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Page Revised: December 19, 2002 Contents:
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1.11
POLICY AND PROCEDURES MANUALS
Effective: November 22, 1995 PURPOSE To define the Academic Affairs Policies and Procedures Manual as an authoritative repository of officially approved policies and procedures of the Division of Academic Affairs. AUTHORITY/SOURCE
POLICY This primary manual provides the decision criteria and practical guides in academic matters for University personnel. The Academic Affairs Policies and Procedures Manual is a companion to the University Policies and Procedures Manual and the respective manuals of the other University divisions. Policy 1.12 establishes the "Primary" and "Secondary" sources of official Academic Affairs policies. Academic policies and procedures pertaining to specific functional areas within the Division of Academic Affairs are, in some cases, contained in separate manuals, such as the Graduate Policies and Procedures Manual. The relationship of these more specialized manuals to the Academic Affairs Policies and Procedures Manual are indicated in the appropriate section contained herein. The Policies and Procedures in these manuals and those of any unit of the Division of Academic Affairs may not contravene the Policies and Procedures contained in the Academic Affairs Policies and Procedures Manual. PROCEDURE Each academic policy statement
is expressed and explained in the following format: 2. Dates: Dates of review, approval, and implementation. 3. Purpose: Brief Statement as to the reason for the policy and/or procedure. 4. Authority / Source: A reference to Florida Statutes, Florida Board of Education policy, University policy, or University office which requires or authorizes the policy and/or procedure. 5. Policy: A statement of the appropriate policy. 6. Procedure: a. A description of the procedure to be followed in order to implement the policy. b. Reference to any necessary forms.
1.12
PRIMARY AND SECONDARY POLICY MANUALS
Effective: November 22, 1995 PURPOSE To establish the authority of the primary and secondary sources of Academic Affairs policies and procedures. AUTHORITY/SOURCE Provost and Vice President for Academic Affairs POLICY 1. PRIMARY MANUALS "Primary Manuals" are the authoritative repositories of officially approved policies and procedures. These authoritative repositories serve the University community as sources of information for decision making and operational guidelines. Primary manuals clearly denote the policies and procedures, approval dates of individual policies, as well as who is responsible for their review, revision and implementation. Furthermore, a specific office is responsible for maintaining and disseminating a manual. The following are recognized by Academic Affairs as "Primary Manuals": Academic Affairs Policies and Procedures Manual. Maintained and distributed by the Vice President for Academic Affairs. Contains policies and procedures regarding the functions of the Division of Academic Affairs. (AAPPM) Collective Bargaining Agreement. Agreement between Florida Board of Education, State University System of Florida and the United Faculty of Florida. Maintained and distributed by the Florida Board of Eduction through the Office of Academic Budget and Personnel. Contains policies related to faculty, administrative and professional employment. (CBA) Florida Administrative Code. Annotated Official Compilation of Rules and Regulations of the State of Florida, Department of Education. Published by the Secretary of State and distributed to selected offices in the University, such as the University attorney and Office of Academic Budget and Personnel. Section 6C8 deals specifically with Florida International University. All University policies must be in compliance with these rules. (FAC) Graduate Policies and Procedures Manual. Maintained and distributed by the Division of Graduate Studies in collaboration with the Faculty Senate Graduate Council. Contains items relating specifically to the governance of graduate programs. (GPPM) Search and Screen Procedure Handbook. Maintained by the Office of Equal Opportunity Programs, Division of Business and Finance. Contains items relating to the employment of faculty and staff. (SSPH) Tenure and Promotion Manuals. The university libraries and each college and school have a faculty tenure and promotion manual. The Provost's Office, deans and library director are responsible for the updating and dissemination of these manuals. (TEPR) Undergraduate Policies and Procedures Manual. Maintained and distributed by the Division of Undergraduate Studies in collaboration with the Faculty Senate Undergraduate Council. Contains items relating to undergraduate students and programs. (UGPM) University Policies and Procedures Manual. Maintained by the Division of Business and Finance. Contains policies relating to the administrative policies of the University. (UPPM) 2. SECONDARY MANUALS "Secondary manuals" such as operational manuals, handbooks, guides and other University publications which contain polices and procedures are derived from the authoritative "Primary Manuals". "Secondary manuals" detail the operational procedures or program specifications which implement the authoritative policies. In the case of the college catalog and doctoral program manuals, the current issue at the time a student is admitted to a