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Academic ChairpersonYBy Harold H. Trimm, Chair, Chemistry Department & Terri Fadden, Chair Academic AdvisingZPZ2/ Caveat EmptorThis project was developed solely as an aid to orient new Chair people. Any information in this presentation should always be checked with the latest college policy, procedures, forms, and labor contracts. If in doubt, always ask your supervisor or another Chair.30GReferences Much of this material has been taken the following sources: HH(lThe BCC Policy and Procedures Manual (1.7.2-36 & 1.7.2-37) The BCC FA contract (9/1/02  8/31/2008) BCC TRC New Faculty Orientation BCC Public Folder (forms, procedures, & timelines)qnPolicy versus ProcedurelPolicy refers to broad concepts that guide B.C.C. and are approved by the college s Board of Trustee s. In the case of job descriptions, these can be a little out of date, but are also approved by the SUNY Chancellor and filed with the NYSDOL and can not be quickly changed. Procedure refers to more detail specific operations at the college and are normally approved by the Executive Council (the college s President and Vice Presidents)41B.C.C. Department ChairDescriptions Required Backgrounds Required Skills and Activities Philosophy, Stipend and Release Time Timeline Contractual Responsibilities Duties Student Faculty and Staff Administration Instruction*5552B.C.C. Department ChairUseful Practices Organization Communication Faculty Evaluation Professional Development Student Grievances Online Courses Student Grievances Budget Management Work Study Students Management Basis Screens FRS Screens TRC ResourcesBPPP63B.C.C. Department Chair There are basically three types of Chairs. One is an academic program Chair of a degree or certificate granting department. A second is a Chair of a non-degree granting department. The third is a Chair of a service department. Some Chairs are a combination of these.  74.Program Chairperson BCC Policy Manual 1.7.2-36//(The program Chairperson reports to the divisional Dean. He/she is responsible for the quality control of the degree or certificate programs offered within the department; for the program planning, budgeting, and administration; for faculty recruitment, supervision, and evaluation; for participation in student recruitment and advisement; and for supervising the business of the department.Z856Program Chair Requirements BCC Policy Manual 1.7.2-36 77(^Required Educational Background  Master s degree in appropriate discipline Required Years of Experience  Three years of teaching, preferably at the community college level (96Service ChairpersonThe service Chairperson reports to the divisional Vice President. He/she plans, coordinates and implements divisional efforts and related activities for the department including; program planning, budgeting, and administration; faculty recruitment, training, schedule coordination, and evaluation; coordination of student workers; collaboration on initiatives with counterparts both within the division and across campus; and supervising the business of the department.:7Service Chair RequirementsRequired Educational Background  Master s degree Service Chair  Must be full time and on regular appointment (pr;8)Program and Service Chair Required Skills**(Ability to relate fairly and objectively with all department members Ability to motivate Faculty to perform well, to improve, and to articulate clearly their pedagogical aims Knowledge of the disciplines of the department and the ability to articulate clearly their pedagogical aims Ability to organize, schedule, advise, budget, maintain records, and to conduct the business of the department P<9$Program and Service Chair Activities%%(3Recommends academic policy matters to the divisional Dean or Vice President Oversees the general welfare and morale of the department Faculty; encourages professional development and growth; promotes broad based participation Initiates the recruitment of full time and adjunct faculty in his/her department =:$Program and Service Chair Activities%%(~Conducts Faculty evaluations and makes recommendations to the to the divisional Dean or Vice President for initial, term, & continuing appointment, as well as promotion and pursuit of the professional development increment recognition Develops staffing assignments and assists in development of Faculty schedules Prepares the annual department budget and monitors its expenditures Z>;$Program and Service Chair Activities%%(kOversees the selection and ordering of department textbooks and library/A.V. material Approves all department purchase orders and petty cash expenditures. Coordinates the course outlines and descriptions and other department materials for the college and/or division records. Oversees the evaluation, purchase, and maintenance of department equipment and supplieslZl?