English

ENGLISH DEPARTMENT

BUFFALO STATE COLLEGE

DEPARTMENT BY-LAWS

Submitted for approval 15 April 1997

Revised 30 November 1999

Revised September 2000

Revised September 2001

Revised January 2003

Revised May 2003

Revised February 2009

Revised November 2009

Revised May 2010

Revised December 2012

Revised February 2013

Revised August 2013

Revised May 2014

Revised May 2015

Revised May 2016

Revised December 2017

Revised November 2019

Revised December 2021

Revised May 2022

I. DEPARTMENT:  VOTING MEMBERSHIP

Each full-time member of the department on continuing appointment, continuing appointment track, or renewable contract track as well as the department Chair shall have one vote on all matters that come before the department.  All members who are absent because of ill health, leave, or reasons of professional business may vote in the department by written instruction or by written proxy.  Those on leave may attend meetings and vote.

II. CHAIR

A. Responsibility:  The Department Chair is responsible to the President of the College, the Provost, and the appropriate Dean for the administration of the department and for the implementation of its programs.  But it is also understood that primary responsibility is to members of the department. 

B. Term/Review/Renewal: A review of the Chair’s performance is required at least every three years. After six consecutive years of service, a Chair will be recommended by the department only if 80% of the voting membership approves. Service as acting Chair will not be counted in the six years. At the first department meeting of the third or last year of the chair’s term, the department shall elect a committee of three members, comprised of one member from each of the full-time ranks (e.g., assistant, associate, and full) if possible.

C. The committee shall: [1] solicit nominations of department members willing to serve as Chair; [2] solicit a written statement from the current chair about his/her intentions to run again or not, and make this information known to the department; [3] conduct open hearings with all candidates to explore their views regarding the office; [4] allow for written statements from department members about all candidates; and [5] at least one week before the department votes on the candidates, summarize for the department in writing, the information thus gathered.  The department shall then vote on the candidates.  This vote, along with any written statements by department members, shall then be submitted to the President or the President’s designated representative.

D. Assistant or assistants to the Chair: The department Chair shall nominate an assistant or assistants whenever necessary, subject to department majority approval.  The duties of the assistant or assistants will be assigned by the Chair in consultation with the department. The assistant’s or assistants’ term expires with the Chair’s term.

E. Interim Chair:

When the need arises, the department shall elect (by a majority of the voting membership) an interim Chair who will assume the duties of the Chair during extended, but temporary absences for a term not to exceed 12 months.

Each member of the department shall nominate by mail ballot two full-time faculty members for the position of Interim Chair from a list of faculty willing to serve.  The four members with the highest number of votes shall be the final nominees.  An election by mail ballot shall be held and the names of the two members with the highest number of votes, along with the tallied vote, shall be submitted to the President or the President’s representative.

F. Elected coordinators:

The English Education Coordinator and the M.A. Coordinator are elected to three-year positions by the faculty of their respective programs. The election process, candidate eligibility, and expectations for these positions are described in policy statements on file with the department.

III. DEPARTMENT MEETINGS AND BUSINESS

A. The department may entertain any matter of concern and make recommendations to the Chair.

B. Regular meetings of the department will be held the first Tuesday of each month during the fall and spring semesters.  Special meetings may be called by the Chair, the President of the college, the appropriate Dean, or by a petition of 20% of the members of the department.

C. Normally an agenda shall be issued by the Chair to all members of the department at least 24 hours before a regular meeting.  Any department member may propose an item for the agenda by submitting it in writing to the Chair at least one week before the meeting or later at the Chair’s discretion.

D. Procedure:

1. Roberts’ Rules of Order, Current Edition, shall be followed except where special provisions are made by the department.
2. A majority of the currently active members of the department shall constitute a quorum for meetings.
3. Minutes of all meetings shall be kept and distributed at least 48 hours prior to regular meetings.
4. The Chair or appointed representative shall preside at all meetings.
5. All voting on individuals and academic programs and courses shall be by secret ballot.
6. At the end of the year, the Chairs of every English Department Committee will present to the Chair for distribution to the department in writing a report enumerating members, actions, and non-confidential committee documentation.
7. Each standing committee shall elect its own Chair.
8. All committee meetings (except the Discretionary Fund Committee, and the Personnel Committee) shall be open to all members of the department.  Visitors may be permitted to address a committee on specific issues but voting shall be limited to the official membership of the committee.
9. The Chair of the department shall make available to the department the annual report given to the Dean.
10. Students are encouraged to attend meetings of the Recruitment Committee and the English, Writing, English Education and MA Committees at the discretion of those committees.
11. Part-time faculty may attend and participate in meetings with the exception of voting. Temporary voting privileges may be extended to them for a period of time by a simple majority vote of full-time faculty quorum in attendance at that meeting, demonstrated by a show of hands.
12. If an elective committee seat is vacated before its term expires, or if an elective seat remains unfilled after the annual election is completed, the chair is empowered, but not required, to appoint an eligible faculty member to fill the seat. 
13. The chair may leave no more than one elective seat on a committee unfilled. If two or more seats on an elective committee are vacated before their terms expire, or remain unfilled following the annual election, the chair is required to appoint sufficient eligible faculty members to serve on the committee until the next annual election, so as to ensure that no more than one seat is vacant.

