By-Laws (10th)for the Governance of the
Department of Philosophy
(working document, April 2006)
Nothing in this document shall be interpreted to conflict with stipulations in the Faculty Handbook (FH).
OUTLINE
I. Regular Faculty (RF):
1. Composition
2. Meetings and Procedures
3. Rights and Responsibilities
II. Rotating Committees:
1. Teaching and Honorifics committee
2. Curriculum committee
3. Graduate committee
III. Non-rotating Committees & offices
- Annual Review of FAR Committee (ARC).
- Tenure Evaluation and Promotion Committee(s) TC and PC
- Search Committee (for Hiring)
- Ombudsperson
- Other
IV. Advisory Committee
1. Composition
2. Meetings and Procedures
3. Rights and Responsibilities
V. Procedures
A. Promotions and Tenure; Pre- and Post-Tenure Review
B. Search and Hiring
C. Electing and Reviewing the Department Head
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I. Regular Faculty (RF):
1.Composition
The Regular Faculty (RF) consists of all tenured or tenure-track faculty of the philosophy department.
2. Meetings and Procedures
(i)Regular meetings of the RF normally occur approximately every other week or at the request of the Head or by 25% of the faculty who are not on leave off campus.
(ii)Meetings should be announced at least 1 week in advance.
(iii)There will be regular meeting times for any given semester, set so that all faculty may attend.
(iv)The list of agenda items should normally be solicited 5 days prior to the meeting, and made available at least 24 hours prior to the meetings; agenda items should be determined, where possible, by the members of the RF.
(v)The Department head (or head’s designee) normally* chairs the meetings; if the head is absent, a temporary chair is designated for the meeting (*e.g., portions that consist of hiring meetings are led by the chair of the hiring committee, etc.)
(vi)A positive vote by the majority of the RF (in attendance) is required to pass a measure (Note: exceptions).
(vii)Votes are normally open but any member may request a secret ballot (to be defined).
(viii)Proxies are discouraged and are never solicited: any proxy given can apply to no more than one issue at one meeting at a time, no faculty member can hold more than one proxy for any given issue.[1] Absentee voting by mail is permitted. If votes are taken outside a meeting or mailed, it must be announced and ballots made available at least one week before ballots are due. (Stipulations for mail-in secret ballots are given elsewhere.)
(ix)Minutes of each meeting are prepared by a person appointed.
(x)A quorum shall consist of a majority of the RF not on leave[2].
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(xi)The minutes include the agenda, indicate all measures passed (or defeated), if any, and the division of the vote unless the vote was secret in which case only the outcome, be it a majority or a 2/3 issue. Main points or issues raised regarding agenda items should be briefly noted.
(xii)The minutes are distributed to the faculty within 2 weeks of the meeting and kept on permanent file in the department office.
(1)
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(xiii)Agenda items or new business tabled or not gotten to at one meeting are automatically agenda items for the next.
These rules do not apply to votes on hiring, to elect the Head, or to amend this document. Distinct rules are given below with respect to those votes.
3.Rights and Responsibilities
The regular faculty advises the Head on all matters of department policy, hiring plans, long-term goals, etc.
The RF
(i) Determines by voting, chairs of (rotating standing) committees (generally done by committee members, except for the DGS who is elected by the whole RF), and thereby the composition of the advisory committee (AC); the Head; job descriptions, job candidates to be interviewed and to be made offers, for tenured and tenure-track jobs; and, where possible, for temporary and 1-year jobs.
(ii) Approves any changes in degree requirements, changes in course offerings that require changes in catalog listings, or any major changes in policy.
