UCLA Academic Senate
Rules & Jurisdiction Committee
May 6, 2016
To:
Cheryl I. Harris, Interim Chair
African American Studies
From: Linda Bourque, Chair
Rules & Jurisdiction
Re:
Revised Department Bylaws Submitted On May 6, 2016
The Committee on Rules and Jurisdiction has reviewed the Revised Bylaws that the
Department of African American Studies submitted on May 6, 2016, and finds them consistent with
the Code of the Academic Senate. This memo, the approved bylaws, and the former bylaws will now
go to the Executive Committee of the Academic Senate and onto the Consent Calendar for the next
meeting of the Legislative Assembly.
cc:
Carole Goldberg, Vice Chancellor
Jason Throop, Committee on Rules & Jurisdiction
James Crall, Committee on Rules & Jurisdiction
Linda Mohr, CAO, Academic Senate
Marian Olivas, Committee Analyst, Rules & Jurisdiction
Meg Buzzi, Academic Personnel Office
Heather Small, Information Technology Services
Bonnie MacDougall, Vice Chancellor’s Office
Eboni Shaw, MSO and Student Affairs Officer
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DEPARTMENT OF AFRICAN AMERICAN STUDIES
1308 ROLFE HALL
BOX 710902
LOS ANGELES, CALIFORNIA 90095-1545
TEL: (310) 825-19821
FAX: (310) 825-5019
Department of African American Studies
Summary of Bylaws Amendments
April 29, 2016
The Department of African American Studies was formally created in April 2014 and departmental
bylaws, approved by the faculty January 21, 2014 and were approved by the Legislative Assembly April
2, 2014. Attached is a copy of these bylaws.
Amendments of the bylaws were enacted over the course of several meetings and were submitted to the
Academic Senate, Committee on Rules and Jurisdiction for review. Based on responses, further
amendments were proposed and enacted by the faculty. The dates for votes on voting rights are included
in the text of the amendments and the ballot results are attached.
Summary of the changes follows:
ORIGINAL
I.2. Amendments of departmental bylaws
requires a two-thirds vote of the members
present
II. 1. Membership in the faculty includes
members of the Academic Senate holding full,
split or joint appointments in the department
II.2.b. Non ladder faculty are eligible to vote at
departmental meetings.
II.3. Student Representatives: Two graduate and
AMENDMENTS
I.2. Amendments of departmental bylaws requires a
two-thirds vote of the voting faculty.
[requires bylaws changes to have substantial majority
of total faculty]
II.1. Members of the Academic Senate are Assistant,
Associate and Full Professors in the Regular Series
and In Residence Faculty who hold full, split or joint
appointments in the department
[specifies titles of members of the Academic Senate]
II.2.b. Unless otherwise provided by vote of the
faculty, non-ladder faculty are not eligible to vote at
departmental meetings. [clarifies that non ladder
faculty do not vote unless granted by vote of the
department faculty]
II.2. c. Emeriti faculty on recall have rights to
participate and vote on substantial departmental
questions. Emeriti voting on academic personnel
actions is subject to the vote to extend the franchise
by the tenured full and associate professors
[added to comply with 6/2015 memo to clarify emeriti
voting rights.]
II.3. The Graduate African American Studies Student
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two undergraduate students shall be appointed
annually to serve as student representative.
II.3. a. They [students] shall be invited to
participate in all departmental meetings,
except those dealing with personnel actions,
and when the faculty call an executive session,
and shall be asked to provide input on issues
that directly affect the department's curriculum
and teaching programs at both the graduate
and undergraduate levels.
b. Student representatives are eligible to vote
at departmental meetings. However, their
votes shall be recorded separately per UCLA
Academic Senate By-Law 45E5 (Student
representatives are not allowed to vote on
personnel matters in accordance with the
requirements outlined in the UCLA Faculty
Senate Bylaw 55 (CALL Appendix 4)
II.4. Department meetings take place at the
call of the departmental Chair, with one
week's notice, except when the departmental
Chair finds that an emergency or urgent
matter makes this impossible. The
departmental Chair or a designated substitute
presides at the meeting.
a.
Per Academic Senate regulations
(Bylaw 55, II-6,), "upon the request of
3 Senate members, the departmental
Chair must schedule and hold a
meeting within ten days." Any Senate
member may also request that an item
be placed upon the agenda of a
previously scheduled meeting.
Association and the Undergraduate African American
Studies Student Association shall elect one graduate
and one undergraduate member to serve as student
representative. [student representatives are elected by
the departmental student organizations; reduced
student representative from two to one, based on size
of the department and student body]
II. 3. Student representatives may attend and
participate in all departmental meetings, except those
dealing with personnel actions or other confidential
matters. Students are not eligible to vote.
[clarifies that student representatives may participate
in meetings, except for personnel matters; while
continuing to value and encourage student input, this
does require the highly unusual step of granting them
rights to vote]
II. 4. Department Meetings
a. Department meetings take place at the call of
the departmental Chair, upon at least one week’s
notice. The Chair or a designated substitute
presides at all meetings.
b. In the case of urgent matters, the
Department Chair may call a special
meeting of the Faculty upon at least
three instructional days notice.
Additionally, pursuant to the written
request of two voting faculty
members, the Chair must schedule and
hold a meeting within ten (10) days of
the request. (See Academic Senate
regulations (THE UCLA CALL,
Appendix 4, section II-6,
http://www.apo.ucla.edu/call/append4.
htm)) Any Senate member may
request that an item be placed on the
agenda of a previously scheduled
meeting.
(This section replaces the prior section
II. 4. It clarifies the notice for urgent
meetings, and reduces the number of
faculty required to call a meeting from
three (3) to two (2).)
