Organizational Structure The Office of the President The chief administrative officer of the College is the President. The President is appointed by the Board of Trustees. The President derives authority and duties from the Board, which has ultimate authority for the affairs of the College. The Board of Trustees delegates to the President responsibilities for the overall administration of the College, including planning, fundraising, administration, and management of all College programs and systems including the administrative and fiscal control of the College’s intercollegiate athletics programs. The Provost may assume responsibility for the College in the absence of the President. The President serves as an ex-officio member of all College committees. The Senior Leadership Team The Senior Leadership Team advises the President on administrative policies and procedures. The Senior Leadership Team includes the following administrative officers: the Provost and Vice President for Academic Affairs; the Vice President for Business and Financial Affairs and Treasurer; the Vice President for College Relations; the Vice President for Development; the Vice President for Student Affairs; the Vice President for Media and Information Technology; the Vice President for Enrollment Management; the Dean of Undergraduate Studies; the Executive Director for Communications and the Secretary of the College/Chief of Staff. The President chairs meetings of the Senior Leadership Team. In the absence of the President, the meetings are chaired by the Provost and/or Vice President for Business and Financial Affairs and Treasurer. Senior Leadership Team meetings are held for the purpose of making cooperative and collaborative decisions and/or recommendations to the Board of Trustees. Meetings are usually held weekly. The Executive Assistant to the President serves as the secretary for the Senior Leadership Team. The Center for Leadership and Civic Engagement (LEADS) To ensure that Spelman women are prepared to meet the challenges of 21st century leadership, the College established the Center for Leadership and Civic Engagement in 2004. The Center, known by the acronym LEADS, emphasizes Leadership Development, Economic Empowerment, Advocacy through the Arts, Dialogue across Difference and Service Learning and Civic Engagement. It is intended to be a research site, a place for discussion of contemporary issues and their implication for public policy, and an environment where students can learn from women who themselves have been on the front lines of social change in both the private and public sector. It is also a place where the financial literacy and economic development of women of color is promoted, where the transformational power of the artist as community leader is embraced, where opportunities for dialogue across differences are encouraged, and where our commitment to community service is enhanced and civic involvement is inspired by example. Through an annual Women of Color Leadership Conference, we intend the Center to become a national resource for all who are concerned about the leadership development of women of color. In addition to providing leadership to LEADS, the Executive Director provides leadership to the Bonner Scholars Program. This program provides scholarships to students who need help paying for College and have a commitment to strengthen their communities through service. Bonner Scholars work together and meet regularly on campus and at regional and national Bonner meetings. They do service projects, participate in leadership training and when they graduate, they become members of the Bonner Scholars Alumni Network. Bonner Scholars are one of the most active and visible groups of student leaders involved in community service. The Division of Communications The Executive Director of Communications reports to the President and serves as the official spokesperson for Spelman College. The office is comprised of Media Relations, Interactive Communications/Website Management and Publications. Through the Executive Director’s leadership, the office manages all media relations including social media, as well as writes, edits, and disseminates printed information representing Spelman College to various audiences and media outlets. The Division of Academic Affairs The division oversees the academic program for the College, the Office of Institutional Research, Assessment and Planning, Office of Sponsored Programs, the Spelman College Museum of Fine Art, and the Office of the Dean of Undergraduate Studies, Vice Provost and Associate Provost. The Provost and Vice President for Academic Affairs The Provost is responsible for the academic affairs of the institution. The Provost reports directly to the President. Specific duties and responsibilities of the Provost include: acting as chief advisor to the President and faculty on academic affairs; formulating educational policies for approval by the President; directing the faculty to changing thoughts and practices in higher education, reviewing the academic programs of the College; guiding the faculty in the enhancement of existing programs and the development of new academic programs. In addition, the Provost is responsible for recruiting and orienting faculty in the mission of the College, the academic program and faculty responsibilities; recommending to the President promotion or dismissal of faculty in conjunction with the Faculty Committee and in accordance with the policies governing academic rank and tenure. The Dean of Undergraduate Studies The Dean of Undergraduate Studies is responsible for the maintenance of academic standards and