STATE UNIVERSITY OF NEW YORK --  STATE COLLEGE OF OPTOMETRY
FACULTY HANDBOOK
--
CAMPUS GOVERNANCE

(Last Updated: 7/20/2012)

Administration

Board of Trustees

The administration of the College is divided into six functional areas:

Within the functional structure of the College there are five Administrative Advisory Councils which support and advise senior administration.


Office of the President

The President is the chief executive officer of the College and is responsible to the SUNY Chancellor and the University’s Board of Trustees. The President is supported in the administration of the College by five vice-presidents: the Vice President for Academic Affairs (Dean); the Vice President for Clinical Affairs; the Vice President for Student Affairs; the Vice President for Administration and Finance; and the Vice President for Institutional Advancement. Other administrative positions within the Office of the President are the Assistant to the President, the Director of Institutional Research and Planning, and the Affirmative Action Officer.

The President: Directs current and long-range planning related to institutional goals, academic programs, teaching approaches, research, public service, financing, and enrollment projections. While providing leadership and direction in the areas of teaching/learning, scholarship-research, and public service, the president assures the development and maintenance of administrative organization and policy-making structure for the most efficient and effective utilization of campus resources.

The President maintains effective working relationships with the College Council, the SUNY System Administration, the Optometric Center of New York, other colleges, regional consortia, the SUNY Construction Fund, the campus Faculty/Student Association, the State Dormitory Authority, other non-State organizations on campus, State and Federal agencies, and with faculty, staff, students, alumni, parents, local community and other constituencies

Director of Institutional Research & Planning: Is responsible for coordinating the collection and maintenance of institutional data that are analyzed to assess institutional performance. The Office of the Director is also responsible for reporting data to SUNY as to well to federal and state agencies and to other organizations such as ASCO and ACOE. The Director is also responsible for maintaining liaison with agencies that accredit the College and its programs.

The Director chairs the Committee on Institutional Research & Planning which is charged with reviewing and assessing the College’s strategic plan and monitoring the development of operational plans.

Currently, the Director of Institutional Research & Planning also serves as coordinator for the development of the College’s international programs.

Assistant to the President: Reports directly to the President and is a member of the President’s Council. The Assistant to the President manages and supervises operations of the Office of the President, including those related to personnel. This position represents the President, as directed, in inter-departmental communication, coordination and advisement with respect to college activities, studies and programs.

The Assistant to the President manages all records within the Office of the President insuring their integrity and security and has responsibility for facilitating the reporting and transmittal of all new, revised and rescinded policies acted upon by the President as a consequence of recommendations made to him by the various committees and/or councils. The Assistant to the President also serves as liaison officer to the College Council, Student Council and to other organizations and units which are attached to, or related to, the college, and for those organizations for which the President has programmatic relationships.

Affirmative Action Officer: Advises the President with respect to plans, procedures and other matters pertaining to the College’s equal opportunity in employment policy and program. The AAO leads in the development of program, plans, procedures and regulations necessary to formulate and carry out the College’s program for equal opportunity in employment. He also serves as liaison between the College and enforcement agencies, minority organizations, women’s organizations and community action groups concerned with equal employment opportunities. The title of Affirmative Action Officer is currently held by the Director of Human Resources.

President’s Council: The President’s Council as established is defined by The SUNY Polices of the Board of Trustees 2007. It is the President’s senior advisory group, and 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, and other issues that may arise. Membership on the President Council includes members of the senior administration and others as the president chooses to appoint.


Administrative Affairs and Services

Administrative Affairs and Services

The mission of the Office of the Vice President for Administration and Finance is to provide services, as represented by the Office's divisions, to the College community and its other constituencies in a manner that is timely, reliable, efficient, customer-friendly, and in compliance with all applicable laws and regulations.

Vice President for Administration and Finance: reports directly to the President, is a member of the President’s Council, is the College’s Internal Control Officer, and is the campus Operations Manager for the Research Foundation of State University of New York. The Vice President for Administration & Finance provides assistance broadly throughout the campus in formulating, implementing, and monitoring administrative and fiscal policies and procedures and works with the President, Dean, Department Chairpersons, other administrators and faculty to insure that fiscal and administrative programs service the overall objectives of the campus.

