3.2.7

The institution has a clearly defined and published organizational structure that delineates responsibility for the administration of policies. (Organizational structure)

Compliance Judgment

X      In compliance     Partially compliant     Non-compliant

Narrative

Francis Marion University provides a clearly defined and published organizational structure that delineates administrative responsibilities on the University’s website and in Faculty Handbook 2016-2017 after the Table of Contents [1]. The lines of accountability seen in the chart are found primarily in the Faculty Handbook or its appendices.

Board of Trustees and The President

The role of the Board of Trustees, the President, and the Chief Financial Officer are clearly outlined in the Bylaws of the Board of Trustees. For example, the Powers and Duties of the President are defined as:

The authority and functions of the president are explicitly delegated by the Board of Trustees and include responsibility for all University educational and managerial affairs. The President is the chief executive officer of the University and the executive agent of the Board of Trustees. He/she exercises a general superintendence over all the affairs of the University in accordance with the policies of the Board of Trustees and provides leadership and advice to the Board in carrying out its responsibilities. The functions of the President include, but are not limited to, the following:

1. To perform all acts and execute all documents necessary to make effective any actions taken by the Board of Trustees and to implement all policies and plans adopted by the Board.
2. To coordinate the preparation of policies and plans presented to the Board for its adoption or approval, to consult with the Board in timely fashion on matters appropriate to its policy-making functions and fiduciary responsibilities, to provide the Board with the information it requires to meet its policy-making responsibilities, and to advise the Board concerning actions to be taken.
3. To organize the administrative services of the University in consultation with the Board and in accordance with Board policy, and to appoint administrative officers and other professional staff by authority of the Board of Trustees.
4. To exercise leadership in working with the faculty and academic officers in developing plans and proposals for educational programs and policies; to review and evaluate faculty proposals for major revision of educational programs and policies and to present them to the Board with his recommendation concerning their action; to bear responsibility for the orderly implementation of educational programs and policies.
5. To appoint members of the faculty by authority of the Board of Trustees and to provide leadership to the faculty in carrying out their responsibilities in teaching, scholarship, and public service.
6. To have the power of final approval of all initial appointments, renewals of appointment, promotions in rank, compensation, conferral of tenure and termination of faculty and members of the administration and staff on recommendation or advice of the appropriate vice president or other officers of the University.
7. In the absence of specific provisions to the contrary in the bylaws and policies of the Board of Trustees, to serve as the medium of communication between the Board and the administration, faculty, staff, students, and alumni of the University.
8. To assure the orderly management of fiscal and personnel affairs, the auxiliary enterprises of the University, and the maintenance and development of its financial and physical resources; to coordinate the preparation of the operating and capital budgets of the University and to submit proposed budgets to the Board of Trustees for its review and approval; to keep the Board fully informed of the financial condition of the University and concerning trends affecting the University’s financial stability and strength.
9. To provide for the effective conduct of systematic, comprehensive, and information-based institutional planning, to present such plans to the Board of Trustees with his advice concerning action which may be needed, and to monitor the effectiveness of educational and educational support programs of the University in the light of its mission and long range development plans.
10. To represent the University in its relationships with related associations, other institutions, the news media, governmental agencies, alumni, and the general public; to assure the effectiveness of communications among internal constituencies of the University on matters of shared concern; to assure the effectiveness of communication between the University and its external constituencies; to serve as the chief spokesperson of the University and to represent the University and the Board of Trustees to the public, interpreting the goals and values of the University to the community and also bringing back to the University information concerning community needs and how the University might meet those needs [2].

Administrative Officers

The general descriptions for the Chief Financial Officer and Other Administrative Officers are also noted in the Bylaws of the Board of Trustees [3]. More specific job descriptions for those positions can be found in the links in the following table:

Table 1. FMU Administrative Positions

Faculty

Policies governing the role of the faculty in the organization process can be found in the Faculty Handbook and the Constitution of the Faculty:

The faculty shall be responsible for University policy related to admission standards; curriculum; degree and certificate requirements; class attendance; conduct of the classroom, academic freedom; faculty tenure, promotion, and grievance procedures; and all matters pertaining to the conduct of faculty affairs [21].

The Faculty Handbook also delineates the role of Faculty Administrative Staff:

Department chairs and school deans are generally responsible for the activities of their departments and schools, for which they are accountable to the Provost. Their primary responsibility is supervising the teaching, research, and professional service of their faculty. Department chairs and school deans represent their departments and schools in relations with other departments and schools and with other administrative officers of the University. In exercising leadership in the improvement of programs and faculty, a chair or dean is expected to take the initiative to report that unit’s needs and advocate its goals and plans [22].

Further responsibilities for specific positions can be found in the bylaws for each academic unit (Bylaws of the Francis Marion College of Liberal Arts, Bylaws of the School of Business, Bylaws of the School of Education, Bylaws of the School of Health Sciences, and Bylaws of the Library) [23]

Published details of other divisional organization responsibilities can be found for Administration [24], Business Affairs [25], Education Foundation [26], and Student Affairs [27] on the University website.

The Policies and Procedure Manual is a guide to assist all members of the Francis Marion University Faculty, Staff, and Administration with various aspects of internal procedures which are required in order to adhere to State and Federal Guidelines [28].

The organizational structure of Francis Marion gets updated when changes are made to the process. For example, the organizational chart on the University’s website and in the front of the Faculty Handbook 2016-2017 reflects the recent addition of the Center for Academic Success and Advisement [29] that falls under the responsibility of the Provost. The Provost must approve any updates to the Faculty Handbook.

Documentation

1. Organizational Chart
2. Bylaws of the Board of Trustees, Powers & Duties of the President
3. Bylaws of the Board of Trustees, Other Officers
4. FMU Website, President’s Page
5. FMU Website, Provost
6. Provost Job Description
7. FMU Website, Human Resources Staff
8. Vice President for Administration Job Description
9. FMU Website, Business Affairs
10. Vice President for Business Affairs Job Description
11. FMU Website, Staff
12. Vice President for Development Position Description
13. FMU Website, Teresa Ramey
14. Vice President for Student Affairs Position Description
15. FMU Website, Office of General Counsel
16. General Counsel Position Description
17. FMU Website, University Communications
18. Executive Director of Public Affairs
19. Murray Hartzler Bio
20. Director of Athletics Position Description
21. Faculty Handbook 2016, Constitution of the Faculty, p. 88
22. Faculty Handbook 2016, Faculty Administrative Staff, p. 2
23. Faculty Handbook 2016, Bylaws, p. 110-124
24. FMU Website, Administration
25. FMU Website, Business Affairs
26. FMU Website, Foundation
27. Student Affairs Organizational Chart
28. FMU Website, Policies and Procedures Guide
29. FMU Website, Innovation, New Initiatives Make for “Interesting: Year at FMU