Part III – Appendices of the Irvine Division

Appendix I: Bylaws of the Faculties

Chapter I: The Paul Merage School of Business

(Cm 5 May 2016)

Section 1: General Provisions

  1. Membership and Duties
    The membership and duties of the Faculty of the Paul Merage School of Business are those specified in the Divisional Bylaws. Within these broad limits, the Paul Merage School of Business Faculty will determine its own membership and mission. All members of the Academic Senate holding a faculty appointment in the Paul Merage School of Business shall have the privilege of attendance and the privilege of the floor at Faculty meetings, but only those regular-rank faculty whose FTE is partially or fully funded within the School may make or second motions, or vote, at meetings of the Faculty or its Standing Committees. Exceptions may be granted as specified in the Divisional Bylaws to Emeritus Faculty on recall, on the basis of their active participation in the academic affairs of the School. The members of the Faculty initiate, develop, and implement the educational, research, and service programs of the Faculty as a part of the program of the whole University. Within the framework of the policies of the Board of Regents, Academic Senate provisions and other relevant guidelines, the members of the Faculty consider, transact, or delegate business initiated by themselves or presented by the Senate, the Dean, or by other officers or bodies of administration. They determine the requirements for admission of students to educational programs of the School and for granting degrees. They also review, approve, and propose degree program through appropriately established channels.
  2. Officers
    Chair and Secretary will be elected annually from among the voting members. The Chair, referred to as the Faculty Chair, serves on the Faculty Advisory Committee, represents and communicates with the faculty, and serves on the campus Academic Senate. The Secretary, referred to as the Faculty Advisory Committee Chair, represents the faculty, attends and takes minutes at Faculty Advisory Committee meetings, communicates with the faculty, and serves on the campus Academic Senate.
  3. Meetings
    Frequency–The Faculty meets at least once each quarter except for the summer quarter, and at the call of the Chair. In general, meetings are held once per month on a Monday afternoon to avoid conflicts with instructional responsibilities. Votes will occur at the regularly scheduled meetings. If a ladder faculty member has a class scheduled in conflict with a meeting (this should be rare), s/he may appoint a proxy to vote in their stead at the meeting with the teaching conflict. Faculty with conflicts other than teaching may not appoint a proxy. The Faculty Chair and the Dean, after consulting with the FAC and chairs of standing committees, will set the agenda. Distribution of the agenda will be from the Dean’s office. If no agenda items are brought forward, the meeting shall be cancelled.

    1. Quorum–One-half the voting members constitutes a quorum.
    2. Rules of Order’ Questions of order not covered by legislation are governed by Robert’s Rules of Order.
    3. Staff members may be invited to the meeting when they are likely to have information about and/or be affected by an agenda item. Meetings may be closed only for purposes of discussion on personnel cases.
  4. Voting
    Voting on substantial matters (including personnel actions) shall be conducted by secret ballot and recorded by rank where required. However, where the number of a select group is too small so that it compromises confidentiality, votes will be recorded in combination of a larger subgroup. Due to potential conflicts of interest, a faculty member cannot vote for him/herself in their own personnel review cases. The Paul Merage School of Business follows the voting policy as specified in the Academic Senate except that voting privileges have been extended to Assistant Professors in the cases of appointments to the rank of Assistant Professors.

Section 2: Executive Committee

  1. Faculty Advisory Committee (FAC)
    1. Membership
      This committee consists of the Faculty Chair, Faculty Advisory Committee Chair, one member from the department who is elected by the department’s Faculty (this third member shall be an Associate Professor or a Full Professor at Steps 1, 2, or 3 and, serving ex officio, the Dean, Senior Associate Dean of Academic Affairs, Associate Dean of Full Time MBA and Undergraduate Programs, Associate Dean of Executive Degree Programs and the Assistant Dean of Finance and Administration.
    2. Officers
      The Faculty Chair will develop a list of all eligible faculty members for the election in spring quarter. In preparing the list, the Faculty Chair shall note the following eligibility requirements:

      1. No one who is currently serving on the FAC may serve an additional consecutive term.
      2. No member of the Personnel Committee may serve on the FAC concurrently.
      3. Faculty on sabbatical leave or leave of absence may not serve on the FAC. If an elected member of the FAC goes on leave after being elected, a substitution will be made for the duration of the leave (see below).

        All ladder faculty are eligible to vote for the three members. In any given year, the Full Professor being elected will become the Faculty Advisory Committee Chair, and will serve as Faculty Chair in the second year of their two year term.Candidates for election to the positions of the FAC whose names appear on the ballot shall be nominated by another ladder faculty member, seconded by an additional ladder faculty member, and have expressed a willingness to serve the two-year term (or one year if it is a replacement position). The election for positions on the Faculty Advisory Committee will be decided by a majority of those voting in the election. If a majority is not achieved by one candidate in the first round of the election, there will be a runoff election between the two candidates with the highest number of votes. If for any reason, a member of the FAC is not able to complete his or her term, an election will be held to select a replacement for the balance of the term, following the established procedures for the election of the members to the FAC.

      4. Duties
        The FAC shall advise the Dean on school-wide strategies and policies. The Faculty Advisory Committee Chair disseminates the agenda to the faculty before meetings and distributes a summary of each meeting to the faculty. The Faculty Chair and the Faculty Advisory Committee Chair will represent the Paul Merage School of Business in the Irvine Divisional Senate Assembly.
      5. Tenure

        The Full Professor members will serve staggered terms. All elections to the FAC are effective July 1 and are for two (2) year terms. One of the Full Professors will serve as Faculty Chair (second year) and the other will serve as Faculty Advisory Committee Chair (first year).

Section 3: Standing Committees

  1. General Provisions
    The committees established in this Bylaw are responsible to the Faculty for the performance of duties specified by it.
  2. Personnel Committee
    1. Membership
      The Personnel Committee shall consist of three tenured faculty members, two of whom will be Full Professors and the third an Associate Professor or a Full Professor who are Steps 1, 2, or 3.
    2. Officers

      The Faculty Chair will develop a list of all eligible faculty members for the election in spring quarter. In preparing the list, the Faculty Chair shall note the following eligibility requirements:

      1. No one who is currently serving on the PC may serve an additional consecutive term.
      2. No member of the FAC may serve on the PC concurrently.
      3. Faculty on sabbatical leave or leave of absence may not serve on the PC. If an elected member of the PC goes on leave after being elected, a substitution will be made for the duration of the leave (see below).

        All ladder faculty are eligible to vote for the three members. Members serve two-year terms, with the Full Professors serving staggered terms. The newly elected Full Professor member will serve on the committee for a year and serve as Chair the second year.

        Candidates for election to the positions of the PC whose names appear on the ballot shall be nominated by another ladder faculty member, seconded by an additional ladder faculty member, and have expressed a willingness to serve the two-year term (or one year if it is a replacement position).

        The election for positions on the PC will be decided by a majority of those voting in the election. If a majority is not achieved by one candidate in the first round of the election, there will be a runoff election between the two candidates with the highest number of votes.

        If for any reason, a member of the PC is not able to complete his or her term, an election will be held to select a replacement for the balance of the term, following the established procedures for the election of the members to the PC.

    3. Duties
      The Personnel Committee manages the relevant personnel processes for merits, promotions, and new hires. The departmental letter is written by the Personnel Committee.
    4. Tenure
      The Full Professor members will serve staggered terms. All elections to the PC are effective July 1 and are for two (2) year terms. One of the Full Professors will serve as Chair and the other will serve as Chair Elect.

Section 4: Modification of Bylaws

Any of these Bylaws may be modified at any meeting of the Faculty by vote of the entire membership of the Faculty of the Paul Merage School of Business.


Chapter II: Claire Trevor School of the Arts

Section 1: General Provisions

  1. Membership and Duties
    The membership and duties of the Faculty of the School of Arts are those specified in Bylaw 45 and 50 of the UC Academic Senate.
  2. Membership and Duties
    Election of a Chair:
    The Executive Committee shall elect a Chair of the Faculty from among its members, who will then also serve as the Chair of Executive Committee. The term of the Chair will be one year.
  3. Membership and Duties
    The Chair of the Faculty may call meetings of the faculty. Other meetings may be called at any time by a written request from seven faculty members.
  4. Membership and Duties
    A quorum for Faculty meetings will be twenty-five percent of the faculty of the School.

Section 2: Executive Committee

  1. Membership
    There will be an Executive Committee consisting one member elected by each department in the spring quarter, with terms to begin on the first day of the following fall quarter. Elected members will normally hold a three-year term, which will be staggered so that at least two members will be carried over each year.
  2. Duties
    In matters not preempted by the jurisdiction of senate committees, the Executive Committee will:

    1. Serve as a policy-recommending body, and represent the faculty and students in all aspects of the academic administration of the School.
    2. Advise the Dean in matters of School policy.

  3. Quorum
    A quorum for the Executive Committee meetings will be a majority of the members of the committee.
  4. Replacements
    If an elected member is unable to complete a term, the Committee initiates an election within five days after the vacancy has occurred, and the person elected serves the remainder of the unexpired term.

Section 3: Amendments to the Bylaws

A motion to amend the Bylaws can be introduced by any faculty member at a general meeting. A motion to amend the Bylaws can also be introduced by a member of the Executive Committee at an Executive Committee meeting. Such a motion, whether introduced at a general meeting or an Executive Committee meeting, will be referred to the Executive Committee for discussion. This committee will make a formal recommendation that will be accompanied by a brief explanation of the change. A two thirds majority of the faculty voting is required.


Chapter III: School of Biological Sciences

Section 1: General Provisions

  1. Membership and Duties
    The membership and duties of the Faculty of the School of Biological Sciences are those specified in Senate Bylaws 45 and 50.
  2. Officers
    The Chair and Vice Chair/Secretary of the Executive Committee are Chair, and Vice Chair/Secretary of the Faculty.
  3. Meetings
    1. Frequency
      The Faculty meets at least once each quarter during the regular academic year, unless there is no significant business at hand, and at the call of the Executive Committee. At the written request of a quorum of voting members of the Faculty, the Executive Committee must call a meeting.
    2. The Call for a Meeting
      At least five days of instruction before each meeting of the Faculty, the Secretary shall mail one copy of the call for the meeting, together with all pertinent documents, to every member of the Faculty and to the office of the Irvine Division of the Senate. The call shall also be posted on the principal bulletin boards of the School.
    3. Minutes
      Within 10 days of instruction after each meeting, the minutes shall be mailed to every member of the Faculty of the School, to student representatives, and to the Office of the Irvine Division of the Senate. The minutes shall also be posted on the principal bulletin boards of the School.
    4. Presiding Officer
      The Vice Chair/Secretary serves as Chair in the absence of the Chair.
    5. Quorum
      Ten or ten percent, whichever is higher, of the voting members constitutes a quorum.
    6. Rules of Order
      Questions of order not covered by legislation are governed by Robert’s Rules of Order.
    7. Visitors
      Meetings of the School are normally open to the press and to students and staff of the University. Others may attend at the invitation of any member and with the knowledge of the Chair. The Chair may declare any meeting or part of a meeting closed to some or to all visitors. Any decision of the Chair regarding admission or exclusion of visitors is subject to appeal and may be reversed by a majority vote. All student visitors shall have the privilege of the floor.

Section 2: Committees

  1. Executive Committee
    1. This Committee consists of the Dean and Associate Deans of the School, ex officio, and eight elected members, two from each of the four departments. Members are elected for a two-year term and are ineligible for immediate reelection. The terms of the two members from each department will be staggered. The Committee shall include the delegates to the Representative Assembly, elected as described in Section 3.
    2. Officers
      The Committee selects from its elected members a Chair, and a Vice Chair/Secretary.
    3. Replacements
      If an elected member is unable to complete a term of which more than four months remain, the Committee Will initiate an election within five days after the Chair has been notified of the impending vacancy. The person elected will serve the vacated portion of the term and is eligible for election to a full term.
    4. Duties
      1. To represent the Faculty in all appropriate aspects of the School,
      2. To authorize the Dean, at the Committee’s discretion, to administer the Divisional and Senate regulations concerning students, including the regulations governing transfer and scholastic disqualification,
      3. To advise and assist the Dean in the administration of the school,
      4. To appoint all committees of the Faculty not otherwise provided for,
      5. To establish and maintain liaison with the executive committees of the other colleges and schools in the Division.

Section 3: Election of Executive Committee and Delegates to the Representative Assembly

  1. Intent
    The intent of this Bylaw is:

    1. That the members of the Divisional Senate Assembly from the School of Biological Sciences also serve as members of the Executive Committee,
    2. That the members of the Executive Committee who are not members of the Divisional Senate Assembly serve as Alternates to the Divisional Senate Assembly, in whatever way the Bylaws of the Division specify,
    3. That the election of the members of the Divisional Senate Assembly and the Executive Committee be merged.

  2. Procedures
    By the tenth day of instruction of the spring quarter of each academic year, the Vice Chair/Secretary shall send a call for nominations to each of the departments, specifying the number and types of vacancies which are to be filled. Selection of departmental nominees shall be by a democratic method, but every nominee must be willing to serve on the Executive Committee and the Divisional Senate Assembly. Each department shall supply a list of nominees to the Secretary no later than 15 days of instruction following the distribution of the call. Each department shall select two nominees from among its faculty for each of its vacant positions. Voting shall be by mail ballot of the Faculty as a whole. The ballots shall be distributed in a timely manner after receipt of nominations and must be returned by the voters within 10 days of instruction or distribution. Each faculty member may vote for one candidate from each department. In the event that there are both full-term and partial-term vacancies to be filled, the individual receiving the greatest number of votes shall fill the full-term vacancy and the runner-up shall fill the partial term vacancy. The term for divisional senate assembly delegates will be for one year. The faculty chair shall be appointed as a delegate. The remaining delegates will be selected by the executive committee from among its members.

Section 4: Standing Committees

  1. General Provisions
    The committees established in this Bylaw are appointed by and responsible to the Executive Committee for the performance of duties specified by it. The Standing Committees annually serve from the first day of instruction in the fall quarter.
  2. Composition
    Each committee shall consist of four members of the Faculty, including one from each department and, whenever appropriate, two student members–one undergraduate and one graduate. The voting privileges of the student members shall conform to those specified for the student participants on Divisional committees. Student members shall be selected by the student body of the School of Biology through its established representative organization.
  3. Standing Committees
    The establishment of the Standing Committees and the specification of their charges will be the first order of business for the Faculty after its official organization.

Section 5: Modification of Bylaws

Any of these Bylaws may be modified at any meeting of the Faculty, providing that the proposed change is submitted to the Executive Committee for its consideration and inclusion in the call to the next meeting of the Faculty. A two-thirds majority of the votes cast by the members present shall be required for amendment of the Bylaws.


Chapter IV: School of Education

(Am 6 Nov. 2001) (Am 11 June 2008)(CC 28 May 2015)

It is the intention of the School members in adopting these bylaws that the School operate on democratic principles and in a humane manner.

  1. Voting Membership
    Academic Senate Action is defined by the rules and responsibilities of the Academic Senate of the University of California, Irvine Division.

    1. Voting membership on all matters involving Academic Senate action shall consist of those who hold professorial or acting professorial rank and those who hold the titles of senior lecturer with security of employment and lecturer with security of employment.
      1. New appointments that confer membership in the Academic Senate will be voted on by all Academic Senate members.

    2. Personnel actions involving Merits and Promotions will be voted on by all Academic Senate members.

  2. Senate Faculty Executive Committee and Faculty Representatives
    1. The Senate Faculty Executive Committee consists of the Faculty Chair, Vice-Chair, and an additional elected Senate Faculty.
    2. The Senate Faculty Executive Committee represents the Senate Faculty in all aspects of the academic administration of the School of Education; prepares recommendations for Senate Faculty vote; serves as the School Research Committee for allocation of research funds from the Council of Research on Computing and Libraries; and makes decisions for the faculty if needed between faculty meetings.
    3. The term of office for elected Senate Faculty Executive Committee members, including the Faculty Chair and Vice Chair, shall be two years.
    4. At about the time of the Irvine Division’s spring elections or as soon as possible thereafter, the Senate Faculty Executive Committee shall be elected by the Academic Senate members of the School. The newly elected members shall take office on July 1 following their election.
    5. The Faculty Chair shall serve as School representative to the Representative Assembly of the Irvine Division and Chair of the School’s Senate Faculty Executive Committee. If the Faculty Chair is unavailable to attend the Assembly meeting, the Vice Chair of the Executive Committee shall serve as a voting representative to the meeting.
    6. The election for Faculty Chair and the Senate Faculty Executive Committee membership shall be governed by the following procedure:
      1. Election of Faculty Chair, Vice Chair and Additional Member: All Academic Senate members of the School shall be placed on the ballot, except the Associate Dean and Dean who are ineligible to serve on the Executive Committee.
      2. A separate election will be held for each of the Executive Committee positions; Faculty Chair, Vice Chair and additional member. In each election, the candidate with the largest number of votes totaling more than half the votes cast is elected. In the event that no candidate receives more than half the votes cast on the first ballot, a second ballot will be prepared with the names of the two individuals receiving the largest number of votes.
      3. Votes shall be conducted by secret ballot online, with results made available online to Senate Faculty members.

  3. School Meetings
    1. School meetings shall be held at least once each quarter at the call of the Dean, Associate Dean or Faculty Chair. Members of the Academic Senate may choose to meet separately for discussion and voting on Academic Senate matters.
    2. Quorum
      1. A quorum on matters requiring Academic Senate action shall consist of one half of the Academic Senate voting membership in residence for that academic period.
      2. Voting on all personnel matters shall be by secret ballot. On all other matters, upon the call of any voting member, the School shall vote by secret ballot.

  4. Amendment of the Bylaws
    The bylaws of the School may be amended with the approval of at least two-thirds of the Academic Senate members of the School. Motions to amend the bylaws must be made at least thirty days before a vote is taken. In the interim, the Faculty Chair shall send a copy of the motion, together with a summary the arguments for and against it, to all Academic Senate members of the School not in residence. Voting on bylaw revisions shall be conducted by secret ballot online, with results made available online to Senate Faculty members.

Chapter V: The Henry Samueli School of Engineering

(Am 1998) (Am 11 June 2002) (Am 10 August 2004) (Am 27 May 2008)(Am 16 Jul 2010)(Am 28 May 2015)

Section 1: General Provisions

  1. Membership and Duties
    The membership and duties of the Faculty of the School of the Henry Samueli School of Engineering are consistent with those specified in Bylaws 45, 50 and 51 of the Academic Senate of the University of California. All members of the Academic Senate holding a faculty appointment in The Henry Samueli School of Engineering shall have the privilege of attendance and the privilege of the floor at Faculty meetings, but only those regular-rank faculty whose FTE is partially or fully within the School may make or second motions, or vote at meetings of the Faculty or its Standing Committees. Exceptions may be granted by the School’s Executive Committee on an annual basis to Emeritus Faculty on recall, on the basis of their active participation in the academic affairs of the School. The members of the Faculty initiate, develop, and implement the educational, research, and service programs of the Faculty as a part of the program of the whole University. Within the framework of the policies of the Board of Regents, Academic Senate provisions and other relevant guidelines, the members of the Faculty consider, transact, or delegate business initiated by themselves or presented by the Senate, the Dean, or by other officers or bodies of administration. They determine the requirements for admission of students to educational programs of the School and for granting degrees. They also review, approve, and propose degree program through appropriately established channels. Whenever appropriate, members of the Faculty shall seek the advice of representatives of the students in the above described activities.
  2. Officers
    1. The Chair and Secretary of the Faculty shall be elected from the voting members of the Faculty. Elections shall be held before the 8thweek of the Spring Quarter. The Executive Committee and all voting members of the Faculty may make nominations which shall be received by the Chair one week before the election. Results are determined by plurality vote. The terms of office of the Chair and Secretary will be two years and begin on September 1. The Chair and Secretary may not serve more than two consecutive terms.
    2. The Chair shall preside at all meetings of the Faculty and shall function as liaison officer of the Faculty to the Office of Academic Affairs and the Academic Senate.
    3. The Secretary shall (a) prepare the call and the minutes for each Faculty meeting and each Executive Committee meeting, (b) prepare and distribute mail ballots when required, (c) keep permanent records of the proceedings of all Faculty meetings and distribute the minutes of each meeting to each member of the Faculty.

