Rev. 9.2018 College of Education, Health and Aviation Handbook 1 Oklahoma State University College of Education, Health and Aviation, Health and Aviation Handbook Revised September 2018 Table of Contents Section I: College Structure and Goals A. Description B. Mission Statement C. Statement on Diversity D. Strategic Plan 1. Core Values 2. Goals, Critical Success Factors, Objectives, and Strategies E. Organizational Chart 1. College of Education, Health and Aviation Organizational Chart with Names and Position Titles 2. School of Community Health Sciences, Counseling and Counseling Psychology 3. School of Kinesiology, Applied Health and Recreation 4. School of Teaching, Learning and Educational Sciences 5. School of Educational Foundations, Leadership and Aviation 6. College of Education, Health and Aviation Flight Center F. Shared Governance 1. Purpose 2. Guiding Principles of EHA Shared Governance 3. EHA Leadership Team Configuration 4. EHA Standing Committee Responsibilities and Configuration 5. Election of Representatives and Implementation Timelines 6. Shared Leadership Communication G. Staff Action Team H. Professional Education Council I. Student Committees J. College Administration 1. Dean and Director of Professional Education 2. Associate Dean of Undergraduate Studies and Assessment, and Director of Student Academic Services 3. Associate Dean of Graduate Studies and Research 4. School Heads 5. Associate School Heads K. Administrative Position Search Procedures 1. General Procedures 2. Search Committee
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Rev. 9.2018 College of Education, Health and Aviation Handbook 1
Oklahoma State University
College of Education, Health and Aviation, Health
and Aviation
Handbook Revised September 2018
Table of Contents
Section I: College Structure and Goals
A. Description
B. Mission Statement
C. Statement on Diversity
D. Strategic Plan
1. Core Values
2. Goals, Critical Success Factors, Objectives, and Strategies
E. Organizational Chart
1. College of Education, Health and Aviation Organizational Chart with Names and
Position Titles
2. School of Community Health Sciences, Counseling and Counseling Psychology
3. School of Kinesiology, Applied Health and Recreation
4. School of Teaching, Learning and Educational Sciences
5. School of Educational Foundations, Leadership and Aviation
6. College of Education, Health and Aviation Flight Center
F. Shared Governance
1. Purpose
2. Guiding Principles of EHA Shared Governance
3. EHA Leadership Team Configuration
4. EHA Standing Committee Responsibilities and Configuration
5. Election of Representatives and Implementation Timelines
6. Shared Leadership Communication
G. Staff Action Team
H. Professional Education Council
I. Student Committees
J. College Administration
1. Dean and Director of Professional Education
2. Associate Dean of Undergraduate Studies and Assessment, and Director of Student
Academic Services
3. Associate Dean of Graduate Studies and Research
4. School Heads
5. Associate School Heads
K. Administrative Position Search Procedures
1. General Procedures
2. Search Committee
Rev. 9.2018 College of Education, Health and Aviation Handbook 2
3. Interview and Selection Process
4. Guidelines for Hosting Administrative Candidates on Campus
5. Policy for Recruitment Expenses of Administrative Candidates
6. Procedures for Covering Recruitment for Administrative Candidates
7. Payment of Expenditures for Administrative Candidates during the visit
Section II: Academic Programs
A. Academic and Curricular Processes
1. Timelines
2. Development and Modification of Courses and Programs
B. Policy on Accreditation
Section III: Faculty
A. Appointment, Reappointment, Promotion and Tenure
1. Faculty Appointment
2. ARPT Documents
3. Appraisal and Development Program
B. Faculty Workload Guidelines
1. Faculty Roles and Responsibilities
2. Class Assignments
3. Office Hours
4. Load Policy
C. University/College/Department Service
D. Outside Activities
E. Sabbatical Leave Policy
1. University Policy
2. College of Education, Health and Aviation Procedures
3. Sabbatical Leave Conditions
4. Special Circumstances
5. Sabbatical Project Goal(s) and Expected Results
6. Sabbatical Leave Location
7. Sabbatical Project Description
8. Sabbatical Leave Financial Assistance
9. University Obligations while on Sabbatical Leave
10. Sabbatical Project Report
F. Adjunct Faculty
1. Initiating and Terminating Adjunct Appointments
G. Emeritus Faculty
H. Endowing Chairs and Policies
I. Faculty Development Policy
1. General Expectations
2. Provisions for Faculty Development
3. Initiatives
Rev. 9.2018 College of Education, Health and Aviation Handbook 3
J. Faculty Position Search Procedures
1. General Procedures
2. Search Committee and chair
3. Interview and Selection Process
4. Guideline for Hosting Candidates on Campus
5. Policy for Recruitment Expenses
K. Procedures for Covering Recruitment Expenses
1. Advertisement of Positions
2. Travel arrangements and Hotel Accommodations
For Candidates
3. Payment of Expenditures during Visit
Section IV: Students
A. Mission of Student Academic Services
B. Academic Advising
C. Scholarships and Assistantships
1. Scholarships
2. Assistantships
D. Mentoring of Students
E. Academic Appeals Process
F. Contact Personnel
Section V: Facilities
A. College of Education, Health and Aviation Accommodations
B. Willard Policies and Procedures
1. General Space Use and Allocation Philosophy
2. Office Space
3. Willard Room Scheduling
4. Available Rooms
5. Building Access
6. Contact Personnel
C. Colvin Center Policies and Procedures
1. Building Access
2. Display Cases & Keys
3. Classroom and Conference Room Scheduling
4. Contact Personnel
D. Duplicating and Mail Services
1. Policies and Procedures
2. Contact Personnel
E. Telephone Access and Usage
1. Telephone Usage
2. Emergency and Non-emergency Numbers
3. Academic Building Emergency Numbers
4. Academic Building Emergencies
Rev. 9.2018 College of Education, Health and Aviation Handbook 4
Section VI: Technology
A. General Information
1. Purchasing
2. Personal User IDs
3. Electronic Mail
B. Technology Support
1. Computer Support Requests
2. Priority System
3. Educational Technology Center (ETC)
4. EHA Website
5. Technology Training
6. Contact Personnel
C. Classroom Technology Available
1. Standard Classrooms
2. Special Classrooms
3. Seminar Rooms
4. Equipment Available for Faculty Checkout
D. Colvin Center Technology
1. Contact Personnel
E. Other Computer Labs
Section VII: Office of Education Extension
A. Policy and Procedures
1. Mission
2. Services
3. Contact Personnel
4. Education Extension Credit Course Proposal
Section VIII: Office of Graduate Studies and Research (GSAR)
A. Graduate Studies
1. Mission
2. Staffing
3. Graduate Programs
4. New or Modified Programs
5. Contact Personnel
B. Research
1. Mission
2. Proposal Submission Protocols
3. Staffing
4. Proposal Submission Procedures
5. Facilities and Administration (F&A) Costs
6. Contact Personnel
Rev. 9.2018 College of Education, Health and Aviation Handbook 5
Section IX: Office of Development
A. Purpose
B. Policies and Procedures
C. Contact Personnel
Section X: EHA Business & Finance Office
A. Procedures for Processing Priority Items
1. Priority Items
2. Contact Personnel
B. Procedures for Out-of-State and Out-of-Country Requests and Reimbursements and In-
State Travel Reimbursements
1. Out-of-State and Out-of-Country Requests and Reimbursements
and (4) EHA planning and resource allocation. When appropriate, the committee may form
requisite task forces and/or ad hoc committees with additional faculty, staff, student, or other
representation to provide policy review and recommendation.
The Programs and Planning Committee includes:
1. two tenured or tenure-line faculty members from each school and one alternate representative
(to attend if one of the two representatives cannot attend);
Rev. 9.2018 College of Education, Health and Aviation Handbook 28
2. Associate Dean for Academic Affairs (ex officio);
3. one staff representative (ex officio).
Figure A-1
EHA Standing Committee Structure
EHA Leadership Team
EHA Program and PlanningEHA Faculty Development
and ResearchEHA Student Affairs
Rev. 9.2018 College of Education, Health and Aviation Handbook 29
F5 Election of Representatives and Implementation Timelines
The format for the election of committee representatives and at-large representatives is
shown in Figure B. The committee representatives from each department/school will be
elected for each of the three standing committees as follows:
1. one committee representative, one-year term (Only one representative for student
affairs to be elected for two-year term)
2. one committee representative, two-year term, elected during even-numbered years
F6 Shared Leadership Communication
The Shared Leadership Team is an integral part of the communication process. Meetings
of the standing committees and the Shared Leadership Team are open meetings with the
exception of deliberations about sensitive personnel matters.
