Group Title: Unit shared governance bylaws
Title: Department of Family, Youth and Community Services
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Permanent Link: http://ufdc.ufl.edu/UF00091704/00002
 Material Information
Title: Department of Family, Youth and Community Services
Series Title: Unit shared governance bylaws
Physical Description: Book
Language: English
Creator: Institute of Food and Agricultural Sciences, University of Florida
Publisher: Institute of Food and Agricultural Sciences, University of Florida
Place of Publication: Gainesville, Fla.
Publication Date: 2008
 Record Information
Bibliographic ID: UF00091704
Volume ID: VID00002
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved by the source institution and holding location.

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BYLAWS OF
DEPARTMENT OF FAMILY, YOUTH AND COMMUNITY SCIENCES
UNIVERSITY OF FLORIDA
Ratified on September 11, 2008

Preamble

The shared goals of the faculty and administration of the Department of Family, Youth and
Community Sciences 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 Family, Youth and Community Sciences

These Bylaws establish the general principles by which the Department of Family, Youth and
Community Sciences 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
Family, Youth and Community Sciences shall be shared between the administration and the
faculty.

Article II The Faculty

Section 1. Faculty Membership
The faculty of the Department of Family, Youth and Community Sciences 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 Assistant In.

Section 2. Faculty Rights
a. Faculty have the right to know the expectations of their job assignment and how
they will be evaluated.
b. Faculty have the right to assemble without limit to discuss issues of concern.
c. Faculty have the right to open academic discourse without fear of retribution.
d. Faculty have the right file grievances.

Section 3. Faculty Responsibilities
a. Faculty are responsible for planning and conducting teaching, research, Extension
and service in a competent and professional manner.
b. Faculty are responsible for the professional development of students, including
mentoring, and organizing, attending and presenting seminars.


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c. Faculty are responsible for contributing to the operations of the Department,
including infrastructure, social, public relations, outreach functions and others
that may be necessary as determined by the Chair and faculty.
d. 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 is
expected to follow UF and IFAS guidelines for hiring departmental faculty and staff.
The Chair may maintain a program of teaching, research and/or extension, as time
permits.

Article III Committees

Purpose and Classification

Service on Family, Youth and Community Sciences committees is the primary means by which
faculty can participate directly in the governance of the Department. Faculty shall have the
opportunity to participate in the four standing committees through which the major governance
of the Department occurs: Administrative Advisory Committee, Curriculum Committee, and
Honors, Awards and Scholarships 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 funds, long-range
planning and departmental social functions to foster community among faculty,


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students and staff. 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 various
advisory functions conducted by the Department.

An ad hoc committee, consisting of three tenured faculty members, will be selected
by the Administrative Advisory Committee in collaboration with the chair 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; 3) review the
productivity and performance of tenured faculty (at the request of the faculty member
or department chair) 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); and 4)
recommend courtesy faculty appointments. Evaluation of faculty members at the
time of their three-year mid-career review will follow the guidelines in Appendix C
(Mentoring and Three Year Review 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. Curriculum Committee
The Curriculum Committee shall be chaired by a member of the graduate faculty who
will be appointed by the Chair and shall serve a period of time to be agreed upon by
the faculty member and the Chair. Three faculty, in addition to the Undergraduate,
Graduate Coordinators and the Undergraduate Honors coordinator (if this individual
is not the Undergraduate Coordinator), will serve as members of the Curriculum
Committee, each serving three-year staggered terms. The three committee members
shall be elected by the faculty by paper or electronic ballot after nomination by the
nominating subcommittee of the Administrative Committee. One member shall rotate
off the committee each year and shall be replaced by the same election process.

The Curriculum 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 Undergraduate Services office. The
Committee Chair or other designated committee member in the Committee Chair's
absence, will make a report of the committee's actions at each faculty meeting.


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The responsibilities of the committee shall include:


1. advising on the assignment of teaching assistantships financed by department
funds
2. recommending enhancements and improvements to the undergraduate and
graduate curriculum,
3. reviewing new and revised undergraduate and graduate courses before
submission to the CALS curriculum committee,
4. reviewing and recommending graduate student admissions packets and
recommendations for faculty temporary advisor,
5. developing policies and procedures related to undergraduate and graduate
students,
6. reviewing, editing and evaluation of learning compacts,
7. reviewing and approving applications for combined degree students (4+1).

Section 3. Honors, Awards and Scholarships Committee
This committee may consist of faculty, students and staff. The committee will secure
nominations for IFAS, University, and professional honors and awards for students,
faculty and staff. The committee should have three to five members 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 4. 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
See Appendix B.

