The University of Iowa College of Liberal Arts & Sciences Search Communication Studies

Departmental Manual of Operations and Procedures
Department of Communication Studies

  1. Authority of the Manual of Operations and Procedures
  2. Faculty Membership and Eligibility to Vote
    1. Definition of Faculty Membership
    2. Rights and Responsibilities of Faculty
    3. Rule of Eligibility for Voting on Issues Raised at Departmental Meetings
  3. Officers and Standing Committees
    1. Delegated Powers and Duties of the Departmental Executive Officer (DEO)
    2. Undergraduate Affairs Committee (UAC)
    3. Graduate Affairs Committee (GAC)
    4. Executive Committee
    5. Graduate Student Advisory Council (GSAC)
  4. Departmental Meetings
  5. Procedures for Amendment of the Manual of Operations and Procedures

    1. Authority of the Manual of Operations and Procedures

    This Manual of Operations and Procedures contains the operating procedures for faculty governance of the Department of Communication Studies. The Department shall follow the Manual of Operations and Procedures and operating rules of the University and the College of Liberal Arts and Sciences, and shall follow the Manual of Operations and Procedures in this document as a supplement thereto. Once approved by the Department and the College, this Manual of Operations and Procedures become effective immediately.

    1. Faculty Membership and Eligibility to Vote

      1. Definition of Faculty Membership



        1. The faculty is composed of all persons with budgeted appointments as tenured or tenure-track faculty in the Department, whether full-time or with a positive percentage appointment.
        2. Unsalaried secondary (zero time) appointments of tenured or tenure-track faculty on the budget of other units of the University and adjunct faculty appointments may also be made. The terms of appointment of each such faculty member shall be determined at the time the offer of appointment is made.
      2. Rights and Responsibilities of Faculty

        1. The power to make departmental policy resides with the faculty in properly convened departmental meetings. Policy making by the department will be conducted within the framework of policy established by the College of Liberal Arts and Sciences, the Graduate College, and the University. Individual faculty members fulfill these responsibilities in accordance with the University’s policy on professional ethics and academic responsibility.
        2. The Department distributes teaching and service assignments to faculty and provides guidance through periodic reviews to ensure that all faculty are participating appropriately and equitably in the teaching, research, and service missions of the Department, College, and University.
        3. Departmental business shall be conducted primarily through regular department meetings, and by three standing committees: Undergraduate Affairs Committee, Graduate Affairs Committee and an Executive Committee. All faculty members shall normally either be allocated to services on Undergraduate Affairs Committee or Graduate Affairs Committee, or will be elected to serve on the Executive Committee. No faculty member may ordinarily serve simultaneously on more than one, except that the DEO is ex officio a member of all three.
      3. Rule of Eligibility for Voting on Issues Raised at Departmental Meetings

        1. The voting faculty is composed of all persons with budgeted appointments as tenured or tenure-track faculty in the Department, whether full-time or with a positive percentage appointment.
        2. Unsalaried secondary (zero time) appointments of tenured or tenure-track faculty on the budget of other units in the University and adjunct faculty appointments may also be made. The voting rights of each such faculty member shall be determined at the time the offer of appointment is made.

    2. Officers and Standing Committees

      1. Delegated Powers and Duties of the Departmental Executive Officer (DEO)

        1. The DEO is the chief administrative officer of the  department and ex officio the chair of the departmental meeting.  The DEO’s primary responsibility is to administer the policies established by the faculty and the College.
        2. The DEO has administrative responsibility for  recommending faculty appointments and promotions, developing the department’s curriculum, overseeing the work of its graduate assistants and staff, evaluating its faculty, ensuring that P&S staff are evaluated, managing the budget and mentoring junior faculty. The DEO is also responsible for assignment of faculty and staff to offices, and supervision of budgetary expenditures and of the preparation of the course schedules. The DEO shall consult with the faculty on the development of the budget and other matters.
        3. The DEO is appointed by the Dean of the College with the advice of the departmental faculty and the approval of the Provost. The new DEO shall take office at the beginning of the academic year and normally serves for a three year term with the possibility of renewal for an additional consecutive three year term.
        4. Acting DEO. In the event of the DEO’s incapacity or extended absence from campus, the Chair of the Graduate Affairs Committee or the Chair of the Undergraduate Affairs Committee, whoever is senior in rank, will perform the functions of the DEO, until the DEO returns to service or a new DEO is elected. The appointment of the acting DEO is subject to approval by the Dean of the College.

