POLICY & PROCEDURE MANUAL

Transcription

1 POLICY & PROCEDURE MANUAL <<Skip to Table of Contents>> TABLE OF P&P Changes Since last web update

2 DATE SECTION DESCRIPTION Add Director of Transitional Programs Add N&AH to Grad Council GEAC committee revision report through for P&P coordinator and clarify deadline dates for dean and VPAA Update and formalize policy related to substantive change Additional Update to substantive change policy Report grad curriculum changes through VPAA Use of Compensatory Time March 10 working days changed from 15 to 10 to reflect timeline stated in Copyright Nicholls State University Thibodaux, LA Nicholls Nicholls State University is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award associate, baccalaureate, master and specialist degrees. Contact The Commission on Colleges at 1866 Southern Lane, Decatur, Georgia , or call (404) for questions about the accreditation of Nicholls State University.

3 Nicholls Policy & Procedure Manual Preface Preface The year 2005 marks the first edition of the Policy & Procedure Manual that combines and replaces the Faculty Handbook, the Administration Handbook, and the Civil Service Handbook formerly known as The Handbook System. This Manual is the result of collaboration between the former Clerk of the Handbooks, Albert Davis; the former Assistant Vice President of Academic Affairs and SACS COC Accreditation Liaison, Allayne Barrilleaux; and the former Coordinator of Policy and Procedure, Windy Rachal. It is available exclusively on the University website and the University s M Drive. The Manual represents a shift toward centralizing important information that affects all employees. It also represents an attempt to centralize the handling of official policies and procedures via the appointment of the Coordinator of Policies and Procedures. The Coordinator is responsible for monitoring all policy changes and for informing all employees of any and all updates. In order for a policy to be considered official, daily directives, memos, and/or other orders that affect all employees must first be accepted by the President s Cabinet, sent to the Coordinator, entered into the online Manual, and announced to all employees via . The previous handbooks will remain available for historical and reference purposes on the same website as the new Manual. Inquiries regarding this Manual can be directed to the Vice President for Academic Affairs, Dr. Allayne Barrilleaux (Laynie.barrilleaux@nicholls.edu). i

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5 Nicholls Policy & Procedure Manual Table of Contents 1. General Administration OVERVIEW MISSION Adoption and Procedures for Regular Review Institutional History and Purpose Vision Statement Mission Statement Values Clientele Comparative Advantage Strategic Goals DEMOGRAPHICS ACCREDITATION Regional Accreditation Substantive Change Other Accreditations STATE ORGANIZATION AND MANAGEMENT Board of Regents Board of Supervisors for the University of Louisiana System UNIVERSITY ORGANIZATION AND MANAGEMENT Employee Divisions and Categories Categorizing Non faculty, Unclassified Employees Definitions of Unclassified Employees The E.E.O.C. Job Categories Definitions of Professional Administrative Staff Nicholls and the E.E.O.C. Classifications Job Categories and the Organization Chart THE OFFICE OF THE PRESIDENT Scope of the Office Board Rules Governing Presidents Administrative Hierarchy Offices Reporting Directly to the President THE EXECUTIVE VICE PRESIDENT (LEVEL I) Executive Director of Auxiliary Services (Level II) Facilities Planning (Level II) Associate Vice President for Finance and CFO (Level II) Director of Human Resources (Level II) Chief Information Officer - Information Technologies (Level II) Executive Director of Planning and Institutional Effectiveness (Level II) Research and Sponsored Programs (Level II) THE VICE PRESIDENT FOR ACADEMIC AFFAIRS (LEVEL I) The Academic Deans (Level II) Graduate Studies (Level II) Director of Records and Registration (Level II) University Library (Level II) Louisiana Center for Women and Government (Level II) VICE PRESIDENT FOR STUDENT AFFAIRS AND ENROLLMENT SERVICES Directors and Administrators VICE PRESIDENT FOR INSTITUTIONAL ADVANCEMENT Directors and Administrators SPECIAL UNIVERSITY COUNCILS AND GROUPS iii

