Administrative Portfolios

(Responsibilities of Department Heads: Extract from Reports on the Appointment of Deans and Department Heads, Queen's Gazette, A Supplement to volume III, No. 41, adopted by Senate, March 25, 1971. The complete set of procedures, terms of office, etc. of Heads are described in this document).

It may be helpful to set out briefly, and in part for the use of future search committees, what we conceive to be the principal functions of a modern department head. These are not necessarily in order of importance.

1. Faculty management, including hiring, promotion, tenure, arrangement of sabbatical and other forms of leave, salary increases, assignment and reassignment of academic and administrative duties, leadership in planning the development of the department, encouraging and facilitating research and scholarship by colleagues, curriculum development and innovation in teaching and learning, resolution of grievance and disciplinary problems.

2. Conduct of relations with students including counselling, refereeing applicants for graduate work, assistance with job placement, reviewing performance, and general oversight of faculty-student relations with the department.

3. Administrative and budgetary duties, including the allocation of physical resources (laboratory and office space, etc.), preparation of the departmental budget, office management (non-academic faculty), together with submissions on all of these matters to the dean and other appropriate university officers, and in some departments, the administration of departmental research funds.

4. Representational functions within the University and its various agencies, e.g. relations with other heads (including service on Committees of Department Heads), with the Dean of Graduate Studies and Research, the Faculty Board, and Council and Division of the Graduate School.

5. Conduct of business with outside agencies, e.g., granting agencies, other university department heads and inter-university committees within the discipline.

6. (In some departments) the administration of professional services.

Many of these duties may be delegated, in whole or in part, to individuals and committees within the department, but under our present system, final responsibility for their performance rests with the department head, and it is he or she who must provide the necessary leadership, guidance and initiative.

1. Coordinate the curriculum and program of studies among the various areas of specialization.

2. Coordinate and administer the comprehensive exams.

3. Propose the course offerings for the upcoming academic year and make recommendations to the Department Head regarding the staffing of these courses.

4. Administer departmental funding for graduate student research.

5. Serves, ex officio, on the following committees: Chair, Graduate Committee; Member, Priorities & Procedures Committee.

6. Supervise the establishment and maintenance of records on applicants for graduate studies and on graduate students registered in the program.

7. Coordinate the recruitment of new graduate students.

8. Supervise processing of applicants for admission to the graduate program.

9. Make recommendations to the Department Head regarding the tutorial budget.

10. Allocate tutorial duties.

11. Coordinate financial support and assist students in seeking awards.

12. Prepare the departmental nominations for awards.

13. Prepare rankings of graduate students for financial awards.

14. Review individual student records for adherence to departmental guidelines and report to the Graduate Committee.

15. Approve registrations and academic change forms on behalf of the Department Head.

16. Liaise with the School of Graduate Studies and Research.

1. Chairs the Clinical Committee and takes recommendations of the Clinical Program Committee to the Graduate Committee and acts as liaison between the Graduate Committee and the Clinical Program Committee.

2. Make recommendations to the Department Head regarding:
   • Teaching and supervisory assignments in the clinical program.
   • Budget requirements for the clinical program.
   • The appointment of clinical supervisors and adjunct faculty.
   • The coordination of comprehensive exam areas in the clinical program.

3. Student supervision and review:
   • To scan the transcripts of applicants being considered for acceptance into the Clinical Program to determine that they have completed the requisite course work.
   • Approve exemptions from clinical course requirements upon recommendation from the course instructor.
   • Review the progress of students in the clinical program and make recommendations to the Coordinator of Graduate Studies.
   • Rank students in the clinical program for purposes of fellowships and awards, and forward this ranking as a recommendation to the Coordinator of Graduate Studies.

4. Serve, ex officio, on the following Departmental Committees: Clinical Program Committee (Chair), Graduate Committee, Priorities and Procedures.

5. Represent the Clinical Program outside the Department as requested by the Head of the Department.

6. Receive reports and recommendations from the Coordinator of Practica and Internships.

1. Take recommendations of the Cognitive Neuroscience Program Committee to the Graduate Committee and to act as liaison between the Graduate Committee and the Cognitive Neuroscience committee.