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 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 or three class meetings 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
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who will summarize the evaluation and provide it to the faculty member. (See
Appendix D for further guidelines).

Article IV Faculty Meetings

The faculty meeting is the primary means of fostering communication among all faculty within
the Department of Family, Youth and Community Sciences 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 Family, Youth and Community Sciences
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 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 appropriate evaluation form. All faculty members 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 three 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 Family, Youth and Community Sciences 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.


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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.

APPENDIX A

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 family, youth and community programs 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 is directly accountable to the IFAS Deans for the quality and direction of
departmental programs, to the IFAS 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

1. Governance
a. Facilitate development and administration of department policies, goals, and
objectives
b. Conduct faculty meetings
c. Establish department committees
d. Use committees effectively
e. Delegate some administrative responsibilities to faculty and/or committees
f Facilitate development and administration of department policies, goals and
objectives
g. Help determine services to be supplied by the department to College, University, and


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State
h. Serve as an advocate for the department and its personnel
i. Monitor library acquisitions, and other resources and services that affect the quality
of the department and its programs
j. Enhance diversity of Department and oversee compliance with affirmative action
plans of the University.

2. Department Programs
a. Communicate and facilitate vision of Department directions and programs to faculty,
students, staff, and administration
b. Provide oversight of class scheduling
c. Provide oversight of graduate student activities and research
d. Provide oversight of department curriculum, stimulating change as needed
e. Support the activities of the undergraduate and graduate coordinators
f Work to assure availability of space and equipment to meet needs for teaching,
research, and extension efforts.

3. Faculty Activities
a. Set tone of high professional, ethical, and scientific excellence in Department
b. Reward academic scholarship in all forms, including discovery, dissemination, and
application of knowledge
c. Establish processes for recruitment and selection of faculty members
d. Assign faculty responsibilities such as teaching, research, committee work, etc. to
faculty.
e. Provide oversight of peer evaluation process
f Facilitate coordination among faculty for statewide programs
g. Monitor and evaluate faculty performance in teaching, research, extension, and
service.
h. Deal with unsatisfactory faculty and staff performance
i. Maintain communication between department and other units of the university
j. Reduce, resolve, and prevent conflict among faculty members
k. Encourage, when appropriate, faculty participation in departmental, college, and
university activities, including governance.

5. External Communication
a. Serve as interface between department and deans, and other administrators
b. Serve as interface between department and USDA, and other appropriate state
agencies and groups as necessary
c. Serve as contact for outside groups requesting information about department and
programs
d. Provide for the completion of forms and surveys
e. Oversee production of department advertising and recruitment material.

5. Budget and Resources
a. Communicate department needs to administration
b. Administer department budget (state and federal funds allocated by deans)
c. Provide oversight of faculty contract and grant budgets


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d. Review travel expenditures, especially foreign travel
e. Coordinate special requests to deans for funding
f Encourage submission by faculty of grant and contract proposals
g. Reallocate space and support staff to meet changing needs and requirements
h. Coordinate with Administrative Committee on use or distribution of year end funds.

6. Facilities and Office Personnel Management
a. Manage department facilities, including inventory control
b. Initiate and supervise new construction projects and renovation, as necessary
c. Provide for building security, safety, and maintenance.
d. Hire, supervise and evaluate selected staff
e. Supervise department personnel, record-keeping, and accounting functions
f Compile information for productivity reports.

7. Professional Development
a. Foster the development of each faculty member's interests and talents, blending these
efforts into a functional program
b. Encourage faculty personnel development, including participation in self
improvement programs, faculty development leaves, consulting, and international
experiences
c. Foster excellence in teaching, research, extension, and service
d. Promote affirmative action
e. Encourage faculty to contribute to the enhancement of the department's and
institution's visibility and reputation.

8. Personal Development
a. Keep current with developments in field of expertise
b. Contribute to productivity and reputation of the department through participation in
the department's programs in teaching, research, extension, and/or service.



APPENDIX B

FYCS Mentoring Program Guidelines

Prepared by the FYCS Mentoring Committee:
Linda Bobroff, Chair
Rose Barnett
Eboni Baugh
Amy Simonne
Glenda Warren
Carolyn Wilken

February 19, 2008

Goal:


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The goal of the FYCS Mentoring Program is to help new faculty:
(a) feel welcomed and valued as new faculty in the FYCS Department;
(b) acclimate to the faculty-relevant policies and procedures of the FYCS Department,
IFAS, and UF;
(c) fulfill the professional expectations of their faculty appointment in Teaching,
Research and/or Extension, leading to personal and professional well-being of the
new faculty; and
(d) establish professional relationships that will move them forward in their professional
careers, particularly toward tenure and promotion.

