I. University Libraries[1]
University
Libraries Faculty Assembly[2]
Function: The University Libraries Faculty Assembly (or
“Faculty Assembly”) shall serve as the chief faculty organization of the
University Libraries; to assist in carrying out the University Libraries
mission; to support faculty development and mentoring; to receive and review
reports from faculty committees and from the Dean; to be a forum for
information, discussion, and when necessary, formal resolutions to the Dean; to
represent faculty interests and concerns to the Dean; and to advise the
Dean. The University Libraries Faculty
Assembly will be called at least three times each semester (Fall, Winter, and
Spring/Summer), and may be called into special session by the Dean or by petition
of 15% of the total membership of the University Libraries Faculty Assembly.[3]
The University Libraries Faculty Assembly operates in accordance with the
bylaws and the faculty procedures of
Powers and Duties: Advise the Dean on academic and curricular support programs and educational policies of the University Libraries for the attainment of objectives; vote or otherwise take action on recommendations of standing committees and other committees or task forces; review bylaws biennially in the fall of even years and revise if necessary.[4]
Membership: All regular University Libraries faculty are expected to attend Faculty Assembly meetings; visiting and adjunct appointees are also invited to attend. Tenured or tenure-track faculty comprise the voting membership; visiting and adjunct faculty are non-voting members. On occasion, the non-voting membership may be excused from meetings or certain proceedings. The Dean (or designee) will sit on the committee as a non-voting, ex-officio member.[5] In general, any tenured or tenure-track library faculty member who also holds a seat on the Library Administrative Council will be considered a Dean’s designee unless the Dean names a specific individual on a given occasion; a designee who is also a tenured or tenure-track library faculty member may cast single votes in her/his faculty capacity.[6]
Leadership: The chair of the University Libraries Faculty Assembly shall be tenured, and elected by tenured and tenure-track faculty. The term as chair will be one year. The University Libraries Faculty Assembly Chair may request time on the agenda of any regular Library Council meeting, with the expectation that the request will be honored in a timely and appropriate manner.[7]
Elections: Election results will be determined by, or at, the final Winter semester meeting each year (for 2006-2007, the Faculty Assembly Chair and Vice-Chair/Chair-Elect will be elected during the 2006/2007 year).[8] The University Libraries Faculty Assembly Chair will be elected to serve for 2006-2007; subsequent terms for the Faculty Assembly Chair will be for two years, one as vice-chair/chair-elect, and one as chair. The vice-chair elected in 2006/2007 will serve for all or part of one year as chair elect; the vice chair then moves into the role of University Libraries Faculty Assembly Chair for one year.
Terms: All faculty governance offices commence with the start of the academic year. The terms will run through the calendar year, to include the spring/summer as well as the academic year. Current officers will assist in preparing the incoming officers during the months preceding that transition.
Procedures: The University Libraries Faculty Assembly
operates in accordance with the bylaws and the faculty procedures of
1. Faculty defined: [9] For the purposes of voting and membership on University and University Libraries governance committees, faculty membership is defined as all faculty holding regular appointment in the University Libraries. It does not include visiting or adjunct appointees.[10]
2. Quorum: For votes taken in live meetings, 2/3 of the
eligible voters must be present to constitute a quorum and conduct a valid
vote; for votes conducted electronically, at least 2/3 of the eligible voters
in the unit must cast their votes by the stated deadline for a vote to be
valid. The calculation of a valid vote
may be different for live meetings than for electronic votes because faculty
who are unable to participate in person (e.g., due to excused leaves, such as
sabbatical or medical) may still be able to vote electronically.
3. Voting: Votes pass with a simple majority of eligible voters, i.e. 50% + 1. In general, voting shall take place by secret ballot in live meetings, or by electronic means that ensure anonymity. Abstentions are not counted as votes.
