College of Medicine Bylaws
I. Purpose and Objectives
The purpose of the Bylaws is to constitute a governance structure to conduct the business of the College through its administrative officers, departments and divisions, committees and meetings of the College faculty.
II. The Faculty
The faculty of the College of Medicine shall consist of those individuals who have been duly appointed as professor, associate professor, assistant professor, or instructor whether in qualified or unqualified tracks, full-time librarians working in the College of Medicine libraries and holding titles of Beginning Librarian, Assistant Librarian, Associate Librarian, Associate Sr.
The faculty shall make its own regulations governing the admission Librarian and Sr. Librarian. and exclusion of students, the course of instruction to be offered, grading policy, recommendations for degrees, honors and prizes, other fundamental areas of curriculum, and such other matters as may be within it~ jurisdiction. A copy of such regulations shall be maintained and made available for review in the office of the Dean or other Head of the College and the Senior Vice President for Academic Affairs and Provost.
III. The Faculty Forum
The objectives of the Faculty Forum shall be:
to provide a deliberative assembly for the faculty for faculty governance;
to secure representative views on academic policies concerning the COM;
to provide encouragement and direction for initiative and participation in institutional matters and polices concerning the COM;
to make recommendations to administrative officers of the University of Cincinnati and the College of Medicine.
Voting members of the Faculty Forum shall consist of:
- All full time members of the faculty of the College of Medicine with the unqualified title of professor, associate professor, assistant professor, or instructor;
- All full time and part time (65% or more) persons holding clinical, field service or research titles;
- All full time and part time (65% or more) professional librarians holding the rank of senior librarian, associate senior librarian, associate librarian, assistant librarian or beginning librarian working in COM libraries;
- And all persons with adjunct appointments of sixty-five percent (65%) or more FTE.
- Those holding adjunct appointments at less than sixty-five percent (65%) FTE; as well as those holding volunteer titles (preceding regular academic titles), and lecturer may be nominated for university faculty membership by the dean of the College of Medicine, or academic unit head or by the senior vice president and provost. Approval or disapproval of such nominations shall be voted by the Faculty Forum. The desirability of granting them Faculty Forum membership shall rest upon considerations such as professional eminence or distinction, length of service at this College of Medicine, proportion of full- time responsibility, and general extent of involvement in College of Medicine and University matters.
V. Officers of the Faculty Forum
The Faculty Forum shall elect a President and President-elect on a biennial basis. The office of President shall alternate between members of preclinical and clinical departments. The President of the Faculty Forum has the responsibility to make certain that election ballots are distributed to all voting members of the Faculty Forum. The President and President-elect/or past President shall serve as voting members of the College of Medicine Council during their terms of office. The President of the Faculty Forum will have the authority to establish any ad hoc committees as needed.
- The Faculty Forum shall hold meetings at least once per each three month period, preferably monthly.
- An agenda and supporting documents for each meeting shall be prepared by the president of the Faculty Forum and distributed to all faculty, Heads and Deans at least three days prior to each meeting. Proposals raised at any meeting shall be referred to the agenda of the next meeting unless a two-thirds majority of those present and voting shall determine that the proposal is of such immediate importance as to suspend the rules or is a continuation of a matter already before the body and not a new topic.
- Special meetings of the Faculty Forum for review of a specific, stated issue or issues may be called by the Faculty Forum President, the Dean of the College of Medicine, or upon request of twenty-five (25) voting members of the Faculty Forum. Not less than 72 hours advance notice must be given to the Faculty Forum of any special meeting and its agenda.
- The presiding officer of Faculty Forum meetings shall be the President of the Faculty Forum or in his/her absence, the President-elect of the Faculty Forum. The presiding officer shall vote on matters before the faculty only in case his/her vote can affect the result.
- A secretary shall be appointed by the President of the Faculty Forum to provide an accurate record of the proceedings of each meeting. This record shall be distributed to the members of the Faculty Forum, the Heads and the Dean at least one week in advance of the next meeting for approval or amendment at that meeting.
- The Dean of the College of Medicine or the Dean's designees, the elected University Faculty Senators, and an AAUP representative from the COM shall make regular reports at Faculty Forum meetings.
- The rules contained in the most recent revised edition of "Robert's Rules of Order" shall govern the Faculty Forum in all those cases which are applicable, and in which they are consistent with the Bylaws of the College of Medicine. The President of the Faculty Forum may appoint a Parliamentarian whose duty it shall be to ensure that these rules and the provisions of these Bylaws are adhered to in the conduct of meetings of the Faculty Forum. The Parliamentarian shall serve at the pleasure of the President of the Faculty Forum.