2. Make recommendations to the Department Head regarding:
   • Teaching and supervisory assignments in the Cognitive Neuroscience program.
   • The co-ordination of comprehensive exams in the Cognitive Neuroscience program.

3. Student supervision and review:
   • Approve exemptions from course requirements upon recommendation from the course instructor.
   • Review the progress of students in the Cognitive Neuroscience Program and make recommendations to the Coordinator of Graduate Studies.
   • Rank students in the program for purposes of fellowships and awards, and forward this ranking as a recommendation to the Coordinator of Graduate Studies.

4. Serve, ex officio, on the following Committees: Cognitive Neuroscience Committee (Chair); Graduate Committee; Priorities and Procedures Committee.

1. Take recommendations of the Developmental Program Committee to the Graduate Committee and to act as liaison between the Graduate Committee and the Developmental Program Committee.

2. Make recommendations to the Department Head regarding:
   • Teaching and supervisory assignments in the Developmental Program.
   • The coordination of comprehensive exams in the Developmental Program.

3. Student supervision and review:
   • Approve exemptions from course requirements upon recommendation from the course instructor.
   • Review the progress of students in the Developmental Program and make recommendations to the Chair of Graduate Studies.
   • Rank students in the program for purposes of fellowships and awards, and forward this ranking as a recommendation to the Coordinator of Graduate Studies.

4. Serve, ex officio, on the following Committees: Developmental Program Committee (Chair); Graduate Committee; Priorities and Procedures Committee.

1. Take recommendations of the Social/Personality Program Committee to the Graduate Committee and to act as liaison between the Graduate Committee and the Social/Personality Program Committee.

2. Make recommendations to the Department Head regarding:
   • Teaching and supervisory assignments in the Social/Personality Program.
   • The coordination of comprehensive exams in the Social/Personality Program.

3. Student supervision and review:
   • Approve exemptions from course requirements upon recommendation from the course instructor.
   • Review the progress of students in the Social/Personality Program and make recommendations to the Chair of Graduate Studies.
   • Rank students in the program for purposes of fellowships and awards, and forward this ranking as a recommendation to the Coordinator of Graduate Studies.

4. Serve, ex officio, on the following Committees: Social/Personality Program Committee (Chair); Graduate Committee; Priorities and Procedures Committee.

1. Supervise the operation of the Undergraduate Program, especially concerning:
   • Implementation of departmental academic rules so as to maintain the academic standards of the Department.
   • Implementation of enrolment limits in undergraduate courses.
   • Preparation of class timetables.
   • Preparation of departmental sections of the calendar and other publications.
   • Collecting, recording, and communicating marks.
   • Visits from high school students.
   • Collection of applications and ranking of undergraduate students for external awards such as OGS and NSERC.
   • Teaching and course evaluation.
   • Counselling and advising of students.
   • Admission of students to courses through preregistration.

2. Recommend to the Department Head regarding:
   • Staffing of undergraduate courses.
   • Budget requirements for adjunct and "integrated" undergraduate teaching.
   • Teaching assistant requirements for undergraduate courses.
   • Any problems in the quality of teaching.

3. Recommend to the Department regarding:
   • Awards for undergraduate students.
   • Awarding Degree with Distinction and prizes for graduating honours students.
   • Any proposed changes in the undergraduate programs.

4. Decide on applications for:
   • Admission to honours.
   • Transfer credit for courses taken at other institutions;
   • Exceptions to departmental rules regarding undergraduate students.
   • Reconsideration of academic decisions of instructors.

5. Recommend to the Associate Dean (Studies) regarding:
   • Requests for exception to Faculty regulations involving the Department.
   • Special student circumstances such as illness or academic dishonesty.
   • Letters of permission to take courses at other universities.

6. Recommend to the Assistant Registrar (Admissions) regarding:
   • Number of transfer credits from other institutions.
   • Admission of marginally-qualified transfer students or students on letters of permission to take psychology courses.

7. Coordinate academic advising of undergraduates by the Department during the academic terms and orientation week.

8. Serves, ex officio, on the following committees: Undergraduate Committee (Chair); Priorities & Procedures Committee; Faculty Board.

