I. Organization of the University

B. Administrative Offices¹

The Board of Trustees, a self-perpetuating body, has final responsibility for the conduct of the University. Article II of the Bylaws of the Board of Trustees (1997), which describes the "Mission of the Board," states that the Board "has the power to manage the business and undertakings of the University and to carry out any other functions permitted by the charter or these Bylaws except insofar as such powers may be limited by law." These powers, according to Article II, include, but are not limited to, the following:

1. To appoint or remove the President and the officers of the Board of Trustees and approve the appointment of the Provost of the University in accordance with these Bylaws;

2. To approve the awarding of degrees in course upon recommendation of appropriate officials of the University;

3. To authorize the awarding of honorary degrees in accordance with appropriate procedures and processes;

4. To approve the appointment, promotion, and awarding of tenure to members of the faculty;

5. To establish and review the basic educational programs and policies of the University;

6. To establish annually the budget of the University upon presentation by the President of the University and recommendation of the Budget Committee of the Board;

7. To authorize the purchase or sale of land, buildings, or other major assets of the University;

8. To authorize construction and major renovation of buildings for the use of the University or demolition of same where appropriate;

9. To institute, promote, and support major fundraising efforts of the University;

10. To authorize changes in student charges to include tuition, room, board, and special fees;

11. To authorize appropriate officials or agents of the University to accept gifts on behalf of the University;

12. To authorize the incurring of debts by the University and the pledging of

necessary security for those debts.

The Board elects its Chair and Vice Chair from its membership. The Secretary and Treasurer, who need not be Trustees, are elected by the Board and attend all meetings. At least four regular meetings of the Board are held each year, including one in the spring and one in the fall on campus in Hamilton. The Executive Committee meets on call of its Chair. The Chairman of the Board of Trustees and President of the University are members ex officio of all Standing Committees of the Board. Questions concerning the Board of Trustees should be directed to the Secretary of the University.

The President of the University is appointed by the Board of Trustees and is responsible to it for the conduct and well-being of the University. The President presides at Faculty meetings and at meetings of the educational administrative staff, and has final responsibility for the preparation and administration of the annual budget of the University. Article VIII of the Bylaws of the Board of Trustees (1997) defines the President's responsibilities as follows:

The President of the University shall be the head of all educational departments of the University and shall have the general oversight and direction of the University instruction and discipline. The President shall be the official medium of communication between the Faculty and the Board of Trustees and between the students and the Board of Trustees. The President shall recommend to the Board all promotions and appointments of the Faculty. The President shall take part in the instruction of the classes as the Trustees shall direct, or, in the absence of such direction, as the President may think proper. The President shall sign all diplomas and confer all degrees. The President shall be responsible for the discipline of the University and for carrying out all measures officially agreed upon by the Faculty concerning matters committed to the Faculty by the Board, and for executing such measures concerning the internal administration of the University as the Board of Trustees may direct. The President may specifically delegate such responsibility, as a matter of routine procedure, to other officers of administration or agencies created for the purpose, subject to the approval of the Board of Trustees, but shall be accountable therefor. The President may make temporary appointments until the next meeting of Trustees in order to fill vacancies where approval of the Board is necessary for permanent appointment.

The President shall make reports to the Board of Trustees at each regular meeting of the Board, of the work and conditions of the University, and shall present for the consideration of the Board such measures as are deemed necessary or expedient for the welfare of the University.

In case of the vacancy in the Office of the President of the University or of the absence of the President or of the President's inability to serve, the Board may appoint an acting President of the University.

The positions of Dean of the Faculty and Provost are held by a single individual who is the second ranking officer of the University. When the President is away from the campus, the Provost will act in his/her stead, and all administrative officers who normally report directly to the President, will report to the Provost.

The Dean of the Faculty is the chief academic officer of the college and has primary responsibility for faculty personnel, curriculum, and supervision of instructional budgets. The Dean of the Faculty chairs the Academic Affairs Board and, in the absence of the President, presides at Faculty meetings.