Minutes. Minutes of any ad hoc committees or task forces created by one of the three
committees will be submitted to the particular committee. Minutes of each of the three
committee meetings will be posted electronically. Minutes of Shared Leadership Team
meetings will be sent electronically to all faculty members, chair of the Staff Action
Team, and chair of the EHA Student Council.
Meetings. Meetings of the three committees and Shared Leadership Team will be hold
regularly schedule meetings or meet as needed as determined by the committee during
the academic year, and the agenda will be posted one week in advance by e-mail.
Meetings of the Shared Leadership Team will also be held no less than once a month
during the academic year and the agenda posted one week in advance.
Equal representation – some statement to the effect of:
Full and open meetings of the entire EHA faculty and/or in electronic communications to
all faculty are generally where voting on policies and issues takes place. The Shared
Leadership Team is comprised of representatives of the entire faculty. Equal
representation of all parts of the EHA is important for fostering an environment of all
voices being represented and heard with no one group having more representation than
others.
Rev. 9.2018 College of Education, Health and Aviation Handbook 30
G. Staff Action Team
The College of Education, Health and Aviation Staff Action Team is organized for the
following purposes:
• To serve as an advisory and representative body for the staff in the College of
Education, Health and Aviation;
• To participate in an advisory and referral capacity to the Dean and College
administration on policies which may affect staff, directly or indirectly;
• To promote the general welfare of the College of Education, Health and
Aviation staff; and
• To serve as a staff/liaison/communication link between unit and
administration.
The SAT Bylaws can be found in Appendix B.
H. Professional Education Council
The Professional Education Council coordinates teacher education programs at
Oklahoma State University. The Professional Education Council is predicated in part on
the definition of a “professional education unit” as defined by the National Council for
the Accreditation of Teacher Education (NCATE). NCATE defines the professional
education unit as:
The professional education unit is the institution, college, school,
department, or other administrative body with responsibility for managing
or coordinating all programs offered for the initial and continuing
preparation of teachers and other school personnel, regardless of where
these programs are administratively housed. Also known as the
“professional education unit.” (NCATE Professional Standards 2002, p.
57)
At Oklahoma State University, the College of Education, Health and Aviation is formally
recognized as the institution’s “professional education unit” for administrative purposes.
Moreover, the Board of Regents recognizes the Dean of the College of Education, Health
and Aviation as the University’s Director of Teacher (Professional) Education. The
Professional Education Council is the organizing and coordinating body reflecting the
more broadly defined unit structure - that which encompasses all professional education
programs at the institution, including but not limited to those in teacher education.
The Professional Education Council serves in the following general capacities for all
programs which prepare professional school personnel at Oklahoma State University:
• reviewing and approving all policies governing the preparation of school
professionals and recommending their implementation to the appropriate
administrative units;
Rev. 9.2018 College of Education, Health and Aviation Handbook 31
• promoting coordination among faculty in the various academic units which
prepare school professionals through degree programs;
• providing a forum for discussion of plans and policies related to the preparation of
school professionals among members of the extended community (including the
public and business sectors) who are stakeholders in improving education;
• enabling a unified, broadly based, and representative body for communication
with the University central administration, with local and state education
agencies, with professional associations and with national accrediting agencies
regarding the preparation of school professionals at Oklahoma State University.
In addition, the Professional Education Council shall be advisory to the Dean of the
College of Education, Health and Aviation as the Director of Professional Education, and
to other administrators as appropriate, in the following activities:
• candidate admission, monitoring, retention, and evaluation;
• faculty selection, evaluation, and development;
• course and program planning, development, evaluation, and improvement;
• goal setting within the mission of Oklahoma State University.
• building and sustaining a culturally diverse student body and faculty.
The Bylaws of the Professional Education Council are found in Appendix A.
I. Student Committees
See Section IV of the Handbook.
J. College Administration: Position Descriptions
J-1 Dean and Director of Professional Education
Dean
• Authority
o Although appropriate duties and proportionate authority may be delegated
to others, the Dean has the ultimate responsibility for all activities within
the College and commensurate authority for performing the duties of the
office.
o Under the direction of the President of the University, the Dean is the chief
business and fiscal officer of the College and works regularly with both vice
presidents, to whom the President may delegate certain responsibilities, and
with the deans of the other colleges. Major functions include formulating and
implementing administrative and educational policies affecting the College,
Rev. 9.2018 College of Education, Health and Aviation Handbook 32
establishing and overseeing the organizational structure, developing and
allocating resources, and representing the college in relevant on- and off-
campus matters.
• General Administration
o Develops long- and short-range plans and objectives for the College along
with necessary policies and strategies for achieving those objectives.
o Establishes faculty and staff policies and procedures for the instruction,
research, and extension programs for the College.
o Oversees faculty and staff development programs.
o Selects school heads, associate deans and directors.
o Approves recommendations for faculty and staff employment, promotion,
salary adjustment, and termination, subject to final approval by the President
and the Board of Regents.
o Prepares salary and non-salary budgets for instruction, research, and extension
activities within the college, allocates funds to each function, and monitors the
use of such funds.
o Assures that accurate fiscal records are maintained relative to all grants and
contracts and to the apportionment and expenditure of such funds.
o Oversees and facilitates procurement of grant funds from federal, state,
corporate, and foundation sources for the improvement of instructional,
research, and extension programs.
o Prioritizes the College’s projects in conjunction with OSU’s comprehensive
campaigns and minor campaigns.
• Instruction, Research, and Outreach
o Supervises and coordinates instruction, research, and outreach activities.
o Reviews and approves policies and programs relative to instruction, research,
and outreach within the College.
o Promotes and encourages faculty and staff development designed to enhance
the quality of instruction.
o Maintains and stimulates research in areas related to the mission of the
University and of the College.
o Improves the quality of outreach services.
• Public Service
o Represents the College and the University by participating in the activities of
appropriate professional, technical and civic organizations.
o Represents the College and the University in discussion of issues related to the
College's expertise.
Director of Professional Education
• Authority
o The Director of Professional Education officially represents the Professional
Education Unit of Oklahoma State University and is responsible for the
Rev. 9.2018 College of Education, Health and Aviation Handbook 33
overall administration and coordination of programs and standards leading to
teacher licensure/certification.
• Duties Related to the Oklahoma State University Professional Education
Unit
o Communicates pertinent information to the Professional Education Unit.
o Approves Professional Education Scholarship awards.
o Gives final approval of reports to the State Department of Education, NCATE,
AACTE, and the Professional Education Council.
o Allocates HB 1706 funds to the various Professional Education Units.
o Approves proposed OSU Professional Education programs and
recommendations for program changes in professional education.
o Gives final approval for all Undergraduate and Graduate Admissions to
Professional Education.
o Coordinates national and state accreditation and program approval visits.
o Initiates activities that promote professional development of faculty and staff.
o Recruits and hires highly qualified and diverse professional educational
faculty.
o Coordinates affiliation with the Holmes group and other Professional
Education organizations.
• Duties Related to Professional Education Council
o Chairs the Executive Committee of the Council.
o Make committee appointments to facilitate the mission of the Council.
o Communicates requirements of external educational agencies to the
Professional Education Council and the Faculty.
o Communicates the results of the Council's work to appropriate University
officials.
o Facilitates the design, implementation, and monitoring of programs leading to
teacher licensure and certification.
J-2 Associate Dean Undergraduate Studies and Assessment, and Director of Student
Academic Services
• Authority
o The Associate Dean for Undergraduate Students and Assessment, and the
Director of Student Academic Services of the College of Education, Health
and Aviation serves as the executive office to assist the Dean with
undergraduate programs and is directly responsible to the Dean in the matter
regarding undergraduate academic affairs, assessment, and student services.
The Associate Dean is charged with advising the Dean and cooperating with
other administrators within the College in the development, improvement, and
implementation of the plans embracing general undergraduate academic
policies and programs and college-wide assessment.
• Academic Affairs and Assessment
Rev. 9.2018 College of Education, Health and Aviation Handbook 34
o Serves the College in a liaison capacity with other offices on campus and with
appropriate off-campus agencies regarding undergraduate studies and
assessment.
o Coordinates the college-wide undergraduate academic activities among
faculty and administrators
o Serves as liaison and academic representative on University committees
charged with policy development, implementation, and administration of
undergraduate instructional programming and assessment.
o Coordinates undergraduate program initiation and modification, course
actions, degree requirements, and enrollment management.
o Serves as an ex-officio member of the College of Education, Health and
Aviation’s Program and Planning Committee.
o Represents the College on the University Instruction Council and Assessment
Council.
o Coordinates the College’s assessment activities.
o Promotes undergraduate scholarship and coordinates the Honors and Wentz
programs for the College.
o Promotes long-range planning for strengthening and expanding undergraduate
programs; includes defining objectives, developing strategies, and evaluating
progress.
