I. Authority of the Manual of Operations and Procedures

This manual of operations and procedures formulates the procedures for faculty governance of the Department of Biology.  The department shall follow the operating rules of the university and the College of Liberal Arts and Sciences, and shall follow the procedures in this document as a supplement thereto.  Once approved by the department and the college, this document becomes effective immediately.

II. Faculty membership and eligibility to vote

A. Criteria for Appointment to Tenure-Track Faculty Rank

Please refer to the Biology Faculty Assessment, Promotion, and Review policy or the Faculty Appointments & Review page on the CLAS website.

B. Criteria for Appointment to Instructional-Track Faculty Rank

Instructional track faculty positions (Assistant Professor of Instruction, Associate Professor of Instruction, and Professor of Instruction) are renewable, academic-year, non-tenure track faculty appointments. The responsibilities of Instructional Faculty in the department include the administration and instruction of all or part(s) of undergraduate course(s) in biology, development and revision of curricula, and service at the departmental or collegiate level at a degree commensurate with the faculty member’s rank. Appointment to the position of Assistant Professor of Instruction requires an advanced degree [such as PhD or the equivalent]. Recruitment of instructional faculty is subject to affirmative action procedures.

Please refer to the Faculty Appointments & Review – Instructional Track Positions page on the CLAS website for detailed information about Instructional Faculty track appointments.

Procedures for promotion to Associate Professor of Instruction and Professor of Instruction are described on the Promotion of Instructional Faculty page on the CLAS website.

C. Rights and Responsibilities of Faculty

Both individually, and as a body, the faculty are responsible for carrying out the department’s missions in accordance with the policies and procedures of the College of Liberal Arts and Sciences, the Graduate College, and the university. Individual faculty members fulfill these responsibilities in accordance with the university’s policy on professional ethics and academic responsibility.     

The department distributes teaching and service assignments to faculty and provides guidance through periodic reviews to ensure that all faculty are participating appropriately and equitably in the teaching, research, and service missions of the department, college, and university.

D. Rule of Eligibility for Voting on Issues Raised at Faculty Meetings

Participation 

Faculty meetings attendance is required for all tenure-track, tenured, and instructional track faculty. Faculty meetings where personnel decisions are to be made are restricted to those with voting rights only.  

Faculty meetings will ordinarily be scheduled by the Department Executive Officer (DEO) on a monthly basis during the academic year. The DEO approves all items placed on the agenda. Faculty members should be notified by email at least one week prior to the meeting. The DEO is responsible for conducting the faculty meetings. Their role is to facilitate orderly and open discussion of agenda items. 

The Department Administrator and Assistant to the DEO will attend all general faculty meetings. The Assistant to the DEO will take notes of the meeting. Meeting notes will be approved by the DEO and Department Administrator prior to distribution to the full faculty. 

Other members of the Department of Biology, including staff, students, and postdoctoral scholars/fellows, may be invited to attend some meetings depending on agenda items.   

Matters for Consideration in General Faculty Meetings 

  • Final determination of graduate and undergraduate curricula and/or degree requirements. 

  • Revision of established department procedures or administrative structure (e.g., structure of the Executive Committee). 

  • Responding to requests for advice from the DEO. 

  • Expressing opinions on matters requiring a departmental response to an action of the college or central administration. 

Voting On Issues 

Instructional track, tenure-track, and tenured faculty with budgeted appointments in the department are eligible to vote on all issues except promotion and tenure cases, for which the voting members are prescribed by CLAS. Faculty should abstain from voting in the event of a conflict-of-interest. Zero-time joint appointees, adjunct faculty, and visiting faculty are not eligible to vote in faculty meetings. Faculty who must be away from campus on the day of the vote may arrange to contribute to the discussion and vote with the approval of the DEO (and the college if it is a DCG vote). The faculty member must specify how the participation will take place (e.g., via video conference) and the faculty member must submit their vote via confidential email to the Department Administrator at the time the vote is being taken who will then submit the ballot on behalf of the faculty member so that it can be entered into the count.  

A quorum consists of one more than half of the faculty eligible to vote; action can also be taken by a smaller group attending a scheduled faculty meeting if the number of positive votes exceeds the majority that would have been required if a quorum were present. 

