Matters of College Governance and Related Procedures | The Fashion School Handbook | Kent State University

Matters of College Governance and Related Procedures

This handbook (hereinafter “Handbook”) contains the operational policies and procedures for the Shannon Rodgers and Jerry Silverman School of Fashion Design and Merchandising (hereinafter “School”) within the College of The Arts (hereinafter “College”).  The policies and procedures contained in this Handbook shall not conflict with any University, Administrative and Operational Policy of Kent State University, any applicable Collective Bargaining Agreement, or any federal, state and local law.

  1. Handbook Modification, Amendment and Revision

    The implementation, modification, amendment, and revision of this Handbook are governed by the applicable Collective Bargaining Agreement.  The School faculty will review and update this Handbook, as needed, but at least every three (3) years.  Suggestions for modifications or amendments to the Handbook may be initiated at any time by the Director or by any faculty member.  Proposed modifications or amendments are subject to discussion, revision, and recommendation by the FAC.  When a proposed modification or amendment involves a major change in School policy or practice, the Director may seek the recommendation of the entire faculty.  If the Director concurs with a proposed modification, amendment, or revision, he/she will recommend the change(s) to the Dean.  All modifications, amendments, and revisions of the Handbook require the approval of the Dean.  In reviewing this Handbook, the Dean may request revisions before lending final approval.  If these revisions are not adopted by the School, the Dean shall consult the CAC with regard to the provision(s) in dispute before making a final determination and certifying final approval of the Handbook.  Further, the Dean may direct that the Handbook be modified, amended, or revised to reflect changes in College or University policy.

  2. Structure and Organization of the School

    1. Administrative Positions

      1. Director, School of Fashion Design and Merchandising

        The Director, School of Fashion Design and Merchandising (hereinafter “Director”) is the chief administrative officer of the School, is accountable to and reports directly to the Dean of the College (hereinafter “Dean”).  The Director is responsible for recording, maintaining, and implementing the policies and procedures stated in this Handbook through regular and thorough consultation with the School faculty and the School’s various committees.

        The Director's duties and responsibilities shall include but are not limited to the following:

        a.    Developing, coordinating, planning, and providing leadership for all academic programs and professional activities housed in the School in a manner which is consistent with the mission of the University, the College, and the School and is mindful of the quality and breadth of programs supported by the University, the College and the School.

        b.    Ensuring School compliance with University, Administrative and Operational Policies, rules, regulations and any applicable Collective Bargaining Agreement.

        c.    Developing and carrying out administrative and educational policies in the School, with appropriate consultation.

        d.    Managing personnel administration and appropriate professional development for the School, including the hiring or severance of all faculty and staff and all personnel actions related to the reappointment, tenure, and promotion of faculty in the School in consultation with the Faculty Advisory Committee (hereinafter “FAC”).

        e.    Administering the School budget by allocating funds to the academic programs in the School and monitoring and reviewing the expenditures of these funds.

        f.    Assigning workload to faculty members, with appropriate consultation.

        g.    Identifying the resource needs of the School and recommending priorities for addressing these needs to the Dean of the College.

        h.    Overseeing the development of teaching and classroom schedules and an enrollment plan for the School and advising the Dean on all issues related to the recruitment, academic advising, attribution, and retention of qualified and able students in the School.

        i.    Consulting and responding to the recommendations of the FAC on matters central to the mission of the School and those specified by the University Policy Register and Collective Bargaining Agreement.

        j.    Scheduling regular FAC and full-faculty meetings.

        k.    Making recommendations on Graduate Faculty status.

        l.    Representing the School and, when requested and deemed appropriate by the Dean and/or Provost, serving as official spokesperson for the School with other universities, academic/professional agencies, and honorary and accrediting bodies.

        m.    Providing leadership for and commitment to affirmative action and promoting diversity in the School.

        n.    Working with the Chair of the School’s external Advisory Board to direct their activities, convey their insight and implement initiatives.

        o.    Developing and maintaining contacts and relationships with professional organizations and leaders in the profession.

        p.    Engaging, when appropriate, in external fundraising activities in support of the University, the College and the School.

        q.    Accepting ad hoc assignments related to School, College, and University matters as deemed appropriate by the Provost and Senior Vice President of Academic Affairs.

        r.    Preparing Annual Mission Report and other University and College generated reports.

        s.    Serving as building curator of Rockwell Hall.

        t.    Responding to student academic complaints.

        u.    Performing other tasks and duties as assigned, all of which cannot be cataloged and may include but not be limited to following:  the progress of graduates, maintaining relationships with Regional Campuses, providing orientation to new faculty, developing brochures of course syllabi, etc.