  3. Meetings
    1. The faculty meets at the call of the Executive Committee, or at the written request of a quorum of the voting members of the Faculty.
    2. At least three days of instruction before each meeting of the Faculty, the Secretary shall mail one copy of the call for the meeting together with any pertinent documents to every member of the Faculty and to student representatives.
    3. Within 10 days of instruction after each meeting, the minutes shall be mailed to every member of the Faculty of the School and to student representatives.
    4. The Secretary serves as Chair in the absence of the Chair.
    5. A quorum shall consist of at least 20 percent of the voting members of the Faculty.
    6. Questions of order not covered by legislation are governed by Robert’s Rules of Order.
    7. Meetings of the Faculty are normally open to the press and to students and staff of the University. Others may attend at the invitation of any members and with the prior knowledge of the Chair. Meetings may be closed only for purposes of discussion on personnel cases.

Section 2: Committees

  1. General Provisions
    1. Besides the Executive Committee, the Undergraduate Studies Committee, the Graduate Studies Committee, and the Research Committee are the Standing Committees of the Faculty. Additional standing committees may be established by majority vote of the Faculty. Standing Committees are responsible to the Executive Committee for the performance of duties specified by it.
    2. Each department and/or program selects its own representatives to the Executive Committee and the Standing Committees. The selection procedures should provide for additional nominations and a secret ballot upon the request of any voting faculty member. The names of the persons selected must be reported to the Executive Committee by the end of the 8th week of the Spring Quarter. Faculty members of the Executive Committee shall serve for one year. Faculty members of the Standing Committees shall serve for three years. Vacancies shall be filled promptly and reported to the Executive Committee.
    3. Standing Committees elect a Chair from their members. Elected Chairs are approved by the Executive Committee in consultation with the Faculty Chair and Secretary. Chairs shall serve for one year.
    4. Committees shall meet at the call of its Chair, but at least once each quarter. Special meetings may be called at the request of two members of a committee. Minutes shall be kept of all its meetings.

  2. Executive Committee
    1. This committee consists of the Chair of the Faculty, the Secretary of the Faculty, one member from each department within the School and, serving ex officio, the Dean, the Chair of the Undergraduate Studies Committee, the Chair of the Graduate Studies Committee, the Chair of the Research Committee, voting School faculty serving on each of the Council on Educational Policy, Graduate Council, Council on Planning and Budget, Council on Research, Computing & Library Resources, and the School representatives to the Senate Assembly.
    2. The Chair and Secretary of the Faculty shall serve as Chair and Secretary of the Executive Committee.
    3. The Executive Committee shall:
      1. represent the Faculty in all aspects of the government and academic administration of the School of Engineering;
      2. authorize the Dean, at the Committee’s discretion, to administer Divisional and Senate regulations;
      3. appoint all committees of the Faculty not otherwise provided for.

  3. Undergraduate Studies Committee
    1. This committee consists of the Undergraduate Student Advisor for each academic undergraduate degree program selected by the Faculty associated with that program, an undergraduate student selected by the undergraduate student body of the School, and the Dean or the Dean’s designated representative, ex officio. The student member of the Committee shall serve for a one year term.
    2. The Undergraduate Studies Committee shall:
      1. be the body of the Faculty which gives expression to its undergraduate educational philosophy and provides broad guidance for the formulation of its academic plans, for the establishment of its curricula, and for its other educational activities;
      2. concern itself with the general and specific aspects of undergraduate educational programs;
      3. be notified of proposals both for the creation of new courses and programs of study or for changes in existing courses and programs;
      4. at appropriate intervals conduct reviews of the officially published rules and regulations established by the Faculty regarding undergraduate curricular requirements, admission and dismissal of students, graduation requirements, and make recommendations to the Faculty concerning any necessary adjustments, corrections or revisions;
      5. at appropriate intervals conduct reviews of the engineering courses and programs of study offered by the School and make recommendations to the Faculty concerning any necessary adjustments or changes;
      6. recommend scholastic standards and recommend candidates for degrees;
      7. act for the Faculty on matters related to undergraduate affairs when necessary during the interim between Faculty meetings, any and all actions taken shall be subject to review by the Faculty;
      8. receive, consider, and take appropriate action in response to requests and petitions by undergraduate students for exceptions to established rules, in those cases where the power to permit exceptions is not specifically delegated to other committees or officers.

  4. Graduate Studies Committee
    1. This committee consists of the Graduate Advisor for each academic graduate degree program selected by the Faculty associated with that department or program, a graduate student selected by the graduate student body of the School, and the Dean or the Dean’s designated representative, ex officio. The student member of the Committee shall serve for a one year term.
    2. The Graduate Studies Committee shall be the body of the Faculty which gives expression to its graduate educational philosophy and provides broad guidance for the formulation of its academic plans, for the establishing of its curricula, and for other educational activities. The Committee shall concern itself with the general and educational concepts which permit the crossing of boundaries within the University’s educational programs.

  5. Research Committee
    1. This committee consists of one representative of each department selected by the Faculty associated with that department.
    2. The Research Committee shall:
      1. consult and advise the Associate Dean of Research on new research initiatives and programs;
      2. notify the Faculty of travel and research funds made available to the School by the Division of Research and Graduate Study and other sources whose funds may be distributed by this committee;
      3. publicize procedures for applications and award selection;
      4. make awards to faculty applicants and settle procedural matters;
      5. report to the Faculty and to the UCI Division of Research and Graduate Studies on the distribution of funds.

Section 3: The School of Engineering Delegation to the Representative Assembly of the Academic Senate, Irvine Division

The Executive Committee shall apportion the number of representatives allotted The Henry Samueli School of Engineering among the School’s departments and/or programs proportional to the size of the Faculties associated with the departments or programs. Allotments may be related if necessary to avoid fractional numbers. Nominations for School representatives to the Senate Assembly must be received by the Executive Committee by the end of the 4th week of the Spring Quarter. In the case of a vacancy, the Executive Committee of the School shall accept nominations from the department which has lost its representative and appoint a new representative to serve for the remainder of the academic year.

Section 4: Modification of Bylaws

The Bylaws may be amended by a simple majority of the Faculty. No amendment may be considered without ten days’ prior notice, in writing, to all of the members of the Faculty.


Chapter VI: School of Humanities

(Am 15 Jun 09) (Am 11 Jul 11)

Section 1: General Provisions

  1. Membership and Duties
    The membership and duties of the faculty of the School of Humanities are those specified in Bylaw 45 and 50 of the UC Academic Senate.
  2. Officers
    1. There will be a Chair and Vice Chair of the Humanities Faculty, the Vice Chair replacing the Chair when the Chair is absent or resigns. The Chair and the Vice Chair are normally elected for a two-year term.
    2. At the beginning of the spring quarter of the preceding year, the Executive Committee nominates a minimum of three members of the faculty who are not in administrative positions which involve them in faculty personnel matters. Insofar as it is possible the slate will offer a reasonable balance of ranks, departments and programs, and minorities represented in the faculty of the School.
    3. That slate will be published to the faculty by the end of the fourth week of the spring quarter, and the faculty will at the time be invited to add willing nominees to it by means of a petition signed by at least five of its members. No more than one nominee can be from one department or program. No nominations will be accepted from the departments or programs of carried-over members of the Humanities Executive Committee. Ten days will be allowed for the gathering of signatures and the submission of petitions.
    4. Ballots will be distributed at the end of the sixth week of the quarter and will be returned to the Committee within ten days. Ballots returned later will not be counted.
    5. The Committee will declare elected those nominees getting the greatest number of votes, providing that all those elected will have gotten at least one third of the votes cast. The individual with the highest number of votes shall be declared Chair, and the one with the second highest number of votes, Vice Chair.
    6. In the event of a tie a runoff election will be conducted.

  3. Meetings
    The Chair of the faculty will call at least one meeting of the faculty each year. Other meetings may be called at any time by a written request of seven members of the faculty. Questions of order not covered by legislation are governed by Robert’s Rules of Order.
  4. Quorum
    A quorum for faculty meetings will be twenty-five percent of the faculty of the School.

Section 2: Executive Committee

  1. Membership
    1. There will be an Executive Committee consisting of the Chair of the Humanities faculty (presiding), the Vice Chair, and six elected members. The Dean will sit as an ex officio non-voting member. The Associate Deans, the Assistant Dean, and relevant personnel will be invited to attend the meetings in an advisory capacity. The Vice Chair will serve as Secretary, with the responsibility of recording votes and providing the minutes of each meeting.
    2. Elected members will normally hold a two-year term. No more than one member of the Humanities Executive Committee, including those elected to serve as Chair and the Vice Chair, may be from one department or program.
    3. At the beginning of the spring quarter of the preceding year, and in conjunction with the election of the Chair and the Vice Chair, the Executive Committee will prepare a slate including at least two willing candidates for each vacant position, insuring, insofar as it can, that the slate offers a reasonable balance of ranks, departments and programs, and minorities represented in the faculty of the School. All nominees will run at large. No nominations will be accepted from the departments or programs of carried-over members of the Humanities Executive Committee or carried-over Chair and Vice Chair of the faculty.
    4. That slate will be published to the faculty by the end of the fourth week of the spring quarter, and the faculty will at the time be invited to add willing nominees to it by means of a petition signed by at least five of its members. Ten days will be allowed for the gathering of signatures and the submission of petitions.
    5. Ballots will be distributed at the end of the sixth week of the quarter and will be returned to the Committee within ten days. Ballots returned later will not be counted.
    6. The Committee will declare elected those nominees getting the greatest number of votes, providing:
      1. that all those elected will have gotten at least one third of the votes cast, and
      2. that no more than one representative will have come from one department or program. If a nominee receiving one of the greatest number of votes is from the same department or program as the newly elected Chair or Vice Chair, that nominee will not be allowed to serve and the nominee getting the next greatest number of votes will be declared elected.

    7. In the event that all vacancies are not filled by nominees satisfying provisions above, the Humanities Executive Committee shall conduct a runoff election among the remaining eligible candidates with the greatest number of votes, putting forward one more candidate than the number of unfilled positions.
    8. In the event that an elected representative cannot attend meetings for one or more quarters, the Chair of the faculty shall appoint an alternate. If possible, this will be the candidate who had the next highest number of votes in the previous election. In the case of resignations, the deficit will be remedied in the next election.

  2. Duties
    In matters not preempted by the jurisdiction of senate committees, the Executive Committee will:

    1. Serve as a policy-recommending body, and represent the faculty and students in all aspects of the academic administration of the School.
    2. Advise the Dean on matters of School policy.
    3. Authorize the Dean to appoint, after consultation with the Chair of the faculty, all committees of the School not otherwise provided for.

  3. Officers
    The Chair and Vice Chair of the Faculty will serve as Chair and Vice Chair of the Humanities Executive Committee respectively.
  4. Quorum
    A quorum for the Executive Committee meetings will be a majority of the members of the committee.

Section 3: Election of Representatives from the School to the Irvine Division Representative Assembly of the Academic Senate

  1. At the beginning of the spring quarter of the preceding year, the Executive Committee will prepare a slate including at least two willing candidates for each vacant position, insuring, insofar as it can, that the slate offers a reasonable balance of ranks, departments and programs, and minorities represented in the faculty of the School. All nominees will run at large.
  2. That slate will be published to the faculty by the end of the fourth week of the spring quarter, and the faculty will at the time be invited to add willing nominees to it by means of a petition signed by at least five of its members. Ten days will be allowed for the gathering of signatures and the submission of petitions.
  3. Ballots will be distributed at the end of the sixth week of the quarter and will be returned to the Committee within ten days. Ballots returned later will not be counted.
  4. The Committee will declare elected those nominees getting the greatest number of votes, providing (1) that all those elected will have gotten at least one third of the votes cast, and (2) that no more than one representative will have come from one department or program including those carried-over and those newly elected.
  5. In the event that all vacancies are not filled by nominees satisfying provision D (1), the Election Committee shall conduct a runoff election among the remaining eligible candidates with the greatest number of votes, putting forward one more candidate than the number of unfilled positions.
  6. In the event that an elected representative cannot attend meetings for one or more quarters, the Chair of the faculty shall appoint an alternate. If possible, this will be the candidate who had the next highest number of votes in the previous election. In the case of resignations, the deficit will be remedied in the next election.

Section 4: Amendments to the Bylaws

A motion to amend the Bylaws can be introduced by any faculty member at a general meeting. A motion to amend the Bylaws can also be introduced by a member of the Executive Committee at an Executive Committee meeting. Such a motion, whether introduced at a general meeting or an Executive Committee meeting, will be referred to the Executive Committee for discussion. This committee will make a formal recommendation that will be accompanied by a brief explanation of the change. A two- thirds majority is required.

Section 5: Student Participation in School Affairs

The faculty and administration of the School of Humanities encourage student participation in the decision-making process on all departmental and School levels. The undergraduate and graduate students from each department or program shall elect annually (or appoint, if necessary, on an ad hoc basis) at least two undergraduate and two graduate representatives to each department or program. Each department or program shall provide reasonable assistance for the implementations of these elections. Representatives shall be able to attend and have opinions recorded on all pertinent departmental and program committees. Departments and programs shall be obliged to solicit and record such opinions whenever appropriate and/or possible.

The Chair will request that ASUCI and AGSUCI send representatives to attend the Humanities Executive Committee meetings in a non-voting capacity. Students may be present for general business matters but not for the confidential advising of the Dean on personnel matters.


Chapter VII: Donald Bren School of Information and Computer Sciences (Bren School ICS)

(Adopted May 8, 2003, Revised September 25, 2003) (Am Jun3 2004)

Section 1: General Provisions

  1. Membership and Authority
    The membership and authority of the Faculty of the Donald Bren School of Information and Computer Sciences are those specified in Bylaws 45 and 50 of the Academic Senate of the University of California.
  2. Officers
    1. The Faculty Chair shall be elected annually each spring quarter from the voting members of the Faculty for a one-year term, effective September 1, subject to the constraint that no person holding a paid university administrative appointment may simultaneously serve as Faculty Chair.
    2. The duties of the Faculty Chair shall be to conduct Faculty meetings, to serve on the Executive Committee, and to serve as one of the School’s representatives to the UCI Senate Assembly (as specified in the Manual of the Irvine Division of the Academic Senate). The Faculty Chair also shall oversee school-wide elections.
    3. The Faculty Vice-Chair shall be elected by the Executive Committee from among its members. The Faculty Vice-Chair shall have the privileges and perform the duties of the Faculty Chair in case of temporary absence or disability of the Faculty Chair.
    4. The Faculty Chair or Vice-Chair shall resign their position as Officer prior to commencing a paid university administrative appointment. A replacement shall be elected within two weeks after any officer’s resignation.
    5. The election of the Faculty Chair, as specified above in clauses (1) and (4), shall be conducted as follows:
      1. Each member of the Faculty may cast one vote.
      2. If someone receives a majority of the cast votes, that person is elected.
      3. If not, then the top two vote-getters (plus those who tie the second-place vote-getter) vie in a run-off, with a plurality sufficient for winning.
      4. A tie in the run-off is resolved by lot

  3. Meetings
    1. Frequency
      The Faculty shall meet at least once each year. A meeting may either be called at the discretion of the Faculty Chair, or by the Executive Committee at their discretion or upon the written request of at least 15 percent of the voting members of the Faculty.
    2. Quorum
      A quorum shall consist of at least 35 percent, but not less than 15, of the members of the Faculty in residence.
    3. Attendance
      Meetings are normally open to all non-student teaching faculty of the School. Others may attend with the consent of the Faculty Chair. The Faculty Chair may declare any meeting or part of a meeting closed to non-members.
    4. Secret Ballot
      Upon the call of any voting member, the Faculty shall vote by secret ballot.
    5. Rules of Order
      Questions of order not covered by legislation are governed by the current edition of “Robert’s Rules of Order, Newly Revised.”

Section 2: Committees

  1. Executive Committee
    1. Membership
      The Executive Committee shall consist of the Faculty Chair, representatives elected by each department, and the Dean ex-officio. The Dean is a non-voting member of the Executive Committee. Each department having 18 or fewer FTE Faculty members shall elect one representative to the Executive Committee. Each department having more than 18 FTE Faculty members shall elect two representatives to the Executive Committee. Department representatives shall be elected for a term not to exceed two years. Elections shall be conducted in the Spring Quarter. Terms of service shall begin September 1.
    2. Officers
      The Faculty Chair shall serve as the Chair of the Executive Committee.
    3. Replacements
      If an elected representative on this Committee is unable to complete their term, another election shall be held within two weeks of the representative’s resignation to select a replacement. This election shall be among the Faculty in residence.
    4. Duties
      1. The Executive Committee shall represent the Faculty in all aspects of government of the School of Information and Computer Science.
      2. The Executive Committee shall determine procedures for and conduct school-wide elections not otherwise specified in these bylaws.
      3. The Executive Committee shall establish all School committees not otherwise provided for.
      4. The Executive Committee shall authorize the Dean, at the Committee’s discretion, to administer Divisional and Senate regulations concerning students.

  2. Representatives to the Irvine Senate Assembly
    1. The Faculty Chair is one of the School’s representatives to the Irvine Senate Assembly.
    2. Additional School representatives (as specified in Appendix IV of the Irvine Senate Manual) are elected for two-year terms commencing the following September 1 (consistent with Irvine Division Bylaw 27), using the following procedure.
      1. Before the end of the second full week of instruction of the Winter Quarter, the Faculty Chair shall send a call for nominations to each of the departments. Each department shall supply a list of nominees to the Faculty Chair no later than 15 days of instruction following the distribution of the call.
      2. Voting shall be by ballot of the Faculty as a whole.
      3. If N positions are to be filled then each Faculty member may cast a total of up to N votes, which may be split in integer numbers in favor of one or more of the nominees. The top N vote-getters are elected, with ties resolved by lot.

    3. In the event that an elected representative cannot attend for one or more quarters, the Faculty Chair, in consultation with the Executive Committee, shall appoint an alternate.
    4. If a representative should resign than a new election shall be called.

Section 3: Modification of Bylaws

The Bylaws may be amended by a two-thirds majority of votes cast by members of the Faculty. Proposed changes in the Bylaws require at least ten days’ notice, in writing and by email, to the Faculty. The vote shall be taken by secret ballot.


Chapter VIII: College of Health Sciences

Preamble

The Faculty of the University of California, Irvine College of Health Sciences hereby sets forth its Bylaws through which it shall discharge its duties and responsibilities concerning the educational and scholarly programs of the College, as specified by the Standing Orders of the Regents of the University of California.

Mission Statement

The College of Health Sciences is committed to the rigorous preparation of students in the health sciences for careers in the practice of medicine, medical education, and research. The educational mission of the College is integrated with responsibilities for the conduct of basic and clinical research by the Faculty and for leadership in health care delivery systems in the nation. The College has a central role in the coordination of postgraduate medical training and continuing education and is a repository of medical knowledge and skills, readily available to all health care professionals.

Section 1: General Provisions

  1. Membership of the Academic State
    1. The Faculty shall consist of all individuals who hold academic appointments in the College of Health Sciences (COHS), including the School of Medicine (SOM) and the Programs/Departments in Nursing Science, Pharmaceutical Sciences, and Public Health (hereinto referred to as the “Programs”).
    2. The Academic Senate of the COHS (hereinto referred to as the “Senate”) shall consist of those COHS Faculty members whose appointment makes them eligible, pursuant to the Standing Orders of the Regents, to be members of the University-wide Academic Senate. (See Membership, Appendix 1).

  2. Officers
    1. The Chair and Vice-Chair/Secretary of the Executive Committee, respectively, are Chair and Vice-Chair/Secretary of the Faculty.
    2. The Chair may appoint a member of the Senate to serve as Parliamentarian, whose duty shall be to advise the Chair on procedures to be followed, in accordance with the latest edition of Robert’s Rules of Order to the extent practicable, in the conduct of the meetings of the Representative Assembly and Committees. The Parliamentarian shall advise the Chair and the Executive Committee of the impact of these Bylaws on the conduct of business.