4. Elections:
1. Annual: Elections will be held annually during Winter Semester to select members for vacancies on Unit and University faculty governance committees in the upcoming academic year.[11]
2. Replacements: If a committee member is unable to attend for a period of time less than a semester, a replacement may be sought by the individual or by the Chair of the Faculty Assembly, and the original representative will remain the incumbent. If the period will be longer than a semester, then the Chair of the Faculty Assembly will call for the election of a permanent replacement for the remainder of the term.
5. Unit
committees
1. Committee
leadership: Standing committees may
elect/select their chairs in whatever manner they choose, unless otherwise
specified for a given standing committee.
Chairs will serve for one year, coinciding with the academic calendar;
chairs may serve for more than one year if that is the will of the
committee. In general, ad hoc committee
or task force chairs may be assigned when the committee is formed and charged.
2. Minutes: Chairs of the Faculty Assembly and all
committees and task forces will elect, select, or appoint recorders to take
minutes of meetings. Chairs will be
responsible for receiving minutes and summarizing them into reports. Minutes and reports will be available to
faculty generally within one week of their acceptance.
3. Annual
reports: Chairs of the Faculty Assembly
and all standing committees will be responsible for preparing annual reports of
their activities. The annual report of
the Faculty Assembly will be submitted to the Faculty and to the Dean. The annual reports of standing committees
will be submitted to the Chair of the Faculty Assembly. Periodic and final reports of ad hoc
committees and task forces will be submitted to the Chair of the Faculty
Assembly and/or the Dean, as appropriate, relating to the period for which the
committee was constituted.
6. University faculty governance positions:
1. Duties: Faculty holding Library seats on university faculty governance committees are expected to attend meetings regularly, to be prepared to report to the Library Assembly Chair and membership on items of import or interest, to forward the annual report of the committee to the Library Assembly Chair and membership each year, and to represent the Libraries and University Libraries Faculty actively and positively.
2. Terms: Term lengths on university committees are specified by University Faculty Governance. Re-election or re-appointment of Library Faculty to committees for successive terms will be decided on a case-by-case basis.
Standing Committees and Other
Committees
University Libraries Personnel Committee (LPC)[12]
As specified in the GVSU Faculty Handbook, Chap. 4, Sect. 2.10.2; ex officio membership of the Dean is voted on annually by the faculty, as specified in the GVSU Faculty Handbook, same section.[13]
University Libraries Faculty Development and Retention Committee[14]
Function: Coordinates activities relating to library faculty orientation, mentoring, professional development, training for effective teaching and professional performance, and scholarly activity assistance; fosters a sense of community among library faculty; and recommends to the Faculty Assembly and Dean on allocation of faculty development resources.[15]
Membership: Five tenured or tenure track faculty including two each from Liberal Arts Programs and Professional Programs (Reference and Instructional Division), and one from the Access Services Division, serving staggered two year terms; and the Dean (or designee) as non voting ex-officio. Chaired by a member elected from among the committee.[16]
University Libraries Curricular Support Committee[17]
Function: Evaluates what is learned through assessments
of materials, tools and instruction and recommends action plans to incorporate
improvements. Ensures philosophy,
organizing framework and outcomes are implemented; responds to issues from
other colleges and disciplines; responds to feedback from University Libraries
faculty and staff; recommends changes to the Faculty Assembly.
Membership: Three faculty members (at least one tenured
or tenure-track), serving one year terms; and the Dean (or designee) as non
voting ex-officio. The standing committee may include additional
faculty and/or staff as non voting ex
officio members. Chaired by a
tenured or tenure-track member elected from among the committee; members will
also elect a recording secretary.[18]
University Libraries Ad Hoc Committees and Task Forces
Function: University Libraries ad hoc committees and task forces may be appointed to carry out specific, short-range assignments, or to recommend action on special problems and/or issues; such committees shall report recommendations and/or findings to the Dean and Faculty Assembly. Additional duties will be determined by the established ad hoc committee or task force, or constituting body (Dean or Faculty Assembly).
