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POLICY & PROCEDURES MANUAL
Faculty and staff absences must be reported as early as possible to the Business Manager. Temporary Instructor and TA absences must be similarly reported to the appropriate Language Supervisor. Instructors and TAs should complete an Absence Request form. See also Section G, Departmental/University Related Forms. There are several bulletin boards available for posting announcements and memos, as follows:
Please do not place bulletins or anything else on the window in the mailroom, the mailroom or outside entrance doors, or on any wall in the hallways of Gilbert Hall.
Please do check these boards for items of interest. The Department will not supply or pay for business cards. Business cards must be purchased privately. School Year: 8:00 am-5:00 pm, Monday-Friday
Requests for services cannot extend beyond these hours. The staff are not available before 8:00 am or after 5:00 pm.
The copier room is unlocked at 8:00 am and locked at 5:00 pm each day so please plan accordingly. Work cannot be done that requires overtime. The University will be closed each year on the following days: New Year's Day, Dr. Martin Luther King Day, U.S. Independence Day, Labor Day, Thanksgiving, Christmas.
A.5. CLASS SCHEDULING/ROOM ASSIGNMENTS/RESERVATIONS Classes are scheduled by the Department Head and the Associate Head. Rooms are assigned based on class size. To make room reservations for special classes, tests, etc., faculty and graduate students should see the Administrative Associate in advance of the needed date and time to check on availability. Room reservations for exams are handled by the Administrative Associate who will send out a memo to professors and TAs which should be returned with the requested room preference. The time of exams is predetermined by the University and cannot be altered per University Policy. Please do not eat or drink in classrooms. Please remind students of this policy. Faculty should submit course descriptions for graduate classes to the Administrative Associate who will make them available for graduate students in the mailroom. Meetings and special events information may be added to the department calendar by sending the details via email to the Administrative Staff. The staff will post the information to the department calendar. The Administrative Associate can also email an announcement to the entire department. Contact the IT staff if you need help viewing this resource. See also Electronic Mail, and Scheduling Meetings. All Professors, Temporary Instructors and Graduate Students are offered the use of their own personal email account. This is a free service provided by the University and subject to State and Federal Open Records laws. Go to www.ugamail.uga.edu to set up your account.
Most departmental memos, etc. are transmitted electronically. All employees must have a registered University email address and utilize the email service at least several times every week.
See the Romance Languages Personnel Directory for complete email listing.
Faculty, Temporary Instructors, and TAs must be evaluated by their students in all classes at the end of each semester. Please note #6 on the policy sheet which states that evaluations must not be given during final exams. All Faculty, Staff, Temporary Instructors, and Teaching Assistants (TAs) have mailboxes in the mailroom (Gilbert 201).
Each box is labeled, on the top, with the owner's name. Faculty will be listed alphabetically in the first group, Staff are listed in the second group, Lecturers and Temporary Instructors are listed in the third group and the graduate students will be alphabetically listed next. Be sure to tell students of these two facts to ensure they find the right box.
All mail is put into the boxes unless they are full, the item is oversized, or of enough value to warrant being kept in the metal cabinet in the mailroom until it can be picked up (plane tickets, copies of exams, etc.). At such time, a notice will be placed in the owner's box letting him/her know of the package.
A current list of office hours for Faculty, Instructors, and TAs will be listed on the Department's website. Please send your office hours for the current semester to romit@listserv.uga.edu. See the Romance Languages Personnel Directory for complete email listing. Basic office supplies may be requested from the Administrative Associate. Faculty, Temporary Instructors and TAs are paid on the last working day of each month. Exceptions: December and May. There will be 10 checks for the academic year beginning in August. A 12 month option is available to faculty only. Posters of any kind may not be affixed to walls in public areas in Gilbert Hall by anyone other than the Administrative Associate. Posters may be affixed in individual offices. The Romance Languages Fund pays for receptions for visiting scholars and covers the costs of the many other events in the Department that promote language learning and the intellectual exchange of ideas among Faculty, Lecturers, Instructors, students and members of the academic community at large. The Fund exists thanks to donations from individuals. Donations can be made from the web page, if you are a University employee, you can participate in the payroll deduction program (see Section G, Departmental/University Related Forms). All gifts are tax deductible. If you do not already contribute, please consider making regular contributions to the Romance Languages Fund.
Requests to reserve a room for meetings and special events should be submitted to the Administrative Staff.
See also Department Calendar and Electronic Mail.
See Office of the Registrar Key Dates page. All Faculty and Instructors have the use of the departmental postage to mail work-related items. These should be addressed and given to the Administrative Associate to handle. Regular and business-sized envelopes should not be sealed prior to mailing. There is a scale in room 227 to determine postage for packages. Pick-up/delivery of mail is once a day at approximately 1:30 pm during the work week. Everyone is allowed to send campus mail via room 227. Place items in the campus mail box. Campus envelopes of various sizes can be found at the reception area. Personal mail, if already stamped, can be sent via US mail through the department. Place items in the box designated for US mail. Bulk mailing services are available through the Administrative Associate but must receive prior authorization from the Department Head. Gilbert Hall is a smoke-free building. Faculty and instructors teaching 3000-8000 level courses are required to submit a copy of their syllabi, preferably as a PDF email attachment, to the IT staff at the beginning of each semester to be kept available on the departmental web page.
