Administration of the University

This chapter of the Faculty Handbook describes the procedures for the appointment of academic and other specified administrative personnel and lists those major administrative policies of the University which directly impinge on the faculty. Policies closely allied to curricular development, instructional procedures, personnel matters, faculty research, and other information will be found in Chapters IV through VIII.

The President

In addition to being chief governing officer concerned with the development of internal policies, the President is also the chief executive officer. As such, the President is concerned with the implementation and execution of both the internal policies of the University and those established by the Board of Trustees and the Chancellor. The principal administrative officers participate in the functions and procedures developed to enable the President to meet these responsibilities. In addition, the community served by the University is represented on the President's Advisory Board.

The President's Advisory Board

The President's Advisory Board is a group of persons who reside in the area from which the University draws its students. As specified in the Education Code, sections 89060-89066, the Board may have no fewer than seven nor more than 13 members, each appointed to a four-year term on a staggered schedule. The President appoints new members to the Board after consulting with continuing members. No more than three members may also be members of a school board or hold any salaried educational position. None may hold a salaried position with The California State University at the time of service on the Board.

The Advisory Board consults with and advises the President regarding the improvement and development of the University.

The Faculty and Students

Just as faculty members and students have a voice in the governance of the University by their involvement in the legislative functions of the Academic Senate, so, too, do they have a role in the administration of the University through their service on various standing and ad hoc committees of the Senate.

Advisory Committee to the Trustees' Committee for the Selection of the President (ACTCSP)

 (Senate:  11/6/12; President:  11/26/12)

 A.  The Chair of the Academic Senate and two faculty members will serve on the ACTCSP as called for in the California State University Board of Trustees policy adopted September 20-21, 2011.  The faculty representatives will be elected by those members of the faculty granted the right to vote in university-wide elections by University policy (see policy on Voting Rights of Faculty for the list of eligible categories of voters).

B.  Nomination requires a statement, not exceeding 250 words, from the nominee describing why the candidate is well qualified to serve on the ACTCSP.

C.  Tenured and tenure-track faculty may self-nominate or may give written permission to be nominated by a faculty colleague.  Only nominees with completed applications will appear on the ballot.

D.  Faculty members serving in positions in the Management Personnel Plan are not eligible to serve on the ACTCSP as representatives of the faculty.

E.  The timeline for the election will be as follows:

1.  Announcement of election and period for preparation of nomination packet ten working days

            2.  Posting of online election seven working days

                        Links to the nomination statements will be provided

3.  Announcement of election results as soon as possible after the conclusion of the election

Appointment of Administrators - Formal and Informal Consultation; Ad Hoc Advisory Committees

(Senate: 1/2/64, 1/6/66, 2/10/67, 12/2/69, 11/15/77, 1/13/98, 2/16/99, 7/16/03; President: 1/2/64, 1/21/66, 2/22/67, 12/31/69, 11/21/77, 5/18/98, 3/31/99, 8/27/03; Editorial Amendment: 9/00, 8/01, 11/07)

When an administrative vacancy requiring formal consultation is announced by the President, an ad hoc advisory committee will be established. All persons serving on such an ad hoc committee must recognize that their responsibilities include positive efforts to strengthen the University's commitment to inclusivity and diversity.
 
Nominees for each committee shall:
a.  possess specific knowledge or relevant experience;
b.  agree that primacy will be given to the importance of the search process;
c.  be available for selection committee meetings on Fridays as well as other times, as needed;
d.  agree to maintain the confidentiality of the entire process.
Before recruitment for any position requiring formal consultation takes place, a job description detailing duties, responsibilities and qualifications, shall be established in writing by the appointing authority and reviewed with the Executive Committee of the Academic Senate.  Subsequent to the establishment of an ad hoc advisory committee, explicit and reasonable criteria for evaluating applicants shall be established in writing by the ad hoc advisory committee.  All applicants for a position shall be judged by the same criteria.

Each committee will include a majority of individuals who are tenured members of the faculty, as described below.
 
