link Department Chair Procedures

With direction from the Dean, Vice President, President, or designee, the Mission College Department Chair coordinates administrative functions and provides support and assistance to faculty colleagues in assigned area or merged areas. As primary leaders of instructional or service areas, Departments Chairs accept full responsibility and accountability for:

  1. The cultivation of proactive and creative approaches on all educational matters and concerns
  2. Meeting college-wide deadlines
  3. Providing requested data/information
  4. Responding to needs in area(s)
  5. Being present and involved in key governance meetings
  6. Assisting the dean and president (or designee) with shared policy development and administration of the college
  7. Promoting areas(s) with the college and to the external community
Adding New Course Sections
Adding New Course Sections

The decision to add a section will be made collaboratively by the Division Dean and Department Chair.

To add a course, the Department Chair must complete a Section Change Form. The form should be sent to the Division Dean for approval. Once approved by the Dean, the Administrative Specialist will build the course in Banner.

Cancelling Existing Course Sections
Cancelling Existing Course Sections

The decision to cancel a class will be made collaboratively by the Division Dean and Department Chair using the guidelines from the Class Cancellation Policy.

Step one: Contact the Division Dean and Administrative Specialist about the cancellation.

Step two: Inform students via email about the cancellation. This can be done by either asking for a list of student emails from the Administrative Specialist or asking the Administrative Specialist to add you (zero-loaded) onto the course so that you may communicate with the students via Banner. It is strongly recommended that the Department Chair provide the students with a list of alternative courses with open spots.

Step three: Submit a Section Change Form to the Division Dean and Administrative Specialist.

The Administrative Specialist will email the Section Change Form and class roster to the Office of Instruction. Office of Instruction will drop any registered students and will perform the section cancellation.

Changing Existing Course Sections
Changing Existing Course Sections

Any change from the published class schedule (e.g., change of day, room or time) MUST have approval of the Department Chair and Division Dean. The Department Chair is responsible for coordinating such changes with the Division Dean and the Vice President, Instruction. The procedure depends on the type of change.

Substantial Changes

Substantial changes include changes to: dates, meeting times, schedule types, instruction method, fees, contact hours, student attributes, student cohorts, notes with dates, and room changes. To initiate a substantial change, submit a Section Change Form to the Division Dean and Administrative Specialist.

Minor Changes

Minor changes include changes to: zero textbook cost (ZTC) codes, instructor, assignment types, session codes, cross listings, notes without dates, and capacities. To initiate a minor change, email the Administrative Specialist and Division Dean. A Section Change Form is not required.

Clearing Pre-Requisites
Clearing Pre-Requisites

Students can request clearance of prerequisites based on prior courses, external exams, or development of equivalent skills or knowledge through other means. Students make these requests online at: https://www.missioncollege.edu/student_services/assessment/prerequisites.html. The assessment office will clear the pre-requisite for the student if the prior course work is on the approved list of equivalent courses. Department Chairs are responsible for updating the list of equivalent courses every year.

In all other cases the assessment office will forward the request to the department for consideration. Department faculty determine the criteria for approving pre-requisite challenges. In some cases, particularly if the Department Chairs are unavailable, the Department Chair can designate another faculty member, counselor, personnel in assessment or an administrator to approve pre-requisites or co-requisites using the criteria approved by the department. A student has a right to notification with in five (5) days, per board policy.

Development of the Course Schedule
Development of the Course Schedule

The Division Dean and Department Chair will work collaboratively on the utilization per Department of the allocated FTEF for each Division and the development of the course schedule for each department.

FTES and Efficiency Goals
FTES and Efficiency Goals

College FTES goals and efficiency goals will be reviewed and discussed in Division Council, although these decisions will ultimately be made at the District Goals Committee. The FTEF utilization per college and per division based on these goals will be reviewed and discussed in Division Council. The cancellation policies and guidelines will also be reviewed and discussed at Division Council.

Hiring Associate Faculty
Hiring Associate Faculty

All hiring is completed through the e-recruit system. Department Chairs are encouraged to build a requisition in e-recruit that is open until filled. Applications will then enter the system periodically and the department can review them when the need arises. When adjunct faculty are needed for assignments, the Department Chair should email Sean McGowan in HR (sean.mcgowan@wvm.edu) to check if there are any new applications in the system. The Department Chair or designee should review the applications in the system and interview the applicants that are promising. Note that a formal hiring committee is not required when hiring adjunct faculty. If an applicant is selected for a position, email Sean McGowan to change the applicant’s status to “Accepted into Pool”. Once the applicant’s status has been updated, and an assignment has been made and accepted, the Department Chair needs to fill out the Associate Faculty Banner Request Form.

Hiring Full Time Faculty
Hiring Full Time Faculty

Every Fall semester, the Office of Instruction sends out a call to all Department Chairs to apply for a new faculty position. Office of Instruction supplies all Department Chairs with the application form, as well as supporting data. Submitted applications are reviewed by Division Council and the Academic Senate. The Academic Senate ranks the applications and provides a recommendation to the College President. Note that the College President has final say in the ranking of the applications.

Once the President announces his decision on ranking, if vacancies are known (based on the Faculty Obligation Number, or FON) then the departments with the highest ranking may begin their recruitment process. For example, if 10 applications are submitted, but there are only five (5) openings, then the applications ranked #1-5 can proceed with their recruitment.

Additional vacancies may be identified through March 15th, which may allow for more recruitments to be initiated.

For detailed procedures on the recruitment process, please review the Faculty Recruitment and Selection Procedures.

Room Requests (changes and new)
Room Requests (changes and new)

If a faculty member has a compelling reason why a class should be moved to a different room from the room to which they are assigned, or if a room needs to be reserved for an event (e.g. a department meeting or interviews), please contact John Spencer (john.spencer@missioncollege.edu or 408-855-5243). Be sure to specify the needs (days/times, room capacity, etc.).

Substitutes
Substitutes

There is a two-step process for having a substitute cover a class in a faculty member’s absence: (1) approval to assign a substitute to a missed class; and (2) completing paperwork after the absence to get the substitute paid.

Once the Department Chair has identified a substitute s/he must fill out a Substitute Request Form and send it to their Division Dean for approval.

After the assigned faculty member returns from his/her absence, s/he must provide the Department Chair with a completed, signed absence form. The substitute instructor must provide the Department Chair with a completed, signed timesheet. The Department Chair collects all paperwork and submits to the Division Dean for approval.

Substitute instructors are paid off the Associate Faculty Hourly Salary Schedule. The hourly rate depends on the teaching method (lecture, lab, noninstructional).