provide the necessary departmental cooperation in interdisciplinary, interschool, and University-wide activities;
12. Supervise the use and assignment of departmental space, facilities, equipment, and supplies;
13. Recommend appointments and supervise the work of non-academic staff of the department;
14. Notify the dean of the school whenever members of departmental faculty are unable to conduct classes because of illness or absence from the village;
15. Review periodically with the departmental faculty those University regulations that bear directly on their teaching and advising functions, with particular emphasis on academic integrity.
November 1967
Editorial Revision April 1979
July 1987
2.4.1 Appointment and Tenure of Department Chairs
1. Appointment. All appointments will be made by the president of the University. The dean of the appropriate school shall initiate recommendations for the appointment of department chairs after careful screening of candidates in accordance with equal employment opportunity and affirmative action policies and procedures and consultation with the departmental faculty and other department chairs.
The consulting process shall consist of the following: the opportunity for individuals to submit confidential personal comments, and a secret ballot of the departmental faculty conducted by the current department executive officer or a faculty member elected for the purpose, with the results revealed to the department, dean, and office of the president.
2. Term of Office. Department chairs shall be appointed for three-year terms and are eligible for reappointment by the president. Before such reappointments, reviews and evaluations of their performance will be obtained from the departmental faculty and from appropriate administrative officers and faculty members.
If an administrative change seems necessary during the chair's term, the chair may request that his or her case be referred to a representative faculty review committee before final action is taken. Such a committee's findings will be reported in writing to the president for use in arriving at a decision.
3. Period of Duty. The department chair will be appointed on the basis of the academic year (nine months) with the understanding that additional necessary business for the department will be conducted during the summer months. However, since summer responsibilities are expected to be minimal, department chairs are permitted to undertake other assignments with or without additional remuneration within established University policies. The department chair is responsible at all times for the performance of departmental duties unless other arrangements are made in writing with the appropriate dean.
November 1986
Revised February 1972
December 1986
July 1987
July 1996
2.5 PERIODS OF DUTY - ADMINISTRATIVE OFFICES
Administrative offices shall be open from Monday through Friday from 8:00 a.m. to 4:30 p.m. The normal lunch hour is one hour. Summer hours, which typically go into place the day after Commencement, run from 8:00 a.m. to 4:00 p.m. with one hour off for lunch with no breaks.
July 1987
2.7 OPERATIONAL PROCEDURES FOR THE ADMINISTRATIVE COUNCIL
I. Administrative Council Membership
The members of the Council shall be:
1. The president, the vice presidents, and principal administrators/supervisors as designated by the president;
2. Academic deans or their associates;
3. Department chairs, area coordinators, or executive officers; and
4. The chair of the Faculty Senate.
II. Purpose
The Administrative Council shall consider and pass on rules, regulations, standards, changes, and like matters within the framework of existing policies. The minutes of the Council will be distributed to the members as soon as practical after each meeting. The wording of actions taken by the Council shall be reviewed by the executive committee of the Administrative Council and then sent promptly to the president of the University. Actions approved by the president shall be released to the entire faculty and staff by the president and shall, at that time, become part of the rules and regulations of the University.
Items for the proposed agenda shall normally be presented by council members to the secretary of the Council who shall bring them to the attention of the other members of the executive committee. Faculty and staff who are not members of the Council may request any council member (i.e., normally their department chair or the chair of the Faculty Senate) to place an item on the agenda. Items not placed on the agenda may be added as "other business" at the discretion of the chair of the Council and/or the membership at any meeting.
Editorial note: Since two members of the executive committee, including the chair of each, shall be common members of the Faculty Senate, the Council, and the executive committee of each, it is expected that agreement can be reached readily on any matter which could be within the interest and province of each full group. The executive committees will be able to determine whether an item belongs on both agendas or on the agenda of one body to be followed by action and/or recommendation of the other body.
Minor items on the agenda may be voted for possible action the same day on which they are considered.
Major items presented for consideration of the membership shall be voted upon at the next regular meeting unless further postponed by vote of the Council membership.
Items shall be indicated as major or minor by the executive committee. The category may be changed as follows: minor to major, or major to minor by a two-thirds vote of council members present.
III. Officers
The officers of the Administrative Council shall be a chair, a vice chair, and a secretary. The function of the vice chair is to conduct meetings in the absence of the chair.
1. Eligibility. Each member of the Administrative Council shall be eligible to hold office except the president of the University and the chair of the Faculty Senate.
2. Election. Election of officers for the subsequent academic year shall be conducted at the April meeting of the Administrative Council each year. Normally, officers shall be elected for one year; however, if a resignation occurs during an academic year, the vacancy or vacancies shall be filled for the balance of the academic year. Vacancies occurring during the academic year will be filled by nomination and election in the same manner as full term elections and as described below.
Candidates for offices shall be chosen by preferential ballot from a list of nominees who shall be selected by a majority of those attending and voting in the manner described below.
On or about April 1 of each year, the secretary to the president of the University shall distribute to each administrative council member a list of all administrative council members eligible to hold office. Each member may nominate one candidate for chair, one for vice chair, and one for secretary and submit these three names to the secretary to the president who shall tabulate the results.
The three names receiving the most nominations for each of the three offices (more than three if ties occur) shall be presented to the full membership for election at the April meeting of the Council. The chair of the Faculty Senate shall preside over these elections.