        The Director is an ex officio, non-voting member of all School committees, and may make appointments as necessary and permitted to School committees and to the various administrative and service positions in the School. The selection, review, and reappointment of the Director are the responsibility of the Dean, who consults with the School faculty on such matters. Procedures for the selection, review, and reappointment of the Director are included in the applicable Collective Bargaining Agreement.

         

      2. New York City Studio Director

        The NYC Studio Director (hereinafter “NYC Director”) is the onsite manager and principal administrator for the School’s New York City Studio, while adhering to the policies and procedures of Kent State University. The NYC Director reports directly to and is accountable to the Director, School of Fashion Design and Merchandising.  The NYC Director is appointed by the Director and is considered a full-time administrative position, reviewed annually by the Director.

        The NYC Director’s duties and responsibilities shall include but are not limited to the following:

        a.    Directing the administrative, instructional, operational, and technological aspects of the New York City Studio as an academic study away program/facility to support the Fashion Design and Merchandising curricula as well as academic outreach programs.   

        b.    Managing the NYC Studio facility; making arrangements for cleanliness of space, security of classroom space, and renewal of lease preparation in conjunction with the Director.

        c.    Managing the NYC Studio budget, in conjunction with the Director of the Fashion School, by providing accurate monthly spreadsheet reports to the Director, accurate and timely execution of paperwork for part-time faculty and staff hires, and managing approved expenditure of funds to operate the NYC Studio.

        d.    Coordinate and implement recruitment, marketing, and development activities for the NYC Studio to meet target goals for Spring, Fall, and Summer academic sessions.

        e.    Assist in securing and hiring approved part-time faculty for the NYC Studio in consultation with the Director, School Curriculum Committee and FAC.

        f.    Reviewing NYC Studio part-time faculty performance in the classroom.

        g.    Working with the Director and the Undergraduate Studies Coordinator to schedule and cancel classes based upon student demand and other issues identified for the NYC Studio.

        h.    Overseeing the hiring and evaluation of staff assigned to the NYC Studio.

        i.    Facilitating the completion of necessary forms, processes, and record-keeping including: Office of Global Education Applications, Deposit Agreements, Student Visas, and forms.

        j.    Planning campus visitation programs to Kent and non-KSU campuses for recruitment and facilitation of students in NYC Studio and other Study Away Programs.  Communicating and coordinating with other Study Away program leaders.

        k.    Overseeing the designing and maintenance of the NYC Studio website, as part of the School website.

        l.    Increasing the network for placement of students in jobs and internships within the industry.

        m.    Assisting faculty to recruit industry professionals as guest speakers and part-time instructors.

        n.    Engaging in fund-raising activities for the NYC Studio through interaction among students, faculty, alumni, and industry professionals in New York, and coordinating these efforts in conjunction with the Director of Advancement and the College of the Arts office.

        o.    Developing and planning revenue-driven programming for the regular academic year, summer, and intersession.

        p.    Hosting a range of events in the NYC Studio to support the goals and mission of the School of Fashion Design and Merchandising.

        q.    Performing other tasks and duties related to the NYC Studio as assigned by the Director, including knowing and following all KSU procedures in all areas of operation.

         

      3. Administrative Assignments

        1. Associate Director

          The Associate Director is an administrative assignment of workload and is appointed by the Director after consultation with the FAC. The appointment is for a three (3) year term and is renewable.  The Director will establish the 3-year rotation schedule, and will announce to the faculty when the 3-year term will expire.  The Associate Director is reviewed annually by the Director, and may be released from the role at his/her sole discretion.

