# Department Chair Resource Guide

A quick-reference handbook for department chairs.

# Full Resource Guide PDF

[Department Chair Resource Guide-v4.pdf](https://kb.astate.edu/attachments/1121)

# Introduction from the Provost

<span data-contrast="auto">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.</span><span data-ccp-props="{}"> </span>

<span data-contrast="auto">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**</span><span data-contrast="auto">, 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.</span><span data-ccp-props="{}"> </span>

<span data-contrast="auto">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.</span><span data-ccp-props="{}"> </span>

<span data-contrast="auto">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](https://kb.astate.edu/books/department-chair-resource-guide)</span><span data-contrast="auto">, 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.</span><span data-ccp-props="{}"> </span>

<span data-contrast="auto">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.</span><span data-ccp-props="{}"> </span>

<span data-contrast="auto">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.</span><span data-ccp-props="{}"> </span>

**<span data-contrast="auto">Calvin White, Jr.</span>**   
<span data-contrast="auto">Provost and Executive Vice Chancellor</span>  
<span data-contrast="auto">Arkansas State University</span>

# 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

##### <span style="color: #ff0000;">*<span class="TextRun SCXW684503 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW684503 BCX8"><span class="TextRun SCXW29685985 BCX8" data-contrast="none" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW29685985 BCX8" data-ccp-parastyle="heading 3">Academic Affairs and Research Policies &amp; Procedures</span></span><span class="EOP SCXW29685985 BCX8" data-ccp-props="{"134245418":true,"134245529":true,"335559738":160,"335559739":80}"> </span></span></span>*</span>

- <span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> [02-01---Patents](https://kb.astate.edu/attachments/1331)</span>
- <span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> [02-02---Misconduct in Research](https://kb.astate.edu/attachments/1332)</span>
- <span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> [02-03---Human Research](https://kb.astate.edu/attachments/1333)</span>
- [02-04---Faculty Replacement - Illness and Emergency](https://kb.astate.edu/attachments/1429)
- <span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> [02-05---Extra Compensation for Faculty](https://kb.astate.edu/attachments/1334)</span>
- [02-06---Intellectual Property not subject to Patent ](https://asusystem.edu/policy/intellectual-property-not-subject-to-patent-4-03/)
- <span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> [02-07---Departmental Challenge Exams](https://kb.astate.edu/attachments/1335)</span>
- <span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> [02-08---Residency Regulations](https://kb.astate.edu/attachments/1336)</span>
- <span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> [02-09---Reassignment of Faculty Workload](https://kb.astate.edu/attachments/1337)</span>
- <span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> [02-10---Key Provisions of Captioning &amp; Accessibility](https://kb.astate.edu/attachments/1338)</span>
- [02-12---Endowed Positions Policy](https://kb.astate.edu/attachments/1430)

[Academic Affairs and R... | A-State Knowledge Base](https://kb.astate.edu/books/a-state-operating-procedures/chapter/delete)










<p class="callout info">**For the most current information, consult the online Source Material at <span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}">[Operating Procedures | A-State Knowledge Base](https://kb.astate.edu/books/human-resources/page/operating-procedures-a97)</span>**</p>

# Faculty Handbook

<span class="TextRun SCXW194252384 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW194252384 BCX8">Refer to section </span><span class="NormalTextRun SCXW194252384 BCX8">I.G.7. Department Chairs (pg. 21-22)</span></span><span class="EOP Selected SCXW194252384 BCX8" data-ccp-props="{}"> </span>


#####  

##### View online source material:

[Faculty Handbook | A-State Knowledge Base](https://kb.astate.edu/books/faculty-handbook)

# 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

<span data-contrast="auto">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.</span><span data-ccp-props="{}"> </span>

##### <span style="color: #ff0000;">*Planning and Approval Phase* </span>

1. <span data-contrast="auto">Colleges complete and submit their hiring plans to the Office of the Provost at the conclusion of the spring semester.</span><span data-ccp-props="{}"> </span>
2. <span data-contrast="auto">The Office of the Provost reviews submissions and finalizes approvals in consultation with university leadership.</span><span data-ccp-props="{}"> </span>
3. <span data-contrast="auto">Approved hiring plans are returned to the deans at the conclusion of the summer term.</span><span data-ccp-props="{}"> </span>

