Department Chair's Manual

(November 2012)

 

Welcome to the Chair's Handbook

This handbook although not exhaustive was created to provide Chairs with quick access to information often needed to complete the duties as chair. It is meant to serve as a tool for support of the role of Chair. It is our hope that as new materials are needed ongoing chairs will suggest additions or changes to this manual.

 

 

Administrative Development Program - http://www.uww.edu/acadaff/

 

 

 

Academic Assessment

Information regarding academic assessment is available through the Office of the Associate Vice Chancellor for Academic Affairs -

http://www.uww.edu/acadaff/assessment/academic/

 

Academic Calendar

Registrar's office master calendar http://www.uww.edu/registrar/calendars

This site includes important dates including drop deadlines, exam schedule and the contract dates.

 

University Master Calendar -this can be cued with both the Academic calendar and other items such as campus events and athletic activities.

http://events.uww.edu/MasterCalendar/MasterCalendar.aspx

 

 

Advising

Academic Advising and Exploration Center - http://www.uww.edu/advising

This site includes links to each college advising web site as well as helpful student resources.

See also - http://www.uww.edu/registrar/catalogs/12-14/policies_advisingreg.html

 

Registration tips site for students - http://www.uww.edu/aaec/student-tools/registration

 

WINS Tutorial - http://www.uww.edu/registrar/wins/how-to

 

 

Awards

Link to description of the University Wide Awards - http://www.uww.edu/acadaff/awards/uwide/index.html

 

Classified Staff Excellent Awards - http://www.uww.edu/classifiedconnection/awards.html

 

Each college also sponsors faculty awards. Each Dean's office can provide information regarding the awards specific to your college. Chairs are often requested to write a letter of recommendation for department nominees.

 

Student awards - See Students

 

 

Budget

Chairs collaborate with the Department ADA to manage the budget. Typically, the ADA handles the ordering and rectifying of line items from department expenditures. The chair must sign-off and approve all expenses and budget forms.

 

Budget and Finance Office - http://www.uww.edu/adminaffairs/budget/

 

Capital Equipment Expenditures:  Requests for equipment beyond what would normally be covered in the annual supplies and expenses budget are handled differently in each college. Check with your Dean for the procedure in your college. An example process, used by L&S, is shown in an appendix to this handbook.

 

WISDM Materials - http://www.uww.edu/adminaffairs/finance/sfs.html

 

Redbook - http://www.wisconsin.edu/budplan/redbook/

 

UW System Budget Rules - http://www.wisconsin.edu/budplan/redbook/

 

 

Catering Rules

The campus has strict policies regarding food purchases for department activities.

http://uc.uww.edu/services/reservations/policies.html

 

 

Campus

After hours building occupancy -all personnel must log in when working after building operation hours - https://my.uww.edu/loginpage.aspx?ReturnUrl=/occupancy/index.aspx

 

Center for Global Education - includes information for hiring foreign nationals, travel study and student study abroad http://www.uww.edu/international

 

Chartwells - “ Catering link - http://www.dineoncampus.com/uww/show.cfm?cmd=catering

Catering Rules http://uc.uww.edu/services/reservations/policies.html

 

Classified Employee Guide - http://www.uww.edu/faculty-and-staff/classified-employee-guide

 

Commencement - http://www.uww.edu/dean-of-students/commencement/

 

Emeritus Faculty: Each department must submit to Faculty Senate the request for Emeriti status on behalf of a retiring faculty member. This should be completed during the last semester of service to the university. Contact the Faculty Senate Chair for format and information requirements.