Faculty and temporary instructors must submit a Travel Authority Form to the Administrative Specialist for any work/research related trips they plan on taking two weeks in advance for domestic trips or four weeks in advance for international trips. If travel support is awarded, the "Travel Expense Statement" is filled out online, printed, signed and submitted to the Administrative Specialist upon return along with the original receipts (if necessary). This should be done as soon as possible upon return from your trip. The Travel page has relevant links.
The University follows the GSA guidelines for reimbursement. Each funding entitiy has their own, unique interpretations of these guidelines and may have additional restrictions. A link to the GSA guidelines may be found on the Travel page.
In addition, TAs and Temporary Instructors must fill out an "Absence Request" form to be signed by the TA/Temporary Instructor, Language Coordinator, and the Head of the Department and submit two copies at least one week in advance. Discuss the possibility of missing the class(es) with the coordinator before filling out the form. Absence Request forms are available on the departmental website and also in room 406. See also Section G, Departmental/University Related Forms, and Absences.
Faculty and Graduate Students receiving an invitation or acceptance to present a paper at an international conference may submit a travel request to the Office of the Vice President for Research to request support. Forms are available at the following web site for the Vice President for Research: www.ovpr.uga.edu. See also Section G, Departmental/University Related Forms, and (deadline for submission of form).
See section E.20 for links to University Travel Policies.
See the Faculty and Staff Resources page for other important links.
The lab contains computers, a laser printer, scanners and various software for word processing, spread sheets, presentations, scanning, etc. The lab is available only to the faculty, lecturers, instructors and graduate students of this department. Hours Access Printers Priority use for printers and computers should be given to those preparing class instructional material.
Do not eat or drink in the lab.
Please be quiet! Please be considerate of others who are working in and around the lab by maintaining a quiet work setting. Assistance is available from the computer support staff (rooms 205 and 206) Monday-Friday, 8:00 am-5:00 pm
Faculty, Lecturers, Temporary Instructors, Teaching Assistants, and Staff have access codes that allow them to make copies. No personal copies or copyright material are allowed on the departmental copiers. Photocopies are limited as follows:
Faculty: 400 copies per month
Lecturers and Instructors with 4+ classes/semester: 500 copies per month
All others: 200 copies per month
Faculty must give at least 24 hours notice to the Administrative Associates for copying jobs.
The fax machine is located in room 227. The fax number is 706-542-3287. Receiving Faxes Sending Faxes Long distance: Faculty may send long distance and international faxes using their phone codes. Instructors must get permission from the Business Manager or Department Head to send a long distance fax. TAs may also send long distance faxes by requesting permission through their major professor.
The following items are available to be checked out for instructional use:
See or email the Administrative Associate to check out these items:
See or email the IT Staff to check out these items:
Twenty-four hour notice is requested.
Equipment is also available from the Center for Teaching and Learning (CTL) or the Language Resource Center.
These forms are available in room 227. The instructor needs to type the pertinent information on the form, sign and date it and give it to the Department Head. TAs and Temporary Instructors must have the form initialed by the language supervisor first. The Department Head will sign the form and forward it to the dean of the student's college. Do not send students to pick up the form. A copy of this form is in Section G, Departmental/University Related Forms. Students in sections of 1001-2002, 3010 and 4010 who miss the first two days of class during the academic year will be dropped by the instructor. The instructor will return a list of people to be dropped to Gilbert 406. If students ask if they can add your classes, please advise them to meet with the Drop-Add Supervisor. Please do not promise students access to your classes. Appeals may be made by students in any class in the Department. Students must first speak with their instructor and/or the appropriate Language Supervisor for 1000-3000 level courses taught by TAs and Temporary Instructors before initiating further action. The appeal must take the form of a detailed, written letter to the Department Head. The Department Head will appoint a three member committee to review the appeal. The committee reports to the head with a recommendation. See also Section F.2, Franklin College of Arts and Sciences Bylaws. Grade Roll Books will be issued to all Romance Languages' faculty. After graduation, resignation or dismissal, TAs and Instructors are required to hand in their grade book(s) to the appropriate Language Supervisor. Faculty and Lecturers who resign or are dismissed from the University should, for bureaucratic reasons, hand in their grade book(s) to the Department Head. For the grade of Incomplete, the instructor will enter the grade of "I" when entering all the other students' grades on the online grade roll. Then, when the student completes the work, the instructor will fill out a grade-change form to change the "I" to whatever the grade will be. If no grade-change form is processed after one semester, the "I" will automatically change to an "F." It is mandatory that you obtain a UGA email address in order to process the withdrawals and you must refer to your email at least once a week. If the student initiates the withdrawal in the e-withdrawal system, the instructor will receive a notice of the withdrawal the following day. The date of last attendance will be pre-filled with the date the student processed the withdrawal. Withdrawals after mid-point must be screened by Student Affairs. Student Affairs will discuss the repercussions of withdrawing after midpoint.