##### <span style="color: #ff0000;">*Communication and Search Preparation Phase* </span>

1. <span data-contrast="auto">Deans share hiring approvals with department chairs.</span><span data-ccp-props="{}"> </span>
2. <span data-contrast="auto">Chairs communicate approvals to their departments, appoint representative search committees, develop position advertisements that reflect departmental needs, and work with Human Resources to post the ads in Taleo, as appropriate.</span><span data-ccp-props="{}"> </span>

##### <span style="color: #ff0000;">*Search and Offer Phase* </span>

1. <span data-contrast="auto">Search committees provide recommendations to the chair, who consults with the dean before extending a job offer to the selected candidate.</span><span data-ccp-props="{}"> </span>
2. <span data-contrast="auto">Chairs negotiate salary and position details in concert with the dean and finalize the offer.</span><span data-ccp-props="{}"> </span>

##### <span style="color: #ff0000;">*Formal Offer and Appointment Phase* </span>

1. <span data-contrast="auto">The chair submits the Letter of Appointment (LOA) to the dean for Academic Affairs and Research (AAR) approval.</span><span data-ccp-props="{}"> </span>
2. <span data-contrast="auto">AAR approves the LOA; the letter is then signed by the candidate, chair, dean, and AAR.</span><span data-ccp-props="{}"> </span>
3. <span data-contrast="auto">The department administrator routes the formal offer paperwork in Taleo for approval by AAR, Human Resources, and Budget.</span><span data-ccp-props="{}"> </span>

# Letter  of Appointment Template

<span class="TextRun SCXW120117141 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW120117141 BCX8">When creating letters of appointment for faculty hires, please </span><span class="NormalTextRun SCXW120117141 BCX8">utilize</span><span class="NormalTextRun SCXW120117141 BCX8"> the provided templates</span><span class="NormalTextRun SCXW120117141 BCX8">, found </span><span class="NormalTextRun SCXW120117141 BCX8">in the Chairs Council shared files: </span></span>[<span class="TextRun Underlined SCXW120117141 BCX8" data-contrast="none" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW120117141 BCX8" data-ccp-charstyle="Hyperlink">LOA Templates and Information</span></span>](https://astate.sharepoint.com/:f:/r/sites/chairscouncil/Shared%20Documents/General/LOA%20Templates%20and%20Information?d=w7deb68dbd1b149edaa34fedd9c3acbf3&csf=1&web=1&e=FQejDf)<span class="TextRun SCXW120117141 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW120117141 BCX8">.</span></span><span class="EOP Selected SCXW120117141 BCX8" data-ccp-props="{}"> </span>

<span class="TextRun SCXW120117141 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW120117141 BCX8">Ensure that you save a copy of the template</span><span class="NormalTextRun SCXW120117141 BCX8"> before editing, then </span><span class="NormalTextRun SCXW120117141 BCX8">update the assurances and stipulations section to reflect what the department will be offering as there will be variation across campus. </span></span><span class="EOP Selected SCXW120117141 BCX8" data-ccp-props="{}"></span>

# Banner Security and Access

<span class="TextRun SCXW267790458 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW267790458 BCX8">When access is </span><span class="NormalTextRun SCXW267790458 BCX8">required</span><span class="NormalTextRun SCXW267790458 BCX8"> to Banner or related systems, the </span><span class="NormalTextRun SCXW267790458 BCX8">appropriate security</span><span class="NormalTextRun SCXW267790458 BCX8"> request forms must be </span><span class="NormalTextRun SCXW267790458 BCX8">submitted</span><span class="NormalTextRun SCXW267790458 BCX8">. Instructions and forms are available on the [AState Banner Security Knowledge Base](https://kb.astate.edu/books/office-of-security-administration/page/security)</span></span><span class="TextRun SCXW267790458 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW267790458 BCX8">. Please review the information carefully, as it outlines the </span><span class="NormalTextRun SCXW267790458 BCX8">different types</span><span class="NormalTextRun SCXW267790458 BCX8"> of access available, the process for completing and </span><span class="NormalTextRun SCXW267790458 BCX8">submitting</span><span class="NormalTextRun SCXW267790458 BCX8"> forms, and the approvals </span><span class="NormalTextRun SCXW267790458 BCX8">required</span><span class="NormalTextRun SCXW267790458 BCX8">.</span></span><span class="EOP SCXW267790458 BCX8" data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>

