Faculty and Contract Staff Handbook
(1) Institutional History, Purpose, and Structure
(1C) ADMINISTRATIVE STRUCTURE
Changes made to the text of this chapter after August 1, 2004 and through August 1, 2005 are highlighted in white. This highlighting may not be visible on printed copies. Changes made to the text of this chapter after August 1, 2005 are highlighted in blue. For a summary of these changes, or for the procedure for maintaining notice of recent Handbook changes, see Chapter 9A: Summary of Recent Revisions to this Handbook.
Contents of this page:
I. THE OFFICE OF THE UNIVERSITY PRESIDENT
The President is the chief executive officer of the University. He/She is appointed by the Board of Trustees and serves at its pleasure. He/She is responsible for carrying out the educational and administrative policies of the Board, for the effective management of the resources of Trinity University and for providing leadership to the University in fulfilling its educational mission.
Reporting directly to the President are the Vice Presidents for Academic Affairs, Advancement, Fiscal Affairs, Information Resources and Administrative Affairs, Student Affairs, the University Chaplain, the Internal Auditor, and the Assistant to the President. These persons, with the exception of the Vice President for Academic Affairs and the Vice President for Information Resources and Administrative Affairs, are evaluated by the President of the University. The annual evaluation is usually completed during mid-semester in the spring. The evaluation is in the form of a conference between the President and the individual. At the conference, the President reviews the person’s performance during the previous year and discusses his or her job expectations for the following year. The evaluation of the Vice President for Academic Affairs is carried out according to the policy articulated in Chapter 3C Section I.C: Evaluation of the Vice President for Academic Affairs, Associate Vice Presidents for Academic Affairs, the Vice President for Information Resources and Administrative Affairs, and the University Librarian.
II. THE OFFICE OF ACADEMIC AFFAIRS
A. The Vice President for Academic Affairs
The Vice President for Academic Affairs (VPAA) is responsible for the academic operations of the University. In consultation with students, faculty members, departmental and program chairs, directors, and others, and at the direction of the President of the University, the VPAA develops goals, policies, and administrative procedures relating to the following:
The VPAA advises and assists the President of the University in intermediate and long-term planning, as well as in the day-to-day operations of the University.
The VPAA works with the Vice Presidents for Fiscal Affairs, Student Affairs, Advancement, and Information Resources and Administrative Affairs, as well as the Academic Affairs Committee of the Board of Trustees.
B. Associate Vice Presidents for Academic Affairs
The Associate Vice Presidents for Academic Affairs function as the senior staff persons and assist the VPAA in all aspects of academic administration with particular responsibility, as assigned, for the following:
1. Associate Vice President for Academic Affairs: Curriculum and Student Issues (AVPAA:CSI)
- Direction of “A Trinity Summer” precollege program.
- Working as a liaison with “Trinity in Focus,” “Family Weekend,” Parents’ Orientation, New Student Orientation and the Academic Fair.
- Preparation of academic material in the Courses of Study Bulletin.
- Advising and assisting in the admissions process.
- Oversight of the First Year Seminar and Peer Tutoring.
- With the assistance of the Registrar, the assigning of faculty advisors to undergraduate students and monitoring the advising system, evaluating the faculty advisors, reassigning advisors, and conducting a continuing program directed toward the improvement of academic advising on all levels.
- Working as a liaison with the Health Professions Advisory Committee and the Advising and Registration Committee.
- Approval of grade changes, overloads, and exceptions to policies with regard to academic records, and advising and assisting the VPAA in monitoring grading practices and grade distributions.
- Working as liaison with parents in matters of academic affairs.
- Coordination of the activities of the Committee on Major Scholarships and Fellowships.
- Representing the Office of Academic Affairs on the Honor Code Committee.
- Processing charges and appeals for the Academic Integrity Committee.
- Administration of the Honors Program.
- Organizing the Honors Convocation and the Student Research Fair.
- Organizing the Martin Luther King Lecture.
- Supervision of undergraduate and graduate commencement.
- Serving on the Upward Bound Advisory Board.
- Serving as Crisis Team representative.
Providing leadership in the development, guidance, and reform of undergraduate curricula consistent with the liberal arts traditions and goals of the University.
2. Associate Vice President for Academic Affairs: Faculty Recruitment and Development (AVPAA:FRD)
- Administrative reviews and coordination of graduate programs including graduate student admission and retention, record keeping, satisfaction of requirements for graduation, and allocation of student support, maintenance of permanent records for graduate students, and evaluation of transcripts of applicants for admission to graduate study.
- Oversight of interdisciplinary programs.
