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SECTION 800 Ė HUMAN RESOURCES†††††††††††††††††††††††††††††††††††††††††††††††

 

800.02††††††††††† ACADEMIC DEPARTMENT CHAIRS*

 

800.02.01             PROCEDURAL STEPS FOR SELECTION OF DEPARTMENT CHAIRS

 

 

SERVICE OF DEPARTMENT CHAIRS

 

It is a goal of Georgia Perimeter College to promote the development of academic leadership within the College and to provide opportunities for faculty members to serve in leadership roles during their careers at the College.Consistent with this goal, since July 1, 1996, new department chairs are appointed to service at the pleasure of the President for a maximum of four years.Reappointment by the President for up to four additional years is an available option.However, no department chair may serve more than eight consecutive years.After their service as Department Chair, the person will return to a full-time teaching position.

 

During the term of service, the Department Chair may give notice of resignation or the President may remove the Department Chair at anytime at his/her pleasure.

 

A Department Chair may be appointed to serve in an acting or interim capacity in another administrative position in the college during the term as Department Chair.In such cases, the period of interrupted service in this acting or interim capacity will not be calculated in the maximum numbers of years of service possible.

 

*Procedures also apply to the selection of departmental coordinators.

 

 

PROCEDURAL STEPS FOR SELECTION OF DEPARTMENT CHAIR

 

1.      The Human Resources Department will identify individuals who will be entering the last year of service as Department Chair early in May of the third or seventh year of service. For vacancies which may occur at other times during an appointment the selection schedule may be adjusted to accommodate the needs of the department.

 

2.      The Human Resources Department will submit the list of Department Chair openings to the President, Vice President for Educational Affairs, and the Provosts of the campuses on which the vacancies exist.

 

3.      To initiate the search process, the Provost will complete and route the Job Requisition and Job Analysis forms to Human Resources Department, Director of Finance/Budgets and Executive Vice President for Financial and Administrative Affairs.

 

4.      The Job Requisition and Job Analysis forms are returned to the Human Resources Department to prepare for advertising in accordance with the posted advertising procedures, notification to Applicant Clearinghouse, and position announcement disbursal.

 

5.      Screening committees and screening committee chairs will be established by the Provosts.

 

6.      The Human Resources Department will receive applications and send letters of acknowledgment, requesting the following: resume, copies of unofficial graduate transcripts, a list of five professional references (names, addresses, e-mail addresses, and telephone numbers). The Human Resources Department will enclose Applicant Clearinghouse brochure and the EEO Form.

 

7.      The Human Resources Department will schedule training session for Screening Committee members.

 

8.      The Human Resources Department will forward completed applicant files, within a week after deadline, to the Campus Dean of Academic Services.

 

9.      The Chair of the Screening Committee will review applications to eliminate those that do not meet the minimum advertised requirements.

 

10. Chair of the Screening Committee will review applications and consult with the Assistant Director of Human Resources/Ombudsperson regarding the diversity of the pool.

 

11. The Screening Committee should select a minimum of five applicants for interview.

In the case of multiple campus searches within the same discipline, the Provosts will coordinate the shared process.

 

12. Chair of the Screening Committee will make an announcement (via e-mail) to the College community regarding the search process (timeline, etc.).

 

13.   Before any applicant who is currently employed at another Regents' institution is considered for interview, the following must occur:

 

a.†† The Chair will request the Human Resources Department to write a letter from the Georgia Perimeter College President to the President of the employing institution requesting permission to interview an applicant employed at another Regentsí institution.

 

††††††††††† †††† b.††† Permission to interview is received from the President of employing institution.

 

†††† c.††† President will inform the Human Resources Department that permission has been received.

 

d.      The Human Resources Department will inform Committee Chair that interviews may††††† be scheduled.

 

14. The Chair will schedule interviews with the prospective candidates and require†††††† completion of an official Georgia Perimeter College Employment Application form.

 

15. The Chair will inform the Human Resources Department, Provosts, Vice President for Educational Affairs, and the Ombudsperson of the interview schedule.

 

16. Any candidate invited for interview who requires special accommodations under ADAshould contact the Director of Human Resources (404) 244-2380.

 

17.             The Screening Committee is responsible for checking referen≠ces (three of five references submitted with application packet). This should be done prior to scheduling the interview, whenever possible. Telephone reference checks should be documented using the format provided.

 

18. Within one week of selection of candidates for interview, the Chair will return the files of applicants not to be considered for interview to the Human Resources Department.The Chair will provide a list of candidates whose files are being retained for interview.

 

19. The Human Resources Department will notify applicants not to be interviewed, in writing, that they are no longer being considered for the position and retain the original files.