  3. Meetings
    The ongoing business of the Faculty will be conducted by the Representative Assembly of the members. The full Faculty will meet at such times as it may determine, or at the call of the Executive Committee.
  4. Function
    In the spirit of University shared governance, the Senate shall be involved in all actions of the COHS Administration and of the University officials that may affect in principle or in fact the functions of the Faculty in teaching, research, and professional practice.

Section 2: Representative Assembly of the Faculty

  1. Definition and Function
    1. The Representative Assembly is the organized representative body of the COHS Senate members, elected by the Faculty to act on its behalf on all matters that concern it.
    2. The Representative Assembly is the instrument of Faculty self-government and welfare, and serves as the liaison with the COHS Administration and with the Irvine Division of the Academic Senate.
    3. The Representative Assembly may ratify, amend or rescind any unexecuted action taken at any meeting of the Faculty, of the Executive Committee, or of any other Faculty committee empowered to act.
    4. The Representative Assembly may act on those matters reserved for members of the Academic Senate as designated by the Standing Orders of the Regents, or specifically so delegated by these Bylaws.

  2. Membership
    1. Ex Officio Members
      The Representative Assembly shall include the following ex officio members: Vice Chancellor for Health Affairs and Dean of the School of Medicine, and Associate Deans of the School of Medicine, Director of the Nursing Science Program/Department, Director of the Pharmaceutical Sciences Program/Department, and Director of the Public Health Program/Department.
    2. Elected Members
      The elected Faculty Chair, Vice-Chair, and Executive Committee members-at-large are members of the Representative Assembly. The Representative Assembly shall also include the elected representatives of the SOM departments and of the Programs.
    3. Limitations on Membership
      No ex officio member of the Representative Assembly may serve concurrently as an elected member.

  3. Election of Representatives
    1. There shall be an annual election conducted by the COHS Senate office under the authority of the Vice-Chair of the Senate. The Vice-Chair may establish non-policy operational variations to implement these election procedures that have been approved by the Executive Committee.
    2. Each department and program of the COHS shall have one or more elected representative(s) to the Assembly, to be elected by a ballot of its Senate Faculty members.
    3. Annually, before the Representative Assembly election, the Vice-Chair will obtain from the Vice Chancellor for Health Affairs the number of Senate members in each department and program as of July 1 of that year. The Committee on Committees of the Senate shall determine the number of representatives allocated to each department or program during the ensuing academic year based on the mathematically most equitable approximation of the required 1: 4 ratio (i.e., 1 representative for each 4 Senate full-time Faculty employees [FTEs] in a department or Program).
    4. During the summer, the Senate office shall mail a ballot to each of the Senate members of a department or program that contains the names of all the eligible Senate members in said department or program. The deadline for the return of the ballot shall be stated. The voter shall be instructed to vote for no more than the total numbers of representatives allocated to the department or program. The members who receive the most votes within the authorized number for the department or program shall be declared elected. In case of a tie vote, a run-off election shall be held among the candidates with the same number of votes until a winner can be declared.

  4. Term of Office
    1. Each representative shall be elected for a two-year term, and none shall serve consecutively more than two full terms.
    2. Eligibility to serve on the Representative Assembly will resume after a lapse of one year.
    3. The terms of office shall be appropriately staggered for representatives of the same department or program.
    4. All department or program representatives who have been elected shall complete their term of office, even if the authorized number of representatives from said department or program decreases during that term.
    5. An Assembly representative who has missed the majority of the meetings of the Representative Assembly in one academic year, shall not be able to continue the following year, and shall be replaced.
    6. An Assembly representative going on sabbatical or not being able to attend the Assembly meetings for more than two consecutive times shall so inform the Senate Chair who will replace that representative for the number of meetings to occur in the anticipated absence.

  5. Meetings of the Representative Assembly
    1. The Representative Assembly shall meet semi-annually or at the call of the Chair, who may cancel a meeting for lack of business. A special meeting can be called upon receipt of a written petition of five Assembly representatives, which meeting shall occur within 30 days of said petition.
    2. The Representative Assembly members shall receive notification and the agenda at least one week before the meeting. A special or emergency meeting shall contain a statement of the purpose of the meeting.
    3. Quorum. A simple majority of Representative Assembly members present at a meeting constitutes a quorum for the meeting.
    4. All meetings shall be conducted in conformity to the procedures described in the latest edition of Robert’s Rules of Order to the extent practicable.
    5. Five members of the Senate may place an item on the agenda of the Representative Assembly by submitting it in writing to the Vice-Chair of the Faculty. The Vice-Chair must receive the request at least three weeks before the Representative Assembly’s next scheduled meeting.
    6. Voting
      1. Ex officio members do not have the right to vote in the Representative Assembly.
      2. Only Assembly representatives shall make, second, and vote on motions presented to the Representative Assembly. However, any member of the Senate may introduce a topic on the agenda and speak to motions.
      3. A majority vote of the representatives present and voting at a meeting, except as provided elsewhere in these Bylaws, is required to pass a motion.
      4. Minutes shall be taken at each meeting and shall be available to all COHS faculty members in a timely manner.

Section 3: Executive Committee of the COHS Academic Senate

  1. General Provisions
    1. The Senate members of the School of Medicine and of the Programs/Departments in Nursing Science, Pharmaceutical Sciences, and Public Health shall be represented on the Executive Committee of the COHS Academic Senate.
    2. The Executive Committee and the Standing Committees shall participate actively in the initiation and implementation of programmatic development, reorganization of departments, new programs, physical development, and necessary appropriations.

  2. Membership
    1. The Executive Committee shall include the Chair and Vice-Chair; the chairs of the COHS standing committees; one representative from the programs; and 2 members-at-large.
    2. The Vice Chancellor for Health Affairs, the SOM Dean, the SOM Associate Deans, and the Programs Directors shall be ex officio members and attend the monthly meetings of the Executive Committee.

  3. Meetings
    1. The Executive Committee shall convene in regular monthly meetings, as well as in extraordinary sessions as deemed necessary by the Chair.
    2. The Executive Committee shall have the right to go into executive session, limited to voting committee members, and exclude ex-officio members and guests, at the committee’s discretion.
    3. Voting
      1. Ex-officio members do not have the right to vote on the Executive Committee.
      2. The Chair, Vice Chair, program representative, members-at-large, and chairs of COHS standing committees have the right to vote on all Executive Committee matters.

    4. The discussions and actions taken towards resolution of problems discussed in the Executive Committee shall be duly recorded in the minutes of this Committee.
    5. The Executive Committee meeting minutes shall be submitted to the members within one week after each meeting. Upon their approval, the minutes shall be sent to the Vice-Chancellor for Health Affairs, the SOM Dean, and the Programs Directors.

  4. Functions
    1. To act for the Faculty with respect to any subject delegated to it by these Bylaws or by the Faculty, and to advise the COHS Administration.
    2. To oversee the rules and regulations of these Bylaws and of its various Committees, or of those established by the COHS Administration.
    3. To regularly receive and review the reports of the activities of the SOM Dean and of the Program Directors.
    4. To formulate and implement resolutions of the problems presented by the standing committees or by interactions with the COHS Administration.
    5. To compile and distribute to the Representative Assembly the results of the discussions and agreements of the Executive Committee and of its interactions with the COHS Administration.
    6. To organize the procedure for nomination and election of the COHS Representatives to the Irvine Divisional Senate Assembly and for timely filling of vacancies that occur. The procedure, apportionment of Representatives, terms, limitation of terms, and replacement of Representatives shall follow the guidelines of Manual of the Irvine Division of the Academic Senate, Chapter III, Section 2, Paragraph 27 (Election of Representatives). [See also Section IV. C (3) (b) (i)]
    7. To approve the selection of nominees for election and appoint members of the standing committees of the Senate [See Section IV.C (3) (b) (iv and v)]
    8. To establish new committees as it may seem advisable, and refer to the Committee on Rules, Jurisdiction, and Organization all proposed changes in rules, regulations, or Bylaws for its review and recommendations.
    9. To approve, on behalf of the Faculty, the awarding of degrees, certificates, and honors at graduation.
    10. To assure permanent and qualified administrative support (Curricular Assistant) for the Curriculum and Educational Policy (CEP) Committee: The Executive Committee’s obligation is to obtain from the COHS Administration adequate administrative and financial support for the CEP to carry out its responsibilities, using as a guideline those provided by the COHS Administration for the UCI Senate Committee on Academic Personnel (CAP).
    11. To obtain from the COHS Vice-Chancellor the appointment of an individual who shall have the major staff responsibility for space database maintenance and analysis of the Space Resource Allocation Advisory Committee (SRAAC). That individual shall provide the staffing of the Committee.

  5. Officers
    1. The Officers consist of the Chair and the Vice-Chair.
    2. Nomination and Election
      1. Chair
        The Chair shall be the last elected Vice-Chair, who shall become Chair at the beginning of the academic year following his/her term of office.
      2. Vice-Chair
        1. Nominations for the Vice-Chair should be made by the Committee on Committees each year before July 1st. [See Section IV.C (3) (b) (ii)]
        2. Additional nominations may be made by a majority vote of the Representative Assembly or by written petition of 10 Senate members.
        3. The ballot shall be submitted for an electronic or mail vote to all members of the COHS Academic Senate.
        4. The results of the vote shall be kept in the office of the Vice-Chair until the following election.

    3. Term of Office
      1. The term of office of the Chair and Vice-Chair is one year. This term may be extended to two years, upon satisfactory performance, as judged by a majority vote of the Executive Committee.
      2. No officer may serve more than two consecutive full one-year terms as Chair or Vice-Chair of the COHS Academic Senate. Eligibility shall be re-established after a lapse of one year.
      3. The outgoing Chair shall continue to serve on the Executive Committee an additional year.
      4. Resignation or Vacancy of the Chair or of the Vice-Chair
        1. The Vice-Chair shall become Chair if the Chair position is vacated, until the vacated term expires.
        2. The Vice-Chair-elect shall become the Vice-Chair if the Vice-Chair position is vacated, until the vacated term expires.
        3. If there is no Vice-Chair-elect when either the Chair or Vice- Chair positions become vacated, the Executive Committee shall appoint a Senate member to serve until the next annual election.

      5. Recall of Executive Committee officers and members:
        1. Recall petitions of any officer of the Executive Committee may be initiated by 15 members of the Senate.
        2. A majority vote of the total COHS Senate faculty, by mail ballot, is required to remove the Chair or Vice-Chair from office. The rules of succession for a vacated position shall apply to their replacement.

    4. Duties of the Chair
      1. The Chair shall serve as chair of the Senate Faculty, the Representative Assembly, the Executive Committee, and the Committee on Committees.
      2. The Chair shall administer the rules and regulations prescribed by the COHS Faculty.
      3. The Chair shall prepare, in consultation with the Executive Committee, the agenda for the meetings of the Representative Assembly.
      4. The Chair shall report to the Representative Assembly on all matters of common concern of the Faculty.
      5. The Chair shall be involved at all times in the activities and actions of the COHS Administration and he/she shall actively participate in the COHS Advisory Boards and the Council of Department Chairs.
      6. The Chair shall coordinate the work of all standing committees, and shall refer matters for consultation, advice, or decision to the standing or to the ad hoc committees.
      7. The Chair shall make a consistent effort to bring to a resolution problems presented by the chairs of the standing committees; the Programs Directors; and the COHS Administration. The Faculty delegates to the Chair and his/her appointees unrestricted authority in this regard.
      8. In collaboration with the Committee on Committees, the Chair shall timely appoint members to serve on the standing and on the ad hoc committees as needed.
      9. The Chair shall be given the necessary and adequate personnel support by the Office of the Vice-Chancellor for Health Affairs in order to discharge the duties of the Executive Committee and of its standing and ad hoc committees.
      10. The Chair shall be responsible for the administration and supervision of the assigned support staff for its duties and budgetary concerns.

    5. Duties of the Vice-Chair
      1. The Vice-Chair is also the Vice-Chair of the Representative Assembly.
      2. The Vice-Chair shall prepare and send out the call for and the minutes of each meeting of the Representative Assembly and of the Executive Committee in the absence of the Chair.
      3. The Vice-Chair shall carry out the duties of the Chair in the latter’s absence and shall chair meetings of the Representative Assembly and of the Executive Committee, as requested by the Chair.
      4. In the event that the Chair is absent for an extended period of time, the Vice-Chair may request that the Committee on Committees appoint an Acting Vice-Chair/Secretary to assist him/her.
      5. The Vice-Chair shall maintain the records of the Representative Assembly membership.
      6. The Vice-Chair shall conduct all elections of the Representative Assembly.
      7. The Vice-Chair shall maintain a roll of the members present at the meetings of the Representative Assembly.
      8. The Vice-Chair shall be responsible for archiving records in a readily available space allocated for the exclusive use of the Executive Committee.

  6. Elected and Appointed Members
    1. Representatives of the Nursing Science Program, Pharmaceutical Sciences Program, and Public Health Program.
      1. Members of the Senate in each Program shall elect one representative on the Executive Committee of the COHS for a two-year term.
      2. These representatives shall be voting members of the Executive Committee.

    2. Chairs of the COHS Standing Committees
      1. Chairs of the COHS Standing Committees shall be members of the Executive Committee for the duration of their terms as Committee chairs.
      2. The Committee Chairs shall be voting members of the Executive Committee.

    3. Members at-Large
      1. The two members-at-large are appointed by the Committee on Committees for a term of two years to be staggered. [(See Section IV. C. 3 (b) (iii)].
      2. No member-at-large shall serve more than one consecutive term.
      3. The members-at large shall be voting members of the Executive Committee.

  7. Redress
    Five members of the Senate Faculty may appeal to the Executive Committee any unexecuted action of a standing or ad hoc committee by notifying the Chair in writing of the action to be appealed within 30 thirty days of said action.

Section 4: Committees of the COHS Academic Senate

  1. Ad Hoc Committees
    1. Faculty ad hoc committees shall be appointed by the Chair of the Executive Committee or by resolution of the Representative Assembly. They shall terminate their function at the end of the academic year of their appointment unless extended for good cause. They may be re-appointed or re-elected the following year.
    2. Ad hoc committees shall be established by or through the authority of the Chair of the Executive Committee, in consultation with the Executive Committee, to deal with new and/or temporary problems or projects of the COHS Faculty that require in-depth or urgent deliberation, resolution, and/or formulation, which is not readily available through the activity of the COHS standing committees.
    3. Non-Senate faculty members may be appointed to ad hoc committees in numbers that maintain a Senate member majority.
    4. The chair of an ad hoc committee shall be a Senate member.
    5. Ad hoc committees shall be authorized only to give advice to the Executive Committee, except as otherwise specified by the Executive Committee. Unless otherwise specified by the Executive Committee, ad hoc committees are not authorized to give advice to non-Senate agencies or University officers, nor are they authorized to take final action on any matter for the Senate.
    6. Both Senate and non-Senate ad hoc committee members shall have voting rights. This section is intended to be consistent with University of California Bylaws 35 C.2 that reads as follows: “Only members of the Academic Senate may vote in Senate agencies when those agencies are taking final action on any matter for the Academic Senate, or giving advice to University officers or other non-Senate agencies in the name of the Senate. Persons other than Senate members may be given the right to vote on other questions, such as those that involve only recommendations to other Senate agencies, but only by explicit Bylaws provisions”.
    7. In the event that the Executive Committee shall authorize an ad hoc committee to give advice to non-Senate agencies or University officers, only Senate members shall have voting rights on such matters.
    8. Ad hoc committees shall function following the organizational and the reporting pattern of the standing committees of the Senate.

  2. Standing Committees
    1. General Provisions
      1. The Standing Committees of the COHS Senate shall be only those committees established by these Bylaws. They are committees of the Senate and report to the Executive Committee.
      2. Each Standing Committee shall meet monthly or shall determine another schedule of meetings that should be known to the Executive Committee.

    2. The Standing Committees shall be as follows:
      Committee on Admissions and Financial Aid
      Committee on Allied Health Professions
      Committee on Committees
      Committee on Continuing Medical Education (CME)
      Committee on Curriculum and Educational Policy (CEP)
      Committee on Library
      Committee on Mentoring
      Committee on Planning, Budget, and Facilities
      Committee on Postgraduate Clinical Programs
      Committee on Promotion and Honors (P&H)
      Committee on Research
      Committee on Rules, Jurisdiction, and Organization
      Space Resource Allocation Advisory Committee (SRAAC)
    3. Structure of the Standing Committees
      1. Each standing committee shall have a Chair and a Vice-Chair who shall be Senate members and who shall be elected by the committee members at the beginning of each academic year.
      2. The Vice-Chair shall fulfill the responsibilities of the Chair in the absence of the Chair.
      3. Members of the standing committees, other than the Committee on Committees, shall be appointed by the Committee on Committees.
      4. The Committee on Committees shall assure the membership integrity of all standing committees at all times.
      5. Each standing committee shall be composed of seven members of the COHS Faculty unless otherwise indicated in these Bylaws.
      6. No more than two of the seven members of a standing committee may be non-Senate faculty, unless otherwise decided by the Executive Committee, or unless otherwise indicated in these Bylaws.
      7. A majority of each committee shall be Senate members at all times.
      8. No member of a standing committee shall serve more than two full terms consecutively. Eligibility to serve on the same committee will resume after a one-year lapse.
      9. Faculty appointed to fill vacancies will serve for the unexpired term of the person they replace and, in addition, their full term.

    4. Functions of the Standing Committees
      1. Standing committees are designated to deliberate, review, and formulate policies and procedures that affect the activities of the COHS Faculty.
      2. Standing committees shall be authorized only to give advice to the Executive Committee, except as otherwise specified by the Executive Committee.
      3. Unless otherwise specified by the Executive Committee, standing committees are not authorized to give advice to non-Senate agencies or University officers, nor are they authorized to take final action on any matter for the Senate.
      4. Both Senate and non-Senate standing committee members shall have voting rights.

        This section is intended to be consistent with University of California Bylaws 35 C.2 that reads as follows: “Only members of the Academic Senate may vote in Senate agencies when those agencies are taking final action on any matter for the Academic Senate, or giving advice to University officers or other non-Senate agencies in the name of the Senate. Persons other than Senate members may be given the right to vote on other questions, such as those that involve only recommendations to other Senate agencies, but only by explicit Bylaws provisions.”

      5. In the event that the Executive Committee shall authorize a standing committee to give advice to non-Senate agencies or University officers, only Senate members shall have voting rights on such matters.
      6. Each committee shall determine its own rules that shall not be in conflict with UCI or COHS Academic Senate Bylaws or regulations. Such rules should be written to assure uniformity in application.
      7. Each standing committee shall have written policies and procedures that shall be approved by the Executive Committee and shall be filed with the office of the Vice-Chair.
      8. Each standing committee chair shall report monthly to the Executive Committee.
      9. Each standing committee chair shall submit an annual report of its activities to the Executive Committee no later than on August 1st.
      10. Each standing committee shall maintain attendance records and minutes. Minutes of meetings shall reflect the topics and the deliberations of the committees as well as the actions taken; the minutes shall be approved by the respective standing committee and sent to the Faculty Vice-Chair within two weeks of the meeting.
      11. If a committee member is absent without prior excuse for more than three consecutive monthly meetings, or at 75% of the meetings, the committee chair shall advise that member in writing stating that if the member will miss an additional meeting, he/she will be excused from further service on the committee. In this case, the Chair shall ask the Committee on Committees to replace the member.
      12. A committee has the right to go into executive session, limited to voting committee members, and may exclude ex-officio members and guests, at the committee’s pleasure.
      13. All communications regarding academic affairs, appointments, and promotions shall be made by confidential mail.
      14. Chairs of the standing committees shall recognize individually and in writing the members’ attendance and contributions on the respective committees. Such letters shall be included in the academic file of the committee member.
      15. The Chair of the Executive Committee shall recognize in writing the attendance and contributions of the chairs of standing committees.
      16. Each committee has the privilege of appointing ad hoc subcommittees and task force groups to assist in its duties. Notification of appointment of ad hoc subcommittees will be made to the Chair of the Faculty within two weeks of such appointment.