- Working as liaison with the Elizabeth Huth Coates Library.
- Working as liaison with the Teaching and Learning Committee.
- Supervision of selection for the Z. T. Scott Faculty Fellowship.
- Administration of summer sessions.
- Organizing Research Dinners.
- Administration of faculty development programs and funds.
- Administration of the work of the Faculty Handbook Committee in revising the Faculty and Contract Staff Handbook.
- Review of academic leave and summer stipend proposals as liaison with the Faculty Development Committee.
- Serving as Secretary of the Faculty Assembly.
- The assigning of, subject to the approval of the VPAA and the President, offices, classrooms, and laboratories to units and individuals in the academic area, and the scheduling of classes in consultation and cooperation with the departments.
- Supervision of effective use of teaching and other departmental resources in consultation and cooperation with the departments.
- Working with departmental chairs and the Director of the Physical Plant to assist in the best use of space at the University.
- Providing leadership in the recruitment of outstanding faculty.
- Assistance with faculty searches and selection of candidates.
- Coordinating the New Faculty Orientation and the faculty mentoring program.
- Preparation of the administrative calendar in conjunction with the ad hoc Calendar Committee.
- Providing leadership on departmental recommendations with regard to faculty promotion, tenure, renewal, and termination.
3. Associate Vice President for Academic Affairs: Budget and Research (AVPAA:BR)
- Review of proposals for grants, contracts, and sponsored research, recommendation for approval of these to the VPAA, maintenance of good records of these proposals, monitoring of and reporting on proposals that are funded.
- Supervision of the sponsored research officer.
- Allocation of matching and start-up funds, and funds for student research.
- Serving as liaison with the Information Technology Committee, the Mitchell Visiting Distinguished Professor Committee, the Institutional Review Board, and the Institutional Animal Care and Use Committee.
- Oversight of the Distinguished Scientist Lecture Series, the Stieren Arts Enrichment Fund, the DeCoursey Lecture Series, and working as liaison with the Lectures and Visiting Scholars Committee.
- Coordination of assessment of University programs in consultation with the Director of Institutional Research.
- Assistance with review of departmental budget proposals.
- Encouraging and assisting faculty in the development of grant and contract proposals, seeking externally funded grants and contracts that support the goals of the University, and monitoring and reporting on these grants and contracts.
- Assistance with review of capital improvement and equipment requests.
C. The
Academic Divisions
1. Descriptions
a. Division of Behavioral and Administrative Studies
The Division of Behavioral and Administrative Studies consists of the Departments of Business Administration, Economics, Education, Health Care Administration, Physical Education, Political Science, Psychology, Sociology and Anthropology, the American Intercultural Studies program, the Cognitive Science program, the Urban Studies program, and the Prelaw Committee. Political Science assists programs external to its immediate undergraduate teaching; these include International Studies and the Prelaw Committee. Health Care Administration offers graduate degrees only. Business Administration offers B.A. and B.S. degrees. Physical Education does not offer a degree. The Intramural program and the Recreation program operate within the Office of Athletics. The Athletic Director reports directly to the VPAA.
b. Division of Humanities and Arts
The Division of Humanities and Arts consists of the departments of Art, Art History, Classical Studies, Communication, English, History, Modern Languages and Literatures, Music, Philosophy, Religion, Speech and Drama, and an interdisciplinary program in International Studies, each of which offers a major program leading to the B.A. degree (Music also offers the B.M. degree); in addition, interdisciplinary programs (African American Studies, Communication Management, Comparative Literature, Linguistics, Medieval and Renaissance Studies, New Media, and Women’s Studies) offer minors but not majors.
c. Division of Sciences, Mathematics and Engineering
The Division of Sciences, Mathematics and Engineering consists of seven academic departments: Biology, Chemistry, Computer Science, Engineering Science, Geology, Mathematics, and Physics; an interdisciplinary minor program, Environmental Studies, the Health Professions Advisory Committee, and the Animal Care Facility.
2. Divisional Councils
C. Other Academic Affairs Officers
1. The Dean of Admissions and Financial Aid
a. The Dean of Admissions and Financial Aid reports to the VPAA and is responsible for recruitment of a proper number of undergraduate students of high academic ability and the matriculation of those students.
b. Specific duties include:
- Works with the Admissions, Scholarships, and Financial Aid Committee on the guidelines and requirements for undergraduate student admission to Trinity University.
- Devises a recruiting plan each year to enable the University to attract the number and quality of students needed to meet the needs of the University.
- Ensures that all materials needed to answer questions regarding the University such as recruitment materials, brochures, information about financial aid, academic scholarships, office forms, and applications are provided and distributed.