6 Table of Contents Nicholls Policy & Procedure Manual The Academic Council The Planning Advisory Group (PAG) The Unclassified Staff Advisory Council The University Assessment Committee Administrative Standing Committees POLICIES FOR LEVEL I, II AND III ADMINISTRATORS Level I Administrator Policies Level II Administrator Policies Level III Administrator Policies The Nicholls State University Planning and Budgeting Process COMMITTEE SYSTEM General Operating Procedures for Academic, University, and Faculty Senate Standing Committees Academic Standing Committees University Standing Committees Faculty Senate Standing Committees Task Forces, Study Groups, and Special Advisory Committees CONSTITUTION OF THE FACULTY ASSOCIATION Preamble Article I Name Article II Purpose Article III Duties Article IV Appeals Article V Amendments BYLAWS OF THE FACULTY ASSOCIATION Article I Membership Article II Meetings of the Association Article III Senate Membership Article IV Election of Senators Article V Duties of Senators Article VI Officers and Their Duties Article VII Elections of Senate Officers Article VIII Faculty Senate Meetings Article IX Committees Article X Amendments POLICIES AND PROCEDURES History Purpose of Policy & Procedure Manual Coordinator of Policy and Procedure Forwarding Policies Distribution and Posting of Policies Procedures for Changing the Policy & Procedure Manual Faculty Personnel Policies SCOPE AND SIGNIFICANCE DEFINITIONS OF FACULTY Academic Faculty Administrative Faculty FACULTY CONTRACTS AND APPOINTMENTS Types of Contracts Employment Contract Information Definitions of Contract Terms Duration of Contracts Faculty Appointments iv

7 Nicholls Policy & Procedure Manual Table of Contents 2.4 INITIAL APPOINTMENT: ACADEMIC RANK AND TENURE Qualifications for Academic Faculty Rank and Tenure Qualifications for Administrative Faculty Guidelines for Approval and Documentation of Faculty Credentials CHANGE OF CONTRACT STATUS Academic Faculty to Administrative Faculty Administrative Faculty to Academic Faculty FACULTY RIGHTS AND PRIVILEGES Academic Freedom Academic Freedom and the Library Professional Ethics BASIC RESPONSIBILITIES OF FACULTY Performance of Faculty Activities Basic Responsibilities of Library Faculty Workload Expectations Department Heads FACULTY DEVELOPMENT Faculty Development Plans Sabbatical Leaves The Presidential Award for Teaching Excellence Faculty Exchanges Student Evaluations PROMOTION AND TENURE POLICIES Board of Supervisors Promotion and Tenure Policies Scope of the University Promotion and Tenure Policy Criteria and Procedures for University Appointment, Reappointment, Promotion and Tenure PERFORMANCE ASSESSMENT Purpose Approval and Changes to Promotion and Tenure Documents Performance Assessment: Types and Procedures EXPECTATIONS FOR TENURED FACULTY Performance Levels Due Process Board Mandated Remediation Meeting Deadlines FACULTY SALARY ADMINISTRATION Initial Appointment Continuing Appointments Procedures Summer Teaching Cancellation of Classes FACULTY LEAVE Shared Sick Leave Pool SEPARATION Resignation Faculty Non reappointment Dismissal, Termination of Contract, or Demotion in Mid-Contract Suspension Reduction in Force Terminations FACULTY CONFLICT RESOLUTION AND GRIEVANCE PROCEDURE Introduction Purpose of Faculty Conflict Resolution Procedures v

8 Table of Contents Nicholls Policy & Procedure Manual General Information Timeframe for Filing a Complaint in Preparation for a Formal Grievance Hearing Definitions Grievable and Non-Grievable Actions Informal and Administrative Review Procedures PROCEDURES FOR CHANGING CHAPTER 2 OF THE POLICY & PROCEDURE MANUAL Unclassified Staff Policies EMPLOYMENT AGREEMENTS AND APPOINTMENT FORMS Definitions of Employment Terms Types of Appointment APPOINTMENT OF ADMINISTRATIVE STAFF REQUIRED APPROVALS AND CONDITIONS OF APPOINTMENT QUALIFICATIONS FOR ADMINISTRATIVE STAFF SALARIES AND SALARY ADMINISTRATION Initial Appointment Continuing Appointments Salary Administration and the Salary Pool Salary and Pay Day Summer Teaching LEAVE Crisis Leave Pool Shared Sick Leave Pool PROFESSIONAL DEVELOPMENT/PERFORMANCE EVALUATION Plans and Report Other Evaluations of Administrators Summative Evaluations SEPARATION Resignation Termination or Dismissal Immediate Dismissal GRIEVANCE PROCEDURES General Information Definitions Procedures Informal Grievance Formal Grievance Bylaws of the Grievance Committee CONSTITUTION OF THE UNCLASSIFIED STAFF ASSOCIATION Preamble Article I Name Article II Purpose Article III Status Article IV Amendments BYLAWS Article I Council Membership Article II Officers Article III Meetings Article IV Special Issues Article V Amendment of Bylaws Civil Service Employee Policies vi

