Department Chair Resource Guide
A quick-reference handbook for department chairs.
- Full Resource Guide PDF
- Introduction from the Provost
- Chair Responsibilities, Leadership, & Departmental Culture
- Faculty Lifecycle: Hiring, Evaluation, and Mentorship
- Academic Hiring Process
- Letter of Appointment Template
- Banner Security and Access
- Human Resources - Hiring Managers Information
- Faculty Handbook
- Helpful Information for the PRT Process
- Human Resources – Training and Development Resources
- Performance Improvement Plans (PIP)
- Institutional Integrity & Title IX
- Human Resources - Offboarding Procedures
- Supporting Student Success & Academic Integrity
- Curriculum, Assessment & Accreditation
- Budgeting, Grants & Resource Oversight
- Faculty Handbook
- Human Resources – Training and Development Resources
- Research and Technology Transfer & Sponsored Programs Accounting
- Operational Management - Scheduling, Staffing, & Records
- Faculty Handbook
- Human Resources & Payroll – EPAF Resources
- Knowledge Base Best Practices
- A-State Operating Procedures
- Office of the Provost - Operating Procedures | Academic Integrity
- Office of the Provost - Operating Procedures | Provost's Inclement Weather
- Office of the Provost - Operating Procedures | Volunteer Memorandum of Understanding
- Chair Evaluation & Continuity
Full Resource Guide PDF
Department Chair Resource Guide-v4.pdf
Introduction from the Provost
As the academic leaders of your departments, you occupy a pivotal role in shaping the intellectual and operational life of Arkansas State University. The responsibilities entrusted to you are wide-ranging and consequential. You serve as stewards of your disciplines, advocates for your faculty and students, and partners in advancing the mission and vision of our institution.
To support you in this important work, we have compiled this Department Chair Resource Guide. Within these pages you will find policies, procedures, and guidance to assist you in navigating the complexities of departmental leadership. This printed edition reflects the most current information available as of August 21, 2025, and it is intended as a ready reference, a tool you can keep within reach as you make decisions, manage resources, and address the daily demands of your role.
This guide draws from the Faculty Handbook, Student Handbook, and other institutional resources, calling your attention to the sections most relevant to the work of a department chair. However, you are encouraged to familiarize yourself with these documents in their entirety. A comprehensive understanding of university policy strengthens your ability to lead effectively, ensures consistent application of standards, and safeguards the integrity of our academic mission.
The most current and authoritative versions of these policies and procedures will always reside in their official source documents. The electronic version of this resource guide, located at Department Chair Resource Guide on the A-State Knowledge Base | A-State Knowledge Base, provides direct links to those sources, ensuring that you can access up-to-date information quickly. The print version is provided for your convenience, but it should always be cross-referenced with the official online policies to confirm accuracy and currency.
By combining a tangible reference you can hold in your hands with a living digital document that remains connected to the authoritative sources, we aim to provide you with both stability and adaptability, the very qualities that effective leadership demands.
I thank you for your service, your commitment to excellence, and your dedication to the faculty, staff, and students who depend upon your leadership. Together, we will ensure that Arkansas State continues to educate, inspire, and lead.
Calvin White, Jr.
Provost and Executive Vice Chancellor
Arkansas State University
Chair Responsibilities, Leadership, & Departmental Culture
Effective leadership begins with a clear understanding of the full scope of your charge—what is expected, how authority is delegated, and the boundaries within which you are empowered to act in service to the university’s mission.
A department chair is the academic and administrative leader of a department, responsible for guiding its scholarly direction, supporting faculty and student success, and ensuring alignment with the mission of Arkansas State University. The chair manages resources, upholds academic standards, fosters collaboration, and addresses challenges with transparency and integrity. In the spirit of effective leadership, the chair balances vision with day-to-day stewardship—creating an environment where faculty can excel and students can thrive.
