Policy and Procedures Manual

 

A. GENERAL INFORMATION
A.1. Absences A.2. Bulletin Boards A.3. Business Cards A.4. Business Hours A.5. Class Scheduling A.6. Classrooms A.7. Course Descriptions A.8. Departmental Events		A.9. Electronic Mail A.10. Online Evaluations A.11. Mail Boxes A.12. Office Hours A.13. Office Staff A.14. Office Supplies A.15. Pay Dates A.16. Romance Languages Fund		A.17. Semester Calendar A.18. Sending Mail A.19. Smoking A.20. Syllabi
B. OFFICE EQUIPMENT
B.1. Computer Lab B.2. Copiers		B.3. Fax Machine		B.4. Instructional Equipment
C. TEACHING RELATED
C.1. Change of Grade C.2. Drop-Add C.3. Grade Appeals		C.4. Grade Roll Books C. 5. Incomplete Requests C.6. Student Withdrawals		C.7. Native and Heritage Speakers C.8. Course Challenging Policy C.9. Online and Hybrid Courses
D. MISCELLANEOUS DEPARTMENTAL POLICIES
D.1. Class Visits by Study Abroad Directors D.2. Course Schedule		D.3. Large Classes		D.4. Modern Foreign Languages Fund
E. UNIVERSITY POLICIES
E.1. Academic Honesty E.2. Academic Resources E.3. Alcoholic Beverages at University Events E.4. Bomb Threats E.5. Cellular Phones E.6. Community Emergency Preparedness E.7. Course Banking/TRUs E.8. Dispute Resolution E.9. Extra Compensation		E.10. Final Examinations E.11. Grad Student/Instructor Guidelines E.12. Leaf Removal Procedures E.13. Military Leave E.14. Payroll Advisements via E-Mail E.15. Post-Tenure Review E.16. State Business Transaction Disclosure Report E.17. Students with Disabilities		E.18. Tenure and Promotion E.19. Third Year Review E.20. Travel Policy E.21. University Awards and Grants E.22. Consulting and Outside Activities E.23. Weather Closing E.24. Health and Safety of Faculty and Staff E.25. Board of Regents Immunization Policy
F. BYLAWS
F.1. Departmental Bylaws
G. DEPARTMENTAL FORMS

A. GENERAL DEPARTMENTAL INFORMATION

A.1. ABSENCES

Faculty and staff absences must be reported as early as possible to the Business Manager. Instructor and TA absences must be similarly reported to the appropriate Language Supervisor. Instructors and TAs should complete an Absence Request form. See also Section G, Departmental/University Related Forms.

A.2. BULLETIN BOARDS

A.3. BUSINESS CARDS

The Department does not regularly supply or pay for business cards. Business cards can be purchased privately.

A.4. BUSINESS HOURS

A.5. CLASS SCHEDULING/ROOM ASSIGNMENTS/RESERVATIONS

Classes are scheduled by the Department Head and the Associate Head. Rooms are assigned based on class size and availability. To make room reservations for meetings, special classes, tests, etc., faculty and graduate students should see the Office Assistant in advance of the needed date and time to check on availability. Room reservations for exams are handled by the Office Assistant who will send out a memo to professors and TAs which should be returned with the requested room preference. The time of exams is predetermined by the University and cannot be altered per University Policy.

A.6. CLASSROOMS

Food is prohibited in all classrooms during Academic classes. Drinks are permitted only in spill-proof containers

A.7. COURSE DESCRIPTIONS

Faculty should submit course descriptions for graduate classes to the Graduate Coordinator, who will distribute them through the graduate student listserv.

A.8. DEPARTMENTAL MEETINGS AND EVENTS

A.9. ELECTRONIC MAIL (E-MAIL)

All full-time ROML faculty members, part-time instructors, and Graduate Students are offered the use of their own personal email account through Microsoft Outlook. This is a free service provided by the University and subject to State and Federal Open Records laws. Go to ugamail.uga.edu to set up your account. Most departmental memos, etc. are transmitted electronically.  

All employees must have a registered University email address and utilize the email service at least several times every week.

A.10. ONLINE EVALUATIONS

Tenure-Track Faculty, Lecturers, Academic Professionals, Instructors, and TAs will be evaluated by their students in all classes at the end of each semester through the electronic evaluation system run by Franklin College.

A.11. MAIL BOXES

A.12. OFFICE HOURS

A current list of office hours for Faculty, Instructors, and TAs will be listed on the Department's website. Please edit your office hours on your personnel webpage on the departmental site each semester to ensure their accuracy.

A.13. OFFICE STAFF

See the Romance Languages Personnel Directory for complete email listing.

A.14. OFFICE SUPPLIES

Basic office supplies may be requested from the Office Assistant.

A.15. PAY DATES

Tenure-Track Faculty, Lecturers, Academic Professionals, Instructors, and TAs are paid on the last business day of each month. There will be 10 checks for the academic year beginning in August.

A.16. ROMANCE LANGUAGES FUND

The Romance Languages Fund pays for receptions for visiting scholars and covers the costs of the many other events in the Department that promote the study of the humanities, linguistics, and the intellectual exchange of ideas among Tenure-Track Faculty, Academic Professionals, Lecturers, Instructors, students and members of the academic community at large. The Fund exists thanks to donations from individuals. Donations can be made from the web page, if you are a University employee, you can participate in the payroll deduction program (see Section G, Departmental/University Related Forms). All gifts are tax deductible. If you do not already contribute, please consider making regular contributions to the Romance Languages Fund.

A.17. SEMESTER CALENDAR

See Office of the Registrar Key Dates page.

A.18. SENDING MAIL

All Faculty and Instructors have the use of the departmental postage to mail work-related items. These should be addressed and given to the Office Assistant to handle. Pick-up/delivery of mail is once a day at approximately 10:30 AM during the work week. Everyone is allowed to send campus mail via room 227. Place items in the campus mail box. Personal mail, if already stamped, can be sent via US mail through the department. Place items in the box designated for US mail. Bulk mailing services are available through the Office Assistant but must receive prior authorization from the Department Head.

A.19. SMOKING

Gilbert Hall is a smoke-free building.

A.20. SYLLABI

Faculty and instructors teaching 3000-8000 level courses are required to submit a copy of their syllabi, preferably as a PDF email attachment, to syllabus.uga.edu.

A.21. TRAVEL REQUESTS

Please refer to the OneSource Travel Instructions document.  

B. OFFICE EQUIPMENT

B.1. GRADUATE STUDENT COMPUTER LAB (room 204)

The lab contains computers and a printer supported by Franklin OIT support staff. The lab is available to Graduate Students of this department.

Hours: The lab is available 24 hours a day.

Access: Entrance to the lab is controlled with a coded lock. You may request the access code from staff. For security reasons, please do not give access codes to other people. 

Printers: There are two shared printer/copiers in rooms 225 and 226. Please do not tie up the printers with large print jobs. Do not use the printer function in lieu of the photocopier. Priority use for printers and computers should be given to those preparing class instructional material.

Do not eat or drink in the lab. Please be quiet and considerate of others who are working in and around the lab by maintaining a quiet work setting. 

B.2. COPIERS

Tenure-Track Faculty, Lecturers, Academic Professionals, Instructors, TAs, and Staff have access codes that allow them to make copies. No personal copies or copyright material are allowed on the departmental copiers. Photocopies are limited as follows: 

Faculty: 400 copies per month

Lecturers and Instructors with 4+ classes/semester: 500 copies per month

All others: 200 copies per month

Faculty must give at least 24 hours notice to the Administrative Associates for copying jobs.

B.3. FAX MACHINE

The fax machine is located in room 227. The fax number is 706-542-3287.

Receiving Faxes
All Faculty and Staff may receive faxes. Give the sender the above fax number.

Sending Faxes
Local: All Faculty and Staff may send local faxes.

