Online Manual for Chairs
Faculty Search, Appointments, and Assignments
Evaluations, Promotions, and Leaves
Hiring and Managing Staff
Career, Home and Family
Networking and Support
Legal Issues/Managing Risk
Knowing Your Vision
Your job as department chair is to set the vision for the department.
- Get copies of your school's strategic plan and the University's strategic plan and use them to generate your own three-year strategic plan.
- Your plan should asses your department's position relative to premiere universities and should address
- What the department's special niche is among the premiere competitors
- How it can be improved to rise to the next level of excellence
- What strategic choices will move it towards that goal
- What benchmarks should be established to gauge progress.
- Use your dean as a source of advice and a partner in planning.
- Don't just plan once; update your plan annually, noting your progress in achieving the benchmarks you have set.
Becoming a Strategic Leader
Being a department chair can be daunting. New department chairs often feel ill-prepared, believing that they lack the skills and knowledge to become an effective leader. Several excellent resources will help you understand your role and what is expected of you.
- USC's Academic Leadership and Development Committee (link to new content on ALD) organizes discussions and workshops on being an effective department head and what it means to be a leader within the USC Community.
Books and Articles
- Several books to help you get a handle on the job are:
- “Academic Leadership: A Practical Guide to Chairing a Department” (1998) by Deryl R. Leaming, Bolton, MA: Anker Publishing
- “A Field Guide to Academic Leadership” (2002) edited by Robert M. Diamond, San Franciso, Jossey-Bass.
- “Leading Academic Change: Essential Roles for Department Chairs” (2000) Ann Lucas, San Francisco, Jossey-Bass.
- “The Department Chair's Role in Developing New Faculty into Teachers and Scholars (2000), Estela Mara Bensimon, Kelly Ward, Karla Sanders. Bolton, MA, Anker Publishing.
- A great set of articles, books and resources pertaining to the department chair role are available on the American Council on Education's website
Helping the Faculty in Teaching
It is part of your job as department chair to help the faculty become better teachers.
- Make sure faculty members understand how to ensure positive relationships with students, including mundane things such as setting up appointments, publicizing office hours and then keeping them.
- The Learning page provides extremely helpful links relevant to teaching.
- The Center for Excellence in Teaching provides resources and videos that help faculty become more effective teachers. This information is increasingly important given the University's strategic focus on learner centered education.
- Help your faculty understand the helpful online resources that pertain to assessing teaching and learning and using technology in the classroom.
- Let faculty know about the community-based learner collaborative (see the documentation When "outside the university" is "inside the university") as well as the Communities of Practice for teaching and learning with and the Academic Culture Initiative.
All junior faculty (and some not so junior) benefit from having a mentor in the department.
- Assign a mentor to new faculty.
- Encourage faculty to share resources related to teaching strategies, successes and resources.
- Develop a system for faculty colleagues to observe one another's teaching (perhaps reciprocally), with the goal of improvement rather than judgment.
- The Center for Excellence in Teaching also provides mentoring support.
- The UCSD website provides very useful information on mentoring for new faculty, for the department chair and for the faculty mentor.
- Have at least two department meetings each year to discuss aspects of teaching, or invite a CET fellow to help organize it.
- Meet with every faculty member every year to discuss teaching.
- Use student evaluations to initiate a discussion of how performance can be improved. This meeting can be separate from, or combined with discussions with the faculty about their teaching/scholarship load and course assignments or their Annual Performance Review.
Faculty Teaching Responsibilities
- Make sure that all faculty understand their teaching responsibilities. As detailed in Section 3b of the Faculty Handbook(PDF) the faculty must:
- Meet their classes
- Be accessible to students through regularly scheduled office hours
- Grade work in a timely fashion
- Provide a syllabus with a description of readings, grading criteria and schedule for turning in work
- Allow students to evaluate the faculty member's performance
- Teach those classes assigned to them by their department chair.
- Familiarize yourself and your faculty with useful documents related to teaching including:
- Ensure that your faculty are aware of University policies that relate to teaching, such as:
Planning the Curriculum
As the department chair, you will work with your Department Coordinator to determine what classes are to be taught and when.
- Classroom Scheduling assigns classrooms (auditoria, lecture classrooms, seminar rooms) for the majority of classes held on the University Park Campus and accommodates time, day, and room changes in general use classrooms.