<$Program and Service Chair Activities%%(Encourages and coordinates professional development opportunities for Faculty and Staff both on and off campus, recommends approval for such activities to the divisional Dean or Vice President as required. Serves on the Dean s and Chair Committee and other campus wide committees as needed Other duties as may be assigned by the divisional Dean or Vice President mm@=%Philosophy, Stipend and Release Time &&(Appointment  The President appoints departmental Chairs for up terms up to three year based on the recommendations of the department, Dean, and VPAA. The department sets up a Department Chair Selection Committee (DCS) to vote (by secret ballot) on those department members who want to be chair. The DCS is made up of all ranked and professional Faculty in the department. Ranked Faculty are those who are eligible for or have continuing appointment and are eligible for promotion. Professional Faculty can work 10 or 12 month and are eligible for or have continuing appointmentCPCA>.Philosophy, Stipend and Release Time Continued//(Philosophy  A Chairperson has managerial and supervisory responsibilities, but is not a manager or supervisor. A Chair is not a leader, but should lead by example. A Chair is a Faculty member that is given a stipend and release time to perform additional duties and responsibilities. The Chairperson coordinates the efforts of a department.VZVB?.Philosophy, Stipend and Release Time Continued//('The Chairperson does not hire, fire, reprimand, or negotiate contracts or salaries. These are all administrative responsibilities. The Chair recommends' to the Dean, who recommends to the VPAA, and so on. Never sign a contract or speak on behalf of the college without administrative permission.C@.Philosophy, Stipend and Release Time Continued//(DA Chairperson is not in charge of the Faculty in the department. All decisions must be made by consensus. Even though the Chair has the responsibility of scheduling all the courses offered by the department, and assigning the Faculty to staff the courses, this should be done with the consensus of the Faculty when possible.DA/Philosophy, Stipend and Release Time continued 00(Workload - If the workload is too much share some of the chairperson release time with another faculty member to carry out a specific responsibility EBTimeline for ActivitiesSeptember (beginning of new budget year) Appointment and Evaluation Schedule available in Public Folders Chair establishes and convenes PDMC for Faculty in tenure or promotion process Chair advises new Faculty of evaluation process and schedule Ensure that Faculty pursuing Initial Appt, Term Appt, Appt Review, Continuing Appt, or Promotion have completed their Professional Development Plan B)PbPP)bFCTimeline continued,October Notify Faculty on Continuing Appt who are scheduled for evaluation Fall evaluations and observations completed for full time and Adjunct Faculty Spring and summer class schedule and staffing due to Registrar s Office November Personnel planning and budgeting information sent electronically by Budget Officer to Chairs Chair makes proposed changes on the electronic form and submits to Dean ~PP PPP GDTimeline continuedENovember continued Chair convenes P&A Committees for Faculty pursuing Term Appt, Continuing Appt, and Promotion Evaluations forwarded to Dean or Vice President December Personnel change proposals submitted to VPs Review documents of Faculty seeking Professional Development Increment Recognition and forward to supervisor T  HETimeline Continued]January Approved positions advertised and searches begun Supply and contractual budget and travel budget sent by Budget Officer to Chairs Chair advises new Faculty of evaluation process and schedule February Chairs submit supply and contractual budget, travel budget and equipment budget to Dean or VP Chair convenes P&A Committee for new Faculty ZZ ZZZ ]-IFTimeline ContinuedMarch Service course requests due to other department Chairs Fall class schedule and staffing due to Registrar Office Complete spring evaluations and observations April Review of peer, student and self evaluations of Faculty on Continuing Appt 79 .LpLJGTimeline continuedMay Forward evaluations of Adjunct Faculty and Faculty on Continuing Appointment June Ensure that fall staffing is complete July August Make decisions about adding/cutting sections and staffing during registration weekM& TL& S   KHContractual Responsibilities Work year (10 month)  Faculty are expected to be available for work 5 working days before the start of classes in the fall and the work year ends 2 days after graduation in the spring. Appointment of Faculty is a multistep process which has a First Initial Appointment (one year), Second Initial Appointment (one year), Term Appointment (two year), and Continuing