##### *<span class="EOP SCXW267790458 BCX8" data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}" style="color: #ff0000;"><span class="TextRun SCXW77259417 BCX8" data-contrast="none" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW77259417 BCX8" data-ccp-parastyle="Heading3" data-ccp-parastyle-defn="{"ObjectId":"4d8c3758-33c0-5cbd-9a39-e1ffe3f38671|1","ClassId":1073872969,"Properties":[201342447,"4",201342448,"2",469777841,"Garamond",469777842,"Times New Roman",469777843,"游ゴシック Light",469777844,"Garamond",469769226,"Garamond",268442635,"28",201342446,"1",201342449,"1",201341986,"1",335551500,"143",335559739,"80",335559738,"160",335560102,"2",134245418,"true",134245529,"true",469775450,"Heading3",201340122,"2",134234082,"true",134233614,"true",469778129,"Heading30",335572020,"1",134224901,"true",469777929,"Heading3 Char",469778324,"heading 3"]}" data-ccp-parastyle-linked-defn="{"ObjectId":"9460daf9-1400-5531-89e9-17c05fe87f3e|1","ClassId":1073872969,"Properties":[201342447,"4",201342448,"2",469777841,"Aptos",469777842,"Times New Roman",469777843,"游ゴシック Light",469777844,"Aptos",469769226,"Aptos,Times New Roman,游ゴシック Light",268442635,"28",201342446,"1",201342449,"1",201341986,"1",335551500,"143",469775450,"Heading3 Char",201340122,"1",134233614,"true",469778129,"Heading3Char0",335572020,"1",134231262,"true",134224901,"true",469777929,"Heading3",469778324,"Heading 3 Char"]}">Banner Finance/HR/TEM Security</span></span><span class="EOP SCXW77259417 BCX8" data-ccp-props="{"134245418":true,"134245529":true,"335559738":160,"335559739":80}"> </span></span>*

<span data-contrast="auto">Access to Banner Finance, Human Resources, or Travel and Expense Management (TEM) is requested through the </span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}">[Banner Finance/HR/TEM Security Request Form .](https://forms.cloud.microsoft/r/b3arQcEnqV)</span>

**<span data-contrast="auto">Important reminders when completing the form:</span>**<span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>

- **<span data-contrast="auto">Complete the User Information section in full.</span>**<span data-contrast="auto"> Include A-State ID, position title, department, and supervisor.</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
- **<span data-contrast="auto">Indicate the individual being replaced, if applicable.</span>**<span data-contrast="auto"> This helps copy existing access and expedites the process.</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
- **<span data-contrast="auto">Provide as much detail as possible.</span>**<span data-contrast="auto"> A thorough justification and clearly specified access needs ensure a smoother approval process.</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
- **<span data-contrast="auto">Confirm that all required signatures and approvals are obtained</span>**<span data-contrast="auto"> before submission to </span>[<span data-contrast="none">cpi-security@astate.edu</span>](mailto:cpi-security@astate.edu)<span data-contrast="auto">. </span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>

##### <span style="color: #ff0000;">*Banner Student Security* </span>

**Banner Student Security** – Maintained by the Registrar’s Office for Banner Student module access. FERPA training is required for employees who request access to student information. Please contact <registrar@astate.edu> for further assistance with Banner Student security.

**<span data-contrast="auto">Important reminders when completing the form:</span>**<span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>

- **<span data-contrast="auto">Complete all fields in full.</span>**<span data-contrast="auto"> Missing information may delay processing or approval.</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
- **<span data-contrast="auto">Ensure that FERPA training has been completed</span>**<span data-contrast="auto"> prior to submission. Access to student information cannot be granted without current FERPA certification.</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
- **<span data-contrast="auto">Verify that all required signatures and approvals are included</span>**<span data-contrast="auto"> before submitting the form to the Registrar’s Office.</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>

##### <span style="color: #ff0000;">*Common Access Needs for New Department Chairs* </span>

<span data-contrast="auto">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.</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>

- **<span data-contrast="auto">Home Department/Unit Org Number</span>**<span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
- **<span data-contrast="auto">Banner Security Classes</span>**<span data-contrast="auto"> (commonly requested):</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>

