A. There shall be established in each teaching unit (college, school, department or equivalent instructional unit) a council which is charged with determining the operating policies and procedures of that unit. There shall also be established such ad hoc or standing committees as may be deemed necessary by the council.
B. Each teaching unit council may consist of faculty members and students, both with voting privileges. The membership will be as follows:
1. The voting faculty members will be those members of the active full‑time faculty assigned to the unit and those of its emeriti professors who are able and willing to participate. Each teaching unit is encouraged to employ use of a joint student‑faculty council in such proportion with regard to such areas and with such voting rights as are appropriate for that teaching unit.
2. The voting student members will be elected annually by and from students who are pursuing undergraduate majors or graduate studies under the auspices of the teaching unit or who have a legitimate concern and continuing interest in the teaching unit as evidenced by current enrollment in at least one course offered by the unit. The student members should broadly represent the students in the teaching unit, including both undergraduate and graduate students. They will be elected either by a mail ballot or in accordance with other voting procedures determined and announced by the teaching unit council. No one student may in any given year vote for representatives for, or serve on, more than one council except that in a college or school composed of several departments the student may vote for representatives for, and serve on, both a departmental council and a college or school council. Each teaching unit is encouraged to employ and make substantial use of joint student‑faculty committees in such proportion with regard to such areas and with such voting rights as are reasonable and appropriate for that teaching unit. The department chair or dean appointed to administer the affairs of the teaching unit will be a member of and chair of the council. Minutes will be kept of each meeting and made available to all members.
C. Ad hoc and standing committees of the teaching units will consist of members of the active faculty (full‑time or part‑time) and of students, each with voting privileges. The faculty members and the students will be elected or otherwise selected in accordance with the decision of the teaching unit council. Each teaching unit is encouraged to employ and make substantial use of joint student‑faculty committees in such proportion with regard to such areas and with such voting rights as are reasonable and appropriate for that teaching unit.
D. Items may be placed on the agenda of a teaching unit council meeting by a committee or by any member of the council. Actions taken on the agenda items will be submitted to the department chair or dean for decision.
E. If the decision of the dean or department chair is contrary to the action of the teaching unit council, the decision can be appealed by a two‑thirds vote of the council. If a decision is so appealed, it will be automatically referred to the next higher administrative officer for final decision.
F. Any teaching unit establishing standards for student participation automatically equivalent to the standards here set forth shall be permitted by approval of the Executive Committee of the University Senate to vary the precise procedure provided they do in no way violate the principle of student participation as set forth herein.
G. These regulations shall not be deemed to relieve or diminish the faculty of their responsibility for educational policies as set forth in the AAUP statement of principles concerning faculty participation in university government as previously adopted by the Senate, nor as diminishing the authority or responsibility of the student government on matters in their province.
.02 Student Academic Grievances
In the course of academic life, a student may come into disagreement with a faculty member or with the policies and actions of an academic unit as they affect the student’s progress toward completion of a course or degree. In cases of complaint or disagreement over academic matters not resolved by consultation among the parties, the university provides the student the right to initiate a grievance procedure, as described below.
Students should have protection through orderly procedures against prejudiced or capricious academic evaluation. At the same time, they are responsible for maintaining standards of academic performance established for each course in which they are enrolled. Evaluation of students and the awarding of credit must be based on academic performance professionally judged and not on matters irrelevant to that performance, such as personality, physical disability, age, race, gender, sexual orientation, religion, national origin, degree of political activism or personal beliefs.
Judgement regarding standards of evaluation for a student’s academic performance is a faculty responsibility and is not grievable. Normally, only questions relating to whether a faculty member complied with the stated requirements of the course and applied standards of evaluation fairly and equitably are potentially grievable. Cases involving complaints about grades will be considered only when there is clear evidence that casts significant doubt on the objectivity of the grading process or indicates that the faculty member failed to comply with the stated requirements of the course.
A. Consultation and Informal Resolution
1. Normally the student should discuss the matter directly with the faculty member. Both parties should make reasonable efforts to resolve the issue in an informal manner. If no direct resolution is reached, either party may request consultation and mediation by the unit head or academic administrator designated by the dean to help resolve potential grievances, as defined by the appropriate college or school in which the course or program is offered (referred to as the designated academic administrator).
If the student feels uncomfortable trying to resolve the matter directly with the faculty member, the student may go directly to the unit head or designated academic administrator.
The unit head or designated academic administrator:
a. counsels the student as to the steps involved in pursuing a grievance, with particular emphasis on informal resolution, and
b. gives the student a copy of the grievance procedure section of the university’s academic regulations, plus any additional information specific to the teaching unit, provided that it is consistent with the university’s academic regulations, and notifies the faculty member immediately.
If the process of consultation and informal resolution fails, then formal grievance proceedings may begin.
B. Formal Process
1. If the student, after completing the above steps, remains unsatisfied, then he/she may file a formal grievance by submitting a written complaint to the head of the teaching unit or other academic administrator designated to supervise the grievance procedure. Jurisdiction over the grievance procedure resides in the teaching unit responsible for the course. The complaint, plus any supporting documents, shall supply full detail regarding the nature of the complaint and the remedy sought. The complaint shall indicate the dates on which attempts at informal resolution took place. To ensure that the school/college responsible for a student’s enrollment in the university is aware that a grievance has been filed, the teaching unit which has jurisdiction over the grievance will provide the dean of the student’s school/college with written notification of the filing. The faculty member against whom the grievance has been filed will also be notified.
2. A grievance must be filed within thirty (30) working days of the occurrence or discovery of the alleged incident, but in no instance later than February 15 for a grievance arising during the preceding fall semester or later than October 1 for a grievance arising during the preceding spring or summer semesters, unless the basis for the complaint falls under the university’s Discrimination and Discriminatory Harassment Policy. In such cases, an individual will have one year from the date of discovery to file a grievance.
Senate action and Provost approval, May 1999.
3. Each teaching unit shall have a standing grievance committee, consisting of at least three faculty members for each student member, that can be convened to hear any complaint submitted. Provision shall be made for an undergraduate student committee member for undergraduate cases, and a graduate student committee member for graduate cases. If a member of the grievance committee is a party to a complaint, the unit head shall appoint a substitute faculty member or student member who has no involvement in the case.