Long distance: Faculty may send long distance and international faxes using their phone codes. Instructors must get permission from the Business Manager or Department Head to send a long-distance fax. TAs may also send long distance faxes by requesting permission through their major professor. 

B.4. INSTRUCTIONAL EQUIPMENT

The following items are available to be checked out for instructional use. See or email the Administrative Associate to check out these items:

1.    Portable (laptop) computers

2.    Portable cassette/CD players

3.    Slide projectors

4.    Maps (wall maps of other countries)

5.    Overhead projectors

6.    Hand held tape recorder

See or email the IT Staff to check out these items: 

1.    Document cameras (for use with LCD projectors)

2.    Portable (laptop) computers LCD projectors

3.    Digital camera

4.    International DVD/VHS player

5.    Video camera

Twenty-four hour notice is requested.

Equipment is also available from the Center for Teaching and Learning (CTL).

C. TEACHING RELATED

C.1. CHANGE OF GRADE

Instructors may initiate an online Change of Grade for any student in any section for which they were listed as the instructor of record in the previous three (3) semesters. After a grade change has been submitted, an email notification that a grade change has been submitted is sent to the student and the course’s department head/grade change designee. After a grade change has been approved or denied by the course’s department head/grade change designee, an email notification of the grade change decision is sent to the student and the instructor 

Any grade will be changed upon a written statement by the instructor that the grade was a factual error. All grade changes are subject to approval by the instructor’s department head. Please note that paper change of grade forms are not permitted to be in the possession of the student. 

C.2. DROP-ADD

An instructor may withdraw a student from a course due to excessive absences as defined in the course syllabus. Instructional departments should contact the student via UGA email and ask the student to drop the course. If the student does not drop, the department may request an administrative drop for non-attendance by completing the Non-Attendance Drop Request form and emailing it to regsupp@uga.edu. A copy of the syllabus and the email sent to the student must accompany the form. After the Drop/Add period Instructional departments may request an administrative withdrawal if the student has excessive absences in a course by completing the Withdrawal Request form and emailing it to regsupp@uga.edu.

C.3. GRADE APPEALS

Appeals may be made by students in any class in the Department. Students must first speak with their instructor and/or the appropriate Language Supervisor for 1000-3000 level courses taught by TAs and Instructors before initiating further action. The appeal must take the form of a detailed, written letter to the Department Head. The Department Head will appoint a three-member committee to review the appeal. The committee reports to the head with a recommendation. See also the UGA Academic Affairs Policy Manual regarding academic appeals.

C.4. GRADE ROLL BOOKS

After graduation, resignation or dismissal, TAs and Instructors are required to turn in a printout of their grade submissions on Athena, their Excel or online gradebook from ELC or Online Workbook, attendance records, and all graded final exams to the appropriate Preceptor and/or Language Supervisor. Instructional faculty who resign or are dismissed from the University should, for bureaucratic reasons, change their Online Workbook login to facilitate the transition to the newly-assigned instructor so that s/he can take possession of the course(s) and view student grades and progress.

C.5. INCOMPLETE REQUESTS

For the grade of Incomplete, the instructor will enter the grade of "I" when entering all the other students' grades on the online grade roll. Then, when the student completes the work, the instructor will make the appropriate grade change in Athena. A symbol of I not removed after three semesters (counting summer school as one semester) becomes a grade of F (or U for a course graded S/U).

C.6. STUDENT WITHDRAWALS

It is mandatory that you maintain a UGA email address in order to process student withdrawals and you must refer to your email at least once a week. If a student initiates the withdrawal in the e-withdrawal system, the instructor will receive a notice of the withdrawal the following day. The date of last attendance will be pre-filled with the date the student processed the withdrawal. Withdrawals after the mid-point of the semester must be screened by Student Affairs. Student Affairs will discuss the repercussions of withdrawing after midpoint.

1.    If Student Affairs approves the withdrawal for health or emergency reasons, a grade of W can be assigned.

2.    If Student Affairs doesn't approve the withdrawal and the student still wants to withdraw, the grade option is a WF grade.

However, if the instructor determines that the student's last date of attendance was prior to mid-point, a W grade may be assigned in the following manner:

a.    Withdrawals. The e-withdrawal notice the instructor receives will have the date of last attendance pre-filled with the date the withdrawal was initiated. The instructor may revise that date with the actual date of last attendance.

b.    University Withdrawals. Student Affairs will enter the Official Withdrawal date as a date prior to the semester midpoint. This is required by regulations governing refunds granted for registration withdrawals.

*University Withdrawals do not allow the instructor to change the Official Withdrawal date. Instructor-initiated withdrawals, a type of administrative withdrawal, may be requested an if the student has excessive absences in a course by completing the Withdrawal Request form and emailing it to regsupp@uga.edu. 

1.    If the date of last attendance is prior to midpoint, the grade of W is allowed.

2.    If the date of last attendance is after midpint, Student Affairs must approve the withdrawal before a grade of W can be assigned. Otherwise, a grade of WF is the only option.

Web address for additional information on withdrawals: https://reg.uga.edu/general-information/policies/withdrawals/ and https://reg.uga.edu/faculty-and-staff/drop-or-withdrawal/.

C.7. NATIVE AND HERITAGE SPEAKERS

Native Speakers refer to students who are fluent in the target language and have received formal education, consisting of at least eight years of schooling, in this language.

Heritage Speakers refer to students who demonstrate a limited degree of oral or written proficiency in the target language, often acquired in a non-academic setting, or who have completed less than eight years of formal education in this language.

These broad definitions are intended to assist students, instructors, and advisors determine the most appropriate course level for native speakers and heritage speakers, and are written with the understanding that exceptions may arise.

Advising Native Speakers
The Department recommends that Native Speakers meet with a RL academic advisor for language assessment and placement in the appropriate course level.

The following courses are not open to native speakers:
SPAN 1001, 1002, 1110, 2001, 2002, 2500, 3010, 3011, 3020
FREN 1001, 1002, 1110, 2001, 2002, 2500, 2600, 3010, 3020
ITAL 1001, 1002, 1003, 2001, 2002, 2600, 3010, 4010
PORT 1001, 1002, 2001, 2002, 2600

Advising Heritage Speakers
The Department recommends that heritage speakers first take the appropriate Foreign Language Placement Exam available at University Testing Services. Subsequently, course instructors may suggest that the appropriate RL Academic Advisor reassign a heritage speaker student to a different class for more accurate placement.

If, by taking the Placement Exam, a heritage learner places out of 2002, he or she should meet with a RL academic advisor or language supervisor for additional language assessment, to determine the appropriate course level.

Students should note that SPAN 3011 - Spanish Grammar, Composition, and Comprehension for Heritage Speakers - is offered every year and may be taken by heritage speakers in Spanish who have placed out of SPAN 2002. 

C.8. COURSE CHALLENGE POLICY

The following Romance Language courses are challengeable, under the broad university guidelines established by the Office of the Registrar (https://reg.uga.edu/student-forms/course-challenges/): SPAN 3010, SPAN 3011, ITAL 3010, FREN 3010, PORT 3010. Students eligible to challenge ITAL 3010, FREN 3010, and PORT 3010 include non-native speakers and heritage learners. Students eligible to challenge SPAN 3010 must be non-native speakers. Heritage learners in Spanish may challenge SPAN 3011. Native speakers of the target language are not eligible to challenge any course offered by Romance Languages. The Language Supervisor of each language, with the input of respective 3010/3011 instructors, will be responsible for administering the examination and filing the official Course Challenge Form (https://reg.uga.edu/_resources/documents/imported/Course_Challenging_Form.pdf) with the Office of the Registrar.