VII. Administrative Officers
The administrative officers of the College shall be the Dean, the Vice President of the Academic Health Center, the decanal staff of the College and Department Heads. 2
A. Dean of the College
The Dean is the administrative head and educational leader of the College of Medicine. The Dean shall be the chief administrative officer of the College. The Dean shall be the Chairrn.an of the Dean's Committee of the Veterans Administration Hospital The Dean shall report to the President; however, dossiers for reappointment, promotion and tenure will be processed according to applicable rules, procedures, and contract provisions. The Dean shall transmit policy that has been formed by the University to the faculty of the College of Medicine. The Dean shall preside at the meetings of the College of Medicine Council. Ad hoc committees may be appointed by the Dean as occasion arises. The Dean shall represent the College of Medicine, its relations with its students and student organizations, and shall have responsibility for the welfare of the students of the College. The Dean shall see that the policies established for the conduct and discipline of students are enforced. All diplomas and other official papers of the College shall bear the Dean's signature.
The Dean of the College of Medicine shall be appointed by the Board at its pleasure with the search and review processes according to applicable Board rules, upon recommendation of the President, for a term of no more than seven years. Reappointment is possible in accordance with applicable procedures. The Dean shall have general supervision of all interests of his or her College. In accordance with University procedures, he or she shall recommend to the President, through the appropriate senior vice president and provost, appointments to and dismissals from his or her faculty. Candidates for deanships shall be nominated to the President by a committee chosen in a manner consistent with the guidelines outlined in rule 3361: 10-6-02 of the Administrative Code "Organization: guidelines for provost and dean search and for decanal review process."
2. Periodic Review
The Dean shall be appointed and reviewed in accordance with Board Rule 10-6-02. No later than the penultimate year of the incumbent's term, a committee shall review progress and recommend future directions in the College. These reviews will be focused on the quality of academic programs within the College as well as on the leadership of the Dean.
Assessment of the Dean's performance will be made by the President after consultation with the faculty of the College of Medicine.
B. Vice President of the Academic Health Center
The Dean currently serves as Vice President of the Academic Health Center and, in this role, reports to the President and the Board of Trustees.
C. Department Heads
The faculty shall be organized into academic departments in a manner that reflects the major disciplines of the field of clinical medicine, basic science and the libraries. Those departments which are large in size and which encompass diverse groups may create smaller units known as divisions.
Monthly department meetings are recommended, but departments shall meet not less than once per three months. In addition, a department meeting may be held by request of 50% of the faculty members at any time for the purpose of reviewing academic pursuits and addressing administrative matters.
2. Nomination Process
Upon recommendation of the Dean, the Senior Vice President for Health Affairs, and the President and upon approval by the Board of Trustees of the University, certain members of the faculty shall be designated as the Department Heads. The Head of Surgery shall recommend the Chief of Staff to the Shrine Burn Hospital. The Head of the Department of Psychiatry shall recommend the Director of the Center Psychiatric Clinic. Department Directors who are in the AAUP Bargaining Unit shall be selected in accordance with the procedures set forth in the collective bargaining agreement between the University and the AAUP. The Directors who are not represented by the AAUP will be selected in accordance with procedures approved by the College of Medicine Council.
3. Periodic Administrative Performance Review of Department Head
In the College of Medicine, the term of appointment for Department Heads shall be up to seven years, subject to review; reappointment is possible.
The administrative performance of academic unit heads shall be reviewed periodically in accordance with the procedures developed and approved by College of Medicine Council. Not later than the end of the penultimate year of an incumbent's term, a review of the academic unit head's performance shall be undertaken which assures appropriate. participation by faculty in the academic unit. These reviews will be focused on the quality of academic programs within the department or college as well as on the leadership of the Director.
An incumbent academic unit head may be removed because of inadequate administrative performance. A removal decision shall be communicated immediately by the Dean or appropriate administrator to the faculty of the academic unit involved and the individual prior to formal removal.