9 Nicholls Policy & Procedure Manual Table of Contents 4.1 HUMAN RESOURCES: APPOINTING AUTHORITY Communication ESTABLISHMENT OF THE CIVIL SERVICE SYSTEM CIVIL SERVICE EMPLOYMENT INITIAL APPOINTMENTS AND REQUIREMENTS Loyalty Oath Code of Ethics STATUS OF EMPLOYEES Provisional Probational Permanent Job Appointment Restricted Appointment Noncompetitive Re employment POSITION CLASSIFICATION POSITION CHANGES Promotions Posting of Vacant Positions Reallocations Reassignment Transfer Section Transfer Demotion Detail to Special Duty Layoff Department Preferred Re employment List Removal or Dismissal Suspension POLICY ON OUTSIDE EMPLOYMENT HOURS OF WORK Coffee Breaks Workload Lull or Cessation HOLIDAYS PAY POLICIES Pay Periods Rate of Pay upon Promotion, Demotion, and Reallocation Pay for Extraordinary Qualifications or Credentials Merit Increases PERFORMANCE PLANNING AND REVIEW RECOGNITION OF SERVICE RETIREMENT SYSTEM RESIGNATIONS SPECIAL PROVISION FOR SICK OR DISABLED EMPLOYEE (RULE 12.6) DISCIPLINE Supervisor's Responsibility in Discipline SAFETY Reporting of Accidents WORKERS COMPENSATION INSURANCE Hospitalization Group Life Insurance vii

10 Table of Contents Nicholls Policy & Procedure Manual Other Insurance LEAVE Use of Annual Leave Enforced Annual Leave Use of Sick Leave Certificates Required When Sick Leave is Taken Cancellation or Continuance of Annual and Sick Leave Transferring Annual and Sick Leave between Agencies Civil, Emergency and Special Leave Funeral Leave Military Leave Maternity Leave Family and Medical Leave Act of Crisis Leave Pool Policy on Leave without Pay Educational Leave Attendance and Leave Leave Requests, Prior to Taking Leave Leave Requests, General Use of Compensatory Time TIME SHEETS, ATTENDANCE RECORDS, CERTIFICATION OF PAYROLL AND ATTENDANCE MISCELLANEOUS INFORMATION Change of Address and Marital Status Identification Cards Automobile Registration Union Organization Political Activity GRIEVANCE PROCEDURE Conduct of Hearing General Information Concerning Grievances Appeals and Hearings Summary for Appeals and Hearings WORKPLACE & SEXUAL HARASSMENT, DISCRIMINATION & RETALIATION POLICY General University Policies SCOPE OF CHAPTER FIVE HIRING POLICIES Affirmative Action/Equal Employment Opportunity Guidelines for Recruitment, Selection, and Hiring Oath of Allegiance, Citizenship and Legal Status Nepotism Pre Employment Screening Policy New Employee Orientation Social Security Benefit Notice to Potential Hires EMPLOYEE CONDUCT LAWS AND POLICIES Disruptions of the Educational Process Antidiscrimination Policy Policy Prohibiting Workplace & Sexual Harassment, Discrimination & Retaliation Use of Copyrighted Works Computer Use Policy Policy for Serving Alcoholic Beverages on Campus Drug Free Workplace Policy and Related Laws Violence Free Workplace Policy viii

11 Nicholls Policy & Procedure Manual Table of Contents University Ethics and Compliance Policy RIGHTS AND RESPONSIBILITIES TO AND FROM THE UNIVERSITY Performance Assessment Official Personnel Files Conflict of Interest, Outside Employment Political Office Rights and Patents for Intellectual Property Invitation of Outside Speakers University Identification Card EXTRA COMPENSATION AND SALARY CONVERSION Extra Compensation Schedule for Converting Salaries FRINGE BENEFITS Retirement and Other Statutory Benefits University Sponsored Benefits Supplemental Benefits Solicitation ACADEMIC AFFAIRS PROGRAMS AND POLICIES University College Graduate Assistantships Academic Computing Assessment and Institutional Research The Center for Women and Government University Computer Services Records and Registration Research and Sponsored Programs Academic Program Development and Changes Faculty Appointment to the Graduate Faculty Library Policies Honorary Degrees FINANCE AND ADMINISTRATION PROGRAMS AND POLICIES Financial Services/Controller Human Resources Physical Plant Administration STUDENT AFFAIRS AND ENROLLMENT SERVICES PROGRAMS AND POLICIES Auxiliary Services Enrollment Services Student Life Student Services Student Government Association INSTITUTIONAL ADVANCEMENT PROGRAMS AND POLICIES Alumni Affairs Athletics Development University Printing and Design Services University Relations Policy on Naming Facilities, Spaces, Units, and Properties and Other Endowed Gifts LEAVES Board of Supervisors Policy University Policy Concerning Personal Leaves Leave and Leave Records Leave for Civil and National Service Military Leave Sick Leave ix