- The USC Curriculum Office has all the information and documentation you will need should your department wish to add, drop, rename or modify courses.
- The Office of Academics Records and Registrar houses the Online Academic Student Information System (OASIS) and manages such things as grades, degree progress, grade corrections, academic reviews and the like.
- Students in difficulty may come to you. Department chairs should be aware of Vice President Michael Jackson's memo(PDF) on helping students in difficulty.
- The Center for Academic Support is the main resource and referral office for learning enrichment at USC. They can help students:
- The Student Health Center provides medical services, counseling services, health promotion and prevention services, and health insurance to students on the University Park campus.
- Center for Women and Men - Offering assistance, information, and referrals to women or men at USC who are dealing with any kind of gender-based harm or abuse, or with issues related to sexual identity.
A critical aspect of your job is to help the faculty flourish in research:
Setting Research Expectations
- New junior faculty are often anxious to know what it takes to “make it” in their field. You can help them by clarifying what the expectations are in your discipline regarding such things as:
- Striving to achieve impact through a focused research program
- The emphasis that should be placed on research proposals and grants (e.g., R01s as P.I.)
- The relative importance of books vs. articles, long articles vs. short ones, and single vs. multiple authored publications.
- The expected quantity and rate of publication
- Make sure they understand what counts as premier outlets for publishing
- How important it is to present their research at other universities or national meetings'
- How important it is to work on research regarded as high in quality, originality and impact.
- Make sure you and your faculty have a copy of the UCAPT Guidelines for Appointments, Promotion and Tenure(PDF) which detail
- The criteria for Tenure and Promotion
- The nature of the tenure and review process, including deadlines
- Interdisciplinary candidates
- The preparation of dossiers (teaching, research, service, external referees and letters, appendices
- Senior external appointments
- Sample solicitation letters
- Checklists for dossier preparation
- Faculty should be familiar with section 4 of the Faculty Handbook(PDF) which contains information on
- Appointments and Appointment Lengths
- Conditions of Tenure
- Evaluation, reappointment and promotion of tenured, tenure-track and non-tenure track faculty
- Advisory committees on appointments, promotion and tenure
Developing a Mentoring System
Mentoring in research is just as important as mentoring in teaching.
- The USC Faculty Senate has declared that mentoring is the obligation of every faculty member at USC.
- Develop and sustain a mentoring system for junior faculty. Align them when they first come to your department with a supportive colleague who does research in a similar area-- who can read their papers, provide advice and feedback on research and publication, help them network, and serve as a co-author.
- The UCSD website , and resources provided by the CET provide excellent resources related to mentoring.
Creating a Collegial Research Culture
You play an important role in setting the tone for research in your department.
- To create a culture of research, set targets for departmental and individual publications, proposal submissions, and presentations in premier venues.
- As benchmarks, see what three or four comparable departments do.
- Have brownbag seminars where faculty can present and get feedback on their research.
- Invite key research scholars to hold seminars.
- Invite pre-eminent scholars in your area as visitors.
- Encourage your faculty to compete in research competitions, present at national conferences, and publish in the top journals.
- Create a climate where individuals discuss and debate their research and share drafts with one another, individually and in workshops.
- Encourage an atmosphere where faculty help each other's careers, e.g., nominating colleagues for fellowships and prestigious societies.
Communicating Research-Related Resources
Make your faculty aware of the valuable resources on campus to facilitate research.
- A one stop place for research resources at USC is the extremely useful Research page in the Faculty Portal.
- Included on the website are offices at USC that facilitate research
- The Department of Contracts and Grants provides valuable guidelines on proposal preparation, procedures, forms and policies, links to sponsors, the ability to search for funding sources, and access to the NSF Fast Lane proposal submission system.
- Faculty find the opportunity to search for sponsored projects and funding opportunities extremely helpful in the conduct of research.
- The website also provides useful information on the research centers at USC potentially relevant to the conduct of interdisciplinary research.
- The Office of the Protection of Human Research Subjects outlines policies that relate to the ethical conduct of research using human subjects.
- Make sure your faculty are aware of the research policies described in section 5 of the Faculty Handbook(PDF) including those related to:
- Research Proposals
- Classified and Proprietary Research
- Research involving Human Subjects
- Patent Policies
- Make sure your faculty are familiar with University policies that pertain to conflict of interest and ethics, conflict of interest in research, intellectual property, and scientific conduct.