          The Associate Director’s duties and responsibilities shall include but are not limited to the following:

          a.    Serving as chief administrative officer of the School in the absence of the Director.

          b.    Working with the Director and School faculty to facilitate and determine optimized operational procedures for all Study Away Programs.

          c.    Providing leadership and support for the department accreditation and assessment reporting requirements.

          d.    Maintaining and updating the departmental Faculty Handbook, as appropriate.

          e.    Serving as direct support for the Industry Liaison / Industry Management position.

          f.    Recruitment planning for all Study Away Programs in consultation with all Study Away program leaders.

          g.    Scheduling Study Away classes as requested by the School Curriculum Committee.

          h.    Assist in securing and hiring approved part-time faculty for all Study Away programs and in consultation with the Director, School Curriculum Committee, and FAC.

          i.    Facilitating the completion of necessary forms, processes, and record-keeping including: Office of Global Education, Deposit Agreements, Student Visas, and KSUF forms.

          j.    Budget development, presentation, and approval for the Study Away Programs, not including the NYC Studio.

          k.    Facilitating and coordinating the upkeep and maintenance of the Studio and Lab spaces and equipment.

          l.    Facilitating the “team leader” coordination each semester for courses with multiple sections.

          m.    Performing other tasks and duties as assigned or delegated by the Director, including knowing and following all KSU procedures in all areas of operation.

           

        2. Graduate Studies Coordinator

          The Graduate Studies Coordinator is an administrative assignment of workload and is appointed by the Director after consultation with the FAC and/or the Graduate Studies Committee (hereinafter “GSC”) and the Graduate Faculty.  The appointment is for a three (3) year term and is renewable.  The Director will establish the 3-year rotation schedule, and will announce to the faculty when the 3-year term will expire.  The Graduate Coordinator must be a full member of the Graduate Faculty holding the rank of Associate Professor or Professor. The Graduate Studies Coordinator is reviewed annually by the Director, and may be terminated at his/her sole discretion.  

          The Graduate Studies Coordinator’s duties and responsibilities shall include but are not limited to the following:

          a.    Overseeing the development of the School’s graduate program(s).

          b.    Overseeing and coordinating admissions into the School’s graduate program(s).

          c.    Recommending to the Director, with the advice of the GSC, the awarding of graduate assistantships and teaching fellowships.

          d.    Serving as School liaison to the College Graduate Coordinating Council, the Division of Research and Graduate Studies, and working in conjunction with the College Dean in charge of Graduate Affairs.

          e.    Overseeing performance evaluations of graduate assistants assigned to teaching and research appointments.

          f.    Implementing the current policies of the School's graduate program(s) and the current policies of the College.

          g.    Maintaining and processing graduate student records and informing students of their standing and progress toward degrees.

          h.    Initiating and coordinating changes and improvements in graduate curricula, requirements, and program(s). i.    Serving as the chair of the departmental Curriculum Committee in alternate years.

          j.    Chairing meetings of the Graduate Faculty.

          k.    Serving as advisor for the School's Graduate Student Council.

          l.    Approving individual investigations and special topics courses at the graduate level.

          m.    Performing other duties and tasks as assigned or delegated by the Director, including knowing and following all KSU procedures in all areas of operation.

           

        3. Undergraduate Program Coordinator

          The Undergraduate Program Coordinator is an administrative assignment of workload and is appointed by the Director after consultation with the Faculty Advisory Committee (hereinafter “FAC”).  The appointment is for a three (3) year term and is renewable. The Director will establish the 3-year rotation schedule, and will announce to the faculty when the 3-year term will expire.  The Undergraduate Program Coordinator is reviewed annually by the Director, and may be terminated at his/her sole discretion.  

              The Undergraduate Program Coordinator’s duties and responsibilities shall include but are not limited to the following:

          a.    Preparing the schedule of classes, in consultation with the Director and faculty.

          b.    Assisting in the assignment of instructors to courses.

          c.    Overseeing the Academic Advising team in FDM.

          d.    Serving as direct support for the students in terms of academic support.

          e.    Serving as liaison to program counselors in the various Colleges and Schools.

          f.    Approving course substitutions, individual investigations and transfer or transient credit.

          g.    Serving as chair of the department Curriculum Committee in alternate years.

          h.    Serving as the departmental representative on the College Curriculum Committee (“CCC”).

          i.    Serving as chair of the Student Academic Complaint Committee.
          j.    Performing other duties and tasks as assigned or delegated by the Director, including knowing and following all KSU procedures in all areas of operation.

