Procedures for IUA Election, Evaluation, & Replacement Guidelines for Deans

In April 2005, the Deans at Golden West College developed this clarification of the responsibilities for electing, evaluating, and/or replacing an IUA (Department Chair). This procedure was created in accordance with the contract and its purpose is to outline a series of steps each Dean could use for consistency and to ensure compliance with contract language. Refer to the contract language copied at the end **

ELECTION

Dean will monitor the list of current IUA’s (Department Chairs), provided by the Office of Instruction by February 1 of each year, to see when the Departments included in the Division will need to have elections done. In the spring semester of any year when an IUA (Department Chair) election is to be held, the Dean will be alert to this fact and follow the succeeding steps.

Step 1:

Dean will give consideration to the release time and/or stipend compensation currently given to the IUA (Department Chair). If a change is suggested, the request will be made to the Vice President of Instruction for review and approval.

Step 2:

Prior to delivering to the Academic Senate a request for an election, the Dean will distribute to all Faculty Members in the instructional unit a list of the primary administrative duties required. That announcement shall include the released time and/or additional compensation to be provided for the performance of those duties.

Step 3:

The Dean shall request the Academic Senate to hold an election for the IUA (Department Chair) of the designated department, which will be conducted by the appropriate Senator.

Step 4:

The Senate notifies the Dean of the election results.

Step 5:

Part 1: If there is not a tie in the election, the Dean may recommend, in writing, the candidate to the appropriate Vice President. If the candidate is not acceptable to the Dean and the appropriate Vice President concurs, the reasons for the unacceptability shall be given to the candidate in writing, in confidence. The candidate may consent to reveal such reasons to the department faculty. Another election would be conducted for another candidate to serve.

Part 2: If there is a tie, a second election will be conducted by the Academic Senate. If a tie persists, the Dean may recommend one of the names submitted by the Academic Senate to the appropriate Vice President for concurrence. If neither of the candidates is acceptable to the Dean and the appropriate Vice President concurs, the reasons for the unacceptability shall be given to the candidates in writing, in confidence. The candidates may consent to reveal such reasons to the department faculty. Another brand new election would be conducted in search of another candidate to serve.

Step 6:

An agreement will be signed by the IUA (Department Chair) and the Dean and sent to the Vice President of Instruction. It will be forwarded to the appropriate Vice President, if necessary, and a copy will be sent to the Research Office.

Step 7:

The appropriate Vice President will send a letter to the IUA (Department Chair) acknowledging the appointment with the term stated in the letter. Copies will be sent to the Academic Senate and the Dean.

TERMS OF SERVICE

For a normal election, an IUA (Department Chair) will be elected in a spring semester to serve a two-year term beginning the following fall semester. In the event an IUA (Department Chair) will not finish the term for which elected, there will be another election held, preferably in the semester prior to which a new IUA (Department Chair) is needed for replacement, but could be when the need is eminent. The term for the replacement IUA (Department Chair) will be only to serve the remaining time to the end of the original term of the IUA (Department Chair) being replaced. Any elected replacement IUA (Department Chair) can serve in succeeding terms, if re-elected to do so.


EVALUATION

The purpose of the IUA (Department Chair) evaluation is to produce a result that will modify, correct and/or strengthen the performance in the position.

An IUA (Department Chair) will be evaluated in the second semester of the elected term. For most, this will be in the spring semester of the first year of the two-year term, but for replacements, it must be in the second semester, providing the replacement term is longer than one semester. Notifications of when evaluations are due will be sent to the Deans from the Research Office.

A follow-up evaluation can be done in the fourth semester at the request of 30% the faculty or the Dean. Faculty requests for evaluation shall be submitted to the President of the Academic Senate.

