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Appendix H – COGS Bylaws of the College of Graduate Studies

Policy Number: 3349-03-75
Effective Date: 08/01/2013
Updated:
Reviewed:
Responsible Department: College of Graduate Studies, Office of the Dean
Applies To: Faculty, College of Graduate Studies

  1. This organization shall be known as the Graduate Faculty of the Northeast Ohio Medical University.
  2. The purpose of the Graduate Faculty shall be to support and deliver the mission of the College of Graduate Studies (COGS) as follows:

The mission of the College of Graduate Studies is to instill critical thinking, inspire curiosity, and promote innovation in order to graduate future generations of scientists, researchers, teachers, and community leaders who will use the power of education, research, and scholarship to positively transform the world. 

  1. Graduate Studies shall be defined as those academic and professional curricula which require student achievement beyond the baccalaureate level in any field leading to a Master’s, Specialist’s or Doctor’s degree except that of an M.D. or Pharm.D.  In addition, graduate level certificates, programs leading to licensure, or other post baccalaureate programs may be applicable for inclusion.
  2. The duties of the Graduate Faculty shall be to:
    1. develop, evaluate and deliver the curricula leading to appropriate graduate degrees and certificates;
    2. develop, evaluate, deliver and assess all graduate courses and programs delivered by distance education methods;
    3. participate in research and other scholarly activities, publish findings, and participate in professional societies;
    4. recruit, mentor and supervise students in the various graduate programs;
    5. develop and conduct graduate classes and seminars that stimulate creativity, independent thought, and scholarly attitudes and performance;
    6. serve on supporting committees as needed, supervise student research and scholarship, and direct theses and dissertations where qualified;
    7. serve as a graduate program Director or as a graduate program committee member;
    8. evaluate proposals for new graduate, graduate‐certificate, licensure, or other post baccalaureate programs, and to make recommendations to the COGS dean regarding such programs;
    9. elect the members of the Graduate Faculty Council, and if elected, to serve in the best interests of the Graduate Faculty, the graduate students, and the College; and
    10. at all times display the highest level of professionalism and ethical behavior.
  3. Membership of the Graduate Faculty – The Graduate Faculty includes two classes of membership: ex officio members without voting privileges, and appointed members with voting privileges.
    1. Ex officio, non‐voting members of the Graduate Faculty:
      1. President of the University
      2. Dean of the College of Graduate Studies
      3. Deans of all other Colleges of the University
      4. Associate/assistant dean(s) of the College of Graduate Studies
      5. Distinguished professors
      6. Chairs of departments offering graduate programs
      7. The purpose of this ex officio appointment is to recognize the important role that these individuals play in graduate education. In addition to the honorary appointment any one of these individuals may also apply for membership of the graduate faculty including having doctoral advising status if appropriate.
    2. Appointed members with voting privileges. These appointees to the Graduate Faculty shall be in one of three categories: Graduate Faculty Member, Graduate Faculty Member with Doctoral Dissertation Advising Status; and Adjunct Graduate Faculty Member.  All members of the Graduate Faculty may serve on thesis and dissertation committees. Graduate Faculty Members who are not Adjunct may co‐advise graduate students as outlined below. Only Graduate Faculty Members with Doctoral Dissertation Advising Status may serve as the single major advisor for a doctoral student.
    3. To qualify for appointment as a Graduate Faculty Member, an individual must:
      1. be a Core Faculty Member of one of the Colleges in the University; and
      2. possess an earned research doctorate, or the equivalent in a professional field, or possess a terminal degree appropriate to the specialty, or possess equivalent qualifications; and
      3. have demonstrated experience in activities related to graduate education, such as directing theses and dissertations, graduate teaching and/or related scholarship, or demonstrate a clear commitment to graduate education.  Members of the Graduate Faculty are expected to show commitment to the general research, teaching, and service missions of the University
      4. Privileges afforded to Graduate Faculty Members include the right to teach graduate courses, serve on thesis (master’s level) and dissertation (doctoral level) committees, and independently direct thesis research. Members may also co‐direct doctoral dissertation research in conjunction with a member who has doctoral dissertation advising status.
