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ADMINISTRATIVE DUTIES HANDBOOK

ADMINISTRATOR:    PROVOST AND VICE PRESIDENT FOR ACADEMIC AFFAIRS

The Provost and Vice President for Academic Affairs reports directly to the President and is responsible for the development and management of the academic divisions and the academic support services. The Provost and Vice President for Academic Affairs is the University’s second-ranking administrator. The Provost and Vice President for Academic Affairs assists in the implementation of the mission of the University by ensuring that the curricula and continuing education offerings are of the highest quality for all students while emphasizing academic and leadership preparation for women.

Responsibilities:

    Coordinate and supervise the offices and programs of the eight colleges and Institute, the Library, the Registrar, Continuing Education, Distance Learning, Graduate Studies, Academic Support, the Mississippi Governor’s School, the Honors College, Academic Advising, and General Education.

    Oversee the hiring of faculty, staff and administrators in the above areas and make recommendations to the President on personnel.

    Coordinate systematic program of planning and evaluation of academic affairs area.

    Maintain files with credentials on faculty members.

    Prepare budget requests for the President in each area of responsibility and oversee the budget in each area.

    Serve as chair of the Academic Council.

    Serve as the representative of Academic Affairs on the Administrative Council and President’s Cabinet.

    Serve as chair of the Administrative Policy Review Committee.

    Serve as ex-officio member of Graduate Council, Undergraduate Curriculum Council, Core Curriculum Committee and Teacher Education Council.

    Evaluate the Associate Vice President for Academic Affairs, all heads of academic units, the Registrar, the Director of the Library, the Coordinator of Academic Support Services, the Director of Honors College, the Director of Mississippi Governor’s School and the Director of Graduate Studies.

    Ensure that the evaluation system for faculty/staff is carried out in each unit.

    Prepare and revise the Faculty Handbook.

    Prepare and submit to the President the agenda for faculty meetings.

    Prepare reports for the Institutions of Higher Learning Board of Trustees and other agencies as requested.

    Serve on the Council of Chief Academic Officers of the Institutions of Higher Learning Board of Trustees.

    Prepare an annual report and Institutional Effectiveness Report for the Office of the Provost and Vice President for Academic Affairs.

    Oversee the promotion and tenure process and make recommendations to the President.

    Oversee and make recommendations on all curricular proposals.

    Review all policy statements in Academic Affairs and coordinate development of new or revised policies.

    Direct orientation of new faculty (full-time and adjunct).

    Assist the Office of Student Services in recruitment planning and programs.

    Assist the Office of Student Services in the planning and programming for orientation of students.

    Coordinate the preparation of the academic course schedules and plan for academic advising.

    Recommend assignment of faculty to university councils and committees.

    Coordinate the preparation and submission of new academic programs to the IHL Board of Trustees.

    Review all academic programs on a regular basis.

    Plan and carry out procedures for Awards Day.

    Administer special budgets for faculty development, research, permanent equipment and teaching overloads.

    Coordinate the academic assessment process.

    Oversee preparation of the academic components in the University Bulletin.

    Oversee student evaluations of faculty.

    Oversee probation, suspension, Academic Fresh Start, Academic Second Chance, Late Administrative Withdrawal, and grievance procedures.

    Coordinate nominations and selection of emeritus faculty and make recommendations to the President.

    Assist with planning and carrying out plans for commencement.

    Serve as the Affirmative Action Officer for academic personnel.

    Serve as Chief Administrative Officer of the University in the absence of the President.

    Perform other duties as assigned by the President.

Organizational Structure:

The following administrators report directly to the Provost and Vice President for Academic Affairs

Academic Deans
Department Chairs
Associate Vice President for Academic Affairs
Director of Academic Support
Director of Center for Creative Learning
Director of Graduate Studies
Director of Honors College
Director of Library Services
Director of the Mississippi Governor’s School
Director of the Southern Women’s Institute
Coordinator of Study Abroad Program
Registrar

ADMINISTRATOR:    ACADEMIC DEANS

The deans of academic units report directly to the Provost and Vice President for Academic Affairs. The deans, in consultation with the chief academic officer, department chairs and faculty, are responsible for college/unit management, faculty affairs and instructional oversight.

