Bylaws – Business Office

March 1, 2021

OSE Name, Mission, Membership, and Voting Rights

Name and Mission

Name. The name of our unit is the Odum School of Ecology, hereafter referred to as the OSE or the School, below. The initial research mission of the unit involved work at the Savannah River Ecology Laboratory, giving rise to the Institute of Radiation Ecology on the UGA campus in 1961. The name change to The Institute of Ecology occurred in 1967. The Institute of Ecology was a unit within the Franklin College of Arts and Sciences (1967-2001) and, with the School of Environmental Design, formed the College of Environment and Design in 2001. In 2007, the Institute of Ecology separated from the College of Environment and Design to become the Odum School of Ecology.

Mission. Our mission is to foster the study of the interrelations of organisms and their environment, train future generations of ecologists, and advance the science of ecology in society through novel interdisciplinary studies and outreach. We strive for excellence in: 1) conducting innovative basic ecological research, 2) solving environmental problems and understanding the consequences of global change, 3) promoting environmental literacy among students and the public, and 4) initiating interdisciplinary studies of the scientific and societal dimensions of environmental change. Our approaches rest on novel techniques, models and theory in research and promotion of experiential learning by students, often involving unanticipated interdisciplinary study and outreach. To succeed we build strong collaborative relationships within and among areas of emphasis, creating greater ties with units at the university and other institutions.

Membership

Members of the School include voting faculty (termed Governing Faculty), other associated faculty, post-docs, graduate students and staff.

Governing Faculty. The Governing Faculty are those charged with decision-making for the unit, who attend and vote at faculty meetings and serve on administrative committees. Governing Faculty consist of tenured, tenure-track and non-tenure track faculty with any portion of their appointment in the School. The tenured and tenure- track faculty (TTF) are those who are salaried through the School, or those salaried by other units whose tenure resides in the School, and who hold the rank of Assistant Professor or above. Non-tenure track faculty (NT) are those who are salaried through the School but are on a line that is not tenure-accruing (academic professionals,lecturers, research scientists, and public service representatives). Voting on appointment, promotion and tenure is made by subsets of the Governing Faculty depending on nature of position (see Section C).
Associated Faculty. Other faculty designations are Courtesy, Adjunct and Emeritus faculty, who do not hold voting privileges in the unit. Courtesy Faculty (CF) are those who have been granted courtesy status by the Governing Faculty. Courtesy Faculty are those from another unit at UGA who participate in OSE teaching or research activities on at least an occasional basis. Adjunct Faculty (AF) are those who have been granted adjunct status by the faculty. Adjunct Faculty are those not currently employed by UGA but who have research or educational ties with one or more faculty. Emeritus Faculty (EF) are those who have been granted emeritus status by the Governing Faculty.
Post-doctoral Associates are salaried through the School from grant or state funds and/or are sponsored by a member of the School faculty. Postdocs play an important and unique role in the School. Their contributions to School service are limited to protect their time in job duties and fulfill financial obligations to projects they are funded on.
Staff are those salaried in the School.
Graduate students are those who have matriculated at UGA and are pursuing graduate degrees through the School.

Voting Rights of Governing Faculty

Faculty hires. The School strives for inclusivity in the deliberation of all hiring recommendations. All Governing Faculty, as well as the Graduate Student representative, are encouraged to be involved in discussion and straw polling on all hiring recommendations. After further deliberation, final motions will be crafted and voted on by written ballot by eligible faculty, defined by University by-laws. For the written ballot, TTF positions are voted on only by TTF, Lecturer positions are voted on by TTF and Lecturers, and Research Scientist positions are voted on by TTF and Research Scientists. Public Service and Outreach (PSO) positions are voted upon by the TTF and PSO faculty. All aspects of hiring protocols will adhere to UGA guidelines as articulated in the Appointment & Promotion guidelines for the various faculty tracks. Requirements regarding quorum and voting protocols are given in Table 1.
Faculty promotions. TTF at equivalent, or higher, rank participate in voting for promotion of TTF candidates. Academic Professionals at equivalent, or higher, rank participate in voting for promotion of Academic Professionals, as do their TTF counterparts, Associate or Senior Research Scientists, PSO and Senior PSO, and Senior Lecturers. Research Scientists at equivalent, or higher, rank participate in voting for promotion of Research Scientists, as do their TTF counterparts. Senior Lecturers participate in voting for promotion of Lecturers, as do tenured TTF. In accordance with UGA policy, PSO promotions are voted on by relevant PSO faculty only. When fewer than five PSO faculty are eligible to vote on a PSO promotion, the Dean’s advisory committee will work with existing PSO faculty to identify and secure additional rank-appropriate PSO faculty from outside the OSE in order to achieve a voting quorum of five. Third year review of Assistant Professors is voted on by tenured TTF. In all cases, however, the School welcomes input from non- voting members submitted to the PTU head.
Other matters. All Governing Faculty may vote on other matters concerning the unit. See Table 1.

Administrative Structure

The OSE administrative structure is similar to the structure used by the University to address the unique and intersecting missions of academic affairs, instruction, research, and public service. The Dean, while ultimately responsible for the overall administration of the School, is primarily focused on representing the School to the upper administration, fundraising, and strategic vision. Day-to-day operations of the School are conducted by the Associate Deans, others with administrative appointments, faculty, and staff. Deliberations on specific topical areas are conducted through committees. The responsibilities and duties, reporting lines, terms of appointment, and selection process associated with each of the School’s administrative positions involving faculty and staff are defined below. The overall administrative structure is provided in Figure 1.

The Dean

Responsibilities and duties. The Dean is ultimately responsible for all instructional activities, budgetary matters, fiscal activities, and personnel matters in the School. The Dean is responsible for facilitating the development of a strategic vision for the School and its programs and ensuring that strategic goals are attained. The Dean is responsible for fundraising and defining development priorities and promoting the School’s image to the public and to potential donors.

The Dean is the primary liaison between the School and the upper administration. The Dean serves as the hiring authority for faculty and staff positions, ensuring budgetary approval from senior administration. The Dean may designate duties associated with hiring to either of the Associate Deans. The Dean resolves conflicts arising over teaching assignments and research facilities when necessary (i.e., when these disputes involve an Associate Dean). The Dean,

together with the Associate Deans, oversees the annual reviews of all faculty, and assigns salary adjustments and makes recommendations. The Dean makes recommendations regarding promotion and tenure following consideration by the faculty and the PTU head.

Reporting lines. The Dean reports to the Provost. The Dean supervises the Associate Deans, Director of Service and Outreach, the PR/Communication Coordinator, the Development Coordinator, the IT Director, the Directors of the River Basin Center and the Center for the Ecology of Infectious Diseases, and the Administrative and Financial Director. The PTU head additionally reports to the Dean.