Some issues may be decided by an electronic secret ballot (confidential survey) and approval of such an action requires a majority vote, providing the number of positive votes exceeds the number that would be required for a majority if one more than half the eligible faculty voted.

Table of Contents

Article I - Authority of the Manual of Operations and Procedures

Article II - Faculty membership and eligibility to vote

Article III - Departmental administrative structure

Article IV - Amendment of the Manual of Operations and Procedures

Amended by department: March 5, 2025

Approved by CLAS: April 21, 2025 

III. Departmental administrative structure

A. DEO

Selection and Term

The DEO shall be appointed by Dean of the college with the advice of the faculty and the approval of the Provost. The Dean shall specify the term of the DEO at the time of appointment. The DEO is eligible for re-appointment by the Dean.  

 

Duties 

The DEO has general executive responsibility for all aspects of the departmental enterprise and is an ex- officio member of all department committees. While the DEO is accountable on all matters to the collegiate Dean and to the central administration of the university, they are also responsible for implementing actions taken by the faculty. Responsibilities include, but are not limited to: 

  • Continuing critical review of departmental objectives, programs, and priorities; analysis of the extent to which objectives are being achieved; initiation or review of proposals for changes in objectives, programs, and priorities. 

  • Allocation of existing financial resources; developing short-term and long-range budget proposals. 

  • Development of faculty personnel plans; preparing general and specific guidelines related to the recruitment of faculty members; monitoring the actual conduct of recruiting efforts; making recommendations to the Collegiate Dean regarding faculty appointments. 

  • Implementation of curricular needs through faculty teaching assignments. 

  • Implementation of established procedures for evaluating faculty; supervising the conduct of evaluations by appropriate faculty groups; providing feedback to individual faculty under evaluation; recommending to the Dean reappointment, termination, and promotion actions. 

  • Development and implementation of plans to maintain the vitality of the faculty, to stimulate their scholarly activity and development, and to maximize their contribution to the department, to the college, to the university, to the profession, and to society generally. 

  • Allocation of space and facilities; developing proposals regarding modification, reassignment or expansion of space and facilities, and formulating space and facilities requests. 

  • Nomination or assignment of faculty members to committees and other departmental duties. 

  • Implementation of policies regarding appointments of adjunct faculty, postdoctoral scholars, visiting scholars, research associates, visiting professors, etc. 

  • Maintenance of a continuing review of departmental needs for staff personnel; supervising the selection, assignment, and evaluation of staff members. 

  • Responding to, or seeing to the appropriate disposition of, proposals or requests that arise from individuals or groups within the department or from outside agencies. 

  • Establishment of agendas and chairing Faculty and Executive Committee meetings.  

  • Distribution of reports, minutes, memoranda, etc. to provide adequate information for discussion. 

  • Meet on a regular basis with the Administrative Executive Committee consisting of the Executive Associate Chair and the Associate Chairs. 

  • Maintenance of departmental records and files. 

  • Supervision of the security of personnel, facilities, and equipment.

B. Executive Associate Chair

This position is understood to be an opportunity for leadership development of senior faculty from within the department’s ranks. The Executive Associate Chair is appointed by the DEO when the DEO determines the position is needed. The duties and length of the term of appointment are determined by the DEO.

The Executive Associate Chair will serve as ex-officio member of the Executive Committee attending all meetings.

The Executive Associate Chair will participate in the Administrative Executive Committee meetings with the DEO.

The Executive Associate Chair will serve as acting DEO and assume limited administrative responsibility in the DEO’s absence. The DEO may assign duties or responsibilities as necessary to facilitate the department’s operation.

C. Associate Chairs

Two Associate Chairs are appointed by the DEO. The DEO may consult with the elected members of the Executive Committee before making the final selection.

Associate Chairs will participate in all decisions made by the Executive Committee (see Part D of this section) except the evaluation of faculty for purposes of annual salary determination.

Associate Chairs will participate in the Administrative Executive Committee meetings with the DEO.

An assistant to each of the Associate Chairs may be chosen by the DEO in consultation with the Associate Chair. The assistant becomes the Associate Chair Designate and may assume the duties of the Associate Chair in their absence, including participation in Executive Committee meetings.