Business Affairs and Payroll: The Division of Business Affairs is responsible for the fiscal and budgetary operations of the College. The Director reports to the Vice President for Administration & Finance and interacts with all departments at the College. The Director is the information security officer for the SUNY web portal, the Research Foundation web portal, NIH Commons, and NSF Fast-lane. The Director is the campus liaison with the Office of the State Comptroller in daily operational fiscal matters and coordinates the NY Department of Health annual cost report with auditors. The Director reports campus fiscal operations to the SUNY System Administration on both a routine and an as-needed basis and confers with System staff regularly on fiscal matters. The Director supervises the areas of procurement, accounting, and the bursar.

Personnel: The Director of Personnel supervises and directs the day to day activities of three professional staff: a Personnel Associate, Senior Personnel Associate and the Payroll Officer. The staff of the Personnel Office is involved with the administration of professional personnel services including, but not limited to classified and unclassified employment; payroll processing, benefits, employee labor relations, staff training, and development. The Director is also responsible for seeing that the College is in compliance with federal, state, and local mandates such as the Family Medical Leave Act, as well as training and awareness of policies regarding sexual harassment, work place violence and domestic work place violence. Finally, the Director serves as advisor to the campus President and other academic administrators on personnel matters; investigates acts warranting disciplinary action and responds at Step 1 to contract grievances and represents the College in any future steps of the grievance or discipline process.

As the Affirmative Action Officer, the Director prepares narrative material for compliance reports, such as the College’s Affirmative Action Plan, and is responsible for assuring that the affirmative action policies and objectives as they relate to the College’s goals are publicized. Furthermore, the Director works with other management staff in the investigation and resolution of affirmative action/discrimination complaints filed by students and employees of the University, as well as collects, compiles, analyzes, and interprets confidential employment data for SUNY affirmative action, State, and Federal compliance reports. Finally, the Director serves as the ex-officio member of the College’s Affirmative Action Committee which is responsible for providing programs on diversity to the College community.

University Police, Environmental Health and Safety, Facilities, and Mail Services: The Director of the Management Services Division is responsible for providing services to the College community to manage life and safety programs and to protect State and personal property. University Police and Environmental Health and Safety are two components responsible for assuring that all students, employees, patients, and guests who enter the College enter a building that is in compliance with Federal, State and local regulations pertaining to public safety, fire safety, and environmental concerns. In addition, the Division provides services, such as housekeeping cleaning, maintenance, and HVAC temperature control through its facilities/physical plant and housekeeping divisions. All capital construction projects in the building are under the supervision of the Capital Projects Coordinator who reports to the Director of Management Services. Finally, the Management Services Division oversees the operation of the College’s mail/shipping rooms and central duplicating.

Information Technology: The Office of Information Technology (OIT) addresses the information technology needs for the administrative, clinical, educational, and research areas of the College. The Director of OIT provides consultation to the College community through an active process of needs assessment, planning, development, selection, implementation, administration, training, and support. OIT also manages the College network, including the wired and wireless network infrastructure, electronic mail and conferencing system, University wide Video Conferencing System (UVCS), and the College web server. OIT also provides comprehensive technical support throughout the College community.

Information Technology Council: The Information Technology Council was created to address the evolving needs of the College relating to information technology. The Council includes the directors of the Library, Media Center and Information Technology, as well as faculty, student, Administration and Clinical Administration representatives.

The goals of the Council are as follows: 1) 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; 2) to promote and extend the participation of the College in new technology-based initiatives; and 3) 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 Dean and interested others.

Internal Control / Internal Audit: The Associate for Campus Services heads this division and is responsible for the following functions.

As the Internal Control Coordinator, the Associate directs the Internal Control Program and is Chair of the Internal Control Act Committee [ICAC]. The ICAC is responsible for ensuring the President can annually certify to the Chancellor that the College is in compliance with the NYS Governmental Accountability, Audit and Internal Control Act.

