Bylaws – University at Buffalo Department of Classics

[Ratified by vote of voting faculty on 10/29/04; amended on 10/5/04.]

  1. PreambleThese bylaws provide a structure for the governance of the Classics Department within the framework of the College of Arts and Sciences (CAS).
  2. EnfranchisementAll tenure-line faculty members (i.e., tenured and untenured tenure-track) whose primary appointment is in the Department of Classics are voting members of the department. The status of member with limited voting privileges can be extended to members of the faculty with an appointment other than a tenure-line appointment on a case-by-case basis by a majority vote of the voting members.
  3. OfficersThe departmental officers are the Chair, the Director of Graduate Studies, and the Director of Undergraduate Studies.
    1. ChairThe Chair is the department’s chief executive and administrative officer. The Chair shall guide the department’s teaching, research and service; conduct its administrative operations; represent the department to the College and the University; report promptly to the Dean on matters affecting its welfare; and report and recommend actions regarding the department’s programs, activities and faculty, including faculty appointments, promotions and the terms and conditions of appointments.

      Provisions for the appointment of the Chair are set by the College. The Chair is appointed by the President upon recommendation by the Dean after consultation with the faculty of the department. The Chair normally serves a term of three years, and may be reappointed after consultation with the faculty of the department.

    2. Director of Graduate StudiesThe Director of Graduate Studies (DGS) supervises the department’s graduate program. The DGS is responsible for directing the recruitment of graduate students, orienting new graduate students and assigning them a faculty advisor, maintaining and developing the graduate curriculum, supervising graduate examinations, monitoring graduate student progress towards the completion of program requirements, and representing the department at meetings which bear upon the graduate program.

      The DGS is appointed by the Chair, subject to confirmation by a vote of the voting members. The DGS serves at the pleasure of the Chair, normally for a term of three years.

    3. Director of Undergraduate StudiesThe Director of Undergraduate Studies (DUS) supervises the department’s undergraduate program. The DUS is responsible for the advising of undergraduate majors and minors, maintaining and developing the undergraduate curriculum, organizing the selection of recipients for undergraduate honors and awards, and representing the department at meetings which bear upon the undergraduate program.

      The DUS is appointed by the Chair, subject to confirmation by a vote of the voting members. The DUS serves at the pleasure of the Chair, normally for a term of three years.

  4. Governance
    1. CommitteesThe sole standing committee is the Advisory Committee, which is elected by and from the faculty of the department. The Advisory Committee shall advise the Chair on the department’s teaching, research and service activities, and on proposals affecting the department’s programs and faculty.

      The Advisory Committee shall consist of three voting members of the department elected by a majority vote of the faculty for a term of one year. Nominations are open to all voting faculty. Each voting faculty member votes for three candidates by secret ballot. The three receiving the most votes are elected to the committee. In the event of a tie there will be a runoff election.

      Faculty members may establish an ad hoc committee with a limited term and mandate. Any voting member may propose the establishment of an ad hoc committee, and see it created by a vote of the voting members. The size and membership of any such committee are proposed by the Chair and ratified by a vote of the voting members. The recommendations of any ad hoc committee are advisory to the department.

    2. Department MeetingsThe Chair must convene at least two department meetings during the fall semester and two during the spring semester. Meetings are to be held at customary times and announced in advance unless urgent circumstances demand otherwise. In normal circumstances, the Chair must circulate a memo to all faculty members and the Graduate Student Representative announcing the day, time, and place of a meeting and the proposed agenda not less than 48 hours prior to the beginning of the meeting. Faculty members and the Graduate Student Representative may place an item on the agenda by sending a written request to the Chair not less than 24 hours prior to the beginning of the meeting.

      A group of one-third or more of the voting members can call for a meeting during the fall or spring semesters by sending a written request to the Chair. Such requests must indicate at least one agenda item to be considered in the meeting. The Chair must convene a meeting within one week of the receipt of any such request, unless the request is for a meeting at a later date.

      Attendance at department meetings is open to all faculty members (voting members, emeriti, and part-time, joint, adjunct, and visiting members), a Graduate Student Representative chosen by the graduate students, and other individuals approved by the Chair. Attendance is considered a basic professional obligation for all voting members. The Chair may exclude all but voting members from certain deliberations.

      Unless otherwise indicated by these bylaws, meetings will be conducted in accordance with the parliamentary procedures described in the most recent available edition of Robert’s Rules of Order.

