University of Nevada, Reno Student Services Bylaws

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Part 1- Introduction

Chapter I – BYLAWS

1. AUTHORIZATION
These Bylaws are authorized by Part 2, Chapter I, Section 5, of the University of Nevada, Reno Bylaws.

2. SCOPE OF THE BYLAWS
These Bylaws provide for the organizational and administrative structure and personnel policies and procedures for the faculty of the Student Services Division and shall be consistent with the laws of the United States, the laws of the State of Nevada, the University and Community College System of Nevada Code (UCCSN Code), and the University of Nevada, Reno Bylaws. In the event of a conflict between the Student Services Bylaws and the University of Nevada, Reno Bylaws and/or the UCCSN Code, the latter shall prevail. Theses Bylaws shall be considered as adopted and in full force and effect upon approval by a majority of the Student Services faculty (voting by written secret ballot), by the Vice President for Student Services, and by the President of the University.

3. AMENDMENT OF BYLAWS
Any member of the Student Services faculty may propose amendments to these Bylaws. Proposed amendments shall be submitted in writing to the Vice President for Student Services who shall refer them to the Division Personnel Committee within ten (10) working days for review and recommendations. The Division Personnel Committee must review and make recommendations to the Vice President for Student Services within twenty (20) working days. If approved by a majority of the Division Personnel Committee, the proposed amendment shall be considered as adopted and in full force and effect upon approval by a majority of the Student Services faculty (voting by written secret ballot), by the Vice President for Student Services, and by the President. Amendments may also be considered if presented by petition of 20% of Student Services faculty to the Vice President for Student Services. Minor editorial changes which do not affect the context or meaning may be made without formal amendment.

4. INTERPRETATION OF BYLAWS
Questions of interpretation of the Bylaws shall be directed to the Division Personnel Committee, which shall review the questions and forward recommendations within twenty (20) working days after receipt of inquiries to the Vice President for Student Services. The Vice President for Student Services shall rule on the questions within ten (10) working days after receipt of the Division Personnel Committee’s recommendations.

Part 2 – Organization of the Student Services

Chapter I – DIVISION AND DEPARTMENT

5. DIVISION OF THE UNIVERSITY
Student Services is the Division within the University that provides a wide range of services to meet the needs of the students and the University community, sponsors special programs which are designed to supplement other formal academic programs, and promotes the development of the individual.
Our Division of Student Services provides a quality learning environment. We foster a community where open inquiry and the lifelong pursuit of knowledge are valued. We help this community thrive by providing high quality, collaborative services and programs, nurturing a diverse campus climate, and promoting a safe environment. We make a positive difference in people's lives.

6. UNITS OF STUDENT SERVICES
Units of the Student Services Division are:

Student Success Services
Student Life Services
Enrollment Services
Office of the Vice President

7. CHANGES IN ORGANIZATION
The creation, abolition, transfer, or any significant modification in the organization, function, structure or location of Student Services or in its Units/department, or the creation or abolition of any administrative position up to but not inclusive of the level of Vice President for Student Services requiring approval by the Board of Regents shall become effective only after substantial review and consideration by all the faculty present at a Student Services faculty meeting, recommendations of the Vice President for Student Services, and approval by the President.

Chapter II – THE CHIEF ADMINISTRATIVE OFFICER OF STUDENT SERVICES AND STUDENT SERVICES ADMINISTRATION

8. THE VICE PRESIDENT FOR STUDENT SERVICES
The chief administrative officer of the Student Services Division shall be the Vice President for Student Services who is responsible for the general administration and performance of the Student Services Division.

9. RESPONSIBILITIES AND DUTIES
The responsibilities and duties of the Vice President for Student Services are prescribed by the President of the University in accordance with the UCCSN Code. The Vice President for Student Services is responsible to the President.

10. STUDENT SERVICES ADMINISTRATION
The Vice President for Student Services may be assisted in the conduct of the duties of the Student Services Division by Assistant Vice Presidents, Directors, and other administrative faculty.

11. RESPONSIBILITIES
The responsibilities and duties of Assistant Vice Presidents and others who report to the Vice President for Student Services, shall be specified by the Vice President for Student Services.

