OSU Department of Physics
Patters of Department Administration
Approved by Faculty Vote May 17, 1991

It is understood that these statements are to be considered within the general framework provided by the Rules of the University Faculty, and are subject to the provisions of that document.

I. The Faculty

For the purpose of this document, a faculty member is any person on regular contract at The Ohio State University with an academic rank of Instructor, Assistant Professor, Associate Professor, or Professor having at least a one-half time appointment in the Physics Department. Also included are persons with regular contracts for at least one-half time service in physics at these academic ranks at an OSU regional campus, and persons who meet the above criteria but are away from their regular campus on professional leave or visits.

II.The Chair

There shall be a Chair of the Department who shall be administrative head. The duties of the Chair are defined in the rules of the University Faculty (Rule 3335-3-35). With respect to this Pattern of Departmental Administration, the Chair shall:

1. Provide a schedule of all regular faculty meetings to all faculty members before the start of each quarter. Additional meetings may be called or convened by the Chair at his discretion or at the request of at least five (5) faculty members. Except in cases of extreme urgency, such meetings will be announced to the faculty at least one week in advance. [A quorum, consisting of at least fifty percent of the faculty eligible to vote (excluding those absent from OSU on official leave or business), is required in order for a vote to be taken.
2. Arrange to maintain minutes of all faculty meetings and maintain records of other actions covered by this Pattern of Administration.
3. Consult with the faculty on all important policy matters. The Chair will generally solicit the advice of the Professional Activities/Budget Committee, (PA/BC), the Personnel Resources Committee (PRC), the Vice-Chairs, or other relevant faculty committees before submitting an issue for consensus at a meeting of the faculty. There shall be a presumption favoring majority rule by the eligible faculty on all matters covered by the pattern of administration.

III.The Vice-Chairs

The Chair may designate one or more faculty members as Vice-Chairs of the Department. Presently there are three such positions. Typically, the areas of responsibility for each of the Vice-Chairs are a follows.

A. Vice-Chair for Administration (VCA)

1. General oversight responsibility for Graduate Teaching Associates, including training, performance evaluation, complaints, and problem-solving.
2. Responsible for determining GTA staffing needs and for making GTA assignments.
3. Responsible for the Summer 693 "Early Start" program for GTAs to be.
4. Oversight responsibility for Lecturers and GTAs in all the introductory courses, and for pursuing student-expressed concerns regarding GTAs teaching performance.
5. Interviews and screens Lecturer position applicants. Works with branch campus administrative personnel to fill their Lecturer needs, and with the MAPS and ENG colleges to staff the Governor's Institute and the Preface programs. Participates in the administration of the Young Scholars Program.
6. Serves as Course Supervisor for all introductory courses.
7. Responsible for scheduling and coordinating weekly laboratory TA training sessions for each of the introductory courses.
8. Responsible for handling student academic misconduct allegations.
9. Supervisory responsibility for the associate supervisors of the introductory courses.
10. Oversees and schedules Tutor Room activities (free tutoring). Also assists in arranging for (non-free) tutors when requested by students.
11. Responsible for approving grade changes by GTAs and Lecturers.
12. Prepares (6+ months in advance) each quarter's master course offering schedule (courses, days, times, # sections, but no instructor names) for the University Registrar and Printing Office.
13. Monitors section enrollments after registration begins and fine tunes number and size of sections (with the University Registrar's Office).
14. Prepares (immediately prior to the start of each quarter) specific teaching assignments (who will teach each section of each course, when and where?), and notifies faculty, Lecturers, and GTAs of these details. Each Spring prepares next year's projected faculty teaching assignments (courses).
15. Coordinates, advises candidates and actively participates in the preparation of promotion and tenure dossiers.
16. Administers the SRA (Special Research Assignment) and FPL (Faculty Professional Leave) programs.
17. Administers funding programs for visiting scholars proposals.
18. Assists in the preparation of various department reports and documents. Collects and analyzes data on department activities (teaching and committee requests, publications, presentations, honors, etc.).
19. Reference person for room-key assignment questions.
20. Serves as ex-officio member of the Space Committee.
21. Works with Chair on special assignments.
22. Serves as Acting Chair when needed.