Responsibilities:

The dean is responsible for the following college/unit management duties:

    Coordinate the development and implementation of short- and long-range college/unit programs, plans, goals, and priorities.
    Call and preside over college/unit meetings to provide information, discuss common problems, interpret policies, and coordinate the activities of departments and individuals.
    Coordinate and supervise the activities of the department chairs and/or other subordinates and staff as applicable.
    Supervise the preparation, submission, allocation, and expenditure of the college/unit budgets.
    Supervise the college/unit inventory, management of facilities, and equipment.
    Approve college/unit requisitions, travel requests, and work orders for repairs and renovations to facilities.
    Coordinate all activities involving the college/unit and its departments with other colleges/units, other areas of the University and with external agencies including articulation courses/programs with other institutions.
    Establish college/unit committees and recommend college/unit appointments to university-wide committees.
    Represent the college/school on campus and in the professional and local communities.
    Engage in appropriate fund raising activities in conjunction with the Mississippi University for Women Foundation to meet the financial needs of the college/unit.
    Meet established deadlines for completion of responsibilities.
    Oversee preparation for accreditations, program reviews, and evaluations within the college.

The dean is responsible for the following Faculty affairs duties:

    Oversee all activities of the department chairs, or if in a unit without chairs, oversee the activities of the faculty.
    Support excellence in teaching, advising, research/scholarship, and service.
    Direct the recruitment and appointment of faculty and staff in accordance with the University’s established personnel policies and affirmative action guidelines.
    Review and recommend for approval all faculty assignments including overload assignments.
    Review and recommend to the CAO all faculty and professional actions, including reappointments, promotions, tenure, salary actions, and terminations following established policies.
    Recommend appointments of adjunct faculty.
    Discuss evaluation philosophies and criteria with department chairs and with faculty members of the college/unit.
    Promote faculty development activities within the college/unit.
    Reduce, resolve, and prevent conflict among department chairs, faculty members and staff following established policies.

The dean is responsible for the following instructional oversight duties:

    Coordinate and oversee the activities of the department chairs or, if in a unit without chairs, oversee the activities of the faculty.
    Coordinate recruitment, orientation, retention, advising and registration activities.
    Coordinate college/unit program reviews and the development of new academic programs.
    Authorize student programmatic actions in line with and as required by institutional policies and procedures including the timely submission of grade reports.
    Resolve student grievances in accordance with established policies.

Perform other responsibilities as assigned by the CAO.

ADMINISTRATOR:    DEPARTMENT CHAIRS

The department chairs of academic units report directly to the deans. The department chairs, in consultation with the chief academic officer, and faculty, are responsible for college/unit management, faculty affairs and instructional oversight.

Responsibilities:

The department chairs are responsible for the following college/unit management duties:

    Coordinate the development and implementation of short-and long-range department programs, plans, goals and priorities.
    Administer the department budget in consultation with the dean.
    Manage department facilities and equipment, including maintenance and control of inventory.
    Supervise and evaluate the clerical and technical staff in the department following established policies.
    Maintain essential department records.
    Conduct department meetings.
    Establish department committees and recommend members of college and/or university committees.
    Prepare the department for accreditation, program reviews and evaluations.
    Serve as an advocate for the department.
    Meet established deadlines for completion of responsibilities

The department chairs are responsible for the following faculty affairs duties:

    Recruit and recommend faculty members for employment.
    Assign faculty responsibilities.
    Authorize faculty actions including travel and other such professional activities requiring absence from campus.
    Implement and monitor faculty performance evaluation and salary plans following established policies.
    Coordinate the procedures for reappointments, promotions, tenure, and terminations following established policies.
    Keep faculty members informed of department, college/school and university plans, activities, and expectations.
    Reduce, resolve, and prevent conflict among faculty members following established policies.
    Discuss evaluation philosophies and criteria with departmental faculty members.
    Foster the development of each faculty member's special professional talents and interests.
    Foster and support quality teaching and advising in the department.
    Stimulate and support faculty research/scholarship.

