STATE UNIVERSITY OF NEW YORK - - STATE COLLEGE OF OPTOMETRY
FACULTY BYLAWS
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FACULTY BY-LAWS
STATE COLLEGE OF OPTOMETRY

Revised: Effective March 2013
I. OVERVIEW

A. Construction:

The by-laws, together with the policies of the Trustees, State University of New York, shall comprise the rules of conduct of the Faculty of the State College of Optometry, State University of New York. As stated in Article X of SUNY Policies of the Board of Trustees “by-laws shall be consistent with and subject to the Policies of the Board of Trustees of State University of New York, the laws of the State of New York, and the provisions of agreements between the State of New York and the certified employee organization established pursuant to Article 14 of the Civil Service Law. Provision of bylaws concerning consultation with the faculty shall be subject to the approval of the President of the college. All actions under bylaws shall be advisory upon the Chancellor and President of the college.”

B. Definitions:

  1. The College shall mean the State College of Optometry, State University of New York.
  2. The Trustees shall refer to the trustees of the State University of New York.
  3. Council shall refer to the College Council (as described in The Policies of the Board of Trustees, State University of New York, Article II, Section G).
  4. President: the Chief Administrative Officer; the President of the State University of New York, State College of Optometry.
  5. Dean: the Chief Academic Officer; the Vice President/Dean for Academic Affairs.
  6. Associate Dean: the Associate Dean for Graduate Studies and Research.
  7. Faculty shall refer to the Academic Staff as defined in Article II, Section I, Paragraphs (i) and (j) of the Policies of the Board of Trustees, State University of New York.
  8. Voting Faculty: voting members of the faculty shall consist of:
    • The Chancellor
    • The President
    • Persons holding appointment of 1) (a) academic rank, or (b) clinical or research qualified academic ranks having regular teaching, clinical, research, library or administrative duties at the College, and 2) term or continuing appointments.
    • Visiting and adjunct faculty shall not be voting members.

On October 1, of each calendar year, the Director of Personnel shall provide to the Faculty Presiding Officer a list of voting faculty as of September 1. The total number on this list will be used to determine the number of voting faculty for the following year.

C. Amendments to the Faculty By-Laws:

Amendments can be passed at a Faculty meeting only if the following conditions are satisfied: (1) Written notice (distributed to the Faculty and posted electronically and on appropriate bulletin boards) of the proposed amendment must be made at least two weeks prior to the meeting; (2) 40 members of the voting faculty will constitute a quorum for purposes of voting on the proposed amendment; (3) a 2/3 vote, by secret ballot, of those present at the meeting is needed for the proposed amendment to pass.

If (a) three consecutive faculty meetings without the appropriate quorum OR (b) a period of two months from the first faculty meeting (whichever is less) have passed, then within two weeks of that time there will be held a mail or electronic vote. This vote will require a (2/3) vote of the responding voting faculty for passage, with a response of 40 faculty votes being considered a quorum to make the vote official.

If done by actual mailing, it will be conducted by the Dean's office, to the faculty member's home address, and will include a copy of the proposed amendment, a summary of the discussion at the previous faculty meeting(s) relating to the amendment (prepared by the faculty secretary), any position papers submitted (limited to 1/2 page in length and submitted at least one week before mailing out the ballots), a ballot, and two envelopes (one large and one small). 30 days from the initial mailing of the ballots will be allowed before tabulation of the votes. Votes will be sent to the Faculty Presiding Officer in a sealed small envelope enclosed in a second larger envelope with the faculty members name on it. The Faculty Presiding Officer will keep track of responding faculty, but the tabulation of votes will be done by the Executive Committee with only the sealed unsigned envelopes containing the ballots being available.

If conducted by electronic vote, all materials identified in the preceding paragraph will be made web accessible and systems that insure the integrity of the vote and confidentiality will be employed.

II ORGANIZATION -- THE FACULTY OF THE COLLEGE OF OPTOMETRY, SUNY

A. Personnel Policies:

Appointments, retention, rank, salary, tenure, and other such personnel matters are governed by the policies of the Board of Trustees and the negotiated agreement between the State and the union representing the faculty.

B. Officers:

  1. The Presiding Officer of the Faculty will call and conduct faculty meetings.
  2. The Presiding Officer-Elect will act in the absence of the Presiding Officer. The Presiding Officer Elect will succeed the Presiding Officer of the Faculty, and each will serve two year terms in office.
  3. The Immediate Past Presiding Officer will remain on the Faculty Executive Committee for a 2 year term.
  4. The Secretary will take attendance at all faculty meetings, and record and maintain minutes of the meetings. If not present at a meeting, an acting secretary shall be appointed from those in attendance by the presiding officer. The Secretary will serve for two years, and incumbents may succeed themselves one time only.
  5. The Faculty Senator will represent the Faculty on the University Faculty Senate, and will render reports to the Faculty on University Faculty Senate affairs. An elected Alternate Senator shall serve in his/her absence. The Senator and Alternate will serve terms of three years, and may succeed themselves one time only.
  6. The Representative of the Professional Program (also representing the Intern and Residency Programs and the Continuing Professional Education Program) and the Representative of the Graduate Program will represent their respective constituencies on the Executive Committee. Each will serve for two years, and incumbents may succeed themselves one time only. Responsibilities shall include, but not be limited to:
    • monitor the functioning of the respective elected and appointed committees, reporting on a regular basis to the Executive Committee.
    • facilitate communication and coordination of activities among the President, Dean, Vice Presidents, the Faculty, and the Faculty of the respective programs; assist the Faculty Presiding Officer to coordinate Faculty Meetings with respect to the business of these programs; and to convene meetings of the Faculty of these programs.
  7. No person may simultaneously hold more than one office.

C. Elections

  1. The Presiding Officer Elect, Secretary, Senator, Alternate Senator, and College-wide Elected Committee members will be elected by the Faculty at a spring quarter faculty meeting prior to expiration of their term of office. Elected officers will assume office on July 1 of the year in which they are elected, except for the Senator and Alternate Senator who will assume office in the fall of the year in which they are elected.

  2. A nominating committee will prepare a slate of candidates. This committee will consist of the presiding officer, the immediate past presiding officer, and the presiding officer elect (who will chair the committee). The nominating committee will consult with each representative (Professional Program and Graduate Program) to get nominations for representative.

  3. Representatives and the members of the elected committees of the various programs will be elected by a vote of the faculty of their respective constituencies. An individual may represent a department or the UEC on a committee to which they have either a primary or a secondary appointment. An individual is able to run in a single intradepartmental or UEC election for each committee per election cycle even if they are eligible to represent more than one department and/or UEC. If they are not elected as a department or UEC representative, they then are eligible to run as an “at large” candidate if such a position is available.

  4. Voting will be done by secret ballot if more than one person is running for an office.

D. FACULTY EXECUTIVE COMMITTEE

  1. General Purpose: The Faculty Executive Committee will facilitate communication and coordination of activities among the President, Dean, Vice Presidents, and the Faculty.
  2. Reporting Link: The Faculty Executive Committee will report to and consult with the Vice President for Academic Affairs. The Faculty Executive Committee may also seek consultation with the President at any time.
  3. Specific Responsibilities: The Faculty Executive Committee will:
    • call and conduct quarterly meetings of the faculty. Additional meetings may be held at the call of the Faculty Presiding Officer, or at the request of 10 or more members of the voting faculty. All requests must be made in writing and presented to the Faculty Presiding Officer.
    • meet regularly to discuss and conduct faculty business.
    • monitor the functioning of the faculty elected committees, and include reports of these committees on the agenda of faculty meetings.
    • will serve as representatives to the Faculty Student Association.
    • will work with the Vice-President for Academic Affairs to assure the Faculty Handbook is updated annually.
    • Facilitate the conduct of elections of faculty-elected committees in accordance with each committee’s membership as described in the appendices.
  4. Membership:

    a. The Faculty Executive Committee shall have eight members:

i. The Presiding Officer,
ii. Presiding Officer Elect,
iii. Immediate Past Presiding Officer
iv. Secretary,
v. Faculty Senator,
vi. Faculty Senator Alternate,
vii. One representative of the Professional Program, and
viii. One representative of the Graduate Program.

b. Roles of membership

i. The Presiding Officer will call and conduct faculty meetings.

ii. The Presiding Officer Elect will act in the absence of the Presiding Officer. The Presiding Officer Elect will succeed the Presiding Officer of the Faculty.

iii. The Immediate Past Presiding Officer will help provide continuity to deliberations and discussions of the Executive Committee.

iv. The Secretary will record and maintain minutes of faculty meetings. If not present at a meeting, an acting secretary shall be appointed from those in attendance by the presiding officer.

v. The Faculty Senator will represent the Faculty on the University Faculty Senate, and will render reports to the Faculty on University Faculty Senate affairs.

vi. The Alternate Senator shall serve in the absence of the Faculty Senator.

vii. The Representative of the Professional Program (also representing Residency Programs and Continuing Professional Education) and the Representative of the Graduate Program will represent their respective constituencies on the Executive Committee.

c. Terms of Office:

i. The Presiding Officer, Presiding Officer Elect, Immediate Past Presiding Officer, Secretary and Representatives of the Professional Program and Graduate Program shall serve 2 year terms, and incumbents may succeed themselves in a given position one time only.

ii. In accordance with the bylaws of the University Faculty Senate, the Faculty Senator and the Alternate Faculty Senator will serve a three year term, with a two term limit. After an intervening term, one may seek additional terms.

d. Election Process:

i. The Presiding Officer Elect, Secretary, Senator, and Alternate Senator will be elected by the Faculty during the spring quarter prior to expiration of their term of office.

ii. The Representatives of the Professional Program and Graduate Program will be elected by their constituencies at a faculty meeting prior to expiration of their term of office.

iii. Elected officers will assume office on July 1 of the year in which they are elected.

e. Decision Making:

Five members of the Faculty Executive Committee shall constitute a quorum. Decisions of the Faculty Executive Committee shall be made by majority vote.

