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Outline of EFLJ Policies and Procedures Guide
(adopted in principle 12/1/01)
I. General Powers
A. Definitions
B. Governance Structure
1. Democracy Established
2. Reserved Powers (of members, majority, Chair, separate units)
C. Making Policy
D. Meetings
1. Calling
2. Voting
3. Rules of Order
II. Committees
A. General Rules
1. Powers Membership
2. Membership
3. Procedures
B. Standing Committees
C. Special Committees
1. Search/Hiring
2. Promotion/Tenure
3. Grade Appeal
4. Ad Hoc Committee
III. Instruction
A. Teaching Conditions
1. Class Size
2. Overload Courses
3. Consent to Enroll
B. Common Courses
IV. Citizenship
A. Service Load
B. Registration
C. Materials
D. Classroom Use
E. Solicitation
I. General Powers
A. Definitions
Chair with an initial capital, the Chair of the Department chair without an initial capital, the chair of any entity other than the department Committee with an initial capital, the committee under discussion in any provision devoted to describing the policies of that specific committee
committee without an initial capital, simply any committee according to context Department the English, Foreign Languages, and Journalism Department Guide This English, Foreign Languages, and Journalism Policy Guide Member designates a Voting Member of the Department, defined as a person who holds a non-adjunct faculty position in the Department (adopted 2.4.2) member Any member of a group according to context Policy a position expressed in writing to determine an action B. Governance Structure
1. Democracy Established
The Department, its Chair and all other Members agree to a democratic governance structure, one in which each Member has an equal say in Department action.
2. Reserved Powers
Where powers and actions are not expressly limited by these policies, they are reserved to the Members.
C. Making Policy
Policies included in this book must be approved by a 3/5 majority of the Voting Members of the department in attendance at a department meeting. Deletion of a policy from this book will require the same 3/5 majority vote (adopted 12/01). Unless a Policy Proposal is included in full and sent 72 hours prior to the meeting, it must be tabled.
D. Meetings
1. Calling
The Chair calls meetings of the Department by notifying all Members at least one week in advance of the meeting (absent an emergency). By the agreement of 3/5(60%) of the Members, a meeting can be called for a date no earlier than one week after notice is given to all the Members. When a meeting is called by Members and not by the Chair, notice must be given in writing to each Member, and the notice must identify all the Members who have agreed to call the meeting.
2. Agendas
Agendas for meetings will be distributed to all Members prior to the meeting, usually two days (48 hours) prior (absent an emergency). On any agendas for regular meetings of the Department, New Business and Old Business designations will be placed at the end of the agenda. [Adopted Fall 2001]
3. Quorum
A quorum of 3/5 (60%) of the Members will be required for business to be conducted. Faculty who are on sabbatical or otherwise reassigned full time will not count toward the quorum.
4. Motions
A simple majority will constitute passage of any motions, excepting policy motions. Any motion to add provisions to the Guide not listed on the Agenda must be tabled until the next meeting of the Department.
5. Voting procedures.
The default voting method of the Department is by written ballot. Any Member can request waiver of written ballot and substitution of oral or show of hands balloting. Such a request does not require a second, but it does require 100% agreement of the department. Any department Member can request written ballots and such request will be automatically complied with (Adopted Fall 2000). Written ballot paper will be provided for easy access at all Department meetings. All voting percentages will be determined relative to the number of votes, including abstentions, cast on an issue.
6. Proxies
Members who cannot attend meetings are entitled to send written proxies to the Chair or the Department Secretary for any motion listed in the agenda. Members may not, however, grant authority to anyone else to vote generally on their behalf regardless of the issue presented. Valid proxy votes will count toward a quorum. If written proxy votes are present, the meeting balloting must take place by written ballot.
7. Time and Place
Whenever possible, meetings will be held at a time and location that allows all Department Members to attend.
8. Rules of Order
Except as specifically altered in this Guide, meetings of the Department will be governed by Robert's Rules of Order. The Department will maintain current copies of Robert’s Rules of Order in the Departmental Library.
II. Committees (adopted 5/4/02)
A. General Rules of Standing Committees
1. Powers
Committees have only such authority as the Department and/or college policy may grant to them, and this authority may be withdrawn at any time. Committees have the power to set their own agendas and prioritize their tasks, but they may not prevent Departmental action by refusing, neglecting, or tabling any committee business.
