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College of Humanities, Arts, and Social Sciences

College of Humanities, Arts, and Social Sciences

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Chair Orientation

Welcome to the CHASS Department Chair Orientation 

As an academic leader, you play a vital role in supporting faculty, students, and your department's mission while balancing academic, administrative, and operational responsibilities. This orientation website is designed to provide the information, resources, and guidance you need to navigate your new role with confidence. Explore key topics including temporary teaching appointments, academic personnel processes, academic affairs, course scheduling and enrollment management, and budget and administrative management. 

Whether you are new to the position or looking for a helpful reference, these resources will support you in making informed decisions, fostering academic excellence, and leading your department effectively.

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  • GENERAL OFFICE

    How does a faculty member get a new UCR ID

    Persons applying for an R’Card submit photo and apply online: https://ucrcard.ucr.edu/staff-faculty-and-postdocs. Pick up card at Highlander Service Station next to bookstore. By Phone: (951) 827-2273

    Who does what in our staff lineup?

    The FAO provides a meeting opportunity for the Department Chair to spend time with the staff as a whole, asking any questions necessary. The FAO provides the Department Chair with a list of names, contact information and duties for each staff.

    Who do I call for technology help and/or help with iLearn?

    FACULTY

    What do I do if a faculty member suspects a student is cheating or plagiarizing?

    Information can be found at the Student Conduct and Academic Integrity Programs website.

    I have a student or faculty member who has informed me or an instructor that they have a medical disability. What are the responsibilities regarding students and faculty with disabilities?

    The University is guided by The Federal Rehabilitation Act of 1973, The Americans with Disabilities Act of 1990 (ADA), with the ADA Amendments Act of 2008: https://www.ada.gov, and The California Fair Employment and Housing Act (FEHA).

    Students: UCR works hard to ensure that students with disabilities have equal access to educational programs and can fully participate in all aspects of campus life. You should advise them to contact the Student Disability Resource Center at (951) 827-3861 or by email at rability@ucr.edu to initiate the registration process through R’Ability which includes providing disability documentation and scheduling an appointment with a disability specialist to discuss appropriate academic accommodations they may need.

    Academic Appointees: The University participates in an Interactive process by which the University and the employee engage in a dialogue about the employee’s functional work limitations due to a disability and any accommodation that can be made that would allow the employee to perform the essential functions of the position. Further information can be sought from ariel.caluag@ucr.edu, UCR Disability Management Coordinator.

    A faculty member needs to take an unplanned leave. What do I need to tell him/her? How will we cover their classes?

    Please ask the faculty member to speak with the FAO. Depending on the type of leave, the faculty member may need to complete Family Medical Leave paperwork. The FAO will work with the CHASS Academic Personnel Office Leave Specialist, Briana Ellico, to determine the type of leave and the documentation needed for that leave.

    Classes can be covered in a variety of ways: 1) a faculty colleague can cover the class as a courtesy (for example if only a few class meetings remain); 2) a faculty colleague can be assigned the class as a teaching overload and would then have a lower teaching load the following year; 3) a Lecturer or Associate In can be hired to teach the course. For a Lecturer or Associate In hire, the issues to discuss with the FAO are funding, the possible timing of a recruitment or a recruitment waiver, and the availability of a qualified candidate. A Teaching Assistant may not be assigned the responsibility of teaching the course.

    How do I find out which faculty is up for a merit/promotion?

    Contact Michael Haeberle or Juanita Jackson in the CHASS Academic Personnel Office to discuss the eligibility list. The assigned AP analyst will work with the Chair to develop the timeline for the files based on the established campus deadlines, per The Call.

    How do I recruit a lecturer or VAP for the department?

    Internal lecturers must be considered for the position before recruiting for an outside lecturer. If the lecturer(s) is not qualified, you may begin recruitment process. Check with FAO to make sure that there are available funds. If funding is available, contact the department’s assigned Academic Personnel Assistant to begin the recruitment or search waiver process through AP Recruit. If funds are not available and there is a critical need for the course to be taught a request for funds must be submitted by the Department Chair to the Associate Dean requesting additional funding with the justification.

    How do we work with Continued Lecturer appointment issues? Pre-six appointments issues?

    The FAO informs the Department Chair of Lecturer policies, procedures and union issues when making any decisions regarding appointments. The CHASS AP office provides advice and consultation on labor matters and should be consulted early on when issues arise. The CHASS AP Dean’s office will consult with campus Academic Personnel and Labor Relations offices on contract matters, as needed. Unit 18 contract: IX — Non-Senate Instructional (Lecturers) | UCnet.

    How is departmental voting handled for merit cases/lecturer hiring?

    A department vote is required following bylaw 55. Generally, it is handled in department meetings by confidential ballot, then given to the FAO to count, then results are sent to the Department Chair. However, the Department Chair can decide whether to change those procedures.

    FINANCIAL

    Is the chair authorized to sign contracts with outside companies on behalf of the department?

    No, only those University employees with written delegation of authority are allowed to sign contracts on behalf of the University. All of the contracts must be sent to purchasing via the departmental staff for approval and designated signatures. If the Department Chair does sign the contract, he/she may become personally liable for its terms and agreements. Thus, Department Chairs should not sign contracts with outside business groups and only let the designated offices take care of them in the proper manner.

