IFAS Internal Management Memoranda

IFAS; Implementation and Coordination of Research, Instruction and Extension Programs On-Campus and at the Research and Education Centers

EFFECTIVE DATE: December 1, 1993

INTERNAL MANAGEMENT MEMORANDUM NUMBER: 6C1-6.120-4 (Revised)

SUBJECT: IFAS; Implementation and Coordination of Research, Instruction and Extension Programs On-Campus and at the Research and Education Centers

This document has been promulgated to authorize program coordination and administrative responsibilities and relationships between centers and departments throughout IFAS. Procedures were developed considering inputs from outside sources (BOR, State Legislature, USDA Review, etc.) as well as those from internal administration, faculty and staff. Major changes from previous editions of this IMM involve placement of administrative and budgetary responsibility for faculty with the unit in which they are physically located and recognition of a statewide extension programming role of center directors. Procedures for coordination of programs throughout IFAS are covered in detail within the body of this IMM.


  1. Mutual Responsibility of Department Chairs and Center Directors

    1. Program Coordination--A cooperative and comprehensive approach to programs has long been a distinguishing feature of IFAS. Programs are to be coordinated among units as efficiently and effectively as possible. Full cooperation among faculty and administrators to fulfill the IFAS mission is expected throughout the organization.

    2. Program Development--Center directors and department chairs along with IFAS faculty shall mutually delineate major project responsibility, and identify, insofar as possible, specific projects using interdisciplinary and interarea (geographic) approaches where appropriate. Unit administrators will ensure that faculty and unit plans integrate and support statewide program objectives for research, extension and teaching.

    3. Program Leadership--Unit administrators of statewide faculty will support and assist those faculty with IFAS- wide program leadership in their unit.

    4. Personnel Management--A department chair or center director has responsibility for supervising faculty and staff physically located in their unit and administering the unit under the appropriate policies of IFAS.

    5. Facilities--A department chair or center director shall account for and maintain in good order all buildings, equipment, and property assigned to their respective unit.

    6. Unit Program Plan--Each unit, with full faculty participation, should prepare a series of concise statements clearly outlining the primary objectives of the unit. General format and instructions will be provided each unit or may be obtained from one of the dean's offices. The unit program plan must be tied to state program plans.


  2. Department Chairman Responsibilities

    1. Program Coordination--The department chair is responsible for departmental administration and coordination of statewide IFAS programs that relate to his/her respective discipline or commodity.

    2. Academic Department Leadership--The department chair is responsible for leadership of the statewide academic discipline or commodity including extension, teaching and research functions. In fulfilling this responsibility, the chair will communicate with all faculty having academic appointments in the discipline or commodity department including those administratively assigned to a center. A department chair shall encourage center faculty to participate in instruction and graduate research programs. Along with the Director of International Programs, the chair coordinates international research, extension and other programs within his/her discipline or commodity responsibility.

    3. Personnel--In view of each department chair's statewide academic function, it is essential that each chair and center director cooperate closely regarding personnel matters of common interest. Because tenure is awarded to faculty in academic departments, nominations for tenure of faculty administratively assigned to centers require close coordination between department chairs and center directors. With regard to faculty, a department chair shall:

      1. Make the final selection and nomination to the deans for hiring of faculty that will be administratively assigned to and located in the department.

      2. Assist center directors in filling faculty vacancies in the departmental discipline or commodity area at a center by helping the center director recruit and identify prospective candidates, evaluate applicants, arrange for campus interviews, and make a recommendation to the center director regarding candidates to be offered an appointment. In those cases where the chair and center director do not concur on the candidate to be offered employment at the center, the center director shall submit his/her recommendation to the dean(s), with a copy to the department chair, and the chair shall file a written report to the appropriate dean(s) stating the reasons for his/her selection with a copy to the center director and the dean(s) will resolve the question.

      3. Initiate recommendations concerning tenure and/or promotion for all eligible faculty holding an academic appointment in the department. For those faculty administratively assigned to and located at a center, the chair, after receiving a recommendation from the appropriate center director, reviews, comments and forwards the nomination to IFAS Personnel for transmittal to the IFAS Advisory Committee, Deans and Vice President for Agriculture and Natural Resources. Candidates for tenure and/or promotion are voted on by statewide departmental peers and the results reported with the chair's recommendation.

      4. Evaluate the performance and make salary recommendations for faculty administratively assigned and located within the department.

      5. Provide the center director with chair's comments and recommendation for faculty holding academic appointments in the department and administratively assigned to a center after receiving each faculty's annual achievement and evaluation report and the director's evaluation. The department chair and center director shall jointly discuss faculty performance for faculty administratively assigned to and located at the center.

      6. With concurrence of the departmental faculty, and the respective unit administrator, may extend affiliate or joint appointments to individuals in other units through the use of the University Form 250 as provided in 6C1-7.003, Florida Administrative Code (FAC).

      7. With concurrence of the department faculty, may extend courtesy appointments to appropriate related agency or industry personnel through the use of the University Form 250 as provided in 6C1-7.003, FAC.

  3. Center Director's Responsibilities

    The center director shall be responsible for developing and accomplishing program plans of the unit. The center director shall work closely with department chairs in coordinating statewide programs in the chairs' commodities or discipline areas. The center director is responsible for determining the needs of clientele groups in the appropriate geographic area and for cooperating with other centers and departments to develop a technically sound and responsive statewide program benefitting Florida. In concert with district extension directors, they shall arrange for organized clientele input through advisory committees. The center director and district extension director(s) as an administrative team will work to increase coordinated and efficient interaction between center faculty and county extension faculty. Concurrently, they shall facilitate the involvement of relevant IFAS resources in the county extension programs regardless of location to provide the most effective extension program for the clientele to be served.

