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Operating Papers


These operating papers implement the Bylaws and Statutes of the Board of Trustees of Southern Illinois University and are drawn up in specific accord with these Bylaws and Statutes.

Graduate School

Purpose and Functions
Relationship to Other Agencies
Graduate Faculty
Graduate Dean

Graduate Council

Membership
Officers
Powers and Functions
Meetings of the Graduate Faculty
Meetings of the Graduate Council
Committees
Amendment and Reapportionment
Rules of Procedure and Operating Papers

GRADUATE SCHOOL

Introduction

I. Purpose and Functions of the Graduate School

A. The Graduate School is the central agency for organizing and supervising the graduate instructional program and for developing that program toward the highest level of excellence.

B. The Graduate School is also the central agency for facilitating, encouraging, and coordinating the research effort and for developing that effort toward the highest level of excellence.

C. The Graduate School has a primary concern with meshing graduate instruction and research into mutually supporting programs and also with integrating both programs into a total effort.

II. Relation of the Graduate School to Other Agencies

A. The Graduate School serves the Edwardsville Campus of Southern Illinois University. The Graduate School falls within the administrative jurisdiction of the Provost and Vice Chancellor for Academic Affairs.

B. The Graduate School is the central coordinating agency for the graduate and research program of the campus.

1. Because this is essentially a joint effort, there are close working relationships between the

Graduate School, the faculty, and other academic units.

2. The Graduate Faculty is organized as a single faculty whose members are also members of the faculties of the various academic units of the campus.

3. The Graduate Dean is in constant working contact with the chairpersons, deans, and other administrative officers of the campus.

a) In a mutually supporting relationship, the Graduate Dean must depend upon the academic units to recruit, retain, and effectively utilize the faculty members who become the Graduate Faculty, and to develop strong course offerings.

b) The Graduate Dean in turn has responsibility for coordinating, encouraging, and stimulating the graduate and research efforts originating in other academic units.

III. Organization for the Formulation of Policy

A. The Graduate Faculty

The Graduate Faculty shall consist of Graduate I and Graduate II members. Status may be accorded upon the recommendation of the graduate faculty of the appropriate department or equivalent academic unit to the Graduate Dean, whose decision will be based upon approved criteria.

1. Graduate I Membership. Graduate I faculty may teach graduate courses, serve on graduate committees, direct masters theses or chair masters committees. Admission to this category shall be based on the following criteria:

a) Possession of the appropriate terminal degree;

b) Demonstrated competence in research, teaching, or other activity appropriate to the faculty member's special field.

2. Graduate II Membership. Graduate II faculty may perform Graduate I functions and shall be authorized to direct doctoral dissertations and to chair doctoral committees. Admission to this category shall be based on the following criteria:

a) Experience in Graduate I functions, in addition to teaching of graduate courses, at Southern Illinois University at Edwardsville or other institutions;

b) Scholarly accomplishment as evidenced by one or more of these:

(1) Publications of a book or books recognized by colleagues as evidence of scholarly work;

(2) Publication of articles in recognized scholarly journals;

(3) Contributions other than books or articles in fields such as music, theater, dance, or art which traditionally accept performances, exhibitions, and the like as evidence of academic achievement when supported by proof of experience with the formal presentation of research findings (in the form of a thesis or dissertation, reports, manuscripts, etc.).

The Graduate Dean shall administer departmental requests for exceptions through an advisory graduate committee.

3. Graduate Faculty Status for Visiting Faculty Appointees

a) Visiting faculty with appointments of a minimum of two consecutive semesters may be accorded Graduate Faculty status in accordance with the policies followed in granting such status to faculty members on continuing appointments.

b) As a general rule, such appointees, if granted Graduate Faculty status, should not be assigned to graduate student advisory committees if it is anticipated that the duties of the committee in question will extend beyond the time of the visiting faculty member's appointment.

4. Powers of the Graduate Faculty

a) The Graduate Faculty is empowered to determine academic policy on all matters having to do with the graduate program, except as authority is otherwise assigned by the Statutes of the Board of Trustees, or as its autonomy is limited by correct academic and administrative relations with other units of the University.

b) Academic responsibility for graduate standards, for recommending establishment of new graduate programs, and for graduate degree requirements rests with the Graduate Faculty.

c) The Graduate Faculty may delegate its powers to the Graduate Council, reserving the following rights:

(1) To nominate and elect members to the Graduate Council.