IV. Executive Committee
A committee of four members of the Administrative Council shall be formed at the April meeting each year, and its membership shall consist of the following individuals:
1. The chair of the Administrative Council (who shall act as chair of the executive committee);
2. The chair of the Faculty Senate;
3. The vice chair of the Administrative Council; and
4. The secretary of the Administrative Council.
(The first two names are also members of the executive committee of the Senate.)
V. Duties of the Executive Committee
The executive committee shall:
1. act as the nominating committee for all committees of the Council, and all members of each committee shall be administrative council members;
2. prepare the agenda and instruct the council secretary to distribute it one week prior to each regular meeting;
3. declare each item on the agenda as major or minor;
4. review for possible editing all actions of the Council prior to the to the president; and
5. refer, when appropriate and desirable, items to the Senate for its consideration, advice, and possible action prior to, or after, consideration by the Council.
VI. General Procedures
The Administrative Council shall meet regularly once each month during the academic year. Special meetings may be held by majority vote or be called by the executive committee.
A quorum for a meeting of Administrative Council shall be a simple majority of the membership.
For voting purposes, a majority will refer to the number of members voting, not including abstentions.
Accepted by unanimous vote of the Administrative Council May 1967
Revised May 1969
Section III Revised by the Administrative Council September 1974
Section I-B Revised August 1981
Editorial Revision December 1986
July 1987
Revised October 1995
2.8 FACULTY SENATE CONSTITUTION
Preamble
Since the primary purpose of Clarkson University is to preserve, transmit, and advance knowledge, the faculty, as an integral part of the University, is properly concerned with the formulation and review of the educational policies of the University and with any other policies which might directly affect this primary purpose. The faculty is also properly concerned with all matters relating to the well being of the University and its role and responsibilities in the academic and civic communities. In order that a means may be provided for giving the faculty formal representation in exercising its resultant responsibilities, an organization shall be established and be known as the Faculty Senate, and this Senate shall henceforth be the official representative voice of the faculty. It is the intended purpose of the Faculty Senate to establish and maintain a working relationship between the administration and the faculty, in an atmosphere of mutual respect and confidence, thereby promoting the welfare of the University.
Article I. Responsibilities
A. The Faculty Senate, as a body, shall possess the responsibility and authority to review and discuss all matters which it shall deem as within its legitimate concern, and it may initiate recommendations or take other appropriate action on matters, subject to review by the president and/or the Board of Trustees. The Faculty Senate shall have primary responsibility for recommending policy in such fundamental areas as curriculum, standards, research, faculty status, and those aspects of student activity which relate directly to the educational process. On these matters the power of review or final decision lodged in the Board of Trustees or delegated by it to the president should be exercised adversely only in exceptional circumstance, and for reasons communicated to the faculty. The Faculty Senate shall prepare the agenda for all meetings of the full faculty, and the chair of the Senate shall preside at these meetings.
B. The Senate must call at least one meeting of the faculty each semester inclusive of the full faculty meeting before graduation to determine whether requirements for degrees in courses have been met and to authorize the president and the Board of Trustees to grant the degrees thus achieved.
C. Further, the chair of the Senate must call a special meeting of the faculty upon written petition by one-third or more of those holding faculty rank.
D. All standing committees of the Faculty Senate shall be appointed by the Senate and will report to the Senate.
Article II. Composition and Method of Election
A. Composition
1. The Faculty Senate shall consist of members of the faculty, members of the professional staff of the Physical Education Department and the Educational Resources Center, and such ex-officio members as are hereinafter designated.
2. The elected representation shall consist of:
a. Two members at large elected by the full Faculty Senate constituency; and
b. School representatives elected by the schools with each school having one representative. In addition, there shall be nine school representatives with the number from each school determined by the proportionate size of the faculty of each school.
3. Consistent with the above provision, the specific number to represent each school and the frequency of reapportionment shall be determined by the Senate.
4. At no time shall all senators from a school be members of the same department. Further, the maximum number of school senators from one department shall be two.
5. To qualify for membership on the Faculty Senate, an individual must hold faculty rank (professor, associate professor, assistant professor, instructor) or be a member of the professional staff of the Physical Education Department or the Educational Resources Center and not be a vice president, a dean, an associate dean, or a department chair, with the exception of the Administrative Council chair.
6. The President, or his designee, and the chair of the Administrative Council will hold ex-officio membership on the Faculty Senate.
B. Methods of Nomination and Election
1. a. Nomination of at large senators shall be by written petition of at least 10% of the full Faculty Senate constituency. This petition must be submitted to the secretary of the Senate not earlier than March 1 nor later than April 1.
b. Nomination of school senators shall be by written petition of at least 10% of the school constituency. This petition must be submitted to the secretary of the Senate not earlier than March 1 nor later than April 1.
2. Election shall be by secret mail ballot according to the procedures outlined in the Senate Bylaws. In the election of senators, the candidate must receive a majority of all votes cast to be elected.
3. Notice of election date and candidates must be given in writing at least one week in advance of the elections.
4. New senators will assume office immediately following the final faculty meeting of the spring semester. Their term of office shall be three years.
5. Unexpired terms shall be filled by election as soon as practicable after notification is received that a vacancy does or will exist. The term of office shall begin on the date that the vacancy exists. Vacancies occurring during the academic year may be handled by a mail ballot with petition and election dates set by the Senate.
6. If a senator accepts a leave of absence or sabbatical leave, a vacancy shall be deemed to exist as of the effective date of the leave. An election shall be held as in (5) above to fill the remainder of the senator's term.
C. Other Members
In addition to the elected senators, the chair of the Administrative Council shall be a member of the Senate.