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III. Voting Rights:
1. Department members who belong to
the Academic Senate and meet the
requirements outlined in the UCLA
Faculty Senate Bylaw 55 (CALL
Appendix 4) (
http://www.apo.ucla.edu/call/append
4.htm) mayvote on all matters,
including personnel cases, in
department meetings.
a. Mode of Voting: Voting on
departmental business is usually by a
show of hands, unless a motion is
made for a secret ballot. Voting on
personnel matters is by secret ballot
only. All departmental votes are
majority votes unless otherwise
specified.
b. Quorum : One-half plus one of the
Academic Senate members in
residence at the time of the meeting
constitutes a quorum to conduct
department business during that
quarter. One-half of the voting
members plus one of the Department
constitutes a quorum for personnel
discussions.
III. Voting
1. Substantial Department Questions
a. Department members who meet the
requirements outlined in the UC Academic
Senate Bylaw 55 A (1) (THE UCLA CALL
Appendix 4) (
https://www.apo.ucla.edu/policies-forms/thecall/appendices/appendix-4-voting-rights)
and who have not waived their right to
personnel review by the Department, may
vote on all substantial departmental
questions, including personnel cases. Faculty
members of the Department who have waived
personnel review (pursuant to a joint
appointment with waiver) may vote on all
substantial departmental questions except
personnel cases. (See II.2(c) for emeriti
voting rights.)
b. This provision is to be read to comply with
Senate Bylaw 55 (A)(1) which provides that
the department shall not deny to any of its
non-emeritae faculty who are voting
members of the Academic Senate the right to
vote on substantial departmental questions,
excepting only certain personnel actions as
specified in the bylaw.
2. Personnel Actions
a. All In Residence faculty have been
extended equal rights to vote on
personnel cases as those of the same
rank of Regular line faculty. (Faculty
meeting 3/30/ 2016; 2/3 secret ballot
of Tenured Faculty, 7 yes, 1 no, 1
abstain)
b. Appointments
By this provision, the Department’s
full and associate professors extend
the franchise for voting on
appointments to assistant professors.
Senate Bylaw 55 (B)(1); 55 (C ).
(Faculty meeting 3/30/2016; 2/3
secret ballot of Tenured Faculty, 9
yes, 0 no, 0 abstain)
c. Promotions
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The Department has extended votes
on all promotions to all ranks as
follows: Full Professors have
extended the right to vote on
promotions to Full Professor to
Associate Professors. Full and
Associate Professors have extended
the right to vote on promotions to
Full or to Associate Professor to
Assistant Professors. (Faculty
meeting 3/30/2016; 2/3 secret ballot
of Full Professors: Extend to
Associates: 4 yes, 0 no, 0 abstain;
Extend to Assistants: 4 yes, 0 no, 0
abstain; Associate Professors: Extend
to Assistants: 5 yes, 0 no, 0 abstain.)
(i)
(ii)
d. Merits
Merits are voted on by the same rank that
vote on Promotions. (Faculty meeting
3/30/2016; 2/3 secret ballot of Full
Professors: Extend to Associates 4 yes, 0
no, 0 abstain; Extend to Assistants: 4 yes,
0 no, 0 abstain. Associates Professors:
Extend to Assistants: 5 yes, 0 no, 0
abstain.)
Accelerated merits are voted on by the
same ranks that vote on Promotions.
(Senate Bylaw 55 (B)(6). (Faculty
meeting 3/30/2016; 2/3 secret ballot of
Full Professors: Extend to Associates 4
yes, 0 no, 0 abstain; Extend to Assistants:
4 yes, 0 no, 0 abstain. Associates
Professors: Extend to Assistants: 5 yes, 0
no, 0 abstain.)
3. Quorum
One half of the members of the Department (defined
in Section II of these bylaws) in residence at the time
of the meeting constitute a quorum to conduct
department business during that quarter. One-half of
the voting members of the Department entitled to vote
on personnel matters constitute a quorum for
personnel matters.
4. Mode of Voting
Voting on departmental business is by a show of
hands, unless a motion is made for a secret ballot. All
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departmental votes are majority votes unless
otherwise specified.
5. Personnel Matters
The vote on all personnel matters shall be by secret
ballot only. The vote shall be taken only after a
meeting at which there has been an opportunity for
full and informed discussion by the faculty. In order
for the vote to be informed, all voting faculty are
strongly encouraged to attend the meeting. Should an
eligible voting member not be able to attend the
meeting, absentee ballots may be submitted via email
up to 24 hours after the scheduled meeting. Quorum
will be defined by the number of ballots received.
[This section replaces the prior section on Voting
Rights. It responds to the Rules and Jurisdiction
Memo of 6/20/2015, and clarifies voting on
substantial departmental questions (III.1. a.b.), and
personnel actions (III.2.(a)-(d), and specifies the
categories of Academic Senate Faculty included in
the department (including All in Residence (III.2.(a)).
It extends voting on personnel actions beyond the
minimum, so that Associate and Assistant Professors
are given the right to vote on promotions and merit
actions of Full professors and on all personnel
actions, that involve promotions to Associate
Professors and all merit reviews. Quorum was also
redefined from one-half of the members of the
department plus one to one-half of the members of the
department. It clarifies that voting by absentee ballot
is permitted on personnel matters and is by secret
ballot only.]
IV.
Officers
1. The Chair is appointed by the
Chancellor upon the
recommendation of the Dean of
Social Sciences in consultation
with the department. The Chair
serves at the `Dean’s discretion on
an annual basis, although the term
generally runs for three years with
the possibility of renewal. The
following constitute the main
responsibilities of the Chair:
a. Academic personnel review:
maintenance of records and
reports concerning recruitment,
tenure and promotion.
b. Ensure that the Executive
Committee makes
IV. Officers
1. The Chair is appointed by the Chancellor upon the
recommendation of the Dean of Social Sciences in
consultation with the department. The Chair serves at
the discretion of the Chancellor. The term of
appointment will typically be for three years with the
possibility of renewal. In accordance with the
provisions of APM 245, the duties of the chair are as
follows:
a. Planning the programs of the department
in teaching, research, and other functions;
b. Recruitment, selection, and evaluation of both the
faculty and the staff personnel, and in consultation
with colleagues, and in accordance with relevant
procedures, recommending appointments,
promotions, merit advances, and terminations;
c. Ensuring that faculty members are aware of the
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c.
