Mathematics Department Bylaws

Department of Mathematics Bylaws

Within the limits prescribed by regulations of the University of California, the following Bylaws shall guide the operations of the Department of Mathematics.

I. Departmental Governance

The legislative authority of the Department shall be vested in the voting faculty. The voting faculty shall include non-emeriti Academic Senate members who are appointed some positive percentage in the department. This includes lecturers with security of employment. The Chair of the Department does not vote on personnel issues, and votes on other legislation before the Department only in the event of a tie.

A. The Department, with the Chair presiding, shall meet:

when there is business to conduct, as determined by the Chair. At least three days notice will normally be given; in rare emergency cases meetings can be called on shorter notice, provided an effort is made to contact each Department member in advance. Meetings will also be called at the request of one-third of the voting faculty in residence. A quorum shall consist of one-quarter of voting faculty. Others may be invited to attend Department meetings, at the discretion of the Chair or by majority vote of the Department. If questions of procedure become an issue, the meeting will follow Robert's Rules of Order.

B. The Department shall pass on legislation, announced in a timely agenda, concerning:

1. Departmental bylaws;

2. Final action on issues brought to the department from the Undergraduate or Graduate Committees according to Sections V.A. & B.

3. Any other issues initiated by the members of the Department and deemed appropriate by the chair or one-third of the members in residence.

C. Legislation before the Department shall be passed:

by a simple majority of voting members of the Department present at the meeting. Any faculty member may request that a vote at the departmental meeting be taken by secret ballot. Voting by secret mail ballot can be ordered at the request of three voting faculty present at the meeting. Amendments to the Bylaws and personnel issues involving promotion, change within rank, and terminations must all go to a secret mail ballot. The content of the ballot will be determined by majority vote at a meeting.

D. Minutes of Department meetings:

shall be distributed by the Chair in a timely fashion to all members of the Department.

II. Duties of the Chair, Vice-Chairs, and Personnel Committee

The executive and administrative authority of the Department shall be vested in the Chair and the Vice-Chairs.

A. Duties of the Chair:

According to University regulations and departmental policy, the Chair has the following duties:

1. As leader of the Department:

a. Has final responsibility for the recruitment, selection, and evaluation of both the academic and the staff personnel.

b. Should be receptive to questions, complaints, and suggestions from members of the Department, both academic and staff personnel, and from students, and should take appropriate action as required.

2. As administrator of the Department:

a. Makes assignments of duty to members of the Department.

b. Establishes and supervises procedures for departmental compliance with University regulations.

c. Makes arrangements and assignments of duty for the counseling of students, and for the training and supervision of Teaching Assistants, Associates, and other student teachers and teacher aides.

d. Prepares the budget and administers the financial affairs of the Department.

e. Schedules and recommends to the Chancellor sabbatical leaves and other leaves of absence for members of the Department.

f. Is responsible for the custody and authorized use of University property charged to the Department, and for assigning departmental space and facilities for authorized activities.

g. Maintains records and prepares reports in accord with University procedures.

h. Reports any failure of an academic or staff member of the Department to carry out responsibilities, and recommends appropriate disciplinary action.

B. Duties of the Graduate and Undergraduate Vice-Chairs:

1. The Graduate Vice Chair will chair the graduate committee and oversee the graduate program. The Undergraduate Vice Chair will chair the undergraduate committee and oversee the undergraduate program.

2. In the absence of the Chair, the Graduate Vice-Chair will act as chief departmental leader and administrative officer. If circumstances prevent the Chair from carrying out the duties of the office for an extended period of time, the Graduate Vice-Chair will assume these responsibilities for the remainder of the academic year, or until such time as a new Chair is appointed according to the procedures outlined in Section III.A.

C. Duties of the Personnel Committee:

The Personnel Committee will assist the Chair by consulting and advising on academic personnel issues. In cases of promotion, demotion, or change within rank of Academic Senate members, the Committee will recommend to the Department a ballot (see IV.A.2.) The Committee will not recommend how the Department should vote.

