Bylaws

School of Architecture, University of Florida
Adopted: 14 February 2017

Preamble

The Faculty of the School of Architecture, in order to advance scholarship, teaching, and research, have established these bylaws in accordance with the Constitution of the College of Design, Construction and Planning and the rules and regulations of the University of Florida. The purpose of these bylaws is to establish the methods, procedures, and protocols for the operation of the School of Architecture (SoA) within the College of Design, Construction and Planning (DCP) at the University of Florida.  The SoA recognizes that it is bound in its actions by university regulations and that these bylaws are supplementary to these Regulations. With these bylaws, we, the faculty, confirm our commitment to the School through the principles of shared governance, with the intention of ensuring a fair and transparent process for:

  • promotion of the mission of the SoA
  • maintenance of an open and collegial environment
  • distribution and facilitation of faculty opportunities
  • assignment of faculty responsibilities
  • evaluation of faculty accomplishments

The governance of the SoA is the shared responsibility of the faculty. All members of the SoA should strive to maintain open communication, mutual respect, and collegiality in order to fulfill the primary mission of the SoA: the production of knowledge through excellence in scholarship, teaching, and service.

Contents

Article 1. The Faculty
Article 2. School Administrators
Article 3. Off-campus programs: International programs; Self-funded programs; Online programs
Article 4. Standing SoA Committees
Article 5. Meetings
Article 6. Faculty Affairs
Article 7. Amending the bylaws

Article 1. The Faculty

2:1. The Faculty of the SoA consists of persons with ranks and titles as defined by Faculty Senate bylaws.
2:1.1. The Voting Faculty of the SoA consists of persons who are defined as Voting Faculty in the Constitution of the College of DCP.
2:1.2. Persons holding faculty titles including, but not limited to, visiting, adjunct, affiliate, courtesy, or emeritus, shall not be considered Voting Faculty and shall not have voting privileges.
2:2. The Faculty is responsible for the direction, development and management of the SoA’s curricula. This includes commitments such as, but not limited to; coordination meetings, studio reviews, MRP/Thesis/PhD committees and defense, and end-of-semester curriculum reviews.

Article 3. Officers

3:1. Director
3:1.1. The Director is the chief academic and administrative officer of the SoA, and is responsible for establishing the strategic plan of the SoA in collaboration with the Faculty, representing the opinions and desires of the members of the SoA to the other departments within DCP, DCP and its administrative officers, and other administrative offices of the University. The Director also represents the SoA to other universities, affiliated professional organizations, and entities that have a shared mission with the SoA. The Director is responsible for communicating the opinions and policies of the Dean and higher administrative units to the Faculty.
3:1.2. The Director is responsible for the execution of day-to-day operations of the SoA and its programs, including administration of the SoA budget, allocation of space and other SoA resources, and personnel matters such as hiring, management, and evaluation of faculty and staff.
3:1.3. The Director is responsible for the administration of the graduate and undergraduate degree programs within the SoA, ensuring that these programs adequately support the mission of the SoA, DCP and University.  The Director shall ensure that the Faculty are integral to the execution of the SoA mission, through an open and transparent dialogue regarding the determination of SoA policy, assignments, and facilitation of faculty initiatives and research. This will be primarily accomplished through committee structures that report to both the Director and Faculty.
3:1.4. The Director is responsible for ensuring that required reports and requests are appropriately compiled and disseminated in a timely manner, including but not limited to: preparation of budget requests; allocation of space and resources; allocation of graduate student assistantships; recommendations for promotion and tenure, recommendation of new faculty appointments; salary recommendations and merit raises, annual teaching and administrative assignments, evaluation of faculty; and implementation of the SoA By-laws, DCP Constitution and respective strategic plans. These responsibilities are managed through (1) regular department meetings, (2) an active committee structure, (3) individual communications between faculty members and the Director, and communications with the Dean.
3:1.5. The Director sets the agenda, administers and chairs Faculty meetings.