    4. To qualify for appointment as a Graduate Faculty Member with Doctoral Dissertation Advising Status, an individual must:
      1. be a member of the Core Faculty of one of the Colleges in the University; and
      2. possess an earned research doctorate, or the equivalent in a professional field, or possess a terminal degree appropriate to the specialty, or possess equivalent qualifications; and
      3. have demonstrated experience in activities related to graduate       education, such as directing theses and dissertations, graduate  teaching, and/or related scholarship, or a clear commitment to graduate education. Members of the Graduate Faculty are expected to show commitment to the general research, teaching, and service mission of the University; and
      4. have an active program of scholarship, as evidenced by current publications in refereed journals or equivalent scholarly publications and/or activities.  Graduate Faculty Members with Doctoral Dissertation Advising Status must have active funding, or clear evidence of timely and ongoing activities to obtain funding.    Candidates for Graduate Faculty Member with Doctoral Dissertation Advising Status may present additional evidence of scholarly or creative activity, such as panel membership, discussant, patents, or performance activity.
      5. Privileges afforded to Graduate Faculty Members with Doctoral Dissertation Advising Status include the right to teach graduate courses, serve on thesis and dissertation committees, and independently direct thesis and doctoral dissertation research.
    5. Adjunct Graduate Faculty Member
      1. This category is available to adjunct, part‐time, or visiting NEOMED faculty members, or to faculty members of other universities (national or international) with special expertise.
      2. Appointment as an Adjunct Graduate Faculty Member will usually be given to allow for the performance of a specified graduate faculty function (e.g., teaching, committee service).
      3. Adjunct Graduate Faculty Members will hold voting privileges with regard to graduate committee (doctoral or thesis committee) duties as appropriate for the adjunct faculty member’s credentials.
      4. Adjunct Graduate Faculty Members will be non‐voting with regard to Graduate Faculty Council issues.
      5. Appointment will be granted by the Dean of the College of Graduate     Studies, upon recommendation of the Graduate Faculty Council.
      6. The initial term of appointment for Adjunct Graduate Faculty Members will be for two years; members with this status may be reappointed for subsequent two‐year terms.
    6. Process for appointment to the Graduate Faculty
      1. Application for Graduate Faculty membership is made upon the recommendation of the Graduate Faculty of the department, or a duly constituted committee of that faculty. All applications forwarded for Graduate Faculty membership must contain written qualitative assessments of the candidate’s research, scholarly and/or creative activities.
      2. Applications are reviewed in turn by the department chair and the Graduate Faculty Council.
      3. Appointments to the Graduate Faculty are made by the Dean of the College of Graduate Studies on the basis of the recommendations of the Graduate Faculty Council.
      4. Quality is the primary factor in awarding membership on the Graduate Faculty. Those closest to the discipline are in the best position to provide a qualitative assessment of a candidate’s research, scholarly and/or creative accomplishments. The role of the department’s Graduate Faculty, the department chair, and the Dean in evaluating the candidate’s credentials for Graduate Faculty membership is to provide the crucial quality assessment.
      5. Persons who do not meet all of the preceding criteria, but are recognized by their departmental colleagues as being highly qualified in their special fields of study, may be nominated by the Graduate Faculty of a department for membership.
      6.  All applications shall be accompanied by a curriculum vitae. The
        curriculum vitae must document possession of the appropriate terminal degree for the discipline, demonstrate research and scholarship including a listing of publications (complete, ordered list of authors’ names, volumes, years, pages), and include other scholarly or professional activities indicated by year. The curriculum vitae must differentiate refereed publications from non‐refereed publications.
      7. Any applicant desiring to appeal the Graduate Faculty Council’s recommendation on appointment to the Graduate Faculty may request a review by a committee composed of two members of the Graduate Faculty Council and three members of the Graduate Faculty, none of whom are in the candidate’s department. The committee will be appointed by the Dean of the College of Graduate Studies or designee, who shall serve as a non‐voting chair.
