Bylaws of the
Department of Entomology & Nematology
University of Florida
Updated July 13, 2007
The shared goals of the faculty and administration of the Department of Entomology &
Nematology are to attain excellence in academic responsibilities of teaching, research,
extension and service and to gain national and international recognition for these
programs. These goals can best be achieved with a governance structure from the
Department level to the University level that fosters collegiality, collaboration, mutual
responsibility and accountability, and transparency.
Article I Governance of the Department of Entomology & Nematology
These Bylaws establish the general principles by which the Department of Entomology &
Nematology shall be governed. These Bylaws are governed by and subordinate to the
Constitutions of the Institute of Food and Agricultural Sciences and the University and
the policies and directives of the University of Florida's Board of Trustees and the
Florida Board of Governors. Operating within the context of these Bylaws, the
governance of the Department of Entomology & Nematology shall be shared between the
administration and the faculty.
Article II The Faculty
Section 1 Faculty Membership
The faculty of the Department of Entomology & Nematology shall consist of individuals
in tenured, tenure-accruing, and non tenure-accruing faculty positions. Faculty are
defined by the University of Florida Constitution and Senate Bylaws and include the
various ranks of Professor, Scholar, Lecturer, Research Scientist, Extension Scientist and
Section 2 Faculty Rights
Faculty have the right to know the expectations of their job assignment and how they will
Faculty have the right to assemble without limit to discuss issues of concern.
Faculty have the right to open academic discourse without fear of retribution.
Section 3 Faculty Responsibilities
Faculty are responsible for planning and conducting teaching, research, extension and
service in a competent and professional manner.
Faculty are responsible for the professional development of students, including
mentoring, and organizing, attending and presenting seminars.
Faculty are responsible for contributing to the operations of the Department, including
building, infrastructure, social, public relations, and outreach functions.
Faculty are responsible for contributing to the governance of the Department, IFAS, the
University, and their professional societies.
Section 4-Department Chair Responsibilities
The Department is headed by a Chair appointed by the Senior Vice President in
accordance with the University Constitution. The Chair serves as chief executive and
administrative officer of the Department. The Chair provides financial planning and
policy and supervises routine operations of the Department, including faculty evaluations
and evaluations of selected staff (see Appendix A for more complete description). The
Chair is responsible to the Senior Vice President for administration of the Department
and the three Deans for programmatic issues and is the agent of the Department faculty
for execution of academic policy. The Chair is expected to operate the Department in the
spirit of shared governance and seek faculty input, consider it, and provide feedback and
rationale about final decisions. The Chair may maintain a program of teaching, research
and/or extension, as time permits.
Article III -Committees
Purpose and Classification
Service on Entomology & Nematology committees is the primary means by which
faculty can participate directly in the governance of the Department. Faculty, both on-
campus and center faculty, shall have the opportunity to participate in the four standing
committees through which the major governance of the Department occurs:
Administrative Advisory Committee, Graduate Committee, Undergraduate Committee,
and Honors and Awards Committee. General rules for standing committees include:
1. Standing committees shall meet regularly. A secretary, elected from within the
committee membership, shall keep and archive minutes and records (edited for
confidentiality as necessary).
2. Reports of the standing committees shall be made to the faculty via monthly email
messages and at each monthly faculty meeting.
3. Standing committees shall submit and archive an annual written report to the
faculty (for the interval July 1 June 30).
4. Policy recommendations developed in the standing committees shall be emailed
to all faculty prior to faculty meetings at which time faculty input and discussion
will be entertained.
Section 1 Administrative Advisory Committee
The Administrative Advisory Committee is responsible for providing input to the
Department Chair on matters of space, allocation of year-end matching funds, and long-
range planning. The committee will review the bylaws of the Department every three
years and propose modifications to the entire faculty, as necessary. The committee will
serve as the hosts and planning group for interfacing with the department's External
An ad hoc committee, consisting of three faculty members, will be formed from the
whole committee when necessary to review faculty CRIS projects prior to external
review. A separate ad hoc committee, consisting of three tenured faculty members, will
be formed when necessary to perform the following duties: 1) summarize faculty
evaluation of the progress towards tenure of tenure-accruing faculty at the time of their
three-year mid-career review; 2) review faculty packets for tenure and promotion; and 3)
review the productivity and performance of tenured faculty (at the request of the faculty
member) who have received Below Satisfactory ratings on annual evaluations or the
Sustained Performance Evaluation Program (SPEP) and are being required to develop an
IFAS Performance Improvement Plan (PIP). Evaluation of faculty members at the time
of their three-year mid-career review will follow the guidelines in Appendix C
(Mentoring of Junior Faculty).