B. Vice-Chair for Graduate Studies (VCGS)

1. Oversight responsibility for graduate student recruiting, admissions, and annual reviews.
2. Chairs Graduate Studies Committee.
3. Department liaison to Graduate School.
4. Responsible for maintaining graduate student records.
5. Handles graduate student requests and problems.
6. Responsible for the 795 seminar.
7. Ex-officio member of the Graduate Exam Committee.
8. Ex-officio member of Curriculum Committee
9. Represents Department at official functions.
10. Assists Chair with general departmental matters.
11. Serves as Acting Chair when needed.

C. Vice Chair for Undergraduate Studies (VCUS)

1. Organizes and coordinates advising of undergraduate majors and engineering physics majors. Chairs Undergraduate Studies Committee consisting of these advisors.
2. Coordinates undergraduate recruitment activities.
3. Handles special student requests and problems.
4. Provides letters of recommendation for undergraduate majors.
5. Assesses instructional equipment needs and processes requests for instructional apparatus.
6. Department liaison with college, Arts and Sciences, and University curriculum committees.
7. Department liaison with College of Engineering.
8. Ex-officio member of the Curriculum Committee. Represents Department on other instructional and course committees.
9. Responsible for maintaining undergraduate student records.
10. Responsible for the 295 seminar.
11. Formulates annual instructional needs budget.
12. Supervises instructional staff members.
13. Represents Department at official functions.
14. Assists Chair with general department matters.
15. Serves as Acting Chair when needed.

IV. Departmental Committees

The Department shall have a Budget Committee, a Personnel Resources Committee (PRC), a Graduate Studies Committee (GSC), a Curriculum and Instructional Improvement Committee, a Colloquium Committee, a Public Relations and Development Committee, a Graduate Examinations Committee. a Space Committee, a Computer Committee, an Undergraduate Studies Committee, a Shops Committee, and any such other committees that the Chair deems necessary for the continued well-being of the Department. All committees are advisory to the Chair of the Department and/or, through the Chair, to the department faculty. All committee members and chairs shall be appointed by the Department Chair for one year terms commencing in the summer quarter.

1. The Budget Committee

   The Budget Committee shall have at least six members including the Department Manager as an ex-officio member. Members shall be appointed for two-year terms with two or three members being replaced each year. The faculty will be asked to supply nominations to this committee to the Chair. The composition of the committee should be representative.

   The Budget Committee will advise the Chair of the department on budgetary and professional activity matters, such as proposals for equipment funds, development of resource allocation policies and such other matters as the Chair brings before it.

2. The Personnel Resources Committee (PRC)

   The PRC shall have at least seven members appointed for two-year terms with three or four members being replaced each year. The faculty will be asked to supply nominations to this committee to the Chair. The composition of the committee should be representative.

   The PRC shall advise the faculty and the Chair of the department on matters of new faculty hiring. It may be asked to prepare long-range hiring plans that will satisfy the needs for departmental growth and replacement of faculty vacancies. Special hiring opportunities that may present themselves to various research groups will be considered by the PRC, which will evaluate the request and make a recommendation to the faculty and to the Chair of the Department. The PRC will evaluate faculty requests for Department visitor funds, SRAs, and other requests brought by the Chair, and will prepare nominations for faculty awards.

3. The Graduate Studies Committee (GSC)

   The GSC shall have ten members including the VCGS as chair. Six members will be physics graduate faculty and three will be physics graduate students chosen by the Chair of the Department. Appointment will be for one year. The graduate student members shall not participate in the annual review of graduate students in spring quarter, nor in the review of faculty for graduate faculty status.

   The committee's responsibilities shall include, but need not be limited to, those outlined in Section 2-4 of the Graduate School Handbook. The GSC will recruit and select prospective graduate students, recommend the award of fellowships and graduate associateships, conduct an annual review of all graduate students, and carry out whatever other charges may be requested by the Chair or the VCGS.

4. The Curriculum and Instructional Improvement Committee (CIIC)

   The CIIC shall have nine members including five faculty, the VCGS (as an ex-officio member), the VCUS (as an ex-officio member), one physics graduate student, and one physics undergraduate student. Appointment shall be for one year. The committee shall consider all graduate and undergraduate curriculum matters. It is responsible for revisions of the SET form and for insuring that a record of physics course syllabi is reviewed and kept current.

5. The Colloquium Committee

   The Colloquium Committee shall consist of at least four members of the faculty. The committee is responsible for arranging the weekly physics colloquium, including soliciting names of speakers, arranging travel and entertainment, and providing advertising within the department and the university. This committee also is responsible for the arrangements for the annual Alpheus Smith Lecture.