• Undergraduate Student Academic Services
o Serves the College as Director of Student Academic Services.
o Develops and facilitates a program for recruitment and retention of a diverse
undergraduate student body.
o Administrators college-wide student scholarship and other financial aid
programs.
o Administers follow-up studies with current and former undergraduate students
and other appropriate constituencies.
o Administers the College undergraduate student database management systems
related to internal, state and national agency needs.
o Assists the Dean in coordinating the annual College Honors and Awards
ceremony.
o Assists the Dean and other administers in the coordination of convocation and
commencement activities.
o Serves as ex-officio member on the College of the Education’s Student
Affairs Committee
• Outreach
o As part of the College administrative team, confers with and advices the Dean
on the undergraduate academic aspects of the College’s priority outreach,
services, and extension programs.
o Reviews proposed undergraduate Outreach courses.
Rev. 9.2018 College of Education, Health and Aviation Handbook 35
o Services as a member of the College of Education, Health and Aviation’s
Outreach Advisory Board.
• Space Usage
o Coordinates building space allocation and maintenance.
J-3 Associate Dean for Graduate Studies and Research
• Authority
o The Associate Dean for Graduate Studies and Research of the College of
Education, Health and Aviation serves as the executive officer to assist the
Dean with College academic and instructional matters related to the graduate
programs. Is directly responsible to the Dean in matters regarding graduate
academic affairs, faculty development, and research, grants and contracts
administration. The Associate Dean for Graduate Studies and Research is
charged with advising the Dean and cooperating with other administrators
within the College in the development, improvement, and implementation of
plans embracing research policy and general graduate academic policies and
programs.
• Academic Affairs
o Serves the College in a liaison capacity with other offices on campus, such as
the Office of the Executive Vice President, Office of the Vice President for
Research, Office of the Vice President for Student Affairs, the Graduate
College, Registrar, Alumni Association, Group V of the Graduate Faculty,
Career Services, the Education and Research Foundation, Inc. (ERF), and
others.
o Serves as an alternate representative of the College in academic matters with
appropriate off-campus agencies and organizations such as the Oklahoma
State Department of Education, the Oklahoma State Department of Vocational
and Technical Education, the Oklahoma State Regents for Higher Education,
the Oklahoma Commission for Teacher Preparation, and others.
o Coordinates college-wide graduate academic activities among school heads
and other college administrators.
o Serves as liaison and academic representative on University committees
charged with policy development, implementation and administration of
graduate instructional programming.
o Coordinates graduate program initiation and modification, course actions,
degree requirements, and enrollment management.
o Serves as an ex officio member of the University Professional Education
Council.
o Promotes long-range planning for strengthening and expanding graduate
programs; includes defining objectives, developing strategies, and evaluating
progress.
Rev. 9.2018 College of Education, Health and Aviation Handbook 36
o Collaborates with the Graduate Faculty Group V elected chair and the Dean of
the Graduate College on activities and issues appropriate to graduate
programming.
o Serves as ex officio of the Faculty Governance Council’s Programs and
Planning Committee.
• Research Administration
o Through the Office of Research Administration, promotes and facilitates
procurement of external and internal funding for College research and
teaching activities.
o Conducts and coordinates seminars for faculty and graduate students on
effective approaches to grant procurement.
o Coordinates sponsored research activities and programs within the College.
o Serves as ex officio member of the Faculty Development and Research
Committee.
• Scholarship
o Coordinates a College-wide faculty development program for faculty
members serving as Associate or Full members of Group V (a campus-wide
group of graduate faculty).
o Assists faculty members and department heads in preparation of initial
applications for Group V membership and the maintenance and advancement
of Group V status.
o Works with graduate faculty in developing and strengthening teaching and
research skills.
o Coordinates unsponsored research activities and programs within the College.
o Promotes and assists faculty and school heads in identifying appropriate
outlets for scholarship.
• Graduate Student Services
o Develops and facilitates a program for aggressive recruitment and retention of
diverse graduate students.
o Develops and facilitates a program to recruit, monitor, retain and assess
graduate students in collaboration with the Associate Dean for Undergraduate
Studies.
o Coordinates follow-up studies with current and former graduate students and
other appropriate constituencies.
o Administers and monitors graduate tuition and fee waiver programs in
cooperation with respective school heads.
o Administers the College graduate student database management systems
related to internal, state and national agency needs.
o Serves as the authorized representative of the College on appropriate
University and College documents related to graduate students and programs.
o Assists the Dean in coordinating the Annual College Honors and Awards
ceremony.
Rev. 9.2018 College of Education, Health and Aviation Handbook 37
o Assists the Dean and other administrators in the coordination of convocation
and commencement activities.
o Assists the Dean of the Graduate College as needed in graduate hooding.
• Extension
o As part of the College administrative team and working with the Associate
Deans in the College, confers with and advises the Dean on the graduate
academic aspects of the College's priority outreach, service and outreach
programs.
o Reviews proposed graduate outreach courses.
• General
o Provides guidance and assistance to the Dean regarding long-range goals and
objectives for the College.
o Teaches courses in the department where rank is held and serves on graduate
student committees.
o Assumes responsibility for other assignments as delegated by the Dean.
o Maintains a personal research agenda and demonstrates personal scholarship.
o Maintains a commitment to and active involvement in professional service.
J-4 School Head
• Authority
o The School Heads lead and administer the academic programs within the
College of Education, Health and Aviation, which is comprised of the
following Schools:
School of Community Health Sciences, Counseling and
Counseling Psychology (HCCP)
School of Kinesiology, Applied Health and Recreation (KAHR)
School of Teaching, Learning and Educational Sciences (STLES)
School of Educational Foundations, Leadership and Aviation
(SEFLA)
o School heads may choose to assign an Assistant or Associate School Head
whose duties are to be determined between the Head and the
Assistant/Associate School Head. The duties for this position may vary
between Schools in the College of Education, Health and Aviation.
• Administration
o Manages administrative routines such as budgeting and scheduling.
o Develops and utilizes School policies and infrastructures (ARPT documents,
committee formation, etc.).
o Supports and enables high quality research and teaching.
o Recruits and works to retain culturally diverse and talented faculty and
students.
Rev. 9.2018 College of Education, Health and Aviation Handbook 38
• Program Development
o Integrates program elements and programs within the School toward common
goals.
o Fosters and models collaboration.
o Strengthens coalitions with external and internal stakeholders.
o Provides leadership necessary for implementing progressive, sound
curriculum and program reforms.
o Values and utilizes faculty perspectives in setting program and School
priorities.
• Leadership
o Works with other administrators across the College toward common goals.
o Provides leadership in client-centered operations accessed through
outreach, distance learning, international education, and grants and
contracts.
o Contributes to the development and maintenance of a healthy learning and
working environment for colleagues, staff and students.
• School Head Review
o While yearly evaluations of the School Head’s performance are conducted
by the Dean, the expectation of service for an initial, renewable
appointment as school head is four years. Thereafter, the expectation for
service is a renewable term of three years.
In the spirit of shared governance, faculty in a respective school will
formally meet by March 1st of the review year to provide input to the
Dean regarding the reappointment of the School Head. First, the current
Head will indicate an interest in continuing as Head. If the Head is
interested in continuing, the EHA Dean will meet with faculty to discuss
the review process. After this discussion, the Dean will leave, and the
School’s elected Leadership Team (LT) representative will lead a
discussion among the School’s tenure track faculty regarding the strengths
and weakness of the Head. After the discussion, a secret ballot is
conducted to determine a recommendation whether to retain the Head. The
recommendation is forwarded to the Dean by the LT representative who
also will communicate the results of the Faculty discussion. The Dean
will consider this information in determining the reappointment of the
school head.
Note: Current School Heads will begin a review cycle beginning the
following academic year after the passage of this addition to the
Handbook.
Approved December 2, 2009
Rev. 9.2018 College of Education, Health and Aviation Handbook 39
J-5 Associate School Head
• Assist the School Head and Program Coordinators on all matters related to
administration of the School.
• Represent the School Head in his or her absence.
• Assume other responsibilities as delegated by the School Head.
• Assume responsibilities for School Assessment activities.
o Work with Program Coordinators to document annual assessment
information.
o Submit assessment documents for each program to the Associate Dean for
Graduate Studies and Research in a timely fashion.
• Maintain regular communication with the respective School Head.