12. THE VICE PRESIDENT’S COUNCIL
There shall be a Vice President’s Council composed of the Assistant Vice Presidents and others who report to the Vice President for Student Services (and others invited by the Vice President for Student Services), who act in a policy recommending/advisory capacity to the Vice President for Student Services. The Vice President for Student Services shall chair the committee.

13. BOARDS AND COMMITTEES
The Vice President for Student Services may establish and appoint Division boards and committees. Non-confidential reports of such boards and committees shall be made available to all Student Services faculty.

Chapter III – FACULTY

14. FACULTY GOVERNANCE
The faculty shall govern itself in accordance with these Bylaws, subject to the constitution and laws of the United States, the constitution and laws of the State of Nevada, the UCCSN Code, and the University of Nevada, Reno Bylaws.

15. FACULTY
The faculty shall consist of all persons holding authorized professional positions as provided in Subsection 1.4.5 of the UCCSN Code. Faculty employed on letters of appointment are not voting members of the faculty.

16. FACULTY LEVELS
Administrative faculty – There shall be seven levels of salary ranges designated for contract purposes for Administrative faculty. These levels shall be referred to by numerals 1 through 7.

17. FACULTY CONTRACTS
Reference: Part 2, Chapter III, 18b, University of Nevada, Reno Bylaws.

18. FACULTY IN AUTHORIZED CONTINUING PART-TIME POSITIONS
Reference: Part 2, Chapter III, 19, University of Nevada, Reno Bylaws.

19. EMERITUS FACULTY
Reference: Part 2, Chapter III, 21, University of Nevada, Reno Bylaws

20. ADJUNCT OR CLINICAL FACULTY
Reference: Part 2, Chapter III, 22 (a,b,c), University of Nevada, Reno Bylaws.

21. ORGANIZATION OF FACULTIES
Reference: part 2, Chapter III, 23 (a,b), University of Nevada, Reno Bylaws.

22. MEETINGS OF THE FACULTY
The faculty may hold meetings for discussion of, or recommendation on, any matter concerning programs, policies, functions, or faculty welfare. Meetings of the faculty may be called: 1) by the Vice President for Student Services; or 2) by a petition signed by ten percent of the voting faculty and submitted to the Vice President for Student Services, or 3) called by the Division Personnel Committee. Meetings called by petition shall be convened by the Vice President for Student Services within ten (10) working days of receipt of the petition. Meetings called by the Division Personnel Committee shall be convened by the Division Personnel Committee Chair.

Chapter IV – THE FACULTY SENATE

23. FACULTY SENATE
Reference: Part 2, Chapter IV, 25, University of Nevada, Reno Bylaws.

Part 3 – Faculty Personnel Policies

Chapter I – FACULTY RIGHTS

24. RIGHTS
Reference: Part 3, Chapter I, 28, University of Nevada, Reno Bylaws, recognizing also professional standards and ethical codes for the following: American Association for Marriage and Family Therapy, American Association of Collegiate Registrars and Admissions Officers, American Counseling Association, American College Personnel Association and its Divisions, American Council on Education, American Psychological Association and its Divisions, International Association – Chiefs of Police, National Academic Advising Association, National Association of College Admissions Counselors, National Association of College and University Business Officers, National Association of College and University Housing Officers – International, National Association of College Auxiliary Services, National Association of College Stores, National Student Employment Association, National Association of Student Personnel Administrators, National Colleges Athletic Association.

25. ACADEMIC FREEDOM
Reference: Part 3, Chapter I, 29, University of Nevada, Reno Bylaws.

26. OATHS
Reference: Part 3, Chapter I, 30, University of Nevada, Reno Bylaws.

27. PERSONNEL FILE
Reference: Part 3, Chapter I, 31, University of Nevada, Reno Bylaws.

28. CONTENTS OF FILES
Reference: Part 3, Chapter I, 32, University of Nevada, Reno Bylaws.

29. ACCESS TO AND MODIFICATION OF FILES
Reference: Part 3, Chapter I, 33 (a,b,c,), University of Nevada, Reno Bylaws.

Chapter II - GRIEVANCES

30. GRIEVANCES
Reference: Part 3, Chapter II, 34-39, University of Nevada, Reno Bylaws.

Chapter III – PROFESSIONAL RESPONSIBILITIES, EVALUATION, AND PERSONNEL RECOMMENDATIONS

31. PROFESSIONAL RESPONSIBILITIES
All personnel evaluations shall be made on the basis of a record of effectiveness, efficiency and ability to perform specified professional responsibilities. The specifications of the professional’s responsibilities are presented in the following documents: The Position Description Questionnaire, the Job Description, where applicable, and the appropriate evaluation form. These documents outlining professional responsibilities are subject to review and approval of the Vice President for Student Services.