Article III. Officers and Executive Committee
A. The Faculty Senate shall elect its own officers consisting of a chair, a vice chair, and a secretary. These officers shall be chosen from the elected senators and these elections shall take place at a special senate meeting immediately following the final faculty meeting of the year.
B. An executive committee of four members of the Faculty Senate shall be formed at the first meeting of the Senate following the elections, and its membership shall consist of the following:
1. The chair of the Faculty Senate (who shall be the chair of the Executive Committee);
2. The chair of the Administrative Council;
3. The vice chair of the Senate; and
4. The secretary of the Senate.
Article IV. Procedures for Amending the Constitution
A. An amendment to the constitution of the Faculty Senate must receive a first reading at a regular meeting of the Senate. At its second reading, which must be at a subsequent regular meeting, it must be approved by a majority of the Senate. Finally, it must be approved by a majority vote of those in attendance at a faculty meeting. At this meeting a majority of the faculty shall constitute a quorum.
or
B. The Senate shall submit any proposed amendment approved by a majority vote of the faculty of two-thirds of the departments to the faculty at the first subsequent regular faculty meeting. The adoption procedures by the faculty shall be those stated in the last two sentences of Section (A) above.
Article V. Procedures
The Senate shall have the power to adopt procedures necessary to carry out its responsibilities.
Bylaws
I. Bylaws may be amended by a two-thirds vote of the Faculty Senate at a regular meeting subsequent to the regular meeting in which the amendment was proposed.
II. The Senate shall meet at least once per month during the academic year.
III. A quorum for a meeting of the Faculty Senate shall be two-thirds of the elected senators.
IV. Duties of the executive committee:
A. Act as the nominating committee for all standing committees of the Faculty Senate and ad hoc committees of the Senate in accordance with any membership requirements stated in specific committee guidelines.
B. Prepare the agenda for the Senate meetings and instruct the Senate secretary to distribute it one week prior to each regular meeting.
C. Refer, when appropriate and desirable, items to the Administrative Council for its consideration, advice, and possible action prior to, or after, consideration by the Senate.
D. The vice chair shall have the responsibility to develop and implement procedures for calling of the first committee meeting in each academic year for the committees of the Senate.
V. Standing Committees of the Faculty Senate
A. Academic Integrity
B. Academic Standards
C. Awards
D. Budget
E. Curriculum and Academic Policy
F. Graduate, Research, and Intellectual Property
G. Honorary Degrees
H. Improvement of Teaching
I. Promotions
J. Tenure
A description of these committees and their functions can be found in Section 2.10 of this manual.
Initially, committees will be constituted with membership terms of three, two, and one year(s). All future appointments shall be for three-year terms with the Senate filling unexpired terms as necessary. Normally after completing a period of service of two or more terms on a committee, a faculty member shall not be reappointed to the committee for a period of one year.
VI. A roll call vote shall be taken and recorded at the request of any senator.
VII. For the purpose of apportionment and representation, the schools shall be considered to be Engineering, Liberal Arts, Business, and Science. The professional staff of the Educational Resources Center and the Physical Education Department and faculty of the Military Science and Aerospace Studies Departments shall as a group be entitled to collective representation on the same basis as a school.
VIII. In all matters not covered by its constitution and bylaws, the Senate shall be governed by Robert's Rules of Order: newly revised. C.1970.
IX. If any office of the Senate becomes vacant, the vacancy shall be filled by election at the next regularly scheduled meeting of the Faculty Senate following notification of the vacancy.
X. The executive committee shall be directed to call a special meeting of the Faculty Senate by a petition signed by one half of the elected senators.
XI. Election Procedure
A. Elections will begin the first Monday of classes in April. To be valid, ballots must be returned to the secretary of the Senate by 4:00 p.m. on the seventh day following the beginning of the elections.
B. If no candidate receives a majority on the first ballot, runoff elections will be held. All candidates with less than a proportionate share of the votes cast on the preceding ballot shall be eliminated from succeeding ballots with the exception that in no case shall the number of candidates on the ballot be reduced to one by this method. In cases where only one candidate has a proportionate share of the votes cast, but nevertheless, is lacking a majority, an election will be held between that candidate and the person(s) with the next highest vote total.
C. In the event any elections are not settled by the time of the final faculty meeting of the spring semester the Faculty Senate shall arrange for an election to be conducted on that day.
D. The results of all Senate elections shall be announced to the faculty as soon as the election results become available.
XII. Professional Staff
For purposes of Faculty Senate representation, the following criteria will be used for designating professional staff members in the Physical Education Department and the Educational Resources Center:
A. An education to the bachelor's level as a minimum; and
B. Participation in the educational process of the University defined as providing educational services to students and/or members of the faculty.
XIII. Emergency Procedure
In emergency situations or in situations when a special meeting of the Senate cannot be convened, the executive committee may take action on behalf of the Senate. Such action must be approved by at least three members of the Executive Committee. Such action must be reviewed by the Senate at its next regular meeting or at a special meeting called for that purpose.
