Appendix B: Departmental Operating Procedures Document

[Approval Process: FAC and Chair]


A. Administrative Duties in the Department

B. The Institute for Applied Linguistics

E. Curricular Policies

G. Statement on Mentoring

  1. Administrative Duties in the Department

    The Chairperson:

    1. Is responsible for the overall performance of the Department with respect to the various forms of scholarship; guides long-range planning and curriculum development; negotiates improvement of facilities and acquisition of extra-mural funding for the Department;

    2. Prepares or arranges for the preparation of departmental and other required administrative reports;

    3. Bears fiscal responsibility for the Department;

    4. Recommends all Faculty personnel actions in accordance with the UPR and other University-established consultative procedures; appoints part-time faculty; appoints non-academic personnel; conducts negotiations with prospective faculty and staff;

    5. Collects the reappointment, tenure and promotion recommendations of the Departmental Ad Hoc Reappointment, Promotion and Tenure Committees;

    6. Is responsible, in consultation with the FAC, for making salary recommendations to the Dean, in keeping with the current master contract;

    7. Convenes FAC meetings at least once each semester; calls additional meetings as deemed appropriate or upon the request of one-fourth of the Faculty; circulates notification of and agenda for the meeting prior to the meeting;

    8. Chairs FAC meetings and sets FAC meeting agendas in consultation with appropriate Faculty and in conformance with CBA, Article VI, Section 3C;

    9. Is an ex officio member of all Departmental committees; appoints special committees in consultation with the FAC;

    10. Makes appointments to graduate assistantships, grants tuition scholarships, etc., considering recommendations of the Graduate Coordinator and the Graduate Faculty;

    11. Is responsible for assignment of office space to Faculty, part-time faculty, and staff in accord with guidelines developed with the counsel of the FAC;

    12. Has ultimate responsibility for teaching assignments, after receiving recommendations from the appropriate Faculty Units; issues a Workload Statement to each Faculty member in accordance with University guidelines;

    13. Consults when requested, or when necessary on an individual basis with Faculty members concerning their performance;

    14. Recommends leaves of absence, in consultation with the FAC;

    The Assistant to the Chairperson

    1. Develops a schedule of teaching activities of the Department after receiving recommendations from the functional units or sub-units and major advisors and consulting with the Department Chairperson;

    2. Maintains an active file of part-time instructors to assure adequate staffing of courses offered by the Department;

    3. Serves in place of the Chairperson in the Chairperson’s absence and performs other tasks in accordance with the directives of the Chairperson;

    4. Serves as an ex officio non-voting member of the FAC but is eligible to stand for election as a voting member of the FAC;

    5. Serves as the primary facilitator of permission to enroll in upper-division courses in connection with the Department’s policy of mandatory advising.

    The Graduate Coordinator

    1. Chairs the Graduate Studies Committee and directs its work;

    2. Handles correspondence with regard to the Graduate Program and maintains copies of this correspondence on file;

    3. Prepares in consultation with the responsible fiscal officers a detailed budget for proposed expenditure of graduate assistant ships and tuition scholarships and other funds allocated for graduate student support;

    4. Provides the Department Chairperson with information about the Graduate Studies Program;

    5. Coordinates the guidance and training of graduate assistants employed in undergraduate instruction; assigns graduate assistants their departmental duties;

    6. Serves as Department representative to the College Graduate Council;

    7. Is responsible for the coordination of graduate brochures, the newsletter, and other related advertising and publicity materials;

    8. Assumes responsibility for student recruitment in consultation with the Graduate Studies Committee;

    9. Assigns advisors for new graduate students and supervises periodic reviews of such assignments.

    10. Coordinates reviews of graduate faculty, programs, and courses in keeping with Graduate College guidelines and directives.

    The Undergraduate Coordinator

    1. Maintains any departmental advising databases; track data on enrollments of majors and minors in each program;

    2. Provides periodic workshops for departmental advisors; ensure that current major/minor sheets and roadmaps are provided to faculty advisors;

    3. Coordinates advising at the Baccalaureate level, assigning advisees to department faculty in accordance with established policy and ensuring that each student is contacted each semester for advising and determination of courses to be taken during the following semester;

    4. Manages special cases involving transfer credit, course substitutions, study abroad advising, etc.;

    5. Serves as liaison with the advisors in Undergraduate Studies and the College of Arts and Sciences;

    6. Coordinates and actively participates in departmental recruitment efforts, including the organization of at least one departmental event (e.g. information fair, immersion day) each semester; organizes departmental efforts to contact prospective students;

    7. Responds promptly to inquiries from prospective students about major/minor programs, and alerts any appropriate advising colleagues to such student interest;

    8. Acts as a contact person for inquiries about Study Abroad programs; maintains Study Abroad brochures and provides updates as needed for the departmental website.

