Graduate Education Administration

Graduate Education Administration

Graduate Council Membership and Voting Quorum

The administration of The Graduate School is governed by the Graduate Council, the graduate faculty as a body, and the Dean of The Graduate School. To accomplish the university’s comprehensive objectives, The Graduate School develops broad policies and long-range plans. Graduate Council approval is required for the following:

• New program proposals
• Deletion of graduate programs
• Standards for graduate faculty
• Broad graduate admission policies
• Graduate courses

Graduate Council Membership

The Graduate council voting membership shall consist of a representative from each graduate program, the dean of The Graduate School, who will chair Council meetings, a representative from the JMU library system, and two graduate students. In the absence of the dean, an alternate chair (chosen by the membership) shall preside.

Graduate Council Quorum

A quorum for the Graduate Council shall consist of a simple majority of voting members present at the meeting provided at least 50% of the Council membership is present. This will also be the case for decisions made by electronic vote.

Graduate Faculty Appointments

Faculty members at James Madison University who teach graduate courses must be approved by The Graduate School as members of the graduate faculty. This policy applies to all instructional faculty members at the university. It also applies to administrative and professional (A&P) faculty members who are considered or apply for graduate faculty status.

Faculty members may be appointed to the graduate faculty when they are hired, if their responsibilities will include graduate instruction and advising and/or supervision and if they meet the criteria for graduate faculty status.

Current faculty members whose responsibilities change to include graduate instruction, advising and/or supervision are eligible to apply to become members of the graduate faculty by using the procedures outlined in this policy. Adjunct clinical graduate instructors may be given graduate faculty status by the academic unit head, with prior approval by the academic dean and the dean of The Graduate School.

Appointments to the graduate faculty are renewable annually under the procedures outlined in Academic Affairs Policy #5, Appointment to the Graduate Faculty.

Eligibility

Graduate Faculty Member

A graduate faculty member is authorized to teach at the 500 level and above; chair and serve on comprehensive assessment, thesis and dissertation committees; supervise practica and internships; and take on other responsibilities of graduate programming as assigned by the appropriate academic unit head. A faculty member may be recommended for appointment as a graduate faculty member to teach graduate courses at the university if he or she meets the following criteria:

• The faculty member must possess the appropriate terminal degree in his or her teaching field;
• The faculty member must present evidence to the appropriate academic unit head of current scholarly productivity (within the last six years) as appropriate for his or her field;
• The faculty member must present evidence to the appropriate academic unit head of successful teaching and/or administration at the graduate level within the last six years, or other relevant contributions to graduate education; and
• The faculty member must meet any additional academic unit criteria on file with the Graduate School for the academic unit.

Graduate Instructor

Graduate Instructors can be authorized to perform the following activities as assigned by the appropriate academic unit head: teach at the 500 level and above; serve on comprehensive assessment, thesis and dissertation committees but not chair them; supervise practica and internships; and take on other responsibilities of graduate programming as assigned by the appropriate AUH. A faculty member may be recommended for appointment as a Graduate Instructor to teach graduate courses at the university if he or she meets the following criteria:

• The faculty member must possess at least an appropriate master’s degree in his or her field, preferably working toward the appropriate terminal degree.
• The faculty member must present evidence to the appropriate academic unit head of scholarly productivity and/or appropriate professional experience (within the last six years) as relevant for his or her field; and
• The faculty member must meet any additional academic unit criteria on file with The Graduate School for the academic unit.

Reassignment from Graduate Instructor to Graduate Faculty Member

A faculty member may be recommended for reassignment from graduate instructor to graduate faculty member if he or she meets the following criteria: If lack of a terminal degree is the only criterion missing for graduate faculty member status, the individual may be appointed as a graduate instructor status and the appointment may be changed to graduate faculty member with a recommendation to the dean of The Graduate School from the appropriate academic unit head, with approval of the academic college dean, when the terminal degree is awarded.

Emeritus Faculty Member

Emeritus graduate faculty may perform any of their pre-retirement duties and responsibilities, as assigned by the appropriate academic unit head, but may not be employed full time by the university. A faculty member who retires from the university may be recommended for continuation of graduate faculty status if he or she meets the following criteria:

• The faculty member held graduate faculty status on the date of retirement.
• As an exception to the criteria for graduate faculty status, emeritus graduate faculty members are not expected to maintain scholarly productivity.
• The faculty member must maintain emeritus status at the university.
• The faculty member must meet any additional academic unit criteria on file with The Graduate School for the academic unit.