      8. Non‐Adjunct Appointments to the Graduate Faculty shall be for initial and subsequent terms of five years. Terms shall begin on the first day of the fall semester and end on the day preceding the first day of the fall semester five years later. Appointments made during the fall semester shall be considered as having been made on the first day of that semester. For appointments made during the spring semester, the term shall be considered as having begun on the first day of the following fall semester.
      9. Applications for reappointments shall be made not later than March 1 for a term to begin in the following fall semester. The reappointment process shall be conducted in the same manner as the appointment process.
  4. Graduate Faculty Council (“Graduate Council”)
    1. The Graduate Council shall be the executive committee of the Graduate Faculty and shall represent the Graduate Faculty in proposing matters of academic policy and procedure to the Dean of the College of Graduate Studies, and in counseling and advising the Dean in matters of administering the College of Graduate Studies.  The Graduate Council, as an advisory body to the COGS Dean, shall have direct oversight of approval of new graduate courses, approval of new Graduate Faculty and reappointment of Graduate Faculty, approval of new programs, and evaluation of program quality among other areas.
    2. Officers of the Graduate Faculty Council shall be the President of the University, the Deans of colleges offering graduate programs and/or courses, the Dean of the College of Graduate Studies, and a vice chair elected by the Graduate Council. Their duties shall be as follows:
      1. The President, as executive head of the University in all its departments and colleges, shall receive the reports of subordinate officers, shall advise and counsel them, and shall have the powers and responsibilities stated in the bylaws of the Board of Trustees of the University.
      2. The Deans of those colleges offering graduate programs and/or courses shall be responsible, in consultation with department chairpersons, for supervision of Graduate Faculty and programs and/or courses within their respective colleges.
      3. The Dean of the College of Graduate Studies shall be responsible for the administration of the College, and shall supervise its programs and its student body. The Dean shall serve as chair and preside at meetings of the Graduate Faculty Council, and shall be responsible for recording and maintaining of minutes of all meetings of the Council, sending out notices of all meetings, and seeing that all Graduate Faculty Council members receive copies of the agenda prior to, and minutes after, all meetings. The chair shall only vote in the event of ties.
      4. The vice chair shall be elected by the graduate council and shall preside over Graduate Faculty and Graduate Council meetings in the absence of the chair. The vice chair shall serve a three year team and may be re elected for one additional term.
      5. The vice chair, in consultation with the chair, shall solicit agenda items from the Graduate Faculty, and have authority over setting the agenda for Graduate Faculty Council meetings.
    3. The membership of the Graduate Council shall be composed of :
      1. The directors of each of the graduate programs offered through the College of Graduate Studies.
      2. At least one and no more than two members from each department that contains Graduate Faculty (at least one member shall be a Graduate Faculty Member with Doctoral Dissertation Advising Status, if possible). One individual may serve both in representing a graduate program and as a departmental representative.
      3. Two students enrolled in any of the graduate programs offered through the College of Graduate Studies.
      4. All members of the Graduate Faculty will have voting status with regard to membership on the Graduate Faculty Council, unless otherwise specified in the bylaws.
    4. The term of office of members on the Graduate Council shall be three years. Members may serve a maximum of two consecutive terms. No more than two members of the faculty of any department may serve on the Council during any given year unless they are representing a graduate program.
    5. The inaugural Graduate Council shall be established by requesting nominations from each department containing Graduate Faculty Members. Terms of inaugural members will be staggered.
    6. The faculty members retiring from the Graduate Council each year shall duly constitute a nominating committee, which will meet in March and propose the names of two Graduate Faculty Members from each group represented by the retiring members.
      1. The nominations shall be transmitted to the Dean of the College of Graduate Studies by April 1, and the Dean shall circulate the slate to the Graduate Faculty. Prior to April 15, any five qualified members of a department may nominate an additional member of their group by petition addressed to the Dean of the College of Graduate Studies.