Selection, term of appointment and review. In accord with UGA’s Statutes, the Dean is appointed by the President, following consultation with a representative committee of faculty, and serves at the pleasure of the President. The Dean is evaluated by the faculty every 5 years in accordance with the Statutes of the University of Georgia (https://provost.uga.edu/_resources/documents/guidelines-for-deans-review.pdf).

Associate Deans

Associate Dean for Academic Affairs

Responsibilities and duties. The Associate Dean for Academic Affairs (ADAA) oversees academic activities, which include instruction, mentoring and advisement of students, and the professional development of faculty and student scholars. The ADAA is responsible for strategic planning associated with the academic mission of the unit. Thus, the ADAA oversees and supports the functions of the faculty in teaching and scholarship, curricula, teaching facilities and infrastructure, as well as faculty and graduate student teaching assignments in consultation with the Academic Coordinator (AC). The ADAA works with the Coordinators of the Undergraduate and Graduate Programs to ensure the successful implementation, integration and improvement of the unit’s instructional and degree programs. The ADAA also develops agendas for, and chairs, faculty meetings. The ADAA represents the Dean, as needed, at senior administration meetings, especially those involving faculty affairs. The ADAA coordinates faculty awards (nominations and selection), not specifically related to research. Along with the Dean and Associate Dean for Research and Operations (ADRO), the ADAA assists with annual evaluations of faculty and determination of merit raise allocations to faculty. Along with Dean, AFD, and ADRO, the ADAA determines merit raise allocations to administrative staff (based on evaluations from direct supervisors). The ADAA facilitates faculty searches and faculty appointments, including tenure track and non-tenure track appointments, Graduate Program Faculty status, adjunct appointments, and courtesy appointments and serves as Student Learning Outcomes coordinator. The ADAA supervises the Instructional Laboratory Manager, who is responsible for laboratory courses and TA supervision, training, and evaluation. The ADAA works with Graduate, Undergraduate and Academic Coordinators to provide excellence in unit-wide instruction, to support faculty and graduate student instruction, and to ensure equitable distribution of workload across the faculty in instruction. The ADAA approves grade changes and student appeals, often in consultation with AC. There are several other responsibilities of the ADAA that occur outside of OSE. These include involvement in the annual budgeting process with the Provost and VP for Finance, and implementation and assessment of academic outcomes with the Office of the Vice President for Instruction. The ADAA also fulfills other duties as assigned by the Dean.

Reporting lines. The Associate Dean for Academic Affairs reports to the Dean. The Graduate Coordinator, Undergraduate Coordinator, and Academic Coordinator report to the ADAA in regards to their administrative responsibilities. The Instructional Laboratory Manager reports to (and is supervised by) the ADAA.

Selection, term of appointment and review. The ADAA and ADRO are selected, appointed, and reviewed by the same process. The selection of the Associate Deans (ADs) is designed to be a deliberative process that encourages input from faculty and the broader OSE community. The ADs are appointed by the Dean, following this process. The Dean’s Advisory Committee (DAC) (in this case, with all members but the Dean) will oversee the process and facilitate communication with the Dean using the following procedure:

Prior to filling a vacancy of an AD, the Dean will request initiation of an appointment recommendation by the DAC. The DAC will solicit and encourage nominations of individuals from the faculty willing to be considered for an AD position. Self- nominations are encouraged. Anyone serving on the DAC who applies for consideration will be replaced on the committee by faculty vote.
No sooner than 2 weeks after distributing names of potential AD candidates to the OSE community, the DAC will solicit input from the faculty (which could include a set time or times for faculty to meet with the DAC and opportunities for written input). The DAC will also solicit input from staff and graduate students.
The DAC will consider the nominations, summarize faculty, staff, and student input, and make a recommendation to the Dean. The Dean will then make a decision (perhaps including additional interviews with the candidates), and initiate negotiations with her/his top candidate. Once a candidate has accepted, the search process is complete.
The Associate Deans serve renewable 3-year terms. Administrative duties and performance of the Associate Deans will be reviewed as part of annual evaluations, including solicited input from the faculty. A more comprehensive review, including deliberation of the DAC, with input solicited from faculty, students and staff, will be made at the end of each 3-year term.

Associate Dean for Research and Operations

Responsibilities and duties. The ADRO oversees the research mission of the school. The ADRO is responsible for strategic planning associated with the research mission of the unit, including foci of research, adequacy of facilities and promoting opportunities for growth and/or synergisms in research. In addition, the ADRO spearheads the strategic planning activities of the unit in coordination with the Dean and ADAA. The ADRO assists the ADAA in developing agendas for faculty meetings and, by invitation, attends monthly staff meetings to ensure effective communication among various parts of the School. The ADRO coordinates faculty awards (nominations and selection), specifically related to research. The ADRO represents the Dean, as needed, at senior administration meetings, especially those involving research and operations.

Along with the Dean and ADAA, the ADRO assists with annual evaluations of faculty and determination of merit raise allocations to faculty. Along with the Dean, AFD, and ADAA, the ADRO determines merit raise allocations to administrative staff (based on evaluations from direct supervisors). The ADRO oversees the assignment of office, lab and common spaces to OSE personnel in OSE-designated space in all buildings on and off campus and communicates requests from the Dean to the space and facilities committee in connection to recruitment and retention. The ADRO works with the Dean, Facilities committee and AFD to develop budgetary costs associated with maintaining facilities. The ADRO chairs the space and facilities committee. The ADRO is also the point person to resolve disputes between faculty and staff and receives feedback from and between faculty and staff. The ADRO ensures that annual evaluations are completed for all research staff and fulfills other duties as assigned by the Dean.

Reporting lines. The Associate Dean for Research and Operations reports to the Dean.

Selection, term of appointment and review. See above.

Program Chairs

Graduate Coordinator

Responsibilities and duties. The Graduate Coordinator is responsible for the administration of the graduate degree programs and the evaluation and modification of the graduate curriculum. The Graduate Coordinator chairs the Graduate Program committee and is therefore responsible for the charges assigned to that committee. The Graduate Coordinator oversees the creation, solicitation, and nomination of graduate students for recognition in the School and at UGA. S/he also oversees graduate admissions and works with the ADAA, the AC, the student advisors, and the Instructional Laboratory Manager to assign teaching assistantships and evaluate performance of Teaching Assistants. The Graduate Coordinator works closely with the Dean of the Graduate School on programmatic initiatives, institutional financial support, and collaborative opportunities across the institution.

Reporting lines. The Graduate Coordinator reports to the ADAA, and supervises the Graduate Program Assistant. The Graduate Coordinator, with the Graduate committee, also provides oversight of the goals, support for, and coordination among all graduate degree programs within the School (e.g., PhD, MS, CESD).

Selection and term of appointment. The Graduate Coordinator is elected by a vote of the Graduate Program Faculty, following solicitation of candidates from among the faculty of the School and input from the School’s graduate students. The term of appointment shall be 3 years, with unlimited possibility of renewal. Performance will be evaluated by the ADAA during the third year of appointment, including solicited input from faculty, staff, and graduate students.