- Supervises and approves all activities of the professional admissions staff making sure guidelines and needs of the University are met.
- Ensures that all inquiries regarding admissions are answered promptly, and that all catalogue requests are filled.
- Assigns work loads and schedules for admissions staff, including high school visits and attendance at college day and night programs.
- Ensures proper records are maintained regarding prospective students and applicants.
2. The Director of Financial Aid
a. The Director of Financial Aid reports to the Dean of Admissions and Financial Aid and is responsible for providing financial assistance for all academic semesters to students who apply and qualify. The basic responsibility of the Director is to ensure that all interested and inquiring students are served in the best and most expedient manner.
b. Specific duties include:
- Supervises all necessary functions for computing and making awards.
- Supervises all record keeping concerned with financial aid functions.
- Coordinates financial aid and related functions with other administrative offices, faculty, and students.
- Ensures accountability of all funds that are processed through the Financial Aid Office.
- Completes applications and all supportive data required for the annual funding for all programs and also for re-allocations during the year.
- Conducts periodic surveys and follow-up to support reasonable expense budget allowances for students by state and federal agencies.
- Assists the Registrar and Dean of Admissions and Financial Aid in the implementation of the Merit Scholarship Program.
- Provides leadership and guidance to the Admissions, Scholarships, and Financial Aid Committee.
3. The Athletic Director
Reports to the VPAA and is responsible for the administration of the Athletic program.
4. The Director of International Programs
Reports to the VPAA and is responsible for Study Abroad, the International Studies Program, and coordination of international education and international student affairs and support services on campus, including communication of international events and issues, coordination of efforts by departments and individuals to stage international programs, recruitment and retention of international students, effective advising in nonacademic areas for international students, an institutional mechanism for inviting and hosting foreign scholars, and the disbursal of funds for international activities.
III. THE OFFICE OF FISCAL AFFAIRS
A. The Vice President for Fiscal Affairs
The Vice President for Fiscal Affairs (VPFA) is responsible for the administration of the University’s financial operations and for most campus support services. Reporting to the VPFA are:
B. The Associate Vice President for Fiscal Affairs
The Associate Vice President for Fiscal Affairs (AVPFA) administers all University accounting activities, including endowments, current and restricted funds, loan fund, plant fund, and sponsored projects. In addition, the AVPFA is responsible for the Business Office, endowments, central purchasing, risk insurance, and budget control.
C. Other Fiscal Affairs Administrators
1. The Comptroller is directly responsible for all Business Office functions including accounts payable, student accounts receivable, university cashiers, student loans, payroll, sponsored projects accounting, fixed asset inventory, and all accounting and check writing functions.
2. The Director of Human Resources serves Trinity University’s classified personnel in the areas of personnel records maintenance, recruitment, wage and salary administration, fringe benefits, student employment, CETA and SANYO programs, policy development, personnel development, and counseling and affirmative action.
3. The Director of Physical Plant oversees buildings, grounds, facilities and equipment maintenance, new construction, improvements and renovations. The Physical Plant Director also administers the University’s housekeeping contract and the campus telephone operations.
4. The Director of Campus Safety is responsible for campus law enforcement, campus parking, traffic control, loss prevention, and campus safety.
5. The Director of Purchasing supervises the purchase of goods and services for the University, office equipment and its maintenance contracts, inventory control, pest control, campus vending machines, and central receiving. The Purchasing Director is also responsible for the campus print shop and the convenience copy center.
IV. THE OFFICE OF ADVANCEMENT
A. The Vice President for Advancement
The Vice President for Advancement directs Trinity University’s programs in development (fund raising), public relations (news, publications, advertising, community services, and special events), alumni relations, and Laurie Auditorium. The Vice President and his/her staff of fund-raising and communications specialists are responsible for communication with the University’s many constituencies, both external and internal. All fund-raising efforts, promotional activities, publications, and special events planning and execution are under his/her jurisdiction.
All Trinity University faculty should clear foundation and other fund-raising proposals first with the Vice President for Academic Affairs and then with the Director of Development or the Vice President for Advancement. Non-faculty should clear foundation and other fund-raising proposals with the Director of Development or the Vice President for Advancement. Faculty and staff members must clear with the Public Relations Office all dates for speakers, events, and the use of Trinity University facilities by outside groups to eliminate calendar conflicts and maximize the promotional efforts for each event.