E. The Harold Kohn Vision Science Library is the official depository for official faculty documents and the minutes of the faculty meetings.

F. Conduct of Faculty Meetings:

  1. Roberts Rules of Order will apply. An official parliamentarian will be appointed at each meeting by the Faculty Presiding Officer.
  2. Twenty of the voting faculty shall constitute a quorum for a Faculty meeting or a meeting of the faculty of the Professional Program.
  3. First order of business at Faculty meetings will be the Report of the Chancellor or his designated representative followed by reports of the President and the Vice President and Dean for Academic Affairs..
  4. Minutes of faculty meetings will be taken by the secretary, or an individual designated by the officer presiding, in the case of faculty meetings of specific programs. These minutes will be distributed by this individual to all faculty members within two (2) weeks of the meeting date, and a copy will be placed on record in the Library (see Section IIE of the Bylaws).

G. In addition to Faculty meetings, the Representatives of the Professional and Graduate Programs may call and preside at meetings of their respective constituencies regarding issues of their respective programs. Meetings will be held at the call of the President, the Program Representative, or at the request of 5 members of the voting faculty. All requests must be made in writing and presented to the Program Representative.

All meetings shall be announced by a public notice, and may be attended by any faculty member. If the meeting is a meeting of the faculty of a specific program, other faculty members may attend as non-voting participants.

H. Types of Committees:

1. Elected Committees:

a. Election procedures of these committees will be discussed in the appendices.

b. Reporting procedures for these committees will be discussed in the appendices.

2. Appointed Committees

a. These committees will be appointed by the President upon recommendation of the Dean for Academic Affairs. In preparing these recommendations, the Dean will consult with the Executive Committee of the Faculty to discuss the standing committees and receive recommendations concerning their composition. Committees will be comprised of at least three faculty members. Their appointment shall become effective September 1 and terminate August 31.

b. Committees appointed within the graduate or professional degree programs noted below will be comprised of at least three members of the faculty of that program. No more than one Faculty member of each committee (not including ex-officio members, who do not vote) may be appointed who is not a current member of the faculty of that program. This individual (1) cannot represent more than 25% of the committee's membership, and (2) will be considered a member of the Faculty of that Program during his/her term of office.

c. Administration will provide a timely written response to all written recommendations made by the committees. Responses shall be sent to the committee, with a copy to the Executive Committee.

3. Ad-hoc Committees:

a. Ad-hoc committees may be appointed at any time by the President or the Vice President and Dean for Academic Affairs as deemed necessary and after consulting with and receiving the recommendations of the Executive Committee. The Executive Committee may also appoint ad-hoc committees. Committees will be comprised of at least three faculty members.

b. Committees appointed within either the graduate or professional degree programs will be comprised of at least three members of the faculty of that program. No more than one member of each committee may be appointed who is not a current member of the faculty of that program. This individual (1) cannot represent more than 25% of the committee's membership, and (2) will be considered a member of the Faculty of that Program during his/her term of office.

c. Administration will provide a timely written response to all written recommendations made by the committees. Responses shall be sent to the committee, with a copy to the Executive Committee.

4. College-wide Committees:

Committees that address issues on a college-wide basis. (See Appendix which is considered a part of the Faculty Bylaws)

a. Elected Committees:

i. Faculty Executive Committee (See section II.D)

ii. Committee on Professional Qualifications

iii. Committee on Faculty Development

iv. Judicial Committee

b. Appointed Committees:

i. Institutional Research and Planning Committee (President)

ii. Committee on Leaning Resources

iii. Institutional Review Board

iv. Institutional Animal Care and Use Committee

v. Radiation Safety Committee

vi. Fraud in Science Investigation Committee

vii. Internal Control Committee

viii. Committee on Health, Safety & Energy Conservation

ix. Committee on Affirmative Action & Diversity

I. Professional Degree Program

1. The Professional Program refers to the College's educational program leading toward the degree of O.D.

2. The Faculty of the Professional Program will include all Faculty who (a) teach a course in the Professional Program, or (b) are involved in the clinical education and/or supervision of students in the Professional Program, or have participated in either of the above within the prior three years. Serving on any committee listed in Section B, below, will also make one a member of the Faculty of this Program during his/her term in office.

3. It shall be the responsibility of the Dean to keep a current list of members of the Faculty of the Professional Program, and to provide such a list, on request, to the President or to any member of the Faculty.

4. Committees of the Professional Degree Program (See Appendix which is considered a part of the Faculty Bylaws)

a. Elected Committees

i. Committee on Educational Policy

ii. Curriculum Committee

iii. Committee on Course and Standing

b. Appointed Committees

i. Committee on Admissions

ii. Committee on Scholarships, Award & Financial Aid

J. GRADUATE RESEARCH PROGRAM

1. The Graduate Research Program refers to the College's educational programs leading toward the degrees of M.S. and Ph.D. in Vision Science.

2. The Faculty of the Graduate Program refers to members of the Faculty who are designated by the Dean, after review and recommendation by both the Associate Dean and the Graduate Qualifications Committee, to

a. teach a course in the Graduate Program during the current academic year;

b. be the advisor of a M.S. or Ph.D. student depending on qualifications;

c. serve as a member, other than chair, of a doctoral candidate's specialty area committee or dissertation committee (having been recommended by the graduate student's advisor); or

d. have participated in any of the above activities within the prior three years; or

e. who are serving on any committee listed in Section B, below, during his/her term in office.

3. Qualification for each of the above categories (a-e) of participation in the Graduate Program shall lapse after three consecutive years of inactivity in that category. Qualification may be reinstated only after review of the Graduate Qualifications Committee.

A Faculty member, whether or not teaching in the Graduate Program, who has not advised a graduate student at the Masters or Doctoral level (as in "b" or "c" above) in the last three years, may request Inactive Advisor status. This status may be granted, upon review and recommendation of the Graduate Qualifications Committee and designation by the Dean. Inactive advisor status must be renewed every three years. A list of all Faculty eligible to advise and the level of qualification will be made available to all graduate students.

It shall be the responsibility of the Associate Dean to keep a current list of members of the Faculty of the Graduate Research Program and any inactive members, and to provide such a list, on request, to the President, Dean, or to any member of the Faculty.

4. Graduate Research Committees (See Appendix Awhich is considered a part of the Faculty Bylaws)

a. Elected Committees

i. Committee on Graduate Faculty Qualifications

ii. Committee on Graduate Program, Policy, Admissions, and Standing

b.Appointed Committees

i. None

Appendix A: Elected Committees

FACULTY EXECUTIVE COMMITTEE

A.  General Purpose:  The Faculty Executive Committee will facilitate communication and coordination of activities among the President, Dean, Vice Presidents, and the Faculty. 

B. Reporting Link:  The Faculty Executive Committee will report to and consult with the Vice President and Dean for Academic Affairs (the Dean). The Faculty Executive Committee may also seek consultation with the President at any time.

C.  Specific Responsibilities:
The Faculty Executive Committee will:

  • call and conduct quarterly meetings of the faculty. Additional meetings may be held at the call of the Faculty Presiding Officer, or at the request of 10 or more members of the voting faculty. All requests must be made in writing and presented to the Faculty Presiding Officer.
  • meet regularly to discuss and conduct faculty business. 
  • monitor the functioning of the faculty elected committees, and include reports of these committees on the agenda of faculty meetings.
  • will serve as representatives to the Faculty Student Association.
  • will work with the Vice-President for Academic Affairs to assure the Faculty Handbook is updated annually.
  • Facilitate the conduct of elections of the faculty-elected committees in accordance with each committee’s membership as described in this appendix.