IV. STANDING COMMITTEES

A. Advisory Council

1. Charge: To act in an advisory capacity to the Department Chair. The Council will:

• Recommend general policies and procedures for the department.
• Determine, with the Department Chair, department staffing needs in relation to program priorities, and make recommendations for full-time line requests (tenure-track, target-of-opportunity, visiting, and other full-time instructorships).
• Conduct an annual review of the Department Bylaws and manage any revision thereof.
• Hear faculty concerns not covered by other committees and make recommendations to the Chair.
• Consult with the faculty and make recommendations to the Department Chair regarding quality of life/workplace issues for both faculty and students.
• Conduct the Department Self-Study and manage the external review.
• Meet at least once a semester with the Department Chair.

2. Membership:

1. The chairs of the Degree Committees, the director of College Writing, and the chairs of the Student Welfare Committee, the Personnel Committee, and the Adjunct Faculty Concerns Committee. No member of the department shall serve as chair for more than one of these committees.
2. The Department Chair, who will chair this committee.

B. English Bachelor of Arts Curriculum and Assessment Committee (“BA Committee”)

1. Charge: To oversee the English BA and all literary studies minors. The Committee will:

• Develop curricular initiatives for the English BA.
• Review catalog copy and updates for the English BA and courses in the program.
• Recommend schedules and staffing for required courses in the major.
• Support and advocate for English literature studies at Buffalo State by arranging speakers, events, and professional development opportunities of interest to students and faculty in the program.
• Conduct annual program assessment as required.
• Support the English Department Self-Study with data and assessment as needed.

2. Membership: Four members elected from among the full-time English literature faculty to staggered two-year terms; one member appointed by the Department Chair to a one-year term. The committee will choose its chair.

C. Writing Bachelor of Arts Curriculum and Assessment Committee (“Writing Committee”)

1. Charge: To oversee the Writing major, the Writing minor, and the Technical Writing Certificate. The Committee will:

• Develop curricular initiatives for Writing programs.
• Review catalog copy and updates for Writing programs and courses.
• Recommend schedules and staffing for required courses in the major.
• Work with college and external entities to develop programming that supports creative and professional writing.
• Promote creative and professional writing at Buffalo State College by arranging speakers, events, and professional development opportunities of interest to students and faculty.
• Oversee the Fleischmann Writing and Publication Suite, in consultation with the Department Chair.
• Gather assessment data and compile an annual Assessment report on the Writing BA.
• Support the English Department Self-Study with data and assessment as needed.

2. Membership: All full-time English Department faculty whose course load is 50% or more for the Writing major. Other faculty who regularly teach Writing courses may also be invited by the Committee to serve as well. The Writing major coordinator shall serve as the committee chair. 

D. English Education Curriculum and Assessment Committee (“English Education Committee”)

Charge: To oversee the English Education Programs (BS, PTCP, MSEd, and English Education Minor) with regard to such issues as:

• Staffing needs/resources.
• Curriculum development and revision.
• Coordination among faculty of course offerings and schedules.
• Student teaching problems/concerns.
• Feedback on field placement sites.
• Alignment of the program to New York State Education Department certification policies.
• Alignment of English Education Program to Buffalo State College Teacher Education policies.
• Program assessment and evaluation.
• CAEP Accreditation.
• Recommending official PDS sites to department chair.
• Supporting and developing of school partnerships.
• Developing and distributing promotional and recruitment materials.
• Supporting English Education student organizations and activities.
• Reviewing catalog copy and updates of the program and courses in the program.
• Arranging speakers, events, and other programming.
• Supporting the English Department Self-Study with data and assessment as needed.
• Overseeing the triennial election of the English Education coordinator.

Membership:

• Voting Membership: All full-time English Education faculty; adjunct professors who teach at least two English education courses each semester.
• The English Department Chair shall be an ex-officio (non-voting) member.
• The English Education Coordinator shall serve as the committee chair.
• The chair of the English BA committee will serve as a consultant on the literature curriculum.