However, if the instructor determines that the student's last date of attendance was prior to mid-point, a W grade may be assigned in the following manner:
*University Withdrawals do not allow the instructor to change the Official Withdrawal date. Instructor initiated withdrawals can be processed after midpoint up until grade rolls are printed. The Administrative Specialist will enter the withdrawal date and grade. The "Instructor Initiated Withdrawal" forms are located at the reception area. A copy of this form is in Section G, Departmental/University Related Forms.
Web address for additional information on withdrawals: www.reg.uga.edu/withdrawals
D.1. CLASS VISITS BY STUDY ABROAD DIRECTORS Tenured and tenure-track faculty will exercise their professional prerogative on whether or not their classes should be visited.
Graduate Teaching Assistants, and non tenure-track faculty teaching multiple section courses:
Since UGA has a fully equipped Office of International Education, a complete guide that lists all the Study Abroad programs that the University System of Georgia offers, the Department of Romance Languages encourages other organizations to send in brochures and posters to the Office of International Education.
UGA sponsored Study Abroad programs will coordinate their classroom visits with the corresponding language Supervisor in consultation with the instructors of the classes. All visits are contingent upon the Supervisor's and instructors' approval. (Approved by RL Faculty 31 January 2001)
The Head and Associate Head will meet with faculty in the different language programs to discuss and negotiate future course schedules. (Approved by RL Faculty) Faculty members have the option either to teach a class with a 50-student cap or to limit the number of students to 25. In the case the faculty member decides to teach a class with a 50-student cap, he or she will be assisted by a TA. It will be a requirement that the faculty member writes a report on the TA to the Head of Department at the end of each course that can be used as a basis for future employment as an assistant or that can endorse the TA's ability to teach a section unsupervised at a later date. (Approved by RL Faculty 8 May 2001) D.4. MODERN FOREIGN LANGUAGES FUND The Department of Romance Languages and the Department of Germanic and Slavic Languages agree to share the fund as follows: The Modern Foreign Languages Fund will be reserved exclusively for students in the Department of Romance Languages, on the understanding that at least one representative from the Department of Germanic and Slavic Languages will be invited by the Department of Romance Languages Study Abroad Committee to participate in the awards selection process. (Approved by RL Faculty 6 April 2001)
See the Office of the VP for Instruction website. See the University of Georgia website. E.3. ALCOHOLIC BEVERAGES SERVED OR PROVIDED AT UNIVERSITY EVENTS See the Provost's website. See the Safe and Secure website. The State government is concerned about the high volume of cellular phone usage by individuals in state agencies that are paying for the charges through a state budget. We have been asked to formulate a policy that will insure that use of cellular phones in the Franklin College meets state requirements. To conserve operating resources, the Franklin College does not approve the purchase of cellular phone services with state funds, except in the rare instances when cellular phone usage is necessary for the safety of faculty or students (as on a field trip). Departments may purchase cellular services using Foundation funds or grant revenues, providing that the funds or grants allow such expenditures. When asking to authorize the purchase of a cellular phone, be certain that you are personally comfortable with the reasons for its issuance, and that they are consistent with the reasons specified on the attached list. Write a short memo citing the reasons on the attached list in support of the cellular phone you wish to authorize. We will respond with a decision on your request.
E.6. COMMUNITY EMERGENCY PREPAREDNESS University Office of Security Preparedness (UOSP) University Police Department "Safe and Secure" Guide E.7. COURSE BANKING AND TEACHING REPLACEMENT UNITS See the Franklin College website. E.8. DISPUTE RESOLUTION POLICY See the Legal Affairs website. E.9. EXTRA COMPENSATION POLICY Effective immediately, the University's extra compensation policy and authorization procedures for faculty and exempt staff have changed. It is our hope that the revisions will significantly streamline our authorization and approval processes.
The revised policy and the revised Request for Extra Compensation for Faculty and Exempt Staff form are here (www.busfin.uga.edu/forms/extra_compensation.pdf). The form is also available via the administrative forms website (www.busfin.uga.edu/forms).
If you have questions regarding these policy changes, please contact Duane Ritter, Director of Organizational Design and Compensation Services, at 542-3393.
Extra Compensation for Faculty and Exempt Staff When extra compensation is paid, it shall be in line with compensation paid for performance of the employee's normal duties.
Prior to scheduling work for which extra compensation could possibly be paid to University faculty and exempt staff employees, approval must be obtained in writing by completing the Request for Extra Compensation for Faculty and Exempt Staff form. The form and the procedure for requesting extra compensation can be found in Human Resources Procedure 19.
University policies state that final exams must be given for all undergraduate classes. Final exams are to be administered during the official exam schedule, per the UGA Schedule of Classes. Final exams must not be administered during the last week of class.
For further information, see the UGA Schedule of Classes, or the following: Calendars
Final Examination Schedule Conflicts E.11. GRADUATE STUDENT/INSTRUCTOR GUIDELINES New Personnel Policies for Graduate Students I.e., a graduate student set up for l unit Fall and l unit Spring (or 1 unit Fall only), if continued Spring for 1 unit (or more), we will not retroactively charge a portion of those earnings to the Fail semester in order that the student receives tuition remission for Fall.
