Biochemistry and Cellular and Molecular BiologyBy-Laws
I. INTRODUCTION
These by-laws, adopted by the faculty of the Department of Biochemistry and Cellular and Molecular Biology (BCMB), reflect the position of the department in the teaching, research, service and administrative functions of the department. In general, the actions of the department are determined by the recommendations of its various standing and ad hoc committees, subject to approval of the entire faculty. In some cases, all decision is adopted as official in the absence of objection, after a reasonable time; these instances are made explicit in the following sections. According to the policy of the college, the department head except in matters of curriculum may set any decision of the faculty aside.
II. DECISION MAKING PROCEDURES
A. Decisions, subject to the conditions specified in the introduction, are made by the voting member of the faculty at meetings called by the department head or associate department head. Before each meeting, an agenda is prepared by the associate department head and distributed to the faculty. Additional items may be added to the agenda at the time of the meeting.
B. Voting members of the faculty are those permanent, full-time faculty members who hold the rank of Assistant Professor or above. Decisions are made by a majority vote of the voting members present at the meeting
C. Decisions can be made only if a quorum is present. A quorum consists of three-fifths of the voting members of the faculty. A voting member who at the time of a meeting is out of town for a period of five days or more will not be counted as a voting member for the purposes of establishing a quorum. In any case, a quorum will be not fewer than thirteen. If a faculty member cannot attend a meeting but wishes to vote on an issue requiring a quorum, a written, signed proxy vote must be delivered to the department head prior to the meeting. This will be shared with all other faculty attending the meeting.
III. STANDING COMMITTEES
Standing committees are appointed annually by the department head. Appointments are normally for staggered, three-year terms. The department head designates the chairman of each standing committee.
Effective fall semester 1998 the standing committees of the BCMB Department are: (These represent a coalition of the responsibilities of the ten standing committees of the department, which will continue functioning through the end of the 1997-1998 academic year.)
- Curriculum/Peer Review of Teaching
- Graduate Recruiting and admissions
- Graduate Advising/GTA Assignments
- Seminar/Research Colloquium
- Equipment
- Development/Publicity and Social
- Workload
- Executive
The responsibilities and procedures of each of these committees are described in the appendix.
IV. PROCEDURES FOR SELECTION OF NEW FACULTY
When the Department determines that there is a need for a new faculty member, and when permission has been obtained to advertise a new faculty position, the head will name a search committee. The search committee arranges solicitation of applications, screening of applications, screening of applications, and invitation of several candidates to visit the department, give seminars, and be interviewed by the staff and appropriate members of the College and University administration. Finally, the faculty members are asked to indicate their preference among the candidates. The head, unless compelling reasons dictate otherwise, will recommend the person preferred by the faculty.
V. PROCEDURES FOR EVALUATION OF FACULTY MEMBERS
TENURE AND PROMOTION
Department decisions and recommendations concerning tenure and promotions shall be made in accordance with the procedures defined in the faculty handbook. Usually the department head’s recommendations to the Dean will reflect the majority will of the faculty voting on these recommendations. If the department head’s recommendation does not reflect the majority will of the voting faculty, the department head is to advise appropriate colleagues of this departure from their expressed will, and they are to prepare a report for the Dean explaining why they do not agree with the head’s recommendation.
a. Criteria Statement for Assistant Professor
In each of the areas of research, teaching and service the candidate working toward tenure and promotion to Associate Professor is to strive for excellence. Furthermore, it is imperative that the candidate function in a collegial manner. From our perspective that is defined as being willing to act in a manner that would not only further their own best interests but also the interests of their colleagues, the department and the university. When applicable they should be willing to serve in an advisory capacity for their faculty or students seeking input from an expert in their area. They should seek to foster an environment of cooperation and teamwork conductive to the success of their own program and that of others in the department.
Research: No simple index of performance is identifiable, however, certain hallmarks are virtually understood. Within the first six months of employment the candidate should have submitted applications for grants or contracts. Because of the expensive nature of the work in our field it is imperative that the candidate persist in their endeavor until successful in obtaining the financial resources to support their activities. Within the first few years of appointment the candidate should have generated sufficient new information to warrant publications in a peer-reviewed journal in the specific field of interest. Subsequent publications should document the pursuit of that specific field of interest allowing the candidate to establish a national and international reputation for excellence in that area. The specific number of publications is difficult to define because of the variable nature of the work. They are expected to work to train graduate students in their field of expertise, although this pertains to teaching as well as to research.