4. Upon receipt of a complaint, the unit head or responsible administrator shall transmit the complaint to the grievance committee and simultaneously to the faculty member within three (3) working days, and shall assure that a hearing takes place within ten class days during the fall and spring semesters, or as soon as possible at other times. All parties shall be informed in writing of the time and place of the hearing. Prior to the hearing, the committee shall obtain additional material it deems relevant. All parties shall receive copies of all relevant documents within the three working days and each party has the right to respond in writing. The grievance committee shall review in detail the complaint, the remedy sought, and all supporting documentation.
5. The student and the faculty member or other person(s) named in the grievance shall have the right to an oral hearing before the committee. The student may waive in writing her/his right to appear for the hearing. Otherwise, if the student fails to appear for a hearing, the committee must dismiss the case with prejudice unless the student can demonstrate that he or she was detained for reasons beyond his or her control. If the faculty member or his/her responding party does not appear, the hearing may proceed in that person’s absence. The committee shall have the right to question the student filing the grievance and the faculty member or other person(s) named.
6. Parties to a grievance shall have an opportunity to state their cases, present evidence, designate witnesses, ask questions and present a closing statement. Additional witnesses may be called at the discretion of the committee. Either party may be accompanied by an advisor, but the advisor may not address the hearing directly. Because the purpose of the grievance process is to provide a fair review rather than a formal legal proceeding, participation of persons acting as legal counsel in the grievance process is not permitted. All hearings shall be closed to the public unless both parties agree in writing to an open hearing. A record of the hearings and any decisions of the committee shall be maintained in accordance with applicable laws.
7. In cases involving allegation of improper evaluation, the student must demonstrate clearly and convincingly that the evaluation was not objective or that the faculty member did not comply with the syllabus or other stated requirements of the course. If the only question is as to the validity of the judgement of the faculty member regarding the merit of the academic performance of the student, the case will be dismissed. In such a case, the committee will not read the papers or examinations of the student to judge whether they have been fairly graded. It is not the task of the committee to judge the academic standards used by faculty members in grading students.
8. Committee deliberations shall take place in closed sessions. Committee decisions in support of the grievance must be made by majority vote of all members present. Three quarters of the members constitute a quorum.
9. Within one week after the hearing is concluded, the committee shall render a decision in writing, together with the rationale for that decision, to all parties involved. If a majority of the committee finds the student’s allegation to be supported by clear and convincing evidence, the committee shall take appropriate action in accordance with the student’s interest which it feels would bring about substantial justice. In cases in which a grade is in dispute, the committee shall first consider other remedies such as: permitting the student’s registration in the course to be canceled, allowing a late withdrawal, arranging a way for the student to submit new work, retake an examination, or retake a course (under the direction of another professor). In the event that a grade is changed, the option of giving a “P” or “ZF” should be considered before assigning a new letter grade.
10. If a change in the student’s academic record or other action is decided upon, it is the responsibility of the head of the teaching unit in which the grievance was filed to implement the decision. If an appeal is filed, no action shall be taken until the appeal is resolved. Otherwise, the head of the teaching unit shall implement the decision within five (5) working days after the appeal process is terminated. For the record, a copy of the decision shall be forwarded to the dean. In cases where the grievance is filed in a school/college which is not the student’s home unit, there should also be written notification by the dean or the dean’s designee to the dean of the student’s school/college of the decision in the case.
C. Appeals
1. Either party has the right of appeal to the dean. Grounds for appeal are limited to the following:
a. improper procedure: the appellant must show that there was an improper procedure in handling the grievance which resulted in an adverse finding.
b. newly discovered evidence: the appellant must show that there is newly discovered evidence not available to her or him at the time of the original hearing and that the newly discovered evidence could change the outcome of the hearing.
c. inappropriate remedy: the appellant must show that the sanction or remedy is inappropriate.
2. Either party may appeal to the dean within ten (10) working days of receipt of the grievance committee’s decision. The other party shall be immediately notified by the dean of an appeal and shall be allowed ten (10) working days in which to respond in writing. The dean shall render a decision in writing to all parties involved within ten (10) working days of receipt of the response to the appeal. If the dean determines that there are grounds for appeal, the case will be remanded to the grievance committee for reconsideration in light of the dean’s recommendation.
3. The committee will meet within ten (10) working days to reconsider its decision in light of the dean’s recommendation. If the committee does not agree with the dean, the disputed case will be referred by the dean for resolution to the provost within ten (10) working days. All parties will be notified by the dean of the referral of the case to the provost. The decision of the provost, which is final, shall be rendered in writing to all parties within ten (10) working days of receipt of all materials in the case.
D. Records
1. All records pertaining to a grievance case shall be maintained by the academic unit where the hearing or appeal takes place, normally the academic department or the office of the dean of the college or school.
Senate action and Provost approval, April 1997. Effective summer 1997.
.03 Procedures for Search, Reappointment, and Evaluation of University Administrators
A. Premises of a Search
1. To attract the most qualified candidates for the positions vacated or created.
2. To assess in as much depth as possible the quality of the candidates' backgrounds in relation to the position in question, and to judge their potential contributions to the university through the position to be filled.
3. To use all available sources of candidates and to search actively for candidates who are females or members of minority groups.
4. To allow a reasonable period to undertake the search. Greater emphasis should be placed on taking the time to cast a wide net for highly promising candidates rather than on establishing a short deadline which might have the effect of attracting candidates of lesser caliber.
5. To provide appropriate representation on the search committee from the ranks of faculty, staff, and students to allow opportunities for advice and counsel from these constituencies.
6. To permit the academic officer to whom the candidate would report to make the final selection from among the recommendations offered by the search committee.
7. It is expected that the process of search and selection would not take more than six months.
B. Procedures for a Search
The following procedures shall be used in searching for individuals to fill the positions of or their functional equivalents: Provost, vice presidents (under the explicit mandate of retaining the two vice presidential positions within the scope of university evaluation regulations (50.00.03D), the administration may be relieved from the requirement that the positions be subject also to the search procedure), vice provosts, Dean of Academic Affairs, deans of free‑standing schools and colleges, University Librarian, Dean of Washington Semester and World Capitals Programs, Director of e-academics, and Director of Admissions.