III. Departmental Electoral Procedures

A. Selection of the Departmental Chair

1. Nomination procedures: The primary basis for nomination shall be provided by a confidential survey of all faculty members. Administration and tabulation of these surveys shall be carried out in confidence by the Personnel Committee, with Undergraduate Vice-Chair serving as Acting Chair. The Personnel Committee will determine also which nominated candidates are willing to serve and will communicate the results

to the Dean.

2. A departmental recommendation to the Dean of a candidate for Chair shall be by simple majority. If no candidate achieves a simple majority, a run-off will be held between the two candidates with the most votes.

3. The nominations procedure described above shall be undertaken in the Fall Quarter of the third year of the Chair's service. The Department may also exercise the review option at any earlier time of the Chair's service, provided that at least 25% of the faculty sign a petition to the Undergraduate Vice-Chair.

B. Selection of the Departmental Vice-Chairs.

The Chair shall select a faculty members as Vice-Chairs. The appointment of the Vice-Chairs may be renewed each academic year according to the wishes of the Chair.

C. Selection of Personnel Committee Members:

The Personnel Committee shall consist of the Chair and three or four ladder voting faculty, broadly distributed by field. Membership on the Committee shall be by nomination of the Chair, with a panel confirmed by a simple majority in a secret mail ballot of the voting faculty.

IV. Departmental Personnel Matters

A. Appointment and Advancement of Members of the Faculty:

The following procedures shall govern the appointment and advancement of members of the faculty.

1. New Professorial Rank Faculty Appointments:

The first step in a new faculty appointment, or a faculty replacement, is for the Chair to request from the Administration permission to recruit a faculty person in a designated field of mathematics. The decision concerning designation of a field or fields, and their relative priorities, should be made by the faculty and shall require a simple majority vote of responding faculty members.

Once the administration has given the Department permission to undertake a search for a new faculty member in a given field of mathematics, the Chair, in consultation with the Personnel Committee, shall appoint an ad hoc search committee. It shall contain at least one member of the Affirmative Action Committee.

The Chair, in consultation with the faculty, will be responsible for writing a job description detailing the research and teaching requirements for the position to be advertised. It will also be the responsibility of the Search Committee to select the best 6-8 candidates from the applicant pool for the position. It should be noted that all applicant files are open to all faculty for review and comment. The Search Committee will communicate this list to faculty members and, over an appropriate time interval, will invite oral or written comments about the qualifications of the candidates. These comments will be considered by the Search Committee, who will produce a final rank-ordered list of candidates who might be invited to the campus for formal employment interviews.

The short-list of candidates and any recommendations from the Affirmative Action Committee member of the Search Committee will then be presented to the department for final approval prior to requesting travel funds from the administration to invite the candidates to the Department for further interviews and evaluation.

Following the visit of the candidates to the Department, the Search Committee will invite comments from interested faculty about the acceptability and relative qualifications of each candidate. After an appropriate time interval to allow for examination of the files, the Search Committee will present a final rank-ordered list of acceptable candidates at a departmental meeting. The Department will discuss the slate presented by the committee and endorse an ordering of the candidates by a simple majority vote at a departmental meeting. This final departmental recommendation will then be forwarded to the administration.

2. Promotions, Terminations, Appraisals, and Merit Increases for Faculty who are Members of the Academic Senate:

The Chair shall routinely bring to the attention of the Personnel Committee the names of faculty members normally eligible for consideration for merit increase or promotion at the appropriate time. With the approval of the Personnel Committee, the Chair shall appoint a committee to review the strengths and weaknesses of personnel cases involving promotions, terminations, appraisals, and merit increases.

In all cases, the review committee will provide a written narrative describing and evaluating the candidate's research, instruction, and university and public service contributions, as well as any other pertinent information as described in the relevant sections of the Academic Personnel Manual and the campus Red Binder. The Personnel Committee shall propose a ballot consonant with the opinions of every member of the Committee. That is, no ballot option (other than "no change") shall be offered that is not favored by at least one member of the Committee, and any Committee member has the right to insist that a particular option be placed on the proposed ballot.

