Department Chair and Program Director Guide

 Section One – Introduction


Dear Department Chairs and Program Directors,

This publication brings together specific administrative items for which academic department chairs and interdisciplinary program directors have unique responsibilities.

You are invited to call to our attention any procedures that are not clear or that should be added. In the next edition, the information can be corrected and/or updated to help each chair and director become even more effective and efficient in meeting their responsibilities.

Thank you for the leadership you provide to your department/program and the academic program.

Brenda Kelly, Provost and Dean of the College

About This Handbook – 1:1

This Handbook is published by the Provost’s Office to provide a ready reference for department chairs and program directors. It is updated continuously, online, throughout the year. The online publication is considered to be the definitive version. Please direct comments, concerns, and questions to Shanon Nowell (snowell@gustavus.edu or x7541). Thanks!

Academic Department Chairs – 1:2

A listing of the names, telephone numbers, and email addresses of department chairs and interdisciplinary program directors is available online at: https://gustavus.edu/provost/deptchairs/chairs.php

The Cabinet – 1:3

Responsibility for supervising and directing the operations of the College rests with the major divisional heads listed below. These chief administrative officers, together with the President, constitute the Cabinet. The description of each person’s specific responsibilities is given in the Academic Catalog, under “Administrative Organization.”

Cabinet Members
Title Name Phone Email
President Rebecca Bergman 7538 president@gustavus.edu
Provost and Dean of the College Brenda Kelly 7541 bkelly@gustavus.edu
Vice President for Student Life and Dean of Students JoNes VanHecke 7526 jvanheck@gustavus.edu
Associate Vice President and Dean of Admission Rich Aune 7683 raune@gustavus.edu
Assistant Vice President for Enrollment Kirk Carlson 6362 kcarlson@gustavus.edu
Vice President for Finance and Treasurer Curt Kowaleski 7499 curtk@gustavus.edu
Vice President for Institutional Advancement Thomas Young 7551 tyoung3@gustavus.edu
Vice President for Marketing and Communication Tim Kennedy 6395 timgasid@gustavus.edu
Vice President for Mission, Strategy, and Innovation Kathi Tunheim 7409 ktunheim@gustavus.edu

Office of the Provost – 1:4

The persons in the Provost’s Office to whom many questions can be addressed are given below.

Provost's Office Staff
Title Name Phone Email
Provost and Dean of the College Brenda Kelly 7541 bkelly@gustavus.edu
Associate Provost and Dean of Arts and Humanities Elizabeth Kubek 7541 ekubek@gustavus.edu
Associate Provost and Dean of Sciences and Education Valerie Banschbach 7541 vbanschbach@gustavus.edu
Assistant Dean of Research and Director of Research and Sponsored Programs Sarah Bridges 7049 sbridges@gustavus.edu
Executive Assistant to the Provost Shanon Nowell 7541 snowell@gustavus.edu
Administrative Assistant Kirsten Becker 6223 kirstenbecker@gustavus.edu
Administrative Assistant Jennifer Ress 7675 jlress@gustavus.edu

Departmental and Program Reports

Dean of Arts and Humanities
  • Division of Fine Arts: Art and Art History; Communication Studies; Music; Theatre and Dance
  • Division of Humanities: English; Greek, Latin, and Classical Studies; History; Modern Languages, Literatures, and Cultures; Philosophy; Religion; Scandinavian Studies
  • Interdisciplinary Programs: Arts Administration; African Studies; Comparative Literature; Film and Media Studies; Gender, Women, and Sexuality Studies; Japanese Studies; Latin American, Latinx, and Caribbean Studies; Peace, Justice and, Conflict Studies; Russian and Eastern European Studies
  • General Education: First Term Seminar; Three Crowns Curriculum; Writing Across the Curriculum
Dean of Sciences and Education
  • Division of Education:[1] Elementary and Secondary Education; Health and Exercise Science, Nursing
  • Division of Natural Sciences and Mathematics: Biology; Chemistry; Geology; Mathematics, Computer Science, and Statistics; Physics
  • Division of Social Sciences: Economics and Management; Geography; Political Science; Psychological Science; Sociology and Anthropology
  • Interdisciplinary Programs: Biochemistry and Molecular Biology; Environmental Studies; Neuroscience; Public Health
  • General Education: January Term

[1] Although the Library is an academic department and part of the Division of Education, it reports to the Provost rather than the Associate Provost and Dean of Sciences and Education.

Administrative Reports

Administrative Reports
Administrative Reports  Brenda  Valerie  Elizabeth Sarah
Academic Support Center Director X      
Arboretum Director X      
Assessment Director     X  
Chief Technology Officer X      
Fellowships Advisor       X
First Term Seminar Director     X  
First Year Research Experience (FYRE) Director       X
Hillstrom Museum Director X      
Institutional Research Director X      
International Education Director X      
Johnson Center Director X      
Kendall Center Director X      
Library Chair X      
Nobel Conference Director X      
Registrar X      
Research and Sponsored Programs Director X      
Three Crowns Curriculum Director     X  
Undergraduate Research Director       X
Writing Across the Curriculum Director     X  
Writing Center Director     X  