Undergraduate Coordinator

Responsibilities and duties. The Undergradaouate Coordinator is responsible for the administration of the undergraduate degree programs, and for the oversight of the evaluation and modification of the undergraduate curriculum. The Undergraduate Coordinator chairs the Undergraduate Program committee and is therefore responsible for the charges assigned to that committee. The undergraduate coordinator oversees undergraduate advisement and assists the undergraduate advisor with the development and implementation of student recruitment efforts. S/he also coordinates efforts to provide undergraduates with research and professional experience.

Reporting lines. The Undergraduate Coordinator reports to the Associate Dean for Academic Affairs, and supervises the Undergraduate Program Assistant.

Selection and term of appointment. The Undergraduate Coordinator is appointed by the Dean, after consultation with the faculty. This appointment may be associated with a hiring process, often comprising the job duties of one of the OSE lecturer positions. The term of appointment shall be 3 years, with unlimited possibility of renewal, following evaluation of performance by the ADAA during the third year of appointment, including solicited input from faculty, staff, and students.

Other Administrative Positions

Academic Coordinator

Responsibilities and duties. The AC implements teaching assignments and maintains a 5-year teaching plan. The AC coordinates TA budgeting and deliberations (along with the Graduate Coordinator, Graduate Program Assistant, Undergraduate Program Assistant, and Instructional Laboratory Manager). The AC works with Undergraduate and Graduate Program Assistants to load courses, ensure adequate classroom space and scheduling, and summer school funding. The AC ensures the implementation of student and peer teaching evaluations. The AC works with the Instructional Laboratory Manager, Undergraduate Coordinator and Graduate Coordinator to obtain and maintain teaching equipment.

Reporting lines. The Academic Coordinator reports to the Associate Dean for Academic Affairs.

Selection, term of appointment and review. The Academic Coordinator is elected by a vote of the Graduate Program Faculty, following solicitation of candidates from among the faculty of the School and input from the School’s graduate students. The term of appointment shall be 3 years, with unlimited possibility of renewal. Performance will be evaluated by the ADAA during the third year of appointment, including solicited input from faculty, staff, and graduate students.

Director of Service and Outreach

Responsibilities and duties. The Director of Service and Outreach (DSO) oversees and facilitates participation by all OSE faculty, staff and students in public service and outreach (PSO) activities. The DSO is tasked with strategic planning associated with the unit mission associated with public engagement, which includes defining links to policy and education. The DSO oversees provision of time and resources to activities associated with EcoReach. The DSO coordinates faculty awards (nominations and selection) specifically related to service.

Reporting lines. The Director of Service and Outreach reports to the Dean.

Selection and term of appointment. The Director of Service and Outreach is appointed by the Dean, following the solicitation of candidates from the faculty, and in consultation with the faculty at large. The selection process is facilitated by the DAC and is similar to the Associate Dean selection. The term of appointment shall be 3 years, with unlimited possibility of renewal, following evaluation of performance by the Dean during the third year of appointment, including solicited input from faculty, staff and students.

Promotion and Tenure unit head

Responsibilities and duties. The Promotion and Tenure unit (PTU) head oversees and chairs the P&T committee and is responsible for overseeing the promotion and tenure process for all faculty appointed in the unit (tenure-track faculty, public service and outreach faculty, lecturers, academic professionals, and research scientists). S/he will ensure that the process is conducted in a fair and impartial way consistent with UGA policy and the by-laws of the OSE. The PTU head is responsible for solicitation of letters from external referees regarding promotion and tenure. The need for a PTU head in the structure of the school exists because there are not department heads that otherwise would oversee this area for the unit. The PTU head oversees annual evaluations of all pre-tenured faculty (i.e., Assistant Professor) and bi-annual evaluation of all non-tenure-track faculty at junior ranks (e.g., Lecturer, Public Service Assistant, and Assistant Research Scientist) that will be used to provide regular feedback regarding performance until they are successfully promoted (with tenure if appropriate) or leave the faculty ranks. This evaluative process is intended to be independent of the annual evaluation provided by the Dean and serves to assess the progression of the faculty member towards tenure and/or promotion as informed by their peers. As needed (e.g., if conflicts exist or candidates preclude the service of members), the PTU head will appoint (in the case of third year review committees) or the PT unit will elect (in the case of P&T review committees), replacements.

Reporting lines. The PTU head reports to the Dean.

Selection and term of appointment. The PTU head is elected by a vote of the Governing Faculty, following solicitation of candidates from among the Full Professors of the School and following input from all faculty. The term of appointment shall be 3 years, with unlimited possibility of renewal.

Unit Operations

Faculty Meetings

Meetings shall be held as required by University Statutes, and all Governing Faculty will meet at least monthly during each academic term, unless there are insufficient agenda items. A minimum of two meetings per academic term are required. Special meetings shall be called as deemed necessary by the Dean or an Associate Dean.
Faculty meetings are chaired by the Associate Dean of Academic Affairs, with the Dean or other Associate Dean, or alternative designee, serving when necessary. In specially called faculty meetings to discuss promotion and tenure, the PTU head will serve as chair.
The Associate Dean of Academic Affairs will solicit agenda items at least two weeks in advance of the meeting. Faculty meeting agendas will be distributed to the faculty at least one calendar week in advance of the meeting, including materials for consideration.
Meetings may also be called upon petition signed by not less than one-third of the Governing Faculty. In such meetings, discussions and actions shall be limited to items listed on an agenda distributed by the petitioners to the faculty at least one calendar week in advance of the meeting.
For voting privileges of the Governing Faculty, see Faculty Membership and Voting Rights (in Section 1, above, for more detail).
Members of the Graduate Student Organization shall annually elect two members to serve as their representatives in faculty meetings. The Graduate Student Representatives shall speak on behalf of the graduate student body, including vote in all straw polls, and cast one collective vote when requested by the faculty. In rare instances deemed appropriate by two thirds of the voting faculty present at a meeting, the Graduate Student Representatives may be excused from part or all of a faculty meeting.
Members of the staff shall annually elect one of their number to serve as their representative in faculty meetings. The staff shall be permitted one vote in faculty meetings and may cast one collective vote when requested by the faculty.
For official business to be conducted at any meeting, half of the eligible voting faculty must be present, except for matters of hiring decisions, strategic plan adoption, bylaws changes, and P&T decisions which require a 2/3 quorum. Absent faculty who have left their absentee or proxy votes will not contribute to the quorum.
Faculty who are unable to attend a faculty meeting may submit to the Dean or an Associate Dean written opinions regarding agenda items and an absentee vote or the name of a designated proxy. These opinions will be read at the faculty meeting and if any initial straw vote is taken it will include absentee and proxy votes. However subsequent to discussion a binding vote will be taken that shall not include absentee and proxy votes. Electronic presence (i.e. by skype, speakerphone, etc.) is not considered absentee and will count towards the quorum and as a full vote. For matters of P&T, absentee votes are allowed (proxies are not), but such votes must be submitted to the PTU Head prior to the start of the meeting.
An exception to sections above are Promotion and Tenure meetings which require that at least 2/3 of the faculty eligible to vote be present. Faculty who are unable to attend a Promotion and Tenure faculty meeting shall submit to the PTU head a written absentee vote prior to the start of the meeting. As above, absentee votes do not count towards the quorum. Proxy votes shall not be permitted for Promotion and Tenure decisions.
Parliamentary Procedure: All questions of parliamentary procedure shall be governed by the latest edition of Robert’s Rules of Order.
Detailed minutes of the faculty meetings will be recorded and formatted by the staff member assigned to this task by the Dean and AFD. A copy of the previous month’s minutes will be included with the following month’s agenda and confirmed at that following faculty meeting. Approved minutes will be archived on a webpage that is accessible by OSE faculty, graduate students, and staff.

