200 Role and Responsibilities of Departmental Chairpersons
200.01 Role and Responsibilities
- The Policies of the Board of Trustees provide that chairpersons, in
consultation with the members of their departments, are responsible
to the President of the College for the supervision of the department
personnel and programs. They have such powers, duties and the President
of the College may assign responsibilities as. Chairpersons have a dual
role as teacher and administrator. They are accountable for the implementation
of College and faculty policies and procedures consistent with those
of the College and the appropriate faculty. Chairpersons are responsible
for and supervise the instructional program of the departments within
the context of the mission and goals of the College and of the appropriate
faculty. They serve as spokespersons for the institutional needs of
the College and the faculty to the members of the department and for
the department needs to the dean and other appropriate administrators
of the College. The responsibilities of a chairperson cover six major
areas: (A) Academic Planning, (B) Personnel, (C) Students, (D) Budget,
(E) Space and Equipment, and (F) General Operations.
200.02 Academic Planning
- Ensures that clear goals and objectives, consistent with those of
the College and the appropriate faculty, are established by the departments;
that department programs are designed to achieve these ends; and that
goals, objectives, and programs are periodically evaluated to guarantee
that they are suited to the needs of students, both majors and non-majors.
- Supervises the development of a comprehensive and coherent department
- Supervises and coordinates the development, revision, and evaluation
of courses, sequences, and programs for the academic year and the summer
- Recommends to the appropriate dean the schedule of courses for the
academic year and the summer session.
- Coordinates department recruitment of new faculty, recommends appointments
to the dean, oversees the orientation of new faculty.
- Supervises the department affirmative action program and ensures that
it is consistent with that of the College.
- Evaluates the teaching effectiveness, scholarship, research, and College
and community service of individual faculty members; initiates and oversees
the evaluation process of the Departmental Evaluation Group; and makes
personnel recommendations to the dean for each member of the department.
- Fosters the scholarly growth, research, creative activities, and teaching
effectiveness of departmental members.
- Ensures that the workload within the department is equitably distributed
among its members and suited to their individual talents and accomplishments
and to the needs of its approved programs.
- Assigns courses for the academic year and summer session after consultation
with members of the department and with the concurrence of the dean.
- Supervises clerical, non-teaching personnel, students, and graduate
assistants assigned to the department by the dean.
- Counsels and advises faculty on professional matters.
- Supervises faculty to ensure that teaching and institutional obligations
- Records faculty absences from class, keeps records of faculty sick
leave and forwards such information to the dean, and/or the Payroll
- Supervises the department advisement program, assigns advisers for
majors, provides faculty with advisement materials, and counsels students
who seek advice beyond the advisor.
- Supervises the independent study, honors, and thesis programs within
the department and ensures that they are consistent with College and
faculty policies and directives.
- Maintains department student records.
- Approves waivers from department requirements and recommends to the
dean waivers from appropriate faculty or College requirements.
- Approves requests, consistent with College or faculty policies or
directives, for independent studies, change of major, undergraduate
enrollment in graduate courses, course withdrawals, and permission to
take courses at other institutions; recommends to the dean course overloads;
signs reports of incomplete work; and participates in academic progress
- Assists in student orientation and registration.
- Formulates, after consultation with the department, long-range department
budget projections to indicate how resources will be allocated to achieve
department goals and objectives.
- Allocates and administers the departmental budget and authorizes valid
expenditures from this budget.
- Prepares a yearly report for the Dean delineating how expenditures
were related to the department goals and objectives.
- Monitors department expenditures to ensure that they are within departmental
- Disseminates full information on budget and expenditures to members
of the department.
200.06 Space And Equipment
- Maintains a current inventory of department equipment.
- Prepares long-range projections of department space and equipment
- Coordinates the allocation and utilization of space and equipment
assigned to the department.
- Submits to the dean requests for repairs, maintenance, and plant improvements.
- Supervises the security of department equipment and supplies.
200.07 General Operations
- Maintains records for the department on faculty workloads, student
majors, and enrollments; and provides the pertinent data to the dean
for the preparation of official faculty and College statistics on these
subjects by the Office of Institutional Research.
- Prepares department reports. (Routinely reports may be doen by the chairperson alone; all other reports should be prepared by the chairperson after appropriate
consultation with the department or departmental committees.)
- Represents the department to the general public and communicates newsworthy
department or individual faculty activities to the Office of Marketing
- Appoints appropriate departmental committees; prepares agenda for,
and chairs, departmental meetings; and coordinates departmental activities.
- Advises the dean and communicates departmental opinions and needs
to the dean; transmits faculty and College policies, directives, and
opinions to the department; and fosters inter-departmental communication.