The Administrative Advisory Committee shall consist of six faculty who will each serve
three-year staggered terms. Three members shall be elected by paper or electronic ballot
and three members shall be appointed by the Chair. Two members shall rotate off the
committee every year and shall be replaced by one elected and one appointed faculty
member. The Chair will serve as chair of the Committee. The two members rotating off
the Committee each year will form a nominating subcommittee to solicit candidates for
all standing committees. The agenda and the names of the committee members will be
disseminated before each meeting with an invitation to faculty to propose items for
discussion. Meeting minutes (edited for confidentiality) will be disseminated via email to
the faculty after each meeting.
Section 2 Graduate Committee
The Graduate Committee shall be chaired by a member of the graduate faculty who will
be known as the Graduate Coordinator. The Graduate Coordinator will be appointed by
the Chair and shall serve a period of time to be agreed upon by the Graduate Coordinator
and the Chair. Six faculty, in addition to the Graduate Coordinator, will serve as
members of the Graduate Committee, each serving three-year staggered terms. Three
committee members shall be elected by the faculty by paper or electronic ballot after
nomination by the nominating subcommittee of the Administrative Committee and three
shall be appointed by the Graduate Coordinator. Two members shall rotate off the
committee every year and shall be replaced by one elected and one appointed faculty
member. The Graduate Committee shall meet monthly on a regular schedule published at
the beginning of each semester. An agenda shall be distributed to all faculty before each
meeting. Minutes shall be archived in the Student Services office. The Graduate
Coordinator, or other designated committee member in the Graduate Coordinator's
absence, will make a report of the committee's actions at each faculty meeting.
The responsibilities of the committee shall include:
1. advising on the distribution of scholarships and teaching assistantships,
2. recommending enhancements and improvements to the graduate curriculum,
3. reviewing new and revised graduate courses before submission to the CALS
4. recommending on graduate student admissions,
5. recommending courtesy faculty appointments,
6. recommending theses and dissertations to be nominated for IFAS, University and
other national awards and honors,
7. developing policies and procedures related to graduate students and graduate
studies including grievances.
Section 3 Undergraduate Committee
The Undergraduate Committee shall be chaired by a member of the faculty who will be
known as the Undergraduate Coordinator. The Undergraduate Coordinator will be
appointed by the Chair and shall serve a period of time agreed upon by the
Undergraduate Coordinator and the Chair. The committee shall consist of the
Undergraduate Honors coordinator (if this individual is not the Undergraduate
Coordinator) and four other faculty members, in addition to the Undergraduate
Coordinator. Two members would be elected and two appointed by the Undergraduate
Coordinator and each would serve two-year staggered terms. Committee members shall
be nominated by the nominating subcommittee of the Administrative Committee and
elected by paper or electronic ballot. Minutes of the Undergraduate Committee shall be
archived in the Student Services office. The Undergraduate Coordinator, or other
designated committee member in the Undergraduate Coordinator's absence, will make a
report of the committee's actions at each faculty meeting.
The responsibilities of the committee shall include:
1. advising on the distribution of scholarships,
2. recommending enhancements and improvements to the undergraduate curriculum,
3. review of new and revised undergraduate courses before submission to CALS
4. evaluation of learning compacts,
5. oversight of undergraduate research experience course (ENY4905) and honors
Section 4 Honors and Awards Committee
This committee may consist of faculty, students and staff. The committee will secure
nominations for IFAS, University, and professional honors and awards for faculty and
staff. The committee should have three to five members, including a nematologist,
elected by the faculty. The committee will elect one of its members as chair. The
committee will solicit nominations from the faculty, staff and students for available
honors and awards. A database of awards and awarding organizations, along with
nomination due dates, shall be maintained by the committee chair. Frequent dialog will
be necessary and meeting will occur when timely action is needed. Minutes of the
Honors and Awards Committee shall be archived in the Departmental main office. The
committee chair, or other designated committee member in the chair's absence, will make
a report of the committee's actions at each faculty meeting.