3. Procedure: The committee will meet as necessary, but no less than three times per semester.

E. English Master of Arts Curriculum and Assessment Committee (“MA Committee”)

1. Charge: To oversee the MA program and the students enrolled in it. The committee will:

• Review standards for entry and completion of degree.
• Recommend scheduling and staffing for required courses in the major.
• Review catalog copy and updates of the program and courses in the program.
• Develop curricular initiatives for the MA program.
• Conduct program assessment as required.
• Support the English Department Self-Study with data and assessment as needed.
• Liaise with English Education coordinator on shared curriculum, recruitment, and scheduling needs.
• Oversee the ordering of resources for use by students.
• Oversee the triennial election of the MA coordinator.
• Build a sense of purpose and community among graduate students by sponsoring at least one informational annual meeting with current graduate students; reviewing and responding to student concerns as needed; and maintaining a calendar of events of interest to graduate students.

2. Membership:

• The MA Coordinator.
• Three faculty members elected for staggered two-year terms (after the first election, one shall be chosen by lot to serve a one-year term). If possible, each of these will have taught graduate courses in the last three years. (Teaching here includes advising a master’s thesis, a master’s project, or a graduate independent study.) 
• A chair will be elected by the whole committee.
• The MSEd Coordinator will be an ex officio member of the committee, welcome at the meetings but not expected to partake in specific MA responsibilities (such as grading the MA comprehensive exam, etc.). The MSEd Coordinator’s input will be solicited where applicable.

F. College Writing Program Curriculum and Assessment Committee (“CWP Committee”)

1. Charge: To oversee the College Writing Program. The Committee will:

• Review catalog copy and updates for CWP courses.
• Oversee any revision to the CWP curriculum.
• Make recommendations to the Department Chair regarding staffing and allocation of resources.
• Recommend and create professional development programming for CWP faculty as needed.
• Gather assessment data and compile an annual Assessment report for CWP.
• Support the English Department Self-Study with data and assessment as needed.

2. Membership: The director of CWP, the director of the Writing Center, and all full-time English Department faculty whose course load is 50% or more for CWP. Other faculty who teach for CWP may be invited by the Committee to serve as well. Committee membership should consist of at least four people. The CWP director shall serve as the committee chair. 

G. Curriculum Oversight and Scheduling Committee

Charge:

• To establish procedures for presentation and evaluation of new course proposals.
• To review program/course proposals from the Degree Committees (English BA, Writing BA, English Education BS & MSEd, English MA) and shepherd them through revision and approval.
• To review program and course proposals outside the purview of the Degree Committees.
• To coordinate preparation and updating of catalog copy.
• To assist in preparing the schedule of courses for the English Department.
• To serve as a liaison between the faculty and the Department Chair on scheduling concerns.
• To solicit scheduling recommendations from the English BA, English Education, Writing, and MA Committees.

2. Membership: One representative from each Degree Committee plus the Department Chair, ex officio. The Department Chair will chair this committee.

H. Recruitment Committee:

1. Charge: To manage the hiring process for full-time lines (tenure-track, target-of-opportunity, visiting, and other full-time instructorships). “Managing” includes advertisement, screening applications, coordinating interviews and campus visits, soliciting input from faculty and students, and making recommendations for hiring, which will go to the department for an expedited vote (based on the majority of votes cast). Details of the voting procedure shall be developed by the Recruitment Committee.

2. Membership: Five faculty members appointed by the Chair in consultation with the Advisory Council when a line becomes available or when a target of opportunity presents itself.

I. Personnel Committee:

1. Charge: To evaluate and recommend department members for renewal, for continuing appointment, and for promotions. In consultation with the Department Chair, to nominate faculty for extra-departmental awards and recognition.

Membership:

• Five tenured faculty elected by all members of the department for one-year terms.
• Three members may succeed themselves.

Procedure:

• The committee will be responsible for maintaining on the department website guidelines and other materials that may assist faculty in preparing their portfolios for tenure and promotion. These materials should be regularly reviewed and updated if necessary to respond to changes in DOPS or other policies and procedures.
• The committee shall invite members of the department to apply for promotion. The time of renewal or of continuing appointment decisions is determined by policies of the Board of Trustees.
• Notice of all meetings of the committee at which a faculty member is to be considered for renewal, for continuing appointment, or for promotion shall be given in writing and over Buffalo State email to the faculty member so that they may consult with the committee if he or she cares to do so. The committee must offer to interview any faculty member under consideration. All such arrangements shall be made by the Chair of the Personnel Committee.
• The committee shall prepare a report on each candidate that evaluates their teaching, scholarship, and service. Voting on renewals, continuing appointment, and promotion shall be by secret ballot. If the vote is unanimous, the committee’s decisions and reports shall be forwarded to the Department Chair. When a candidate is applying for continuing appointment and promotion at the same time, the Committee shall consider each part of the application separately, using appropriate criteria for each.
• If there is any dissenting vote or abstention on cases of renewal, continuing appointment, or promotion, the case shall be brought to a meeting of the entire department faculty holding continuing appointment. Notice of this meeting shall be given in writing through Buffalo State email at least 48 hours in advance. It shall be called and chaired by the Chair of the Personnel Committee. Voting shall be by secret ballot. The committee shall follow the majority decision of the department, and then forward that decision to the Department Chair. At that point, a meeting to which students and faculty will be invited may be held at the request of the faculty member being reviewed or at the request of the Department Chair.

