Faculty Handbook - Section I

I. Introduction

B. Organization of the Administration

1. President of the College

The President of the College shall be the Chief Executive Officer of the College and the official adviser to and executive agent of the Board of Trustees and its Executive Committee. He or she serves at the pleasure of the Board, and, as educational and administrative head of the College, shall exercise a general superintendence over all of the affairs of the institutions, shall preside over all faculty meetings, and bring such matters to the attention of the Board as are appropriate to keep the Board informed to meet its policy-making responsibilities.

He or she shall have power, on behalf of the trustees, to perform all acts and execute all documents to make effective the actions of the Board or its Executive Committee. He or she shall be an ex officio member, without vote, of the Board and of all committees.

The President of the College shall recommend for action

a. to the Board the creation of any new senior administrative positions; and

b. to the Executive Committee proposed salary increases for all senior administrative officers.

The President shall be responsible for the hiring, evaluation, and retention or termination of all administrative officers.

2. Vice President for Academic Affairs and Dean of the College

The Vice President for Academic Affairs and Dean of the College is the senior academic officer and is responsible for providing leadership and oversight of the College’s academic programs.

In consultation with department chairs and administrative staff, administer the implementation of college academic policies as they affect students and faculty members. Maintain awareness of current trends and needs in higher education in order to help the faculty and administration shape college policies that will benefit the students and keep the College strong academically.

In consultation with the President and department chairs, supervise the appointment and recruitment of faculty members, conduct annual reviews of tenure-track faculty, and make recommendations regarding tenure, promotion, salary, naming of department chairs, sabbaticals, and terminations for all faculty and staff reporting to the Dean.

In consultation with the President and department chairs, plan and monitor academic budgets.

With the Faculty Representative Committee (FRC), conduct program reviews, and with the FRC and other appropriate faculty, assist in developing new programs.

With the Registrar, supervise the maintenance of students’ academic records.

Assist the department chairs and the Registrar in establishing a schedule of classes, registration for classes, and administration of final examinations.

Assist the faculty in faculty development programs designed to enhance teaching and research activities.

Supervise and assist the following offices as needed: Career Development Center, Lipscomb Library, Office of International Programs, Nursery School, Registrar, Writing Lab, and Maier Museum.

In consultation with the Business Office, monitor and assist the development of space and equipment needs for the academic area.

Work with the Associate Dean in developing and supervising the academic portion of Orientation and academic support services, including the Learning Resources Center and the Ethyl Center.

Assist the Associate Dean in organizing the Faculty Advising system.

Participate fully in the following committees and groups: Curriculum, Senior Staff, Judiciary, Faculty Representative, General Education. Serve as resource person to the following committees: Academic Personnel, Professional Development, and Educational Affairs (Board of Trustees).

Maintain current records of faculty members’ professional activities and accomplishments. Maintain records of such faculty fringe benefits as professional travel reimbursement, tuition exchange, tuition grants, or tuition remission.

Maintain the Faculty Handbook, make an annual report on the academic area to the President, report to the faculty at faculty meetings and to the Board at meetings of the Board of Trustees.

Dean’s List notification. Participate in selections for Who’s Who and upperclass scholarships.

Respond to requests from the President and other offices to assist with, and speak during, such college rituals and support activities as Orientation, Convocation, Commencement, Awards Day, Family Weekends, Open House, Alumnae Reunion, "Breakfast with the Professors," and Alumnae Council.

With the Director of Foundation and Corporate Giving and the President, develop grant proposals pertaining to the academic program.

Represent the academic portion of the College in working with such off-campus groups as the Tri-College Consortium and other single-sex colleges in Virginia.

Represent the College, as requested, in speeches to civic organizations, other schools, alumnae groups, and the news media.

Respond to questions, surveys, and complaints about the academic program from any on- or off-campus constituency.

Serve as chief administrative officer in the absence of the President.

3. Vice President for Development and External Relations

The vice president for development and external relations reports directly to the president for the overall leadership, management and organization of the College’s development and communications programs. The vice president works closely with the president to create and implement a comprehensive development plan designed to meet the specific fundraising needs of the College. The vice president also serves as a member of senior staff and participates in the strategic direction of the College and works closely with members of the Board of Trustees.