- Encourages and participates in inter-departmental and inter-disciplinary
- Attends faculty chairpersons meeting called by the dean and Academic
- Assumes such other responsibilities or duties as the President may
200.08 Designation Of The Chairperson
- Designation of a new chairperson from outside the College of the unit:
The process of searching for and designating a new chairperson from
outside the College or unit is clearly delineated in the Affirmative
Action Search Procedures (1991).
- Designation of a chairperson from inside the unit:
- The academic vice president, in late August of each year, will
submit to the appropriate dean a list of chairpersons, directors,
and coordinators (all will be referred to hereafter as chairperson(s)
of programs whose terms end during the academic year.
- The dean or designee will charge the departmental APT Committee
(or the department when no APT Committee exists) for the purpose
of beginning the designation process.
- The department will either elect a designation committee or resolve
to establish itself as a committee-of-the-whole. Hereafter referred
to as designation committee. In either case, a recommendation will
go to the dean following a vote in accordance with the department's
voting policy and procedures.
- The chairperson of the departmental APT Committee will chair the
designation committee, or if no APT Committee exists, the department
will elect a designation committee chair.
- Student representation is in accordance with Resolution #3, 1979-80,
Policy for Student Involvement in Governance of Academic Department
and Programs. Per SUNY College at Brockport Affirmative Action Guidelines/Search
Procedures, item 4, search committees normally have one student
representative. Student participation is encouraged.
- The designation committee is charged with the following responsibilities:
- Establishing procedures for the designation process normally
including, but not limited to the following:
- Prepare a committee time line, including meeting dates
- Elect a recorder for all meetings related to the designation.
- Prepare interview questions.
- Determine what supporting documents will be required from
- Prepare rating a criteria sheets.
- Determine the maximum number of candidates to be recommended
- Establish voting procedures, including how many positive
votes will be required for recommendation.
- Determine the level of participation of the department,
when the designation committee is not a departmental committee-of-the-whole,
unless already established by departmental constitution
- Determine the level of participation of declared candidates
in the designation procedure.Make accommodation for departmental members who cannot
be present at meetings due to sabbatical, illness, etc.
A reasonable and timely effort must be made to include members
in related procedures by communicating through mail, telephone,
- It should be noted that minimum areas of performance
for department chairpersons are to be found in the Handbook.
- The committee will send its procedures, in writing, through
the Dean to the Affirmative Action Office for approval before
any further progress is made in the designation process. After
approval by the Affirmative Action Office, the procedures will
be made available to all departmental members.
- Votes or ballots for recommendation will be distributed, collected,
and tabulated by the committee, who
will announce the results.
- Following its deliberations, the recommendation, vote, and
rationale from the designation committee, along with the departmental
vote count (when the designation committee is not a committee-of-the-whole),
will be sent to the dean as soon as the process is completed.
If the dean, designation committee chair, designation committee,
or department deem necessary, a meeting of the dean and the
department, or its designee(s), will take place to discuss any
recommendation before it is forwarded to the academic vice president.
When there is not consensus regarding a recommendation, all
names will be put forth for recommendation. In any case, the
dean will forward the recommendation(s) to the academic vice
- The College President will give notice of appointment to the
academic vice president, dean, department chairperson, and designation
committee chair. Faculty Senate President, and the chair of
the Faculty Senate Appointments and Elections Committee. ONLY
the College President is authorized to make College personnel
appointments. The designation committee will remain convened
until an appointment is made.
200.09 Removal Of The Chairperson
Under the Board of Trustees' Policies, the President may relieve a designee
of his/her duties as chairperson, with notification to the Chancellor.
If a majority of a department wishes to have its chairperson removed,
it may, by majority vote and secret ballot, request a meeting with the
dean. The dean, following consultation with the department and the chairperson,
may make a recommendation through the Vice President for Academic Affairs
to the President to remove the chairperson from office.
200.10 Additional Items
- The role of the department chairperson is one of strong, responsible
academic leadership. This role should not usurp or conflict with the
appropriate delegated responsibilities of others such as administrative
personnel and other department chairpersons nor should it conflict with
established administrative lines and responsibilities.
- To ensure strong academic leadership, departments should establish
procedures, which will assure maximum opportunity to evaluate and weigh
the leadership capabilities of individual candidates for the position
of department chairperson.\
- To ensure responsible leadership, departments (1) must keep avenues
of communication with the chairperson open at all times; (2) provide
for corrective information flow from members to the chairperson
when desired responsibility is not being demonstrated; and (3) seek
a change in departmental leadership when the chairperson is demonstratively
not functioning in assigned tasks.
- The dean shall meet with each chairperson at least once a year
to evaluate his/her performance as chairperson.
- Department chairs receive a one course per semester-reduced load
and a stipend.
A special stipend is for chairs of departments, which in terms of number
of faculty, number of students, and other elements of complexity are determined
by the Academic Council to create a markedly larger and more demanding
position for the chair than the other departments.
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Teaching and Academic Work Instructor Responsibility