Section 5 Ad hoc Committees
Ad hoc committees can be formed by the Chair or by faculty, as needed. Members of
these committees shall volunteer for the assignment and shall elect a chair from among
their members, if a chair is deemed necessary. Current ad hoc committees include:
1. Mentoring committees
A mentoring committee for a particular faculty member shall be formed by at least
two members of the faculty at the Associate or Full Professor level (see Appendix C).
The Mentoring Committee will be chosen by the faculty member. The mentee may
seek advice from the Chair and faculty colleagues on selection of faculty to serve on
the committee. Committee members shall meet with the mentee as often as the
mentee requests, but at least once a year, individually or as a group. Committee
members should review the mentee's annual evaluation packet and meet with the
mentee at this time. Committee members will submit a written annual evaluation to
the mentee discussing his/her progress towards tenure.
2. Peer evaluation of teaching committee
Faculty members requesting that their courses be evaluated will form a committee of
two to four members of the tenured faculty (from within or outside the department, as
appropriate) and the Chair. Committees will meet with the faculty member whose
course is being evaluated before the semester begins to discuss the course history and
provide evidence and course materials. Committee members will observe at least two
lectures and at least two laboratories with prior notice, and will meet with the faculty
member and the Chair for a final summary and feedback session. Each member will
provide a written evaluation to the Chair who will summarize the evaluation and
provide it to the faculty member. (See Appendix D for further guidelines).
3. Landscape committee
The landscape committee shall consist of three to five individuals with interest in
landscape issues. They shall periodically review the health and quality of the
Department's landscape and seek to improve it.
4. Reading room committee
This committee is formed of individuals with an interest in the reading room. It
provides oversight of acquisitions and maintenance. This committee elects a chair
who makes an annual report to the faculty.
5. Social committee
This committee, consisting of faculty, staff and students, organizes and implements
plans for departmental social occasions to foster community among faculty, students
and staff. Current social events include: Welcome Back Reception in September,
Holiday party in December and Spring Picnic in March.
Article IV Faculty Meetings
The faculty meeting is the primary means of fostering communication among all faculty
within the Department of Entomology & Nematology on campus and around the state.
Faculty meetings should be held once monthly on a schedule published at the beginning
of each semester. Faculty and administration have the right to place items on the agenda
for discussion by contacting the Department Chair. The agenda should be distributed via
email at least one week before the faculty meeting. Department of Entomology &
Nematology faculty serving as UF Senators and members of the IFAS Faculty Council
and other IFAS faculty governing body should email short summaries to all faculty
before each faculty meeting so that dialogue can be initiated on critical items currently
before these governing bodies.
The faculty meeting is the most important venue for discussion of policy issues, tenure
and promotion packages, changes in curriculum, new positions, and other issues relevant
to our academic mission. Departmental faculty, plus emeritus, courtesy, and affiliate
faculty, and student and staff representatives may speak on any issue before the faculty.
Voting on most matters shall be restricted to departmental faculty. However, voting on
promotion and tenure will follow IFAS and University guidelines (only tenured faculty at
higher rank may vote). Discussions regarding tenure and promotion should be
considered confidential. Votes taken on tenure and promotion should be by paper or
electronic ballot and the results made available upon request to the tenured faculty
permitted to vote.
After all candidates for new faculty positions have interviewed, the merits of each
candidate will be discussed in a faculty meeting. Written input on candidate
qualifications will be submitted on an evaluation form (Appendix B). Any faculty
member may fill out an evaluation form for candidate tenure-accruing and non tenure-
accruing faculty for use by the Chair in faculty hiring decisions.
Paper or electronic ballots will be used for election of faculty to the four standing
committees. The results of any paper or electronic balloting conducted should be tallied
by a departmental secretary and relayed to the faculty.
The Chair will present yearly Plans of Work and Reports of Achievements at faculty
meetings. Chairs of standing committees will present the annual report of their
committee's actions during the year.
Article V Ratification and Amendments
Section 1. These Bylaws shall become effective upon their ratification by the faculty of
the Department of Entomology & Nematology with a two-thirds majority vote,
concurrence of the Chair, and approval of the IFAS Senior Vice President.
Section 2. Proposals for amendments to these Bylaws may be made to the Chair by any
member of the faculty.
Section 3. Changes in these Bylaws shall be made by a two-thirds majority vote.
Section 4. Faculty will have one month to review and register a vote for adoption and
amendment of the Bylaws.