      A member of the voting faculty designated by the Chair will serve as secretary and record meeting minutes. The secretary should circulate the draft minutes to all members of the voting faculty within one week after the meeting. The first agenda item for each meeting is the emendation and approval of the previous meeting’s minutes.

      Votes can be held in a meeting only when a quorum, consisting of a majority of the voting members, is in attendance and when the matter in question appears on the agenda. Votes will be open (by voice or hand) except where these bylaws call for a secret ballot or where one-third of the voting members present request a vote by secret (written) ballot.

      Personnel decisions (on appointment, promotion, tenure) require two meetings on separate days. In the first meeting, faculty deliberate upon the decision. Ballots are then circulated prior to the second meeting, in which they are collected and tabulated, and the results announced. Voting members who cannot turn their ballots in at the second meeting may give absentee ballots to the Chair in advance. Votes are carried by a simple majority of the voting members, except where these bylaws require a two-thirds majority of the voting members present or voting by absentee ballot.

      In the case of a secret ballot for other than personnel decisions, votes are cast, tallied by the Chair, and results announced, all in the same meeting.

      Items not on the agenda are considered only after agenda items.

      At the first department meeting of the academic year, the Chair must report on the previous year’s budget and expenditures and outline anticipated expenditures for the coming year.

  5. Procedures for Appointments/Promotions/Tenure
    1. AppointmentsThe filling of a tenure-line faculty position begins with the formulation of a job description produced through open discussion in a meeting of the voting faculty and confirmed by a vote. Following the approval of the draft description, revised as required by the office of the Dean and the Office of Affirmative Action, the position must be advertised in Positions for Classicists and Archaeologists and at least one additional national publication concerned with the relevant field of study.

      The ad hoc Search Committee consists of five members. Four of these are voting members of the department nominated by the Chair, subject to confirmation by a vote of the voting members. The fifth is a member of another university department chosen by the Dean from a list recommended by the Chair and confirmed by the voting members of the department. The Committee Chair is nominated by the Chair and confirmed by a vote of the voting members.

      The Search Committee leads the search process and organizes its business as it sees fit under the leadership of the Committee Chair and in a manner consistent with its charges. Each member of the committee has one vote, and votes are carried by a simple majority.

      The Search Committee reviews all applications for the position and recommends a list of candidates for initial interview to the voting members of the Classics Department. This list is discussed and emended as necessary to produce a initial interview list confirmed by a vote of the voting members of the Classics Department. The Search Committee conducts the initial interviews, which normally occur at the AIA/APA annual meeting. Any voting member who is not a member of the Search Committee enjoys access to all application materials throughout the search process and is entitled to participate in the initial interviews.

      Following the initial interviews, the Search Committee recommends a subset of candidates to the voting members of the Classics Department. This short list is discussed and emended as necessary to produce a final on-campus interview list confirmed by a vote of the voting members of the Classics Department. The department Chair then transmits this list to the Office of the Dean.

      The on-campus interview should include, at a minimum, a formal oral presentation of the candidate’s research open to the faculty, graduate and undergraduate students; a meeting between the candidate and a self-selected group of the graduate students; and individual meetings between the candidate and any member of the voting faculty who wishes to speak with the candidate.

      Graduate students in the department have access to all non-confidential application materials related to each of the candidates on the short list (e.g., cover letter and other statements by the candidate, curriculum vitae, publications and other written work).

      After the on-campus interviews and a meeting of search committee, the Committee Chair presents an oral evaluation of the short-list candidates to the voting members and a written evaluation to the Chair that represents the majority opinion of the Search Committee. Any other member of the Search Committee who wishes may present an oral and a written evaluation representing a minority opinion. If the Committee Chair disagrees with the majority opinion, s/he may designate another member of the Search Committee to present the majority opinion orally and in writing, and may present a minority opinion.

      Following the on-campus interviews, the Graduate Student Representative or another peer-selected graduate student presents an oral evaluation of the short-list candidates to the voting members of the Classics Department and a written evaluation of them to the Chair of the department representing the majority opinion and any minority opinions of the graduate students.

      Any voting member of the Department may prepare a final written evaluation of the candidates. Following the presentation of the oral evaluations of the short-list candidates, the voting members of the department vote by secret ballot to rank the candidates. In accordance with CAS guidelines, the department Chair shall present a report for the Dean’s consideration which includes a ranked list of the three candidates as determined by the faculty vote and any written evaluations presented by the faculty.

    2. Promotions and TenurePromotion and tenure decisions are to be made in accordance with the procedures outlined in the current version of the Faculty Handbook and the CAS Guidelines for Handling Faculty Promotion and Tenure Cases and for Preparing Faculty Promotion Dossiers.

