Approved by the
Approved by the
Chancellor: May 21, 2008
General Guidelines for Writing and Revising A Unit Code of Operation
Unit
codes should be developed according to ECU
Faculty Manual, Appendix L. East Carolina University Code. Units should include descriptions of procedures
followed in the unit that are not covered in Appendix L and other Appendices of
the ECU Faculty Manual. In addition:
1. Codes should be submitted on line numbered
paper. All pages should include page
number and date: e.g., new codes: 1:10/05/94;
revised codes: 1: 10/10/94 rev.
2. Amendments must be made by following the
amendment procedure of the current unit code. When submitting amendments, Unit
Code Committees should briefly describe the reason for the change and indicate
the line numbers affected, as well as provide copies of the affected pages in
the current code with proposed changes underlined. They should also submit the
revised amendments along with the original text. Amendments will be treated by
the
3. Comprehensive Code Review. Every seven (7)
years, the
2008/09 Anthropology
(97), English (97), Sociology (97), History (98), Philosophy (99), Political
Science (99), Foreign Languages (99), Music (00), Biology (00), Theatre and
Dance (00),
2009/10 Medicine (01), Geography (01)
2010/11
Physics (03), Chemistry (03), Academic
Library Services (03)
2011/12 Social Work (04), Child Development and
Family Relations (04),
Interior Design (04),
Economics (04), Criminal Justice (04)
2012/13 Technology
and Computer Science (05) Education (05), Art and Design (06), Allied Health
Sciences (06), Business (06),
Math
(05)
2013/14 Geology (07), Nutrition and Dietetics (07),
Health and
Human
Performance (07)
2014/15 Nursing (08), Psychology (08), Communication
(08), Hospitality
Management
(08), Health Sciences Library (08)
One year prior to this date, code
units will be asked by the Chair of the Faculty, to form a unit code committee
to determine whether the current code still reflects current practice and is in
compliance with university regulations, to propose changes (if any), to the
tenured faculty of the unit. In the
following year, representatives will be asked to meet with the
4. Submit fourteen (14) copies of the code and
amended code, if appropriate, to the
5. Codes should be submitted with a cover letter
(
6. Codes should be submitted with a cover page
(see II. below)
I.
Cover letter
The
cover letter should state that the code was approved by majority of permanently
tenured faculty members of the unit. See
Appendix L, Sect C 1.
A. First Codes: Cover letter should state that it
is the first code from the unit. Explain
how the unit was established, for example by dividing one unit into two. See Appendix L, Sect D 2b “dividing a code
into two or more code units.” OR
B. Amended Codes: Clearly indicate the changes
that are being proposed and why. Amended
codes should include copies of the current code and the proposed code with
amended sections underlined. Units may
ask to amend only sections of the code.
II.
Cover page
The
cover page should include the name of the unit, Unit’s school or college,
Note: The Unit Code Screening Committee
should be notified when a code status is changed, for example when a Department
from the College of Arts and Sciences is transferred to the School of
Education, the smaller unit’s code is no longer in use. Refer to Appendix L, Sect D Code Unit
Changes.
III.
Checklist
This
checklist will be used by the Unit Code Screening Committee to insure that
codes comply with the appropriate ECU
Faculty Manual Appendices. Refer to
Appendix L, Sect C 3. New or amended
unit codes being submitted to the Unit Code Screening Committee should:
___A.
Include a cover letter and cover page.
___B.
Include the unit’s preamble
___C. Define
the unit’s faculty, graduate faculty, voting faculty, and who votes on a given
issue.
___D.
Define the unit’s administrative organization.
___E. Define
the membership, terms and duties of standing committees, and state to whom
committees report or make recommendations.
F. Include in the process of faculty
evaluation:
___ 1. procedures
and criteria in the evaluation of faculty members annually and otherwise for
all personnel actions, including recommendations for merit awards,
reappointment, promotion, and the award of permanent tenure (see Appendices C
and D,)
___ 2. a
statement regarding relative weights for teaching, creative
activity/research, service, patient
care/clinical and reassigned time to be used in the unit administrator’s annual
performance evaluation of faculty members.
___G. Include procedures for holding
meetings within the unit.
___H. Define
procedures for unit faculty members to indicate in a timely fashion and by vote
their approval or disapproval of the unit’s major planning documents, assessment
documents and other major reports of
unit operation prior to their submission in final form to person(s) outside the
unit.
___I.
Include procedures for discussing with its unit administrator the unit’s annual
budget request and annual report.
___J.
Include procedures for developing criteria for salary increases.
___K.
Include amendment procedure.
___L. Be as specific as possible when explaining
procedures, for example if “input” is received explain the process used.
****************************************************************************************************
CODE FORMAT
Name of Unit
PREAMBLE
THIS CODE ALLOWS FOR FACULTY PARTICIPATION IN AND
ESTABLISHES
PROCEDURE FOR THE UNIT’S INTERNAL AFFAIRS AND IS
CONSISTENT
WITH ALL APPLICABLE APPENDICES OF THE
UNIVERSITY FACULTY
MANUAL.
