University Organization and AdministrationThe organizational structure of Sam Houston State University is basically one of line and staff. The President is the chief operating officer of the University and reports to the Board of Regents, The Texas State University System. Reporting to the Office of the President are the Provost and Vice President for Academic Affairs, Vice President for Finance and Operations, Vice President for Student Services, Vice President for University Advancement, and Vice President for Enrollment Management, Assistant to the President, Director of Athletics, and the Internal Auditor. Appendix I provides the organization chart (February 3, 2011) for the University.
President of the University
The President is directly responsible to the Board of Regents, The Texas State University System, by whom they are employed. The President is charged with the responsibility of developing and maintaining efficiency and excellence within the University. All administrative channels--academic, student, and fiscal-- are ultimately responsible to the President who accepts responsibility for all facets of the University's operations. The President speaks for the University in its relations with the Texas Higher Education Coordinating Board, with members of the State Legislature, and with the Governor and members of the Governor's Staff.
Membership to the President's Cabinet is by virtue of administrative position, consists of the President, Provost and Vice President for Academic Affairs, Vice President for Student Services, Vice President for Finance and Operations, Vice President for Enrollment Management, Vice President for University Advancement, and the Assistant to the President and is chaired by the President. The stated purpose of the President's Cabinet is: to study, review, and make recommendations on matters brought up by the committee members; to consider University-wide issues and make recommendations where appropriate; to disseminate information on University activities; and to coordinate, when necessary, University-wide activities and policies.
Provost and Vice President for Academic Affairs
The Provost and Vice President for Academic Affairs is the chief academic officer and reports directly to the President of the University. Responsibilities of this position include the supervision of all matters, policies, procedures, and activities within the Division of Academic Affairs. Reporting to the Provost are the Academic Deans, Associate Provost and Vice-President for Academic Affairs, Associate Vice President of Academic Affairs and Dean of Granduate Studies, Associate Vice President for Research and Special Programs, Associate Vice President of Research Administration and Technology Commercialization, Associate Vice President of Distance Learning, and the Director of the Library.
Vice President for Finance and Operations
The Vice President for Finance and Operations is the chief fiscal officer of the University and reports directly to the President. Responsibilities of this position include: developing and maintaining basic financial accounting and record systems, developing and maintaining a fiscal management information system for use as historical data and projections, submitting financial status reports to the President, preparing the annual budget, and managing funds belonging to the University. Reporting to the Vice President for Finance and Operations are the Cntroller, Associate Vice President of Budget and Operations, Associate Vice President of Information Resources, Associate Vice President of Facilities Management, and the Directors of Procurement and Business Services, Human Resources, and Public Safety Services.
Vice President for Enrollment Management
Reporting to the Vice President for Enrollment Management are the Assistant Vice President for Enrollment Management and Directors of Career Services, Residence Life, Undergraduate Admissions, and the Registrar.
Vice President for Student Services
Reporting to the Vice President for Student Services is the Associate Vice President for Student Services and Recreational Sports, the Assistant Vice President for Student Services and BearKat OneCard, the Dean of Students, and the Directors of the Counseling Services, Health Center, Student Activities, and Finance and Budget.
Vice President for University Advancement
The Vice President for University Advancement is responsible for coordinating the fund development efforts for the university and reports directly to the President. This office seeks ways to increase the university's capacity to serve its community and provides opportunities for individuals, corporations, foundations and groups to share in the institution's educational endeavors by providing resources not available through state and federal appropriations. Reporting to the Vice President for University Advancement are the Associate Vice President for University Advancement Marketing and Communications, and the Directors of Alumni Relations, Development, Museum, and Advancement Services.
Other Administrative Officers of the Division of Academic Affairs
The Academic Deans are the administrative heads of the university's academic colleges. They report to the Provost and Vice President for Academic Affairs. They are charged with the responsibility for all programs on instruction, research and public service carried on by their respective colleges. These duties include the development, coordination and implementation of core curricula in all programs within their respective colleges and integration of instructional programs within and among the departments under their authority. Deans are expected to formulate objectives, policies and standards for their respective colleges, to supervise the current operations of the instructional programs, and to communicate with department chairs, program coordinators, faculty, and students under their jurisdiction. In faculty matters, their responsibilities include making recommendations to the Provost and Vice President for Academic Affairs for employment, retention, and advancement of personnel assigned to the college in accordance with university policies addressing affirmative action, promotions, staffing, tenure, etc. Each dean also reviews, endorses, and forwards department chairs' proposals to the Provost and Vice President for Academic Affairs.
Each dean is responsible for the coordination and supervision of all graduate programs within his/her college, including the supervision of departmental advisement of graduate students, the review of graduate courses and curricula, the submissions of recommendations regarding the awarding of assistantships and fellowships after consultation with department chairs and the maintenance of student records of candidates for advanced degrees. These duties are performed within the general procedural guidelines established by the Office of the Provost and Vice President for Academic Affairs.
A dean may call meetings of any number of department chairs and faculty within the college in order to seek advice, receive recommendations and initiate discussion concerning the policies and programs applicable to the departments/divisions within the college. Each dean assists in the preparation of the budget and is responsible for overseeing the judicious expenditure of funds allotted to the operation of each department within the jurisdiction.