Adjunct Graduate Faculty Member

Adjunct graduate faculty members are not automatically adjunct faculty of the university. Adjunct graduate faculty can be authorized to perform the following activities as assigned by the appropriate academic unit head: teach at the 500 level and above; serve on comprehensive assessment, thesis and dissertation committees but not chair them (with the exception of Adjunct Graduate Faculty from the University of Malta, upon written approval of the dean of The Graduate School); supervise practica and internships; and take on other responsibilities of graduate programming. A faculty member may be recommended for appointment as an adjunct graduate faculty member to teach graduate courses at the university if he or she meets the following criteria:

• The faculty member must possess the appropriate terminal degree in his or her teaching field;
• The faculty member must present evidence to the appropriate academic unit head of current scholarly productivity (within the last six years) as appropriate for his or her field;
• The faculty member must present evidence to the appropriate academic unit head of successful teaching and/or administration at the graduate level within the last six years, or other relevant contributions to graduate education; and
• The faculty member must meet any additional academic unit criteria on file with The Graduate School for the academic unit.

Adjunct Graduate Instructor

Adjunct Graduate Instructors are not automatically adjunct faculty of the university. Adjunct graduate instructors can be authorized to perform the following activities as assigned by the appropriate academic unit head: teach at the 500-level and above; supervise practica and internships; and take on other responsibilities of graduate programming. Adjunct graduate instructors are not authorized to serve on comprehensive assessment, thesis or dissertation committees. A faculty member may be recommended for appointment as an adjunct graduate faculty member to teach graduate courses at the university if he or she meets the following criteria:

• The faculty member must possess at least an appropriate master’s degree in his or her field.
• The faculty member must present evidence to the appropriate academic unit head of scholarly productivity and/or appropriate professional experience (within the last six years) as relevant for his or her field; and
• The faculty member must meet any additional academic unit criteria on file with The Graduate School for the academic unit.

Adjunct Clinical Graduate Instructor

Adjunct clinical graduate instructors can be authorized only to supervise practica and internships. Adjunct clinical graduate instructors are not authorized to teach at the 500-level and above, nor to serve on comprehensive assessment, thesis or dissertation committees. An individual may be recommended for appointment as an adjunct clinical graduate instructor to supervise practica and internships for students at the university if he or she meets the criteria on file with The Graduate School for the academic unit.

Appointments

Appointments to the graduate faculty are made by the dean of The Graduate School. The dean will notify each faculty member appointed to the graduate faculty, and a copy of the notification will be sent to the initiating dean and academic unit head. Any faculty member denied appointment to the graduate faculty will also be notified of such denial, with copies to the AUH and academic dean. Denial of appointment by the dean of The Graduate School is final and is not an appealable action.

Timelines for Appointment

New Faculty Members

New faculty members may be appointed to the graduate faculty when they are hired if their responsibilities will include graduate instruction and advising and/or supervision and if they meet the criteria for graduate faculty status.

The academic unit head of the hiring academic unit will send a letter to the dean of The Graduate School requesting that the faculty member be appointed at the appropriate graduate faculty level. The college dean must also sign the letter requesting the appointment, and a copy of the applicant’s curriculum vita must be attached.

Current Faculty Members

Current members may be appointed to the graduate faculty if their responsibilities will include graduate instruction and advising and/or supervision and if they meet the criteria for graduate faculty status.

The academic unit head of the hiring academic unit will send a letter to the dean of The Graduate School requesting that the faculty member be appointed at the appropriate graduate faculty level. The college dean must also sign the letter requesting the appointment, and a copy of the applicant’s curriculum vita must be attached.

Renewal

Administrative Continuation

Continuation of graduate faculty status is renewed administratively each year through a checklist report submitted by The Graduate School to the academic unit heads in units that have graduate faculty. The Graduate School will assume that graduate faculty continue to meet eligibility criteria as long as the academic unit head indicates that the faculty member maintains involvement in graduate instruction, advising and supervision and has received satisfactory annual evaluations in scholarship and in graduate teaching.

