II. Applicability of the Faculty Handbook and Procedures for Change
II.E. Procedures for Changing the Faculty Handbook
II.E.1. Charge of the Committee
The Faculty Handbook Committee shall determine if any changes in, additions to or deletions from sections II, III and IV of the Faculty Handbook are to be recommended for approval. All proposed or required changes in, additions to or deletions from these sections of the Faculty Handbook shall be reviewed by the committee. In the case of changes to be made to the official version of the handbook correcting errors, as well as changes mandated by state or federal law or regulation, and changes reflecting new or modified policies of the university, the committee's responsibility is to inform the faculty of these changes through notice to the speaker. Any changes in, additions to or deletions from Section VI shall be accomplished through the procedures set out in the Constitution and Bylaws of the Faculty Senate, and shall become effective as outlined therein. Any changes recommended to the committee in this section shall be referred to the speaker.
II.E.2.a. Timelines for Suggestions
Each academic year, the committee will consider suggestions for changes to the Faculty Handbook that are submitted to the committee by a deadline set by the committee.
II.E.2.b. Notice to Faculty
Each year, the chair of the committee will send a message to the faculty of the university notifying them of the deadline for submission of suggested changes to the Faculty Handbook.
Such recommendations shall be brought before the committee for consideration and recommendation. Changes may be submitted through the faculty handbook Web site or by contacting members of the faculty handbook committee (http://www.jmu.edu/facultysenate/facultyhandbook/contact.html).
II.E.2.d. Tracking of Suggestions
The committee will compile a list of suggestions made by the deadline each year and track the consideration and disposition of each suggestion. Once approved by the committee, the list will be posted on the Web site.
II.E.2.e. Eligibility to Suggest Changes
Any member of the university community may recommend a change to the Faculty Handbook by contacting a committee member or the office of the provost. Recommendations shall be brought before the committee for consideration and recommendation, except for suggestions made anonymously or by persons outside of the university community, which need not be considered by the committee.
II.E.2.f. Acknowledgement of Receipt
Suggestions made anonymously or by persons outside of the university community require no response. Otherwise, each suggestion will receive an acknowledgement from the chair of the committee.
II.E.3.a. Timing of Consideration
Suggestions received by the committee by the deadline will be considered by the committee, although consideration may be continued into the next year's committee work for specific suggestions. Suggestions not considered in one year will be carried forward to the next year's cycle for consideration at that time. Suggestions received after the deadline will be held until the next year's cycle for consideration at that time.
II.E.3.b. Committee Consideration
The committee will consider suggestions, and will vote to take one of the following actions on each suggestion:
- The committee may recommend approval of the suggestion,
- The committee may decline to recommend approval of the suggestion,
- The committee may modify the suggestion in any way it deems appropriate for a recommendation of approval,
- The committee may refer a suggestion for discussion by the Faculty Senate.
If the committee refers a suggestion for discussion by the Faculty Senate, it will postpone consideration of the suggestion to allow the Faculty Senate to hold at least two meetings to discuss the suggestion. After that time has passed, the committee may decide to either take up the suggestion for consideration, or carry it forward to the next year's cycle for consideration at that time.
II.E.3.c. Invitation to Appear Before the Committee
The committee may invite any appropriate person to appear before the committee to discuss a suggestion, but this is at the sole discretion of the committee, and there shall be no right to a hearing on a suggestion before the committee.
II.E.3.d. Suggestions Not Recommended
Only recommendations for changes will be sent forward to the next step for review. A decision by the committee to decline to recommend approval of a suggestion will not be sent forward, but will end the committee's consideration of the suggestion. A decision by the committee to refer a suggestion for discussion by the Faculty Senate will postpone consideration of the suggestion.
II.E.4.a. Academic Affairs Policies
Any new or revised policy proposed for the Division of Academic Affairs and under consideration by the provost concerning the employment relationship between an instructional faculty member and the university shall be sent to the committee for a recommendation concerning its inclusion in the Faculty Handbook. The committee shall consider including any such policy sent to it that would impact the provisions of the Faculty Handbook, or that it deems should be included in the Faculty Handbook.
