Constitution & Bylaws

Bylaws of Northern Illinois University


ARTICLE 19:
ADMINISTRATIVE AND FACULTY APPOINTMENTS

 

19.1 All administrative appointments are made by the Board of Trustees upon the recommendation of the president.

19.2 Notice of Vacancies Information concerning college- and university-level administrative positions, when newly created or vacated, shall be disseminated to the university community by the person responsible for making the initial recommendation of appointment to fill the position.

19.3 Recruitment, Appointment, and Performance Review of Academic Administrators and Vice Presidents

The usual procedures for recruitment and appointment of academic administrators and vice presidents shall involve a search committee from the appropriate constituencies. Nominations to the search committee shall attempt to include appropriate representation of women and minority groups. The appointing or nominating officer, in consultation with the search committee, shall describe the position to be filled and the qualifications sought in a candidate.

Representatives of the faculty, students, supportive professional staff, operating staff, and the administration, when serving on the search committee, shall participate fully in all aspects of the selection process, including the development of the job description, preparation and dissemination of position announcements, candidate screening and interviewing, and determination of the final list of candidates acceptable for appointment to the position.

19.3.1 The Executive Vice President and Provost The executive vice president and provost shall serve a six-year term, renewable for additional terms of up to four years each. 

19.3.1.1 Selection of an Executive Vice President and Provost The selection process for the executive vice president and provost shall be similar to that for department chairs except that:

1.  the Faculty Senate or Executive Committee of the Faculty Senate shall have the opportunity to review the selection criteria prior to the advertisement of the position;

2.  final candidates shall meet with the Faculty Senate, or if that is not practicable, the Executive Committee of the Faculty Senate;

3.  the president of the Faculty Senate shall serve on the search committee and if the president is or will be a candidate for the position the vice president will serve instead; if the vice president also is or will be a candidate for the position, the secretary of the Faculty Senate will serve; if the secretary also is or will be a candidate for the position the Faculty Senate will elect a faculty senator who is not a candidate for the position to serve on the search committee;

4.  and other members of the search committee shall include:

(A)
Eight (8) tenured faculty members (as defined in Section 2.2.1 of the Constitution) to be chosen as follows: i. one tenured faculty members from the College of Law to be selected by the faculty of that college; ii. one tenured faculty member from each of the other degree-granting colleges to be selected by the respective college council; iii. one tenured faculty member of the University Libraries faculty to be selected by the Library Council; 

(B)
One department chair elected by and from the department chairs of the university; 

(C)
One dean to be selected by the Council of Deans; 

(D)
One supportive professional staff member from a student services unit, to be selected by the Student Services Professional Staff Advisory Committee; 

(E)
One representative of the supportive professional staff from an academic or student services unit to be selected by the Supportive Professional Staff Council; 

(F)
One representative of the operating staff from an academic or student services unit to be selected by the Operating Staff Council; 

(G)
Two undergraduate students, each from a different college, to be selected by the president of the Student Association from a list of two undergraduate students submitted by each college Student Advisory Committee; 

(H)
One law or graduate student selected by the student members of the Graduate Council in conjunction with the president of the Student Bar Association; 

(I)
The president of the university who shall serve as chair. 

19.3.1.2 Review and Reappointment of the Executive Vice President and Provost Prior to the fall semester of the last year of the executive vice president and provost's term of service the president shall confer with the executive vice president and provost to determine whether an additional term is feasible. If the president and the executive vice president and provost agree upon the feasibility of another term, the president shall consult with the deans and the Faculty Senate separately at the beginning of the fall semester to initiate a comprehensive review of the executive vice president and provost's performance, and, subsequently, to determine whether or not an additional term should be offered to the incumbent. This review and consultation shall be completed and the resultant decision reported no later than six weeks subsequent to the beginning of the fall semester of the last year of the executive vice president and provost's term of service. Should either the deans or the Faculty Senate prefer, the president shall initiate a selection process to secure a new executive vice president and provost. In connection with such a recommendation, the deans shall consult their college faculties or their respective college councils and college senates and inform the president concerning the advice of these bodies. 

19.3.2 Deans Deans shall serve six-year terms, renewable for additional terms of up to four years each. 

19.3.2.1 Selection

(A)
The selection process for deans shall be similar to that for department chairs, except that the search committee shall consist of regular members of the constituent faculty elected in accordance with provisions developed by the appropriate college council or college faculty, constituent undergraduate and graduate students selected by the college student advisory committee in accordance with provisions developed by the appropriate college council or college faculty, and the executive vice president and provost who shall serve as search chair. In making its recommendations to the executive vice president and provost, the search committee shall consult with an advisory committee selected by and from the college senate, and with one selected by and from the council of deans.

