Department Leadership Policy

College of Agriculture

Academic departments within the Auburn University College of Agriculture (AU COA) may be led by either a Head or Chair. As either a Head or Chair, these individuals will have the rights, responsibilities, and authorities included in the respective job descriptions (See Appendix A for complete job descriptions).
Differences between the two titles are as follows:
The Chair will be selected following the procedure described in Appendix B and will serve as leader of the department for a specified tenure (three to five years). The Chair will be eligible for reappointment to the position upon a positive vote by the faculty of the department.

The Head will be selected through a national search following procedures defined by the Auburn University Provost’s Office, the Office of AA/EEO, and the COA. (The procedures for the selection of a Department Head are defined by the Provost’s Office in the Faculty Recruitment Manual.) The Head will serve for an indefinite period of time.
The Dean, in consultation with faculty from the department, will determine whether the departmental leadership position will be filled by a Head or Chair. The Dean will have the responsibility for the final decision regarding the title of the position. It may be necessary for the Dean to appoint an Acting or Interim Head or Chair until a Head or Chair is in place.
Generally, an Acting Head or Chair would serve in the leadership position for a department while the person who is in that position is unable to serve [e.g., illness, extended assignment away from office]. An Interim Head or Chair would serve in the leadership position for a department during the transition period between the selection and appointment of a Head or Chair.
Head/Chairs shall be evaluated annually by the Dean, or at any other time that a majority vote of the departmental faculty calls for a detailed review. Criteria for the review will be the same for Head or Chair.
The Dean will actively seek input from faculty, staff, students, and other stakeholders. Input may be solicited using a standard evaluation instrument to evaluate administrators such as the one provided by the Faculty Senate or one developed specifically by the College.

If the Dean determines, after appropriate review and consultation with department faculty, that the Head is not providing effective leadership for the department, the Dean may ask that the Head step down from the leadership position of the department.

If the faculty determines, after appropriate review and consultation with Dean, that the Chair is not providing effective leadership for the department, the faculty may recommend to the Dean that the Chair be removed from the leadership position. The Dean shall make the final decision.
General Guidelines for Compensation of Heads and Chairs

Compensation for a Head or Chair shall be competitive. A major component of salary determination will be the market value that exists for similar positions. As salary offers are made to potential Heads/Chairs, other factors such as available funds, comparison to other COA Department Head/Chair salaries, experience of the candidate, the size of the department, and the breadth and complexity of the department’s programs will also be considered.
If, after appropriate review, a Head is asked to step down from his/her position of leadership, adjustment of salary will be according to the salary reduction guidelines established during negotiation and as stated in the letter of offer.
At the conclusion of the term of office as Chair, the faculty member’s salary will be reduced as outlined in the appointment letter. In no case shall the former Chair be harmed financially from the experience in administration.
Additional salary compensation for an Acting Head or Interim Head shall be negotiated with the Dean.

Effective Date: September 23, 2004

Appendix A
Department Head Job Description

The Department Head serves as senior faculty member, leader, and administrator of the academic department. The Head promotes excellence in all programs of the department. The Department Head performs professional duties requiring leadership, vision, long-term and short-term planning, decision making, and coordination for instruction, research, extension/outreach, and international programs.

At the departmental level, the Head is responsible for faculty recruitment and development, instructional program development and quality enhancement, coordination of departmental research and service programs, and evaluation of personnel and, through the Dean, represents the department’s interests to units inside and outside the University. The Head also maintains relationships with students; alumni; college and university administrators, councils, and committees; regional, national, and international professional organizations; statewide constituents and clientele; and various other public and private groups.

The Department Head administers the expenditure of allocated funds and other resources available to the department. The Head ensures that accurate fiscal and human resource records and files of departmental policies and activities are maintained.

The Head exercises independent judgment and discretion about details of daily work. Work is self-directed and the Dean oversees unusual matters. The Head must have effective interpersonal and human resource management skills. The Head must have a clear understanding of the land-grant university system, its mission and its constituents.