Telephone Services include maintenance of the critical telecommunications inventory of telephone lines, new services, moves, adds and changes, the Auto Attendant for the main College telephone number, voice mail services, auditing of land line and wireless telephone billings with resolution of differences, correction of technical problems, entries to the Verizon Business and Customer Communications Management System and administration of long distance user codes for faculty and staff.

Property Control for both SUNY and RF SUNY requires tagging of new equipment, maintenance of the campus and SUNY Property Control System [PCS], updates to the PCS, reporting of missing and stolen equipment to the State Comptroller and SUNY Auditor, recording moves, adds and changes of equipment locations and reporting of equipment inventories as required by the State Comptroller and RF SUNY.

The Physical Space Inventory and Building Characteristics Inventory require ongoing updating of all physical space [by square foot] in the inventory maintained by the SUNY Construction Fund. The PSI and BCI are used to support energy utility budgeting, M & O reviews, facilities requirements, utilization studies and other budget models.

The Revocable Permit process requires explaining College rental policies to inquirers, scheduling of reservations, writing up Revocable Permits, coordination with State Comptroller and Attorney General requirements, billing for rentals, collection of fees and resolution of operational problems reported by renters.

Grant Administration: The Division of Grant Administration provides pre- and post-award support services to investigators and staff seeking extramural funding for both research and teaching purposes. The Grant Administrator shows new investigators the process of applying for funding from sources outside the institution including both industry and the federal government, e.g., the National Institutes of Health and the National Science Foundation.

Administrative aspects of applications for funding for special projects are reviewed prior to submission to ensure compliance with institutional and sponsor guidelines and that the most competitive application will be submitted. The reviews and assistance provided include budget development, contract negotiation and even final submission of the proposal. The office will also assist with the intellectual property rights protection and patent process.


Academic Affairs and Services

Office of Academic Affairs

The Vice President and Dean for Academic Affairs is the chief academic officer and responsible for all academic programs and research activities. The Associate Dean for Graduate Studies and Research, the Director of Residencies, the Director of Continuing Education, the Library Director and, the Chairs of the three academic departments report to the Vice President/Dean for Academic Affairs. Unless otherwise specified, these positions are appointed by the President upon the recommendation of the Vice-President and Dean for Academic Affairs.

The Vice President and Dean for Academic Affairs is the chief academic officer and responsible for all academic programs and research activities. The Associate Dean for Graduate Studies and Research, the Director of Residencies, the Director of Continuing Education, the Library Director and, the Chairs of the three academic departments report to the Vice President/Dean for Academic Affairs. Unless otherwise specified, these positions are appointed by the President upon the recommendation of the Vice-President and Dean for Academic Affairs.

Vice-President and Dean for Academic Affairs (VPAA): The Vice President and Dean for Academic Affairs is responsible for planning, implementation, and accreditation of all academic functions, faculty activities, and faculty development. The VPAA oversees the planning and implementation of the curriculum in the professional degree and graduate programs, assesses educational effectiveness, and oversees faculty assessment, including student evaluation. The VPAA also directs current and long-range planning for research and scholarly activity, residency programs, and continuing education.

The VPAA is appointed by the President. The VPAA meets regularly with and chairs the Dean’s Council and the Research Council. The VPAA is also a member of the President’s Council, and the Clinic Council.

Associate Dean for Research and Graduate Studies: The Associate Dean for Research and Graduate Studies oversees all graduate level programs leading to a degree (M.S. and Ph.D.) conferred through SUNY Optometry. The Associate Dean also oversees all non-degree professional student research. The Associate Dean is responsible for all human and animal research conducted at the College and is the Institutional official responsible for compliance with all state and federal regulations regarding human research, animal research, and scientific misconduct. The Associate Dean is the administrative official and signator coordinating all external research grants and funding. The Associate Dean plans, submits, and manages the institutional research budget allocation and serves as the Director of the Schnurmacher Institute for Vision Research, which provides research support from the SIVR endowment. The Associate Dean reports directly to the Vice President and Dean for Academic Affairs in all academic matters, is a member of the President’s Council, The Dean’s Council, and The Research Council.