D.  Membership:

  • The Faculty Executive Committee shall have eight members: 
    • The Presiding Officer
    • Presiding Officer Elect,
    • Immediate Past Presiding Officer
    • Secretary,
    • Faculty Senator,
    • Faculty Senator Alternate,
    • One representative of the Professional Program, and
    • One representative of the Graduate Program.
  • Roles of membership
    • The Presiding Officer will call and conduct faculty meetings.
    • The Presiding Officer Elect will act in the absence of the Presiding Officer.  The Presiding Officer Elect will succeed the Presiding Officer of the Faculty.
    • The Secretary will record and maintain minutes of faculty meetings. If not present at a meeting, an acting secretary shall be appointed from those in attendance by the presiding officer.
    • The Faculty Senator will represent the Faculty on the University Faculty Senate, and will render reports to the Faculty on University Faculty Senate affairs.
    • The Alternate Senator shall serve in the absence of the Faculty Senator.
    • The Representative of the Professional Program (also representing Residency Programs and Continuing Professional Education) and the Representative of the Graduate Program will represent their respective constituencies on the Executive Committee.
  • Terms of Office: 
    • The Presiding Officer, Presiding Officer Elect, Immediate Past Presiding Officer, Secretary and Representatives of the Professional Program and Graduate Program shall serve 2 year terms, and incumbents may succeed themselves in a given position one time only.
    • In accordance with the bylaws of the University Faculty Senate, the Faculty Senator and the Alternate Faculty Senator will serve a three year term, with a two term limit.  After an intervening term, one may seek additional terms.
  • Election Process:
    • The Presiding Officer Elect, Secretary, Senator, and Alternate Senator will be elected by the Faculty during the spring quarter prior to expiration of their term of office.
    • The Representatives of the Professional Program and Graduate Program will be elected by their constituencies at a faculty meeting prior to expiration of their term of office.
    • Elected officers will assume office on July 1 of the year in which they are elected.    

E.  Decision Making:  Five members of the Faculty Executive Committee shall constitute a quorum.  Decisions of the Faculty Executive Committee shall be made by majority vote. 


CURRICULUM COMMITTEE (Professional degree programs)

A.  General Purpose
As written in the Board of Trustees Policies, Article X, “The faculty of each college shall have the obligation to participate significantly in the initiation, development and implementation of the doctor of optometry educational program.”  The Professional Curriculum Committee will be responsible for overseeing these activities.

B.  Reporting Link
The Curriculum Committee will report to and consult with both the Vice President and Dean for Academic Affairs (the Dean) and the Faculty Executive Committee.

C.  Specific Responsibilities

  • The Committee will evaluate and review the curriculum periodically. 
  • Changes in the curriculum may be proposed by any member the professional program, a Department, a Department Chair, or the Dean of Academic Affairs.  The Committee will communicate proposed change(s) to the faculty of the professional program for discussion and feedback at least two weeks before any formal voting by the Committee members. 
  • The Committee Chair will make regular reports to the faculty of the professional program and the Faculty Executive Committee concerning its activities.  During faculty meetings, any member of the faculty may open a discussion concerning curricular issues, whether or not they are currently being considered by the Curriculum Committee.

 
D.  Membership
This committee will be comprised of 14 members (nine voting): 

  • Eight faculty members from the professional degree program,
    • Two elected as at-large by the faculty who teach in the professional program.
    • Two representatives from each of the two departments who are elected by the faculty members of their respective departments and two representatives from the UEC who are elected by UEC faculty members.
  • 4 students with one student member from each of the four professional program classes, elected by Student Council.  The students collectively shall have one vote. Student members must be in good academic standing.
  • One representative from the Office of Student Affairs who shall serve ex-officio (non-voting)
  • One representative from Library/Information Resources who shall serve ex-officio (non-voting)   
  • Terms shall be 4 years in length (including students when possible). 
  • All members will be limited to two consecutive terms.  The Chair of the Committee must be a voting member and shall be determined by the elected committee members.

E.  Decision Making:  Decisions shall be made by majority vote. Voting may be conducted during scheduled Committee meetings, or by other means such as electronic voting.


COMMITTEE ON EDUCATIONAL POLICY, (Professional Degree Program)

A.  General Purpose: The Committee on Educational Policy shall consider changes in the Professional Educational Policy Document contained within the Faculty Handbook and the Student Handbook, and make recommendations concerning such changes to the faculty and subsequently to the Vice President and Dean for Academic Affairs.

B.  Reporting Link:  The Committee will report to and consult with both the Vice President and Dean for Academic Affairs (the Dean) and the Faculty Executive Committee.

C.  Specific Responsibilities: The function of the Committee on Educational Policy shall be to consider changes in the Professional Educational Policy Document contained within the Faculty Handbook and the Student Handbook, and to make recommendations concerning such changes to the faculty. The educational policies of the Professional Program shall address matters of instructional policies and procedures. This shall include but not be limited to policies and procedures relative to course credits, classroom responsibilities, attendance, examinations, grades, and academic standing.

  • Changes in the Professional Educational Policy Manual may be proposed by the Dean, by any committee of the professional program, or by any member of the faculty of the professional program.  The Educational Policy Committee may evaluate proposed changes in the Professional Educational Policy Manual using whatever means it deems appropriate, including calling meetings of the Faculty of the Professional Program, and soliciting information and opinions from both inside and outside the College. 
  • The Committee will make a recommendation concerning the proposed change, and submit this to the faculty of the professional program for discussion and a vote.  Upon a majority vote of the faculty, these changes will be adopted.  These approved changes to the Educational Policy Document will be forwarded to the Dean, who will maintain a current version of the policy and distribute it to all members of the faculty of the professional program and students enrolled in the professional program.  
  • The Committee Chair will make regular reports to the faculty of the professional program and the Faculty Executive Committee concerning its activities.  During faculty meetings, any member of the faculty may open a discussion concerning educational policy issues, whether or not they are currently being considered by the Educational Policy Committee.

D.  Membership: This committee will be comprised of 5 members: 

  1. One representative from each of the two departments who are elected by the faculty members of their respective departments and one representative from the UEC who is elected by UEC faculty members.
        • Two at-large member elected by the entire Faculty at a general faculty meeting.
        • Members shall have 3 year terms, with no term limits.
        • There shall be a non-voting student representative of each professional class on this Committee, appointed by the Student Council.  (Student members must be in good academic standing)
  • a representative from the Office of Student Affairs (with the concurrence of the VP and Dean for Academic Affairs) who shall serve ex-officio. 
        • The Committee will elect the faculty member to serve as Chair.

E.  Decision Making: Decisions shall be made by majority vote.


 
COURSE AND STANDING COMMITTEE

A.  General Purpose:  This committee is responsible for making recommendations to the Vice President and Dean for Academic Affairs (the Dean) on the academic standing of each student.

B.  Reporting Link:  Vice President and Dean for Academic Affairs

C.  Specific Responsibilities:

  • The Committee shall meet at the conclusion of each term and at other times if called into session by the Chair, or by the Vice President and Dean of Academic Affairs
  • The committee will make recommendations to the Dean concerning the academic standing of specific students including academic probation, suspension, dismissal, expulsion, and/or other remedial measures.
    • Recommendations by the faculty of each professional class as well as that of department chairs and the Office of Student Affairs will be considered in the       evaluation of student performance.

D.  Membership: The Course and Standing Committee will

    • be comprised of 8 members: 
    • Two at-large members elected by the faculty of the professional program,
  • Two representatives from each of the two departments who are elected by the faculty members of their respective departments and one representative from the UEC who is elected by UEC faculty members.
    • a representative from the Office of Student Affairs who shall serve ex-officio. 
    • Members shall have 3 year terms, with no term limits.
    • The Committee will elect the faculty member to serve as Chair.

E.  Decision Making: Decisions shall be made by majority vote of those present. In order to vote, a minimum of 4 voting members must be present. However, the committee may, at their discretion, present alternative views to the Dean when considering changes to a student’s status more serious than probation.

 

COMMITTEE ON PROFESSIONAL QUALIFICATIONS 
(Appointment, Promotion & Tenure)

A.  General Purpose:
This standing Committee of the faculty will evaluate, on a regularly scheduled basis, all faculty members with regard to promotion and continuing appointment (tenure). It will make recommendations to the Vice President and Dean for Academic Affairs (the Dean) with respect to promotion and tenure of the faculty.