2. Membership
Committee membership is representative. Each Member will indicate in writing at the end of the spring semester their committee preferences for the following year. The Departmental Council will meet to make appointments to departmental committees; these committees will be approved by the Department at its Plan Day Meeting.
3. Chairs
Committees will elect their own chairs at an organizational meeting early in the academic year. The Chair will appoint a convening member who will be responsible for calling the first meeting of the committee.
4. Procedures
a. Meetings: Committee chairs and conveners will strive to set meetings at the most convenient available time when all members might normally be able to attend. Meetings will be arranged to permit reasonable participation by all committee members. The committee may conduct its meetings in technologically sophisticated ways. Committee meetings will normally be announced to the Department no later than two working days before the time of the meeting.
b. Policies: Except as limited by express policies, individual standing committees will determine their policies. These policies will be gathered together as an appendix to this guide and updated as necessary.
c. Minutes: Committees will report the minutes of their meetings to the EFLJ discussion list. Committee chairs will also stand ready to report briefly on committee activity at any meeting of the Department.
d. Rights of Visitors: Normally, visitors may attend committee meetings but may not vote.
e. Proposals for Action: Anyone may submit a proposal for action to any committee, so long the committee’s stated procedures are followed.
f. The following Standing Committees are established
1. Departmental Council
2. Schedule Review Committee
3. Curriculum Committee
4. Composition Committee
5. Literary Studies Committee
6. Professional Writing Committee
7. Foreign Language Committee
8. English Education Committee
9. Student Awards Committee
B. General Rules of Special Committees (adopted 5/4/02)
1. Definition
Special Committees are hereby defined as those committees constituted for a special purpose. The Department recognizes four types of special committees: i) Grade Appeal ii) Promotion and Tenure iii) Hiring and Search and iv) Ad Hoc Committees constituted for a specific purpose.
1. Powers
Special Committees have authority as granted to them in this document. Committees have the power to set their own agendas and prioritize their tasks in order to complete their work in an expeditious fashion.
3. Membership
All committees will be composed of an odd number of members. Membership is determined by the needs of each committee as enumerated below.
2. Policies and Procedures
i) Grade Appeal
Grade Appeal Committee Powers:
This committee will be formed to arbitrate a formal complaint by a student of unfair grading filed under the guidelines of the Student Handbook.
Grade Appeal Membership:
Upon receipt of a student grade appeal, the Chair is charged with appointing a committee of consisting of three Members of the Department, who are free from conflict of interest. Wherever possible, committee members will have expertise teaching the course under appeal.
Grade Appeal Procedures:
Meetings: All meetings of this committee will be confidential. Meetings must be held within the time frame created by the Student Handbook. Deliberations may be carried on by confidential email (which is destroyed after a conclusion has been presented). The committee can request personal meetings with the faculty and/or student involved.
Policies: The first act of the committee will be to determine if the student has a valid Grade Appeal based upon the Student Handbook criteria. If the appeal is valid, the committee may request additional information from all parties in order to come to a conclusion.
Minutes: No permanent minutes of these deliberations may be kept. At the conclusion of the deliberations, the committee chair will prepare a written statement with a ruling and the reasons thereof which all members will sign. This written statement will be given to the Chair within 15 days of the formation of the committee. This written statement may be given to the instructor and/or the student at the discretion of the Chair.
Destruction of documents: The Chair shall forward a copy of this report should the student carry the appeal to the next level. If no notice of further appeal is received within 30 days, the Chair will destroy all documents. Under no circumstances will the grade appeal materials become part of the faculty member’s personnel file.
Rights of Visitors: Committee deliberations are closed to visitors.
ii) Promotion/Tenure Committee
Promotion/Tenure Committee Powers:
This committee will be formed to review and recommend candidates for promotion and/or tenure. Deadlines for the committee’s deliberations and reports are established by the MWSC Policy Guide.
Promotion/Tenure Committee Membership:
A committee of 3 members will be assembled by the Chair from a list of 5 names submitted by the candidate. Faculty must hold the rank (or above) being applied for or tenure if tenure is being applied for. If there are not sufficient Members who hold rank or tenure, the candidate in consultation with the Chair will select the committee.