K. Administrative Position Search Procedures
K-1 General Procedures
The search process begins with the identification of a needed administrative position by
the Dean in consultation with faculty and Leadership Council. The Dean’s office submits
the University “Request to Staff” form which includes a general position description
developed by a search committee. From the outset, the shared goal of the College of
Education, Health and Aviation and Professional Education Unit to emphasize the
recruitment of minority administrators is stressed and is brought to bear in all advertising
and applicant pool development activities
K-2 Search Committee
An administrator in the College serves as committee chair. The Chair and members are
appointed by the Dean in collaboration with the Leadership Council.
The search committee duties include:
• assisting in the writing/finalizing of the position description; reviewing and
screening applicants’ files in keeping with the position announcement;
• identifying a short list of candidates for phone interviews, follow-up calls, and
consideration for campus interviews;
• recommending to the Dean a list of candidates for on-campus interviews.
Search Committee Chair The committee chair coordinates the collection, dissemination,
and maintenance of applicants' files; organizes the interview schedule for on-campus
interviews; and, with staff assistance, arranges the logistics for candidates' visits to
campus. The search chair generally serves as the point of contact for applicants
throughout the search process.
Rev. 9.2018 College of Education, Health and Aviation Handbook 40
K-3 Interview and Selection Process
Interviews should include scheduled time with the following as appropriate: the Dean,
Associate Deans and School Heads; the search committee; other appropriate OSU
faculty; students; and representatives from appropriate external constituent groups.
Written assessments of the applicant are to be collected by the search chair, reviewed by
the search committee, and shared with the Dean. As part of the process, the search
committee formulates a list of the strength and weakness for each candidate invited to
campus and forwards this information to the Dean along with input from other faculty,
administrators, and stakeholders for consideration.
Upon consideration of the data, the Dean informs the search committee chair of the hiring
decision. The Dean shares with faculty via the search committee chair and Leadership
Council, the factors considered in making a recommendation toward filling or not filling
the position.
K-4 Guidelines for Hosting Candidates on Campus
Depending on travel logistics, candidates should arrive in Stillwater the evening before a
full day’s schedule on campus and should depart by mid-day the day following a full day
of interviews.
Travel arrangements should be made by School secretaries who work with the search
committee chairs and the candidate.
The EHA should generally not be expected to pay travel for spouses during interviews.
Hosted meals should generally be limited to:
• no more than two OSU representatives on the evening of arrival
• one OSU representative for breakfast on the full day of interviews
• no more than four OSU representatives for lunch on the full day of interviews
• no more than two OSU representatives for the evening meal on the full day of
interviews.
Whenever possible, overnight accommodations should be arranged at The Hotel
at OSU.
K-5 Policy for Recruitment Expenses
The College will assume most of the costs associated with the recruitment of vacant
tenure line faculty. Because of budgetary limitations, there will be some restrictions on
the types of charges the College will cover. As the respective School Head deems
appropriate, the School may cover charges that the College does not.
Costs to be covered centrally include:
• Advertising in approved publications
• Travel costs for candidates (airfare, lodging)
• Meal expenses for candidates and interviewers
Rev. 9.2018 College of Education, Health and Aviation Handbook 41
• Other costs for which there is approval prior to the expenditure
K-6 Procedures for Covering Recruitment Expenses
Advertisement of Positions
• The College’s Personnel Liaison will coordinate position advertisements. Group
ads will be used as appropriate. *
Travel arrangements for the Candidates
• Airfare is to be prepaid for the candidates unless prior approval is obtained. *
• Dean must approve, in advance, all reimbursement for rental cars. Thus,
permission should be obtained before committing the use of rental cars. *
Hotel accommodation for the Candidates
• Candidates are to stay at The Hotel at OSU unless prior approval is obtained. The
Hotel at OSU will direct bill the College. *
Payment of Expenditures during the visit
• Fast Pay or Account numbers must be obtained from the College’s Business
Office before taking candidates to any meal off-campus. This will allow meals to
be direct billed to the College. *
• The meal costs for a maximum of 3 persons, directly relevant to the search, who
accompany the candidate to a given meal.
• All bills are to be submitted to the College’s Business Office with names of
participants listed and designating the candidate along with the position for which
the individual was interviewed.
• The College or School does not cover the cost of alcoholic beverages. Charges for
such should not be on a ticket that is submitted for reimbursement.
• The number of participants attending a meal function should be limited.
• Individuals who attend meal functions but have no direct part in the interview
process (spouses for example) should expect to pay for their own meal and should
be on a separate ticket. *Contact the College’s Finance Office for assistance.
Rev. 9.2018 College of Education, Health and Aviation Handbook 42
Section II: Academic Programs
A. Academic and Curricular Processes
A-1 Timelines
Most curricular processes at Oklahoma State University (submission of grades, course
actions, program development, degree plan modification, catalog updates, etc.) are
determined by calendars established by central administration and the Board of Regents.
The College of Education, Health and Aviation seeks to work within these established
calendars to allow adequate notice for appropriate curricular processes. Early in the fall
semester, the Associate Dean provides a schedule of anticipated University dates for
specific actions. This calendar is available through the offices of the Associate Dean of
the College.
A-2 Development and Modification of Courses and Programs
Development of new courses and modification of existing courses require approximately
twelve months for completion of the approval process. This action is initiated through the
appropriate School and requires filling out one or more University forms.
The faculty committee charged with program and planning within each School directs the
submittal of proposed course actions for appropriate faculty review prior to referral to the
next appropriate level. Course actions and program modifications are referred to the
College Program and Planning Committee, and those actions and modifications that
affect programs in the Professional Education Unit are referred to the Professional
Education Council’s Conceptual Framework, Knowledge Base and Certification
Committee. Course actions approved at the College level are referred to the University
Instruction Council for final review.
A similar process is required for development of new academic programs and
modification to existing programs. The University academic calendar, University catalog
and OSU Faculty Handbook offer additional information on academic and curricular
processes.
B. Policy on Accreditation
Drafted by Jo Campbell and Lowell Caneday
Approved by Administrative Council: April 8, 1997
The College of Education, Health and Aviation encourages all programs, departments
and units to seek the highest appropriate level of accreditation as documentation of a
level of performance, integrity and quality which entitles them to the confidence of the
Rev. 9.2018 College of Education, Health and Aviation Handbook 43
educational community and the public they serve. Numerous external reviews, program
evaluations and accreditation programs are available and recognized by the various
professional organizations in which the College’s programs participate. The College will
give additional financial support, beyond the provision of annual operating funds, for
expenses related to only those institutional accreditation and specialized accreditation
programs which are approved by the Council for Higher Education Accreditation
(CHEA) Board of Directors.
Evaluations by accreditation programs and other academic program reviews which are
not recognized by CHEA may be supported from departmental funds, program funds, or
other funding sources. Any exceptions to this policy may be made at the discretion of the
Dean.
Section III: Faculty
A. Appointment, Reappointment, Promotion, and Tenure
(ARPT)
A-1 Faculty Appointment
Oklahoma State University faculty appointments are normally nine-month appointments.
In terms of period of payment, these appointments begin September 1 and end May 31
with faculty compensation dispensed at the end of each month from September to May.
Faculty may select some alternative compensation patterns, but June, July and August are
not included in nine-month appointments as “months of income.”
In terms of performance, faculty are expected to be available during registration with the
Fall semester and the week after final exams in the Spring semester.
Expected periods of service frequently do not coincide with periods of pay.
The opportunity for Summer employment with teaching responsibilities may be available
depending upon departmental and college needs, available funding, and student demand.
The College of Education, Health and Aviation does not establish specific Summer
budgets within each respective department or school, thus the Summer sessions are
funded at the beginning of each fiscal year from the same resources available for the
regular academic semesters.
Rev. 9.2018 College of Education, Health and Aviation Handbook 44
Faculty are encouraged to seek funding for Summer from alternate sources, including
external grants and contracts, University or College incentive funds, outreach activities,
and similar sources.
If Summer employment is available from instructional funds, that employment is
dependent upon the following conditions:
• Summer funding from instructional money is limited to a maximum of two
months.
• Summer appointments are coordinated by the school heads or school directors and
subject to approval by the Dean.
• One three-credit-hour course merits the equivalent of one month of salary, given
that there are a minimum 18 students enrolled in an undergraduate course and 12
in a graduate course. In general, faculty pay is dependent upon generating direct
tuition income from sufficient credit hours to cover individual salary.
• Compensation is not generally allocated for student credit hours earned through
enrollment in courses designated as thesis, dissertation, independent study, and
directed study.
• Summer employment includes the same expectations of a performing range of
duties as are common to the regular academic semester. Therefore, faculty who
are employed for any portion of the Summer are expected to participate in the
responsibilities of advising, graduate committee duties, and school/college
committees.