the curriculum of the College. The Dean oversees the Honors Program, Study Abroad Program, Comprehensive Writing Center, Learning Resources, class scheduling, and the Office of the Associate Dean. The Dean of Undergraduate Studies chairs the Curriculum Committee. The Vice Provost for Academic Affairs The Vice Provost for Academic Affairs provides leadership relative to all programs and personnel in the areas of: Dual-Degree Engineering, Health Careers, the Office of Science, Engineering, and Technical Careers; and the Office of Institutional Research, Assessment, and Planning. In addition, the Vice Provost coordinates faculty development efforts in the College, including providing oversight for the Teaching Research and Resource Center. As liaison to the Commission on Colleges of the Southern Association of Colleges and Schools, the Vice Provost is a resource for matters related to regional accreditation. Coordinator for Social Sciences and Education The Coordinator provides leadership, coordination and management for programs in Social Sciences and Education. Departments in this area include: Economics, Physical Education, Political Science, Psychology, Sociology and Anthropology, and Education Studies. The Coordinator serves as a member of the Provost’s Council to coordinate work across the academic programs of the College. The Associate Provost for Research The Associate Provost for Research provides leadership for the cultivation of research capabilities at the College by securing gifts and grants from industry, governmental agencies, and public and private nonprofits. Essential duties and responsibilities of the Associate Provost include: strengthening the infrastructure of policies and procedures that facilitate the involvement of faculty in research and scholarship pursuits; establishing a coordinated system to improve efficiency in the use of research and research related equipment; serving as a liaison to other campus units on matters related to research and student research training, and facilitating the development of research partnerships and collaborations. Coordinator for Science and Mathematics The Coordinator provides leadership, coordination and management relative to academic programs in the natural, computational and mathematical sciences. These departments include Biology, Chemistry, Computer and Information Sciences, Mathematics, Physics, and the Environmental Sciences and Studies Program. The Coordinator works collaboratively with the Coordinator for Arts and Humanities and the Coordinator for Social Sciences and Education to support and advance academic and curricular programs in science and mathematics. The Division of Business and Financial Affairs The Division of Business and Financial Affairs has the primary responsibility for all operational and financial activities for the College. The following offices report to the Vice President for Business and Financial Affairs and Treasurer: Administrative Support Services, Budgets and Contracts, Controller’s Office, Facilities Management & Services, Endowment Management, Human Resources, Public Safety and Auxiliary Enterprises. The Vice President for Business and Financial Affairs and Treasurer The Vice President for Business and Financial Affairs and Treasurer is the Chief Financial Officer of the College and reports to the President. The Vice President is responsible for the management of the business and financial affairs of the College within policies established by the President and authorized by the Board of Trustees. The Office of Administrative Support Services The Director of Administrative Support Services reports to the Vice President for Business and Financial Affairs and Treasurer through the Associate Vice President for Business and Financial Affairs. The Director is responsible for and manages the purchasing functions, telecommunication systems, duplicating services, the campus postal facility, campus vending and fixed asset inventory. The Office of Budgets and Contracts The Director of Budgets and Contracts is responsible for projecting annual budgets for the College, assisting department chairs and other budget managers in budget preparation, preparing interim and final financial reports to governmental agencies, foundations and corporations, preparing indirect cost applications, and preparing various tax reports on behalf of the College. The Office of the Controller The Controller reports to the Vice President for Business and Financial Affairs and Treasurer through the Associate Vice President for Business and Financial Affairs. The Controller is responsible for recording all accounting transactions for the College on a timely and accurate basis. The Controller has the responsibility for the receipt and disbursement of College funds as authorized, billing and collecting student accounts, and issuing payroll checks to faculty, staff and students, as authorized. This office also prepares financial reports. The Office of Endowment Management The Director reports to the Vice President for Business and Financial Affairs and Treasurer, and has responsibility for managing and reporting on the endowment fund for the College. The office employs the services of professional money managers and advisors in carrying out their work. Facilities Management & Services The Director of Facilities Management & Services reports to the Vice President of Business and Financial Affairs and Treasurer and is responsible for all aspects of the buildings and grounds maintenance program as well as recycling and sustainability efforts for the College. The Office of Human Resources The Director of Human Resources reports