9. Advising and counselling of Part-Time Students.

10. Recommend to the Department Head regarding:
    • The Department's program of correspondence courses.
    • The Department's program of courses in Spring, Spring-Summer and Summer terms.

11. Recommend to the Division of Part-Time Studies regarding:
    • Admission and progress of part-time students.
    • Instructional materials in correspondence courses.

12. Represent the Department on a regular basis on Faculty Board. (This position is normally held by the Chair of Undergraduate Studies).

1. Supervise the operation of the Undergraduate Honours Program, specially concerning:
   • Implementation of enrolment limits in undergraduate courses (shared with Chair of Undergraduate Studies).
   • Collection of applications and ranking of undergraduate students for external awards such as OGS and NSERC.
   • Primary responsibility for counselling and advising of students in Psychology Honours Programs (shared with Chair of Undergraduate Studies).
   • Assists with issues concerning policy and implementation of preregistration of undergraduate courses (shared with Chair of Undergraduate Studies).

2. Recommend to the Department regarding:
   • Primary responsibility for recommendations concerning awards for undergraduate students (shared with Chair of Undergraduate Studies).
   • Primary responsibility for class of degree and prizes for graduating Honours students (shared with Chair of Undergraduate Studies).
   • Any proposed changes in the undergraduate programs (shared with Chair of Undergraduate Studies).

3. Decide on applications for:
   • Primary responsibility for decisions regarding admission to Honours (shared with Chair of Undergraduate Studies).
   • Exceptions to departmental rules regarding undergraduate students.

4. Coordinate academic advising of undergraduates by the Department, during the academic terms, preregistration, and orientation week (shared with Chair of Undergraduate Studies).

1. Act as a liaison between the University Animal Care Committee (UACC) and the Department and report any violations of the proper use of animals in research as defined in the Terms of Reference of the UACC.

2. Monitor compliance with legislation dealing with the use of animals.

3. Prepare the annual summary of individual animals used and the associated costs per user.

1. Administer the departmental teaching accounts and the research computing discretionary funds.

2. Liaise with Computing and Communication Services.

3. Make recommendations to the Department regarding present and future computing needs and suitable solutions.

1. Coordinate the assignment, supervision and evaluation of practicum and internship placements.

2. Review placement evaluations.

3. Mediate between supervisors and students if problems arise.

4. Encourage development of new placement settings.

5. Report to the Chair of Clinical Program.

1. Disseminate information from the Library to Psychology faculty and students.

2. Direct complaints, suggestions or problems of Psychology faculty and students to appropriate library personnel.

3. Liaise with the reserve room where necessary, such as on matters of policy. Note that placement of books on reserve is the responsibility of instructors.

4. Order journals through the library, on recommendation from faculty.

5. Manage Psychology section of Q-space.

1. Chair the Ethics Policy Committee.

2. Review and forward ethics applications for research projects to GREB as required.

The Space Allocation Officer works closely with the Department Manager, who maintains an inventory of space, and consults with the Department Manager on the availability and assignment of space. Specific responsibilities are:

1. Allocate space according to Department policies set by the Space and Services Committee. Graduate student space allocation will be done in consultation with AGSIP.

2. Adjudicate disagreements concerning the use of space.

3. Consider future space requirements and recommend necessary changes to the Space and Services Committee.

4. Serve ex-officio on Priorities and Procedures Committee.

Oversees the entire conduct of the subject pool via the following procedures:

1. Attend first class in all sections of introductory psychology and distribute materials and explain the system to students.

2. Record experiments approved through ethics review and posts this information for students.

3. Monitor signup procedures to prevent problems, such as unauthorized recruiting.

4. Handle complaints from students or researchers about any aspect of the operation of the system in order to mediate and resolve disputes, and, failing this, to refer the matter to normal grievance channels.

5. Monitor the recording of grades from the pool to ensure accuracy.

6. Report annually to the Department (normally at the April or May meeting) on the functioning of the pool and any modifications to subject pool procedures that should be considered.

1. Consult with the Chair of Clinical Training and instructors in assessment courses, and other faculty regarding the needs of the test library.

2. Monitor inventory of test library and order new tests as necessary within the limits of the departmental budget.

3. Supervise the access to the Test Library.

4. Supervise the administration of the Miller Analogies Test.