| Responsibilities of Department Chairs
The Department Chairperson is the chief officer and academic leader of the department faculty. The Chair--the essential link between the Dean and the faculty, the one who makes things happen, who carries the present and shapes the future of the department--enjoys these responsibilities:
· chairing department meetings
· coordinating the evaluation of faculty performance
· representing the department in recommendations to the Dean on reappointment and nonreappointment, the granting of tenure and promotions, and salaries
· appointing department committees
· initiating curriculum development and revision
· coordinating the preparation of class schedules
· coordinating the recruitment of department faculty
· managing the affairs of the department
· supervising the department secretary
· administering the budget of the department
· serving as the key link in communications between the department faculty and the dean
· representing the department in College matters
· providing leadership in all situations serving the interests of the department Four responsibilities of chairs have extremely important long-term effects for the College, the Department, and students: a) evaluation of faculty, both full-time and part-time; b) recommendation of faculty for reappointment (or nonreappointment), tenure, and promotion; c) coordination of appointment of new faculty; and d) planning. Peer review procedures, both for ongoing evaluation and for tenure and promotion review, are essential, not as a way of setting aside chair responsibilities, but as a way of improving the execution of them. While it is widely recognized that evaluation has two broad purposes--bringing about improvement and determining bases for retention and advancement in status, rank, and salary--these purposes are not easily divided, and chairs must address both of them. Each year new planning opportunities present themselves through such things as the University Strategic Planning Council, national commissions on Drake's future, preparation of materials for accreditation review, College-wide planning efforts independent of University direction, and department-initiated planning, often in the form of curriculum revision. While planning responsibilities take time, they also provide an important avenue for faculty to make input in determining the future of the College and University and for chairs to provide leadership in that process. Each year new planning opportunities present themselves through such things as the University Strategic Planning Council, national commissions- on Drake's future, preparation of materials for accreditation review, College-wide planning efforts independent of University direction, and department-initiated planning, often in the form of curriculum revision. While planning responsibilities take time, they also provide an important avenue for faculty to make input in determining the future of the College and University and for chairs to provide leadership in that process. Responsibilities of the Dean and Others in the Dean's Office
Following are descriptions of the responsibilities of some who work in the Dean's Office in Room 268A of the Harmon Fine Arts Center. If you have any questions, please contact the Dean's Office at 271-3939. Dean
The Dean, personally or through his or her designees, ensures performance of the following responsibilities:
1. Provides leadership to the faculty through such things as: promoting standards of excellence, communicating on matters of interest and concern, recognizing accomplishments, promoting faculty activities, encouraging ideas and innovation, projecting a vision for the College, and protecting the integrity of the College.
2. Provides leadership in curriculum and instruction by coordinating efforts aimed at improving teaching and advising, developing and improving curricula and programs, and providing academic services to students.
3. Maintains faculty records of professional activities, evaluates performance, handles appointments and reappointments, coordinates promotion and tenure processes and recommends candidates for both, recommends sabbatical leaves, and determines salaries.
4. Represents the College and faculty in interactions with the Provost and President, among deans and vice-presidents, with students, and at such things as open house and orientation sessions.
5. Manages the College budget, facilities, personnel procedures, clerical services, academic scheduling, grants, publications, and coordinates the work of the Council and committees.
6. Provides oversight and coordination for the programs in the School of Fine Arts, works with the Friends of Drake Arts, and supervise the Manager of Fine Arts Activities and Facilities.
7. Works with representatives of Institutional Advancement in resource, alumni, and constituent development.
8. Represents the faculty and students of the College and serves the University through such things as committee and commission assignments and recruitment of students.
9. Represents the University to accrediting agencies, professional organizations, the higher education community, and/or the Des Moines community.
10. Maintains a scholarly identity in his or her discipline.
Associate Dean
1. Curricular Responsibilities
A. Works with faculty to explore new academic programs and enhance the curriculum of the College, and to support faculty access to information about advising and innovative pedagogical methods
B. Works with the Director of the Drake Curriculum to discuss Arts and Sciences support and faculty development for the general education program.
C. Works with the A&S Council to ensure Dean’s office support of their work.
2. Coordinates Scheduling
Works with the Administrative Support Specialists and Administrative Assistant to ensure that activities related to academic scheduling are completed. These activities include:
A. Distribution of information from the Office of Student Records regarding fall and spring class schedules.
B. Collection and review of schedules from A&S departments.
C. Coordination of scheduling within Arts and Sciences, especially in the sciences.
D. Coordination of scheduling as necessary with other colleges and schools.
E. Reviewing enrollments after registration consulting with the dean regarding cancellation of courses.
3. Faculty Development
A. Works with new Arts and Sciences faculty members to facilitate adjustment to Drake University.
B. Collaborates with the Dean and Arts and Science faculty members to identify and organize desired development activities.
C. Provides support as needed for grant implementation.
4. Technology Coordination
A. Supervises the work of the educational technologist, and collaborates with the educational technologist on promoting the appropriate use of technology in the classroom.