program serves as the legally recognized course of study. "Secondary Manuals" such as guides and handbooks restate official policies for a specific readership in an easy to read format, however, these must be based upon approved policies in the "Primary Manuals. "Some "Secondary Manuals" include: University Catalogs. The Undergraduate and Graduate catalogs are maintained by the Office of Enrollment Support Services with the respective Undergraduate or Graduate Dean, and are distributed by the Office of Admissions. These University publications contain the relevant information and policies for students regarding academic programs and procedures. The current catalogs at the time a student is admitted to a program serve as the legally recognized course of study unless a specific program manual is available. Doctoral Program Manuals. Every doctoral program must have a student manual which provides the policies and procedures for successful progression through the program. These are updated by the chair and faculty of each program. Division of Sponsored Research and Training Faculty/Staff Guide. Maintained by the Division of Sponsored Research and Training, Academic Affairs. Contains items for proposal preparation and award administration. Graduate Student Handbook. This handbook contains policies and procedures from a variety of sources specifically addressing the information needs of graduate students. It is maintained and disseminated by the Division of Graduate Studies. Regulations for Thesis and Dissertation Preparation Manual. This manual is designed to assist candidates in the preparation and typing of theses and dissertations submitted for advanced degrees. It is maintained and distributed by the Division of Graduate Studies in order to establish guidelines for uniformity in physical format of the manuscript and to delineate the procedures for filing the approved manuscript in the library. Student Handbook. Contains policies specific to student concerns, most notably student rights and responsibilities, grievance procedures, and descriptions of student services. This manual is annually updated and distributed by the Division of Student Affairs. Faculty Handbook: Florida International University. Synthesizes information for faculty from scores of different documents, policy statements, procedure manuals, etc. in a readable, accessible and useful format. This manual is maintained and distributed by the Vice Provost for Academic Programs.
1.13
DEVELOPMENT AND MODIFICATION OF POLICIES AND PROCEDURES
Effective: November 22, 1995 Archives PURPOSE To specify the review and approval process for the development and modification of Academic Affairs policies and procedures. AUTHORITY/SOURCE Provost and Vice President for Academic Affairs POLICY The internal policy review and approval process for Academic Affairs is portrayed in the attached flow chart. Academic policies concerning academic programming and faculty issues must be reviewed by the Faculty Senate, the Council of Deans and the Provost. Undergraduate policies are entered into the Undergraduate Policies and Procedures Manual, graduate policies are entered into the Graduate Policies and Procedures Manual. Contained in each of these manuals is acceptable approval processes pertaining to the relative policies. Policies pertaining to all students, academic programs, faculty, and academic offices are contained in the Academic Affairs Policies and Procedures Manual. PROCEDURE The flow chart "Internal Policy Review and Approval" portrays the process by which policiesare developed and modified.
1.14
RESPONSIBILITY FOR MANUALS OF POLICIES AND PROCEDURES
Effective: November 22, 1995 PURPOSE To indicate the responsibilities of Academic Affairs personnel with regard to the various University manuals of Policies and Procedures. AUTHORITY/SOURCE Provost and Vice President for Academic Affairs POLICY a. Each academic officer of the University and each department/division chairperson/director must have the following manuals available in his or her office for public inspection and faculty and staff reference and use. Academic Affairs Policies and Procedures Manual University Policies and Procedures Manual Contracts and Grants Manual A Guide to Purchasing Traveling Guide (Administrative Services) Florida Board of Education, State University System of Florida and United Faculty of Florida Agreement b. Each academic officer and each chairperson/director is responsible for informing faculty and staff under his or her immediate supervision of the specific Policies and Procedures, and subsequent revisions or additions, given in the Academic Affairs Policies and Procedures Manual. c. The responsibility for updating the Academic Affairs Policy and Procedure Manual is considered a shared responsibility among the academic officers, department/division chairpersons/directors, administrative and professional, faculty, staff, and career service personnel. The above persons are encouraged to suggest new and revised Policies and Procedures for inclusion in any of the University manuals to facilitate the achievement of University goals. d. The responsibility for preparing specific policies (and procedures), and revisions, of the Division of Academic Affairs for public hearing, and the dissemination of adopted policies (and procedures) to the appropriate offices and units of the University, rests with the Vice President for Academic Affairs or his designee.
