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Duties and Responsibilities of Offices Reporting to the Provost and Vice President for Academic Affairs (E-13A)

Original Implementation: September 4, 1979
Last Revision: July 21, 2009

The associate vice president for academic affairs, academic deans, dean of graduate studies, executive director of enrollment management, Student Financial Aid director, library director, Instructional Technology director, Information Technology Services director, director of the Office of Research and Sponsored Programs (ORSP), and director of the School of Honors report directly to the provost and vice president for academic affairs. The duties and responsibilities of these officers are defined as follows:

Associate Vice President for Academic Affairs

  1. The associate vice president for academic affairs provides leadership in the areas of academic planning, program implementation, the curriculum, and the application of new technologies to the teaching/learning process.
  2. Among the responsibilities of the associate vice president for academic affairs are:
    1. Coordinate assessment activities of academic units within the university;
    2. Ensure compliance with Southern Association of Colleges and Schools (SACS) accreditation policies in the context of academic affairs;
    3. Perform other duties as assigned by the provost.

Academic Deans

  1. Deans are responsible for fostering excellence in teaching, research/scholarly/creative activities, and service in their colleges.
  2. Among the responsibilities of the deans within the respective colleges are:
    1. supervise, counsel and evaluate department chairs, program directors, faculty and staff;
    2. exercise leadership in budget preparation, establish funding priorities, monitor budget administration and coordinate fund raising;
    3. make recommendations on personnel actions ;
    4. facilitate college policy formulation and implementation;
    5. coordinate the development, operation and assessment of programs;
    6. interpret policy and adjudicate appeals ;
    7. oversee degree plan preparation and qualification for graduation, and monitor student progress;
    8. advise the provost on matters affecting instructional and research programs ;
    9. perform other duties as assigned by the provost.

Dean of Graduate Studies

  1. The dean of graduate studies is responsible for supervision of the university's graduate education programs.
  2. Among the responsibilities of the dean of graduate studies are:
    1. recommend approval of graduate courses, programs, and degrees;
    2. serve as a resource person in budget, space, and personnel decisions affecting graduate education;
    3. recommend approval of faculty eligibility for the instruction of graduate courses;
    4. establish and maintain standards and procedures by which graduate students are admitted, enrolled, supervised, retained and awarded advanced degrees;
    5. assign and/or approve graduate committees, and accept final thesis, exhibition or dissertation documents;
    6. chair the University Graduate Council ;
    7. recommend funding for graduate assistantships, oversee allocation of graduate assistantships to the colleges, monitor budget dispensation of graduate assistantship funds and appointments;
    8. prepare and administer the budget for the office of graduate studies;
    9. interpret graduate program policy and adjudicate appeals ;
    10. oversee the masters degree in interdisciplinary studies;
    11. perform other duties as assigned by the provost.

Executive Director of Enrollment Management

  1. The executive director of enrollment management is responsible for direct oversight of the Office of Admissions and indirect oversight of the Academic Advising Center, SFA 101 program and the Registrar’s Office.
  2. Among the responsibilities of the executive director are:
    1. provide leadership to the directors of the Academic Advising Center, SFA 101 program, and Registrar’s Office;
    2. serve as the chief admission officer;
    3. prepare and administer the budget for the Office of Admissions and assist with budget preparations for the Academic Advising Center, SFA 101 and the Registrar’s Office;
    4. supervise the development of promotional material used for recruiting purposes;
    5. oversee the collection of data regarding student enrollment;
    6. articulate programs and courses with schools, colleges, and universities;
    7. supervise the recruitment and admission of undergraduate students;
    8. assist with university-wide retention efforts;
    9. make recommendations for all personnel actions within the enrollment management area;
    10. perform other duties as assigned by the provost.

Library Director

  1. The library director is responsible for the development and operation of various educational resource and information technology functions in addition to traditional library services.
  2. Among the duties and responsibilities of the library director are:
    1. plan, organize, and direct library collection development as well as technical and information service programs;
    2. prepare and oversee the administration of the budget for library operations;
    3. oversee student tutoring services provided by the Academic Assistance and Resource Center;
    4. provide campus-wide technical support through the Library Information Network Center;
    5. plan and direct the university records management program and the university archives;
    6. promote development of a coherent and effective library web portal to facilitate access to information resources;
    7. facilitate library policy development, formulation, and implementation;
    8. seek grant opportunities to secure funding for library initiatives;
    9. perform other duties as assigned by the Provost and VPAA.