a. For the central administrative positions of Provost/Vice President for Academic Affairs, Associate/Assistant Vice President for Academic Affairs, Vice President for Student Affairs, Dean of Undergraduate Studies, Dean of Graduate Studies and Research, Dean of Educational Support Services, Dean of Extended Education:
1.  four tenured faculty members (no more than two from any one college)* to be elected by the Academic Senate  from the university at large; and
2.  two members appointed by the President from the university at large.
3.  in the case of the Vice President for Student Affairs, there will be one student in good standing elected by the Board of Directors of  the Associated Students, Inc.
b. For college deans/University Librarian:
1.  three tenured faculty members from the college/Library in which the vacancy exists, to be elected by the faculty of the college/Library, with no more than one from any one department/division/school, discipline, or sub area;**
2.  one tenured faculty member, not from the college concerned, to be elected by the Academic Senate; and
3.  one member appointed by the President from the University at large.
c.  For the Associate/Assistant Vice President for Student Affairs/Student Services or Enrollment Management:
1.  two tenured faculty members from different colleges,* to be elected by the Academic Senate from the University at large;
2.  two students in good standing, to be elected by the Board of Directors of the Associated Students; and
3.  one to three members appointed by the President from the University at large. Faculty members appointed by the President shall be tenured.
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*Faculty members in the Library and Student Affairs are considered a college for this purpose.
**Although the Academic Senate employs the preferential ballot with a single-transferable vote in all campuswide and University elections where a written ballot is used, the election of the three faculty members from a college to serve on the ad hoc advisory committee for the consultation on selection of a new college dean shall be governed by the rules, procedures, and precedents prevailing in the college involved.
Recommendations by a committee shall require the affirmative vote of no fewer than four members in a five member ad hoc selection committees, and the affirmative vote of no fever than five members in ad hoc selection committee of six or more individuals.
Each such advisory committee will elect its own chair.
 
The above procedures will be followed in all cases, whether the appointment is a permanent or an acting appointment, except that acting appointments for three quarters or less do not require the establishment of a committee. In such cases, the President shall utilize informal consultation in making the acting appointment.
 
The committee will receive recommendations for the appointment to be filled from members of the faculty and administration.  It will actively and expeditiously seek names of candidates, both on campus and off, and will screen them in order to help find the best persons for the position.  It will be in constant consultation during this process with the President or designee. 
 
The committee will be expected to interview finalist candidates on the campus.  The committee in consultation with the appointing authority shall determine the extent of the interaction candidates will have with the broader campus community, including students and faculty.
 
At the invitation of the President or the committee, other interested individuals or groups will interview the candidates, depending upon time available and the degree of closeness of their working relationships with the appointee. Their reports, written where feasible, will be submitted to the committee and the President or designee.
 
Primacy will be given to the importance of the search process by members of the administration.  Their reports, written when feasible, will be submitted to the    President or designee.
 
No individual may be appointed to an administrative position who previously had been dismissed for cause, either from a position in The California State University pursuant to the Education Code, section 89535, or from any other institution of higher education. Any proposal to appoint such individuals shall be submitted to the Office of the Chancellor, together with supporting documentation. The matter will be reviewed and the campus involved will be advised of the determination in each case. (Chancellor's Executive Order 158, September 1972)

Informal Consultation in Appointment of Administrators

In informal procedures, the appointment shall be made by the President after consultation with the Executive Committee of the Academic Senate. The following professional positions which carry rank and class or which are equivalent to such positions and which are not covered by formal consultation will be covered by this type of review:

1.  All professional personnel reporting directly to the President (including the Vice President for Administration and Chief Financial Officer, the Vice President for Institutional Advancement, and the Vice President and Chief Technology Officer).

2.  All administrators reporting directly to the Vice President  for Administration and Chief Financial Officer, the Vice President for Institutional Advancement, and the Vice President and Chief Technology Officer.  

Before recruitment for any position requiring formal consultation takes place, a job description detailing duties, responsibilities, qualifications and requirements shall be established in writing by the appointing authority and reviewed with the Executive Committee of the Academic Senate.   The appointing authority shall determine if an ad hoc advisory committee will be established.  If the search is to be conducted by the appropriate administrator or an ad hoc committee, explicit and reasonable criteria for evaluating applicants shall be established in writing and endorsed by the University Director of Human Resources.  All applicants for a position shall be judged by the same criteria.

Report by President on Consultation

The President shall report to the Academic Senate whether appointees did or did not have the recommendation of the ad hoc committee in the case of formal consultation, or that of the Executive Committee, in the case of informal consultation.

Review of  Rank of Administrators*

The initial appointment of administrators  to academic rank shall be subject to review by the appropriate  department/division/school.  Promotion in rank shall be in accord with University policy.
 
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*The Trustees of The California State University adopted the following resolution on July 9, 1980:
Resolved: That the Trustees adopt the following minimum standards for the evaluation of academic administrators:
Academic administrators serve at the pleasure of the President. It is the policy of the CSU that all academic administrators be evaluated at regular intervals. It is necessary that each evaluator be aware of the perceptions of those who work with the administrators under review. The President shall develop procedures for the systematic acquisition of information and comments from appropriate administrators, faculty, staff and students on the work of the administrators to be evaluated.