- - <span data-contrast="auto">BAN\_FIN\_ALL\_ASU</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
    - <span data-contrast="auto">BAN\_FIN\_APPR\_ASU</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
    - <span data-contrast="auto">BAN\_FIN\_BUD\_INQ\_ASU</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
    - <span data-contrast="auto">BAN\_FIN\_EPRINT\_DEPT\_ASU</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
    - <span data-contrast="auto">BAN\_FORM\_FUS\_ASU</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
    - <span data-contrast="auto">BAN\_HR\_ALL\_ASU</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
    - <span data-contrast="auto">BAN\_HR\_DEPT\_MGR\_ASU</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
    - <span data-contrast="auto">BAN\_STU\_ALL\_ASU</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
    - <span data-contrast="auto">BAN\_STU\_CRS\_V\_ASU</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
    - <span data-contrast="auto">BAN\_STU\_DS\_SCHED\_UP\_ASU</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
    - <span data-contrast="auto">BAN\_STU\_GRADE\_V\_ASU</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
    - <span data-contrast="auto">BAN\_STU\_REG\_DS\_GEN\_ASU</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
    - <span data-contrast="auto">BAN\_STU\_REG\_DS\_HOLDS\_UP\_ASU</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
    - <span data-contrast="auto">BAN\_STU\_REG\_TEST\_V\_ASU</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
    - <span data-contrast="auto">BAN\_STU\_REG\_V\_ASU</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>

- **<span data-contrast="auto">Finance Access</span>**<span data-contrast="auto">: All FOAPs (Fund–Organization–Account–Program) to which the chair must be attached for viewing, initiating, or approving transactions.</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
- **<span data-contrast="auto">Travel</span>**<span data-contrast="auto">: Delegates designated to act on the chair’s behalf.</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>
- **<span data-contrast="auto">EPAF and Workflow</span>**<span data-contrast="auto">: Initiator and approver/supervisor access as required.</span><span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}"> </span>

# Human Resources - Hiring Managers Information

##### View the online source material:

- <span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}">[Human Resources | Hiring Managers ](https://kb.astate.edu/books/human-resources/chapter/hiring-managers)</span>

# Faculty Handbook

<span style="color: rgb(0, 0, 0);">***Refer to sections:***</span>

<span style="color: rgb(0, 0, 0);">*II.F. Continuing Performance Evaluation (pg. 36)* </span>

<span style="color: rgb(0, 0, 0);">*II.G. Annual Performance Evaluation (pg. 36-37)* </span>

<span style="color: rgb(0, 0, 0);">*III. PRT, Post-Tenure Review, and Dismissal Policies and Procedures (all subsections) (Pg. 53- 86)* </span>

<span style="color: rgb(0, 0, 0);">*IV. Grievance Procedure (pg. 87-103)*  </span>

<span style="color: rgb(0, 0, 0);">*V.B. Selection of Faculty and Library Staff (pg.105-107)* </span>

<span style="color: rgb(0, 0, 0);">V.G. Graduate Faculty (pg. 111-113) </span>

##### View online source material:

**<span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}">[Faculty Handbook | A-State Knowledge Base](https://kb.astate.edu/books/faculty-handbook/page/faculty-handbook)</span>**

# Helpful Information for the PRT Process

##### <span data-contrast="auto">You can find the official PRT process in the **<span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}">[Faculty Handbook | A-State Knowledge Base](https://kb.astate.edu/books/faculty-handbook/page/faculty-handbook)</span>** (section III) and the official </span>[PRT SharePoint site.](https://astate.sharepoint.com/sites/PRT)<span data-ccp-props="{}"> </span>

##### <span class="NormalTextRun SCXW65999854 BCX8">Below are unofficial internal documents created to </span><span class="NormalTextRun SCXW65999854 BCX8">assist</span><span class="NormalTextRun SCXW65999854 BCX8"> in understanding the promotion and tenure process:</span>

- <span data-contrast="auto">[Download the PRT Process Summary](https://kb.astate.edu/attachments/359)</span>
- <span data-contrast="auto">[Required Materials to be provided to UPRTC: 6th Year Promotion/ Tenure](https://kb.astate.edu/attachments/360)</span>

# Human Resources – Training and Development Resources

#####  

##### View online source material:

- <span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}">[Human Resources | Training &amp; Development](https://kb.astate.edu/books/training-development)</span>

# Performance Improvement Plans (PIP)

##### View online source material:

- <span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}">[Human Resources | Performance Improvement Plan](https://kb.astate.edu/books/human-resources/page/performance-improvement-plan)</span>