Promotion/Tenure Committee Chair:
The committee will meet to select a chair who will also serve as Advocate for the candidate. The Advocate will be designated to review the materials for readability, organization, presentation, etc., and to work with the candidate to insure a packet worthy of recommendation. A person who has served on the institutional Promotion/Tenure Committee will be given preference for this role.
Promotion/Tenure Committee Procedures:
Meetings: All meetings of this committee will be confidential. Meetings of the committee may take place by email or in person. The Advocate will work with the candidate individually to prepare materials. The Advocate will meet with the candidate with the “draft” recommendation to review suggested changes and improvements to the packet.
Policies: In addition to those in the MWSC Policy Guide, the committee may establish its own to expedite the work.
Minutes: No permanent minutes of these deliberations will be kept. Recommendation: The chair will provide a draft recommendation to members of the committee and review the draft with the candidate. A final draft will be signed by all members of the committee and becomes part of the candidates packet. The packet is forwarded to the Chair of the Department, who makes the final recommendation on promotion and tenure to the Dean of the Liberal Arts and Sciences.
Rights of Visitors: Committee deliberations are closed to visitors.
iii) Search/Hiring Committees
Search/Hiring Committee Powers:
This committee will be formed to search for and recommend candidates for continuing faculty positions within the Department. Under emergency circumstances, the Chair has the authority to hire half-year and yearly appointed temporary faculty without the formation of a search committee.
A search committee’s deliberations are governed by the MWSC Policy Guide statements on non-discriminiation and equal opportunity. Members of this committee must familiarize themselves with these guidelines prior to proceeding.
Search/Hiring Membership:
A committee of 3 Members will be elected by the Department and charged as needed. The Departmental Chair serves ex officio and does not have a vote. (Passed by the department spring 1992)
Search/Hiring Committee Chair:
Upon election, the committee will meet to select a chair. (Passed by the department spring 1992)
Search/Hiring Committee Procedures:
Meetings: at its first meeting, the committee will review the EEOC Procedures. The committee will consult with the Chair to draft a advertisement, submitted for Departmental approval.
Policies: the Search Committee will establish procedures to complete its work efficiently; however, as candidates are eliminated, the EEOC forms will be completed by the Committee. In general, the committee will bring 2 or 3 qualified candidates to campus for visitation. The candidate will be requested to meet formally or informally with faculty and will make a formal presentation to either the department or a designated class. Student input will be solicited in an organized and broad fashion (an entire class might be asked to evaluate candidates, for example). The Chair will make the final recommendation to the Dean. If this initial search does not result in a filled position, the committee shall determine whether the candidate pool is strong enough to interview further candidates. If the pool supports a second round, the Committee can choose to proceed by bringing in individual applicants (to be voted on separately) or a second round of 2/3 candidates. If the committee determines the pool is not strong enough to support a further, search, a failed search will be declared and the committee will be disbanded.
Destruction of documents: The Chair shall destroy all documents at the completion of a successful search.
Rights of Visitor: The initial deliberation sessions of the Committee are closed to visitors in order to preserve confidentiality.
iv) Ad Hoc Committees
1. Definition
Ad hoc committees are formed for a specific purpose (e.g. completion of a 5-year review, GERM assessment).
2. Powers
Committees have such authority as the Department charges for the task required.
3. Membership
Ad hoc committee membership will be determined by the Departmental Council at the beginning of the Academic Year whenever possible. At the conclusion of its business, the Committee is dissolved.
4. Chairs
Committees will elect their own chairs if the charge allows for this. The Chair may serve as chair of an ad hoc committee or may appoint the chair.
5. Meetings
Will be determined by the Committee in keeping with the charge.
6. Policies
Policies will determined by the Committee. Wherever practical, these policies will conform to the practice of Standing Committees.
a. Minutes: Minutes will be kept and distributed at the discretion of the Committee.
b. Final Summation: A final summation of the Committee’s work will be shared with the Department.
c. Rights of Visitors: Visitors may be welcomed at the discretion of the Committee and depending upon the charge. Visitors will not vote.
III. Administrative
A. Chair (adopted at 11/30/01 meeting of the department)
1. MWSC Policy Guide Description of Chair
The department Chairpersons are directly responsible to their division Deans. In addition to teaching regular classes within the department, the Chairpersons have the major responsibility of directing instruction, developing curriculum within the department, organizing the academic disciplines within the department, and coordinating the activities of these disciplines. Department Chairpersons have a major responsibility for recommending appointments, promotions, and tenure within the department (4).
