The Council and Committee Policies (the Policies) of the College of Osteopathic Medicine of Sam Houston State University (the College) have been developed to serve as a foundation for the collaborative governance of the College and to define the roles of the administration, faculty and students in policy formulation within the College and the university community. The College shall impanel such committees and councils as are needed to provide counsel to the Dean for the proper conduct of the academic programs and business affairs of the College.
The Dean of the College shall have the authority and responsibility for the administration of the college in accordance with the university and college bylaws. This responsibility includes finances and budgetary matters, academic facilities, and personnel matters. The Dean of the College serves as its chief academic officer, and must have earned a D.O. degree from an American Osteopathic Association (AOA) accredited college of osteopathic medicine, AOA board certification (initial and/or active) and have appropriate academic leadership experience. The Dean of the College is a full time employee appointed by the University President and Provost, and approved by the TSUS Board of Regents.
These procedures shall be developed with the provost by the College Executive Committee. The Dean shall notify the chairperson of the College Executive Committee of the delegation of his or her authority in his or her absence.
The department is the basic administrative unit of education, research, service and creative endeavor within the college. The departmental chairperson shall have the authority, responsibility and accountability for the administration of the department in accordance with the TSUS Rules and Regulations, as well as university, college, and department policies. Appointment of a chair to an administrative unit is at the discretion of the Dean and subject to the approval of the Provost and Vice President for Academic Affairs and the President (See SHSU Academic policy 110511).
The chairperson of each department shall be subject to regular review by the Dean. The faculty of the departments shall have shared responsibility with the department chairperson to adopt and publish operating policies. Such policies shall include, but not be limited to, the composition of the faculty within the department, voting privileges, guidance for promotion and tenure, faculty meetings, standing committees, department organization, responsibilities of the chairperson and other department administrators, modes of student participation in academic affairs and selection of chairperson, in and ensure all such policies align with TSUS Rules and Regulations and University policy. The policies of the department shall be reviewed by the department at intervals not to exceed five years. The policies shall be resubmitted at that time to the college Policy Committee to assure consistency with the TSUS Rules and Regulations and University and college policies.
Committees, Councils and Assemblies of the College shall report to the Dean of the College or her/his designee. Unless otherwise detailed in these policies, the chair and members of each committee, council or assembly shall be nominated through the Committee on Committees and appointed by the Dean of the College and will serve in an advisory capacity and provide reports of the committee’s/council’s/assembly’s activities to the College Executive Committee.
Committees, councils and assemblies shall meet as often as necessary, but not less than four times per academic year, in order to accomplish the mission, goals and objectives of the college. Meetings may only be called by the committee, council or assembly Chair or the Dean of the College. Each committee/council/assembly shall establish a regular agenda for the conduct of its meeting. A quorum shall consist of a majority of members, with membership determined by the policies of the body, unless otherwise stipulated in this policy. Robert's Rules of Order (revised) shall guide the conduct of all meetings.
Committees, councils and assemblies shall have recording secretaries. A recording secretary has the responsibility for preparing minutes of all meetings. Copies of these minutes, as approved by majority vote of the members, are maintained by the chair of the committee, council or assembly, and made available to members. A copy of all minutes shall be retained by the chair for a minimum of five years and provided to the Office of the Dean for distribution to the CEC.
Composition and Terms
Appointments to the College’s committees and councils shall be made by the Dean of the College in consultation with the Committee on Committees and department chair or supervisor as well as in accordance with these policies. Where so stated in these policies, committee and council members may be elected to their positions in accordance with applicable policies. Unless otherwise stipulated in these policies, specific terms of membership are three year renewable terms. Appointed or elected members have full voting rights. The chair of the committee or council may vote on all matters brought before the committee or council.
Ad Hoc Committees
The Dean of the College has the authority to form ad hoc committees as needed. The Dean of the College will make known to each ad hoc committee its charge at the first scheduled committee meeting. An ad hoc committee shall exist for as long as its specific charge warrants and as specified by the Dean of the College.
The CEC advises the Dean concerning administrative matters of the College.
Responsibilities: The CEC is responsible for: reviewing recommendations related to administrative affairs; making recommendations to the Dean on the management of resources and on the organization and development of the College; appointing and charging ad hoc committees (i.e. resources, facilities and safety); deliberating upon reports from ad hoc committees of the CEC; and reviewing policies, procedures, and recommendations of Standing Committees and Councils of the College.