Academic Administrative Positions Requiring Formal Consultation

(Senate:  1/24/64, 1/6/66, 2/10/67, 12/2/69, 11/15/77, 3/3/98, 7/16/03; Executive Committee:   4/23/03; President:   1/2/64, 1/21/66, 2/22/67, 12/31/69, 11/21/77, 10/16/98, 5/16/03, 8/27/03; Presidential Clarification: 8/22/00; Editorial Amendment: 9/00)    
 
Formal Consultation in the appointment of administrators shall be accomplished through the use of ad hoc committees.  The following positions, or new positions of comparable rank, as determined by the President in consultation with the Executive Committee, shall involve formal consultation:
 
    Provost and Vice President for Academic Affairs
    Associate/Assistant Vice Presidents for Academic Affairs
    College Deans/University Librarian
    Dean of Educational Support Services
    Dean of Graduate Studies and Research
    Dean of Undergraduate Studies
    Dean of Extended Education
    Vice President for Student Affairs
    Associate/Assistant Vice Presidents for Student Affairs/Student Services or
Enrollment Management
   

Faculty Perceptions of Performance of Administrators

(Executive Committee: 7/3/90, 10/11/94; Academic Senate: 4/10/01, 2/14/06; President: 7/23/90, 10/21/96; 5/21/01, 10/2/06; Editorial Amendment:  9/99, 9/00, 9/03)

The procedures that follow outline a process for collecting, interpreting, and reporting faculty perceptions of the work performance of specified administrators. This information is used as one element in the evaluation of administrators. The Executive Committee has primary responsibility for this process.

Administrators concerned:

Group 1:

Provost and Vice President for Academic Affairs
Associate/Assistant Vice Presidents for Academic Affairs 
Dean of Undergraduate Studies
Dean of Graduate Studies and Research
Vice President for Student Affairs
Associate/Assistant Vice President for Student Affairs/Student Services or        Enrollment Management

Group 2:

Deans of the Colleges
University Librarian
Dean of Division of Extended Education

Group 3:

Vice President for Administration and Chief Financial Officer
Associate Vice President for Administration and Finance/Financial Services
Vice President for Information Technology Services and Chief Technology    Officer
Associate/Assistant Vice Presidents for Information Technology Services
Vice President for Institutional Advancement
Executive Director of  Public Affairs

If new administrative positions at the level of Associate Vice President or Dean, or that report directly to the President or any of the Vice Presidents, are created, there shall be discussion between the President and the Executive Committee about whether the administrator is to be included in these procedures and, if so, in which Group.
 
The Committee will evaluate each group of administrators every three years.
 
Procedures:
    d reports faculty perceptions of the performance of each administrator in the Group.
        a. The ad hoc committee reviews the job description and recent work plans of each administrator, in the light of the mission and goals of the University.
  • Each year, in the Fall Quarter, the Executive Committee appoints a three-person ad hoc committee to gather faculty perceptions of that academic year's group of administrators. The Secretary of the Senate shall be the liaison member of the Executive Committee to the ad hoc committee; the Executive Committee may delegate to the Nominations Committee the selection of the other members of the ad hoc committee. The ad hoc committee elects its own Chair.
  • The ad hoc committee collects, interprets, an
            b. Based on its review, the ad hoc committee develops a written plan for collecting information, bearing in mind the suggestions below.
     
                (1) The aspects of administrative performance to be reviewed, including the contribution of the administrator in meeting affirmative action goals of the University, and the performance of administrators reporting to the administrator to be reviewed.
                (2) A method for collecting information which must include a survey of selected faculty; and may include:
                        (a) written comments prepared by committees on which the administrator serves as Executive Secretary, or which interact with the office of the administrator, based on administrative performance pertinent to the committee's work. Provisions shall be made for those selected faculty members to have access to a copy of the job description and work plan for the administrator being evaluated.
                        (b) signed statements from faculty pertaining to administrative performance, solicited from the faculty at large; the administrative assistant to the Senate shall forward the contents of these statements, minus the signatures to the ad hoc committee to preserve confidentiality;
            (3)  A description of the faculty groups to be surveyed.
            (4)  A schedule for collecting information.
    3.  The ad hoc committee submits its plan to the Executive Committee for approval.
    4.  The ad hoc committee follows the approved plan, collects its information, and submits its report to the Executive Committee by the end of the second week of Spring Quarter.
    5.  The Executive Committee reviews the reports, may add its own comments (clearly identifiedas such), submits the reports to the designated evaluators of the administrators reviewed by the end of the fifth week of Spring Quarter, and meets with the evaluators to discuss the reports.
    6.  These procedures and reports are strictly confidential. Faculty submitting surveys and written comments shall be informed in writing that the confidentiality of the perceptions they submit may be disclosed in legal or administrative proceedings and that such confidentiality is protected only to the extent provided by law.
  • Associate and Assistant College Deans