Plan, implement and evaluate all fundraising programs which are consistent with the College’s mission, strategic plan and policies

Oversee the ongoing activities of the various functional areas as they relate to programs, procedures, staffing, budgeting and timelines

Cultivate and solicit major donors

Provide staff support for the president, Board of Trustees and other volunteers involved in obtaining gifts for the College

Develop and implement plans and strategies for expanding and enhancing the institution’s visibility and image

Promote the understanding of the College’s mission and priorities among volunteers, alumnae and prospects

Recognize donors and volunteers for their support to the College and provide appropriate stewardship programming

Encourage and help ensure the effective and efficient performance of the directors of the functional areas

Provide growth opportunities for staff members that will utilize their special abilities, expertise and experience as well as expand and strengthen their professional and personal skills

4. Vice President for Enrollment

The Vice President for Enrollment is responsible for the development and management of a national and international recruitment and retention program. The VP for Enrollment provides leadership and vision in the areas of admissions, scholarship and financial planning, recruitment, marketing the College to new students and families, enrollment planning, retention of current students, and summer and special programs (including campus scheduling).

Develop and oversee the implementation of a comprehensive enrollment strategy that includes all recruitment and retention efforts.

Implement a broad, integrated approach to enrollment management that incorporates all areas of the College.

Work closely with the Communications Office to develop an integrated marketing plan for the College which creates a strong and consistent link between the College’s external communications (print and non-print) and overall enrollment goals, and which enhances the College’s national and international visibility.

Work closely with the VP/Dean of Students and the VP/Dean of the College, among others, to provide a comprehensive and structured campus-wide retention program.

Collaborate with appropriate offices to assess the effectiveness of outside consultants retained by the College to assist with recruitment and retention efforts.

Evaluate current programs and initiates new strategies to attract domestic, international and non-traditional age students to the College.

Work to ensure consistency of policies, procedures, and automated systems within the Enrollment Division offices.

Develop and initiate pre-collegiate and special programs that attract participants in summer and special programs.

Where possible, expand conference and special programs offerings at the College.

Chair the Enrollment Advisory Council comprised of faculty, staff, and students.

Chair the Retention Working Group, consisting of staff members directly involved in the retention of current students.

Serve as liaison to the Enrollment Committee of the Board of Trustees.

Represent the College at regional and national conferences and in professional organizations.

Serve as a spokesperson for the College on issues of enrollment management and other areas deemed appropriate.

Direct reports include the director of admissions, the director of the Center for Financial Assistance and Planning, the director of the Prime Time Program, the director of special programs, and the administrative assistant to the vice president for enrollment. Provide guidance, support, and direction to these individuals as their immediate supervisor. Attempt to remove impediments to their success. Provide overall leadership to all staff members in the offices comprising the Enrollment Division.

5. Vice President for Finance and Administration

Senior Office of the College who reports to the President and is responsible for the financial affairs of the College and providing administrative support services to the faculty, staff, and students.

Supervise and direct Bookshop, Buildings and Grounds, Business Office, Computing Services, Food Service, Personnel Services, and Security Department.

Supervise and direct activities of Administrative Assistant to the Vice President for Finance and Administration.

Responsible for preparation of College’s long-range financial plan.

Prepare and monitor College’s annual operating budget.

Provide staff support to Audit, Buildings and Grounds, Finance, and Investment Committees of the Board of Trustees.

Chief investment officer of the College responsible for investment of the College’s operating cash reserves and the administration of the College’s long-term investment program.

Coordinate College’s facilities planning efforts.

Responsible for the College’s risk management program.

Act as liaison with College’s legal counsel for all legal matters.

Manage College’s off-campus properties program including Investment Properties of Lynchburg, LLC.

Chair Buildings and Grounds Advisory Committee.

Serve on Campus Safety Committee.

Serve as Treasurer of the Corporation.

6. Vice President for Student Affairs and Dean of Students

The Vice President for Student Affairs and Dean of Students is the College’s chief student affairs officer and reports directly to the President. He or she is responsible for providing leadership and supervision for programs, personnel and services relating to the co-curricular life of students. Because we are a residential college, the integration of living and learning is a core priority. He/she is responsible for evaluating programs, services and personnel in all areas under his/her purview. The Vice President/Dean works collaboratively with faculty and staff of the academic dean as well as the Vice President for Enrollment on matters related to enrollment and retention. The Vice President/Dean has substantial interaction with students on a daily basis and serves as advisor to the President and the Board of Trustees on matters of student life.

Specific areas of responsibility include:

Residence Life – The VP/Dean is responsible for supervision of residence hall staff, including professional and student employees. The VP/Dean has ultimate responsibility for oversight of residence hall policies, emergency and crisis procedures, housing assignments, staff training and evaluation, educational programming in the halls, key inventories and maintenance/housekeeping requests. He/she works closely with the Director of Residence Life to assure that the living environment in the residence halls is conducive to academic and personal success for students.

Judicial Affairs – The VP/Dean works closely with the student Judicial Chair to assure that the Honor Code is upheld and that potential violations are handled expeditiously, fairly, and according to College guidelines. He/she also oversees the Social Violations Hearing Board, which is responsible for responding to social violations that are not honor offenses.

