Office of the Provost

Faculty and Unclassified Staff Handbook Chapter 2 -- Academic Affairs

 

OPERATING PAPER FOR THE GRADUATE SCHOOL


Section One – Introduction

Purpose and Functions of the Graduate School

1. The Graduate School is the central agency for organizing and supervising the graduate instructional program of the University and for developing that program toward the highest level of excellence.

2. The Graduate School is also the central agency for facilitating, encouraging, and coordinating the research effort of the University and for developing that effort toward the highest level of excellence.

3. The Graduate School has a primary concern with meshing graduate instruction and research into mutually-supporting programs and also with integrating both programs into the total effort of the University.

4. The Graduate School is charged with leading and coordinating internationalization efforts among all units of the institution.

5. The Graduate School is the administrative home of the Director of the Master of Liberal Studies program.  This position reports to the Dean of the Graduate School/Assistant Provost for Internationalization.  However, the Master of Liberal Studies degree remains housed in the College of Arts and Sciences.

Relation of the Graduate School to Other Agencies of the University

1. The Graduate School serves all colleges of FHSU.

2. The Dean of the Graduate School has responsibility for coordinating, encouraging, and stimulating graduate and research programs in the other academic units of the University.


Section Two – Organization of the Graduate School

1. The Graduate Faculty

a. Graduate Faculty membership shall consist of four categories:

Masters II – faculty considered for this category by the Graduate Council shall provide a substantive record of accomplishment and be actively engaged in scholarly activities.  Election to this level of graduate faculty shall be rigorous and competitive.  To qualify for this category, faculty members must meet the following criteria:

  • Normally, faculty rank of Assistant Professor or higher with a full-time appointment.
  • An earned graduate degree that is considered a terminal degree in the appropriate field.
  • Significant engagement in scholarly activities which may include, as one component, mentorship of students. 

    Scholarly activities include research, writing, publication and creative activities appropriate to the faculty unit member's discipline or interdisciplinary work in either traditional or electronic publications of recognized value to the University and the faculty member's discipline. When reviewing graduate faculty nominations from departments other than Art or Music, the Graduate Council places particular emphasis on publication.

    Student mentorship shall include, but not be limited to, thesis/field study advisement, supervision of graduate and/or undergraduate students on research projects or creative activities, or evidence of commitment to involving students in the scholarly enterprise of the institution. 

Appointments as a Masters II graduate faculty are given for a term of three years.  At the conclusion of the third year in this category, Masters II faculty members desiring to be renewed with this status must submit to the Graduate Council an updated report of scholarly activity and scholarly student mentorship completed since the last approval as a Masters II graduate faculty member.  Masters II graduate faculty who do not apply for renewal in this category after an initial term of approval shall be placed in the Masters I category.

   Privileges: Masters II graduate faculty shall be allowed to serve as chairs of graduate committees and thesis/field study committees, develop or re-develop Virtual College courses numbered 600-999, instruct graduate courses, and advise graduate students.  Upon their election, Masters II graduate faculty shall receive a one-time research related compensation to be determined by the graduate dean and will be formally recognized at all Graduate School and university research activities events.  Masters II graduate faculty are also entitled to apply for university internal grants for research activities.    

   Responsibilities: Masters II graduate faculty shall be expected to perform graduate instructional assignments, committee assignments, and student advising according to departmental, college, and Graduate School standards of excellence.  These faculty members are responsible for timely and accurate advising of graduate students according to established Graduate School procedures.

   Advising duties shall include, but not be limited to: timely admissions recommendations, filing programs of study, approval of course schedules, supervision of graduate assistants, knowledge of university policies and procedures regarding graduate education, candidacy, disciplinary and career advisement, design and coordination of comprehensive examinations, and thesis/field study/catalog submission.  Attendance at Graduate School commencement-related activities is expected.      

   Masters II graduate faculty members who fail to perform these duties competently may be reviewed by the Graduate Council for quality improvement or, in extreme cases, discontinuance of graduate faculty status.  Recommendations for review may be brought to the Council by the appropriate academic dean in consultation with the graduate dean.    

Masters I – Graduate Council approval is required for this category.  Evidence of past production and potential for future scholarly contributions to the institution are required for election.   To qualify for election to this category, faculty members must meet the following criteria:

  • Normally, faculty rank of Assistant Professor or higher with a full-time appointment.
  • An earned graduate degree that is considered a terminal degree in the appropriate field.
  • Scholarly production.
    Scholarly activities include research, writing, publication and creative activities appropriate to the faculty unit member's discipline or interdisciplinary work in either traditional or electronic publications of recognized value to the University and the faculty member's discipline. When reviewing graduate faculty nominations from departments other than Art or Music, the Graduate Council places particular emphasis on publication.  Nominees for this category must have a baseline record of scholarly production and demonstrate potential for further scholarly contribution to the university.  

Administrative appointments of president, provost, and academic deans shall automatically be included in this category unless they have been elected to the Masters II category.