6. The Public Relations and Development Committee (PRDC)

   The PRDC shall consist of five members including at least three faculty and one graduate student. Appointment shall be for one year. The Committee has oversight responsibility for the Open House in Spring quarter, the annual Alumni Newsletter, the Departmental Newsletter, updating the Departmental Brochure, and any other matters of public relations and development that may be requested by the Chair of the Department.

7. The Graduate Examinations Committee (GEC)

   The GEC shall consist of nine members from the faculty including the VCGS as ex-officio member. Appointment shall be for one year. This committee is charged with preparing and grading the Qualifying Examination.

8. The Space Committee

   The Space Committee shall consist of four members from the faculty appointed for one year, and the VCA, the Department Manager, and a representative of the Physics Library as ex-officio members. This committee shall consider space requests from the faculty and advise the Chair of the Department on matters involving space allocation and planning.

9. The Computer Committee

   The Computer Committee shall consist of four faculty members appointed for one year terms, a graduate student, and the director of the Department Computer Facility as an ex-officio member. The committee shall develop policy for the use of the Facility, arbitrate in questions of use and priority, and advise the Chair in all matters pertaining to the use of Department and University computer services.

10. The Undergraduate Studies Committee

    The Undergraduate Studies Committee shall consist of five faculty members plus the VCUS who shall serve as chair. The appointments are normally for at least two years. The committee members serve as advisors for the Department's undergraduate majors.

11. The Shops Committee

    The Shops Committee shall consist of two faculty members. The committee shall oversee the operation of the shops and their services, and shall advise the Chair of the Department on these matters, including evaluations and suggestions for improvement.

V. Faculty Appointments

Requests to hire new faculty may originate in various ways. Research groups may request a position, either as part of a long range plan adopted by the faculty or as a perceived special opportunity or replacement. Standing departmental committees or special ad hoc committees appointed by the Chair may also request a position to address a specific need of the department. Special requests are reviewed by the PRC, which then makes a recommendation to the faculty and Department Chair pertaining to the specific request. Next, the Chair calls a meeting of the faculty for the purpose of discussing the PRC recommendation and acting on the faculty request. The evaluation procedures for new faculty appointments are given in the document "Policies and Procedures on Faculty Appointments and Promotions."

VI. Granting of Tenure and Promotions in Rank

Prior to the Autumn quarter of each year, committees consisting of tenured members of the faculty will be appointed by the Chair to review the performance of each Assistant and Associate Professor with respect to teaching, research, and service. The committees shall, at an appropriate time, recommend to the Chair that the faculty members under review either be considered or not considered for promotion and/or tenure. The reports of the separate review committees are considered at meetings of the Associate Professors and of the Professors. Following the faculty group meetings, recommendations to the Dean regarding promotion and tenure of faculty are made by the Chair. Full details of the procedures are given in "Policies and Procedures on Faculty Appointments and Promotions."

VII. Annual Salary Adjustments

1. Procedure

   Each year, all faculty members will be requested to update their curriculum vitae and to provide details concerning professional activities in the areas of teaching, research, and service for the previous academic year. This annual report will become part of the faculty member's personnel file and will be an important part of the salary determination process. Faculty will also be invited to provide in writing any additional information relevant to salary adjustments. In all cases, it is the responsibility of the faculty member to see that his or her professional achievements are brought to the attention of the Department. After reviewing the annual reports of the faculty and other pertinent information (equity and market factors, promotions, etc.) the Chair will make recommendations to the Dean regarding salary adjustments. The Chair will endeavor to be as fair and unbiased as possible in making salary recommendations and will apply to the extent possible criteria that reflect the collective standards of the faculty for individual performance.

2. Criteria

   As described below, merit salary recommendations will be based upon contributions in the areas of teaching, research, and service.

   Teaching: Merit increases will be considered in recognition of excellence in teaching. The diversity of teaching activities in the faculty must be taken into account. Among the factors to be considered are classroom performance, program and course development, supervision of graduate research, and related activities outside the classroom.

   Research: Merit increases will be considered in recognition of excellence in research leading to significant publication. Among the factors considered are books and review papers, articles in refereed journals, invited conference presentations, peer-reviewed research grants, and seminar and colloquium presentations.

   Service: Merit increases will be considered in recognition of excellence in service to the Department, the University, and the physics profession. In addition to service on department and university committees, other meritorious service includes unusual or difficult special assignments, quality of effort in advising students, participation on national and international advisory committees, governing boards, and organization of conferences and workshops.