to the Vice President for Business and Financial Affairs and Treasurer. The Director is responsible for managing the Human Resources program for the College including recruitment for non-academic personnel, employment-related legal compliance, compensation and salary administration for non-academic personnel, benefits management, affirmative action compliance, leadership training and development, performance management, employee recognition programs, immigration, unemployment and workers' compensation. The Department of Public Safety The Director of Public Safety reports to the Vice President for Business and Financial Affairs and Treasurer and the Vice President for Student Affairs. The Director is responsible for implementing public safety services at Spelman College and for supervising the total public safety operation on the Spelman campus. Public Safety oversees the security of all persons and property at Spelman College. Ninety percent of the public safety officers are state certified with the same credentials as the City of Atlanta Police. Open 24-hours daily, the department maintains security coverage at entrances, mobile patrols of the campus and adjacent streets. At night, foot patrols circulate throughout residence halls and campus buildings. A department priority is educating students in techniques of personal safety. Auxiliary Enterprises Auxiliary Enterprises provides the following services for which the Vice President for Business and Financial Affairs and Treasurer establishes pricing and contractual terms: dining services/Aramark, the bookstore, and parking. The Division of Enrollment Management Enrollment Management develops and establishes enrollment projections and goals that align with the mission, vision and goals established in the Spelman College Strategic Plan; works collaboratively with all offices on campus to ensure that policies, programs and procedures support enrollment goals; and provides an environment that is supportive of student goals and responsive to the needs of faculty, staff and students. The division develops and implements strategic enrollment plans to guide in recruiting, retaining, and graduating an academically prepared, globally astute student body of life-long learners. The Vice President for Enrollment Management The Vice President for Enrollment Management reports to the President and is responsible for providing leadership to the following offices: Admissions, Registrar, Student Financial Aid Services and Career Planning and Development. The Office of Admissions The Office of Admissions is responsible for identification, recruitment, application processing, evaluation and selection of all prospective freshmen, transfer and guest students with the exception of students applying through the Exchange Program. The applicant files for readmits are maintained by the Admissions Office with evaluation selection and notification conducted by the Academic appeals Committee and the Dean of Undergraduate Studies office. The Office of Career Planning and Development The function of the Office of Career Planning and Development is to assist students of all classifications in achieving their career objectives by clarifying their goals, identifying their skills and interests and making informed career decisions. Specific services include, but are not limited to career counseling, workshops on self-assessment, goal setting, values clarification, resume writing, interviewing skills, and successful job strategies. Students who are registered with the office are referred to part-time employment during the academic year as well as internship experiences and permanent employment opportunities following graduation. A career resource library houses information on various employers and graduate/professional schools. The Office of the Registrar The Registrar is the keeper of records pertaining to course offerings, scheduling, enrollment, grading, graduation, and other such academic matters. Summaries of this information are prepared by this office. The Registrar reports to the Vice President for Enrollment Management. The duties and responsibilities of the Registrar include, but are not limited to maintaining and monitoring the academic records of students and compiling statistical data related to these records; preparing course schedule booklets and making room assignments in cooperation with Department Chairpersons; establishing procedures and assigning responsibilities for registration; recommending candidates for degrees to the President, Provost and faculty; checking records of applicants for degrees; notifying candidates concerning completion of degree requirements; ordering and issuing diplomas; collaborating with Atlanta University Center registrars on the academic calendar and examination schedules; conferring with students and parents regarding records, and representing the College at professional meetings. The Office of Student Financial Aid Services The Director of Student Financial Aid Services reports to the Vice President for Enrollment Management. The Director is responsible for the management, supervision, and development of policies for the Financial Aid Program for Spelman College. He or she is responsible for the coordination of grant, loan and scholarship awards to students. The Division of Institutional Advancement The division is responsible for increasing private and public financial support for the College; promoting awareness of the College by key publics; and involving Spelman constituents in the life of the College. The division is comprised of two major functional areas: College Relations and Development. The following