Procedures:

Initial Mentor: Within the first month of employment, the Department Chair will assign an
Initial Mentor to the new faculty member. The Initial mentor will serve in this capacity during
the new faculty member's first semester on campus. FYCS faculty who have been in their
positions for at least two years may serve as an Initial Mentor.

The Initial Mentor's responsibilities are to:

1. Provide an informal orientation to the FYCS Department:
a. Be sure that the new faculty member accesses the FYCS Handbook during his
or her first week on campus.
b. Provide the Mentee with information about required documents (e.g., Plan of
Work; CRIS project as appropriate; and others).
c. Be available to answer questions about procedures and where to find
information.
2. Facilitate meetings between the Mentee and faculty with similar assignments and
interests, both within the Department and across campus.
3. Consult with the Mentee about potential Official Mentors in the Department.
4. Remind the Mentee to set-up a meeting with the Department Chair at the beginning
of their second semester to request an Official Mentor or Mentors (depending on
their assignment).
5. Share at least one social event with the Mentee and other faculty members, such as
lunch or after work social hour.

Official Mentor: By the third week of their second semester on campus, the new faculty
member will meet with the Department Chair to request an Official Mentor or Mentors. The
Official Mentor will have a similar faculty appointment as the Mentee (Teaching + Research;
Teaching + Extension; or Research + Extension) or two Mentors will be assigned to cover the
different areas of responsibility; this will be done at the discretion of the Department Chair. The
Official Mentor(s) will serve in this capacity for one year. Tenured Associate and Full
Professors (and Assistant Professors at the discretion of the Department Chair), are eligible to
serve as Official Mentors. If two Official Mentors are assigned, it will be their responsibility to
coordinate their activities to be sure that all of the following responsibilities are fulfilled.

The Official Mentor's responsibilities are to:


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1. Help mentee establish short and long-term goals for their teaching, research, and/or
Extension responsibilities, to be reviewed by the Chair.
2. Explore opportunities for collaborative work between Mentor and Mentee, such as:
a. Collaborate on professional presentations at a conference, workshop, or Extension
in-service training.
b. Co-author publications (e.g., EDIS publication, refereed abstract, journal
publication).
c. Include Mentee on a grant proposal, as collaborator, consultant, co-investigator, or
co-principal investigator, as appropriate.
d. Invite Mentee to present a session at an Extension in-service training.
e. Invite Mentee to teach a guest lecture in Mentor's class.
3. Provide technical assistance as Mentee prepares first CRIS project proposal (as
appropriate to their appointment).
4. Encourage Mentee to review the UNIFAS tutorial and to consult with PDEC staff early
in their first year; provide support and assistance as requested.
5. Help the Mentee utilize the limited funds provided for discretionary program support,
including professional development, to meet program priorities within their budget.
6. Assist Mentee in networking with community partners, state agencies, and other
potential collaborators/funders, as appropriate.
7. Assist Mentee in networking with faculty on campus, nationally, and internationally, as
appropriate and possible.
8. Keep Mentee informed about relevant RFAs, RFPs, professional conferences,
workshops, and other opportunities for professional development and growth as they
become available.
9. Inform Mentee about county Extension faculty with established programs related to
Mentee's area of responsibility, and facilitate meetings, as possible.
10. Explore opportunities for Mentee to interact with District Extension Directors, REC
Directors, and/or other faculty, as appropriate.
11. Discuss with the Mentee additional potential Mentors within the Department and/or
across campus.
12. Share at least one social event with the Mentee and other faculty members, such as
lunch or after work social hour.
13. Keep the Department Chair informed about the mentoring process.

Moving On:

After the new faculty member's first year, the Official Mentor(s) may continue to act in this
capacity and/or the new faculty member can establish additional mentoring relationships. The
Official Mentor(s) can help facilitate these new relationships, as requested by the Mentee.


APPENDIX C

Mentoring and Three-Year Review of Junior Faculty
(Use document prepared by FYCS)


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1. All tenure-track faculty must select a mentoring committee composed of at least two
tenured faculty members from within the Family, Youth and Community Sciences
department (with additional members from outside the department, if appropriate).
Faculty mentors should be chosen based on their expertise and
Research/Teaching/Extension assignment.
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 external
letters).
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.

APPENDIX D

Guidelines for Peer Evaluation of Teaching. Guidelines from CALS will be used.


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