B. Serves as ex-officio on the Technology Planning Committee and coordinates their work.
C. Works with the educational technologist and the Technology Planning Committee to develop, implement, and assess outcomes on a rolling three-year plan for technology use in the college.
D. Supervises record keeping and assessment of staff computers.
E. Works with chairs to derive recommendations for Capital Equipment requests for the College and submits requests to the Dean.
5. Open Houses and Orientation
A. Coordinates with the Administrative Assistant for Arts and Sciences activities for Admissions Open House events, Minnesota Days, and Iowa Private College Days. Represents personally or finds faculty representatives for Arts and Sciences at these events and New Student Orientation sessions.
B. Supervises the Academic Support Specialists in planning New Student Orientation.
C. Serves as liaison with Admissions for coordinating recruiting issues.
6. Academic/Student Issues
A. Deals with students with exceptional academic issue. This includes making final decisions on transfer credits, considering student petitions, and meeting with students with extraordinary academic problems. Serves as point person in referring issues to the Academic Integrity and Appeals Committee. Forwards academic integrity information as necessary to other colleges, the Provost, and/or the Dean of Students.
B. Consults with and provides support to the Academic Support Specialists for student records management as needed.
C. Reviews files for probation and suspension, receiving and making judgments on initial appeals of suspension.
7. Represents Arts and Sciences on the Council of Academic Administrative Departments. 7. 8. Assumes such other duties as assigned by the Dean.
Assistant Dean for Academic Support
1. Advise students and provide support services in making recommendations regarding course of study, degree requirements and particular course offerings to enrolled and prospective students in the College with particular attention to the following: fine arts students, open-enrolled, transfers, study abroad, students pursuing multiple majors or degrees, and students at risk.
2. Assists with student registration and process add/drops. Maintains and updates student records regarding change of major/minor/degrees and advisors for all fine arts students. Evaluate transcripts for applicability of transfer credits working with the office of Student Records and the Academic Support Specialist. Process academic paperwork, including academic petitions, change of grades, independent studies, and perform junior and senior year graduation reviews.
3. Assists with dismissals, withdrawals, reinstatements, and re-enrollments. Works with the Associate Dean on all matters needing attention on student academic issues.
4. Maintains fine arts undergraduate curricular files to assure appropriate compliance of university with regard to institutional policies and accreditation procedures.
5. Provides clerical assistance for office staff including maintaining databases for probation and suspension and producing and mailing probation and suspension letters.
6. Helps represent the College to CAAD and other university-wide committees, as needed.
7. Assists the Associate Dean with providing resources for faculty advisors by conducting periodic training sessions and updates assignments of students to faculty advisors.
8. Oversees the online catalog for the college including entering courses and course details as departments change their curriculum. Maintains a curriculum database of all college curriculum changes.
9. Collaborates with Associate Dean, Academic Support Specialist and other University personnel in organizing college activities related to summer orientation and Iowa Private College Week.
Budget and Office Manager
1. Oversees the approval and processing of revenue, expenditure, and position control documents, department budgets, salary updates, ledger and account maintenance and data entry, ensuring compliance with university policies.
2. Maintains, reviews, and monitors budgets and expenditures for the following areas; Friends of Drake Arts, Fine Arts Facilities events held in the Harmon Fine Arts building and Sheslow Auditorium, technology fee projects approved by the Provost’s Office
3. Record-keeping and monitoring of projects and expenses approved by the Drake Center for the Humanities.
4. Coordinates with the Dean the College travel budget and manages the Faculty Development grants.
5. Maintains the departmental database and files and manage departmental records, including staff vacation/sick leave reports, time reports, status forms and other personnel reports.
6. Coordinates secretarial services throughout the College; oversees the clerical operation of the Dean's Office, which includes recruitment, appointment and overall supervision of clerical personnel.
7. Authorizes the issuance of keys to individuals in the College.
8. Assists the Dean with new faculty searches and prepares the necessary paperwork.
9. Represents the College in dealing with other University offices. Fine Arts Facilities Manager
1. Collaborates with the Art, Music, and Theater Departments in the scheduling and management of activities in all fine arts facilities (Hall of Performing Arts, Sheslow Auditorium, Monroe Recital Hall, Weeks Gallery, Studio Theater and Harmon Fine Arts classrooms).
2. Gathers materials for publication of Fine Arts Calendar and assists in maintenance of Fine Arts mailing lists for publicity purposes (all of these in collaboration with the Development Officer for Fine Arts and Friends of Drake Arts).
3. Assists in all Drake facilities scheduling for Friends of Drake Arts.
4. Coordinates grants as established by Friends of Drake Arts.
5. Answers general information phone line for the School of Fine Arts.
6. Gathers materials for publication of the Music Calendar
7. Coordinates Music 21 events.
8. Coordinates master classroom schedule with Student Records and Fine Arts chairs.
9. Coordinates security policies and procedures with Campus Security.
10. Establishes building hours and oversees security arrangements, including hiring and supervision of building monitors in the Harmon Fine Arts Center and Sheslow Auditorium.