(iii) Is entitled to information regarding departmental administration, e.g., budget, upcoming decisions, mission of the department, decisions that affect the alignments or affiliations of the department of philosophy (e.g., mergers, Ph.D’s, clusters). Where possible, the RF should be given ample opportunity to discuss and influence such decisions. (See also Advisory Committee)
(iv) Elects the ombudsperson for a 1-year term
Any member of the RF:
(i) Is entitled to be informed of, and given the opportunity to respond directly to, rumors/allegations prior to any action being taken as regards to that faculty member, including but not limited to a personnel decision, faculty evaluation, evaluation for merit increase, letter for faculty file, punitive actions or sanctions. Where the issue is not thereby resolved, affected faculty may request the formation of a small fact-finding review committee whose composition is selected by the ombudsperson in consultation with the involved faculty[3].
(ii) Is entitled, when a (physical) office becomes available, to request moving to the office; assignments will be made in accordance with seniority (or special assignments, e.g., graduate director)
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(iii) is entitled to place an item on the agenda for regular meetings.
(iv) is entitled to receive his or her report on the ARC ratings and recommendations in teaching, research, service by the chair of the ARC committee when the work of that committee is completed for the academic year in question (but no later than June 1 of that academic year)[4].
(v) proposed at 8th 4/6: is entitled to be assigned a mentor during the probationary period for tenure.
(vi)Other: is involved in deciding, with Head consultations: course loads (where such is specifically stipulated in the Faculty Handbook), leaves, assignment of office space, computers and other physical resources, travel and professional expenses, teaching loads, assignments of teaching and research assistants, office staff policies, handling of grant overhead.
From 9th meeting 4/13: It is expected that faculty with research grants will be allowed buyouts of teaching, provided this has been negotiated with the Head ahead of time. Other special assignments, professional and extension activity, university, college, and departmental service may warrant consideration for an adjustment in teaching load for a given year. For example, the position of director of graduate studies (DGS), and one’s first time covering a large section typically warrants consideration for an adjustment in teaching load, for example a one course reduction during the year, assuming that overall departmental teaching commitments can be managed.[5]
(1)
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II. Rotating Committees: Teaching, Curriculum, Graduate[6]
Details of rotation in document II.1: Rotation.
1. Teaching and Honorifics committee
Responsibilities: arranging peer review of teaching, preparing or delegating dossiers for honorary awards; keeping up teaching files.
Peer Reviews of Teaching: Two reviewers, assigned by the chair of the teaching committee, attend two classes (after consulting with the faculty member being reviewed) , usually consecutive; a joint letter is written by the reviewers (distinct letters may be written in cases of significant disagreement), shared with the faculty member, and copies placed in the faculty's personnel and teaching files. Final drafts of letters should be produced within 1 month of the review, and submitted as soon after as possible, but no later than the end of the semester during which peer reviewing was conducted. Often, additional constructive comments beyond what is noted in the letter intended for the personnel file are given to the faculty member, either in a written summary or transmitted orally, usually by the reviewer(s)[7].
All one-year instructors are to be peer reviewed yearly.
The chair of the teaching committee prepares, in coordination with secretaries, a teaching report for P & T dossiers.
The chair of teaching and honorifics is also responsible for informing faculty of award opportunities, and for implementing or delegating faculty nominations in a timely manner, in conjunction (where relevant) with ongoing tenure/promotion committee chairs.
The chair of the teaching committee, elected by members, should be a tenured faculty member.
2. Curriculum Committee
Responsibilities:
Reviews the Department’s course offerings, new courses, and brings to the department any proposals for dropping courses, altering how often a given course is offered, new courses and proposals for changes in catalog descriptions or in the structure of course offerings.[8] Suggested at 9th: The chair may be responsible for scheduling so as to avoid duplicate efforts.
3. Graduate committee (GC):
The GC is chaired by the Director of Graduate Studies (DGS), who is elected by faculty for a 3 year term[9].
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The GC (proposed based on other materials)[10]:
(i)Performs a preliminary review of which applicants to admit to the Masters programs and with what offers of support, makes recommendations regarding ongoing students’ support, all of which are then discussed and voted on at a regular meeting of the RF announced at least 1 week in advance.