      The department must observe a mentoring program for all tenure-line untenured faculty consistent with the provisions described in Section 1 of the Department of Classics Statement on Promotion, Tenure and Mentoring of Junior Faculty adopted on March 14, 2001 or the most recently adopted revision thereof. (See Appendix 1 to these bylaws.)

      Faculty members may present themselves for promotion according to CAS guidelines.

      Candidates for promotion and tenure select an advocate as stipulated in the Faculty Handbook.

      In accordance with the Faculty Handbook and the CAS Guidelines for Handling Faculty Promotion and Tenure Cases and for Preparing Faculty Promotion Dossiers, the Chair, with the recommendations of the advocate and other voting members whom he/she deems appropriate, determines whom to contact outside the University for evaluation of the candidate’s dossier and published work.

      Promotion and tenure cases are voted on by the voting members at and above the rank under consideration. Voting is by secret ballot.

      Candidates for promotion and tenure shall be evaluated in accordance with the provisions described in Section 2 of the Department of Classics Statement on Promotion, Tenure and Mentoring of Junior Faculty adopted on March 14, 2001 or the most recently adopted revision thereof.

      If the Chair is an Associate Professor and another member of the faculty is seeking promotion to Full Professor, the Chair exercises the full capacity of his/her office in managing the case.

      If the Chair is an Associate Professor seeking promotion to Full Professor he/she recommends to the Office of the Dean for its approval another Full Professor from the department to execute the duties of the Chair in connection with the case.

      The results of a vote for promotion or tenure are to be communicated to the Dean and the CAS Appointments, Promotions and Tenure Committee by the Chair in accordance with CAS guidelines.

  6. Grievance ProceduresThe department’s grievance procedures for students and faculty members are those set by the University. University grievance procedures for graduate students are posted at HYPERLINK “http://www.grad.buffalo.edu/graddocs/policies_proc.htm” http://www.grad.buffalo.edu/graddocs/policies_proc.htm, while those for undergraduate students are posted at HYPERLINK “http://undergradcatalogue.buffalo.edu/undergraduateducation/ grievancelong.shtml” http://undergradcatalogue.buffalo.edu/undergraduateducation/ grievancelong.shtml.

    A faculty member should first discuss personal or professional grievances with the Chair. If this consultation does not resolve the problem, the faculty member should invoke the relevant portions of the policies of the Board of Trustees of the State University of New York. These are posted at HYPERLINK “http://www.suny.edu/ Board_of_Trustees/PDF/Policies/pdf” http://www.suny.edu/ Board_of_Trustees/PDF/Policies/pdf.

  7. Student Matters
    1. GraduateVoting members evaluate and take a final vote on all applications for admission to the graduate program in a department meeting. No applications for admission to the graduate program are to be considered during the interval between the end of the spring semester and the beginning of the fall semester.

      An M.A. student in the department who wishes to enter the Ph.D. program must petition the DGS in writing, who must then bring this petition to a vote at the next department meeting.

      Voting members evaluate and take a final vote on all applications for graduate support in a department meeting. If necessary, the Chair in consultation with the DGS will fill vacancies of TAships with qualified applicants according to the ranked list created by the faculty in the meeting in which graduate support was assigned.

    2. UndergraduateThe number and specific nature of all undergraduate honors, awards, and prizes given by the department in any academic year is to be determined by the faculty in a department meeting held during the month of February or March, with the final arrangement subject to a vote by the voting members. A list and description of prizes and of eligible students will be distributed in advance of the meeting. Following this vote there can be no alteration either to the number or specific nature of any undergraduate honor, award, or prize given by the department in that academic year.
  8. Ratification, Posting, and AmendmentRatification of these bylaws requires a two-thirds vote of the voting members. If ratified, these bylaws will go into effect on October 31, 2004.

    These bylaws must be reviewed and, if necessary, updated every five years.

    These bylaws must be posted in a clearly visible location in a common area of the department and on the department website.

    All amendments to these bylaws require a two-thirds vote of the voting members.

  9. Separability and CompatibilityIf any portion of these bylaws is adjudged by any court of competent jurisdiction to be invalid, such judgment shall not invalidate the remainder of these bylaws.

    These bylaws shall be compatible with and subordinate to the College of Arts and Sciences Bylaws, The University at Buffalo’s Bylaws of the Voting Faculty, the authority and policies of the Trustees of the State University of New York, the authority and policies of the Council of the State University of New York at Buffalo, and the laws of the State of New York and the United States of America.