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Institutional Organization and Roles Policy

Outlines the campus' governance organization. 

Policy Information

Policy Number Policy Owner
7001.1 Management Services

1.0 Purpose


2.0 Revision History

Date Version Number Change Description Referenced Section
Pre-2006 1.0 New Document Entire Document
12/30/16 1.1 Minor Revisions  
12/3/18 1.2 Minor Revisions  

 Review Process / Approval

Action: Units Date
Policy Review
  • Management Services
Policy Approval
  • Executive Council

3.0 Units and Persons Affected


4.0 Policy



The President is the Chief Administrative Officer of the college and has overall legal responsibility for the operation of the college. The President is responsible to the Chancellor of State University and the Board of Trustees. Among the responsibilities assigned, the President is responsible for the preparation and recommendation of the annual college budget request and the allocation of resources. The President makes policy decisions with respect to the mission, plans, and development of the campus. The President promotes the development and effectiveness of the college through the supervision of the academic and non-academic staff and has legal responsibility for the appointment, reappointment, promotion, and separation from services of all staff members. As Chief Administrative Officer, the President assigns duties, powers, and responsibilities to other administrative and academic officers or to special committees.

Reporting directly to the President are:    

  • Provost and Vice President for Academic Affairs
  • Vice President for Administration and Finance
  • Vice President for Institutional Advancement    
  • Vice President for Student Affairs
  • Affirmative Action Officer

The President, as chief administrative officer, has designated the Provost and Vice President for Academic Affairs as the Chief Academic Officer of the college. The Provost and Vice President for Academic Affairs is responsible for the development and coordination of the academic programs and the academic budget of the college.  

    The Provost is responsible to the President for:    

  • Coordination and implementation of academic policy for the undergraduate, graduate, and research programs of the college;     
  • Consistent application of personnel policies for academic employees, including allocation of positions, recommendations of appointments, ranks and salary levels of faculty and academic teaching professionals, recommendation of sabbatical and other leave for academic employees, recommendation of promotions, merit increases, reappointments and recommendations for continuing or permanent appointment;     
  • Supervision of recruitment of well-qualified faculty and academic administrators;    
  • Development, evaluation, and improvement (in conjunction with the Academic Deans) of curricula and academic support services and campus-wide academic programs;    
  • Evaluation of faculty performance and stimulation of programs for faculty development;     
  • Effective academic leadership in college governance including the Faculty Senate, Senate Committee on Curricula and Programs, Senate Committee on Academic Policies, Senate Committee on General Education, Senate     Committee on Resources and Planning, Senate Committee on Writing Across the Curriculum, Academic Progress Committee, and numerous ad hoc groups. Service as the President's academic staff advisor on various administrative bodies such as College Council, President's Executive Staff; Cabinet; Executive Council;     
  • Supervision of Library & Information Services;     
  • Coordination and development of the Instruction and Departmental Research portion of the college budget and the administration of the academic budget (I&DR) through the Academic Deans; Maintenance of academic records including the official curriculum files and minutes of the departmental meetings;     
  • Constructive liaisons with other officers of the college, particularly the Vice Presidents, Assistant to the President, Affirmative Action Officer, and Director of Admissions;      
  • Maintenance of student academic records and functions of the Registrar's Office and Academic Advisement;     
  • Representation of the college on academic matters to a number of constituencies within and outside of the University community in such forums as the Council of Academic;     
  • Vice presidents, various ad hoc committees appointed within the College, regional and national higher education associations, and appropriate scholarly associations;     
  • Assumption of duties of the Chief Administrative Officer of the college, in the absence of the President;     
  • Such other duties as the President may assign.        
  • Reporting to the Provost and Vice President for Academic Affairs:     
  • Assistant Provost Director of Sponsored Research Director of Institutional Research Branch Campus at Adirondack Community College (ACC) Director of Technical Assistance Center Council of Institutional Programs Associate Vice President for Enrollment Management/Director of Admissions Dean of Arts and Science Dean of Education, Health, and Human Services Dean of School of Business and Economics Dean of Library and Information Services

The Vice President for Administration and Finance has overall administrative and fiduciary responsibility for general institutional services and management of fiscal activities. The Vice President for Administration holds the position of Treasurer of College Auxiliary Services and the Plattsburgh College Foundation. In addition, the Vice President for Administration and Finance serves as the President’s designee to the Research Foundation as Operations Manager. The Vice President for Administration and Finance reports directly to the President. In the absence of the President and the Provost, the Vice President for Administration and Finance acts as the Chief Administrative Officer.