C.9. GUIDELINES FOR COMMUNICATION SKILLS AND DIGITAL LITERACY IN ONLINE AND HYBRID COURSES

The teaching of traditional and hybrid online courses should promote the development and assessment of communication skills and digital literacy. The four language skills (speaking, writing, reading, and listening) across the three modes of communication defined by the ACTFL (interpersonal, interpretive, and presentational) should be developed through the use of a variety of online tools, not limited to the eLearning Commons (eLC) online learning management system. The following guidelines provide examples of such tools with examples of class-proven activities. Professors of online courses are invited to contribute to the discovery and implementation of online instructional tools by participating in the Instructional Technology Professional Development Workshop Series and contribute to the Department's Repository of Activities for Online Teaching. In parallel to the development of communication skills, the use of a variety of digital tools should encourage the development of digital literacy among students, defined as the ability to interact with a variety of interfaces to produce, edit, and share a variety of file formats, and to understand and use the protocols of online communication.

The guidelines for language Skills and Digital Literacy in Online Courses recognize the importance of developing and assessing six communication skills through various online tools:

1. Interpersonal speaking and listening skills 

Students of online courses should be encouraged to express themselves and participate in conversation by understanding, asking and answering questions orally. Online courses should provide the opportunity for the development and assessment of interpersonal speaking and listening skills by integrating synchronous and/or asynchronous video/audio conference or messaging. Examples of audio/video conference and messaging tools include Skype, Google Hangout, Voice Thread, and the Wimba Classroom available via the eLearning Commons (eLC) online learning management system.

Example of online activity for the development and assessment of interpersonal speaking and listening skills: The Recorded Skype Conversation.

Pairs of students schedule a meeting on the free video/audio conference software Skype, perform a conversation according to the professors' instructions, record this conversation using the free audio recording software mp3 Skype Recorder, and submit an audio file to the professor for assessment.

2. Interpersonal reading and writing skills 

Students of online courses should be encouraged to express themselves and participate in conversation by understanding, asking and answering questions in written form. Online courses should provide the opportunity for the development and assessment of Interpersonal writing and reading skills by integrating synchronous and/or asynchronous written discussion and collaboration tools such as threaded discussions, document sharing, and instant messaging. Examples of threaded discussions tools include forums available on various weblogs such as Wordpress and on learning management systems such as eLC. Examples of document sharing tools include Google Docs and UGA OneDrive. Examples of instant messaging include chat boxes available on social media, conference tools, and learning management systems such as eLC. 

Example of online activity for the development and assessment of interpersonal reading and writing skills: The Threaded Discussion.

The professor posts a series of questions on the forum of an online platform such as Discussions within eLC (or an external application such as Wordpress), along with clear instructions about the quantity, quality and frequency of the participation expected. Quantity is specified in number of words per post. Quality is specified using rubrics to differentiate between comprehension, analysis, synthesis, and question/answer to a classmate's post. Frequency is specified using a timeline: for example, students may be required to answer one comprehension question before Wednesday, one analysis question before Friday, one synthesis question and one question/answer to a classmate's post before Monday. Participation in the threaded discussion is assessed using a previously-approved rubric.

3. Interpretive listening skills 

Students of online courses should be encouraged to comprehend, make inferences, and derive/predict meanings from an audio document. Online courses should provide the opportunity for the development and assessment of interpretive listening skills by integrating video/audio lectures or complementary video/audio material and self-assessment quizzes. Examples of tools for producing, editing and sharing video/audio material include YouTube and YouTube Editor, SoundCloud, and Audacity. Example of tools for creating and managing online self-assessment quizzes include kahoot.com (for mobile applications), makeaquiz.net, or learning management systems such as eLC.

Example of an online activity for the development and assessment of interpretive listening skills: The Self-Assessment Quiz.

The professor posts an audio/video recording on the online learning platform of his/her choice for students to listen to. Along with the recording, the professor creates and shares a self-assessment quiz with the free software makeaquiz.net. Students self-check their comprehension of the audio/video material using the self-assessment quiz questions and answers. The professor assesses the participation of students in the self-assessment quiz through quiz statistics.

4. Interpretive reading skills

Students of online courses should be encouraged to comprehend, make inferences, derive/predict meanings from a written document. Online courses should provide the opportunity for the development and assessment of interpretive reading skills by integrating written material, commenting tools, and self-assessment quizzes. Examples of tools for sharing and commenting upon written material include GoogleDocs and UGA OneDrive. Examples of tools for creating and managing online self-assessment quizzes include makeaquiz.net or learning management systems such as eLC.

Example of an online activity for the development and assessment of interpretive reading skills: The collaborative GoogleDoc commentary. In this activity, the instructor reproduces an excerpt of relevant written material on a Google document shared with the class through the free sharing and editing software Google Drive. Students are assigned to comment collaboratively on words, expressions, sentences or paragraphs in the excerpt using the "comment" function of Google Drive to generate marginalia on the document. Participation in the collaborative commentary is assessed using previously approved rubrics.

5. Presentational oral skills 

Students of online courses should be encouraged to communicate information and express themselves orally. Online courses should provide the opportunity for the development and assessment of presentational oral skills by integrating public-facing and/or class-facing video/audio recording, editing and sharing tools. Example of tools for recording, editing and sharing audio and/or video include YouTube and YouTube Editor, SoundCloud, and Audacity. Instructors of online courses must understand that public-facing video/audio material involving students must respect student privacy and security.

Example of online activity for the development and assessment of presentational oral skills: The collective YouTube presentation.

The professor assigns small groups of students to produce a video/audio presentation collectively. In addition to participating in all the steps of the project, from authoring to production, students supervise one specific step that they are responsible for: the authoring of the script, the performing of the video using a webcam or camcorder, or the editing of the video using a free online video editor like YouTube Editor. Participation in the collaborative video is assessed using previously approved rubrics, taking into consideration the responsibilities chosen by/assigned to students.

6. Presentational writing skills 

Students of online courses should be encouraged to communicate information and express themselves in written form. Online courses should provide the opportunity for the development and assessment of presentational writing skills by integrating public-facing and/or class-facing online writing tools. Examples of tools for editing and sharing writing include weblogs such as WordPress, document sharing platforms such as GoogleDocs and learning management systems such as eLC. Professors of online courses must understand that public-facing written material involving students must respect student privacy and security.

Example of online activity for the development and assessment of presentational writing skills: the collective essay.

The professor assigns small groups of students to collectively produce an essay on the free sharing and editing software GoogleDrive. In addition to participating in all the steps of the project, from authoring to editing, students supervise one specific step that they are responsible for: composing arguments, ensuring the cohesion and consistency of the essay, composing an introduction/conclusion, and editing the document. Participation in the collaborative video is assessed using previously-approved rubrics, and takes into consideration the responsibilities chosen by students.

D. MISCELLANEOUS DEPARTMENTAL POLICIES

D.1. CLASS VISITS BY STUDY ABROAD DIRECTORS

Tenured and tenure-track faculty will exercise their professional prerogative on whether or not their classes should be visited by study abroad program representatives.

Graduate Teaching Assistants, and non-tenure-track faculty teaching multiple-section courses:

Since UGA has a fully equipped Office of Global Engagement, a complete guide that lists all the Study Away programs that the University System of Georgia offers, the Department of Romance Languages encourages other organizations to send in brochures and posters to the Office of Global Engagement.

UGA-sponsored study abroad programs will coordinate their classroom visits with the corresponding language Supervisor in consultation with the instructors of the classes. All visits are contingent upon the Supervisor's and instructors' approval. (Approved by RL Faculty 31 January 2001)

D.2. COURSE SCHEDULE

The Head and Associate Head will meet with faculty in the different language programs to discuss and negotiate future course schedules. (Approved by RL Faculty)

D.3. LARGE CLASSES

Faculty members may propose to teach a class with 40 or more students. In this case, s/he will be assisted by a TA. For each additional 25 students enrolled above 40, an additional TA will be assigned. It will be a requirement that the faculty member write a report on the TA to the Head of Department at the end of the course so that it may be used as a basis for future employment as an assistant, or in order to endorse a TA's ability to teach a section of the course unsupervised at a later date.