(2) To refer agenda items and issues to the Graduate Council.

(3) To review and reverse Graduate Council actions.

(4) To meet on call.

IV. Organization for the Administration of Policy

A. The Graduate Dean: Selection and Appointment

1. In case of a vacancy in the Graduate Deanship, the Graduate Council shall elect an ad hoc committee which will assist and advise the Provost and Vice Chancellor for Academic Affairs in filling the vacancy.

2. The ad hoc committee will work with the Provost and Vice Chancellor for Academic Affairs in such a manner as may be helpful, significant, and a meaningful reflection of the joint concern of faculty and administration.

3. The recommendation to the Chancellor will be made by the Provost and Vice Chancellor for Academic Affairs and will be acted upon in accordance with established administrative procedures.

B. The Graduate Dean: Powers and Responsibilities

1. The Graduate Dean as the executive officer of the Graduate Council carries out established policy and also exercises leadership in the development of graduate education.

2. The Graduate Dean as administrative head of the Graduate School has all powers and responsibilities appropriate to that role and is accountable to the Provost and Vice Chancellor for Academic Affairs.

C. The Graduate Dean: Functions and Duties

Illustrative of the specific functions and duties of the Graduate Dean are the following:

1. Recommending new policies or modifications of existing policies to the Graduate Council.

2. Working with the Graduate Council in assembling the factual bases and acquiring the perspectives necessary for effective policy formulation.

3. Exercising continuing efforts to maintain and improve overall educational standards, in cooperation with the Graduate Council, and the faculties and administrations of all academic units involved in the graduate program.

4. Acting, in accordance with Graduate Council policy and upon recommendation by the relevant administrative officer of the academic unit involved, upon such matters as applications for student admission or reinstatement, the awarding of degrees, and petitions for waiver of or exception to Graduate School rules and regulations.

5. Acting, in accordance with Graduate Council policy and upon recommendation by the relevant administrative officer of the academic unit involved, upon such matters as approval of new graduate courses, appointment of graduate advisors and advisory committees, appointments to the Graduate Faculty, and determination of eligibility of Graduate Faculty members for service on or chairperson of doctoral committees.

6. Allocating and assuming budgetary responsibility for such graduate awards as fellowships and nonteaching assistantships.

7. Participating with deans in the allocation of such other graduate awards as regular teaching assistantships.

8. Approving faculty research projects and extending such support as may be appropriate and feasible, upon recommendation by an appropriate review committee, and in accordance with Graduate Council policy.

9. Supervising negotiation of research grants from governmental agencies, foundations, industry, or other outside sources, and assuming appropriate administrative responsibility for the resulting projects.

10. Coordinating the research activities and graduate programs with the total educational effort of the University.

11. Maintaining all necessary records concerning students, the Graduate Faculty, the Graduate Council, research activities, and other matters of importance.

12. Working with the other deans and relevant administrative officers in regard to any appointments, promotions, or granting of tenure that may involve members or prospective members of the Graduate Faculty, and making appropriate recommendations on these matters to the Provost and Vice Chancellor for Academic Affairs.

13. Representing the Graduate School in dealings with other universities, professional associations, fund gathering agencies, or other persons and bodies outside the University.

GRADUATE COUNCIL

The Statutes of the Board of Trustees vest in the Graduate Faculty the responsibility for academic policy in Graduate School programming. This responsibility is delegated to members of the Graduate Council who have been elected to that body. Further responsibilities of the Graduate Council for transmittal of policies and other matters can be found in a Memorandum of Agreement between the Graduate Council and the Senate, dated April 30, 1975 (University Policy 1L11: Procedures for Graduate Program and Policy Recommendations). These responsibilities are also noted below under "Powers and Functions."

I. Membership

A. Composition

1. Four members of the Graduate Faculty shall be elected by the graduate faculty from within the College of Arts and Sciences; one member of the Graduate Faculty shall be elected by graduate faculty from within each of the following six schools: Business, Dental Medicine, Education, Engineering, Nursing, and Pharmacy.

2. Two members of the Graduate Faculty shall be elected at large by the Graduate Faculty.

3. All twelve elected faculty members will have concurrent appointments on the Faculty Senate as a direct result of their election to the Graduate Council.