Senate action and Provost approval, October 1987.
1. Call for a Search Committee
a. When the President knows there is or will be a vacancy in the offices of the Provost or vice presidents, he or she shall call for the formation of a search committee in a timely manner.
b. When the Provost or appropriate Vice President knows there is or will be a vacancy in the other heretofore identified offices, he or she shall call for the formation of a search committee in a timely manner.
Senate action and Provost approval, October 1987.
2. Composition of a Search Committee
a. Full‑time Faculty
i. For the deans of free‑standing schools and colleges, there shall be four faculty members from the school or college where the vacancy is declared. There shall be (a) one instructor or assistant professor, (b) another faculty member, either a professor or associate professor, but preferably the latter, (c) one professor, and (d) one at‑large faculty member, from any rank, including adjunct faculty of any rank.
ii. For the other heretofore identified offices, there shall be three faculty members chosen from the university. There shall be (a) one instructor, assistant professor, or associate professor, (b) one professor, and (c) one at‑large faculty member, from any rank, or adjunct faculty of any rank.
b. Students
i. For the deans of free‑standing schools and colleges, there shall be two students: one undergraduate student and one graduate student where appropriate.
ii. For the other heretofore identified offices, there shall be two students: one undergraduate student and one graduate student or, where appropriate, two undergraduate students.
c. Other
i. For the offices of Provost and vice presidents, three individuals shall be chosen from university alumni and staff, and professionals in the metropolitan area of Washington.
ii. For the deans of free‑standing schools and colleges, two individuals shall be drawn from university alumni and staff, and professionals in the metropolitan area of Washington.
iii. For the other heretofore identified offices, three individuals shall be chosen from university alumni and staff, and/or professionals in the metropolitan area of Washington; at least one individual shall be chosen from the staff of the unit where the vacancy is declared.
iv. In the case of the University Librarian, the search committee shall include the faculty identified in 2.a.ii and one member of the university library faculty.
Senate action and Provost approval, December 1989.
3. Selection of a Search Committee
Individuals who are asked to serve on search committees are to be advised in advance that the committee's term may extend over two consecutive semesters, with summer being defined as a semester, and should accept appointment with this understanding.
a. Full‑time Faculty
i. For the Provost and the Dean of Academic Affairs, the Executive Committee of the University Senate shall nominate at least three members from the university faculty. Additional nominations from the university faculty may be made from the senate floor. An election by the university faculty shall follow. If the election is not held within two weeks after the last regular senate meeting, the Executive Committee shall elect the committee members.
ii. For the deans of free‑standing schools and colleges, the four faculty representatives shall be chosen from and elected by the faculty of the school or college where the vacancy is declared.
iii. For the other heretofore identified offices, the Executive Committee of the University Senate shall nominate at least three members from the university faculty. Additional nominations from the university faculty may be made from the senate floor. An election by the University Senate shall follow.
b. Students
i. For the deans of free‑standing schools and colleges, the school's or college's undergraduate student council shall designate one undergraduate student, and, if appropriate, a graduate student shall be designated by the Graduate Student Association. Where no school or college‑wide council exists, the determination of the undergraduate student representative(s) shall be made by the General Assembly of the Student Confederation. The representative(s) shall be chosen from the school or college where the vacancy exists. Where no school or college‑wide council exists, the determination of the graduate student representative(s) shall be made by the Graduate Student Association. The representative(s) shall be chosen from the school or college where the vacancy exists.
ii. For the other heretofore identified offices, the undergraduate student(s) shall be selected by the General Assembly of the Student Confederation and the graduate student(s) shall be selected by the Graduate Student Association.
c. Other
i. For the offices of Provost and vice presidents, the President shall appoint three individuals from university alumni and staff, and professionals in the metropolitan area of Washington.
ii. For the deans of free‑standing schools and colleges, the Provost shall appoint two individuals from university alumni and staff, and professionals in the metropolitan area of Washington.
iii. For the other heretofore identified offices, the Provost or appropriate Vice President shall appoint three individuals from university alumni and staff, and professionals in the metropolitan area of Washington; at least one individual shall be chosen from the staff of the unit where the vacancy is declared.
Senate action and Provost approval, October 1987.
4. Notice of Vacancy During the Summer
Search committees for university offices vacated during the summer (from spring graduation to opening of fall classes) shall follow the stipulations under B.l, 2, and 3 with the exceptions that:
a. In place of the procedure of B.3.a.i, in the absence of a senate meeting, the Executive Committee of the University Senate shall nominate the faculty members of committees for the offices involved and provide for their election by a mail ballot sent to the homes of full‑time faculty.
b. In place of the procedure of B.3.a.iii., in the absence of a senate meeting, the Executive Committee of the University Senate shall name the three faculty members specified in B.2.a.ii.
c. In place of the procedure of B.3.b.i and ii, the president of the Student Confederation shall appoint the undergraduate student members, and the president of the Graduate Student Association shall, where relevant, appoint graduate student members.
Senate action and Provost approval, October 1987.
5. Resignations from the Search Committee
In the event a member of the committee resigns from the committee, the following procedures shall be employed:
a. Faculty
For all heretofore identified offices, replacements will be selected by the Senate Executive Committee, the steering committee of a college's educational policy committee, or by any other comparable and constituted body.
b. Students
For all heretofore identified offices, the method of selection is the same as that prescribed in 4.b.
c. Other
For all heretofore identified offices, the method of selection is the same as that prescribed in 3.c.i, ii, and iii.
Senate action and Provost approval, October 1987.