(ii)Determines graduate teaching assignments
(iii)Resolves all questions of graduate student status, including hearing student appeals of status (except passage of the qualifying exam).
(iv)Helps to develop curricula, plan course schedules, and take other roles in the administration of the graduate program
(v) The Graduate Committee, in consultation with the chair of the student’s advisory committee, is also charged with providing the department with a timely evaluation of the progress of each graduate student on a yearly basis.
Proposed for 10th (from dept. meeting 4/27/06) The DGS should implement yearly a means to ensure that graduate students have a channel through which they may convey information as regards issues of climate along with other issues of concern, and seek to bring about remediation of problems during their time in the graduate program. This channel should be reviewed periodically for effectiveness.
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III. Non-rotating Committees & offices:
The following descriptions of the tasks are guidelines and not exhaustive.
1. Annual Review of FAR Committee (ARC).
The ARC convenes at the request of the Head. Meetings are closed, confidential[11] and should be announced at least one week in advance.
The ARC:
(i)Rates, each spring, faculty members’ contributions in teaching, research, and service during the year, based primarily upon the Faculty Activity Reports (FARs), CVs and the department’s post-tenure review document. The Head reports these ratings to the Dean, together with the Head’s own rating where this differs from the committee’s.
Proposed (from 4/6, 4/13): Ratings (in addition to qualitative statements) are put in terms of classifications such as normal, above normal, below normal. The term “unsatisfactory” should be reserved for its intended use in the PTR document. These ratings should be shared with the faculty member and included in the annual letter given to faculty.
(ii)Advises on the progress and prospects of each professor who is on tenure track but not yet tenured; may make recommendations about early tenure, promotion to full. The chair of the ARC prepares a written report of these ratings to the faculty member by the end of its academic year work (or no later than June 1 of that year).
Special attention should be paid to evaluating and reporting on the work of a member of the RF in their third year.
for 10th Composition: all tenured faculty except the department Head, the Head attends; the committee elects its own chair.[12]
2. Tenure and Promotion committee(s) P & T Committees: TC and PC:
Composition:
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Tenure Committee: TC comprises all tenured members of the RF (whether or not the member is on leave) aside from the faculty under review . This may be reconsidered once the number of tenured faculty is 8 or more.[13]
Proposed for 10th The TC conducts any renewal reviews and fourth year reviews.
The TC and PC committees elect their chair(s); sub-chairs may be designated (elected/appointed?) for the special reviews.
The PC Promotion (to full) Committee comprises all full professors of the RF (whether or not the member is on leave). The Department Head may not chair the tenure or promotion committees.
The Department Head is not a member of the P & T committees but should attend their meetings.
3. Search Committee (for Hiring)
Proposed: The chair should normally be a tenured faculty member, elected by the RF (See also V. procedures)
Composition: All members of the RF in accordance withpossible restrictions from the Dean’s office. The full RF votes on interviewing, selecting candidates for on-campus visits, and making hiring recommendations.
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In cases of multiple searches, interview and review tasks may be divided as appropriate. The entire RF votes on any non-departmental faculty to be included in the search committee(s)
4. Ombudsperson (elected by RF)
Responsibilities:
The ombudsperson, elected for a 1 year term by the RF, acts as a mediator between faculty and the Head, and, if necessary, between faculty:
(i)Announces and chairs a meeting each spring during which time the Head’s performance is discussed.
(ii)May solicit confidential material/questionnaires, etc. from faculty regarding the Head’s performance
(iii)Prepares a report based on faculty input, and, after soliciting modifications, shares the report with the Head, keeping confidential sources of comments, and reports back to the faculty.
(iv)Where necessary, appoints a small group of faculty to mediate disagreements that are not settled by ordinary means.
- Director of Undergraduate studies (elected to a 3 year term)
- proposed for 10th other: The following is not meant to be complete. Scheduler, Colloquia, Philosophy Club, Publicity, Assessment,
Brown Bag (GD), Library Rep, Alumni Rep, Career Advisor, Liaison with STS, department representatives to college and university committees (e.g., senate, P & T). These appointments should be vetted by the RF where possible.
