Procedures of the Department of Mathematics

Adopted: 1 May 1979
Reissued: Mar 1989, Feb 1990, Feb 1991, May 1995, Aug 2003
Current Distribution: 25 August 2003

1. Department Head.

   The Head is responsible for:

   1. the maintenance of the provisions of these Procedures;
   2. the calling of at least one faculty meeting each semester;
   3. the submission to the faculty of a detailed, written financial report at the end of each academic year.
   4. The Head shall develop and present to the faculty criteria for merit pay raises and inform each faculty member privately each year of the salary the Head plans to recommend for that faculty member for the coming year. This should be done soon after the Head has made these decisions.
2. Definitions and General Matters.
   1. 1. Voting Faculty.

         The term Faculty (= voting faculty) as used herein shall refer to persons on regular appointment in the Department of Mathematics with the rank of Professor, Associate Professor, Assistant Professor, Instructor or Lecturer. One who holds a joint appointment in the Department of Mathematics and other departments or units of the University is a member of the faculty if the Head states at the time of appointment that the appointment provides for half-time or more service in the Department of Mathematics. The preceding does not preclude non-voting joint appointments.

         Visiting or part-time appointees are not members of the Faculty for the purposes of this document. Some Faculty members may be excluded from voting on certain matters by virtue of their rank or standing as prescribed elsewhere in these Procedures.

      2. Quorum.

         For any faculty or committee meeting a quorum shall be a majority of those Faculty not on official leave who are qualified to vote at the meeting. If a quorum is not present, no votes shall be taken.

      3. Voting.
         1. When a quorum is present, a majority of the votes cast, ignoring abstentions, is necessary and sufficient to adopt any motion that is in order, except in those cases where these Procedures specify otherwise.
         2. Voting at a faculty meeting shall ordinarily be carried out by voice or hand vote. The vote shall be by secret ballot if any Faculty member requests it. A mail ballot of the Faculty can only be ordered at a faculty meeting, approval requiring a simple majority, unless such a ballot is called for elsewhere in these Procedures.
         3. Each motion which is made in a faculty meeting shall be given in the minutes along with who seconded the motion, the vote totals (if counted), and the motion's final disposition. A motion fails on a tie vote.
         4. In a faculty meeting the presiding officer may only vote when the voting is by written ballot.
         5. Proxy votes are not allowed. Absentee voting is permitted when authorized by a majority vote of the Faculty, or under the following circumstances: final voting in a change of Head, final voting in a departmental review, final voting in the adoption of new departmental Procedures.
         6. In an election in which n candidates are to be elected to k positions, with n > k. the number of votes received by each candidate shall be arranged in decreasing order, say v₁ ≥ v₂ ≥ ... ≥ v_n. If v_k > v_k+1, then those candidates receiving at least v_k votes are elected. If v_k = v_k+1 those candidates receiving greater than v_k votes are elected, and a run-off is held among all candidates receiving v_k votes for the positions remaining to be filled. This procedure is continued until all positions are filled. If at any stage all candidates receive the same number of votes, the Voting Officers shall eliminate by lot one of the candidates and, if there remain more candidates than positions to be filled the runoff procedure shall continue.
      4. Robert's Rule.

         Questions on procedures will be decided in accordance with the most recent edition of Robert's Rules of Order, except when specific rules are prescribed by these Procedures.