# Institutional Integrity & Title IX

##### <span class="TextRun SCXW11291442 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW11291442 BCX8">View online source material:</span></span>

<span class="TextRun SCXW11291442 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW11291442 BCX8">[Institutional Integrity &amp; Title IX | Astate Knowledge Base](https://kb.astate.edu/shelves/institutional-integrity-title-ix)</span></span>

<span class="TextRun SCXW11291442 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW11291442 BCX8">Department chairs should be familiar with faculty reporting responsibilities and the resources available through the Office of Institutional Integrity &amp; 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.</span></span><span class="EOP Selected SCXW11291442 BCX8" data-ccp-props="{}"> </span>

# Human Resources - Offboarding Procedures

#####  

##### View online source material:

[Payroll Services | Operating Procedures](https://kb.astate.edu/books/payroll-services/chapter/offboarding-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

#####  

##### <span class="EOP SCXW79983989 BCX8" data-ccp-props="{}"><span class="TextRun SCXW209873441 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW209873441 BCX8">View PDF:</span></span></span>

<span class="EOP SCXW79983989 BCX8" data-ccp-props="{}"><span class="TextRun SCXW209873441 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW209873441 BCX8"> [Academic Advising Redesign Guidelines](https://kb.astate.edu/attachments/358)</span></span></span>

# Faculty Handbook

<span style="color: #ff0000;">*II.C. Student Evaluation of Faculty (Pg. 35)* </span>

##### View online source material:

- **<span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}">[Faculty Handbook | A-State Knowledge Base](https://kb.astate.edu/books/faculty-handbook/page/faculty-handbook)</span>**

# Student Handbook

<span style="color: #ff0000;">*Academic Misconduct (pp. 15–16)* </span>

<span style="color: #ff0000;">*Student Academic Grievance Procedure (pg. 19)* </span>

<span style="color: #ff0000;">*Student Rights Grievance Procedure* *(pg. 19–20)* </span>

##### **View online source material:**

- **<span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}">[Student Handbook | A-State Knowledge Base](https://kb.astate.edu/books/student-handbook)</span>**

# 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

<span style="color: #ff0000;">*II.M. Curriculum Changes (process and approvals for program/course adjustments) (Pg. 41-42)* </span>

##### View online source material:

- **<span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}">[Faculty Handbook | A-State Knowledge Base](https://kb.astate.edu/books/faculty-handbook/page/faculty-handbook)</span>**

# Undergraduate Bulletin

##### <span data-contrast="auto">View online source material:</span>

- <span data-contrast="auto">[Undergraduate Bulletins | A-State Knowledge Base](https://kb.astate.edu/books/bulletin/page/undergraduate-bulletins)</span>

# Graduate Bulletin

#####  

##### <span data-contrast="auto">View online source material:</span>

- <span data-contrast="auto">[Graduate Bulletins | A-State Knowledge Base](https://kb.astate.edu/books/bulletin/page/graduate-bulletins).</span>

# 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

<span style="color: #ff0000;">*V.M. Equity Salary Review (pg. 119-120)* </span>

<span style="background-color: #ffffff; color: #ff0000;">*V.N. Compensated Faculty Leave(pg.120-124)* </span>

<span style="color: #ff0000;">*V.O. Outside Employment (pg. 124-125)*</span>

##### <span data-ccp-props="{"335559685":360}">View online source material:</span>

- <span data-ccp-props="{"335559685":360}">[Faculty Handbook | A-State Knowledge Base](https://kb.astate.edu/books/faculty-handbook/page/faculty-handbook)</span>

# Human Resources – Training and Development Resources

##### <span class="TextRun SCXW49169601 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW49169601 BCX8">View online source material:</span></span>

- <span class="TextRun SCXW49169601 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW49169601 BCX8">[Human Resources | Training &amp; Development ](https://kb.astate.edu/books/training-development)</span></span>

# Research and Technology Transfer & Sponsored Programs Accounting

##### For the most current information, consult the online Source Material at <span data-ccp-props="{"201341983":0,"335559739":0,"335559740":240}">[Research &amp; Technology Transfer | A-State Knowledge Base.](https://kb.astate.edu/shelves/research-technology-transfer)</span>