(B)
For the dean of the Graduate School, and the Dean of the University Libraries, the process would be similar to that for the other deans, except that other appropriate faculty and student bodies would be involved. Prior to filling any such vacancy, or to conducting a comprehensive review of the performance of any such officer, the executive vice president and provost shall propose a search committee structure for that position, listing the constituencies to be represented and the number of representatives from each such constituency, to the Faculty Senate for the Senate's advice and consent. 

19.3.2.2 Review and Reappointment

(A)
Prior to the end of the spring semester of the penultimate year of a dean’s term of service, the executive vice president and provost shall confer with the dean to determine whether an additional term is feasible. If the executive vice president and provost and the dean agree upon the feasibility of an additional term, the executive vice president and provost shall consult separately with the current college council and college senate, or college faculty in those colleges without a college council and college senate, prior to the end of that spring semester. To be comprehensive, this review shall include input from the faculty-at-large in that college in a format to be developed by the executive vice president and provost in consultation with the current college council and college senate, or college faculty in those colleges without a college council and college senate. This consultation shall take place prior to the end of that spring semester. This format shall guarantee the confidentiality of the faculty input. This review and consultation must be completed and the resultant decision reported no later than six weeks subsequent to the beginning of the fall semester of the last year of a dean’s term of service. Should either the college council or college senate, or college faculty in those colleges without a college council and college senate, prefer, the executive vice president and provost shall initiate a selection process to secure a new dean.

(B)
For the dean of the Graduate School, and the Dean of the University Libraries, the process would be similar to that for the other deans, except that the review for each such position would be conducted by a committee comprised and selected in accordance with the provisions set forth in Section 19.3.2.1(B). 

19.3.3 Institute, Center and Other Directors with Terms The title of the executive officer of each academic institute, center, or program in the university with a distinct, continuing allocation of general revenue funds shall be director. Directors are appointed for terms of three to six years, renewable for additional terms of up to four years each. The term is to be determined mutually by the chief administrative officer of the directorship's college or other administrative unit and an appropriate committee of faculty participating in the institute, center, or program. 

19.3.3.1 Selection The selection of a new director shall involve a search committee composed of faculty and supportive professional staff persons elected by and from those regularly involved in the work of the institute, center, or program, and chaired by the chief administrative officer, or that officer's designee, of the director's college or other administrative unit. The administrative officer may, with the consent of the affected faculty and professional staff, add additional persons to serve as voting or nonvoting members of the committee. Student representation shall be included where appropriate. The committee shall recommend candidates to the administrative officer for the appointment. Candidates shall be interviewed by the executive vice president and provost. They shall also be interviewed by the Vice Provost responsible for graduate studies and research if the directorship involves graduate studies or research, and by the Vice Provost responsible for undergraduate studies if the directorship involves undergraduate studies. The executive vice president and provost and Vice Provosts may, at their option, name a designee to represent them at these interviews. 

19.3.3.2 Review and Reappointment Prior to the end of the spring semester of the penultimate year of a director's term of service, the chief administrative officer of the unit or college or other unit to whom the director reports shall confer with the director to determine whether an additional term is feasible. If the chief administrative officer and director agree upon the feasibility of an additional term, the chief administrative officer shall consult separately with the appropriate faculty and supportive professional staff prior to the end of that spring semester to initiate a comprehensive review of the director's performance and, subsequently, to determine whether or not such an additional term should be offered the incumbent. This review shall guarantee the confidentiality of the faculty and supportive professional staff input. This review and consultation must be completed and the resultant decision reported no later than six weeks after the beginning of the fall semester of the last year of the director's term of service. If the participating faculty or supportive professional staff prefer, the chief administrative officer shall initiate a selection process for the purpose of securing a new director. 

19.3.4 Department Chairs The title of the executive officer of each academic department in the university which has regular faculty shall be chair. Chairs are appointed for terms of three to six years, renewable for additional terms of up to four years each. The term is to be determined mutually by the dean of the college and the appropriate departmental committee. 

19.3.4.1 Selection The selection of a new chair shall be conducted by a departmental search committee elected in accordance with departmental bylaws. The dean of the college, or the dean’s designee, shall chair the committee. The dean may, with consent of the department regular faculty, appoint additional persons to serve as either voting or non-voting members of the committee. Such additional appointees may include department regular faculty, faculty from the department who are not on regular appointment, staff, and students provided, however, that a majority of the voting membership of the committee are department regular faculty. Candidates shall be interviewed by the committee, representatives of the appropriate college senate, the dean of the Graduate School, and the Executive Vice-President and Provost of the University of their designees. After obtaining appropriate input from faculty, staff, students and other parties to the process, the committee shall recommend to the dean only candidates acceptable for appointment. If provided by the department’s bylaws, the committee shall poll the department regular faculty on the acceptability of candidates for the position and shall recommend to the dean only candidates receiving a majority of the votes cast. The dean shall appoint one of the recommended candidates, or not make an appointment if the dean determines that none of the available candidates is acceptable. For the purposes of this section, “department regular faculty” is used as defined in Article 2.2.1 of the Constitution. 