 

FERPA - http://www.uww.edu/registrar/ferpa/

 

Governance

Faculty Senate - http://www.uww.edu/facsenate

Academic Staff - http://www.uww.edu/asa

Classified Connection - http://www.uww.edu/classifiedconnection/

Whitewater Student Government - http://www.whitewatersg.org/

 

Systems Legal - http://www.wisconsin.edu/gc-off/

 

Open Meetings Law -

http://www.uww.edu/documents/mmr/public meetings/2012/wisconsin open meeting law.docx

Link to public meetings - http://www.uww.edu/news/public-meetings

 

Records Management - Karen Weston is the campus resident expert/archivist on this issue. She is in the library and offers guidance for chairs. UW System offers this site regarding records maintenance http://www.wisconsin.edu/gc-off/records/

Statement of Professional Ethics -

Although not officially adopted this statement provides guidance regarding the ethical principles for faculty in higher education.

AAUP Ethics Statement - http://www.aaup.org/AAUP/pubsres/policydocs/contents/statementonprofessionalethics.htm

Different professions also have ethics statements specific to their area. Consult relevant professional organizations for information.

 

Student Grievance Procedure - http://www.uww.edu/catalog/97-99/legal/legal2.html

Graduate Student Grievance Procedure - http://www.uww.edu/gradstudies/catalog1214/Gradpolicies.php#academicinformation

 

UWW Mission Statement - http://www.uww.edu/campus-info/about-uww/mission-and-goals

 

UWW Strategic Plan - http://www.uww.edu/documents/strategic_plan.pdf

 

 

Counseling, Health & Police - Emergency 911

Police Non-emergency 472-4660

 

University Health and Counseling Service - http://www.uww.edu/uhcs/

University Health and Counseling Services does not provide emergency care for either injuries or mental distress. If you have an emergency, you should dial 911 (campus phones may require 9 for an outside line before dialing 911)

 

Faculty and other employees - http://www.uww.edu/uhcs/counseling/eapprogram.html

 

Student Counseling - http://www.uww.edu/uhcs/counseling/index.html

Campus Assessment, Response and Evaluation (CARE) Team -

http://www.uww.edu/dean-of-students/careteam/about.html

 

Student Health, http://www.uww.edu/uhcs/health/index.html

 

 

Curriculum

Curriculum is the province of the university faculty. Most curricular actions require the approval of the department, college curriculum committee, university curriculum committee, and faculty senate. Undergraduate and graduate curriculum changes follow the same procedures, but there are separate approval committees at the college and university-levels.

 

The forms used for curricular actions are found at the Associate Vice Chancellor's (Associate Provost's) website - http://www.uww.edu/acadaff/facstaff/curriculum/index.html

There are 11 different forms, not counting ancillary pages. Despite what would appear to be self-explanatory form titles, the intended use of the forms is often less than evident. It is recommended that you contact the Associate Vice Chancellor for Academic Affair's office to ensure you are using the correct form for your intended purpose.

Forms & Policies - http://www.uww.edu/acadaff/facstaff/curriculum/forms/index.html

 

 

Fees

Online Course Fees - http://www.uww.edu/acadaff/facstaff/special_fees/index.html

 

Special Course Fees - http://www.uww.edu/acadaff/facstaff/special_fees/index.html

Student Technology Fees - http://www.uww.edu/acadaff/admin/student_tech/index.html

 

Tuition - http://www.uww.edu/adminaffairs/sfs/

Tuition varies from program to program and from semester to semester. It is prudent for Chairs to refer tuition questions to Financial Services.

 

 

Personnel Actions

Academic Staff Personnel Policies (Classified Staff)

Academic Department Associate Evaluation

There are two forms that may be used for evaluating your Academic Department Associate, one form uses as column format and the other a check box format. Either form is acceptable, however you should stick with one format. http://www.uww.edu/adminaffairs/hr/manager.html

 

Classified Employee Work Rules - http://www.uww.edu/adminaffairs/hr/employee.html

 

Classified Employee Guide - http://www.uww.edu/faculty-and-staff/classified-employee-guide

 

Hiring Classified Staff

During the 2012 calendar year HR will be transitioning to an online system for managing the hiring of both classified and unclassified staff.

http://www.uww.edu/adminaffairs/hr/manager.html

 