d.
e.
f.
g.
appointments of departmental
officers, including the
Committee Chairs
Appointment of departmental
committees
Supervision and evaluation of
staff
Planning and review of
undergraduate and graduate
teaching, scheduling and
monitoring classes
Scheduling and recommending
sabbatical and other leaves to
Chancellor
Maintaining and assigning
departmental work facilities.
criteria prescribed for appointment and advancement,
and making appraisals and recommendations in
accordance with the procedures and principles in the
Academic Personnel Manual and Procedures;
d. Planning and review of undergraduate and
graduate teaching and scheduling;
e. To make arrangements and assignments of duty for
the counseling of students, and for the training and
supervision of Teaching Assistants and other student
teachers and teacher aides, subject to the terms of any
pertinent Memorandum of Understanding;
f. To prepare the budget and administer the financial
affairs of the department, in accord with University
procedures;
g. To schedule and recommend to the Chancellor
sabbatical leaves and other leaves of absence for
members of the department. (The chair may approve
a leave of absence with pay for seven calendar days
or less for attendance at a professional meeting or for
the conduct of University business without submitting
a leave of absence form);
h. To be responsible for the custody and authorized
use of University property assigned to the department,
and for assigning departmental space and facilities to
authorized activities in accordance with University
policy and campus rules and regulations;
i. To maintain records and prepare reports in accord
with University procedures;
j. To report any failure of a faculty or staff member
to carry out responsibilities and to recommend
appropriate disciplinary action;
k. To seek the advice of faculty colleagues in a
systematic way in performing the duties specified
above, and to provide for the conduct of department
affairs in an orderly fashion through department
meetings and the appointment of appropriate
committees. The chair also is expected to seek student
advice on matters of concern to students enrolled in
the department’s programs;
l. The Chair is an ex officio member of all
committees.
[This section replaces the section on the chair and
specifies the duties of the Chair in accordance with
APM 245].
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IV.2. Departmental Officers
a. Acting Chair
b. Committee Chairs
1.Chair of the Committee for Graduate
Affairs;
2. Chair of the Committee for
Undergraduate Affairs
IV.2 Departmental Officers
a. In the event of the Chair’s temporary
unavailability, the Chair can appoint one of the
committee chairs or one of the members of the
Executive Committee to serve in his/her stead.
This provision does not apply to any prolonged
absence, due to leave or other cause.
b. Committee Chairs: The Chair will select
committee chairs to aid in the performance of
his/ her duties in consultation with the Executive
Committee.
[This section replaces prior section IV.2. It
retains the language regarding the Acting
Chair and clarifies how committee chairs will
be appointed.]
V.
Departmental Committees
1.a. Student Participation: Student
members elected or designated by
their peers may serve as members of
most standing committees, but they
are not permitted to review
personnel files. They may vote, but
their votes shall be recorded
separately…
V.2. Executive Committee
a. Mode of Selection
b. Committee Composition
V. 1. Departmental Committees.
[The language of section 1 was retained; section (a)
on student participation was deleted. Student
participation is now covered in II.3. and in V.3, .4 (c)
on departmental committees.]
V.2. The Executive Committee: The
Executive Committee shall be comprised of
three voting members of the Department,
elected by the faculty members of the
Department. At least one of the three
members shall be an Assistant Professor.
Members of the Executive Committee for a
one year term. The Executive Committee
shall serve as a planning and coordinating
body, who will advise the Chair on
committee assignments, as well as
recommending changes in policy and
programs as may from time to time be
warranted. The Executive Committee will
review promotions and merit reviews as well
as other matters that the Chair submits for its
consideration. The review of the Executive
Committee is preliminary in nature and does
not supplant the work of any appointed ad
hoc committee or Search Committee (see
Section VI) nor does it take the place of a
faculty vote. [ This section replaces V.2.(a)
and (b). It specifies the mode of selection, by
election, and clarifies the responsibilities of
the Executive Committee to advise the chair
on committee assignments, policy reviews,
and preliminary review of promotion and
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merit reviews, where such review does not
supplant any ad hoc committee or take the
place of a faculty vote.]
V.3. V.3. a Undergraduate Committee
V.4. (a)(b)(c) Graduate Committee
V. 3. The Undergraduate Committee will
conduct periodic review of the
undergraduate curriculum and align the
curriculum with university requirements
and the Department’s educational objectives
and priorities. The Committee initiates and
reviews proposals for changes to the
curriculum before they are reviewed by the
Department and submitted to the
University's Undergraduate Curriculum
Committee. The Committee considers any
questions regarding the undergraduate
program referred to it by the Chair of the
Department and makes recommendations to
the Department. In consultation with the
Executive Committee, the Chair will
appoint three faculty members and one
undergraduate student to serve on the
Undergraduate Committee. The term of
service is for one year. [This section
replaces V.3 and V.3.a and clarifies the
responsibilities of the undergraduate
committee, and reduces the number of
committee members from five (5) faculty
members to three (3); and given the size of
the department, eliminates the service of a
graduate student on this committee.]
V. 4. a. The Committee evaluates applications for
admission, and fellowships and teaching
assistantship dossiers of continuing students.
The Committee determines the number of
fellowships to award; makes fellowship award
recommendations to the appropriate University
Committee; ranks applicants for University
"restricted" fellowships; makes recommendations
to the Graduate Dean for campus-wide
fellowships; makes recommendations for nonresident tuition awards; makes recommendations
for appointments and reappointments of teaching
assistants; reviews criteria for fellowship and
teaching assistantship awards; conducts periodic
evaluation of the progress of graduate students;
supervises the TA training process; and
considers and reviews matters pertaining to
student progress (such as petitions, advancement
to candidacy)
b. The Graduate Committee reviews graduate
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curriculum and also conducts required reviews of
the graduate program.
c. In consultation with the Executive Committee, the
Chair will appoint three members of the faculty
and one graduate student to serve on the
Graduate Committee. The term of appointment is
for one year. Graduate students can participate
in discussions but may not vote on admissions
decisions, nor may they participate in discussions
or voting on the award of fellowships.
