fall 2014 angel kwolek-folland, associate provost with thanks and credit to the advance program,...
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Academic Administrators Series: Wearing Many
Hats Fall 2014
Angel Kwolek-Folland, Associate Provost
With thanks and credit to
The Advance Program, University of Michigan and
NSF AAFACE grant (A. Donnelly, A. Dorsey, J. Gentry, M. Law)
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Provide an overview of some things that chairs or administrators must address
The other sessions in this series will go into more detail on these issues.
Resources:◦ “Resources for Administrators” http://
www.aa.ufl.edu/admin-resources◦ “Chair’s and Director’s Handbook”:
http://admin-handbook.aa.ufl.edu/
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Introduction to Administration
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A bridge between faculty and administration Varies with:
◦ Unit◦ Selection Process◦ Stability of Role◦ But always has specific administrative duties
Many stakeholders, some mutually contradictory or potentially in conflict.
The Chair’s Role – B’twixt and Between
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Resources: Office Manager College Associate Dean(s) Other Chairs Human Resource Services (College or UF) and
Financial Offices Graduate School Dean of Students Office & Registrar UF Police Department Department, College, and Faculty Senate
Governance Provost’s Office
You Are Not Alone! Ask, Ask, Ask!
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Supervision – staff and faculty◦ Specific Responsibilities◦ Assign & evaluate
Advancing others◦ Ensure mentoring◦ Encouraging faculty and staff development◦ Nominating faculty, staff and students for awards
Departmental Planning◦ Setting reasonable goals◦ Aligning with college and with UF◦ Managing budget and scheduling courses
The Chair’s Role
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Appropriate assignment of duties – semester assignment report
Orientation – teaching, tenure, and promotion
Prep for mid-career review (tenure-track) Assigning a mentor Tenure track should have
research/scholarship assigned and be involved in graduate student training
New Faculty
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Leadership requires good interpersonal skills:◦ Listen, then listen◦ Communicate often and be clear◦ Do not respond too quickly◦ Do not fail to respond
Conflict Resolution:◦ Don’t ignore or escalate the problem◦ Informal, early solutions best (if possible)◦ Consult before acting.◦ Know the rules and procedures
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The Chair as Supervisor & Problem Solver
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Must be done Self-evaluations can be done but official annual
evaluation is your evaluation of achievements Context is assigned responsibilities Indicate progress toward T & P (or toward
promotion)- Be clear Signature of faculty member acknowledges
receipt Candidate may attach concise response to
disagree
Annual Evaluations of Faculty by CHAIR
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Advise candidates on:◦ Lead time◦ Preparing packet
Compile evaluator list and solicit letters. Know Department process and
criteria◦ Follow Department’s written procedures and
policy
Promotion & Tenure
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Assessments recorded (account for all eligible reviewers)◦ Advice: Clear process protects candidate and you◦ Advice: Retain ballots in secure place for 1 year
Note: Secure, anonymized online system is available and can manage process.
T&P (cont’d)
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CHAIR’s LETTER◦ Basis for letter begins with appointment, annual
evaluations, assignment, & criteria◦ Explore case in detail – “translate” for those outside
discipline◦ Address substantial changes in assignment◦ Describe what is: be positive but realistic◦ Explain negative, abstain and absent votes◦ Take a position: it’s your evaluation◦ Copy of your letter to candidate; candidate may
respond, w/in 10 days (with OPT system)
T&P (cont’d)
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Case goes to dean and college committee, assessments recorded
Copy of dean’s letter to candidate; candidate may respond (10 days)
Case goes to UF APB By mutual agreement, candidate may withdraw (if
not at end of probationary period) anytime before President’s decision
T&P (cont’d)
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Must be done every 7 years after last promotion for tenured faculty
Based on previous 6 years annual evaluations
In unsatisfactory cases, Performance Improvement Plan required◦ Follow-up on progress
Sustained Performance Evaluation
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It is your right and responsibility to manage your department◦ Finances and administration, staff, graduate assistants,
faculty Examples:
◦ Student records confidentiality (FERPA)◦ Mandatory training: diversity training, search committee
training◦ Faculty/staff interaction and staff workload◦ Course and other assignments (office hours)◦ Managing Conflicts of Interest
The Chair as Manager
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Review University, College and (if relevant)
Department shared governance documents◦ Departmental By-Laws◦ Departmental Committees as sources of advice,
recommendations and approvals
Governance
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What are they?◦ Grievances: internal process to resolve differences
between faculty and administrative processes Out-of-unit – UF Regulations: Fac Senate Committee or
Review by unit In-unit – CBA
◦ Complaints: externally generated complaints (i.e., parents, donor, Anonymous), complaints by one faculty member against another, etc. Not in CBA Research misconduct
◦ Seek HR or Provost Office guidance; inform dean EARLY
Complaints, Regulations, Grievances
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Formal processes are advised when:◦ The individual is unstable or unpredictable◦ The issue involves large differences of power◦ There is a history◦ Allegations may involve illegal or dangerous
activities (e.g., allegations of substance abuse, sexual harassment, physical abuse, discrimination)
Red Flags
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Consult before you act Document, Document, Document
◦ Evaluations, follow-up emails, personal notes, etc. “Progressive discipline”: Oral reprimand,
counseling letter, suspension, dismissal. Use College HR office
Disciplinary Actions
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UFF – Some faculty- If in, know the Collective Bargaining Agreement
- Not IFAS, HSC, Law, Selected others Graduate Assistants United – All UF
employed graduate assistants AFSCME – Staff Gateway website at:http://hr.ufl.edu/manager-resources/employee-relations/union-contracts/
The Bargaining Units
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Syllabi: must be student-accessible website and kept on file
Student syllabi and grade complaints:◦ Faculty grade final unless illegal discrimination or grade
imposed without proper authority (e.g. By GTA)
http://www.dso.ufl.edu/sccr/honorcodes/honorcode.phphttp://www.sfa.ufl.edu/additional/academic-progress/http://www.sfa.ufl.edu/additional/financial-aid-policies/
Student Policies
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Training required for all search committee members (on-line)
Sell the university Involve the dean and the department
faculty Department negotiations/hiring committees Chair and the dean are generally the hiring
authorities Follow the process outlined in the CBA for
in-unit
Hiring
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Conflict of Commitment Outside Employment or Financial
Interest Intellectual Property Conflict of Interest
◦ Example: Faculty-Authored Course Materials,
on-line courses
Types of Disclosures
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Employees engaging in outside activities (consulting, etc.) must disclose annually and receive approval PRIOR to activity. Must not infringe on UF responsibilities.◦ Office of Technology Licensing
http://www.research.ufl.edu/otl/◦ General Counsel’s Office
http://www.generalcounsel.ufl.edu/downloads/COI.pdf
Financial interests must be disclosed
Permission must be given to use University equipment, facilities, or services of personnel on the “Request to Use University Equipment….” form
Managing the Research Enterprise
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Vital service to your department/college and UF◦ You make a difference for programs, faculty, staff, and
students◦ You can expand and deepen your understanding of the
university; achieve personal career goals; be a better-informed faculty member
You are not alone!◦ Seek out mentors: experienced chairs, associate deans,
others◦ Make use of governance structures, staff expertise,
college offices (HR, finances), and your dean Thank you for agreeing to serve!
Chairs (and Associate Deans) Toughest Job in Academe
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