Or, a graduate student set up for 2 units Fall only, if continued Spring for 1 unit, we will not assume responsibility for the tuition remission for the Spring semester.
Or, a graduate student is set up for 1.5 units Fall and 1.5 units Spring, with the actual assignment being l unit Fall and 2 units Spring; if terminates end of Fall, only 1.5 units replacement teaching will be made available from the Dean's Office. The remaining .5 units replacement teaching will be the responsibility of the department.
New Personnel Policies for Part-Time Instructors I.e., a part-time instructor set up for 3 units Fall only, if continued Spring for 2 units (or less), will NOT be considered 50%-time for spring.
Or, a part-time instructor set up for 3 units Fall & 2 units Spring, being paid 2.5 units per semester, if continued Spring, would have the possibility of ONLY 2.5 additional units, since already set up as being 50%-time for Spring.
An instructor is set up for 2.5 units Fall and 2.5 units Spring, with the actual assignment being 2 units Fall and 3 units Spring; if terminates end of Fall, only 2.5 units of replacement teaching will be made available from the Dean's Office. The remaining .5 units replacement teaching will be the responsibility of the department.
Any instructor whose teaching load for each semester, independent of the other semester, is 50%-time or more should be paid according to their actual assignment.
I.e., an instructor with a teaching load of 3 units Fall and 4 units Spring should be paid 60%-time Fall and 80%-time spring, not 70%-time for the year.
Note. The above examples do not include all possible scenarios, but are shown only to give you an idea of the type adjustments that will no longer be approved.
Restricted Zones Dormitory Areas General Guidelines Emergency Situations Check the Finance and Administration website: military leave.
Please check the Human Resources website for useful links to information regarding military leave and for updated information or forms. If you have specific questions, feel free to contact Sige Burden, Employee Relations Coordinator at 542-9231, or Melanie Kirk, Employment and Employee Data Management Services Director at 542-2623.
E.14. PAYROLL ADVISEMENTS VIA E-MAIL Employees that have their paychecks direct deposited also have the option to receive the check stubs via a secured, encrypted email attachment. This state of-the-art process is a quicker, much more efficient, and more secure method for employees to receive notification of payroll deposits. The form (e-stub advisement) can be found on our forms page or on the payroll website.
See also the Finance and Administration website: www.busfin.uga.edu/payroll
The Department of Romance Languages has voted unanimously to approve the proposal detailed below for post tenure review. Selection of Faculty to Be Reviewed Selection of Post Tenure Review Committee E.16. STATE BUSINESS TRANSACTION DISCLOSURE REPORT See the USG website. E.17. STUDENTS WITH DISABILITIES See the University of Georgia Policy on Course Substitution and Course Modification for Students with Disabilities at this address: Disability Resource Center Please explore the following links for Appointment, Promotion, and Tenure Documents. General Summary Responsibilities of Faculty in the Department of Romance Languages are assigned in 3 areas: 1) Research and Scholarship; 2) Teaching; 3) Service to the Department and the University, the profession and society.
Advisement For each Assistant Professor, the Head will appoint a Faculty mentor from among the tenured faculty who will advise on matters of teaching, research, service, departmental issues in general, and promotion and tenure.
In the written annual faculty evaluation, the Department Head will provide written advice to faculty below the rank of Professor on their progress towards promotion, with specific suggestions as to what the faculty member must do in teaching, research and service for promotion to the next rank and for tenure (if appropriate).
Third-Year Review At the same time, the Department Head, in consultation with the review candidate, will appoint a committee to review the faculty member's dossier and performance. For Assistant Professors, the assigned faculty mentor will serve as a member of this committee. This committee will review publications and works in progress, visit several classes, read teaching evaluations and other evidence of performance in instruction. On the basis of this review, the committee will write a report that presents in detail its finding and that makes clear recommendations to the candidate concerning his or her progress towards promotion. In particular the report will address the question of whether the candidate is progressing in a satisfactory way towards meeting the departmental criteria for promotion and tenure. A copy of the report will be given to both the candidate and the Department Head. The report will also be made available to eligible faculty at least one week before a departmental meeting is scheduled. At that meeting, with a quorum of eligible faculty present, the Head will present the report to the faculty (The Guidelines define faculty eligibility). The faculty will then discuss and vote on the following question:
Faculty will vote "Yes" or "No" on this question.
At the same meeting, faculty will take a second vote on the following question:
Faculty will vote "Yes" or "No" on this question.
On the basis of the votes the Head will meet with the candidate and give him or her a written copy of the report and a written statement of the Department votes. The candidate will have an opportunity to respond to the Third-Year Review if he or she so wishes.
Preliminary Consideration The candidate will by the 30 April deadline present a CV, copies of publications, and statement of achievements to the Department Head. The Head will appoint a committee of three eligible faculty to review these materials and report to the faculty on them. This report will be based on review of publications, teaching evaluations, visits to classes, and other materials. All faculty eligible to vote on this candidate will have access to these materials at least one week before a departmental meeting is scheduled. At that meeting, which will be held, at the latest, in the first week of May, the committee will present its report. The faculty will vote on the following question:
Faculty will vote "Yes" or "No" on this question. The results will be conveyed by the Head in writing to the candidate within three working days of the vote.