2. Formal Evaluation of Chairperson
The criteria the department and the Dean use to evaluate the Chair (MWSC chair evaluation form)
a) Representing “voice” of department to Dean and others
b) Leadership in developing an effective curriculum
c) Fairness in evaluation of faculty
d) Establishment of a scholarly environment
e) Recruitment of faculty
f) Attention to administrative details
g) Promotes departmental harmony
h) Suitability of scheduling
i) Hiring and supervision of non-faculty staff
j) Overall effectiveness as departmental leader
k) Equitable distribution of departmental duties (committees, sponsorships,etc.)
3. Term and term limits
a) Term of the Chairperson of the Department of English, Foreign Languages, and Journalism is established at 3 years.
b) Excepting the sitting Chair, Chairpersons of this department are limited to two consecutive terms. After an interruption of one term, a person may serve again.
IV. Selection process
a) At the first department meeting of the academic year of the current chair’s third year in office, the department will elect a Special Advocate who is charged with scheduling and chairing special meetings (see below), keeping the department informed of process and counting “informal” ballots. The Special Advocate may not run or be chosen as chair. At the end of the Chair’s second term, an outgoing Chair may serve as Special Advocate.
b) At the last department meeting of the fall semester of a current chair’s third year in office, nominations will be received for the office of chair by the Special Advocate. The sitting chair may declare his/her willingness to continue service (if in the first term), but at least one other candidate will be nominated/chosen by the department.
c) The Special Advocate is charged with encouraging candidates and following the procedure the department creates to present 2 candidates for the position.
d) During the first month of the second semester, a special meeting of the department will be held so that all candidates can present their vision and direction for the department. Both candidates will present at an open meeting of the department with at least 1 hour set aside for questions of the candidates. This meeting must be scheduled so that all voting members of the department are in attendance.
e) Further meetings may be scheduled as needed if deemed necessary by the department or the Special Advocate.
f) Prior to the Dean’s scheduled conferences with the individual department members, an “informal” (but written) vote of all voting members of the department will be taken by the Special Advocate in a manner decided by the department. (For example, a special meeting with written ballots, a ballot box available in the office of the Special Advocate, or an email vote might be used.)
g) The outcome of this vote would be made public to all members of the department by the Special Advocate.
h) In addition to the individual department interviews, the results of the vote would be conveyed to the Dean.
i) Upon completion of his/her task, the Special Advocate will destroy all ballots.
IV. Instruction
A. Teaching Conditions
1. Class Size
a.
b. On-line course delivery. The enrollment caps in online courses are different from the enrollment caps in other courses. The ideal cap in online ENG 104, 108 and 210 is 15. For the present, the enrollment cap in online ENG 104 and 108 shall be 20; the online enrollment in ENG 210 shall be limited to 23. Enrollment caps for online courses include overflow seats.
c.
d.
2. Overload courses
Members will be given the opportunity to teach intersession, winter session, and summer courses before Departmental Adjuncts are given the opportunity to teach these courses. Courses not claimed by Members or Departmental Adjuncts are subject to cancellation.
3. Consent to enroll
All enrollments over the maximum enrollment number, including overflow seats, shall require both the Chair's and the instructor's approval.
B. Common Courses
1. The following English courses are common courses: ENG 100, ENG 104, ENG 108, ENG 210, and ENG 220. Individual teachers are free to select the textbooks (including the handbooks) for these courses.
2. The following foreign language courses are common courses: FRE 102, FRE 112, FRE 202, FRE 212, GER 102, GER 112, GER 212, SPA 102, SPA 112, SPA 202 and SPA 212. Teachers will use a common textbook (including workbook and laboratory manual) selected by consensus for each one of these courses.
C. Course Substitutions
1. A course may not be substituted for another course unless the two courses are similar in content and level. In general, 300-level courses may not be substituted for a 400-level course.
2. A request for a course substitution from another college must be accompanied by a course description and syllabus.
3. All substitutions must have the advisor's consent and signature on the form. An advisor should seek input from a recent instructor of the course.