VIII. Councils and Committees
A. College of Medicine Council
1. The College of Medicine Council shall be the governing body of the College of Medicine. This body shall be composed of the Directors of the Departments, the Director of the Cancer Center, the Director of Geriatric Medicine, the President and President-elect of the Faculty Forum and, in an ex-officio, non-voting capacity, the Associate Deans, one medical student and one graduate student representative. The Dean shall be the Chairman of the College of Medicine Council. The COM Council shall advise the department curriculum committees on academic and instructional policy for the College. The College of Medicine Council shall meet monthly with the exception of the months of July and August. A quorum shall consist of 51 % of the voting members of the Council. Special meetings may be held upon written request of seven members of the Councilor called by the Dean. Representatives from each standing committee shall also be a voting member during sessions in which an issue which impacts the area of concern of the standing committee(s) is being discussed. Associate Deans and College of Medicine members of the AIIUniversity Faculty Senate will be ex-officio, non-voting members.
2. The Dean of the College will serve as Chair of the COM Council.
3. The Dean shall appoint a secretary who will make an accurate record of the COM Council's proceedings, to be distributed in advance of the regularly scheduled monthly meeting.
4. The College of Medicine Council shall take deliberative arid advisory action making recommendations as appropriate to the Dean and the faculty upon the following non-inclusive list:
The budget of the College, including a review of the budget and development of recommendations on the budget and suggestion of priorities;
Assistance in the evaluation of programs and services offered by the College;
Development of recommendations and priorities for the long-range future of the College;
All proposals for the creation of new departments within the College.
All other matters referred to the Council by the Dean, by Department Heads or Program Directors, by written petition of any fifteen voting members of the College faculty, or by majority vote of the Faculty Forum at its regular or special meetings. The Council shall report such deliberations resulting from faculty petition or vote to the faculty within 6 months.
At least once per year, there shall be an oral and written report by each of the standing committees.
5. Charges and membership of the College of Medicine Council Standing Committees.
Steering Committee: A Steering Committee shall be established to review matters of important policy and to make recommendations to the Dean and/or to the College of Medicine Council. The Steering Committee shall be composed of the Dean, the President of the Faculty Forum, six members of the College of Medicine Council (three representatives of clinical departments and three representatives of preclinical departments, appointed by the Dean for six year terms).
Geographic Full Time Faculty Grievance Committee: This Committee will hear disputes alleging a violation or misinterpretation of the policies applicable to geographic full-time faculty.
College Academic Reappointment. Promotion and Tenure Committee: Reviews recommendations for appointment, reappointment, promotion, and tenure of faculty from departments and presents their evaluation to the Dean.
Admissions Committee: Reviews, interviews, and selects entering students for the College. The Committee is chaired by the Associate Dean for Student Affairs and Admissions and co-chaired by the Assistant Dean for Admissions.
Care Committee: Serves to supervise outreach and continuity for the emeriti faculty and their spouses in concert with the current activities of the College. It also includes preservation of these faculty resources and enrichment of the School's historical inheritance from its current and emeriti faculty.
Committee on Committees: Two of its members each year will be recommended to the Dean by the Faculty Forum Executive Committee. The committee reviews and monitors the activities and membership of the standing committees of the College of Medicine. It advises the Dean about membership on standing committees.
Continuing Medical Education Advisory Committee: The CME Advisory Committee meets four to six times a year. It is responsible for reviewing programs applying for CME credit. It is also responsible for helping the Office of CME to prioritize the CME needs of the institution and to promote excellence in CME programming. The Committee will monitor CME acti\(ities and will conduct an annual review of the University of Cincinnati's CME program.
Executive Committee of the Faculty Forum: The Executive Committee of the Faculty Forum shall consist of the elected officers (President and President elect, the Past President, and Secretary (chosen by the President) and one representative of each Department of the College of Medicine. Department representation shall be selected by whatever mechanism the faculty of the Department chooses. Each Executive Committee departmental representative shall serve a term of three years, beginning September 1 of the first year and ending August 31 of the last year. Executive Committee departmental representatives must be full faculty members in the Department. Their status cannot be Emeritus, Volunteer or Adjunct. Heads of departments or divisions are not eligible to serve as Executive Committee departmental representatives. COM representatives to the All University Faculty Senate shall serve as non-voting members of the Executive Committee. The Executive Committee advises the President of the Faculty Forum.
Faculty Leave Committee: Considers applications from College of Medicine faculty for leaves of absence and sabbatical leaves. It evaluates the merits of applications and evaluates the impact of such leaves upon the College and the involved departments.
Space Committee: This Committee deals with issues of space other than internal allocations by departments or divisions.
