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Administrative and Service Positions

Department Chair

The Department Chair (hereinafter “Chair”) is the chief administrative officer of the Department and reports directly to and is accountable to the Dean of the College (hereinafter “Dean”). The Chair is responsible for recording, maintaining, and implementing the policies and procedures stated in this Handbook through regular and thorough consultation with the Department faculty and the Department’s various committees as provided in the Collective Bargaining Agreement.

The Chair is an ex officio, non-voting member of all Department committees, and may make appointments as necessary and permitted to Department committees and to the various administrative and service positions in the Department.

The selection, review, and reappointment of the Chair is the responsibility of the Dean, who consults with the Department faculty on such matters. Procedures for the selection, review and reappointment of the Chair are included in the applicable Collective Bargaining Agreement. Specific duties and responsibilities of the Chair are:
Primary Duties and Responsibilities of the Department Chair

The Chair is expected to seek the advice and counsel of colleagues and work in close cooperation with them before making decisions and/or recommending decisions to a higher academic officer. The CBA (TT) states that “with respect to any matter on which the FAC has been consulted, the Chairperson will notify the FAC of his/her decisions and/or recommendations.” In making written recommendations or reports to a higher academic officer on such a matter, the Chairperson will indicate the substance of pertinent FAC advice. The Chairperson routinely will inform the FAC of the status and final administrative determination on matters on which it has been consulted. To this end, and in the spirit of collegiality, the Chairperson shall convene at least three Department meetings, with a previously distributed agenda, during each semester of the regular academic year, and ensure regular meetings of standing committees and other consultative bodies within the Department. In addition, the Chairperson shall convene a Department meeting upon the request of at least one-half of the members of FAC. The agenda will be circulated prior to the meeting whenever possible. Minutes of each FAC meeting will be kept, distributed, and approved at the successive meeting. Copies of approved minutes will be distributed to Department members within one week of the meeting in which they were approved. Copies shall also be distributed to Department Coordinators on the Regional Campuses, to the Dean of Arts and Sciences, and to the Deans of the Regional Campuses.

Specific Duties and Responsibilities

To oversee personnel administration and appropriate professional development for the Department, including hiring of all faculty and staff and all personnel actions related to the reappointment, tenure, and promotion of faculty in the Department.

To provide leadership for and commitment to affirmative action.

To administer the Department budget by allocating funds to the academic programs in the Department and to monitor and review the expenditures of these funds.

To identify the resource needs of the Department and to recommend to the Dean of the College priorities for addressing such needs.

To oversee the development of schedules and an enrollment plan for the Department and to advise the Dean on all issues related to the recruitment, academic advising, attrition, and retention of all qualified and able students in the Department.

To represent the Department at all appropriate bodies, committees, and councils of the University, or designate appropriate departmental representatives to such bodies.

To represent the Department and, when requested and deemed appropriate by the Dean and/or the Provost, serve as official spokesperson for the Department with other universities, academic and professional agencies, state agencies, and honorary and accrediting bodies.

To represent the Department to its external public constituencies and to develop and maintain contacts and relationships with professional organizations and leaders in the profession.

To engage, where and when appropriate, in external fundraising activities in support of the University, the College, and the Department.

To accept ad hoc assignments related to Department, College, and/or University matters as deemed appropriate by the Dean, the Provost, or the President of the University.

To uphold and enforce all University regulations, policies, and procedures.

Other Specific Administrative Duties

Enforce University regulations.

Develop and carry out, with appropriate consultation, all administrative and educational policies of the Department.

Recommend new staff appointments to the Dean and recommend the promotion or tenuring of members of the Department who are eligible and qualified.

Appoint and direct the non-academic staff of the Development.

Recommend leaves of absence.

Supply prompt notification to the offices of the Dean of the absence or resignation of a faculty member.

Expedite registration in class sections of the Department by properly advised and qualified students.

Recommend course changes through the appropriate Dean or Deans, if more than one college is significantly involved.

Distribute teaching assignments, schedule class hours and rooms within allocation, and prepare and supervise reports to appropriate University officials.

Maintain custody of University property charged to the Department.

Supervise the academic counseling of student majors in the Department.

Notify the appropriate executive officers, through channels, of departmental needs for which gifts or bequests should be sought or are being sough. Engage in appropriate development activities related to gifts and bequests. Promote cordial and productive alumni relations.