The department chairs are responsible for the following instructional oversight duties:

    Schedule classes.
    Coordinate utilization of dedicated classrooms and laboratories.
    Supervise online and off-campus programs.
    Coordinate departmental assessment activities.
    Update department curriculum, courses, and programs.
    Coordinate textbook orders.
    Coordinate recruitment, orientation, retention, advising and registration activities.
    Authorize student programmatic actions in line with and as required by institutional policies and procedures including the timely submission of grade reports.
    Resolve student grievances in accordance with established policies.

Perform other responsibilities as assigned by the dean.

ADMINISTRATOR:    ASSOCIATE VICE PRESIDENT FOR ACADEMIC AFFAIRS

The Associate Vice President for Academic Affairs reports directly to the Provost and Vice President for Academic Affairs. The Associate Vice President has primary responsibility for monitoring and coordinating the planning and evaluation of institutional effectiveness activities, of the general education program, of academic advising, and of on-line offerings.

Responsibilities:

    Supervise the Director of Academic Advising, oversee the coordination of advising during registration and orientation, advisor training, and other initiatives sponsored by the Advising Center.

    Oversee and coordinate UN course offerings (UN, LDR, LS, MS), their scheduling and evaluation.

    Oversee the first-year-experience program and collaborate with the President’s Cabinet in university persistence efforts.

    Serve as an ex-officio member of the Core Curriculum Committee, provide support for the assessment of the general education program, and coordinate nationally-normed assessments.

    Implement and refine strategic planning systems, including the implementation of QEP’s as a component of the university’s strategic planning process.

    Ensure the quality of academic assessment efforts. Provide consultation and support to academic units in the refinement of assessment efforts. Support faculty involvement in program planning and assessment.

    Chair the university planning and institutional effectiveness (PIE) council.

    Monitor and keep the University community apprised of all Southern Association of Colleges and Schools (SACS) policies, procedures, and guidelines.

    Supervise the faculty and staff in the Office of Institutional Research to ensure that meaningful data reports are provided to support institutional planning and assessment efforts.

    Supervise the Director of Instructional Technology to ensure effective online course delivery and evaluation.

    Serve as a member of the Academic Council, Administrative Council, and Undergraduate Curriculum Council.

    Oversee coordination of student course evaluations.

    Collaborate with the Provost to provide effective faculty development and leadership development programs.

    Perform other duties as assigned by the Provost and Vice President for Academic Affairs.

ADMINISTRATOR:    DIRECTOR OF ACADEMIC SUPPORT

The Director of Academic Support reports directly to the Provost and Vice President for Academic Affairs and is responsible for programs and services that are designed to improve the academic performance of students.

Responsibilities:

    Maintain appropriate documentation and coordinate efforts to provide reasonable accommodations and/or adjustments for students with disabilities.

    Keep MUW administration, faculty and staff informed about disability issues.

    Schedule, administer, and collect data for the Accuplacer test.

    Coordinate the Summer Developmental and Follow-Along Programs.

    Hire, schedule, train and oversee the work of student tutors.

    Develop and schedule other types of assistance for students experiencing academic difficulties.

    Serve on University committees.

    Perform other duties as assigned by the Provost and Vice President for Academic Affairs.

ADMINISTRATOR:    DIRECTOR OF CENTER FOR CREATIVE LEARNING

The Director of Center for Creative Learning reports directly to the Provost and Vice President for Academic Affairs and is responsible for the coordination of various activities of the Center.

Responsibilities:

    Hire, supervise and evaluate Center staff.

    Oversee external and internal marketing activities and all Center events.

    Conduct informative sessions with targeted audiences.

    Research activities of similar Centers.

    Plan high-quality enrichment programs for K-12 learners

    Oversee the development of assessments for K-12 learners.

    Select topics and speakers for Parent and Teacher Institutes.

    Coordinate recruitment of parents and teachers for Institutes.

    Coordinate the assessment of effectiveness of Parental Institutes.

    Conduct delayed follow-up surveys with parents.