4. Two graduate students shall be selected by the Student Senate.

5. The Graduate Dean, the Dean of Library and Information Services, the Assistant Vice Chancellor for Enrollment Management, the Director of International Programs, and the Director of the East St. Louis Center shall be non-voting ex officio members.

B. Proxies

1. A proxy for a member who represents a unit is a member of the graduate faculty from the same academic unit. At-large Graduate Council members may choose a proxy from any academic unit. Student Graduate Council members may choose a proxy from the membership of the Student Senate.

2. A Graduate Council member unable to attend a Graduate Council meeting or Faculty Senate meeting may elect to send a proxy, who would then vote on his or her own behalf.


3. A proxy shall have the same powers and duties as a Council member when attending Council meetings in that member's stead.

C. Term of Office

1. Graduate Council members shall be elected to three year terms.

2. Student members shall be selected for one year terms and shall be eligible for reappointment for two additional terms.

3. Terms of office shall begin at the first Council meeting of the Fall Semester.

4. An elected member shall be eligible to serve for no more than two consecutive three year terms.

5. A person serving part of a term as a replacement shall be eligible for election to an immediately following term or terms.

6. The Graduate Council shall be empowered to determine whether a vacancy exists in its membership. Removals for cause shall be in accord with the Constitution of the Faculty Senate.

7. If a vacancy of one or more academic term occurs in the elected Graduate Faculty membership, the person who had received the next largest number of votes for the position shall serve as replacement until the return of the original member or the expiration of his/her term.

8. If a vacancy occurs in student membership, it shall be filled by the Student Senate.

D. Size

1. The Graduate Council shall have a membership of seventeen, twelve elected members, two graduate student members, and four ex officio members.

E. Nomination and Election of Members of the Graduate Council

1. Nomination of candidates

a) When balloting for nominees from an academic unit, each member of the Graduate Faculty from the academic unit to be represented shall receive a list of the Graduate Faculty members from that academic unit. Each such member of the Graduate Faculty shall also receive an electronic or paper ballot on which the Graduate Faculty member is to name from the above mentioned list, at most, three persons for the vacancy. Each name listed shall be counted once.

b) The three persons in each academic unit receiving the most votes for academic unit representatives shall be the candidates of that academic unit.

c) When balloting for nominees for members at large, each member of the Graduate Faculty shall receive an electronic or paper ballot on which the Graduate Faculty member is to name one person from the Graduate Faculty for each of the two members at large vacancies.

d) The five persons receiving the most votes for the two members at large vacancies, shall be candidates for members at large.

e) If anyone is named as a nominee for both an academic unit representative and member at large, the nominee shall choose which nomination he or she prefers, and the person with the next largest number of votes for the nomination which is declined shall replace the double nominee in that nomination.

f) Only the names of those persons willing to serve will be placed on the final ballot.

2. Election of members

a) When balloting for academic unit representatives, each member of the Graduate Faculty of the academic unit shall receive an electronic or paper ballot listing the candidates nominated in the Graduate Faculty member's academic unit.

b) Each Graduate Faculty member shall cast a vote for one Graduate Council member from his or her academic unit as the academic unit representative.

c) When balloting for members at large, each member of the Graduate Faculty of the University shall receive an electronic or paper ballot listing the candidates for the two members at large positions.

d) Each Graduate Faculty member shall cast a vote for no more than two of the candidates for the members at large positions.

3. Supervision and time of balloting

a) Nominations and elections of members shall be held annually in the Spring Semester at a time set by the Chairperson of the Rules and Procedures Council of the Faculty Senate in consultation with the Secretary of the Graduate Council.

b) The Secretary of the Graduate Council shall compile a list of eligible faculty voters. The Election Committee of the Rules and Procedures Council of the Faculty Senate shall distribute nominating and final ballots and conduct the counting of ballots.

II. Officers

A. The Chairperson, Vice Chairperson/Chair-Elect, Chair of ERP, Chair of Programs Committee, and the Dean of the Graduate School shall serve in the same capacities as officers of the Graduate Faculty.

B. The Graduate Council shall elect annually its own Chairperson, Vice Chairperson/Chair-elect, and Chairs of the committees. Elections shall be held no later than the first meeting of the newly elected Council. In the event of a vacancy in the Chairmanship, the Vice-Chairperson/Chair-elect shall be appointed as the Chairperson of the Graduate Council. The Graduate Council shall then elect another Vice-Chairperson/Chair-elect. In the event of a vacancy of both the Chairperson and the Vice-Chairperson/Chair-elect, the Council shall hold an election to fill both positions.