12 Table of Contents Nicholls Policy & Procedure Manual Other Leave SEPARATION Scope and Definitions Retirement and Re employment of State Retirees Exit Interview Board of Supervisors Investigations LITIGATION Types of Claims Management of Claims by Type Procedures for State Employees and Officers Involved in Lawsuits Procedures If the University Is Served With Official Legal Documents Procedures if an Individual Employee Receives a Request for or Subpoena of University Records TOBACCO USE POLICY Purpose Background and Rationale Policy Procedure EMERGENCY PROTOCOL Emergency Closing Procedures Emergency and Disaster Procedures Responding to the Death of a Faculty Member, Staff Member, or Retiree CRIME PREVENTION AND LAW ENFORCEMENT Crime Monitoring Crime Reporting Appendix A. Gift Acceptance Policies and Procedures x

13 Nicholls Policy & Procedure Manual Chapter 1: General Administration 1. General Administration 1.1. Overview This Nicholls State University Policy & Procedure Manual is a guide to the internal regulations, policies, and procedures for all employees at the University. As with most other management manuals, the Nicholls State University Policy & Procedure Manual describes the design of the university s management, and it groups employees into levels that reflect their relative position within this design. This management flow chart is also known as the chain of command for Nicholls State University. But this Manual goes a step beyond this management approach. This Manual also categorizes the employees into working groups. These categories are defined according to the type of work that employees do. Therefore, in design, this Manual offers employees a system for taking part in the continuous process of policy revisions and updates as these changes occur in the University. Employees of the University are expected to adhere to all University official policies as published in this Manual, the University Catalog, or otherwise promulgated by the University or the Board of Supervisors. Violators of University policies are subject to disciplinary action up to and including applicable dismissal proceedings Mission Adoption and Procedures for Regular Review The current Mission of the University was submitted to the governing board, the Board of Supervisors for the University of Louisiana System, and was approved on February 14, The Strategic Plan, which includes: Institutional History and Purpose, Vision Statement, Mission Statement, and Values receives a yearly review as part of the on going strategic planning process. The Planning Advisory Group is responsible for this regular review of the Mission and is also responsible for submitting the Mission for the governing board to review as deemed Institutional History and Purpose Nicholls State University, located in Thibodaux, Louisiana, is a comprehensive, regional institution serving south central Louisiana. Tax supported and coeducational, it first opened its doors September 23, 1948, as Francis T. Nicholls Junior College of Louisiana State University. In 1956, the Louisiana Legislature separated Nicholls from LSU and authorized it to develop a four year curriculum. Thus, in September 1956, the former junior college began operation as Francis T. Nicholls State College. It granted its first degrees in May The University s name was changed by Act 93 of the State Legislature in 1970 to Nicholls State University. Nicholls is located in the heart of Cajun Country, an area rich in tradition and culture. Its location in the Mississippi River delta allows easy access to the river, its tributaries, coastal wetlands, and the Gulf of Mexico. The 210 acre campus is approximately 50 miles southwest of New Orleans and 60 miles southeast of Baton Rouge. For more than half a century, Nicholls State University has been the sole provider of higher education in a region with abundant cultural and natural resources. The University's strong General Education Program prepares students to exercise leadership in a global society and enhances their ability to create a vision for the future. By maintaining a major partnership with 1

14 Chapter 1: General Administration Nicholls Policy & Procedure Manual local businesses, school systems, community agencies, and other institutions, Nicholls actively participates in the development of the region. Established along the banks of Bayou Lafourche, in the heart of one of the nation s major estuaries, Nicholls provides unique opportunities for instruction and research in the fields of Marine and Environmental Science. The University has taken advantage of its strategic location to assume a leadership role in a region with ample resources in agriculture, fishing, petrochemical, and oil field related industries. As a leader, the University continues to contribute significantly to the growth of the region in regards to new technology, manufacturing, and international trade. Nicholls maintains a strong commitment to the well being of the people in its region. Through the expansion of Health Science Programs, the University collaborates with a nationally recognized Health Care Industry in the Houma Thibodaux metropolitan area to meet the needs of its constituents Vision Statement Nicholls State University will be the institution of choice for students in the service region and beyond as a result of the quality of programs, the dedication to individual student needs, and the national recognition of unique programs and services Mission Statement Nicholls State University is a student-centered regional institution dedicated to the education of a diverse student body in a culturally rich and engaging learning environment through quality teaching, research, and service. Nicholls supports the educational, cultural, and economic needs of its service region and cultivates productive, responsible, and engaged citizens Values Nicholls State University supports values that promote citizenship, concern for self and others, and the desire for a better world by embracing as its core values: CIVIC RESPONSIBILITY: We use our time and talents to serve our community. DIVERSITY: We respect differences among members of society by providing a nurturing and understanding environment. EXCELLENCE: We strive to achieve the highest quality in all endeavors. We strive for excellence in teaching, research, and service, and empowerment through learning. INTEGRITY: We strive to be fair and truthful in all circumstances. LEADERSHIP: We are good stewards and representatives of the University because we value our collective role as a regional leader and model for all we serve. RESPECT: We are committed to the customs and amenities of a civil society. We respect the rights of others and are responsive to the needs and interests of our constituents. RESPONSIBILITY: We are responsible for our actions. We adhere to the doctrine of individual accountability in all of our activities and contributions Clientele Nicholls State University serves a diverse population of traditional and non traditional students, as well as professional, social, and cultural groups who contribute to the University and benefit from our quality educational services. 2