D.4. MODERN FOREIGN LANGUAGES FUND

The Department of Romance Languages and the Department of Germanic and Slavic Languages agree to share the fund as follows: The Modern Foreign Languages Fund will be reserved exclusively for students in the Department of Romance Languages, on the understanding that at least one representative from the Department of Germanic and Slavic Languages will be invited by the Department of Romance Languages Study Abroad Committee to participate in the awards selection process. (Approved by RL Faculty) 

E. UNIVERSITY POLICIES

E.1. ACADEMIC HONESTY

See the Office of Instruction website.

E.2. ACADEMIC RESOURCES

See the University of Georgia website.

E.3. ALCOHOLIC BEVERAGES SERVED OR PROVIDED AT UNIVERSITY EVENTS

See the Provost's website.

E.4. BOMB THREATS

See the UGA Emergency Preparedness website.

E.5. CELLULAR PHONES

See the UGA Finance & Administration website

E.6. COMMUNITY EMERGENCY PREPAREDNESS

University Office of Security Preparedness (UOSP). This site provides current information on campus and national alert status. It will also provide links to various related University, State and Federal security preparedness information. You may also contact UOSP by calling (706) 542-5845.

University Police Department

"Safe and Secure" Guide

E.7. COURSE BANKING AND TEACHING REPLACEMENT UNITS

See the Franklin College website.

E.8. DISPUTE RESOLUTION POLICY

See the Legal Affairs website.

E.9. EXTRA COMPENSATION POLICY

Effective immediately, the University's extra compensation policy and authorization procedures for faculty and exempt staff have changed. It is our hope that the revisions will significantly streamline our authorization and approval processes.

The revised policy and the revised Request for Extra Compensation for Faculty and Exempt Staff form are here (www.busfin.uga.edu/forms/extra_compensation.pdf). The form is also available via the administrative forms website.

If you have questions regarding these policy changes, please contact Duane Ritter, Director of Organizational Design and Compensation Services, at 542-3393.

Extra Compensation for Faculty and Exempt Staff
In accordance with Board of Regents policy, extra compensation may be paid to faculty and exempt University staff for participating in appropriate University instructional, research, or service activities when all four of the following conditions are met:

1.    The work is carried in addition to a normal full load.

2.    No qualified person is available to carry the work as part of his/her normal load.

3.    The work produces sufficient income to be self-supporting.

4.    The additional duties are not so heavy as to interfere with the performance of regular duties.

When extra compensation is paid, it shall be in line with compensation paid for performance of the employee's normal duties.

Prior to scheduling work for which extra compensation could possibly be paid to University faculty and exempt staff employees, approval must be obtained in writing by completing the Request for Extra Compensation for Faculty and Exempt Staff form. The form and the procedure for requesting extra compensation can be found in Human Resources Procedure 19.

E.10. FINAL EXAMINATIONS

University policies state that final exams must be given for all undergraduate classes. Final exams are to be administered during the official exam schedule, per the UGA Schedule of Classes. Final exams must not be administered during the last week of class.

For further information, see the UGA Schedule of Classes, or the following: Calendars

Final Examination Schedule Conflicts
See the Curriculum Systems website.

E.11. GRADUATE STUDENT/INSTRUCTOR GUIDELINES

Personnel Policies for Graduate Students
Because of the University System guidelines that a graduate assistant must be at least 33.333% per semester in order to receive tuition remission, it has been the practice of Arts & Sciences to pay a graduate assistant who will have a total of 3 units for the year (either 1 unit Fall and 2 units Spring OR 2 units Fall and 1 unit Spring) equally over the two semesters in order for the student to receive tuition remission both semesters. (Full-time teaching load for a graduate assistant is 9 units; thus 3 units equally divided over the two semesters equates to 33.333%-time) This will remain the practice for those graduate students who are budgeted in this manner by their initial Fall semester personnel. However, we will no longer retroactively make this arrangement available. Nor will the Dean's Office cover the shortfall for replacement teaching because of a student's being paid in advance to attain the 33.333%-time status should that student terminate prior to completion of duties. Any errors in commitments to graduate students will have to be covered by the department.

I.e., a graduate student set up for l unit Fall and l unit Spring (or 1 unit Fall only), if continued Spring for 1 unit (or more), we will not retroactively charge a portion of those earnings to the Fall semester in order that the student receives tuition remission for Fall.

Or, a graduate student set up for 2 units Fall only, if continued Spring for 1 unit, we will not assume responsibility for the tuition remission for the Spring semester.

Or, a graduate student is set up for 1.5 units Fall and 1.5 units Spring, with the actual assignment being l unit Fall and 2 units Spring; if terminates end of Fall, only 1.5 units replacement teaching will be made available from the Dean's Office. The remaining .5 units replacement teaching will be the responsibility of the department.

Personnel Policies for Part-Time Instructors
Because of the University's guidelines that an employee must be at least 50% time in order to be benefits eligible, it has been the practice of Arts & Sciences to pay a part-time instructor who has an overall teaching load of five (5) units over both semesters equally over the two semesters. (Full-time teaching load for a faculty member is 10 units; thus 5 units, if equally divided over the two semesters equates to 50%-time) This will remain the practice for those part-time instructors who are budgeted in this manner by their initial Fall semester personnel. However, after the initial assignment each fall, no adjustments to the teaching load may be made without prior approval by the Budget Office, with the exceptions of terminations. Further, in most cases any adjustments will not be approved! Nor will the Dean's Office cover the shortfall for replacement teaching because of an instructor's being paid in advance to attain the 50%-time status should that instructor terminate prior to completion of duties.

I.e., a part-time instructor set up for 3 units Fall only, if continued Spring for 2 units (or less), will NOT be considered 50%-time for spring.

Or, a part-time instructor set up for 3 units Fall & 2 units Spring, being paid 2.5 units per semester, if continued Spring, would have the possibility of ONLY 2.5 additional units, since already set up as being 50%-time for Spring.

An instructor is set up for 2.5 units Fall and 2.5 units Spring, with the actual assignment being 2 units Fall and 3 units Spring; if terminates end of Fall, only 2.5 units of replacement teaching will be made available from the Dean's Office. The remaining .5 units replacement teaching will be the responsibility of the department.

Any instructor whose teaching load for each semester, independent of the other semester, is 50%-time or more should be paid according to their actual assignment.

I.e., an instructor with a teaching load of 3 units Fall and 4 units Spring should be paid 60%-time Fall and 80%-time spring, not 70%-time for the year.

Note. The above examples do not include all possible scenarios, but are shown only to give you an idea of the type adjustments that will no longer be approved.

E.12. LEAF REMOVAL PROCEDURES

Restricted Zones
Restricted zones will be primarily around classroom buildings and libraries. Persons operating backpack blowers and other high pitched 2-cycle equipment will be restricted from operating in designated zones between 8:00 am and 4:30 pm during the work day. A general guide shall be for this type of equipment to stay at least 20 feet away from all classroom buildings at all times.

Dormitory Areas
All 2-cycle equipment shall be required to refrain from operating within 20 feet of any dormitory or Housing facility until after 9:30 am.

General Guidelines
When operating 2-cycle equipment, operators will be required to use only as much power as necessary to remove debris, leaves, etc. from walk areas. In instances when Grounds personnel are blowing off sidewalks away from buildings, they shall be mindful of all passersby and shall cease blowing as pedestrians walk through their work area and may resume when the area is clear. In any case when a professor or instructor advises a Grounds employee that their machine is disturbing a class, the employee shall immediately Shut down the machine and cease working iii the area until the class if finished.

Emergency Situations
Grounds personnel will be allowed to work within the restricted zones when an emergency arises. In the case of a hazard tree limb or other such conditions, work will be allowed in order to ensure that the hazard situation is properly handled and the safety of pedestrians and property be addressed as soon as any hazard situation is identified.

E.13. MILITARY LEAVE POLICY

Please check the Human Resources website for useful links to information regarding military leave and for updated information or forms. If you have specific questions, feel free to contact Sige Burden, Employee Relations Coordinator at 542-9231, or Melanie Kirk, Employment and Employee Data Management Services Director at 542-2623.