3:2. Administrative Appointments
3:2.1. The Director may make administrative appointments. These appointments shall be related to the operation of the school such as graduate coordination, undergraduate coordination, and off-site programs.
3:2.1.1. The Director shall prepare a document clearly stating the specific duties and term of the appointment and any administrative supplemental salary associated with the position, and shall solicit expressions of interest from faculty.
3:2.1.2. In the event that an administrative appointment cannot be filled from available faculty, the Director may initiate an external search.
3:2.1.3. Administrative appointees report to the Director, and their administrative function(s) shall be evaluated annually by the Director.
3:2.2. Administrative appointees may have general responsibilities to the Faculty in addition to the specific duties and responsibilities described in their letter of appointment.
3:2.2.1. In the event of the Director’s absence or at the request of the Director, one of the appointees shall serve as interim Director for the maintenance of the day-to-day affairs of the SoA.
3:2.2.2. All administrative appointees shall prepare and submit an annual report specific to their appointment on or before August 1, and shall include all relevant information regarding their administrative responsibilities. Copies of the report shall be submitted to the Director and shall be posted in digital format for access by the Faculty. The information will be incorporated into the SoA Annual Report.

Article 4. Off Campus Programs: International Programs, Self-Funded Programs, and Online Programs

4:1. In order to achieve the highest level of teaching, research, and service the SoA supports the establishment of international and domestic off campus programs, and on-line “locations”. International, Off- campus and online offerings may consist of single “support” courses, studio courses, certificate programs and entire programs of study. Programs offered through the auspices of the SoA represent the SoA and University to outside constituencies and must be reviewed and approved by the Faculty and Director.
4.2. Off-campus programs offering degrees or certificates and international programs shall have a program director appointed by the director.
4:3. Each program director shall submit an annual report for their program to the Director no later than August 1st for the fiscal year ending June 30th.  The report will include a budget report, summary of enrollment, and other content determined by the Director.
4:4. In the situation where a program must declare financial exigency the Director has full authority to act independently on behalf of the SoA.

Article 5. Standing SoA Committees

5:1. Standing SoA committees are organized and appointed as indicated in this section. Ad hoc committees may be appointed by the Director or by the standing committees outlined below to address specific issues, gather information, or draft policy documents for review by their respective committees or the Director prior to being presented to the Faculty. Committees of the Faculty are delegated to address specific issues. They do not make policy but may recommend policy decisions to the Faculty and/or the Director.
5:1.1. Terms of service for standing committee members shall run from May 1st through April 30th.
5:1.2. Meetings shall be run using Robert’s Rules of Order.
5:1.3. Minutes shall be recorded for every meeting and shall contain at a minimum, who attended and outcomes of actions taken.  Minutes shall be approved at the next meeting and posted in a timely manner, not later than one week after the meeting in which they are approved.
5:1.4. The Chair of each committee shall prepare a report summarizing the activities and accomplishments of the committee by the end of the spring term. The report shall include an outline agenda, the acting chair and committee members for the next academic year. This report will be transmitted to the Director, the current and future standing committee members, and will be located on the SoA server for access by the Faculty.

5:2. Curriculum Committee.  The members of the Curriculum Committee are appointed by the Director and should be representative of key subject areas of both the undergraduate and graduate curricula. The committee will oversee the implementation and management of the curriculum.
5:2.1. The Chair of the Curriculum Committee shall be elected by the members.  An initiating chair is appointed by the Director for the purpose of scheduling the first meeting, at which time the Chair shall be nominated and voted on by the committee.
5:2.2. The School of Architecture representative serving on the College of Design, Construction & Planning Curriculum Committee shall be an ex-officio member of the committee.

5.3. Sustainable Architecture Committee and Governing Board.  Is responsible for reviewing the Concentration and Certificate in Sustainable Architecture for Graduate students. The Committee is appointed by the Director.
5:3.1. The Committee will act as the Governing Board of the Concentration and Certificate in Sustainable Architecture.
5:3.2. Committee members will approve the inclusion of courses in the available roll of Sustainable content courses.
5:3.3. The Committee will review and approve the completion of the requirements and recommend students for the Diploma of the Certificate.

