Organizational Structure 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 Trustees delegate to the President responsibilities for the overall administration of the College, including all areas and activities of the institution. All personnel, including members of the faculty and administration, are appointed by the President, with approval of the Board of Trustees. 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 President's Executive Council The Executive Council advises the President on administrative policies and procedures. The Executive Council includes the following administrative officers: the Provost; the Vice President for Business and Financial Affairs and Treasurer; the Vice President for Institutional Advancement; the Vice President for Student Affairs; the Vice President for Media and Information Technology; the Associate Provost for Science and Mathematics; the Associate Provost for Liberal Arts and Education; the Academic Dean; Dean of Continuing Education and Coordinator of Community Initiatives. The President chairs meetings of the Executive Council. In the absence of the President, the meetings are chaired by the Provost. Executive Council meetings are held for the purpose of making cooperative and collaborative decisions and/or recommendations to the Board of Trustees. Meetings are held twice monthly for the purpose of making cooperative and collaborative decisions. The Clerk of the Board serves as the secretary for the Executive Council. The Administrative Council The Administrative Council is comprised of a cross-representation of the Colleges Staff and Faculty. The Council reports and updates the President and the President's Executive Council on the ongoing/major operational activities which have College-wide impact and significance. The objectives are to (1) examine processes for delivering services; (2) examine every aspect of student life from recruitment to graduation; (3) improve cross-divisional communication; (4) promote collaborated approaches to operational management; (5) provide forums to discuss recommendations, identify issues, and explore new ways to provide services to students, and improve organizational processes. The Administrative Council meets twice monthly and includes representatives from the administrative staff and faculty. The Provost The Provost is responsible for the academic affairs of the institution. The Provost reports directly to the President and oversees the academic program, the Office of Admissions and Orientation, the Office of the Registrar, the Office of Planning and Institutional Research, the Museum of the College, the Division of Continuing Education, and the Academic Dean and Associate Provosts. 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 and 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 Personnel Committee and in accordance with the policies governing academic rank and tenure; transmitting to the President the budget recommendations for academic activities; representing the College at meetings of educational institutions and agencies of higher education; and assuming other administrative functions as assigned by the President. The Academic Dean The Academic Dean is responsible for the maintenance of academic standards and the curriculum of the College. The Dean oversees the Honors Program, Study Abroad Program, the Office of Assessment, class scheduling, and the Office of the Associate Dean. The Academic Dean chairs the Curriculum Committee. The Dean for Continuing Education The Dean for Continuing Education is responsible for developing credit/non-credit adult education programs including courses, workshops and special community educational programs, as well as admitting adult students to regular courses with the assistance of the Registrar of the College. The Dean coordinates all programs conducted during the summer. The Associate Provost for Liberal Arts and Education The Associate Provost for Liberal Arts and Education provides leadership coordination and management relative to all programs and personnel in the areas of Fine Arts, Humanities, Social Sciences and Education. The Associate Provost works collaboratively with the Academic Dean and the Dean of Continuing Education. The Associate Provost provides insight for Departments Chairs in the Fine Arts, Humanities, Social Sciences and Education, the International Center, Japanese Studies, the Women's Research and Resource Center, the Writing Center and the African Diaspora and the World Program. The Associate Provost for Science and Mathematics The Associate Provost for Science and Mathematics provides leadership, coordination and management relative to all programs and personnel in the natural, computational and mathematical sciences. The Associate Provost works collaboratively with the Academic Dean and the Dean of Continuing Education. The Associate Provost provides insight for Departments Chairs in Biology, Chemistry, Computer Science, Mathematics, Physics, Environmental Sciences, OSETC, Dual Degree Engineering Program, Health Careers, CSAM, MBRS, MIE, RIMI, USAR and WISE. 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 Provost. 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; preparing the College Catalog; conferring with students and parents regarding records, and representing the College at professional meetings. 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 Continuing Education Program and 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 Academic Dean's Office. The Office of Admissions is also responsible for the organization and implementation of New Student's Orientation Week. 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: The Office of the Controller, The Office of Budgets and Contracts, The Office of Student Financial Services, The Office of Human Resources, The Office of Administrative Support Services, The Office of Physical Plant, The Office of 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 and 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 the Controller The Controller reports to the Vice President for Business and Financial Affairs and Treasurer through the Associate Vice President. The Controller is responsible for recording all accounting transactions of 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 Budgets and Contracts The Director of Budgets and Contracts is responsible for projecting annual budgets of 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 Student Financial Services The Director of Student Financial Services reports to the Vice President for Business and Financial Affairs and Treasurer through the Associate Vice President. The Director is responsible for the management, supervision, and development of policies for the Financial Aid Program of Spelman College. He or she is responsible for the coordination of grant, loan and scholarship awards to students. 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 the administration of the Human Resources Management Program of the College: Affirmative Action, recruiting for non-academic personnel, immigration administration, benefits, Employee Assistance Program, employee counseling, training and staff development for non-academic personnel, wage and salary administration for non-academic personnel, and Workers' and Unemployment Compensation. 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. The Director is responsible for providing assistance to the Vice President for Business and Financial Affairs and Treasurer, as required, to support the overall operation of the College. 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 Physical Plant The Director of Physical Plant 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 of the College. The Office of Public Safety The Director of Public Safety reports to the Vice President for Business and Financial Affairs and Treasurer and Vice President of Student Affairs and is responsible for implementing public safety services at Spelman College and for supervising the total public safety operation on the Spelman campus. 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 Hall, Bookstore, and Parking. 