Face-to-Face Review - http://www.uww.edu/acadaff/admin/personnel/reviews.html

Faculty Personnel Rules - http://www.uww.edu/acadaff/admin/personnel/index.html

Merit

Academic staff - http://www.uww.edu/acadaff/admin/personnel/reviews.html

Faculty - http://www.uww.edu/acadaff/admin/personnel/reviews.html

 

Notice of Consultation - http://www.uww.edu/acadaff/admin/personnel/admin.html

 

Notice of Review - http://www.uww.edu/acadaff/admin/personnel/admin.html

 

Peer Reviews (Teaching)

Peer Reviews of teaching are required for tenure-track faculty and may be required for all faculty and instructional academic staff for merit and other purposes as a function of College and Department policies. Tenure-track (non-tenured) faculty require two peer reviews their first year, at least one of which should occur before the first year consultation. Provided the tenure-track faculty members teaching is judged satisfactory, one peer review per academic year is sufficient after the first year. The Peer Review form is College or Department specific and is included in the tenure-track faculty member's Purple Book. Colleges and departments may vary in their specific requirements.

 

Performance Evaluation Report, Instructional Academic staff

Instructional academic staff are reviewed on an annual basis. Instructional academic staff with less than a 50% appointment may undergo an expedited review.

http://www.uww.edu/acadaff/admin/personnel/reviews.html

Post-tenure Review - http://www.uww.edu/acadaff/admin/personnel/post_tenure.html

Promotion

Promotion standards are College and Department specific within the bounds of the university standards. Promotion from assistant professor to associate professor is conjoint with tenure.

From Assistant to Associate - http://www.uww.edu/acadaff/admin/personnel/promotions.html

From Associate to Professor - http://www.uww.edu/acadaff/admin/personnel/promotions.html

Purple Book

Academic Staff - http://www.uww.edu/asa/purplebook.html

Faculty - http://www.uww.edu/acadaff/facstaff/purplebook.html

Separation Forms

Portraying the UW-W bureaucracy at its worst, retiring and terminating faculty and staff are expected to wander far and wide across campus collecting signatures showing that they do not have any outstanding parking fines, library books, keys, etc.

Staff checkout form - http://www.uww.edu/adminaffairs/hr/manager.html

Sick Leave

Classified Staff - http://www.uww.edu/adminaffairs/hr/forms/sick.html

http://www.wisconsin.edu/hr/benefits/leave/sick.htm

Unclassified Faculty & Staff - http://www.uww.edu/adminaffairs/hr/payroll/index.html

http://www.wisconsin.edu/hr/upgs/upg10.pdf 

http://www.wisconsin.edu/hr/upgs/facqanda.htm 

Unclassified Change of Status Form -

http://www.uww.edu/adminaffairs/hr/forms/unclassified.html#u

The unclassified change of status form is used to change the pay rate for an existing employee. The change in pay rate may be either temporary, or permanent. Unclassified change of status forms are used to pay faculty and staff for teaching overload classes during Fall and Spring semesters, teaching Summer and Winterim classes, and otherwise performing work over and beyond their expected duties.

 

Unclassified Hire Form - http://www.uww.edu/adminaffairs/hr/searchscr.html

Unclassified Personnel Policies - http://www.uww.edu/acadaff/admin/personnel/index.html

University Handbook - http://www.uww.edu/uwwhdbk/

 

 

Police “ Emergency 911, Non-Emergency 472-4660

(See Counseling & Police)

 

Registrar's Procedures & Forms

Main webpage for Registrar's office - http://www.uww.edu/registrar/

 

All the following forms can be found at - http://www.uww.edu/registrar/forms

WINS Late Class Adjustment Form

Administrative WINS Enrollment Correction Form

AR Personalized Requirement Form

Excess Credit Appeal Form (Revised 10/17/11)

Late Add Request Form

Late Drop Request Form

Major Minor Change Form

Substitution Form

Time Conflict Authorization Form

UG Repeat Policy - appeal to enroll in 3rd or more attempt of a course

 

Withdrawal Form (from all courses)

This form should be used notify the University that a student wishes to drop ALL classes for the semester, whether for a medical reason or some other reason. If students wish to drop one or some classes, they should use WINS prior to the published deadlines, or a Late Drop Request form (see above). Students considering withdrawal should consider talking with the Office of Student Life and/or the Student Counseling Center to discuss this and other possible options.