Assistant and Associate Deans
Within selected colleges, the position of Associate Dean and/or Assistant Dean is utilized. Each position is detailed by duties and responsibilities as set forth by the appropriate dean.
Associate Provost and Vice President for Academic Affairs
The Associate Provost and Vice President for Academic Affairs reports to the Provost and Vice President for Academic Affairs and is charged with a broad spectrum of academic concerns including the Academic Common Market and out-of- state/foreign and off-campus instruction. Reporting to this position are: Chair, Military Science Department; Student Liaison for University Center; Director of International Programs, Coordinator, Correspondence Course Division.
Associate Vice President for Research and Special Programs
The Associate Vice President for Research and Special Programs reports to the Provost and Vice President for Academic Affairs. The responsibilities assigned to this position include: reviewing and recommending approval, as appropriate, of all proposals for external funding of grants and contracts for research; coordinating university research activities; serving as Chair of the Research Council; providing assistance to faculty members in the preparation of external grant proposals and contracts for research funding; and oversight of certain sponsored programs.
Associate Vice President for Student Services
The Associate Vice President for Student Services reports to the Vice President for Student Services and is charged with a broad spectrum of student concerns embracing a student development philosophy which stresses the holistic development of individuals. Programs and services offered complement the educational mission of the university.
Associate Vice President for Academic Affairs and Dean of Graduate Studies
The Associate Vice President for Academic Affairs and Dean of Graduate Studies reports to the Provost and Vice President for Academic Affairs. The responsibilities assigned to this position include coordinating university graduate studies and serving as Chair of the Graduate Council.
The Associate Vice President for Research Administration and Technology Commercialization reports to the Provost and Vice President for Academic Affairs. The responsibilities of this position include administering externally sponsored program funds, which includes providing pre and post award research administration support, proposal submissions, compliance review and financial administration of awards.
The Associate Vice President for Distance Learning reports to the Provost and Vice President for Academic Affairs. The responsibilities assigned to this position include coordination and oversight of distance learning programs and courses, providing support to both students and faculty involved in distance learning courses.
Each department chair is responsible for the effective and efficient operation of the instructional programs under his/her authority. The department chair determines the teaching duties of the departmental faculty, holds regular staff meetings and directs academic counseling within the department unit.
Aided by the counsel of the faculty, he/she develops and revises the curricula of the department in a manner consistent with both current and long-range requirements. The chair takes the initiative in faculty recruitment and prepares dossiers on prospective faculty for the dean to present to the Provost and Vice President for Academic Affairs. The chair makes recommendations concerning the continuing employment or promotion and salary increments of faculty within the department and is responsible for ensuring compliance with affirmative action and equal employment policies and guidelines. Upon notification by the Standing Faculty Tenure Committee specifying the week of the tenure election, the chair, regardless of his/her tenure status, will call the tenure election, transmit the results of the votes to the chair of the Standing Faculty Tenure Committee, and send a report to the dean of the college along with his/her recommendation for or against tenuring the candidate.
Director of the Criminal Justice Center
The Director of the Criminal Justice Center is responsible for the physical facilities of the Center and all non- academic programs, including the Continuing Education Program, Media Center, University Hotel and other support services such as site contract training, and staff development.
Director of Institutional Research and Assessment
The Director of Institutional Research and Assessment reports to the Provost and Vice President for Academic Affairs and is responsible for conducting research and analysis to support administrative decision making; developing management information systems to provide information for assessment of university educational and non-educational programs, as well as strategic and tactical plans; and reconciling the potential conflict between traditional college values and accountability methods.
Director of the Newton Gresham Library
The Director of the Newton Gresham Library is responsible to the Provost and Vice President for Academic Affairs for library administration and operation and for the effective use of library facilities by faculty, students, and staff. Accordingly, the Director of the Newton Gresham Library works with a university committee to develop and expand the library program as an integral part of the educational program of the University.
Director of Undergraduate Admissions
The Director of Undergraduate Admissions reports to the Vice President For Enrollment Management. The Director is responsible for administering policies and procedures of the University relating to the admissions of undergraduate students. The responsibilities include: administering ACT, SAT, GRE, GMAT, and CLEP tests; student recruiting; and screening undergraduate foreign students.
In several academic departments, one or more program coordinators may be appointed to assist the department chairs with administrative responsibilities. Both the size of a department and the diversity of instructional programs included therein are the factors influencing the need for program coordinator positions. The duties of program coordinators vary from program to program. However, most often these roles entail responsibilities associated with advisement, curriculum, personnel matters, scheduling, property inventories, and budget management.
The Registrar reports to the Vice President for Enrollment Management. The Registrar coordinates the registration of all students and maintains their academic records. The Registrar's Office is responsible for making final degree checks for degree candidates, for publishing class schedules, certifying veterans to the Veteran's Administration, and furnishing the university community with statistics relative to student enrollment. The Registrar's Office also furnishes pertinent statistical data and information concerning registration as required to authorized external agencies.
The University Faculty Senate
The Charter and by-laws of the University Faculty Senate are available on line. Additionally, the University Faculty Senate web page will provide the current roster, minutes and other information pertinent to faculty affairs and governance.