Current through all regulations passed and filed through March 18, 2024
(A) Policy
statement. The divisional executive officers of the university are the
provost/vice president for academic affairs, vice president for institutional
effectiveness and board professional, vice president for finance and business
operations and the vice president for legal affairs and human resources. The
president is considered to be the divisional executive officer for those work
units that have a direct reporting relationship and for the staff assigned to
work in the office of the president. The board of trustees is committed to
establishing and developing processes designed to hire and retain effective,
innovative, and strategic executive officers. In the selection and evaluation
of executive officers of the university, the board of trustees is committed to
the principle of collegiality, where, as appropriate, members of the university
community (students, faculty, and staff) have an opportunity to participate in
the decision-making processes of the university. The board of trustees
acknowledges the need for the establishment of processes for the selection and
regular evaluation of divisional executive officers of the university. The
board also affirms the principles of collegiality and merit-based rewards in
these processes that are directly associated with positive evaluation of these
officers.
(B) Parameters.
(1) A position announcement, including the
minimum and preferred qualifications, will be developed and brought to the
board of trustees for review and approval prior to initiating the
search.
(2) Advertising to fill
executive officer positions will be done in a manner that will create a diverse
pool of candidates of racial, ethnic and social backgrounds, reflecting a wide
diversity of values, ideas, and beliefs.
(3) An individual selected to serve as an
executive officer will be identified from an applicant pool obtained as a
result of a national search process. With the approval of or when deemed
necessary by the president, a search firm may be utilized. Filling these
positions on an interim basis may be done without initiating a formal process
(see rule
3356-9-10 of the Administrative
Code, "Acting/interim appointments of university administrators").
(4) In recognition of the principles of
collegiality, advisory committees will be utilized during the process of
searching, screening, and interviewing potential executive officers.
(5) Evaluation involves an employee and
supervisor in a yearly process of mutually identifying measurable objectives,
regular review of progress toward their achievement, and year-end determination
of whether or not the objectives were met.
(6) The evaluation may involve merit salary
considerations as part of the year-end sessions.
(C) Role of executive officers.
(1) Executive officers of the university
maintain overall leadership for a particular division or unit. As university
officials, each has the responsibility to represent the university and provide
leadership in the specified areas of responsibility. The executive officers
serve as primary advisors and the members of the president's cabinet. In
addition, the president may designate other administrative officers to serve as
members of the cabinet. Executive officers of the university include:
(a) The provost and vice president for
academic affairs is the chief academic officer of the university. As the
president's first delegate, the provost and vice president for academic affairs
has primary responsibility for the overall administration of the academic
programs of the university.
(b) The
vice president for institutional effectiveness and board professional is the
chief administrative officer responsible for the university's institutional
effectiveness agenda; provides leadership for institutional research and
strategic planning implementation and assessment, supports the president
internally and externally, and supports the successful functioning of the board
of trustees as a board professional.
(c) The vice president for student affairs is
the chief student personnel officer for the university and provides leadership
for the division of student affairs and its major units.
(d) The vice president for finance and
business operations is the chief fiscal and administrative officer for the
university; provides leadership for the division of finance and business
operations, recommends fiscal policy to the president for consideration by the
board of trustees, and is responsible for implementation of these
policies.
(e) The vice president of
legal affairs and human resources and university general counsel is the chief
legal officer of the university and administrative officer for the division of
legal affairs and human resources. This position provides leadership to the
division of legal affairs and human resources.
(2) Other positions designated by the
president with the approval of the board of trustees.
(D) The procedures for selection and
appointment. The procedures that follow provide an overall structure for
executive level officer selection. It is recognized that these procedures may
need to be adjusted to accommodate a particular situation in consultation with
the chief human resources officer.
(1) When
there is a need to fill a vacant or new executive level position, the president
will appoint a search advisory committee.
(2) This committee will include
representatives of the affected university division, a member of the board of
trustees, as designated by the chair, and may include other members of the
university community and other external members, as appropriate.
(3) This committee will review all
applications timely received, identify those that meet the pre-established
qualifications, complete an initial check of references of the qualified
candidates, and recommend a short list of candidates to be
interviewed.
(4) This committee
will be involved in the process of interviewing all of the candidates visiting
the campus.
(5) The on-campus
interview process may include a broad representation of each of the divisions
of the university, students, appropriate community representatives, and others
identified by the president.
(6)
The president will also host a meeting with each of the final candidates and
members of the board of trustees.
(7) The president, in consultation with the
board of trustees, will identify the candidate to be extended the offer. The
office of human resources will extend an offer of employment that is contingent
upon the approval of the board of trustees. The offer will be in the form of
either an appointment or employment contract.
(a) Appointments will include a ninety-day
notice of termination clause.
(b)
When it is in the best interest of the university, the president may issue an
employment contract for multiple years.
Both appointments and employment contracts of an executive
officer must be approved by the board of trustees prior to the employment start
date.
(8) The
chief human resources officer will prepare and submit a summary of all
personnel actions (i.e., appointments, promotions, reclassifications,
transfers, demotions, salary adjustments, and separations) to the university
affairs committee for recommendation for approval by the board of trustees. The
personnel actions shall be contingent upon approval by the board.
(E) Exceptions to the selection
procedures. Exceptions to the above selection requirements may be granted in
special circumstances where departure offers demonstrable benefits for the
university. A request for such an exception must be submitted in writing to the
office of human resources and the office of equal opportunity
, policy
development and title IX for review and
recommendation. The request initiated by the president, together with the
recommendations of human resources and equal opportunity, will be submitted to
the university affairs committee of the board of trustees, which will recommend
the final action to be taken on the request by the board of trustees.
(F) Procedures for the evaluation of an
executive level officer. The procedures that follow provide an overall
structure for evaluation. It is recognized that these procedures may need to be
adjusted to accommodate a particular situation.
(1) The evaluation process is conducted on an
annual basis.
(2) The process will
be initiated with one-on-one session(s) between the executive officer and the
president.
(3) The initial phase of
the process will be devoted to dialog whereby mutually accepted annual
objectives are identified and finalized in writing.
(4) Through the course of the year,
one-on-one sessions will be initiated by either party to review the progress
being made toward the achievement of the objectives. Adjustments can be made to
the objectives during these sessions.
(5) At year's end, during a one-on-one
session between the executive level officer and the president, the degree to
which these objectives have been met will be determined and preliminary salary
adjustment considerations may be discussed. The board of trustees considers it
important to have the evaluation of executive level officers include the
perspective of their constituents and subordinates. Therefore, an important
component of the overall evaluation will be input from a sample of constituents
and subordinates. The president will consult with the board of trustees during
the evaluation process as to the performance of executive level officers and
will inform the board of trustees about the results of their evaluation of each
executive level officer.
(6) When
considering salary adjustments for executive level officers, the president will
submit proposed adjustments to the university affairs committee for its review
and approval prior to implementing said adjustment(s).