All scheduling of campus facilities for use by non-University groups must be done through the Office of Public Relations (see Chapter 7C: Use of Trinity University Facilities). All campus events (whether University or non-University sponsored) must be placed on the Central University Calendar to prevent schedule conflicts. The calendar is maintained by the Community Services Coordinator in the Public Relations Office. It is important, too, that dates planned for programs and speakers be checked in advance with this Coordinator. Activities scheduled for Laurie Auditorium must be booked through the Director of the Auditorium.
B. Other Advancement Administrators
1. The Director of Development coordinates all fund-raising activities at Trinity University. Charitable gifts, including cash and equipment donations, constitute a significant resource to the entire University community. To ensure the maximum effectiveness of any request on behalf of Trinity and to avoid multiple requests to a single donor by various academic or administrative offices, individuals seeking funding should submit to the Vice President for Advancement or Director of Development a list of prospective donors, a description of the project, and the amount of funding requested.
Trinity University obtains gifts from various constituencies including alumni, parents, friends, corporations, and foundations. Ongoing development programs include:
Trinity University Associates: Individuals who make annual unrestricted contributions of $1,000 or more for student scholarships. Senior Associates donate $2,500 or more to student scholarships; Silver Associates donate $5,000 or more; and Gold Associates give at least $10,000.
Trinity University Business Affiliates: Businesses or corporations that make annual unrestricted contributions of $2,500 up to $10,000 for current operations.
Giving Clubs: Alumni, parents and friends make annual unrestricted gifts to Trinity for scholarships: Century Club: $100-$249; 1869 Club: $350-$499; Tower Club: $500-$999.
National Phonathon: Trinity alumni and parents are contacted by phone by student volunteers and asked to pledge support for the Annual Campaign for scholarships and financial aid.
In addition to these ongoing programs, the Development Office obtains gifts from foundations, churches and other organizations that provide scholarship support and gifts for specific designated areas of the University.
The Development Office staff utilizes a variety of methods in the cultivation and solicitation of gifts including mailings, phone contacts and personal visits with prospective donors. The entire process of cultivation, solicitation, receipting, recording, and the acknowledgment and reporting of all gifts to the University is coordinated by the Development Office. The Development Office is responsible for the administration of an on-line information system which contains demographic information for more than 40,000 parents, friends, and alumni of Trinity University. Departments or campus organizations may obtain lists including addresses, occupations, and other information about specific groups of alumni from the assistant information systems coordinator. In return, the organization or department is asked to assist in maintaining the records by passing along new information to update the records.
2. The Director of Planned Giving is responsible for the cultivation, solicitation, and stewardship of planned gifts to the University. Such gifts may include real estate, securities, or other assets. There are special income and capital gains tax advantages when a donor contributes appreciated assets. Donors may also make a gift in their estate in the form of a bequest or trust. All questions regarding charitable gift planning should be referred to the Director of Planned Giving.
3. The Director of Public Relations is responsible for communicating appropriate information about University programs, people, and events to various constituencies: locally, regionally and nationally. Such communication includes news media relations, publications to various publics, and the coordination of the use of Trinity facilities by non-University organizations. Specifically, this responsibility includes the preparation of all printed materials intended for external publics, including the official bulletins of the University and student recruitment materials; the operation of the news bureau; the management of community services, which includes scheduling and coordinating the use of university facilities by off-campus groups and scheduling and coordinating the use of Laurie Auditorium for both on and off-campus groups; and the planning and execution of major special events for the University. Regular publications that originate in the Office of Public Relations are Trinity magazine (published two times a year), Trinity Calendar, Trinity Topics (a policy and information newsletter published periodically), and LeeRoy (a bulletin detailing major campus activities).
4. The Director of Alumni Relations and the Office of Alumni Affairs are charged with strengthening and maintaining close ties with former students of Trinity University, through the Alumni Association, chapter activities, newsletters, and special events.
5. The Director of Laurie Auditorium and staff are responsible for booking campus and non-campus events into the 3,000-seat hall. They are responsible for contractual agreements, advertising, and overseeing the entire auditorium operation.
V. THE OFFICE OF STUDENT AFFAIRS
A. The Vice President for Student Affairs
The Vice President for
Student Affairs (VPSA) is the chief administrative officer in the Office of
Student Affairs and is responsible for the administration of the
University’s student services, which include the auxiliary enterprises—residential
life, food service, bookstore—Coates
University Center and student
activities, counseling and health
services, career services, and the post office. The VPSA is also responsible for enforcing policies concerning
student conduct and for the general area of student discipline. In cases of a
student’s absence from class because of emergencies, this office will notify
instructors involved. The VPSA and staff are also responsible for planning and
implementing the First Year Experience, Parents’ Orientation, and Family
Weekends.
B. Other Student Affairs Administrators