The Head always seeks input and guidance from departmental faculty relative to overall direction, philosophies, and policies of the department. All shall be concerned with the maximum attainment of the department's collective goals. Recommendations relative to all matters of departmental policy and administration shall be made to the Head by departmental faculty, but the responsibility for final decisions and implementation shall rest with the Head. All should continually realize that through their recognized interdependence and the value of continued two-way communication, maximum productivity of the department may be achieved.

Specific Job Responsibilities of Head:

Provide leadership, vision, long-term and short-term planning, and coordination for research, instruction, extension/outreach, and international programs within departmental disciplines. Demonstrate effective administrative leadership, sound fiscal management, visionary program development, and strong advocacy abilities.

Appoint and coordinate all committees within the department. Coordinate departmental research and service programs. Formulate short-term and long-term plans for the department. Evaluate programs on a consistent basis. Initiate corrective action to address inadequate program areas.

Advocate the needs of the department to the Dean. Maintain liaisons with related offices such as the Registrar, Graduate School, Alumni Association, Development, etc. within the University. Maintain strong and effective relationships and be an advocate with students, alumni, industry, state and Federal agency personnel, and regional, national, and international professional organizations, and state-wide constituents.

Coordinate with COA HR office relative to faculty, administrative professional and staff human resource functions. Conduct recruitment activities in accordance with AA/EEO, COA, and departmental minority plans and human resource policies and procedures. Evaluate faculty, administrative professionals, and staff. Conduct annual evaluations and review procedures for promotion and tenure recommendations for faculty plus process graduate faculty renewals and appointments, and appointments for adjunct and affiliate faculty in a timely fashion. Approve recommendations from supervisors for career ladder promotions of administrative professionals and staff.

Manage and oversee all departmental resources including financial, human, facilities, equipment, etc. Assign resources to program areas. Ensure that accurate records and files are maintained.

Direct disciplinary processes according to established policies and procedures. Enforce policies and implement procedures so as to be fair, impartial and consistent.

Department Chair Job Description

The Department Chair serves as an elected administrator of the academic department. The Chair promotes excellence in all programs of the department. The Department Chair, with input and consensus from the faculty, performs professional duties requiring leadership, vision, long-term and short-term planning, decision making, and coordination for instruction, research, extension/outreach, and international programs. The Department Chair should attempt to maintain his/her activities in the department’s academic life through teaching, research, and/or outreach/Extension commensurate with the primary administrative responsibilities.

The Department Chair will oversee the establishment of faculty committees to assist with matters of departmental policy and administration. All members of the department should continually realize that through their recognized interdependence and the value of continued two-way communication, maximum productivity of the department may be achieved. Accountability for final decisions and implementation shall rest with the Chair.

At the departmental level, the Chair is responsible for faculty recruitment and development, instructional program development and quality enhancement, coordination of departmental research and service programs, and evaluation of personnel, and, through the Dean, represents the department’s interests to units inside and outside the University. The Chair also maintains relationships with students; alumni; college and university administrators, councils, and committees; regional, national, and international professional organizations; statewide constituents and clientele; and various other public and private groups.

Based upon the recommendations of appropriate faculty committees, the Department Chair administers expenditure of allocated funds and other resources available to the department. The Chair ensures that accurate fiscal and human resource records and files of departmental policies and activities are maintained.

The Chair may exercise independent judgment but leads the department in a manner that will ensure that recommendations of appropriate department committees are solicited and considered. The Chair must have effective interpersonal and human resource management skills. The Chair must have a clear understanding of the land-grant university system, its mission and its constituents.

Decisions relative to the direction, philosophies and policies of the department will be made by the faculty under the leadership and guidance of the Chair. The Chair shall have the responsibility and authority to resolve any conflicts that affect the overall welfare of the department.