4. The advisor will share any input with the Chair. The Chair (or the Foreign Language Coordinator) has the responsibility of approval of course substitutions.
5. At the beginning of the fall semester (before October 1), the Chair will present to all Members a list of substitutions that were granted in the previous academic year. The curriculum committee will review this list to determine whether changes need to be made in the curriculum. The Department Council will review the list to determine whether changes need to be made in departmental policies governing course substitutions.
D. Academic Freedom
The Department shall respect teachers' rights to teach, select texts, and conduct classes according to their personal and professional pedagogies.
V. Citizenship (accepted in principal 5/4/02)
A. Service Load. The following service commitments would be equal to one committee duty. This list is not meant to be inclusive and can be adjusted by Departmental Council.
1.Alpha Mu Gamma (Foreign Language Society)
2.Fall English Dinner Coordinator
3.Foreign Language Day Coordinator
4.French Club Sponsor
5.German Club Sponsor
6.Journalism Club Sponsor
7.Computing/Technology Advocate
8.Graduate Dinner Sponsor
9.Icarus Sponsor
10.Library coordinator (foreign languages)
11.Library coordinator (English)
12.Mochila Review Faculty Advisor (fall)
13.Mochila Review Faculty Advisor (spring)
14.MoCon Director
15.Professional Growth and Development Coordinator
16.Sigma Tau Delta Sponsor
17.SNCTE Sponsor(s)
18.Spanish Club Sponsor
19.STC Sponsor 1
20.STC Sponsor 2
21.Sunshine (spring)
22.Sunshine (fall)
When a Member is applying for Promotion and/or Tenure, that Member shall be given a Committee and Service Load of 2 or lower within the Department.
B. Registration. It is the Chair's responsibility to ask and (if necessary) assign Members to work registration. Members may make trades amongst themselves in order to cover assignments. No Member may be assigned to work registration in during the summer unless the Member is under summer contract.
C. Materials developed for instructional purposes are the property of the Member and may not be used without the Member's permission.
D. Common Area Use. Common areas, such as the library or 213, will be available for meetings. Sign up sheets will be maintained on the door. The Member in charge of the meeting is responsible for seeing the room is locked after the meeting and returned to some semblance of order. Books and other materials should be returned to the place of origin in a timely fashion.
Appendix A: Committee Procedures
I. Foreign Language
A. What is the purpose of the committee?
Foreign Languages works to promote the programs and activities of the Foreign Languages Unit.
B. What is its purview?
Its purview includes curricular or programmatic issues for French, German, and Spanish.
C. What matters under the committee's purview should be decided definitively by the committee and merely reported to the department?
Everything except curricular proposals should be decided definitively by the committee and reported to the department.
D. Who may originate proposals that the committee handles?
Anyone may originate proposals.
E. What is the procedure for origination and handling of proposals?
Proposals should be submitted in writing to the committee chair. They will be considered by the committee and acted on accordingly.
II. Schedule Reviw Committee
A. What is the purpose of the committee?
It reviews semester schedules before they are completed to correct possible conflicts and errors in room, time and course assignments.
B. What is its purview?
It strives for effective and accurate scheduling of classes. It has no actual authority. It is probably a "committee" more in name than in function. It might be more accurate to give it a name such as "schedule review board" to distinguish it from true, deliberative committees.
C. What matters under the committee's purview should be decided definitively by the committee and merely reported to the department?
In truth, the committee makes no final decisions. The Chair completes the final schedule with our input.
D. Who may originate proposals that the committee handles?
Traditionally, the committee does not handle proposals.
E. What is the procedure for origination and handling of proposals?
Traditionally, the committee does not handle proposals.
III. Curriculum Committee
A. What is the purpose of the committee?
Evaluates proposed curriculum changes to be submitted to the department faculty for approval/disapproval; assists department chairs in preparing and presenting curriculum documents for presentations to dean, college curriculum committee. [EFLJ web page]
B. What is its purview?
Curriculum has the authority to vet curriculum proposals thoroughly. It reports its vote to the department as a recommendation to accept or reject the proposal.
C. What matters under the committee's purview should be decided definitively by the committee and merely reported to the department?
Only changes to procedure (see #5) are decided definitively by the committee and reported to the department.
D. Who may originate proposals that the committee handles?
1. Any Member of the Department may originate a proposal to the committee; however Members are encouraged to take individual proposals to the relevant committee prior to submission.