Withdrawal - http://www.uww.edu/registrar/forms/withdrawal-process

Medical withdrawal - http://www.uww.edu/dean-of-students/students/withdrawal.html

Dean of Students - http://www.uww.edu/dean-of-students/

University Health & Counseling Services - http://www.uww.edu/uhcs/

 

FERPA-is the federal Family Educational Rights and Privacy Act. This Act contains requirements for the privacy of student records. Information about the following aspects of FERPA at UWW can be found at http://www.uww.edu/registrar/ferpa/.

FERPA Notification

UWW FERPA Policy

Overview of FERPA

Basic Rules

Authorization to release records

Questions about FERPA should be directed to the Registrar at registrar@uww.edu or 262-472-1570.

 

 

Reports

Audit & Review - http://www.uww.edu/acadaff/assessment/auditreview/index.html

Annual:

Each department and/or major must submit an annual report to the Dean summarizing the department's activities and accomplishments for the academic year along with goals for the upcoming academic year. The report typically asks that information be structured according to University and College Strategic Plans, as well as other ongoing initiatives (e.g., Inclusive Excellence, LEAP). Specific guidelines are distributed each year, with the report due to the Dean in late spring. Chairs are encouraged to discuss questions with their Dean.

Partnership:

Departments are asked to provide information each year on partnerships they have with non-University businesses, schools, community organizations, and other similar organizations. The partnerships may involve service learning agreements; internship/co-op placements; community-based research; volunteer partnerships; cultural or arts-related partnerships; business development assistance; clinical, legal, or social-work placements; student teacher placements; and other similar arrangements. The request is usually made in mid-Fall semester.

 

Staffing - http://www.uww.edu/acadaff/ Form is in the drop-down menu labeled Administrative. Staffing plans describe the department's request for position/s to search for in the upcoming academic year (replacements for retired/resigned faculty, new tenure line, academic staff). They are typically submitted to the Dean's Office sometime during Spring semester. Colleges differ in the procedure for evaluating and approving staffing plans; check with your Dean.

 

 

Research

Research and Sponsored Programs: http://uwworsp.org/

 

Research with Human Subjects: http://uwworsp.org/Compliance/Research-with-Human-Subjects.aspx

Research with Animals: http://uwworsp.org/Compliance/Research-with-Animals.aspx

 

Release: Faculty requests for course releases arise periodically, sometimes on short notice. In recent years, the Provost has encouraged a one-course release within the first year for newly hired faculty. Some colleges offer course releases as part of faculty professional development programs. Course releases may also be offered to faculty as part of specific campus projects, and releases are often included as part of funded grants. Chairs should encourage their faculty to let them know as soon as they can of possible course release requests so departments can do appropriate course scheduling.

 

Undergraduate research: See Teaching, below

 

 

Sabbaticals

http://uwworsp.org/I-Grants/UW-Whitewater-Grants/Closed/Faculty-Sabbatical.aspx

Search & Screen

Criminal Background Check - http://www.uww.edu/adminaffairs/hr/background/index.html

Employee Benefits - http://www.uww.edu/adminaffairs/hr/

Employee resources - http://www.uww.edu/adminaffairs/hr/employee.html

Family & Medical Leave Act - http://www.uww.edu/adminaffairs/hr/fmla/index.html

 

Human Resources & Diversity - http://www.uww.edu/adminaffairs/hr/

 

New Faculty Considerations - http://www.uww.edu/adminaffairs/hr/newemployees.html