    9. Undertakes other duties related to Baccalaureate advising, recruitment and retention as requested by the Chairperson.

    The Basic Studies Coordinator

    1. Advises students about placement and the nature of specific courses, CLEP Test and Credit-by-Exam procedures;

    2. Advises students who have complaints about instructors and grades and tries to resolve the problem before it becomes a formal grievance;

    3. Advises instructors about issues relating to student behavior in the classroom;

    4. Organizes and supervises the Departmental tutoring service.

    Lower Division Language Coordinator Duties in MCLS

    [FAC approved 12/2/11]

    Duties include the following (note that coordinators who are responsible for minors may also be responsible for advising and recruitment in their respective programs).

    1. Provide instructors with syllabus, quizzes, tests, and supporting materials; update these regularly (including any necessary accounts for online texts). Teach model class if applicable.

    2. Startup meeting in Fall; orientation and/or workshops with adjuncts and/or GAs.

    3. Meet with instructors as needed (may involve weekly formal meetings, individual meetings, meeting after the model class if applicable) and respond to questions on teaching technique.

    4. Observe all new and returning instructors in their classes once at the start of the semester; provide feedback on performance. Repeat at least once during the semester. Document observations and feedback.

    5. Review end-of-semester student evaluations for instructors in the program.

    6. Serve as first-level resource for instructors on university and department policies related to instruction, handling of problems with students (illnesses, absences, disruptive students, etc.); serve as first level of contact for student academic complaints.

    7. Provide recommendations on staffing lower division sections.

    8. Share responsibility with other program faculty for consulting on textbook selection and curricular issues related to the coordinated courses. Communication should flow both from the coordinator(s) to the program faculty and vice versa.

    9. Keep Chair informed of disruptive student issues, academic dishonesty issues, instructor performance issues and any other issues of a serious nature. Notify Chair of student academic complaints that are not informally resolved at the coordinator level.

    Translation and Pedagogy Functional Unit Coordinators and Literature/Culture/Language Sub-Unit Coordinators:

    1. Convene regular meetings of the Unit faculty, providing all Unit members with advance notification, and distributing a summary of meeting discussions and transactions to the Department Chairperson, the Assistant to the Chair, the other unit coordinators, and the Graduate Coordinator.

    2. Develop and implement Unit policies with the advice of Unit faculty.

    3. Serve as liaison between Unit faculty and the Department Chairperson, other unit coordinators, and the Graduate Coordinator.

    4. Convene the Unit faculty for the purpose of the development of course offerings and their staffing each semester and summer session with due consideration to programmatic need and computation of workload hours, having advisor(s) convey proposals to the Assistant to the Chair, and resolve any scheduling conflicts in consultation with the Coordinator of other Unit(s). Scheduling recommendations should offer a range of days and times for each course subject to revision by the Department Chairperson.

    5. Coordinate review of curricular proposals and transmit proposals to the Curriculum Committee through the Unit’s representative to the Curriculum Committee no less than five days prior to a scheduled meeting.

    6. Undertake other leadership activities as appropriate to the particular Unit (e.g., supervise review of LER courses, facilitate in the selection of teaching materials, participate in the review and teaching assignments of graduate assistants and part-time staff, oversee off-campus programs such as internships, coordinate tracking of former students.

    7. Provide copies of appropriate materials in a timely manner for distribution to Regional Campus faculty.

    The Units and Sub-Units

    The unit committees will advise the unit coordinator on all matters concerning the efficient functioning of the unit. The unit faculty members:

    a. advise majors and minors (see also Section VII, “Students,” subsection B, “Advising”);

    b. recruit, evaluate and recommend new applicants for admission to the graduate program

    c. evaluate and recommend newly admitted and continuing students for graduate appointments

    d. publicize the Unit’s program(s) and use other means to attract talented students to the program(s);

    e. recommend effective means of evaluating and documenting the teaching and other duties of each graduate appointee in consultation with the Graduate Studies Coordinator.

    f. review and evaluate each graduate student with respect to academic standing and performance as an appointee and nominates students for departmental honors and awards.