Composition and Terms: The CEC is composed of: the Dean and the Associate and Assistant Deans. Each member shall have one vote and may vote by proxy. The Dean is the Chair of the Executive Committee.
Meetings: Meetings of the CEC are held at least six times each academic year. The agenda shall include a report by the Dean and provisions for consideration of old and new business. A special meeting of the CEC may be called by the Dean or by one-fourth of the CEC members via a written request to the Dean. Special meetings of the CEC shall be restricted to the items of business for which the special meeting was called, and the agenda shall be circulated in advance of the meeting. A majority of the CEC’s membership shall constitute a quorum for the transaction of business. The Dean may invite Committee Chairs, Faculty members, or other interested parties to attend a CEC meeting. The invited individual(s) may provide updates and address the Committee at the request of the Dean but do not have voting privileges.
Responsibilities: The committee on committee is the nominating committee for the SHSU-COM standing committees.
Composition and Terms: The Committee on Committees is composed of: the Dean and the SHSU-COM department chairs. Each member shall have one vote and may vote by proxy. The Dean is the Chair of the Committee on Committees.
The Dean’s Advisory Council provides recommendations to the Dean that provide insight, information and feedback on mission, vision and implementation of the College.
Responsibilities: The Dean’s Advisory Council: informs curriculum, student selection, policy, programs, community support, future directions, student support (scholarships), clinical resources, information, public relations, recruiting, other COMs, and any other issue that may arise that may affect the execution of a successful COM and its relationship with the community, the State, and healthcare delivery in Eastern Texas.
Composition and Terms: The Dean’s Advisory Council is composed of the Dean, The Associate Dean for Educational Affairs, the Executive Director of the Texas Osteopathic Medical Association, the SHSU director of Marketing and Communications, The Woodlands Area Economic Development Partnership, Conroe/Lake Conroe Chamber of Commerce president, City of Conroe Mayor, Texas State Legislature Representative(s), and may include others to be named later.
The Faculty Assembly serves as a forum for the dissemination and exchange of ideas between the faculty and the college administration.
Responsibilities: The Faculty Assembly acts on all proposed amendments to the SHSU-COM policies. The Faculty Assembly accepts students endorsed for graduation by the Student Promotions and Academic Progress Committee, and acts on recommendations from the College Executive Committee and other college committees that affect academic policy, programs and practices. The assembly will forward nominee(s) to run for election to the SHSU Faculty Senate. .
Composition and Terms: The Faculty Assembly is composed of all full and part-time SHSU-COM faculty members. Faculty who are chairs do not have voting privileges but shall have voice. Neither the Dean nor the Associate Deans, shall preside at meetings of the Assembly, but may be present as requested by the chair. The faculty shall elect a chair and secretary. The chair is responsible for meeting regularly with the Dean about matters discussed in the Faculty Assembly and bringing items to the CEC. The chair serves as one representative for the SHSU-COM faculty in the SHSU Faculty Senate.
Function of the Faculty Senate: The Faculty Senate shall consider matters of general welfare to the University placed before it by members of the faculty, members and committees of the Faculty Senate, the Student Association, and the President of the University and other administrative officers of the University. Inasmuch as the Faculty Senate is advisory in nature, decisions on all such matters shall be final only when approved by the President of the University, subject to the authority of the Board of Regents, The Texas State University System, and the Texas Higher Education Coordinating Board. The Faculty Senate shall have no existence separate and apart from the University.
Composition of Faculty Senate:
Section 1. Eligibility
The Faculty Senate shall be composed of full-time faculty members. Persons who are not full-time faculty members and persons holding administrative positions with the rank of program coordinator or above shall not be eligible to serve.
Section 2. Election Procedures
- Apportionment and Eligibility to Vote
All faculty members, full-time and part-time, are eligible to vote. Positions on the Faculty Senate will be apportioned among the major administrative units of the University. These units are defined as the several colleges and the Newton Gresham Library. Each unit will have a minimum of one senator and the Senate may not exceed thirty members.
- Nominations and Elections
Senators will be elected each spring semester to serve for a term of three consecutive years.
