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CHAPTER ONE: 1570
HISTORY, MISSION, GENERAL ORGANIZATION, AND GOVERNANCE
July 2003
1570
SECRETARY OF THE FACULTY
PREAMBLE: This section outlines the appointment, responsibilities, and duties
of the Secretary of the Faculty. The faculty secretaryship is a position of long
standing in the university and this section appeared first in the 1979 edition
of the Handbook. The first substantial revision was that of November,
1991, where the faculty secretaryship was redefined as a half-time position
(allowing for the creation of a half-time ombudsman position) and the
responsibilities of the office were substantially changed. The second
substantial revision was done in 2003 to reflect current practice and
responsibilities. Except where noted, the text remains as it was in 1996. For
further information, contact the Office of the Faculty Secretary (208-885-6151).
[ed. 7-00, 7-03]
CONTENTS:
A. Appointment
B. Responsibilities and Duties
C. Nomination Process for Secretary of the Faculty
A. APPOINTMENT.
A-1. The secretary of the faculty (aka faculty secretary) is appointed on
a fiscal-year basis by the president from among the tenured members of the
university faculty or faculty emeriti [see 1520 II-1 and III-2]. The president
appoints the secretary of the faculty from a list of candidates recommended by a
nominating committee and ratified by the Faculty Council [see C below].
[rev.
7-02]
A-2. Release time for the faculty secretary will be at least one-half
time and may be greater, at the discretion of the president, depending on the
circumstances, the needs of the Faculty Council, and the needs of the faculty
member appointed.
A-3. The term of service is three years and is renewable.
[rev. 7-02]
A-4. The faculty secretary serves at the pleasure of the president and
reports to the chair of the Faculty Council and to the provost. The provost, in
consultation with the chair and vice chair of the Faculty Council, conducts an
annual review of the faculty secretary. Early in the third year of service, an
in-depth evaluation is conducted by the provost and the chair of the Faculty
Council. Included are evaluations by the council as a whole, by other
appropriate administrators and faculty, and by the incumbent. A confidential
evaluation report is given to the president for review and discussion with the
incumbent by the first week in October in the third year of service.
[rev.
7-02]
B. RESPONSIBILITIES AND DUTIES. The Secretary of the Faculty shall:
[rev. 7-02]
B-1. Prepare, with the president's approval, the agenda and supporting
documents for each meeting of the university faculty; record and publish the
minutes of meetings; forward reports of actions of the university faculty to the
president; provide the registrar, the Department of Special Collections and
Archives in the University Library, and other interested parties with copies of
the minutes of the university faculty meetings; and serve as a channel of
communication to the members of the university faculty concerning administrative
and regents' actions. [rev. 7-02]
B-2. Serve as webmaster and/or supervisor for the Faculty Council and
Faculty Secretary websites. Oversee the placement of material on those websites.
[add. 7-02]
B-3. Oversee the placement of Faculty-Staff Handbook sections and
keywords on the UI policy and regulations website. [add. 7-02]
B-4. Serve as an ex-officio nonvoting member of the Faculty Council and,
as his or her primary responsibility, provide services on request for the
Faculty Council and other faculty bodies. [renumbered 7-02]
B-5. Serve as secretary to the Committee on Committees. Oversee the
process for solicitation of faculty members to serve on university-wide standing
committees and the publication of committee function statements and membership
lists. [renumbered and rev. 7-02]
B-6. Cooperate with UI officials to ensure the accuracy of all published
academic information. [renumbered and rev. 7-02]
B-7. Oversee the preparation and data processing of faculty curricula
vitae by personnel in the Faculty Secretary’s Office using the official format
approved by the provost. Oversee distribution of curricula vitae to the faculty
member, departmental administrator, dean, provost, and University
Communications. [renumbered and rev. 7-02]
B-8. Serve as the editor of the Faculty-Staff Handbook. Serve as a major
resource to the faculty and administrators with respect to the contents of the
handbook and participate in keeping it up-to-date. Serve as a liaison with the
President's Office to ensure proper maintenance and publication of the handbook.
Inform Faculty Council of any additions or changes to the handbook.
[renumbered and rev. 7-02]
B-9. Prepare for publication General Policy Reports for distribution to
the general faculty for review and approval. [add 7-02]
B-10. Serve as a source of information for UI personnel and students
concerning policies, regulations, and procedures. [renumbered 7-02]
B-11. Perform such other duties related to faculty governance as may be
assigned by the president or the president's designee or the university faculty.
[renumbered 7-02]
C. NOMINATION PROCESS FOR SECRETARY OF THE FACULTY.
C-1. The chair of the Faculty Council appoints a five-member nominating
committee, with the concurrence of the Faculty Council. The committee is
composed of the provost and four other members of the council.
C-2. The nomination committee should seek out and give preference to
nominees who have the following qualifications; (1) attained the rank of full
professor or are faculty emeriti, (2) print and electronic publication editing
skills, (3) supervisory experience, (4) have had extensive experience in
university service, and (5) have a good understanding and commitment to the role
and mission of the University of Idaho. [add. 7-02]
C-3. The committee advertises the position, solicits and accepts
applications and nominations, and screens candidates. The committee functions in
a confidential manner. [renumbered 7-02]
C-4. The committee recommends a list of candidates for ratification by
the Faculty Council. The council may meet in executive session to discuss
candidates recommended by the nominating committee. The council may not add
names to those recommended by the nominating committee but may choose to delete
any of the candidates nominated by the committee. [renumbered and rev. 7-02]
C-5. The Faculty Council forwards the names of nominees ratified by the
Faculty Council to the president. The president selects the faculty secretary
from that list or requests that a new group of nominees be selected following
the procedures outlined in C-1 through C-4. [renumbered 7-02]
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