##### View online source material:

- <span style="color: #ff0000;">*[Research &amp; Technology Transfer | For Researchers Interacting with RTT (Pre-Award)](https://kb.astate.edu/books/research-development-handbooks-policies/page/for-researchers-interacting-with-rtt-pre-award)*</span>
- <span data-contrast="auto">[Faculty Research Award Committee | Frequently Asked Questions](https://kb.astate.edu/attachments/1342)</span>

# 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

<span style="color: #ff0000;">*II.B.1. Teaching Load (Pg. 26-27)*</span><span data-ccp-props="{"335559685":720}"> </span>

*<span style="color: #ff0000;">II.B.2. Overloads (Pg. 27-28) </span>*

<span style="color: #ff0000;">*II.B.3. Reassignment of Faculty Workload–Research, Creative (Pg. 28-30)* </span>

<span style="color: #ff0000;">*II.E. Summer School Appointments (Pg.35 - 36)* </span>

<span style="color: #ff0000;">*II.F. Continuing Performance Evaluation – Pg. 36* </span>

<span style="color: #ff0000;">*II.G. Annual Performance Evaluation (Include II.G.1. and II.G.2.) – Pg. 36- 37* </span><span data-ccp-props="{"335559685":2160}"> </span>

<span style="color: #ff0000;">*II.H. Schedules of Classes – Pg.40* </span>

<span style="color: #ff0000;">*V.P.2.a. Faculty Replacement–Illness and Emergency – Pg. 127* </span>

##### <span data-ccp-props="{"335559685":360}">View online source material:</span>

- <span data-ccp-props="{"335559685":360}">[Faculty Handbook | Astate Knowledge Base](https://kb.astate.edu/books/faculty-handbook/page/faculty-handbook)</span>

# Finding University People, Offices & Resources

<span class="TextRun SCXW33385166 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW33385166 BCX8">With the transition to A-State's new website, the former A–Z Index is no longer available. The following resources can help faculty and staff locate university personnel, offices, contact information, services, and other commonly used resources.</span></span><span class="EOP Selected SCXW33385166 BCX8" data-ccp-props="{}"> </span>

##### **<span class="EOP Selected SCXW33385166 BCX8" data-ccp-props="{}">Faculty, Staff &amp; Office Directories</span>**

[<span class="TextRun Underlined SCXW219968491 BCX8" data-contrast="none" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW219968491 BCX8" data-ccp-charstyle="Hyperlink">Faculty &amp; Staff Directory</span></span>](https://www.astate.edu/about/faculty-and-staff-directory/)<span class="EOP Selected SCXW219968491 BCX8" data-ccp-props="{}"> </span>

[<span class="TextRun Underlined SCXW219968491 BCX8" data-contrast="none" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW219968491 BCX8" data-ccp-charstyle="Hyperlink">Campus Offices Directory</span></span>](https://www.astate.edu/about/campus-offices/)<span class="EOP Selected SCXW219968491 BCX8" data-ccp-props="{}"> </span>

##### **<span class="EOP Selected SCXW33385166 BCX8" data-ccp-props="{}">University Resources &amp; Services</span>**

<span class="EOP Selected SCXW33385166 BCX8" data-ccp-props="{}">[<span class="TextRun Underlined SCXW155698042 BCX8" data-contrast="none" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW155698042 BCX8" data-ccp-charstyle="Hyperlink">Faculty &amp; Staff Resources</span></span>](https://www.astate.edu/information-for/faculty-and-staff/)<span class="EOP Selected SCXW155698042 BCX8" data-ccp-props="{}">: </span></span><span class="EOP Selected SCXW33385166 BCX8" data-ccp-props="{}"><span class="TextRun SCXW27688973 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW27688973 BCX8">A central starting point for commonly used employee resources, including academic calendars, teaching and instructional support, university policies, forms, Human Resources, and other faculty and staff services.</span></span><span class="EOP Selected SCXW27688973 BCX8" data-ccp-props="{}"> </span></span>

<span class="EOP Selected SCXW33385166 BCX8" data-ccp-props="{}"><span class="EOP Selected SCXW27688973 BCX8" data-ccp-props="{}">[<span class="TextRun Underlined SCXW29522669 BCX8" data-contrast="none" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW29522669 BCX8" data-ccp-charstyle="Hyperlink">A-State Knowledge Base</span></span>](https://kb.astate.edu/): </span></span><span class="EOP Selected SCXW33385166 BCX8" data-ccp-props="{}"><span class="EOP Selected SCXW27688973 BCX8" data-ccp-props="{}"><span class="EOP Selected SCXW29522669 BCX8" data-ccp-props="{}"><span class="TextRun SCXW66303334 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW66303334 BCX8">Access university procedures, instructional guides, technical support information, and departmental resources. The Knowledge Base includes information maintained by various university offices and departments.</span></span><span class="EOP Selected SCXW66303334 BCX8" data-ccp-props="{}"> </span></span></span></span>