5:4. Tenure and Promotion Committee.
5:4.1. The Chair of the Tenure and Promotion Committee shall be elected by the Faculty from faculty holding the rank of Full Professors by the Faculty and shall serve a three-year term. The election shall be initiated by the exiting Chair and will be conducted by a secret ballot during the week of April 15th at the end of each three-year term.  The term of service begins on May 1st. Chairs may serve consecutive terms.
5:4.2. The Chair of the Tenure and Promotion Committee will set meetings as required to review candidates for promotion and tenure during the academic year.
5:4.3. The Chair shall set an annual meeting of the tenured faculty to review the progress of tenure accruing faculty.  The Chair may request individual assessments from the tenured faculty regarding the candidate’s progress, or lack of it, toward tenure.

5:4. Merit Pay Committee.
5:5.1. A Merit Pay Committee (MPC) of five members shall be elected from the members of the faculty by secret ballot. The MPC will review any stipulations associated with allocation of merit for consistency with the SoA Merit Pay Guidelines.  The MPC will revise the Merit Pay Guidelines as needed and will transmit any changes or reaffirm the current guidelines to the Director. The Director will allocate merit pay in accordance with the Merit Pay Guidelines.

5:6. Faculty Search Committee.  When circumstances require the hiring of new faculty, the Director will appoint a Search Committee and Search Committee Chair.

5:7. Graduate Admissions Committee.
5:7.1. The Graduate Admissions Committee is appointed by the Director annually and consists of at least six (6) members of the faculty to represent all tenured/tenure accruing ranks. This committee shall review graduate candidate qualifications and acceptability for entry into the respective programs, including applicants to main campus and off-campus program. Directors of off-campus graduate degree programs or their representative shall be ex-officio members of the Committee

5:8. School of Architecture Awards Committee.
5:8.1. The members of the committee are appointed by the Director and are responsible for calling for nominations, nominating, and reviewing nominees for the various awards given annually by the SoA. The committee will make a call for nominations in December for awards to be given in the following spring.  Nominees will be vetted by the awards committee and presented to the Faculty for ratification by vote during a regularly scheduled faculty meeting early in the spring semester.
5:8.2. The committee will plan and organize the SoA Awards Ceremony held during the month of April.
5:8.3. Committee members will assist in coordinating travel and hosting awardees as necessary to attend the awards event.

5:9. Library Committee.
5:9.1. The Library Committee is appointed by the Director of the School of Architecture to broadly represent the faculty and is responsible for liaising with the Architecture and Fine Arts Library and with the Architecture Archives.

5:10. Policy and Planning Committee. The Policy and Planning Committee is a forum for the mutual exchange of ideas between Faculty and administration and assists in the development of, and makes policy recommendations on matters of concern to the School. The committee will make recommendations to the Director for policy or scheduling changes to be brought before the Faculty for ratification as needed.
5:10.1. Membership shall consist of five elected faculty members, with staggered, two-year terms. Individuals may be re-elected.
5:10.2. The Committee shall elect its own chair from among its members.  The term of the Chair shall be one academic year. The chair shall be eligible for reelection.

5:11. PhD Committee.
5:10.1. The SoA PhD Committee shall be comprised of faculty with Doctoral Research Faculty status actively working with PhD students. The Chair will be appointed by the Director. The committee is responsible for PhD admissions along with the respective committee, sub-committee or specific instructor associated with the student’s proposed research area; awarding of scholarships and fellowships; teaching DCP and SoA PhD core classes; liaison with the DCP PhD Committee; and electing a representative to the DCP PhD Committee.