Director of the Office of Instructional Technology (OIT)

  1. The director of instructional technology is responsible for coordinating, advising, and assisting academic units in integrating instructional technologies with teaching, learning, research, and outreach.
  2. Among the responsibilities of the director are:
    1. serve as leader in recommending and evaluating instructional technology priorities and policies for the university;
    2. collaborate with academic units to incorporate instructional technology into teaching/learning processes;
    3. serve as an academic liaison in university-wide computing and telecommunication;
    4. conduct strategic planning for instructional technology;
    5. administer technology training;
    6. coordinate distance learning;
    7. develop and promote partnerships with business, industry, and the public sector;
    8. seek funding in support of instructional technology ;
    9. assist academic units in the assessment of instructional technology;
    10. prepare and administer the budget for OIT;
    11. make recommendations on all personnel actions within OIT;
    12. perform other duties as assigned by the Provost and VPAA.

Director of Information Technology Services (ITS)

  1. The director of Information Technology Services is responsible for oversight of the university’s Enterprise Resource Process system, local and wide area networks, telecommunications, computer support, and help desk operations.
  2. Among the responsibilities of the director are:
    1. provide leadership to the office of ITS;
    2. provide leadership to the project director in the projects office;
    3. communicate and implement the requirements of the Texas Department of Information Resources;
    4. prepare and administer the budget for ITS;
    5. create and implement a strategic plan for ITS;
    6. perform risk assessment and disaster recovery planning for ITS;
    7. perform other duties as assigned by the provost.

Director of the Office of Research and Sponsored Programs (ORSP)

  1. The director is responsible for the development and operation of ORSP.
  2. Among the responsibilities of the director are:
    1. plan, organize, and direct ORSP;
    2. conduct strategic planning of ORSP activities;
    3. review and provide signature approval of all proposals for external funding routed through the ORSP;
    4. chair the University Research Council;
    5. coordinate the development of policies relating to research and sponsored programs;
    6. prepare state and federal reports on research and sponsored program expenditures;
    7. provide oversight and guidance in the development of extramural grant applications and contractual agreements;
    8. coordinate the management of grant accounting activities with the Controller’s Office;
    9. implement procedures for monitoring compliance with state and federal regulations and standards;
    10. prepare and administer the budgets for research enhancement, research development, and ORSP;
    11. make recommendations on all personnel actions within ORSP;
    12. perform other duties as assigned by the provost.

Director of the Office of International Programs

  1. The director of international programs is responsible for supervising, coordinating, planning and organizing the Office of International Programs (OIP).
  2. Among the responsibilities of the director are:
    1. supervise and monitor all staff of OIP, American English Language Institute, and Study Abroad Office;
    2. supervise all financial activity of OIP and related offices;
    3. coordinate issues and needs relevant to international students;
    4. market and manage international student recruitment;
    5. research, compile, review, and evaluate OIP activities;
    6. prepare periodic reports on operations of related activities of OIP;
    7. assist international students in applying to the University;
    8. assist in the development and implementation of international articulation agreements;
    9. design and conduct orientation workshops for international students and faculty members leading study abroad programs;
    10. facilitate the development and implementation of study abroad programs;
    11. perform other duties as assigned by the provost.

Director of the Financial Aid Office

  1. The director of financial aid is responsible for overseeing the operation of the Financial Aid Office.
  2. Among the responsibilities of the director are:
    1. manage and maintain efficient and effective administration and delivery of federal, state, and university financial aid programs;
    2. manage the preparation of reports submitted to federal, state, university, and external agencies;
    3. supervise personnel in the Financial Aid Office;
    4. develop and implement financial aid operating budgets;
    5. coordinate financial assistance with other student financial resources on campus;
    6. interface with federal and state agencies on matters of financial aid;
    7. implement procedures for monitoring compliance with financial aid standards;
    8. assist with university-wide retention efforts;
    9. counsel students and parents on financial aid;
    10. perform other duties as assigned by the provost.

Director of the School of Honors

  1. The director of the School of Honors is responsible for supervision of the university’s School of Honors.
  2. Among the duties of the director are:
    1. exercise leadership for the School of Honors, its staff, and its students;
    2. supervise and assess the staff and programs of the School of Honors;
    3. coordinate course schedules for the offering of Honors courses;
    4. chair the University Honors Council;
    5. review and approve Honors contracts;
    6. supervise and award Honors scholarships;
    7. administer the budget for the School of Honors;
    8. perform other duties as assigned by the provost.

Cross Reference: None

Responsible for Implementation: Provost and Vice President for Academic Affairs

Contact for Revision: Provost and Vice President for Academic Affairs

Forms: None