6. Search Procedures
a. Offices of Provost and Vice Presidents
The President, or his or her designee, shall convene a search committee as soon as practicable following receipt of a letter of resignation. The search committee shall elect a chair and meet with the President or his or her designee to discuss the job description and to agree upon a notice of search and its publication in appropriate media. At this same meeting, procedures shall be developed to solicit ideas from faculty, students, and staff concerning (1) the qualities to be sought in a candidate and (2) individuals who might be qualified for the position. The search committee shall also agree upon procedures to follow in future meetings. The committee shall make every effort to submit in writing to the President the names of no fewer than three qualified candidates no later than five months after the committee has been convened. The names of candidates shall be submitted in confidence.
b. All Other Heretofore Identified Offices
The Provost (or appropriate Vice President), or his or her designee, shall convene a search committee as soon as practicable following receipt of the letter of resignation. The search committee shall elect a chair, and meet with the Provost (or appropriate Vice President), or his or her designee to discuss the job description and agree upon a notice of search and its publication in appropriate media. At this same meeting, procedures shall be developed to solicit ideas from faculty, students, and staff concerning (1) the qualities to be sought in a candidate and (2) individuals who might be qualified for the position. The search committee shall also agree upon procedures to follow in future meetings. The committee shall make every effort to submit to the Provost, or appropriate Vice President, the names of no fewer than three qualified candidates no later than five months after the committee has been convened. The names of the candidates shall be submitted in confidence.
Senate action and Provost approval, October 1987.
7. Inability to Meet Deadline
If the search committee is unable to meet the deadline, the chair of the committee shall so notify the following persons, stating the reasons for its inability to meet the deadline and specifying a date by which it intends to submit its recommendations:
a. The President (if the search is for Provost or vice presidents) or the Provost, or appropriate Vice President (if the search is for any of the other heretofore identified offices);
b. The Chair of the University Senate;
c. The presidents of the Student Confederation and the Graduate Student Association;
d. The chairs of the undergraduate student and graduate student councils of the relevant colleges (where the search is for dean of a college).
Senate action and Provost approval, October 1987.
8. Confidentiality
All recommendations and deliberations of the committee shall remain confidential and shall be presented only to the appointing officer.
Senate action and Provost approval, October 1987.
9. Reopening the Search
If an appointment from among the persons whose names are submitted by the search committee is not made, the appointing officer shall meet formally with the full search committee to give reasons why the appointment was not made. After review, the search will be reopened using the existing, duly constituted search committee, except where that committee shall vote to dissolve itself, in which case a new committee shall be appointed under section B.3 above.
Senate action and Provost approval, October 1987.
C. Each college shall have established procedures for the search and selection of teaching unit administrators within that college. Faculty and students shall be involved in the search process in a systematic, meaningful way.
Senate action and Provost approval, October 1987.
D. Procedures for Evaluation and Reappointment of Administrators
Whereas the evaluation of university administrators is regarded as an important vehicle for assuring a high level of performance, the Provost, or in the case of the Provost or Vice President, the University President, shall initiate the scheduled evaluation of university administrators by letter. This will commence the evaluation described in the guidelines which follow.
Senate action and Provost approval, October 1987.
1. Objectives
At least two major purposes of evaluation exist: “formative,” designed to develop or improve performance; and “summative,” designed to formulate a final judgment or assessment of performance that may be used in making decisions about personnel or programs. Evaluations of university faculty members and administrators contain elements of each, although the primary objective of most university evaluations is to develop or improve performance. In all cases described below of the evaluation of administrators, the supervisors will discuss their report with those being evaluated before said evaluation is reported to any other individual or group, and the persons being evaluated shall have a right of response at that time, the contents of which may or may not alter the supervisors' reports.
In light of considerations such as those noted above, a process to evaluate administrators that elicits judgments from varied constituents, each of which has a specific perspective, should be viewed as primarily “formative.” Undoubtedly, extension of formal participation to students, faculty, alumni, peers, subordinates, and external experts will yield valuable new information to the immediate supervisors of administrators who are evaluated. Moreover, the process should strongly enhance both professionalism and accountability. However, the outcomes of such a process do not relieve immediate supervisors of their basic responsibilities to manage directly the personnel that report to them.
Thus, the specific objectives of the evaluation of administrators are:
a. To promote professional development.
b. To identify and reward competencies.
c. To identify and correct weaknesses.
d. To improve administrative accountability to constituencies and to allow a periodic opportunity, in the case of deans of free‑standing schools or colleges, and of department chairs, directors, deans, and other administrators not reporting directly to the Provost, for members of said administrators' units to evaluate the performance of the administrators in cases in which reappointment to a new term is contemplated.
Senate action and Provost approval, October 1987.
2. Criteria for Design of Program
In developing this process for the evaluation of administrators, the following criteria, based on the literature and discussions with outside authorities in the field, have been followed:
a. The system must be rooted in the history, traditions, mission, and objectives of the university.
b. The approach must be “positive,” focusing on administrative development as its primary purpose.
c. Evaluation should be based on both objective and subjective data, stressing objective data to the greatest extent possible.
d. Immediate supervisors must have primary responsibility for evaluation.
e. Only persons who, by virtue of their own knowledge and experience, are in a position to make informed judgments should participate in evaluations.
f. Those being evaluated must be fully informed of the procedures, timetable, and results.
g. The process must be reasonably time‑efficient and unburdensome.
h. Confidentiality must be observed throughout the process.
Senate action and Provost approval, October 1987.
3. Procedures for Evaluation Process
The purpose of these provisions is to assure faculty oversight of key administrators who head programs, lead and represent faculty, or direct services.
a. Evaluations shall be conducted of the performance of the following university administrators or their functional equivalents: Provost, vice presidents, deans of all free standing colleges and schools, Dean of Academic Affairs, University Librarian, Director of e-academics, and Director of Athletics and Recreation.