• The College will make all possible efforts to employ tenure-track faculty,
regardless of school, before non-tenure-track instructional personnel are
employed.
A-2 ARPT Documents
The four Schools in the College of Education, Health and Aviation have developed
Appointment, Reappointment, Promotion, and Tenure (ARPT) Guidelines and
Procedures. These documents are consistent with University policies as detailed in
Appendix D of the Oklahoma State University Faculty Handbook. Each document
reflects the College of Education, Health and Aviation Mission Statement emphasis on
research, the value placed on providing quality instruction, and the recognition of service
and outreach to faculty in a land grant institution.
A-3 Appraisal and Development Program
Faculty appraisal and development is consistent with Oklahoma State University Policy
and Procedures letter 2-0112 (OSUPP 2-0112) dated March 1987, which states policy on
professional activities. OSUPP 2-0112 describes in detail the procedures to be followed.
Faculty Performance Summary Form This document gives faculty a consistent format by
which to provide information for the Appraisal and Development Program.
Rev. 9.2018 College of Education, Health and Aviation Handbook 45
Merit Pay Guidelines: When money is allocated for merit pay, School Heads are charged
with making recommendations to the Dean regarding its distribution. School Heads’
recommendations are to be based on each staff and faculty member’s performance over
the immediately preceding performance period, and they should reflect the previous
year’s staff evaluations or Appraisal and Development Program summaries as
appropriate. Across-the-board merit pay distribution is considered unusual and is not in
keeping with the general spirit of merit pay determination in the EHA. Merit pay is not to
be confused with equity adjustments. The Dean is charged with informing faculty in
writing of merit pay decisions.
Dispute Resolution Policies and procedures of dispute resolution are discussed in the
Oklahoma State University Faculty Handbook in Appendix D: “Policy Statement to
Govern Appointments, Tenure, Promotions, and Related Matters of the Faculty of OSU,”
2.0-2.4 and in Appendix E.
B. Faculty Workload Guidelines
B-1 Faculty Roles and Responsibilities
Faculty are expected to engage in research, teaching and outreach activities in a manner
reflective of the school’s performance guidelines and priorities as specified in the
respective ARPT documents. It is further expected that, in meeting their duties and
responsibilities, faculty will interact with each other and with administrators in a collegial
manner; will seek ways to collaborate; and will be exemplary citizens of a college
community in all interactions with staff, with students, and with the public at large.
B-2 Class Assignments
Teaching assignments should be based on the following criteria and priority scale: (1)
program needs, (2) faculty preparation and background, and (3) a semester-by-semester
consideration of the faculty member’s annual plan. Ultimate responsibility for
instructional assignments rests with each School Heads.
B-3 Office Hours
Faculty are expected to keep regular office hours which, at a minimum, meet the
University’s standard expectation of five hours per week. Office hours are to be posted
and on file with a designated member of each School’s staff. When faculty will be away
from the offices during official office hours, a designated staff member must be
informed.
B-4 Load Policy
Rev. 9.2018 College of Education, Health and Aviation Handbook 46
• Faculty Workload Philosophy Statement The faculty in the College of
Education, Health and Aviation endorse a programmatic, differentiated workload
that is based on the values of 1) a shared vision, including clearly defined goals
and expectations, 2) shared responsibility, which means collaboration and
accountability in meeting those goals and expectations, as well as, 3) equity in
terms of rewarding those diverse accomplishments.
Differential faculty workloads consider a faculty member’s strengths relative to
teaching, research, and service efforts as well as tenure status. Workload
assignments are based on 1) performance as reviewed in the A&D process, 2)
professional goals, 3) program goals, and 3) unit goals. These assignments are
initially discussed between a faculty member and school head as part of the A&D
process. Workloads also are discussed among faculty and coordinators within
each program. Faculty in programs work together to clarify realistic faculty
workload agreements in meeting program-specific goals/outcomes. The school
head is responsible for coordinating workload agreements within and across
programs and areas within the school. Equity, accountability, quality assurance,
resource allocations, and resource procurement are related to faculty workload
assignments. A larger issue is accountability for scholarship efforts and obtaining
external monies for research efforts. Any plan for differentiated workload will
need to be accepted and honored (rewards must match the load assignment) at the
School, College, and university levels.
• Considerations of Developing a Workload Policy
o Encourage self reflection and analysis of where one’s time is spent
(scholarship, service, teaching)
o Exemplify shared governance
o Reinforce a culture of mentorship and collaboration within program units and
schools
o Support the success of new and junior faculty
o Have programs share in the accountability for the use of resources in the
delivery of its program
o Understand existing resource needs in light of consistently measured
workload within a school and across the College
o Consider needs and opportunities for programs to adjust in program delivery
to increase efficiencies and effectiveness in light of finite resources
o Make clear faculty intent for productivity and expectations of faculty by
administration for a designated time period
o Align these intentions and expectations with program area goals
o Align these intentions with the A&D and ARPT processes.
• Load Assignment Process
Each spring, faculty will complete the annual appraisal and development process.
At this time, based on their performance and goals for the upcoming year, each
Rev. 9.2018 College of Education, Health and Aviation Handbook 47
will discuss the assignment of load for the upcoming year with the school head in
light of program needs. The following guidelines will be considered when
determining course load assignment
o A typical load is 3/2 assuming (a) a reasonable number of advisees,
(b) evidence of a sustained research and inquiry agenda, (c) reasonable
clinical and/or service commitments
o A faculty member’s instructional load for an academic year may be increased
from the typical load if one or more of the preceding expectations is not met
o All new faculty will have no more than a 2/2 load during the first two years of
appointment.
o In general, at least 4 national, refereed publications over the past three years
are needed to qualify for a course reduction.
o Course load reductions may be given due to other considerations such as:
Extraordinary accomplishments in research
Excessive, active dissertation advisees
Exceptional service and/or clinical responsibilities
Teaching high enrollment courses
Following the A&D process, faculty will meet as a program area to determine
base needs (courses to covered, known service and scholarship obligations of
faculty, resources at hand, etc.)
Elective overload activity is not considered in the Appraisal and Development
process. Grant funding may be utilized to fund a course release.
• Overload Policy
Overload is defined as elective, compensated activity sponsored by the program
area, school, college, and/or university which goes beyond normal, full-time, in-
load activities. Participation in such compensated and elective work requires prior
approval by the School Head(s) involved and other appropriate administrators.
Grant and contract activities may have special requirements that must be met
before overload payments can be considered.
Decisions about participation in such overload activities are to be based on:
o congruence among the proposed activity or activities and the mission of the
program, school, and college;
o an evident connection between the activity or activities and the faculty
member’s demonstrated expertise or line of inquiry; and
o the impact of the overload activity or activities on the faculty member’s
regularly assigned duties and/or career development.
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C. University/College/Department Service
The University’s land-grant history, the College of Education, Health and Aviation’s
mission, and the values of each School express a commitment to service. Accordingly,
each faculty member in the EHA is expected to provide meaningful service at the local,
state, regional, national, and international level as appropriate to his or her duties and
rank. It is similarly expected that faculty be willing to serve as appropriate in various
program, School, College, and University service roles.
Key concepts in the College’s orientation toward service are diversity and
meaningfulness. Faculty service profiles which are to be most valued will include service
at a variety of levels and will feature contributions which are both estimable and
documentable. Specific information on service expectations can be found in School
ARPT documents.
D. Outside Activities
All consulting activities are to be in compliance with University-wide policies as
stipulated in the Oklahoma State University Faculty Handbook (p. 25) and in OSUPP 2-
0111. This policy includes a discussion of University forms, available in School offices,
that must be completed. One form must be completed and signed by the School Head
prior to undertaking consulting activities. OSUPP 200111 policies include the following:
• No faculty engaging in a non-OSU consulting activity is to use the logo of the
University in any manner that would imply University sponsorship.
• University services, personnel and facilities may be used in a non-University
activity only after permission has been received and arrangements have been
made for any required payment.
E. Sabbatical Leave
E-1 University Policy
Sabbatical leave may be requested by faculty members for the purpose of improving
professional competence and effectiveness of service to the University. Members of the
faculty may apply for a maximum leave of one calendar year (12 months) at reduced
salary or a maximum leave of one-half year (6 months) at full salary. To qualify for a
sabbatical leave, the candidate must have served as a faculty member for at least six
academic years since initial appointment. Acceptance by the faculty member of a
sabbatical leave entails an obligation to serve the University for one subsequent year, or
refund to the University the salary paid while on leave. Faculty applying for sabbatical
Rev. 9.2018 College of Education, Health and Aviation Handbook 49
leave should contact University Personnel Services about benefits: OTRS requires special
handling. (See Appendix D, 3.2.) *
[* Note: In practice, the length of sabbatical leave is one semester at the faculty member's full salary or two
semesters at half salary.]