           

        4. Florence Program On-Site Coordinator

          The Florence Program On-Site Coordinator (hereinafter “KSUF Coordinator”) is an administrative assignment that is assigned to a local part-time member teaching for the School at the Kent State University Florence (KSUF) Campus on an “as needed basis.”  The role is appointed by the Director after consultation with the FAC.  The appointment is for a three (3) year term and is renewable. The KSUF Coordinator is reviewed annually by the Director, and may be terminated in consultation with KSUF Director.  

          The KSUF Coordinator’s duties and responsibilities shall include but are not limited to the following:

          a.    Planning and coordinating KSUF Fashion programs, in consultation with The Director and KSUF Director.

          b.    Assist in securing and hiring approved part-time faculty for the KSUF campus in consultation with the Director, School Curriculum Committee and FAC.

          c.    Assisting the Associate Director in preparing the schedule of fashion design and merchandising courses to be offered at the Kent State University Florence Campus.

          d.    Providing School and industry-specific academic support for students attending the KSUF campus.

          e.    Developing and maintaining a sense of the overall curriculum in the School as a means to support student inquiries and concerns specific to the KSUF experience.

          f.    Supporting communications and understanding of the textiles and fashion knowledge as a means to connect School students to the Italian fashion industries.

          g.    Maintaining open communication with the School’s Faculty to facilitate similar academic equality and content between the Kent and KSUF facilities.

          h.    Serving as a facilitator, as needed, to connect KSUF part-time faculty with students.

          i.    Performing other duties and tasks as assigned or delegated by the Director or FSUF Director, including knowing and following all KSU procedures in all areas of operation.

           

        5. Industry Liaison / Internship Manager

          The Industry Liaison / Internship Manager (hereinafter “ILIM”) plans and directs all operational and administrative activities related to connecting Fashion School students with supplemental experiential educational opportunities including:  internships, co-ops, job shadowing, international business experiences, and mentoring programs.  The ILIM reports directly to and is accountable to the Director, School of Fashion Design and Merchandising.  The ILIM is appointed by the Director and is a full-time position, reviewed annually by the Director.

          The Industry Liaison/Internship Manager’s duties and responsibilities shall include but are not limited to the following:

          a.    Establishing goals, objectives and strategies to develop and implement programs and services that connect students and business experiences (internships, shadowing, mentoring programs, etc.).

          b.    Developing linkages in conjunction with KSU Career Services, external organizations, professional associations and community groups throughout the region to support program development.

          c.    Overseeing the promotion, marketing, and communication on all aspects of the program by strategically planning the development and distribution of various materials.

          d.    Coordinating special event programming related to industry programs and projects.

          e.    Providing direct oversight for students enrolled in internship experiences in consultation with Fashion School Faculty.

          f.    Developing and updating internship pages to the Fashion School website.

          g.    Performing other duties and tasks as assigned or delegated by the Director, including knowing and following all KSU procedures in all areas of operation.

           

        6. Ad-Hoc Faculty Administrative Assignments

          Appointments to ad-hoc faculty administrative assignments of workload are made by the Director after consultation with the FAC.  Appointments will be dependent upon the specific requirements of the assignment and an individual’s qualifications for the assignment.

      4. Non-Academic Administrative Staff

        The School's non-academic staff includes all classified and unclassified staff positions within the School including but not limited to, academic advisor(s), computer analyst(s), administrative assistant(s), secretarial staff, etc.  Each position has specific duties as defined in the applicable position description.

    2. School Committees

      All School committees are advisory and recommendatory to the Director.  The membership, structure, and function of some of the School's committees are governed by University, Administrative and Operational Policies, and the applicable Collective Bargaining Agreement (CBA).  The Director may establish ad-hoc committees in consultation with the FAC.  The Director will welcome requests from faculty members for positions on the School’s various committees.  The Director, when making appointments to School committees, will be mindful of the disciplines within the School and will consider the expertise and interests necessary for the effective functioning of specific committees.

      1. Faculty Advisory Committee (FAC)

        The Faculty Advisory Committee (hereinafter “FAC”) is structured and operates as described in the applicable Collective Bargaining Agreement (CBA).  The FAC includes all eligible members of the tenure track faculty.  Prior to the start of each academic year and fall semester, the Tenure Track CBA provides that the tenured and tenure-track faculty of the School shall decide whether and to what extent full-time non-tenure track (NTT) faculty shall be represented on the FAC. 