In accordance with the Guidelines, candidates who receive a majority of "Yes" votes on this question and who wish to be formally reviewed for promotion and/or tenure will work with the Department Head or, if the candidate so chooses, a faculty member of his or her choosing (preferably a Full Professor) to prepare the dossier.
Formal Review In addition, the candidate will make available copies of all publications as well as teaching materials, including student evaluations, syllabi, and other evidence pertaining to teaching. All evaluations for all courses taught must be submitted to the Head. Articles or books that have been accepted but not published may be submitted if accompanied by a letter of formal acceptance, a contract, and readers' reports (if available). Unaccepted books or articles may not be submitted or included in the CV. Copies of all published items listed on the CV, along with other materials prepared for the dossier, including the external letters of assessment, must be made available to the Department, at the latest, by the last day of the second week of class in the Fall semester.
The Faculty will meet before the stipulated deadline for submission of promotion and tenure dossiers to discuss the credentials and vote on a recommendation. Before the Faculty cast their vote by secret ballot on each candidate the Head will announce his or her vote. If more than one candidate is being considered for tenure and/or promotion, the vote on each candidate will take place at separate meetings.
Criteria for Tenure and Promotion to Associate Professor In general in the Department of Romance Languages, relatively greater weight will be given to effective teaching and the publication of a scholarly book by a reputable press and articles in peer reviewed journals than any other criteria listed below.
1) Research and Scholarship Faculty in Romance Languages should demonstrate high quality in research endeavors. When assessing the quality of a candidate's research, colleagues will take into account such factors as:
Documentation of excellence in the area of research may also include, but is not limited to, the following endeavors:
In the event that the Department hires a faculty member whose research will result in different kinds of research productivity that are not included above, the Department and the candidate must agree in writing at the time of the appointment as to the general expectations that the candidate must satisfy; the Dean must approve this agreement.
2) Teaching Other factors that may serve to enhance the candidate's teaching record include, but are not limited to, the following:
Candidates whose record reflects difficulty in teaching must also be able to document steps they have taken to correct these problems, and the record must reflect, in the form of student evaluations, peer evaluations, and other means, that significant improvement has occurred.
3) Service The following are examples of service that will be considered:
Criteria for Tenure and Promotion to Professor The case for promotion to Full Professor is based on achievements and work that did not appear in the dossier for promotion to Associate Professor.
1) Research and Scholarship Faculty in Romance Languages should demonstrate high quality in research endeavors. When assessing the quality of a candidate's research, colleagues will take into account such factors as:
Documentation of excellence in the area of research may also include, but is not limited to, the following endeavors, on the understanding that these should be items that do not appear in the dossier used for promotion to Associate Professor:
In the event that the Department hires a faculty member whose research will result in different kinds of research productivity that are not included above, the Department and the candidate must agree in writing at the time of the appointment as to the general expectations that the candidate must satisfy; the Dean must approve this agreement.
2) Teaching Other factors that may serve to enhance the candidate's teaching record include, but are not limited to, the following:
Candidates whose record reflects difficulty in teaching must also be able to document steps they have taken to correct these problems, and the record must reflect, in the form of student evaluations, peer evaluations, and other means, that significant improvement has occurred.
3) Service The following are examples of service that will be considered:
Appointment, Promotion, Tenure Page, Vice President for Academic Affairs Guidelines for Awarding Tenure upon Appointment Administrative Guidelines Guidelines for Appointment and Promotion of Academic Professionals Revisions to the Board of Regents Policy Manual-Tenure Frequently Asked Questions Tenure/Promotion Dossier Checklist Guidelines on Renewal of Lecturers Who Have Completed Six or More Years See the University of Georgia Guidelines for Appointment, Promotion and Tenure.
The third-year review, a formative process, occurs at the end of the third year of appointment for assistant professors. These faculty members will prepare their dossiers detailing their achievements and performance in their assigned area(s) of responsibility. This dossier should take the form of Sections 4 and 5 of the promotion and tenure dossier (see Appendix C). The head of the PTU will appoint a faculty committee, in accordance with the appointment unit bylaws, to provide a thorough review of the individual's dossier. This committee will contain no fewer than three eligible faculty members. The review will be substantive and will provide the faculty member with critical feedback about his/her progress toward promotion and/or tenure at the University of Georgia. The third-year review committee will report its findings to the PTU, and the eligible faculty will vote to recommend whether progress toward promotion and tenure is sufficient. The committee will then report its recommendations, along with the vote, to the PTU head. The PTU head will provide the faculty member under review with a written report regarding his/her progress toward promotion and/or tenure. The candidate may reply in writing to the report and any reply becomes part of the report. The PTU head's letter, and any response by the candidate, will be included in the promotion and/or tenure dossier when it is developed.
In any year, a department head/dean may determine not to extend a contract to a non tenured faculty member. This determination may be made following a recommendation to the head by the unit faculty, consistent with the department and the PTU's written criteria.