Department Chair Position Description
The Department Chair serves as the faculty's representative to the UF/IFAS
administration, and the administration's representative to the faculty. The primary role of
the chair is to develop excellence in entomology-nematology by functioning as a
facilitator, guiding and overseeing the Department's personnel in providing needed
services to the residents of the State of Florida.
The Department Chair provides coordination, accountability, and administrative
functions for the Department in Gainesville by:
1. Providing leadership to faculty, staff, and students in carrying out the IFAS
mission and the Land-Grant philosophy, fostering an appropriate tone, developing
a set of policies, and promoting department programs in instruction, research,
extension, and service;
2. Developing and managing human, fiscal, and physical resources in support of
departmental instruction, research, extension, and service activities, within the
constraints imposed by resource availability;
3. Developing and maintaining networks and relationships, both internal and
external to the department, including fostering interagency, interdisciplinary, and
private partnerships in support of academic functions of the Department;
4. Evaluating and rewarding excellence in all forms of scholarship.
The Department Chair also shares responsibility with Center Directors for 40 faculty at
Research and Education Centers statewide, and communicates with faculty and Center
Directors with respect to direction and evaluation of entomology-nematology faculty.
The Department Chair is directly accountable to the IAS Deans for the quality and
direction of departmental programs, to the IAS Vice President for administrative matters
and the overall administrative efficiency of the Department, and to the Faculty for
internal program management of space, personnel, and other resources provided.
Specific Tasks and Duties of the Department Chair
Facilitate development and administration of department policies, goals, and
Conduct faculty meetings
Establish department committees
Use committees effectively
Delegate some administrative responsibilities to faculty and/or committees
Facilitate development and administration of department policies, goals and
Help determine services to be supplied by the department to College, University,
Serve as an advocate for the department and its personnel
Monitor library acquisitions, and other resources and services that affect the
quality of the department and its programs
Enhance diversity of Department and oversee compliance with affirmative action
plans of the University
2. Department Programs
Communicate and facilitate vision of Department directions and programs to
faculty, students, staff, and administration
Provide oversight of class scheduling
Provide oversight of graduate student activities and research
Provide oversight of department curriculum, stimulating change as needed
Support the activities of the undergraduate and graduate coordinators
Work to assure availability of space and equipment to meet needs for teaching,
research, and extension efforts
3. Faculty Activities
Set tone of high professional, ethical, and scientific excellence in Department
Reward academic scholarship in all forms, including discovery, dissemination,
and application of knowledge
Establish processes for recruitment and selection of faculty members
Assign faculty responsibilities such as teaching, research, committee work, etc. to
faculty in Gainesville, and in collaboration with Center Directors for
departmental faculty located in RECs.
Provide oversight of peer evaluation process
Facilitate coordination among faculty for statewide programs
Monitor and evaluate faculty performance in teaching, research, extension,
service, and citizenship; communicate with Center Directors as necessary
Deal with unsatisfactory faculty and staff performance
Maintain communication between department and other units of the university
Reduce, resolve, and prevent conflict among faculty members
Encourage, when appropriate, faculty participation in departmental, college, and
university activities, including governance
4. External Communication
Serve as interface between department and deans, and other administrators
Serve as interface between department and USDA, State Department of
Agriculture, and other agencies and groups as necessary
Serve as contact for outside groups requesting information about department and
Provide for the completion of forms and surveys
Oversee production of department advertising and recruitment material
5. Budget and Resources
Communicate department needs to administration
Administer department budget (state and federal funds allocated by deans)
Provide oversight of faculty contract and grant budgets
Review travel expenditures, especially foreign travel
Coordinate special requests to deans for funding
Encourage submission by faculty of grant and contract proposals
Reallocate space and support staff to meet changing needs and requirements
6. Facilities and Office Personnel Management
Manage department facilities, including inventory control
Initiate and supervise new construction projects and renovation, as necessary
Provide for building security, safety, and maintenance, including grounds
Hire, supervise and evaluate selected staff
Supervise department personnel, record-keeping, and accounting functions
Compile information for productivity reports
7. Professional Development
Foster the development of each faculty member's interests and talents, blending
these efforts into a functional program
Encourage faculty personnel development, including participation in self
improvement programs, faculty development leaves, consulting, and
Foster excellence in teaching, research, extension, and service
Promote affirmative action
Encourage faculty to contribute to the enhancement of the department's and
institution's visibility and reputation
8. Personal Development
Keep current with developments in field of expertise
Contribute to productivity and reputation of the department through participation
in the department's programs in instruction, research, extension, and/or
Evaluation of Prospective Faculty
You are invited to evaluate the candidate according to the requirements and qualifications stated
for this position and his/her suitability to serve in the role. These evaluative comments will be
kept confidential, summarized for use by the Chair of the Department of Entomology &
Nematology, and then destroyed.
