The document below came about from negotiations between the University Senate and Administration. It was approved by both:


GUIDELINES FOR THE CREATION, MODIFICATION, OR ELIMINATION OF DEPARTMENTS, PROGRAMS, INSTITUTES, SCHOOLS AND COLLEGES

The educational mandate of SBU is described in the Master Plan of the Board of Trustees of the State University. That charge is elaborated in the Mission Statement and periodic Master Plans of SBU, which are developed in consultation with faculties for review and approval by the Chancellor. It is the responsibility of the academic officers to plan, in consultation with the relevant Senates or other governance bodies, the steps necessary to implement the approved Master Plan of SBU. The Master Plan is typically an academic rather than an organizational statement. Achievement of its goals may, with due concern for program diversity and quality, enrollment targets, and consonance with the mission of the campus, require creation, modification, or elimination of departments, institutes, programs, schools and colleges. Plans and schedules of initiation, modification, or elimination of such units will be prepared by the academic officers in consultation with the appropriate governance bodies.

Departments and Programs:

1. A department is an academic unit in a school or college offering a curriculum leading to a degree or certification and having a chair who reports to the head of a college or school.

2. A program, for the purpose of these guidelines, is an academic unit, reporting to the head of a college or school through a director, that offers a coordination of courses and other instructional or research activities that has a curriculum leading to a degree or certification. Programs are of two kinds:
A. An interdisciplinary program may coordinate activities of two or more departments.
B. A program may be an academic unit that by reason of its small size or stage of development has not been given departmental status.

Programs administered entirely within a department, such as the graduate programs or the undergraduate programs of a department, do not fall under these guidelines. Some graduate programs are also interdisciplinary.

Institutes:

In order to best fulfill the mission of the University and to take advantage of opportunities, it may be advantageous to create institutes. These institutes will be of three different types.


TYPE I.  An institute that requires no significant University resources, such as personnel and OTPS, and relies on faculty and staff who already have primary appointments in existing units.

TYPE II.  An institute that involves staffing from university resources, such as secretaries and professional employees, but whose faculty have primary appointments in existing units.

TYPE III. An institute that involves faculty resources whose primary (50% or more effort) responsibilities are in the institute, and not in existing units.

The academic administration may create Type I institutes and then inform the Executive Committee of their action. In the case of the creation of Type II institutes, the Provost should submit a plan to the University Senate Executive Committee for its consideration. The Executive Committee might ask appropriate Senate committees to review the proposal. A response from the Executive Committee should be within two months of receipt of the proposal during the academic year. Institutes of Type III will follow the same procedure as those for the creation of new departments, etc., and therefore, will involve full Senate review.

Procedures for New Departments, Programs,
TYPE III Institutes, and Schools

1. The proposers of new units, after consultation with the appropriate academic officers and faculty, will prepare a proposal which is drawn up in reasonable detail concerning the following:

a) The need for the new unit, identification of the clients that it will serve, the way it will augment the University's offerings, and the way it will interact with existing academic units and programs.

b) The curriculum or mission of the new unit.

c) The resources needed for the unit personnel, budget, special equipment, space, etc.

d) The resources available or anticipated for support of the unit.

e) An assessment of existing library resources and a statement verifying the adequacy of these resources for the proposed unit.

2. When the unit is housed entirely within one school or college, the appropriate Dean will transmit the proposal to the relevant Senate for its consideration. If the new unit involves more than one school or college, then the proposal should be submitted to all the relevant Senates by the Deans. The Dean(s) will then forward the proposal with the comments from the Senate(s) to the Provost. The Provost will then submit the proposal to the Executive Committee of the University Senate. The Provost's submission should include a schedule for phasing-in of the unit, a description of the unit's ultimate order of magnitude, and the information specified above in "a" through "e". The Executive Committee of the University Senate may send the proposal, with its rationale and the comments from the relevant Senates and Dean(s), to the appropriate Senate committees for review and comments. The submission to the full Senate will take place no later than four months after receipt of the proposal by the Executive Committee.

Procedures for New Schools and Colleges

The proposal for a new school or college should follow the same procedure as for a new department. The proposal, however, should normally include the recommendations from an external review committee of outstanding scholars qualified to advise the University on the academic and organizational issues that the proposal presents.

Procedures for Transfers, Combinations, Divisions
and Elimination of Units

Proposals to modify (i.e., transfer, combine, divide, elevate) or eliminate units should follow the procedures similar to the creation of a new unit. Specifically, the proposer(s) of the action should prepare a reasonably detailed rationale for the proposed change, including the effect of the proposed change on students, faculty, and other academic units, as well as its resource implications. When the unit involved is housed entirely within one school or college, the appropriate Dean will transmit the request for change and its rationale to the relevant Senate and Student Governments’ Senates for its consideration. If the unit involves more than one school or college, the proposed change and its rationale should be submitted to all the relevant Senates and Student Governments’ Senates by the appropriate Deans. The Dean(s) will then forward the proposed change and its rationale, with comments from the relevant Senates and Student Governments’ Senates, to the Provost. The Provost will then submit the proposal to the Executive Committee of the University Senate. This submission should include a proposed timetable for the proposed change. The Executive Committee of the University Senate may send the proposed modification or elimination,  with its rationale and the comments from the relevant Senates, Student Governments’ Senates and Dean(s), to the appropriate Senate committees for review and comments. After receipt of the responses from the appropriate Senate committees, the Executive Committee will present the proposed change to the full Senate with its recommendation. The submission to the full Senate will take place no later than four months after the Executive Committee has received the proposed change.

November 2010