Approved by the Faculty Senate January 1968
Approved by the Faculty February 1968
Revised by the Faculty Senate: September 1970; January, May 1972
Amended by the Faculty Senate February 1973
Editorial Revision August 1974
(Bylaws IV-D, XI-E) Amended by Faculty Senate November 1976
Standing Committees revised: January 1978, July 1987
Amended by the Faculty Senate November 1981
Approved by the Faculty May 1982
Approved by the President July 1982
Editorial Revision December 1986
Article II amended May 1989
Editorial Revision January 1992
Approved by Faculty Senate October 1992
2.9 PAPERFLOW FOR SENATE AND ADMINISTRATIVE COUNCIL ACTIONS
All items having to do with change of policy in any of the areas of "curriculum, standards, research, faculty status, or those aspects of student activity which relate directly to the educational process" should be directed to the chair of the Faculty Senate. If the Senate takes action which results in a recommendation to modify existing policy or to create new policy, the recommended action will be transmitted directly to the chair of the Administrative Council. The chair of the Administrative Council will decide whether the policy recommendation has administrative implications which would come within the stated charge to the Council to "consider and pass on rules, regulations, standards, curricular changes, and like matters within the framework of existing policies." In the event that there are no such implications, the Council chair will note this fact and forward the Senate action to the president for final action. In the event that the Council chair decides that there are administrative implications, the matter will be acted on by the Administrative Council. Following such action, the secretary of the Administrative Council will forward to the president the original Senate action and that of the Administrative Council. When the matter has been decided by the president, final action will be sent to the chair of the Senate and to the chair of the Administrative Council. It will be the charge of the Administrative Council to see that the final action is transmitted, through usual administrative channels, to those members of the Clarkson staff whom it affects. The president will add the action to the Operations Manual.
Matters which require administrative changes within the framework of existing policies should be sent directly to the chair of the Administrative Council. If the Administrative Council takes action in such case which results in a recommendation for change, the outcome will be sent to the president for final action, which will be returned to the Administrative Council for communication. Again, the president will place the item in the Operations Manual. If, in this latter case, change of fundamental policy should seem to be involved, the chair of the Senate, as a member of the Administrative Council, will take the item to the Senate for any appropriate action prior to presidential action.
July 1987
2.10 COMMITTEES OF THE UNIVERSITY
2.10.1 This section describes the standing committees of the Faculty Senate, including their duties and composition.
I. Academic Integrity (4 faculty; including at least one member of the Faculty Senate; 3 students; chair chosen from Faculty members)
A. Adjudicates cases specifically referred to it.
B. Hears appeals to sanctions imposed by individual faculty members.
C. Publicizes its findings.
D. Actively promotes knowledge of academic integrity among students and faculty.
II. Academic Standards (3 faculty, including at least one member of the Faculty Senate; 2 students)
A. Reviews all requests for exceptions to rules and regulations of the University submitted to the deans with the aim of using them as a basis for making recommendations to the Faculty Senate on academic policy.
B. Reviews the academic rules and regulations of the University to promote clarity and understanding, and thereby to prevent misapplications; and suggests to the Faculty Senate any changes deemed advisable.
C. Acts for the Faculty Senate in matters regarding exceptions to graduation requirements. Clarkson Regulations lists graduation requirements in Section II-V and describes the handling of requests for exceptions in Section II-W.
III. Awards (4 most recent faculty recipients of the Distinguished Teaching Award)
A. Selects, from nominations by department chairs, two graduating seniors who show the best combination of scholarship and promise of outstanding professional achievement; one to be designated the Lavinia Clarkson and the other the Frederica Clarkson Prize winner.
B. Presents the names of the two nominees for a vote of approval at the faculty meeting at which degrees are voted in the spring semester.
C. Using nominations of alumnae and alumni, student teaching evaluations and other relevant information about teaching achievements, innovations, and effectiveness, selects the recipient of the Distinguished Teaching Award. The alumni office will obtain nominations from alumnae and alumni two or more years following graduation.
IV. Budget Committee (6 tenured faculty, 1 representative from each school and 2 representatives at large, 1 liaison representative with the Director of Budgets)
A. The committee shall advise the President and /or the Academic Vice President.
B. Addresses issues related to resource allocation and budget priorities.
C. Within the limits of confidentiality is available to faculty for consultation.
D. Shall submit a report annually to the Faculty Senate.
V. Curriculum and Academic Policy (7 faculty; including at least one member of the Faculty Senate; 2 students)
A. Serves as a focal point for the discussion and recommendation of new programs, including interdepartmental programs and other degree options.
B. Initiates and/or reviews major calendar changes which have impact on the academic programs.
VI. Graduate, Research, and Intellectual Property (2 graduate students nominated by the Graduate School, 1 tenured faculty member who shall be chair of the committee; 1 faculty member from Liberal Arts or Technical Communication; a faculty representative from each department who is chair of the departmental graduate committee; a member of the professional non-teaching staff, nominated by the Administrative Council; and ex-officio members: Vice President for Business and Finance, Dean of the Graduate School, and Director of the Division of Research)
A. Evaluates proposals for new graduate programs.
B. Formulates and recommends regulations pertaining to graduate work.
C. Acts as exceptions committee for the Graduate School in cases involving graduation requirements.
D. Transmits information pertaining to graduate work to and from the departments.
E. Formulates, recommends, and reviews regulations and policies pertaining to research activities.
F. Transmits information pertaining to research activities and opportunities to and from departments.
G. Encourages growth of research activities and recommends new research facilities for the University.
H. Studies and recommends new areas of research for the University.
I. Provide advice and make recommendations to the Director, Division of Research, with respect to interpretation and implementation of the Intellectual Property Policy (Section 6.6 of the Operation Manual), amendments to this Policy, and such other matters as the Director may deem appropriate.
VII. Honorary Degrees (3 faculty, including at least one member of the Faculty Senate; 2 students)
A. Gathers information from faculty and students regarding possible recipients of honorary degrees.
B. Presents a slate of honorary degree candidates to the president of the University along with necessary biographical material on each candidate.