Senate action and Provost approval, May 1995.
b. The dean of each free‑standing college or school, in association with the college's or school's educational policy, rank and tenure, or other appropriate committee, shall be responsible for devising and implementing a process for the evaluation of department chairs and teaching unit heads.
c. The Provost shall have a schedule prepared annually of all administrators to be evaluated and shall submit such list to the Senate Executive Committee. If the Provost or a Vice President seeks to exempt any administrator from the evaluation process outlined herein, he or she shall notify the Executive Committee of the University Senate prior to the end of the first month of the academic year in which the evaluation would take place. If the Executive Committee does not concur in the exemption, the evaluation shall take place.
d. Administrators shall be evaluated under the procedures outlined herein after completing three years of service and every three years thereafter. None of this shall preclude more frequent review and evaluation of job performance by the administrator's superior. Nothing in this section shall preclude resignation or removal of the administrator between evaluations.
e. The person responsible for the evaluation shall be the administrator's immediate superior.
f. The evaluation process shall include meaningful consultation with and participation of the faculty in a form to be determined by the person responsible for the evaluation. This shall include an opportunity for full‑time faculty to express their views on the quality of the evaluated administrator's performance. Before the result or outcome of said evaluation is reported by the supervisor to any other individual or group, the person being evaluated shall have a right of response and a right to discuss the evaluation with the supervisor. The outcome and method of said evaluations shall be reported to the Executive Committee of the University Senate. (The nature of reports within colleges and schools will depend on the manner in which provision 3.b above, is carried out.) This report may be exclusively oral in nature.
g. The Senate Executive Committee, upon receiving an evaluation, has the right to reject it only on the grounds of serious departures from the procedures contained in these rules, and then to stipulate that a new evaluation be carried out.
h. Other sectors of the university community affected by the performance of the individual being reviewed shall be represented in the evaluation process in a form to be determined by the person responsible for the evaluation.
i. For deans of free‑standing schools and colleges, the Dean of Academic Affairs, the Director of General Education, and any other person the Provost stipulates, the evaluation process shall include an anonymous questionnaire of all affected full‑time faculty that shall provide an opportunity to comment on the performance of the administrator according to the criteria listed below. The survey must be conducted by the person responsible for conducting the evaluation, who shall not be bound by the results. The anonymity of those responding must be protected. The Senate Executive Committee may request to be informed of the general results of the survey.
j. The evaluation process shall review the performance of the administrator in areas such as those listed below but is not confined to them. (The areas are not listed in a hierarchy or order of priority):
The achievements of the unit, including the enhancement of its reputation in the professional community at large.
Demonstrations of ability to provide intellectual and administrative leadership.
For administrators whose units deal directly with students, the quality of the services provided and attention paid to the needs of the students.
The quality of the job performance of those appointed by the administrator.
Demonstrations of ability to achieve compliance with university affirmative action policies. Demonstrations of ability to manage the budget of that unit and to direct resources toward those functions that are central to its purpose.
Demonstrations of ability to represent the unit within the university.
Demonstrations of ability to encourage contributions to the university community.
Demonstrations of ability to participate in the long‑range planning process for the university and to effectively implement those plans within the unit.
For administrators who provide services to other units of the university, the quality and responsiveness of the services provided.
k. For heads of teaching units reporting to the Provost, the evaluation results shall be reported by December 15 of the academic year in which the evaluation takes place.
Senate action and Provost approval, October 1987.
4. General Policies
a. It is expected that all evaluations shall begin no later than October 1 of every academic year and conclude no later than January 15 of the same academic year.
b. Announcement of the initiation of the process will be made in a campus‑wide publication to permit written university community input to the evaluating supervisor.
c. Documents generated by this process become a part of the administrator's confidential personnel file, and should not be duplicated in other files.
d. Confidentiality must be protected. Only the supervisor and the person being evaluated may have access to the documents. At the request of the Senate Executive Committee, the Senate Chair may also have access.
e. Administrators and their supervisors will develop specific plans for professional development to improve areas of weakness. Such plans may include such measures as additional training, redefinition of duties, and the like. Supervisors will attempt to give positive recognition for competencies and excellence in performance. Such recognition may be in whatever form is feasible and appropriate, such as consideration for salary increments and promotions. The university will do whatever it can to provide support for professional development.
f. In the evaluation of the Provost and the vice presidents, the President performs the functions described in these procedures as the Provost's responsibilities.
Senate action and Provost approval, October 1987.
.04 Rules of the University Senate
Article I. Powers and Jurisdiction of the Senate
A. The University’s Bylaws provide for the faculty to play several roles in governance. These are performed at a number of levels in the institution. The Faculty Senate (hereinafter called the Senate) serves as the authoritative voice of the entire faculty on matters pertaining to the academic mission and strategy of the university as established in the University Bylaws (Article X, Section 2). Elected by faculty colleagues, members of the Senate shall, in accordance with the Bylaws, have primary responsibility for:
a. Instruction and academic standards;
b. determination of curricula and approval of courses;
c. recommendations of faculty appointments, promotions, and other faculty personnel concerns;
d. recommendations for the instructional budget;
e. recommendations of policies affecting student affairs.
For curricular and academic programs, the Faculty Senate will consider matters affecting more than one school or college.
B. The Senate shall have the power:
1. To delegate and to re-delegate or to reclaim the exercise of any of its powers to its standing committees.
2. To fill or to provide for the filling of vacancies in its membership or leadership between annual elections, and to fix the procedures for the nomination and election of at large members of the Senate and of its standing committees.
3. To create, reconstitute, and abolish, and to provide for the appointment and discharge of members of special committees and to define the powers of those committees.
4. To create, reconstitute, and abolish standing committees, and to define the power thereof, with the understanding that any standing committee may, in addition, exercise powers delegated by the Board of Trustees.
5. To invite the attendance at meetings, without vote, of any person whomsoever, and to empower the presiding officer to recognize such person to permit him or her to speak.
6. To take such other action by resolution as it may deem necessary and proper for the exercise of its authority and responsibilities.
A. The voting membership of the Senate shall be elected by the university faculty resulting in 23 members. There will be four members from the College of Arts and Sciences (CAS), and one each from the Kogod School of Business (KSB), the School of Communication (SOC), the School of International Service (SIS), the School of Public Affairs (SPA), the Washington College of Law (WCL), and the University Library; all to be elected by secret ballot within each unit. In addition there will be four members elected at large by secret ballot. In addition, the chair and vice chair of the Committee on Faculty Relations and the chairs of the following committees: Joint Committee on Curriculum and Academic Programs; Committee on Information Services; Committee on Instructional Budget and Benefits; Committee on Faculty Development; Committee on Student Life are members of the Senate. The Immediate Past Chair of the Senate will remain a member through the completion of his or her term even if this exceeds the normal term limit rule. All other Senators are subject to a term limit of two consecutive terms or a maximum of four consecutive academic years. Term limits are defined as ineligibility to again serve on the Senate for the next two academic years. At the completion of the term of office of the Immediate Past Chair, the standard term limit will apply to this person.