E-2 College of Education, Health and Aviation Procedures
Sept. 15 Deadline for candidate to submit to the School Head a "notification of
intent to request sabbatical leave to begin the following academic year,
and to submit a proposal." The School Head must document the date of
notification of intent, on or before Sept. 15, in subsequent correspondence
with the Dean.
Nov. 1 Deadline to submit to the School Head a formal proposal and request for
sabbatical leave. The sabbatical proposal must clearly establish a rationale
that links the proposed sabbatical activity to the faculty member's research
interests and specify the ways in which the sabbatical would benefit the
School, the College, and the University.
Nov. 10 Deadline for the School Head to forward to the Dean the completed
sabbatical leave proposal and a recommendation for action. The School
Head must document the date of the candidate's "notification of intent to
submit a proposal" in this correspondence with the Dean.
Nov. 15 Deadline for the Dean to refer the sabbatical leave proposal and the School
Head's recommendation to the Faculty Governance Council's Faculty
Development and Research Committee (FDRC). The Dean and the
members of the FDRC, regardless of School Head recommendation, shall
review all sabbatical leave proposals.
Dec. 15 Deadline for the FDRC, after reviewing all proposals for the following
year, to provide counsel to the Dean in the form of a written
recommendation.
The Dean's recommendations for sabbatical leave(s) are forwarded to the Office of
Academic Affairs for further evaluation before a request is made to the Board of Regents.
The Dean's determination of which proposals to forward will be based upon relative
merit, available resources, program impact, and the recommendations of the School Head
and Faculty Governance Committee.
E-3 Sabbatical leave may be granted subject to the following conditions
• Full-time, tenured faculty members on regular appointment may apply for
sabbaticals.
• The School must be able to cover teaching responsibilities of the faculty member
on leave.
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• During sabbatical leave the faculty member remains under rules and regulations
of Oklahoma State University including those governing salary and remuneration.
• A faculty member requesting a six-month sabbatical will arrange to be on campus
for one of the two regular semesters.
• Sabbatical leave proposals should be considered competitive and shall, in part, be
granted on the merits of the goals and objectives of the experience.
E-4 Special Circumstances
In the event of special circumstances (eg. international research opportunities, national
fellowships that become available, etc.), the Dean may request that the FDR Committee
review sabbatical leave applications on other than the published time line for
submissions.
E-5 Sabbatical Project Goal(s) and Expected Results
• Identify the specific goals you intend to achieve as a result of being granted this
sabbatical.
• How will these goals be achieved?
• How will these goals fit with your present responsibilities to the University?
E-6 Sabbatical Leave Location
• Where will the project be undertaken?
• What is the rationale' for choosing this location?
• What individual, colleague, equipment, or resource will help you achieve your
expected experience at this location?
• If sabbatical leave requires a host from an outside agency/institution/firm or other
facility, please include letter of approval and support from such identity.
Note: To expedite the review process, the applicant is encouraged to clearly indicate the
amount of work time that will be spent off campus.
E-7 Sabbatical Project Description
• Provide a succinct description of the proposed project.
• What is its projected length?
• Describe the relationship of your project to your field of inquiry and how the
project will enrich, enhance, or otherwise promote your current expertise with the
purpose of improving professional competence and effectiveness.
• To what extent will your department/school and university benefit from your
sabbatical?
E-8 Sabbatical Leave Financial Assistance
Give details of any arrangements proposed for non-OSU compensation for the leave
period, such as partial salaries from industrial employers, pending or already secured
Rev. 9.2018 College of Education, Health and Aviation Handbook 51
fellowships or grants, etc. Also include any non-salary OSU support (University
Research Committee grant, etc). An individual on sabbatical leave may supplement his or
her compensation through fellowships, scholarships, employment, or grants-in-aid to
cover such expenses as travel, clerical support, tuition, research and publication.
E-9 University Obligations while on Sabbatical Leave
Individuals on sabbatical leave agree to resign from all campus obligations during the
term of the sabbatical. These obligations may include committees at the school, college,
and university levels. However, the applicant is encouraged to maintain contact with
graduate advisees or to make other arrangements so that a student's progress will not be
slowed because of a faculty member's absence. Faculty members on sabbatical leave are
also allowed to participate in their unit's merit review system if the unit policy so
provides.
E-10 Sabbatical Project Report
Following the approved sabbatical period, the recipient of the sabbatical must provide a
concluding project summary report. This report should address the aforementioned
categories; explain how the goals and objectives were met and how the experience will
serve the faculty member in the future.
F. Adjunct Faculty
F-1 Initiating and Terminating Adjunct Appointments
The College recognizes both the need to limit the use of adjuncts in direct instructional
roles and the programmatic enhancements that appropriately qualified and well integrated
adjuncts can provide. School Heads are expected to carefully monitor, review, and
evaluate the work of adjuncts, and to support the development as faculty for adjuncts who
may serve in regular or continuing roles.
Specific procedures related to the hiring and termination of adjunct faculty will be in
accordance with University policies as provided in Appendix D (1.7.5) of the Oklahoma
State University Faculty Handbook.
G. Emeritus Faculty
Provision for office space is consistent with OSUPP 2-0102 dated July 1970.
Participation in activities is consistent with the Oklahoma State University Faculty
Handbook Appendix D, 1.7.4
Rev. 9.2018 College of Education, Health and Aviation Handbook 52
H. Endowed Chairs and Policies
Endowed Chairs and Professorships
University Policy and Procedures
OSU Faculty Handbook
1.8.3
Endowed or Support Chairs or Professorships. After receiving appropriate faculty
counsel, the unit administrator may recommend that a person be appointed to an endowed
or supported position in recognition for past and continuing scholarly accomplishments in
the appropriate discipline. Persons holding endowed positions will be subject to the rules
and procedures governing other faculty members of the same rank.
Also see Oklahoma State University Policy and Procedures 3-0260, May 1998
“State Regents Endowed Chair and Professorship Program”
Purpose:
Endowed faculty positions are an instrument for honoring extraordinary academic
accomplishment and for recruiting and retaining distinguished scholars.
Endowed faculty positions shall be established within the frameworks and policies of
OSU. Generally, endowments are attached to particular academic fields or disciplines
with the intent of enhancing the University’s leadership, reputation, and/or research in
those fields.
Qualifications:
Endowed faculty positions typically are awarded to professors or clinical professors
meeting the following qualifications and any additional stipulations contained in
endowment agreements. Conditions in the College or donors’ requirements or both may
result in assistant or associate professors being awarded an endowed position.
1. Outstanding research, teaching, and/or public service contributions that are widely
recognized nationally, and/ or internationally, as appropriate.
2. Significant contributor in his/her field of study.
3. An active and contributing member of professional organizations.
4. A faculty member considered to be a role model and mentor for faculty and
students.
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Search and Screening:
General Procedures
Regardless of whether the search is to be local or national, the same procedures shall be
used. These include: an invitation to apply or nominate peer faculty members extended
to the appropriate audience; receipt of applications; review of applications by the search
committee; interview of candidates as needed; and recommendation by the search
committee of qualified candidates to the School Head who will forward them to the
Dean. The Dean will forward the recommendation of a single candidate to the Provost
who will recommend to the Regents through the President’s Office.
Endowed faculty searches will follow regular procedures as outlined in the EHA and
OSU handbooks. Representation of other endowed faculty, Regents professors, or other
dean’s representatives as appropriate to the search should be considered. Where required
by the endowment agreement, a benefactor or benefactor’s representative may be
appointed to the search committee. The dean will attend the initial meeting of the search
committee to provide a charge for the committee and to review search, screening, and
appointment procedures.
Appointment Terms and Procedures:
Appointment to endowed positions shall be the responsibility of the OSU A&M Board of
Regents on recommendation of the President, even in the event that the appointee already
holds an academic appointment within the University.
The initial period of appointment will be for a period not to exceed five years. An offer
letter from the dean will include the candidate’s initial term of appointment and
expectations for the endowed position.
Annual Evaluation:
As faculty members, each endowed faculty will participate in the Appraisal and
Development process in their respective schools. An evaluation of the faculty member’s
performance in meeting the expectations of the endowed position will be conducted
annually by the Dean.