Faculty Committee Assignments

Faculty Committee Assignments
Committee Brenda Valerie Elizabeth Sarah Shanon
Academic Affairs Coordinating Council (AACC) X9 X9 X9   X4
Academic Operations Committee (AOC)     X9    
Academic Technology Committee (ATC)     X6    
Compensation Subcommittee X4        
Course Approval Subcommittee (CAPSUB)   X7 X6    
Curriculum Committee   X7 X6    
Department Chairs and Program Directors Committee (DCPDC) X9 X9 X9    
Diversity, Equity, and Inclusion Committee (DEIC)   X9      
Faculty Development Committee (FDC)       X9  
Faculty Meetings X X X   X
Faculty Personnel Committee (PC) X9       X7
Faculty Senate X9        
Global Engagement Committee (GEC)   X9      
Third-Year Review Subcommittee (TYR)   X X   X7
1 Presider, 2 Member of Board of Trustees Academic Affairs Committee, 3 Member of Board of Trustees Institutional Mission Group, 4 Attends by invitation, 5 Votes as necessary, 6 Voting member, 7 Attends as needed, 8 Co-chaired with the Dean of Students, 9 Non-voting ex officio

Regular Meetings and Other Assignments

Regular Meetings and Other Assignments
Area of Responsibility  Brenda  Valerie  Elizabeth Sarah  Shanon
Academic Honesty (aka Honor Board)   X      
Academic Petitions Board   X      
Academic Probations Board   X      
Administrative Technology Advisory Committee (ATAC)     X    
Admission Staff Meetings   X X    
Advancement X        
Behavioral Assessment Team (BAT)   X X7    
Bias Response Team   X X7    
Board of Trustees Meetings (IMG and AAC) X2,3 X4 X4   X4
Cabinet X        
Capital Subcommittee     X    
College Accreditation Committee (HLC) X1   X    
Commencement X        
Community Engagement Center Director (not a direct report)   X      
Consortium for Faculty Diversity   X      
Day at the Capitol Committee   X      
Dean of Students X X X    
Faculty Awards X       X
Faculty Meetings X X X   X
General Education     X    
Honors Day X        
Institutional Animal Care and Use Committee (IACUC)       X X6
Institutional Review Board (IRB)       X X6
Internal Budget Committee X        
ISLO Assessment Committee     X8    
January Term Advisory Committee   X      
Lilly Fellows Program Representative     X    
President’s Council on Diversity, Equity and Inclusion   X      
President’s Environmental Sustainability Council X7 X      
Provost’s Council X1 X X X X
Registrar (reports to the Provost)   X X    
Reserve Officers’ Training Corps (ROTC) X        
Retention Committee   X      
Shared Governance Committee of the Board X        
Student Assistance Team (SAT)   X X7    
Student Conduct Appeals   X X    
Student Grade Appeals   X      
Student Research Travel Fund       X  
Technology Advisory Group (TAG)     X    
Travel Safety Committee   X      

1 Presider, 2 Member of Board of Trustees Academic Affairs Committee, 3 Member of Board of Trustees Institutional Mission Group, 4 Attends by Invitation, 5 Votes as necessary, 6 Voting member, 7 Attends as needed, 8 Co-chaired with the Dean of Students, 9 Non-voting ex officio

Provost’s Office Representation on Advisory Boards

Provost’s Office staff attend by invitation.

  • Arboretum National Advisory Board – Provost
  • Economics and Management Advisory Board – Dean of Sciences and Education
  • Friends of Music – Dean of Arts and Humanities
  • Hillstrom Advisory Board – Provost
  • Nursing Advisory Board – Dean of Sciences and Education
  • Scandinavian Studies Advisory Board – Dean of Arts and Humanities

Administrative Support

The work of the Provost's Office is supported by Shanon Nowell, Executive Assistant to the Provost, and two Administrative Assistants, Kirsten Becker and Jennifer Ress. The appropriate staff to whom many questions can be addressed are given below.

  • Academic departmental assistants – Jenny Ress
  • Budgets – Kirsten Becker
  • Commencement – Jenny Ress
  • Dean’s Calendar – Jenny Ress
  • Dean’s List letters – Jenny Ress
  • Department and program reviews – Shanon Nowell
  • Faculty awards – Shanon Nowell
  • Faculty letters of appointment – Kirsten Becker
  • Faculty meetings – Shanon Nowell
  • Faculty reviews (e.g., tenure, promotion) – Shanon Nowell
  • Faculty schedules – Kirsten Becker
  • Faculty searches – Shanon Nowell
  • Faculty-L – Kirsten Becker
  • First Term Seminar – Jenny Ress
  • Honors Day – Jenny Ress
  • January Term – Jenny Ress
  • Moving expenses – Kirsten Becker
  • Provost’s calendar – Shanon Nowell
  • Provost's Conference Room reservation – Kirsten Becker
  • Reimbursement for search candidates and external evaluators – Kirsten Becker
  • Retirement – Shanon Nowell
  • Sabbatical leaves – Shanon Nowell
  • Student concerns – Jenny Ress
  • Three Crowns Curriculum – Jenny Ress
  • Visiting scholar’s apartment – Shanon Nowell

Faculty Committee Chairs – 1:5

An important part of faculty governance of academic matters at Gustavus involves specific faculty committees. Each committee area of responsibility is listed in the Faculty Handbook, Part 1. The chairs of the specific committees to whom Department Chairs may wish to direct questions and/or concerns are found in the “Green Pages” of the Faculty Book online at: https://gustavus.edu/facultybook/facultycommittees/.

Academic Calendar – 1:6

The Gustavus Academic Calendar is available online at: https://gustavus.edu/registrar/six_year_calendar/.


Copyright 2019-20, Gustavus Adolphus College. All Rights Reserved.
Last modified: 13 August 2019, by Shanon Nowell