Conflicts of Interest

It is important to eliminate the potential for perceived impartiality when making hiring, promotion, and tenure decisions.

For hiring decisions, you are in conflict with

A significant other (spouse, partner, etc.) or family member
Someone with Current Shared Business interest or grant activity
Present or past graduate advisor/student/postdoc

For promotion and tenure decisions, you are in conflict with

A significant other (spouse, partner, etc.) or family member
Someone with Current Shared Business interest
Present or past graduate advisor/student/postdoc

Additionally, a person with a record of scholarly collaboration should disclose this to the faculty at the start of either a hiring or promotion and tenure meeting. All persons in conflict may present written or oral comments and then must recuse themselves from discussions and votes

regarding all candidates under consideration. In other decision-making in the School (service on committees, etc.), potential conflicts should be disclosed and participation in discussion and decision-making will be made by the deliberating body. Variances to this policy may be allowed by appeal in writing to the chair of the meeting for the purpose of participating in discussion only.

Graduate Program Faculty Status

Brief summary of rights and eligibility per Graduate School policy:

Graduate Program Faculty status is required to:
1. Serve as the major professor (advisor) for MS or PhD students;
2. Teach 8000-9000 level classes;
3. Serve on Graduate Council;
4. Vote for members of Graduate Council;
5. Vote for appointment/reappointment to or removal from the OSE Graduate Program Faculty
To be eligible for Graduate Program Faculty status, one must:
1. Possess the highest or terminal degree in one’s discipline;
2. Demonstrate proficiency in conducting scholarly research; and
3. Demonstrate proficiency in supervising scholarly research and/or teaching at the graduate level.
Full-time and part-time faculty can be awarded Graduate Program Faculty status, as can adjunct faculty, per UGA policies.

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OSE procedures for awarding Graduate Program Faculty status

Graduate Program Faculty awarded by the OSE will apply to all degree programs within the School.
All new appointments take effect immediately, if already employed by UGA, or at the start of employment; reappointments to the Graduate Program Faculty will begin on the first day of the next academic year.
A vote to initially award Graduate Program Faculty status will coincide with, or be included in, votes on motions for hiring decisions.
Graduate Program Faculty status will be awarded in 6-year terms, except for those who are adjunct faculty, who will be appointed for 5-year terms.1 Appointments that begin mid-cycle will have their first year begin with the start of the first full academic year of service.
1. This distinction for adjunct faculty is intended to make their GPF vote synch with terms for adjunct faculty status, which is a 5 years per UGA policy.
Only faculty with a portion of their appointment in OSE and holding Graduate Program Faculty status are eligible to vote on appointments to the Graduate Program Faculty in OSE.
New requests from faculty not holding an appointment in the Odum school will be evaluated according to the timeline (B.7).
Graduate Program Faculty will be notified by December 1 of the calendar year prior to that in which their appointment expires. Those wishing to be appointed or reappointed to the Graduate Program Faculty must provide a current CV and succinct summary (<1 page document) of their activities and achievements relevant to criteria (A.2) by January 1. The summary and CV will be made available for review at least a week before the faculty meeting, and a vote (by OSE Graduate Program Faculty) on appointment or reappointment will occur at the January faculty meeting. The Assistant to the Dean of OSE (hereafter the Dean) will be responsible for keeping records of appointments, notifying faculty of term expirations, and distributing electronic documentation.
Faculty who become emeritus will retain Graduate Program Faculty status until all current students for whom they serve as advisor or committee member (at the time of retirement) leave the program.

OSE criteria for initial appointment to the Graduate Program Faculty

A terminal degree in relevant discipline, or suitable professional experience; and
Demonstrated ability to conduct original research in ecology or related discipline, including a record of publishing peer reviewed papers in relevant journals; and at least one of C.3 or C.4:
Demonstrated ability, or perceived potential, to successfully advise, mentor, and supervise graduate students (e.g., student degree completion, service on graduate committees, student publications);
Demonstrated ability, or perceived potential, to effectively instruct graduate level classes (e.g., evaluations by peers, students, and objective evaluators).

Privileges of OSE Graduate Program Faculty

Graduate Program Faculty Status confers privileges related to both teaching and research supervision. The privileges related to teaching are conferred automatically. Privileges related to graduate research supervision rely on the ability of a faculty member to acquire and maintain the resources to support and facilitate a student’s research program over the duration of the student’s tenure (e.g., by providing access to laboratory space and funding, fostering their intellectual growth in the field of ecology). As such, Graduate Program Faculty who have long-term, state-funded appointments with a portion of their EFT devoted to research, are eligible for sole supervisory privileges. Specifics are provided below.

All OSE Graduate Program Faculty are eligible to teach 8000-9000 level classes.
OSE Graduate Program Faculty are eligible to serve on MS and PhD committees.
Those with adjunct faculty appointments in OSE and Graduate Program Faculty status in OSE can co-advise graduate students.
Those with courtesy faculty appointments in OSE and Graduate Program Faculty status awarded by another unit at UGA can serve as the co- advisor to graduate students.
Courtesy Faculty with Graduate Program Faculty status in OSE can sole advise graduate students.
OSE Research Scientists (whose salary is provided by state funds, with expectation of continued funding) can serve as the sole advisor to graduate students.
OSE Research Scientists (whose salary is provided by grants) can co-advise graduate students. Research Scientists holding Graduate Program Faculty status and who demonstrate long-term, ongoing activities can request sole advisement privileges, which will be evaluated on a case-by-case basis.
Those with PSO appointments in OSE can co-advise graduate students. PSO faculty holding Graduate Program Faculty status and who demonstrate ongoing research activities can request sole advisement privileges, which will be evaluated on a case-by-case basis.
OSE lecturers can co-advise graduate students. Lecturers holding Graduate Program Faculty status and who demonstrate evidence of ongoing research activities can request sole advisement privileges, which will be evaluated on a case-by-case basis.
OSE tenure-track faculty with Graduate Program Faculty status can serve as the sole advisor for graduate students.
A PhD in ecology or a related discipline, or demonstrated ecological expertise, is required to serve as the sole advisor for MS and PhD students. At least one co- advisor must hold a PhD in ecology or a related discipline, or have demonstrated ecological expertise.
At least one co-advisor must be a member of OSE Graduate Program Faculty with the right to sole advise.
Tenure-track faculty with a portion of his or her appointment in OSE can serve as the OSE representative to the graduate council and can vote for OSE representatives to serve on the graduate council.