19.3.4.2 Review and Reappointment Prior to the end of the spring semester of the penultimate year of a chair's term of service, the dean shall confer with the chair to determine if the chair wishes an additional term. The dean shall consult the department faculty prior to the end of that spring semester to initiate a comprehensive review of the chair's performance and, subsequently, to determine whether or not such an additional term should be offered the incumbent. This review shall guarantee the confidentiality of the faculty input. This review and consultation must be completed and the resultant decision reported no later than six weeks subsequent to the beginning of the fall semester of the last year of a chair's term of service. If the department prefers, the dean shall initiate a selection process for the purpose of securing a new chair. 

19.3.5 Selection and Review of Associate and Assistant Officers Associate and assistant vice provosts, associate and assistant deans, associate and assistant chairs, and associate and assistant directors shall serve at the pleasure of the officer appointing them. 

19.3.5.1 The selection process for associate and assistant vice provosts, deans, department chairs, and directors shall be similar to that specified for the executive vice president and provost, deans, chairs, or directors, respectively, except that the executive vice president and provost, dean, chair, or director, respectively, shall serve as chair of the search committee. The search committee shall recommend to the executive vice president and provost, dean, chair, or director, respectively, two or more candidates for the appointment. 

19.3.5.2 Review and Reappointment The performance of associate and assistant officers shall be reviewed annually, with a comprehensive review conducted for each person at intervals of no more than five years. If the comprehensive review indicates significant dissatisfaction among the faculty and administrative officers with whom the associate or assistant works, the associate or assistant shall be given one more year in the position during which time a search process shall be initiated to select a successor.

An additional comprehensive review shall be conducted for each associate or assistant officer serving under a newly appointed executive vice president and provost, dean, chair, or director if more than 12 months have elapsed since the last comprehensive review of the assistant or associate. This additional review shall be conducted as soon as practicable after the newly appointed official assumes office. 

19.3.6 Student Participation in Search and Review Processes If a student advisory body has been established, and is meeting on a regularly scheduled basis, for any office of academic administration covered by section 19.3 of these bylaws, that student advisory body shall be consulted in connection with any search or comprehensive review process undertaken in connection with any administrative officer in that office. That consultation shall be undertaken by the official responsible for recommending the appointment of the officer being recruited or reviewed.

For purposes of this subsection, the Student Association shall be considered the student advisory body to the vice presidents of the university. 

19.4 Other Administrative Appointments

19.4.1 Selection Process All positions with line administrative authority in any division of the university shall be filled only after a selection process conducted in full compliance with these bylaws, including a search conducted by a committee containing representation from appropriate constituencies served by the position being filled. 

19.4.2 Search Committee Such a committee shall represent among its members the constituencies of the major areas affected by the office to be filled. Unless otherwise described in these bylaws, the structure of the committee to be used for each position being filled shall be stipulated by the president subject to the advice and consent of the University Council, provided the University Council does not waive its right to give advice and consent. The Steering Committee of the University Council shall be empowered to give such advice and consent on behalf of the University Council during the summer months when the University Council is not normally in session. 

19.4.3 Review Procedure 

19.4.3.1 Unless otherwise stipulated in these bylaws, the performance of each administrative officer shall be comprehensively reviewed at intervals of no more than five years. Each such review shall be conducted by a committee composed of the same representation used in the formation of the search committee which would be established to conduct the selection process to fill that position when it is vacant. A report of the review committee's findings, together with the committee's recommendation regarding the incumbent's continued service in office, shall be forwarded to the administrative officer to whom the person being reviewed normally reports and, if that administrative officer is someone other than the president, to the president. 

19.4.3.2 Where no search committee of the type described in section has been used, a review procedure shall be followed in which the person to be appointed shall be reviewed by the appropriate areas concerned. Whenever possible, existing appropriate bodies of faculty and students shall be employed in the review process. For example, college-level appointments should be reviewed by college-level bodies. 

19.4.4 Civil Service Positions Positions with line administrative authority which are covered by the university's civil service shall be recruited and reviewed in accordance with the provisions of the civil service system. Such positions are not subject to the provisions of these bylaws.