Graduate Program

One Associate Chair for Graduate Education will be responsible for administration of the graduate program and will act as Graduate Program Director/Director of Graduate Studies (DGS). The DGS will coordinate activities related to graduate recruiting, admissions, and curriculum in conjunction with the staff Graduate Program Coordinator. The DEO may assign duties as necessary to facilitate the program’s operation, but specific duties and responsibilities are listed below: 

  1. Lead the Graduate Affairs Committee (GAC) in overseeing, developing, and revising the graduate curriculum, course offerings, and degree requirements.

  2. Serve as a voting member of the Graduate Recruiting and Admissions Committee (GRAC).

  3. Serve on the Executive Committee as a member of the Administrative Executive Committee.

  4. Approve the Graduate Recruiting and Admissions Committee’s development of the forms and content of published materials relating to the graduate program (university catalog copy, recruitment materials, graduate teaching assistants, etc.). The DGS will work with the Graduate Program Coordinator to ensure that all graduate students are aware of the content of these materials.

  5. In cooperation with the Graduate Program Coordinator, develop and implement policies and procedures for evaluating student performance, monitoring progress toward the degree, and renewing financial aid. Also, coordinate departmental nominations of students for college and university awards (i.e., Graduate College Summer Fellowships, Seashore Ballard Dissertation Fellowships, Lulu Merle Johnson Fellowship, etc.).

  6. Coordinate the formation of plans of study for each student and receive petitions for exceptions to requirements.

  7. In cooperation with the Graduate Program Coordinator, serve as primary advisor for new students who have not yet chosen an advisor.

  8. Meet regularly with the Graduate Program Coordinator and the Department Administrator to coordinate human resource and other departmental administration issues with regard to graduate students.

  9. Along with the Graduate Program Coordinator, coordinate graduate student seminar presentations (i.e., Monday student seminar series).

  10. Handle graduate student problems and complaints. 

Undergraduate Program

The second Associate Chair will be responsible for administration of the Undergraduate Program and will serve as Director of Undergraduate Studies (DUS). They will coordinate activities related to undergraduates. The DUS will coordinate with staff and the Senior Academic Advisor. The DEO may assign other duties as necessary to facilitate the program’s operation, but specific duties and responsibilities are listed below: 

  1. Lead the Undergraduate Enrollment Management and Curriculum Committee in reviewing/revising the undergraduate curriculum in cooperation with committee members.

  2. Prepare the annual report on outcomes assessment of the undergraduate major.

  3. In cooperation with the Senior Academic Advisor, implement policies on requirements for the departmental majors, including decisions (and communications with the Registrar’s Office and students) on transfer courses, course substitutions, and waivers of requirements for good academic reason.

  4. Oversee the development or revision of printed and web-based materials (university catalog copy, degree requirements, the department’s undergraduate student handbook, etc.) for undergraduate majors in the department.

  5. Manage and consult with the DEO on undergraduate student problems, complaints, and cases of student academic misconduct (plagiarism, cheating) brought by faculty.

  6. Maintain communication with other academic departments and with offices throughout the university that serve undergraduate students.

  7. Assist with developing the course schedule for each semester. 

D. Executive Committee

Elected Members 

Four tenured faculty members and one instructional track faculty member are elected to the Executive Committee for overlapping three-year terms that begin July 1 of the year in which they are elected. For purposes of the election, the tenured faculty are divided into four groups: Cell/Development, Evolution, Genetics, and Neurobiology. When a vacancy arises, the appropriate group selects nominee(s) for the faculty at large to vote on. The vote can be by an electronic means that assures confidentiality. A simple majority of those voting determines the outcome of the election. Authority to break a tie vote rests with the Executive Associate Chair, the Associate Chairs and the DEO.

When a temporary (e.g., a faculty member is on leave) or permanent (i.e. faculty member resigns) vacancy arises, a temporary replacement is elected according to procedures outlined in the paragraph above. Although there is no limit to the number of times a tenured faculty member may be elected to the Executive Committee, at least one three-year gap must exist after two consecutive terms have been served.

Responsibilities

The Executive Committee has the following duties. The DEO may assign other duties as necessary: 

  1. Advise the DEO on department policy, long-range planning, budgets, expenditures, personnel, interactions with other segments of the University community, and special situations requiring administrative action.