C. The Vice President for Institutional Advancement will serve as the convener and the president's liaison to the committee without vote.
VIII. Improvement of Teaching (6 faculty, 1 from each school plus 2 at large, including at least one member of the Faculty Senate; 2 undergraduate students; graduate student recipient of most recent Outstanding Teaching Award)
A. Devises and implements programs for the improvement of instruction at all levels.
B. Assists in the mentoring of new faculty.
C. Advises faculty seeking assistance in the improvement of their teaching.
D. Performs an analysis of teaching evaluation data on a University wide scale as one means to assist faculty in assessing the quality and in seeking improvements of their teaching.
E. Selects the recipient of the Outstanding New Teacher Award.
F. Selects the recipients of the Outstanding Advisor Award.
IX. Promotion Committee (4 tenured faculty at the rank of Professor, 1 representative from each school, elected by the tenurable faculty in accordance with the procedures described in Section 5.6.C.2.f of the Operations Manual)
A. To act in accordance with the faculty policies as outlined in Section 5 the Operations Manual.
1. To confirm that the promotion file of each candidate contains adequate documentation to reflect the candidate's performance as it pertains to promotion, or to indicate to the file preparer how the file is deficient. The committee shall hold the file until such time as either the preparer or the committee has corrected such deficiencies and those who have previously reviewed the file have had a chance to examine any new material or documents.
2. To add to each adequately-documented promotion file a committee evaluation and recommendation regarding the candidate's suitability for promotion.
B. To advise the Faculty Senate on matters pertaining to these promotion policies and their implementation.
X. Tenure (6 faculty; 2 at-large, one from each of the schools= faculties, elected by tenurable faculty in accordance with the procedures described in Section 5.5.A.4 of the Operations Manual)
A. Acts in accordance with the Tenure Policy as passed by the Faculty Senate and approved by the Board of Trustees.
1. Confirms that the tenure file of each individual reviewed contains adequate documentation to reflect properly the individual's performance as it pertains to the granting of tenure, or indicate as soon as possible to the preparer how the file is deficient in representing the individual's performance. The preparer will immediately attempt to provide materials indicated as necessary by the University Tenure Committee to remedy the deficiencies. The Tenure Committee may hold the tenure file until such documentation is provided. If the preparer is unable to supply the required materials, the Tenure Committee may correct any deficiencies and will inform the tenure candidate that it has done so.
2. Ensures that new information added to the tenure file is communicated to the preparer of the file who, in turn, will forward it through appropriate channels along with the preparer's revised recommendation, if any.
3. Adds to each tenure file a committee evaluation and tenure recommendation based solely on the contents of the tenure file and the evaluation standards outlined in section 5.3 of the Operations Manual.
B. Ensures that the Tenure Policy is fully and properly implemented in a tenure review.
C. Advises the Faculty Senate on the Tenure Policy and its implementation.
Editorial Revision: August 1974, 1977; October 1981; December 1986; July 1987
Revised: April 1972; January 1978; 1982; May 1983; July 1989; September 1991; September 1993; September 1997
Editorial Revision: October, 1999
2.10.2 This section describes the standing administrative committees of the University, including their duties and composition.
I. Standing Committees of the Administrative Council - These committees are considered to have broad and cross-departmental responsibilities to the university community, including at times duties that fall within Administrative Council's charge to "consider and pass on rules, regulations, standards, curricular changes, and like matters within the framework of existing policies." Standing committees of the Administrative Council are expected to seek appropriate approval for any changes in written policies as described by this charge, and should submit a summary report of each academic year's activities to Administrative Council by April 15 of the year.
A. Hearing Committee on Discipline and Disorders (2 faculty selected by the Faculty Senate; 1 administrator selected by the Administrative Council; 2 undergraduate students elected by the Student Senate, 1 graduate student; Chair appointed by the President.)
1. Holds initial hearings in all cases of suspension or expulsion and of those referred to it by the Dean of Students.
2. Hears appeals of the results of Dean of Students inquiries.
3. Determines the cause of a disorder on campus, suggests appropriate measures to relieve the situation, and recommends University action.
4. Serves as a fact-finding committee regarding penalties or disciplinary action to be taken.
5. Reviews the circumstances under which a declaration of a disorder is made, including the action of the President or his designated representative or the advisory committee, to determine whether bad faith or error was present.
B. Standing Review (2 undergraduate students appointed by Student Senate; 1 graduate student nominated by Dean of Graduate School; 2 faculty not members of the Faculty Senate, 1 member selected by Administrative Council)
1. Reviews grievance petitions, taking into account the written record of previous decisions of the case, to determine whether a formal hearing is warranted.
2. If a formal hearing is warranted, selects members for a formal hearing committee.
C. Campus-wide Integrated Outcomes Assessment Committee (CIOAC) membership appointed by the Vice President for Academic Affairs)
1. Leads the development of a program for learning outcomes assessment. CIOAC distills the complete set of learning claims in the Strategic Focus and Vision of a Clarkson Education documents, both those that are major (or field) specific and those that are cross-major (or general).
2. Coordinates with each academic unit to (a) identify the components of their programs that serve the various claims, (b) articulate criteria for success, and (c) conceptualize possible direct or indirect measures for these criteria.