   2. Voting Officers.
      1. There shall be two Voting Officers in the Department who will run all elections. They shall be elected during the April elections and they will serve a one-year term beginning July 1. The Voting Officers shall be tenured full professors or tenured associate professors.
      2. If a Voting Officer is not present at a faculty meeting, the presiding officer shall appoint a needed Voting Officer for that meeting. Voting Officers shall provide ballots and ballot boxes for use at faculty meetings and shall distribute, collect and count the ballots in any balloting.
   3. Status and Committee Rosters.
      1. At the beginning of each semester, the Voting Officers shall distribute to the faculty a status roster giving the status of each faculty member. (Status includes rank with year obtained, tenure status, leaves, visiting status.) At the bottom of a new status roster should be listed any change in status between the preceding and new roster.
      2. At the beginning of the fall semester, the Voting Officers shall distribute to the faculty the Committee rosters.
   4. Faculty Meetings.
      1. Written notice and an agenda for each faculty meeting shall be given to the faculty by the person or persons calling the meeting at the latest on the second working day prior to the day of the meeting.
      2. Faculty meetings should ordinarily be held on a Tuesday or Thursday at 3:30 and should adjourn by 5:00. They should be held only during the fall and spring semesters on days when university classes are scheduled.
      3. A change in the agenda of a faculty meeting may be made during the meeting if it is approved by a majority vote.
      4. Minutes shall be taken at all faculty meetings and shall subsequently be distributed.
      5. A faculty meeting can be called by the Head for any purpose. The Head shall call a faculty meeting upon the request on one-fourth the Faculty.
      6. The Voting Officers have the responsibility of calling a faculty meeting, if necessary, to carry out elections required by these Procedures.
   5. Amendments to the Procedures.
      1. Motions to amend the Procedures shall be voted on by mail ballot, passage requiring approval by a majority of the Faculty.
3. Committees.
   1. General Matters.

      The Committees of the Department should be open and should keep the faculty informed. Where appropriate, open meetings should be held to involve the faculty directly in the committee's proceedings. Meetings of Committees III.B-G should be announced to the faculty in advance, along with a brief statement of the topics to be considered.

      Section III.A is not applicable to the Administrative Review and the Head Search Committees.

      1. Elections.
         1. In April of each year faculty meetings shall be held to nominate candidates for the elected positions as required by these Procedures (cf. II.B1, 111, sections B1(a). C1(a), D1(a), E1(a), F1(a) and G1(a).
         2. In April of each year a meeting of the tenured full and tenured associate professors shall be held to nominate candidates for the Promotion and Tenure Committee.
         3. At least one week prior to these meetings, the Voting Officers shall distribute to the faculty the Committee rosters, a list of Faculty members showing which Committee each is a member of, and a list of vacancies. A mail vote shall be conducted within one week of the nomination meeting.
      2. Vacancies.

         Any vacancy that occurs on a Committee, other than the Promotion and Tenure Committee, for reason other than the expiration of a member's normal term, shall be filled by an appointment by the remaining members of that Committee, which satisfies the necessary eligibility requirements. Any appointee shall serve until the end of the term or until the return of the person replaced, who will then complete the term.

      3. Committee Decisions.

         Major decisions made by the committees in III.B-G shall be reported to the Faculty in writing.

      4. New Committees.

         A new standing committee can only be established by these Procedures.

      5. Limits of Committee Service.
         1. No Faculty member, other than the Head, may serve on more than two of the committees in III.B-E at any one time.
         2. No Faculty member, other than the Head, may serve for more than four consecutive years on any one Committee in III.B-G. Having served for four consecutive years, a Committee member is ineligible to serve on that Committee again for a period of at least one year.
   2. Graduate Committee.
      1. Membership.
         1. In April of each odd-numbered year the Faculty shall elect three Faculty members to serve two-year terms on the Committee beginning July 1 of that year.
         2. The Head shall select one of the elected members to chair the Committee for a term of two years.
         3. In the spring of each even-numbered year, the elected members and the Head shall appoint two additional Committee members to serve two-year terms beginning July 1 of that year.
         4. The Head is a non-voting member of the Committee.
      2. Responsibilities.

         Among the Committee's responsibilities are:

         1. the formulation of criteria for admission to the graduate program and the processing of all applicants for admission, including the ultimate decision on acceptance or rejection;
         2. the decision on the appointment or re-appointment of graduate teaching assistants;
         3. the overseeing of all required qualifying, preliminary, and final examinations of graduate students.
   3. Undergraduate Committee.
      1. Membership.
         1. In April of each odd-numbered year the Faculty shall elect three Faculty members to serve two-year terms on the Undergraduate Committee beginning July 1 of that year.
         2. The Head shall select one of the elected members to chair the Committee for a term of two years.
         3. In the spring of each even-numbered year the elected members and the Head shall appoint one additional member to serve a two-year term beginning July 1 of that year.
         4. In the spring of each odd-numbered year the teaching assistants in the Department shall elect one teaching assistant to serve a two-year term on the Committee beginning July 1 of that year.
         5. The Head shall appoint one faculty member to serve as a voting member of the committee. In the event that this person is, or becomes, an elected member of the Committee, he or she will serve in both capacities, but with only one vote.
         6. In the spring of each even-numbered year, the instructors in the Department, not fitting the definition of “Voting Faculty” in Section II.a.1 of these procedures, shall elect one Voting Faculty member to serve a two-year term on the Undergraduate Committee beginning July 1 of that year.
         7. The Head is a non-voting member of the Committee.
      2. Responsibilities.

         Among the Committee's responsibilities are:

         1. the formulation of changes in the program for mathematics majors;
         2. the writing of syllabi and the selection of textbooks for lower-division courses;
         3. the appointment of undergraduate advisors and teaching supervisors.
   4. Promotion and Tenure Committee.
      1. Membership.
         1. In April of each year the Faculty shall elect a number of tenured Faculty to serve two-year terms on the Committee such that the following conditions are met:
            1. The lower bound on the total number of elected Committee members shall be the maximum of the number five (5) and the number of Faculty members that are scheduled by University procedures for either a promotion, tenure, or a four-year review over the coming year.
            2. The lower bound on the number of elected full professors on the Committee shall be the maximum of the number three (3) and the number of Faculty members that are scheduled by University procedures for review for promotion to full professor over the coming year.
            3. The number of Committee members elected shall be the maximum of the number two (2) and the minimum number required to ensure that the lower bound~ specified in (i) and (ii) above are attained.
            Only tenured associate and tenured full professors are eligible to be nominated as candidates, to nominate candidates, or to vote in the election for Committee membership.
         2. The Head, who is a non-voting member of the Committee, may serve as the presiding officer, or may appoint a full professor on the Committee as presiding officer for the remainder of that member's term.
         3. An associate professor is not eligible to serve on the Committee in any year in which the Committee will consider that associate professor for promotion.
         4. Any vacancy on the Committee shall be filled by a Faculty election, subject to (a) above.
      2. Responsibilities.
         1. The Committee decides on all departmental recommendations concerning matters of re-appointment, retention, non-retention, tenure, and promotion of faculty members. In so doing, the Committee is bound by and is responsible for the Department's adherence to the guidelines set forth in the University's Faculty Manual (especially Chapters VIII and X). It is also bound in its deliberations and decisions by the departmental criteria and guidelines.
         2. At the end of the academic year, the Committee shall review the departmental criteria and guidelines and, if suitable, recommend possible changes to the appropriate group of tenured Faculty. Changes in the criteria and guidelines can also be made at any time by the appropriate group of the Faculty, subject to a majority approval within that group.
      3. Procedures.
         1. Prior to its deliberations the Committee shall meet to prepare its agenda for the coming year .This agenda shall include the names and status of all the faculty members to be considered during the coming year, omitting those who do not wish to be considered. Prior to any deliberations, this agenda shall be distributed to the Faculty.
         2. A Faculty member may request at any lime that the Committee consider changing the member's status. Unless required by either the general University guidelines or by the Department's guidelines, the Committee is not obliged to do so.
         3. Only full professors on the Committee shall be present during deliberations of full or associate professors, while the full Committee deliberates on faculty members of any lower rank.
         4. During its deliberations, the Committee will solicit relevant information from the Faculty concerning the persons on the agenda.
         5. When a decision is made, the recommendation will be written by a Committee member other than the Head. Upon approval by majority of the Committee, this recommendation, together with the Committee's vote on the recommendation, shall be forwarded to the Dean as the Faculty's recommendations, separate from any private recommendations of the Head.
         6. The Head shall inform the concerned faculty member in writing of his and the Committee's recommendations before any information is distributed to the Faculty. The Committee's positive decisions shall be communicated in writing to the Faculty.
   5. Personnel Committee.
      1. Membership.
         1. In April of each even-numbered year the faculty shall elect three Faculty members to serve two-year terms on the Committee beginning July 1 of that year.
         2. The Head, who is a voting member of the Committee, may serve as the presiding officer, or may appoint a member of the Committee to be the presiding officer for the remainder of that member's present term.
         3. In the spring of each odd-numbered year the Head and the elected members shall appoint two additional Committee members to serve two-year terms beginning July 1 of that year.
         4. Only tenured associate and tenured full professors of the Faculty are eligible to serve on the Committee.
      2. Responsibilities.