B. The Provost, as the chief academic officer, is the official leader of the faculty and an ex officio member of the Senate but does not vote. He or she has all other privileges of senate membership.
C. The university faculty shall elect, annually, in the spring, approximately one half of the faculty membership of the Senate for terms of two years.
D. All full-time faculty, emeriti faculty and all administrative officers of the university who hold academic rank are eligible to participate in elections for the Senate and, with the exceptions of the President and Provost, to be elected as faculty representatives.
E. Terms of office of newly elected senators shall begin on May 1.
Article III. Officers of the Senate
A. The Chair of the Senate shall have been the vice chair or, in the event of need, be elected by and from the Senate. The chair serves for a term of one year, beginning May 15. He or she shall preside, and appoint special committees unless the Senate by resolution fixes another rule for their selection. Upon completion of his or her term as Chair, the individual becomes the Immediate Past Chair for a one-year term.
B. The Vice Chair of the Senate shall be elected by and from the Senate for a term of one year, beginning on May 15. He or she shall discharge the responsibilities of the Chair of the Senate in his or her absence or at his or her request.
C. The Immediate Past Chair shall serve a one-year term.
A. The Chair of the Senate shall fix the schedule of dates and times for its regular meetings (normally on the first Wednesday of each month) for the academic year. Information related to the meeting shall be provided in a direct and timely manner to members of the Senate and others deemed appropriate including the President, the Provost, all deans, the University Librarian and the chairs or heads of the Student Confederation, the Graduate Student Association and the Student Bar Association.
B. Special meetings may be called by the President of the university, the Provost, the Chair of the Senate (or in his or her absence or incapacity, the Vice Chair of the Senate), or by a majority of the Senate.
C. A voting quorum of the Senate shall consist of a majority of its voting membership. The Chair is to be counted in this computation.
Article V. Non-Voting Participants and Observers
A. The President of the university and members of the Board of Trustees, vice presidents, the University Counsel, the Dean of Academic Affairs, the deans of CAS, KSB, SIS, SOC, SPA, the University Librarian, any other member of the administration whose presence is appropriate to the agenda in the judgment of the Provost or the Chair, and the Chair of the Staff Council or designee, the heads of the Student Confederation, the Graduate Student Association and the Student Bar Association are invited to attend all senate meetings for the purpose of ensuring that appropriate communication be maintained between the Senate and their respective offices. They shall have the privilege of speaking on motions equally with the members of the Senate. The President and the Dean of Academic Affairs are entitled to sit at the tables at which the Senate members sit.
B. Members of the university community are invited to senate meetings.
C. News representatives of the student newspaper, radio, television station, and the American Weekly are specifically invited to attend and to report on senate meetings. Representatives of other communications media may attend by special permission of the Chair or Senate. Use of television cameras and other recording devices requires advanced notice to the Chair and university office of Media Relations.
D. The Senate has the right by majority vote to go into executive session. When an executive session is voted, all non-voting participants and observers including press representatives must leave the meeting hall unless invited to stay.
Article VI. Agenda and Conduct of Meeting
A. The agenda will ordinarily include the roll call; the minutes of the previous meeting; report of the provost; report of the chair; items requiring Senate action; items of informational interest and items for the good of the order.
B. Any member of the Senate may submit to the Chair items for inclusion in the agenda. The Chair, in consultation with the Vice Chair and Immediate Past Chair, shall prepare the agenda, including omitting, consolidating, or revising the agenda at his or her discretion. The Chair may specify for any item on the agenda the amount of time allotted for debate and whether or not amendments shall be allowed. The Chair’s actions in setting agendas are subject to review by the Senate.
C. Members of the university faculty who are not members of the Senate may submit items for inclusion in the agenda under the same conditions as members of the Senate.
D. Members bringing matters to the agenda should make clear the reasons for bringing them. Evidence should also be presented that schools and departments having an interest in the item have been consulted. Some expression of the views should accompany the presented material. An executive summary and supporting documentation and copies of motions requiring Senate action should be provided to the Chair for distribution with the agenda.
E. Although the Senate usually is able to conduct its business without strict compliance with published Rules of Order, ordinarily members and others should restrict their comments to no more than three minutes at any one time so that all will have an opportunity to express their views.
Article VII. Approval of Senate Actions
Actiontaken by the Senate under the authority of the Bylaws of the University which require administrative implementation shall be transmitted to the Provost for consideration in the following manner: Within five calendar days of passage, the Chair of the Senate shall forward copies of any approved or recommended actions to the Provost. It is expected that the Provost will reply, in writing, within 30 calendar days of the date of Senate approval and explain his or her decision.
Article VIII. Access to Records of the Senate
A. The agenda and minutes of the Senate shall be serially numbered and duplicated in accordance with provisions of the university archivist. Copies of supporting documents will be suitably reproduced for inclusion in the official copies of the record.
B. The Senate shall inform the faculty of important actions taken. The agenda, minutes and supporting documentation of the Senate shall be considered open to inspection by all members of the university faculty and shall be maintained in a place convenient for their inspection. At the end of the year, a bound copy is forwarded to the university archives, and two sets of Senate records are available at the office of the Faculty Senate.
C. The Senate, and its members acting individually and collectively, should take proactive efforts to engage in outreach to their constituents.
Article IX. Committees and Functions
A. Standing Committees
1. Joint Committee on Curriculum and Academic Programs, to consist of ten faculty members elected proportionally from and by the faculties from the academic units with four from CAS and one each from KSB, SIS, SOC, SPA, WCL and the University Library; one graduate student designated by the Graduate Student Association and one undergraduate student designated by the Student Confederation. Co-chairs are to be elected by the membership of the committee from its faculty members. Each co-chair receives one course release.