Teaching: The candidate will be assigned courses based upon there area of expertise. They will be expected to develop a practice of teaching timely material in a manner which stimulates the students to learn, which empowers the students to learn the principles fundamental to our discipline, which is sensitive to the capabilities of the students, and which is responsive to constructive criticism. Where appropriate the candidate will be expected to incorporate not only new information but also new technologies in their teaching. The measure of success will be the annual CTEP evaluations and peer reviews conducted by faculty colleagues.
Service: The defined level of service are: departmental including serving on departmental committees such as graduate student recruitment, graduate affairs, development, graduate and undergraduate curriculum, as well as serving on thesis and dissertation committees. Service to the college is recognized as serving on committees such as the Faculty Advisory Committee to the College Dean, the College Promotion and Tenure committee, etc. Service to the university is labor-intensive nature of the research and scholarly activities in our department, the Head actively encourages the junior faculty to limit their committee work during the probationary period. The candidate is strongly encouraged to use this period to establish a sustainable research program and coterie of courses, in which they teach, working to establish a reputation for excellence in those areas. They are encouraged to be selective in those committees’ assignments to which they commit themselves.
b. Criteria statement for Associate Professor.
In each of the areas of research, the teaching and service the candidate working toward promotion to Professor is to strive for excellence. Furthermore, it is imperative that the candidate function in a collegial manner. From our perspective that is defined as being willing to act in a manner that would not only further their own best interests but also the interest of their colleagues, the department and the university. When applicable they should be wiling to serve in an advisory capacity for other faculty or students seeking input from an expert in their area. They should seek to foster an environment of cooperation and teamwork conductive to the success of their own program and that of others in the department. Consideration for promotion to professor requires that the candidate excel in at least two of the following three areas.
Research: No simple index of performance is identifiable, however, certain hallmarks are virtually understood. The candidate should have demonstrated success at obtaining extramural funding for support of their research program. The candidate should have demonstrated a consistent and significant record of scholarly publication in journals associated with their discipline. These publications should document the pursuit of a specific field of interest allowing the establishing a national and international reputation for excellence in that area. The specific number of publications is difficult to define because of the variable nature of the work. They are expected to train undergraduate and graduate students in their field of expertise, although this pertains to teaching as well as to research.
Teaching: The candidate will be assigned courses based upon their area of expertise. They will be expected to have developed a practice of teaching timely material in a manner which stimulates the students to learn, empower the students to learn the principles fundamental to our discipline, is sensitive to the capabilities of the students, and is responsive to constructive criticism. Where appropriate the candidate will be expected to incorporate not only new information but also new technologies into their teaching. One measure of success will be the annual CTEP evaluations.
Service: Departmental service includes departmental committees such as graduate student recruitment, graduate affairs, development, graduate and undergraduate curriculum, as well as serving on thesis and dissertation committees. Service to the college is recognized as serving on committees such as the Faculty Advisory Committee to the College Dean, the College Promotion Review Committees, Faculty Senate, etc. Service to the University is recognized as serving on Program Review Committees, Faculty Senate, etc. Service to the discipline is reflected in peer review of manuscripts for the journals of the discipline, peer review of grant applications submitted to the agencies which fund the scholarly activity of the discipline, active participation in the professional society(s) of the discipline and related activities.
Annual Review of Faculty Performance
Tenured or tenure track faculty members at all ranks will meet individually with the head in a formal “annual performance and evaluation review” as described in the Faculty Handbook. The head will prepare a document summarizing the review and including an evaluation of the faculty member’s teaching, research, and service activities over the past year as well as planning for what should occur during the coming year. The document will contain the head’s overall assessment of the faculty member’s performance as “Exceeds Expectations for Rank,” “Meets Expectations for Rank,” and “Needs Improvement.”
