DRAFT -- Annual Delegation of Authority to the Chair

This KB outlines the process departments are required to follow annually if they choose to delegate authority to the department chair for certain actions. For questions on this process, please contact Faculty HR.

Delegation of Authority Policy

Faculty Policies and Procedures (FP&P) Chapter 5.22 states:

A. The executive committee may, by annual vote, delegate to a subcommittee or the chair the authority to make recommendations with respect to any or all of the following matters, except as noted in 5.22 C:

1. Salaries;

    • Includes making recommendations. Chair and/or Executive Committee cannot approve salaries or increases

2. Faculty recruitment;

    • Includes the PVL process, advertising and interviews (does not include the offer and hire)

3. Nonfaculty personnel actions;

    • Includes hiring and promotion for staff other than tenure, CHS and CT track faculty

4. Equipment and supplies.

B. The departmental executive committee may delegate to the full professors of the department the responsibility to communicate the department's expectations for promotion to the rank of full professor, and the authority to make such recommendations.

C. The executive committee may not delegate to a subcommittee or the chair the following:

1. Authority to make recommendations on probationary faculty appointments (tenure and CHS);

2. Authority to make recommendations on retention or nonretention of probationary faculty (tenure and CHS);

3. Invitation or renewal of invitation to academic staff to vote and participate in departmental meetings as allowed in 5.10;

4. Invitation or renewal of invitation to academic staff and university staff to participate in annual preference balloting for departmental chair as allowed in 5.10.;

5. Authority to make recommendations for the appointment of academic staff to indefinite status, or for the conferral of modified professorial titles to academic staff.

Note: Delegation of authority is separate from the annual preferential ballot process.

Department Leaders: Action Required

  • If your department has delegated authority to the chair and would like the delegation to continue for another year, your executive committee will need to review, vote on and approve the actions before the expiration of the previous delegation.
    • Most departments choose to make their delegations effective through the end of a fiscal year. Please check your department's executive committee meeting minutes to confirm when your current delegations expire. We recommend that the vote occurs in the spring since most departmental delegations are effective through June 30th.
  • If this is a process your department has been doing each year, great! Please continue as you have been. If your department has not been voting on delegation of authority annually, please begin incorporating this process each spring.
  • Delegation of authority to the chair must be approved at an appropriately convened meeting of your executive committee, where members are present either in person, by phone, or via video conference. Absentee/proxy votes cannot be counted. Note: an electronic vote must be live and interactive, such as Webex or Zoom, where the topic is presented, and voters have the opportunity to discuss in real-time before voting. An emailed ballot does not constitute a legal vote.
  • The executive committee’s delegation of authority cannot be made for a multi-year period. The delegation must be approved on an annual basis.

Department Leaders: Required Documentation

SMPH HR no longer collects documentation of the annual delegation of authority. This process is maintained within the department and documentation should be tracked and stored within the department. SMPH HR will begin sending an annual reminder to ensure department's are staying on track with approving delegation on an annual basis.

Required elements to document annual delegation of authority:

  • Date of the executive committee meeting
  • Total number of eligible voters in the department
  • Number of eligible voters that attended the meeting
  • Department's quorum rule
    • Per Robert's Rules of Order, a simple majority (more than half) of all eligible voters is the default quorum rule unless the governing body voted previously to adopt a different quorum rule
  • List of the actions that were delegated
  • Effective date of delegation
    • For example, "Effective July 1, 2024 through June 30, 2025."
  • Vote results (# in favor, # against, # abstentions)
    • If your department allows non-tenured faculty or other academic staff to participate in the departmental votes, you may include the vote results from those individuals, but please ensure that the votes from the tenured executive committee members are identifiable.
  • Department's rule for passing a motion
    • Per Robert’s Rules of Order, a simple majority of votes cast is the default rule unless the governing body has voted previously to adopt a different rule, such as simple majority of members present.

Keywordsfp&p delegation delegate executive committee vote chair   Doc ID136604
OwnerCourtney G.GroupSMPH Human Resources
Created2024-04-05 09:20:59Updated2024-04-16 12:05:24
SitesSMPH Human Resources
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