[This section replaces V.4. It clarifies the work of the
committee and reduces the faculty members of
the committee from four (4) to three (3). It
provides that the Chair will appoint one graduate
student to serve on the committee instead of the
two provided under prior rules.]
VI.
A. Appointments
1. Search Committee for Regular
Ladder Appointments
VI.2. Visiting Appointments: Visiting
Appointment can be made by the Chair in
consultation with the Department
VI.3. Soft-Money" Appointments: Soft-money
appointments are non-ladder appointments made
for a defined and limited duration. Appointments
are made by the Chair after consulting as widely
as possible among colleagues
VI.1. Search Committees for Regular Ladder
Appointments: When a regular ladder appointment
has been authorized by the Dean, the Chair, in
consultation with the Faculty Executive Committee,
shall appoint a Search Committee. The conduct of
the search shall be in accordance with all university
procedures and requirements. A list of finalists for
the position shall be forwarded from the search
committee to the department. Thereafter, the Search
Committee will invite the finalists to make a
presentation to the faculty, and prepare a report on its
recommendation. The report shall be submitted to the
Chair and to the faculty for consideration at least ten
days prior to the departmental discussion and vote.
Departmental search committees may invite one or
more graduate students to provide an evaluation in
either written or oral form of the writings and
presentations of the finalists. Pursuant to University
rules, students may not have access to confidential
material such as letters of recommendation.
[This section replaces the prior section VI.1. and
clarifies the procedure for appointments ]
VI.2. Visiting Appointments: In consultation with the
Executive Committee, the Chair may make Visiting
Appointments. [This revision clarifies that the Chair
will consult with the Executive Committee in making
Visiting Appointments.]
VI.3. Non-ladder Appointments: In consultation with
the Executive Committee, the Chair may appoint nonSenate faculty for a defined and limited duration.
[This section replaces the prior VI.3. It clarifies that
non ladder appointments are made by the chair in
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consultation with the Executive Committee.]
VI. B. Merits and Promotions
1. Eligibility for merit reviews and promotions shall
be determined in accordance with the provisions of
Academic Personnel Manual.
2. Prior to the time period for submission of dossiers
for review, the Chair will consult with the Executive
Committee for a preliminary review of the case for
promotion. Ad Hoc Committees will be appointed
for fourth year appraisal, promotion to Associate
Professor, to Full Professor, and merit advances to
Professor VI, and Professor Above Scale, or for
acceleration. Ad Hoc Committees are not required in
other cases such as routine merit reviews. The Chair
will appoint members to the Ad Hoc Committee
following consultation with the Executive Committee.
Where the candidate also holds an appointment in
another department that retains personnel review, the
Chair will seek to coordinate the departmental review
with the Chair of the corresponding department both
with regard to the appointment of the ad hoc
committee and the review process overall. The ad
hoc committee will review the candidate’s record
with regard to scholarship, teaching and service and
submit a report to the Chair, who will circulate it to
the faculty for consideration at least ten days before
the departmental discussion and vote. Faculty votes
on all merit and promotions shall be taken in
accordance with the provisions of Section III.2.
[This new section provides the procedure for
promotions and merits.]
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Department of African-American Studies Bylaws
As Amended March 30, 2016
Approved by Faculty by two-thirds (2/3) secret ballot
Yes: 13
No: 0
Abstain: 0
I. Bylaws
1. Bylaws: These bylaws contain the core governing principles for the Department. They should be read in
tandem with the Standing Rules and Procedures of the Department that regulate current departmental
practices.
2. Amendment: Amendments to these bylaws may be proposed by any voting member of the Department.
Proposed amendments will be presented for discussion and vote to the entire Department at a meeting,
upon written notice given at least one week in advance. Notice shall include the proposed bylaw
amendments along with an explanation of the proposed change(s). Bylaws are amended by a two-thirds
vote in secret ballot.
3. Access: These bylaws shall be posted on the departmental website and be accessible without restriction.
At the beginning of each academic year, the Chair will be responsible for distributing a copy of the bylaws
to each voting member of the Department and designated student representatives. In addition, a copy of
the bylaws shall be kept in the Chair's office.
II. Department Membership and Meetings
1. Membership
Membership in the Faculty of African American Studies is defined by Divisional Bylaws 50 (A) and
184. Members of the Academic Senate are Assistant, Associate, and Full Professors in the Regular
Series and In Residence Faculty who hold full, split or joint appointments (0-100%) within the
Department of African American Studies are members of the Department.
2. Non-ladder Faculty and other Departmental Personnel
a. Non-ladder faculty and staff may attend departmental business meetings, place items on the agenda
for departmental consideration and participate in deliberations.
b. As provided by the UCLA CALL, Appendix 4, non-ladder faculty may not vote on personnel
matters. Unless otherwise provided by vote of the faculty, non-ladder faculty are not eligible to
vote at departmental meetings.
c. Emeriti faculty on recall have rights to participate and vote on substantial departmental questions
in accordance with Senate Bylaw 55 (D)(3). Emeriti voting on academic personnel actions is
subject to the vote to extend the franchise by the tenured full and associate professors.
3. Student Representatives
The Graduate African American Studies Student Association and the Undergraduate African
American Studies Student Association shall elect one graduate and one undergraduate student from
their respective membership to serve as student representatives to the department. Student
representatives may attend and participate in all departmental meetings, except those dealing with
personnel actions or other confidential matters. Students are not eligible to vote.