The committee oversees graduate and undergraduate offerings including General Education and the Honors Program, but jurisdiction is limited to consideration of new programs, major changes, and terminations that affect more than one teaching unit. Proposals for new programs, major changes and terminations will be circulated to the deans, the provost, and the Curriculum and Academic Programs Committee co-chairs for comment, to determine if there would be an effect beyond more than one teaching unit; if so, the committee would consider the proposals.
2. Committee on Faculty Relations, to consist of seven tenured members of the university faculty elected at large by tenured and tenure-track faculty from all units except WCL for staggered three-year terms, with no more than three to be elected in any one year except to fill vacancies in unexpired terms. The chair and vice chair are to be elected by and from the membership of the committee. The chair receives one course release.
The committee is to represent the interests of and to be concerned with the individual and collective welfare of the faculty. Specific responsibilities of the Committee on Faculty Relations are as specified in the Faculty Manual. As appropriate, the committee reviews all faculty personnel actions pertaining to promotion, tenure, and leaves. The Committee on Faculty Relations proposes changes to the Faculty Manual for action by the Senate. As appropriate, the committee shall report to the Senate if matters need legislative or oversight attention.
3. Committee on Instructional Budget and Benefits, to consist of ten members elected proportionally from and by the faculties from the academic units with four from CAS and one each from KSB, SIS, SOC, SPA, WCL and the University Library, one emeriti faculty member, one graduate student designated by the Graduate Student Association and one undergraduate designated by the Student Confederation. The chair is to be elected by the membership of the committee from its faculty members.
The committee is responsible for reviewing the budget guidelines each year and making recommendations to the Senate for legislation concerning the budget. The committee considers all financial matters pertaining to the academic programs and faculty of the university and is authorized by the Senate to request financial data. As appropriate, the committee shall report to the Senate if matters need legislative or oversight attention.
The committee also considers the physical plant operations and services in support of the academic programs of the university. The committee makes recommendations for space allocations and considers and makes recommendations regarding priorities for investment in all facilities used to advance the academic mission of the university. The committee also reviews the use of university facilities by non-university groups, maintenance, remodeling, renovation, and building programs of the university and other related matters.
The committee also represents the Senate in matters of faculty benefits. It reviews and makes recommendations in areas including, but not limited to, retirement benefits, health and disability benefits, other types of insurance benefits, tuition benefits, and parking benefits. As appropriate, the committee shall report to the Senate if matters need legislative or oversight attention.
4. Committee on Faculty Development, to consist of ten members elected proportionally by the faculties from and by the academic units with four from CAS and one each from KSB, SIS, SOC, SPA, WCL and the University Library. The chair is to be elected by and from the membership of the committee.
The committee considers and recommends policies to recruit and retain faculty of the highest quality and diversity and promotes excellence in teaching, scholarship and service. As appropriate, the committee shall report to the Senate if matters need legislative or oversight attention. The committee may also sponsor or otherwise be involved with appropriate orientation activities for new faculty members each year.
5. Committee on Information Services, to consist of ten members elected proportionally by the faculties from and by the academic units with four from CAS and one each from KSB, SIS, SOC, SPA, WCL and the University Library, one graduate student designated by the Graduate Student Association and one undergraduate designed by the Student Confederation. The chair is to be elected by the membership of the committee from its faculty members.
The committee is responsible for maintaining liaison with the Director of the Center for Teaching Excellence. The committee shall assess the varying computer needs of undergraduate students, graduate students, and faculty. In exercising its oversight functions, the committee shall examine the adequacy of the delivery of computer services to students and faculty, in particular, facilities, budget support, and staff. As appropriate, the committee shall report its findings and recommendations to the Committee on Instructional Budget and Benefits, including recommendations about long-range financial planning.
The committee also is responsible for maintaining liaison with the University Librarian concerning plans and programs. In cooperation with the library, the committee shall assess the varying library needs of undergraduate students, graduate students, and faculty. In exercising its oversight functions, the committee shall examine the adequacy of the delivery of library services to students and faculty, in particular, facilities, budget support, staff, and cooperation with the Consortium of University Libraries. As appropriate, the committee shall report its findings and recommendations to the Committee on Instructional Budget and Benefits, including recommendations about long-range financial planning.
6. Committee on Student Learning and Academic Engagement, to consist of seven members elected from and by the faculties of the academic units with one each from CAS, KSB, SIS, SOC, SPA, WCL and the University Library, two graduate students designated by the Graduate Leadership Council, two undergraduates designated by the Student Confederation, the president of the Residence Hall Association, and the director of Athletics. The chair is elected by the membership from among its faculty members.
The committee serves as the Senate’s liaison to the American University student community on matters that affect student learning and academic engagement. These matters may include but not be limited to student academic performance and retention, academic integrity and student conduct, student-faculty relations, experiential learning, academic support services, financial assistance programs, co-curricular and extra-curricular programming, and residential life. The committee will carry out its charge with sensitivity to the needs of AU’s diverse student body, which includes part-time, non-traditional, international, and nonresidential students. Matters requiring legislation or a public forum will be brought to the attention of the Senate.
The committee also addresses matters of academic policy pertaining to the university’s intercollegiate athletics program. These include academic standards for student-athletes and the establishment of regulations for the program that conform to the academic purposes of American University and comply with the regulations of intercollegiate athletics. Specifically, the committee will formulate and review eligibility criteria for participation on intercollegiate athletic teams, review the academic performance of program participants, and review decisions on exceptional cases as submitted by the director of Athletics.
B. Special and Advisory Committees
1. Committee on Faculty Equity and Grievances, to consist of seven tenured members of the university faculty elected by tenured and tenure-track faculty for staggered three-year terms, with no more than three to be elected in any one year, except to fill vacancies in unexpired terms. The chair is to be elected by and from the membership of the committee.
The committee hears and makes a determination concerning all grievances filed by members of the faculty. As appropriate, the committee shall report to the Senate if matters need legislative or oversight attention. The committee is also charged with overseeing university policies and programs to make certain that all faculty are accorded equitable treatment and allocated resources equitably within the university in accordance with the university's statement on non-discrimination. The committee shall propose legislation, as needed, and recommend oversight review, as needed, to the Senate.