Specific Job Responsibilities of Chair:

Provide leadership, vision, long-term and short-term planning, and coordination for research, instruction, extension/outreach, and international programs within departmental disciplines. Demonstrate effective administrative leadership, sound fiscal management, visionary program development, and strong advocacy abilities.

Coordinate the election by the faculty of an Executive Council. The Department Chair will chair the Executive Council. The Executive Council will make recommendations relative to departmental teaching, research, and service programs; formulate short-term and long-term plans; evaluate programs on a consistent basis; and initiate corrective action to address inadequate program areas.

Additional committees within the department will be established and selected based on guidance from the Executive Council. It is possible that some of these committees will be appointed by the Chair and others will be elected by the faculty.
Advocate the needs of the department to the Dean. Maintain liaisons with related offices such as the Registrar, Graduate School, Alumni Association, Development, etc. within the University. Maintain strong and effective relationships and be an advocate with students, alumni, industry, state and Federal agency personnel and regional, national and international professional organizations, and state-wide constituents.

Conduct recruitment activities in accordance with AA/EEO, COA, and departmental minority plans and human resource policies and procedures. Evaluate faculty, administrative professionals, and staff. Conduct annual evaluations and review procedures for promotion and tenure recommendations for faculty plus process graduate faculty renewals and appointments in a timely fashion. Approve recommendations from supervisors for career ladder promotions of administrative professionals and staff.

Manage and oversee all departmental resources including financial, human, facilities, equipment, etc. Assign resources to program areas. Ensure that accurate records and files are maintained.

Direct disciplinary processes according to established policies and procedures. Enforce policies and implement procedures so as to be fair, impartial, and consistent.

Appendix B
Chair Selection Procedure

Tenured professors from the department selecting a chair shall be eligible.

A selection committee from the department of three to seven faculty will be elected, and a chair of the committee will be named by the departmental faculty. The Committee will oversee the selection process

The chair of the selection committee will issue a formal call for candidates, giving a minimum of two weeks for individuals to declare their interest in the position.

The selection committee chair will inform the Dean of the candidates. If it is determined by the departmental faculty that no acceptable internal candidates are present, then a national search may be initiated.

Candidates will be given a minimum of three weeks to submit application materials. Materials must include a current curriculum vita and cover letter. The Selection Committee will determine other materials to be included.

Materials submitted by candidates will be located in a central area for review by faculty, administrative professionals, staff, and graduate students during the interview period. All appropriate individuals will be notified of the availability of the materials. An appropriate time for review must be allowed prior to beginning the interview process.

Interviews will be conducted as scheduled by the selection committee. Candidates will meet with the Dean, the Dean’s Administrative Team, Department Heads/Chairs in the COA, administrative professionals, staff, and graduate students, outside commodity, and constituent groups and any others as determined by departmental faculty. Each candidate will be required to make a formal presentation to the Department as defined by the selection committee.

The Selection Committee chair will call a meeting of the faculty to vote. Each candidate must be nominated and seconded in an open faculty meeting. Voting by those eligible to vote (tenure-track faculty) will take place by secret ballot. Input from administrative professionals, staff, and graduate students will be solicited by the selection committee in a non-voting capacity.

The Chair of the Selection Committee will prepare a written report to accompany the ranking of the candidates that will include the faculty vote and any additional input or information deemed appropriate by the selection committee. This report will be forwarded to the Dean.

The Dean will act on the department’s recommendation after he/she receives the report from the selection committee regarding the faculty vote. The Dean will notify the departmental faculty in a timely manner of his/her selection.

The Department Chair will normally hold the position for a three to five-year term, with the possibility of being re-elected for additional term(s). A vote should be taken of faculty prior to beginning the selection process to determine if the current Department Chair will remain in place. Upon selection of a new Chair, the past Chair should assist for a reasonable period in mentoring the new Chair.

If the Department Chair election process fails to result in a decision, the Dean may appoint an Interim Administrator until another search can be initiated for either a Chair or a Head. If it appears that the temporary position may be of extended duration, then appropriate salary adjustments may be made for the designated individual.