Article 6. Meetings

6:1.  The Faculty will meet regularly in officially and specifically named “faculty meetings” to address issues of governance, share insights regarding the SoA programs, engage in strategic planning to advance the SoA’s mission, and provide advice and counsel to the Director on the business of the SoA. The Director or his/her designated representative shall preside at all meetings. Attendance at Faculty meetings is required for all faculty.
6:1.1. The Director will schedule faculty meetings as needed to manage the business of the School, nominally monthly during the fall and spring semesters.
6:1.2. Additional faculty meetings may be scheduled or called by the Director or at the written request of any three members of the Faculty.
6:1.3. Except as noted in 6:1.2 above, Faculty meetings will be scheduled in advance of the beginning of each semester and will be indicated on the SoA calendar.  A draft agenda, prepared by the Director, shall be distributed to the Faculty at least one week prior to any Faculty meeting.
6:1.4. Any faculty may submit items for inclusion in the agenda, in writing, to the Director at least ten days prior to a scheduled meeting.
6:1.5. A quorum for any Faculty meeting shall consist of a simple majority (half +1) of the voting Faculty and is required to transact any SoA business unless an item has been presented in advance at two successive meetings at which, either a quorum has not been present, or action has not been taken, then the Faculty present shall constitute a quorum for the purpose of acting on that particular item. All motions, except those to amend the by-laws, shall carry with a majority vote.
6:1.6. The Director shall present matters impartially at faculty meetings; however, he/she may participate in all discussions and express his/her opinions as a member of the Faculty.
6:1.7. The Director is responsible for preparing summary minutes of Faculty meetings, making them available electronically to the Faculty at least one week prior to the next scheduled faculty meeting. The Director shall make all revisions, and maintain an archive of all minutes that is accessible to the Faculty and in accordance with Florida law regarding public meetings.
6:1.8. Action Items on a meeting agenda that represent significant changes to policy, curriculum, or governance may not be introduced and voted on at the same meeting. Action Items that have been previously introduced and discussed may be presented to the Voting Faculty for ratification by vote at a future meeting if the item is included as a clearly stated motion in the agenda.
6:1.9. Motions that do not represent significant changes to policy, curriculum, or governance may be introduced and voted on at the same meeting. Generally voting on these issues should be limited to voicing advisory positions of the Faculty, managing the regular business of the school; and introducing issues that should be studied by the administration or committees and presented to the Faculty at a later date.

6:2.  Voting
6:2.1.      Votes may be made by show of hands or voice, but shall be made by secret ballot at the request of any Voting Faculty member by formal motion and ratification. Secret voting will be conducted using paper ballot either during the meeting or within two business days after the meeting and the results reported to the Faculty no later than the following day. Secret ballots may be electronically transmitted to office staff to register the votes of SoA faculty located off-campus, traveling, or on-leave. Ayes, nays and abstentions will be recorded.
6:2.2. Personnel matters such as the hiring or promotion of faculty must be conducted by secret ballot.
6:2.3. Proxy votes will not be accepted for show of hands or voice votes conducted at meetings.

Article 7. Bylaws Amendment Procedures

7:1.   The Director or any voting faculty member may propose a revision or amendment to these bylaws. A proposed revision or amendment shall be submitted to the chair of the Policy and Planning Committee (PPC).  The PPC shall review the proposal and discuss the merits of the amendment. After deliberation, the PPC chair shall prepare a report to the Faculty including a recommended action. In addition, the PPC chair shall submit a request to the Director that the proposed revision or amendment to the bylaws be placed on the agenda of the next faculty meeting for discussion. The PPC chair shall present the committee report at the Faculty meeting and be prepared to answer questions as may arise, including modifications to the original proposed revision or amendment. The PPC chair shall prepare a motion to amend the bylaws including the full text of the amendment and submit it to the Director for inclusion in the next agenda.  The Director shall call for a vote if a quorum for the purpose of amending the bylaws is present. If a quorum is not present the action shall be tabled until the next meeting.
7:1.1   A quorum of a majority of the Faculty is required to amend or change the bylaws unless an amendment to the bylaws has been presented in advance at two successive meetings at which either a quorum has not been present, or action has not been taken, then the Faculty present shall constitute a quorum for the purpose of acting on that amendment.
7:1.2.  Revisions to the official copy of the Bylaws: The Director shall make all changes to the official copy of the Bylaws, including a notation of the date when the amendment was accepted, as soon as practical after a vote of the Faculty.

End of Bylaws

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