Membership: Membership is temporary and service is on an as-needed basis. The Dean (or designee) shall be an ex officio member of all ad hoc committees and task forces.[19]
Appointment: Ad hoc committees and task forces may be appointed by the Dean or by the University Libraries Faculty Assembly. Tenure of an ad hoc committee or task force will be established in the committee’s charge and be subject to renewal, if the Dean or Faculty Assembly wishes to extend an ad hoc committee’s or task force’s deadline for completion of its business.
Administrative
Structure[20]
Library Council (or Library Administrative Council)[21]
Function: Leadership team to advise the Dean on matters of concern to the faculty, staff, and students; coordinate administration of academic and service resources and operations; and develop policy recommendations.
Membership: Dean (chair), Division Directors, and others appointed by the Dean. The Chair of the University Libraries Faculty Assembly is not a sitting member of the Library Council, but may always request time on the agenda of a regular Library Council meeting.[22]
Unit Head[23]
Function: The Dean of University Libraries functions as the unit head in regards to the Library Faculty, and will generally delegate responsibilities as appropriate (Faculty Manual, Chap. 1.08, Sect. E); in particular the Dean will appoint a Designated Unit Head for Library Faculty Personnel Actions.
Designated Unit Head for Library Faculty Personnel Actions[24]
Function: The Designated Unit Head for Library Faculty Personnel Actions is delegated by the Dean to carry out the responsibilities of a unit head in regards to conducting unit reviews for regular faculty appointment renewal, promotion, tenure, and sabbaticals in accordance with the Faculty Handbook, Chap. 4.02.10.5-7 and Chap 4.02.10.8, Sect. A.4.
Appointment: The dean shall appoint a Designated Unit Head for Library Faculty Personnel Actions, normally a nominee recommended by the faculty of the unit, following as a general model the guidelines for the appointment of unit heads specified in the Faculty Manual, Chap. 1.08, Sect. B-C.
Unit
Membership: All faculty and staff of the University Libraries.
Notes / Discussion points
With the newly implemented University Libraries administrative structure only recently in place, this is an opportune time for the Library Faculty to be presented with a proposed faculty governance structure, and to begin to hold discussions between the Dean and the faculty with the goal of finalizing a “faculty bylaws” for the University Libraries. The draft document in hand is in early stages of creation, and in part proposes structures and organizational flows that don’t as yet exist: much is up for discussion, as is reflected in the notes below. The draft at this stage does reflect initial input from the Provost’s Office (J. Nagelkerk), which guides or requires certain items; and input from the Dean.
General note: the focus of this document is on the unit’s faculty, and the relationship of the faculty body to the unit’s Dean and administrative organization. Since the expansion of the Library’s staff to include non-librarian professional staff (APs), the AP staff have been included in regular “Library Faculty and Professional Staff” or Librarian/AP meetings. Some consideration should perhaps be given to whether there is an appropriate forum and rationale within the proposed faculty governance structure for including AP staff; or whether separate Librarian/AP meetings may continue to take place much as they have up to now, if they still serve a purpose.
[1] The underlying premise of shared governance at GVSU can be summarized as “guaranteed access to the Dean,” and the goal of creating a formal faculty governance structure for the unit may be seen as establishing an effective mechanism for ensuring that the Dean will give the faculty a hearing on an ongoing basis. The University Libraries are acknowledged by the Provost to be differently focused than the Colleges, and so our organizational plan and faculty governance bylaws will reflect that. This document will serve to establish the relationships between the Library Faculty, GVSU faculty governance, and the operational management structure which the Dean has implemented within the unit (i.e. Library Council and administrative positions created to form a reporting structure).
[2] 7/13: Consensus of those attending the discussion was that we should consider omitting “Library Assembly” from the Administrative Structure, and use the name Library Faculty Assembly in place of Library Faculty Council. Defining one body rather than two reduces some perceived redundancy in function; and the Dean may call and chair a meeting of Faculty or any another group at any time she so chooses – such an administrative decision is perhaps not within the scope of the faculty’s charge to define. The proposal to forgo using ‘Council’ in the name of the faculty governance body will perhaps reduce the possibility for confusion with the Library (Administrative) Council.