3. Instructs academic units to articulate additional learning claims specific to their programs.
D. Gender Issues (membership appointed by the President)
1. Assesses campus climate as it relates to gender.
2. Recommends interventions and campus programming that responds to this assessment.
3. Assists in evaluating non-confidential problematic situations relating to gender as they arise on the campus.
4. Reports to the President and other campus officials as appropriate.
E. Multicultural Affairs Committee (membership appointed by the President)
1. Assesses campus climate as it relates to underrepresented racial, ethnic, and cultural groups.
2. Makes recommendations for making the Clarkson campus a more welcoming one for all groups, and for increasing the level of multicultural competence among students and staff.
3. Invites input from students and staff on issues and problems relating to multicultural affairs on the campus.
4. Reports to the President and other campus officials as appropriate.
II. Standing Advisory Committees - These committees have been established to provide broad and continuing communication and/or advisory representation to particular administrative officials or departments on issues relevant to their tasks and responsibilities. Such committees may be constituted by any university administrator, and are asked to communicate in a timely way to Administrative Council or Faculty Senate if they have business or proposed policy changes relevant to these governing bodies of the University. If an administrative advisory committee intends to continue its work beyond a single academic year, it should petition Administrative Council for listing in this section of the Operations Manual.
A. Aesthetics Committee (Vice President for Student Affairs)
Provide direction such that a consistent appearance to campus buildings and grounds is maintained.
B. Classroom Facilities Review Committee (Vice President for Academic Affairs)
Advise the Vice President for Academic Affairs on the need to build or renovate University classrooms, and to recommend how best to equip, schedule, and maintain existing classrooms. A goal of the committee is to provide a conduit for faculty preferences regarding classroom accommodations.
C. Continuance and Readmission Committee (Associate Vice President for Academic Affairs)
1. Reviews all requests for continuance and undergraduate readmission and determines whether the requests should be accepted or rejected, subject to the limitation that the Committee cannot continue or readmit a student in a department or program that declines to accept the student.
2. Has the authority to set conditions that students must meet in order to be continued or readmitted. In cases of students whose request for continuance or readmission are rejected, these conditions may apply to possible future requests for readmission.
D. Financial Aid Policy Committee (Director of New Student Financial Assistance, Director of Financial Assistance)
Coordinates and recommends University policy pertaining to the administration of financial assistance at the undergraduate level.
E. Financial Appeals Board (Director of Student Administrative Services)
Resolves student financial difficulties stemming from regulatory noncompliance. See Regulation Section VIII-W E
F. Honors Committee (Director of the Honors Program)
G. International Education Committee (Vice President for Student Affairs)
Coordinates University-wide efforts on matters related to international student affairs.
H. Library Representatives Committee (University Librarian)
Approves and channels book orders from each department to the library and coordinates department decisions on additions or deletions from journal subscription lists as limited by budget each year. Annual open meetings provide an opportunity for faculty to express concerns to librarian and for librarian to obtain input on decisions and changes pending for the library.
I. Scheduling Advisory Committee (Scheduling and Communications Coordinator)
Meets as needed to review scheduling procedures, make recommendations and discuss alternative processes. Reach consensus on assignment of limited resources (such as lecture halls.)
J. Tuition Benefits Committee (Director of Human Resources)
Considers request from employees for exception to University policy relating to tuition benefits.
K. Administrative Services Technology Committee (Chief Information Officer)
Advises the CIO and participates in the planning of technology and information services that support and enhance the administrative functions and concerns of the University.
III. Standing Mandated Committees - This section describes the standing committees that the University has established in order to conduct general university operations or to conduct specific types of research activities in compliance with legislated or regulatory requirements of appropriate governmental authorities.
A. Campus Safety (1 female and 2 male faculty members; 2 female and 1 male undergraduate students; 3 female and 2 male staff members and the director of Campus Safety as convener -- the Committee must be comprised of at least 50% female members). Annual nominations from Faculty Senate and Student Senate submitted to the President no later than September 30.
1. The committee shall ensure that all requirements specified by legislation pertaining to Section 6450 of the education law subdivision 1-a, in its entirety, and subdivision 4c are addressed.
2. Concerns itself with a broad sense of campus safety which will include but need not be limited to: staffing and program implementation of the campus Safety Office; campus lighting; incidents reported; types and frequency; housing; intra/inter campus transportation; emergency communication.
3. Submits an annual report to the Dean of Students not later than April 15 of each year.
B. 504/ADA Compliance Committee (504 Compliance Officer and Director of Accommodative Services)
Serves as an advisory group to the two campus administrators who are charged with assuring compliance to federal regulations regarding people with disabilities, and including issues relating to campus accessibility and provision of accommodative services.
C. Radiation Safety Committee (Radiation Safety Officer, faculty and staff who have expertise in the handling and use of radiation and/or radioactive materials and represent the departments in which radiation or radioactive materials will be used; at least one Administrative Officer of the University). The membership of the Committee is subject to the approval of the NYS Department of Health.
In order to utilize radioactive materials or radiation producing devices under Part I, Chapter 16, of the Sanitary Code of the State of New York, a Radiation Safety Committee must be constituted. The committee reviews the new or major changes in the use of radioactive materials and oversees the operation of the Radiation Safety Office.
D. University Committee Concerning the Rights and Welfare of Human Subjects (7 members, 1 of which must be external to the University; of the 6 internal members 1 is an alternate and 1 is non-voting. Appointed by the Director of Research.)
The University maintains an Institutional Review Board (IRB) structures and operating under the rules and procedures in accordance with the guidelines put forth in OPRR Report PROTECTION OF HUMAN SUBJECTS (45cfr46). The Director of the Division of Research is the chair of the IRB).