Travel Requests Travel Policy Travel FAQs Travel Section (Business and Finance) Travel Request Guidelines for Graduate School E.21. UNIVERSITY AWARDS AND GRANTS See the UGA Provost's Awards, Recognitions and Grants website. E.22. POLICIES ON CONSULTING AND OUTSIDE ACTIVITIES See the Franklin College website. E.23. WEATHER CLOSING PROCEDURES During periods of inclement winter weather, UGA follows a set procedure for announcing operational changes. By policy, the university makes one of three announcements: UGA is open and operating on a regular schedule; UGA is closed; or UGA will delay opening until a specific time. An all-campus e-mail is the primary means to distribute such announcements. The announcement also is posted to the UGA home page (www.uga.edu). Up-to-date information is provided to Athens radio stations as follows: on the AM dial: 960 and 1340; and on the FM dial: 88.9, 90.5, 91.7, 97.9, 100.1, 102.1, 103.7 and 106.1. Information is posted on University Cable Channel 15, which also is carried on channel 15 of the cable system serving Clarke and Oconee counties. Athens radio stations are used primarily because they give priority to UGA announcements where Atlanta stations cannot. Atlanta TV and radio stations that have requested to receive UGA weather announcements also are notified, but should not be considered a primary source for closing announcements. If inclement winter weather develops overnight, attempts are made to post announcements and notify media by 6:30 a.m., but if the inclement weather develops after 6:30 a.m. on a school/work day, the same notification procedures are used. When weather conditions are such that closings occur two or more days in succession, the procedure is followed each day, with an announcement being made each day by 6:30 a.m. An evening announcement usually will not be made for the next day except in the most extreme weather circumstances. On days when UGA generally is scheduled to be closed, the university does not usually make blanket closing announcements. Departments and units that have normal operations on weekends and holidays, or units planning to host or present special programs on those days, should make their own prior arrangements with employees and participants, notifying them how to proceed in case of inclement weather. When UGA is officially closed, it is closed for everyone: faculty, staff and students. Departments will designate in advance those expected to report to work during a weather emergency. Announcements for weather closings at UGA campuses in Gwinnett, Griffin and Tifton are handled by those campus administrators, separately from the main campus announcements. E.24. HEALTH AND SAFETY CONCERNS OF FACULTY AND STAFFThe University of Georgia affirms the importance of the health and safety of all personnel. It is therefore essential that well-defined and publicized guidelines are observed for the prompt resolution of health and safety concerns raised by faculty and staff. The principal operating policy is that resolution of and response to health and safety concerns should be at the closet possible administrative level to the concerned faculty and staff. Administrative steps to be taken are as follows.
A copy of this policy shall be posted in appropriate locations within each respective unit's jurisdiction.
E.25. BOARD OF REGENTS IMMUNIZATION POLICY University System Board of Regents policy requires that all new students submit proof of immunization against measles, mumps, and rubella (MMR) prior to attending classes. At the University of Georgia, this documentation must be received and verified prior to registration fro classes.
Exceptions are made for students who have religious objections and students who physicians have certified that they cannot be immunized because of medical reasons. Exemptions may also be made for students who receive instruction solely via a medium which does not require physical attendance on either a University System campus or an off campus site. The latter exemption is void should the student register for classes physical attendance on either a University System campus or an off campus site.
In recent years there have been an increasing number of requests from faculty to exempt students from this requirement for other reasons. Most often the exception is requested because the student arrives on campus without the necessary documentation showing proof of immunization.
The university Health Center, which is charged with accountability for implementation of this policy, is requesting that faculty who work with special student populations during the admissions process stress the importance of meeting the immunization requirements prior to arriving on campus. Hopefully, this will help to ensure the student is ready to complete the registration process upon arrival on campus. In those instances where it has not been possible for the student to meet this requirement prior to arrival on campus, the health center will assist the student by administering the MMR vaccine or performing a blood titer to verify immunity. Rather than calling the health center to request an exception, please advise the student to come to the health center patient registration desk located in the main lobby for assistance in meeting this requirement. Health center staff are available to assist students with this process Monday-Friday from 8:00 am-5:00 pm.
Thank you for your assistance in helping students meet this Board of Regents requirement. Should additional information be needed, you may call Melanie Gibson, Medical Records Manager, at 542-8618.
Adopted May 27, 1992 These bylaws are expressly subject to the Bylaws of the Franklin College of Arts and Sciences (AS), the Bylaws of the University of Georgia Graduate Faculty (GF), the Statutes of the University of Georgia (Statutes), the Bylaws of the University Council of the University of Georgia (UC), the University of Georgia Guidelines for Appointment, Promotion, and Tenure, and the Policies of the Board of Regents. In case of any divergence from or conflict with these, the bylaws or policies of the higher level shall prevail. Section 1: Unit of the Franklin College of Arts & Sciences Section 2: Statement of Purpose Section 3: Responsibilities Section 1: Appointment Section 2: Review and Removal Section 3: Duties (b) The Head shall be the representative of the department in all official communications with the President, the Vice Presidents, the Deans, and other officers of the University, and also in all departmental communications with students.
(c) The Head shall be responsible for the quality of the instruction, research, and service programs conducted in the department.
(d) The Head shall make teaching assignments within the department and maintain insofar as possible an equitable and mutually agreeable distribution of courses and sections.
