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Department Chairs

Department Chair Handbook

Request for faculty position to begin 2017-2018


Department Chair Meetings - Fall 2016

Thursday, September 15 - 4:30-5:30 p.m. - Gorecki 120

Wednesday, October 5 - 4:30 - 5:30 p.m. - Quad 264

Wednesday, November 16 - 4:30 - 5:30 p.m. - PEngl 269

Wednesday, December 7 - 4:30 - 5:30 p.m. - Quad 264


Department Chairs' Meeting

September 15, 2016

4:30 - 5:30 PM

Gorecki 120


•1.     Announcements:

•a.     Political campaign policies on CSB/SJU campuses (see attached documents)

•b.     Reminders on confidentiality

•c.      Supplemental travel and development

•d.     Others?


•2.     FYX Survey and CPI

•a.     encourage your faculty to complete the FYX survey (September 19-30)

•b.     Students FYX survey (October 24-November 7)

•c.      Mary Geller, Doug Mullin, Karen Erickson, Emily Esch will also be constructing Current Practices Inventory (CPI) and will ask for your input as needed


•3.     CCVC update: The new general education curriculum must be owned by all faculty:

•a.     CCVC will be visiting departments to address questions and concerns on the process and the models.

•b.     Encourage faculty to participate in Canvas discussions and to attend JFA meetings

•c.      Other ideas?


•4.     Discussion on current assessment of Common Curriculum

•a.     Phil Kramer and Barb will be meeting with Chairs to understand and establish a cohesive assessment timeline (i.e. when goals are being assessed) and to discuss the assessment tools being used for each goal (are departments understanding the goal in a similar manner?)  

•b.     Faculty have been invited to submit artifacts for Gender, Ethics, and EL (and have students complete a survey for IL). Please remind faculty that these goals identify what we want students to be learning. We will use the submitted artifacts to measure how well students are meeting this goal.

•c.      Feedback will be provided during the next academic year to help faculty identify changes to better help students meet these goals. If teaching as part of the CC, it is an expectation for the course and faculty that they are involved in this process.


•5.     Discussion: Agenda items for 2016-17



To submit your departmental or program Annual Report, click on the link below.

2015-2016 Annual Report Submission Portal Link

Annual Report Templates

      -Upload 1: Executive Summary

      -Upload 2: Response to Program Review and Common Curriculum Assessment

      -Upload 3: Resources

      -Upload 4: Scholarship, Creative Activity, and Service

If you are submitting a Program Review Self-Study Draft in lieu of an Annual Report, please submit using Upload 1: Executive Summary.







Nominations for Professor Emerita/Emeritus and Alumna/Alumnus - due by January 22, 2016

The chair’s letter to nominate is similar to a letter for a colleague nominated for the teaching award or promotion to full. Academic Affairs will also review our colleagues’ c.v., and therefore chairs do not need to summarize everything, but highlight those characteristics and contributions that lead to the nomination for the honorary title. Often the chair’s letter provides key information and phrasing used in the commendation read at the May faculty appreciation day.

From the September 2015 Faculty Handbook:                    Professor Emerita/us

This rank may be assigned to associate professors or professors who have limited or terminated their responsibilities as a faculty member for valid reasons (e.g., retirement, illness) after 15 or more years of distinguished and meritorious service to the college [university].

The title professor emerita/us is an honorary one and does not affect salary or fringe benefits that might be involved in any part-time, per-course contract between the individual and the college [university].  Appointees will have their names recorded at this rank in the catalog during the remainder of their lifetimes.                    Professor Alumna/us

The honorary title of professor alumna/us may be assigned to a faculty member with 15 or more years of service at the college who is not given the title professor emerita/us and who voluntarily leaves employment with the college. Appointees will have their names recorded at this rank in the catalog during the remainder of their lifetimes.



   Suggestions for Departmental Assessment Budget Lines: 

  • National exams
  • Fees for survey instruments
  • Faculty travel to attend or present at an assessment conference or workshop
  • Travel, honorarium, and/or lodging for a consultant or speaker focusing on assessment
  • Books/book groups on assessment
  • Stipends for summer assessment work (using a rubric to evaluate student work in order to assess progress toward learning goals), following FDRC guidelines for amounts
  • Data analysis software
  • Design and print brochures to describe skills students develop in the major
  • Incentives for students to complete surveys or other activities may include refreshments; gift certificates are taxable and other prizes may be taxable depending on the nature and value - consult with business office if you are considering certificates or prizes
  • Funding of interal workshops on pedagogy and assesment of student learning




Talk to your coordinator early and often to discuss the tasks necessary to the success of your area. Ask them how they prefer to work (meetings by appointment, email, phone, etc.). How much lead time is ideal for larger tasks? Are there tasks they actually prefer to do on their own, which you can then delegate to them? Schedule collaborative work time for projects that you need to do together.


The Chairs’ Handbook (see above) gathers together key passages from the Faculty Handbook and incorporates other timelines and advice. It may be helpful to make a timeline with your coordinator to add to the dates given by the Registrar; transcribe big dates to your calendar (FDRC letter due dates, R&T letter dates, reminders to observe faculty, annual events in your department, midterm grade due-dates, etc.).


CC. the coordinator on important emails, and/or have brief “check-in” meetings by phone or in person weekly or as needed. Review the job description of your coordinator so you know what is expected of him or her. This will also help you know which information/deadlines/emails need to be shared. Some things will come directly to you, and only to you, so check the “cc.” and forward, if necessary.

Watch your own stress level, not as something to be afraid of (What have I let myself in for?!), but as information – stress should invite a review of tasks at hand and delegation to coordinator, other faculty, or another office (maybe even the dean’s!). Work ahead of deadlines so you can get the help you need without creating panic for your coordinator/colleagues.



Consider asking a former chair, even from another department, to serve as an unofficial, confidential sounding board. Or form a “chair’s advisory council” within your department to serve as a consultative or representative group. Some matters will not require full departmental discussion, but an advisory group can help ensure that you’ve looked at an issue from multiple perspectives. If you have any questions about which tasks can be delegated, and which must be done by you as official chair / program director, get in touch with the dean’s office.