Effective: November 22, 1995 PURPOSE To establish the academic purpose and function of University catalogs, and to define the academic offices responsible for their maintenance and distribution. AUTHORITY/SOURCE Florida Administrative
Code 6C-6.001 POLICY It is required that accurate and current catalogs be published setting forth the University's purpose and objectives, entrance requirements and procedures, rules and regulations for conduct, programs and courses, degree completion requirements, full-time faculty and degrees held, costs and other items relative to attending the institution or withdrawing from it. University catalogs contain academic policies and procedures derived from authoritative "Primary Manuals," approved following the recognized policy review and approval process. Thus, catalogs are considered "Secondary Manuals." Likewise, the program and degree requirements they contain are based upon the decisions of the University Curriculum Committee, the Provost and the Florida Board of Regents. The programs, policies, requirements, and regulations published in the catalog are continually subject to review in order to serve the University's various publics and to respond to the mandates of the Florida Board of Regents, the University's curriculum review process, etc. The current catalogs at the time a student is admitted to a program serve as the approved course of study unless a specific program manual is provided to the student by the School, College or Department. PROCEDURE The Registrar is responsible for the annual revisions to the University catalogs. Revisions are made in consultation with the Provost's Office and Deans regarding decisions of the University Curriculum Committee, and the Florida Board of Regents. Academic policies and procedures modified through the internal policy review and approval process are provided to the registrar each year by the Dean of Undergraduate Studies for policies in the Undergraduate Policies and Procedures Manual, the Dean of Graduate Studies for policies in the Graduate Policies and Procedures Manual, and the Provost's Office for those in the Academic Affairs Policies and Procedures Manual. Curriculum and program changes must be reviewed by the Faculty Senate Curriculum Committee, published in the Curriculum Committee Bulletin, and approved by the Provost in consultation with the Deans. Throughout the year the Provost's Office provides the approved curriculum committee bulletins to the Registrar. The University Calendar is modified annually by the Registrar in consultation with the Faculty Senate, Council of Deans, Provost's Office and Executive Council. These offices must assure that the catalogs reflect current University information and approved policies. Catalogs are distributed by the Registrar, but they may also be obtained from the Offices of Graduate Studies and Undergraduate Studies.
1.21
DEFINITION OF TEACHING, RESEARCH AND SERVICE
Effective: November 22, 1995 PURPOSE To define teaching, research and service. AUTHORITY/SOURCE Florida Administrative Code 6C8 - 1.003 POLICY DEFINITION OF TEACHING To impart and cultivate knowledge or skill in a specific subject. DEFINITION OF RESEARCH, SCHOLARSHIP AND CREATIVE ACTIVITY The systematic investigation leading to the invention, reinterpretation or innovative application of knowledge and technique, and the public presentation of this original work for critique by one's professional peers. DEFINITION OF SERVICE To advance the mission of the University by using one's professional expertise and technical skills to address needs of the community, the university, one's profession, or the greater society.
Effective: November 22, 1995 PURPOSE To state University support of academic freedom. AUTHORITY/SOURCE SACS Criteria Section 4.8.6. POLICY Academic freedom is crucial to the integrity of an educational institution. The University insists on the protection of the academic freedom. Faculty and students must be free to examine all pertinent data, to question assumptions, to be guided by the evidence of scholarly research, and to teach and publish the substance of this inquiry. PROCEDURE The principles of academic freedom assuring freedom in teaching, research and publication must be distributed to all faculty. This statement should be included in the faculty handbook.