    (Senate: 5/25/65, 8/24/71; President: 6/15/65, 8/25/71; Editorial Amendment: 9/00, 8/01)

    The associate or assistant dean performs line or staff functions within Board of Trustees, Chancellor's Office, and university policies, as directed by the dean. While not necessarily a senior professor, it is expected that the incumbent will possess those scholarly, administrative, and personal characteristics that will secure the respect of the college's faculty, and thus assist the dean to the maximum.
     
    The process of selection includes the principle of consultation by the dean with the department/division chairs, school directors and with an elected faculty committee. The procedures are developed within the college and filed with the President and with the Provost and Vice President for Academic Affairs. Appointment is by the President, upon recommendation of the college dean.
     
    Inasmuch as no administrator holds office as of right, the appointment as associate or assistant dean is for an unstated term, but the incumbent can be removed from office by the dean only after full discussion with the associate or assistant dean concerned, or by the President only after full discussion with the dean and the associate or assistant dean concerned.
     
    Where more than one associate or assistant dean is appointed in a college, the dean shall designate beforehand one to serve as acting dean in the absence of the dean.
     
    Associate and assistant deans shall be reviewed annually following procedures adopted by the college. One of the elements considered in the evaluations will be the efforts of the associate and assistant deans in implementing the principles of affirmative action of the University in any faculty and staff recruitment and selection, as well as in the supervisory responsibilities of their offices.

    Department/Division Chairs and School Directors 

    (Senate: 3/5/64, 2/20/68, 12/2/69, 8/22/72, 7/21/76, 5/23/95, 8/27/02, 1/25/05, 10/30/07, 1/14/14; President: 3/9/64, 3/27/68,12/31/69, 8/25/72, 8/5/76, 7/7/95, 11/13/02, 2/28/05, 11/29/07, 2/4/14; Editorial Amendment: 9/00)

    When a vacancy occurs or is expected to occur in a department/division chair's or school director's position, the department/division or school, under the initiative of the college dean, will elect by secret ballot a three-person (or comparably limited number) advisory committee. Membership on the advisory committee shall not be considered a detriment to selection as department/division chair or school director. Persons eligible to vote for or eligible for election to the committee membership are all full-time probationary and tenured faculty (including all such members who have become administrative officers, with tenure rights as academic employees, in the college, University, or The California State University system). Members who serve on the advisory committee must recognize that one of their responsibilities is to make positive efforts to implement the principles of diversity and inclusivity of the University.
     
    The advisory committee will solicit recommendations of the faculty members of the department/division/school in the form of a secret preferential ballot. The ballot shall include all tenured members of the department/division/school and also provide an opportunity for the faculty to express a preference to search outside the University. Each temporary, tenured or probationary faculty member of the department/division/school will be given the opportunity to rank all names on this ballot which are acceptable as department/division chair or school director. Faculty with less than a 0.5 time base shall receive 0.5 votes. Faculty with a time base of 0.5 or above shall receive one vote.This ballot will be transmitted to the advisory committee which shall utilize the rankings as an important source of information in reaching its recommendation.
     
    The advisory committee may also consult the relevant records of candidates, and may also consult individual members of the faculty in the department/division/school. It will also keep the college dean generally informed of its progress, and give careful consideration to the dean's views on the nature of the position of department/division chair or school director.
     
    The advisory committee will render its recommendation of one or more candidates for the chair's or director's position to the college dean. Given the role of department/division chairs and school directors in the recruitment, retention, tenure and promotion process, normally only tenured full professors are eligible to hold these positions.  In the event of few or no tenured full professors, committees may also consider tenured associate professors, or, tenured full professors from other departments/divisions/schools, with justification for their recommendations in either case. If the recommendation is not accepted, the advisory committee will be so informed, along with the reasons for such action, and will further review potential department/division chairs or school directors and make further recommendations. The dean and the department/division/school advisory committee shall each have a veto power in their considerations.
     
    Terms of department/division chairs or school directors shall be determined by their respective departments/divisions/schools with the approval of the appropriate college committee and the dean. The appointment shall be for a term of no less than three years and no more than five beginning with the first day of any quarter. Normally the department/division chair or school director may be appointed for a maximum of two terms consecutively. Appointments beyond those two terms require the approval of an appropriate college committee, the dean, and the Provost and Vice President for Academic Affairs.   In the case of reappointment, the same procedures shall be followed as in the case of a vacancy. The chair or director may hold a 12 month position when mutually agreeable among the nominee, department/division/school, and the dean of the college, and when administratively desirable and fiscally feasible. Whenever feasible, the department/division chair or school director should continue to teach on a part-time basis.
     