The Honor Council: The Honor Council serves as the College's committee for review of professional conduct by medical students. It serves as the group to which issues of ethics and student behavior can be addressed. It promotes overall high standards of professional behavior by medical students.
Physician Scientist Training Program: This Committee is responsible for the MD/PhD program. The Committee also interviews and recommends candidates for the program.
Council for Graduate Education: The Council shall take deliberative and advisory action making recommendations as appropriate concerning graduate education and research in the College of Medicine to the Faculty Forum members, the College Dean, the Provost, and the Vice President for Research. Areas of concern include but are not limited to: recruiting and admission, graduate student fellowships and research support, faculty and department research support, graduate student orientation and training, graduate research and teaching honors, awards and prizes, degree requirements, administrative organization concerning graduate matters, proposals for new courses and degree programs, policies and procedures on graduate student conduct and grievances, and COM representation in graduate affairs.
IX. Initiation of New Departments and Programs
A majority of Faculty Forum members, as well as a department, may initiate a request for a new department or program. Such a request must be made in writing to the Council. The request proposal should detail the academic worth and need for the department or program as well as specifics of faculty, staff, facilities, courses, other resources, and budget.
The COM Council may then, in its discretion, appoint an ad hoc committee to study and evaluate the proposal in detail.
X. Review and Evaluation of Existing Departments
The performance of all Departments and Department Heads shall be periodically reviewed. In the case of clinical departments, the review shall conform with the procedures developed and approved by the COM Council but in all cases, the review shall occur no later than the penultimate year of an incumbent's term, and shall include appropriate participation by faculty in the Department. These reviews will focus on the quality of academic programs within the Department or College and will also address the effectiveness of the Head's leadership.
In the case of basic science departments, the review of Department Heads shall conform with the collective bargaining agreement.
XI. Elections and Voting
When a vote of the clinical faculty, the faculty in the AAUP Bargaining Unit, or the full College of Medicine faculty is conducted, it shall be conducted with no fewer than ten (10) calendar days' notice, which notice must include the details of balloting procedures. The full text of the matter before the voting body shall be distributed with the notice of the ballot. Balloting shall be by secret, electronic vote. Balloting shall be held open for a period of not less than seven (7) calendar days and not more than 14 calendar days. The results of any ballot shall be released within 24 hours of the close of balloting.
XII. Promulgation of these Bylaws
The President of the COM Council shall distribute copies of these Bylaws to all Department Heads, Division Heads, and Program Directors and to all members of the faculty at the beginning of each academic year and make them available to other parties upon request.
XIII. Bylaws Set-Aside
These Bylaws cannot be set aside.
Amendments to these Bylaws may be initiated by the College of Medicine Councilor by a request in writing to the College of Medicine Council from the Faculty Forum or from 50 members of the faculty (as defined in Article 1). If the College of Medicine Council agrees with the suggested amendment and, after consultation with Faculty Forum, the Dean will submit the proposed amendment to the faculty for a vote by electronic ballot. Approval by a two-thirds majority of those voting shall constitute adoption of the amendment (April 9, 1974).
In accord with University Rule 3361 :110-5-05 amendments must be approved by the Senior Vice President and Provost before they become effective.
Nothing in these Bylaws is meant to violate AAUP standards, the AAUP contract or UC Board of Trustees rules.
Chronology of Amendments
Amendments: Approved by the Faculty Council, March, 1980. Approved by mail ballot of the faculty of the College of Medicine (141 for, 10 against). Approved by the Board of Trustees, May 6,1980. .
Amendments: Approved by the Faculty Council, January 30, 1984. Approved by mail ballot of the faculty of the College of Medicine (351 for, 4 against) March 6, 1984.
Amendments: Approved by the Faculty Council, May 1987. Approved by mail ballot of the faculty of the College of Medicine, June 15, 1987
Article 3-198 for, 4 against Article 4 -192 for, 8 against Article 6-192 for, 8 against Article 8 179 for, 21 against Article 9 -189 for, 11 against
Amendments: Approved by Faculty Council, November 1996. Approved by mail ballot of the faculty of the College of Medicine (301 for, 10 against), January 2, 1997.
Amendments: Approved by Faculty Council, October 2003. Approved by mail ballot of the faculty of the College of Medicine, December 1, 2003.
Amendments: Approved by Faculty Council, June 2009. Approved by mail ballot of the faculty of the College of Medicine, August 14, 2009.