Graduate School Faculty Handbook

At the time of appointment or promotion to a tenure-track or tenured position, each faculty member of the university is, by definition, automatically granted the status of Graduate Faculty by the Senior Academic Officer. 

The status of Affiliate Graduate Faculty may be conferred on full-time non-tenure track faculty and other qualified members of the University. Appointment is made by the Senior Academic Officer on the recommendation of the faculty member’s dean or department/program chairperson. The specific roles and contributions of Affiliate Graduate Faculty are established at the level of the relevant academic unit. The duration of the appointment may not exceed the length of the faculty member’s contract.

When a Graduate Faculty member resigns from Loyola University Chicago, they are able to serve as members and/or chairs of theses or dissertation committees for up to one year. 

When a Graduate Faculty member obtains emeritus status, they are able to serve as members and/or chairs of theses or dissertation committees for up to one year, unless invited to continue serving in the role beyond one year by the faculty member’s department. 

For the Graduate School, an invitation for an emeritus faculty member to continue to serve as the chair of a dissertation or thesis committee should be sent to the Dean of the Graduate School and should include a justification pointing out how the masters or PhD student will best be served by the emeritus faculty continuing to serve as the chair of the committee. 

An individual may have their status as Graduate Faculty revoked by the Senior Academic Officer when the individual has failed to perform the duties expected of a Graduate Faculty. 

Generally, the department chair or Dean would submit a recommendation to the Senior Academic Officer to revoke the faculty member’s graduate faculty status. The Senior Academic Officer will consider the recommendation in their decision. In exceptional cases, revocation of graduate faculty status may also be initiated by the Dean, the Office for Equity and Compliance, the Vice Provost of Graduate Education, the Provost, or the President. 

The faculty member must be informed of any recommendation to revoke graduate faculty status and must be provided with the opportunity to supply an explanatory or rebuttal statement. Any such statement by the faculty member must become a part of the recommendation considered by the Senior Academic Officer. 

Faculty whose status as Graduate Faculty has been revoked may not teach graduate-level courses, design the academic content of graduate degree programs, mentor students in research settings, serve on graduate student committees, and/or supervise graduate students in the research and writing of theses and dissertations. 

• Each unit offering one or more graduate programs should have one member of the graduate faculty overseeing each program. It may be that in departments with more than one degree program that there will be more than one GPD or that there will be one GPD assisted by a departmental director who serves without a Graduate School appointment.
• Ordinarily, the Chair of the Department will recommend the appointment of the GPD to the Dean of the Graduate School. These appointments are reaffirmed annually.
• The Graduate Program Director must be one who understands graduate education and the objectives of the department’s programs and who is able to express that understanding in Council decisions and in the monitoring of graduate student progress.
• The appointment as GPD requires attention to the graduate program over the course of the summer.
• Appointment of the GPD is made by the Graduate Dean upon the recommendation of the department or program chair.
• The GPD appointment is usually for a term of 3 years, although the GPD may be removed at any time within the term.
• Renewal is based on annual evaluations submitted by the department/program chair and the Dean of the Graduate School.

• The Graduate Program Director represents his/her unit on the Council of Graduate School Programs.
• If a department has multiple programs, the Department Chair will designate one director to represent the department on the Council.
• All programs must have a representative at each Council meeting. If a GPD cannot attend a meeting, another member of the unit’s graduate faculty or one of the unit’s other GPDs must attend.

In order to attract and retain capable faculty who will pursue the above responsibilities, certain resources must be provided. The level of resources made available to a GPD varies by the size and complexity of the graduate program. Resources for service as a GPD may include an administrative stipend, a reduction in other responsibilities (teaching or service), and/or the assignment of an assistant to help operate of program.

• Thinks about the program creatively, practically, and holistically.
• Speaks for the department or program on any matter relating to graduate programs.
• Initiates ideas for program development in light of disciplinary standards.
• Develops and enforces procedures to maintain quality.
• Remains consistent with departmental and university objectives.
• Represents the program both within and outside the university.
• Creates a supportive environment for graduate students.
• Fosters a sense of community among the graduate students in his or her program.

• Insures that all promotional materials (print and web) are current.
• Identifies strong candidates via correspondence, programs such as the McNair Scholars, and face-to-face meetings with prospects.
• Responds to inquires from prospective applicants.
• Follows-up and nurtures prospects via email, telephone, and sponsorship of campus visits.
• Develops and institutes a diversity recruitment plan.
• Cultivates an inclusive and diverse graduate student body.

• Works closely with Graduate and Professional Enrollment Management (GPEM) during the admissions process.
• Works with GPEM to keep all admissions-related publicity and materials up-to-date.
• Brings completed applications to department admissions committee or to the various individuals in the department who engage in the admission process.
• Follows Graduate School directives regarding enrollment targets and diversity.
• Submits admission recommendations to GPEM.
• Extends financial offers to accepted applicants.
• Prepares award forms for applicants offered aid and submit completed applications to the Graduate School for evaluation and action in accordance with establish dates.
• Sets up a departmental orientation for new students each fall.
• Assigns a veteran graduate student as a mentor for each new student.

• Assigns duties to graduate assistants (scheduling of teaching, research, other duties) at least two months before the beginning of the academic year.
• Provides departmental training programs for assistants.
• Ensures that assistants attend the appropriate assistant workshops (teaching/research).
• Ensures that assistants serving as teachers of record attend the Teaching Effectiveness Seminar.
• Provides mentors for all assistants serving as teachers of record.
• Assesses the work performance of graduate assistants.

• Serves as an example of scholarship through publishing and participation in other scholarly activities.
• Serves on thesis/dissertation committees.
• Provides information about grants suitable for graduate students and encourage graduate students to take part in grant workshops and Graduate School grant-related programs.
• Encourages graduate student participation in professional meetings.
• Assists in securing funding for graduate student professional travel.

• Oversees the establishment of the annual curricular structure.
• Enhances the program by monitoring and improving applicant academic quality.
• Monitors time to degree.
• Keeps program information—policies and curricular information—current on the website and in a program handbook.
• Provides sufficient oversight to insure that all students are properly supervised at both the coursework level and at the dissertation stage.
• Prepares written annual assessments of student progress for each student and place the assessment in the student’s file.
• Manages the graduate budget.

• Provides orientation (both academic and social) for incoming students.
• Serves as a resource for academic advisement, especially before the major professor assumes this role.
• Oversees the constitution of student’s advisory committee
• Provides information regarding internships/practicum arrangements.
• Oversees administration of the examination process.
• Oversees the program’s dissertation/thesis process.
• Provides information regarding employment opportunities following graduation.
• Serves as an advocate of graduate students, individually and collectively, within the program, assuring fairness of treatment.
• Serves as faculty mentor for the program graduate student association.

• Files an annual report with the Graduate School with a data and comments section on each of the following topics:
• Quality and profile of students admitted that year.
• Amount, sufficiency, and competitiveness of financial awards to students in the program.
• Current status of all students in the program.
• Placement of graduates.
• Plans for program development.
• Resource needs
• Recommendations

• Prepares reports as requested by the Graduate School.