The Dean of the College has primary responsibility for most matters affecting students outside of the classroom. The dean supervises the activities and programs of the following offices: University Health Services, Career Services, Campus Safety, the ALANA Cultural Center, Counseling and Psychological Services, Residential Life, Fraternities and Sororities, Student Activities, and Judicial Affairs. The dean also oversees the functions of the administrative advisers who provide information to students about University policies and procedures, administer academic rules and regulations (such as those governing academic standing), and are the principal point of contact for students in dealing with the University administration. Support for foreign students and related visa matters are also handled by the Associate Dean of the College.

The Dean of Admission has responsibility for the admission of first-year students, transfer and visiting/special students. Admission decisions are made by the Dean and a staff of Associate and Assistant Deans. The Dean works in cooperation with the Director of Student Aid in awarding scholarships and other forms of financial assistance to entering students. The Faculty/Student Committee on Admission and Financial Aid meets with the Dean of Admission throughout the year to advise and assist the admissions process.

The Financial Vice President and Treasurer of the University. leads the division responsible for the University's financial planning and management including budgeting, institutional research and planning, investments, capital project finance, accounting and control, risk management and student financial aid. The Financial Vice President and Treasurer serves as secretary of the Trustee Finance Committee and Planning Committee of the Board of Trustees, and is an ex officio member of the Trustee Budget Committee.

Reporting to the Financial Vice President and Treasurer are the Associate Vice President & Controller, the Director of Budget, Institutional Research and Planning , the Director of Financial and Investment Analysis, and the Director of Student Aid.

The Vice President for University Relations has overall administrative responsibility for the Alumni, Development and Communications offices as well as the external relations programs of the University. Reporting to the Vice President are the Director of Development, Director of Communications, the Director of Alumni Affairs/Executive Secretary, Alumni Corporation, The Director of Development Programs and the Director of Corporate, Foundation and Government Relations.

The staff in the Office of Development is responsible for the Annual Fund, Corporate, Foundation and Government Relations, Planned Giving, Capital Support Programs, Special Events, Gift Stewardship, and the planning and execution of comprehensive, multi-year campaigns. They are responsible for organizing a wide variety of initiatives that cultivate and solicit the support of the college's alumni, parents, and friends.

The Office of Corporate, Foundation and Government Relations is available for consultation with any member of the faculty or administrator who desires advice or assistance in preparation of proposals for special grants. All fund-raising appeals and proposals by individual faculty members, academic departments or program directors must be approved by the Vice President for Univeristy Relations or a designee of that office, and the Dean of the Faculty/Provost.

The staff in the Office of Communications is responsible for the University Catalogue, The Colgate Scene, admissions publications and the dissemination of news and information through publicity and publications.

The staff in the Office of Alumni Affairs is devoted to the advancement of the general welfare of the University by organizing programs of service to Colgate alumni including alumni club meetings, alumni-admissions programs, the annual reunion, alumni travel and career networking opportunities. The Director serves as Executive Secretary of the Alumni Corporation.

The Vice President for Administrative Services leads the division which is responsible for various administrative functions of the university including planning, construction, and renovations of facilities. Reporting to the Vice President is the Director of Physical Plant, Director of Human Resources, Director of the Bookstore, Director of Purchasing, Director of Printing and Mail Services. The Vice President manages the telephone services, vending operations, food service and land holdings.

The Director of Physical Plant is responsible for custodial services, skilled trades, grounds crew, heating plant, central stores, transportation and fleet maintenance. The Director of Human Resources administers human resource programs for faculty and nonacademic personnel including employment, compensation and benefits, employee and labor relations, and training and development.

The Secretary of the Board of Trustees is a University officer elected by the Board responsible for recording and certifying its actions. The Secretary provides the Board with such services and support as may be necessary for its effective functioning. As Assistant to the President, this administrative officer manages the Office of the President, oversees the University's legal affairs, and takes on such additional responsibilities as may be assigned by the President.