(e) The Head shall, after consultation with the appropriate members of the department, recommend appointments, reappointments and promotions, nominations for graduate faculty status, and, consistent with tenure and Regents Policy, recommend dismissals or non renewals of the contracts of the faculty of the department. The Department Head's written recommendations concerning these actions shall be forwarded with the collective recommendation of the appropriate faculty of the department with regard to the same proposal.
(f) The Head shall consult with the faculty through its elected members of the Advisory Committee about the supplies and expense budget for the department.
(g) The Head shall be responsible for the expenditure of departmental funds and the care and use of departmental property.
(h) The Head shall report annually to the Dean of the College of Arts and Sciences on the teaching, research, and service programs of the department. These reports shall include assessments of the performance of faculty members in the department, giving special attention to qualities of teaching excellence exhibited by faculty members (Statutes. Article IX, Section 5).
Section 1: Associate Head (b) Duties
Section 2: Rotation of Administrative Positions Section 3: Graduate Coordinator (b) Duties
Section 4: Language Supervisors (b) Duties
Section 5: Faculty Senators to the Franklin College of Arts & Sciences (b) Duties. To represent the Department in the Senate of the Franklin College of Arts and Sciences and to report to the faculty (cf. AS, Article II, Section I).
Section 6: Education Liaison Section 1. Members Section 2. Secretary Section 3. Meetings (b) Agenda. Faculty members should forward to the Chair of the Advisory Committee items to be placed on the agenda. The agenda for the meeting shall be determined by the Advisory Committee and distributed to faculty members at least a week prior to the meeting along with pertinent information on items the Faculty will discuss. Late additions to the agenda will only be accepted in exceptional circumstances. The Head reserves the right to convene faculty meetings in emergency situations. (cf. UC, Part IV, Section V, D).
(c) Visitors. Visitors are allowed by invitation of the Head or a majority vote of the faculty.
(d) Quorum. A simple majority of the voting members of the Faculty shall constitute a quorum. Motions may be passed by a majority of those present and voting. The Faculty may not conduct business if a quorum is called and found lacking (cf. UC, Part IV, Section V, F; Robert's Rules of Order 90-91).
(e) Voting
(f) Minutes. The Secretary shall publish promptly to all faculty members a record of all actions taken at each meeting of the Faculty and shall forward a copy of the minutes to be kept on file in the Departmental Office. The minutes shall include the names of all faculty members present and the names of the authors of any motions which receive a second. University policy allows for recording devices to supplement the secretary's minutes only when a majority vote of the faculty authorizes this procedure.
(g) Parliamentary Procedure. The rules contained in the Modern Edition of Robert's Rules of Order shall govern the Department in all cases where they are not inconsistent with these bylaws and any special rules of order the Department may adopt (cf. Robert's Rules of Order 104; UC, Part IV, Section V, J).
Section 1. Members Section 2. Authority Section 3. Secretary Section 4. Meetings (b) Agenda. The agenda for the meeting shall be determined by the Graduate Coordinator and whenever possible distributed at least a week prior to the meeting to Graduate Faculty members along with pertinent information on items the Graduate Faculty will discuss. Graduate Faculty members should forward items to be placed on the agenda to the Graduate Coordinator.
(c) Graduate Student Representatives. Graduate Student Representatives shall be invited to those portions of the meetings not dealing with individual students or faculty members.
(d) Visitors. Visitors are allowed by invitation of the Graduate Coordinator or a majority vote of the Graduate Faculty.
(e) Quorum. A simple majority of the voting members of the Graduate Faculty shall constitute a quorum. Motions may be passed by a majority of those present and voting. The Graduate Faculty may not conduct business if a quorum is called and found lacking (cf. UC, Part IV, Section V, F; Robert's Rules of Order 90-91).
(f) Voting
(g) Minutes. The Secretary shall publish promptly to all Graduate Faculty members a record of all actions taken at each meeting of the Graduate Faculty and shall forward a copy of the minutes to be kept on file in the Departmental Office. The minutes shall include the names of all faculty members present and the names of the authors of any motions which receive a second. University policy allows for recording devices to supplement the secretary's minutes only when a majority vote of the faculty authorizes this procedure.
(h) Parliamentary Procedure. The rules contained in the Modern Edition of Robert's Rules of Order shall govern the Department in all cases where they are not inconsistent with these bylaws and any special rules of order the Department may adopt (Robert's Rules of Order 104; UC, Part IV, Section V, J)
ARTICLE VI. DEPARTMENTAL COMMITTEE Section 1. Members Section 2. Secretary Section 3. Meetings (b) Agenda. The agenda for the meeting shall be determined by the Head and distributed to Departmental Committee members at least a week prior to the meeting along with pertinent information on items the Departmental Committee will discuss. Departmental Committee members should forward to the Head items to be placed on the agenda (cf. UC, Part IV, Section V, D).
(c) Visitors. Visitors are allowed by invitation of the Head or a majority vote of the faculty.
(d) Quorum. A simple majority of the voting members of the Departmental Committee shall constitute a quorum. Motions may be passed by a majority of those present and voting. The Departmental Committee may not conduct business if a quorum is called and found lacking (cf. UC, Part IV, Section V, F; Robert's Rules of Order 90-91).