Effective: November 22, 1995 PURPOSE To delineate the special responsibilities of the professorate. AUTHORITY/SOURCE Florida Administrative
Code 6C8-4.015 POLICY The professor, guided by a deep conviction of the worth and dignity of the advancement of knowledge, recognizes the special responsibilities of the profession. The professor's primary responsibility to his or her subject is to seek and to state the truth as he or she sees it. To this end the professor devotes energies to developing and improving scholarly competence. The professor accepts the obligation to exercise critical self discipline and judgement in using, extending and transmitting knowledge. The professor must never seriously hamper or compromise his freedom of inquiry. As a teacher, the professor encourages the free pursuit of learning in students. The professor holds before them the best scholarly standards of his or her discipline. The professor demonstrates respect for the student as an individual, and adheres to the proper role as intellectual guide and counselor. The professor makes every reasonable effort to foster honest academic conduct and to assure that the evaluation of students reflects their true merit. The professor respects the confidential nature of the relationship between professor and student. The professor avoids any exploitations of students for private advantage and acknowledges significant assistance from them. The professor protects their academic freedom. As a colleague, the professor has obligations that derive from common membership in the community of scholars. The professor respects and defends the free inquiry of associates. In the exchange of criticism and ideas, the professor shows due respect for the opinion of others. The professor acknowledges academic debts and strives to be objective in professional judgement of colleagues. The professor accepts his share of faculty responsibilities for the governance of the institution and contributes to the orderly and effective functioning of his or her academic program, department, school and college. As a member of an institution, the professor seeks above all to be an effective teacher and scholar. Although the professor observes the stated regulations of the institution, provided they do not contravene academic freedom, the professor maintains the right to criticize and seek revision. The amount and character of the work performed outside the institution is governed by the Board of Regents, the collective bargaining agreement, and University policies (Conflict of Interest/OutsideActivity policy). When considering the interruption or termination of service, the professor recognizes the effect of this decision upon the program of the institution and gives due notice of his or her intentions. As a member of the community, the professor has the rights and obligations of any citizen. The professor measures the urgency of these obligations in the light of responsibilities to his or her subject area, to students, to the profession, and to the institution. When speaking or acting as a private person, the professor avoids creating the impression that he or she acts for the college or university. As a citizen engaged in a profession that depends upon freedom for its health and integrity, the professor has a particular obligation to promote conditions of free inquiry and to further public understanding of academic freedom.
Effective: November 22, 1995 PURPOSE To specify the purpose for unit mission statements and how they are modified. AUTHORITY/SOURCE Provost and Vice President for Academic Affairs POLICY The mission statement of the Division of Academic Affairs portrays the academic vision and direction of the University. This written statement guides program development and provides direction to the faculty and staff, while informing the other University Divisions of needed support services. The written mission of every College/School/Center should reflect the overall mission of Academic Affairs, and the mission of every department should be consistent with the mission of the College and School of which it is a part. The mission, goals and measurable outcomes should be reviewed annually and developed further by the members of the administrative unit. PROCEDURE The Academic Affairs Mission can be modified whenever the Provost deems it necessary. The modification should follow the "Internal Policy Review and Approval Process," of Academic Affairs which assures that the Faculty Senate, the Council of Deans, the Provost, Executive Council and President approve the modification. Modifications of department missions should be approved following the prescribed process of their college or school. Missions of colleges, schools and centers must receive the Provost's approval. The annual review of the unit's mission and goals should follow the Academic Affairs "Planning, Implementation and Evaluation Annual Cycle."
Effective: November 22, 1995 PURPOSE To emphasize the importance of planning and evaluation and to specify the process. AUTHORITY/SOURCE SACS Criteria 3.1. POLICY The University's quality depends not only on its educational processes and resources, but also on successful use of those processes and resources to achieve its goals. The University must engage in continuous analysis and appraisal of its purposes, policies, procedures and programs. The University has the obligation to all constituents to evaluate effectiveness and to use the results in a broad-based, continuous planning and evaluation process. To focus attention on the effectiveness of its educational programs, the University must establish adequate procedures for planning and evaluation. The University must define its expected educational results and describe how the achievement of these results will be ascertained. Academic Affairs evaluates new program and degree proposals in the context of the University's overall mission. It plans programs so that enrollments, facilities, and Board of Regents' approval are synchronized. It supports and coordinates regular reviews of established programs and those programs that require reaccreditation. Academic Affairs strives to maintain and improve quality through a process of planning and evaluation. The guiding principle is that critical self-evaluation is essential to maintaining effectiveness in an environment of changing conditions. This process addresses the Division's purposes and policies, assesses the external environment, internal strengths and weaknesses, financial vigor, and the institutional and societal values that impact on courses of action. The "Academic Affairs Planning, Implementation, and Evaluation Annual Cycle" should produce a shared sense of direction that supports adjustments to changing conditions, goal-oriented decisions, information sharing, calendar coordination, and priorities for allocation of resources: fiscal, physical, and human. PROCEDURE Every administrative unit within Academic Affairs annually evaluates its past performance and plans its future directions following the "Academic Affairs Planning, Implementation, and Evaluation Annual Cycle". The focus at each level is the administrative unit or program, its information and resource needs, the outcomes of the services it provides, and the impact on the needs and expectations of users of the program, the targeted group. This process requires that unit planning and evaluation have the following characteristics: 1) broad-based involvement of the members of the unit; 2) a clearly stated mission; 3) goals and outcomes consistent with the mission of Academic Affairs; 4) dissemination of information for reporting and decision making; 5) procedures for evaluating the extent to which plans and desired outcomes are being achieved; and 6) the use of evaluation results to improve unit effectiveness. Each unit's planning and evaluation report is consolidated into the next higher administrative unit's plan, next into the division's plan, then into the University's annual plan. The timing of the phases is dependent upon the activities of the unit or program, and its relationship to the next higher administrative unit, the division, and the University annual cycle. The Provost, in consultation with the Council of Deans, coordinates the planning cycle and annually distributes a schedule for these activities.