    5. Election and Appointment of Committees Members
      1. Committee on Committees
        1. The Committee on Committees shall include two members-at-large who are elected by the COHS Senate faculty.
        2. During the spring quarter, the Executive Committee shall receive from the Committee on Committees a slate of candidates from which it will approve two nominations for each vacancy on the Committee of Committees for the coming year.
        3. The Executive Committee will approve the nominees for the ballot, which will be mailed to the Senate Faculty members of the COHS.
        4. All new committee members of this Committee shall assume their duties on September 1 of the year in which they are elected.

      2. Other Standing Committees
        1. The Committee on Committees will appoint the members of the other Standing Committees. The Committee on Committees shall promptly fill vacancies on the standing committees.
        2. The Committee on Committees shall also fill any vacancy, which may occur during the academic year on the standing committees for the duration of the unexpired term of such vacancy.

    6. Term of Office of Officers and Members of Standing Committees
      1. Chairs and Vice-Chairs shall serve one year, renewable up to four years.
      2. Each appointed member shall serve for a term of three years, renewable once, except for the Committee on Committees whose members shall serve for a term of two years only.

    7. Chairs and Vice-Chairs of the Standing Committees
      1. Annually, but no later than August 1, the Vice-Chair shall send a confidential ballot to each Senate member of a standing Committee, listing the names and the extent of committee seniority of its members. The ballot shall be marked to indicate the member’s choice for Chair and Vice-Chair and shall be returned to the office of the Vice-Chair who shall function as the teller. A majority vote of the entire committee membership is required for election.
      2. In case of a tie vote, a run-off election shall be held among the tied candidates to determine the Chair or the Vice-Chair of the Committee.
      3. If a committee Chair or Vice-Chair position becomes vacant during the academic year for whatever reason, within two weeks the committee shall fill the position as pro tempore from among its members by election. The Committee on Committees shall appoint a Faculty member to fill the vacated committee position with due respect to the committee members’ preferences.

    8. Standing Committee Members
      1. No Senate member shall serve concurrently on more than two standing committees of the COHS, in addition to the Executive Committee.
      2. No non-Senate member shall serve concurrently on more than one standing committee of the COHS.
      3. No administrative personnel of the COHS may serve as members of any of the standing or ad hoc committees of the Faculty, except in an ex officio capacity.
      4. No more than two members of any one department or program may serve concurrently on any one committee with the exception of the Executive Committee and the Committee on Committees.
      5. All motions that result in action or policy decisions require a majority vote of the committee quorum.

  3. Standing Committees’ Membership and Duties
    1. Committee on Admissions and Financial Aid
      1. Membership
        As described in the COHS Bylaws Section IV (B) (3) on “Structure of Standing Committees”.
      2. Duties
        This Committee shall make recommendations pertaining only to the SOM. The Committee on Admissions and Financial Aid shall initiate policy as well as monitor, advise, and make recommendations with regard to the performance of the SOM Administration in the areas of admissions and financial aid.

    2. Committee on Allied Health Professions
      1. Membership
        1. As described in the COHS Bylaws Section IV (B) (3) on “Structure of Standing Committees”.
        2. The Committee shall include a staff person from the SOM Dean’s Office.

      2. Duties
        1. The Committee shall aid and advise departments in formulating consistent policies, assist in the coordination, and other issues related to planning, developing, and implementing educational programs for allied health professionals.
        2. The Committee shall monitor, tabulate, and approve programs for allied health professionals offered by the COHS Programs and make recommendations regarding programs for the allied health professions offered by the UCI or by the University of California, Irvine Medical Center (UCIMC) Faculty. It shall advise the departments on policy.
        3. The Committee shall review applications from affiliated institutions requesting access to specific clinical and/or laboratory programs relevant to educational programs provided by the affiliated institutions and/or by UCI.
        4. The committee shall aid and advise departments and affiliated institutions in formulating consistent policies, assist in the co-ordination and other issues in relation to planning, developing, and implementing educational programs for allied health professionals at UCIMC.

    3. Committee on Committees
      1. Membership
        1. The membership shall consist of the Faculty Chair, the Faculty Vice-Chair, and two Members-at-Large.
        2. Members-at-Large should not be members of the same department. Those holding joint appointments will be considered as members of the department in which they hold their major academic appointment.

      2. Duties
        1. During the spring of each year, the Committee on Committees shall prepare a slate of two candidates per position for nominations to fill the vacancies in the COHS Representative Assembly in the Irvine Divisional Senate Assembly. The selection shall be approved by the Executive Committee. A final voting ballot shall be mailed to the Senate. [See Section III. D. (6)]
        2. Each year and before July 1, the Committee shall make nominations for Vice-Chair of the Executive Committee. The ballot shall be submitted for an electronic or mail vote to all members of the COHS Academic Senate. [See Section III.E (2) (b) (i-iv)].
        3. Each year, the Committee shall receive nominations for the upcoming members of the Committee on Committees. [(See Section III. F (3) (a)].
        4. Each year and prior to said appointment of the new standing committee members, the Staff Assistant of the Committee on Committees shall distribute a questionnaire to the Faculty Senate members enabling individuals to express their interest in serving on specific committees.
        5. The Committee on Committees shall approve the selection of nominees and appoint all members of standing committees and fill any vacancies, which may occur in them. [See Section III. D (7)]

    4. Committee on Continuing Medical Education (CME)
      1. General Provisions
        1. The Mission and the Office of Continuing Medical Education: The Mission of the Office of Continuing Medical Education of the COHS is to provide educational activities to physicians and other health care professionals that reinforce basic medical knowledge, impart updated information on clinical practice and health care delivery, introduce new ideas, skills, and technology and disseminate pertinent research findings in order to improve the quality of health care that is delivered by the participants in our programs. This is in concert with the educational mission of the COHS, which supports the continuum of medical education consisting of programs in undergraduate, graduate, and continuing medical education.
        2. In order to fulfill its mission and to ensure that all of its educational activities are in full compliance with the Essentials and Standards of the Accreditation Council for Continuing Medical Education, this Committee shall cooperate with the Office of Continuing Medical Education and with the Assistant Dean for Continuing Medical Education.

      2. Membership
        1. As described in the COHS Bylaws Section IV (B) (3) on “Structure of Standing Committees”.
        2. The Associate Dean for Continuing Education shall be an ex officio member.

      3. Duties
        1. The Committee shall make recommendations concerning the means by which the COHS can implement the continuing education of physicians and other healthcare workers including the design of postgraduate continuing education programs directed at practicing physicians and other health care providers. These programs are to be taught in the COHS facilities and in various local, regional, national, or international sites.
        2. The Committee shall evaluate the content and the financial integrity of the proposed programs and ensure that the most qualified Faculty is selected in providing these educational activities.
        3. Committee members may be asked to provide peer review.
        4. The Committee shall work in close association with the Office of CME, and may recommend changes necessary to support the mission of the COHS.

    5. Committee on Curriculum and Educational Policy (CEP)
      1. Membership
        1. As described in the COHS Bylaws Section IV (B) (3) on “Structure of Standing Committees”, except that this Committee will have nine members.
        2. The nine members of this committee shall have staggered terms of three years each; no more than three members may be non-Senate faculty.
        3. The membership shall have an appropriate balance of Senate members from the basic sciences and from clinical departments.

      2. Goals
        1. To strengthen and make effective the Senate’s overall responsibility to develop, oversee, and direct the education process in the SOM.
        2. To provide an administrative structure adequate to achieving the above goal.
        3. To develop a mechanism for improving the oversight and governance of multi-disciplinary courses.
        4. To provide a mechanism within the University-wide Academic Senate rules for improving teaching skills and enhancing courses and course materials.
        5. To improve and coordinate course development and course materials in a way that meets the educational goals of the SOM mission.
        6. To cooperate with the SOM Senior Associate Dean of Medical Education, in advising and assisting the Dean, the department chairs, and the faculty, on the development of teaching skills, thus increasing the effectiveness of the curriculum.

      3. Duties
        1. To establish the educational policy of the curriculum to correspond with the teaching philosophy of the Faculty and the set mission and objectives of the SOM.
        2. The CEP committee shall have the unique charge of educating and training our students and, towards this goal, only Faculty with expertise, interest, desire, and dedication to medical teaching shall be invited to serve on the CEP committee.
        3. To periodically review and approve the curriculum and instruction in terms of quality and compliance with Faculty- and CEP-approved policies and the objectives and mission of the SOM.
        4. To monitor the curriculum and its administration.
        5. To insure compliance with the State of California requirements for medical licensure.
        6. To maintain compliance with the LCME provisions and modern teaching philosophy.
        7. To approve new and changed courses that relate to physician training.
        8. To evaluate and approve methods of examining student performance as well as individual course performance.
        9. To assume complete and exclusive responsibility of periodic review of courses.
        10. To work with course directors towards improvement in the case of poor biennial course review.
        11. To consider petitions for education changes from Faculty and from students.
        12. To initiate new courses or modify courses where appropriate in conjunction with the department chairs.
        13. To decide on the general allocation of time and resources of courses.

      4. Implementation of Teaching
        1. The CEP Committee delegates the charge of teaching to Course Directors and the teaching faculty.
        2. The CEP shall work closely with Course Directors in the design of the curriculum, allocation of hours, and scheduling of teaching with the goal of achieving a coordinated curriculum.
        3. The course directors shall have the responsibility of implementing the education that corresponds to the goals, aims, and mission of the SOM Faculty.
        4. The course directors shall be appointed and shall report to their respective department chair.
        5. The course directors shall have delegated authority by their respective department chair to distribute teaching assignments, invite and remove teachers, and administer their courses in the best possible way.
        6. The course directors shall ensure that mediocre teaching is not tolerated.
        7. The course directors shall have the necessary backing of their respective department chair in all their decisions, after due consultation.
        8. The course directors shall work closely with CEP towards attaining the highest scores in medical education and to remedy courses found to be deficient at the time of their CEP review.
        9. The course directors shall cooperate with CEP in the evaluations of courses and the implementation of recommendations made by the CEP.
        10. Course directors of multidisciplinary courses shall be appointed and supported by a joint agreement and active participation of department chairs whose disciplines are involved in the particular course; such course directors shall report to department chairs as necessary and not to all the chairs involved in the given course.
        11. The departments shall have the necessary resources for carrying out their teaching obligations.

    6. Committee on Library
      1. Membership
        1. As described in the COHS Bylaws Section IV (B) (3) on “Structure of Standing Committees”.
        2. There shall be at least one member who is a University of California, Irvine Medical Center (UCIMC) Medical Staff member, is based primarily at the hospital, and can be available as liaison to the UCIMC Medical Library.
        3. The Committee on Library shall have as an ex officio member the Librarian who is responsible for the Medical Section of the Science Library. The ex officio member shall have the privilege of submitting proposals and participating in all the discussions of the Committee, but shall not vote.

      2. Duties
        1. The Committee shall meet at least twice annually to review library activities, budgets, and acquisition policy of the Medical Libraries and shall advise and assist the COHS and the Librarian in these matters.
        2. The Committee shall be advisory to the COHS and the Librarian on services, procedures, and library rules, and other matters relating to the Medical Library.
        3. The Committee shall request that the Librarian inform the committee, through its Chair, of any proposed major changes in policy, services, procedures, rules, or acquisitions, so that the committee may consider the proposed changes and advise the Librarian.

    7. Committee on Mentoring
      1. Membership
        As described in the COHS Bylaws Section IV (B) (3) on “Structure of Standing Committees”.
      2. Duties
        The Mentoring Program of the COHS provides a support structure complementary to the departments chairs and programs directors and to the COHS Vice-Chancellor Office to oversee and promote the career development of junior faculty.

    8. Committee on Planning, Budget, and Facilities
      1. Membership
        As described in the COHS Bylaws Section IV (B) (3) on “Structure of Standing Committees”.
      2. Duties
        1. The Committee shall confer with the Vice-Chancellor for Health Affairs on developing budgets for research, facilities, and administrative functions, and report annually to the Executive Committee.
        2. The Committee shall review and make recommendations concerning the development of the policies and procedures of the administrative offices whose function is to support the teaching and research activities of the COHS Faculty.
        3. The Committee shall review and make recommendations concerning the development of COHS facilities.
        4. The Committee shall distribute information to the Executive Committee and the Representative Assembly concerning plans, progress and intended use of new facilities.

    9. Committee on Postgraduate Clinical Programs
      1. Membership
        As described in the COHS Bylaws Section IV (B) (3) on “Structure of Standing Committees”.
      2. Duties
        1. To review, advise, and formulate academic guidelines for existing and proposed Postgraduate Clinical Training Programs.
        2. The committee will also review changes in the number of trainee positions that should be allocated to any training program.
        3. To report and recommend when appropriate, at least twice annually, to the Executive Committee on current trends in number of residents, projections, and balance of the several departments, including current and projected COHS and hospital budgetary provisions (funding, space, numbers, etc.).
        4. To advise and function as a Faculty academic resource for the COHS Administration and directors of residency training programs in the area of residency activities, plans, and probationary problems.
        5. The committee shall NOT function in the areas of resident grievances, salary matters, or employment benefits.

    10. Committee on Promotion and Honors (P&H)
      1. Membership
        1. As described in the COHS Bylaws Section IV (B) (3) on “Structure of Standing Committees”.
        2. The SOM Dean and/or the Senior Associate Dean for Educational Affairs and such individuals as they may recommend and who are invited by the Committee may be present at all deliberations except during in the executive sessions of the Committee.

      2. Duties
        This Committee shall have jurisdiction only on matters pertaining to the SOM.

        1. The Committee shall review the progress of all students in programs leading to the degree of Doctor of Medicine.
        2. The Committee shall make recommendations to the Executive Committee concerning promotions, honors, and graduation.
        3. The Committee does not have any jurisdiction over resolving grading issues. The departments have autonomy for determining grades, but should not act in an arbitrary manner.

      3. Operational Guidelines
        1. The policies to be implemented by the committee shall be set forth in the SOM Student Handbook.
        2. In cases involving proposed academic disqualifications and proposed disqualifications for failure to meet the SOM’s Technical Standards, this committee shall consider the proposed disqualification and shall provide the student with an opportunity to present relevant information. In such cases, this committee shall make a recommendation to the Senior Associate Dean for Educational Affairs concerning the proposed disqualification. The Senior Associate Dean for Educational Affairs shall review such recommendation and make a determination on the proposed disqualification. The student may appeal this determination to the Dean of the SOM, who shall make a final and binding decision.
        3. Matters of alleged student misconduct shall be handled in accordance with the Student Disciplinary Procedures. In those cases in which a student chooses to have an informal hearing before the Associate Dean for Medical Student Affairs, the student may appeal any sanctions imposed by this committee, which shall review the matter and issue a final determination. In those cases in which a formal hearing is requested, and in all cases in which dismissal is recommended, this committee shall determine whether there is probable cause that the student has violated a University policy, campus regulation, and policy or Honor Code provision. If the committee determines there is probable cause, an ad hoc committee shall be appointed to conduct a formal hearing. The ad hoc committee shall make recommendations to the Senior Associate Dean for Educational Affairs. The decision of the Senior Associate Dean for Educational Affairs may be appealed to the SOM Dean who shall make a final and binding decision.
        4. Minutes shall be kept of all proceedings. The minutes shall be distributed, and be on the agenda for the next meeting.
        5. The actions taken in executive session shall be reported in the minutes and without tally of the vote. The Chair of the Committee shall, in confidence, inform the Chair of the Faculty of the tally when requested.

    11. Committee on Research
      1. Membership
        1. As described in the COHS Bylaws Section IV (B) (3) on “Structure of Standing Committees”.
        2. The membership of this committee shall have an appropriate representation from both clinical and basic science departments.

      2. Duties
        1. The Committee shall determine policies and guidelines for goals, calls for proposals, application procedures, and evaluation criteria for the COHS Faculty’s Research Fellowship and Travel funds.
        2. The committee shall determine its own policies regarding using ad hoc consultants or reviewers, including outside reviewers, to assist in application evaluations, if necessary.
        3. The Committee shall represent the COHS Faculty regarding general research direction and policy, including the use of research funds, and will be advisory to the Vice-Chancellor for Health Affairs on research policy.
        4. The Committee shall confer at least biannually or more often with the Associate Dean for Research of the COHS and shall receive a report on the state of research and funding within the COHS.
        5. The Committee shall prepare a written report at least annually with recommendations to the Vice-Chancellor for Health Affairs, Dean of SOM, and Programs’ Directors indicating areas of concern of the Faculty in the conduct of research.

    12. Committee on Rules, Jurisdiction, and Organization (RJO)
      1. Membership
        As described in the COHS Bylaws Section IV(B)(3) on “Structure of Standing Committees”.
      2. Duties
        1. The Committee shall review all proposed legislation for format and substance and make recommendations to the Executive Committee and/or the Representative Assembly with respect to the COHS Bylaws, and the University regulations.
        2. The Committee shall prepare, upon the request of the Executive Committee or upon petition of 15 (fifteen) Faculty members, suitable legislation for submission to the Representative Assembly of the COHS Faculty.
        3. The Committee shall keep these Bylaws up-to-date at all times and report yearly to the Executive Committee regarding the possible need of resubmitting proposed revisions for the approval of the Representative Assembly.
        4. All revisions of these Bylaws shall be made by a specially appointed Bylaws Subcommittee of the RJO committee, which shall be approved by the Executive Committee of the Senate.
        5. The Bylaws Subcommittee shall promote liaison with the Committee on Rules and Jurisdiction of the Irvine Division.

    13. Space Resource Allocation Advisory Committee (SRAAC)
      1. Membership
        1. The Committee shall be composed of nine voting members of the COHS Senate. Every year the Committee on Committees shall nominate three faculty members to serve 3-year terms, thus resulting in staggered terms. Members shall be from the basic sciences and clinical science departments of the COHS and shall be reasonably numerically balanced between them.
        2. Term of Office: The term of office shall be three years. The length of the initial appointments shall be such that the terms of each group of three members are appropriately staggered (See above, under Membership).
        3. The SOM Dean is expected to appear before the Committee regularly with a minimum of twice per year to ensure effective communication.

      2. Duties
        1. SRAAC represents the COHS Faculty in its capacity as an advisory committee to the Vice Chancellor of Health Affairs and to the Senate.
        2. SRAAC shall meet monthly and its deliberations shall concern the allocations, reallocation, or renovation of administrative, research, or teaching space, and related resources. The committee shall establish policy regarding space allocation for specific programmatic research needs of the COHS as well as the needs of individual academic units, with the goal of optimizing the research, teaching, and administrative goals of the COHS.
        3. SRAAC shall evaluate long-term as well as short-term planning including short-term space needs, and make appropriate recommendations, which shall be submitted to the Vice Chancellor of Health Affairs.

      3. Operating Procedures
        1. In reaching decisions about space and resources, the committee shall be guided by, but shall not be limited to consideration of three measures of effective use of space and resources. The three measures shall be: (1) research funding (source, direct and indirect costs), (2) personnel (number, level, and special needs), and (3) evidence of scholarly productivity (e.g., publications, invited lectures, awards). These guidelines shall be used to assign a “priority level” to the academic units, rather than a specific number of square feet. The use of such guidelines shall be highly dependent upon obtaining up-to-date and accurate information from the academic units for the data that shall form its basis. Such information shall be obtained by cross checking the annual State of the Department reports with the database maintained by the Dean’s office and by periodic walk through.
        2. Requests to SRAAC for space or other resources shall be submitted by departmental chairs.
        3. The requests shall be reviewed by SRAAC and a recommendation of action shall be made to the COHS Vice-Chancellor for Health Affairs. The Vice-Chancellor shall communicate his decision to the chair in writing. Decisions may be appealed to SRAAC.
        4. The committee shall be advisory to the COHS Vice-Chancellor for Health Affairs. Communications with individual department chairs shall be made through the Senior Associate Dean for Academic Affairs. Under no circumstance shall SRAAC attempt or appear to attempt to supersede the authority of a chair of an academic unit.
        5. The Chair of the Committee shall meet with the COHS Senior Associate Dean for Academic Affairs twice a month to discuss space and resource issues.
        6. On a quarterly basis, the COHS Vice-Chancellor for Health Affairs shall apprise the SRAAC Chair of projects and Faculty recruitments being planned and initiated that will impact the overall space needs in the COHS. The Chair shall communicate this information to the committee.
        7. Space deemed chronically underutilized by a department to which it had been assigned shall revert to the Dean’s space pool for the possible assignment to another unit. When necessary to clarify a specific space issue, the chair of the affected department or unit shall be invited to attend a committee meeting. Only under exceptional circumstances shall a committee deal with Faculty on an individual basis and then only after a required sequence of events occurred, as follows: a formal communication between the Senior Associate Dean of Academic Affairs and the chair of the affected academic unit, deliberations by SRAAC, and as a last resort, input from the individual Faculty member. However, SRAAC shall advise only the COHS Vice-Chancellor for Health Affairs regarding the appropriate action to be taken.