 

20. The Screening Committee will conduct interviews and provide a copy of the interview questions to Human Resources Department for the file. A copy of the department chair job description will be provided to the candidate(s). The interview will include a teaching presentation and an administrative exercise (topic provided by the Screening Committee).In addition, the candidate(s) will be required to provide a writing sample (topic determined by the Screening Committee). If the Committee is unable to forward an appropriate list of candidates, the Committee may recommend that the search be reopened.

 

The Dean of Academic Services and a representative of the Human Resources Department may also observe the interviews.

 

21.At the conclusion of the interview process, the Screening Committee will forward the appropriate list of candidates and the supporting documentation to the Dean of Academic Services who will review the information listed below, verify the faculty profile, and prepare a written recommendation to the Provost.

 

a.†† A narrative summary of interviewed candidates (alphabetical order) describing each candidate's strengths and weaknesses

b.      Affirmative Action Checklist (completes #1,7-9 ONLY, sign and date)

c.†† Interview Checklist from each Committee member (signed and dated) on all applicants interviewed (attach to each candidate's file)

d.†† Telephone reference checks of all applicants interviewed (documented on appropriate form). If the reference checks did not include a recent immediate supervisor, the chair will ask the candidate's permission to contact the individual

e.†† Application packet for all applicants interviewed

f.        Georgia Perimeter College Employment Application Form (completed) for all interviewed candidates

g.      Faculty Profile (list of SACS credentials)

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22.The Dean of Academic Services will return the files of candidates no longer under consideration (including supporting documentation) to the Human Resources Department. The Human Resources Department shall notify all candidates not recommended that they were not among those in the final selection process, notify the Provost by email that the letters have been sent, and retain original files.

 

23.             The Dean will forward the files of recommended candidates (including supporting documentation) and the written recommendation to the Provost.The Provost will review the recommendation and rank the candidates in order of preference.

 

24.             The Provost will forward the recommendation and supporting documentation to the Vice President for Educational Affairs who will review the recommendation for salary, rank, tenure status and probationary credit toward tenure (if applicable).The Vice President for Educational Affairs will forward the files to the Executive Vice President for Financial and Administrative Affairs for review of salary placement.The Executive Vice President for Financial and Administrative Affairs will forward the recommendation to the President for final approval.

 

25.The Presidentís Office will return all files and the recommendation to the Human Resources Department.

 

26.The Human Resources Department will prepare a letter of offer to the selected candidate(s) stating effective employment date, salary, rank, probationary credit, and tenure status.

 

††††††††††† ††††† The Human Resources Department will mail an offer letter with a copy to the Vice President for Educational and the Provost.After acceptance from the selected candi≠date, the Human Resources Department will enter data into the Faculty Information System for Board of Regents approval.

 

27.Should the first candidate decline the offer, an offer may be extended to another candidate.

 

28.The Human Resources Department will write the candidates who were recommended but not selected for employment that they are no longer being considered for the position and will retain the original files. The Provost will notify any full-time internal candidates.

 

29††† After the Board of Regents' regular meeting, which is held the second Tuesday and Wednesday of each month, the Human Resources Department will advise the President, Vice President for Educational Affairs, Executive Vice President for Financial and Administrative Affairs, the Provost and the Budget Office of the approved recommendation(s).

 

30.The Human Resources Department will request the Budget Office to prepare a contract. A contract will be prepared and returned to the Human Resources Department for distribution.

 

31.The signed contract will be returned to the Presidentís Office and forwarded to the Human Resources Department. ††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††

 

 

APPOINTMENT AND SALARY

 

Department Chairs shall be converted to twelve-month fiscal year contracts.Attached to their fiscal year contract each year will be a memorandum stating their nine-month faculty base salary as it is increased in order to avoid confusion at the time of return to full-time teaching.

 

Salaries for Academic Department Chairs are determined by multiplying their nine-month academic year salary by 1.3 (that is, by adding 30%). If an additional adjustment is required, a supplement will be added to the twelve-month salary.At the end of the assignment as department chair, if the employee returns to a nine-month academic year appointment, the supplement will be deducted and the twelve-month salary will be converted to a nine-month salary by dividing the twelve-month salary by 1.3.

 

Department Chairs will receive a reduced teaching load during their service.Their teaching load will normally be two to four classes per year, depending upon the size and complexity of the department as determined by the Provost in consultation with the Vice President for Educational Affairs.

 

Department Chairs will accrue twenty-one days of annual leave each fiscal year.

 

 

Administrative Team Meetings 5/21/96 and 6/18/96

Revisionby HRPC 2/28/02(DRAFT)

Revision by HRPC 06/20/02 (DRAFT)

Approved by College Advisory Board 10/17/02