15 Nicholls Policy & Procedure Manual Chapter 1: General Administration Comparative Advantage The principle of Excellence in Education with a Personal Touch has become embedded into the University s culture. This principle promotes an academic and social environment where students interact with caring faculty and staff and receive individualized attention Strategic Goals In an effort to fulfill its mission, the following strategic goals have been developed: Increase the level of educational attainment for students. Cultivate research that engages faculty and students seeking knowledge in areas of common interest. Achieve greater accountability, efficiency, and effectiveness across campus. Continue the University s collaboration with business, education, and service entities to meet regional workforce needs and to provide cultural enrichment and service to the community. Invest strategically in university employees to enhance customer service and sense of pride in the University Demographics The University hosts approximately 7,000 students. The region served by the University is multi cultural. Though historically associated with the Acadian French culture, the region has a minority population that is approximately 28%. The student minority population of the University is approximately 30% (primarily African American). The resident student population is 23%, with the remaining 77% commuters. The University has approximately 260 full time faculty members. Approximately 54% of the faculty is female, 46% male. About 13% of the faculty is minority Accreditation Regional Accreditation Nicholls State University is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award associate, baccalaureate, master and specialist degrees. Contact The Commission on Colleges at 1866 Southern Lane, Decatur, Georgia , or call (404) for questions about the accreditation of Nicholls State University. Any and all official university publications describing the accreditation status of Nicholls State University with the Southern Association of Colleges and Schools Commission on Colleges(SACSCOC) must be printed exactly as stated above. Questions regarding this statement are to be addressed to the university Nicholls SACSCOC Liaison Substantive Change Nicholls State University maintains compliance with the SACSCOC policy, Substantive Change for Accredited Institutions, through timely notification and reporting on areas of substantive change. Background: The Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) defines a substantive change as a significant modification or expansion in the nature and scope of an accredited institution. Activities included as substantive change are outlined in the SACSCOC Policy Statement Substantive Change for Accredited Institution of the Commission on Colleges found on the SACSCOC web page. 3

16 Chapter 1: General Administration Nicholls Policy & Procedure Manual Nicholls State University is required to notify SACSCOC of changes in accordance with the substantive change policy and, when required, seek approval prior to the initiation of changes. This policy and procedure is intended to ensure that all substantive changes are reported to the Commission in a timely fashion. The Nicholls SACSCOC Liaison is charged with reviewing the Substantive Change policy on a semi-annual basis and presenting changes to the President s Executive Council and Academic Council as necessary. While certain changes require only notification prior to implementation, other changes require approval prior to implementation of the change (as per policy revised December 2012). Changes requiring only prior notification include (subject to revision): 1. Initiating joint or dual degrees or programs with another SACSCOC accredited institution 2. Initiating off-campus sites (including dual enrollment) in which a student can obtain 25-49% of the credits toward program 3. Initiating distance learning offering 25-49% or less of credits toward a program for the first time 4. Initiating programs or courses offered through contractual agreement or consortium 5. Entering into a contract with an entity not certified to participate in USDOE Title IV programs if the entity provides less than 25% of an education program offered by the COC accredited institution 6. Moving an off-campus instruction site serving the same geographic area Changes requiring prior approval include (subject to change): 1. Initiating coursework or programs at a different level than currently approved 2. Expanding at current degree level (significant departure from current programs) 3. Initiating a branch campus 4. Initiating a certificate program at employer s request at a new off-campus site for a previously approved program 5. Initiating a certificate program at employer s request that is a significant departure from previously approved programs 6. Initiating other certificate programs at a new off-campus site for a previously approved program 7. Initiating other certificate programs that is a significant departure from previously approved programs 8. Altering significantly the mission of the institution 9. Initiating joint or dual degrees with another institution not accredited by SACSCOC 10. Initiating off-campus sites in which a student can obtain 50% or more credits toward a program 11. Altering significantly the length of a program 12. Initiating distance learning offering 50% or more of a program for the first time 13. Entering into a contract with an entity not certified to participate in USDOE Title IV programs if the entity provides 25% or more of an education program offered by the COC accredited institution 14. Initiating a merger/consolidation with another institution 15. Changing governance, ownership, control, or legal status of an institution 16. Relocating a main or branch campus 17. Changing from clock hours to credit hours 18. Altering significantly the length of a program 19. Initiating degree completion programs 20. Closing a program, approved off-campus site, branch campus, or institution 21. Acquiring any program or site from another institution 4