    Reporting to the Vice President for Administration and Finance are:    

  • Assistant Vice President for Administration and Finance
  • Budget Control Officer    
  • Controller Director of Facilities   
  • Director of Student Financial Services    
  • Executive Director of Human Resources Services    
  • Internal Control Coordinator    
  • Director of Environment, Health, & Safety    
  • EAP Coordinator    
  • Production Manager

The Vice President for Institutional Advancement is responsible for all aspects of fund raising at the College, including annual fund initiatives, capital projects, major and planned gifts and corporate and foundation relationships. The VPIA also directs advancement activities in the areas of alumni affairs, and public relations marketing. The VPIA provides overall leadership for the Office of Institutional Advancement, including maintaining a key liaison with the President of the College in implementing strategic planning initiatives; supervise, manage and coordinate advancement staff; provide direction in areas of research, identification, and cultivation of prospects. The position also serves the Plattsburgh College Foundation as its executive director. The Vice President reports directly to the President and serves as a senior officer of the College and as a member of the President’s Cabinet and Executive Council.

    Reporting to the Vice President for Institutional Advancement:    

  • Director of Alumni Affairs    
  • Director of Advancement Services    
  • Associate Vice President for Institutional Advancement

The Vice President for Student Affairs reports directly to the President and is responsible for the development and coordination of co-curricular programs for students and the student affairs budget of the college. The Vice President for Student Affairs is responsible for the operation of the Division of Student Affairs, whose staff members work closely with students in a variety of settings to provide services and to plan and direct programs designed to enhance student growth and development. The division has a set of student services goals and Student Development Goals, which provide direction for the activities of the staff members within the Division.

    Reporting to the Vice President for Student Affairs:    

  • Director of First Year Experience Programs & Retention Efforts    
  • Chief of University Police    
  • Assistant Vice President for Student Affairs/Director of Residence Life    
  • Dean of Students    
  • Director of Career Development Center    
  • Director of Special Programs    
  • Director of Intercollegiate Athletics    
  • Director of Health & Psychological Services

    Student Service Goals:     

  • To orient new students to the college community.     
  • To provide housing arrangements that are conducive to college life.     
  • To serve as a resource to students and student groups as they plan, organize and stage social, cultural, educational, and recreational programs and activities.     
  • To supervise and/or coordinate the use of facilities for student development programs.     
  • To provide services tailored to students with specialized needs.     
  • To provide appropriate physical and mental health services to students.     
  • To provide programs which assist students in meeting their financial obligations.     
  • To provide educational opportunities and programs for the greater college community consistent with the interests and abilities of student affairs staff.     
  • To provide students with information about the local community and to serve as a liaison for the students with the community.     
  • To assist students in identifying and securing employment and educational opportunities after graduation.

    Student Development Goals:      

  • To help students develop intellectual competence by providing programs which are informative and which encourage the development of critical thinking and problem solving,  and problem solving abilities.     
  • To help students develop social and interpersonal competence by providing opportunities to work cooperatively and productively with others.     
  • To help students develop physical and manual competence by providing programs which encourage physical and manual activity.     
  • To provide programs which support and enhance student growth and development in the following areas:        
    1. establishing values        
    2. making decisions         
    3. using independent judgment         
    4. autonomy         
    5. creating self understanding         
    6. leadership
  • To help students develop appropriate behavior patterns and an understanding of the limits of personal choice in an interdependent community.     
  • To help students develop tolerance for, and an understanding of, a wider range of people, values, cultures, and viewpoints.     
  • To help students develop plans and programs that integrate vocations, recreational, and life-style considerations in a manner which provides direction for their lives.     
  • To help students learn the basic principles of democratic self-governance through direct participation and experience.