Appealing decisions to not award Graduate Program Faculty status

Individuals who are not awarded Graduate Program Faculty status upon their initial request may re-apply the following year, acknowledging and addressing the initial decision to not award Graduate Program Faculty status.
If the OSE Graduate Program Faculty do not vote to reappoint a tenure-track faculty member to the Graduate Program Faculty, the applicant will have the opportunity to formally appeal the decision.
Appeals must be submitted to the Dean of OSE by June 1 articulating the basis for the appeal. The Dean will reply to the appeal in writing by July 1 after reviewing the application and appeal letter, either reiterating the initial decision and the basis for it, or supporting the appeal. If the Dean supports the appeal, the eligible OSE Graduate Program Faculty (see B.5) will review the initial application, the appeal letter, and the Dean’s response, and vote again on Graduate Program Faculty status at the September faculty meeting. If the Dean does not support the appeal, or it the faculty vote to not award faculty status a second time, the applicant may appeal the final school level decision to the Graduate School, providing all documents and records associated with the school-level deliberation.

Revocation of Graduate Program Faculty status

A member of the Graduate Program Faculty of the Odum School of Ecology may have their Graduate Program Faculty status removed if they fail to meet any or all of the expectations outlined above, as assessed during the periodic review process. Procedures for the periodic review of Graduate Program Faculty are in Procedures for Appointment and Reappointment of the Graduate Program Faculty section of the policy document referred to above.

It is also possible for a member of the Graduate Program Faculty to have their Graduate Program Faculty status revoked by the Dean of the Odum School, the Dean of the Graduate School, the Provost, or the President outside the periodic review process. Revocation may occur for egregious acts or when a faculty member fails to fulfill the responsibilities of a member of the Graduate Program Faculty to teach graduate student(s) effectively, in a civil, professionally appropriate manner, to do scholarly research and creative work of high quality or remain active in the practice of the profession, and to direct the research/professional development of graduate student(s) so that they progress toward graduation in a timely manner appropriate to the field.

Failure to teach graduate students effectively and/or to direct the research and professional development of graduate student(s) also includes, but is not limited to, abuse of power, intimidation and harassment, and violation of workplace violence policies.

1. When a graduate student or faculty member has a complaint about the performance or behavior of a faculty member directly related to their responsibilities as a Graduate Program Faculty member, the first course of action should be to try to resolve the complaint directly with the faculty member.
If the student/faculty member is unable to resolve the complaint with the Graduate Program Faculty member, or does not feel safe or free from retaliation, then an oral or written complaint should be delivered to the OSE Dean or the OSE graduate coordinator.
The Dean and/or graduate coordinator must investigate the complaint and work with the student/faculty member making the complaint (complainant) and the Graduate Program Faculty member.
The Dean and/or graduate coordinator must provide a written summary to the complainant and to the Graduate Program Faculty member against whom the complaint was made of the outcome of their investigation of the complaint and of the recommendations made to resolve the issue. A copy of this letter will be placed in the personnel file of the Graduate Program Faculty member.
If the complainant(s), the faculty member, the graduate coordinator or the Dean are not satisfied with the resolutions provided by the Dean and/or the graduate coordinator, then they can make a written request to the Dean and/or graduate coordinator for the formation of a committee to investigate the complaint. A committee consisting of three Graduate Program Faculty members (at least one of whom must be from outside the unit) must be appointed in response to this request.
The appointed committee must convene to review the complaint and to meet with all affected parties and provide a written assessment to the Dean and graduate coordinator with recommendations for necessary action. A copy of this letter will also be provided to the complainant and the Graduate Program Faculty member against whom the complaint has been made, and a copy will be placed in the personnel file of the Graduate Program Faculty member.
In response to the recommendation from the committee, the Dean and/or graduate coordinator may initiate procedures for re-evaluation of the Graduate Program Faculty status of the faculty member against whom the complaint has been made.
Graduate Program Faculty in OSE will review and vote on the Graduate Program Faculty status of the faculty member and shall follow Appointment and Reappointment procedures for recommendation to the Graduate Program Faculty including consideration of all documentation associated with the recommendation.
The outcome of the Graduate Program Faculty vote together with a letter from the graduate coordinator and all documentation associated with the recommendation will be forwarded to the Dean.
The Dean will forward this information together with a letter of recommendation to the Dean of the Graduate School.
The Dean of the Graduate School will forward the information or review to the Appeals Committee of the Graduate Council. The committee will provide a recommendation to the dean, who will render a decision and notify all parties as to the resolution of the matter. If the decision results in revocation of Graduate Program Faculty status, then the dean will work with the academic unit to develop a plan of action that will allow the faculty member to reapply for Graduate Program Faculty status.

Revocation of graduate faculty status

If Graduate Program Faculty status is revoked, the faculty member has the right to make an appeal against the decision to the Provost. This appeal must be made in writing within 14 days of the dean of the Graduate School providing notification of the removal of Graduate Program Faculty status. The Provost is the final arbiter of the decision to revoke Graduate Program Faculty status.

Graduate Program Faculty status will be immediately revoked for any faculty member found in violation of UGA’s non-discrimination, anti-harassment regulations, or workplace violence.

All investigations into complaints against Graduate Program Faculty will be dealt with expeditiously. Normally, there should be no more than 30 days between the presentation of the complaint and resolution of a complaint or, if necessary, a vote by the Graduate Program Faculty in OSE on the Graduate Program Faculty status of the faculty member against whom the complaint was made. If efforts are ongoing to informally resolve the complaint, the unit head and/or graduate coordinator may extend the time for formal review of the complaint.

Both the faculty member and the complainant have the right to seek the advice of an attorney, but attorneys are not authorized to participate in the dispute resolution process.

Students and faculty members who, in good faith, report what they believe to be a valid complaint, or who cooperate in any investigation, will not be subjected to retaliation. Any student or faculty member who believes he or she has been the victim of retaliation for making a complaint or cooperating in an investigation should immediately contact the Dean and/or graduate coordinator. Any person found to have retaliated against a person who has cooperated in an investigation will be in violation of this policy and will be subject to disciplinary action.