Director of Residency Education: The Director of Residency Education is responsible for overseeing the educational integrity of all SUNY-based and affiliated residency programs. The Director provides direction and oversight, and is involved in residency recruitment, new program establishment and accreditation. Additionally, the Director is responsible for the formal didactic program, which all residency programs participate in. The Director of Residency Education reports directly to the VPAA, and is a member of both Clinic Council and Dean’s Council.

Library Director: The Library Director reports to the VPAA. The Library Director is responsible for the development and overall administration of the Library and the Media Center. In consultation with the Committee on Learning Resources, the Council on Information Technology, and the faculty, the Director develops, implements, and modifies policies concerning acquisitions and circulation. Also in conjunction with the Media Resources Manager, the Library Director plans and implements Media Center policies.

The Library Director prepares and administers the Library budget, and provides assistance as needed to the Media Resources Manager in the area of budget management. The Director oversees the selection, ordering, and/or provision of access to all Library materials (books, journals, multimedia, and electronic information).

The Library Director supervises and evaluates all Library services, operations, and staff, as well as the Media Resources Manager, who in turn manages the Media Center staff. The Director plans space and equipment needs, oversees technology resources, and collaborates with Information Technology staff to ensure consistent access to electronic resources.

The Library Director prepares statistical reports for funding sources and Library Associations, writes and distributes a Library Annual Report, and ensures that relevant aspects of the Strategic Plan are implemented into Library and Media Center operations.

The Library Director serves on the Dean’s Council, Council on Information Technology, and Council on Learning Resources, as well as other appropriate committees through appointment or election.

Academic Department Chairs: The Academic Department Chairs are responsible for the supervision of that specific portion of the curriculum that relates to a specifically defined division of the body of knowledge encompassed within the scope of the College, each division thus being designated as a department. There are three academic departments: Biological Sciences, Vision Sciences, and Clinical Sciences. The Department Chairs are appointed by and report to the VPAA.

The Department Chairs provide leadership in the planning and development of the department and its programs in fulfillment of the College’s Mission, Goals and Objectives. Department Chairs plan, propose, and manage departmental budget allocations in support of Departmental goals. The Chairs oversee regular departmental meetings and prioritize departmental needs in coordination with the broader institutional planning process.

The Academic Department Chairs facilitate departmental programs and coordinate programs between departments. Departmental Chairs coordinate teaching of subjects within their department, coordinate coverage of each course and monitor and assess course instructors within their department. The Chairs assist course instructors to coordinate multiple instructor teams as necessary. The Chairs provide input on hiring, appointment and promotion decisions for members of their departments.

Department Chairs are responsible for the mentoring and development of faculty in their department. This includes advising faculty on research and scholarly activities and assisting them in obtaining required institutional and federal (IRB and IACUC) approvals. The Department Chairs authorize travel and other faculty development projects and plans. The Department Chairs organize and review assessment of faculty activities including student evaluations and provide feedback to the faculty.

The Department Chairs meet with the VPAA at the Dean’s Council, regular Departmental Chairs meetings, and as necessary, to communicate departmental needs, discuss the assessment and plans for individual faculty, and monitor courses and discuss curriculum issues.

Director of Continuing Professional Education: The Director of Continuing Professional Education is responsible for the daily operations and administration of all aspects of the fee-based Office of Continuing Professional Education, including event management. The Director creates and develops continuing education programs based on community needs and licensure requirements. The Director must be aware of the changing scope of practice laws and provide programs for updating licenses of practicing optometrists. The Director is a member of the Dean’s Council.

Dean’s Council: The Dean’s Council is an advisory committee made up of the Department Chairs, Directory of Library Services, Director of Residency Programs, Director of Continuing Professional Education, Associate Dean for Graduate Programs and Research, and the Associate Dean for Institutional Planning.