B.  Reporting Link: Vice President and Dean for Academic Affairs (the Dean).

C.  Specific Responsibilities:

  • This Committee will abide by all existing and future policies of the Board of Trustees that are pertinent to the purpose of this Committee.  The document entitled "Committee on Professional Qualifications (CPQ) Policy Document" as adopted by the faculty of the SUNY College of Optometry on June 7, 1973, and last updated on March 5, 1998 will act as a further procedural guideline. 
  • CPQ shall review and evaluate all faculty who are being considered for promotion or tenure. Review shall not be made more than once a year.  During the initial review, CPQ will solicit evaluations and recommendations from faculty, students and the appropriate department chairpersons. Candidates for promotion and tenure will be required to suggest at least three persons outside of the institution from whom the CPQ Committee might solicit evaluations. The CPQ Committee may seek evaluations from any other persons whom they feel may contribute to evaluation of a faculty member.  Following evaluation, the CPQ shall make recommendations to the Vice President and Dean for Academic Affairs. 
  • At the request of the Dean or the President, CPQ may be asked to review and evaluate faculty members being considered for reappointment or any candidate being considered for initial appointment (to either tenure or non-tenure track positions). 
  • CPQ will maintain careful records of the evaluation procedure for each faculty member during deliberations. All records are deemed confidential except to the CPQ, the Dean, the President and the candidate. Following conclusion of deliberations all records will be secured and kept in the Office of the Dean for Academic Affairs.
  • CPQ may serve in an advisory role to any faculty member requesting clarification or considering initiating the review process for promotion and tenure.  CPQ may collaborate with the Faculty Development Committee, to achieve this objective.
  • CPQ will review the Committee on Professional Qualifications (CPQ) Policy Document yearly.  Any suggested modifications of the Policy Document must be approved by a majority vote of the faculty at a scheduled faculty meeting. The Policy Document is part of the faculty handbook. 

D.  Membership: Membership will consist of five tenured faculty members, excluding department chairs and College officers.

  • Two representatives from each of the two departments who are elected by the faculty members of their respective departments and one representative from the UEC who is elected by UEC faculty members.
  • The entire voting faculty will elect two at-large members
  • Members will serve for three years.  Re-election for one three year term is permissible.
  • For the sake of continuity, election of members shall be staggered to the extent possible, so that ideally no more than 2 members of CPQ are elected in any given year.
  • Due to the highly confidential nature of the committee’s deliberations, the Office of the Vice President and Dean for Academic Affairs will provide staff support for the committee.
  • The Committee will elect the faculty member to serve as Chair.

E. Decision-making: Majority vote reported to the Dean for action as defined in the policy document. Minority and dissenting views may be included in the report.


COMMITTEE ON FACULTY DEVELOPMENT

A.  General Purpose:
The goal of the Faculty Development Committee is to assist faculty members in achieving excellence in teaching, scholarship and other areas of professional development. 

B.  Reporting link: Vice President and Dean for Academic Affairs, and the Faculty Executive Committee

C.  Specific Responsibilities:  The committee will

  • In collaboration with the Vice President and Dean for Academic Affairs, create and implement faculty development programs that address all aspects of professional development. 
  • Advise and assist in the development of both internal and external resources to support faculty development.
  • Provide a series of core programs that utilize and build upon the knowledge, expertise and experiences of the faculty at the SUNY State College of Optometry.
  • Sponsor programs and workshops featuring experts and guest speakers. 
  • Promote the use of resources provided by SUNY Central Administration and collaborate with other SUNY campuses to increase faculty participation in developmental activities. 

D.  Membership:  The Committee will consist of five members.

  • All members will be elected by the faculty.
  • 1 representative from each of the two departments who are elected by the faculty members of their respective departments and 1 representative from the UEC who is elected by UEC faculty members.
  • Two members will be elected by the faculty as at-large members.
  • The Committee will elect the person to serve as Chair.
  • Term of office shall be 2 years, with no term limits.

E.  Decision Making:  Decisions shall be made by majority vote. 


GRADUATE QUALIFICATIONS COMMITTEE

A. General Purpose: The function of this committee shall be to evaluate, and make recommendations concerning, the qualifications of members of the Faculty to participate in the Graduate Research Program. 

B. Reporting Link:  Associate Dean for Graduate Studies and Research (as designated by the Vice President and Dean for Academic Affairs)

C. Specific Responsibilities: 

  • The Committee shall evaluate faculty qualifications for appointment to the faculty of the graduate program.  Appointment may be made for participation at the following levels:
    • Teaching graduate courses.  Candidates shall be evaluated for possessing the appropriate type and extent of expertise to teach courses in the Graduate Program.
    • Graduate Advisor for students who are currently working toward the M.S. degree. Candidates must in general possess an earned M.S. degree in an appropriate discipline and must have on-going research activities appropriate to undertaking such a role.  The degree requirement may be waived for individuals who are judged to have attained equivalent qualifications.
    • Graduate Advisor for students who have been admitted to the Ph.D. program,. Candidates for appointment must in general possess an earned Ph.D. degree in an appropriate discipline and must have on-going research activities appropriate to undertaking such a role.  The degree requirement may be waived for individuals who are judged to have attained equivalent qualification. Individuals who are recommended as being qualified for this type of participation in the Graduate Research Program shall automatically be recommended as being qualified for the other types of participation listed above in sections i, ii, and iii.
    • Dissertation Committee Member:  Serves on a graduate student's specialty area or dissertation committee.  Candidates shall be evaluated for possessing the appropriate type and extent of expertise to serve on such committees.
  • Conduct of Reviews: 
    • Meetings of the Graduate Qualifications Committee shall be closed and all proceedings of the Committee shall be held in strict confidence. Results shall be reported to the Dean for Academic Affairs and Associate Dean for Graduate Studies and Research.
    • Records and files of the Committee shall be maintained by the Associate Dean for Graduate Studies and Research.
    • Requests to evaluate the qualifications of a Faculty member for participation in the Graduate Program may come from the Dean, the Associate Dean, the Representative of the Graduate Program, or from the faculty member him/herself.
    • A member may be de-qualified for any or all of the categories listed above (Section #B, #1-4) upon recommendation for de-qualification by the Graduate Qualifications Committee with concurrence of the Associate Dean to the Dean of Academic Affairs.
    • To assist in its deliberations, the Committee may
      • Request candidates to furnish written materials such as a curriculum vitae and copies of publications and grant applications.
      • Invite members of the College community to its meetings to discuss a candidate's qualifications.
      • Solicit letters of recommendation from outside the College community.
      • Invite the candidate to meet with the Committee. Alternatively, the candidate, if he or she wishes, may request a meeting with the Committee.

D. Membership: The Graduate Qualifications Committee shall

  • consist of three members of the Faculty of the Graduate Program elected by the Faculty of the Graduate Program
  • Terms shall be three years in length.  The terms shall be staggered so that one member is elected each year.
  • The member in his/her third year will serve as chair of the committee.

E. Decision Making:  The Committee shall make its recommendations to the Dean and Associate Dean in a confidential letter stating the pertinent facts of the case and the Committee's evaluation of them. The letter shall include the vote of the Committee on the question of whether or not the candidate is qualified to perform the function under consideration. A copy of the letter shall be sent to the candidate.


COMMITTEE ON GRADUATE PROGRAM, POLICY, ADMISSIONS, AND STANDING

A.  General Purpose: The Committee on Graduate Policy and Admissions shall review the Graduate Policy Document and recommend changes to the policy; review and make recommendations concerning the graduate program curriculum; make recommendations to the Associate Dean for Graduate Studies and Research concerning the recruitment, acceptance and retention of graduate students.  

B.  Reporting link:  Associate Dean for Graduate Studies and Research.

C.  Specific Responsibilities:

  • Graduate Policy – The Committee will consider changes to the Graduate Policy Document contained within the Faculty Handbook.  Changes in the Graduate Policy Document may be proposed by members of the Graduate Policy Committee, the Dean of Academic Affairs, the Associate Dean for Graduate Studies and Research, or any member of the faculty of the graduate program. 
    • The Committee may evaluate proposed changes using whatever means it deems appropriate, including calling meetings of the Faculty of the Graduate Program, holding public hearings, and soliciting information and opinions from both inside and outside the College. 
    • The Committee will make a recommendation concerning the proposed change, and submit this to the faculty of the graduate program for discussion and a vote.
    • Changes to the Graduate Policy Document will be adopted if a majority of the votes from the graduate faculty who are present are in favor of the changes. The total number of faculty voting must be equal to at least 40% of the total number of graduate faculty.
    • Changes approved by the graduate faculty to the Graduate Policy Document will be forwarded to the Associate Dean for Graduate Studies and Research for action. The Associate Dean will maintain a current version of the policy and distribute it to all members of the faculty of the graduate program and graduate students. 
  • Graduate curriculum –
    • The Committee will develop criteria for evaluation of the graduate curriculum and review the curriculum periodically.  Course sequencing and course credit should be considered as part of the review process. 
    • Changes in the curriculum may be proposed by members of the Graduate Policy and Admissions Committee, the Dean for Academic Affairs, the Associate Dean for Graduate Studies and Research, or any member of the faculty of the graduate program.  The Committee will investigate and assess any proposed changes to the curriculum using whatever means it deems appropriate, including calling meetings of the Faculty of the Graduate Program, holding public hearings, and soliciting information and opinions from both inside and outside the College. 
    • The Committee will make a recommendation concerning the proposed change, and submit this to the faculty of the graduate program for discussion and a vote.
    • Changes to the curriculum will be adopted if 2/3 of the votes from the graduate faculty who are present are in favor of the changes. The total number of faculty voting must be equal to at least 40% of the total number of graduate faculty.
    • The Committee will review courses taken by graduate students at other institutions and make recommendations to the Associate Dean concerning acceptance of these graduate credits. 
  • Graduate Course and Standing –
    • The Committee will review graduate student applications and conduct interviews of applicants as needed.  The Committee will then make recommendations to the Associate Dean concerning acceptance or rejection of these applicants into the graduate program. 
    • The Committee will carry out periodic evaluations of the activities and progress of all students in the graduate program and make recommendations to the Associate Dean concerning retention, academic probation, or dismissal, assignment of awards, and assignment of teaching and research assistantships.  The Committee will make recommendations to the Associate Dean regarding appointment of members to the Comprehensive Examination Committee. 
    • The Committee shall meet with the Associate Dean and others as appropriate to discuss the assignment or change of assignment of qualified faculty members as advisors to graduate students.
  • The Committee Chair will report to the faculty of the graduate program and the Faculty Executive Committee concerning its activities as needed. 