      2. On or about April 15, the Dean of the College of Graduate Studies shall send an electronic ballot to each member of the Graduate Faculty concerned. The ballot shall list all nominees for the Graduate Faculty Council, classified according to department or group. Faculty members shall vote only for the representative of their own particular group and shall vote for one nominee only. Voting should be completed by May 1.
      3. The Graduate Council shall then tally the vote.    In the event that no candidate for a given position receives a majority of the votes cast, there shall be a re‐ballot between the two candidates with the largest pluralities. Results of the election shall be announced to the Graduate Faculty, and the newly elected members shall take up their duties on September 1.
      4. If a vacancy should occur on the Graduate Council with one year or more left in the term, a special election shall be held. The newly elected
        member shall serve for that portion of the term for which the originally elected member shall be absent. For the special election, the last nominating committee shall be asked to submit a slate of two names from the appropriate faculty group; other nominations may be made in accordance with the procedure described above. If a vacancy occurs with less than one full year remaining in the term, the Dean of the College may recommend a person from the appropriate department or group to fill the vacancy for the remainder of the term.
    7. Procedures of the Graduate Council
      1. The Graduate Council shall use Robert’s Rules of Order Newly Revised to facilitate its meetings, unless it is in conflict with these Bylaws.  The Chair of the Graduate Council shall preside over the meetings of the Graduate Council. In the absence of the Chair, the Vice Chair shall preside.
      2. Meetings shall be held twice per semester (fall, spring, and summer, for a total of six times per calendar year) or upon ten calendar days’ notice by the Chair.
      3. A meeting shall also be held upon the written request of three members of the Graduate Council.  The request will be addressed to the Chair. A notice detailing the time, place and exact purpose of the meeting shall be e‐mailed to all the members of the Council at least three days in advance of the meeting.
      4. All members of the Graduate Council are voting members unless otherwise noted in these bylaws, and shall have one vote each with the   exception of the Chair, who shall only vote to break a tie.
      5. The usual methods of voting on motions are by voice or show of hands. A written ballot may be used when requested by a Graduate Council   member.
      6. A voting member may not designate a substitute to vote on his/her behalf.
      7. University conflict of interest policies shall be in effect and any member with a direct personal or pecuniary interest in the matter being considered may participate in the discussion of the matter, after having declared the conflict, but must abstain from voting on the question.
      8. Standing committees of the Graduate Council will include a Distance Education committee, New Programs committee, and Program
        Evaluation committee. From time to time, the Graduate Council may convene ad hoc committees or groups to facilitate its work. The
        chairpersons of committees of the Graduate Council shall be members of the Council. Additional members of the committees may come from the general Graduate Faculty.
      9. Minutes shall be compiled for all meetings and committees of the Graduate Council.  Meeting minutes will be kept on file in the Reference Section of the University Information Center, and will be posted when available to the University Website.
      10. Graduate Council meetings are open to any faculty member, student or staff member.  However, upon a majority vote of the sitting members of the Council, as determined by a roll call vote, an Executive Session of the Council may be called for a purpose that is stated as part of the resolution calling for the Executive Session. The Graduate Council may only vote on matters in open sessions of the Council.
      11. Every effort will be made to have representatives of the University administration available for each meeting as requested by the Chair of the Graduate Council.
      12. The President of the University, as its chief executive officer, shall have the privilege of the floor of the Graduate Council, within his or her discretion.
      13. Resolutions adopted by a majority vote of the Graduate Council shall be forwarded to the Dean of the College of Graduate Studies for consideration.
      14. The Dean of the College of Graduate Studies shall have final authority for acting on resolutions and recommendations put forth by the Graduate Council.
    8. Liaison between Graduate Council and University Leadership
      1. Resolutions and actions will be shared with the Council of Deans on an ongoing basis in order to facilitate communication across all colleges.
      2. Graduate Council representation on the leadership groups of other NEOMED Colleges shall be encouraged to enhance communication and planning.

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