Objectives/Mission may be stated
here or reference made to another document.
Section
II. Organization/Composition
A.
Definitions
of voting faculty members.
1. Pertains to faculty voting, for making
recommendations on code content to the permanently tenured unit faculty members,
Refer to Appendix L, Sect A and Appendix D, Sect IV.
2.
Pertains to making recommendations for
appointments, reappointments, promotion, and the conferral of permanent tenure
to faculty. Refer to Appendix D, Sect IV.
B.
Administrative
organization of the unit and its subdivisions.
Give the titles and responsibilities of administrative officials,
including coordinators and directors.
Also, for administrative officers, include appointment procedures, terms
of office and evaluation procedures. Refer to current University policies.
C.
Unit
administrator will discuss with faculty the unit’s annual budget request and
annual report. Refer to Appendix L, Sect C 3h.
Section
III. Standing Committees
Include titles of committees,
membership, method of selection, term of office
duties/responsibilities/functions, where recommendations are forwarded. Committee membership should be included with
each committee. Refer to Appendix L, Sect C 3d.
Section
IV. Faculty Personnel Actions
(Do
not repeat the procedures outlined in Appendices C or D)
A. Selection
and Appointment of New Faculty. Refer to
Appendix C, Sect I.
B. Teaching
Assignments and Reassigned Time. Refer to Appendix C,
Sect II.
C. Faculty
Evaluation
1. Establish criteria for conducting
procedures outlined in Appendix L, Sects C 5, E, F, and G.
2.
Include
a statement regarding relative weights and how they are used to evaluate
faculty. Refer to Appendix C, Sect III and Appendix L, Sect 3e.
D.
Reappointment
and Professional Advancement. Establish
criteria for each faculty rank. Refer to Appendix C, Sect III an Appendix L,
Sect C 3e.
E.
Merit
Award/Salary. Establish criteria for the evaluation of faculty for merit salary
raises. Refer to Appendix C, Sect V and Appendix L, Sect C 3e.
F. Personnel/Evaluation
Files. Refer to Appendix C, Sect VI.
G. Tenure
and Promotion. Refer to Appendix D and Appendix L,
Sect C 3e.
Section
V. Meetings
Include requirements and procedures
for calling meetings, and by whom,
agenda requirements and reference to
conduct by Robert’s Rules of
Order,
Newly Revised.
Refer to Appendix L, Sect C 1.
Section VI. Evaluation of Unit, Unit Administrator(s)
and University Administrators
Develop procedures for:
A. Faculty
to indicate in a timely fashion and by vote their approval or disapproval of
the unit’s major planning documents, assessment documents, and other major
reports prior to their submission in final form to person(s) outside the unit.
Refer to Appendix L, Sect C. 3g. and University policies.
B. Program
evaluation. Refer to Appendix L, Sect C 3e.
C. Unit administrators evaluations. Unit administrators shall be evaluated
in accordance with established University policies.
D. University administrators evaluations.
University administrators shall be evaluated in accordance with established
University policies.
Section
VII. Unit’s Annual Budget and Report
Develop procedures for discussion
with unit administrator the unit’s
A.
Annual
budget request
B.
Annual
report
Section
VIII. Criteria for Salary Increases
Develop procedures for developing
criteria for salary increases
Section
IX. Other Policies and Documents
Include a list or summary of content
and location of other governing policy documents used in the unit, if
appropriate.
Section
X. Enabling
Upon the approval by a majority of
the permanently tenured faculty members of the unit by secret ballot and after
approval by the Faculty Senate and the Chancellor. Refer to Appendix L, Sect D
1.
Section
XI. Amendment of Code
Include procedures for amending
code, how much prior notice is required, and what kind of vote is required
(majority, 3/5, etc.). Refer to Robert’s
Rules of Order, Newly Revised “Bylaws,” #55, Article IX. “This Code MUST be approved by a majority of
the permanently tenured faculty members of the unit.” (Appendix L. C. 1.)
********************************************************************************************COVER PAGE EXAMPLE
Effective date: ___ Latest Rev. date ___
UNIT CODE OF OPERATIONS
DEPARTMENT OF/UNIT NAME _________________
SCHOOL/COLLEGE OF _____________________
Initial Code Approval
1. Approved by the tenured faculty of the
Unit:
Chair, Unit Code Committee: ________________
Date: __________
2. If changed, reapproved by tenured
faculty:
Chair, Unit Code Committee: ________________
Date: __________
3. Submitted to Dean for advice: ________________ Date: __________
4. Reviewed/recommended by Faculty Senate
Unit Code Screening Committee:
Chair: ________________
Date: __________
5. Approved by the
Chair of the Faculty: ________________
Date: __________
6. Approved by
Chancellor: ________________
Date: __________
(Effective
Date)
Revision of Code: ____ Complete; or ____ Part(s) Effective