D.  Membership:

  • Will consist of 5 members, elected by the faculty of the graduate program. 
  • Members will have 3 year terms, with no term limits. 
  • The Committee will elect the person to serve as Chair. 
  • A non-voting graduate student representative, recommended by the Student Council, will be appointed to this Committee.  The graduate student representative may only be present at and participate in discussions concerning policy.  (The student representative must be in good academic standing.)

E.  Decision Making - Decisions will be made by majority vote.   

 

INSTITUTIONAL RESEARCH AND PLANNING COMMITTEE

Purpose: The Institutional Research and Planning Committee will provide support and counsel to the President and the Director of Institutional Research and Planning on assessment design, implementation and analysis relative to the College’s strategic priorities. The Committee will also assist in the development of institutional budgets and the allocation of resources in alignment with the College’s Strategic Plan.

Reporting Link: President

Specific Responsibilities:  The Committee

  • Will assist in the design of an institutional assessment program linked to the College’s Strategic Plan
  • Will review institutional outcomes data and advise the administration on action steps to achieve the college’s strategic goals
  • Will recommend methods for communicating the results of institutional research and outcomes assessment to the broader college community
  • Will actively consult with the college administration on budget preparation and the allocation of resources in support of the College’s strategic priorities

Membership:  The Committee will be broadly representative, consisting of nine members in addition to the Director of Institutional Research and Planning. All members should have an active interest in and dedication to the concept of institutional assessment and planning.

  • The Committee will be staffed and chaired by the Director of Institutional Research and Planning
  • Five members will be faculty:
    • Three members will be faculty, with one nominated by each of three departments; 1) Optometric Education, 2) Biological and Vision Sciences, and 3) University Eye Center (UEC).
    • One will be a faculty member nominated by the Research Council
    • One will be a faculty member nominated by the Clinic Council
  • One Student member nominated by the Student Council (the student must be in good academic standing).
  • Three members of the college’s staff as appointed by the President.
  • All nominations will be subject to review and appointment by the president.
  • All appointments are for one year terms.

Decision-Making:  The Committee is advisory in nature and will make recommendations on a consensus basis.


LEARNING RESOURCES COMMITTEE

A.  General Purpose:  The Learning Resources Committee will make recommendations and advise the Vice President and Dean for Academic Affairs (the Dean) concerning policy and budgeting in the College's various learning resources areas.  "Learning Resources" shall refer to the personnel and the facilities (including physical space, equipment, software solutions, services, and supplies) that are available to faculty, students and staff for the purpose of making possible or enhancing the learning process. This learning process is broadly construed to include all of the College's educational programs (Professional, Graduate, Residency, and Continuing Professional Education Programs) as well as the scholarly activities of its faculty and students.

B.  Reporting Link: Vice President and Dean for Academic Affairs. 

C.  Specific Responsibilities:

  • To consult with faculty, students, staff, and administration concerning ways to maximize effective use of the College's learning resources. 
  • To evaluate and communicate to the College administration the need for additional resources.
  • To promote the active involvement of the College Community in the evaluation of resources (such as the usefulness of certain journal subscriptions), as well as the use of new programs and services offered by the Library, Media Center, and/or Information Technology.
  • In conjunction with the Library Director, Media Resources Manager, and Director of Information Technology, to assure the integration of appropriate learning resources into the physical classrooms and other facilities.  
  • To promote the use of appropriate resources in all of the College’s educational programs.
  • The Learning Resources Committee will prepare a yearly report for the Dean concerning the Committee’s activities.  The Committee may issue other reports or memoranda as needed.  These documents will be shared with the Faculty Executive Committee. 

D.  Membership:  The Committee will be comprised of 8 members. 

  • Three members will be elected by the entire faculty, and shall include a representative from faculty involved in didactic, clinical and research programs. 
  • The Media Resources Manager, the Director of Information Technology and the Library Director will be appointed to the Committee.  The Library Director will serve as Chair. 
  • Two students will be elected to the Committee by the Student Council. (Student members must be in good academic standing.)
  • Elected members shall serve 3 year terms (including the students if possible) and there will be no term limits. 

E.  Decision Making: The Committee functions in a supportive and advisory capacity, thus recommendations will be by consensus. 


JUDICIAL COMMITTEE 

Purpose: The Judicial Committee serves to investigate and make recommendations on a course of action when a student is charged with a violation of the College’s “Expectations of a Health Professional” or other unethical or unprofessional conduct.  “Unprofessional or unethical conduct” is considered to be any action to or against a fellow student, faculty, staff or patient, that is generally deemed socially, ethically or professionally inappropriate.

Reporting Link: Vice President for Student Affairs & Vice President and Dean for Academic Affairs

Specific Responsibilities: The Committee

  • Will assist in the review and development of the general processes and policies for the investigation of unprofessional conduct on a periodic basis, in consultation with University Counsel.  (Changes in the investigative process and/or polices will require the concurrence of the committee and the Vice President for Student Affairs.)
  • Will investigate charges of unprofessional conduct, or violations of professional ethics made against students.  To the best of its ability, the Committee will ascertain the facts of the matter, and
  • In cases where a student is found guilty, the Committee shall make recommendations for a course of action to the Vice President and Dean for Academic Affairs.  Students may appeal the decision of the Dean to the President.
  • The Committee’s rules and procedures are described in the Student Handbook. 

Membership:  The Committee membership will include

  • Four members of the faculty, 1 representative from each of the two departments who are elected by the faculty members of their respective departments and 1 representative from the UEC who is elected by UEC faculty members.
  • 1 member will be elected by the faculty as an at-large member.
  • One Student member and on alternate member will be nominated by the Student Council (the student must be in good academic standing).
  • The four faculty members will choose one to serve as the Chairperson.   In the event that the Committee conducts more than one investigation over the course of its term, the Chair shall be rotated.
  • Any member of the Committee who is directly involved in a case brought before the Committee, or who believes that a conflict of interest exists, shall withdraw from consideration of the case.  Should a member remove themselves the Chair with the concurrence of the Vice-President for Student Affairs may appoint a replacement for the duration of the case.
  • All nominations/elections are for two-year terms.
  • The Vice President for Student Affairs shall attend all meetings related to the review and modification of general policies and procedures.  The Vice President for Student Affairs will not participate in the investigative process.

Decision-Making:  The Committee is advisory in nature.  Conclusions and recommendations will be made on a majority vote of 3 faculty members and one student member.  The Chair shall only vote in the event of a tie.

Appendix B: Appointed Committees

PRESIDENT'S COUNCIL

Purpose: The President's Council "acts as an advisory and consultative body to the chief administrative officer of the college and it shall consider such matters as may be presented to it by its' presiding officer"1.

Reporting Link: President

Membership: The Council is primarily composed of the College's senior administrators and is at the discretion of the President. Membership currently includes:

  • President (Chairs all meetings)
  • Vice President for Administration & Finance
  • Vice President & Dean for Academic Affairs
  • Vice President for Clinical Affairs
  • Vice President & Dean for Student Affairs
  • Vice President for Institutional Advancement
  • Director of Institutional Research and Planning
  • Associate Dean for Graduate Studies and Research
  • Director of Human Resources

The Assistant to the President serves as President's Council staff.

Specific Functions: As the President's senior advisory group, the Council engages in wide-ranging discussion of issues important to the short and long term future of the college. Areas of importance may include, but are not limited to:

  • Institutional planning
  • Budgets and resources
  • State, federal and external relations
  • Operational policies and procedures for the College
  • Assessment and Quality Controls
  • Other issues that may arise.

Decision Making – Advisory to the President.