C. The Dean of the Graduate School will provide administrative support for the Graduate Council.

III. Powers and Functions

A. The Graduate Council is one of the several councils of the Faculty Senate, and this operating paper is drawn up in accordance with the Constitution and Bylaws of the Faculty Senate. Graduate Council policy recommendations that are not associated with Graduate Faculty, program proposals, or internal administration of the Graduate School will be sent directly to the Faculty Senate Executive Committee.

B. The Graduate Council is empowered to act as agent for the Graduate Faculty with delegated power to formulate policy with regard to the graduate program.

C. Illustrative of the academic policy matters within the jurisdiction of the Graduate Council are the following:

1. Establishing academic policy governing new programs at the graduate level, and recommending the institution of specific programs subject to requisite administrative and Board approval.

2. Establishing academic policy for graduate major and minor field curricula and acting on such curricula.

3. Establishing academic policy governing course approval by the Graduate Dean.

4. Establishing overall academic policies for student entrance into graduate degree programs and for continuance in such programs.

5. Establishing such other overall academic policies related to graduate academic standards as may prove to be necessary.

6. Establishing academic policy governing designation by the Graduate Dean of Graduate Faculty members not so recognized by virtue of rank.

7. Establishing academic policy governing the granting by the Graduate Dean of permission to serve on master's and doctoral committees, and to direct master's theses or doctoral dissertations.

8. Establishing academic policy regarding graduate awards and assistantships.

9. Establishing academic policy, on matters with Graduate School jurisdiction, regarding graduate teaching, research, general, and doctoral assistants.

10. Establishing academic policy for facilitating, encouraging, and coordinating the research effort of the University and developing that effort toward the highest level of excellence.

11. Establishing academic policy to be followed in allocating available SIU funds for faculty research projects.

12. Establishing academic policy, on matters within Graduate School jurisdiction, regarding the receipt and use of research and "cost of training" funds from outside agencies.

13. Making recommendations to the appropriate administrative officers concerning graduate faculty workloads and related matters.

14. Maintaining a continuing flow of information and recommendations between the Graduate Council and the Graduate Dean, the Graduate Faculty, the schools, departments, faculties, and other academic units.

15. Maintaining a continuing review and evaluation of graduate programs, standards, and administration.

16. Maintaining a continuing self scrutiny concerning the procedural and substantive effectiveness of the Graduate Council.

17. Maintaining a continuing study of effective means of enlisting the services and ideas of Graduate Faculty members not serving on the Graduate Council, as well as all other interested parties.

D. The Graduate Council may advise the Graduate Dean on matters of administrative policy and procedures.

IV. Meetings

A. Graduate Faculty

1. Calling of Meetings

a) The Chairperson of the Graduate Council, after consultation with the Graduate Dean, shall call meetings of the Graduate Faculty.

b) The Graduate Faculty will meet on call.

c) Meetings may be called at the initiative of the Chairperson of the Graduate Council, the Graduate Dean, the Provost and Vice Chancellor for Academic Affairs, the Chancellor, or upon petition by ten percent of the membership of the Graduate Faculty.

2. Agenda for Meetings

a) The agenda for any Graduate Faculty meeting shall be set by the Chairperson of the Graduate Faculty, in consultation with the Graduate Council and the Dean of the Graduate School.

b) The agenda of any Graduate Faculty meeting must be circulated to all members of the Graduate Faculty at least one week in advance of the meeting.

c) Items may be placed upon the agenda at the initiative of the Graduate Council, the Graduate Dean, the President of the Faculty Senate, the Provost and Vice Chancellor for Academic Affairs, the Chancellor, or upon petition by five percent of the membership of the Graduate Faculty.

3. The Conduct of Meetings

a) The Chairperson of the Graduate Faculty shall preside.

b) Robert's Rules of Order shall be used, and assistance to the presiding officer shall be rendered by a Parliamentarian appointed by the Chairperson of the Graduate Faculty.

c) Fifty members of the Graduate Faculty shall constitute a quorum.