Building Access

After hours - https://my.uww.edu/loginpage.aspx?ReturnUrl=/occupancy/index.aspx

Keys - http://www.uww.edu/uwwhdbk/keys.htm

Business card orders - https://my.uww.edu/businesscard/redesign.aspx

Computer, Web Access, D2L Access -

Instructional, Communications, & Information Technology - http://www.uww.edu/icit/

Learning Technology Center - http://www.uww.edu/icit/ltc/index.html

Hawk Card - http://uc.uww.edu/hawkcard/

Human Resources & Diversity - http://www.uww.edu/adminaffairs/hr/

Insurance forms - http://uwservice.wisc.edu/forms.php

New Employee Checklist (for Supervisors) - http://www.uww.edu/adminaffairs/hr/newemployees.html

Parking - http://www.uww.edu/adminaffairs/parking

Recruiting Diverse Faculty - http://www.uww.edu/adminaffairs/hr/aaeo/index.html

Visas - Center for Global Education -

http://www.uww.edu/international/students/services/immigration-and-visa

 

Reimbursement

Candidate and Faculty - http://www.uww.edu/adminaffairs/finance/forms/interview.doc

TER (Travel Expense Report Form used for reimbursement) -

http://www.uww.edu/adminaffairs/finance/travel.html

Service

Committees

Department:

Each department will have a different set of committees upon which one may serve. These committees may focus on issues such as assessment, curriculum, search and screen, scholarships and other areas determined by the department.

College:

Each college will have a different set of committees upon which one may serve. These committees may focus on issues such as personnel, assessment, international education, or other issues determined by each college. For more specific information, consult your college Dean.

University:/o:p>

Committees focused on diversity - http://www.uww.edu/diversity/committees/

Community service - http://www.uww.edu/involve/serve

Faculty Senate/Committees - http://www.uww.edu/facsenate/fac_committee.html

System - http://www.wisconsin.edu/bor/committees/

External service:

Other service opportunities are also appropriate for faculty. Service to one's discipline through chairing a division or being a paper reader, for example, are encouraged. Community service in areas related to one's discipline are also acceptable.

 

Students

Academic Misconduct:

In cases of suspected academic misconduct, chairs are advised to consult with their Dean. They can also contact the Asst. Dean of Student Life to clarify procedures and to determine if the student has been involved in other misconduct cases. In all cases, the Asst. Dean of Student Life should be notified of any disciplinary action and provided copies of all written materials so that centralized records may be kept.

 

Definitions - http://www.uww.edu/dean-of-students/students/chapter14.html

 

Policies and procedures - http://www.uww.edu/studentaffairs/staff/misconduct.html

 

Disciplinary procedures - http://www.uww.edu/uwwhdbk/acadmiscond.htm

 

Counseling Center - http://www.uww.edu/uhcs/

Graduation:

Degree requirements and graduation - http://www.uww.edu/registrar/catalogs/12-14/policies_degreereq.html (from the Undergraduate Catalog, 2012-2014)

General graduation information - http://www.uww.edu/registrar/graduation

Application for graduation - http://www.uww.edu/registrar/graduation/apply-for-graduation

 

Some Colleges and/or departments also require an Exit Interview from their graduating seniors. Check with your dean and/or department for specific requirements.

 

NCAA: http://ncaa.org/

 

Scholarships: https://my.uww.edu/scholarships/

Please note: Scholarships specific to one's College or Department may not be included on the UWW Scholarship website.

 

Study Abroad: http://www.uww.edu/international/study-abroad

 

 

Support for Faculty and Staff

Employee Assistance Program (EAP) - http://www.uww.edu/uhcs/counseling/eapprogram.html

 

LEARN (Faculty and Instructional Staff Development) Center - http://www.uww.edu/learn/

 

 

Teaching

Academic Support Services (Tutoring) - http://www.uww.edu/acadsupport/tutorial/

 

Course Evaluations - http://www.uww.edu/icit/services/academic/evals/index.html

 

Final Exam Schedule (Available in Schedule of Classes) - http://www.uww.edu/registrar/schedule-of-classes

