Director is administrative head
The Director of the Office of Public Health Studies (OPHS) is the chief administrator and is responsible for the functioning of the OPHS. The organizational chart shows the governance structure with Director of OPHS reporting directly to the Dean of JABSOM.
Governance structure – lines of authority.
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Governance includes input from faculty, students, community.
While the Director has the final responsibility for all policy developments and actions, governance is successful due to input of faculty, students and community members through committees and DFMs. The process includes input through the appropriate avenues of representation, including various departmental committees and faculty meetings.
Any member of the OPHS may initiate agenda items to be discussed at a faculty meeting through the appropriate avenue and all meetings will be announced at least one week prior to the selected date. Faculty meetings include all members of the faculty, relevant executive personnel, and a staff, student and alumni representative. Minutes are taken and stored in the OPHS administration office.
These faculty meetings serve as a forum for discussion of policy development, planning, budget and resource issues on the programmatic level, decisions on student training programs, recruitment and admission, faculty recruitment and retention issues, academic standards, research and service expectations.
Decisions involving all facets of the OPHS are made during the faculty meetings. A vote by faculty of rank 3 or higher with a minimum of .5 FTE appointments will be taken with the decision adhering to the majority vote. A quorum will consist of 2/3 of faculty, including the Director or designate, and including proxy representatives.
All OPHS members will be notified in advance of a vote, to insure attendance or designation of a written proxy. Motions raised during faculty meetings that require a vote but are not on the meeting agenda, will be postponed and included in the agenda for a selected and announced date to insure representation by all members. Staff, student and alumni are invited and encouraged to partake in the decision-making process through a designated representative for each group.
Procedure to become a voting member
Non-voting members may become voting members if: 1) they are nominated by faculty and 2) they are members of OPHS. A list of nominees must be circulated at least a week prior to the first department meeting of the fall and spring semesters. The nominations are proposed at the first Department meeting and must be accepted by majority of the voting members and be renewed for each academic year.
The details of the administrative structure and governance process presented here are specifically described in a separate paper called the Governance Document of the OPHS. The purpose of the document is to:
- Define the roles of the decision-making positions and groups within the Program and to identify the function of each;
- Identify procedures by which committees are formed, members and officers determined, and communications undertaken within and between committees;
- Identify the means and manner in which individuals in the Program function, participate, and contribute to the general goals and specific objectives of the Program; and
- Identify and explain how issues, problems, and proposals raised at various levels within the Program can be discussed, debated, and resolved through explicit decision-making procedures.
Governance Document Amendment Procedures
Propositions for any amendments to this Governance Document are brought forth at the Department Faculty Meetings (DFM) during the period of September - April, inclusive. A time and date are designated for the decision-making process, as outlined above. For any amendments to this Governance Document, a vote of the faculty will be taken with the decision adhering to a 75% vote. All members of the OPHS may propose amendments via their designated route of representation.
General Program Policy Development
General program policy development is initiated and administered through the faculty, and the committee structure defined in the Governance Document. The DFMs include: representatives from all of the Program’s constituencies, i.e., faculty, students, staff, alumni and administration. Policy development follows these general guidelines.
- The main policy development body is the Program’s faculty, and any member can initiate or suggest new or revised policies. The Director has the final responsibility for all of the Program’s policy actions.
- DFMs are the forum for discussion of all substantive, administrative, policy development, planning, budget and resource issues, decisions on student recruitment and admission, faculty recruitment and retention issues, academic standards, and research and service expectations.
- The faculty is responsible for making all programmatic decisions and reviewing all student training programs. Recommendations are implemented through the Director in coordination with the faculty.
- The faculty is also responsible for policies on teaching, mentoring and advising, ethics, and overseeing logistical issues related to space, equipment, administrative staffing, and budget/fundraising for the teaching programs.
- In addition to the above, which provides a setting for dynamic planning, the Program conducts ad hoc planning meetings involving faculty, students, and community participants as needed and appropriate for surfacing initiatives.
Strategic planning initiatives are joint efforts of the faculty, administration, students, and alumni. The feedback and recommendations form the Evaluation Committee and DFMs are the originating body for most program planning efforts.
The department faculty may assign the initiative to a specific committee or create an ad hoc committee. There is currently an ad hoc DrPH Planning Committee that is developing a proposal to reopen the doctoral program and a Student Recruitment and Public Relations Committee to improve and develop strategies for recruitment information.
Budget and Resource Allocation
The OPHS budget is prepared by the Director with assistance from the Administrative Officer. The Director takes into account the needs of OPHS and the fair distribution of resources. The Director presents the draft budget to the faculty at a DMF for input. The Budget Committee’s responsibility is to work with the Director and Administrative Officer to review income/expenditures and to recommend spending decisions regarding indirect cost recovery and faculty salary offset.