Department of African American Studies
2016 Bylaws
4. Department Meetings
a. Department meetings take place at the call of the departmental Chair, upon at least one week’s
notice. The Chair or a designated substitute presides at all meetings.
b. In the case of urgent matters, the Department Chair may call a special meeting of the Faculty
upon at least three instructional days notice. Additionally, pursuant to the written request of two
voting faculty members, the Chair must schedule and hold a meeting within ten (10) days of
the request. (See Academic Senate regulations (THE UCLA CALL, Appendix 4, section II-6,
http://www.apo.ucla.edu/call/append4.htm)) Any Senate member may request that an item be
placed on the agenda of a previously scheduled meeting.
5. Minutes
Minutes of the department meetings shall be taken by a staff member and distributed in timely
fashion to the voting faculty, as well as to designated student representatives. These minutes are
subject to approval by majority vote at a subsequent faculty meeting. Minutes shall include a list of
individuals present at the meeting. A copy of minutes from all departmental meetings will be
preserved in the Chair's office, where any voting member of the department may consult them on
demand.
III. Voting
1. Substantial Department Questions
a. Department members who meet the requirements outlined in the UC Academic Senate Bylaw 55 A
(1) (THE UCLA CALL Appendix 4) ( https://www.apo.ucla.edu/policies-forms/thecall/appendices/appendix-4-voting-rights) and who have not waived their right to personnel review
by the Department, may vote on all substantial departmental questions, including personnel cases.
Faculty members of the Department who have waived personnel review (pursuant to a joint
appointment with waiver) may vote on all substantial departmental questions except personnel
cases. (See II.2(c) for emeriti voting rights.)
b. This provision is to be read to comply with Senate Bylaw 55 (A)(1) which provides that the
department shall not deny to any of its non-emeritae faculty who are voting members of the
Academic Senate the right to vote on substantial departmental questions, excepting only certain
personnel actions as specified in the bylaw.
2. Personnel Actions
a. All In Residence faculty have been extended equal rights to vote on personnel cases as those of the
same rank of Regular line faculty. (Faculty meeting 3/30/ 2016; 2/3 secret ballot of Tenured
Faculty, 7 yes, 1 no, 1 abstain)
b. Appointments
By this provision, the Department’s full and associate professors extend the franchise for voting on
appointments to assistant professors. Senate Bylaw 55 (B)(1); 55 (C ). (Faculty meeting 3/30/2016;
2/3 secret ballot of Tenured Faculty, 9 yes, 0 no, 0 abstain)
2 Department of African American Studies
2016 Bylaws
c. Promotions
The Department has extended votes on all promotions to all ranks as follows: Full Professors have
extended the right to vote on promotions to Full Professor to Associate Professors. Full and
Associate Professors have extended the right to vote on promotions to Full or to Associate Professor
to Assistant Professors. (Faculty meeting 3/30/2016; 2/3 secret ballot of Full Professors: Extend to
Associates: 4 yes, 0 no, 0 abstain; Extend to Assistants: 4 yes, 0 no, 0 abstain; Associate Professors:
Extend to Assistants: 5 yes, 0 no, 0 abstain.)
d. Merits
(i)
Merits are voted on by the same rank that vote on Promotions. (Faculty meeting 3/30/2016;
2/3 secret ballot of Full Professors: Extend to Associates 4 yes, 0 no, 0 abstain; Extend to
Assistants: 4 yes, 0 no, 0 abstain. Associates Professors: Extend to Assistants: 5 yes, 0 no,
0 abstain.)
(ii)
Accelerated merits are voted on by the same ranks that vote on Promotions. (Senate Bylaw
55 (B)(6). (Faculty meeting 3/30/2016; 2/3 secret ballot of Full Professors: Extend to
Associates 4 yes, 0 no, 0 abstain; Extend to Assistants: 4 yes, 0 no, 0 abstain. Associates
Professors: Extend to Assistants: 5 yes, 0 no, 0 abstain.)
3. Quorum
One half of the members of the Department (defined in Section II of these bylaws) in residence at
the time of the meeting constitute a quorum to conduct department business during that quarter.
One-half of the voting members of the Department entitled to vote on personnel matters constitute a
quorum for personnel matters.
4. Mode of Voting
Voting on departmental business is by a show of hands, unless a motion is made for a secret ballot.
All departmental votes are majority votes unless otherwise specified. 5. Personnel Matters
The vote on all personnel matters shall be by secret ballot only. The vote shall be taken only after
a meeting at which there has been an opportunity for full and informed discussion by the faculty.
In order for the vote to be informed, all voting faculty are strongly encouraged to attend the
meeting. Should an eligible voting member not be able to attend the meeting, absentee ballots
may be submitted via email up to 24 hours after the scheduled meeting. Quorum will be defined
by the number of ballots received.
IV. Officers
1. Chair The Chair is appointed by the Chancellor upon the recommendation of the Dean of Social Sciences in
consultation with the department. The Chair serves at the discretion of the Chancellor. The term of
appointment typically will be for three years with the possibility of renewal. In accordance with the
provisions of APM 245, the duties of the chair are as follows: 1 1
Additional information regarding the Chair’s duties can be found in APM 245: http://ucop.edu/academic-personnelprograms/_files/apm/apm-245.pdf 3 Department of African American Studies
2016 Bylaws
a. Planning the programs of the department in teaching, research, and other functions;
b. Recruitment, selection, and evaluation of both the faculty and the staff personnel, and in
consultation with colleagues, and in accordance with relevant procedures, recommending
appointments, promotions, merit advances, and terminations;
c. Ensuring that faculty members are aware of the criteria prescribed for appointment and
advancement, and making appraisals and recommendations in accordance with the procedures and
principles in the Academic Personnel Manual and Procedures;
d. Planning and review of undergraduate and graduate teaching and scheduling;
e. To make arrangements and assignments of duty for the counseling of students, and for the
training and supervision of Teaching Assistants and other student teachers and teacher aides, subject
to the terms of any pertinent Memorandum of Understanding;
f. To prepare the budget and administer the financial affairs of the department, in accord with
University procedures;
g. To schedule and recommend to the Chancellor sabbatical leaves and other leaves of absence for
members of the department. (The chair may approve a leave of absence with pay for seven calendar
days or less for attendance at a professional meeting or for the conduct of University business
without submitting a leave of absence form);
h. To be responsible for the custody and authorized use of University property assigned to the
department, and for assigning departmental space and facilities to authorized activities in
accordance with University policy and campus rules and regulations;
i. To maintain records and prepare reports in accord with University procedures;
j. To report any failure of a faculty or staff member to carry out responsibilities and to recommend
appropriate disciplinary action;
k. To seek the advice of faculty colleagues in a systematic way in performing the duties specified
above, and to provide for the conduct of department affairs in an orderly fashion through
department meetings and the appointment of appropriate committees. The chair also is expected to
seek student advice on matters of concern to students enrolled in the department’s programs;
l. The Chair is an ex officio member of all committees.
