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Department Chairs

Department Chair Handbook

Request for faculty position to begin 2017-2018


Department Chair Meetings - Fall 2016

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

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

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

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


Department Chairs' Meeting

October 5, 2016

4:30 - 5:30 PM

Quad 264



•I.       Announcements

•a.      Assessment goals (OARCA and AA available to assist departments)

•                                                    i.     Reminder: 5 year summary AR due in June 2017

•                                                   ii.     Prepare Curricular Map of departmental learning goals and courses

•                                                  iii.     Strategies for highlighting Learning Goals on CSB/SJU website

•b.      Hiring procedure updates

•                                                    i.     Background check for all new hires (adjunct, term, tenure-track)

•1.      Will be a part of the hiring announcement

•2.      Occurs before being invited to campus

•3.      Timing: process takes approximately 2-3 days if in the US; 7-10 days if out of the country

•a.      Notify your top candidates they will receive an email from our vendor asking for a background check to move to the next level.

•4.      Results: shared with Provost

•                                                   ii.     Diversity in hiring: Presidents request new step of consultation with Karen/Barb and HR to approve semi-finalist candidates chosen for phone, Skype, or in-person conference interview, as well as top 5 to review prior to on-campus interviews.

•c.      MLK day: Shortened class periods January 16, 2017; afternoon convocation for whole community; speaker presented by Brandyn Woodard and IISS.

•d.      FYX: look for an email to review the Current Practices Inventory - help us make sure we have gathered all policies, programs,     interventions, councils, committees with a significant focus on first-year students.

•II.      Annual reports; Program reviews: how can APSAC and Academic Affairs best respond?

•                                                    i.     What would be most helpful in response to AR?

•                                                   ii.     What would be most helpful in response to PR?

•III.    Annual Evaluations of Term and Probationary Faculty and Mentoring programs:

•a.      What are your departmental goals in completing the annual faculty evaluations?

•b.      What support, response, guidance would be most helpful to you as chair?

•c.       Mentor programs:

•                                                    i.     Bring programs/methods/ideas to the meeting: Do you have peer mentor programs/techniques? What works well? What doesn't work?

•                                                   ii.     What can we do within departments to create a collegial work environment?

•                                                  iii.     What can we do campus-wide?

•IV.    Scholarship guidelines for R&T: Volunteers to serve on an ad hoc committee




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

2015-2016 Annual Report Submission Portal Link

Annual Report Templates

      -Upload 1: Executive Summary

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

      -Upload 3: Resources

      -Upload 4: Scholarship, Creative Activity, and Service

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







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

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

From the September 2015 Faculty Handbook:                    Professor Emerita/us

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

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

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



   Suggestions for Departmental Assessment Budget Lines: 

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




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


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


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

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



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