Post Tenure Review
In agreement with the “Policies Governing Academic Freedom, Responsibility, and Tenure” approved by the UT Board of Trustees in June 1998, tenured faculty in the department will have an individual comprehensive, formal, and cumulative performance review every five years. A promotion review may substitute if performed within two years of a scheduled performance review; however, as stated in the “Policies…” no more than seven years may elapse between such reviews. The 3-member peer review team will contain one member from outside the department and will be selected by the head with input from the faculty member and peer faculty. The evaluation of performance will be based on scholarly works, invited appraisal letters and external reviewers if deemed necessary (selected as described above for the review team), annual performance reviews, and evaluations of teaching quality by students and peers, and service. The peer review committee will make an overall evaluation using the four categories of outstanding, very good, and needs improvement. The head will use this report as advisory in preparing a summary report for the Dean.
The annual performance report and the cumulative report will form the bases for merit pay increments as established by the University. In the case of one unsatisfactory cumulative review or tow such consecutive annual performance reviews and with the concurrence of the Dean, a review committee will be formed to provide a second evaluation to form the basis for additional considerations as outlined in the “Policies…”
VI. PROCEDURES FOR CURRICULAR CHANGE
Most curricular changes are affected through the mechanism described in Article II of these by-laws, upon recommendation of the appropriate curriculum committee, as described in Section I of the Appendix.
Major changes involving the entire curriculum and requiring more intensive study are adopted after a more complex procedure. The department heads assigns specific faculty members to develop proposals for evaluation and possible implementation. These proposals are circulated for comment and possible revision. A period of time, two or three days, is then set aside for the faculty to meet as a committee of the whole for purposes of in-depth discussion of the proposal. When a consensus is reached, those responsible for the proposal are assigned to draft a formal proposal, embodying the consensus, which is then acted upon by the faculty under normal procedures.
VII. ROLE OF DEPARMENT HEAD
The department head is responsible to the College for the conduct of departmental business. This responsibility is combined with the necessary authority to make decisions as to teaching, assignments, committee appointments, apportionment of space (for offices, teaching and research), expenditure of departmental funds, recommendations for hiring, tenure, promotions and salary increases among department personnel, as well as to represent the department in matters involving other departments, persons, or agencies, and to implement the decisions of the department. The head normally follows committee and faculty recommendations, although circumstances may require the head to exercise his/her own judgment. The head should inform the faculty as fully as possible of all decisions, which concern them individually, or the department as a whole.
VIII. ASSOCIATE DEPARTMENT HEAD
The department head appoints the associate department head. This person is responsible for those administrative functions delegated to them by the department head.
IX. ADJUNCT FACULTY
Adjunct faculty would be those from other units on campus or from UT hospital or from ORNL who bring an expertise to the department that is unique or that would contribute to the development of critical mass in areas of strength in the department.
Criteria:
The adjunct faculty must contribute to one or more of the following three in order to remain an active adjunct member of the department.
1. Serve on graduate student thesis or dissertation committees
2. Teach in undergraduate or graduate courses.
3. Maintain active research collaborations with departmental faculty and submit
applications or grants through the department.
Automatic termination of adjunct status would result if there has been no activity in any of these areas for a period of two consecutive years.
X. FACULTY LEAVE POLICY
Leave will be granted under circumstances in which the faculty person has negotiated with the department head for their teaching and service (committee) obligations for the academic year in question. If they personally meet their obligations in full they should receive their full academic year salary. Should they negotiate arrangements under which they meet only part of their obligations, a reduction in the academic year salary would be negotiated in consultation with the head. All of this assumes and requires subsequ3ent approval by the Dean and the Vice-chancellor for Academic Affairs.
XI. AMENDMENT AND RATIFICATION
These by-laws may be amended by a two-thirds vote of the faculty present at a faculty meeting, provided that the item has been placed on the agenda and the text of the changes has been given in writing to the faculty with the announcement of the agenda.
These by-laws shall be ratified by a majority vote of the faculty.
APPENDIX
THE STANDING COMMITTEES OF THE DEPARTMENT OF
BIOCHEMISTRY AND CELLAR AND MOLECULAR BIOLOGY
1. CURRICULUM/PEER REVIEW OF TEACHING
A. Charge:
The purpose of the Curriculum Committee is to provide order concerning all internal and external proposals which influence or affect the courses and the teaching program of the BCMB department; to inform the faculty members either collectively in meetings or individually or both, of matters which may have effect or influence upon the program or the department. The Committees will neither ratify decisions nor establish policy; however, it may discuss and present matters of policy before the meetings of the faculty of the Department. The specific duties are to:
- Receive and consider proposals for new courses, changes in course descriptions, prerequisites, and other matters relevant to the teaching program of the Department. Evaluate the present curriculum with respect to its success as a general program. Conceive of new approaches in modifying the present program if so warranted.
