California State University, Long Beach
Policy Statement
94-02
March 1, 1994
POLICIES AND PROCEDURES FOR THE
SELECTION, APPOINTMENT
AND REVIEW OF ACADEMIC ADMINISTRATORS
Obsolete Policy
(This Policy Statement supersedes Policy Statement 90-03)
This document establishes policies and procedures for the selection,
appointment, and periodic review of individuals who are academic
administrators in the following administrative assignments:
UNIVERSITY-WIDE: Vice President for Academic Affairs
Associate and Assistant Vice Presidents for Academic Affairs COLLEGES:
Deans of the Colleges
Associate and Assistant Deans of the Colleges
For purposes of this document, the Library shall be considered a
College. References to Deans and
Associate Deans shall apply to the Director of the University Library
and Associate Directors of the
University Library
OTHER:
Any other administrative appointment in the Division of Academic
Affairs where the appointee is granted tenure to an academic discipline
in the appropriate department, where the functions of the position
are directly related to support of the academic program of the university,
or where the President (or designee) considers the search or review
process appropriate.
1.100 PRINCIPLES It is vital
to the mission of the University that academic administrators be
selected and reviewed through a process which involves the meaningful
participation of administration, faculty, and other members of the
academic community; the aim of this process is to foster both excellence
in individuals appointed to these positions and confidence in them
on the part of their constituencies. To protect the individuals
being considered or reviewed, and to maintain the integrity of the
process, confidentiality shall be preserved throughout the process.
Those choosing members of committees established in accordance with
this policy shall attempt to ensure that the committee membership
represent the University's ethnic and gender diversity.
1.110 Responsibility. The final decision concerning
the selection, appointment, and reappointment of individuals serving
in the administrative assignments listed above shall be made by
the President of the University, or by the Vice-President for Academic
Affairs (or designee) when delegated that authority by the President.
2.100 SELECTION AND APPOINTMENT
2.110 Selection of Search Committee. When a vacancy
in one of the above positions occurs, the President, or Vice President
for Academic Affairs where appropriate, shall call for the establishment
of a search committee. This call shall be directed to the Chair
of the Academic Senate for university-wide positions, or the Chair
of the College Council for college-level positions.
2.120 Search Committee membership for University-wide
academic administrative positions shall include:
Five tenured faculty members elected by the Academic Senate. Search
committees for the Vice President for Academic Affairs shall include
the Chair of the Academic Senate and four other tenured faculty
members elected by the Academic Senate.
One CSULB administrator selected by the President or the Vice President
for Academic Affairs where appropriate. If appointment of a CSULB
administrator is not feasible, the President or the Provost may
appoint an appropriate administrator from another CSU campus.
One member of the staff from the Division of Academic Affairs,
elected by the Staff Affairs Council, if one exists, or if there
is no Staff Affairs Council functioning by the staff members of
the Academic Senate.
One student member, selected by the Associated Students.
When appropriate, the President may appoint a representative from
the community-at-large.
2.130 Search Committee membership for college
administrative positions shall include:
For searches for a Dean, the chair of the Faculty Council of the
College, and four other tenured faculty members from the college,
elected by the Faculty Council of the College. If the Chair of the
Faculty Council is not tenured, the Faculty Council shall elect
a tenured member of the Council to serve in place of the Chair.
For other positions, five tenured faculty members from the college,
elected by the Faculty Council. One CSULB administrator selected
by the Vice President for Academic Affairs.
One member of the staff from the college or program concerned,
elected by the staff of that college or program.
One student member from the college or program involved, selected
by the appropriate student council or by the Associated Students
if no student council exists.
Where appropriate, the Vice President for Academic Affairs may
appoint a representative from the community-at-large.
2.140 No candidate for the position involved
may be a member of the search committee.
2.200 SELECTION PROCEDURES
2.210 Selection procedures utilized in the search
process shall be in accordance with the policies and procedures
set forth in the University Affirmative Action Plan and this policy.
2.211 For appointments to the position of Associate
Dean, the Dean and the College Faculty Council shall mutually determine
whether an internal or external search is needed. If the two parties
cannot agree, there will be an external search.
2.220 The committee shall elect a chair at its
first meeting. Staff support for the committee shall be provided
by the office of the administrator to whom the appointee shall report.
2.230 Following formation of the search committee,
the committee shall arrange to meet with the administrator to whom
the administrative position reports to discuss the role and qualifications
of the position, the criteria for selection, the process and timelines
by which the search shall be conducted The administrator and the
committee shall jointly prepare the position description to be used
in advertising the opening.
2.231 The committee shall meet with the Affirmative
Action Officer to discuss the affirmative action guidelines to be
followed.
2.240 Following the announced date for beginning
review of applications, applications shall be forwarded to the committee
for review.
2.250 The Committee shall evaluate all applications
forwarded to it for review, and select those candidates to be invited
for interviews on campus. The appropriate administrative office
shall make travel arrangements for off-campus candidates.
2.260 In consultation with the appropriate administrative
office, the search committee shall arrange an itinerary for each
candidate.