In addition to responsibilities stipulated in particular endowment agreements, appointees
shall establish through annual review and reporting procedures, annual objectives
consistent with the mission of the College and University. Likewise, budgets for the use
of discretionary funds attached to the endowed positions shall be submitted for the review
and approval by the Dean. In their capacity as senior scholars and ambassadors of the
College and University, endowed faculty report annually to the Dean; these annual
reports will be submitted to the OSU Foundation. Generally, endowed faculty positions
Rev. 9.2018 College of Education, Health and Aviation Handbook 54
will carry with them greater ambassadorial responsibilities; therefore, endowed faculty
positions may have differentiated emphases on research, teaching, and/or service.
Reappointment
The process by which endowed chairs will be evaluated for reappointment is in addition
to the reappointment, tenure, or A&D procedures. The year prior to the final year of
appointment, the faculty member will create a reappointment dossier that includes:
• Current curriculum vita
• Copies of the original appointment documents (position description, application
letter, letter of offer, and acceptance letter)
• Report of how funds from the endowment were used
• Copy of all annual reports
• Self evaluation
In January, the school personnel committee will review the reappointment materials and
submit a recommendation to the school head. The school head will then submit his/her
recommendation to the dean by February 1.
The recommendation may be: a) reappointment for a term not to exceed five years; b)
reappointment to a term less than five years with a formal evaluation conducted in a
specified period of time; or c) non-reappointment.
The dean will make the final decision regarding reappointment.
The faculty member will be notified of the dean’s decision by March 1.
In the event that a reappointment to the endowed position is not made, a new appointment
to the open endowed position will follow the procedures as delineated in the Search and
Selection procedures.
I. Faculty Development Policy
I-1 General Expectations
College policies regarding faculty development are congruent with expectations
regarding “professional development” as found in the Oklahoma State University Faculty
Handbook, Appendix D, 1.1.2. College of Education, Health and Aviation School Heads
are expected to include discussion and specification of each faculty member’s annual
faculty development plan as a part of the Appraisal and Development process. Faculty
members are expected to outline specific plans and goals pursuant to their development,
Rev. 9.2018 College of Education, Health and Aviation Handbook 55
to be amenable to the School Head’s suggestions regarding their development, and,
during each academic year, to provide the School Head with a written assessment of the
degree to which professional development objectives have been achieved.
I-2 Provisions for Faculty Development
The College and its Schools are committed to providing systematic and regular support
for faculty development. Such support can be provided through college-wide faculty
development programs and activities; the encouragement of faculty to participate in
University-wide developmental activities; the provision of funding to support travel
contributory to professional development; and mentoring programs for junior faculty.
I-3 Initiatives Specifically Supportive of Faculty Research
It is recognized that the ability for faculty to develop research capacity depends in part on
College and School support. As resources allow, the College provides a Faculty Research
Incentive Program; funding to the Schools for hiring graduate research assistants to work
with faculty; and School-based funding for professional travel to support field research,
professional networking, and research dissemination.
J. Faculty Position Search Procedures
J-1 General Procedures
The search process begins with the identification of a needed faculty position by the
School Head in consultation with program area and School faculty. Pending the Dean’s
initial approval, the School Head submits the University “Request to Staff” form which
includes a general position description developed by a search committee. From the outset,
the shared goal of the College of Education, Health and Aviation and Professional
Education Unit to emphasize the recruitment of minority faculty is stressed and is
brought to bear in all advertising and applicant pool development activities
J-2 Search Committee and Chairs
Search committees and chairs are appointed by the School Head.
• The Search Committee duties include:
o assisting in the writing/finalizing of the position description; reviewing and
screening applicants’ files in keeping with the position announcement;
o identifying a short list of candidates for phone interviews, follow-up calls, and
consideration for campus interviews; and
o recommending to the School Head a list of candidates for on-campus
interviews.
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The School Head in turn makes recommendations to the Dean regarding candidates to be
invited for on-campus interviews.
• Search Committee Chair The committee chair coordinates the collection,
dissemination, and maintenance of applicants’ files; organizes the interview
schedule for on-campus interviews; and, with staff assistance, arranges the
logistics for candidates’ visits to campus. The search chair generally serves as the
point of contact for applicants throughout the search process.
J-3 Interview and Selection Process
Interviews should include scheduled time with the following as appropriate: the Dean and
School Head(s); the search committee; other appropriate OSU faculty and administrators;
students; and representatives from the public schools. Written assessments of the
applicant are to be collected by the search chair, reviewed by the search committee, and
shared with the School Head, who subsequently provides a summary for the Dean. As
part of the process, the search committee formulates a list of the strength and weakness
for each candidate invited to campus and forwards them to the School Head. The School
Head will forward the committee’s report along with input from other faculty,
administrators, and stakeholders for consideration.
Upon consideration of the data the Dean informs the School Head and the search
committee chair of the hiring decision. The Dean shares with faculty via the School Head
and the search committee chair, the factors considered in making a recommendation
toward filling or not filling the position.
J-4 Guidelines for Hosting Candidates on Campus
Depending on travel logistics, candidates should arrive in Stillwater the evening before a
full day’s schedule on campus and should depart by mid-day the day following a full day
of interviews.
Travel arrangements should be made by School secretaries who work with the search
committee chairs and the candidate.
The EHA should generally not be expected to pay travel for spouses during interviews.
Hosted meals should generally be limited to:
• no more than two OSU representatives on the evening of arrival;
• one OSU representative for breakfast on the full day of interviews;
• no more than four OSU representatives for lunch on the full day of interviews;
and
Rev. 9.2018 College of Education, Health and Aviation Handbook 57
• no more than two OSU representatives for the evening meal on the full day of
interviews.
Whenever possible, overnight accommodations should be arranged at The Hotel at OSU.
J-5 Policy for Recruitment Expenses
The College will assume most of the costs associated with the recruitment of vacant
tenure line faculty. Because of budgetary limitations, there will be some restrictions on
the types of charges the College will cover. As the respective School Head deems
appropriate, the School may cover charges that the College does not.
Costs to be covered centrally include:
• Advertising in approved publications
• Travel costs for candidates (airfare, lodging)
• Meal expenses for candidates and interviewers
• Other costs for which there is approval prior to the expenditure
K. Procedures for Covering Recruitment Expenses
K-1 Advertisement of Positions
The College’s Personnel Liaison will coordinate position advertisements. Group ads will
be used as appropriate.
K-2 Travel arrangements for the Candidates
Airfare is to be prepaid for the candidates unless prior approval is obtained. *
Dean must approve, in advance, all reimbursement for rental cars. Thus, permission
should be obtained before committing the use of rental cars. *
Hotel accommodation for the Candidates
• Candidates are to stay at The Hotel at OSU unless prior approval is obtained. The
Hotel at OSU will direct bill the College. *
K-3 Payment of Expenditures during the visit
Fast Pay or Account numbers must be obtained from the College’s Finance Office before
taking candidates to any meal off-campus. This will allow meals to be direct billed to the
College. *
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The meal costs for a maximum of 3 persons, directly relevant to the search, who
accompany the candidate to a given meal.
All bills are to be submitted to the College’s Finance Office with names of participants
listed and designating the candidate along with the position for which the individual was
interviewed.
The College or School does not cover the cost of alcoholic beverages. Charges for such
should not be on a ticket that is submitted for reimbursement.
The number of participants attending a meal function should be limited.
Individuals who attend meal functions but have no direct part in the interview process
(spouses for example) should expect to pay for their own meal and should be on a
separate ticket.
*Contact the College’s Finance Office for assistance.
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Section IV: Students
A. Mission of Student Academic Services
Our Mission is to provide high quality comprehensive advising for the students in the
College of Education, Health and Aviation. Our staff provides many services to our
students ranging from career guidance and counseling to college recruitment activities.
B. Academic Advising
Academic Advisement for undergraduate students is coordinated through the Office of
Student Academic Services, located in 325 Willard. Students are assigned to a particular
academic adviser in the Office of Student Academic Services or to the faculty in the
academic departments, depending on the student’s declared major. Faculty academic
advisors are nominated by their department heads and appointed by the Dean of the
College. Academic advisors may confer with their advisees on such matters as vocational
counseling, course selection, academic problems, long-range professional goals, and
semester-by-semester enrollment.