In accordance with the provisions of the education laws and rules established by the State University of New York Board of Trustees, the operations and affairs of each state-operated institution of the State University are supervised locally by a Council. The Council shall develop and foster strong relationships between the college and local community and promote campus and university interest. The Council consisting of a ten-member board, nine members appointed by the Governor and the president of the Student Association. (See A SUNY College Council Handbook for duties and responsibilities.)

Role and Responsibilities of Deans of Faculties

The Deans of the Faculties are responsible to the Provost and Vice President for Academic Affairs, who relies on them for the coordination and communication necessary for the fulfillment of the academic purposes of the college. The Deans assist the President and the Provost and Vice President for Academic Affairs in the development of the academic goals and objectives for the college. They are responsible for planning programs and services to be offered by their faculties suited to these goals and objectives, and for the cultivation of human and physical resources to support these programs and services.

The Deans serve as the liaisons between officially designated administrative and non-administrative units of the college. They communicate the interests, concerns, and needs of their respective faculties to other administrative officers and those of the college and other administrative offices to their faculty. They shall consult with faculty units before taking actions which alter the faculty status and shall assist faculty units in meeting the goals of the college.

Each Dean serves as the academic leader of his or her Faculty in consultation with the chairs of departments and other faculty and staff. The responsibilities of a Dean of a Faculty cover seven major areas:

(a) Academic Planning,
(b) Personnel,
(c) Students,
(d) Budget,
(e) Space and Equipment, and
(f) General Operations.

A. Academic Planning    

  1. Ensures that clear goals and objectives, consistent with those of the college, are established for that faculty; that programs in the faculty are designed to achieve these ends; and that goals, objectives, and programs are periodically evaluated to guarantee that they are suited to the needs of students.    
  2. Coordinates programs in the various units to ensure coherence in faculty curricula.    
  3. Coordinates the development of new programs and revisions of existing programs in the faculty.   
  4. Plans, in consultation with the Provost and Vice President for Academic Affairs, and supervises a systematic evaluation of programs and services within the faculty.    
  5. Presents to the Provost and Vice President for Academic Affairs a coordinated schedule of courses for the academic year and for summer and winter sessions.    
  6. Coordinates all long- and short-term planning for the faculty.

B. Personnel    

  1. Oversees the recruitment of new faculty and recommends appointments to the Provost and Vice President for Academic Affairs.    
  2. Supervises the affirmative action program of the faculty and ensures that it is consistent with that of the college.    
  3. Evaluates the teaching effectiveness, scholarship, research, and college and community services of the departments and units within the faculty.    
  4. Makes recommendations to the Provost and Vice President for Academic Affairs, after appropriate consultation with faculty, concerning all reappointments, continuing appointments, promotions, salaries, changes in status, and other personnel matters for faculty and non-teaching personnel assigned to the faculty.    
  5. Ensures that the workload within the faculty is equitably distributed among its members and suited to their individual talents and accomplishments, and to the needs of the faculty and its units.    
  6. Approves the assignment of courses for the academic year and summer and winter sessions.    
  7. Assigns responsibilities to and supervises clerical and non-teaching personnel assigned to the faculty.    
  8. Supervises the departments and units within the faculty to insure that teaching and institutional obligations are met.    
  9. Supervises and coordinates the multi and interdisciplinary groups, units, or activities within the faculty.    
  10. Recommends to the Provost and Vice President for Academic Affairs tuition waivers for faculty and students within his/her jurisdiction.    
  11. Maintains records of faculty sick leaves and of vacation time for calendar year employees and submits this information periodically to the Human Resource Office.    
  12. Formulates, implements, and evaluates a program of faculty development.

C. Students    

  1. Oversees student advisement and retention within the faculty.    
  2. Oversees the independent study, honors, and thesis programs within the departments and other units of the faculty and ensures that they are consistent with college and faculty policies and directives.    
  3. Approves course overloads and deviations from faculty requirements and recommends to the Provost and Vice President for Academic Affairs deviations from appropriate college requirements. 
  4. Admits students to graduate programs within the faculty.