 

Final Exam Policy - http://www.uww.edu/uwwhdbk/FinalExam.htm

 

Grade Appeals - http://www.uww.edu/handbook/student/policies_grades.html

 

LEARN (Faculty and Instructional Staff Development) Center - http://www.uww.edu/learn/

 

Peer Reviews (see Personnel Rules) - http://www.uww.edu/acadaff/admin/personnel/admin.html

Also: http://www.uww.edu/learn/improvepeerreview.php

 

Credits and Contact Hours - http://www.uww.edu/uwwhdbk/extended.htm (section III. B. 4.; Academic Affairs, Course Information, Credit and Contact Hours)

 

Summer Session & Winterim: In addition to the Fall and Spring semesters, the University has a Winterim session which is scheduled between the Fall and Spring semesters and four Summer sessions which generally run in three week intervals. Check WINS for exact dates and classes offered.

Summer Session - http://www.uww.edu/conteduc/summer/

Winterim - http://www.uww.edu/conteduc/winterim/index.htm

 

Syllabi Requirements - http://www.uww.edu/acadaff/facstaff/curriculum/mandatory_info.html

 

Test Scoring - http://www.uww.edu/icit/services/testscore/index.html

 

Textbook Orders, Graduate Classes - http://www.uww.edu/textbookrental

 

Textbook Rental - http://www.uww.edu/textbookrental

 

Timetables - http://courses.uww.edu/

 

Cancelling Classes - http://blogs.uww.edu/chancellor/2011/11/09/winter-weather-decision-making-regarding-classes

 

Change of Sections (Students) - Registrar's Office http://www.uww.edu/Documents/registrar/Forms/, Use WINS Late Class Adjustment Form

 

Undergraduate Research - http://www.uww.edu/urp

 

 

Travel

Request to be Absent Forms - http://www.uww.edu/documents/adminforms/absent_request.doc

 

Travel Approval Form - http://www.uww.edu/adminaffairs/finance/travel.html

 

UW-W Travel Information Office - http://www.uww.edu/adminaffairs/finance/travel.html

 

 

UW-System

Transfer Information System - http://tis.uwsa.edu/

 

 

 

Appendix

 

Capital Expenditures for College of Letters and Sciences

 

A. The exercise will be done in two phrases with the first projected amount of approximately $25,000. A second Cap Exercise may then be done towards the end of the spring semester to consider new requests and re-consider items not originally prioritized should sufficient funds be available.

B. The principal purpose of the CAP exercise is to purchase equipment that cannot reasonably be purchased by the Dept/Prog. This is usually for items in excess of $500.

C. Supplies should not be requested. They should be purchased using the dept/prog budget.

D. Computers for faculty should not be requested. These should be purchased through the university/college matching program or through the recruitment/retention fund.

E. To supplement the CAP exercise, the Committee encourages departments/programs to obtain funding from outside agencies.

F. The Committee will rank requests based primarily upon the essential nature of the equipment to the Dept/Prog.

In addition to using "essential" as the primary criteria, the Committee will use the following list of categories (given in priority order) as an aid in the ranking process.

1. Replacement of broken-down equipment that is used in a Dept/Prog office to directly support classes.

2. Replacement of broken-down equipment that is used in the classroom on a regular basis.

3. Original purchase of essential equipment used in a Dept/Prog office or workroom to directly support classes. For example, photocopying machines, computers, and printers.

4. Equipment in classrooms and labs essential to instruction.

5. Other equipment used for instruction and/or research.

6. Equipment used in a Dept/Prog office that does not directly support classes.

7. Other

G. DEADLINE: Submit CAP requests in priority order by 4:30 pm, November 18th, 2011.

For each item requested

1. include a clear and concise explanation of why it is "essential" to the program,

2. explain how it will be used, and

3. indicate which of the categories 1 through 7 in paragraph F above apply and provide enough information so that the committee will understand why you indicated that category.