         Among the Committee's responsibilities are:

         1. the solicitation of names from the Faculty of possible candidates;
         2. the solicitation of input from the Faculty on candidates who are seriously being considered for positions in the Department before any offers are made;
         3. informing the faculty in advance when a candidate will visit the campus;
         4. informing the Faculty of the acceptance or rejection of any offer as soon as it is received;
         5. informing the faculty of areas in which the Committee is seeking new faculty and the number of positions involved;
         6. advertising positions nationally.
      3. Policies.
         1. It is a policy of the Department not to hire its own Ph.D.'s into tenure-eligible positions, except under unusual circumstances.
         2. The file of any candidate shall be available in the Department office for any Faculty member to see.
      4. Procedures.

         When the Committee decides to extend an offer, the faculty shall be informed in writing of details of the offer including: rank; visiting; joint, adjunct, temporary; sources of funds to cover the salary and the percentage that each source will provide; any special conditions.

   6. Planning Committee.
      1. Membership.
         1. In April of each year the Faculty shall elect one tenured Faculty member to serve a three-year term on the Committee beginning July 1 of that year.
         2. After the April elections, the following Committees, as they will be constituted on July 1, shall each select a member to serve as the Committee's representative on the Planning Committee for a one-year term beginning on July 1: Personnel, Promotion and Tenure, Graduate, and Undergraduate. The Promotion and Tenure Committee member shall be a full professor.
         3. The presiding officer shall be that Committee member who has served the longest consecutive term as a member elected by the Faculty.
         4. The Head is a voting member of the Committee.
         5. The Committee shall consist of eight different persons.
      2. Responsibilities.
         1. Collecting Information.
            1. The Committee is responsible for collecting information about departmental and University matters that relate to departmental goals and planning.
            2. At regular intervals, the Faculty should be polled on the direction of the Department. The information gathered should be made available to the faculty and should be used to draw up long-range plans.
         2. Planning.
            1. The Committee should identify departmental goals and develop plans to accomplish these goals. Such plans should contain policies concerning which areas of mathematics should be represented or be emphasized in the Department.
            2. The Committee should publish timely reports of its deliberations.
   7. Computer Committee.
      1. Membership.
         1. In April of each year the Faculty shall elect one faculty member to serve a two year term. The chairman is appointed by the Head. Vacancies are filled by appointment by the Head. The Committee consists of three faculty members.
      2. Responsibilities.
         1. The Computer Committee deals with computer policy and its implementation.
   8. Other Standing Committees.

      The other standing Committees of the Department are the Committee on the Mathematics Graduate Minor, Colloquium Committee, Engineering Math Committee, Honors Committee, Library Committee, and the Math Education Committee.

      1. These Committees are appointed by the Head.
      2. Standing Committees should keep the Faculty regularly informed of their activities.
   9. Administrative Review Committee.

      The Review Committee shall carry out the faculty review of the departmental administration as mandated by the faculty Senate action of March 14, 1974:

      “There shall be conducted a comprehensive review of departmental administration no less frequently than every five years. A review may also be initiated at any time at the discretion of the dean, and shall be initiated whenever requested of the dean by one-third of the faculty (tenured and non-tenured) of the department. For the purpose of the review there shall be created an ad hoc committee. Committee membership shall include three faculty members elected by the faculty of the department in accordance with departmental regulations and two faculty members designated by the dean. The review committee shall report its findings and recommendations to the dean and the faculty of the department.”