32. EVALUATION
Each faculty member shall complete the current self-evaluation form as provided. Each faculty member shall be evaluated according to specified professional responsibilities in order to assess the quality of professional performance. The evaluation of each person shall carry a signed statement indicating that he/she has read the evaluation. If the faculty member disagrees with any part of the evaluation, he/she may submit a written statement which shall be attached to the written evaluation and become a part thereof.
Evaluation of faculty shall be conducted in accordance with the following schedule:

Each faculty member shall be evaluated annually by his/her supervisor, using the appropriate evaluation form. If a faculty member is dissatisfied with his/her final evaluation, he/she may appeal to the Vice President for Student Services. The Division Personnel Committee may be utilized for purposes of recommendation, either at the discretion of the Vice President for Student Services or at the request of the appealing faculty member.
Each supervisor shall be evaluated annually by those faculty members who report to that supervisor, and in the case of Assistant Vice Presidents, by all faculty within that Unit. The evaluation tool and the evaluation procedure shall be designated by the Division Personnel Committee in accordance with university personnel policies. The procedure for the evaluation of immediate supervisors is described in Appendix A. The findings of these evaluations shall be sent to the supervisor or Assistant Vice President who was evaluated and forwarded to the Vice President for Student Services on the 10th working day thereafter.
The Vice President for Student Services shall be evaluated biennially using the appropriate evaluation form as provided by the Division Personnel Committee. This evaluation shall be conducted in even numbered years before salary decisions are made for the following year. All faculty shall be invited to complete the appropriate form to evaluate the Vice President for Student Services. The Vice President’s Council will compile information, discuss the evaluation with the Vice President for Student Services, and forward it to the President.

33. PERSONNEL RECOMMENDATIONS
Personnel recommendations occur at two levels: Supervisor and the Vice President for Student Services.

Immediate supervisor – the faculty member’s immediate supervisor shall complete the designated section of the appropriate evaluation form. The supervisor shall use relevant criteria in the evaluation, such as: Job Knowledge, Productivity, Quality of Work, Initiative, Use of Time/Attendance, Planning/Follow-up, Decision Making/Independent Judgment, Community Services, Contributions to the Profession, Creative Innovations, and others. Facts used to assess these criteria may include level of expertise, attitude, cooperation, innovations, reliability, enthusiasm, acceptance of increasing responsibilities, adaptation to changing job requirements, upgrading qualifications, acquiring new knowledge, activity in professional organizations, other professional contributions, university and community service, and effective and positive communication skills. Non-applicable rating(s) may apply if previously agreed upon by both the supervisor and the faculty member. The supervisor and, where appropriate, the Assistant Vice President shall conduct an evaluation/planning session with the faculty member.
The Vice president for Student Services – The Vice President for Student Services shall review the recommendations of the Supervisor, the evaluation results, plus any attachments for each faculty member. From this information, the vice President for Student Services shall develop a salary schedule for distributing merit pay according to a predetermined formula consistent with current policy, provided that funding for the payment of such merit increases is available. The Vice President for Student Services will (1) notify the supervisors of the outcome of the distribution of the merit process; (2) send a memo to the Division Personnel Committee indicating the final overall Unit evaluations by listing the number of faculty in each of the appropriate rating categories, and (3) forward all appropriate materials to the President.

A meritorious evaluation is a matter of record, a recognition of performance deserving special note, regardless of the current availability of funds for direct merit award.

34. SALARY INCREASES
There are three methods of increasing salary:

Reassignment, defined as the addition and/or reassignment of permanent and/or temporary duties.
Protection of Real Income, defined as [range] adjustments that occur to reflect cost-of-living increases and that are made upon the evidence of satisfactory performance and the availability of funds.
Performance Increases, defined as increases granted to administrative faculty depending on overall evaluations and the availability of funds. Faculty hired at the beginning of the fall term of the current year may be considered for performance increases (i.e., merit) for meritorious contributions within their first year of employment.