      2. Undergraduate Affairs Committee (UAC)

        1. The Undergraduate Affairs Committee (UAC) takes primary responsibility for periodic recommendations and reports to  the DEO and faculty on matters requiring coordination,  including: a) review and development of the undergraduate curriculum, course offerings (including cross listing of  courses), and degree requirements, form and content of  brochures, Catalog copy, and other materials that describe  undergraduate programs and degree requirements: b) policies and procedures related to Departmental responsibilities for undergraduate advising, including involvement in and  arrangements for the Departmental Orientations for majors, internships and honors programs; c) policies and procedures for outcomes assessment of the undergraduate programs; d)  establishment, review and implementation of standards and procedures for such appeals.
        2.  One or more faculty from within UAC will deal with appeals and petitions for waivers from Departmental or University  requirements, subject to the applicable procedural requirements of the College of Liberal Arts and Sciences and the Graduate College.
        3. The UAC shall be chaired by a Director of Undergraduate Studies (DUS) appointed by the DEO for one-year term, but who is eligible for re-appointment. Selection of the DUS shall normally take place at the end of the Spring Semester each year.
        4.  The UAC shall also normally include three additional faculty members other than the DUS. The faculty committee members will normally be appointed by the DEO with the advice of the DUS at the end of each spring semester for one-year terms and are eligible for reappointment and one will be appointed the  Internship Director and one the Honors Director. Two graduate student representatives will also be chosen by the DEO, in  consultation with GSAC, from students serving as TAs in the Department.
        5. The UAC shall hold meetings at least three times each semester and may hold other special meetings as needed.  Time, date, location, and agenda for each meeting shall be publicized so that interested groups or individuals can submit suggestions or make presentations, except that meetings to discuss appeals or particulars of any individual student’s case shall be closed meetings.

      3. Graduate Affairs Committee (GAC)

        1. The Graduate Affairs Committee (GAC) takes primary responsibility for periodic recommendations and reports to the DEO and faculty on matters requiring coordination, including: a) Graduate curricula, course offerings (including approval of cross-listings), degree requirements; form and content of recruitment brochures and materials, Catalog copy, Handbook for Graduate Students, and other materials describing graduate programs and degree requirements; b) policies and procedures related to the recruitment and admission of graduate students (including development of recruiting materials, handling of inquiries, nature and timing of follow-up contacts, orientation); c) policies and procedures pertaining to the evaluation of graduate student performance, the monitoring of student progress, defining the plateaux of graduate student experiences in the Department and setting standards for normal and satisfactory progress. d) developing guidelines for faculty and students regarding the participation of graduate students in the teaching, research, and service functions of the Department; drafting such guidelines, assuring adequate student input to proposed guidelines; the revision and distribution of the Guide for TAs in the Dept. of Communication Studies, and the coordination of the orientation for incoming TAs; e) policies regarding levels and patterns of graduate student support. With the advice and consent of its program representatives, the GAC will manage graduate curricular offerings by semester, having final approval of departmental offerings at the 200-level and above and negotiating with the UAC offerings at the 100-level.
        2. One or more faculty from within GAC will deal with appeals and petitions for waivers from Departmental or University requirements, using criteria laid out in the Handbook for Graduate Students in the Department of Communication Studies but subject to the applicable procedural requirements of the College of Liberal Arts and Sciences and the Graduate College.
        3. The GAC shall be chaired by a Director of Graduate Studies (DGS) appointed by the DEO for a one-year term, but who is eligible for re-appointment. Selection of the DGS shall normally take place at the end of the Spring Semester each year.
        4. The GAC shall also normally include the Departmental Administrative Assistant and three faculty members appointed at the end of the Spring Semester by the DEO in consultation with the DGS to reflect the broad interests of the Department. Two graduate students shall also be selected by the DEO in consultation with the Graduate Student Advisory Council (GSAC). All faculty and student members are appointed for a one year term but may be reappointed.
        5. The GAC shall hold meetings at least three times each semester and may hold other special meetings as needed. Time, date, location, and agenda for each meeting shall be publicized so that interested groups or individuals can submit suggestions or make presentations, except that meetings to discuss appeals or particulars of any individual student’s case shall be closed meetings.