17 Nicholls Policy & Procedure Manual Chapter 1: General Administration 22. Adding a permanent location at a site where the institution is conducting a teach-out for students from another institution that is closing Procedure: Any unit initiating a substantive change for Nicholls State University must notify the Nicholls SACSCOC Liaison immediately upon consideration of the change. Generally, this notification should occur 9-12 months in advance of the proposed change, but varies according to SACSCOC published policy. The Nicholls SACSCOC Liaison will review the proposal to determine if it falls within the substantive change list provided by SACSCOC and provide the unit with a description of SACSCOC substantive change procedures that must be followed. All administration is responsible for notifying the Nicholls SACSCOC Liaison of proposed changes and for implementation of this policy. Questions about whether a change is considered substantive should be directed to the Nicholls SACSCOC Liaison. Documentation required for the proposed change to be considered and time frames for contacting SACSCOC are outlined in the SACSCOC Policy Statement on Substantive Change. Correspondence with SACSCOC regarding substantive change is to be submitted by the President, or designee, of Nicholls State University through the Nicholls SACSCOC Liaison and Vice President of the unit initiating the change Other Accreditations Specific college and departmental accreditations are listed on the University s web page State Organization and Management Under the 1974 Constitution of the State of Louisiana, the Board of Regents was created to plan, coordinate, and have budgetary responsibility for all public higher education. The Board of Trustees for State Colleges and Universities was established as the managing board with direct jurisdiction over Nicholls State University. In 1995, the Legislature provided that the term University of Louisiana System would be used to describe the group of colleges and universities under the jurisdiction of the Board of Trustees. The official name of the Board is now the Board of Supervisors for the University of Louisiana System. The President of the University is appointed by the Board and is directly responsible for overseeing the University. Copies of documents (such as the Rules of the Board of Supervisors for the University of Louisiana System) that pertain to the general governance described above are available at the Nicholls State University Library Board of Regents The State Board of Regents replaced the Louisiana State Board of Education by the Act of the 1974 Louisiana Constitution. The Constitution of 1974 gives the Board of Regents the responsibility to approve, disprove, or modify all existing and proposed degree programs in Louisiana s public colleges and universities. The 16 member Board meets: on or before the second Monday in January of each year, at other times fixed by the Board, or upon call of the Chairman. The Regents meet twice a year on mutually agreed upon dates with the State Board of Elementary and Secondary Education. The officers of the Board are the Chairman, the Vice Chairman, and the Secretary, each of whom is a member of the Board of Regents. The Board employs a staff with a Chief Administrative Officer; the Chief Administrative Officer has the title of Commissioner of Higher Education. 5

18 Chapter 1: General Administration Nicholls Policy & Procedure Manual Current members of the Board of Regents may be found at the Board s web site. Board policies take precedent over any and all policies in this manual Board of Supervisors for the University of Louisiana System Institutions Managed by the Board of Supervisors The Board of Trustees for State Colleges and Universities was established as the managing board for the institutions listed in Act (R.S. 17:3217). In 1995, the Legislature provided that the term University of Louisiana System would be used to describe the group of colleges and universities under the jurisdiction of the Board of Trustees. The official name for the Board is now the Board of Supervisors for the University of Louisiana System. Currently the institutions managed by the Board of Supervisors are as follows (by category): Four Year 2 Louisiana Tech University University of Louisiana at Lafayette. The University of New Orleans Four Year 3 Southeastern Louisiana University University of Louisiana at Monroe Four Year 4 Grambling State University McNeese State University Nicholls State University Northwestern State University The institutional categories listed above have been determined by the Southern Regional Education Board s (SREB) specific criteria Constitutional Definition of the Board of Supervisors According to the Louisiana Constitution, the Board of Supervisors shall exercise all power to direct, control, supervise and manage the institutions of higher learning under its control including but not limited to the following: select the Presidents of the System institutions; receive and expend or allocate for expenditure to the System institutions all monies appropriated or otherwise made available for the purpose of the Board and schools; purchase land and purchase or construct buildings necessary for the use of the state colleges and universities; determine the fees which shall be paid by students; formulate curricula and programs of study; adopt, amend and repeal rules and regulations necessary for the business of the Board, for the governance of the System colleges and universities and for the governance and discipline of students; lease land or other property belonging to it or to any college or university within the System, as well as, sell or exchange land or other property not needed for university purposes; actively seek and accept donations, bequests, or other forms of financial assistance for educational purposes. The Rules (Bylaws, and Policies and Procedures) of the Board of Supervisors for the University of Louisiana System is the document that lists policies and procedures for the Board and all of the 6

