California State University, Long Beach
Policy Statement
02-04
March 18, 2002
OBSOLETE POLICY
Policies and Procedures for the Selection, Appointment
and Review of Academic Administrators (This Policy Statement supersedes Policy Statements 94-02 and 90-03)
This policy was revised by the Academic Senate on November 8, 2001
and
approved by the President on January 9, 2002.
This document establishes policies and procedures for the selection,
appointment, and periodic review* of individuals who are academic
administrators in the following administrative assignments:
*Only those administrators marked with an asterisk are to be reviewed
under this document.
UNIVERSITY-WIDE:
Provost and Senior
Vice President for Academic Affairs*
Associate* and
Assistant Vice Presidents for Academic Affairs
Dean of Undergraduate
Studies*
COLLEGES:
Deans of the Colleges*
Associate and Assistant
Deans of the Colleges
For purposes of
this document, the Library shall be considered a College.
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
Provost and Senior Vice President for Academic Affairs (or designee)
when delegated that authority by the President.
2.100
SELECTION AND APPOINTMENT
2.101 A job description
for the position to be filled shall be prepared jointly by the administrator
to whom the individual will report and the Executive Committee of
the Academic Senate or, in the case of college-level administrators,
the Faculty Council of the College and the Provost or Dean as appropriate.
This position description shall be the basis for advertising the
position.
Following formation
of the search committee, and using the Position Description, the
committee shall consult with the administrator to whom the administrative
position reports to discuss the role of the position in the administration
of the University, the qualifications for the position, the criteria
for selection, and the process and timelines by which the search
shall be conducted. 2.110 Selection
of Search Committee. When a vacancy in one of the above positions
occurs, the President, or Provost and Senior 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 Provost
and Senior 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 Provost and Senior 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 full-time member of the
staff from the Division of Academic Affairs, elected by the Staff
Council.
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 Provost and Senior Vice President for Academic Affairs.
One full-time 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 Provost
and Senior 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 Equity and Diversity Guidelines
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 shall 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 The committee shall
meet with the Director of Equity and Diversity to discuss the equity
and diversity 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 Provost and Senior 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 an unranked list of those three
to five candidates who it believes are the best qualified 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), he/she 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 Provost and Senior 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. The
following administrators shall be reviewed in accordance with section
5.110 of this Policy: Provost and Senior Vice President for Academic
Affairs, Associate Vice Presidents for Academic Affairs, the Dean
of Undergraduate Studies, and the Deans of the Colleges (including
the Library).
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.
5.111 The Department Chair
review procedure shall be used for the periodic review of directors
of college-level instructional programs that are not housed within
a department.
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 the Provost and
Senior Vice President for Academic Affairs as well as Associate
Vice Presidents for Academic Affairs and the Dean of Undergraduate
Studies positions, periodic administrative review committee membership
shall include:
Five tenured faculty members
elected by the Academic Senate. For review of the Provost and Senior
Vice President for Academic Affairs or Associate Vice Presidents
for Academic Affairs, and the Dean of Undergraduate Studies, 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 full-time member of the
staff elected from the Division of Academic Affairs by the Staff
Council.
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 of the Colleges
and the Library, the review committee membership shall include:
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
One CSULB administrator selected
by the Provost and Senior Vice President for Academic Affairs.
One member of the staff elected
by the full-time 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 may also employ 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 such questionnaires may 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 Review committees
may also choose to gather information from specific groups of people
by conducting structured interviews rather than using 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). Following submission of
the review committee's final report and the individual's written
response, if any, the President (or designee) 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.
5.340 For the
Provost and Senior Vice President for Academic Affairs, the Associate
Vice Presidents for Academic Affairs, and the Dean of Undergraduate
Studies, the final disposition of the review by the President (or
designee) shall be reported to the Chair of the Academic Senate.
For deans, the final action of the President (or designee) shall
be reported to the college council and the department chairs in
the college.
EFFECTIVE: Spring 2002 |