SECTION 800 –
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 Regents’ 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 ADA should
contact the Director of Human Resources (404) 244-2380.
17.
The Screening Committee is responsible for checking references
(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)
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 President’s 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 candidate,
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
President’s 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
Revision by HRPC 2/28/02 (DRAFT)
Revision by HRPC 06/20/02 (DRAFT)
Approved by College Advisory Board
10/17/02