A-State Operating Procedures
Academic Affairs and Research Policies & Procedures
- 02-01---Patents
- 02-02---Misconduct in Research
- 02-03---Human Research
- 02-04---Faculty Replacement - Illness and Emergency
- 02-05---Extra Compensation for Faculty
- 02-06---Intellectual Property not subject to Patent
- 02-07---Departmental Challenge Exams
- 02-08---Residency Regulations
- 02-09---Reassignment of Faculty Workload
- 02-10---Key Provisions of Captioning & Accessibility
- 02-12---Endowed Positions Policy
Academic Affairs and R... | A-State Knowledge Base
For the most current information, consult the online Source Material at Operating Procedures | A-State Knowledge Base
Faculty Handbook
Refer to section I.G.7. Department Chairs (pg. 21-22)
View online source material:
Faculty Handbook | A-State Knowledge Base
Faculty Lifecycle: Hiring, Evaluation, and Mentorship
The most enduring impact of your leadership will be measured in the faculty you recruit, support, and develop—individuals whose teaching, scholarship, and service advance the academic reputation of Arkansas State University.
Academic Hiring Process
The academic hiring planning process occurs during the spring and summer months to ensure that faculty searches follow a standard, timely sequence aligned with best practices across higher education.
Planning and Approval Phase
- Colleges complete and submit their hiring plans to the Office of the Provost at the conclusion of the spring semester.
- The Office of the Provost reviews submissions and finalizes approvals in consultation with university leadership.
- Approved hiring plans are returned to the deans at the conclusion of the summer term.
Communication and Search Preparation Phase
Search and Offer Phase
- Search committees provide recommendations to the chair, who consults with the dean before extending a job offer to the selected candidate.
- Chairs negotiate salary and position details in concert with the dean and finalize the offer.
Formal Offer and Appointment Phase
- The chair submits the Letter of Appointment (LOA) to the dean for Academic Affairs and Research (AAR) approval.
- AAR approves the LOA; the letter is then signed by the candidate, chair, dean, and AAR.
- The department administrator routes the formal offer paperwork in Taleo for approval by AAR, Human Resources, and Budget.
Letter of Appointment Template
When creating letters of appointment for faculty hires, please utilize the provided templates, found in the Chairs Council shared files: LOA Templates and Information.
Ensure that you save a copy of the template before editing, then update the assurances and stipulations section to reflect what the department will be offering as there will be variation across campus.
Banner Security and Access
When access is required to Banner or related systems, the appropriate security request forms must be submitted. Instructions and forms are available on the AState Banner Security Knowledge Base. Please review the information carefully, as it outlines the different types of access available, the process for completing and submitting forms, and the approvals required.
Banner Finance/HR/TEM Security
Important reminders when completing the form:
- Complete the User Information section in full. Include A-State ID, position title, department, and supervisor.
- Indicate the individual being replaced, if applicable. This helps copy existing access and expedites the process.
- Provide as much detail as possible. A thorough justification and clearly specified access needs ensure a smoother approval process.
- Confirm that all required signatures and approvals are obtained before submission to cpi-security@astate.edu.
Banner Student Security
Important reminders when completing the form:
- Complete all fields in full. Missing information may delay processing or approval.
- Ensure that FERPA training has been completed prior to submission. Access to student information cannot be granted without current FERPA certification.
- Verify that all required signatures and approvals are included before submitting the form to the Registrar’s Office.
Common Access Needs for New Department Chairs
The following areas of access are commonly required when a new Department Chair is appointed. Keeping these in mind when completing Banner security request forms will help ensure that the chair has the tools necessary to perform administrative responsibilities effectively.
- Home Department/Unit Org Number
- Banner Security Classes (commonly requested):
-
- BAN_FIN_ALL_ASU
- BAN_FIN_APPR_ASU
- BAN_FIN_BUD_INQ_ASU
- BAN_FIN_EPRINT_DEPT_ASU
- BAN_FORM_FUS_ASU
- BAN_HR_ALL_ASU
- BAN_HR_DEPT_MGR_ASU
- BAN_STU_ALL_ASU
- BAN_STU_CRS_V_ASU
- BAN_STU_DS_SCHED_UP_ASU
- BAN_STU_GRADE_V_ASU
- BAN_STU_REG_DS_GEN_ASU
- BAN_STU_REG_DS_HOLDS_UP_ASU
- BAN_STU_REG_TEST_V_ASU
- BAN_STU_REG_V_ASU
- Finance Access: All FOAPs (Fund–Organization–Account–Program) to which the chair must be attached for viewing, initiating, or approving transactions.