    A center director shall:

    1. Exercise IFAS-wide program leadership for the center's area of (geographic and/or commodity) responsibility through identification of program needs and contributing the IFAS mission.

    2. Have administrative responsibility for evaluation, salary recommendation, tenure, and promotion recommendation of faculty administratively assigned to and located at the center. Annual faculty plans-of-work and achievement reports shall be provided to appropriate department chairs for review and recommendation. Annual evaluations shall be provided by the center director to the appropriate department chairs for input on evaluation of the performance of faculty administratively assigned to and located at the center. The center director shall discuss these recommendations in a timely manner with the appropriate department chairs concerning evaluation, salary adjustment, promotion, and tenure recommendations affecting those faculty located at the center.

    3. Develop the appropriate documents supporting nominations for tenure and/or promotion for those faculty academically assigned to a department but administratively assigned to and located at a center. Each recommendation for tenure and/or promotion will be forwarded to the appropriate department chair for review and comment, and completion of soliciting the faculty vote with the final document being forwarded by the department chair to IFAS Personnel for transmittal to the IFAS Advisory Committee, Deans, and Vice President for Agriculture and Natural Resources.

    4. Discuss with appropriate department chairs the staffing needs of the center for changes in faculty assignment, duties of new position, and reassignment of vacant position.

    5. With review and comments from department chairs, make final selection and nomination to the appropriate dean(s) in filling faculty positions at the center as defined in 2), c)(2).

    6. With concurrence of the center faculty, the respective unit administrator and appropriate academic department, may extend affiliate or joint appointments to individuals in other units through the use of the University Form 250 as provided in 6C1-7.003, FAC.

    7. With concurrence of the center faculty and the approval of the academic department, may extend courtesy appointments to appropriate related agency and industry personnel through the use of the University Form 250 as provided in 6C1-7.003, FAC.

  4. Statewide Program Leadership

    Research and education center directors, department chairs, and program center directors are assigned responsibility for the development, coordination and evaluation of statewide programs in research, teaching and extension. In that capacity, they are responsible with the full support of fellow unit administrators to:


    1. Coordinate intra-IFAS, inter- or intra-discipline or commodity research and extension planning activities.

    2. Review and make suggestions on research and extension programs at the time of planning. Program leaders must obtain approval on proposed projects/programs involving faculty in other units before submission to a dean(s).

    3. Provide budget and staffing recommendations relevant to statewide program areas assigned by the dean(s).

    4. Coordinate the development of statewide program plans and prepare necessary reports of accomplishments for accountability.

    5. Represent IFAS with clientele groups and governmental agencies on program development, coordination, evaluation, and accountability reporting of the statewide program.

    6. Coordinate emergency response activities within IFAS where a quick response is judged to be desirable.


  5. Coordination of Instruction Programs

    It is the responsibility of all IFAS administrators to contribute as appropriate to the coordination of the instruction programs. Administrators and faculty are expected to make every effort to assure the quality of graduate and undergraduate academic programs.


    1. Curriculum Coordination--The department chair(s) of the academic department(s) that offer a curriculum are responsible for the development and periodic review of that curriculum.

    2. The offices of the Deans for Research, Extension and Academic Programs shall provide funds for graduate assistantships when such funds are available.

    3. Graduate students may complete part or all of their thesis or dissertation research requirements at research and education centers when appropriate arrangements for supervision have been made through the Graduate School, Dean for Academic Programs and coordinating department chair.

    4. Administration of instruction program located at a center shall be the responsibility of the director. Curricula development and periodic reviews shall remain the responsibility of the department chair(s) -- as stated in 5)a). A Center Director may specify a center faculty member for coordinator of the instruction program, following consultation with the Dean of Academic Programs.

    5. A resident faculty member shall be designated as the program coordinator for a College of Agriculture instruction program at a non-IFAS location. IFAS faculty located at non-IFAS locations participating in instructional programs may have research and/or extension appointments; however, the administration, structure and integration of these activities into IFAS programs must be reviewed and approved by the Vice President in consultation with the deans and relevant department chair(s). Curricula development and periodic reviews at non-IFAS locations shall be the responsibility of the department chair(s) in consultation with the Dean of Academic Programs and Director of the School of Forest Resources and Conservation when appropriate.


  6. International Responsibilities

    In cooperation with the Director of International Programs, each dean has international program responsibilities as authorized under various grants and memoranda. Because of the need to standardize procedures and the necessity to properly evaluate the impact of the absence of personnel upon IFAS programs, it is necessary that there be established a definite procedure to follow in requesting and approving the foreign assignment of faculty. The procedures set forth in IMM's 6C1-6.70-2 and 6C1-6.70-3 shall be followed before any commitments are made concerning faculty availability for duty away from the unit to which (s)he is assigned.


  7. Cooperative Programs Outside IFAS

    From time to time, IFAS administration may negotiate memoranda of understanding using various other types of documents to make official cooperative efforts outside IFAS. In such documents, a complete understanding and agreement must be reached on such matters as funds, personnel, facilities, etc., and the documents must be signed in accordance with University procedures. Complete records of all such documents and subsequent reports are maintained in the office of the appropriate dean(s). Cooperative programs are performed with various private, state and federal agencies, organizations, and groups and individuals; for example, the Florida Department of Agriculture and Consumer Services and other state agencies, the United States Department of Agriculture and other federal agencies and organizations, commercials organizations and industry groups, various private and public foundations, and private individuals and citizens.