  2. Advise the DEO on curricular needs associated with specific tracks in the undergraduate and graduate majors.

  3. Advise the DEO on research needs associated with the specific area of representation. Examples are the need for particular common equipment to enhance the research goals of individuals within the group or the group as a whole.

  4. Elected representatives are expected to communicate with their group, informing them of Executive Committee discussions, except those of a confidential nature, and provide feedback to the DEO prior to the faculty meeting.

  5. Elected representatives, along with the DEO, evaluate faculty performance for purposes of the annual salary adjustments.

  6. Elected representatives evaluate applications and select recipients for the named summer fellowships.

  7. Make recommendations for nominations for college and university awards for excellence in teaching, research, and/or service. 

Participation

The Executive Committee should meet a minimum of once per month during the academic year to advise the DEO and may bring matters requiring departmental attention to the DEO. Such matters can be discussed by the committee and, if appropriate, may be placed on the agenda for action by the full faculty.

Meetings will be scheduled by the DEO. Committee members should be notified by email at least one week prior to the meeting.

The DEO is responsible for conducting the Executive Committee meetings. Their role is to facilitate orderly and open discussion of the agenda items.

In the event an elected representative is unable to attend a regularly scheduled Executive Committee meeting, they may designate a delegate from the group to attend in their place.

Associate Chairs routinely attend Executive Committee meetings and have all the rights and privileges of the elected members, except for participation in the yearly faculty salary reviews. Associate Chairs cannot be elected to serve as group representatives.

The Departmental Administrator and the Assistant to the DEO will attend the meetings of the Executive Committee and can bring matters relating to the administration of the department to the attention of the Committee.

The Assistant to the DEO will take notes on the meeting. The DEO and Departmental Administrator will review and approve the notes and distribute them to the faculty.

Meetings of the Executive Committee are generally closed meetings. However, faculty may request attendance in the event they wish to present an issue directly to the committee. The DEO may also request that a faculty member attend and report to the committee or provide additional information regarding an issue being addressed.

E. Standing Committees

Other committees may be created by the DEO, at the recommendation of the Executive Committee or at the DEO’s discretion, as specific needs dictate. The department committees listed below are not all inclusive but are representative of committees currently active or routinely appointed. Service will generally be limited to no more than two departmental committee assignments in any given year, except as ad hoc committee members. Faculty will typically serve on their assigned committees for a three-year rotation period. Circumstances may dictate a longer or shorter rotation period. 

Graduate Affairs Committee (GAC) 

Membership in the GAC will consist of the DGS and three graduate faculty appointed by the DEO, primarily associate and full professors. Each member will represent one of the four research areas:  Cell/Development, Evolution, Genetics, and Neurobiology. The DGS will serve as chair of the committee. The GAC is responsible for: 

  1. Monitoring graduate curricula and proposing changes when necessary.  

  2. Monitoring progress of graduate students in meeting degree requirements.

  3. Monitoring faculty sponsors’ annual written reports on graduate student progress.

  4. Administering the research rotation program and assuring that faculty submit reports on students’ performance in rotations.

  5. Attending rotation seminars and offering feedback on/evaluate student talks.

  6. Instructing and evaluating the performance of first-year graduate student in the course “Critical Analysis of Biological Research: concepts, methods, interpretations.”

  7. Listening to student appeals and advising the DEO on those appeals.

  8. Monitoring all aspects of student welfare. 

Graduate Recruiting and Admissions Committee (GRAC) 

Membership in the GRAC will consist of the DGS, two to four graduate faculty appointed by the DEO and one graduate student representative. Either the DGS or a faculty member will be appointed by the DEO as Chair of the committee. The GRAC is responsible for: 

  1. Evaluating all prospective applicants to determine acceptability to the graduate program. The student representative will not vote on the applicants, but can contribute to the committee discussion and assist with interview weekend and recruiting.

  2. Conducting and hosting on- and off-campus interview events for prospective graduate students.

  3. Participating in efforts designed to recruit graduate students, including external programs, online recruiting events and off-campus recruiting talks (in person and virtual).

