Policies and Procedures for the Appointment and Review of Department Chairs

DRAFT (10-19-09)

California State University, Long Beach Policy Statement

Policies and Procedures fortheAppointmentandReview of Department Chairs

(This Policy Statement supersedes 79 -18 and 89-08 and 00-09.)

This revised policy was recommended by the Academic Senate on xxxx
and approved by the President on xxxx.

1.0 GUIDING PRINCIPLES

The department chair provides leadership in all departmental matters, including faculty/staff recruitment, retention, and evaluation; staff supervision; curriculum; coordination of external/internal reviews; budget administration; student advising; course scheduling; and faculty and staff professional development. Department chairs are expected to actively promote the following core values of academic leadership: ethics, shared governance, teamwork, collegiality, transparency, and empowerment with accountability.

1.1The department chair serves at the pleasure of the President. The authority for the appointment and removal of a department chair is specifically delegated by the President via the Provost to the dean of the college.

1.2 A faculty member who is selected for the position of department chair must have the confidence of a majority of the department faculty and the dean of the college.

1.3 Only tenured and probationary faculty members, including individuals who are on authorized leave status,and full-time lecturers are[LV1] eligible to vote for recommendation of candidates fordepartment chair. Participants in the Faculty Early Retirement and Pre-Retirement Programsare eligible to vote regardless of time base and semester of employment. Faculty members of the department who have an Management Personnel Plan (MPP[H2] assignment and teach at least six WTUs within the department each semester during that academic year are eligible to vote.

**This section is from the previous policy; however, this issue is currently being grieved at the CSU and is subject to a binding legal decision. This policy will be amended following a final determination.

Alternate amendment for 1.3 proposed by Deborah Hamm, Marka Burns, and Bob Ward:

1.3. All faculty members who teach at least 6WTUs within a department each semester during that academic year are eligible to vote.

ALTERNATE AMENDMENT TO 1.3 PROPOSED BY NORBERT SCHÜRER:

1.3 Each department shall determine in their constitution which members[c3] are eligible to vote for candidates for department chair[LV4]. Participants in the Faculty Early Retirement and Pre-Retirement Programs are eligible to vote regardless of time base and semester of employment.

1.4 As in all personnel matters, deliberations and discussions shall be confidential.

2.0INITATION OF CHAIR SELECTION PROCESS BY THE DEAN

When a chair’s term ends orthere is a vacancy in the position of department chair, the dean of the college shall meet with the faculty of the department to discuss the requirements of the position (See “Functions and Responsibilities of the Department Chair” on the Faculty Affairs website) and the nomination procedures to be followed. If the department does not have anassociate chair or if the associate chair intends to run for department chair, the dean shall designate a person to conduct the convening meeting.

3.0DEPARTMENT CHAIR NOMINATING COMMITTEE

Following the meeting with the dean, the eligible faculty (see section 1.3) shall voteto function as a committee of the whole or to have a department chair nominating committee.A committee of the whole shall consist of the tenured and probationary faculty. An elected committee shall consist of at least three probationary/tenured faculty members, a majority of whom are tenured. A nominee for the position may not serve on either a committee of the whole or on an elected committee. Committee members shall elect a committee chair, to be identified as the nominatingcommittee chair.

4.0 DEPARTMENT CHAIR NOMINATIONS

4.1 Nomination consideration should take into account the quality and extent of leadership experience as well as the quality of teaching, scholarly and creative activities, and service[LV5].

4.2 All tenured facultymembersare eligible to be nominated to serve as department chair. The current department chair is eligible for nomination subject to the conditions articulated in this policy. [H6]

4.3The chair of the department chair nominating committee[LV7]shall present nominations for department chair at an official department faculty meeting at which time an opportunity is provided for additional nominations to be made from the floor. The notice of the meeting and the agenda shall be distributed electronicallyto all department faculty members at least five working days prior to the department faculty meeting. The nominating committee chair shall notify the dean of the slate of nominees.