Note 1: The President's Council as established is defined by The SUNY Polices of the Board of Trustees 2001. However, in that document it is referred to as the College Administrative Conference.


INFORMATION TECHNOLOGY COUNCIL

Purpose: The Information Technology Council was created to address the evolving needs of the College relating to information technology.

Reporting Link: The Information Technology Council reports to the Vice President for Administration and Finance.

Membership: The Council membership is appointed by the Vice President for Administration and Finance and includes:

  • Director of the Library,
  • Director of the Media Center
  • Chief Information Officer, (Serves as Chair)
  • At least two faculty
  • Three student representatives
  • Additional academic and clinical administration representatives as appropriate.
  • Members of the Council are appointed annually, but there are no term limits, with the exception of the student representatives.

Specific Functions: The goals of the Council are as follows:

  • to encourage consultation, coordination and communication among the various committees, departments, units and individuals at the College with an interest in or responsibility for technology issues;
  • to promote and extend the participation of the College in new technology-based initiatives; and
  • to provide guidance on matters relating to planning, implementation, budgeting, policies and procedures.

The Council consults informally as needed and meets regularly. Minutes are maintained and routed to the Council, the President, the Vice President for Administration and Finance, the Dean and interested others.

Decision Making: Decisions and/or recommendations are made by majority vote.


DEAN'S COUNCIL

Purpose: To advise the chief academic officer on matters related to all facets of the College's educational programs.

Principle Reporting Link: Vice-President and Dean for Academic Affairs

Membership: Is by appointment at the discretion of the Vice-President of Academic Affairs. In general, those with significant management and budgetary responsibilities within Academic Affairs, participate on the Dean's Council.

  • VP for Academic Affairs (Chair)
  • Academic department chairs (2)
  • Library Director
  • Director of Residency Education
  • Associate Dean for Graduate Studies and Research
  • Director of Continuing Education
  • Director of International Programs
  • VP for Clinical Affairs (ex-officio)

Specific Functions: As the Vice-President's management group, the Council engages in wide-ranging discussion of issues important to the short and long term future of the college's academic programs. Areas of importance may include, but are not limited to:

  • Academic program planning
  • Program policy
  • Academic Affairs budgets and resources
  • Operational policies and procedures for the College
  • Program assessment
  • Other issues that may arise.

Decision Making: This is a recommending body and, as such, the sense of the group is conveyed to the VP for Academic Affairs who chairs the meetings. The VP for Academic Affairs may also convey the sense of the group to the President.


RESEARCH COUNCIL

Purpose: To promote a vigorous research program at the College by recommending initiatives, plans, policies and strategies to the administration, and being an internal resource for other researchers.

Principle Reporting Link: Vice President for Academic Affairs.

Membership: Appointment is made annually by the Vice-President and Dean for Academic Affairs according to the following procedures:

  • The Chair of the Research Council (RC) will be the Director of the Graduate Center for Vision Research/Associate Dean for Graduate Studies and Research.
  • The Research Council will consist of 8 faculty members who are active researchers.
  • To the extent possible the 8 faculty members will consist of funded faculty holding an external research grant of over $100,000 total per annum;
  • If more than 8 faculty qualify by the funding criterion, then faculty will rotate annually on a first-in first-out basis;
  • at least two slots will be filled by clinical researchers;
  • If less than 8 faculty qualify for Council, then the VP will appoint up to two non-funded active researchers, preferably with funding histories.
  • The Grants Manager will serve on the Council as a non-voting ex-officio member.

Specific Functions:

The VP will ask Research Council to generate ideas, make decisions or provide advice on areas including, but not limited to:

  • Long-range planning for the development of research at the College;
  • Strategies for the achieving the College's strategic priorities;
  • Campus-based research policies and the allocation of resources
  • Funding of research infra-structure and support personnel by internal and external funds, including the Schnurmacher Institute for Vision Research;
  • Acting as a resource for internal assessment and evaluation of proposed research;

Decision Making:  Minutes of all meetings will be kept and made available to the College community.  (Note - On occasion, the Council may move into executive session on matters of a highly sensitive nature.) Decisions and recommendations will be based upon a majority vote of those present.


CLINICAL EDUCATION COUNCIL

Purpose: Meets regularly to assess, plan, implement and evaluate operations related to the clinical education of students and residents.

Principle Reporting Link: Vice President for Academic Affairs and Vice President of Clinical Affairs.

Membership: Appointment are made annually by the Vice-President and Dean for Academic Affairs and the Vice-President for Clinical Affairs, but is linked to the following appointed positions:

  • Chair of the Department of Clinical Education (Chair)
  • UEC Chief of Staff
  • Chief of the Adult and Pediatric Primary Care Service
  • Chief of the Advanced Care Service
  • Chief of the Visual Rehabilitation Service
  • Clinical Education Coordinator
  • Director of Externships
  • Director of Residency Education
  • 3rd Year Clinical Instructor of Record
  • 4th Year Clinical Instructor of Record
  • UEC Chief Operating Officer (ex-officio)
  • Chair of the Department of Biological and Vision Sciences (ex-officio)

Specific Functions: The VPs will ask the Clinical Education Council to generate ideas, make decisions or provide advice on areas including, but not limited to:

  • Long-range planning for clinical education at the College;
  • Strategies for the achieving the College's clinical education priorities within the clinical care environment;
  • Development and implementation of program assessment;
  • Development and implementation of assessment methods for students, residents and clinical preceptors;
  • Advise and consult on matters relative to the integration of educational programs into the patient care delivery system of the UEC.

Decision Making:  Minutes of all meetings will be kept and made available to the College community.  Decisions and recommendations will be based upon a majority vote of those present.


CLINICAL COUNCIL

Purpose: The Clinic Council will advise and consult the VP of Clinical Affairs on all matters pertaining to the University Eye Center. The Clinic Council will represent and act on behalf of the UEC staff. The Clinic Council receives and acts upon reports from committees and takes all actions necessary to ensure professional and ethical conduct by the UEC staff.

Reporting Link: VP for Clinical Affairs

Membership:

  • The Director of Professional Services/Chief of Staff who will also serve as Chairperson
  • The Chief of each Clinical Service (3)
  • The UEC Chief Operating Officer
  • The Vice President of Clinical Affairs and/or his designee
  • The VP of Academic Affairs/Dean or their designee (ex-officio)
  • Other individuals who may be invited on an as needed basis

Number of Members: 6+ with no specific term limits.

Specific Responsibilities:

  • The Clinic Council shall conduct the clinical business of the UEC Staff, and, in consultation with the Vice President for Clinical Affairs of the UEC shall have general charge and supervision of the professional conduct of the UEC.
  • The Clinic Council shall make recommendations to the Vice President of Clinical Affairs for matters regarding the welfare and management of the UEC.
  • It shall assure that the professional care and treatment for patients are in accordance with the highest standards in optometric care.
  • The Clinic Council will coordinate the activities and general policies of the services.
  • The Clinic Council will receive and act upon Committee reports; implement policies of the UEC Staff not otherwise the responsibility of the Services.
  • The Clinic Council will recommend action to the Director of Professional Services/Chief of Staff on matters of a clinical nature and will recommend action to the Vice President of Clinical Affairs on issues that are clinic-administrative in nature.
  • The Clinic Council will review the credentials of all applicants and make recommendations for staff membership.
  • The Clinic Council will periodically review all information available regarding the performance and clinical competency of staff members and other practitioners with clinical privileges and, as a result of such reviews, make recommendations for re-appointments and renewal or changes in clinical privileges.
  • The Clinic Council will take all reasonable steps to ensure professionally ethical conduct and competent clinical performance of all members of the UEC Staff.      

Decision Making: Decisions and/or recommendations are made by consensus.


COMMITTEE ON INSTITUTIONAL RESEARCH AND PLANNING

Purpose: The Institutional Research and Planning Committee will provide support and counsel to the President and the Director of Institutional Research and Planning on assessment design, implementation and analysis relative to the College's strategic priorities. The Committee will also assist in the development of institutional budgets and the allocation of resources in alignment with the College's Strategic Plan.

Reporting Link: President

Specific Responsibilities: The Committee

  • Will assist in the design of an institutional assessment program linked to the College's Strategic Plan
  • Will review institutional outcomes data and advise the administration on action steps to achieve the college's strategic goals
  • Will recommend methods for communicating the results of institutional research and outcomes assessment to the broader college community
  • Will actively consult with the college administration on budget preparation and the allocation of resources in support of the College's strategic priorities

Membership: The Committee will be broadly representative, consisting of nine members in addition to the Director of Institutional Research and Planning. All members should have an active interest in and dedication to the concept of institutional assessment and planning.