19 Nicholls Policy & Procedure Manual Chapter 1: General Administration institutions and employees under the Board s jurisdiction. These rules supersede the policies in this Manual Composition of the Board of Supervisors The Board is composed of 16 members, two from each of the seven Congressional Districts, one member from the state at large and one student member elected by the Student Government Association presidents from the System s institutions. The Governor appoints the members, with the consent of the Senate. Members serve staggered six year terms, except the student member who serves from September 1 through August 31 of the year following election and appointment. The Board annually elects a chairman and vice chairman from its membership. All regular meetings of the Board are open to the public except when otherwise voted for the consideration of executive matters. The Board of Supervisors also employs a full time staff whose responsibility, under the supervision of the President, is to execute and enforce all decisions, orders, rules and regulations of the Board with respect to the conduct of the System. The office of the Board is located in downtown Baton Rouge in close proximity to the State Capitol, the Louisiana Board of Regents and other state agencies. Current Board members and system office staff list may be found at UL System website for further reference Growth and Demographics The institutions under the control of the Board have experienced significant growth and development over the past several years despite the financial limitations within which they, the System office, and the Board have been operating. Since fiscal year to fiscal year , overall System enrollment has grown from 75,893 students to 100,930 students, an increase of 32.8 percent. During that period the overall employment and staffing of the System institutions has increased by about 400 full time equivalent positions, an increase of only 4.4 percent. Institutions governed by the Board represent more than 60 percent of the total public higher education enrollment in Louisiana. This totals more students than both the Louisiana State University and Southern systems enrollment combined. The Supervisors is also the only governing board which oversees the operation of institutions located statewide, and it is the only governing board in Louisiana which encompasses historically white and historically black institutions University Organization and Management Employee Divisions and Categories Definitions: Full time University employees can be classified as members of the faculty and the administrative staff, or as state classified personnel. For the purposes of this Manual the following definitions shall apply: Faculty shall be defined as those University employees who hold faculty rank and who are appointed and assigned full time in an academic unit for at least nine (9) months, and whose primary responsibility is as a teacher and/or a researcher and/or one who provides instructional support as defined by the academic unit. Full time faculty appointments are those designated as one (1.0) FTEF (full time equivalent faculty) in accordance with Board of Supervisors guidelines. Part time faculty appointments are those designated less than one (1.0) FTEF. In addition, some librarians are defined as faculty. 7

20 Chapter 1: General Administration Nicholls Policy & Procedure Manual Administrative Staff shall be defined as all personnel usually on twelve (12) month appointments not otherwise defined as state classified personnel. The word staff, also, when used in a general sense, shall be understood to mean administrative staff. Professional staff shall be defined as administrative staff who do not carry academic rank and are therefore not considered to be faculty. Professional Staff shall be employed by administrative appointments only. Intermittent workers or intermittent staff shall be defined as those administrative staff who, because of a temporary status, do not carry an E.E.O.C. designation. Appointments for intermittent workers may be different from those letters of appointment issued to other administrative staff personnel. Intermittent workers fall under the jurisdiction of this Manual. The faculty and the administrative staff are exempt from the State Civil Service System and rules and regulations thereof. The work force at Nicholls State University can be divided into two large groups: classified and unclassified. Classified employees are those employees who are subject to the policies and provisions of the state Civil Service Code. All other employees at the university are non civil service or unclassified employees. Unclassified employees can be either faculty or non faculty. Classified< >Unclassified Grades determined by Civil Service Faculty No faculty rank, no Civil Service rank Categorizing Non faculty, Unclassified Employees The Rules (Bylaws, and Policies and Procedures) of the Board of Supervisors for the University of Louisiana System uses the terms faculty and staff when it describes its employees. In practice, employees at Nicholls have been called either faculty or administrative staff. It is important to note that some of the administrative staff may hold faculty status though they are not working under faculty letters of appointment Definitions of Unclassified Employees For policy purposes, there shall be two types of non Civil Service employees at Nicholls State University: faculty and administrative staff. Within the administrative staff, those employees who do not hold faculty rank shall be called professional staff. Those employees who, because of a temporary status, do not carry any of the following E.E.O.C. job labels, shall be called intermittent workers The E.E.O.C. Job Categories The Equal Employment Opportunity Commission (E.E.O.C) requires universities and other public institutions to turn in reports on labor policies within the institution. In all of the labor reports turned in to the E.E.O.C, employees are labeled according to a system that groups the employees by categories that describe the type of work done by the employees. Since these categories are standard and required throughout higher education, it is appropriate that they be used to help categorize employees and their job descriptions for policy purposes. The following are the E.E.O.C. categories: Officials and Administrators (OA) Professionals (PR) Technicians (TE) Paraprofessionals (PA) 8