Perform other necessary tasks, all of which cannot be specified, such as noting the progress of graduates, maintaining relations with the Regional Campuses, inducting new faculty, developing brochures of course syllabi, etc.
Program Coordinators

Appointment and Terms. Program Coordinators – that is, the Graduate Studies, Undergraduate Studies, and Writing Program Coordinators – normally are appointed in the spring by the Department Chair. Usually the term will be three years. Before making such appointments, the Chair shall ask for recommendations and nominations from the faculty as a whole, consult with the appropriate Program Committees, absent the incumbent Chairs, and with FAC.
Graduate Studies Coordinator

The Graduate Studies Coordinator must be a full member of the Graduate Faculty holding the rank of Associate Professor or Professor. The Graduate Coordinator Chairs the Graduate Studies Committee and oversees the operation and development of the Department's graduate programs. The specific duties and responsibilities of the Graduate Coordinator are referenced in the description of workload equivalents (see Section 2 “Teaching Assignments and Work Load”) contained in this handbook.

Duties of the Graduate Studies Coordinator

The Responsibilities of the graduate studies coordinator pertaining to the department’s graduate program include:

Organizing and Chairing Graduate Studies Committee meetings;

Presenting policy changes to the FAC;

Reporting to the FAC on graduate affairs;

Long-term planning and scheduling of courses and faculty assignments, in consultation with Program Chairs for Rhetoric and Composition, TESL, and Literature;

Coordinating and administering language exams for all graduate programs;

Coordinating the admissions process and program committee decisions concerning GA and TF appointments;

Maintaining admissions standards across all programs;

General advising and mentoring of incoming students and of students who wish to switch programs;

Presenting curricular proposals to the Department Curriculum Committee;

Facilitating programs and activities than enhance the general social and intellectual life of graduate students;

Keeping annual records and assessing data across programs concerning placement, attrition, time-to-degree, stipends, etc.;

Collecting information from Program Chairs for AQIP reporting;

Entering AQIP reports for all graduate programs;

Preparing for and coordinating the internal and external review of graduate programs;

Coordinating with RAGS, Arts and Sciences Graduate Affairs, and the department Chairperson to promote the growth, success, and institutional efficiency of the current graduate programs;

Representing the Graduate Studies Committee at Arts and Sciences Graduate Council Meetings.

Undergraduate Studies Coordinator

The Undergraduate Studies Coordinator chairs the Undergraduate Studies Committee and oversees the operation and development of the Department's undergraduate programs. The specific duties and responsibilities of the Undergraduate Studies Coordinator are referenced in the description of workload equivalents (see Section 2 “Teaching Assignments and Work Load”) contained in this handbook.

Duties of Undergraduate Studies Coordinator

The responsibilities of the Undergraduate Studies Coordinator pertaining to the Department’s Undergraduate courses include:

Advising

Representation of the Department on the College Curriculum Committee

Recruitment and Retention (e.g., Academic Discovery Days; Career Preparation Program)

Scheduling of all LER’s and Core courses in consultation with Writing Program, Graduate Programs, Creative Writing Programs, and TESL/Linguistics

Department Awards, Scholarships, and Writing Contests

Consultation with the Department Chairperson on program staffing (including evaluations of Department faculty, program coordination among campuses, and supervision of faculty and staff)

Research on and for the English Undergraduate Studies Center and Program (including dissemination of new developments in the field, conference participation).

Supervision and upkeep of assessment procedures (including unusual reports and liaison with Writing Program)

Curriculum development and upkeep (including updates of Major requirements, Advanced Business and principles of Tech Writing, controlled sections)

Representation of the Undergraduate Studies Program on Department and University Committees

Writing Program Coordinator

The Writing Program Coordinator chairs the Writing Program Committee and oversees the operation and development of the Department's undergraduate writing programs. The specific duties and responsibilities of the Writing Program Coordinator are referenced in the description of workload equivalents (see Section 2 “Teaching Assignments and Work Load”) contained in this handbook.

Duties of Writing Program Coordinator

The responsibilities of the Writing Program Coordinator pertaining to the Department’s Writing Program include:

Works in consultation with the Department Chairperson to develop the writing faculty (including dissemination of the program’s teaching philosophy, , and planning of workshops) and on program staffing (including scheduling for NTT and TT writing faculty, evaluations of writing faculty, program coordination among campuses, and recommendations to hire and supervision of faculty, staff, and graduate teaching assistants).