Section 5: Modification of the Bylaws

  1. The Bylaws may be amended by the Assembly of the Faculty provided the following provisions are met:
    1. A petition signed by 15 members of the Senate or a recommendation from the Executive Committee will be required to be submitted to the Committee on Rules, Jurisdiction, and Organization for consideration.
    2. The Rules, Jurisdiction, and Organization Committee must prepare and distribute proposed modification to all members of the Representative Assembly of the Faculty at least five days of instruction before a meeting of the Representative Assembly.
    3. Approval by two-thirds of those Assembly faculty members voting at an open meeting will be required for adoption of any proposed amendments.

APPENDIX 1. Definitions and Membership of the Academic Senate

  1. Definitions
    Standing Order 105.1 Organization of the Academic Senate
  2. Membership of the Academic Senate
    The Academic Senate shall consist of:
    Dean
    University Librarian
    Each lecturer who has full-time teaching responsibilities in any curriculum under control of the Academic Senate and whose academic title is Senior Lecturer with Security of Employment Each person giving instruction in any curriculum under control of the Academic Senate whose academic title is:
    Senior Lecturer with Security of Employment
    Lecturer with Security of Employment
    Lecturer with Potential Security of Employment
    Instructor
    Instructor in Residence
    Assistant Professor
    Assistant Professor in Residence
    Assistant Professor of Clinical ………
    Associate Professor
    Associate Professor in Residence
    Associate Professor of Clinical ……..
    Acting Associate Professor
    Professor
    Professor in Residence
    Professor of Clinical …………
    Acting Professor
    Instructors and Instructors in Residence of less than 2 (two) years’ service shall not be entitled to vote.
  3. Regulations
    1. Regulations shall consist of selected important written rules, regulations and procedures concerning faculty and/or student academic organizational topics that require the attention of said constituents. They shall be formal actions taken by a standing committee, concerning such matters as promotions, probation, etc., or the Representative Assembly. There may also be similar types of rules that apply primarily to students that have been formally issued by the COHS Vice-Chancellor for Health Affairs office, concerning topics such as admission, transfers, housing, financial aid, etc.
      1. The Committee on Rules, Jurisdiction and Organization shall review all proposed rules, regulations, and procedures in regard to appropriate subject and format.
      2. The rules, regulations, and procedures may be amended by the authority that issued them. They may be repealed by action of the Committee on Rules, Jurisdiction, and Organization with the approval of the Executive Committee of the Faculty.


Chapter IX: School of Physical Sciences

Section 1: General Provisions

  1. Membership and Duties
    The membership and duties of the Faculty of the School of Physical Sciences are those specified in Bylaws 45 and 50 of the Academic Senate.
  2. Meetings
    1. Frequency
      The Faculty shall meet at the call of the Executive Committee. On written petition of at least five voting members of the Faculty, the Executive Committee must call a meeting.
    2. Quorum
      A quorum shall consist of at least 20 percent of the voting members of the Faculty.
    3. Rules of Order
      Questions of order not covered by legislation are governed by Robert’s Rules of Order.

Section 2: Committees

  1. Executive Committee
    1. Membership
      The total number of Faculty members in the Executive Committee is determined in accordance with the formula in Appendix IV of the Manual of the Irvine Division of the Academic Senate. Each Department within the School of Physical Sciences directly elects one Representative. Additional, at-large Faculty Member(s) are directly elected in a School-wide election to fill any remaining Faculty positions in the Executive Committee. The Committee also includes the Dean of the School, ex officio.
    2. Chair
      The Chair of the Executive Committee is elected by its Faculty membership.
    3. Duties
      1. To represent the Faculty in all aspects of the School of Physical Sciences,
      2. to serve as the School of Physical Sciences Representatives to the Irvine Division Senate Assembly, with the chair of the Executive Committee serving as Faculty Chair in the Division Senate Assembly,
      3. to authorize the Dean, at the Committee’s discretion, to administer Divisional and Senate regulations,
      4. to appoint all committees of the School not otherwise provided for,
      5. to ensure that the departments carry out the specified annual elections,
      6. to serve as the School of Physical Sciences Committee on Research.

    4. Terms
      Elections shall be held during the winter quarter and terms of office shall begin on September 1. The Executive Committee members, including at-large Faculty members, serve for two years.

Section 3: Modification of Bylaws

The Bylaws may be amended by a two-thirds majority of the votes cast by the members present at a meeting of the School or voting by mail or electronic ballot. No amendment may be considered without ten days’ prior notice, in writing, to all of the members of the Faculty.


Chapter X: School of Social Ecology

Section 1: General Provisions

  1. Membership (EC November 94)
    The membership and duties of the
  2. Officers (Am November 99)
    The Chair of the Faculty shall be elected annually each spring quarter from the voting members of the Faculty. The tenure of the Faculty Chair is one year. The term of office shall begin September 1, and a replacement shall be elected within two weeks after the Chair’s resignation. The duties of the Faculty Chair will be to conduct Faculty meetings, to serve on the Executive Committee, and to serve as one of the School’s representatives to the UCI Senate Assembly (as specified in the Manual of the Irvine Division of the Academic Senate. Part I. Chapter III. Section 2. and Appendix IV).
  3. Meetings
    1. Frequency
      The Faculty shall meet at least once each quarter, except during the summer quarter. A meeting may either be called at the discretion of the Faculty Chair, or on request of at least five voting members of the Faculty.
    2. Quorum
      A quorum shall consist of at least 60 percent of the voting members of the Faculty in residence.
    3. Rules of Order
      Questions of order not covered by legislation are governed by Robert’s Rules of Order.

Section 2: Committees

  1. Executive Committee (Am November 94)(Am 20 January 2015)
    1. Membership
      This Committee shall consist of the Faculty Chair, and four other representatives elected by the Faculty (one each from Criminology, Law and Society; Psychology and Social Behavior; and Planning, Policy and Design).
    2. Officers
      The Chair of the Faculty shall serve as the Chair of the Executive Committee.
    3. Duties (Am September 90) (EC November 99)
      1. to represent the Faculty in all appropriate aspects of the School,
      2. or advise the Dean in the administration of the School,
      3. to establish and maintain liaison with other faculties on campus.

    4. Replacements
      If, for some reason, the elected representatives on this Committee are unable to complete their one-year terms, another election will be held within two weeks after the representative’s resignation to select a replacement. This election will be among the Faculty in residence.

  2. Other Program Committees (Am September 90) (EC November 99)
    1. The Faculty shall annually elect representatives to the Divisional Senate Assembly (as specified in The Manual of the Irvine Division. Bylaw 27).
    2. The Chair shall create other committees when necessary to facilitate the School’s operation.

Section 3: Modifications of Bylaws

The Bylaws may be amended by a two-thirds majority of votes cast by members of the Faculty in residence. Proposed changes in the Bylaws require at least ten days’ notice, in writing, to the Faculty, and formal notification, though not voting rights, shall be sent to those members not in residence. The vote shall be taken by mail ballot.


Chapter XI: School of Social Sciences

(AM 6 March 94)[1]

    1. Membership
      The membership and duties of the Faculty of the School of Social Sciences are those specified by Bylaws 45 and 50 of the Academic Senate.
    2. Meetings
      1. Frequency
        The Faculty shall meet at the request of any member.
      2. Quorum
        A quorum shall consist of at least forty percent of the voting members of the Faculty.
      3. Rules of Order
        Questions of order not covered by legislation shall be governed by Robert’s Rules of Order.

    3. Elected Officers
      Except as otherwise provided, the Faculty may select its officers and committees, including a Chair and Executive Committee.
    4. Dean’s Duties
      The Dean of the School is authorized to administer Divisional and Senate regulations, subject to change by the Faculty.
    5. Amendments
      Bylaws 1 to 5 inclusive may be amended by a two-thirds majority of the votes cast by the members present at a meeting of the School, or two-thirds majority by mail ballot.
    6. Formation of Groups
      1. Any six members of the Faculty (fractional members being counted proportionately) may form a Group.
      2. Any number of members of the Faculty (fractional members being counted proportionately) may form a Group if supported by a two-thirds majority of the Executive Committee, or failing that by a faculty vote of two-thirds.

    7. Participation in Groups, Disaffiliation
      1. Faculty members may join one or two Groups, subject only to the condition that they express a willingness to abide by the charter of each Group that they wish to join. Faculty members are expected to be serious participants in the activities of each Group that they join, and must specify what fraction of their FTE is to be assigned to each Group. This fraction is to be used in calculating the six-member rule for Group formation (6a), the five-member rule for Group dissolution (8), and faculty members’ voting rights within each Group.
      2. Should a Group determine that one of its members has violated its charter and wish to disaffiliate that member, it must, at the member’s request, bring the case before the Executive Committee, which shall decide the issue by a vote of two-thirds.

    8. Dissolution
      Any Group shall dissolve automatically if its faculty membership falls below five, unless it is permitted to continue by a vote of two-thirds of the Executive Committee or a two-thirds faculty vote.
    9. Group Charters
      1. Each Group shall adopt a charter, which shall be made public; for a period of fifteen days following such publication, during the first five of which an open meeting shall be held, the Group shall not be recognized as such; but after that period recognition as such shall be automatic (unless and until the Group dissolves as specified in By-law 8). The Group charters shall specify aims, organization, and admission of Graduate Students.
      2. Faculty members need not join any Group. To ensure that every faculty member gets a fair share of School resources, there shall be established a Group to which Bylaws 8, 9(a), 10, 12, and 17 shall not apply. Faculty members not members of any other Group shall be counted as members of this Group.

    10. Graduate Students and Degrees
      Groups may admit Graduate Students and must establish their own criteria for the admission of Graduate Students, whether from within the School or without, and for the award of degrees. Groups may apply for their own degrees, or for a distinctive form and/or title of the Social Sciences degrees.
    11. [REPEALED 10 December 1980, by Bylaw 20.]
    12. Participation in Personnel Actions (EC June 95)
      Each Group, and the Faculty as a whole, shall decide what participation Graduate Students and Undergraduate Students shall have in the Merits and Promotions cases that it decides, subject to Facultywide resolutions.
    13. The Executive Committee. Membership and Election. (AM June 95)
      1. The Executive Committee of the School of Social Sciences shall consist of the Faculty Chair (to serve as Chair of the Executive Committee), eight members elected at-large, the Dean (ex officio), and one graduate student elected at large by the Graduate Student Assembly (the latter member to have the vote except when forbidden by University of California regulations). The eight at-large members shall be elected, half in alternate years, to two-year terms. In 1987, however, all eight shall be elected; at this Executive Committee’s first meeting, four of those members shall be chosen by lot to serve for one year only. The Faculty Chair shall be elected in a School-wide election, to serve for three years. In the same election a Vice Chair shall be elected, to serve as Acting Chair whenever the elected Chair is unable to discharge his or her duties. All elections to the Executive Committee shall be held during May, and shall be preceded by a two-week period during which Faculty may nominate candidates. The primary charges of the Executive Committee shall be to represent the interests of the School as a whole and to encourage and nurture innovation and cross-disciplinary research and instruction. Minutes of Executive Committee meetings shall be recorded and made public.
      2. The Executive Committee may invite non-voting participation by representatives of the Staff and Undergraduate constituencies.

    14. Duties of Executive Committee, I
      1. The Executive Committee, as defined in Bylaw 13, shall specify all dates with respect to Group formation and dissolution not otherwise specified, and may grant individual variances from the dates specified in Bylaw 20(b). Any member entering the Faculty on a given July 1 shall automatically have a variance extended to the October 15 following.
      2. Any set of faculty members may request a faculty position (FTE) from the Executive Committee. Such a set may explicitly tie its request to one or more Groups. c. The Executive Committee shall apportion not-yet-committed FTEs, taking into account the desirability of encouraging adequate teaching loads and of discouraging gross gains in Group size. The Executive Committee shall establish a recruitment committee for each apportioned FTE, and it shall designate for each candidate what set of Faculty shall vote on his or her admission into the Faculty. If the request is explicitly tied to one or more Groups, as in 14(b), all Faculty in the Group(s) allocated said FTE shall have the right to vote, as specified in Academic Senate Bylaw 55.

    15. Duties of the Executive Committee, II
      The Executive Committee shall allocate funds, as well as space, assigned to the School.
    16. The “Committee System”
      Any Graduate Students already admitted to the School of Social Sciences who do not wish to apply for admission into a Group are hereby guaranteed that their position within the School shall remain unaffected by anything in these Bylaws: that is, they shall be permitted to remain under the “Committee System” now in force. Graduate Students admitted to the School before May 20, 1977, who have been admitted into a Group, may leave that Group at any time, and may remain Graduate Students in the School on condition that they find a three-person “Committee,” as under the previous system, within thirty days.
    17. Undergraduate Curricula
      The undergraduate curricula shall be the responsibility of the School as a whole, although Groups shall have the authority to determine additional requirements for their own distinctive degrees.
    18. Amendments to Bylaws Subsequent to Bylaw 5
      All Bylaws subsequent to Bylaw 5 may be amended or repealed by a faculty vote of two-thirds.
    19. Vacancy on the Executive Committee
      Should a seat on the Executive Committee fall vacant for any reason, a Schoolwide election shall be held to fill it.
    20. Personnel Actions
      The personnel actions of faculty members shall be prepared and voted on by the Group or Groups to which they belong, with these provisions:

      1. Any faculty member may ask that his or her personnel actions be prepared by the Schoolwide Committee on Merits and Promotions and then voted on by the entire faculty. The personnel actions of all full-time members of the “Russell Group” of otherwise-unaffiliated faculty shall all be handled in this manner. All personnel actions of any faculty member who is a member of both the “Russell Group” and another Group shall devolve upon the latter unless the faculty member requests Schoolwide action.
      2. Self-assignments of Group memberships shall be made by February 1 of each year and shall become effective on July 1 of that year. These assignments shall endure for the remainder of the fiscal year in which the assignment becomes effective.
      3. All Academic Senate members are privileged to vote on all personnel matters. This provision, insofar as it represents an extension of voting privileges under Academic Senate Bylaw 55C, shall remain in effect for a minimum of one year, and indefinitely thereafter, unless and until a request for reconsideration, as specified in Senate Bylaw 55C, is brought to the attention of the FacultyChair.
      4. Except as concerns personnel actions any Group may treat half-time members (or anybody else) as full members, and may grant courtesy or associate memberships to whomever it chooses. Disaffiliation of courtesy and associate members shall be at the Group’s discretion.
      5. If adopted by the School this Bylaw takes effect immediately.
      6. Prior provisions of these Bylaws bearing on Group membership and voting on personnel actions are hereby revised as follows:
        1. Bylaws 6, 7, and 8 shall be understood as applying only to full-time or half-time membership in Groups, as self-assigned, and not to courtesy or associate membership as permitted under (d) just above.
        2. Bylaw 11 is hereby repealed.

      7. The Schoolwide Committee on Merits and Promotions shall consist of four faculty members elected by the faculty of the School in a Schoolwide election held as part of the yearly elections of the Executive Committee, Faculty Chair, and Graduate Committee.

[1] History of Passage: Bylaws 1-5 were passed prior to 1970. Bylaws 6-18 were passed on December 10, 1974. Bylaw 19 was passed on October 29, 1976. Bylaws 7, 8, 9, 14, 15, 16, and 17 were revised on May 26, 1977, and the Faculty Chair was authorized to make additional stylistic changes as necessary, as a result of the recommendations for merger with the Program in Comparative Culture. Bylaw 20 was passed on December 10, 1980, repealing Bylaw 11. Bylaw 14(a) was amended on October 9, 1981. Bylaws 14(a), 20(b), and 20(c) were amended on February 25, 1983. Bylaws 9(b) and 20(a) were amended, and Bylaw 20(9) was added, on May 18, 1984. Bylaw 13(a) was amended on May 4, 1987, and again on March 6, 1994. Since 1974, the Bylaws have been known as the Charter.


Chapter XII: School of Law

  1. Step VI/Above Scale Advancements: Proposed Language
    If a matter is placed on the consent calendar, the agenda for the faculty meeting where this will be considered shall clearly indicate this. A matter may be taken off the consent calendar and be considered by the faculty if any faculty member requests this. A request that the matter be discussed may be submitted anonymously prior to the faculty meeting or at the faculty meeting. For Promotion and Tenure Committee recommendations in favor of advancement to Professor of Law, Step VI, or to Professor of Law, Above Scale, if any faculty member requests that the matter be discussed, a vote to end discussion on the case may not take place before there has been an opportunity for appropriate discussion. Absent such a request, the faculty will vote on matters on the consent calendar without discussion, except for Promotion and Tenure Committee recommendations in favor of advancement to Professor of Law, Step VI, or to Professor of Law, Above Scale, which shall be voted on by secret ballot in accordance with the provisions of these Bylaws. The Promotion and Tenure Committee makes recommendations to the faculty on all matters of promotion and tenure of members of the Law School faculty. However, the faculty by unanimous vote has delegated to the Promotion and Tenure Committee its authority to consider all “merit increases”. This delegation (and any subsequent such delegation) shall remain in effect for at least one calendar year (twelve months). Thereafter, upon the request of any faculty member entitled to vote on the cases in question under the provisions of the Bylaws of the Academic Senate, the eligible voters shall reconsider the question of how such cases shall be handled, and may again delegate the authority for such actions by a two-thirds majority vote.
  2. Initial Step & Vote Reporting: Proposed Language
    1. Initial Appointment Step
      Regarding the first issue—the step at which initial faculty appointments are made—the Task Force recommended as follows: The Task Force suggests that incorporating the following three procedural practices could resolve this issue for the Council on Academic Personnel:

      1. Continuing the current practice of including approximate step and rank in letter requests;
      2. Including a sample request letter among the documents made available to all faculty for review prior to full faculty vote; and
      3. Incorporating formal consultation with the Law School Appointments Committee in initial recommendation concerning appointment step.

      The recommendation of the initial Step at the time of a person’s hiring is delegated by the Law School faculty to its Faculty Appointments Committee and the Dean who will make recommendations to the Council on Academic Personnel, the Executive Vice Chancellor/Provost, and the Chancellor. A determination of the likely approximate initial step shall be made prior to soliciting outside review letters and those letters shall indicate if the likely approximate initial step is at or above Step VI.

      Faculty deliberations are aided by receiving reports from committees in sufficient time before meetings to facilitate informed discussions. The goal, when possible, should be receiving a committee report a week in advance of the faculty meeting where it will be discussed. However, reports from committees, except in extenuating circumstances, should be circulated to the faculty at least 72 hours before the matter is to be discussed at a faculty meeting.

      The Faculty Appointments Committee, which is appointed by the Dean in consultation with the Faculty Advisory Committee, shall inform the faculty of a candidate to whom it is recommending an offer as soon as possible after the decision is made, which, except in extenuating circumstances, should be no more than 24 hours after the end of the committee meeting. The Faculty Appointments Committee’s complete file on an appointments candidate (including the letters requesting outside reviews of the candidate) shall be available for review by any faculty member at least 72 hours before the candidate’s possible appointment is to be discussed at a faculty meeting, except in extenuating circumstances.