Student Activities – The VP/Dean supervises professional and student staff who are responsible for providing adequate and appropriate social, educational, cultural and recreational opportunities for students both on and off campus. The VP/Dean and his/her staff oversee many of the traditional events and assure that the many social and cultural traditions at the College remain vibrant and meaningful. He/she maintains close contact with the Student Government leadership and with the Macon Activities Council (MAC) and advises Student Government on matters related to their operation, finances and leadership. He/she assures that the Student Center Information Desk (SCID) functions efficiently and effectively, and his/her professional staff supervises student staff at the SCID.

New Student Orientation – The VP/Dean coordinates the first year orientation program, including supervision of student and professional staff, program development, scheduling, and completion. The VP/Dean is responsible for assuring that the Orientation program is appropriately comprehensive and serves as a solid introduction to the academic and social culture of the College, and that the program is evaluated annually.

Health Services – The VP/Dean supervises the staff of the Health Center, including two nurses and a receptionist, and works collaboratively with the nursing staff to set and maintain appropriate policies and procedures regarding scheduling, confidentiality, record-keeping and the overall operation of the Center. He/she also assures that the Health Center maintains successful relationships with a local physician, hospitals, pharmacies, and other health services providers for both routine and emergency needs.

Counseling Services – The VP/Dean supervises the staff of the Counseling Center, which includes three part-time counselors and a receptionist, and is works collaboratively with the nursing staff to set and maintain appropriate procedures regarding scheduling, confidentiality, record-keeping, and the overall operation of the Center. He/she assures that the Counseling Center staff is adequately trained about how to respond to psychological crisis situations, and that the staff maintains relationships with local a psychiatrist and other professionals and hospitals in the community whose services may occasionally be needed.

7. Alumnae Director

The Alumnae Director shall be responsible to the Association and to the Board of Directors for carrying out its directives and implementing actions of the Board and its Executive Committee. She shall work directly with Board members and committee chairs in assisting with the performance of their duties.

Work with the President of the Association in implementing the program of the Association, in preparing the agenda for the Executive Committee, Board of Directors, and annual meetings.

Work with the Second Vice-President in planning Alumnae Council and Reunion.

Serve as a member of the College’s senior staff and, as such, be appointed by the College President to serve on campus committees.

Attend faculty meetings without vote.

Work closely with the Editor of The Alumnae Bulletin and

As Associate Editor, serve on the Editorial Board and assist in planning and reviewing the contents of the magazine, and carrying out the business transactions.

Work with the Treasurer of the College in preparing the Association operating budget.

File an annual income tax statement and quarterly sales tax reports with the Internal Revenue Service and the Virginia State Corporation Commission.

Cooperate with the Alumnae Giving Committee Representatives in fund-raising efforts.

Be a liaison between the college community and the alumnae.

Represent the Association and the College at district and national meetings of the Council for the Advancement and Support of Education and attend meetings of Alumnae Directors and Alumnae Presidents Together.

Be ultimately responsible for maintenance of alumnae records and files.

(from Alumnae Association Manual)

8. Director of Institutional Research and Assistant to the President

This individual provides direct support to the President and coordinates and reports matters relating to institutional research. She reports to the President, is a member of the College’s senior staff, and serves on several strategic committees.

In directing institutional research, this individual is responsible for developing and maintaining institutional databases and for publishing an annual fact book to support decision-making and planning. This person collects and analyzes data in support of the College’s objectives; coordinates and/or responds to requests for institutional information from internal and external sources; plays an active role in surveying students and faculty; supports the College’s strategic planning process; and chairs the College’s outcomes assessment activities.

In assisting the President, this individual is a sounding board for issues and ideas. She provides information for presidential communications, serves as the President’s liaison to internal and external constituencies, and undertakes special projects identified by the President. She serves as the liaison for Trustee communications, helping to plan meetings of the Board of Trustees, supervising logistics, and serving as the Secretary of the Board.

9. Director of Communications

The communications director reports directly to the President and serves as the chief spokesperson for Randolph-Macon Woman’s College. The Director is responsible for planning and implementing strategies that will convey the mission as well as shape and refine the public image of R-MWC to its constituencies and the public at large. Working closely with the President and senior staff, the Director provides vision and leadership for the College’s internal and external communication programs.

Plan and implement strategies to convey the mission, policies, and accomplishments of R-MWC to both internal and external audiences.

Direct a comprehensive media relations program focused primarily on national and international visibility.

Create and produce all strategic college communications—print, broadcast, and electronic, ensuring consistent messages and a compelling image for R-MWC.

Oversee the ongoing development and production of the College’s web site.

Collaborate with the President and Development Office to develop and produce all campaign communications.