    Plan and implement innovative parent programs and services.

    Collect and disseminate research on best practices for teachers.

    Oversee the assessment of programs and services for teachers.

    Make presentations to community organizations and businesses on impact of high quality learning.

    Supervise Liaisons for Learning Program.

    Collaborate with other education and community agencies on best practices for innovative learning.

    Plan and implement innovative programs and services which will create stronger connections between schools and communities.

    Perform other duties as assigned by the Provost and Vice President for Academic Affairs.

ADMINISTRATOR:    DIRECTOR OF GRADUATE STUDIES

The Director of Graduate Studies reports directly to the Provost and Vice President for Academic Affairs and is responsible for the planning and administration of graduate programs.

Responsibilities:

    Oversee the Office of Graduate Studies.

    Oversee admission of students to Graduate Studies.

    Monitor academic progress in collaboration with College Deans

    Serve as Chair of the Graduate Council.

    Serve as Graduate Council representative on Academic Council.

    Prepare annual reports and strategic plans.

    Coordinate written documents and procedures related to graduate students and procedures.

    Keep Graduate Bulletin up-to-date.

    Network with graduate program coordinators at other universities.

    Perform other duties as assigned by the Provost and Vice President for Academic Affairs.

ADMINISTRATOR:    DIRECTOR OF HONORS COLLEGE

The Director of the Honors College reports directly to the Provost and Vice President for Academic Affairs and is responsible for directing the operation of the Honors College.

Responsibilities:

    Direct the operations of the Honors College.

    Develop programs and activities for the Honors College in consultation with the Honors Committee.

    Prepare budget requests and manage the Honors College budget.

    Coordinate the planning and evaluation of the Honors College.

    Advise Honors students in concert with the Associate Vice President for Academic Affairs.

    Perform other duties as assigned by the Provost and Vice President for Academic Affairs.

ADMINISTRATOR:    DIRECTOR OF LIBRARY SERVICES

The Director of Library Services reports directly to the Provost and Vice President for Academic Affairs and is responsible for the overall administration of the University library and its services.

Responsibilities:

    Propose to the Provost and Vice President for Academic Affairs policies and regulations and administer established policies and regulations.

    Supervise and direct all library personnel and services.

    Coordinate all services provided to students, faculty, staff and others using the library.

    Coordinate systematic program of planning and evaluation of library services.

    Make recommendations and reports concerning library activities.

    Prepare and manage the operational budget for Library Services.

    Provide leadership and supervision for the library staff.

    Serve as an ex-officio member of the Faculty Library Advisory Committee.

    Serve as a member of the Academic and Administrative Councils and other councils and/or committees as assigned.

    Prepare general library correspondence.

    Work with the Superintendent of Buildings and Grounds on maintenance of library facilities.

    Coordinate with other University leaders to support requested library program needs.

    Represent the library at state and national organizations.

    Research and develop proposals for library acquisitions.

    Be knowledgeable in all aspects of library procedures and departments in order to function as one of the professional librarians in providing materials and services to library patrons in busy times and in the absence of other library faculty.

    Stay abreast of library technology and keep Mississippi University for Women administration and faculty apprised of new library technologies and evolving issues such as copyright.

    Be knowledgeable with regard to database licensing issues.

    Be knowledgeable with regard to cooperation and networking with other library directors.

    Perform other duties as assigned by the Provost and Vice President for Academic Affairs.

ADMINISTRATOR:    DIRECTOR OF THE MISSISSIPPI GOVERNOR’S SCHOOL

The Director of the Mississippi Governor’s School (MGS) reports directly to the Provost and Vice President for Academic Affairs and is responsible for the overall administration of a summer residential program for rising high school juniors and seniors who have demonstrated outstanding intellectual, creative or leadership potential.

Responsibilities:

    Keep the Provost and Vice President for Academic Affairs informed of all program components.

    Publicize the MGS program and its relation to the positive image of Mississippi University for Women.

    Organize networks of Governor’s School students and their parents in order to build program support.