An eligible full-time faculty member within any particular administrative unit must designate in writing to the Election Committee his or her willingness to be a candidate for election to the Faculty Senate. Each administrative unit will elect senators from nominees within that unit. A committee composed of one senator from each administrative unit, with the Chair-Elect of the Faculty Senate as chairperson, will be responsible for conducting elections. This committee will decide questions or apportionment, subject to approval by the Faculty Senate as a whole. If, for any reason, a member of the Senate cannot serve a full term, the vacancy will be filled by the person receiving the next highest number of votes in the most recent spring election of the appropriate administrative unit. In case of a tie vote, the name will be determined by lot. A vacancy due to resignation will be declared to exist by the Chair of the Faculty Senate upon receipt of a letter of resignation. A vacancy due to removal will be declared to exist after a determination by a two-thirds majority of the Senate that the responsibilities of the position are not being filled.
Standing Committees are responsible for developing the policies, procedures, and actions required for the governance of the College as related to the educational, research, and clinical care mission. Members of the Standing Committees are appointed by the Dean and can be drawn from any College faculty member, staff member, or SHSU-COM student who meet the requirements of the committee.
Responsibilities: The Admissions Committee evaluates the credentials and qualifications of student applicants, recommending to the Dean those best suited to meet the mission of the College and for entry into the osteopathic medical profession. The Admissions Committee may also participate in evaluations of admissions processes and procedures as determined by the Associate Director for Admissions.
Composition and Terms: The Admissions Committee is composed of: The Associate Director for Admissions, clinical science and biomedical science department faculty, SHSU faculty, staff, and one osteopathic medical student representative (after the first year of classes). The student representative (s) is a non-voting member and will not participate in the selection of applicants. The student representative (s) will participate in interview days and meetings..
Responsibilities: The COM Curriculum Committee has oversight of the undergraduate medical education program of the College and recommends policy and procedures to the CEC and the Dean for final approval. Such oversight shall include all aspects of curriculum development and implementation, instructional design, and assignment of faculty and facilities for the proper execution of the educational programs according to accreditation standards. The SHSU-COM Curriculum Committee monitors all aspects of the curriculum, informs the CEC of changes to the educational program, and monitors and ensures fulfillment of the quality of educational programs. When the SHSU-COM has substantial curriculum changes that meet the University criteria for review by the University Curriculum Committee, the information will be presented to the University Curriculum Committee.
Composition and Terms: The Curriculum Committee is composed of: two basic science chairs, two clinical chairs or directors, two faculty members from any basic science department; two faculty members from any clinical department; one adjunct clinical faculty member; and at least four student members (one from each cohort). Chair members are appointed by the Dean. Student members are elected by the SHSU-COM student body. All members except ex-officio and student members have two year terms that can be renewed. Ex-officio members include: Associate Dean for Biomedical Sciences, the Associate Dean for Clinical Affairs, and the Director of Assessment and Accreditation. The Dean may appoint additional members as may be required to meet the curricular needs of the College.
Responsibilities: The Student Promotions and Academic Progress Committee (SPAP) evaluates osteopathic medical students’ academic performance and their suitability to undertake the practice of medicine. This committee makes recommendations to the Dean regarding matters of continued matriculation, promotion, retention and graduation. The committee’s competency evaluation for all osteopathic medical students includes professionalism. The committee may, at its discretion, consider prior disciplinary actions in its deliberations but shall not engage in disciplinary hearings. The actions of the committee shall be in accordance with guidelines that shall be approved by the CEC. The proceedings and decisions of the SPAP are privileged information. SPAP members may not discuss particular cases or the outcome with anyone outside the SPAP, except as required by law.
The chair or chair-elect may, in urgent cases, consult with the Associate Dean for Educational Affairs regarding an emergency leave of absence for a student in academic difficulty. The Chair, Chair-elect, and Associate Dean for Educational Affairs will set the conditions for return from a leave of absence, with approval of the Dean. A student withdrawn on an emergency leave of absence may contest the withdrawal after the student is removed.