J. Student Welfare Committee:

1. Charge:

• To develop and promote awards for students in the English Department.
• To identify, evaluate, and recommend student candidates for departmental awards.
• To oversee the annual awards ceremony.
• In consultation with the Department Chair, to nominate students for extra-departmental awards and recognition.
• To meet with the Student Advisory Council once per semester.
• To advise the Department Chair regarding the “public face” of the department.

2. Membership:

Three faculty members appointed by the Department Chair for one-year terms. The committee will choose its chair.

K. Adjunct Faculty Concerns Committee

1. Charge: To serve as a liaison between adjunct faculty and the Department Chair and to bring the concerns of the adjunct faculty to the Department Chair’s attention.
2. Membership:

• The membership of this committee will be three adjunct faculty members and one tenure-track faculty member. One of the three adjuncts shall be elected by the committee to serve as chair.
• Each year the adjunct faculty will be polled for volunteers to serve on this committee. Serving on this committee is strictly voluntary for adjunct faculty; no benefit will accrue from serving on this committee, and such service will not be seen as part of the overall job description or responsibility of any adjunct faculty member.
• Nominations and Voting: Adjunct faculty members will self-nominate to serve on this committee. If more than three adjunct faculty volunteer to serve on the committee, their names will be presented to the adjunct faculty for a vote. The three adjunct faculty members who receive the most votes will serve on the committee. Once the adjunct faculty members are elected, they, in consultation with the Department Chair, will invite a representative of the tenure-track faculty to join their committee. The tenure-track member may be the Department Chair.

L. Discretionary Fund Committee

1. Charge: To evaluate members of the department according to the procedure described below and to forward those evaluations to the Department Chair for determination of recommendations for awards.

2. Membership: A rotation schedule will determine who serves on the committee, the responsibility rotating among three tenured faculty and the Department Chair.

3. Procedure

• All members of the department are required to submit departmental annual reports. The departmental annual reports will be the basis for consideration of discretionary awards. Faculty who do not submit annual reports will not be considered for discretionary awards.
• Departmental reports shall detail the scholarly, teaching, and service work of faculty members over the previous 12 months. Department reports should state whether the faculty member received a course release, extra service pay, or was on a leave. Departmental reports shall not exceed two pages (one page for teaching and one page for scholarship and service).
• If Discretionary Awards were not offered in a previous year(s), faculty members may include their previous report(s) for consideration for the first year the award is offered again.
• Committee members will independently, without consultation, review and rank T/TT departmental annual reports. They will award points on a scale from 1-10 for each of three areas—teaching scholarship, and service—and they will award points on a scale of 1-5 for other work/achievements not included in these categories or to recognize extraordinary achievement in one of the three areas. Committee members will not review and score themselves, and they will not review the Department Chair, but they will review and score each other. The reports of each committee member will be submitted to the Department Chair. The Department Chair will also review the annual reports and score them in a similar manner. The Department Chair will then have three or four reports for each person in the department who submitted an annual report. The Department Chair will collate these reports, looking for gross inconsistencies or anomalies and discussing any, if found, with the committee. If none is found, or once anomalies are clarified, the Department Chair will average the score for each person in the department and determine a list of rankings. The Department Chair will review that list, look at the history of merit awards over the last three years, and make recommendations to the dean. The Department Chair shall try to spread awards among meritorious faculty over a period of time.
• The Department Chair, in consultation with the director of CWP, will determine the discretionary process for adjunct faculty.
• Annual departmental reports will be made available to department members.

V. APPOINTMENTS MADE BY DEPARTMENT CHAIR

Faculty members will be appointed to the following positions on an annual basis by the department chair. These appointments constitute departmental service, the scope of which is described in job descriptions on file with the department.

• Webmaster
• Internship Coordinator
• Editor of ELJ (Elm Leaves Journal)

VI. POWER OF BY-LAWS AND AMENDMENT PROCESS

• These by-laws shall take effect after they are approved by a majority of the eligible voters in the English Department and by the Department Chair.
• These by-laws may be changed at any time by a majority of the voting membership taken by mail ballot, provided an amendment be circulated in writing two weeks prior to any action and discussed at a department meeting.
• It is the responsibility of the Chair to see that these by-laws be kept up to date, made available to all members of the department, and filed with the appropriate administrators of the college.