II.E.4.b. Other Division Policies
Other divisions are expected to send proposed new or revised policies to the committee if the policies would affect provisions of the Faculty Handbook or if they would have a significant impact on the employment relationship between faculty members and the university. The committee shall consider including any such policy that would have an the Faculty Handbook.
II.E.4.c. University Policies
The committee may consider the inclusion of or reference to policies contained within the Manual of Policies and Procedures and other university policy documents in the Faculty Handbook, as it deems appropriate.
II.E.5.a. Voting on Recommendations
A vote of at least three members is sufficient to recommend a change, addition or deletion, or a referral of a suggestion to the Faculty Senate. Three members of the committee voting to recommend an addition, deletion or modification will result in a recommendation of such action to the president, provost, and speaker. However, any members of the committee dissenting from the recommendation may also write an opposing report to those individuals. A vote to recommend action by less than three
members will end the consideration of the suggestion.
II.E.5.b. Draft Recommendation
The committee will send its draft of recommended changes, additions or deletions to the president, the speaker, and the provost, and will post the recommendations on the Web site to inform the faculty.
II.E.5.c. Timing of Recommendation
The recommendation by the committee shall be sent to the president, provost, and speaker in time for consideration by the BOV at one of its spring meetings.
Any member of the university community may send comments to the committee concerning the draft recommendations. The committee may invite any appropriate person to appear before the committee to discuss the input received, but this is at the sole discretion of the committee, and there shall be no right to a hearing on suggested input before the committee. No draft recommendation will be voted on by the committee until it has been posted for comment for at least thirty days, along with the language it supersedes, replaces or compliments, and the entire faculty has been notified and invited to comment on the draft recommendations.
II.E.5.e. Voting on Final Recommendations
After considering any comments, the committee shall send its final recommended changes to the president, provost and speaker. A vote of three members of the committee will be sufficient to approve the final recommendations to be sent to the president. However, any members of the committee dissenting from the draft report may also write a dissenting report.
II.E.5.f. Action by President, Provost and Speaker of the Faculty Senate
The president, provost and speaker shall consult with any groups or individuals they deem appropriate concerning recommendations by the committee. The president, provost, and speaker may send any input they deem appropriate to the committee.
II.E.5.g. Consideration of Input by Committee
The committee will consider any input sent by the president, provost, and speaker of the Faculty Senate, and may accept suggested changes to its recommendation, decline to make changes in its recommendation, or modify the suggested changes in any way it deems appropriate.
II.E.5.h. Final Recommendations to President
If the committee receives input from the president, provost or speaker and changes its final recommendation, it shall report that change to the president. The committee is advisory to the president, who is not bound by the recommendations of the committee.
II.E.6.a. Presidential Recommendation to Board of Visitors
If the president approves the recommendations, they will be sent to the BOV for final approval. The president will determine whether a specific suggestion recommended by the committee should be recommended to the BOV. Normally, recommended changes to the Faculty Handbook will be sent to the BOV at one of its spring meetings. The chair of the committee will be available to brief the BOV on the recommendations.
II.E.6.b. Approval and Effective Date of Changes
The official version of the Faculty Handbook, with changes as approved by the BOV, shall be signed by the BOV secretary and will normally take effect at the beginning of the next fall semester after BOV approval. The BOV may authorize an earlier effective date.
II.E.6.c. Independent Board of Visitors Action
The BOV may change the Faculty Handbook or require a change at any time, including modifications, additions, and deletions of provisions. Changes will be made in the Faculty Handbook when specified and approved by the BOV.
II.E.6.d. Notification of Changes Made
The provost shall notify the faculty of any changes by appropriate and expeditious means and the official version of the Faculty Handbook shall be modified promptly to reflect such changes. If the BOV adopts any changes to the Faculty Handbook, the provost will make the changes to the official version of the Faculty Handbook and notify the committee by written communication. The provost shall normally notify the faculty of the changes made via web or email announcement.