Nonrenewal

A faculty member’s graduate faculty status will not be renewed if the academic unit head indicates in the annual update report that the faculty member no longer meets eligibility requirements, that an unsatisfactory annual evaluation was given or that the member’s status should be not be renewed for some other reason. Upon receiving such an indication in the annual update report, the dean of The Graduate School will notify the faculty member of nonrenewal of graduate faculty status. Nonrenewal of graduate faculty status by the dean of The Graduate School is final and is not an appealable action.

Renewal Timeline

By October 31 of each academic year, The Graduate School will submit by email or campus mail a list of current graduate faculty in all categories to each academic unit that has graduate faculty.

Using the Graduate Faculty/Instructor Annual Update Report Form sent by The Graduate School, academic unit heads will indicate the following for the graduate faculty in each category:

• Each faculty member who continues to meet eligibility criteria and whose performance has been satisfactory.
• Each faculty member whose faculty status should be elevated from graduate instructor to graduate faculty member.
• Each faculty member who no longer meets eligibility criteria, whose performance has been unsatisfactory, or whose status should not be renewed for some reason.

Withdrawal

Withdrawal of graduate faculty status may be accomplished at any time by action of the dean of The Graduate School. This may occur upon recommendation of the academic dean, the academic unit head or the Graduate Council, or upon the graduate dean’s own initiative. Such action is appropriate when the faculty member is determined to lack one or more eligibility criteria, is determined to have performed in an unsatisfactory manner on the graduate faculty, as a sanction for misconduct, as a sanction for post-tenure review or for any other appropriate reason.

Faculty members do not have a legitimate expectation of continuation of graduate faculty status, and it may be withdrawn at any time for any reason. In the case of withdrawal of status, the faculty member will be informed in writing from the dean of The Graduate School, and a copy of the notice will be sent to the academic unit head and academic dean. Withdrawal of graduate faculty status by the dean of The Graduate School is final and is not an appealable action.

Annual Review of Admission Policies and Procedures

Graduate program faculty must annually review their admission policies and procedures.

James Madison University must be in compliance with the SACSCOC requirement which states: All graduate programs are required to review their admission policies and procedures each year and report any changes to the Dean of The Graduate School. Any modifications in admission policies and procedures must also be entered as revisions to the Graduate Catalog, the program website and any program recruitment publications.

Evaluation of Orientation and Advisement Programs

There should be regular evaluation of orientation and advisement programs.

James Madison University must be in compliance with the SACSCOC requirement which states: Orientation and advisement programs must be evaluated regularly and used to enhance effective assistance to students.

Program, Concentration and Certificate Program Sunsetting Policy & Procedures

To present accurate information to SCHEV, prospective students, and the public, graduate degree programs, concentrations and certificates listed in JMU’s graduate catalog must accurately reflect opportunities that are actually available. It is sometimes necessary to not accept applications during a particular year, and The Graduate School will permit temporary suspension of applications. However, when applications are not accepted for many years, JMU is not offering this opportunity and the program should be removed from the graduate catalog. The following policy and procedures provide guidance and simple processes for regularly examining programs not accepting applications and for discontinuing programs that are no longer being offered.

Degree programs, concentrations and certificates that do not accept admission applications for 6 or more years must be formally discontinued and removed from the graduate catalog. An exception to this policy can be made at the request of the program’s Academic Unit Head, with the approval of the Academic Dean, the Graduate Dean, and the Vice Provost for Faculty and Curriculum.

Procedures

Each October, The Graduate School will prepare and send to the appropriate AUH’s and Academic Deans a list of degree programs, concentrations and certificates that are not accepting applications. This list will include the last academic year the program accepted applications and the number of students still enrolled.

Annually, academic units that offer academic programs that have not accepted applications for several years will be encouraged to use Curriculog to discontinue opportunities that are no longer available. Academic units that have not been accepting applications for six or more years will be required to complete a brief form in Curriculog that will either request that the opportunity be removed from the catalog or that it be continued for a specific stated reason. This form will originate from the AUH of the program (or their designee) and will be routed for approval to the College Dean, Graduate Council C&I Committee, and the Vice Provost for Faculty and Curriculum.

The form in Curriculog will request the following information:

• Name of degree program, concentration or certificate program under consideration.
• Date program last accepted applications and number of students currently enrolled (from the Graduate School report).
• One of the following:
• Request to discontinue the academic offering, a brief rational, and a teach-out plan for enrolled students to complete the program (if any are currently enrolled).
• Request to continue the academic offering with rationale including the intended date new applicants will be considered.