5.0 DEPARTMENT RECOMMENDATION ELECTION OF CANDIDATE(S[LV8])

5.1 Following nominations at the department faculty meeting (see section 4.3), the nominating committee chair shall prepare the ballot, set a reasonable time for the return of the ballots, and distribute them to faculty members eligible to vote, and set a deadline for the return of ballots fourteen (14) calendar days from the date of ballot distribution[LV9].

ALTERNATE AMENDMENT FROM N. SCHÜRER FOR 5.1:

5.1 Following nominations at the department faculty meeting (see section 4.3), the nominating committee chair shall prepare the ballot in cooperation with the departmental Election Committee,[c10] set a reasonable time for the return of the ballots, and distribute them to faculty members eligible to vote.

5.2 The eligible department faculty members as defined in section 1.3 shall vote by secret ballot on the nominee(s) to determine who shall be recommended to the dean. A ballot shall may[H11] allow “acceptable” or “unacceptable” for each name on the slate, and may allow for the ranking of acceptable candidates at the faculty member’s discretion[LV12]. A blank ballot shall not be counted as a vote cast. [c13]A faculty member may cast an affirmative vote for more than one candidate.

5.3 If a faculty member is on authorized leave, the ballot for that individual shall be sent by first class mail to the home address or to aforwarding address on file in the department office or sent via email with the return of the hard copy in a sealed envelope.

5.4The nominating committee shall count the ballots and report the results (including the number of “acceptable” votes[LV14] cast for each candidate) in writing to the department and the dean. All nominees who receive an acceptable vote of the majority of the ballots cast must be recommended to the dean. A department may recommend more than one candidate to the dean[LV15].

ALTERNATE AMENDMENTS TO 5.4 FROM DAN O’CONNOR:

5.4 The nominating committee shall count the ballots and report the results (including the number of “acceptable” votes cast for each candidate) in writing to the department and the dean. All nominees who receive an acceptable vote of the majority of the cast ballots ballots cast ballots cast must be recommended to the dean. A department may recommend more than one candidate to the dean,and may rank the acceptable candidates.

ALTERNATE AMENDMENT TO 5.4 FROM FUMIO HAMANO:

A department may recommend more than one candidate to the dean.[H16]

ALTERNATE AMENDMENT TO 5.4 FROM NORBERT SCHURER:

5.4 The nominating committee shall count the ballots and report the results (including the number of votes cast for each candidate) in writing to the department and the dean.All nominees who receive an acceptable vote of the majority of the ballots cast must be recommended to the dean. A department may recommend more than one candidate to the dean[c17].

6.0 APPOINTMENTOF CHAIR BY DEAN

6.1 After meeting with each of[LV18] the recommended nominees and consultingwith the Provost, the dean shall normally appoint one of the recommended candidates as department chair. The designated chair shall receive an appointment letter from the dean. The dean shall also notify faculty and staff in the department with a copy to the Provost.

ALTERNATE AMENDMENT TO 6.1 FROM NORBERT SCHÜRER:

6.1 After meeting with the recommended nominees and candidate and consulting with the Provost, the dean shall normally [c19]appoint one of the recommended candidates as department chair. The designated chair shall receive an appointment letter from the dean. The dean shall also notify faculty and staff in the department with a copy to the Provost.

7.0 SPECIAL CIRCUMSTANCES AND IMPASSEPROCEDURES

7.1Special circumstances (such as failure to reach a majority vote or if none of the recommended candidates has the confidence of the dean[LV20]) should be resolved by cooperative efforts of department faculty and the dean.

7.2If the cooperative efforts do not result in the selection of a chair, the dean has the authority to declare an impasse. The dean, after consultation with the Provost, will proceed with an interim appointment while a new search process is initiated. An interim appointment shall normally not exceed one year.

8.0 NATIONAL EXTERNAL SEARCH[LV21]

8.1Under certain circumstances an external national search may be warranted. After the dean consults with the Provost on the desirability and feasibility of an externalnational search, the department may be authorized to conduct an external national search for a tenure-eligiblefaculty member at the rank of associate or full professor who will serve as department chair.