    Why do I need to sign the year- end fiscal certification letter?

    The Campus Management Representation Letters and supporting build-up certifications are used as due diligence for the assertions made in the overall University of California Management Representation Letter signed by the President, Senior Vice President, Vice President-Financial Management and Assistant Vice President-Financial Management as well as the Dean.

    What does the term “to the best of my knowledge and belief” mean in terms of the scope and level of detail of information that a dean or department head could reasonably be expected to possess when signing his/her certification?

    The use of the term, “to the best of my knowledge and belief,” recognizes it is impossible for any person to legitimately provide absolute assurances or guarantees. Individuals can only make assertions on what they know or have knowledge of, not to what they don’t know. This terminology is intended to provide a reasonable and rational framework for providing the required fiscal closing certifications to the Campus Controller.

    Administrators manage their departments in many different ways and can have varying tolerances for levels of detail and day-to-day involvement. This terminology is designed to respect those differences without attempting to change the manner in which different administrators may carry out their responsibilities, or to require a level of managerial involvement that is inconsistent with their typical managerial style.

    It is certainly appropriate for administrators to acknowledge the general administrative responsibilities that come with the positions they hold as they relate to financial management. They can also affirm they are not aware of inappropriately recorded or unrecorded transactions, communications from regulatory agencies regarding noncompliance, fraud that has not been reported to the appropriate authorities, funds that are being used in a noncompliant manner, etc. However, if a dean or department head is aware of any situations in these areas that the Campus Controller or Vice Chancellor of Business and Administrative Services should be aware of, he/she has a responsibility to let them know as soon as possible so they can then evaluate that information within the context of their responsibilities for accurate financial reporting and the management representations they must make to the external auditors.

    What role do I play in the budget?

    The Department Chair serves as an advocate to the Dean for departmental needs and priorities. The Department Chair helps oversee the financial affairs of the department, submits the annual academic plan and budget request to the Dean, and administers the approved budget as a reflection of the department’s priorities and goals. In addition, along with the FAO, the Department Chair oversees budget, resource allocations, and complies with all financial policies & procedures.

    How do I get reimbursed?

    There are so many reimbursement scenarios. First you should always check with the appropriate staff person for the procedures before purchasing anything. This will help to confirm the correct process, the item is reimbursable, and funding is available, which will all help ensure you don’t have to come out-of-pocket for the expense.

    How do I access my Chair funds?

    Funds are transferred from the Dean’s Office to the department for your research. Please contact your Dept Financial Assistant when there is a need to utilize these funds.

    What fund sources do we have that the department can control the spending on?

    These funds are called discretionary funds and they are:

    • Concurrent enrollment funding that comes from University Extension for the courses that are concurrently enrolled. We receive these funds after each quarter in 3 segments.
    • Summer funding that comes from Summer Session courses we offer in Sessions 1 & 2. The funding is allocated to us generally late fall to early winter quarter.
    • Annual S&E (Supplies & Expense) funding that is provided annually by the Dean's Office based on faculty head count as of the 10/31 current year staffing report.

    How do we determine what to spend money on?

    The Department Chair and FAO sit down at the beginning of the Academic year and put together a spending plan for the year.

    How do we make changes to the Temp Budget?

    Generally, we do not make changes to the temp budget after it has been approved by the Dean’s Office unless there is a special circumstance or a vital need. In that case the Department Chair will send an email to the Associate Dean requesting additional funding with the justification. The FAO will submit a request for reimbursement to the Dean’s Office with a copy of the approval.

    How is the temp budget submission put together?

    In late December/early January, the Department Chair sends out a request to the Department Program Directors for next year’s schedule with a copy to the FAO. The Department Chair works with the Program Directors addressing any questions on scheduling and course need, approves the submissions and sends to FAO. The FAO puts the information into the online Temp Budget System, (TASPS) and when it is completed, the FAO the inputted information into the department grid and sends to the Department Chair. The Department Chair confirms or makes edits and sends back to the FAO for input. The Department Chair fills in the online question justification page in TASPS with the assistance of the FAO regarding stats for enrollment, seats, etc. The temp budget is submitted and signed by the Department Chair when ready.

    FACILITIES

    How do we get more space?

    All campus space belongs to the Provost, who allocates space to the Dean. The Dean is responsible for managing and assigning the space allocated to the college. To request additional space: 1) make an appointment with your Associate Dean to discuss the department’s need for space and be ready to provide strong justification for that need; and 2) make an appointment to meet with Paul Richardson, Director of CHASS Facilities, to walk the department’s space and discuss how the space might be reassigned to better meet the department’s needs.

    Does the department have funding for items not considered regular expenses, such as furniture?

    Yes, the department has two primary sources of funds for large, irregular expenses, such as furniture: concurrent enrollment funds (funding generated by University Extension students who take our course) and sale of equipment funds (funding generated from the sale of excess departmental equipment). Furniture is purchased through Steelcase/BKM. A designer will come out to the department to discuss what is needed and generate a quote and a drawing. A purchase order is then generated from the quote.

    When can I have my office painted/worked on?

    If needed, an order will be placed to Facilities, and they will contact us with a date that work can be started.

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