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 education and research. The following offices report to the Vice President of Media and Information Technology: The Office of Desktop Operations; The Office of System and Network Operations; The Office of Special Services; The Office of Educational Media; and The Office of Banner Operations. The Office of the Vice President for Media and Information Technology The Vice President for Media and Information Technology reports to the President of the College and is responsible for all administrative and academic information technology. The Office of Desktop Support Services The Office of Desktop Support Services functions as the central point of support activities provided by the Media and Information Technology Division. The Office consists of the Desktop Support Center and Lab Operations. The Office of System and Network Operations The Office of System and Network Operations is tasked with managing the network servers for the College; managing the network resource; implementing and monitoring security measures; and resolving network-related issues. The Office of Special Services The Office of Special Services is responsible for the tools and processes for Website content, creation, and management for College faculty and staff. The Office of Educational Media The Office of Educational Media 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 Banner Services The Office of Banner Services manages and supports the Banner database and other related systems. The Department is responsible for managing system security, upgrades, facilitating team support meetings and providing timely problem resolution. The Division of Institutional Advancement The mission of Institutional Advancement is to increase private and public financial support for the College; promote awareness of the College by key publics; involve Spelman constituents in the life of the College. The following offices report to the Vice President of Institutional Advancement: The Office of Major Gifts; The Office of Communications; The Office of Alumnae Affairs; The Office of Sponsored Programs and Title III; The Office of Special Events; Annual Giving and Development services. The Office of the Vice President for Institutional Advancement The Vice President for Institutional Advancement reports to the President of the College and is responsible for all program activities relative to fund-raising, external relations, and image enhancement for a successful advancement program. The Office of Major Gifts The Director is responsible for identifying and soliciting corporate, individual, foundation and alumnae major gift donors at $10,000 or more to support College priorities. In addition, the Director supervises a team of major gift officers and is responsible for representational activities to cultivate donors for the College. The Office of Sponsored Programs and Title III The Director of Sponsored Programs is responsible for working with the President, Provost and faculty to obtain funding for programmatic initiatives. 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. The Office of Alumnae Affairs This office is responsible for serving the more than 9,000 graduates of the College. Alumnae Affairs communicates and interprets the needs of Alumnae to the administration of the College. The Director serves as a liaison to the National Alumnae Association of Spelman College. The Office of Communications The Office of Communications includes Public Relations and Publications. The Directors of Public Relations and Publications and the communications staff work closely to write, edit, and disseminate printed information representing Spelman College to various audiences. The Office of Public Relations The Director of Public Relations serves as the official spokesperson of Spelman College and disseminates information to the various media. The Office of Annual Giving The Associate Vice President for Institutional Advancement oversees the Annual Giving staff. The Annual Giving team is responsible for soliciting annual unrestricted donations under $10,000 and scholarship support from alumnae, corporations, foundations and individuals. The gifts are solicited through tele-fund and direct mail appeals. The team is also responsible for increasing alumnae support during reunion. The Office of Special Events The Manager of Special Events is responsible for working with the President and key staff to coordinate annual events and special programs for the College. The Office of Development Services Development Services provides research on prospective donors, processes all private gifts for the College and manages alumnae and donor records. The Division of Student Affairs The Division of Student Affairs under the leadership of the Vice President for Student Affairs and Dean 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 following departments comprise the Student Affairs Division: The Vice President for Student Affairs, The Office of Career Planning and Development, The Office of Community Services, The Bonner Scholars Program, The Office of Counseling Services, The Office of Health Services, The Department of Public Safety, The Office of Residential Life, The Office of Student Activities, The Office of International Students and The Office of Food Services. 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. A confidential credential file is kept on each student. 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 following graduation. A career resource library houses information on employees and graduate/professional schools. A commuter based interactive career guidance and information program is available to aid in making career choices. Representatives from business, government, social services, educational and non-profit organizations interview students on campus. Individual and group counseling is provided to help students clarify their goals, identify their skills, interests, and make and implement informed career decisions. The Student Internship Program is designed to assist students in locating internship experiences, which will increase their awareness and knowledge of job-related skills. Additionally, career exploration forums and workshops on resume writing, interview and job search techniques are sponsored by the Office of Career Planning and Development. The Office of Community Services The College believes that community service should be integrated into every Spelman woman's education. The Office of Community Service is designed to integrate all community service activities and programs carried out by Spelman students, administrators, faculty and staff. Service learning courses and community service-based scholarship programs are also coordinated through the Office of Community Services. The Bonner Scholars Program The Bonner Scholars 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 Office of Counseling 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 Office of 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 is 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 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. The Office of Residential Life The College has twelve residence halls, which house approximately 1,200 students. Under the guidance of the Director of Residential Life, each is staffed by a full-time Resident Director ("R.D.") and Resident Assistants ("R.A.") 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 R.D.s and R.A.s in the planning of social, educational and community service events. Temporary emergency housing for commuter students is also available. The Office of Student Activities 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 Associate Dean for Student Activities. All student clubs and organizations must be chartered and registered with the Office of Student Activities. Participation in student activities is encouraged in keeping with Spelman's mission to develop leadership skills in her students. The Office of International 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 Food Services 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, meets regularly with representatives of the contracted food service to ensure consumer satisfaction and quality control. Policy No.  080  Effective Date:  9/1/2000