Complaints and Grievances

The Odum School of Ecology first and foremost abides by the policies of the University of Georgia and University System of Georgia. UGA provides resources for complaints and grievances at the University level. Through Human Resources, Faculty and Staff may utilize the Faculty and Staff relations department (https://hr.uga.edu/supervisors/workplace-concerns-faculty-staff-relations/), while students, faculty, and staff may all utilize the Ombudsperson program (https://eoo.uga.edu/policies-resources/the-ombudspersons/) when seeking advice outside the unit level. Students wishing to submit a complaint can do so using the Academic Complaints portal (https://studentaffairs.uga.edu/site/content_page/academic-complaints-information).

If an individual feels that UGA or USG policy has been violated they may refer to the Grievance and Disciplinary Review Policy (https://legal.uga.edu/grievance_and_disciplinary_review_policy). Allegations of discrimination and harassment based on protected status (race, color, sex-including sexual harassment and pregnancy, sexual orientation, gender identity, ethnicity or national origin, religion, age, genetic information, disability, or veteran status) are handled by the Equal Opportunity Office (https://eoo.uga.edu/policies-resources/ndah-policy/).

In the events of issues of policies, decision-making, or when workplace conflicts arise between one or more members of the Odum School, it is encouraged that staff first approach their supervisor and faculty first approach the Associate Dean of Research and Operations to resolve these disputes informally and directly. Graduate students are encouraged to first discuss the concern with their adviser and then may approach the Graduate Coordinator or the Associate Dean of Academic Affairs if the issue relates to their advisor. If the dispute cannot be resolved they should inform the Administrative and Financial Director, who serves as the point person for employee relations within the school and coordinates with the Dean, Associate Deans, and UGA Human Resources for further resolution.

If a member of the Odum School has comments or concerns regarding the operation of the School itself or issues which affect wide groups of people, they can submit anonymous comments via a web form which will be reviewed by the Executive Committee on a monthly basis.

Amendments and Additions to the Bylaws

The by-laws may be amended or added to by a 2/3rds vote (of a quorum of 2/3rds the Governing Faculty present) at a called Faculty meeting. The proposed amendments or additions will be provided to Faculty at least one week prior to the called meeting.

Graduate Student Organization

All graduate students who are currently enrolled in a graduate degree program offered through the Odum School of Ecology are eligible for full membership in the student-run Ecology Graduate Student Organization (GSO). The GSO exists in part to serve as a representative and decision-making body for the Ecology graduate student community and provides a unified voice to faculty and staff within the department and to the greater campus community. The GSO will solicit nominations and vote to confirm graduate student representatives for faculty meetings, standing committees, and ad-hoc committees as needed.

Committees and procedures

Preamble: The Odum School of Ecology’s standing committees oversee and facilitate distinct functions of the school. Committees meet regularly to review activities, to propose recommendations to the faculty, and to provide advice to the Dean and Associate Deans. In some cases, committees will conduct business of the School that will not require faculty votes, but will typically solicit feedback from the faculty at large. Graduate student representatives will vote on all measures, except when committee decisions are binding. The standard term of service for faculty on committees is three years, with a maximum of two consecutive terms. Committee annual reports will be available by May 1, and new committees will meet prior to the end of the spring semester to identify goals and set meeting times for the next academic year. Terms of service for each committee will be staggered to maintain continuity. Committee chairs will develop an agenda for each meeting and take limited minutes of committee actions and recommendations at each meeting. At the end of each semester, each committee chair will also post a summary of committee activities. Ideally, all committee members will be contacted at least a week prior to meetings to be included in scheduling and participation; staff and graduate student representatives can designate proxy representatives for timely scheduling if necessary. Ex-officio members have voting rights, unless otherwise indicated.

Standing committees

Academic programs committees

Undergraduate Committee

Function. The undergraduate committee reviews and advises on all matters related to developing, revising, implementing, and evaluating the undergraduate degree programs.

Provides feedback/input to Ecology faculty who are proposing new or modifying existing undergraduate courses.
Reviews and suggests modification degree requirements for the AB and BS degree programs, including:
- recommending new degree requirements to fill perceived gaps in knowledge/skills;
- if instructional needs are identified, communicates these needs to Associate Dean of Academic Programs and Academic Coordinator, and
- evaluating proposed ECOL and external courses for inclusion in the AB or BS curriculum.
Reviews Student Learning Outcomes assessment plans (and Desired/Future Function: annually reviews results of assessments, and makes recommendations for changes to degree requirements as needed; will also discuss course-level learning objectives and approaches with faculty instructing required courses to help maintain alignment of courses with degree objectives).
Reviews applications for undergraduate Spring Fling awards.
Organizes and implements a meeting of faculty teaching core/required courses every 3 years to promote coordination across courses and idea-sharing among faculty contributing to the programs.

Procedures. The committee meets monthly during the academic year. Agendas are compiled by the Undergraduate Coordinator and Undergraduate Advisor, with input from other committee members as issues or topics arise. The committee Chair or other members of the committee can put items forth for committee-level votes. For changes to degree requirements, the committee votes on recommendations (as listed above), which are brought forward for faculty vote at the next available faculty meeting.

Composition. The committee will consist of some elected and some ex officio members. The ex officio members include the Undergraduate Coordinator (who will serve as Chair), the Undergraduate Academic Advisor, the Instructional Laboratory Manager, and the Academic coordinator. The elected members include three faculty and a graduate student representative elected by the OSE Graduate Student Organization (GSO).

Terms of service. The Undergraduate Coordinator (as Chair), the Academic Advisor, the Instructional Laboratory Manager, and the Academic Coordinator serve ex officio. Elected faculty members will serve 3-year terms and the graduate student representative will serve a one year term, with the possibility for renewal for up to two terms in both cases. Faculty may serve multiple non-consecutive terms. The graduate student representative will be elected by the GSO.

Graduate Committee

Function. The graduate committee reviews and advises on all matters related to developing, revising, implementing, and evaluating the graduate degree programs, including graduate student admissions.

Oversees the admission of applicants to the graduate program (initial decisions about admissibility, prioritizing applicants for UGA assistantships and awards, and for OSE support).
Assesses the performance of the graduate programs, at the individual student and advisor level, and whole program level. Evaluates and awards OSE research and travel grants as well as annual awards.
Assesses and makes recommendations about the graduate curriculum and other aspects of the graduate program. The graduate programs overseen by this committee include the a) Doctorate in Ecology (including students participating in the IDEAS program), the b) Masters of Science in Ecology, the c) Masters in Conservation Ecology and Sustainable Development, and d) the applicants to the Doctorate in Integrative Conservation (ICON) that are advised through the Ecology program.

Procedures. The committee meets monthly with the agenda set primarily by the graduate coordinator and graduate advisor. More frequent meetings are convened during the admissions process. Decisions are usually made by consensus, although occasionally votes will be taken to make admissions and funding decisions.