Effective: November 22, 1995 PURPOSE To state the role of the Council of Deans in the administration of the Academic Affairs of the University. AUTHORITY/SOURCE Provost and Vice President for Academic Affairs POLICY The Council of Deans serves
as the principal advisory body to the Vice President for Academic Affairs
in matters for which the Office of Academic Affairs is responsible.
The Council is:a forum in which the members and designated guests may
present, discuss and The members of the Council of Deans are: Provost and Vice President for Academic Affairs Deans of the Colleges and Schools Deans of University Outreach, Graduate Studies and Undergraduate Studies Director of Libraries The Provost or his/her designee who serves as the Council's chairperson is supported by Academic Affairs staff. PROCEDURE The Council normally meets once a month.
1.42
ACADEMIC AFFAIRS PLANNING COMMITTEE
Effective: November 22, 1995 PURPOSE To specify the role and function of the Academic Affairs Planning Committee. AUTHORITY/SOURCE Provost and Vice President for Academic Affairs POLICY The Academic Affairs Planning Committee is the principal planning body in advising the Vice President for Academic Affairs regarding future directions, external trends and strategic issues relating to the academic mission of the University. Membership is the same as for the Council of Deans. Other University personnel will be invited to attend meetings whenever the subject matter which requires their presence is discussed. PROCEDURE Meets as necessary at discretion of the Provost.
Effective: November 22, 1995 PURPOSE To define the role and function of the Faculty Senate. AUTHORITY/SOURCE Provost and Vice President for Academic Affairs POLICY As representatives of the faculty, the Faculty Senate is one of the bodies of the University which formulates recommendations concerning university-wide policies on academic matters, and opinions on any subject of interest to the University. Members are elected by the faculty in proportion to the number of faculty in each unit. Recommendations of the Faculty Senate are forwarded to the Provost for consideration and further action. PROCEDURE The operations and procedures of the Faculty Senate, including its membership, jurisdiction, officers, and committees are detailed in the "Faculty Senate Constitution and Bylaws".
1.44
UNITED FACULTY OF FLORIDA Effective: November 22, 1995 PURPOSE To acknowledge the United Faculty of Florida in collective bargaining. AUTHORITY/SOURCE Florida Board of Education POLICY The United Faculty of Florida (UFF) is recognized by the Florida Board of Education as the elected bargaining agent, which retains the exclusive right to negotiate and reach agreement on terms and conditions of employment for the members of the bargaining unit. PROCEDURE Policies and Procedures pertaining the United Faculty of Florida are contained in the "BOR/UFF Collective Bargaining Agreement".