Faculty Search, Appointments, and Assignments
As the department chair, you play a pivotal role in shaping your department through the faculty you hire.
- Discuss proactive recruitment strategies and what needs to be done to remove obstacles to the hiring, promotion and tenure of women and faculty of color.
- Make sure each search committee has a senior member as provost's liaison for affirmative action, and a specific plan for making phone calls and otherwise reaching out for diverse candidates.
- "Casting the net widely" is a vital part of the effort to search for the best candidates, as detailed in USC's Equal Opportunity Policy (PDF) and the Faculty Forum article .
- Strategies often found helpful include:
- Telephone campaigns to likely sources of good leads
- Canvassing of contacts at national meetings
- Imaginative forms of transition appointments.
- Other Hiring Policies at USC should be examined before recruiting starts. .
- So too should the Provost's initiative on faculty hiring.(PDF)
- A Pre-recruitment Form must be approved before each search begins. It must refer to a school or department plan for pro-active search strategies and include the name of the senior faculty member designated as Provost's affirmative action liaison.
- Understand the government requirements regarding work authorization if you are considering hiring a candidate who is NOT a US citizen or permanent resident. Contact the Office of International Services for assistance. Work authorizations can take many months to obtain and it is a good idea to start the process as early as possible.
- Every faculty appointment should improve the excellence of the department.
- Assistant professor and non-tenure-track appointments are approved by the dean; all other appointments are subject to approval by the Provost after advice of the University Committee on Appointments, Promotion and Tenure.
- No offer letters or commitments, even "informal" ones, should be issued except by the dean. (Part-time appointments are sometimes delegated to the chair, but must still use the standard language.)
- Appointments should follow the policies set out in the Faculty Handbook(PDF) , section 3-B.
- Having a family or intimate relationship with another faculty member or staff is not a barrier to employment, however, steps must be taken to avoid event the appearance of a conflict of interest (see section 3G of the Faculty Handbook (PDF).
- Deans, and the Vice Provost for Faculty Affairs, can often be helpful in seeking opportunities for the partners of newly-appointed faculty.
- Policies regarding appointments for tenure and non-tenure track faculty, appointment lengths and terms of employment can all be found in the Faculty Handbook (PDF).
- If joint appointments are being made, the chair should become familiar with the procedures involved in joint appointments(PDF).
- All new faculty should be encouraged to attend the New Faculty Orientation held in the fall by the Academic Leadership and Development Committee.
Responsibilities and Assignments
- Section 3B of the Faculty Handbook(PDF) states that full time service of faculty includes:
- Performance of assigned teaching, clinical or librarianship duties
- Enhancing the University and public good through research, publication, creativity activity and professional activity
- Performance of University service including student counseling, registration and commencement assistance, and service on University committees
- The Faculty Handbook(PDF) (section 3B) details the faculty's academic and professional responsibilities.
- For tenure-track faculty, responsibilities include teaching, research and service (with the average activity profile including 35%-45% responsibility to teaching and 5%-15% to service).
- The specific nature of a faculty member's teaching, research, and/or clinical service to the University may be adapted in accordance with the demands of the specific academic unit and/or the terms of a particular faculty member's negotiated activity profile.
- The activity profile of non-tenure track faculty is based on the needs and expectations of their academic unit
- The activity profile should be established through consultation between each faculty member and the dean or chair of the academic unit.
- Assignment procedures are detailed in section 3B of the Handbook(PDF)(PDF) .
- Faculty are expected to teach courses that have been assigned to them by the department chair, after consultation with department faculty, on the basis of departmental or school needs.
- Teaching, clinical, and service assignments shall not be made for discriminatory or retaliatory reasons.
- Claims that assignments violate this or any other provision of the Faculty Handbook, other University policies, or provisions of law are subject to review through the grievance procedure, but contested teaching and clinical assignments shall be performed pending any such review.
- Faculty grievance procedures are detailed in Section 7 of the Faculty Handbook(PDF).
- The chair should be familiar with the grounds for dismissal (PDF) , which include:
- Neglect of duty
- Violations of academic freedom
- Conflict of interest
- Moral turpitude
- Processes involved in Faculty Dismissals(PDF) (see section 8 of the Faculty Handbook) include
- A preliminary inquiry
- Formal proceedings
Evaluations, Promotions, and Leaves
Merit and Mid-Course Reviews
- Merit Evaluations include the following provisions:
- All faculty undergo an annual review which serves as the basis for merit increases.