  • The Committee will be staffed and chaired by the Director of Institutional Research and Planning
  • Four members will be faculty:
    • Two members will be faculty, with one nominated by each of the academic departments
    • One will be a faculty member nominated by the Research Council
    • One will be a faculty member nominated by the Clinic Council
  • One Student member nominated by the Student Council (the student must be in good academic standing).
  • Three members of the college's staff/faculty as appointed by the President.
  • All nominations will be subject to review and appointment by the president.
  • All appointments are for one year terms.

Decision-Making: The Committee is advisory in nature and will make recommendations on a consensus basis.


INTERNAL CONTROL COMMITTE

Purpose: The New York State Governmental Accountability, Audit and Internal Control Act, [Act] Chapter 510 of the Laws of 1999, requires that all state agencies institute a formal internal control program. This system of internal controls is designed to assure that the University and its campuses meet their mission, promote performance leading to effective accomplishment of objectives and goals, safeguard assets, check the accuracy and reliability of financial and other key data, promote operational efficiency and economy and encourage adherence to applicable laws, regulations and prescribed managerial policies and practices.

Reporting link:
The Vice President for Administration and Finance is the Internal Control Officer and is a member of the Committee (ex officio). The Internal Control Act Coordinator and Chairman of the Committee is appointed by the Vice President for Administration and Finance.

Membership:

  • Members are appointed by the Vice President for Administration and Finance, and
  • Members represent all major areas of the College.
  • There are 10 - 15 members who serve on the Committee.  
  • Because of the nature of the Committee's work and the value of experience in implementing internal control procedures, the term of appointment is unlimited   

Specific Functions:
As outlined in the Division of the Budget, Budget Policy and Reporting Manual Item B-350, the University is required, among other things, to maintain a program of internal control review. The Internal Control Act Committee's [the Committee] purpose is:

  • to maintain a structured, continuing and well documented system to identify internal control weaknesses,
  • identify actions needed to correct weaknesses, monitor implementation of necessary corrective actions and
  • periodically assess the adequacy of campus internal controls.

The President of the College is expected to certify to the SUNY Chancellor (who certifies to the Division of the Budget) each year that the campus is in compliance with the Act and, if not, offer detailed plans for compliance.

Decision-making: Decisions regarding recommendations are made by the majority of members present.


COMMITTEE ON HEALTH, SAFETY AND ENERGY CONSERVATION

Purpose: The Committee on Health, Safety, and Energy Conservation addresses issues of health and safety within the building and on the property in order to promote the general well-being of the College Community, patients, and visitors. The Committee also promotes awareness of energy consumption and conservation strategies to the College Community as part of its role in the on-going operation of the Optometry Conservation and Sustainability Plan.

Reporting Link: The Committee on Health, Safety, and Energy Conservation reports to the Vice President for Administration and Finance.

Specific Responsibilities: The Committee

  • Serves in an advisory capacity to the Administration, the University Police Department and the Facilities Department;
  • is charged with bringing matters of concern voiced by the College Community to the attention of these departments.
  • approves the Annual Safety Report required by SUNY System Administration.
  • Initiates and/or reviews institutional policies and procedures related to health and safety, and;
  • Makes recommendations to the Vice President for Administration and Finance and President, or other administrative officer as appropriate.

Membership:

  • There are 10 - 15 members of the Committee, three of whom are ex-officio members who are staff in the University Police and Facilities Departments. Membership may vary on a year to year basis.
  • Ex-Officio members are non-voting members.
  • Committee members are appointed on an annual basis by the Vice President for Administration and Finance;
  • Members may be re-appointed each year for a number of years.
  • Every year, one student representative is appointed from each of the four classes.
  • The Chair is appointed by the Vice President for Administration and Finance.

Decision-Making: Decisions are made by a majority vote by all voting members present.


COMMITTEE ON AFFIRMATIVE ACTION & CULTURAL DIVERSITY

Purpose:

  • Recommend Equal Opportunity/Affirmative Action policies and procedures;
  • Serve in an advisory capacity on matters of affirmative action, including the interpretation of policy;
  • Aid in the resolution of grievances related to affirmative action;
  • Provide support and advice to the Office of Student Affairs with regard to recruitment and retention of under-represented students; and,
  • Raise Awareness of cultural issues involving students, employees, and patients.

Reporting Link: Vice President for Administration and Finance. The Director of Personnel is a member of the Committee (ex-officio) and also serves as the College's Affirmative Action Officer.

Membership: Members are appointed by the Vice President for Administration and Finance based on nominations from the Committee Chairperson and the Affirmative Action Officer;

  • Members represent all major areas of the College (faculty, students, non-teaching professionals, classified staff and management confidential staff);
  • Membership must include at least one person from each category specified above;
  • Membership must include the Affirmative Action Officer (ex-officio);
  • Members are appointed annually.

Specific Functions:

  • Assist with the development, dissemination and implementation of EEO/AA policies and procedures;
  • Sensitize students and employees to the institution's EEO/AA policies and our commitment to equal treatment of all individuals;
  • Review and update the Affirmative Action Plan;
  • Work closely with the Office of Student Affairs in their endeavor to recruit qualified minority students;
  • Develop and implement activities to promote ASCO's Diversity Action Plan to make multiculturalism/diversity a Core Value in the schools and colleges of optometry.

Decision Making: Decisions will be made based upon a majority vote of those present. Minutes of all meetings will be kept and made available to the community at large.


INSTITUTIONAL REVIEW BOARD (IRB)

Purpose: Concurrent with an approved Assurance of Compliance with 45CFR46 (Code of Federal Regulations on Protection of Human Subjects) a board, to be known as an 'Institutional Review Board', is appointed with the purpose of reviewing all biomedical and behavioral research, regardless of funding, in which human subjects are participants to assure that all state and federal guidelines for the protection of human subjects have been observed. The actions of the IRB must comply with the requirements of the Assurance of Compliance and the federal Office for the Protection of Human Subjects (OPHS) guidelines.

Principle Reporting Link: Director of the Graduate Center for Vision Research/Associate Dean for Graduate Studies and Research (as designated by the Vice President and Dean for Academic Affairs). The Director/Associate Dean serves as the Institutional Officer for research programs.

Membership:

  • Appointed for three-year terms1 by President after consultation with the Director of the GCVR/Associate Dean for Graduate Studies and Research, and the VP/Dean for Academic Affairs.
  • The chair of the IRB should be a highly respected individual from within the institution and shall be appointed annually by President in consultations with the Director of the GVCR/Associate Dean for Graduate Studies and Research and VP/Dean for Academic Affairs.
  • At least one member whose primary concerns are in scientific areas;
  • At least one member whose primary concerns are in non-scientific areas;
  • At least one member from the community at large who is not a member of the institution and is not part of the immediate family of a person affiliated with the institution;
  • Will include both men and women;
  • The IRB may invite any individual to participate with special areas of expertise, but they may not vote.
  • The IRB can have as many members as needed to perform its duties effectively.

Specific Functions: The IRB will, in accordance with federal regulations from The Office of Human Research Protections (OHRP),

  • review and make decisions regarding all research at this institution or its satellites, involving the use of human research subjects.
  • report all decisions regarding approval, revision, or non-approval of written IRB proposals to the Director of the GCVR/Associate Dean for Graduate Studies and Research, who serves as the designated Institutional Officer for research, for oversight and enforcement. The Director/Associate Dean can provide resources and approval for any IRB (internal or external) recommended proposal, but cannot do such for any non-approved proposal.
  • Maintain records as required by OPHS guidelines.

Decision Making: Decisions will be made based upon a majority vote of those present.
Minutes of all meetings will be kept and made available to the community at large.


INSITUTIONAL ANIMAL CARE AND USE COMMITTEE

Purpose: Concurrent with an approved Assurance of Compliance with The Office of Laboratory Animal Welfare (OLAW) and the U.S. Department of Agriculture, a board, to be known as an 'Institutional Animal Care and Use Committee', will be appointed with a purpose to review all biomedical and behavioral research, regardless of funding, in which non-human animal subjects are participants to assure that all state and federal guidelines for the protection of animal subjects have been observed. The actions of the IACUC must comply with the requirements of the Assurance of Compliance and the federal Office of Laboratory Animal Protection (OLAW) guidelines.

Principle Reporting Link: Director of the GCVR/Associate Dean for Graduate Studies and Research (as designated by the Vice President and Dean for Academic Affairs). The Director/Associate Dean serves as the Institutional Officer for research programs.

Membership:

  • Appointed for three year terms1 by the President after consultation with the Associate Director of the GCVR/Dean for Graduate Studies and Research, and the VP/Dean for Academic Affairs.
  • The chair of the IACUC should be a highly respected individual from within the institution and shall be appointed annually by President in consultations with the Associate Dean and VP/Dean for Academic Affairs.
  • The Committee will consist of at least five members including the Chairperson:
  • One member shall be a Doctor of Veterinary Medicine;
  • At least one member shall be a practicing scientist;
  • One member shall be a non-scientist; and
  • At least one member from the community at large who is not a member of the institution and is not part of the immediate family of a person affiliated with the institution.