2. Departmental Officers:
a. In the event of the Chair’s temporary unavailability, the Chair can appoint one of the
committee chairs or one of the members of the Executive Committee to serve in his/her stead.
This provision does not apply to any prolonged absence, due to leave or other cause.
b. Committee Chairs: The Chair will select committee chairs to aid in the performance of his/ her
duties in consultation with the Executive Committee.
4 Department of African American Studies
2016 Bylaws
V. Departmental Committees
1. Committee Work: Much essential work in the Department is conducted through committees comprised
of faculty members. The active participation of faculty members on committees is indispensable to the
functioning of the Department.
2. The Executive Committee: The Executive Committee shall be comprised of three voting members of
the Department, elected by the faculty members of the Department. At least one of the three members shall
be an Assistant Professor. Members of the Executive Committee for a oneyear term. The Executive
Committee shall serve as a planning and coordinating body, who will advise the Chair on committee
assignments, as well as recommending changes in policy and programs as may from time to time be
warranted. The Executive Committee will review promotions and merit reviews as well as other matters
that the Chair submits for its consideration. The review of the Executive Committee is preliminary in nature
and does not supplant the work of any appointed ad hoc committee or Search Committee (see Section VI)
nor does it take the place of a faculty vote.
3. Undergraduate Committee: The Undergraduate Committee will conduct periodic review of the
undergraduate curriculum and align the curriculum with university requirements and the Department’s
educational objectives and priorities. The Committee initiates and reviews proposals for changes to the
curriculum before they are reviewed by the Department and submitted to the University's Undergraduate
Curriculum Committee. The Committee considers any questions regarding the undergraduate program
referred to it by the Chair of the Department and makes recommendations to the Department. In
consultation with the Executive Committee, the Chair will appoint three faculty members and one
undergraduate student to serve on the Undergraduate Committee. The term of service is for one year.
4. Graduate Committee: The Graduate Committee oversees the Department's graduate program, including
the following:
a. The Committee evaluates applications for admission, and fellowships and teaching assistantship
dossiers of continuing students. The Committee determines the number of fellowships to award;
makes fellowship award recommendations to the appropriate University Committee; ranks
applicants for University "restricted" fellowships; makes recommendations to the Graduate Dean
for campus-wide fellowships; makes recommendations for non-resident tuition awards; makes
recommendations for appointments and reappointments of teaching assistants; reviews criteria for
fellowship and teaching assistantship awards; conducts periodic evaluation of the progress of
graduate students; supervises the TA training process; and considers and reviews matters
pertaining to student progress (such as petitions, advancement to candidacy)
b. The Graduate Committee reviews graduate curriculum and also conducts required reviews of the
graduate program.
c.
In consultation with the Executive Committee, the Chair will appoint three members of the
faculty and one graduate student to serve on the Graduate Committee. The term of appointment is
for one year. Graduate students can participate in discussions but may not vote on admissions
decisions, nor may they participate in discussions or voting on the award of fellowships. 5 Department of African American Studies
2016 Bylaws
VI. Personnel Actions
A. Appointments
1. Search Committees for Regular Ladder Appointments: When a regular ladder
appointment has been authorized by the Dean, the Chair, in consultation with the Faculty
Executive Committee, shall appoint a Search Committee. The conduct of the search shall
be in accordance with all university procedures and requirements. A list of finalists for the
position shall be forwarded from the search committee to the department. Thereafter, the
Search Committee will invite the finalists to make a presentation to the faculty, and prepare a
report on its recommendation. The report shall be submitted to the Chair and to the faculty
for consideration at least ten days prior to the departmental discussion and vote.
Departmental search committees may invite one or more graduate students to provide an
evaluation in either written or oral form of the writings and presentations of the finalists.
Pursuant to University rules, students may not have access to confidential material such as
letters of recommendation.
2. Visiting Appointments: In consultation with the Executive Committee, the Chair may
make Visiting Appointments.
3. Non-ladder Appointments: In consultation with the Executive Committee, the Chair may
appoint non-Senate faculty for a defined and limited duration.
B. Merits and Promotions
1. Eligibility: Eligibility for merit reviews and promotions shall be determined in accordance
with the provisions of Academic Personnel Manual.
2. Review Process
Prior to the time period for submission of dossiers for review, the Chair will consult with the
Executive Committee for a preliminary review of the case for promotion. Ad Hoc Committees
will be appointed for fourth year appraisal, promotion to Associate Professor, to Full Professor,
and merit advances to Professor VI, and Professor Above Scale, or for acceleration. Ad Hoc
Committees are not required in other cases such as routine merit reviews. The Chair will
appoint members to the Ad Hoc Committee following consultation with the Executive
Committee. Where the candidate also holds an appointment in another department that retains
personnel review, the Chair will seek to coordinate the departmental review with the Chair of
the corresponding department both with regard to the appointment of the ad hoc committee and
the review process overall. The ad hoc committee will review the candidate’s record with
regard to scholarship, teaching and service and submit a report to the Chair, who will circulate it
to the faculty for consideration at least ten days before the departmental discussion and vote.
Faculty votes on all merit and promotions shall be taken in accordance with the provisions of
Section III.2.