      4. Executive Committee

        1. The Executive Committee will consist of three members, all elected by the faculty. At least one member will be probationary (not-yet-tenured) faculty.
        2. The members will have rotating two year terms (two elected one year, the other elected an alternate year). No member shall succeed herself or himself on the Committee.
        3. The purpose of the Executive Committee will be to advise the DEO on departmental matters, including TA allocations, merit reviews, budget, requests for visitors, and other matters about which the DEO wishes to consult the Committee.
        4. The Executive Committee will also serve as a liaison for faculty, student, and DEO grievances.
        5. The Executive Committee will not be involved in matters which should properly be brought before the faculty as a whole.

      5. Graduate Student Advisory Council (GSAC)

        The graduate student body shall be invited at the start of each academic year to elect five representatives reflecting the broad interests of the Department to serve jointly as a Graduate Student Advisory Council (GSAC) which shall have the right to attend and participate in departmental meetings within the limits defined elsewhere in this manual and to represent the graduate students to the faculty.

    3. Departmental Meetings

      1. Regular departmental meetings shall normally be scheduled for the second and fourth weeks of the month and shall be chaired by the DEO. Additional meetings may be called at the discretion of the DEO provided that forty-eight hours advance notice is given.
      2. An agenda shall be circulated to all faculty and staff or posted at least twenty-four hours before any regularly scheduled departmental meeting. Items for inclusion in the agenda should be submitted to the DEO no less than 72 hours before the meeting. Adjunct and visiting faculty, and representatives of the graduate students, office staff and the engineering staff may attend and contribute to the discussion in all meeting except during discussion of personnel matters or other matters ruled as confidential by the DEO.

      3. Minutes of departmental meetings are to be kept by a departmental meeting secretary appointed by the DEO on the recommendation of the faculty. The appointment, made during the preceding semester, is for one semester but may be renewed, subject to faculty approval. The meeting secretary will summarize the substance of discussion on each matter, and record verbatim all official actions. Minutes shall be copied and circulated following each meeting and shall be formally approved or corrected at the start of the next succeeding meeting.

      4. At departmental meetings a quorum will consist of two-thirds of the eligible faculty (excluding members on leave). Decisions shall be based on a simple majority of those present who cast a vote and those absent who have submitted a written vote to the meeting secretary. Abstentions will not count as votes in defining a majority; absentee votes will not count in establishing a quorum.

      5. For all matters concerning the conduct of meetings that are not adequately covered by these operating procedures, Robert’s Rules of Order will be the guide.

      6. New business brought up in departmental meetings shall normally be referred to an appropriate committee before a decision is made. The committee to which new business has been referred will circulate its recommendations in writing to the Department as part of the agenda for the meeting at which they will be discussed. Action will be taken at the meeting following the circulation of the recommendations.

    1. Procedures for Amendment of the Manual of Operations and Procedures

    This Manual of Operations and Procedures may be amended by a two thirds majority vote of all eligible faculty conducted by ballot. Proposed amendments must first be formally proposed and discussed at a regular faculty meeting. After discussion of such a proposal the faculty meeting may vote to hold a ballot on the specific amendment and a ballot shall then be held within one week. All amendments of the Manual are subject to approval by the College.

    Submitted for faculty review by David B. Hingstman. Approved by the faculty of the Department of Communication Studies, March 10, 2000. As amended by faculty vote, September 21, 2001. Changed to conform to recommendations of the Dean of the College of Liberal Arts and Sciences, January 10, 2002 and May 15, 2002.