[3] 7/18: The Bylaws small committee (KR, VL) propose incorporating the “meetings” statement into the “Function” statement for the Library Faculty Assembly. Is this appropriate and effective? or would retaining a separate “Meetings” statement be good to consider?
[4] 7/19: The Bylaws small committee (VL, KR) propose no changes. D.Morrow proposes that the italicized text be added: “…vote or otherwise take action on recommendations of standing committees and other committees or task forces…”
[5] 7/19: This “Membership” statement reflects the proposal of the Bylaws small committee (VL, KR), with edits for clarity. Is there any need to consider retaining a statement requiring at least half-time (50%) employment as a tenure-line faculty member in order to be part of the voting membership?
[6] It
is required by the Provost’s Office that the Dean, or Dean’s designee, be
included ex officio on the Faculty Council Assembly to represent
administrative interests in the shared governance structure. –What if the Dean
wishes to designate a tenure/tenure-track faculty member? wouldn’t that person
then be a voter by definition? do we have to spell out an exception to
“non-voting, ex officio”? good
questions! I don’t know
the answers, but we will need to!
7/18: D.Morrow proposes the additional wording which defines the Dean’s designee, and the circumstances under which the Dean’s designee may vote as a faculty member. Will this proposal work?
[7] 7/19: The Bylaws small committee (VL, KR) propose accepting the Dean’s wording, which makes provision for the Chair of the Library faculty’s primary governing body to appear on the agenda of a Library Council meeting upon request; but does not allow for the alternative proposal, of having the Chair of the Library faculty hold a seat on, or be a regular member of, the Library Council.
[8] Do we need to re-word this statement about when a Faculty Assembly Chair will be elected for this year? Since we haven’t previously even had a Faculty Assembly, or anyone serving as an elected chair of any formal or de facto faculty body, do we have to wait on approval of the doc by the Provost and UAS before we can even do an election?? And how do we say that?
8/14 DMo: Statement re-worded to give us more time during 2006/2007 to complete and approved document and elect Faculty Assembly Chair and Vice Chair.
[9]
“Faculty defined”: several colleges have
chosen to make a specific reference to a definition of “faculty” which should
be always be assumed when the context is voting, or appointment to membership
on a faculty governance committee.—Models:
“Elections” (1.), (5.) (CLAS);
8/14 DMo: Moved here instead of being the final clause of the document.
[10]
8/14: The Procedures small committee
(KW, PP) also proposes additional text: “However, visitors and adjuncts are
encouraged to attend general meetings and give input.” -- not included, as it
is redundant with the statement already made under Library Assembly:
Membership.
[11] 8/15: In previous drafts, the section on Administrative Structure: Designated Unit Head for Library Faculty Personnel Actions indicated that responsibility for conducting nominations and elections each year to fill vacancies on University faculty governance committees lay with the ‘DUH’, a completely arbitrary assignment of responsibility. In consultation with the Procedures small committee (specifically, KW) and the ‘DUH’ and LPC small committee (RB, LM), DMo proposes instead that the specification of annual elections for vacancies in both Unit and University faculty governance committees be contained in the Procedures of the Library Assembly and its sub-bodies.
[12] University Libraries Personnel Committee is defined in the Administrative Manual / Faculty Handbook, and we may not have much latitude to make and seek approval for changes. Kirkhof College of Nursing, which is also a somewhat smaller unit, also has a composition defined in the Administrative Manual / Faculty Handbook, and their bylaws also simply reference the appropriate paragraph in those documents.
[13] 8/15: The DUH and LPC small committee (DMo, LM, RB) considered the question of whether there would be any value in specifying that the Designated Unit Head for Library Faculty Personnel Actions (‘DUH’) should also be an ex officio, non-voting member of the LPC. The small committee concluded that the composition of the LPC as it has stood for the last number of years has functioned adequately, and that it is not necessary to add the DUH to the LPC; but they agreed to throw the question open to the faculty for wider discussion.