- Travel: Delegates designated to act on the chair’s behalf.
- EPAF and Workflow: Initiator and approver/supervisor access as required.
Human Resources - Hiring Managers Information
View the online source material:
Faculty Handbook
Refer to sections:
II.F. Continuing Performance Evaluation (pg. 36)
II.G. Annual Performance Evaluation (pg. 36-37)
III. PRT, Post-Tenure Review, and Dismissal Policies and Procedures (all subsections) (Pg. 53- 86)
IV. Grievance Procedure (pg. 87-103)
V.B. Selection of Faculty and Library Staff (pg.105-107)
V.G. Graduate Faculty (pg. 111-113)
View online source material:
Faculty Handbook | A-State Knowledge Base
Helpful Information for the PRT Process
You can find the official PRT process in the Faculty Handbook (section III) and the official PRT SharePoint site.
Below are unofficial internal documents created to assist in understanding the promotion and tenure process:
- Download the PRT Process Summary
- Required Materials to be provided to UPRTC: 6th Year Promotion/ Tenure
Human Resources – Training and Development Resources
View online source material:
Performance Improvement Plans (PIP)
View online source material:
Institutional Integrity & Title IX
View online source material:
Institutional Integrity & Title IX | Astate Knowledge Base
Department chairs should be familiar with faculty reporting responsibilities and the resources available through the Office of Institutional Integrity & Title IX. The office provides guidance related to discrimination, harassment, sexual misconduct, retaliation, pregnancy and parenting, equal access, and other concerns affecting campus safety and the learning and working environment.
Human Resources - Offboarding Procedures
View online source material:
Payroll Services | Operating Procedures
Supporting Student Success & Academic Integrity
The success of our academic enterprise depends upon the quality of our advising and the rigor with which we uphold academic integrity; these responsibilities are central to safeguarding the value of an Arkansas State degree.
Centralized Academic Advising Model
View PDF:
Academic Advising Redesign Guidelines
Faculty Handbook
II.C. Student Evaluation of Faculty (Pg. 35)
View online source material:
Student Handbook
Academic Misconduct (pp. 15–16)
Student Academic Grievance Procedure (pg. 19)
Student Rights Grievance Procedure (pg. 19–20)
View online source material:
Curriculum, Assessment & Accreditation
Strong academic programs do not occur by accident—they are built through deliberate design, continuous assessment, and adherence to the standards that affirm the quality and relevance of our offerings.
Faculty Handbook
II.M. Curriculum Changes (process and approvals for program/course adjustments) (Pg. 41-42)
View online source material:
Undergraduate Bulletin
View online source material:
Graduate Bulletin
View online source material:
Budgeting, Grants & Resource Oversight
Stewardship of departmental funds, external grants, and other resources requires accuracy, transparency, and alignment with university priorities to ensure the long-term viability of academic programs.
Faculty Handbook
V.M. Equity Salary Review (pg. 119-120)
V.N. Compensated Faculty Leave(pg.120-124)
V.O. Outside Employment (pg. 124-125)
View online source material:
Human Resources – Training and Development Resources
View online source material:
Research and Technology Transfer & Sponsored Programs Accounting
For the most current information, consult the online Source Material at Research & Technology Transfer | A-State Knowledge Base.
View online source material:
- Research & Technology Transfer | For Researchers Interacting with RTT (Pre-Award)
- Faculty Research Award Committee | Frequently Asked Questions
Operational Management - Scheduling, Staffing, & Records
Efficient scheduling, equitable staffing, and accurate records management support the department’s teaching, research, and service missions while ensuring compliance with institutional policy.