Specific Functions: The function of this committee is:

  • To assure that state and federal regulations (PHS) which govern the care and use of laboratory animals are observed.
  • Report all decisions regarding approval, revision, or non-approval of written IACUC proposals to the Associate Dean for Graduate Studies and Research for oversight and enforcement. The Associate Dean can provide resources and approval for any IACUC recommended proposal, but cannot do such for any non-approval proposal.
  • Maintain records as required by OPHS guidelines.

Decision Making: Decisions will be made based upon a majority vote of those present.
Minutes of all meetings will be kept and made available to the community at large. 


RADIATION SAFETY COMMITTEE

Purpose: Concurrent with an approved assurance of compliance with The Bureau of Radiological Health of City of New York, Department of Health, a committee to be known as Radiation safety Committee will be appointed to supervise all radioisotope users and to review their work to establish that all the guidelines are strictly followed

Principle Reporting Link: Director of the GCVR/Associate Dean for Graduate Studies and Research (as designated by the Vice President and Dean for Academic Affairs).

Membership:

  • At least five members appointed annually by President after consultation with the Associate Dean and the VP/Dean for Academic Affairs.
  • The Chair of the RSC is appointed by the President after consultation with the Associate Dean for Graduate Studies and Research, and the VP/Dean for Academic Affairs. However, the Chairperson of the Department of Biological Sciences typically serves in this role.
  • The College's Radiation Safety Officer.
  • The College's Biological Safety Officer.
  • Two faculty members of the College.

Specific functions: The function of the committee is:

  • To assure that the safety rules and regulations are followed carefully. The rules of waste disposal need to be observed meticulously.
  • To ensure workers abide by the rules and regulations set forward regarding waste disposal by the radiation safety committee.
  • Investigate and respond to any complaints regarding laboratory worker(s) not following guidelines.

Decision Making: Decisions on complaints or remedial actions will be based on facts presented by the radiation safety officer and the statements given by the lab workers. Final decisions will be based upon a majority vote of those present. Minutes of all meetings will be kept and made available to members of the College community upon request.


FRAUD IN SCIENCE (FiSC)

Purpose: Concurrent with The Office of Research Integrity (ORI) of the U.S. Department of Health and Human Services, an ad hoc committee, to be known as the ‘Fraud in Science Committee', will be appointed by the President if a preliminary inquiry into an alleged case of fraud in science recommends an investigation.

Principle Reporting Link: Director of the GCVR/Associate Dean for Graduate Studies and Research (as designated by the Vice President and Dean for Academic Affairs).

Membership:

  • It shall be an ad hoc committee composed of three tenured faculty members, to be appointed by the President in consultation with The Vice President and Dean for Academic Affairs, the Associate Dean, and the Faculty Executive Committee, excluding any members who are party to the allegation.
  • The faculty members appointed to the committee shall not be parties to the allegation, or have any conflict of interest with regard to membership on the committee.

Specific Functions: The function of this committee is

  • to assure that state and federal regulations of ORI are documented, assessed, and evaluated, with notification to all Federal and State Agencies who are appropriate.
  • The FiSC reports all findings where scientific misconduct is alleged to the ORI and appropriate State agency. The Associate Dean will provide resources in order for the FiSC to operate.

Decision Making: Decisions and recommendation will be made based upon a majority vote of those present. Minutes of all meetings will be kept and made available to the ORI and appropriate State agency.


QUALITY ASSESSMENT AND IMPROVEMENT COMMITTEE

Purpose: The Quality Assessment and Improvement Committee shall monitor all issues affecting the quality of care at University Eye Center. The Committee will report the results and recommendations of its activities to the Credentials Committee, as necessary, for consideration in appointment, reappointment and delineation of clinical privileges for the University Eye Center Staff.

Reporting Link: Clinic Council

Membership:

  • Appointed by the Vice-President of Clinical Affairs in consultation with the Director of Professional Services.
  • Number of Members: 6-8
  • Term of Office: No Specific Term Limits
  • The Chair will be appointed by VP Clinical Affairs in consultation with the Director of Professional Services

Specific Responsibilities:

  • The committee will utilize peer review to monitor the quality of patient care. They will review clinical service data as well as data on individual providers to determine that the University Optometric Center's standards of quality care are being met. Data from individual practitioners will be utilized by the Credentials Committee, as necessary, for consideration in appointment, reappointment and delineation of clinical privileges for the University Eye Center Staff.
  • The committee will review medical records to determine if documentation of records and the coding of clinical encounters are appropriate. Both of these functions will be in accordance with acceptable guidelines.

Decision Making: Consensus


CREDENTIALS COMMITTEE

Purpose: The Credentials Committee will ensure that the clinical privileges awarded to University Eye Center Staff members are consistent with University Eye Center's standards of training, experience and performance. The credentialing committee will review new applicants as well as applicants applying for re-credentialing.

Reporting Link: VP Clinical Affairs

Membership:

  • Appointed by the Vice-President of Clinical Affairs
  • Number of Members: 4 - 7
  • Term of Office: No Specific Term Limits
  • The Chair will be appointed by VP Clinical Affairs in consultation with the Director of Professional Services

Specific Responsibilities:

  • Review all credentialing and re-credentialing applications. The Credentials Committee shall review all recommendations to assure that they are in keeping with the verified education, training, experience and, if applicable, demonstrated clinical competency, as well as the certified physical and mental competency of the candidate. They will coordinate the internal and external verification procedures of credentials of University Eye Center Staff applicants and review departmental recommendations in the context of the verified credentials.
  • Review the "Policies and Procedures" Document for Hiring, Credentialing, and Re-Credentialing.

Decision Making: Consensus


INFECTION CONTROL COMMITTEE

Purpose: To assure that University Eye Center is constantly prepared to deal effectively with all contingencies arising from infection control issues within the University Eye Center and to prevent and control infection in University Optometric Center.

Reporting Link: Clinic Council (Vice-President for Clinical Affairs)

Membership:

  • Appointment by the Vice President for Clinical Affairs
  • Number of Members: 5 - 8
  • Term of Office: No specific term limit
  • Selection of Chair: VP of Clinical Affairs/Director of Professional services

Specific Responsibilities:

  • Develop standards and procedures for infection control
  • Develop education programs for the staff to acquaint them with appropriate infection control techniques
  • Initiate appropriate studies or control measures when an infection danger exists for patients, personnel, or visitors
  • Assist in the development of a continuing education program in this area
  • The Infection Control Committee will monitor nosocomial and other infections in an ongoing Quality Assessment and Improvement Program designed to objectively and systematically monitor and evaluate the quality and appropriateness of patient care, pursue opportunities to improve patient care and resolve identified problems. The recommended resolution of identified problems shall be shared with all appropriate University Eye Center departments. After approval by the Quality Assessment and Improvement Committee, monitoring reports and recommendations will be submitted to the Clinic Council.

Decision Making: Consensus


COMMITTEE ON ADMISSIONS

Purpose: To recommend policy and procedures that will govern the process by       
which the College will select students for our Optometry program through the actions of the Committee on Admissions.  

Reporting Link: The Committee on Admissions will work with the Director of   Admissions and Marketing and be responsible to the V.P. for Student Affairs.

Membership:

  • Members are appointed by the Vice President for Student Affairs;
  • Up to ten faculty members and one each from the 4 professional classes plus the Director of Admissions is an ex-officio member;
  • Term of office is one year with the option for renewal;
  • Selection of Chair is done by the V.P. for Student Affairs.

Specific Responsibilities:

    • To recommend policies and procedures that will govern the way in which the Committee operates;
    • To evaluate and decide upon which candidates for the professional program in optometry are best qualified to enter the program;
    • To evaluate and recommend criterion for the selection and retention affiliate 3 / 4 Joint Degree programs.

Decision Making:

    • Policy and procedure issues – majority
    • Applicant decisions – 3 out of 3
    • Student members will be involved in discussions and voting only in matters concerning policy.

COMMITTEE ON SCHOLARSHIPS, AWARDS & STUDENT FINANCIAL AID

Purpose: To recommend criteria for the distribution of scholarships and awards to students within the College's programs and a process for selection of recipients.

Reporting Link: The Committee will report to the V.P. for Student Affairs

Membership:

  • Members are appointed
  • Up to 7 members plus the Director of Financial Aid as an ex-officio member
  • Term of Office is one year with the option for renewal
  • Selection of the Chair is done by the V.P. for Student Affairs

Specific Responsibilities:

    • Recommend the establishment or elimination of awards and scholarships
    • Establish criterion for the awarding of awards and scholarships
    • Recommend recipient of awards and scholarships
    • Recommend policies and procedures for the utilization of Financial Aid to our students within the guidelines set by the source of the resources.

Decision Making: All decisions and recommendations are made by majority of those present.