2.261 Candidates for University-wide academic
administrative positions shall be interviewed by the search committee,
the administrator to whom the candidate would report, the President
where appropriate, the Academic Senate Executive Committee, officers
of the California Faculty Association, the Deans' Council, and the
faculty of the department to which the candidate may be granted
faculty retreat rights.
2.262 Candidates for dean and associate or assistant
dean positions shall be interviewed by the search committee, the
administrator to whom the appointee would report, the college council
or other appropriate faculty governing body, the chairs of the departments
in that college and the faculty of the department to which the candidate
may be granted faculty retreat rights. Candidates for Dean positions
shall also be interviewed by the President, the Vice President for
Academic Affairs, the Academic Senate Executive Committee, and officers
of the California Faculty Association, and others as appropriate
to the position.
2.263 When all interviews have been completed,
each of the appropriate campus constituencies that conducted interviews
(except the President or designee and the administrator to whom
the appointee would report) shall submit a written report to the
search committee for its review. The committee shall meet with any
of the above if needed to clarify the evaluations, and shall prepare
its own confidential evaluation of the strengths and weaknesses
of each candidate.
2.270 The committee shall submit its report along
with its recommendations for appointment to the appointing authority
via the administrator to whom the appointee would report. If the
appointing authority, or the administrator to whom the appointee
would report, does not concur with the committee's recommendation(s),
she/he shall meet with the Committee to discuss the disagreement
between them.
3.100 APPOINTMENT
All appointments to the above academic administrative positions
are made by the President unless specifically delegated to the Vice
President for Academic Affairs by the President.
3.110 Appointees serve at the pleasure of the
President (or designee), and are subject to periodic review.
3.120 Tenure in an academic discipline may be
granted by the President to an academic administrator at the time
of, or subsequent to, appointment. The President may grant tenure
only after an evaluation of the individual's qualifications and
recommendation to grant tenure by the tenured faculty of the appropriate
department or program. Normally the department or program shall
respond within ten (10) instructional days of the request by the
President or designee.
4.100 INTERIM OR ACTING APPOINTMENT WHEN
VACANCY OCCURS
When an academic administrative position becomes vacant, the President
(or designee) may make an interim or acting appointment.
4.110 The consultation and selection process
for the permanent or interim administrative appointment shall be
initiated no later than 60 calendar days after the vacancy is announced.
If the appointee reports to an interim or acting administrator,
the search may be delayed until a permanent appointment to the supervisorial
position is made.
4.120 An interim academic administrator shall
be appointed only after consultation with the appropriate constituencies.
The representative faculty body of the appropriate constituency
shall choose which of the following procedures will be used: (1)
The person making the appointment shall meet with representatives
of the various constituencies that would be involved in the search
process described in Section 2.200; or (2) The search process described
in Sections 2.100 and 2.200, will be used, with the search limited
to on-campus candidates.
4.130 An interim academic administrator shall
serve until the effective date of the permanent appointment or the
date when the appointee reports for duty, whichever is later.
4.140 An acting appointment shall be made only
when, due to extenuating circumstances, it is not possible for the
President (or designee) to consult as described in Section 4.110
or for the search process of Sections 2.100 and 2.200 to be completed
before the appointment must be made.
4.150 An acting academic administrator shall
serve until the effective date of the interim or permanent appointment,
or the date on which the appointee reports for duty, whichever is
later. If, for any reason, an interim or permanent administrator
has not been chosen before the end of the academic year, the President
(or designee) shall meet with representatives of the appropriate
constituencies to determine whether the person serving as an acting
administrator should be retained in the acting position for a further
specified period of time.
5.100 PERIODIC REVIEW OF ACADEMIC ADMINISTRATORS
Each of the academic administrators covered above should maintain
the confidence of faculty, staff, and students, in addition to the
President (or designee) and the administrator to whom the person
reports. Accordingly, each of these administrators shall be reviewed
and evaluated periodically, in accordance with section 5.110. In
addition, the all-university review procedure in this document shall
be used for periodic review of directors of university support programs,
regardless of whether the director is in a management or a faculty
position. The Department Chair review procedure shall be used for
periodic review of directors of college-level instructional programs
that are not housed within a department. Directors of instructional
programs offered under University Academic Programs shall be reviewed
by the Advisory Committee for the Program.
5.110 Schedule of Reviews: Evaluation of the
administrator's performance shall be conducted during the third
year of the administrator's initial appointment, and every fifth
year thereafter. The President or appropriate administrator may
initiate a review more frequently, if desired.
The initial appointment means the date an individual begins to
serve in a position, whether in an acting, interim, or permanent
appointment. When an individual who has served as an acting or interim
administrator is selected for the permanent position as the result
of a search, the time for the review shall be counted from the date
of permanent appointment.
If an appointment to an administrative position is made later than
the start of the academic year, the first review shall take place
in the first academic year that begins after the second anniversary
date of the appointment.
5.120 Establishment of Review Committee for Periodic
Review of Administrators. During the spring semester prior to the
year in which a review is to be conducted, the President (or designee)
shall request the Chair of the Academic Senate to establish a review
committee for each administrator to be reviewed. The committees
should be formed as early as possible in the fall semester.