Editorial Revision: August 1974, 1977:October 1981; December 1986; July 1987
Revised: April 1972;January 1978; 1982;May 1983; July 1989; September 1991
September 1993; April 1997; May 1997; May 1998
2.10.3 University Committee Procedures
I. Faculty members of University committees for the following academic year should be appointed in May. Student members should be appointed in September. A survey of faculty members will be held to determine areas in which they would be willing to serve on a committee. Members of the promotions, tenure, and hearing committee on disorders gain membership by election and not the appointment procedure described above.
II. Prior to each scheduled meeting of the Faculty Senate, faculty committees shall report the topics currently being considered and the time of their next meeting to the vice chair of the Senate, who will communicate this information to the Senate for inclusion in the minutes.
III. The Faculty Senate will not receive a final report on a topic from a committee until after at least one notice of a meeting on the topic has appeared in the senate minutes and there has been a reasonable time allowed for faculty input.
IV. A report from a committee should contain the following:
A. A statement of the problem;
B. A statement as to the sources of information and information developed;
C. Alternative proposals considered;
D. Reasons for the consensus;
E. Recommendations to the Faculty Senate (including effective date for any proposed rule changes); and
F. All recommendations which are to be inserted in the regulations should be submitted in the proper form for insertion. All corrections in these documents necessitated by the insertion should be noted.
V. Committees should operate under the following procedures:
A. Before preparing a final report that recommends or requests actions involving substantial changes in University policy or substantial changes in procedures, a committee should develop its own report in draft form according to the instructions in item IV above. This draft should be sent to the Administrative Council, Faculty Senate, and Student Senate.
B. First, the Administrative Council will determine whether the proposals in the report can be implemented in the form in which they are proposed. If they cannot be so implemented, the Administrative Council will suggest alternative proposals which will be sent along with the originals back to the committee; copies of both will be sent to each Senate.
C. The Senates will discuss reports or portions thereof which relate to their spheres of interest. Requests for the committee to make further study will be voted on by the Senate initiating the request, and the resultant decision will be sent to the committee with copies to the executive committees of the other Senate and the Administrative Council.
D. After passage by the appropriate body or bodies, the recommendations will be sent to the president.
VI. Proper action on committee reports requires maximum liaison among the three bodies: Administrative Council, Faculty Senate, and Student Senate. Such liaison should be accomplished both at the executive committee level and the committee level itself, at which the student members of Faculty Senate committees keep the Student Senate informed of the business of the committees as such business progresses. In areas of mutual interest and mutual coverage by committees of both Senates, maximum liaison should be maintained, including joint deliberations if such are feasible.
VII. Committees should consider the extent to which their recommendations might represent a cost to the University. Where the costs involved may be expected to be substantial, the committee should estimate the final cost to the University of implementing the recommended resolution before sending its report to the Senate. This estimate, together with its basis and sources should be included in the committee's report for the Senate's guidance.
Revised September 1971
Item VII passed by Faculty Senate October 1973
Item V.A passed by Faculty Senate October 1974
Editorial Revision: December 1986; July 1987
2.11 PHYSICAL PLANT POLICIES AND PROCEDURES
Preamble
The Physical Plant ,Campus Safety and Central Services Departments of Clarkson University are comprised of all those employees who are hourly full-time wage earners paid by Clarkson University. Temporary employees have nonvoting status.
Article I Council Members
A. On behalf of the Physical Plant and Campus Safety Departments these Physical Plant Council Members shall act as spokespersons with Clarkson administrators, support staff, and all other University organizations.
B. The Physical Plant and Campus Safety Departments shall be represented by one employee from each managers group, with a minimum of no less than seven members. Members will be elected by a majority of the employees in each group. (For definition of majority, see Article IV Voting on Issues of Concern.)
C. The term of office shall be one year and shall run from January 1 to December 31.
D. These members of the Physical Plant Council shall choose a chairperson and a secretary.
E. One and one-half hours a month shall be allocated to each Physical Plant Council member for the purpose of attending Physical Plant Council meetings.
Article II Nomination and Election of Council Members
A. Nominations and elections of new Physical Plant Council members will be held one month prior to the end of the yearly term. This will be done at each council members managers monthly meeting.
B. The official voting ballot, including absentee ballots, will be created and made available by the Physical Plant Council members. Absentee ballots should be requested and returned to the manager in a sealed envelope by the December meeting. This ballot can only be used for legal absences.
C. Voting will occur at the November managers group meeting.
D. Each candidate will be determined by the largest number of votes cast. A tie shall be resolved by a re-vote.
E. Results will be announced by the Physical Plant Council as soon as they become available.
Article III Vacancies
A. Within two weeks of the departing Physical Plant Council members end of employment or of that person's official resignation as a Physical Plant Council member, that person's council position shall be filled by the candidate receiving the next largest number of votes from the previous election, or if none exists, the position will be filled by appointment by the manager of that group to complete the remainder of the existing term.
Article IV Voting
A. Voting on Issues of Concern
Only regular full time and part time employees may vote on issues. Temporary employees are excluded from voting, but are encouraged to participate in all discussions at meetings. Council members, as a group, never vote alone on issues; they vote only as a part of the entire Physical Plant staff membership.
B. Procedure for Voting
Issues of concern to be brought to a vote will be sent to the entire Physical Plant membership one week prior to holding a meeting to vote on that particular item(s). A date for a meeting to take place for the vote will be announced. At that meeting the vote of the majority shall decide all matters brought before this group. The term majority is defined as a "simple majority," that is 50% plus one of those voting.
