Department of Languages By-Laws

I. Purpose

The By-Laws define the operating procedures for faculty governance within the Department of Languages at the University of Hawaii at Hilo.

II. Faculty Membership and Eligibility to Vote

A. Definition of Faculty Membership

  1. The Department of Languages faculty (later the LANG faculty) is comprised of all full-time tenured, tenure-track, temporary professors, as well as instructors, and lecturers, both permanent and temporary.
  2. The contributing faculty for the Department of Languages is comprised of full-time tenured, tenure-track, temporary professors, instructors, and lecturers, who are teaching courses and/or contributing to the programs. All contributing faculty will have a current CV on file.

B. Rights and Responsibilities of Faculty

  1. The power to make departmental policy resides with the LANG faculty in properly convened faculty meetings. Policy making by the department will be conducted within the framework of policy established by the university.
  2. Departmental business shall be conducted primarily through regular faculty meetings throughout the academic year, and/or department and program meetings. Special meetings shall be convened when deemed necessary.

C. Rules of Eligibility for Voting

  1. All full-time members of the LANG faculty except for the LANG chair, vote on proposals brought before the Department of Languages. The LANG chair casts the deciding vote in case of a tie.
  2. Curriculum for the language-related studies programs shall be proposed by the LANG faculty and the contributing faculty. Discussion by the faculty should be required before any modification of the program is added. Modification suggested by the contributing faculty should be reviewed and approved by vote of the LANG Faculty.

III. Delegated Powers and Duties of Department Chair

  1. The Department Chair is the chief administrative officer of the department. The chair’s responsibilities include providing department leadership and administering the policies established by the LANG faculty, the College and the University.
  2. The Department Chair’s administrative responsibilities include:
    1. managing and supervising the budget,
    2. recommending faculty and lecturers’ appointments and promotions,
    3. assisting with registration
    4. developing the department’s curriculum,
    5. coordinating advising
    6. appointing evaluators of lecturers and student workers,
    7. appointing mentors for junior faculty,
    8. working with the coordinators of language-related programs,
    9. assigning faculty to offices, and
    10. preparing course schedules following the approval of the LANG faculty.
  3. The Department Chair is an associate (I-4) or full (I-5) professor of the LANG Department nominated and voted by the LANG faculty. The new Department Chair shall take office at the beginning of the academic year and normally serves for a three-year term. The Department Chair may serve as long as there is a consensus among the faculty. A simple majority is sufficient to nominate a candidate, as long as the candidate is in agreement.
  4. In the event of the chair’s incapacity or extended absence from campus, the chair will appoint an acting chair.
  5. If the department chair has lost the confidence of the faculty, the faculty may make a formal recommendation to the dean of the college calling for replacement of the chair.

IV. Delegated Duties of the Coordinators of the Language-Related Programs

  1. The program coordinator is in charge of the program. The coordinator’s responsibilities include:
    1. providing program leadership,
    2. clarifying the policies, vision, and direction established by the LANG faculty and 1he university,
    3. working collaboratively with the department chair,
    4. meeting with the faculty when they have mishaps,
    5. holding meetings,
    6. providing initiative, guidance, inspiration, and oversight, and
    7. chairing language-related studies committees
  2. The program coordinator has responsibility for recommending contributing faculty appointments, developing the program’s curriculum and initiating academic and career- related events for the majors.

  3. The program coordinator is a full-time LANG department faculty member nominated and voted by the LANG Department members. The department chair will appoint the program coordinator. A new program coordinator shall take office at the beginning of the academic year and normally serves for a three-year term. The program coordinator may serve renewable terms as long as there is a consensus of the LANG faculty. A simple majority is sufficient to nominate a candidate.

  4. In the event that the program coordinator is unavailable, the program coordinator appoints an acting coordinator in his/her absence. The program coordinator will notify the department chair.
  5. If the program coordinator has lost the confidence of the faculty, the LANG faculty may make a formal recommendation to the Department Chair calling for replacement of the coordinator.

V. Department and Program Meetings

  1. Department and program meetings shall be scheduled monthly on a regular calendar basis. Every attempt will be made to provide a 48-hour notice. A faculty member may request a program meeting, and the program coordinator will make a reasonable attempt to accommodate him/her.
  2. The department chair and the program coordinator will provide an agenda for department and program meetings. Items for the agenda are required a 48-hour notice before the scheduled meeting unless there are mitigating factors which preclude this rule.
  3. Minutes of department and program meetings are recorded upon request in writing, but pertinent information should be recorded when future reference is anticipated. The chair and the program coordinator shall assign the responsibility for such record keeping.
  4. A quorum for department and program meetings will consist of a majority of the LANG faculty. If a vote is anticipated, a good-faith attempt will be made to inform the voting faculty in advance of the impending vote. Decisions that rely on voting shall be made to inform the voting faculty in advance of the impending vote. Decisions that rely on voting shall be based on a simple majority of those present who cast a vote and those absent who have submitted a written vote to the chair and the program coordinator. Abstentions will not count as votes in defining a majority; absentee votes will count in establishing a quorum. In the event of a tie, the chair and the program coordinator will exercise executive prerogative.

VI. Procedures for Amendment of the By-Laws of the Department of Languages

This document may be amended by a majority vote of all LANG faculty in the department by ballot. Proposed amendments must first be formally proposed and discussed at a department meeting. After discussion, the department may vote to hold a ballot on the specific amendment, and a ballot shall then be held within one week. All amendments of the By-Laws are subject to approval by the College.