        The FAC is convened at least once per term by the Director who, in consultation with the FAC, sets the agenda for its meetings.  FAC members may request that items be added to the agenda.  Additional meetings of the FAC may be called by the Director, as needed or upon a request by at least one-half of the members of the FAC.  The FAC elects one (1) tenured faculty member to serve as the School’s representative to the College Advisory Committee (hereinafter “CAC”).

      2. Graduate Studies Committee (GSC)

        The Graduate Studies Committee (hereinafter “GSC”) includes the following faculty members:

        • The Graduate Coordinator, who serves as the GSC Chair.
        • A minimum of three faculty members elected from those possessing Graduate Faculty Status in the School.
        • Members will serve a 2-year term with one rotating off each, providing continuity of at least two members from year-to-year.

        The GSC assists the Graduate Coordinator with the oversight and development of the School’s graduate program.  The GSC is responsible for evaluating applications for admission and evaluating and recommending individuals for graduate appointments.  The GSC is also responsible for monitoring the progress and academic performance of graduate students in the School.  The GSC reviews proposals for new graduate courses, changes in course content and related curricular matters, and conducts periodic reviews of the School’s graduate program as a whole.  In matters of curriculum, the GSC makes its recommendations to the School Curriculum Committee, who then make recommendations to the FAC.

      3. Curriculum Committee (CC)

        The School Curriculum Committee (hereinafter “CC”) shall consider all curricular proposals, including Workshop and Special Topic courses or academic issues such as blanket substitutions.  Any faculty member or the faculty as a whole may propose items for discussion.  Curricular proposals approved by the FAC shall be recommended to the Director and, upon his/her approval, forwarded to the College Curriculum Committee (hereinafter “CCC”) for consideration.  The chair of the School’s CC is the de facto representative to the CCC.

      4. Ad-Hoc Reappointment, Tenure, and Promotion (RTP) Committee

        The policies and procedures which govern the School’s Ad Hoc Reappointment, Tenure and Promotion (hereinafter “RTP”) Committee are included in University Policy.  Procedural and operational guidelines for this committee are provided annually by the Office of the Provost.  This committee reviews materials relevant to the professional performance of faculty who are candidates for reappointment, tenure, or promotion in rank, and to make recommendations to the Director on each of these personnel decisions.  The recommendations of this committee and the Director, together with the materials assembled for the committees, are forwarded to the Dean of the College.

      5. Student Academic Complaint Committee

        The Student Academic Complaint Committee is appointed by the FAC.  The Undergraduate Program Coordinator serves as the Chair of the Student Academic Complaint Committee.  The policies and procedures of this committee are governed by University Policy 3342-4-02.3, including but not limited to the addition of at least one (1) student representative to the committee.  An undergraduate student will be added to the committee for complaints from undergraduate courses and a graduate student will be added to the committee for complaints from graduate courses. 

        In the event that a member of the Student Academic Complaint Committee is the subject of or may otherwise be involved with a student complaint, the FAC will select a replacement from the full-time tenured and tenure-track faculty.  If the Assistant to the Director is the subject of or may otherwise be involved with a student complaint, the Director will appoint a member of the Student Academic Complaint Committee to chair the committee and the FAC will appoint an additional member to the committee from the full-time tenured and tenure-track faculty.

      6. Ad-Hoc Committees and Assignments

        The Director may establish, charge, and appoint the membership of ad-hoc committees and other necessary assignments as required for the operations of the School.  In establishing ad-hoc committees, naming members, and designating a committee Chair, the Director shall consult with the FAC.  The Director will welcome requests and preferences from the faculty before establishing and making appointments to ad-hoc committees and assignments.

        The following are examples of the School’s various Ad-Hoc Committees and Assignments.  This list is illustrative and not considered all inclusive.

        • FDM Scholarship Committee
        • Faculty and Staff Recognition and Awards Committee
        • FDM BFA Committee
        • FDM Research Culture Fund Committee
        • FDM Destination Kent State/FYE Course/Advising
        • FDM Development/Advancement
        • Library Liaison
        • Fashion Student Organization (FSO) Advisor
        • Modista Student Organization Advisor