    g. maintain a range of courses with up-to-date content and instruction to support the programs of the Department, the appropriate sequencing of these courses by means such as prerequisites, and scheduling of these courses during the academic year and summer sessions with appropriate staff, giving due consideration to programmatic need and computation of workload hours (scheduling recommendations will offer a range of days and times for each course subject to revision by the Department Chairperson);

    h. evaluate adjunct faculty, part-time instructors and graduate assistants on the basis of all appropriate materials, including peer and student evaluations; evaluate materials submitted by applicants to the part-time pool and make a recommendation to the Department Chairperson regarding their appointment or non-appointment to the pool;

    i. propose the addition of new courses, the revision or elimination of existing courses, and the revision, elimination, or establishment of course or program requirements;

    j. assist in the construction and review of tests for Credit by Examination, Outcomes Assessment, Placement, etc.;

    k. evaluate student outcomes;

    l. assist in the preparation and review of materials used by the Department such as catalog copy, major/minor sheets, and advising materials;

    m. review, evaluate, and recommend majors in the Department for honors and awards.

    The Literature/culture/language Unit faculty have these additional responsibilities:

    a. supervise language instruction at the graduate and undergraduate levels;

    b. establish and enforce common policy regarding textbooks and teaching methodology for language acquisition courses;

    c. develop and employ criteria for the evaluation of full-time non-tenure-track and part-time coordinators at the elementary and intermediate levels on both the Kent and Regional Campuses;

    The Pedagogy Unit faculty have these additional responsibilities:

    a. provide means for advising undergraduate language majors pursuing teacher licensure and keeping track of their progress through the Education Minor;

    b. advise graduate students pursuing the MAT or a language MA with a pedagogy concentration;

    c. supervise student teaching;

    d. maintain liaison with the College of Education.

    Faculty Advisors within each unit have these responsibilities:

    a. Establish and maintain regular contact with students who have indicated an interest in programs offered by the department;

    b. Track the progress of students toward completion of requirements for the program(s) they have selected;

    c. Meet periodically with advisees to discuss the students’ career objectives and to plan and review selection of courses to meet program requirements;

    d. Inform the Assistant to the Chair (or, as may be appropriate, the Undergraduate Coordinator) of the course(s) and section(s) each advisee is to enroll in during the following semester so that permission to enroll may be granted in a timely manner;

    e. Update the departmental advising database with information regarding new and current advisees or request the Coordinator to do so;

    f. Identify students seeking teaching licensure and direct them to the Pedagogy Coordinator;

    g. Identify students interested in translation and direct them to the BS/Translation Coordinator;

    h. Develop each semester in consultation with colleagues in the Unit a schedule of courses needed for timely completion of program requirements, and submit this schedule to the Assistant to the Chair of the Department; review tentative schedules for potential conflicts, and resolve in a timely manner any such conflicts with representatives of other Units.

    Effective Fall 1999, the Department implemented a policy of mandatory advising under which every student pursuing a major and/or a minor in the Department is required to make contact with a departmental advisor each semester. The specific nature, function and content of the advising contact will vary from one semester to the next, but at one point or another will involve detailed discussion of career goals, the variety of programs available through the Department, and program requirements, as well as the establishment of a plan to meet the requirements of the major/minor declared in a timely manner. Students indicating an interest in translation and/or teacher licensure will also be referred to the Coordinator of the respective program(s).

    In order to enforce this policy, all upper division courses will be coded to require departmental permission for enrollment. Only when a plan has been developed and student and advisor agree on which course(s) the student is to enroll in during the succeeding semester will permission to enroll in the course(s) be granted. Enforcement of this policy may even involve the initial placing of a hold on the student’s entire semester enrollment in all courses, regardless of department, school or college. Such a hold can be cleared only along with the permission to enroll and is accordingly contingent upon contact with the major/minor advisor or certification that the major/minor in the department has been replaced by a major/minor in a different department, school or college. In the latter instance the hold will be cleared, but no permission to enroll in upper division courses in the department is either requested or granted.

  2. The Institute for Applied Linguistics

    The Director of the IAL administers the unit. The Institute Director reports directly to the Dean of the College of Arts and Sciences. The Dean appoints the Director of the Institute. The Director must hold a full-time faculty appointment in Modern and Classical Language Studies, be a faculty member of the IAL, and have professional experience in a subject area within the purview of applied linguistics. Promotion, reappointment and other reviews related to the incumbent’s faculty status are conducted within the appropriate academic Department. The IAL Director is an ex officio member of the MCLS Faculty Advisory and Curriculum Committees.

    The Director calls regular meetings of the Institute Faculty to determine Institute policy and strategic objectives. The IAL faculty and Director coordinate policy with the appropriate functional units and sub-units in the Department through official liaison with the appropriate coordinators or Directors. The IAL Director is not the administrative head of the Translation Unit in MCLS but may assume certain administrative duties for that Unit at its behest.