21 Nicholls Policy & Procedure Manual Chapter 1: General Administration Office and Clerical (OC) Service Maintenance (SM) Protective Service Workers (PS) Skilled Craft Workers (SC) Faculty (FA) Definitions of Professional Administrative Staff As defined in this Manual, the term Professional Staff applies to those administrative staff workers who do not carry faculty rank. The following are the E.E.O.C. definitions for those categories other than OA (Officials and Administrators). For information on job descriptions, employees may contact the Department of Human Resources Professionals (PR) persons employed for the primary purpose of performing academic support, student service and institutional support activities and whose assignments would require either college graduation or experience of such kind and amount as to provide a comparable background. [Included are] employees such as librarians, accountants, personnel, counselors, systems analysts, coaches, lawyers, and pharmacists, for example Technicians (TE) and Paraprofessionals (PA) The following is the E.E.O.C. definition of the Technicians and Paraprofessionals job categories: all persons whose assignments require specialized knowledge or skills which may be acquired through experience or academic work such as is offered in many 2 year technical institutes, junior colleges or through equivalent on the job training. Include computer programmers and operators, drafters, engineering aides, junior engineers, mathematical aides, licensed practical or vocational nurses, dietitians, photographers, radio operators, scientific assistants, technical illustrators, technicians (medical, dental, electronic, physical sciences), and similar occupational activity categories which are institutionally defined as technical assignments. [Included are] persons who perform some of the duties of a professional or technician in a supportive role, which usually require less formal training and/or experience normally required for professional technical status. Such positions may fall within an identified pattern of staff development and promotion under a New Careers concept Office and Clerical (OC) The following is the E.E.O.C. definition of the Office and Clerical Personnel job category: persons whose assignments typically are associated with clerical activities or are specifically of a secretarial nature. [Included are] personnel who are responsible for internal and external communications, recording and retrieval of data (other than computer programmers) and/or information and other paper work required in an office, such as bookkeepers, stenographers, clerk typists, office machine operators, statistical clerks, payroll clerks, etc. [Included also are] sales clerks such as those employed full time in the bookstore, and library clerks who are not recognized as librarians Service Maintenance (SM) The following is the E.E.O.C. definition of the Service Maintenance Personnel job category: persons whose assignments require limited degrees of previously acquired skills and knowledge and workers who perform duties which result in or contribute to the comfort, convenience and hygiene of personnel and the student body or which contribute to the upkeep and care of buildings, facilities or grounds of the institutional property. [Included are] chauffeurs, laundry and dry cleaning operatives, cafeteria and restaurant workers, truck drivers, bus drivers, 9

22 Chapter 1: General Administration Nicholls Policy & Procedure Manual garage laborers, custodial personnel, gardeners and groundskeepers, refuse collectors, construction laborers, security personnel Protective Service (PS) and Skilled Craft (SC) The E.E.O.C. lists no definition for the Protective Service job category. The following is the E.E.O.C. definition of the Skilled Craft Workers job category: all persons whose assignments typically require special manual skills and a thorough and comprehensive knowledge of the processes involved in the work, acquired through on the job training and experience or through apprenticeship or other formal training programs. [Included are] mechanics and repairers, electricians, stationary engineers, skilled machinists, carpenters, compositors and typesetters, upholsterers Nicholls and the E.E.O.C. Classifications In its official headcount of all Nicholls State University employees, the Office of Assessment and Institutional Research lists employees according to the E.E.O.C. job categories. The Office of Human Resources Management maintains the official E.E.O.C classifications of University positions Job Categories and the Organization Chart The official Nicholls State University Organization Chart shows that Nicholls management lines are designed to have four administrative units below the level of President: Administrative and Information Services, Academic Affairs, Student Affairs and Enrollment Services, and Institutional Advancement. (In the absence of the President, the functional chain of command follows the order stated in the official Organization Chart) For planning and other administrative purposes, the University also classifies management into the following levels: Level I - This level includes the Executive Vice President and all Vice Presidents of the university who report to the President. Duties are assigned by the President and may include making recommendations from their respective division on planning, policy making, budget, etc. Level II Administrators who are responsible for the management of a subdivision within a major unit that normally reports directly to a Level I administrator. Duties may include staff responsibilities in administering university policy and procedures. This level includes deans and major unit directors. Level III Administrators who report to and are assigned specific duties and responsibilities from a Level II individual. This level includes Department Heads, program directors and coordinators. The Nicholls State Organization Chart, published each year by the University is a visual representation of the administrative chain of command. (The latest version of this chart is available through the office of University Relations.) 1.7. The Office of the President The President, the chief executive officer of the University, is empowered to perform all actions to make effective the policies of the Board of Supervisors for the University of Louisiana System. The President is charged with the overall responsibility for the organization and administration of the University in accordance with the authority vested in the President by the Board of Supervisors. 10