    2. Reporting of Votes
      In accord with the request of the University’s Committee on Academic Personnel, secret ballots shall request the voting faculty member’s academic rank and status. However, no ballot shall be refused to be counted for failure to indicate academic rank and status. The Dean’s office will collate this information for submission to the Committee on Academic Personnel, except in cases where information on rank would reveal the identity of the individual voting (for example, if there is only one Acting Professor in the School), in which case such information on rank will not be submitted. Except as provided otherwise by the preceding sentence, the Dean’s office will report separately the votes of (1) professors, and senior lecturers and lecturers with security of employment; (2) acting professors, and senior lecturers and lecturers with possibility of security of employment; and (3) faculty members who decline to state their rank, and will report the total number of faculty eligible to vote on the matter in categories (1) and (2).


Appendix II Student Academic Grievance Procedures Relating to Non Discrimination

(Approved by the Irvine Divisional Assembly May 19, 2005)

  1. Purpose
    The purpose of these procedures is to allow for the resolution of academic-related student grievances under the authority of the Academic Senate alleging violation of Title IX and other federal or state regulations or of University policies which prohibit discrimination against otherwise qualified students based on categories stipulated in the “University of California Policies Applying to Campus Activities, Organization, and Students.”
  2. Definitions
    1. Academic-related discrimination
      Disparate treatment given equal performance within the context of the faculty-student academic relationship.
    2. Discrimination
      Disparate treatment given equal performance.
    3. Grievant
      A student enrolled at the University of California, Irvine, at the time of the alleged infraction.
    4. Respondent
      Person or persons alleged by student to have committed an act of discrimination.
    5. Representative
      Assistant to grievant in formal hearing process;

      1. Legal counsel — includes attorneys.
      2. Non legal representative — any person without legal training.

    6. Day
      Working day excluding Saturdays, Sundays, and holidays.

  3. Procedures – Preliminary
    1. Where matters under the jurisdiction of the Academic Senate are concerned, the grievant should attempt to resolve the matter informally with either the party alleged to have committed the violation or with the chair of the department or the Dean or his/her designee of the academic unit.
    2. Within 20 days of the end of the quarter in which the alleged violation occurred, or within 20 days of the end of the final quarter of a three-quarter series taught by the allegedly offending faculty member, and in no case longer than a year after the alleged violation, the grievant may complain to the Office of Equal Opportunity and Diversity, hereinafter referred to as OEOD. The OEOD shall establish that the complaint of the grievant, if proven true, represents a violation of regulations prohibiting discrimination as described in 1.0 above.
    3. If the provisions of regulations prohibiting discrimination as described in 1.0 above are applicable to the complaint, the OEOD shall explain the appropriate grievance procedures, regulations, and the grievant’s rights.
    4. The Title IX/Sexual Harassment Officer OEOD shall record the facts of the alleged act of discrimination received from the grievant. Within seven days of receipt of the informal complaint, the OEOD will inform the respondent of the alleged violation.
    5. The OEOD shall request the respondent to reply within five ten days concerning the facts of the alleged act of discrimination given by the grievant and shall attempt to informally mediate the issue; or when appropriate shall refer the case for mediation (via) the Ombudsman’s Office.
    6. All attempts to resolve the alleged grievance informally shall occur within the 30-day period following the reporting of the complaint by the grievant to the OEOD.
    7. If a resolution in support of the grievant is reached during the preliminary period and the instructor concurs in a means of redress, the OEOD will be responsible for confirming its implementation. If the resolution requires a change of grade, the Chair of the Irvine Division is authorized to direct the Registrar to correct the transcript of record.
    8. If the OEOD finds implementation of redress is not progressing in a timely manner, OEOD shall inform the Dean of the Respondent’s School. The Dean will be responsible for assuring implementation of redress.

  4. Procedures – Formal
    1. If resolution of the grievant’s complaint has not occurred within the preliminary period defined in section 1.21 above, a formal complaint in writing may be filed with the OEOD. A formal written complaint may be filed within one year of the alleged act of discrimination.
    2. Included in the formal written complaint must be a detailed explanation of the specific grievance, the specific policy regulation alleged to have been violated, the reason the student has for believing a violation occurred, and the remedy requested. If the grievant is to be assisted by a representative, the name of that representative and a statement as to whether that representative or the grievant has legal training must be provided in writing at the time the formal complaint is filed. Grievants assisted by a representative must sign a release authorizing the representative to receive copies of relevant materials.
    3. Upon receipt of the formal complaint, OEOD shall, within seven days, furnish a copy of the complaint to the head of the academic unit in which the alleged violation purportedly took place and to the respondent. The head of the unit and the respondent will be informed that an answer to the charges must be filed in writing with the OEOD and the grievant within ten days after receipt of the complaint. Upon receipt of the respondent’s response, the OEOD will investigate the case and will try once again to achieve administrative resolution of the complaint. Within no more than 30 days from receipt of the accused response OEOD shall complete its investigation of the allegations. Within 14 days following the completion of the investigation, OEOD shall submit a report of findings to the grievant, the respondent, and to the head of the unit.

  5. Hearing
    1. If a formal hearing is desired, the grievant shall notify the Chair of the Irvine Division of the Academic Senate and OEOD in writing within 5 days of receipt of the report from OEOD. Such notice should be sent certified mail, return receipt requested, or Federal Express, or hand delivered. The Chair of the Irvine Division shall arrange a formal hearing within 15 days before the Academic Grievance Panel. The head of the academic unit in which the alleged violation occurred, the respondent, and the grievant shall be given in writing, by registered mail, at least five days’ notice of the time and place of the hearing.

  6. Academic Grievance Panel
    1. Membership
      1. This Panel shall be appointed by the Council on Student Experience in accord with Senate Bylaws of the Irvine Division, Chapter III, Section 3, 138(B)(2)(c).
      2. The Academic Grievance Panel shall consist of three voting members of the Academic Senate, at least one of which is a member of the Council on Student Experience: this member will be chair of the Panel.

    2. Duties
      1. The Academic Grievance Panel shall determine if a justified grievance does exist.
      2. If it is determined that a justified grievance does exist, the Panel shall consult with OEOD and the appropriate academic units to determine a means of redress for transmittal by the Chair of the Irvine Division to the Registrar (if applicable).

    3. Scope
      1. The scope of the hearing must be limited to determining if there has been a violation of Title IX or other federal or state regulations or of University policies which prohibit discrimination against otherwise qualified students based on categories stipulated in the “University of California Policies Applying to Campus Activities, Organization, and Students.”
      2. The authority of the Academic Grievance Panel shall be limited to a review of evidence presented in the hearing and in the OEOD report.
      3. Textbooks and curriculum materials will be considered only to the extent that they relate to an allegedly unjust grade and are otherwise exempt from the scope of the hearing. Such considerations shall, in no case, impinge on faculty rights as defined by the UC Policy on Academic Freedom.

  7. Hearing Procedures
    1. The grievant shall have the right to:
      1. Be present throughout the hearing;
      2. Representation — the option to be assisted during the formal proceedings by a representative at the grievant’s own expense. During the hearing the grievant may have an attorney present who serves as a consultant and who may speak on the grievant’s behalf.
      3. Present his or her evidence, including witnesses, in response to the grievant’s presentation;
      4. Examine all witnesses presented by the respondent.

    2. The respondent has the right to:
      1. Be present throughout the hearing;
      2. Representation — The respondent may contact the Office of the Counsel to the Chancellor, which will facilitate the respondents contact with the Office of General Counsel to obtain legal advice. Alternatively, the respondent has the option to be assisted during the formal proceedings by a representative at his or her own expense. During the hearing the respondent may have an attorney present who serves as a consultant and who may speak on the respondent’s behalf.
      3. Present evidence, including witnesses in response to the grievant’s presentation;
      4. Examine all witnesses presented by the grievant.

    3. Each party shall provide the other, as well as the hearing Panel, with relevant material, including names of all witnesses, which he or she intends to introduce at the hearing. To the extent feasible, this material should be provided at least five days prior to the hearing.
    4. Unless both parties agree to an open hearing, the hearing shall be closed and deemed confidential. In the event the hearing is closed, each party may have three observers.
    5. All witnesses but the respondent and the grievant shall be excluded from the hearing, except during their testimony, at the request of either party.
    6. Evidence may be verbal or written, but must be limited to issues raised in the written complaint. Evidence may be received of the sort upon which responsible persons are accustomed to rely in the conduct of serious affairs and is not restricted to evidence admissible under the strict rules of evidence of a court of law. The Academic Grievance Panel will exclude any irrelevant or unduly repetitive evidence.
    7. The hearing shall be tape recorded, or at the option of the grievant, a stenographer may be provided at the grievant’s expense. The grievant shall have access to a copy of the tape recording and may copy the tape at his/her own expense. All records pertaining to the hearing shall be kept by the University for a period of three years.
    8. The Academic Grievance Panel must make its report to the Chair of the Irvine Division within ten days of the close of the hearing. Such a report shall contain only findings of fact as to whether the alleged violation occurred and an appropriate remedy and shall be based on a preponderance of the evidence presented.

  8. Resolution
    1. [1.70] Immediately upon receipt of the Academic Grievance Panel report, the Chair of the Irvine Division will notify both parties of the complaint and their representatives of the ad hoc hearing subcommittee’s decision. Any further action as a consequence of these procedures must be through the provisions of the University of California Faculty Code of Conduct and/or Policies Applying to Campus Activities, Organizations, and Students.
    2. The Chair of the Irvine Division will implement the report within 15 days of its receipt.

  9. Appeals
    1. Within ten days of the date of the Academic Grievance Panel’s report, the grievant or respondent may file an appeal with the Chair of the Irvine Division only on the following bases:
      1. New evidence has been brought to light which was not available by duly diligent effort at the time of the hearing (to be heard by the reconvened hearing Panel);
      2. An interpretation of the Academic Grievance Panels report is necessary (to be heard by the reconvened hearing subcommittee);
      3. Established procedures have not been followed (to be heard by an appeals board as described in Section 1.80).

    2. Appeals Board
      1. An appeals hearing will be held before an appeals board composed of the Chairs of the Irvine Division and the Committee on Rules and Jurisdiction or their designees, and the Chair of the Academic Grievance Panel within 20 days after issuance of the ad hoc hearing subcommittee’s report. The decision of the Appeals Board will be final and binding.


Appendix III: Policies on Faculty Conduct and the Administration of Discipline

Section I: University Policy on Faculty Conduct and the Administration of Discipline

(Am 7 Dec 2006)

The policies of the Irvine Division regarding Faculty Conduct and the Administration of Discipline are those adopted by the University Academic Senate, as set forth in the current version of the Academic Personnel Manual 015 and 016.

http://www.ucop.edu/academic-personnel-programs/_files/apm/apm-015.pdf

http://www.ucop.edu/academic-personnel-programs/_files/apm/apm-016.pdf

Section II: UCI Procedures for Hearing Complaints of Faculty Code Violations and Grievances by the Senate Committee on Privilege and Tenure (CPT)

(Am 3 Jun 04) (Am 7 Dec 2006)

Preamble

This policy, as recommended by the Academic Senate Cabinet and approved by the Irvine Divisional Senate Assembly on June 3, 2004, supersedes a previous version of this section that was adopted in 1984. The goal of the new policy is to create an integrated system of rules concerning the investigation and adjudication of allegations of faculty misconduct.

Under the previous rules, there was confusion about responsibility for investigating allegations of faculty misconduct. The administration often investigated cases before referring them to the Committee on Privilege and Tenure (CPT), but there were no clear administrative rules regarding the nature or scope of these investigations. After the case was filed, CPT was required to conduct a separate preliminary investigation to determine whether there was probable cause to hold a hearing. This second investigation was often redundant and sometimes caused significant delays in the disciplinary process. Moreover, it was considered problematic for CPT to investigate disciplinary charges because CPT was also responsible for holding formal hearings on these charges. For CPT to act as both investigator and adjudicator was thought to create potential due process issues and confusion over CPT’s role. The previous policy also appeared to be inconsistent with systemwide policy as reflected in Standing Orders of the Regents (SOR) 103.2, 103.9, 103.10 and Senate Bylaws 334-337. These systemwide policy statements clearly imply that the investigation of faculty misconduct should be an administrative function, while holding hearings on such charges is an academic senate function to be carried out by CPT.

Under the new rules reflected in this section, there is a three-step process for dealing with allegations of faculty misconduct. First, a designated administrative official conducts a preliminary inquiry to determine whether there are reasonable grounds to believe that a violation of the Faculty Code of Conduct may have occurred. Second, the case may be referred to a standing administrative committee, which is composed of faculty advisors, known as the Formal Investigation Committee, which determines whether there is probable cause to believe a violation occurred. Third, upon a determination of probable cause, the Chancellor may shall refer the case to the CPT for a formal hearing.

The first two steps in this disciplinary process are administrative functions. The third step in the process, the CPT hearing, is an Academic Senate function and is discussed in Senate Bylaws 334-337. This Section reiterates and expands upon Bylaws 334-337 in order to explain their application at UCI.

http://www.universityofcalifornia.edu/senate/manual/bltoc.html

Overview

This section describes UCI’s administrative procedures for investigating allegations of faculty misconduct. These procedures do not cover complaints for which alternative investigative procedures have been established, such as complaints of sexual harassment (which are investigated by the Sexual Harassment Officer according to the rules set forth in APP 700-717) or complaints related to the College of Medicine’s Compensation Plan (which are investigated by the Compensation Committee), nor any other complaints for which alternative procedures are required by state or federal law.

The procedure for investigating allegations of faculty misconduct and imposing disciplinary sanctions has three steps.

In the first step, a designated administrative official (typically a Dean or Director) conducts a preliminary inquiry into the allegation while simultaneously attempting, where appropriate, to reach an informal resolution of the matter. If the preliminary inquiry discloses reasonable grounds to believe that there may have been a violation of the Faculty Code of Conduct, and if informal efforts to resolve the matter are unsuccessful or inappropriate, then the administrative official will forward written findings to the Vice Chancellor for Research (in cases involving alleged research misconduct) or the Executive Vice Chancellor and Provost (in other cases). The VCR or EVC & Provost shall refer the matter for formal investigation if it appears that formal sanctions are warranted or that further investigation is needed.

In the second step, a standing administrative committee known as the Formal Investigation Committee (FIC), composed of faculty, conducts an investigation to determine whether there is sufficient evidence to conclude that a violation of the Faculty Code of Conduct has occurred. In research misconduct cases, the FIC applies a standard of preponderance of evidence in order to comply with federal (ORI) rules regarding formal investigation of research misconduct. In all other cases, the FIC applies a standard of probable cause. The FIC also prepares a written report on the case. Based on this report, the Chancellor decides whether to file disciplinary charges against the faculty member with the Committee on Privilege and Tenure (CPT).

In the third step, CPT conducts a formal hearing on the cases referred by the Chancellor. Based on the facts revealed in the formal hearing CPT makes recommendations to the Chancellor regarding the appropriate disposition of the case.

The rules set forth here specify administrative procedures for the first and second steps of the disciplinary process: the preliminary inquiry and the formal investigation. Procedures for CPT hearings are set forth in Senate Bylaw 336.

Step 1: Informal Complaint Resolution and Preliminary Inquiry

  1. Proposed Procedure
    Complaints about faculty misconduct shall be referred initially to a designated official. Complaints may be filed by anyone, including other faculty, staff, and students. In most instances, the designated official will be the faculty member’s Dean or Program Director. In case of allegations against a faculty member holding an administrative post, the designated official will be the individual next higher in the administrative chain of command. Thus, for Deans and Directors, the designated official will be the Executive Vice Chancellor and Provost; for the Executive Vice Chancellor and Provost the designated official will be the Chancellor. Upon receipt of a written complaint, or upon receipt of information suggesting possible faculty misconduct, the designated official will conduct (or will assign a delegate to conduct) a brief preliminary inquiry. The preliminary inquiry will involve communicating with the complainant, communicating with the respondent faculty member, attempting to gather factual background, and informal attempts to come to a resolution. Based on the findings of the preliminary inquiry, the designated official will determine whether there are reasonable grounds to believe that a violation of the Faculty Code of Conduct may have occurred. The term “reasonable grounds,” as used here, means that facts exist that would make a reasonable person suspicious of misconduct. At any point, if “reasonable grounds” are not found the process should end and all the references removed from the respondent’s personnel file. The designated official should always be alert to the potential for an informal negotiated settlement that satisfies individual and institutional interests. The designated official may call upon the services of the Campus Mediation Service to help resolve the matter if that seems appropriate. Informal resolution may include both a remedy for the complainant and, if appropriate, an agreement under which the respondent faculty member accepts a disciplinary sanction. The VCR must be informed of any informal resolution involving alleged research misconduct. The EVC & Provost must be informed of any evidence of improper government activity (see http://www.policies.uci.edu/adm/procs/700/700-06.html). The Chancellor must review and approve any informal agreements involving disciplinary sanctions against a faculty member.
  2. Reporting Requirements
    If the preliminary inquiry discloses reasonable grounds to believe that there may have been a violation of the Faculty Code of Conduct, and if informal efforts to resolve the matter are unsuccessful or appear inappropriate, then the designated official must prepare written findings. In cases involving alleged research misconduct, the written findings must be forwarded to the Vice Chancellor for Research (VCR). In all other cases the written findings must be forwarded to the Executive Vice Chancellor and Provost (EVC & Provost). A copy of the written findings should also be provided to both the respondent faculty member and the complainant. If the designated official finds no reasonable grounds to believe that there may have been a violation of the faculty code, and if there was a written complaint, then the designated official should also prepare written findings. Copies of the relevant written findings should be considered strictly confidential but should be provided to the respondent faculty member. (Reports may be redacted to preserve confidentiality requirements under university rules). If there was no written complaint, and the designated official finds no reasonable grounds to believe that there may have been a violation of the Faculty Code of Conduct, then the designated official need not provide a written report.
  3. Rights of the Respondent Faculty Member
    Upon initiating a preliminary inquiry, the designated official must inform the respondent of the nature of the allegations and must give the faculty member an opportunity to respond. If there is a written complaint, a copy must be provided to the faculty member. If the designated official decides to initiate a preliminary inquiry in the absence of a written complaint, the designated official must advise the faculty member in writing of the allegations that prompted the investigation. The designated official must also inform the faculty member of the outcome of the preliminary inquiry and must provide to the respondent a copy of any written findings. The respondent has the right to reply in writing to the VCR or EVC & Provost but must do so within ten days of receiving the preliminary inquiry report.
  4. Rights of Complainants
    The designated official should inform those who file written complaints of the result of the preliminary inquiry. However, this information should be considered confidential.
  5. Timelines
    The designated official must inform the respondent of the nature of the complaint within seven university working days (excluding weekends and administrative holidays) of receiving it. If the complaint involves research misconduct, the official must allow the respondent 30 days to reply before reaching any conclusions. For all other complaints, the official must allow the respondent 10 days to reply. The designated official may extend these deadlines for responding if the circumstances warrant it. Within 60 days of the filing of the original complaint, the designated official must complete the preliminary inquiry and determine whether reasonable grounds exist to believe a violation of the faculty code may have occurred. This determination must be made within 60 days regardless of the status of efforts to achieve an informal resolution. In other words, reporting of findings may not be delayed beyond 60 days due to the possibility of an informal settlement, unless the respondent agrees to the extension of time. In Section II, E. all days are university working days (excluding weekends and administrative holidays).
  6. Administrative Options
    The administrative official who receives a preliminary inquiry report (typically the EVC & Provost or VCR) has three options. (1) If it appears that sanctions should be applied against the respondent faculty member, or that further investigation is warranted to determine whether sanctions should be applied, the matter must be referred for Formal Investigation. (2) If it appears that no sanctions are necessary or that an informal resolution is appropriate, the matter shall be dropped. (3) If it appears that additional time is needed to see how the matter develops, the case may be held in abeyance. This third option might be appropriate if, for example, the EVC & Provost wishes to defer formal investigation of minor acts of misconduct to see whether the respondent makes amends or the problem resolves itself. As discussed below, however, a case may not be held in abeyance if the administration takes any interim actions against the respondent, such as limiting duties or placing restriction on actions. If interim sanctions are imposed, then the formal investigation must proceed immediately and be completed as quickly as practicable. The EVC & Provost or VCR must tell the respondent faculty member which option will be exercised within ten days of receiving the report of the preliminary investigation (unless the respondent files a written reply to the preliminary investigation report, in which case the deadline is ten days after the receipt of this reply).