Please indicate your rating and comments and return this form as soon as you have completed the
interviewing process. Your help in this important matter is very much appreciated. Additional
comments are very useful.
Rating: Recommend highly and without reservation
Recommend with reservation
Do not recommend
Please state what factors influenced the above rating:
Other comments regarding this candidate's suitability for the position:
Contact with candidate (circle those that apply):
1. Did you review the candidate's application packet?
2. Did you attend the candidate's seminars?
a. Teaching / Research / Extension
3. Did you have individual contact with the candidate?
a. Meal / social / lab visit / group faculty visit
Please return form by email or FAX, marked confidential, by
FAX: (352) 392-0190
to John Capinera:
Mentoring and Three-Year Review of Junior Faculty
1. All tenure-track faculty must select a mentoring committee composed of at least
two tenured faculty members from within the Entomology & Nematology
department (with additional members from outside the department, if
appropriate). Faculty mentors should be chosen based on their expertise and
2. Mentees should provide their mentoring committee members with their annual
plan of work and report of accomplishments.
3. Mentors provide an annual written assessment of the mentee's progress towards
tenure to the tenure-track faculty member.
4. A mid-career review will be conducted for faculty members in the tenure
probationary period no later than the close of the third year of academic service.
5. Junior faculty will prepare a packet documenting their achievements (without
6. The packet will be emailed to all tenured departmental faculty who are invited to
review the packet and provide written comments to the Chair.
7. The Chair synthesizes faculty comments and shares this assessment with the
tenure-accruing faculty member.
8. The Chair's letter and the faculty assessment letter accompany the three-year
packet to IFAS Administration.
Guidelines for Peer Evaluation of Teaching
Entomology and Nematology
Peer Teaching Evaluation Program
1. Review Team Structure: Three members: (a) the Department Chair, (b) a
department faculty member appointed by the faculty member being evaluated, (c)
a faculty member appointed by the chair. Faculty (c) may be from outside or
inside the department.
2. Observation Frequency: Classroom activities will be assessed at least twice
before each promotion: once early in the pre-promotion period and once later in
the pre-promotion period. The faculty member should initiate the evaluation
program by conferring with the Department Chair at the beginning of the
3. Assessment Format: The review team will meet with the instructor prior to the
classroom visits to discuss course history, goals, organization, examination and
grading policy, etc. The instructor will furnish to the review team the course
syllabus, representative handouts, representative exams (including student
responses to questions), course grade summaries, etc. The review team will make
2-3 visits to-the class during the assessment period, with the instructor receiving 2
days notice of visits. The instructor will notify the review team immediately if the
proposed visit coincides with an exam or other event inappropriate for
4. Committee Report: To be presented in oral and written format by the committee
as soon as possible after the scheduled classroom visits. The instructor may
respond, in writing, and the response will become part of the evaluation
Observation Team Summary
In need of
Improvement Satisfactory Outstanding
1. Course level
2. Departmental "fit"b
3. "Fit" as a service course for other
4. Course organization
6. Other handouts
7. Quizzes and exams
8. Final grade distribution
9. Instructor enthusiasm
10. Classroom technique
12. Student involvement/
13. Overall course rating
Outstanding performance far surpasses the expected level for such activities in most
Satisfactory performance meets expected level for such activities in most respects.
In Need of Improvement performance fails to meet expected levels for such activities in
several key respects.
a Course level numbering is consistent with content and work load, course
description, and student enrollment.
b Course complements other course offerings in department (not applicable to
c Course complements other course offerings in College or University.
Classroom Instruction Evaluation Form
Entomology and Nematology
Peer Teaching-Observation Program
Date of Pre-Class Visitation Session
Written materials provided:
Resources (Budget, facilities and TA's) to teach course
Level of presentation and currency of material
Effective teaching approaches
Other noteworthy items