[14] 7/18: The name “Faculty Development and Retention Committee” was retained by the Bylaws small committee (PP, RS); is this a name we can all agree on?
[15] 7/18: The Bylaws small committee (PP, RS) have proposed the functions of the standing committee as included here (edited for punctuation and grammar).
[16] 7/18: The Bylaws small committee (PP, RS) have proposed the membership as included here (edited for punctuation, grammar, and consistent voice).
[17] 7/19: The Bylaws small committee (LDW, AM) proposes the name “University Libraries Curricular Support Committee,” and the standing committee function, edited for consistent voice.
[18] 7/19: The Bylaws small committee (LDW, AM) proposes this membership and leadership; D.Morrow has added in “Dean (or designee)” per requirement of the University, and edited for consistent voice.
[19] The Provost’s Office will probably expect, for consistency’s sake, that the shared governance model be supported in ad hoc committees as well, by including at least the option for the Dean, or a designee, to be included or identified among the members of such committees.
[20]
The model for including an “Administrative Structure” section is the
[21]
At least two Colleges appear to have an administrative body similar to the
University Libraries’ Library [administrative] Council: “Executive Committee” (Padnos College of
Engineering and Computing); “Leadership Team” (
[22]
If we followed the example of the Council
Assembly as a regular member of the Library Council, thus having a
specifically faculty-governance-designated seat in the unit’s top
administrative body. The Dean sees a
conflict between her conception of the role and function of the Library
Council, comprising her direct reports and appointee(s), and the addition of an
annually rotating faculty representative.
If we feel that this is an important point to debate, we will have to be
extremely compelling. The alternative is
to find mutually agreeable language guaranteeing the Chair of the Faculty
Assembly access to the Library Council in specific ways.
7/19: In concert with the proposal of the Bylaws small committee (VL, KR) which accepts the Dean’s wording re: relationship of the Library Assembly Chair to the Library Administrative Council, the Dean’s wording is accepted in this Library Council clause as well.
[23] Unit Head: This paragraph is added for clarification for readers both inside and outside of the unit. Because the unit is led at the Dean level, but has only one recognized academic unit within it, the Dean is, in effect, both Dean and Unit Head. Ordinarily, in appointing unit heads (department chairs, etc.), certain duties for which the Dean has ultimate responsibility are routinely delegated to the unit heads; in the absence of units and unit heads in the University Libraries, the Dean will delegate or handle these responsibilities herself, as she sees appropriate. In one instance it is not possible for her to handle the necessary responsibilities without delegating: i.e. carrying out the faculty review process; and so there is provision for the appointment of a Designated Unit Head for Faculty Personnel Actions.
NOTE: There is an open question as to whether the “Unit Head” and “Designated Unit Head for Faculty Personnel Actions” paragraphs are appropriate to include in the unit bylaws which will be approved by the Provost’s Office and the Faculty Senate, and posted as part of the Administrative Manual / Faculty Handbook. On the one hand, these address activities which are managed at the discretion of the Dean, not the faculty, and so could change or should perhaps be spelled out only as internal unit practices; on the other hand, the Provost’s Office is looking for greater transparency and openness in the faculty-related governance activities of all the Colleges and the University Libraries. Further guidance from the Provost’s Office and University Council is forthcoming.
[24] Are the function and appointment of the Designated Unit Head for Faculty Personnel Actions spelled out sufficiently and accurately? are they agreeable to the Dean and the faculty, and the Provost’s Office and University Council?
8/15 The Designated Unit Head small group (DMo, RB, LM) considered whether there would be any value in having the DUH also serve as an ex officio, non-voting member of the Library Personnel Committee. The small group concluded that perhaps it isn’t necessary or valuable to add more people to the LPC; the DUH conducts the unit discussions and prepares the unit recommendation reports, and this was felt to be sufficient. However it was agreed to present the question for wider discussion.