For each evaluation conducted, the performance reports (found in Appendix B-1 of the contract), prepared by the faculty members and Dean, will be collected by the Dean who will review the reports. They will then be presented to the IUA (Department Chair) with an accompanying summary of the reports written by the Dean. The reports and the summary will be retained by the IUA (Department Chair), but the Dean may retain copies of the report and summary which he or she has prepared. If copies are retained by the Dean, they shall not be used to affect the current or future assignment(s) or regular faculty evaluations of the IUA (Department Chair). The IUA (Department Chair) may make written comments and responses to the reports and the summary. This written response will be attached to a copy of the summary and retained by the Dean. Only at the request of the IUA, (Department Chair) may the evaluation summary be placed in his/her district personnel file.

When the evaluation is complete, notification will be sent to the Research Office in writing.

IF REMOVAL IS DEEMED NECESSARY

Dean’s request: After one full semester, the Dean may require an individual to cease serving as IUA (Department Chair) before the term has been completed. The reasons for such removal shall be given in writing to the IUA (Department Chair), in confidence. The IUA (Department Chair) may consent to reveal such reasons to the department faculty. Such removal shall be subject to the appropriate Vice President's approval.

Department faculty request: After one full semester, if the majority of the faculty submits a signed recall petition to the Academic Senate, the Academic Senate shall conduct a recall vote within two weeks of receipt of the petition. If the vote indicates no confidence, a replacement election will be conducted.

The filling of a vacant IUA (Department Chair) shall be in accordance with the contract procedure. For good cause, the Academic Senate may conduct an election at another time than the requested spring semester elections for a normal two-year term. The contract allows for the term of service to commence immediately, but not continue beyond the succeeding academic year. However,

it would allow for more consistency if the original term of service would be maintained.

**Following is current contract language which begins on page 16, in Article X . . .

Section 4. Instructional Unit Assistants.

(a) The District may utilize Faculty Members as Instructional Unit Assistants (IUAs) in positions that provide faculty representation and administrative assistance within an instructional unit (as identified and determined by the responsible Administrator). If the District determines to maintain any heretofore in effect, such as division chairpersons, instructional coordinators, and subject matter specialists, or determines to establish other positions of a similar nature during the term of this Agreement, it shall request the Academic Senate to announce and conduct an election.

(b) Faculty Members who have held fifty (50%) percent or more of their assignments in that instructional unit for at least two (2) semesters within the six (6) preceding (including the current semester) the election, are eligible to serve as Instructional Unit Assistants. Acceptance of any such position is voluntary on the part of the Faculty Member.

(c) Election procedures of candidates:

1. The election shall be held during the spring semester for positions beginning in the following academic year.

2. The election shall be conducted by the Academic Senate. The election will be the responsibility of the Senator representing the instructional unit, unless that Senator is a candidate for the IUA position. When the Senator from the affected instructional unit is thus disqualified, or otherwise unavailable to conduct the election, the Academic Senate shall delegate that responsibility to another Senator. The Senator conducting the election shall be identified at the time of the announcement of the election.

3. Nominations shall be submitted in writing by instructional unit faculty to the Senator conducting the election up to one (1) week prior to the date of the election. Eligible candidates may nominate themselves.

4. Voting shall be by written, secret ballot. Voting eligibility shall be determined by the respective Academic Senate. All ballots shall list the names of announced candidates in random order, and shall provide a space for a "write-in" candidate's name. In the event of only one Faculty Member appearing on the ballot for the position, there shall be no space for write-in candidates and the ballot shall simply state: "Should serve as Dept. IUA: Yes No ." A simple majority of those voting shall determine the name of the person to be submitted to the Dean. If the unopposed candidate does not receive an affirmative majority of those votes cast, the Academic Senate will arrange for another nomination and election to fill the position.

5. No majority vote (but without a tie). If no candidate receives a simple majority of the votes cast, in the absence of a tie vote the Academic Senate shall conduct a run-off election between the two leading candidates. The same Faculty members shall be eligible to vote in the run off election as were eligible to vote in the first election.

