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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
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