Article V Meetings
A. The Physical Plant Council shall hold monthly meetings between January 1 and December 31 of each year. Provisions for the time and place of these meetings will be made by the Physical Plant Council.
B. These meetings shall establish policies, priorities, and all matters of interest to the Physical Plant and Campus Safety departments, including reports on meetings between Physical Plant Council and administration, and announcements of any new University policies.
C. Minutes from each monthly meeting shall be distributed to council members in a timely manner. They should also be made available to all Physical Plant and Campus Safety employees.
Article VI Business
A. All matters of concern that a department employee feels should be considered by the Council for submission to Administration, must be submitted in writing to a current Council member for discussion at the next monthly Council meeting.
B. Identities of the originator(s) of all matters sent to the Physical Plant Council shall be kept confidential, unless written permission is given by the originator(s) to release the name(s).
Article VII Procedures for Amending This Policies and Procedures Statement
A. An amendment to this Policies and Procedures Statement will be discussed at a council meeting. Subsequent to this meeting, a copy of this amendment and a ballot will be mailed to each Council member. A simple majority of those voting will determine its passing.
Article VIII Liaison Duties
A. The liaison person should be the director of the Physical Plant department. This advisor to and liaison between the Physical Plant and administration will also transmit any request or recommendation to be submitted to higher administration in written form, with the approval of the council members.
Janaury 1995
2.12 SUPPORT STAFF POLICIES AND PROCEDURES
Preamble
The Support Staff of Clarkson University is comprised of all those employees who are hourly regular, part or full-time non-maintenance wage earners paid by Clarkson University. Temporary employees have nonvoting status.
Article I
Council Members
A. On behalf of the Support Staff these Support Staff Council members shall act as spokespersons with Clarkson administrators, maintenance representatives, and all other University organizations.
B. The Support Staff shall be represented by six Support Staff Council members elected by a majority of the Support Staff. (For definition of majority, see Article III- Voting on Issues of Concern.)
C. The term of office shall be two years and shall run from July 1 to June 30.
D. These six Support Staff Council members shall choose a chairperson, vice chairperson, secretary, and ad hoc committee chairperson.
E. One and one-half hours a month shall be allocated to each Support Staff Council member for the purpose of attending Support Staff Council meetings.
Article II
Nomination and Election of Council Members
A. Nominations: Nominations shall be solicited by the Support Staff Council members and returned to the Support Staff Council for processing by June 1.
B. Ballot: The official voting ballot, including absentee ballots, will be created and made available by the Support Staff Council members. Absentee ballots should be requested and returned in a sealed envelope by the June meeting.
C. Voting will occur at a June meeting called by the Support Staff Council.
D. Each winning candidate will be determined by the largest number of votes cast. A tie vote shall be resolved by a mail ballot.
E. Results will be announced by the Support Staff Council as soon as they become available.
Article II
Vacancies
A. Within two weeks of the departing Support Staff Council member's end of employment or of that person's official resignation as a Support Staff Council member, that person's Staff Council position shall be filled by the candidate receiving the next largest number of votes from the previous election and will be notified by the Support Staff Council.
Article III
Voting on Issues of Concern
A. Voting on Issues of Concern. Only regular full-and part-time employees may vote on issues; temporary employees are excluded from voting, but are encouraged to participate in all discussions at meetings. Council members, as a group, never vote alone on issues; they vote only as a part of the entire Support Staff membership.
B. The vote of the majority shall decide all matters brought before this group. The term majority is defined as a "simple majority," that is, fifty percent plus one of those voting.
Article IV
Meetings
A. The Support Staff Council shall hold at least six meetings between July 1 and June 30 of each academic year. Provisions for the time and place of these meetings will be made by the Support Staff Council.
B. Support Staff members are invited to attend all meetings. These meetings shall establish policies, priorities, and all matters of interest to the Support Staff, including reports on meetings between Support Staff Council and administrators and announcements of any new University policies.
C. The Support Staff Council will have periodic meetings with the administrative liaison/advisor and other administration members as deemed appropriate.
D. The secretary of the Council shall distribute to the Support Staff members an announcement of a meeting along with its agenda and any relevant documents in sufficient time for interested Support Staff members to attend and discuss matters at that meeting.
E. Minutes of each meeting shall be distributed to Staff members in a timely manner.
F. Requests for special meetings may be made by any Staff member by submitting a written request to the Support Staff Council. Notification of all special meetings shall be announced by campus mail.
Article V
Business
A. All matters of concern which a Staff member feels should be considered by the Support Staff body for submission to the Administration - questions, complaints, suggestions - must be submitted in writing to a current Support Staff Council member for discussion at the next general Support Staff meeting.
B. Identities of the originator(s) of all matters sent to the Support Staff Council shall be kept confidential, unless written permission is given by the originator(s) to release the name(s).
Article VI
Procedures for Amending this Policies and Procedures Statement
A. An amendment to this Policies and Procedures statement will be discussed at a Support Staff meeting. Subsequent to this meeting, a copy of the amendment and a ballot will be mailed to each support staff member. A simple majority of those voting will determine its passing.
Article VII
Liaison Duties
A. The advisor to and liaison between the Support Staff and administration will attend Support Staff Council meetings as necessary by request of the Council members. He/she will also transmit any requests or recommendations to be submitted to higher administration in written form, with the approval of the Council members. Attendance at Support Staff general meetings will not be necessary.
October 1994
Revised, May 25, 1994