B. Graduate Council

1. Calling of Meetings

a) The Chairperson of the Graduate Council, after consultation with the Graduate Dean, shall call meetings of the Graduate Council.

b) The Graduate Council shall meet at least once each month and more frequently if necessary.

c) Meetings may be called at the initiative of the Chairperson of the Graduate Council, the Graduate Dean, the Provost and Vice Chancellor for Academic Affairs, Chancellor, or upon petition by three members of the Graduate Council or ten percent of the Graduate Faculty.

d) Meetings are open to any member of the Graduate Faculty. A member of the Council who is unable to attend may send an observer to the Council meeting who can relay the substance of the discussion at the meeting to the absent Council member. A Council member who wishes views about a specific matter to be represented in that member's absence may send the Chairperson of the Council a memorandum to be read or a vote on an issue under discussion.

2. Agenda for Meetings

a) The agenda for any Graduate Council meeting shall be set by the Chairperson of the Graduate Council, in consultation with the Dean of the Graduate School.

b) The agenda of any Graduate Council meeting must be circulated to all members of the Graduate Council at least three days in advance of the meeting.

c) If matters not on the announced agenda are to be discussed, action should not be taken until a subsequent meeting except under unusual circumstances and then as

governed by the rules of order adopted by the Graduate Council.

d) Items may be placed upon the agenda at the initiative of the Chairperson of the Graduate Council, the Graduate Dean, the President of the Faculty Senate, the Provost and Vice Chancellor for Academic Affairs, the Chancellor by request of one member of the Graduate Council, or upon petition of five percent of the Graduate Faculty.

3. The Conduct of Meetings

a) The Chairperson of the Graduate Council shall preside.

b) The Graduate Council shall adopt its own rules of order.

c) At least half of the Graduate Council membership shall constitute a quorum.

4. Proxies

a. The Graduate Council member may elect to send any person of his or her choice with a proxy as defined in I.B. Membership.

V. Committees

A . Committees of the Graduate Council

  1. The Graduate Council shall be empowered to establish and terminate its own committees and subcommittees, both standing and ad hoc.
  2. The Chairperson of the Graduate Council, in consultation with the other officers of the Council, shall appoint the chairperson and the members of these committees.
  3. These committees shall embrace such areas as new graduate programs, review of existing programs, graduate educational policies, research, planning, and any other matters under Graduate Council jurisdiction.

4. These committees may establish such subcommittees as may be necessary.

5. Committees or subcommittees of the Graduate Council may include nonmembers as well as members of the Council. The Graduate Dean will serve as an ex officio member without vote on all standing committees.

6. The Executive Committee of the Graduate Council shall be comprised of the Chairperson, the Vice Chairperson/Chair-elect, the Secretary, and the chairs of the Council's committees.

VI. Amendment and Reapportionment

A. Amendment

1. Any change of the policy making or administrative structure herein described is subject to approval by the Graduate Faculty. Any change must be in accordance with the Constitution and Bylaws of the Faculty Senate.

  1. Such a proposed amendment may be initiated by the Graduate Council, the Graduate Dean, or by petition of ten percent of the Graduate Faculty.
  2. Proper notice of the contemplated change must be given, and adequate opportunity for expression of opinion must be provided.
  3. The proposed amendment must be approved by two thirds of those Graduate Faculty members who respond in a mail ballot or who are present and voting at a Graduate Faculty meeting.

2. The rules of procedure and operating papers of the Graduate Faculty, and those rules of procedure and operating papers of the Graduate Council contained in this document, may be amended by action of the Graduate Faculty, with proper notice of the contemplated change and adequate opportunity for expression of opinion. A two thirds vote of approval by those Graduate Faculty members who respond in a mail ballot or who are present and voting at a Graduate Faculty meeting is required.

3. The rules of procedure and operating papers of the Graduate Council, other than those contained in this document, may be amended by action of that body, with proper notice to all members of the contemplated change and adequate opportunity for discussion. A two thirds vote of those present at a Graduate Council meeting is required.

B. Reapportionment

The apportionment of membership on the Graduate Council shall be kept under continuing scrutiny and shall be subject to changes by amendment of this document and by appropriate Faculty Senate action.

VII. Rules of Procedure and Operating Papers

All other rules of procedure and operating papers for the Graduate Council that prove to be necessary, and that are not in conflict with the rules and operating papers listed above, are to be formulated by the Graduate Council

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