    Recruit, hire, and evaluate all faculty and staff for the program. In cases where there are problems which do not readily permit other solutions, initiate actions to terminate the appointment of the person involved.

    Ensure that good working relationships are maintained with other programs of the University.

    Participate in educational professional organizations and societies and promote the involvement of the MGS faculty in these organizations.

    Prepare reports, proposals, program evaluations, budgets, etc., relating to the operation of the MGS.

    Propose and administer the program budget.

    Order, maintain, and retain program equipment, supplies, materials and other commodities in keeping with University directives.

    Cooperate with school district staffs state-wide to ensure that the Governor’s School is providing the appropriate programming for eligible students without duplicating existing school programs.

    Coordinate a systematic program of planning and evaluation of the Mississippi Governor’s School.

    Cooperate with other Education/Human Sciences faculty as well as faculty from other divisions for the use of the Governor’s School program as a teaching laboratory for education majors and majors from related fields.

    Oversee operation of a high quality instructional and recreational summer program.

    Perform other duties as assigned by the Provost and Vice President for Academic Affairs.

ADMINISTRATOR:    DIRECTOR OF THE SOUTHERN WOMEN’S INSTITUTE

The Director of the Southern Women’s Institute reports directly to the Provost and Vice President for Academic Affairs and is responsible for organizing and planning programs that provide a foundation for research and inclusive outreach through a multi-disciplinary approach to the study of women in both traditional and non-traditional roles.

Responsibilities:

    Bring students, faculty and community together for mutual support and provide a clearinghouse of good practical information for individuals who need such materials.

    Provide specialized educational activities, quality information, nonsexist materials, and services to the university and region.

    Promote research and outreach on women and leadership.

    Promote research on women in areas of health, art and business.

    Select and order materials for the resource library.

    Oversee the Oral History Golden Girl’s project.

    Perform other duties as assigned by the Provost and Vice President for Academic Affairs.

ADMINISTRATOR:    COORDINATOR OF STUDY ABROAD PROGRAM

The Coordinator of Study Abroad reports directly to the Provost and Vice President for Academic Affairs and is responsible for the coordination of study abroad programs.

Responsibilities:

    Provide a clearinghouse for international experiences and study abroad programs available to students.

    Stimulate student interest in international experiences and study abroad programs in general.

    Provide information to students and faculty about international study/research abroad programs and exchange programs sponsored by the University and other appropriate institutions.

    Manage the budget and prepare budget requests.

    Stimulate faculty interest in proposing University-sponsored study abroad courses and programs and work with them in developing a proposal, following University guidelines for such programs.

    Network with other well established international study/research abroad programs to heighten student/faculty opportunities to travel abroad for educational purposes.

    Advertise institutional scholarship opportunities for students and supervise the application and selection process of potential scholarship recipients.

    Perform other duties as assigned by the Provost and Vice President for Academic Affairs.

ADMINISTRATOR:    REGISTRAR

The Registrar reports directly to the Provost and Vice President for Academic Affairs and is responsible for the leadership and management of services and operations in the Office of the Registrar.

Responsibilities:

    Maintain academic records of students.

    Process grades.

    Organize and coordinate activities for pre-scheduling, registration, Awards Day and graduation.

    Work with the Office of Student Services in student orientation.

    Consult with other officials to devise registration schedules and procedures.

    Exchange student information with other colleges and universities.

    Direct preparation of student transcripts and commencement lists.

    Evaluate previous college work for entering students and MUW students with out-of-residence work.

    Compile information, such as graduation requirements, for publication in school bulletins and catalogs.

    Coordinate dissemination of information on courses offered and procedures students are required to follow in order to obtain grade transcripts.

    Issue official transcripts.

    Certify degrees of all degree seeking students.

    Compile academic information to be included in the University Bulletin.

    Recommend and evaluate personnel of the Office of the Registrar.

    Prepare budget requests and manage budget.

    Coordinate systematic program of planning and evaluation of the Office of the Registrar.

    Prepare audits for pre-scheduling.

    Process withdrawals and add/drops.

    Perform other duties as assigned by the Provost and Vice President for Academic Affairs.