Faculty Handbook
II.B.1. Teaching Load (Pg. 26-27)
II.B.2. Overloads (Pg. 27-28)
II.B.3. Reassignment of Faculty Workload–Research, Creative (Pg. 28-30)
II.E. Summer School Appointments (Pg.35 - 36)
II.F. Continuing Performance Evaluation – Pg. 36
II.G. Annual Performance Evaluation (Include II.G.1. and II.G.2.) – Pg. 36- 37
II.H. Schedules of Classes – Pg.40
V.P.2.a. Faculty Replacement–Illness and Emergency – Pg. 127
View online source material:
Human Resources & Payroll – EPAF Resources
View online source material:
Knowledge Base Best Practices
View source material:
A-State Operating Procedures
View online source material:
Office of the Provost - Operating Procedures | Academic Integrity
View online source material:
Academic Affairs | Academic Integrity
Office of the Provost - Operating Procedures | Provost's Inclement Weather
ASU System | Inclement Weather Operating Procedure
During periods of inclement weather, the Office of the Provost at Arkansas State University asks the A-State community to be flexible and responsible regarding classes and assignments.
In the Event the University remains open
All classes will continue as scheduled.
Online Instruction and Power or Connectivity Issues
In the event of power or connectivity issues, faculty should be prepared to allow extra time as necessary for online coursework.
Commuter Students
Commuter students are encouraged to use good judgment in deciding whether to drive to campus during inclement weather. Student safety is important to A-State, but we cannot account for the local circumstances of every student when a decision to open or close the university is made.
Student Communication Responsibility
When the decision is made not to travel to campus under this policy, it is the responsibility of the student to immediately contact each professor upon return to explain the circumstances and to determine the need to complete any missed assignments.
Missed Assignments and Coursework
Students who are not able to safely travel to campus are responsible for all missed assignments during inclement weather within a time frame to be determined by the professor. When notified by a student that they are unable to safely commute, professors are asked to honor the absence as excused and not impose any attendance penalty.
Faculty Cancellation
If a faculty member cannot travel and cannot conduct class, they should alert their chair/dean as soon as possible and notify students of changes.
In the Event the University is Closed
Face-to-Face Courses
When the university is closed due to inclement weather, all face-to-face classes are cancelled.
To remain in compliance with U.S. Department of Education, Higher Learning Commission, and Arkansas Division of Higher Education course modality definitions, faculty cannot change the modality of their face-to-face classes to online delivery due to inclement weather. Only classes originally designated for online modality can continue during inclement weather closures.
Online Instruction
During times of university closure, online courses continue as usual. In the event of power or connectivity issues, faculty should be prepared to allow extra time as necessary for online coursework.
In the Event the University Opens Late and or Closes Early
As a reminder to faculty and students, on days with delayed opening, “all academic classes regularly scheduled to begin prior to the delayed opening time will be cancelled and will not meet”. Similarly, on days with early dismissal, “the University will cease all academic classes and regular business operations at a publicly announced time. In such an event, all remaining day and evening classes will be cancelled after a specified time.”
Inclement Weather Related Announcements and Updates
Regarding inclement weather alerts, Arkansas State reminds all students that official announcements will be made only through official university communications. The official university homepage, AState.edu, is supplemented by the verified university social media accounts -- on Facebook (Facebook.com/ArkansasState) and X (formerly Twitter) (@ArkansasState).
Email communication for emergency and weather alerts is provided to the official AState.edu issued faculty and staff or student accounts. Individuals who have signed up for text alerts will also receive notices of opening and closures.
Updated January 19, 2024
Office of the Provost - Operating Procedures | Volunteer Memorandum of Understanding
A Volunteer Memorandum of Understanding (MOU) must be completed before an individual begins providing volunteer services on behalf of the department or university.
Volunteer candidates should first complete the appropriate vetting and approval process required by the department. Once approved, the department should submit the applicable Volunteer MOU documentation.
Because volunteer roles and requirements vary across campus, each department may maintain its own Volunteer MOU form and approval process. If your department does not have an established Volunteer MOU form or process, please contact the Office of the Provost for assistance.
Chair Evaluation & Continuity
Strong departments are built to last; regular evaluation of leadership performance and thoughtful succession planning protect the momentum you have worked to build and ensure a stable future for the department.
Faculty Handbook
II.G. Annual Performance Evaluation (pg. 36-37)