   Privileges: Masters I graduate faculty shall be allowed to serve as chairs of graduate committees and thesis/field study committees, develop or re-develop Virtual College courses numbered 600-999, instruct graduate courses, and advise graduate students.  Masters I graduate faculty members shall be eligible to apply for internal grants programs offered by the Graduate School.   

   Responsibilities: Masters I graduate faculty shall be expected to perform graduate instructional assignments, committee assignments, and student advising according to departmental, college, and Graduate School standards of excellence.  These faculty members are responsible for timely and accurate advising of graduate students according to established Graduate School procedures.

   Advising duties shall include, but not be limited to: timely admissions recommendations, filing programs of study, approval of course schedules, supervision of graduate assistants, knowledge of university policies and procedures regarding graduate education, candidacy, disciplinary and career advisement, design and coordination of comprehensive examinations, and thesis/field study/catalog submission.  Attendance at Graduate School commencement-related activities is expected.   

   Masters I graduate faculty members who fail to perform these duties competently may be reviewed by the Graduate Council for quality improvement or, in extreme cases, discontinuance of graduate faculty status.  Recommendations for review may be brought to the Council by the appropriate academic dean in consultation with the graduate dean.

Temporary – temporary graduate faculty members shall be reviewed and approved by the graduate dean without review by the Graduate Council.  The length of approved appointment shall be at the discretion of the graduate dean, but shall normally not exceed two years.  Recommendations for temporary membership shall originate from the department chair.  Temporary graduate faculty shall have earned a master’s degree in the appropriate discipline from a regionally accredited institution and have appropriate substantive professional experience appropriate for the graduate instructional assignment.  A resume will be required to be submitted along with the application for approval.  

   Privileges: temporary graduate faculty members may serve as instructors of record for graduate courses in their discipline, but may not be assigned graduate students advising responsibilities.   

   Responsibilities: temporary graduate faculty shall be expected to perform graduate instructional assignments in accordance with departmental, college, and Graduate School teaching performance expectations. 

   Temporary graduate faculty who fail to perform these duties competently may be reviewed by the Graduate Council for quality improvement or, in extreme cases, discontinuance of graduate faculty status.  Recommendations for review shall be brought to the Council by the appropriate academic dean in consultation with the graduate dean.

Specialist – a professional staff member assigned the responsibility for advising graduate students in a graduate program.  Specialists shall have an appropriate amount educational background and professional experience for the discipline in which they will be assigned as assessed by the department/college at the initial appointment.  Membership shall be determined by the graduate dean in accordance with the nature of the professional appointment. 

Administrative appointments of department chairs and graduate program directors shall automatically be included in this category unless they have been approved as a graduate faculty appointment.

   Privileges: specialists may only serve as advisors for graduate students in their program.  Specialists may be assigned as primary advisors in the university mainframe computer on condition that a Masters I or II graduate faculty member be assigned as secondary advisor, as well.    

   Responsibilities: specialists shall be expected to perform timely and accurate advising of graduate students according to established Graduate School procedures.

   Advising duties shall be limited to: timely admissions recommendations, filing programs of study, approval of course schedules, supervision of graduate assistants, knowledge of university policies and procedures regarding graduate education, and filing candidacy applications.   

   Specialists may have their performance reviewed by the Graduate Council for quality improvement or, in extreme cases, for discontinuance of membership.  Recommendations for staff review may be brought to the Council by the graduate dean upon the recommendation of the staff member’s program supervisor and/or academic dean.

b. Upon approval of these categories of membership, all current elected graduate faculty members will be placed in the Masters I graduate faculty member category.  Current probationary graduate faculty members will be placed in the Masters I graduate faculty member category, but their status will expire according to the timeline of their initial appointment. 

2. The Graduate Council

a. Composition

The Dean of the Graduate School shall call upon departments responsible for each the following 18 programs/standing committees to elect one (1) Masters I or II graduate faculty member:

  • MFA
  • MS in Communication
  • MA in English
  • MS in Geosciences
  • MA in History
  • MLS
  • MS & EdS in Psychology
  • MBA
  • MS in Counseling
  • MSE
  • MS & EdS in Educational Administration
  • MS in Instructional Technology
  • MS in Special Education
  • MS in Biology
  • MS in Health & Human Performance
  • MS in Nursing
  • MS in Speech-Language Pathology
  • Professional Science Masters
  • Research Environment Committee

The official listing of graduate programs will be updated in April of each academic year.  Only recognized official degree programs will be represented on the Council; concentrations within existing degrees will not be recognized by the Council. 

A meeting quorum shall be met by a simple majority.  Council members are required to attend or send a qualified graduate faculty member proxy if they must be absent.