19.5 Acting and Other Temporary Administrative Appointments

19.5.1 If it is necessary to fill an administrative office, either because the incumbent is on leave of absence or because the office must be filled on a temporary basis while the search procedures specified in section 19.3 of these bylaws or in other university regulations are being completed, the administrative officer to whom the person to be appointed will report may appoint a temporary, acting replacement. This appointment shall be made only after consultation with the principal faculty committee and other committees routinely involved in advising the administrative office being filled. Questions regarding the appropriate committees for such consultation in any particular instance shall be resolved by the University Council Rules and Governance Committee. 

19.5.2 When a vacant administrative office is being filled with a temporary or acting appointment, search procedures to secure a permanent incumbent for the office must be instituted within six months of such an appointment. Temporary or acting appointments made under such circumstances shall be for a term of no more than one year, and may not be renewed unless the subsequent search to fill the position fails to produce a permanent appointee. 

19.5.2.1 This section of these bylaws may be waived when the office responsible for making the acting or temporary appointment is itself filled by an administrative officer holding office on an acting or temporary basis. In such instances, this section shall become operative on the date that an administrative officer who has a regular appointment as the incumbent in the appointing office assumes the responsibilities of that office. 

19.5.2.2 This section of these bylaws may be waived if approval for such a waiver is obtained by the officer making the acting or temporary appointment from appropriate advisory committee and subsequently from the University Council. Questions about the appropriate advisory committee for any position shall be resolved by the University Council Rules and Governance Committee. 

19.6 These regulations do not preclude periodic evaluations by faculty of academic administrators as may be described by department or college bylaws.

19.7 Performance Reviews

19.7.1 The President The president shall be subject to a comprehensive review of that officer's performance in office at the beginning of the sixth year of service in the position, and at the start of each fourth year thereafter. The comprehensive review shall be conducted under the auspices of the University Council and shall provide opportunities for input from all appropriate segments of the university community. The results of that review, together with the University Council's recommendation regarding the president's continued performance in office, shall be forwarded to the Board of Trustees. The University Council may meet in executive session to formulate its conclusions and recommendations regarding the performance of the president. 

19.7.2 Vice Presidents 

19.7.2.1 The president shall review annually the performance of each vice president. 

19.7.2.2 A comprehensive review of the performance in office of each vice president, except for the vice president who simultaneously serves in the office of provost, shall be conducted at the start of the officer's sixth year of service in office and at the start of each fourth year thereafter. The president shall involve representatives of the appropriate campus constituencies and the University Council in the comprehensive review of each vice president, and receive reports and recommendations regarding the affected vice president's continued tenure in office. 

19.7.3 Assistants to the President and Associate and Assistant Vice Presidents Assistants to the president and associate and assistant vice presidents shall serve at the pleasure of the officer appointing them. Their performance in office shall be reviewed annually, with a comprehensive review conducted for each such person at intervals of no more than five years. Appropriate constituencies from the university community shall be invited to participate in the comprehensive review process. The results of each such review, together with related recommendations regarding continued performance in office, shall be forwarded to the administrative officer to whom the person being reviewed reports.

An additional comprehensive review shall be conducted for each assistant continuing service under a newly appointed president, vice president, dean, department chair, or director if more than 12 months have elapsed since the last comprehensive review of the assistant. 

19.7.4 Guidelines and procedures for the conduct of comprehensive reviews shall be determined in advance by representatives of the appropriate constituencies. 

19.8 Representation on Search Committees--All Faculty and Administrative Searches

19.8.1 If the established procedures for selecting members of a university search committee do not, in an individual instance, provide an appropriate representation of women and of minority members, the administrative officer responsible for the conduct of the search, with the advice and consent of the committee, shall make such appointments as are necessary to achieve such representation and subject only to the availability of eligible women and minorities to serve. 

19.8.2 When the established procedures for the selection of faculty representation on a search committee formed to recruit a president, vice president, or a dean do not provide for an appropriate representation of women and of minority faculty members, such representation shall be achieved only by the appointment of persons holding faculty rank and shall be subject only to the availability of eligible women and minorities to serve. 

19.8.3 The application of this section shall be monitored by the president for searches for vice presidents and presidential staff officers, by vice presidents for administrative officers within their respective jurisdictions, and by college deans for administrative and faculty positions within their respective colleges. 

19.8.4 This provision applies to all searches undertaken to fill faculty or administrative positions within the university. 

19.9 Special Exceptions to the Provisions of Article 19

19.9.1 Any necessary exceptions to the requirements stated in this article of the bylaws must be approved by written authorization from the president of the university, and shall be effective only after the university community has been notified of the exception by publication of the president's written authorization. That written authorization shall contain a statement of reasons for the exception. 

19.9.2 Cases of dispute regarding the application of this article of these bylaws to individual positions of administrative authority shall be resolved by action of the University Council. 

Update approved by the University Council 03/09/05