<span class="EOP Selected SCXW33385166 BCX8" data-ccp-props="{}"><span class="EOP Selected SCXW27688973 BCX8" data-ccp-props="{}"><span class="EOP Selected SCXW29522669 BCX8" data-ccp-props="{}"><span class="EOP Selected SCXW66303334 BCX8" data-ccp-props="{}">[<span class="TextRun Underlined SCXW143189018 BCX8" data-contrast="none" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW143189018 BCX8" data-ccp-charstyle="Hyperlink">Pack Portal</span></span>](https://pack.astate.edu/)<span class="EOP Selected SCXW143189018 BCX8" data-ccp-props="{}">: </span></span></span></span></span><span class="EOP Selected SCXW33385166 BCX8" data-ccp-props="{}"><span class="EOP Selected SCXW27688973 BCX8" data-ccp-props="{}"><span class="EOP Selected SCXW29522669 BCX8" data-ccp-props="{}"><span class="EOP Selected SCXW66303334 BCX8" data-ccp-props="{}"><span class="EOP Selected SCXW143189018 BCX8" data-ccp-props="{}"><span class="TextRun SCXW147537408 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW147537408 BCX8">Access university systems, applications, announcements, and other resources available to A-State faculty and staff.</span></span><span class="EOP Selected SCXW147537408 BCX8" data-ccp-props="{}"> </span></span></span></span></span></span>

##### **<span class="EOP Selected SCXW33385166 BCX8" data-ccp-props="{}">Campus Locations</span>**

<span class="EOP Selected SCXW33385166 BCX8" data-ccp-props="{}">[<span class="TextRun Underlined SCXW78410422 BCX8" data-contrast="none" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW78410422 BCX8" data-ccp-charstyle="Hyperlink">Campus Maps &amp; Directions</span></span>](https://www.astate.edu/)<span class="EOP Selected SCXW78410422 BCX8" data-ccp-props="{}">: </span></span><span class="EOP Selected SCXW33385166 BCX8" data-ccp-props="{}"><span class="TextRun SCXW193139715 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW193139715 BCX8">C</span><span class="NormalTextRun SCXW193139715 BCX8">ampus maps and directions to university buildings and facilities</span><span class="NormalTextRun SCXW193139715 BCX8"> can be accessed </span><span class="NormalTextRun SCXW193139715 BCX8">through the footer of the A-State website.</span></span><span class="EOP Selected SCXW193139715 BCX8" data-ccp-props="{}"></span></span>

# Human Resources & Payroll – EPAF Resources

##### View online source material:

- <span data-contrast="none"><span class="TextRun Underlined SCXW111898454 BCX8" data-contrast="none" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW111898454 BCX8" data-ccp-charstyle="Hyperlink"><span data-ccp-props="{"335559685":720}">[Payroll Services | EPAF](https://kb.astate.edu/books/payroll-services/chapter/epaf-electronic-personnel-action-forms)</span></span></span></span>
- <span data-contrast="none"><span class="TextRun Underlined SCXW111898454 BCX8" data-contrast="none" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW111898454 BCX8" data-ccp-charstyle="Hyperlink"><span data-ccp-props="{"335559685":720}">[Payroll Services | EPAF Guides](https://kb.astate.edu/books/payroll-services/page/epaf-guides "EPAF Guides")</span></span></span></span>

# Knowledge Base Best Practices

#####  

##### View source material:

[Knowledge Base Guide](https://kb.astate.edu/attachments/2521)

# A-State Operating Procedures

##### View online source material:

- [Academic Affairs | Operating Procedures](https://kb.astate.edu/books/a-state-operating-procedures)

# Office of the Provost - Operating Procedures | Academic Integrity

#####  

##### View online source material:

[Academic Affairs | Academic Integrity](https://kb.astate.edu/books/academic-integrity)