Appointment. All appointments are made by the President, except Continuing Appointment which is made by the BCC Board of Trustees.LIContractual ResponsibilitiesUnilaterally Assigned Load  In the contact mode the Chair will assign Faculty based on a normal load of 15 to 19 credits per semester with a maximum 36 credits per semester. Overload  If mutually agreeable, a Chair can assign an overload to a Faculty member. A day overload exists when a Faculty member teaches more than 31 credits (35 contact hours) during the day or any courses taught at night in addition to a normal day load. The Chair must submit an overload contract. ZMJContractual ResponsibilitiesSick leave  By contract, Faculty must notify the department chair within four hours when absent on sick leave. Try to establish a departmental policy and document everything in a log. If the illness will cause the Faculty member to miss several classes the chair can request a temporary instructor to cover the course. Sick days can be granted in day increments.nZnNKContractual Responsibilities To request a new Faculty member (line) a Chair must first submit a PAR (Personnel Action Request form) to the divisional Dean. It should include a narrative justifying the new position based on enrollment, percent regular / adjunct load, and department/college goals. Pay rates are listed under Public Folders and are in the Faculty contract, additional financial related questions can be answered by the Budget Office and/or HR The PAR will be forwarded for review and approval by Executive Council POLContractual ResponsibilitiesFirst Initial Appointment Search Committee  The Chair will convene a search committee. All ranked Faculty members with continuing appointment are eligible to serve on the committee. The President also appoints a campus representative. A person from HR is also appointed. Only those with continuing appointment are eligible to vote.PMHiring Process and TipsWhen a candidate (Adjunct Faculty or other part time position) has accepted the position, a contract should be written and sent through the approval process. Contracts are available in Payroll This process of review, approval and obtaining of required signatures begins with the Chair or Dean, moves to the VP, then to the Budget Officer, HR, payroll and new hire. Timely completion of this process is important in regard to the new hire s first paycheck.ZQN!Hiring Process and Tips Continued""(jAll new hires must complete mandated paperwork in Human Resources  this must be done before beginning work. This includes completion of I9 (refer to an I9 for forms of identity needed for completion), information on emergency contacts and direct deposit, completion of tax forms and job application (if not already done.) The Employee Handbook will be reviewed. Note also that official college transcripts must be sent to HR. 8PD'JRO!Hiring Process and Tips Continued""($Request computer accounts (request form is found under Public Folders) for access to email, windows, Outlook calendar, Office, etc. If necessary for the position, also request access to the student information system and/or financial records system. If the individual will be advising students, contact the Registrar s Office to provide access for registration. Individual should be directed to the Safety and Security Office to obtain parking information and a hangtag. Provide for office needs; furniture, supplies, computer ZSP!Hiring Process and Tips Continued""(pIt is helpful to provide a campus tour highlighting areas that are of particular relevance to the new hire s position, ie if teaching Faculty, ensure that they are familiar with the LAC including the Writing Center and Math lab, Student Support Services, Student Health Office, Counseling Center, Safety and Security Office, and Registrar s Office Have the individual schedule an Orientation with the TRC and obtain a Faculty Handbook w@TQ!Hiring Process and Tips Continued""(The budget year ends on August 31st so all contracts must end at this time. New pay rates begin September 1st. Keep employee contracts and personal information in a secure place. 