A meeting at which there is a quorum (one-fourth) of the eligible voting faculty shall be held, in the absence of the candidate, to discuss each personnel case and to finalize a ballot. The Chair (or a designated representative) will preside over the meeting. Following discussion a possibly amended ballot will be confirmed by a majority vote of those present and eligible to vote. This ballot is then voted on by eligible faculty in a secret mail ballot. The highest option which, together with all ballots for a higher option, constitutes a majority of the votes cast shall be the departmental recommendation.

In the case of faculty votes on personnel cases of ladder faculty, all voting faculty who hold the rank of associate or full professor and who are either in residence, or who have attended the departmental meeting at which the case was discussed or who have reviewed the departmental file in the departmental office shall be eligible to vote. Spouses shall not vote on each other's personnel cases.

3. Appointments of non-Academic Senate Faculty:

In the fall quarter the Chair will, in consultation with the Personnel Committee, appoint an ad hoc Temporary Positions Committee, broadly distributed by field. In the case of appointments which are expected to involve more than one year of service, and other temporary positions where it is expedient to do so, the committee shall, after consulting widely, present a rank-ordered slate of candidates at a departmental meeting. The Department will discuss the slate presented by the committee and shall, by a simple majority vote at a departmental meeting, endorse an ordering or a strategy for hiring of the candidates. Positions of one year or less, where it is not expedient for the temporary positions committee to convene in a timely manner, will be appointed at the discretion of the Chair.

V. Departmental Committees

The Chair and Vice-Chair may distribute the responsibility for the performance of a portion of their duties to committee members, to other members of the faculty, or to subcommittees at their own discretion, while reserving the right at all times to pass on recommendations arising from such distributions prior to implementation. In addition to the Personnel Committee, the following standing committees shall function on a regular basis:

A. The Undergraduate Committee:

This committee shall consist of at least five faculty members, of widely distributed mathematical interest, appointed by the Chair.

The agenda for the Committee typically includes preparing a recommendation to the Department Chair for undergraduate teaching assignments, evaluating and recommending changes in undergraduate courses, departmental requirements and curricula; evaluation of courses; advising of students; evaluating and acting on student petitions; evaluating off-campus course articulation and substitution requests; making recommendations about undergraduate awards; and making provisions to enhance faculty-student interactions. Any voting member of the faculty may attend meetings, discuss and vote on any issue before the Committee. There will be no voting in absentia. Authority over policy matters is delegated to the Committee by the Department. Any decision may be brought to a discussion and vote of the Department by the Chair of the Department, by request of two members on the Committee, or by request of five members of the Department.

B. The Graduate Committee:

This committee (including the Pure and Applied Graduate Advisers) shall consist of at least five faculty members, of widely distributed mathematical interest, appointed by the Chair. In addition, an elected representative of the mathematics graduate students may attend and take part in discussion on any matter not involving individual graduate students. The graduate student representative does not vote. The agenda for the Committee typically includes preparing a recommendation to the Department Chair for graduate teaching assignments, evaluating and recommending changes in graduate courses, departmental requirements and curricula; advising of students; evaluating and acting on student petitions; making recommendations about graduate support, teaching appointments and awards; recommending standards and policies for graduate admissions; evaluating graduate student applicants for admission and financial support; and establishing and evaluating departmental student recruitment policies and activities. Any voting member of the faculty may attend meetings, discuss and vote on any issue before the Committee. There will be no voting in absentia. Authority over policy matters is delegated to the Committee by the Department. Any decision may be brought to a discussion and vote of the Department by the Chair of the Department, by request of two members on the Committee, or by request of five members of the Department.

C. Affirmative Action Committee:

This committee shall consist of two or more faculty members appointed by the Chair. A graduate student representative may also be appointed. The Affirmative Action Committee is responsible for assuring departmental compliance with campus affirmative action and ADA policies. A member of the Affirmative Action Committee shall sit on all search committees for faculty positions.