# Office of the Provost - Operating Procedures | Provost's Inclement Weather

[ASU System | Inclement Weather Operating Procedure](https://kb.astate.edu/attachments/2618)

<span data-contrast="auto">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.</span><span data-ccp-props="{}"> </span>

***In the Event the University remains open***

<span data-contrast="auto">All classes will continue as scheduled.</span><span data-ccp-props="{}"> </span>

Online Instruction and Power or Connectivity Issues

<span data-contrast="auto">In the event of power or connectivity issues, faculty should be prepared to allow extra time as necessary for online coursework.</span><span data-ccp-props="{}"> </span>

Commuter Students

<span data-contrast="auto">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.</span><span data-ccp-props="{}"> </span>

Student Communication Responsibility

<span data-contrast="auto">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.</span><span data-ccp-props="{}"> </span>

Missed Assignments and Coursework

<span data-contrast="auto">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.</span><span data-ccp-props="{}"> </span>

Faculty Cancellation

<span data-contrast="auto">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.</span><span data-ccp-props="{}"> </span>

***In the Event the University is Closed***

Face-to-Face Courses

<span data-contrast="auto">When the university is closed due to inclement weather, all face-to-face classes are cancelled.</span><span data-ccp-props="{}"> </span>

<span data-contrast="auto">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.</span><span data-ccp-props="{}"> </span>

Online Instruction

<span data-contrast="auto">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.</span><span data-ccp-props="{}"> </span>

***In the Event the University Opens Late and or Closes Early***

<span data-contrast="auto">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.”</span><span data-ccp-props="{}"> </span>

***Inclement Weather Related Announcements and Updates***

<span data-contrast="auto">Regarding inclement weather alerts, Arkansas State reminds all students that official announcements will be made only through official university communications. The official university homepage, </span>[<span data-contrast="none">AState.edu</span>](http://www.astate.edu/)<span data-contrast="auto">, is supplemented by the verified university social media accounts -- on Facebook (</span>[<span data-contrast="none">Facebook.com/ArkansasState</span>](http://www.facebook.com/ArkansasState)<span data-contrast="auto">) and X (formerly Twitter) (</span>[<span data-contrast="none">@ArkansasState</span>](http://www.twitter.com/arkansasstate)<span data-contrast="auto">).</span><span data-ccp-props="{}"> </span>

<span data-contrast="auto">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.</span><span data-ccp-props="{}"> </span>

*<span data-contrast="auto">Updated January 19, 2024</span>*<span data-ccp-props="{}"></span>

# Office of the Provost - Operating Procedures | Volunteer Memorandum of Understanding

<span class="TextRun SCXW202858659 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW202858659 BCX8">A Volunteer Memorandum of Understanding (MOU) must be completed before an individual begins providing volunteer services on behalf of the department or university.</span></span><span class="EOP Selected SCXW202858659 BCX8" data-ccp-props="{}"> </span>

<span class="TextRun SCXW202858659 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW202858659 BCX8">Volunteer candidates should first complete the </span><span class="NormalTextRun SCXW202858659 BCX8">appropriate vetting</span><span class="NormalTextRun SCXW202858659 BCX8"> and approval process required by the department. Once approved, the department should </span><span class="NormalTextRun SCXW202858659 BCX8">submit</span><span class="NormalTextRun SCXW202858659 BCX8"> the applicable Volunteer MOU documentation.</span></span><span class="EOP Selected SCXW202858659 BCX8" data-ccp-props="{}"> </span>

<span class="TextRun SCXW202858659 BCX8" data-contrast="auto" lang="EN-US" xml:lang="EN-US"><span class="NormalTextRun SCXW202858659 BCX8">Because volunteer roles and requirements vary across campus, each department may </span><span class="NormalTextRun SCXW202858659 BCX8">maintain</span><span class="NormalTextRun SCXW202858659 BCX8"> 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 </span><span class="NormalTextRun SCXW202858659 BCX8">assistance</span><span class="NormalTextRun SCXW202858659 BCX8">.</span></span><span class="EOP Selected SCXW202858659 BCX8" data-ccp-props="{}"></span>

# 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

<span style="color: #ff0000;">*II.G. Annual Performance Evaluation (pg. 36-37)* </span>

##### View online source material: 

- <span data-ccp-props="{}">[Faculty Handbook](https://kb.astate.edu/books/faculty-handbook/page/faculty-handbook)</span>