  4. Developing and modifying the departmental website to enhance its effectiveness as a graduate student recruiting tool. 

Undergraduate Enrollment Management and Curriculum Committee (UEMCC) 

Membership in the UEMCC will consist of the DUS, at least three faculty appointed by the DEO, including at least one Instructional Track faculty, the Senior Academic Advisor, and the Honors Advisor. Ad hoc members of the committee will be other Senior Academic Advisor(s) and the UG Academic Services Coordinator. The DUS will serve as Chair of the committee. The UEMCC is responsible for: 

  1. Assessing, reviewing, and updating the curriculum toward the goal of maximizing its effectiveness in meeting clearly stated objectives of the undergraduate majors offered by the department.

  2. Providing oversight and guidance on course offerings, teaching effectiveness, and course evaluations.

  3. Maintaining processes for engaging prospective and current undergraduate students through open forums, departmental visits, Hawkeye Visit Days, and other events coordinated by CLAS and/or Admissions.

  4. Engaging with undergraduate organizations.

  5. Evaluating spaces used for instruction and providing guidance for requests to modify teaching spaces.

  6. Monitoring undergraduate enrollments in courses and majors.

  7. Soliciting applications for and selecting recipients of undergraduate awards and scholarships.

Promotion and Tenure Review Committee 

The Promotion and Tenure Review Committee is charged with performing the reviews and writing the summaries of teaching, research, and service for all candidates eligible for promotion prior to the Department Consulting Group meeting. Membership consists of three full professors who serve as the standing committee for all candidates. An ad hoc “expert” is appointed by the DEO for each candidate to be an active member of the committee for the purpose of preparing the summary of that faculty member’s research accomplishments. In extenuating circumstances, the DEO may find it necessary to appoint ad hoc committee members for the purpose of preparing teaching or service summaries. The ad hoc must be a faculty member above the rank of the candidate seeking promotion. The DEO appoints the chair of the Promotion and Tenure Committee. The chair of the Promotion and Tenure Committee conducts the Department Consulting Group meeting. The charge and procedures for this committee are outlined in the CLAS/UI Procedures for Promotion and Tenure Review.  

Seminar Committee 

The Seminar Committee consists of two to three faculty appointed by the DEO and a graduate student representative, and is charged with the responsibility of arranging speakers for the Department’s seminar series. The Committee Chair will be designated annually by the DEO and will serve a maximum of three consecutive years as Chair. New committee chairs will have served as a Seminar Committee member for a minimum of one year immediately prior. The Chair will be responsible for scheduling meetings, setting their agendas and following up on committee business. The committee will be comprised of faculty representing as much as possible the four research tracks (Cell and Development, Genetics, Evolution, Neurobiology) along with a diversity in academic rank. In the semester immediately preceding, the committee will solicit speaker nominees from the faculty, rank their preferences among the nominees, and arrange invitations of selected speakers for the following semester. In ranking their preferences, the committee will consider factors of the nominated speakers (disciplinary diversity, gender representation, etc.) along with the nominating faculty (number of speakers recently hosted, priority for junior faculty, etc.). The committee will also select an annual Harold Beams Lecturer from among the nominees. The Seminar Committee will also interact with the Graduate Student Steering Committee (GSSC) to assist them in selecting an annual Raymond Fong Lecturer from among the student nominees.

Carver Center for Genomics (CCG) Advisory Committee 

The CCG Advisory Committee consists of three faculty members appointed by the DEO, the CCG manager and Departmental Administrator. The CCG Advisory Committee is responsible for overseeing equipment purchases, writing grant proposals for equipment, and setting fees for equipment use and services.   

F. Ad-hoc Committees

Ad-hoc committees may be created by the DEO, at the recommendation of the Executive Committee or at the DEO’s discretion, as specific needs dictate. Common ad-hoc committees include Third-Year Tenure-Track Review Committees, Post-Tenure Review Committees, and Third Year and Reappointment Instructional Track Review Committees.

IV. Amendment of the Manual of Operations and Procedures

Instructional track, tenure-track, and tenured faculty with budgeted appointments in the department are eligible to vote on amendments to the Manual of Operations and Procedures. An amendment can be proposed from any of the standing committees, brought forth first to Executive Committee and then to full faculty for a vote. Votes can be decided by a show of hands, a secret ballot or an electronic secret ballot (confidential survey) and all votes for amendments must be approved by a three-fifths majority of those voting. All amendments to the Manual of Operations are subject to approval by the college.