Graduate Council meetings are open to all levels of graduate faculty membership to attend as ex officio non-voting members.

b. Term of Office

  • Graduate Council members shall be appointed to three-year terms with the exception that, for the initial appointment of the Council, six (6) members will be appointed to 1-year terms, six (6) for 2-year terms, and six (6) for 3-year terms.  These initial term lengths shall be determined by lot.
  • Department chairs and academic deans may serve as council members.
  • Terms of office shall begin at the start of the fall semester.
  • A member shall be eligible to serve multiple terms of appointment.
  • A person serving part of a term as a replacement shall be eligible for appointment to an immediately following term.
  • If a vacancy on the Graduate Council occurs between regularly scheduled appointments, the graduate dean shall call upon the department chair for a nomination to fill the seat until the next election.

c. Powers and Functions of the Graduate Council

   i. The Graduate Council shall act as a representative for all graduate faculty members.  Recommendations from the Graduate Council shall be brought forward to the Provost by the graduate dean.  In a similar manner, the Dean of the Graduate School shall bring recommendations from other campus entities to the Graduate Council for consideration. 

   ii. Graduate Council members are expected to serve as effective representatives to their individual programs by communicating on a regular basis with their department chair/program director and department.  Proposals related to graduate education from departments/programs may be brought to the Graduate Council for consideration by any graduate faculty member.

   iii. The Graduate Council will serve as the reviewing entity for all proposals for new graduate-level courses numbered 600 or above.

   iv. The Graduate Council will serve as the reviewing entity for all proposals for new graduate degree programs or substantive changes within existing graduate degree programs.  Authority to grant approval to new concentrations within existing graduate degree programs shall be given to the Dean of the Graduate School with the expectation that diligent reporting on such concentrations be provided to the Graduate Council.    

   v. The Graduate Council will serve as the reviewing entity for the election of graduate faculty members. 

   vi. Members of the Graduate Council may be called upon by the graduate dean to serve on specific tasks related to the continuous quality improvement of graduate education or research.  This may include, but not be limited to, service upon academic appeal committees.  

3. Other Committees

   a. The Graduate Council shall be empowered to establish and terminate its own committees and subcommittees, both standing and ad hoc.

   b. Departments may appoint committees to oversee the operations of their graduate degree programs.  Departments may fulfill the operational requirements of the Graduate School in a manner of their choice.  However, one individual on a 12-month appointment must be designated as the primary contact with whom the graduate dean and Graduate School staff shall conduct business related to admissions, graduate assistantships, student advising assignments, maintaining student records, filing programs of study, and candidacy forms.  These individuals shall be empowered by departmental graduate committees to act as their representative to the Graduate School.  Individuals assigned to fulfill these duties shall be excellent communicators, possess excellent organizational skills, shall be able to make timely decisions, and be committed to graduate education.  Committee membership shall be made up of graduate faculty membership in any of the categories of membership described above.  

   c. The Internationalization Team shall coordinate internationalization activities of the campus.  The Dean of the Graduate School/Assistant Provost for Internationalization shall serve as the chair of this committee.     

4. The Office of Scholarship and Sponsored Projects (OSSP)

   The Office of Scholarship and Sponsored Projects (OSSP) is the administrative office within the Graduate School responsible for external grant facilitation and research administration.  The grants facilitator in the Graduate School serves as the coordinator of the Office of Scholarship and Sponsored Projects.  Specific duties include, but are not limited to, external grant pre-award assistance for faculty and staff, administration of the Institutional Review Board (IRB), coordination of the Institutional Animal Care and Use committee (IACUC), administration of the university’s undergraduate research program, and administration of Graduate School internal grants programs. 

5. The Internationalization Office

   The Internationalization Office serves the university through the administration of academic programs associated with the campus internationalization initiative.  The Assistant Provost for Internationalization serves as the coordinator of this program.  Specific duties include, but are not limited to, administration of the university’s internationalization curricula, assistance with the development of international partnership agreements, recruitment of international students, international development of faculty and staff, development of new study abroad opportunities, collaboration with faculty and departments on internationalization initiatives, and communication to all campus stakeholders about internationalization opportunities.

Section Three – Rules of Procedure and Bylaws

Rules of Procedure and Bylaws for the Graduate Faculty

1. Calling of Meetings

a. The graduate dean shall call meetings of the graduate faculty.

b. The graduate faculty will meet on call but normally at least once each year.

c. Meetings may be called at the request of the Graduate Council, the graduate dean, the provost, the president, or upon petition by 10 percent of the membership of the graduate faculty.

2. Agenda & Minutes for Meetings

a. The agenda for any graduate faculty meeting shall be set by the graduate dean.

b. The agenda and minutes for any graduate faculty meeting will be circulated to all members of the graduate faculty. 

Section Four – Amendment

Any change of the policy-making or administrative structure herein described is subject to approval by the graduate faculty and requisite administrative approval.

1. Such a proposed amendment may be initiated by the Graduate Council, the graduate dean, the provost, the president, or by petition of 10 percent of the graduate faculty.

2. Proper notice of the contemplated change must be given and adequate opportunity for expression of opinion must be provided in an open meeting. The proposed amendment must be approved by two-thirds of those graduate faculty members who respond in a mail ballot or by a number equal to one-half of the total membership of the graduate faculty, which number are present and voting at a graduate faculty meeting.

 

Revision approved by Graduate Council (02-17-10).
Approved by Graduate Faculty (44-10) by mail ballot: (04-02-10)
Approved by Provost/Chief Academic Officer (04-28-10).

Back to Chapter 2

 

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