Research Council: The Research Council recommends policy and procedures related to all research activities in order to promote a vigorous research program at the College. The Council recommends initiatives, plans, policies and strategies to the administration, and acts as an internal resource for other researchers. The Chair of the Research Council is the VPAA. The Associate Dean for Graduate Programs and Research and the Grants Manager serve ex officio. Members of the Research Council are appointed by the Vice President/Dean. The council is composed of eight faculty members who are active researchers. To the extent possible the eight faculty members will consist of funded faculty holding external research grants. If more than eight 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.


Clinical Affairs, (including the University Eye Center)

Clinical Affairs

The University Eye Center, formerly known as the University Optometric Center, is chartered under Article 28 of the New York State Public Health Law. The Executive Director of the University Eye Center is the Vice President for Clinical Affairs and is responsible for the planning, operations and quality of patient care services provided within the clinical facilities of the College, as well as in its satellite and extramural clinical programs. Administrative Officers with the UEC include the Chief Operating Officer and the Chief of Staff/Director of Professional Services.

Vice President for Clinical Affair & Executive Director of the University Optometric Center: is responsible for the overall operations of the University Optometric Center, the patient care facility of the College of Optometry. While providing direction to the Chief of Staff, Chief Operating Officer, Director of Clinical Information Technology, Director of Finance, the Vice President for Clinical Affairs provides leadership and direction in the areas of patient care operations, billing/coding and finance, managed care contracting, credentialing and compliance. The Vice President for Clinical Affairs reviews and recommends new clinical programs to the President and is responsible for developing affiliation contracts and corresponding administrative procedures for extramural clinical programs. The VP of Clinical Affairs reviews the clinical education needs within the context of a patient care facility in collaboration with the Vice President for Academic Affairs as part of the strategic plan.

Chief of Staff/Director of Professional Services: assumes overall clinical responsibility for the development of professional and clinical standards within the University Optometric Center (UOC) and appropriate affiliated satellites and for the implementation of these standards. The Chief of Staff works closely with other senior managers within the UOC to assure a smooth an efficient and effective program operationally and fiscally, and works with the VP of clinical affairs on strategic planning for the UOC.

The Chief of Staff is responsible for the quality of the patient care provided in the University Optometric Center, and the development and implementation of professional and clinical standards to support patient care delivery. The Chief of Staff provides oversight of the Quality Assessment and Improvement Committee and works with the Chiefs of Services to ensure the quality of patient care rendered by the clinical faculty within the Department of Clinical Sciences. The Chief of Staff develops and implements clinical policies and procedures relating to professional standards, scope of service and credentialing, and provides direction to the Chiefs of Services and the Credentialing staff in meeting regulatory and applicable clinical standards. Additionally, this individual will be involved in the following activities: marketing, organization and patient flow, clinic staffing, clinic service collaboration, communication and budgeting.

The Chief of Staff also coordinates with the VPAA to maximize the teaching effectiveness and learning opportunities provided by the University Optometric Center and assists the Vice President for Clinical Affairs with the recruitment of clinical faculty.

Chief Operating Officer (COO): is responsible for the day-to-day management of the patient care services provided throughout the University Optometric Center. The position is responsible for directing and administering changes to meet the service delivery and academic objectives of the Center and coordinating efforts. The COO develops and implements operational improvements for the Center and is actively involved in senior level strategic planning consistent with the mission of the Center. The COO monitors and ensures consistency in the implementation of, and compliance with, applicable policies and procedures and provides administrative direction to the Clinical Operations Manager, Director of Clinical finance, Director of Medical Records, Patient Account Supervisors, Clinic Managers, Call Center Manager, and Nurse Manager in support of patient care services.

Director, Clinical Information Technology (CIT): is responsible for the electronic information systems utilized in the University Optometric Center which include the electronic medical record and practice management systems. The Director, CIT, is specifically responsible for directing the activities of the application analyst, planning and implementing upgrades, enhancements, hardware installation, and overall maintenance and operations of these systems. The Director, CIT, ensures compliance with applicable electronic and security standards, and works in tandem with the College’s Director of Information Technology to support the clinical activities of the University Optometric Center.