6 African-American Studies Bylaws
(Faculty-Approved January 21, 2014)
I. Bylaws
1. Bylaws: These bylaws contain the core principles by which the Department has chosen to govern itself.
They should be read in tandem with the Standing Rules and Procedures of the Department which regulate
current departmental practices.
2. Amendment: Amendments to these bylaws may be proposed by any voting member of the Department.
This recommendation will be presented for discussion and vote to the entire Department at a meeting,
notice of which must be given at least one week in advance. Amendment of departmental bylaws requires
a two thirds vote of the members present.
3. Access: These bylaws shall be posted on the departmental website and be accessible without restriction.
At the beginning of each academic year, the Chair will be responsible to distribute a copy of the bylaws to
each voting member of the Department and designated student representatives. In addition, a copy of the
bylaws shall be kept in the Chair's office.
II. Department Membership, Meetings & Voting Rights
1. Membership: Membership in the Faculty of African American Studies is defined by Divisional Bylaws 50
(A) and 184 and include ladder rank (Academic Senate members), 100% appointment in AfAm and
faculty who hold joint appointments (0-100%) within AfAm.
2. Non-Faculty Members:
a. Non-faculty members - staff and lecturers -may attend departmental business meetings, place
items on the agenda for departmental consideration and participate in deliberations.
b. Non-faculty members are eligible to vote at departmental meetings. However, their votes shall be
recorded separately per UCLA Academic Senate By-Law 45E5
(http://www.senate.ucla.edu/FormsDocs/bylaws/ch4-3.htm#b45). They cannot vote on personnel
matters in accordance with the requirements outlined in the UCLA CALL, Appendix 4:
https://www.apo.ucla.edu/policies/the-call/appendices-1/appendix-4-voting-rights.
3. Student Representatives: Two graduate students and two undergraduates shall be appointed annually to
serve as student representatives to the African American Studies department. These students will be
elected by the appropriate student organizations.
a. They shall be invited to participate in all departmental meetings, except those dealing with
personnel actions, and when the faculty call an executive session, and shall be asked to provide
input on issues that directly affect the department's curriculum and teaching programs at both the
graduate and undergraduate levels.
b. Student representatives are eligible to vote at departmental meetings. However, their votes shall
be recorded separately per UCLA Academic Senate By-Law 45E5
(http://www.senate.ucla.edu/FormsDocs/bylaws/ch4-3.htm#b45) Student representatives are not
allowed to vote on personnel matters in accordance with the requirements outlined in the UCLA
Faculty Senate Bylaw 55 (CALL Appendix 4) (http://www.apo.ucla.edu/call/append4.htm)
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4. Department Meetings: Department meetings take place at the call of the departmental Chair, with one
week's notice, except when the departmental Chair finds that an emergency or urgent matter makes this
impossible. The departmental Chair or a designated substitute presides at the meeting.
a. Per Academic Senate regulations (Bylaw 55, II-6, http://www.apo.ucla.edu/call/append4.htm),
"upon the request of 3 Senate members, the departmental Chair must schedule and hold a meeting
within ten days." Any Senate member may also request that an item be placed upon the agenda of
a previously scheduled meeting.
5. Minutes: Written minutes of the department meetings, excluding meetings devoted to personnel actions,
shall be taken by a staff member and distributed by email in timely fashion to the whole voting faculty, as
well as to designated student representatives. These minutes are subject to approval by majority vote at a
subsequent faculty meeting. Minutes are to include a list of individuals present at the meeting.
a. A copy of minutes from all departmental meetings will be preserved in the Chair's office, where
any voting member of the department may consult them on demand. A copy of the minutes will
be sent to all members.
6. All members of the faculty who are also members of the academic senate will eligible to vote on all
issues.
III. Voting Rights
1. Department members who belong to the Academic Senate and meet the requirements outlined in the
UCLA Faculty Senate Bylaw 55 (CALL Appendix 4) ( http://www.apo.ucla.edu/call/append4.htm) may
vote on all matters, including personnel cases, in department meetings.
a. Mode of Voting: Voting on departmental business is usually by a show of hands, unless a motion
is made for a secret ballot. Voting on personnel matters is by secret ballot only. All departmental
votes are majority votes unless otherwise specified.
b. Quorum : One-half plus one of the Academic Senate members in residence at the time of the
meeting constitutes a quorum to conduct department business during that quarter. One-half of the
voting members plus one of the Department constitutes a quorum for personnel discussions.
IV. Officers
1. Chair: The Chair is appointed by the Chancellor upon the recommendation of the Dean of Social Sciences
in consultation with the department. The Chair serves at the Dean's discretion on an annual basis,
although the term generally runs for three years with the possibility of renewal. The following constitute
the main responsibilities of the Chair:1
a. Academic personnel review: maintenance of records and reports concerning recruitment, tenure
and promotion.
b. Ensure that the Executive Committee makes appointments of departmental officers, including the
Committee Chairs.
c. Appointment of departmental committees.
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d. Supervision and evaluation of staff.
e. Planning and review of undergraduate and graduate teaching, scheduling and monitoring classes.
f.
Scheduling and recommending sabbatical and other leaves to Chancellor.
g. Maintaining and assigning departmental work facilities.
___________________________________________________________________________________________
1
For a more extended enumeration of the Chair's duties, see APPM 245, Appendix
A.(http://www.ucop.edu/acadadv/acadpers/apm/apm-245.pdf)
___________________________________________________________________________________________
2. Departmental Officers:
a. Acting Chair: The Chair will designate one of the Vice Chairs to assume his/her place on a
temporary basis during absence due to illness or travel. Notification of this designation should be
given to all departmental staff, faculty, and students.
b. Committee Chairs: The Chair will select Committee Chairs to aid in the performance of her/his
duties per APM 245, Appendix A, after consultation with the faculty at a department
meeting.(http://www.ucop.edu/acadadv/acadpers/apm/apm-245.pdf)
`
1) Chair of the Committee for Graduate Affairs: The Chair of the Committee for Graduate
Affairs supervises all matters related to the Department's graduate students. This
oversight includes:
a. Coordinating graduate admissions and awards.
b. Supervising the TA training process.
c. Evaluating the progress of all graduate students at the end of each academic
year.
d. Mediating between graduate students and faculty.
e. Approving forms related to student performance and progress (petitions,
passing language examinations, advancements to candidacy, etc.).
f.