8.2 A department chair search committee shall be elected by secret ballot by the members of the faculty eligible to vote as defined in Section 1.3. The committee shall consist of at least three tenured faculty members. If there are fewer than three tenured faculty members in the department, tenured faculty from other departments of related disciplines may be elected to serve. Departments are encouraged to include an experienceddepartment chair on the search committee.

8.3The committee shall follow University processes and procedures for tenure-trackfaculty searches.

8.4Once finalists are identified, an RTP committee composed of at least three tenured full professors shall review the files of the finalists and make a recommendation to the dean on the awarding of tenure. If there are fewer than three tenured full professors in the department, tenured faculty from other departments of related disciplines may be elected to serve. Finalists[LV22] receiving a positive recommendation for tenure shall be presented to the department for a vote.

8.5Tenured and probationary faculty members shall vote to determine which candidates will be recommended to the dean as chair.

8.6The dean will then consult with the Provost regarding the selection of chair and awarding of tenure prior to making an offer.

9.0 TERM OF OFFICE

9.1 The term of office is four threeyears[LV23]. There is no limit to the number of terms a person may serve as department chair; however, to prevent departmental stagnation and to promote the professional growth and development of other faculty members in a department, chairs should nNormally serve , a department chair shall serve no more thantwo three consecutive terms. [LV24]

ALTERNATE AMENDMENT A for 9.1 (Fumio Hamano):

9.1 The term of office is four years. Normally, a A department chair shall may serve no more than two consecutive terms. [H25]

ALTERNATE AMENDMENT B for 9.1 (REZA TOOSSI):

9.1 The term of office is four years. Normally, a department chair shall serve no more than two consecutive terms, [ADD] unless there are no other candidates. The department faulty canvote to waive the term limit requirement.

9.2 Reduced WorkloadSabbatical leave: Department chairs who have served two or more consecutive termswithout a sabbatical leave shall receive a 50% 100% reduced workload for one semesterin the year following their terms as chairto allow for professional development without their needing to produce a proposal for such a sabbatical leave or to produce any subsequent report[LV26].

ALTERNATE AMENDMENT A FOR 9.2 (Dan O’Connor)

9.2 Sabbatical Leave: Department chairs who have served a minimum of two consecutive terms without a sabbatical leave shall receive a sabbatical leave in the year following their terms as chair to allow for professional development[LV27].

10. FORMATIVEMID-TERM REVIEW

10.1 Department faculty and staff shall be given an opportunity to provide formative feedback regarding a chair’s performance. Colleges may select a survey instrument from one provided on the Faculty Center for Professional Development website or colleges, in consultation with the dean, may add items to the chair survey to be used by all departments. Surveys should align with department goals and department chair responsibilities. Surveys should include opportunities for both closed-ended and open-ended responses. All survey results shall be anonymous and confidential. Surveys shall be forwarded to the dean. Colleges shall determine the procedures for managing department chair surveys.

10.2 The dean shall meet with the department chair to discuss input from the department and provide relevant recommendations. The dean shall provide feedback to department faculty regarding the formative feedback provided by the department survey. A department review of a chair’s performance of duties shall be conducted during the spring semester of the second year of the chair’s appointment. The purpose of the survey is to provide feedback from the department faculty to the department chair and the dean. The survey is intended to be an additional source of information to assist the dean in overseeing and supporting the chair’s effectiveness. 1[LV28]

10.1 The Office of the Dean, in consultation with the faculty and staff, shall conduct a mid-term review of department chairs in the college for the purpose of providing mentoring, guidance, and support. Department Chairs will discuss goals with respect to student success, faculty support, staff supervision, and professional growth. An Open Period will be established for receipt of input from faculty, students, and staff regarding a chair’s performance. The dean shall meet with the department chair to discuss input from the department and provide relevant recommendations.[HFF29]

11.0 RECALL OF A DEPARTMENT CHAIR

11.1When there are indications that a department chair does not have the confidence of the department faculty, the dean of the college may investigate. If substantial evidence of lack of confidence is found, the dean shall conduct a referendum to recall the chair. Department faculty members eligible to vote for the department chair are eligible to votein the referendum.