      1. The Committee shall review both the Head and the departmental administration.
         1. The Head. The review of the Head should include such matters as the promotion of quality in teaching and scholarship, the effective consultation and communication with both Department and University administration, and the financial management of the Department.
         2. Departmental Procedures. It is important that the Committee not limit its review to the Head, but also review the operation of the department as a whole and serve as a positive mechanism for improvement. This phase of the review should include committee structure and administrative officers other than the Head.
      2. Any Faculty member, other than the Head, is eligible to vote in the Committee elections. Any Faculty member, other than the Head and Associate Head, is eligible to serve on the Committee. The Head may not participate in any phase of the review voting.
      3. A meeting open to all Faculty members shall be held for the purpose of electing the Review Committee. This meeting will be conducted by the Voting Officers.
      4. Voting Procedures. All voting shall be by written ballot. The voting procedures shall be those in II.A3(f). Each Faculty member votes for at most two candidates. If the number of candidates exceeds six, then a primary election is held to narrow the field to six candidates.
      5. The Voting Officers shall inform the Dean of the Faculty of Science of the names of the three elected departmental members of the Review Committee.
      6. In general, the Review Committee shall determine its own procedures and inform the Faculty what these are so the Committee can receive comments and suggestions from the Faculty before the Committee commences with the review. Each faculty member, including the Head, should be interviewed by the Committee or by a subcommittee of at least two members.
      7. Committee members should be available to interview graduate teaching assistants who wish to comment on the departmental administration.
      8. To ensure confidentiality, the sole record of the Committee's work shall be its final report, submitted in accordance with 9 and 10 below. This report shall be submitted within three months of the formation of the entire Committee.
      9. The Committee shall prepare a written report of its findings and conclusions to be submitted to both the Dean and the faculty of the Department. This report shall contain evaluations of all aspects of the department's present administration deemed appropriate by the Committee, as well as recommendations for changes and improvements.
      10. The Committee shall distribute a copy of this report to each Faculty member of the Department prior to its submission to the Dean and shall, a short time thereafter call a general meeting of the Faculty. The purpose of this meeting will be to discuss the written report and to hold a vote expressing the Faculty's concurrence or lack of concurrence with the report.
   10. Head Search Committee.
       1. Whenever it becomes necessary to seek a new Department Head the Voting Officers shall initiate the following procedures to establish the Search Committee:
          1. they shall request the Dean to meet with the faculty;
          2. they shall call a nominations meeting.
       2. The Faculty shall elect three Faculty members as the Department's representatives on the Committee using the voting procedures in III.I4. The names of these three Faculty members will then be sent to the Dean of the Faculty of Science by the Voting Officers.
       3. After meeting with the Dean and the Department, the Committee shall formulate a plan on how to proceed with the search and submit it to the Faculty for its approval. The plan should provide for:
          1. an interview with each Faculty member and any TA's who wish to be interviewed. These interviews shall be conducted by at least two Committee members;
          2. a report to the Dean on the findings of the Committee;
          3. a report to the Faculty on the final candidates and the Committee's recommendations.
       4. When the final candidate(s) have been selected, the Committee shall request that they submit position papers which deal with their views on the future direction of the Department. Copies should be distributed to the Dean and the Faculty. The Committee shall then ask each Faculty member to rank the candidates in order of preference.
   11. Performance Review Committee.
       1. Membership.
          1. In April of each year the faculty shall elect three Faculty members to serve two-year terms on the Committee beginning July 1 of that year. The faculty can separate candidates to this committee into distinct elections to achieve diversity in areas of expertise by a voice vote at the meeting where committee nominations are made.
          2. The Head shall appoint a member of the Committee to be the presiding officer for the remainder of that member's present term.
          3. Only tenured associate and tenured full professors of the Faculty are eligible to serve on the Committee.
       2. Responsibilities.

          The Committee's responsibilities are:

          1. to conduct the required annual review of all faculty required by The Arizona Board of Regents (ABOR) and to follow the current guidelines set forth in The University of Arizona Handbook for Appointed Personnel (UHAP).
          2. to review and suggest improvements to the Department's peer review policies.