E.14. PAYROLL ADVISEMENTS VIA E-MAIL

Employees that have their paychecks direct deposited also have the option to receive the check stubs via a secured, encrypted email attachment. This state of-the-art process is a quicker, much more efficient, and more secure method for employees to receive notification of payroll deposits. The form (e-stub advisement) can be found on our forms page or on the payroll website.

See also the Finance and Administration website: www.busfin.uga.edu/payroll

E.15. POST-TENURE REVIEW

The Department of Romance Languages has voted unanimously to approve the proposal detailed below for post tenure review.

Selection of Faculty to Be Reviewed
One fifth of the persons having received tenure more than five years ago would be reviewed. Selection will be based on the seniority list, skipping people who have been promoted within the last five years. Selection of faculty to be reviewed will be determined anew every year.

Selection of Post Tenure Review Committee
A pool of evaluators will be formed from which the persons being evaluated must select three. The pool will comprise two groups: 

1.    The full professors in the department.

2.    Any faculty member being considered for post tenure review may choose a committee member from outside the department, if that person is willing to serve. (Approved by RL faculty, 09/22/04).

See also the Provost's Office's guidelines.

E.16. STATE BUSINESS TRANSACTION DISCLOSURE REPORT

See the USG website.

E.17. STUDENTS WITH DISABILITIES

See the University of Georgia Policy on Course Substitution and Course Modification for Students with Disabilities at this address: Disability Resource Center. 

E.18. TENURE AND PROMOTION

Please see the department’s Promotion and Tenure Criteria available on the Provost’s website: https://provost.uga.edu/_resources/documents/Romance_Languages_2015.pdf.

E.19. TRAVEL POLICY

Travel Requests
Please read section A.23 for travel request procedures.

Travel Policy

Travel Guide

Travel Request Guidelines for Graduate School

E.20. UNIVERSITY AWARDS AND GRANTS

See the Office of Research's Awards and Grants website.
See the Center for Teaching & Learning Research Awards and Grants Programs website.

E.21. POLICIES ON CONSULTING AND OUTSIDE ACTIVITIES

See the Franklin College website.

E.22. WEATHER AND EMERGENCY CLOSING PROCEDURES

During periods of inclement weather, UGA follows a set procedure for announcing operational changes.

By policy, the university makes one of three announcements: UGA is open and operating on a regular schedule; UGA is closed; or UGA will delay opening until a specific time.

An all-campus e-mail through ArchNews is the primary means to distribute such announcements. The announcement is also posted to the UGA home page (www.uga.edu) and via social media to:

1.    Twitter (@universityofga);

2.    Facebook (University of Georgia);

3.    Intagram (@universityofga); and

4.    SnapChat (university-ga)

Up-to-date information is provided to Athens radio stations as follows: on the AM dial: 960 and 1340; and on the FM dial: 88.9, 90.5, 91.7, 97.9, 100.1, 102.1, 103.7 and 106.1.

Atlanta TV and radio stations that have requested to receive UGA weather announcements also are notified, but should not be considered a primary source for closing announcements.

If inclement winter weather develops overnight, attempts are made to post announcements and notify media by 6:30 a.m., but if the inclement weather develops after 6:30 a.m. on a school/work day, the same notification procedures are used.

When weather conditions are such that closings occur two or more days in succession, the procedure is followed each day, with an announcement being made each day by 6:30 a.m. An evening announcement usually will not be made for the next day except in the most extreme weather circumstances.On days when UGA generally is scheduled to be closed, the university does not usually make blanket closing announcements.

Departments and units that have normal operations on weekends and holidays, or units planning to host or present special programs on those days, should make their own prior arrangements with employees and participants, notifying them how to proceed in case of inclement weather.

When UGA is officially closed, it is closed for everyone: faculty, staff and students. Departments will designate in advance those expected to report to work during a weather emergency.

Announcements for weather closings at UGA campuses in Gwinnett, Griffin and Tifton are handled by those campus administrators, separately from the main campus announcements.

E.23. HEALTH AND SAFETY CONCERNS OF FACULTY AND STAFF

The University of Georgia affirms the importance of the health and safety of all personnel. It is therefore essential that well-defined and publicized guidelines are observed for the prompt resolution of health and safety concerns raised by faculty and staff. The principal operating policy is that resolution of and response to health and safety concerns should be at the closet possible administrative level to the concerned faculty and staff. Administrative steps to be taken are as follows.

1.    Each school, college, division and other major University units will develop an orderly and timely process for faculty and staff to report health and safety concerns through their respective administrative structures.

2.    A health or safety concern of faculty and staff should be reported in writing to the University administrator directly responsible for the program or space affected. Depending upon the operating policy of the particular major University unit, the administrator might be a department head, a director, a dean (or designee) or a vice president (or designee). The administrator will attempt to resolve the concern if it is within his/her wherewithal to do so. The administrator for Romance Languages in Gilbert Hall is Maryanna Axson.

3.    If the health or safety concerns cannot be resolved within the department, the responsible coordinator should contact the Environmental Safety Division and/or Physical Plant, as appropriate. If the concern cannot be resolved with the technical assistance of either the Environmental Safety Division and/or Physical Plant, it should be referred to the next administrative level.

4.    Resolution, or concrete plans for resolution, of health and safety concerns should be completed within 30 days from the time a concern is initially expressed by faculty or staff. That information should also be reported in writing to the employee who raised the issue. Administrative heads of schools, colleges, divisions and other major University units should include in their statement of operating policy a provision for assuring this timely response.

5.    A copy of this policy shall be posted in appropriate locations within each respective unit's jurisdiction.

E.24. BOARD OF REGENTS IMMUNIZATION POLICY

University System Board of Regents policy requires that all new students submit proof of immunization against measles, mumps, and rubella (MMR) prior to attending classes. At the University of Georgia, this documentation must be received and verified prior to registration of classes. Please see:  https://www.uhs.uga.edu/appts_forms/immunizations.html.

Exceptions are made for students who have religious objections and students whose physicians have certified that they cannot be immunized because of medical reasons. Exemptions may also be made for students who receive instruction solely via a medium which does not require physical attendance on either a University System campus or an off-campus site. The latter exemption is void should the student register for classes physical attendance on either a University System campus or at an off-campus site.

In recent years there have been an increasing number of requests from faculty to exempt students from this requirement for other reasons. Most often the exception is requested because the student arrives on campus without the necessary documentation showing proof of immunization.

The University Health Center, which is charged with accountability for implementation of this policy, is requesting that faculty who work with special student populations during the admissions process stress the importance of meeting the immunization requirements prior to arriving on campus. Hopefully, this will help to ensure the student is ready to complete the registration process upon arrival on campus. In those instances where it has not been possible for the student to meet this requirement prior to arrival on campus, the health center will assist the student by administering the MMR vaccine or performing a blood titer to verify immunity. Rather than calling the health center to request an exception, please advise the student to come to the health center patient registration desk located in the main lobby for assistance in meeting this requirement. Health center staff are available to assist students with this process Monday-Friday from 8:00 am-5:00 pm.

Thank you for your assistance in helping students meet this Board of Regents requirement. Should additional information be needed, you may call the Medical Records Manager, at (706) 542-8617.

E.25. UNIVERSITY LOGO USE

Whenever using the UGA logo, please keep in mind the related university policies: https://mc.uga.edu/policy/trademark 

F. BYLAWS

F.1. DEPARTMENTAL BYLAWS

Revised Version Adopted March 25, 2019 secured pdf copy here.
 

FOREWORD[CJ12] 

These bylaws are expressly subject to the Bylaws of the Franklin College of Arts and Sciences (AS), the Bylaws of the University of Georgia Graduate Faculty (GF), the Statutes of the University of Georgia (Statutes), the Bylaws of the University Council of the University of Georgia (UC), the University of Georgia Guidelines for Appointment, Promotion, and Tenure, and the Policies of the Board of Regents. In case of any divergence from or conflict with these, the bylaws or policies of the higher level shall prevail. 