    Since chairs are foremost faculty members, when a college dean thinks that an off-campus search for a department/division chair or school director is necessary, but the department/division/school does not concur, the dean shall consult with the college Faculty Policy Committee (or equivalent) and shall carefully consider their views as to the advisability of seeking a chair from off campus.  That college committee will consult faculty from the affected department/division/school and review the most recent department/division/school program review document, and then advise the dean.  If the dean finally concludes that an off-campus search is warranted, the college Faculty Policy Committee will establish the process for electing or appointing the search committee of three to seven tenured faculty members, after giving the department/division/school the opportunity to indicate its preferences as to the membership and chairing of the search committee.  The search committee shall conduct a nationwide search and make a recommendation to the dean from the pool of candidates.  Except as noted in this paragraph, the committee's search will be governed by the policies and procedures for faculty appointments in the Faculty Handbook
    Following the procedures outlined above, the department/division chair or school director selected will be appointed by the President or designee.
     
    As long as the general procedures stated above are followed, a department/division/school may propose supplementary requirements, e.g., eligibility criteria for the chair or director or for advisory committee members, subject to the approval of the college, with the procedure being approved and recorded by the President. In the unlikely event that the above procedures do not lead to selection of a department/division chair or school director in a reasonable length of time, e.g., one full academic quarter, the President or designee may appoint a department/division chair or school director for a term not exceeding one university year. Normally an acting chair or director so appointed shall not be reappointed for a second consecutive one-year term as acting chair or director.
     
    The department/division chair or school director can be removed as chair or director by the President, but only after full discussion with the college dean and with the tenured and probationary faculty of the department/division/school concerned. The President or designee will normally be expected to report reasons for such action to the department/division/school.
     
    The department/division chair or school director will be subject to annual reviews by the department/division/school and the college dean according to procedures established by the college. The evaluation of all department/division  chairs or school directors within a college will follow the same procedures. All full-time faculty and those part-time faculty serving during the year of the review, must have the opportunity to participate in this evaluation of their chair or director. The annual reviews by the department/division/school and the college dean shall be formal written reports to be included in the department/division chair's or school director's personnel file.  If a review includes statements and/or opinions about the performance of a department/division chair or school director from individuals other than the author(s) of the report, the source(s) of such statements and opinions shall be identified by name.  The review shall involve an appraisal of the leadership provided by the chair or director in the selection and retention of a highly qualified faculty (including efforts made to implement the principles of diversity and inclusivity of the department/division/school and the University), the ability to meet and deal with problems, leadership in curriculum development and revision, and overall attention to effective course scheduling and other responsibilities of the position.
     
    Department/division chairs or school directors shall be guided by a manual outlining college policies and procedures for which the college dean is responsible as to development and periodic revision. In addition, there shall be both orientations and regular working sessions for department/division chairs and school directors, conducted by the college dean and, as needed, by the Provost and Vice President for Academic Affairs or designee.
     
    Compensation of the department/division chair or school director in the form of assigned time or in other ways may be recommended by the college dean and determined by the President or designee.

    Department/Division Associate Chairs and School Associate Directors

    (Senate: 5/11/67, 8/27/02; President: 5/15/67; 11/13/02)

    An associate chair or director shall be appointed to serve as acting chair or director in the absence of the chair or director and to assist the chair or director as needed. During the period of service as acting chair or director, the associate chair or director shall be given the released time which would otherwise be given to the chair or director, and may be given additional released time during one or more of the remaining quarters of the academic year to assist the chair or director in administrative duties. The associate chair or director normally shall serve for at least one year, but in no case longer than the unexpired term of the chair or director.
     
    The associate chair or director shall be appointed by the dean of the college upon recommendation of the department/division chair or school director. The chair or director shall make a recommendation only after department/division/school consultation, following procedures established by the total full-time department/division/school  faculty. These procedures shall be on file in the office of the college dean.

    Administrative Policies

    Agreements of the University

    (Senate: 1/14/69; President: 1/15/69)

    Any agreement as to policy, program, curriculum, or administrative decisions made at California State University, Los Angeles which is inconsistent with or violative of established appropriate consultative processes shall be of no force or effect.

    Office Assignments

    The Provost and Vice President for Academic Affairs or designee is responsible for the allocation of space to the colleges after consultation with the college deans. College deans are responsible for specific assignments of space from the college allocation.