11. Manages the box office, appointing, training, and supervising the box office staff.
12. Arranges rental agreements and coordinates needs with groups using facilities.
13. Arranges for and supervises staff for events for outside users.
14. Serves as liaison with the President’s Office for Levitt Hall, the Olmsted Director, the Knapp Center Director, and the Physical Plant Director.
15. Oversees the operation of the Dickson Media Center (includes management of student staff and responsibility for maintenance of equipments).
16. Oversees parking arrangements for Fine Arts events and deals with handicap accessibility issues.
17. Tracks and issues keys to the facility.
18. Coordinates facility needs and repairs with Facility Services.
19. Assumes such other responsibilities as are necessary to accomplish effective management of Fine Arts activities and facilities. Educational Technologist
1. Consults with departments on educational technology needs in order to enhance student learning.
2. Assists faculty with development and implementation of instructional materials using technology
3. Assists faculty with their needs in computer teaching classrooms and labs
4. Contribute technology knowledge to faculty and staff
5. Assesses technology problems that affect the college or individual departments and provide solutions
6. Provides informal or formal professional development opportunities
7. Mentors and coaches faculty in using new technology for classroom
8. Provides technical help on materials that are used to advance pedagogy methods
9. Assesses, designs, develops and implements informal or formal training for faculty and staff for use in their classrooms that will further the mission of the college
10. Provides consulting on special projects initiated in Dean’s Office or university-wide that affect the college
11. Consults on technology purchases regarding technical requirements
12. Serves as a technical reference in organizing technical work with other departments, colleges and organizations
13. Provides technical support in situations that affect student learning
14. Provides technical knowledge and recommendations for Technology Planning Committee
15. Maintains security and other technical policies outlined by Drake University and the College of Arts and Science
16. Manages, consults and organizes upgrades to high tech classrooms and labs
17. Maintains a college computer inventory
18. Serves as a single source of contact regarding available technology equipment in the college
19. Represents the college in campus technology matters
20. Serves as a link in technology between departments and the Dean
21. Administers and initiates technology replacement requests for new faculty machines, faculty upgrades and technology planning projects
22. Assumes other tasks and duties assigned by Dean. Academic Support Specialist
1. Advise students, including prospective students in all phases of educational planning, including program and course information, registration, adjustments to schedules, transfer requirements, articulations, and graduation requirements.
2. Maintain academic records of undergraduate, graduate and unclassified Arts and Sciences and Fine Arts students. (Includes maintaining audits/individualized student plans, processing student petitions, verifying probation and dean's lists, performing junior and senior year graduation reviews, releasing degrees.)
3. Handle complaints from students' families, recording information and directing complaints to appropriate person for investigation and response.
4. Evaluate transcripts of transfer students. Determine course work applicability and/or equivalency toward degree completion. Make decisions regarding transfer of credits.
5. Provide registration support to faculty advisors, department chairs, parents and students regarding matters of academic policy (provide forms, audits; computer back-up, Q&A via phone).
6. Prepare and disseminate to campus offices information such as probation reports, honors information, list of candidates for graduation and graduation programs.
7. Assist in preparation for registration activities related to summer orientation and registration of EFR.
8. Meet with prospective students and parents to discuss academic requirements and procedures within the college and University.
9. Review and approve degree audits for seniors graduating in the college.
10. Helps represent the College to CAAD and other university-wide committees, as needed Administrative Assistant
1. Serves as receptionist for the Dean's Office and assists visitors in locating people and places and accept parcels.
2. Schedules and coordinates all meetings for the Dean and Associate/Assistant Dean.
3. Shares in the coordination of the delivery and pick-up of daily mail, including opening, date stamping, and distributing to the staff.
4. Serves as a back-up for the Academic Support Specialists. Tasks could include processing change of grades and independent study forms for the college, registering and processing drop/add forms, change of major and intra-university transfers, withdrawals and other student requests as needed.
5. Provides clerical assistance for office staff; designing office documents, catalog changes, and class schedules.
6. Types and proofs letters or memos for the Dean and Associate/Assistant Dean.
7. Places fax messages for faculty and staff.
8. Sets up monthly Council, Chair and Cabinet meetings.
9. Distributes agenda and minutes and other relevant material needed for meetings.
10. Set up Promotion & Tenure, Academic Integrity and other Arts and Sciences Committee meetings when the need arises.
11. Hire, supervise and assign jobs to student employees.
12. Coordinates the program for the College Honors Convocation, including assembling the program and the Dean’s award book for presentation and arrangements for the reception.
13. Updates faculty handbooks as changes are approved by the Arts and Sciences Council. Coordinates with the Associate/Assistant Dean of the college class schedules and catalog issues. Maintains the college’s copy of course descriptions and major/minor requirements.
14. Collect part-time faculty forms from departments and prepare part-time appointment letters.
15. Collects and maintains files for all faculty evaluations. Prepares promotion and tenure documents received from candidates and departments for forwarding to the Promotion and Tenure Committee.
16. Maintains conference room schedule for meetings.
17. Updates web pages for the Dean's Office.
18. Coordinates, in consultation with the Associate/Assistant Dean of College, elections for the A&S Council and other committees.
19. Assumes such other tasks as are necessary and helpful in keeping the office in operation. |