6!IIURContractual ResponsibilitiesThe Chairperson is responsible for setting up a Professional Development Mentoring Committee (PDMC). The PDMC shall be made up of 2 ranked and tenured members of the department (not including the Chair). The Chairperson is responsible for setting up a Promotion and Appointment Committee (P&A). For appointment the P&A committee is composed of all department members with rank or continuing appointment (not including the Chair). There must be at least 5 members.,Z- VSContractual Responsibilities/For promotion, the P&A committee is composed of all department members with rank and continuing appointment (not including the Chair). There must be at least 5 members. The PDMC and P&A committees forward their recommendations to the Chair who forwards them, with his/her own, to the divisional Dean. &0Z #WTContractual ResponsibilitiesXUnilaterally Assigned Load  In the credit mode the Chair will assign Faculty based on a normal load of 14 to 16 credits per semester with a maximum 31 credits per year. It is the responsibility of the Chairperson to ensure that each member of the teaching and non-teaching professional staff, including adjunct Faculty, are evaluated according to the provisions of the FA contract. Refer to contract for frequency and format.ro'B.C.C. Department Chair-Duties Students(($lRecommends and oversees department procedures which support the academic progress of students. Advocates for the academic welfare of students served by the department Assists the Dean in coordination and delivery of timely and appropriate academic advisement/registration Advises the appropriate offices in job placement and transfer of students, where appropriatemZmsp'B.C.C. Department Chair-Duties Students(($Recommends a candidate for graduation where applicable Approves candidates course requirements for graduation, where appropriate Advises the Director of Admissions in the recruitment and early admission of students, where applicable Evaluates and recommends to the Registrar transfer and/or alternative learning credit where appropriate SZStq0B.C.C. Department Chair-Duties Faculty and Staff11$uGuides departmental procedures which support the welfare and morale of department faculty and staff Assesses the performance of department faculty and staff as required by appropriate collective bargaining agreement Apprises the Dean of actual and potential personnel problems and addresses and documents as is appropriate Encourages the professional development of facultyvPvur0B.C.C. Department Chair-Duties Faculty and Staff11$Recruits or delegates to tenured designee the recruitment of full-time and adjunct faculty and of support staff where appropriate, recommends candidates to the Dean, and approves qualifications of adjuncts Distributes release time assigned by the Dean (with said Dean s approval) and oversees the performance of any delegated duties Establishes and recommends to the Dean duty descriptions for those department faculty members assigned delegated responsibilities Helps maintain the quality, integrity, and accuracy of department level processes involving faculty evaluations, appointment, promotion, monitoring, hiring, and change in statusPvs-B.C.C. Department Chair-Duties Administration..$@Helps the department follow all relevant college policies and procedures Submits and administers an annual department budget Maintains appropriate department records Supports external funding initiatives appropriate for the department Develops faculty and course schedules that optimize resources and meet student needsAAwt-B.C.C. Department Chair-Duties Administration..$Collaborates with community and education leaders to assess employer and transfer institution requirements, as appropriate Monitors, or delegates to her/his tenured designee, the performance of the duties of teaching faculty members and adjuncts in the department, and the performance of the duties of support staff and non-teaching faculty members where appropriate and makes recommendations to the Dean Oversees department efforts to maintain and approve department facilities and equipmentPxu*B.C.C. Department Chair-Duties Instruction++$Leads department faculty in the review and evaluation of curriculum content to improve program quality Coordinates with other departments/divisions to develop and provide courses and instruction that serve other curricula as required Facilitates department textbook selection and ordering process Coordinates the creation and/or revision of course and curriculum outlines and other departmental material for the college catalog and other official college publicationsPyv*B.C.C. Department Chair-Duties Instruction++$Develops and recommends equitable teaching loads for the department to the Dean Coordinates departmental activities with professional accrediting agencies where applicable Coordinates practicums, internships and clinical affiliations, where appropriate  <XUUseful Practices - OrganizationOrganization  get a four drawer filing cabinet just for chair files. Files things as soon as you get them (touch paper once management) Log  Keep a log (written or electronic) of all significant phone calls, conversations, meetings, evaluations, course proposals, & contracts. It is always useful when you get a call that a faculty contract was never submitted and you know the date that it was submitted (also make copies of everything submitted)TZ9  z3YVRUseful Practices  Organization Continued**(~Course Scheduling - Don t try to change too much too fast. There are reasons that the schedules have