- Present considered proposals to the staff in meetings for consideration, discussion, and approval.
- Present proposals to the Natural Sciences Curriculum Committee of the college of Arts and Sciences (A&S).
- Represent the BCMB Department on the Natural Sciences Curriculum Committee.
- Evaluate proposals of other departments that may affect the courses and teaching program of the Department, and where necessary to bring such matters to the attention of the staff meeting collectively, or to the individual staff member(s).
- Schedule and recommend faculty to serve on peer reviews of probationary faculty.
B. Composition:
The Curriculum Committees shall consist of five members of the Faculty of the Department of BCMB, and two graduate students. Faculty members are appointed for three years, at such time as all other standing committees are appointed. Student members are appointed annually. Membership is rotated to give full expression of all members of the Department.
The Committee shall meet once each semester, one month in advance of the meetings of the Arts and Sciences Natural Sciences Curriculum Committee.
2. GRADUATE RECRUITING/ADMISSIONS
A. Charge:
This committee is responsible for recruiting and recommending which applicants should be admitted to graduate study, and for establishing a priority list for awarding GTAs to new students.
B. Procedures:
The committee’s decision is made not later than March 1 of each year, and is distributed to the faculty in the form of a memorandum. In addition to the names of the students recommended for admission and financial aid, this memorandum will include certain pertinent information concerning each candidate.
Among the items to be included are:
a. Undergraduate school(s) and GPA(s).
b. Graduate schools attended, if any, and graduate GPA.
c. GRE scores
d. Brief characterization of letters of recommendation.
e. Degree(s) sought.
f. Any other or unusual circumstances used by the committee in reaching their decisions.
In the absence of formal objection, as defined below, the recommendation of the committee will be considered as having departmental approval seen days after submission to the faculty. All applications are available for Faculty inspection.
If the faculty member believes that any part of the committee decision is grossly in error, he may make a formal objection to the department head, who will place the question before the full faculty for decision.
It sometimes happens that apparently good applications are completed after the initial deadline, and/or that additional Teaching Assistantships become available. In the event such circumstances cause the Committee to recommend that additional applicants be admitted, or that changes be made in the priority list for Graduate Teaching Assistantships, the procedures described in paragraphs 2-4 are again followed.
The committee is also responsible for preparing and sending out departmental brochures and information to prospective candidates and to other schools, as well as upgrading the WWW home page. The committee will arrange and interview the applicants and manage communications with the applicants during and after their application process.
C. Composition:
This committee consist of three to five members of the faculty, each of who serves a three year term, and two graduate students, appointed annually. The department head, who also designates the Chairman of the Committee, makes faculty appointments. An additional faculty member will be appointed as an alternate in the case that one member of the committee is unable to participate in the selections of the Committee.
3. GRADUATE ADVISORY/GTA ASSIGNMENTS
A. Charge:
The Graduate Advisory/GTA Assignments Committee has primary responsibility for the guidance of first-year graduate students and for other graduate students who have not chosen a research sponsor and for addressing exceptional circumstances involving graduate training.
B. Procedures:
The committee meets each semester with each such student to monitor his/her progress and to advise him/her on the choice of curriculum. The committee is responsible for making laboratory rotation assignments, after consultation with students about their interests and with faculty members about availability of space. The committee periodically reviews the files of all graduate students to determine whether University and Departmental requirements are being met. Deficiencies are reported to the department faculty for appropriate action. The committee prepares the GTA assignments for each semester in consultation with the faculty persons teaching the courses requiring teaching assistants and with the students.
C. Composition:
The Graduate Advisory/GTA Assignments Committee shall consist of four members of the Faculty of the Department of BCMB, and two graduate students. Faculty members are appointed for three years. Student members are appointed annually. Membership is rotated to give full expression of all members of the Department.
4. SEMINAR/RESEARCH COLLOQUIUM
A. Charge:
The seminar and research colloquium committee develops speaker list and the schedules for the Monday noon colloquium and Wednesday afternoon seminars.
B. Procedures:
The committee evaluates four categories of potential speakers:
- Outside the geographical area. Suggestions are solicited from all faculty and graduate students. Those individuals actually invited are limited in number since their expenses and an honorarium are paid by departmental funds.
