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Department Chairs & Program Coordinators

Department chairs and program coordinators are responsible for the normal operations of their departments, including scheduling of classes, assignment of instructors, preparation of annual budgets, and recommendation of employment, promotion, tenure and salary increases of faculty members in their departments. Chairs represent their departments to the administration as well as in the Academic Council and the University Senate and are expected to keep their departments informed of actions of both of these bodies. The School offers resources on this page to help chairs and coordinators meet the expectations of their departments and the dean's office.

2018-2019 Department Chairs and Coordinators

Responsibilities
Timetable with Contacts and Forms
July

Enrollment management: new students register at the end of July. As needed, initiate class additions and cancellations, changes in assignments of adjunct faculty, consult with Academic Advising.

  • Hiring: if your department will be hiring in the upcoming academic year, contact the dean and Shawn Chamberlin (for tenure track hires) or Kathrin Bower and Shawn Chamberlin (for term hires) to get started (job advertisement, search committee, diversity advocate, etc).
  • Annual reviews: continue working on faculty annual reviews, due to the dean’s office by the first Monday in November.
  • Tenure cases: check on student letters, external scholarship letters, and service letters
August
  • Annual reviews: continue working on faculty annual reviews, due to the dean’s office by the first Monday in November.
  • Registration: meetings with new students and parents, be available (or have someone in department) for over-rides.
  • Sabbatical support letters due: discuss staffing implications with Kathrin Bower.
  • Tenure cases: check on student letters, external scholarship letters, and service letters.
  • New (and adjunct) faculty: make sure they are settled in and have what they need (a continual process)
  • Hiring: continued from July
  • Make request of faculty for new, revised or FS course proposals at the start of the semester. The timeline for the current academic year is here.
September
  • Scheduling: Spring teaching schedules due. For the spring semester: send hire requests to Kathrin Bower, by the end of September.
  • Annual reviews: continue working on faculty annual reviews, due to the dean’s office by the first Monday in November.
  • Review new or revised courses by mid- to late-September.
  • Tenure cases: in consultation with the tenured members of the department, write departmental letter; materials due to the dean’s office by the first Monday in October.
October
  • Enrollment management: students register for spring semester-as needed, initiate class additions and cancellations, changes in assignments of adjunct faculty, consult with in Academic Advising. Be available (or have someone in department) for over-rides.
  • New, revised, or FS courses will be approved at appropriate meetings (see timeline here).
  • Major degree audits for graduating seniors.
  • Work with Barb Michelson in Academic Advising to reassign majors for faculty members that will be on leave in the spring term.
  • Tenure materials due to the dean’s office by the first Monday in October.
  • Annual reviews: continue working on faculty annual reviews, due to the dean’s office by the first Monday in November.
  • Assessment Plan for Academic Programs: submit the completed assessment plan template outlining student learning outcomes and how those outcomes will be assessed to the Office of Institutional Effectiveness by October 1st. Plans must be submitted annually.
November
  • Annual reviews: Due to the dean’s office by the first Monday in November. Set time to talk with faculty individually about their annual review (progress, goals, etc.).
December
  • Check in with new faculty, debriefing on first semester, planning for second semester and summer, read teaching evaluations and discuss any problems.
  • Read teaching evaluations for adjuncts and term hires and discuss any problems.
January
  • Be available the first week in January (before courses start) to work with the Registrar’s Office and the Advising Office on course approvals/registration for mid-year transfer students.
  • End of first semesters/start of second semester: longer departmental meeting/retreat-planning.
  • Staff reviews: schedule midcourse staff reviews
  • Scheduling: Fall teaching schedules due. For the fall semester: send hire requests to Kathrin Bower by the end of January. Departmental FYS plans for upcoming AY to Mary Tate.
  • Start of new semester: be available (or have someone in department) for over-rides.
  • New (and adjunct faculty): make sure they are settled in and have what they need.
  • Review budget status.
  • Make request of faculty for new, revised or FS course proposals at the start of the semester. Review new or revised courses early in the spring semester. The timeline for the current academic year is here.
March
  • Enrollment management: students register for fall semester-deal with class additions and cancellations, changes in assignments of adjunct faculty, consult with Academic Advising. Be available (or have someone in department) for over-rides.
  • Midcourse review portfolios due to department chairs by the first Monday after spring break.  In consultation with the tenured members of the department, write the departmental letter.
  • Student award (graduation, departmental scholarships, David Evans) nominations/selections.
  • Summer transfer credit: be available to approve (or designate a departmental representative) off campus summer courses for students.
  • New, revised, or FS courses will be approved at appropriate meetings (see timeline here).
April
  • Honor’s convocation.
  • Midcourse reviews due to the dean’s office, if possible, by the first Monday in April, but no later than the third Friday in April.
  • Majors: senior exit interviews, yearly departmental/majors celebration.
  • Participate in Admissions events for admitted students.
  • Begin departmental tenure proceedings. In consultation with the department put together list of external scholarship evaluators, discuss with dean, line up external scholarship evaluators; materials to external scholarship evaluators; request course lists from registrar’s office, select students to submit evaluations, contact these students; request letters from service commitments.
  • Summer transfer credit: be available to approve (or designate a departmental representative) off campus summer courses for students.
May
  • Graduation.
  • End of year: longer departmental meeting/retreat- planning.
  • Staff reviews: schedule end of year staff reviews due
  • Chair’s professional development.
  • Review budget status.
  • Work with Academic Advising on fall undeclared advising loads for departmental faculty; work with Barb Michelson in Academic Advising to reassign majors for faculty members that will be on leave in the following term/year.
  • Check in with new faculty, debriefing on first year, planning for second year, read teaching evaluations and discuss any problems
  • Read teaching evaluations for adjuncts and term hires and discuss any problems.
June
  • Annual reviews: faculty annual reviews due to chairs (unless chair sets a different date).
  • Review budget status.
  • Assessment Report for Academic Programs: submit the completed assessment report template incorporating summaries of the year's assessment results and plans for the use of those results to the Office of Institutional Effectiveness by June 1st.
Hiring
Budget and Accounting
Accounts Payable Forms
  • Advance Form
    This form should be used to request a travel or expense advance, replacing the check request form in this instance. Advances are only given in limited circumstances such as group or international travel.
  • Check Request Form
    For reimbursement, payment for goods or payment for services.
  • Independent Contractor Checklist
    If your check request is to an independent contractor, you must complete and attach this form to your check request prior to sending to A/P.
  • Missing Receipt Form
    Must be used when a reimbursement receipt is missing and it was for more than $25. For purchasing card charges, this form must be used for each missing receipt, regardless of the dollar amount.
  • Travel and Expense Report
  • The Travel and Entertainment Expense Reimbursement System
    The Travel and Entertainment Expense Reimbursement System, is available on BannerWeb. Receipts are required and cannot exceed 90 days.
Accounting Forms