Conducts research on and for the Writing program (including the dissemination of new developments in the field, conference participation).

Supervises and maintains assessment procedures (including annual AQIP reports and liaison with Undergraduate Studies Office).

Assists with University Writing Placement Procedures as they affect all writing courses in the English Department. Maintains and develops curriculum (including overseeing updates of Instructors’ Manual/Students’ and Guide to College English Administers the Zurava Award (selection of judges and initial reading of entrees).

Advises all writing minors.

Represents the Writing Program on Department and University committees. Heads the Writing Program Committee.
Assistant to the Chair

The Assistant to the Chair is appointed by the Chair in consultation with FAC and the faculty as a whole. The term of appointment is normally for three years and normally carries with it a workload equivalency of three hours per semester. The Assistant to the Chair is a regular full-time faculty member with tenure and performs tasks determined by the Chair. Typical duties of the Assistant to the Chair are:
Duties of the Assistant to the Chair

The responsibilities of the Assistant to the Chair include, but are not limited to, the following:

Facilitating communication and collaboration between English faculty at Kent and regional campuses.

In consultation with the Chair, coordinating peer evaluations of teaching for TT and full-time NTT English faculty at regional campuses.

Consulting with the Writing Program Coordinator and Undergraduate Studies Coordinator to process requests for part-time pool approval for regional campuses.

Serving as the Kent campus representative when the Chair convenes the Regional Campuses Committee comprised of the English Coordinators from all campuses.

Coordinating Kent Campus course schedule with Program Coordinators and Department Administrative Assistant.

Serving as ex officio non-voting member of FAC (but eligible to stand for election as a voting member of FAC).
Additional Administrative Appointments

Appointments to other departmental administrative positions are made by the Chair after consultation with the FAC. Workload equivalents for these appointments are referenced in Section 2 “Teaching Assignments and Work Load” contained in this handbook.
ESL Center Director

Serves as Director of the ESL Center. Coordinates the ESL offerings of the Department, including the placement of students in appropriate classes; supervises instructors teaching ESL classes; and acts as liaison with other University offices and programs concerned with ESL issues and international students, such as Admissions and the office for International Affairs. Develops and coordinates additional ESL programs.

Regional Campuses Coordinator

The Regional Campuses Coordinator is appointed by the Department Chairperson after consultation with the Regional Campuses Committee, FAC, the relevant Campus Dean, and the Executive Dean for Regional Campuses. The Coordinator is charged with facilitating communication and collaboration among English faculty on the several campuses, and with serving as ex officio non-voting member of FAC. The term normally is three years and carries with it a one-course per semester teaching load reduction.

Assistant Writing Program Coordinator

In light of the University-wide impact of and the large enrollments in the Freshman Writing Program, the duties of the Writing Program Coordinator may be assisted by an Assistant Writing Program Coordinator, who is normally a full-time non-tenure track faculty member assigned appropriate administrative workload equivalencies. The Assistant Writing Program Coordinator, who works in consultation with the Writing Program Coordinator,

Assists with the College Writing Stretch (ENG 11001/2) program (including faculty training sessions, portfolio assessments, and textbook selection in consultation with the Writing Program Coordinator);

Assists with selection of materials for pre-semester orientation for new faculty. Administers class observation procedures;

Represents the Writing Program in handling complaints, working with textbook representatives, and keeping the Writing Program Office responsive to writing faculty, students, and the public;

Schedules class sections for grad students and PT faculty, in consultation with the Coordinator;

Assists Coordinator in new student placement procedures such as selecting reading samples and devising writing prompts;

Assists as needed with AQIP tasks designed by Coordinator

Performs other appropriate tasks to assist the Writing Program Coordinator;

Assistant Undergraduate Studies Coordinator

The Undergraduate Studies Coordinator may be assisted by an Assistant Undergraduate Studies Coordinator, who is normally a full-time non-tenure track faculty member assigned appropriate workload equivalencies (See SECTION 2, Table 1). The Assistant Undergraduate Studies Coordinator, who works in consultation with the Undergraduate Studies Coordinator, serves as principal advisor for English majors and minors and performs other tasks to assist the Undergraduate Studies Coordinator.

Writing Commons Director

Coordinates activities of the Writing Commons, including hiring, training, and supervision of tutors; scheduling; and record-keeping. Acts as liaison with English Department and with other Kent Campus units and offices concerned with academic support services.