Composition and Terms: The SPAP Committee is composed of: a minimum of two faculty members from any basic science department, a minimum of two full or part-time faculty members from any clinical department, and at least one adjunct clinical faculty members who regularly precept and teach third- and fourth-year students in a clinical setting. . Ex-officio members include: the Associate Dean for Educational Affairs, Associate Deans for Biomedical Sciences and Clinical Affairs, Director of Assessment and Accreditation, and Director of Medical Student Affairs. The chair and chair-elect are elected by the committee. The Dean may appoint additional members as may be required to meet the needs of the College.
D. Academic Review Panel (ARP)
Responsibilities: The Academic Review Panel (ARP) is a sub-committee of the Student Promotions and Academic Progress (SPAP) Committee. The panel is called at the request of the Dean to investigate alleged grievances and present such findings and recommendations as outlined in SHSU Academic Policy #900823 Section 4.05. The panel is involved in an alleged grievance only after the procedures outlined in SHSU Academic Policy #900823 Sections 4.01 through 4.04 have been exhausted. The panel only involves disputes over those matters set forth in paragraph 2.01.a through 2.01.d of SHSU Academic Policy #900823.
Composition and Terms: The members of the ARP are appointed by the SPAP Committee for one-year terms. The panel consists of three (3) faculty members and two (2) student members. The chair of the panel is selected from the panel members by the appointees to the panel. Interim members may be appointed as necessary. A department/school chair or any party to the appeal being heard may not serve on the panel. At least two (2) faculty members and at least one (1) student member must be present for action to be taken.
E. Graduate Medical Education Committee
Composition and responsibility: The Graduate Medical Education Committee (GMEC) will consist of the Assistant Dean for Graduate Medical Education and Designated Institutional Official, who will chair the committee, and residency program directors of programs for which SHSU-COM serves as ACGME institutional sponsor. Other members include at least one peer selected resident, the Associate Dean for Clinical Affairs, the Associate Dean for Educational Affairs and clinical chairs for departments sponsoring a program. The GMEC will meet monthly in person or by electronic means. Responsibilities include:
- Develop, approve and monitor GME policies and procedures
- Oversee the educational effectiveness of programs
- Ensure compliance with ACGME and review committee standards
- Monitor resident well being
- Ensure patient safety
- Appoint program directors and review performance
- Receive and respond to recommendations and concerns raised by trainees in graduate medical education programs
- Report to appropriate committees involved in the education of residents
The Faculty Evaluation System (FES) committee serves as an advisory committee to the Dean, and to the faculty. The committee will review and monitor processes essential to the distribution and completion of annual faculty review and promotion and tenure. The committee will review and recommend criteria for consideration in the evaluation process and advise faculty seeking to apply for promotion and or tenure. The committee is responsible for sustaining a program that evaluates all faculty at least annually. The committee will monitor best practice and national trends in faculty evaluation and seek to provide continuous quality improvement in the COM faculty evaluation processes.
Composition and Terms: Members of the committee and the Chair will serve by appointment of the Dean. The committee will include biomedical and clinical faculty including those representing both undergraduate and graduate medical education. The Chair of the committee reports to the CEC with recommendations regarding procedures and processes related to faculty annual review, promotion, and tenure. The “Departmental” or unit Department Promotion and Tenure Advisory Committee (DPTAC) will serve as a standing sub-committee and report to the Chair of the Faculty Evaluation System Committee.
Responsibilities: The Department Promotion and Tenure Advisory Committee (DPTAC) is a subcommittee of the Faculty Evaluation System Committee which evaluates the credentials and qualifications of faculty members and makes recommendations to the Dean for appointment, promotion in rank, and eligibility for tenure.
Composition and Terms: The DPTAC shall be comprised of faculty in accordance with SHSU Academic Policy Statement 900417.
Responsibilities: The Research Advisory Committee (RAC) advises the Dean on matters related to the research enterprise. This advisement shall include: Identification and consideration of research areas for development, especially with regard to the establishment of interdisciplinary and professional development programs; Identification of facilities and equipment needed for replacement and development; Administration and monitoring of grant assistance programs; Development, management and oversight of research lectures/retreats; Identification and screening of nominees for awards when SHSU-COM is limited in the number of nominees allowed. This council also makes recommendations to the Dean regarding all procedures germane to the conduct of research by faculty, staff and students of the College. Such procedures shall include but not be limited to the equitable use of facilities controlled by the College, distribution of intramural funds to support new and continuing projects, establishment and maintenance of student research initiatives and all other matters that may be referred to the committee by the dean. The RAC shall not be responsible for the activities of the Institutional Review Board but shall support same as requested.