D. Budget    

  1. Formulates, after consultation with appropriate faculty groups, long-range faculty budget projections, which indicate how resources will be allocated to achieve faculty goals and objectives.    
  2. Presents budget recommendations to the Provost and Vice President for Academic Affairs, after consultation with faculty.    
  3. Allocates, after appropriate consultation with the faculty, the faculty budget; administers the budget of his or her office and is authorized to make valid expenditures within this budget.    
  4. Maintains current records on expenditures within the faculty.    
  5. Disseminates full information on budgets and expenditures to members of the faculty.    
  6. Evaluates annually the effectiveness of department expenditures in relation to department and faculty goals and objectives.

E. Space and Equipment    

  1. Maintains a current inventory of faculty equipment.    
  2. Prepares long-range projections of faculty space and equipment needs.    
  3. Allocates the space and equipment assigned to the faculty.    
  4. Submits requests for repairs, maintenance, and plant improvements.    
  5. Supervises the security of faculty equipment and space.

F. General Operations      

  1. Cooperates with other administrative officers in planning and administering programs and services that depend upon the resources of more than one faculty.    
  2. Provides accurate data to the Office of Institutional Research for the production of official college statistics.    
  3. Coordinates and supervises the preparation of all faculty reports.    
  4. Represents the faculty to the general public and communicates newsworthy activities of individuals and groups within the faculty to the Office of College Relations.    
  5. Appoints appropriate faculty committees and chairs faculty meetings and meetings of its chairpersons.    
  6. Serves on the Deans’ Cabinet and the Academic Council of the Provost and Vice President for Academic Affairs.    
  7. Communicates faculty opinions and needs to the Provost and Vice President for Academic Affairs; transmits faculty and college policies, directives, and opinions to the faculty; fosters inter-faculty communication.    
  8. Assumes such other duties and responsibilities as are assigned by the Provost and Vice President for Academic Affairs or the President. 

Recognizing a collegiate identity built upon mutuality of support among all members of our community of scholars as the ideal, the two basic functional elements of the organizational structure of this college are the Faculty (as broadly defined in the college Bylaws) and the Office of the President as represented by him/her and other administrative officers. Each of these elements has subdivisions created for convenience and functional utility in the interest of the larger collegiality.

Through its representative Senate, the collegiate Faculty considers matters within its purview as defined in the Trustees' policies and the college Faculty Bylaws. The teaching staff is further organized into four Faculties (see Definitions), each responsible for matters of specific interest to its academic program within the context of the total college mission. Each Faculty is under the jurisdiction of an Academic Dean who is responsible to the President through the Provost and Vice President for Academic Affairs for all aspects of departmental   and staffs organization and operation. Changes in the internal organization of a Faculty must have the approval of the President. All new programs of instruction, new programs of research, and new programs of public service as well as major changes in established programs, must be consistent with the campus master plan and college policy and have the approval of the President.

Consistent with policies of the college, each Faculty is charged to:

  1. Develop, conduct, and improve specialized courses, sequences, and programs within the special competence of that Faculty as required by the various instructional and service programs of the college;
  2. Develop, conduct, and improve a program of academic guidance and counseling for all students enrolled as majors within that Faculty;
  3. Consider and recommend to the Dean administrative policy governing conduct of instructional, research and service programs within its area of responsibility;
  4. Consider and recommend to the Dean plans for development of the program offered by that Faculty;
  5. Consider and recommend to the Dean plans for development of the teaching staff within its area of responsibility;
  6. Consider and recommend to the Dean plans for the development of financial resources other than those provided in the State budget in support of its programs of research, public service, and Instruction;
  7. Advise the Dean on administrative matters within its area of concern;
  8. Discharge such other responsibilities as the Dean, Provost and Vice President for Academic Affairs, and President may assign. 

5.0 Definitions

Faculty- When introduced with a capital, denotes that portion of the collegiate faculty under the direct jurisdiction of an Academic Dean. (Arts and Sciences, Education/Health/Human Services, School of Business and Economics, and Library and Information Services)

6.0 Responsibilities


7.0 Procedures


8.0 Forms


9.0 Appendix


10.0 Distribution and Training

Method Date                      
Campus Handbook N/A
Faculty / Staff Digest N/A
Student Digest N/A
Other N/A

There are no specific trainings identified with this policy.

For additional information about this policy, please contact the Policy Owner listed above.

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