Composition. Graduate Coordinator, five other faculty members (all of whom who have Graduate Program Faculty status), Graduate Advisor and one graduate student representative. One of the five faculty members should be familiar with the curriculum and goals of the Conservation Ecology and Sustainable Development (CESD) degree program and represent the CESD program on the committee.

Terms of service. The Graduate Coordinator serves as chair. The Graduate Advisor serves ex officio. Elected faculty members will serve 3-year terms, with the possibility for renewal for up to two terms. Faculty may serve multiple non-consecutive terms. The graduate student representative will be elected by the OSE GSO.

Administrative committees

Executive Committee

Function. This committee serves as a forum for the leadership of the school to discuss administrative, academic, and operations issues. The committee is charged with budgetary planning and oversight for the unit, ensuring good standard operating procedures for the unit, and initiating and implementing the unit’s strategic plan. The executive committee will also be responsible for soliciting nominations of faculty to OSE and university committees, and based upon those nominations, proposing a slate of candidates for each position to the faculty for election. The slate of candidates should take faculty preferences, past service, career stage, service-load, and diversity into account. .

Through regularly scheduled meetings, this committee serves to promote communication across the unit and to promote the exchange of ideas among the Dean, Associate Deans, Graduate and Undergraduate coordinators, PTU head, Director of Service and Outreach (DSO), the Academic Coordinator, and the Administrative and Financial Director (AFD). The Associate Dean for Research and Operations (ADRO) chairs the meetings.
The committee is tasked with reviewing the School By-laws and procedures handbook (to be developed and maintained by the AFD) annually. Changes to the By-laws require 2/3 majority faculty vote for adoption.
The committee is tasked with developing the agenda for the annual faculty retreat to take place in August of each year.
The committee is tasked with hosting an annual budget meeting for the School.

Procedures. The committee meets at least monthly during the academic year. The graduate coordinator and ADRO will solicit input from the graduate students and the postdocs, respectively, for topics to discuss at committee meetings.

Composition. The Dean, Associate Deans, DSO, AFD, the Graduate and Undergraduate coordinators, the Academic Coordinator, and the PTU head.

Terms of service. All members are ex officio.

Dean’s Advisory Committee

Function. The committee facilitates communication between the faculty and the administrative leadership of the school. The committee advises the Dean on any matters arising. The committee solicits and makes recommendations on nominations of faculty and staff awards. In addition, the committee may be tasked (by OSE leadership or majority vote by faculty) with school-level issues that are not under the purview of another committee (i.e. inter-committee business). The committee’s role is to make recommendations to the Dean and Associate Deans in an advisory capacity. The committee can raise issues for consideration to the Dean and Associate Deans in the form of a motion from the faculty.

Procedures. This committee meets at the request of the Dean to advise on specific issues, at least once each semester. The committee may also request meetings with OSE Dean and Associate Deans if requested by the governing faculty in the form of a motion with a majority of the Governing Faculty present at the faculty meeting voting in support.

Composition. The Dean, Associate Deans and three elected faculty representatives. At least one member must be a full professor and at least one shall be from a rank below full professor, including non-tenure track faculty.

Terms of service. The Dean and Associate Deans serve ex officio. The Dean serves as chair. Faculty can serve up to two 3-year terms and multiple non-consecutive terms.

Promotion & Tenure Committee

Function. The PTU head and P&T Committee are collectively responsible for overseeing promotion and tenure for all faculty appointed in the unit (tenure-track faculty, public service and outreach faculty, lecturers, academic professionals, and research scientists), and ensuring that the process is conducted in a fair and impartial way consistent with UGA policy and the by- laws of the OSE.

The P&T Committee will annually evaluate all junior faculty to provide guidance up until they are successfully promoted or leave the faculty ranks.
The P&T Committee will function as the standing Post-Tenure Review Committee and the Third-Year Review Committee in the unit (with 3rd year review to include non tenure- track faculty). As needed (e.g., if conflicts exist or candidates preclude the service of members), the PTU head will appoint (in the case of 3rd Yr. Review Committees) or the PT unit will elect (in the case of PTR Committees) replacements.
The P&T Committee also is responsible for reviewing existing P&T guidelines and recommending revisions to the OSE faculty as deemed necessary or required by changes in UGA policy.

Procedures. The P&T Committee meets as needed to evaluate P&T dossiers and prepare for faculty discussions of candidates being considered for promotion and/or tenure. The PTU head is responsible for scheduling these committee meetings, but committee meetings may also be called if initiated by two of the committee members. The PTU head will ensure timely attention to all phases of the P&T process and keep the unit and P&T Committee apprised of current and upcoming cases.

Composition. The committee will consist of five tenured faculty (four plus the PTU head), with at least four of these faculty at the rank of Professor.

Terms of service. The PTU Head is elected by the faculty for a 3-year term which can be renewed. The four other members are elected to 3-year terms which are renewable up to two terms and faculty may serve multiple non-consecutive terms.

Information Technology Committee

Function. The IT committee oversees the information technology needs and opportunities for the OSE community, and plans for anticipated computing needs. The committee communicates opportunities within and beyond the university, and makes recommendations to the faculty for acquisition or termination of commercially licensed software. It will also advise on the allocation of computing resources to the faculty (e.g. computers and hardware, as well as toner and other consumables), and the disbursement of funds raised through student technology fees. The committee solicits feedback regarding unit-level IT needs and assists the ADRO and the Dean in addressing these needs.

Procedures. This committee will meet at least once each semester to assess IT needs of the School. The committee will bring any issues that need to be voted on or addressed to the appropriate group (e.g., Dean and Associate Deans, faculty).

Composition. The IT Director and IT Principal, two faculty members (one of which will serve as the chair), one graduate student representative, and one staff representative.

Terms of service. The IT director and IT principal serve ex officio. Elected faculty members will serve 3-year terms and the graduate student representative will serve a one year term, with the possibility for renewal for up to two terms in both cases. Faculty may serve multiple non- consecutive terms. The graduate student representative will be elected by the OSE GSO, and the staff representative will be voted on by the staff.

Space and Facilities Committee

Function. The committee advises the Dean and Associate Deans on assigning and re-assigning office, lab and common space to OSE personnel in OSE-designated space in all buildings on and off campus. The committee also discusses space needs for recruitment and retention to the ADRO in consultation with the Dean and AFD. The committee entertains requests to use OSE facilities and makes recommendations for the oversight and maintenance of off-campus OSE facilities. The committee will assess the costs associated with maintaining facilities to assist the Dean and AFD.

Procedures. The committee meets at least once per semester. Agenda items are typically decided by the ADRO and AFD and can additionally be brought forward by faculty or staff members to the ADRO. Student requests for agenda items should be communicated via either a faculty or staff member.

Composition. The Associate Dean for Research and Operations, who serves as chair, and the AFD, serve ex officio in addition to two elected faculty representatives, one graduate student representative, and one elected staff representative. The Graduate Coordinator is consulted when space allocation to graduate students is specifically considered.