Proposed 9th: Each fall a full list of assignments, offices, and committees together with their charges is made available to the RF. A description of outreach and service as called for in our FARs along with samples should be made available to the RF.
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IV. Advisory and Oversight Committee: Advisory Committee
Composition: The department head, and 3 tenured faculty serving as elected chairs of standing committees, teaching, curriculum, Director of graduate studies (DGS). If these include non-tenured faculty, tenured replacements will be found.
Meetings
The AC convenes at the request of the Head or any two members. Normally it meets monthly, or at least three times per semester.
Responsibilities
The purpose of the Philosophy advisory committee is to increase shared faculty governance in the discretionary decisions strictly left to the head (in the FH), and promote accountability of the head of the department, as well as heads of standard committees. It is not intended as merely an information forum. The advisory committee members are expected to be a voice for the faculty at large regarding issues not readily taken up in general faculty meetings[14]. Even when not specifically required, the Head should seek the approval of the RF or AC for important decisions & changes of policy.[15]
The AC:
(i)May advise the Head on departmental matters not determined by, or not discussed at, regular department meetings.
(ii)Administers the process of selecting the Head.
(iii) Monitors decisions and procedures, and provides standing committee oversight (where not already addressed in meetings of the RF) to ensure impartiality and avoid actual or perceived bias, unfairness, inequalities, or inadequate input of the RF in discretionary areas including, but not limited to, course loads, one-year hires, merit raises, budget allocations, staff and other assistance.
(iv) Brings significant issues to RF not on the AC and, where appropriate, shares that input in their role on the AC (respecting stipulations or requests for confidentiality).
Regular minutes for the advisory committee, taken by members on a rotating basis, will be distributed to the RF and become part of the permanent record of department minutes.
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V. Procedures
A.Promotions and Pre- and Post-Tenure Review (PTR)
(The PTR document for the Philosophy Department is in Appendix I)
- Post-tenure Review:
The Philosophy Department has a separate PTR document. It stipulates the minimum standards for satisfactory performance in teaching, research and service, and delineates the procedures, in conjunction with the Faculty Handbook, for triggering PTR.
- Granting tenure and/or promotion to associate professor
Specific rules as to the designation of the chair (it is to be other than the Head) of the tenure review committee (in the spring prior to the review).
Responsibilities of PC and TC:
(The following stems from the Department’s 5-year review):
[the T & PC]Reviews, each fall, the records of all individuals not holding tenure to ensure timely consideration of contractual or mandatory tenure review and determine whether to recommend any individual for early consideration for promotion or tenure. In those instances in which there is a mandatory tenure review or where the Head concurs that an individual should be considered for early promotion and [or] tenure, the Committee, acting through its chair and in cooperation with the department head, shall draw up a list of individuals to serve as referees to assist the department in the evaluation of a candidate. In consultation with the Committee chair the Department Head shall invite an appropriate group of referees to review the credentials of the candidates. Referee’s reports will be handled in confidence in accordance with departmental and university procedures. The Committee shall also solicit written evaluations by all regular members of the Department (RF ) (other than the candidate) who do not serve on the Committee. Using these materials and all other materials appropriate to the preparation of the dossier in support of a recommendation for tenure, the Committee shall conduct a straw vote regarding its evaluation of the candidate. The Department Head shall take the Committee’s views into account and inform the Committee of the recommendation [s/he] will make. The Committee will then present its formal recommendation regarding the candidate to the Head. If the Committee and Head are in disagreement, both the Head’s recommendation (which constitutes the formal recommendation to the Dean) and the entire Committee Reort shall be forwarded to the Dean of the College.
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- Promotion to Full Professor
The promotion committee comprises only professors
The F.H (2.8.5?) stipulates when a faculty is entitled to be considered for full.