Current through all regulations passed and filed through September 16, 2024
(A) Policy
statement. In the selection and annual evaluation of administrative 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 administrative officers. 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
required and preferred qualifications, will be developed and brought to the
president for review and approval prior to initiating the search.
(2) Advertising to fill administrative
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 administrative 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 may be utilized during the process of
searching, screening, and interviewing potential administrative
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 process may involve merit
salary considerations as part of the year-end session.
(C) Role of the administrative officers.
Administrative officers of the university maintain management responsibilities
for a specific segment of the campus. They also serve as an integral part of
the university's leadership team that is responsible for the overall direction
of the institution. Each serves as primary advisor on the various divisional
advisory committees and as members of the executive and administrative staff
council. Each dean, associate dean and chair has certain responsibility for one
of the colleges and reports directly or through the chain of command to the
provost and vice president for academic affairs. Associate vice presidents,
associate provosts, assistant provosts, and executive directors are responsible
for a major administrative unit and each reports directly to an executive level
officer or the president. Administrative officers of the university include:
(1) College deans, associate deans, and
chairs.
(2) Associate vice
presidents.
(3) Executive
directors.
(4) Associate
provosts.
(5) Assistant
provosts.
(6)
Executive
director of equal opportunity , policy development and title
IX.
(7)
Chief human resource officer.
(8)
Other positions designated by the president.
(D) Procedures for the selection of
administrative officers. The procedures that follow provide an overall
structure for administrative officer selection. It is recognized that these
procedures may need to be adjusted to accommodate a particular situation, i.e.,
selection of chairs (see the YSU-YSU/OEA collective bargaining agreement). When
an administrative officer vacancy occurs, the hiring manager will follow the
prescribed electronic process to see approval to post the position and follow
standard search procedures as established by the office of human resources. The
following is a general description of the search process.
(1) When there is a need to identify a new
administrative officer, the appropriate executive level officer (see rule
3356-9-01 of the Administrative
Code) or designee appointed by the president will appoint a search advisory
committee.
(2) This committee will
include representatives of the affected university division and may include
other members of the university community and other external members as
appropriate.
(3) This committee
will review all of the applications received, identify those meeting 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 the affected university
division, other members of the university community, including the board of
trustees and others identified by the appropriate executive level officer or
designee appointed by the president.
(6) Upon the conclusion of the interview
process, the search advisory committee will submit to the appropriate executive
level officer or designee appointed by the president an unranked list of three
to five candidates, with an assessment of each, that are recommended to fill
the vacant position.
(7) The
appropriate executive level officer appointed by the president, in consultation
with the president, will review the list of recommended candidates to identify
the person to be extended an 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 an
employment contract.
(a) Appointments will
include a ninety-day notice of termination clause. Appointments are contingent
upon board approval; however, employees may begin employment prior to board
approval. See rule
3356-9-05 of the Administrative
Code, university policy
3356-9-05"Faculty rank and
tenure for designated administrators." Administrators with tenure may be
returned to faculty without providing the ninety-day notice period.
(b) When it is in the best interest of the
university, the president may issue an employment contract for multiple years.
Employment contracts must be approved by the board of trustees in advance of
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. A request initialed by a hiring department, together with the
recommendations of human resources and office of
equal opportunity, policy development and title
IX, will be submitted to the president, who will take final action on the
request and report the recommendations and action taken to the university
affairs committee of the board of trustees at or before its next
meeting.
(F) Procedures for the
evaluation of administrative officers. 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 administrative officer and
the executive officer or the president.
(3) This initial phase of the process is
devoted to dialog, whereby mutually acceptable annual objectives are identified
and finalized in writing at the start of the calendar year.
(4) Throughout 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 administrative officer and the executive officer, the
degree to which these objectives have been met is determined and preliminary
salary adjustment considerations may be discussed. The board of trustees
considers it important to have the evaluation of administrative 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.
(6)
All administrative officers' merit considerations are reviewed by the executive
officers in a group setting to ensure consistent application from an
institutional perspective.
(7) When
considering salary adjustments for administrative officers, the president will
submit proposed adjustments to the university affairs committee for its review
and comment prior to implementing said adjustment(s).