Effective: November 22, 1995 PURPOSE To explain the operational framework of advisory councils. AUTHORITY/SOURCE Provost and Vice President
for Academic Affairs POLICY Academic units are encouraged to form Advisory Councils composed of outstanding professional and community leaders for purposes of support and development of the unit's goals. College or School advisory councils may be supplemented by departmental or program committees as appropriate. Whenever advisory councils are used, these councils should be active and their role, function, membership, and duration should be clearly defined. A written statement to this effect should be distributed to each member and placed on file in the administrative office to which the council reports. Advisory Councils will typically be established for the following purposes: 1. Identification of needs and advice in program planning. This may include identification of trends for employment, specific skills required for graduates, advice about curriculum content, etc. 2. Promotion of programs and students within the professional community which the unit serves. This may include communication with professional, legislative, and executive agencies (Florida Board of Education) which may influence unit or University Advancement, as well as assistance in placing graduates and other actions which improve the recognition of the program. 3. Acquiring resources to support the unit's goals. 4. Other support as appropriate. This may include identification of adjunct faculty for selected courses, meeting with candidates for certain positions, participation in lecture series or as speakers in classes, and any other activities in the best interest of the unit. Advisory Councils may be initiated upon approval of the proposal by the Provost and President. The Division of University Advancement and the Vice President for Academic Affairs will provide review and consultation prior to final action. PROCEDURE The establishment of an Advisory Council shall follow these guidelines: 1. Preparation of a proposal. The proposal to establish an Advisory Council must include its name, purposes, proposed membership, and manner of operation (number of meetings per year, officers, particular projects for the first year). Any budgetary consequences should be noted. 2. Council membership must reflect the relevant constituencies of the unit and should provide for appropriate racial, ethnic and gender representation. 3. Appointments to councils must be reviewed by the Vice President for Academic Affairs and the Vice President for Advancement. 4. Fund raising programs and categories of membership must be consistent with schedules established by University Advancement. 5. Meeting schedules, agendas, information about promotional events and publications, and notification about legislative or Regent contacts should be forwarded to the Provost, Vice President for Advancement, and the President.
1.51
RELATIONS WITH OTHER EDUCATIONAL INSTITUTIONS AND AGENCIES
Effective: November 22, 1995 PURPOSE To state the administrative and programmatic policy of the Division of Academic Affairs regarding voluntary cooperation and statutory coordination with other educational institutions and governmental agencies. AUTHORITY/SOURCE Florida
Administrative Code, Florida Board of Education (Chapter 6C) POLICY The Division of Academic Affairs and the Colleges and Schools and their units accept responsibility for encouraging voluntary and mutual planning and/or coordination with the educational and non-educational, governmental and non-governmental institutions and agencies related to the achievement of the goals and objectives of the University. The basis for such relations may rest in the interests of higher education in general, or in inter-institutional or inter-agency agreements, or in the Florida Administrative Code (FloridaBoard of Education, Chapter 6C). Such relations are conditioned upon the legal capacity of the University. These agreements must follow SACS criteria 4.9 for the initiation of consortium or contractual arrangements. The policies and decisions of the Division of Academic Affairs and each of its units are guided by the spirit and letter of the "Articulation Agreement" between the Division of Universities and the Division of Community Colleges of the State of Florida, which summarizes the academic and credit relationships of the member institutions of the State University System and the Florida public community colleges. Contracts for educational services and programs must be consistent with the purpose, policies and procedures of the University. The University is responsible for the qualifications of the faculty and for the quality of all courses offered under contract. PROCEDURE An offer by any unit of the Division of Academic Affairs to plan or conduct academic programs or activities with any educational institution or non-educational agency outside the University must have the prior authorization of the appropriate Dean and the Vice President for Academic Affairs. The Office of International Studies coordinates inter-institutional agreements with non-US institutions. Problems regarding academic program articulation that cannot be resolved by the University chairperson/director immediately responsible, should be presented to the appropriate Community College Articulation Committee through the Dean of the College or School and the Vice President for Academic Affairs.
1.52
REGIONAL AND SPECIALIZED ACCREDITATION
Effective: November 22, 1995 PURPOSE To specify the standards required for regional and specialized accreditation. AUTHORITY/SOURCE Provost and Vice President for Academic Affairs POLICY Specialized and regional accreditation are mechanisms to evaluate programs relative to external standards and to assure quality of academic degrees to the general public. Specialized accreditation, which is discipline or profession specific, is sought for all the academic programs. University-wide regional accreditation by the Southern Association of Colleges and Schools (SACS) is mandatory. PROCEDURE The President represents the University to the Southern Association for Colleges and Schools, and the Vice Presidents assure that all criteria for accreditation are maintained. Application for specialized accreditation, the self-study, and maintenance of accreditation standards is the responsibility of the academic department, Dean and Vice President for Academic Affairs.
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