offices report to the Vice President for College Relations: Advancement Services; Alumnae Affairs; Donor Relations; Title III and Government Relations; and Special/Campaign Events. Reporting to the Vice President for Development are: Annual Giving; Corporate and Foundation Relations; Individual Giving/Major and Planned Gifts. The Vice President for College Relations The Vice President for College Relations reports to the President and is responsible for all program activities relative to constituent engagement, special events, advancement technology and research, and donor stewardship. The Office of Advancement Services Advancement Services processes all private gifts for the College, manages alumnae and donor records and provides strategic research services for fund raising initiatives. The office provides leadership in assessment and reporting activities for all Institutional Advancement programs and activities. The Office of Alumnae Affairs This office is responsible for serving more than 15,000 alumnae of the College, offering programming and services that enhance the overall engagement and connectedness of alumnae with Spelman. Alumnae Affairs serves as the primary College liaison to the National Alumnae Association of Spelman College. The Office of Donor Relations Responsible for the ongoing engagement and stewardship of College supporters and prospective donors, the Donor Relations staff provides leadership to the College’s acknowledgement process, scholarship award and reporting efforts, and donor recognition activities. The Office of Special/Campaign Events The Special/Campaign Events staff is responsible for coordination and execution of seminal campus events and special programs. This office works collaboratively with all campus constituents to ensure appropriate scheduling of events as well as providing logistical leadership for campus activities. The Office of Title III and Government Relations The Director of Title III is responsible for working with the President, faculty and administrators through the Associate Vice President for College Relations and Operations. The Director of Title III is responsible for developing the Title III budget for approval and monitoring Title III funded programs to ensure that the programs are in compliance with institutional goals and in accordance with the guidelines of the United States Department of Education. Through the Associate Vice President for College Relations and Operations, the office is also responsible for enhancing other government relations activities, including managing the College’s lobbying efforts. The Vice President for Development Reporting to the President, the Vice President for Development is responsible for all fund raising revenue and activities at the College. The Vice President leads and manages a robust development program, and works closely with the Board of Trustees to establish and attain all fund raising goals, including envisioning and executing major Campaigns. The Office of Annual Giving This office is responsible for leading and managing a comprehensive annual giving program with primary focus on increasing the donor pool and pipeline ensuring annual increases in unrestricted, budget-supporting funding for the College. The Office of Corporate and Foundation Relations This office coordinates all campus requests for support from corporations and private foundations, including sponsorship requests from any campus constituent or group. The Office of Individual Gifts/Major and Planned Giving This office works to enhance the pipeline of donors that make leadership gifts to the College. With primary responsibility for major gifts made by individuals, this team works to promote major fund raising initiatives and campaigns among a pool of prospective alumnae, parent and friend donors. In addition, this group manages all gift planning activities for the College. The Division of Media and Information Technology The mission of the Media and Information Technology Division is to ensure that Spelman College, in pursuit of its strategic plan, has access to appropriate levels of computing, training, networking, and the technical support services essential to effectively use computing resources for administration and research. The following offices report to the Vice President of Media and Information Technology: Enterprise Systems Services, Educational Technology Services, Systems and Network Operations, and Information Technology Services. The Vice President for Media and Information Technology The Vice President for Media and Information Technology is the Chief Information Officer for the College and reports to the President of the College. The Vice President is responsible for all administrative and academic information technology. The Office of Enterprise Systems Services The Office of Enterprise Systems Services manages and supports the College’s ERP, Banner, and other related systems. The Department is responsible for managing system security, upgrades, facilitating team support training, identifying needed and complementary products based on known user needs and providing timely problem resolution. The Office of Information Technology Services The Office of Information Technology Services supports and services all College delivered technology for faculty, staff and students. This includes desktop systems, classroom technology, and computer lab technology. The Office of Educational Technology Services The Office of Educational Technology Services is charged with providing audio/visual equipment, multimedia equipment, and service for use in the instructional program of the entire College and to train faculty