6. Tie vote. In the event that the Academic Senate determines that two or more leading candidates have received the identical number of votes for Instructional Unit Assistant, a second election shall be held in which all eligible Faculty Members in that division shall vote. The name of the candidate receiving a simple majority shall be submitted to the Dean.

a. If the second election by the division faculty also results in a tie vote, the names of those candidates receiving the identical number of votes shall be submitted to the Dean.

b. The Dean may recommend one of the names submitted by the Academic Senate to the appropriate Vice President for concurrence.

7. The Dean may recommend the candidate to the appropriate Vice President or, if the candidate is not acceptable to the Dean and the appropriate Vice President concurs, the reasons for the unacceptability shall be given to the candidate in writing, in confidence. The candidate may consent to reveal such reasons to the department faculty. Another election would be conducted for another candidate to serve.

(d) Position duties - Prior to delivering to the Academic Senate a request of an election, the Dean shall distribute to all Faculty Members in the instructional unit a list of the primary administrative duties required. That announcement shall include the released time and/or additional compensation to be provided for the performance of those duties (Article XI, Section 17). The IUA shall have the responsibility to present the various views and concerns of the faculty to the Dean.



(e) Evaluation of Instructional Unit Assistants:

1. Each Instructional Unit Assistant shall be evaluated once during the second semester in the position, and the fourth semester at the request of 30% the faculty or the Dean. Faculty requests for evaluation shall be submitted to the President of the Academic Senate.

2. The purpose of the IUA evaluation is to produce a result that will modify, correct and/or strengthen the IUA's performance in the position.

3. The performance reports (Appendix B-1), prepared by the faculty members and Dean will be collected by the Dean who will review the reports and present the reports to the IUA with an accompanying written summary of the reports. The summary will be written by the Dean. The reports and the summary will be retained by the IUA, and the Dean may retain copies of the report and summary which he or she has prepared. The latter copies retained by the Dean shall not be used to affect the IUA=s current or future assignment(s) or Article VIII evaluations.

4. The IUA may make written comments and responses to the reports and the summary. This written response will be attached to a copy of the summary and retained by the Dean.

5. Only at the request of the IUA, the evaluation summary shall be placed in his/her district personnel file.

(f). Terms of Service

1. The Instructional Unit Assistant shall be elected for a term no less than one (1) semester, nor more than four (4) semesters and may be reelected for additional terms.

2. In cases where removal may be necessary

a. After one (1) full semester, the Dean may require an individual to cease serving as Instructional Unit Assistant before that individual's term has been completed. The reasons for such removal shall be given in writing to the IUA, in confidence, who may consent to reveal such reasons to the department faculty. Such removal shall be subject to the appropriate Vice President's approval.

b. After one (1) full semester, if the majority of the faculty submits a signed recall petition to the Academic Senate, the Academic Senate shall conduct a recall vote within two (2) weeks of receipt of the petition.

1) The ballot shall simply state: "Should continue to serve as Dept. IUA: Yes___ No ." Voting shall be by written, secret ballot. Ballots shall then counted by two members of the Academic Senate selected from among the Senators of other instructional units. The selected Senators shall announce the results to the instructional unit faculty, and also post the results.

2) If a simple majority of all eligible voting instructional unit faculty vote "No," the IUA will be removed from office. The Unit Senator will then arrange for another election to fill the position.

3) No reference to the recall will be placed in the IUA regularly cycled evaluation nor the Faculty Member's District Personnel File. The official tally of the ballot count shall be retained by the Academic Senate. All other written material relating to the above process must be destroyed ten (10) working days after the recall vote, unless the Academic Senate determines their further retention is necessary to resolve a dispute over the recall election.

(g) Vacancies:

The filling of a vacant IUA position shall be in accordance with Section (c) 2-5, above. For good cause, the Academic Senate may conduct an election at another time than provided in Section 4(c)1. In the latter event, the term of service shall commence immediately, but not continue beyond the succeeding academic year.

April, 2005