5.130 For University-wide academic administrative
positions, periodic administrative review committee membership shall
include:
Five tenured faculty members elected by the Academic Senate. For
review of a Vice President or Associate/Assistant Vice President,
the Chair of the Academic Senate shall serve as one of the five
faculty members and the other four shall be elected by the Academic
Senate.
One CSULB administrator appointed by the President (or designee).
Should a situation exist where it is not feasible for a campus administrator
to serve, the President (or designee) may appoint an appropriate
administrator from another CSU campus.
One member of the staff elected from the Division of Academic Affairs
by the Staff Affairs Council, if one exists. If there is no Staff
Affairs Council, election shall be by the staff members of the Academic
Senate.
One student member selected by the Associated Students.
A representative from the community-at-large may be appointed by
the President (or designee) when appropriate.
5.140 For deans, associate or assistant deans
of the colleges, the review committee membership shall include:
For review of a Dean, the chair of the Faculty Council of the College,
and four other tenured faculty members from the college, elected
by the Faculty Council of the College. If the Chair of the Faculty
Council is not tenured, the Faculty Council shall elect a tenured
member of the Council to serve in place of the Chair. For other
positions, five tenured faculty elected by the Faculty Council.
One CSULB administrator selected by the administrator to whom the
individual being reviewed reports.
One member of the staff elected by the staff of the college. One
student selected by the college student council or by the Associated
Students if no student council exists.
5.200 REVIEW PROCESS
Staff support for the review committee shall be provided by the
Office of Academic Affairs for university-wide positions, or by
the office of the Dean for college-level positions. Support shall
include clerical duties, if requested, duplicating materials, arranging
meetings, providing mailing lists for appropriate sources to be
contacted, and providing contacts with these groups.
The review committee shall maintain the same standards of confidentiality
that apply to other personnel actions. Confidential materials shall
be kept at the Office of the Academic Senate during the review process.
The Chair of the Academic Senate shall be responsible for seeing
that materials that do not become part of the individual's personnel
file are destroyed after the review process is completed.
5.210 The chair of the review committee shall
arrange for the committee to meet with the President (or designee)
or other appropriate administrator and the Chair of the Academic
Senate at the initiation of the review process to discuss criteria
and to determine timelines to be used in evaluating the individual
being reviewed. Normally the criteria will be based on the job description
for the position. The review process should normally be completed
no later than the end of the fall semester.
5.220 The individual being reviewed shall present
information and documentation to the committee on the activities,
progress, accomplishments, and problems of the areas of responsibility
during the time since initial appointment for the first review,
or since the last review for subsequent reviews.
5.230 The review committee shall obtain additional
data relevant to the review from people familiar with the administrator's
work. It is important to elicit information that is as unbiased
and as representative of the administrator's full range of duties
as possible.
5.231 The chair of the review committee (or the
Chair of the Academic Senate, if several administrators are being
reviewed at the same time) shall notify all faculty and staff members
that the review is being conducted, and shall invite individuals
to submit signed letters of evaluation of the administrator(s) being
reviewed.
5.232 The review committee shall distribute questionnaires
concerning the administrator's work to groups of people familiar
with the administrator's work, such as faculty members, staff members,
the Academic Senate Executive Committee, the Deans' Council, the
leadership of the California Faculty Association, the Associated
Students, other campus organizations, alumni, members of advisory
groups, donors, other members of the public. For Deans and Associate
Deans, questionnaires shall be distributed to all faculty and staff
in the college and to others as appropriate. The questionnaires
shall normally include both objective questions and open-ended questions,
and shall address the duties of the position. The Academic Senate
office shall maintain a file of sample questionnaires for use by
the review committees.
5.233 For selected groups of people, the review
committee may choose to gather information from specific groups
of people by conducting structured interviews rather than questionnaires.
5.300 The review committee shall prepare a confidential
report of the review and findings on the performance of the individual
being reviewed and evaluated. The report should make clear the basis
for the committee's findings. The entire committee should discuss
and agree upon the conclusions to be drawn and on any recommendations
included in the report, and shall review the draft report to assure
that it is an accurate reflection of the committee's thinking. Each
member of the review committee shall sign the report, unless they
sign a minority report. If there is a minority report, it shall
be shared with the entire committee.
5.310 Prior to submission of the review committee's
final report, the individual being reviewed shall be provided a
copy of the report and be afforded an opportunity to review it and
submit a written response within ten working days.
5.320 The review committee shall submit its final
report, with any written response appended, to the President (or
designee) or other appropriate administrator. Following submission
of the review committee's final report and the individual's written
response, if any, the President (or designee) or other appropriate
administrator shall meet with the individual who has been reviewed
and discuss the results of the evaluation.
5.330 The committee's report shall be placed
in the individual's official Personnel File in the office of the
President, or in the office of the Vice President for Academic Affairs
where appropriate.
5.340 For University-wide academic administrative
positions, the final disposition of the review by the President
(or designee) shall be reported to the Chair of the Academic Senate.
For deans, associate or assistant deans of the colleges, the final
action of the President (or designee) or appropriate administrator
shall be reported to the college council and the department chairs
in the college .
Effective: Immediately |