and staff in the use of current, new and emerging technology. The Office of Systems and Network Operations The Office of Systems and Network Operations is tasked with managing the network servers for the College; managing the network resource(s); implementing and monitoring security measures; and resolving network-related issues. The Division of Student Affairs The Division of Student Affairs under the leadership of the Vice President for Student Affairs works in a collaborative partnership with the Academic Affairs Division and departments. The staff works closely with students in developing and coordinating programs, which contribute to the intellectual, cultural, moral, social, spiritual and physical development of Spelman women. This division addresses the educational process, which extends beyond the classroom and continues in community services. The Vice President for Student Affairs The Vice President for Student Affairs reports to the President, and has responsibilities for a broad range of student services including the following: Counseling and Disability Services, Student Health Services, Public Safety, Housing and Residence Life, Student Life and Engagement, Athletics, International and Commuter Students, and dining services/Aramark. The Department of Counseling and Disability Services The department offers topic specific forums and counseling on both an individual and group basis. The staff consists of professional trained and licensed clinicians and a psychiatric consultant. Services are provided in a caring, supportive and confidential atmosphere. Emphasis is on addressing emotional health issues. Opportunities are available for students to receive professional guidance for any emotional or personal issue that arises. Students may receive help in addressing problems that may be interfering with academic, social or emotional adjustment to College. The counseling staff is available to administrators, academic departments and campus organizations for workshops, forums, presentations, staff training and consultations. Students are received by appointments, which can be scheduled during daytime, and some evenings; no appointments are necessary for emergencies, and emergency coverage is provided on a 24-hour basis. Spelman students with personal concerns are encouraged to call counseling service to schedule an appointment. The Department of Student Health Services The College offers a comprehensive package of health care services to the students free of charge. Information regarding care is kept confidential and disclosed only to the extent necessary to protect the health and safety of the student, her family, the College community or the public. All students are required to have a medical examination prior to enrollment. A wide range of medical services are offered including gynecological care, and under appropriate circumstances, students are referred to medical professionals in the community. Emergency care is provided on a 24-hour basis. The Department of Public Safety The Department of Public Safety oversees the security of all persons and property at Spelman College. Ninety percent of the public safety officers are state certified with the same credentials as the City of Atlanta Police. Open 24-hours daily, the department maintain security coverage at entrances, mobile patrols of the campus and adjacent streets. At night, foot patrols circulate throughout residence halls and campus buildings. The Office of International and Commuter Students Information and assistance is provided to non-immigrant students who are pursuing a Spelman degree, as well as international exchange students, through the Advisor to International Students and Host Families in the Atlanta community. The Advisor makes certain that students and appropriate campus personnel are aware of immigration regulations, and facilitates a smooth transition into College life in the United States through orientation programs. In addition, the Advisor works with the International Students Organization in promoting intercultural experiences on the campus and beyond. The Office of Housing and Residence Life The College has eleven residence halls which house approximately 1,300 students. Under the guidance of the Director of Housing and Residence Life, each is staffed by an Area Director (AD) and a Hall Director (HD) who are available to the students on a 24-hour basis. Each residence hall has a house council of elected students who work with the ADs and HDs in the planning of social, educational and community service events. Temporary emergency housing for commuter students is also available. The Office of Student Life and Engagement The Spelman Student Government Association ("SSGA"), Pan-Hellenic Council, student newspaper and yearbook, along with the other 50+ student organizations are under the supervision of the Office of Student Life and Engagement. All student clubs and organizations must be chartered and registered with the Office of Student Life and Engagement. Participation in student activities is encouraged in keeping with Spelman's mission to develop leadership skills in her students. Dining Services/Aramark The College is committed to providing for the nutritional needs of the student body and College community through its meal plan. Special dietary needs should be communicated to the Vice President for Student Affairs or the Manager of Food Services. The Food Committee, composed of students, faculty, and staff, meet regularly with representatives of the contracted food service to ensure consumer satisfaction and quality control. . Policy No.  080  Effective Date:  9/1/2000 Revision:  7/07/2010