- The annual review is a particularly important opportunity for feedback for probationary faculty, defined as tenure track faculty who have not yet received tenure
- Policies on annual faculty merit evaluations are set out in the Faculty Handbook, the Provost's Policy on Evaluation of Department Chairs and Faculty(PDF) as well as school-level policies.
- Merit evaluations influence the Dean's recommendations to the Provost on salary, as do considerations of equity, market, promotion and similar matters
- Each school inputs salary recommendations and any changes in status into the Faculty Salary Management System for Provost office review and approval.
- New tenure-track Assistant Professors undergo a mid-course review (typically at their third year) as described in the Faculty Handbook(PDF) .
- In all reviews, it is important to balance praise with constructive criticism, and avoid assurances about what will be the ultimate evaluations by external reviewers and school and University tenure committees.
- If a faculty member's work is unsatisfactory, the dean is required to work with the individual on a development plan.
- The Faculty Handbook(PDF) provides for the annual possibility of a notice of non-reappointment for any probationary faculty member (someone on the tenure-track who has not yet achieved tenure) as well as any non-tenure-track faculty member. Such decisions are made by the dean; in the case of a full-time faculty member, there is prior advice by a faculty committee. Non-reappointment is to be distinguished from dismissal for cause.
- You as a department chair are also subject to evaluation. It is useful to understand what the guidelines for evaluating the department chair(PDF) are.
- The criteria and process for promotion and tenure are described in the UCAPT Guidelines(PDF) Some examples include the standards for seeking external letters of evaluation and the necessity at each level to give a balanced evaluation of strengths and weaknesses.
- When new faculty members arrive on campus, make sure they have a copy of the Faculty Handbook(PDF) and the UCAPT Guidelines(PDF).
- Take some time to meet with new faculty to go over the guidelines for promotion and tenure and give them the opportunity to ask questions.
- Clarify expectations for promotion and tenure by on-going discussions about what the top three or four peer programs look for when they hire, promote and tenure someone. Remind them that departmental advice or evaluations are no guarantee of the eventual decision.
- Check out advice from the American Council on Education on good practices in tenure evaluation .
- Schools must submit tenure dossiers to the University committee by February 1, and promotions not involving tenure by October 15, so departments must submit dossiers to school-level committees far enough in advance to allow ample school-level consideration before these deadlines.
- Any probationary (untenured, tenure-track faculty member) is encouraged to apply for an extension of the mandatory tenure decision date if he or she has a child or adopts, or has other good reason. As detailed in Section 3E of the Faculty Handbook(PDF) requests should be submitted by the individual, through the chair and dean, for Provost's consideration, as soon as possible.
Leaves and Retirement
- Eligibility and process for Sabbatical Leaves are set out in section 3E of the Faculty Handbook(PDF) ,
- Requests should be submitted by the individual, through the chair and dean, for consideration by the office of the Provost (or dean of LAS or the Keck School.) Some schools have additional opportunities for research leaves.
- Section 3E of the Faculty Handbook(PDF) documents provisions for unpaid Special Leaves.
- Requests should be submitted by the individual, through the chair and dean, for consideration by the Provost's office.
- Colleagues contemplating retirement should discuss arrangements with their deans. It is possible to arrange phased retirement over a one or two-year period, with pro rata compensation.
- Helpful Information regarding retirement can be found on the USC Benefits website
- There are also often opportunities for post-retirement part-time appointments, and other ways for the retired colleague to remain an active member of the academic community. The Emeriti Center is also available for advice.
Hiring and Managing Staff
Part of your job as a department chair is to hire staff and facilitate staff development.
Hiring and Employing Staff
- Find out if your school has a Human Resources specialist. If so, partner with them to learn your school's policies and procedures.
- The USC website provides helpful information on policies for hiring staff(PDF), including:
- Non-Discrimination Policy
- Obtaining and Providing Employment References
- Pre-Employment Screening
- Terms and Conditions of Employment
- Also included are useful information on policies for staff employment, including:
- Appropriate Attire and Appearance
- Causes for Discipline
- Guidelines for Discipline
- Layoffs and Reorganizations
- Performance Evaluations
- Staff Benefits
- It is helpful to understand the different classifications for staff, including:
- Familiarize yourself with:
- Employee Recruitment details information relevant to Hiring Managers that explains the university process as well as detailing the responsibilities of the hiring manager.