ARTICLE I. THE DEPARTMENT

Section 1: Unit of the Franklin College of Arts & Sciences

The Department of Romance Languages is a unit of the Franklin College of Arts and Sciences, which in turn is a unit of the University of Georgia, the oldest of several institutions of higher education which compose the University System of Georgia, subject to the jurisdiction of the Board of Regents.

Section 2: Statement of Purpose

The Department's mission is to embrace the Humanities as a discipline by engaging in instruction, research, and service in Romance languages, literatures, linguistics and cultures.

Section 3: Responsibilities

Subject to the direction of the faculty of the Franklin College of Arts and Sciences, the faculty of the Department of Romance Languages shall be responsible for the programs of study offered by the department, and shall have power to determine such matters as  do not affect relations with other departments (cf. University Statutes, Article IX, Section 4).

ARTICLE II. THE HEAD

Section 1: Appointment

The Head of a department shall be recommended for appointment in accordance with the Regents Policy after the Dean of a school or college has consulted with the faculty of the department. Such consultation shall include a vote of the faculty of the department, the results of which shall be forwarded with the Dean's recommendation (Statutes, Article IX, Section 5). The specific procedures for this consultation are outlined in the Bylaws of the Franklin College of Arts and Sciences (Article IV, Section 1). A Department Head shall hold office at the pleasure of the President (Statutes. Article IX, Section 5).

Section 2: Review and Removal

The Head shall be evaluated by the faculty of the department at least every three years; the evaluation shall be conducted by the Dean who shall notify the President of the results for consideration in the overall evaluation of the Head's performance (Statutes. Article IX, Section 5). The specific procedures for review and removal the Head are outlined in the Bylaws of the Franklin College of Arts and Sciences (Article IV, Section 2).

Section 3: Duties

(a) The Head shall have general direction of the work of the department. The Head shall formulate and recommend proposed policies for the department and present them to the faculty of the department for consideration. The Head shall administer the rules and regulations enacted by the faculty of the department. The Head is charged with the responsibility for the execution of departmental, University, and Regents policies insofar as they affect the work of the department.

(b) The Head shall be the representative of the department in all official communications with the President, the Vice Presidents, the Deans, and other officers of the University, and also in all departmental communications with students.

(c) The Head shall be responsible for the quality of the instruction, research, and service programs conducted in the department.

(d) The Head shall make teaching assignments within the department and maintain insofar as possible an equitable and mutually agreeable distribution of courses and sections.

(e) The Head shall, after consultation with the appropriate members of the department, recommend appointments, reappointments and promotions, nominations for graduate faculty status, and, consistent with tenure and Regents Policy, recommend dismissals or non-renewals of the contracts of the faculty of the department. The Department Head's written recommendations concerning these actions shall be forwarded with the collective recommendation of the appropriate faculty of the department with regard to the same proposal.

(f) The Head shall consult, as needed, with the faculty through its elected members of the Advisory Committee about the supplies and expense budget for the department.

(g) The Head shall be responsible for the expenditure of departmental funds and the care and use of departmental property.

(h) The Head shall report annually to the Dean of the College of Arts and Sciences on the teaching, research, and service programs of the department. These reports shall include assessments of the performance of faculty members in the department, giving special attention to qualities of teaching excellence exhibited by faculty members (Statutes. Article IX, Section 5).

ARTICLE III. OFFICERS

Section 1: Associate Head

(a) Appointment. The Associate Head is appointed by the Head. The Associate Head will normally serve for three years.

(b) Duties

1.    The Associate Head will meet every Fall semester with tenured and tenure-track faculty in each language program in order to establish a rotation of upper-division undergraduate courses, and a rotation of graduate courses.

2.    The Associate Head will consult with tenured and tenure-track faculty every Fall semester in order to establish faculty course assignments for the following academic year. These assignments shall be submitted to the Head as early in the Fall as possible.

3.    The Associate Head will be responsible for substituting for the Head during his or her absences from campus during the academic year, or (optional) during the summer.

4.    Compensation for the position will be a 1-course reduction during the academic year. The Associate Head may also choose to work for one month during the summer, for which he or she will receive a stipend calculated at 11.11% of his or her base salary. The optional summer work cannot be traded for an extra course reduction during the academic year.

Section 2: Rotation of Administrative Positions

If the Head finds that a rotation must be established in order to fill the positions of Graduate Coordinator, Undergraduate Coordinators, or Language Supervisors, the Head will make assignments to those positions according to rank: first to full professors, then to associate professors, and finally to assistant professors. Assignments will reflect such considerations as how long faculty members have been at UGA without filling the administrative positions listed above, how long and how long ago they have served in those positions, and how much other service they have provided on departmental, graduate student, or other time-consuming committees.

Section 3: Graduate Coordinator

(a) Appointment. The Graduate Coordinator is appointed by the Dean of the Graduate School upon the recommendation of the Department Head through the Dean of the Franklin College of Arts and Sciences. The Graduate Coordinator normally serves for three years.

(b) Duties

1.    To serve as the liaison officer between the Department of Romance Languages and the Graduate School.

2.    To recruit applicants for graduate programs.

3.    To make recommendations concerning admission of prospective graduate students to the Department.

4.    To keep the Department's faculty members and graduate students informed on regulations and policies of the Graduate School.

5.    To inform the Graduate School of the Advisory Committees of M.A. and Ph.D. students, and to announce Ph.D. Preliminary Examinations and Ph.D. Defenses.

6.     To prepare the proper forms to request a change in status of graduate students and for transfer of credit to graduate programs.

7.    To maintain up-to-date records on each graduate student in the Department.

8.    To forward recommendations of graduate students after consultation with appropriate departmental committees for university-wide graduate assistantships and other graduate student awards.

9.    To supply data to the Graduate School as requested by governmental agencies.

10. To serve as graduate advisor for graduate students until the major professor and advisory committee have been appointed.

11. To set up Teaching Assistantships and to recommend the appointment of Teaching Assistants to the Head.

12. To prepare an annual report to Graduate faculty including data on admissions, awards, Teaching Assistantships, degrees awarded, and placement.

13. To arrange and administer, in the first half of every semester, the Graduate School Language examinations in Romance Languages.

14. To arrange and administer written and oral examinations of the M.A. degree.

15. Compensation for the position will be a 2-course reduction during the academic year.

Section 4: Language Supervisors

(a) Appointment

1.    The Language Supervisors are appointed by the Head. Language Supervisors are not limited to a stated term of service.

2.    The Head will determine, in consultation with the Advisory Committee, the number of Supervisors who are needed to administer the department's language programs.

(b) Duties

1.    To supervise teaching assistants and instructors; in French and Spanish, to also supervise preceptors in their assigned duties.

2.    To design and implement syllabi and departmental examinations.

3.    To plan and implement orientation activities and follow-up discussions of pedagogical matters.

4.    To conduct observations of classes at least once per year.

5.    To prepare teaching schedules for teaching assistants, instructors, and lecturers.

6.    To select materials for 1000 and 2000 level courses in consultation with the teaching staff of the respective language programs.

7.    To handle student complaints if they cannot be resolved with the instructor or (in French and Spanish) with the preceptor.

8.    To develop and implement multimedia or technological applications whenever appropriate.

9.    To monitor and approve absences from teaching by teaching assistants and instructors, for professional travel and other excused absences.

10. To provide the Head with written evaluations of graduate assistants and instructors, along with notification each semester of any observed weaknesses.

11. To serve on the Supervisors, Outcomes Assessment (for French and Spanish), and Graduate Admissions Committees. The Supervisor also participates in recommendations about the appointment and reappointment of instructors in his/her language area.

12. To provide an annual report of duties and accomplishments to the Head.

13. Ensure that final grades for 1000/2000 level courses taught by Teaching Assistants and Instructors are submitted in a timely and accurate manner.