Use one of these forms to reclassify charges made to an account, to reallocate your budget or for a transfer of restricted or special funds.

Periodic Academic Program Review
Plan for Periodic Academic Program Review

To ensure that its academic mission remains current and to encourage faculty to reflect on the effectiveness of our academic programs for our students, the University of Richmond requires periodic review of each of its academic programs. In order to meet this requirement in a timely and meaningful way, we plan a five-year schedule during which all academic programs will be reviewed. In the course of the five-year schedule, there will be four cohorts each working for two years. Each program will be assigned to a cohort of programs that is reviewed within the period. The program may decide how long the review takes, but it must be completed within the period.  

For the purposes of this period review, an academic program is a major, minor, or concentration. Orientation for the first period will begin in Spring 2015 in preparation for the review period to commence academic years 2015-2017.  

The A & S Dean’s office will work with departments and program coordinators to identify appropriate members of each cohort, having regard to current or aspirational affiliations as well as shared concerns. Cohorts do not need to remain together for the next eight-year schedule, although every program must plan for a review in the next eight-year schedule. Members of the cohort are not required to collaborate on any part of the review; however, they may wish to do so if it would be mutually helpful.  

In the spring semester prior to the review period, Associate Dean will assemble the leaders of each program in the cohort. The purpose of this meeting is to provide orientation to the review process, and encourage programs to identify shared questions or affiliations. The Dean’s Office will provide institutional support and a small budget to assist the cohort’s work.   

Process and Substance of the Review

Each program review should be focused on one to three questions of interest to faculty involved in the development of the program. The purpose of the questions and their discussion is to advance the program in ways that enhance student learning and capabilities.   

The question(s) could be thematic, for example, new approaches to electronic technologies in the program; or pedagogical, for example, the use of community-based learning in the program; or, scholarly, for example, development of undergraduate research opportunities. The question(s) should be consequential enough to support new directions or practices to enhance student learning based on the findings. Program review enables a more holistic assessment of program capacity, quality, and goals than does academic assessment, which focuses entirely on student learning outcomes.  

Before the end of the first semester of the review period, after consultation with faculty colleagues, each program leader will make a plan for the review, including a timeline, which will be submitted to the Associate Dean.   

The great majority of the work of the review should be planned discussion(s) among faculty who teach in the program or in affiliated programs. Collegial discussion is the most important substance of the process.   

Access to Information

Program leaders may access information, as desired, from the Office of Institutional Effectiveness (IFX), the Registrar’s Office, or the A & S Dean’s office.

The Associate Dean should be the first point of contact in requesting information because the deans often know if data already exist in another report or project.

The Office of Institutional Effectiveness (IFX) will work with each program to help identify any institutional, survey, or peer comparison data that would assist the review process as needed. This information is solely for use in the discussions.

Documenting the Review and Reporting Outcomes

During the last semester of the review, each program leader will generate a 3-5 pp report. This report is the main documentation of the review. It should delineate the key question(s), the information that was reviewed, the schedule of discussions and their membership, and provide a substantive discussion of the findings. Finally, the report should propose any next steps that will be pursued as a result of the review.  

The Dean may invite selected program leaders to verbally present findings to the Academic Council during the final semester of the review period. The report will be submitted no later than the first Monday in May. Copies must be submitted to the A& S Dean, the Dean’s Advisory Council, and Academic Council.  

The A & S Dean’s office will create a repository of the program review reports. Faculty members may access the repository by request to the Associate Dean. In addition, a copy of the eight-year schedule will be shared with the A & S Dean’s Advisory Council.   

If the Dean determines, as a result of the review, that a particular program in the cohort should have a more focused review or further review with external consultation, the Dean will inform the relevant department chair or program coordinator, and begin that process in the following academic year.   

Five Year Schedule of 2-Year Periods
  • Period A (2015–17)
  • Period B (2016–18)
  • Period C (2017–19)
  • Period D (2018–20)

Academic Program Review Schedule