Step 2: Formal Investigation

  1. The Formal Investigation Committee
    The Chancellor shall appoint a standing administrative committee known as the Formal Investigation Committee (FIC). The FIC shall consist of eight members who shall serve two-year terms. At least six of the eight members must be Faculty Senate Members chosen from a slate provided by the Academic Senate Committee on Committees. The slate must consist of at least 12 Academic Senate members who are willing to serve. The members of the FIC shall elect their own chair. As far as practicable, the formal investigation will be conducted with confidentiality.
  2. Procedure

    The administrative official who receives the preliminary inquiry report (typically the EVC & Provost or VCR) may initiate a formal investigation by forwarding a copy of the preliminary inquiry report to the Formal Investigative Committee (FIC). The FIC shall thereupon conduct an investigation to determine whether there is sufficient evidence to conclude that a violation of the Faculty Code of Conduct has occurred. In research misconduct cases, the FIC shall apply a standard of preponderance of evidence in order to comply with federal (ORI) rules regarding formal investigation of research misconduct. In all other cases, the FIC shall apply a standard of probable cause. Probable cause means that the facts alleged in the complaint, if true, justify imposition of discipline for violating the Faculty Code of Conduct and that there is credible evidence, available at a hearing, that supports the charges (see APM-015).

    In research misconduct cases, the FIC shall comply with ORI rules on formal investigations. In all other cases, the scope of the formal investigation shall be at the discretion of the FIC, which shall decide what information is relevant and necessary. Members may interview witnesses, review documents or take live testimony as they see fit. The administration shall give the FIC access to information needed to complete investigations. However, if the FIC finds that the preliminary inquiry report is sufficient to establish probable cause, it may so find with no further investigation.

    The Chair of the FIC may refer a case to an ad hoc sub-committee for investigation. Each ad hoc committee must be chaired by a member of the FIC but may include non-members who have expertise on a particular issue. For example, on a matter involving research misconduct, individuals who are knowledgeable about the research topic may be appointed by the FIC to assist in the investigation. On a matter involving financial misconduct, individuals with expertise in auditing or accounting might be appointed. The ad hoc committees will report their findings to the FIC, which will determine whether the standard of probable cause has been met.

    Members of the FIC and any ad hoc committee of the FIC shall disclose to the Chair of the FIC any circumstances that may interfere with their objective consideration of the case and recuse themselves as appropriate. The FIC Chair shall take steps to assure that committee members not be involved in the investigation of any case in which they have an actual or apparent conflict of interest.

    Because service on the FIC is a university function, the university shall fully defend and indemnify committee members in any legal action that might arise from their service. Additionally, the university shall provide legal counsel should the FIC need advice on procedural issues such as, for example, deciding how to handle legal claims of privilege or assertions regarding the confidentiality of records.

  3. Reporting Requirements

    The FIC must prepare written findings of fact and conclusions on the issue of probable cause. This report shall be sent to the administrator who initiated the formal investigation (typically the EVC & Provost or VCR), who in turn shall provide a copy of the report to the respondent faculty member and convey the findings to the complainant. If the FIC finds probable cause, the report must also be forwarded to the Chancellor.
  4. Chancellor’s Options
    After receiving a formal investigative report finding probable cause, the Chancellor has three options. (1) The Chancellor may decide that no disciplinary sanctions are warranted and that no further action should be taken against the respondent faculty member. All references to the allegation shall be removed from the respondent’s personnel file. (2) The Chancellor may reach an agreement with the respondent faculty member regarding resolution of the matter. As part of the agreement, the faculty member might accede to sanctions or penalties. (3) The Chancellor may file disciplinary charges against the faculty member with the Committee on Privilege and Tenure (CPT).
  5. Rights of Respondent Faculty Members

    Respondent faculty must be informed when their cases are referred to the FIC for review. They have a right to respond to the report of the designated official and a right to submit evidence for review by the FIC. However, at this stage of the proceedings, respondent faculty members do not have a right to confront witnesses against them. That opportunity is provided during the third stage of the disciplinary process: the Hearing before the Committee on Privilege and Tenure. The Formal Investigation is more analogous to grand jury proceedings than to a trial. If it appears that there is a credible affirmative case against a faculty member that meets the probable cause requirement, then the Panel need not investigate all possible defenses or justifications a faculty member might assert.
  6. Timelines

    Ordinarily, formal investigations of alleged research misconduct must be completed (and a report issued) within 120 calendar days of receipt of the preliminary inquiry report. Formal investigations of all other forms of misconduct must be completed within 60 calendar days. The administrator who referred the case (EVC & Provost or VCR) may approve an extension of these deadlines for good cause based on a written request from the Chair of the Formal Hearing Panel.

    Upon receiving a formal investigation report finding probable cause, the Chancellor shall, within 25 calendar days, either resolve the case through agreement with the faculty member, drop the charges, or file charges with CPT.

Interim Actions During the Investigative Stage

During the disciplinary process, the administration must be attentive to the need for measures to protect potential victims of faculty misconduct. The Chancellor has the authority to impose an interim suspension, with full pay, on a faculty member in cases where there is a clear probability that the faculty member’s continued assignment to duties will be immediately and seriously harmful to the university community. The Chancellor, EVC & Provost, VCR, and the faculty member’s Dean or Director also have the authority to impose certain limitations on the faculty member’s activities on a temporary basis for good cause. For example, a faculty member accused of research misconduct might be temporarily restricted from continuing work on a research project; a faculty member accused of misconduct involving students might be temporarily relieved of teaching duties.

When such restrictions are imposed, the timelines discussed above for investigation and hearing must be strictly followed unless the respondent requests an extension. Additionally, the EVC & Provost (or VCR) shall not hold the matter in abeyance following completion of the preliminary inquiry, unless the respondent agrees. Any delays in investigating the case and bringing it to formal hearing before CPT, other than those agreed to by the respondent, must be approved by CPT based on a showing of compelling need.

The respondent shall also have the right, if he or she chooses, to have an expedited grievance hearing before the Committee on Privilege and Tenure concerning the justification for the restrictions. For example, this would give the faculty member an immediate hearing before the CPT.

This hearing shall be concerned solely with whether the interim restrictions placed on the faculty member are appropriate while disciplinary charges are pending and not with the merits of the underlying charges.

Addendum A: Due Process Requirements In Privilege and Tenure Hearings

(Advice from the Office of University Counsel)

The Irvine Division of the Academic Senate participates in the administration of discipline of faculty members within the collegial model which emphasizes mediation rather than an adversarial disposition of cases brought before it. The Senate is not a court of law and the legal requirements appropriate to a court of law are not applicable to this collegial model. However, committees of the Academic Senate, most notably the Committee on Privilege and Tenure, are faculty bodies which adjudicate the rights of faculty members. Because of this adjudicative function, the procedures of these committees must accommodate certain constitutional protections, including the guarantee of procedural due process. This is especially so when both the investigative and charging functions in faculty discipline matters are placed in the hands of one committee. The following remarks are meant to assist faculty involved in Privilege and Tenure Hearing Procedures by indicating what due process precautions must be taken in the process of investigating and adjudicating cases.

As a general rule, both federal and state law hold that the combination of the investigative and adjudicative functions in one body does not, per se, constitute a denial of due process. However, there is California law which recognizes potential due process problems in committees that have both an investigative and a hearing function. Among the usual elements of due process is the right to a tribunal which meets the prevailing standards of impartiality. Biased decision makers are impermissible and the probability of unfairness is to be avoided. A faculty member whose rights are being determined has a right to an impartial panel to determine those rights. In California, courts have stated that the objective is to have a panel composed of members that do not harbor a state of mind that would preclude a fair hearing. Hearing panel members should disqualify themselves if there is actual bias or if a situation exists under which human experience teaches that the probability of actual bias is too high to be constitutionally tolerable. Categories that the courts have identified, where the probability of actual bias by a panel member is too high, include:

    1. A member has a direct pecuniary interest in the outcome;
    2. A member has been the target of personal abuse or criticism from the person before him or her;
    3. A member is enmeshed in other matters involving the person whose rights he or she is determining; and
    4. A member may have prejudged the case because of a prior participation as an accuser, investigator, fact finder or initial decision maker.

Based upon these concerns, potential panel members should disqualify themselves if any of these circumstances exist or, as one court put it, where there is a possible temptation as a judge which might lead one not to hold the balance nice, clear, and true between the accused and the accuser.
As to the fourth item mentioned, overlapping membership in an Formal Investigation Committee and a Formal Hearing Panel should be avoided to the greatest extent possible (see Section III A.1.(c) of the Procedures).


Appendix IV: Divisional Senate Assembly Scale of Apportionment

(CC 5 August 2003) (CC 4 May 2006) (CC 15 May 2006) (CC 21 Mar 2007)

The representation of the academic units will be based on the proportion of Senate membership in each unit. The Faculty Chair of each unit will be a representative of the unit; any additional representatives will be elected by the units as Representatives to the Divisional Senate Assembly. The Divisional Senate Assembly will be reapportioned by the Committee on Committees every five years or at any time when an academic unit is added or eliminated. The apportioned representatives shall be elected from the voting Senate membership of the units.

2013-2014 Apportionment

Academic Units Number of Voting Senate Members Number of Representatives
Arts 100 3
Biological Sciences 136 4
Business 58 2
Education 27 1
Engineering 131 4
Health Sciences 412 12
Humanities 235 7
Information and Computer Sciences 75 2
Law 33 1
Physical Sciences 188 5
Social Ecology 78 2
Social Sciences 177 5
Total 1650 48

2008-2009 Apportionment

Academic Units Number of Voting Senate Members Number of Representatives
Arts 87 3
Biological Sciences 127 4
Business 52 2
Education, Dept. of 24 1
Engineering 119 4
Health Sciences 382 12
Humanities 231 7
Information and Computer Sciences 69 2
Physical Sciences 172 457
Social Ecology 71 2
Social Sciences 169 5
Total 47

 

2003-2004 Apportionment

Academic Units Number of Voting Senate Members Number of Representatives
Arts 65 2
Biological Sciences 105 4
Business 48 2
Education, Dept. of 14 1
Engineering 104 4
Health Sciences 329 12
Humanities 198 7
Information and Computer Sciences 46 2
Physical Sciences 138 5
Social Ecology 65 2
Social Sciences 147 6
Total 47

Divisional Senate Assembly Formula of Apportionment:

Irvine Bylaw 27 (B) states that the representation of the academic units will be based on the proportion of the Senate membership in each unit subject to each unit having at least one representative, the Faculty Chair. The exact number of representatives from each unit will be determined in accordance with the following algorithm:

  • Denote by k the number of Academic Units.
  • Denote by fi the fraction of all Senate faculty members in the Academic Unit i.
  • Let mi be the largest integer less than or equal to (36+k)fi unless that integer is 0 in which case replace the 0 by 1.
  • Denote by p the value of (36+k) less the sum of all the mi.
  • Denote by ni the number of representatives (including the Faculty Chair) for academic unit i.
  • If p is 0 or negative, then ni = mi.
  • If p is positive, then for the p units having the p largest values of (36+k)f>i – mi, set ni= mi +1. For the remaining k – p units, set ni = mi.

Appendix V: Courses for Breadth, Committee on Educational Policy Guidelines

Repealed June 7, 2007.


Appendix VI: Academic Policy on Students with Disabilities

(Approved by the Divisional Senate Assembly on November 4, 2004)

The policy of the Irvine Division of the Academic Senate regarding students with disabilities is to support fully the Rehabilitation Act of 1973, Section 504, the Americans with Disabilities Act of 1990, Title II, and California Law AB 677. The University of California, Irvine does not discriminate against otherwise qualified individuals with disabilities, and the Senate affirms the responsibility of its members to be alert to the possibility of such discrimination in the classroom. Reasonable and appropriate accommodations shall be provided to students with disabilities to allow equal access to educational opportunities. The provision of accommodations shall not, however, entail lower admissions or academic standards, compromise the integrity of schools, departments or programs, nor fundamentally alter courses of instruction. Students receiving accommodations are expected to perform at the same level as their peers.

The UCI Disabilities Services Center (DSC) is the office designated to address the needs of students with disabilities and their appropriate accommodations. Students are charged with the responsibility to inform faculty of their accommodation needs in a timely manner, and may do so via the verification letter listing appropriate accommodations. Faculty and instructors are obligated by law and this policy to facilitate appropriate accommodations and may be responsible for providing elements of accommodations.


Appendix VII: Guidelines for the Conduct of Special Studies Courses

(Approved by the Irvine Division December 10, 1970)

    1. Special study courses for individuals: These courses are usually numbered 199, but by historical accident occasionally have different numbers in some departments. Such courses are designed to provide the student with the experience of working independently on topics proposed by him and approved by a member of the faculty who then becomes the director of the course for that student. The course fulfills various functions in various programs.Particularly on a small and developing campus, or in small departments, such courses are often offered to individual students in order to provide work in areas in which the department is not able to offer a specific conventional course. This may come about as the result of special requirements the student must fulfill in order to proceed to a graduate school; it may come about simply as the result of a department’s having insufficient staff to expend on upper division courses that a student may need to graduate. In larger departments the usual practice is to make available intensified advanced study in subjects in which students, by dint of earlier work, wish to obtain more specialized training. In all such cases the department may set such limitations upon the offering of such courses as is consistent with its overall program. Departments should ensure that students are properly prepared to embark on the course of study they propose. To register in such a course the student’s proposed program of study must be approved by the faculty member to whom it is submitted and by the chair of the department or program. The faculty member is then responsible for supervision of the student’s course of study; the subject matter of the course should be related directly to the field of competence of the faculty member involved. It should be the policy that a faculty member accepts only a few such students annually, for one of the aims of such courses is intensive study.
    2. In the future, small group study in special topics should not be carried on under the number of the course described above. Instead, the Committee on Educational Policy suggests that the number 198 be employed for directed group study on special topics. In group study courses on special topics the faculty member in charge is responsible for supervision and evaluation of each student’s work. The offering of a 198 course which consists essentially of a program of study set up and conducted by someone other than the sponsoring faculty member is improper.
    3. The Committee suggests also the adoption by departments and programs, for which it is appropriate, of courses to be numbered 197: individually arranged field study. Under this number a student plans a field study program with a faculty member. The student is expected to have sufficient background to undertake the field study, and the area of study should be within the competence of the sponsoring faculty member. As in 199 and 198, each individual plan must be approved by the departmental or program chair. It is expected that there will be regular individual meetings between faculty member and student and that the student will prepare a written report relating the field experience to his or her academic training.

Appendix VIII: UCI Academic Senate Policy on Academic Integrity

Revised: 12/12/96, 10/12/00, 11/21/02, 1/21/03, 1/26/06, 4/05/07, 6/7/2007, 6/5/08, 4/23/15

  1. Preamble

    The University of California, Irvine is an institution of learning, research, and scholarship that is strengthened by the existence of an environment of integrity. As members of the academic community, instructors, students, and administrators are responsible for maintaining this environment. It is essential that all members of the University practice academic integrity and accept individual responsibility for their work and actions.Violating the Academic Integrity Policy is unacceptable, devaluing the teaching and learning experience for the entire community. While at UCI, members of the academic community should become better educated about the ethical framework underpinning academic integrity and improve their moral standards supporting it.The UCI Academic Senate Policy on Academic Integrity states the general rules and procedures associated with student academic integrity. This Academic Integrity Policy applies to undergraduate and graduate students enrolled in a UCI course. A separate policy governs the integrity of research.Medical students are governed by policies specified in the UCI School of Medicine Handbook: http://www.meded.uci.edu/docs/2010-2011%20Handbook.pdfLaw students are governed by policies specified in School of Law Academic Honor Code: http://www.law.uci.edu/current/UCI_Law_Honor_Code.pdf
  2. Defined Terms
    1. Academic Integrity Policy: the UCI Academic Senate Policy on Academic Integrity.
    2. Academic Integrity Policy Violations: outlined in the Procedures document of the Academic Integrity Policy.
    3. Academic Consequences: grades assigned by Instructor.
    4. Administrative Sanctions: outlined in the Procedures document of the Academic Integrity Policy.
    5. AIAO: Academic Integrity Administrative Office.
    6. Instructor: faculty member or instructor of record.
    7. Student: any student or students who have allegedly violated the Academic Integrity Policy
    8. Hearing Panel: Subcommittee of the Council on Student Experience as outlined in the Procedures document of the Academic Integrity Policy.

  3. Students’ Responsibilities

    All students are expected to complete a course in compliance with the Instructor’s standards. No student shall engage in any activity involving any Academic Integrity Policy Violations. No student shall engage in any activity that involves attempting to receive a grade by means other than honest effort, and shall not aid another student who is attempting to do so. All students are encouraged to notify instructors, but may also notify the AIAO, about observed incidents of Academic Integrity Policy Violations.Instructors should take reasonable steps to preserve the confidentiality of students making such reports. All students have the responsibility to become familiar with and abide by the Academic Integrity Policy.
  4. Instructors’ Responsibilities

    Instructors should create an environment in their classes where academic integrity is understood and supported. They should assign grades in a transparent and equitable manner. Specifically:

    1. They should monitor student work to ensure these policies are followed;
    2. They should report all Academic Integrity Policy Violations to the AIAO;
    3. They should faithfully administer and participate in the Academic Integrity Policy;
    4. They should state in writing how graded assignments and exams will contribute to the final grade in the course. If any course-specific rules are required by the Instructor for maintaining academic integrity, the Instructor shall also inform students of these in writing. A reduction in a grade for an assignment or a course in response to academic dishonesty is not to be considered as a punishment, but instead responds to a failure by the student to fulfill one of the requirements of the course.When an Instructor believes that a Student has violated the Academic Integrity Policy, the Instructor should report the incident to the AIAO within thirty instructional days of discovering the possible Academic Integrity Policy Violation. The Instructor shall participate in the process according to the Academic Integrity Policy.In all cases, the Instructor shall determine the Student’s grade in the course.

  5. Teaching Assistant’s (TA) and Reader’s Responsibilities
    A student acting in the capacity of a Teaching Assistant (TA) or Reader has a special responsibility to safeguard academic integrity. A TA/Reader shall equitably grade student work in the manner set by the Instructor. A TA/Reader shall not provide a student with any information or collaboration that would aid the student in completing the course in a dishonest manner (e.g. providing access to unauthorized material related to tests, examinations, or homework).When a TA/Reader has evidence of an Academic Integrity Policy Violation, the TA/Reader should report the incident to the Instructor. The Instructor should report the incident to the AIAO.
  6. Responsibility for Resolution of Cases of Violation of the Policy

    The responsibility for maintaining the standards of academic integrity rests with two University authorities: the Instructor and the AIAO. Under the Standing Orders of the Regents, discipline is the exclusive responsibility of the campus administration while authority over courses and curricula is under the exclusive authority of the Instructor through the Academic Senate.