2. The English Education committee has oversight of English education proposals; the Professional Writing committee has oversight of writing, journalism, public relations and technical writing proposals; the Literary Studies committee has oversight of proposals affecting the literary curriculum; the Foreign Language committee will serve the foreign language area; and the Composition committee will oversee the composition curriculum.
E. What is the procedure for origination and handling of proposals?
1. The committee will meet during the first month of the fall semester to set the calendar and deadlines for the year. The calendar and deadlines will be posted to on the web site and sent to the department.
2. During the first week of the second semester, the committee will meet to elect a chair for the following year (see #6).
3. During the spring semester, the curriculum committee will schedule two meetings at least two weeks apart. These meetings must take place prior to spring break and no sooner than one week after the deadline for submission of curricular proposals as agreed on at the fall meeting.
4. No curricular proposals received after the stated deadline will be considered by the committee.
5. No incomplete proposals will be considered by the committee.
a) A complete proposals will consist of a completed FORM A of the College Curriculum Committee (including justification and changes in catalog copy).
b) Form B and C are not necessarily for consideration by the Department Curriculum Committee.
6) All curricular proposal Form A's must be in the hands of the chair of the committee one week prior to the committee's first meeting in the spring, so that hard copies can be made and distributed to all members of the committee prior to the first meeting.
7) At the first meeting, the committee will discuss proposals and assign oversight, but no votes on proposals will be conducted. Intermediate meetings may be scheduled during this two week period at the committee's discretion.
8) Votes will be taken by use of written ballot.
9) The committee will report to the department at its April meeting. The chair will give committee votes and summarize discussion. The Department will discuss (but not vote) on proposals.
10) The committee may have additional meetings between this meeting and the May meeting if advisable.
11) At the department's May meeting, proposals will be ratified or rejected by the department.
12) Curricular proposals that have not been through the above procedures will not be introduced to or voted on by the department; however, if a Member (or Members) wishes to re-present a rejected proposal to the Department, he or she may do so if the Department agrees to hear the proposal.
E. If the committee differs from the II. A General Rules of Standing Committees, detail and explain the necessity for this change.
Curriculum's chair will be elected at the first meeting of the winter semester to serve a year-long term. This change is made necessary by the school Curriculum calendar. Materials which pass through the Department procedures in the spring of the year come before the College in the fall of the next year. The chair of the Curriculum committee shares with the Chair the responsibility of appearing before the college committee and being able to speak to the proposals. If the chair of the committee has been elected the month prior, this becomes difficultAppendix B: Grade Appeal Procedure
Student Responsibility
1. It is the responsibility of the student to initiate the grade appeal procedure.
2. The student must first discuss the course grade fully with the instructor of the course. This must be done no later than thirty (30) calendar days into the succeeding semester beginning with the first day of classes.
Grounds for Appeal
The MWSC Student Handbook allows for grade appeal only under the following circumstances and the Department adheres to these grounds:
1. Clerical error
2. Capricious grading, defined as
a) The assignment of a grade to a particular student on some basis other than the performance in the course;
b) The assignment of a grade to a particular student by resort to more exacting or demanding standards than were applied to other students in the course;
c) The assignment of a grade by a substantial departure from the instructor's previously announced standards.
Departmental Responsibility and Procedure
1. If after a meaningful discussion with the instructor (which must take place within thirty [30] calendar days into the succeeding regular academic semester, beginning with the first day of classes) the student feels he/she has grounds for appeal under the criteria above, the student must submit to the Department Chair a written statement explaining the discussion with the instructor and citing the grounds for appeal and requesting that a grade appeal committee be formed. The written request must be received no later than ten calendar days after the aforementioned 30-day deadline. The student will provide any evidence relevant to the claim.
2. Upon receipt of the written appeal, the Chair will insure that the student has met with the instructor. A Grade Appeal Committee will be formed (as outlined in Section II.B.i of the Department Policy Guide) and first review whether the appeal is valid under the Grounds for Appeal above.
3. If the Committee proceeds, it will follow the procedures outlined in Section II. B. i. of the Departmental Policy Guide, keeping such records as necessary until the deadline for filing an appeal with the MWSC Academic Regulations and Standards Committee has passed.