(e) Voting
(f) Minutes. The Secretary shall publish promptly to all Departmental Committee members a record of all actions taken at each meeting of the Departmental Committee and shall forward a copy of the minutes to be kept on file in the Departmental Office. The minutes shall include the names of all faculty members present and the names of the authors of any motions which receive a second. University policy allows for recording devices to supplement the secretary's minutes only when a majority vote of the members of the committee authorizes this procedure.
(g) Parliamentary Procedure. The rules contained in the Modern Edition of Robert's Rules of Order shall govern the Departmental Committee in all cases where they are not inconsistent with these bylaws and any special rules of order the Departmental Committee may adopt (cf. Robert's Rules of Order 104; UC, Part IV, Section V, J).
Section 1: Basic Charge to Standing Committees (b) Each standing committee shall meet whenever requests by the Head or any faculty member warrant such a meeting.
(c) The committees are not required to keep minutes or to distribute them to the Faculty.
(d) Recommendations of the committees which need faculty approval shall be submitted to the Head for inclusion on the agenda at faculty meetings (cf. UC, Part II).
(e) Other than elected committees (see below, Advisory and Curriculum Committees), the Head shall appoint committee chairs who will have the option of recommending members of their committees to the Head. The Head shall consider the rotation of membership and the equitable distribution of committee assignments in making the final decisions about appointed committee memberships.
Section 2: Standing Committees (b) Computer Committee. The Computer Committee consists of appointed faculty members. In addition, the Office Manager of the Department and the Computer Specialist II serve as ex-officio members. Its duties are: to make recommendations to the Head concerning the acquisition and allocation of computer equipment in the Department; to determine the Departmental response to requests for information from the Franklin College of Arts and Sciences Computer Committee or any other computer committee or agency at the University of Georgia; to advise the Head on all matters pertaining to the use, acquisition, and development of technology for academic and administrative purposes in the Department.
(c) Curriculum Committee. The elected Curriculum Committee consists of four faculty members representing the four language areas. The Curriculum Committee consults with the Undergraduate and Graduate Coordinators as appropriate or necessary. Each year two members are elected by the Faculty for a two-year term, and the committee then elects its chair from among the second year members. Its duties are to consider all curriculum matters, to implement changes as needed, and to make recommendations to the Head and the Faculty.
(d) Examination Committee. The duties of the appointed members of the Examination Committee are to administer and grade the Graduate School language exams.
(e) Graduate Admissions Committees. There are four appointed graduate admissions committees, one for each language offering graduate courses: French, Italian, Portuguese and Spanish. The Graduate Coordinator is the ex-officio chair of each committee. The Language Supervisors serve as members of the committees in their respective languages. Applications of candidates for the Master's degree in Romance Languages are reviewed by the committees in both languages. The duties of the Graduate Admissions Committees are to establish policies for admission of graduate students to the Department of Romance Languages, in accordance with the policies of the Graduate School, and to review and evaluate applications of prospective students for admission to the graduate program.
(f) Graduate Outcomes Assessment Committee. The appointed members of the Graduate Outcomes Assessment Committee are responsible for constructing and administering quantitative and qualitative evaluations and measurements of the department's graduate programs.
(g) Graduate Studies Committee. The appointed members of the Graduate Studies Committee advise the Graduate Coordinator on such matters relating to graduate students as admissions, awards, policies, programs, and other matters.
(h) Hiring Committee. The duties of the appointed members of the Hiring Committee are to assure that the department's needs for temporary instructors are met. They advertise positions, screen applications, interview candidates, and make recommendations for hiring to the Head.
(i) Study Abroad Committee. The duties of the appointed members of the Study Abroad Committee include: providing advice regarding existing programs; evaluating proposals for new programs and making recommendations to the faculty and the Head; and assisting the undergraduate coordinators in advising non-major and non-minor study abroad students as needed.
(j) Supervisors Committee. The members of the Supervisors Committee are the supervisors of the four language areas: French, Italian, Portuguese, and Spanish. The committee is chaired by the Associate Head. The Supervisors Committee is responsible for reviewing the department's lower division language programs, seeking ways to improve those programs, and solving problems that arise in the administration and implementation of those programs.
(k) Travel Committee. The appointed members of the Travel Committee administer requests for travel money and are responsible for making the most equitable division possible of the funds available, taking into account the function of the participant at the meeting or meetings he or she proposes to attend.
(l) Undergraduate Outcomes Assessment Committee. The appointed members of the Undergraduate Outcomes Assessment Committee are responsible for constructing and administering quantitative and qualitative evaluations and measurements of the department's undergraduate programs.
Section 3. Other Committees ARTICLE VIII: AMENDMENTS TO THE BYLAWS The Departmental Committee shall have the power to alter, repeal, or amend these bylaws, or to adopt new bylaws. Copies of proposed amendments or proposed new bylaws shall be discussed and sent to all voting members. The number of votes needed for passage shall be a simple majority of those eligible to vote. The vote shall be conducted during the academic year only. F.2. FRANKLIN COLLEGE OF ARTS AND SCIENCES BYLAWS See the Franklin College website.
See the Department of Romance Languages website. |
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