    1. Role of the Instructor
      The Instructor shall assign grades in the course as appropriate to the work involved. All Academic consequences (e.g. scores on the assignments and course grades) are under the sole purview of the Instructor in the course.
    2. Role of The AIAO
      The AIAO manages the cases for all students accused of Academic Integrity Policy Violations and is the central repository for all case-related materials. The AIAO is the initial contact for the Instructor or students on all cases of Academic Integrity Policy Violations.The AIAO is also responsible for imposing administrative sanctions. These sanctions shall be in accordance with guidelines authorized by the Council on Student Experience. Administrative sanctions range in severity from administrative probation to dismissal from the University. Students found responsible for multiple cases of Academic Integrity Policy Violations may be subject to dismissal from the University.The AIAO must notify the Student (and if needed, the Instructor) of any allegations of Academic Integrity Policy Violations. The AIAO adjudicates cases when the Student disputes the possible imposition of administrative sanctions related to Academic Integrity Policy Violations. The AIAO can request meetings with the Instructor and Student to discuss the case, sanction, or procedure. The AIAO must follow the procedures and communicate in a timely manner. He or she may extend any timelines in the Academic Integrity Policy when practical exigencies so dictate, in which case all involved parties will be notified in writing and via email.If the Student appeals the AIAO’s decision, the AIAO shall schedule a Hearing Panel (see below) to review the case and make a final determination of the appropriate sanction.The duty of the AIAO is not merely disciplinary. The office is encouraged to work with faculty and students to create a culture in which academic integrity is valued.
    3. Records Management

      The AIAO must archive its records to reflect the resolution of the case, and shall maintain a record of all cases as described in the Procedures document. The AIAO shall report annually to the Academic Senate Council on Student Experience, to the Vice Chancellor of Student Affairs, the Provost and Executive Vice Chancellor, the Associated Undergraduate Students of the University of California, Irvine, and the Associated Graduate Students of the University of California, Irvine on all of the following: (1) the number, nature, and type of cases; (2) the pattern of decision- making; (3) the severity and type of academic consequences and administrative sanctions; and (4) other relevant matters as directed by the Council on Student Experience.
    4. Role of the Hearing Panel

      If the Student requests a hearing, the AIAO will request the Subcommittee on Academic Integrity of the Council on Student Experience to convene a Hearing Panel to review the case. (See the Procedures document.) The Hearing Panel will hear evidence on the case from the Student, Instructor, and other relevant parties as determined by the panel. The Hearing Panel shall communicate the final decision to the AIAO.

  7. Procedures for Resolution of Cases of Academic Integrity Policy Violations

    These are described in the Procedures document of the Policy.
  8. Maintenance of Disciplinary Records
    The AIAO will maintain a record of each student who receives a letter(s) of Academic Integrity Policy Violations as described in the Procedures document. Maintaining such a record is not an administrative sanction.

Appendix IX: Undergraduate and Graduate Degrees

UNDERGRADUATE AND GRADUATE DEGREES

Degree Title Degree
Aerospace Engineering B.S.
African-American Studies B.A.
Anthropology B.A., M.A.2, Ph.D.
Applied Ecology B.S.3
Art History B.A.
Arts and Humanities B.A.
Asian American Studies B.A.
Biochemistry and Molecular Biology B.S.
Biological Sciences B.S., M.S.4, Ph.D.
Biomedical Engineering B.S., M.S., Ph.D.
Biomedical Engineering-Premedical B.S.
Business Administration B.A., M.B.A.
Business Economics B.A.
Business Information Management B.S.
Chemical and Biochemical Engineering M.S., Ph.D.
Chemical Engineering B.S.
Chemistry B.S., M.S.2, 5, Ph.D.
Chicano/Latino Studies B.A.
Chinese Language and Literature B.A.
Civil Engineering B.S., M.S., Ph.D.
Classical Civilization B.A.
Classics B.A., M.A.2, Ph.D.6
Comparative Literature B.A., M.A.2, Ph.D.
Computer Engineering B.S.
Computer Science B.S., M.S., Ph.D.
Computer Science and Engineering B.S.
Criminology, Law and Society B.A., M.A.S., Ph.D.
Culture and Theory M.A.2, Ph.D.
Dance B.A., B.F.A., M.F.A.
Development and Cell Biology B.S.
Drama B.A., M.F.A.
Drama and Theatre Ph.D.7
Earth and Environmental Sciences B.S.
Earth System Science M.S.2, Ph.D.
East Asian Cultures B.A.
East Asian Languages and Literatures M.A.2, Ph.D.
Ecology and Evolutionary Biology B.S.
Economics B.A., M.A.2, Ph.D.
Education Credential Programs, M.A.2, Ph.D.
Educational Administration and Leadership Ed.D.8
Electrical and Computer Engineering M.S., Ph.D.
Electrical Engineering B.S.
Elementary and Secondary Education M.A.T.
Engineering B.S., M.S., Ph.D.
English B.A., M.A.2, M.F.A., Ph.D.
Environmental Analysis and Design B.A.3
Environmental Engineering B.S.
Environmental Health Science and Policy M.S.9, Ph.D.9
Environmental Toxicology M.S., Ph.D.
European Studies B.A.
Film and Media Studies B.A.
Fine Arts M.F.A.
French B.A., M.A.2, Ph.D.
Genetic Counseling M.S.
Genetics B.S.
German M.A.2, Ph.D.
German Studies B.A.
Global Cultures B.A.
History B.A., M.A., Ph.D.
Humanities B.A.
Humanities and Arts B.A.
Informatics B.S.
Information and Computer Science B.S., M.S., Ph.D.
International Studies B.A.
Japanese Language and Literature B.A.
Literary Journalism B.A.
Management M.S.2, Ph.D.
Materials Science and Engineering M.S., Ph.D.
Materials Science Engineering B.S.
Mathematics B.S., M.S.5, Ph.D.
Mechanical and Aerospace Engineering M.S., Ph.D.
Mechanical Engineering B.S.
Medicine M.D.
Microbiology and Immunology B.S.
Music B.A., B.Mus., M.F.A.
Networked Systems M.S., Ph.D.
Neurobiology B.S.
Nursing Science B.S.
Pharmaceutical Sciences B.S.
Pharmacology and Toxicology M.S.2, Ph.D.
Philosophy B.A., M.A.2, Ph.D.
Physics B.S., M.S.2, Ph.D.
Planning, Policy and Design Ph.D.
Plant Biology B.S.
Political Science B.A., M.A.2, Ph.D.
Psychology B.A., M.A.2, Ph.D.
Psychology and Social Behavior B.A., Ph.D.
Public Health Policy B.A.
Public Health Sciences B.S.
Quantitative Economics B.A.
Religious Studies B.A.
Social Ecology B.A., M.A., Ph.D.
Social Science B.A., M.A.9, Ph.D.
Sociology B.A., M.A.2, Ph.D.
Spanish B.A., M.A., Ph.D.
Statistics M.S., Ph.D.
Studio Art B.A., M.F.A.
Transportation Science M.S., Ph.D.
Urban and Regional Planning M.U.R.P.
Visual Studies M.A.2, Ph.D.
Women’s Studies B.A

1 Degrees: B.A. = Bachelor of Arts; B.F.A. = Bachelor of Fine Arts; B.S. = Bachelor of Science; B.Mus.= Bachelor of Music; Ed.D. = Doctor of Education; M.A. = Master of Arts; M.A.S. = Master of Advanced Study; M.A.T. = Master of Arts in Teaching; M.F.A. = Master of Fine Arts; M.S. = Master of Science; M.B.A. = Master of Business Administration; M.D. = Doctor of Medicine; M.U.R.P. = Master of Urban and Regional Planning; Ph.D. = Doctor of Philosophy. Titles of degrees may not correspond exactly with specific fields of study offered; see the Index and the academic unit sections for information.

2 Emphasis at the graduate level is on the Ph.D. degree; the master’s degree may be awarded to Ph.D. students after fulfillment of the requirements.

3 Admission to this program is no longer available.

4 Emphasis at the graduate level is on the Ph.D. degree; the M.S. degree may be awarded to Ph.D. students after fulfillment of the requirements. However, students may apply directly to the M.S. concentration in Biotechnology and in Ecology and Evolutionary Biology.

5 In addition to the regular M.S. degree program, a program coordinated with the Department of Education leads to an M.S. degree and a Teaching Credential.

6 UCI, UCR, and UCSD joint program.

7 UCI and UCSD joint program.

8 UCI and CSU Fullerton, Long Beach, Los Angeles, and Pomona joint program; admission is no longer available.

9 Emphasis at the graduate level is on the Ph.D. degree; the M.A. degree may be awarded to Ph.D. students after fulfillment of the requirements. However, an M.A. in Social Science (concentration in Demographic and Social Analysis or in Mathematical Behavioral Sciences) is available.


Appendix X: Guidelines for Awarding Posthumous Bachelor’s Degrees and Certificates of Progress

Posthumous Degree

On the recommendation of faculty and the Dean or Director of the respective School or Program, a posthumous degree will be awarded if a deceased student:

    1. had a cumulative grade point average of 2.00 or higher, and had fulfilled the grade point requirements for the major, and
    2. were within two quarters of completing all requirements for the bachelor’s degree.

Posthumous Certificate

On the recommendation of faculty and the Dean or Director of the respective School or Program, a posthumous certificate indicating the extent of satisfactory progress toward the degree will be awarded if a deceased student:

    1. had a cumulative grade point average of 2.00 or higher, and
    2. had completed the equivalent of the Sophomore year (i.e., 84 units, of which at least 45 were earned at UCI).

EXCEPTIONS–For exceptional cases1, faculty and the Dean or director of the respective School or program may petition the CEP for an exception to the guidelines set forth in paragraphs 1 and 2.

1e.g., the student dying while carrying out a heroic deed, or while performing outstanding service to the University or community, or after having completed an outstanding academic record, piece of original research, or creative project; and other exceptional cases.


Appendix XI: Teaching Evaluation Proposal

(Approved by the Representative Assembly June 6, 1996)

Appendix XI was repealed at the January 24, 2008 Divisional Senate Assembly Meeting.

Appendix 1: Teaching Portfolio

Appendix XI: Appendix I, a section of Appendix XI, was repealed at the January 24, 2008 Divisional Senate Assembly Meeting.

Appendix 2: Standardized Teaching Evaluation Form

Appendix XI: Appendix 2, a section of Appendix XI, was repealed at the January 24, 2008 Divisional Senate Assembly Meeting.


Appendix XII: Policy and Procedures for Implementation of Academic Senate Policy on Conflict of Interest and Graduate Education

(Approved by the Irvine Divisional Senate Assembly on May 11, 2000)

  1. Definition

    The term “conflict of interest” as pertains to the policy described herein refers to a financial conflict of interest as defined in Section 028 of the Academic Personnel Manual (APM), adopted April 26, 1984. More information on this and other types of conflicts of interest or on student grievance procedures are described on the Research and Graduate Studies (RGS) Website www.rgs.uci.edu and in the University of California publication entitled Policies Applying to Campus Activities, Organizations, and Students. (www.ucop.edu/ucophome/uwnews/aospol/toc.html).
  2. Objective
    The aim of the policy is to establish a mechanism to protect the academic interests of a graduate student in the event that a mentor, thesis, or dissertation advisor may have conflicts of interest relating to a project on which the student may be working. Such a conflict of interest may result from the faculty member having a financial interest in a project on which the student is working, whether sponsored or unsponsored. The intent is to apply the policy only to those situations in which a financial conflict of interest is perceived to be potentially harmful to the academic interests of the student. The graduate student, the faculty mentor/advisor, a departmental representative (either the graduate advisor of chair), or the campus Conflict of Interest Oversight Committee (COIOC) can initiate the procedures, as described in Section V, to deal with the perceived conflict of interest. The procedures described herein must also be considered in conjunction with the Academic Senate Irvine Regulations governing graduate student committees: IR830, IR915, IR918, and IR920 on this same website — Part II. Regulations of the Irvine Division.
  3. Summary of Mechanism
    When a graduate student, the faculty mentor/advisor, graduate advisor, departmental chair, or the campus Conflict of Interest Oversight Committee (COIOC) identifies a conflict of interest, a departmental representative should be notified in writing. The departmental representative, who may be the graduate advisor or chair, will then examine the potential impact upon the student. If there is a potential for harm to the student, then an additional faculty member, termed the “Oversight Member,” will be appointed to the student’s advisory and/or thesis/dissertation committee to insure the faculty conflict does not impact upon the academic interests of the student. If the “Oversight Member” perceives an academic problem related to the conflict of interest that cannot be resolved at the departmental level, then the matter will be turned over to the Dean of Graduate Studies for a resolution.
  4. Responsibilities
    1. Academic Unit
      1. The academic unit is responsible for insuring that graduate students are properly notified about the nature and risks of faculty conflicts of interest as well as the University definition and policy regarding such conflicts. It is recommended, for example, that the policy be included in the departmental student handbook. The academic unit is encouraged to communicate orally at least once per student tenure, in a format of the unit’s choosing, the University policy on conflict of interest matters as well as the procedures designed to protect the academic interests of the student. The academic unit is also responsible for notifying the graduate students of the identity of a designated resource person who is available to advise students in circumstances in which there is a perceived faculty conflict of interest. The designated resource person will serve as the departmental representative in all matters related to the conflict of interest issue and should be the departmental graduate advisor unless this person is the conflicted faculty member. In such cases, the department chair should advise the student and serve as the departmental representative as described herein.
      2. The academic unit is responsible for insuring that faculty members have a written copy of the APM-028 section on conflict of interest and other related policies and guidelines, and for insuring that faculty are familiar with the ways in which the policy might impact a mentor’s relationship with a graduate student.

    2. Mentor/Thesis/Dissertation Advisor
      Each faculty member serving as a mentor or thesis or dissertation advisor to a graduate student is responsible for disclosing any conflict of interest that might in any way be pertinent to the research conducted by the student. In doing so, the faculty member should use criteria as outlined in APM-028, regardless of whether the company/entity is sponsoring research at the University. The faculty member is also responsible for notifying the student and the designated resource person of the academic unit of his or her conflict of interest in a timely manner. Timely manner means that the faculty member should notify the departmental representative and the student at the time that the student is considering a thesis or dissertation topic, forming a graduate committee, or being employed as a research or teaching assistant, whichever comes first.
    3. The Office of Graduate Studies (OGS)
      The Office of Graduate Studies shall provide written information on conflict of interest policies and procedures. In a brief statement, the information should include the definition of conflict of interest as pertains to this document; describe the nature of potential conflicts of interest and provide brief examples; describe the possible harmful effects on the academic interests of the graduate students; and provide a list of University resources that can be consulted. The statement should also encourage students to first attempt to resolve their concerns informally within the academic unit, beginning with the designated resource person, and secondarily, if necessary, to initiate the formal procedures detailed herein. The statement should also be included in appropriate publications, including the Graduate Advisor’s Handbook and the Survival Guide for Graduate Students, on the RGS Web site, and on Forms I and II (Advancement-to-Candidacy and the Final Exam for doctoral students), and on the Advancement to Candidacy and Final Report form for master’s students. At any time, the student can also seek the advice of one of the identified campus-wide resource persons, who include the Dean of Graduate Studies, Associate Dean of Graduate Studies, and the Ombudsman.

  5. Procedural Details
    1. A conflict of interest issue may be raised at any time at the level of the academic unit by the graduate student, the faculty mentor/advisor, a departmental representative, or the campus Conflict of Interest Oversight Committee.
    2. The conflict of interest issue shall be reviewed and discussed with the relevant parties to determine if the conflict has the potential to negatively impact upon the academic interests of the student. The conflict of interest issue shall be handled by the designated resource person in an academic unit, preferably the graduate student advisor. If the designated resource person is also the student’s conflicted faculty mentor/advisor, then the departmental chair shall handle the matter. In situations in which the departmental chair is the student’s conflicted faculty mentor/advisor, the designated resource person shall handle all matters.
    3. If the conflict of interest poses minimal risk of harm to the academic interests of the student, then the designated resource person in the department shall write a brief statement to that effect, and shall include a summary of the situation and the reasons for the decision. If there is agreement with the statement, the student and conflicted faculty member shall co-sign the statement. The signed statement shall then be deposited in the student’s file and a copy forwarded to the Dean of Graduate Studies. Copies should also be provided to the co-signers. Should any party become aware of new information impacting the academic interests of the student, the decision that the faculty conflict of interest does not appear to have a negative impact on the student can be reviewed and overturned. If, however, either the student or the conflicted faculty member does not agree with the statement after suitable revisions have been attempted by the designated resource person, then the conflict of interest matter should be referred promptly to the Dean of Graduate Studies for final resolution.
    4. If the conflict of interest issue includes a component that may be harmful to the student, then the designated resource person in the department shall notify the Dean of Graduate Studies in writing and request that the Dean of Graduate Studies appoint an “Oversight Member” to the student’s research advisory and/or thesis/dissertation committee. The “Oversight Member” shall not be implicated in any way with the conflict of interest issue, but if at all possible, should be familiar with the student’s research interest.
    5. The Dean of Graduate Studies shall select an “Oversight Member” from a list of three nominations agreed upon by the student, the faculty research advisor, and the designated resource person in the department. If no agreement can be reached on three nominees, the designated resource person shall select the nominations.
    6. The “Oversight Member” shall participate, as a nonvoting Ex Officio Member, on all student research advisory and/or thesis/dissertation committee meetings. The “Oversight Member” shall be aware of the conflict of interest issues and relevant campus policies. If there do not appear to be any harmful results from conflict of interest issues, the “Oversight Member” shall sign a brief statement to that effect after each committee meeting. The “Oversight Member” shall also sign the advancement to candidacy and final exam forms below the signatures of the voting committee members. A copy of these forms together with the oversight member’s statements on the impact of the conflict of interest, shall be placed in the student’s file as well as forwarded to the office of the Dean of Graduate Studies. However, if the “Oversight Member” perceives that there is a problem arising from conflict of interest issues, then the “Oversight Member” shall not sign the advancement to candidacy or final exam forms summarizing the committee deliberation, but shall instead inform the Dean of Graduate Studies in writing. Regardless of the impact of the conflict of interest on the student, the “Oversight Member” shall not halt the proceedings during the course of an oral examination.
    7. If the “Oversight Member” perceives that a potentially harmful situation to the student has arisen as a result of conflict of interest issues, and has so informed the Dean of Graduate Studies in writing, then the Dean of Graduate Studies is responsible for determining a solution.


Appendix XIII: Legislative Rulings Issued by the Committee on Rules and Jurisdiction

[Numbering indicates the month and year in which the ruling was made, i.e. October 2001 = 10.01A (A means 1st ruling that month.]

Formal rulings have been made as follows in response to requests for interpretation of Irvine Senate legislation where there has been no subsequent legislative or Regental action:

Bylaw 42, Departmental Organization and Voting [7.03]
The Committee was asked whether a faculty member can vote on his or her personnel case.
Ruling: It is never permissible for a faculty member to vote on his or her personnel case. Such voting is not explicitly excluded by the Academic Personnel Manual, but allowing a faculty member such a vote would necessarily involve an infraction of University rules against financial conflict of interest. This response has been written after taking the advice of University Counsel.

Senate Bylaw 55, Departmental Voting Rights [4.07]
The Council on Academic Personnel asked CRJ to rule if the Department of Music can delegate the authority of the department vote to the chair for cases of dean Delegated Reviews.
Ruling: Faculty can vote to delegate the authority to the chair for such actions. CRJ also determined that the proposed voting procedure does require the approval of the Council on Academic Personnel.


(Rescinded June 4, 2007)
Bylaw 48(A) (3), Membership on the Council on Academic Personnel [4.05]:
“No Dean, Associate Dean, Department Chair, or any other administrative officer whose regular duties include the initiation of personnel recommendations that are presented to the Council on Academic Personnel shall serve on the Council.”
The Committee was asked to interpret whether this sentence should be interpret as:
(1) no Associate Dean will serve, or
(2) no Associate Dean who initiates personnel recommendations will serve.
Ruling: The Committee noted that a similar case involving the Council on Planning and Budget (CPB) was ruled so as to exclude all individuals with stated titles. On the other hand, the inclusion of the word “other” suggests that all associate deans initiate personnel recommendations, which is not the case. Therefore, the Committee CRJ ruled that an associate dean who does not initiate personnel actions may serve on CAP.

(Rescinded June 4, 2007)
Bylaw 115(A) (3), Membership of the Council on Planning & Budget [12.02]:
No Dean, Associate Dean, Department Chair, Department Vice Chair, Director, or other administrative officer whose regular duties include the initiation of resource plans or budgets shall serve on the Council.”
The Committee was asked to interpret whether this sentence should be interpret as:
(1) no Director will serve, or
(2) no Director whose regular duties include the initiation of resources plans or budgets will serve.
Ruling: The intent of this by-law regarding these two interpretations is not clear. The Committee interpreted that the wording of IB 115 excludes all individuals with the title “director” and “assistant director” from membership on CPB.


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