Clinic Council: conducts the clinical business of the University Optometric Center Staff. The Clinic Council makes recommendations to the Vice President of Clinical Affairs for matters regarding the welfare and management of the University Optometric Center. The Clinic Council also recommends action to the Chief of Staff on matters of a clinical nature. The Clinic Council coordinates the activities and general policies of the various services. It assures that the professional care and treatment for patients are in accordance with the highest standards in optometric care.

The Clinic Council is an advisory group to the Vice President for Clinical Affairs and engages in discussions relating to, but not limited to: the strategic plan and the mission of the UOC, staff membership, the provision of quality patient care, effectiveness and efficiency of all patient care related activities, the educational process within the context of the patient care setting, affiliated sites, departmental and external relations, credentialing, quality assessment and improvement, environmental and safety issues, professional and regulatory requirements, and operational policies and procedures. Membership on the Clinic Council includes the Vice President for Clinical Affairs, Chief of Staff, Chief Operating Officer, Vice President for Academic Affairs, Clinic Chiefs, Director of Residency Programs, and a representative from the Faculty Executive Committee and the Educational Facilitators.


Institutional Advancement and Alumni Affairs

Institutional Advancement and Alumni Affairs

Vice President for Institutional Advancement: reports directly to the president and oversees development, alumni association, public relations, government and media relations and special events. The Vice President also serves as the Executive Director of the campus-related foundation, the Optometric Center of New York and is a voting member of the Board of Trustees. The Vice President also serves as chief spokesperson for the College and oversees the design, writing and printing of all institutional publications and media relations materials.

Associate Director of Development: is responsible for researching, writing and tracking grant proposals to foundations and corporations.

Director Annual Fund: (part-time) conducts the annual direct mail campaign to all campus constituencies including alumni, OCNY Trustees, friends of the College and donors.. This position is also responsible for all gift entry and donor acknowledgements.

Senior Staff Associate: is responsible for general management of the office and overseeing Alumni Association programs and meetings. This person also writes the alumni newsletter, Focal Point, three times a year.


Student Affairs and Services

Institutional Advancement and Alumni Affairs

Directed by the Vice President for Student Affairs and Services, this office is responsible for student recruitment and admissions, financial aid, student records, counseling and student activities. Administrative officers within the office are the Registrar and the Director of Student Financial Aid. This Office supports, advocated and acts as a resource for all students in all areas outside the actual academic and clinical curriculum. Resources available to the student run the gamut from counseling to career planning and placement to student life to housing.

Vice President for Student Affairs (VPSA): Is a member of the Presidents Council. The VPSA directs current and long-range planning for the student affairs area, and is responsible for overseeing the activities of the Office and its personnel. Currently, the VPSA also acts as the Director of Admissions for the OD program and, as such, is responsible for the recruitment and administering the admission process through which candidates are evaluated for admission. Student and candidate counseling and career opportunities are important aspects of his responsibility. Both the Admissions Committee and the Committee on Scholarships report to this position. The VPSA acts as the advisor to the Student Council and other student organizations.

Registrar: Is responsible for maintaining all student records and files including grades and transcripts and submitting all University and governmental reports dealing with student census. All requests for grades and transcripts, once approved by the student, are under her confidential control for dissemination as approved. Working with the Department Chairs and the Vice President for Academic Affairs, the Registrar develops the schedule of course offerings and creates the College Calendar. All classroom reservations must be approved by the registrar. The Registrar is an ad hoc member of the Curriculum Committee and the Committee on Course and Standing.

Director of Financial Aid: Is responsible for advising and assisting students seeking financial aid, including loans, scholarship, grants and work study. He must provide to students all necessary information and forms for submission for financial aid and must submit all appropriate information and reports to lending institutions and governmental agencies. The Director of Financial Aid is an ad hoc member of the Committee on Scholarships and assists that committee in developing guidelines for the distribution of awards.



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