Section 5: Faculty Senators to the Franklin College of Arts & Sciences

(a) Election. The Department of Romance Languages elects senators to serve in the Faculty Senate of the Franklin College of Arts and Sciences. Whenever the three-year term of a senator is due to expire the following September, a new senator is elected by secret ballot by a majority vote of the Faculty. The election shall be held in the spring before the May meeting of the Senate (cf. Franklin College of Arts and Sciences Bylaws, Article II, Sections I, II, and III).

(b) Duties. To represent the Department in the Senate of the Franklin College of Arts and Sciences and to report to the faculty (cf. Franklin College of Arts and Sciences Bylaws, Article II, Section I).

ARTICLE IV. REGULAR FACULTY

Section 1. Members

The faculty of the Department of Romance Languages shall consist of all Professors, Associate Professors, Assistant Professors, Academic Professionals, Instructors, and Lecturers employed to do work of an instructional, research, or service nature in the department who are paid in whole or in part from the budget of the Department (University Statutes, Article IX, Section 2). Appointments, promotion and tenure of faculty shall be carried out according to the procedures in the University of Georgia Guidelines for Appointment, Promotion and Tenure and in the Statutes of the University of Georgia (Article X, Sections 1, 3 and 4). The policies governing academic freedom, conflict of interests, outside activities, leaves of absence, employment and resignation, suspension, and dismissal of faculty members are found in the Statutes of the University of Georgia (Article X, Sections 5-12).

Section 2. Secretary

The Secretary of the Faculty of the Department of Romance Languages shall be elected by a majority vote of the Faculty at the beginning of each academic year.

Section 3. Meetings

(a) Meeting Times. The faculty of the Department of Romance Languages shall meet at least once each term. At all meetings of the departmental faculty, the head of the department shall be the presiding officer (University Statutes, Article IX, Section 3). The time and place of regular or special meetings shall be determined by the Advisory Committee, whose Chair shall notify each member of the Faculty at least a week in advance of the meeting. Graduate Student Representatives are encouraged to attend as non-voting members.

(b) Agenda. Faculty members should forward to the Chair of the Advisory Committee items to be placed on the agenda. The agenda for the meeting shall be determined by the Advisory Committee and distributed to faculty members at least a week prior to the meeting along with pertinent information on items the Faculty will discuss. Late additions to the agenda will only be accepted in exceptional circumstances. The Head reserves the right to convene faculty meetings in emergency situations. (cf. UC, Part IV, Section V, D).

(c) Visitors. Visitors are allowed by invitation of the Head or a majority vote of the faculty.

(d) Quorum. A simple majority of the voting members of the Faculty shall constitute a quorum. Motions may be passed by a majority of those present and voting. The Faculty may not conduct business if a quorum is called and found lacking (cf. UC, Part IV, Section V, F; Robert's Rules of Order 90-91).

(e) Voting

1.    Voting by members present. Voting on motions shall be by faculty, as defined by the Faculty Senate of the Franklin College of Arts and Sciences. Such voting shall be conducted by voice vote, a show of hands, or by written ballot. A vote will be taken by written ballot if any faculty member requests this procedure. The Secretary is responsible for counting and reporting the record of the vote in the minutes.

2.    Proxy voting. Following the AAUP guidelines, proxy votes will not be allowed.

3.    Absentee voting. Absentee balloting is permitted when a) the vote is not based on review of specific materials, or when b) the vote is based on specific materials, provided these materials are made available prior to the meeting. Absentee balloting is not permitted when the vote is based on specific materials which are made available only at the meeting.

(f) Minutes. The Secretary shall publish promptly to all faculty members a record of all actions taken at each meeting of the Faculty and shall forward a copy of the minutes to be kept on file in the Departmental Office. The minutes shall include the names of all faculty members present and the names of the authors of any motions which receive a second. University policy allows for recording devices to supplement the secretary's minutes only when a majority vote of the faculty authorizes this procedure.

(g) Parliamentary Procedure. The rules contained in the Modern Edition of Robert's Rules of Order shall govern the Department in all cases where they are not inconsistent with these bylaws and any special rules of order the Department may adopt (cf. Robert's Rules of Order 104; UC, Part IV, Section V, J).

ARTICLE V. GRADUATE FACULTY

Section 1. Members

The Graduate Faculty of the Department of Romance Languages consists of the faculty members of the Department who have been appointed by the Graduate Dean to either regular or provisional membership. A provisional member of the Graduate Faculty is charged with the responsibility of participating in the graduate program in all ways except serving as major professor for doctoral candidates, voting on appointments to the Graduate Faculty, and serving on the Graduate Council (cf. Bylaws of the University of Georgia Graduate Faculty, Article 1, Section 2). For criteria and procedures for appointment to the Graduate Faculty, see the Bylaws of the University of Georgia Graduate Faculty, Article 1, Section 4 and the departmental criteria.

Section 2. Authority

Subject to the general policies of the University Council and the Graduate School, the Graduate Faculty shall have authority to determine entrance requirements for graduate students, to prescribe and define courses of study for them, to determine the requirements for such degrees as are offered through the Graduate School, to enact and enforce rules for the guidance and government of its students in their graduate work, to recommend for degrees such candidates as have fulfilled degree requirements, and in general to exercise jurisdiction over all graduate educational matters in the Department (Bylaws of the University of Georgia Graduate Faculty, Article I, Section 2).

Section 3. Secretary

The Secretary of the Graduate Faculty of the Department of Romance Languages shall be elected for the academic year by a majority vote of the members at the first meeting.

Section 4. Meetings

(a) Meeting Times. The time and place of meetings shall be determined by the Graduate Coordinator who is the presiding officer at these meetings and notice shall be given to all Graduate Faculty members at least a week prior to the meeting whenever possible.

(b) Agenda. The agenda for the meeting shall be determined by the Graduate Coordinator and whenever possible distributed at least a week prior to the meeting to Graduate Faculty members along with pertinent information on items the Graduate Faculty will discuss. Graduate Faculty members should forward items to be placed on the agenda to the Graduate Coordinator.

(c) Graduate Student Representatives. Graduate Student Representatives shall be invited to those portions of the meetings not dealing with individual students or faculty members.

(d) Visitors. Visitors are allowed by invitation of the Graduate Coordinator or a majority vote of the Graduate Faculty.

(e) Quorum. A simple majority of the voting members of the Graduate Faculty shall constitute a quorum. Motions may be passed by a majority of those present and voting. The Graduate Faculty may not conduct business if a quorum is called and found lacking (cf. UC, Part IV, Section V, F; Robert's Rules of Order 90-91).

(f) Voting

1.    Voting by members present. Voting on motions shall be conducted by voice vote, a show of hands, or by written ballot. A vote shall be taken by written ballot if any faculty member requests this procedure. All votes on appointment and reappointment to the Graduate Faculty shall be by preprinted ballots only. The Secretary is responsible for counting and reporting the record of the vote in the minutes.

2.    Proxy voting. Following the AAUP guidelines, proxy votes will not be allowed.

3.    Absentee voting. Absentee balloting is permitted when a) the vote is not based on review of specific materials, or when b) the vote is based on specific materials, provided those materials are made available prior to the meeting. Absentee balloting is not permitted when the vote is based on specific materials which are made available only at the meeting.

(g) Minutes. The Secretary shall publish promptly to all Graduate Faculty members a record of all actions taken at each meeting of the Graduate Faculty and shall forward a copy of the minutes to be kept on file in the Departmental Office. The minutes shall include the names of all faculty members present and the names of the authors of any motions which receive a second. University policy allows for recording devices to supplement the secretary's minutes only when a majority vote of the faculty authorizes this procedure.

