Internal Controls - Mgmt Resp Aca Aff

UTMB Management Responsibilities Handbook

Academic Affairs

Accountability

The department head is responsible for overseeing the major functions of the department. Under certain circumstances, the responsibility for the execution of these functions may be delegated; however, the department head he/she cannot delegate accountability for the academic and administrative leadership of the department.

Staff may be responsible for implementing the department head’s decisions, and for reviewing departmental compliance with policies and procedures. However, staff cannot be responsible for academic or other substantive decisions for which the department head is accountable.

While the department head can delegate responsibilities, he or she cannot delegate his/her accountability for the department and all its activities. The department head must personally oversee functions such as conducting faculty and staff personnel actions and programmatic issues.

Department Head Responsibilities

Major responsibilities of the department head include:

• Planning for, and guiding the direction of the department.
• Ensuring compliance with university policies and procedures pertaining to academic    layoffs, grievances, misconduct, confidentiality, departmental peer review process, and    related ethical and legal issues
• Carrying out administrative details concerning the negotiation and advising of academic    appointees about the terms and conditions of employment, including benefits.
• Overseeing faculty compliance with terms of the compensation plans, where applicable.
• Overseeing allocation and appropriate utilization of support services and resources,    including space and budget.
• Health and well-being of students.

Potential Problem Areas

Department heads should take precautions in the situations below, which may cause problems:

• Academic department oversight: In overseeing the university’s complex appointment and    academic review process, it is of critical importance that chairs and administrators follow    appropriate procedures. It is suggested that the appropriate dean’s office be consulted as    early as possible when questions or problem areas arise.
• Care should be taken to follow the guidelines of the school’s compensation plan.    Questions or problems should be referred to the appropriate dean’s office.
• It is suggested that the department head immediately involve the appropriate dean’s office    whenever serious issues or circumstances arise that may lead to a formal complaint,    grievance, or legal action, e.g., discrimination, misconduct in science, sexual harassment,    dismissal for cause, layoffs, misuse and/or mismanagement of resources, or any other    violations of the university personnel policies.

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