11.2 Additionally,department faculty may initiate a process to recall the department chair with a written request signed by at least one-half one-third[LV30][SEPARATE AMENDMENT FROM DAN O’CONNOR: two-thirds (rounded up to the nearest whole number) of those eligible to vote for department chair recommendations. The written request shall be submitted to the dean, who will provide a copy of the request to the department chair, and will meet with the signatoriesand other faculty to discuss their issues of concern. If an informal resolution of the recall request is not successful, the dean will conduct a referendum. Department faculty members eligible to vote for chair are eligible to vote in the recall.

11.3In either case, the college office shall prepare a ballot containing the name of the department chair with two choices provided:

__ Retain the department chair

__ Recall the department chair

11.4 The ballots shall be distributed to faculty following the procedures in section 4.3 of this policy.

11.5 The dean shall designate a committee to count the ballots and report the results in writing to the dean. The results shall be confidential.If the results of the ballot show that more than fifty percent (50%) three-fifths[LV31] of the ballots cast by faculty members eligible to vote are[LV32] marked "Recall the department chair," then the dean shall initiate the appointment of an interimchair, as identified in 12.2 of this policy. The timelines for the appointment of a department chair shall be established by the dean, in consultation with the Provost and thedepartment faculty.

12.0ADDITIONAL PROVISIONS

12.1Appointment of an Associate Chair(s[LV33])

Based on size and complexity, the dean may approve the department allocation of resources for an associate chair(s). The selection of an associate chair(s) is the responsibility of the department chair, in consultation with the department faculty. The duties of the associate chair(s) are as assigned by the department chair, but may not include the chair’s role in reappointment, tenure, and promotion (RTP) or staff evaluations. The term of an associate chair shall not continue beyond the term of the department chair[LV34]. No associate chair shall succeed to the department chair position by virtue of being associate chair.

12.2 Appointment of an Interim Chair

When there is an unplanned vacancy in the position of department chair, the dean, after consultation with the Provost and the department faculty, may designate an interim appointment.The process for selecting a department chair as set forth in this policy shall be initiated within a reasonable period of time but no longer than one year.

12.3 Removal of a Department Chair

Under extraordinary circumstances, a dean may remove a department chair without facultyconsultation. These extraordinary circumstances may involve issues such as department chair confidentiality, department chair misconduct,orUniversity liability. The dean shall consult with the Provost and the Associate Vice President for Faculty Affairsprior to taking any action to request resignation or to remove the department chair.Whether extraordinary circumstances exist shall be at the dean’s sole discretion[LV35].

13.0 PROVISIONS FOR IMPLEMENTATION OF THIS DOCUMENT UNDER SPECIAL CIRCUMSTANCES

Appropriate provisions of this document shall be implementedif the dean requests, the department chair resigns, thedepartmentchair is removed from office, or a vacancy occurs for any other reason.

EFFECTIVE: XXXX

[LV1]TRACY TOLBERT: Full-Time Lectures, particularly those with multi-year contracts, with the exception of scholarly requirements, are also required to participate in service related responsibilities along with full-time assigned teaching schedules. Full time lecturers serve as mentors for academic related programming such as the McNair Scholars Program, Senior Honor’s Thesis, Independent Studies, and as Readers on Master’s Thesis Committees. In some instances, such as my own, Full-Time Lecturers are elected to participate in university governance such as membership in the Academic Senate, and are therefore exposed to the policies and practices of the administration, faculty-at-large, and general issues related to student success and academic achievement on the CSULB. In light of the aforementioned items, and the fact that these items are also reflective of many of the same duties and responsibilities of the Full-Time Faculty, the Guiding Principles of the Policy and Procedures for the Appointment and Review of Department Chairs shoulg be amended to include Full-Time Lecturers as “eligible faculty members” with the same rights and responsibilities of Probationary, Tenured, FER, and PRP, e.g.the right to cast a legitimate vote for the individual under consideration to serve as department chair.