2. The Faculty Hearing Committee shall be composed of 15 tenured members of the teaching faculty elected by the university faculty-at-large. Members of the Hearing Committee shall be elected for terms of three years.
Individual panels are drawn from the elected members of the Committee to hear cases. The Faculty Hearing Committee is charged with hearing cases referred to it by the Provost involving termination of continuous tenure appointments, or probationary or special term appointments before the end of the specified term due to incompetence, misconduct, or other cases involving major disciplinary sanctions against a faculty member. It is also used to hear cases of a formal complaint of sexual harassment or violation of research integrity. It reviews cases presented to it and makes recommendations in accordance with the procedures specified in Section 19 of the Faculty Manual.
3. Committee on General Education, an advisory committee to the Director of General Education program, consists of five senior faculty elected by the Senate, the Director of General Education, the Faculty Coordinator, five area representatives appointed by the Director of General Education and two undergraduate student members– one appointed by the Director of General Education and the other designated by the Student Confederation. The Director of General Education serves as chair.
4. Honors Advisory Committee is to advise the Director of the Honors Program and consists of seven faculty, with three from CAS and one each from KSB, SIS, SOC and SPA elected by the Senate, the Director of the Honors Program, one appointed by the Director of the Honors Program, and one representative each of the Student Confederation, the Joint Committee on Curriculum and Academic Programs and the Committee on General Education. The Director of the Honors Program serves as chair.
Article X. Eligibility for, Nominations and Elections to the Senate and Its Committees
A. Eligibility
All full-time and emeriti faculty are eligible to be elected to the Senate and its committees except for the Committee on Faculty Relations and the Committee on Faculty Equity and Grievances all of whose members must be tenured faculty and elected by tenured and tenure-track faculty. WCL faculty are not eligible for membership on the Committee on Faculty Relations nor may WCL faculty vote for the membership of that committee.
B. Nominations and Elections for Campus Wide Positions
1. Self-nominations, of eligible faculty willing to serve on the Senate or on the Committee on Faculty Relations, the Committee on Faculty Equity and Grievances or the Faculty Hearing Committee should be sent to the Senate office by the Friday before the spring semester vacation in March. All eligible individuals who are nominated and who agree to run will be placed on the appropriate ballots.
2. Balloting to fill at large vacancies on the Senate and to fill vacancies on the Committee on Faculty Relations, the Committee on Faculty Equity and Grievances, and the Faculty Hearing Committee shall be conducted in the week immediately following the spring semester vacation in March. If such scheduling would not result in a termination of balloting by March 30, the Vice Chair of the Senate will specify a period in March for which balloting would end by the date specified.
3. Ballots may be returned through campus mail or may be delivered in person to the office of the Senate. The Senate is empowered to adopt on-line balloting if it is satisfied this can be done in a reasonably secure manner.
4. Ballots will also be mailed to emeriti faculty and to any other full-time faculty who have requested this in writing. These ballots may be returned by U.S. mail, through campus mail, or may be delivered in person to the Senate office and must be in the Senate office by the termination of balloting deadline. If the Senate adopts on-line balloting, it may also authorize the use of this for emeriti faculty and others covered by this paragraph.
5. Faculty members will be allowed to vote for as many persons as there are vacancies in the membership to be filled, and those receiving the greatest number of votes shall be declared elected according to the regulation on Senate membership.
6. Ballots shall be counted by the Vice Chair of the Senate and by persons designated by the Vice Chair of the Senate on the business day following the termination of the balloting period. No candidate for any of the offices or positions being balloted will be a part of this group.
7. Ties shall be immediately resolved by the group counting the ballots by lot.
8. The results of the election shall be certified by the group counting the ballots and announced to the campus community.
C. Nominations and Elections within Units
Representatives of the various colleges, schools and the University Library, both as Senate members and members of its committees, are to be elected by secret ballots using whatever system for nominations and elections that is approved by the faculty of the individual units. The Dean of that college or school and the University Librarian for the library will notify the Provost and Chair of the Senate, no later than April 20, of names of the newly elected Senators and committee members.
D. Nominations and elections of Committee Chairs and Vice Chairs
Committees whose chairs, and for the Committee on Faculty Relations its vice-chair, are ex officio members of the Senate, shall conduct their own elections of these officers as soon as practical following the annual election of its new members. The committees may use whatever system they decide and the chair whose term is ending will notify the Provost and Chair of the Senate of the results of who the new chair and, when appropriate, vice-chair are.
E. Vacancies
1. In the event of a vacancy in the Senate or on a committee, the vacant seat shall be filled for the remainder of the vacated term by vote of the faculty of the unit represented, by vote of the members of the committee when appropriate or, for at large members and those of the Committee on Faculty Relations, the Committee on Faculty Grievances, and the Faculty Hearing Committee, the eligible person, not a member of the Senate or that committee, who received the greatest number of votes in the most recent general election for the Senate. If, however, a vacancy occurs on the Senate or a committee or in an office for which there exists a person already elected, but not yet due to take office, this person shall succeed immediately to fill the vacancy and will serve until the completion of the term for which he or she was elected. If necessary to complete this term, the normal term limits are suspended. If two or more persons are eligible under this rule, the one who received the most votes shall assume the position or office.
2. Vacancies in the offices of Vice Chair or Immediate Past Chair shall be filled by majority vote for the remainder of the vacated term by the Senate which may suspend the normal term limit rule to fill one of these positions.
Article XI. Authority of the Senate During the Summer Recess
Between spring commencement and the first day of classes in the fall semester, the Chair and at least one other officer and any other senators who can attend a special meeting may exercise the authority of the Senate. This authority shall only be exercised in cases in which urgent action must be taken prior to the first meeting of the Senate in the fall. A full report of all actions under this article shall be presented to the first fall meeting of the Senate.
The Senate may amend these rules as needed but may not abolish elections as provided for within units and also may not change the term limit rule except as specified for very limited circumstances in the election article above.
Senate action, April 2003. Provost approval, May 2003.
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