developed the way they have. When possible shadow multiple sections of a course (same time). That way if one section has to be cut the students can be moved into another section without changing the student s schedule 2@Z$( $.ZWRUseful Practices  Organization Continued**( Sick log  Keep a written record of the date and classes cancelled whenever a Faculty member takes a sick day. Part time adjuncts must make up the time, full time adjuncts and permanent Faculty members must insure that the objectives of the course will be met. $ [XRUseful Practices  Organization Continued**(Personnel File  There is only one official personnel file for each faculty member which is kept in HR. However, it is normally essential for the chairperson to have information, such as past overload contracts and recommendations for each faculty member. This is normally kept in a departmental (not personnel) file with full knowledge and permission of the faculty.p_\Y Useful Practices - Communication!!(The most important single skill a Chair can possess is to be a good listener. A Chair needs to listen to Students, Faculty, Staff, and Administrators. They all should be treated with respect and a Chair must carefully consider what they are saying no matter what the Chairs personal opinion. Do not use email for personnel or potential grievance issues. Things can be said which would be more civil in a face to face or phone conversation.Z]ZRUseful Practice  Communication Continued**( Meetings  Meetings are necessary to keep the faculty informed and to get input. Some departments like to have meetings every week and other departments meet once a semester. Try to keep the meetings short and to the point (adopt an informal version of Roberts Rules of Order to suit your needs). Invite everyone in the department to the meetings (permanent, adjunct, technicians, & staff)  | tolTUseful Practices  Communication Continued++(Socializing  Try to keep the department unified and speaking to one another. A good chair organizes the occasion department party or informal get together so that the department see each other not only as professionals but as people ^[TUseful Practices  Communication Continued++(lFaculty Evaluations  Be constructive, if something needs improvement suggest how to achieve the improvement. Include what was done well as well as what needs improvement. Use the sandwich compliment approach (something done well, followed by something that needs improvement, followed by something done well.)_gdUseful Practices  Faculty Evaluation Form Example33(Chairman s Evaluation Report of _____ Teaching Effectiveness/Work Performance Classroom observation/performance evaluation Self evaluation Student evaluations Professional Development Academic Activities Professional Activities d&Z(ZTZGZ%(TGkhhUseful Practices  Faculty Evaluation Form Continued55(aIn summary, _______, has been very active at the college and is to be commended for his/her professional and academic activities. is also doing a superior job in the classroom and has had a very successful first semester in the department at B.C.C. __________ ____ ___________ _____ Chair Date Faculty Date"Z\ZbliLUseful Practices  Faculty Evaluations''(Be sure to schedule time to go over the evaluation with the faculty member address any questions. Both the chair and the faculty member should sign and date the evaluation. Don t argue, agree to disagree. If the faculty members wishes he/she can write down the points of disagreement and attach them to the chair s evaluation.GZGpm,Useful Practices - Professional Development --(Encourage exploration of TRC programs and training, refer to the TRC calendar in Public Folders for scheduled activities Encourage exploration of Professional Development Assistance funding (PDAP) for professionally related travel and tuition. Be mindful of utilizing current forms (available under Public Folders) and timeframes for submission requests Encourage timely completion of travel formsZa]%Useful Practices - Student Grievances&&(Student Grievance  The first step of the grievance procedure requires that the student try to resolve the issue with the Faculty member. Don t skip any steps, if the Student wants to grieve a grade make sure they have first tried to resolve the issue with the Instructor. The second step is to set up a meeting with the Instructor, Student, and the Chair. fRb^/Useful Practices - Student Grievances Continued00( Make sure the Instructor followed all department policies. If the course was delivered as per the department standards then it is the Chairs responsibility to support the Instructor. If there is an anomaly it is the duty of the Chair to suggest some sort of compromise to resolve the situation. The next step is to refer the matter to the divisional Dean (from whom the grievance forms are available)!c_!Useful Practices - Online Courses""(Online courses  All online courses need to have an internet approval form submitted each semester. It is recommended to attach this form to the overload contract. Faculty must receive WebCT training offered by the TRC in order to teach online courses. The person who developed the online course always has the right to first refusal for teaching it. ``d`Online CoursesThe first time a Faculty member develops an online course, he/she may receive a stipend from the college if approved. The Faculty member retains intellectual property rights for course materials and content. A Faculty member may also develop a course on his/her own and retain the same rights. A Faculty member may develop subsequent online courses and receive payment through the college s work to hire procedure if approved. In this case, the college has the intellectual property rights for the course.Pea$Useful Practices - Budget Management%%(As Chair, you will receive access to the computer based financial system for review and approval of expenditures. Contact the Purchasing Agent for training on use of this system, budget codes, and the Purchasing and Contract Guidelines and Procedures Handbook. fb#Useful Practices - Budget Continued$$(Departmental budget information and forms are published in Public Folders Provide details when making proposed changes to your budget and tie these changes in with the Strategic Directions Utilize the tech fee information located in Public folders when exploring item costs hd&Useful Practices - Work/Study Students''(Many campus offices hire student workers. Consider department needs when hiring a student worker (ie. do you need someone with a computer background or good interpersonal skills, what hours do you need assistance, etc.) It is advisable to find a student with the skills, hour availability, and other requirements that you need. Make sure the student receives introduction to department personnel and training for their position. If this is their first job they may need guidance as to appropriate activities, language, dress, etc. Zbie0Useful Practices - Work/Study Students Continued11(fSome students are eligible for federal funding for their work/study. Chairs may contact the Financial Aid Office to determine if there are students who have been funded and are looking for a position on campus. If a student does not have federal funding, the Chair can request county/college funding. This is typically done through the Dean s Office. Note that there is significantly more federal funding than college funding. Z/,Useful Practices - Management There is no  i in Chair Well, yes and no. As chair you will be asked to write reports and represent your department. While much of the work must be done by you alone it is not your opinion or views but the departments that must be put forward. Work to build consensus, listen to all input from the faculty and then support what the department wants to do, even if it is not your preference*nn0-Useful Practices - ManagementGInsure that all faculty in the department are included in decisions and kept informed of departmental matters Assign subcommittees to help promote quality in all aspects of the department Make faculty assignments based on the strengths of the faculty (areas of expertise, computer skills, communication skills, and personality)HZHmjUseful Practices - Management$Do it, Do it right, Do it on time Do what you say, say what you do, document it Don t be afraid to say you don t know, ask questions, no one knows all the answers. Compliment good work, too often we focus on weaknesses and fail to recognize those who do good work every day {x@Useful Practices  BASIS Screens!!(Useful Basis Screens 105 Shows all sections of a course 109 Student Schedule 129 Used for scheduling course 130 Used to assign room, days,& times for a course 136 Student Transcript 1F5 Shows a faculty s schedule 681 Degree Audit&ZZ|y<Useful Practices  FRS Screensy019 Grants 021 Open 023 Transactions by Account (Acct: ######4662 is travel) 029 Balance 252 Purchase Order Approval81!(1!(zw TRC ResourcesChairing an Academic Department by Gmelch and Miskin Bridging the Gap: Leadership, Technology and Organizational Change for Deans and Department Chairs by Johnson, Hanna and Olcott The Department Chair s Role in Developing New Faculty into Teachers and Scholars Academic Leadership: A Practical Guide to Chariing the Department by Learning Managing Adjunct and Part Time Faculty by Grieve and WordenNZbP#z|X$  0` 33` Sf3f` 33g` f` www3PP` ZXdbmo` \ғ3y`Ӣ` 3f3ff` 3f3FKf` hk]wwwfܹ` ff>>\`Y{ff` R>&- {p_/̴>?" dd@,|?" dd@   " @ ` n?" dd@   @@``PR    @ ` ` p>> VN(    6D  `}  T Click to edit Master title style! !  00ō  `  RClick to edit Master text styles Second level Third level Fourth level Fifth level!     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