(h) Parliamentary Procedure. The rules contained in the Modern Edition of Robert's Rules of Order shall govern the Department in all cases where they are not inconsistent with these bylaws and any special rules of order the Department may adopt (Robert's Rules of Order 104; UC, Part IV, Section V, J)

ARTICLE VI. DEPARTMENTAL COMMITTEE

Section 1. Members

The Departmental Committee of the Department of Romance Languages shall consist of all professors, associate professors, and assistant professors employed to do work of an instructional, research, or service nature in the department who are paid in whole or in part from the budget of the Department.

Section 2. Secretary

The Secretary of the Departmental Committee of the Department of Romance Languages shall be elected by a majority vote of the members at the first meeting of the Departmental Committee for each academic year.

Section 3. Meetings

(a) Meeting Times. The time and place of meetings shall be determined by the Department Head who is the presiding officer at these meetings and notice shall be given to all Departmental Committee members at least a week prior to the meeting.

(b) Agenda. The agenda for the meeting shall be determined by the Head and distributed to Departmental Committee members at least a week prior to the meeting along with pertinent information on items the Departmental Committee will discuss. Departmental Committee members should forward to the Head items to be placed on the agenda (cf. UC, Part IV, Section V, D).

(c) Visitors. Visitors are allowed by invitation of the Head or a majority vote of the faculty.

(d) Quorum. A simple majority of the voting members of the Departmental Committee shall constitute a quorum. Motions may be passed by a majority of those present and voting. The Departmental Committee may not conduct business if a quorum is called and found lacking (cf. UC, Part IV, Section V, F; Robert's Rules of Order 90-91).

(e) Voting

1.    Voting by members present. Voting on motions shall be conducted by voice vote, a show of hands, or by written ballot. A vote shall be taken by written ballot if any Departmental Committee member requests this procedure. Only the appropriate faculty in the department may vote on recommendations for promotion and tenure as specified in the University of Georgia Guidelines for Appointment. Promotion and Tenure, and these votes shall be by preprinted ballots only. The Secretary is responsible for counting and reporting the record of all votes in the minutes.

2.    Proxy voting. Following the AAUP guidelines, proxy votes will not be allowed.

3.    Absentee voting. Absentee balloting is permitted when a) the vote is not based on review of specific materials, or when b) the vote is based on specific materials, provided these materials are made available prior to the meeting. Absentee balloting is not permitted when the vote is based on specific materials which are made available only at the meeting.

(f) Minutes. The Secretary shall publish promptly to all Departmental Committee members a record of all actions taken at each meeting of the Departmental Committee and shall forward a copy of the minutes to be kept on file in the Departmental Office. The minutes shall include the names of all faculty members present and the names of the authors of any motions which receive a second. University policy allows for recording devices to supplement the secretary's minutes only when a majority vote of the members of the committee authorizes this procedure.

(g) Parliamentary Procedure. The rules contained in the Modern Edition of Robert's Rules of Order shall govern the Departmental Committee in all cases where they are not inconsistent with these bylaws and any special rules of order the Departmental Committee may adopt (cf. Robert's Rules of Order 104; UC, Part IV, Section V, J).

ARTICLE VII: COMMITTEES

Section 1: Basic Charge to Standing Committees

(a) Each committee shall review in its area established policies and their administration and offer such recommendations as deemed necessary (UC, Part II).

(b) Each standing committee shall meet whenever requests by the Head or any faculty member warrant such a meeting.

(c) The committees are not required to keep minutes or to distribute them to the Faculty.

(d) Recommendations of the committees which need faculty approval shall be submitted to the Head for inclusion on the agenda at faculty meetings (cf. UC, Part II).

(e) Other than elected committees (see below, Advisory and Curriculum Committees), the Head shall appoint committee chairs who will have the option of recommending members of their committees to the Head. The Head shall consider the rotation of membership and the equitable distribution of committee assignments in making the final decisions about appointed committee memberships.

Section 2: Standing Committees

(a) Advisory Committee. The elected Advisory Committee consists of two full, two associate, and two assistant professors elected annually from the faculty for staggered terms of two years. The Advisory Committee advises the Head on the use of the supplies and expense budget; policies regarding salaries; recommendations for faculty awards; department and university policies; faculty concerns; and other matters.

(b) Computer/Technology Committee. The Computer Committee consists of appointed faculty members. In addition, the Office Manager of the Department serves as an ex-officio member. Its duties are: to make recommendations to the Head concerning the acquisition and allocation of computer equipment in the Department; to determine the Departmental response to requests for information from the Franklin College of Arts and Sciences Computer Committee or any other computer committee or agency at the University of Georgia; to advise the Head on all matters pertaining to the use, acquisition, and development of technology for academic and administrative purposes in the Department.

(c) Curriculum Committee. The elected Curriculum Committee consists of four faculty members representing the four language areas. The Curriculum Committee consults with the Undergraduate and Graduate Coordinators as appropriate or necessary. Each year two members are elected by the Faculty for a two-year term, and the committee then elects its chair from among the second-year members. Its duties are to consider all curriculum matters, to implement changes as needed, and to make recommendations to the Head and the Faculty.

(d) Examination Committee. The duties of the appointed members of the Examination Committee are to administer and grade the Graduate School language exams.

(e) Graduate Admissions Committees. There are four appointed graduate admissions committees, one for each language offering graduate courses: French, Italian, Portuguese and Spanish. The Graduate Coordinator is the ex-officio chair of each committee. The Language Supervisors serve as members of the committees in their respective languages. Applications of candidates for the Master's and Doctoral degree in Romance Languages are reviewed by the committees in both languages. The duties of the Graduate Admissions Committees are to establish policies for admission of graduate students to the Department of Romance Languages, in accordance with the policies of the Graduate School, and to review and evaluate applications of prospective students for admission to the graduate program.

(f) Graduate Studies and Outcomes Assessment Committee. The appointed members of the Graduate Studies and Outcomes Assessment Committee are responsible for constructing and administering quantitative and qualitative evaluations and measurements of the department's graduate programs. They also advise the Graduate Coordinator on such matters relating to graduate students as admissions, awards, policies, programs, and other matters.

(g) Latin American Film Festival Planning Committee

(h) Hiring Committee. The duties of the appointed members of the Hiring Committee are to assure that the department's needs for instructors are met. They advertise positions, screen applications, interview candidates, and make recommendations for hiring to the Head.

(j) Study Abroad Committee. The duties of the appointed members of the Study Abroad Committee include: providing advice regarding existing programs; evaluating proposals for new programs and making recommendations to the faculty and the Head; and assisting the undergraduate coordinators in advising non-major and non-minor study abroad students as needed.

(k) Supervisors Committee. The members of the Supervisors Committee are the supervisors of the four language areas: French, Italian, Portuguese, and Spanish. The committee is chaired by the Associate Head. The Supervisors Committee is responsible for reviewing the department's lower division language programs, seeking ways to improve those programs, and solving problems that arise in the administration and implementation of those programs.

(l) Travel Funds Committee. The appointed members of the Travel Committee administer requests for travel money and are responsible for making the most equitable division possible of the funds available, taking into account the function of the participant at the meeting or meetings he or she proposes to attend.

(m) Undergraduate Outcomes Assessment Committee. The appointed members of the Undergraduate Outcomes Assessment Committee are responsible for constructing and administering quantitative and qualitative evaluations and measurements of the department's undergraduate programs.

(n) Website Committee.

Section 3. Other Committees

The Head, or the Faculty by a majority vote, may authorize the establishment of additional standing or ad hoc committees for any purpose falling under the jurisdiction of the department (cf. Franklin College of Arts and Sciences Bylaws, Article III, Section VI).

ARTICLE VIII: AMENDMENTS TO THE BYLAWS

The Departmental Committee shall have the power to alter, repeal, or amend these bylaws, or to adopt new bylaws. Copies of proposed amendments or proposed new bylaws shall be discussed and sent to all voting members. The number of votes needed for passage shall be a simple majority of those eligible to vote. The vote shall be conducted during the academic year only.

 

G. DEPARTMENTAL FORMS

See the Department of Romance Languages website.