Composition and Terms: The Research Advisory Council is composed of the Dean, Associate Deans of Biomedical Sciences and Clinical Affairs, two at-large members from any basic science department, two at-large members from any clinical department, two research faculty members from other SHSU colleges, SHSU Authorized Institutional Official for Research, a first year osteopathic medical student, a second year osteopathic medical student, and a librarian. The Dean of the SHSU-COM may appoint such additional members as may be required to meet the research needs of the College.
Responsibilities: The Committee on Diversity, Equity, and Inclusion monitors compliance with university policies and procedures and advises the Dean and the college committees in the development and update of the college diversity plan to achieve an environment marked by respect for differences and understanding of values to promote and strengthen the college. The committee systematically reviews outcomes of the diversity plan, works actively to advance recruitment and retention of faculty, staff, and students from diverse pools of applicants, and maintains a supportive climate for all who work and study at the college.
Composition and Terms: The Committee on Diversity, Equity, and Inclusion is composed of five faculty members and five students for two-year, staggered terms. Five student members, to include at least two from each of the first-year and second-year classes, are elected by the SHSU-COM student body. With the approval of the Executive Committee, the Dean may also appoint up to three additional faculty members to represent diverse perspectives within the College as are deemed appropriate. The committee shall meet at least three times per academic year. A representative of the College Diversity, Equity, and Inclusion Committee shall attend appropriate university meetings.
Responsibilities: The Shared Services Committee meets at least quarterly and is responsible for reviewing support service resources, activities, outputs, and outcomes; improving and clarifying support service processes; and making recommendations to the Dean on program changes.
Composition and Terms: The Shared Services Committee is limited to one representative from each of the COM’s key support service areas, including the in-house representatives for Admissions, Registrar, Financial Aid, Library, and IT, plus main campus representatives for Enrollment Management, Student Affairs, Institutional Effectiveness, Finance and Operations, and Academic Affairs. The committee includes the directors of the offices of SHSU-COM’s Educational Affairs, including Assessment, Evaluation, and Accreditation, Medical Student Affairs, and Faculty Development and Continuing Medical Education. The committee includes one student representative, as elected by the SHSU-COM student body according to their by-laws. Each member shall have one vote. The SHSU-COM Director of Assessment and Accreditation and the SHSU Associate Vice President for Enrollment Management Communications co-chair the committee. All non-student committee members have indefinite terms. Student members have a one-year term, which begins on the first day of the COM’s academic year.
K. Continuing Medical Education Committee (implemented once receive ACCME accreditation – anticipated 2021.)
Responsibilities: The Continuing Medical Education (CME) Committee promotes continuing education activities for full time and part-time clinical faculty. Activities may be delivered on-site at the College , or remotely, either in person or by electronic means, to accommodate faculty at clinical sites. The committee ensures that CME is high quality, timely, free from commercial bias and meets the education and faculty development needs of the clinicians. The committee ensures that all education meets the requirement for CME credit. The committee is also responsible for reviewing requests from faculty and selecting topics to meet their needs.
Composition and Terms: The CME Committee is composed of three clinical faculty members who are part-time, full-time or adjunct, the Associate Dean for Clinical Affairs, Associate Dean for Educational Affairs, and the Director of Faculty Development and CME. Initially, end dates for renewable terms will be staggered with terms lasting for one, two and three years, with subsequent appointments of three years. Appointments to vacated positions shall be for the duration of remaining term of that seat. Reappointment shall occur at the time of the original term limit.
These Policies shall be reviewed by the CEC at least once every three years. Amendment of these Policies may be proposed by faculty or administrators to the Dean. The Dean shall bring the proposed amendments to the CEC for consideration. Proposed amendments to these Policies require approval by two-thirds of the CEC present at a meeting at which there is a quorum or by two-thirds of the entire CEC membership by electronic voting. Upon approval by the CEC, the proposed amendment of the policies shall be submitted to the Faculty for review and approval. The proposed amendment must be distributed to the Faculty at least ten days prior to either a regular Faculty meeting or a special Faculty meeting called for the purpose of considering the amendment.