- Letters and forms available online are used when hiring staff, include.
It is your job to manage the staff who work for your department.
- Pay attention to the morale of your staff and make sure that all staff members feel respected and appreciated for the work they do.
- Make sure your staff understand their job duties. Regularly review their job descriptions (every year or two) to make sure they are accurate and update as necessary.
- Every staff member undergoes a written Annual Performance Review(PDF) . As a department head, you will be involved in the review process, particularly the review of your Departmental Administrative Coordinator. Make adequate time to have an in-depth discussion of the staff's strengths and challenges. Where there is a need for performance improvements, follow-up several times throughout the year to see how the employee is doing. Do not let 12 months go by before there is another discussion about the areas that need improvement.
- Staff review may identify specific areas in which improvement of a staff member is recommended.
- Staff members can often get better at their jobs by taking advantage of staff development programs offered through Professional Development. or ITS. .
- You can point your staff in the right direction when they have questions by pointing out the Administrative and Business Practices site on the USC website. .
- Do not send mixed messages with a critical performance review but then giving a full merit increase.
- The Employee Workplace Policies document provides very helpful information about such issues as:
- Conflicts of interest
- Safety policies.
- Chairs should understand the causes for disciplining staff(PDF) including:
- Breaches of Confidentiality
- Conflicts of interest
- Violations of computer policies
- Drugs, alcohol, gambling
- Violent behavior
- Policy violations
- Safety violations.
- You may not simply fire staff. Instead, you must follow the guidelines for discipline. Disciplinary actions should occur in a progressive sequence from:
- Oral warnings
- Written warnings
- Disciplinary administrative leave
- Work with your Human Resources specialist to create a plan of action
- Keep written records of disciplinary problems, noting the date of the infraction, what occurred, what you did and what happened as a result.
- Chairs with questions regarding discipline should contact their units HR specialist or Personnel Services.
- The dean's office can provide guidance and interface with the General Counsel, Personnel Services, and other University offices.
Becoming a department chair often means taking a larger view of the University and your role in it.
- Understand the government of the University as detailed in section 2 of the Faculty Handbook.
- Take some time to understand the key people who serve the University, such as the Provost, Vice Provosts, and the Associate Vice Provosts, and Academic Deans of the schools that comprise USC.
- The Academic Senate. is the representative body of the faculty. Resolutions from the senate can be found on their website.
- You may also find it useful to understand the initiatives and announcements that have recently come out of the Provost's office.
- You may also find it useful to know who serves on various University committees,
- Although department chairs should protect untenured tenure-track faculty from too much University service, they must have a voice in governance issues.
- It is the responsibility of the department chair to clarify that all full-time faculty are expected to be part of the governance of the University and to work collectively and cooperatively to solve University related issues.
Career, Home and Family
The happiness of you and current and prospective colleagues is impacted by the home-life interface.
- Make sure that new and prospective faculty and staff are linked to the Benefits Administration. group and understand the many benefits that are available to the USC faculty and staff member, including:
- Faculty and staff members in difficulty may be advised to seek help from:
- Faculty and staff may also be interested in books and other resources that help faculty balance family and career considerations. Among these include resources on:
Networking and Support
Networking can make you and your faculty happier by providing support and career-building opportunities.
- Get a list of other department chairs within your own school or within USC broadly defined. You will be surprised at how helpful more veteran department chairs can be in helping a new chair.
- USC's Experts Directory is a helpful tool for identifying others on the USC campus with whom research opportunities may exist.
- Several networking and support activities are available for women, including:
- Other helpful networking and support organizations include:
Legal Issues/Managing Risk
As a leader of your department, understand the potential risks you face and how you can minimize them.
- The Office of General Council can be a source of legal advice.
- You may be particularly interested in seeing the document titled Tips on Keeping out of Legal Trouble(PDF): and related documents that deal with:
- It is also useful for you to become familiar with offices that deal with physical safety, such as:
Disclaimer: This Online Manual is for information only and is intended as a helpful set of links to the Faculty Handbook and other University Policies. It does not constitute official University policy, nor do linked pages, except for the Faculty Handbook and the Policies web page. Send suggestions for additional resources you would like to see listed to faculty affairs.