35. DIVISION PERSONNEL
The Division Personnel Committee shall be composed of one representative selected form each Unit with between 1 and 6 faculty members, two representatives selected from and by Units with 7 to 17 faculty members, and three representatives selected from and by Units with 18 or more faculty members. Selections, based on two-year overlapping terms, shall be made by faculty within each Unit during January of each calendar year. Upon completion of a term a faculty member is not eligible to serve another term for a period of one year. The committee shall be convened by the Vice President for Student Services for purposes of electing a chairperson no later than the first week of February each year. Members of the committee shall elect officers. Officers of the committee shall include a chairperson and a chairperson-elect. Specific charges of the Division Personnel Committee shall be as follows: (1) It shall serve as an appeals board for professional evaluations [reference paragraph 32 (a) of these Bylaws] and make recommendations to the Vice President for Student Services; (2) It shall be responsible for making recommendations on proposed amendments to and interpretations of these Bylaws; (3) It shall monitor merit distributions throughout the Division (see paragraph 33 of these Bylaws); (4) It shall submit nominees for the position of Acting Vice President for Student Services to the President. It may also address other personnel issues as seem appropriate. All members of the faculty except the Vice President for Student Services and the Assistant Vice presidents shall be eligible to serve on this committee; and (5) It shall serve as the repository of specific procedures/processes as described by these Bylaws.
Faculty members involved in an appeal under paragraph 32 (a) above as either a petitioner or a respondent shall not serve on the Division Personnel Committee while so involved. If a member of the Division Personnel Committee brings an appeal before the Committee, that member shall be replaced on the committee during said appeal. Likewise, if an appeal is brought before the committee by a faculty member whose supervisor is on the committee, that supervisor shall be replaced on the committee for the duration of that particular appeal. Replacements in both instances shall be drawn by lot from the pool of eligible faculty members in the Unit from which the member being replaced comes, but in no instance shall another respondent replace a respondent.

36. SABBATICAL LEAVE AND FACULTY PROFESSIONAL DEVELOPMENT LEAVE
Any faculty member having served full-time on either a ten or a twelve-month contract for six or more salaried years without a sabbatical or professional development leave, is eligible to apply for sabbatical or faculty professional development leave.

Chapter IV – TENURE

37. REFERENCES

Part 2, Chapter III, Section 17 of these Bylaws.
Part 3, Chapter IV of the University Bylaws.

Chapter V – NONREAPPOINTMENT, DISMISSAL, TERMINATION AND CHANGES IN CONTRACTUAL STATUS

38. REFERENCE
Part 3, Chapter V of the University of Nevada, Reno Bylaws.

Chapter VI – SEARCH, SELECTION AND APPOINTMENT PROCEDURES

39. VACANCY AS VICE PRESIDENT FOR STUDENT SERVICES
Reference: Part 3, Chapter VI, 65, University of Nevada, Reno Bylaws.

40. ACTING VICE PRESIDENT FOR STUDENT SERVICES
If there will be a period of time between terms of successive Vice Presidents for Student Services, the Division Personnel Committee may submit nominees to the President. The President shall make the final appointment.

41. VACANCY AS ASSISTANT VICE PRESIDENT/DIRECTOR
A national search must be conducted pursuant to the Student Services selection procedures approved by the Vice President for Student Services. In those cases where a national search is not feasible, due to budgetary or other restrictions, the Vice President may, in consultation with the Personnel Committee, recommend a local or regional search and/or appointments due to reorganization. The selection process shall follow the University Affirmative Action procedures as well as provisions of the UCCSN Code and the University of Nevada, Reno Bylaws. The Vice President for Student Services shall consult with the departmental staff before recommending an appointment to the President. The Vice President for Student Services shall appoint the Assistant Vice President/Director’s Search Committee. At least three members of the committee shall be from different Units of Student Services. At least one member shall be from the department where the vacancy occurs. Not more than two members shall be Assistant Vice Presidents/Directors and at least one member shall be a student. Both women and ethnic minorities must be represented on the committee.