Coordinating funding of new and continuing students.
2) Chair of the Committee for Undergraduate Affairs: The Chair of the Committee for
Undergraduate Affairs supervises all matters related to the Department's undergraduate
students. This oversight includes:
a. Approving new undergraduate courses
b. Planning undergraduate curriculum
c. Overseeing the undergraduate Honors Program
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2014 Bylaws
d. Preparing the self-review of the Undergraduate curriculum for the 8th year
review.
V. Departmental Committees
1. Committee Work: Much essential work in the Department is conducted through committees comprised of
faculty members. The active participation of faculty members on committees is indispensable to the
functioning of the Department.
a. Student Participation: Student members elected or designated by their peers may serve as
members of most standing committees, but they are not permitted to review personnel files. They
may vote, but their votes shall be recorded separately per UCLA Academic Senate By-Law 45E5
(http://www.senate.ucla.edu/FormsDocs/bylaws/ch4-3.htm#b45).
2. The Executive Committee has the responsibility to make sure that appropriate salary and rank are
recommended in appointments and personnel actions, ranks soft money allocations, and advises on
planning and budget as well as other matters brought to it by the Chair. ·
a. Mode of Selection: With the exception of the elected Executive Committee, all committees are
appointed by the Faculty after consultation with the Chair at a department meeting.
b. Committee Composition: The Department will elect three members to serve on the Executive
Committee. The Executive Committee is elected by a secret ballot of all senate members.
Elections will take place each spring quarter to select members for the following academic year.
The Department Chair will instruct the staff to prepare, distribute, and count the ballots. The
Chair will confirm the count. All Department Senate faculty are eligible to serve. The person
receiving the fourth highest vote shall serve as an alternate in case one of the three elected
members becomes unable to serve. The Chair of the Department will serve ex-officio, without
voting rights. Term of office is one year.
3. Undergraduate Committee shall oversee Department's undergraduate program. The Undergraduate
Committee's mandate includes determining new teaching needs, removing courses that no longer meet
departmental needs, overseeing the undergraduate AfAm major, and supervising the undergraduate
Honors program. The Committee also examines proposals for new courses after they have been approved
(where appropriate) by the relevant field and before they are sent on for approval by the University's
Undergraduate Curriculum Committee. The UC also is responsible for conducting the periodic selfreview of the undergraduate program. The Committee considers any questions or problems regarding the
undergraduate program referred to it by the Chair of the Department and makes recommendations to the
Department.
a. Committee composition: The Faculty Executive Committee shall select five Department members
representing one year terms after consultation with the Chair (and the Undergraduate Committee
Chair). In addition, an undergraduate and graduate student representative shall serve on the
Committee. Term of office is one year.
4. The Graduate Committee oversees Department's graduate program including awards and admissions. The
GC's mandate includes review graduate curriculum, admission of new students, allocation of graduate
funding and self-review of the graduate program in years when the Department is under review, and
approval of graduate student petitions.
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a. The Graduate Committee evaluates all applications for admission and all fellowship and teaching
assistantship dossiers of continuing students. It determines how many fellowships to award and in
what amounts (according to University allocations); makes fellowship award recommendations to
the University Fellowship Committee; ranks applicants for University "restricted" fellowships;
makes recommendations to the Graduate Dean for campus-wide fellowships; makes
recommendations for non-resident tuition awards; makes recommendations for appointments and
reappointments of teaching assistants; and reviews criteria for fellowship and teaching
assistantship awards.
b. Committee composition: The Faculty Executive Committee shall select four Department
members in consultation with the Chair and the Chair of the Graduate Committee. Two graduate
students selected by the appropriate organization will serve on the Graduate Committee. Grad
students advanced to candidacy will participate in but not vote on admissions.
5. The Faculty Excellence Awards Committee oversees the awarding of faculty awards for Excellence in
Teaching and Service. The Department Chair will appoint the Awards Committee Chair and two other
faculty members for a term of one year after consultation with the faculty Executive Committee (and the
Awards Committee Chair).
VI. Appointments
1. Search Committees for Regular Ladder Appointments: When a regular ladder appointment has been
authorized by the Dean, the Faculty Executive Committee shall appoint a search committee after
consultation with the Chair. Normally, the Search Committee will invite its three leading candidates to
campus in order to present a talk to the Department. It will then make a recommendation and write a
report on the top candidate, which should be accessible to Department members at least ten working days
before the departmental discussion and vote. If for any reason the Search Committee believes that the
number of candidates invited should be reduced, or its procedure otherwise streamlined, it may seek
approval of such change from the Chair and Executive Committee, so long as the requested change is
consistent with University regulations regarding searches. The committee will work in concert with the
Chair to prepare a file and report for departmental discussion. Search Committees must adhere to all
affirmative action laws, policies, and guidelines (http://www.apo.ucla.edu/call/append5.htm).
a. Voting: The vote on all personnel matters shall be by secret ballot. A vote on personnel matters
shall be taken only after a meeting at which there has been all opportunity for full and informed
discussion by the faculty
b. Student participation: Departmental search committees may invite one or more graduate students
to serve as consulting members of the committee. These students will be asked to provide an
evaluation in either written or oral form of the writings and public appearances of all candidates
considered by the Search Committee, but may not under present University rules have access to
confidential material (placement files, letters of recommendation, etc.).
2. Visiting Appointments: Visiting Appointment can be made by the Chair in consultation with the
Department.
3. "Soft-Money" Appointments: Soft-money appointments are non-ladder appointments made for a defined
and limited duration. Appointments are made by the Chair after consulting as widely as possible among
colleagues.