Terms of service. Elected faculty members will serve 3-year terms, with the possibility for renewal for up to two terms. Faculty may serve multiple non-consecutive terms. The graduate student is elected by the OSE GSO to serve a 1-year term and the staff representative will be voted on by the staff.

Integrative committees

Seminar Committee

Function. The committee coordinates the School’s weekly seminar program. This includes soliciting nominations from the faculty at large and selecting the list of speakers to be invited. The committee also invites nominations for the annual Odum Lecture and assists in the preparing for and conducting of the event, as requested.

Procedures. The committee meets as needed. The committee reviews proposed invitees and considers balance (including equitable representation of nominators, disciplines, speaker diversity). Seminar speakers are selected by majority vote (all members have equal vote). The faculty host is responsible for coordinating a speaker’s visit (see host responsibility document for details). The chair communicates with all hosts about all hosting responsibilities, keeps track of nominated speakers, and decisions. The graduate student body is also solicited to nominate at least one speaker per year.

Composition. The committee consists of three faculty and one graduate student representative.

Terms of service. The committee will elect a chair from the faculty serving on the committee. The chair will serve a 1-year term. Elected faculty members will serve 3-year terms, renewable up to two terms and multiple non-consecutive terms. The graduate student is elected by the OSE GSO to serve a 1-year term.

Diversity Committee

Function. The diversity committee initiates new programs and infrastructure to promote, support, recruit, and retain diversity in the Odum Community. The committee serves as a liaison between diversity-oriented groups and programs at the international, national, regional, state, local, university-level, and within the Odum Community.

Procedures. The committee meets at least once per semester. Additional meetings may be scheduled if warranted by committee activities. Once a year, the committee will meet with the UGA office of diversity. Semester agendas will be developed each semester after representatives from each group (undergraduates, graduates, faculty, staff) within Odum and the chair of the committee (tasked with speaking with upper administration within the school and the university) have met with and are able to report concerns from their constituents and/or activities to which the committee should devote time and effort. The agenda will be confirmed through a majority vote. Majority rule will determine if motions are to be brought to the faculty from the committee.

Composition. The committee will consist of up to seven members, including three faculty, two staff representative, a graduate student representative, and an undergraduate student representative (optional).

Terms of service. The committee will elect a chair from the faculty members. The faculty members and staff member will serve 3-year terms, renewable for up to 2 terms. The graduate and undergraduate students will serve 1-year terms.

Ad hoc committees

General ad hoc committees

Ad hoc committees will be formed when a need is recognized by the faculty. Those wishing to serve on an ad hoc committee will be nominated by other faculty or themselves and a faculty vote will decide the final committee composition. Ad hoc committees will select their chairs.

Some specific ad hoc committees include Strategic Planning Committee and Faculty Search Committees (described in detail below).

Strategic Planning committee

Charge and Function. Develop a strategic plan for the unit that encompasses research, teaching, and outreach activities of the School.

Procedures. The committee will meet regularly while working to develop a new strategic plan. The chair is responsible for scheduling meetings and setting the agenda for the committee. The strategic plan developed by the committee will be presented to the faculty for deliberation and a vote to adopt, which requires a 2/3 majority.

Composition. At least four faculty members, one graduate student and one staff member whose composition ideally reflects career stage, gender, disciplinary and other diversity currently within the school. A graduate student representative is elected by the GSO and a staff representative will be elected by the staff.

Terms of service. The committee exists until the faculty vote to adopt the new strategic plan.

Faculty Search Committees

Charge. Search committees are charged by the Dean or an Associate Dean. The charge should include the following:

Announce the expectations of the hiring authority
Define specific responsibilities delegated to the committee
Develop a recruitment plan to ensure the candidate pool includes women and minority candidates, particularly where underrepresentation exists
Create an open and respectful environment among committee members and with candidates interviewed
Evaluate candidates fairly on the criteria advertised in the position announcement
Admonish all committee members to refrain from any conduct whether in committee meetings or otherwise that could constitute, or give the appearance of, inappropriate bias that could improperly influence the committee’s perception and evaluation of the candidates
Maintain confidentiality about search committee proceedings and candidate information
Articulate the School’s commitment to diversity

Function.

Adhere to the charge
Evaluate all applications impartially
Using standardized procedure to rank candidates
Present a short list of candidates for consideration by faculty
Organize visits (with staff help)
Meet as committee with each candidate – collectively ask standard questions
Chair serves as point of contact for all applicants and performs all communication between OSE and candidate (Except regarding hiring negotiations, when the Dean or Associate Dean communicates).
Oversee communication to all applicants (this is often automated by HR, but could include personalized communication with unsuccessful interviewees).

Procedures. Meetings are frequent during the search process, but are ad-hoc and arranged by the chair. Applications are discussed, and a short-list (typically 6-10 candidates) is presented to the faculty. The faculty then meet to select the candidates to be interviewed (this faculty meeting is led by the search committee). The search committee coordinates interviews and the faculty meeting at which faculty make the hiring recommendation.

Composition. At least five faculty members reflecting career stage, gender, disciplinary and other diversity and expertise. Customarily, the committee will invite an outside faculty member or members to serve on the committee. Search chairs are required to be at similar or higher rank as the position. A graduate student representative is elected by the GSO.

Terms of service. The committee exists from the moment it is charged until a candidate accepts an offer or the search fails.

Table 1. Voting body for regularly occurring votes in OSE, criteria for vote to carry, and voting method.

	Governing Faculty	Quorum	Criterion	Vote type
*P&T	see section 1C of Bylaws	⅔ of eligible faculty	see section 1C of Bylaws	W, X
Position theme & job advertisement	All	½ of eligible faculty	>½
*Interview list	All	½ of eligible faculty	>½
*Position offer recommendation	see section 1C of Bylaws	⅔ of eligible faculty	≥⅔	W
*Graduate coordinator	Only Graduate Program Faculty	½ of eligible faculty	>½	X
*Graduate Program Faculty status	Only Graduate Program Faculty	½ of eligible faculty	>½	W,X
*PTU Head	All	½ of eligible faculty	>½	X
Rules and bylaws	All	⅔ of eligible faculty	≥⅔
*Adjunct appointments2	All	½ of eligible faculty	>½	W
*Courtesy appointments3	All	½ of eligible faculty	>½	W
Strategic plan adoption	All	⅔ of eligible faculty	≥⅔
*Ad hoc committee membership	All	½ of eligible faculty	>½	X

Voting topics (rows) and OSE membership categories (columns) illustrate which members are eligible to vote on which topics.

Criterion: Voting threshold required to pass, from a quorum voting ensemble.

Vote type: Open voting (show of hands) unless otherwise stated, W=written ballot (which could be preceded by open straw votes); if “W” is not indicated, then votes are open (i.e., by hand); X=candidate(s) leave room

*Conflict of interest protocol applies

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