- Within the geographical area but outside the Universities, UT Memorial Research Center and National Laboratory, Oak Ridge Associated Universities, UT Memorial Research Center and Hospital, or others, are invited to present a seminar on a “no cost” basis.
- With the University, but outside the Department of BCMB.
- With in the Department of BCMB. Faculty and graduate students, particularly those nearing completion of research projects, are invited to present seminars.
When speakers are invited from categories (a) and (b), they are requested to spend some time during the day for discussions with faculty members and graduate students. Usually one and a half to two hours are allocated for discussion with all the graduate students with no faculty members present. A schedule of appointments is prepared several days prior to the visit. When speakers are invited form categories (a), (b), and (c), coffee and donuts are provided during the half hour preceding the seminar for informal discussion where anyone is invited to meet the speaker.
The Research Colloquia are presentations by graduate students and postdoctoral fellows fro the department. These presentations are normally scheduled for the Monday lunch meeting.
C. Composition:
This committee is composed of three faculty members, all of whom(including the chairman) are appointed for three-year terms and one graduate student representative who is appointed annually.
5. DEVELOPMENT, PUBLICITY, AWARDS and SOCIAL
A. Charge and Procedures:
This committee will function in the following areas. In all areas it will be necessary to keep in contact with the Head and relay on the Department support staff for assistance.
- Coordinate Relationships with the Advisory Board (Board of Visitors). This Board is expected to meet once or twice each year, and the Committee is responsible for organizing the agenda, making arrangements for meeting rooms and meals, and be actively involved during the Board sessions. (The Head is responsible for forming the Board and for relationships with the Board members.)
- Publish a Departmental Newsletter. A Department Newsletter should be published once or twice each year. The Committee is responsible for defining the format, assessing the purposes and the audience, and collecting material to be included in each issue.
- Organize and Promote Publicity of the Department and its Faculty and Students. The Committee should actively watch for and promote timely announcements of faculty and student achievements to University Public Relations staff and others.
- Develop and maintain a List of Projects for External Donors to be ready for the Head to interact with potential external donors, the Committee should develop and maintain a list of Departmental needs and development desires, e.g., faculty and student awards, special equipment, refurbishing of space, and promotional activities. (This list should usually contain different items than needs that should be funded internally.)
- Promote Students and Faculty for Honors and Awards. The Committee should be active in nominating faculty, graduate students, undergraduate students, and staff for awards and recognition. This includes gathering and supporting letters and completing the nominating forms.
- Organize the Social Activities around which the Board Meeting and Awards Ceremonies will be held. The committee will coordinate the social activities associated with the Board Meeting and with awards ceremonies as well as the welcoming social gathering (picnic) for new students at the beginning of Fall Semester.
B. Composition:
The committee will consist of four faculty appointed for three-year terms and tow graduate students appointed annually.
6. EQUPMENT
A. Charge:
The equipment committee has primary responsibilities for the instrumentation available to BCMB faculty in areas where equipment is placed for the common use among BCMB faculty. The responsibilities for the committee include the care, maintenance, and upkeep of these instruments.
B. Procedures:
This committee will report equipment problems to the BSF and will initiate steps to repair, service, or replace these instruments in consultation with the Department Head. This committee will also be charged with renewal or service contracts and purchase of new equipment should funds be available. The committee will periodically review the condition of the BCMB instrumentation and make recommendations to the faculty and Department Head concerning equipment maintenance, replacement, and purchase.
C. Composition:
The Equipment committee shall consist of three members of the Faculty of the Department of BCMB, and three graduate students. Faculty members are appointed for three years. Student members are appointed annually.
7. WORKLOAD
A. Charge:
This committee will recommend a teaching workload for the faculty and will also have responsibility for the timetable, including making sure that the courses are listed correctly and that rooms have been scheduled appropriately: e.g. adequate size for the anticipated enrollment and no overlaps with other classes.
B. Composition:
The committee will consist of three Faculty of the Department of BCMB appointed for three-year terms.
8. EXECUTIVE:
The department head appoints the executive committee. It will include the Associate Head and two or three other faculty. Their purpose is to serve in an advisory capacity and the members are responsible for those administrative functions delegated by the department head.