Recurring duties include:
• Advising students with academic concerns/difficulties
• Meeting with prospective students
• Senior experience
• Assist with Alpha (University orientation)
• Assist with Omega Night
• Assist with coordination of the College of Education, Health and Aviation
Honors and Awards Luncheon and Reception
• Write letters of recommendation for students
• Coordinate ACT letter writing for the College of Education, Health and
Aviation
• Assist High School and College Relations Recruiting Activities
• Coordinate and conduct Freshmen Enrollment Clinics
• Coordinate Convocation/Commencement
• Serve on various College and University Committees
• Advise Student Organizations
Rev. 9.2018 College of Education, Health and Aviation Handbook 60
• Participate in recruiting trips for the College
• Retention issues
• Coordinate degree sheet review
• Distribution of University materials (i.e. schedule books, catalogs)
• Coordinating the EHA College Ambassadors Program
C. Scholarships and Assistantships
C-1 Scholarships
Oklahoma State University, the College of Education, Health and Aviation and individual
Schools provide or manage a number of scholarships. Scholarship information on those
programs provided or managed within the College of Education, Health and Aviation is
updated annually through the Office of the Dean, under coordination of the Associate
Dean for Undergraduate Studies. Individual scholarship programs, amount of award,
criteria for eligibility, deadlines and other pertinent information will be provided through
this office.
The College of Education, Health and Aviation has a Scholarship Committee, made up of
full-time faculty, as one of the several standing committees. This committee serves as the
selection committee for college-wide scholarships and in an advisory role to Schools
within the College. Schools may have other committees to assist in the management of
their respective scholarship programs.
Scholarship programs are subject to internal audit, and awards are to be reported on a
central University data system. Such awards affect other student financial aid and may be
subject to tax liability. As a result, all support documentation related to the application
process, selection process, notification of award, and acceptance of award must be
properly completed and retained in permanent records.
Scholarships available through the College of Education, Health and Aviation are listed
in the OSU Catalog.
Approved December 17, 1996
Revised December 2, 1997
C-2 Assistantships
The College of Education, Health and Aviation strongly supports Oklahoma State
University in its philosophy regarding Graduate Assistants (Oklahoma State University
Faculty Handbook, pg. 37). Graduate assistantship appointments within the College
include a general graduate assistant, a research assistant, and a teaching
assistant. Additional distinctions can be made by degree being pursued and level of
experience. Funding sources for graduate assistantships may dictate specific assignments
Rev. 9.2018 College of Education, Health and Aviation Handbook 61
whether as a graduate teaching assistant (or associate) or a graduate research assistant (or
associate). The policies and procedures specified in the Oklahoma State University Policy
and Procedures letter (OSUPP) 2-0105 are followed relative to waiver of non-resident
tuition of students appointed to graduate assistantships.
Applicants who are considered for graduate teaching assistantships and whose native
language is other than English must meet the Graduate College standards for English as a
spoken language. The requisite communication level must be documented by the
department head and confirmed in writing prior to employment.
The University provides in-service training for new graduate assistants and for those
wishing to improve their performance or broaden their knowledge. The policies and
procedures specified in OSUPP letter 2-0104 are followed by academic departments
relative to the supervision of graduate teaching assistants or graduate research assistants.
The graduate assistants must be evaluated each semester and supervised within each
course/section they teach by a senior faculty member placed in charge of the
course/section taught by the graduate teaching assistant. This supervision is to be
reported as part of the faculty member’s full-time-equivalent teaching role. Furthermore,
grades submitted by graduate assistants must be reviewed by the faculty supervisor and
co-signed by that supervising faculty member or the department head prior to submission
to the Registrar.
The College of Education, Health and Aviation has maintained appropriate pay scales for
graduate assistants through its Office of Human Resources. This office can also assist in
decisions related to percent of full-time employment, fringe benefit costs, level of
employment, and issues related to international work status. In addition, University
policy specifies the maximum number of hours graduate assistants may carry depending
upon percent-time employment.
Approved December 17, 1996
D. Mentoring of Students
The College of Education, Health and Aviation is committed to the development of
supportive social and educational communities that promote student success. Mentoring
opportunities are available for College of Education, Health and Aviation students
through faculty and staff advisors, student organizations (e.g., Education Student Council
[ESC]), and other university-wide programs (e.g., Student Academic Mentor [SAM]) in
which students, individually and in groups, can become actively involved in the learning
process. These programs are designed to pair freshmen, transfer, and adult students with
mentors in an effort to ease the transition to the College and the University. Informal peer
mentoring opportunities are available for College of Education, Health and Aviation
students through student organizations at the College level (e.g., EHA Graduate Student
Association, Elementary Educators of Tomorrow) and at the School level (e.g., KAHR
Rev. 9.2018 College of Education, Health and Aviation Handbook 62
Graduate Student Association).
Student mentoring opportunities are coordinated by the office of Student Academic
Services in cooperation with the School Heads and the Associate Dean of Undergraduate
Studies. More information regarding undergraduate student mentoring is available
through the Office of Student Academic Services located in 325 Willard.
E. Academic Appeals Process
By enrolling in College of Education, Health and Aviation programs, students accept the
responsibility for complying with all applicable policies and procedures designed to
maintain satisfactory academic standing, while retaining their rights and responsibilities
as outlined in the University’s “Student Rights and Responsibilities” policy statement. In
the event that the established policies and procedures have not been consistently and
accurately followed, the students will have the right to pursue an appeal through either
the Professional Education Council’s Admission, Retention and Diversity Committee (for
students who have been admitted to Professional Education), or the College of Education,
Health and Aviation Student Affairs Committee (for all other students). For more detailed
information regarding the academic appeals process, students are encouraged to contact
the College of Education, Health and Aviation Office of Undergraduate Studies.
Grade Appeals: A student may appeal a grade given by an instructor in cases in which he
or she believes the grade awarded is inconsistent with announced grading policy. Matters
of grievance and appeals are the responsibility of the Faculty Governance Council
Student Affairs Committee, as noted on page A-11 and in Figure A: Faculty Governance
Configuration (page A-14).
F. Contact Personnel
Student Academic Services Human Resources Amy Gazaway Kim Moss Director of Student Academic Services Human Resources 106 E Willard 335 Willard 744-6350 744-8033 [email protected][email protected]
B. Procedures for Out-of-State and Out-of-Country Requests
and Reimbursements and In-State Travel Reimbursements
B-1 Out-of-State and Out-of-Country Request and Reimbursement Procedure
Requests:
All out-of-state and out-of-country travel requests are to be submitted in advance of the
actual travel. College policy requires out-of-state travel requests to be submitted at least two weeks prior to travel. Out-of-country travel requests require OSU Board approval
Rev. 9.2018 College of Education, Health and Aviation Handbook 87
and therefore should be submitted with the Board meeting schedule in mind.
SOS Insurance is suggested and encouraged for all out-of-country travel.
For prepaid airfare you must use a State contract travel agency.
Tickets may be purchased from internet providers, ticket consolidators or directly from
the airlines as an exception to using State contract travel agencies if it can be documented
that the purchase price is less than the State contract price. Be aware that, if the cost is
NOT LESS, the traveler WILL NOT BE REIMBURSED for any portion of the cost of
the ticket. It is an “all or nothing” proposition. These exceptions cannot be handled as
prepaid airfare.
Reimbursement:
Receipts for reimbursement (examples mentioned above) should be submitted
immediately upon return from travel but must be submitted within 60 days. The claimant
is to bring original receipts (examples are listed under B-3) along with the copy of the
request provided for this purpose to the College Business & Finance Office. The
appropriate school or unit will prepare the travel reimbursement voucher. The claimant
will then be asked to sign the voucher. The travel voucher is then forwarded to the EHA
Business & Finance Office for the Dean’s approval. The EHA Business & Finance Office
will deliver the voucher to University Accounting to be processed for reimbursement.
B-2 In-State Travel Reimbursement:
Upon completion of an in-state trip, receipts for reimbursement should be submitted
within 60 days of the trip. The appropriate school or unit will prepare the travel voucher.
The clamant will then be asked to sign and date the travel voucher. The voucher is then
forwarded to the EHA Business & Finance Office for the Dean’s approval. The EHA
Business & Finance Office will deliver the travel voucher to University Accounting to be
processed for reimbursement.
B-3 Examples and Reminders:
Original receipt examples include:
• Airline tickets
• Itemized hotel bill in the traveler’s name showing the single room rate and
zero balance due
• Paid registration fee
• Miscellaneous supplies (with purpose stated)
• Business phone calls (usually shown on hotel bill)
• Parking and tolls
Rev. 9.2018 College of Education, Health and Aviation Handbook 88
• Any other pertinent receipts
• Conference itinerary
• Designated hotel form
Reminders:
• Travelers should be aware that failure to obtain the required approvals in a
timely manner could result in denial of reimbursement.
• Meeting times (beginning and ending)
• Meals in registration
• Course number taught
• When the itinerary does not specify a designated hotel, a hotel needs to be
designated by the department before the trip is taken. A designated hotel form
needs to be signed and dated before the trip.
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