42. ACTING ASSISTANT VICE PRESIDENT/DIRECTOR
An Acting Assistant Vice President/Director shall be appointed by the Vice President for Student Services if there will be a period of time between the terms of the successive administrators. The Acting Assistant Vice President/Director shall be eligible to apply for the permanent position.

43. FACULTY VACANCY
Recommendations for the appointment of new faculty shall originate in the Unit concerned, shall follow University Affirmative Action procedures, and shall comply with provisions of the UCCSN Code and the University of Nevada, Reno Bylaws. Student Services’ selection procedures shall be approved by the Vice President for Student Services and made available in writing to departmental personnel.

44. GENERAL
Where candidates are competing for designated positions, committees, etc., voting within the Student Services Division shall be by secret ballot:
In addition, the following guidelines must by followed:

The Vice President for Student Services shall ask the chairperson of the Division Personnel Committee to assist in counting all ballots. In instances where there is a conflict of interest (e.g., the chairperson of the Division Personnel Committee is a candidate), the Vice President for Student Services shall request a faculty member who has no conflict of interest to assist in the counting of ballots.
Faculty who plan to be away are encouraged to leave their written proxy with another faculty member.

45. REVIEW OF BYLAWS
These Bylaws are to be reviewed at least every three years by the Student Services Bylaws Committee. The Student Services Bylaws Committee will be composed of members of the Division Personnel Committee and any other interested Student Services Faculty. The Bylaws Committee reports to the Division Personnel Committee.

Appendix A

Procedure for Supervisor Evaluation

Identify professional staff with at least one other professional staff member reporting to him/her. Create a grid of student services staff in each of the three Units, and teams from each Unit verify reporting lines.
Create a spreadsheet from the grids to generate labels for packets of forms. The forms are distributed with a pre-labeled return envelope. The labels are color-coded to indicate which Unit they are from. Staff should receive materials to evaluate their immediate supervisor, department director, and AVP annually. All professional staff will receive materials to evaluate the Vice President every other year.
The sealed evaluations are returned to the chair of the committee.
For the evaluation of supervisors and AVPs, the chair brings the sealed envelopes to the committee meeting. Evaluations for the Vice President are delivered to the Vice President’s Council.
For the evaluation of supervisors and AVPs, the Personnel Committee is divided into three teams. Each team is given evaluations for supervisors who are not in their Unit. For example, the Enrollment Services team does evaluations for Student Life, etc.
A representative from each team is present when the evaluations are scanned and the reports are printed. Two copies of each report are printed: one for the supervisor, the second for the Vice President. The data and report files are deleted as soon as the reports are printed. The narrative comments are summarized and typed by members of the team.
The committee as a whole meets to verify all the evaluations are complete. The chair receives each team’s reports and verifies that all team members have reviewed the reports and are satisfied with their accuracy. Each team leader puts the summary of narrative and the evaluation report in an envelope addressed to the individual supervisors evaluated. These envelopes are posted in the campus mail. Each team leader gives the chair a single envelope containing the copies to be sent to the Vice President at the end of the waiting periods described below. The team leader signs the seal; the seal cannot be broken except in the presence of the team leader.
After a 10-day waiting period, the copies of the evaluation reports and the summary of narrative are sent to the Vice President. If a supervisor feels his/her report is in error, the Committee will rescan the survey forms and print a new report. The Committee will also review the respondents’ narrative comments to verify the accuracy of the "Summary of Narrative Comments." The Committee will make changes to the summary if necessary. The supervisors evaluated are not permitted to see the original survey documents, only to ask that the Personnel Committee review the materials to verify the accuracy of the original report.
If the supervisor disagrees with any part of the evaluation, s/he may submit a written statement to the committee within 9 days. The statement must be delivered to the appropriate team leader in a sealed envelope. The statement shall be attached to the evaluation and become a part thereof.
After a second 10-day waiting period in which the Vice President may ask the committee to rescan and/or review the original survey documents, the original survey materials are destroyed in the presence of the entire Committee. The Vice President is not permitted to see the original survey documents, only to ask that the Personnel Committee review the materials to verify the accuracy of the original report.

As Ammended June 1, 2004