Commission on Administrative and Professional Faculty Affairs
What is CAPFA?
The Commission on Administrative and Professional Faculty Affairs (CAPFA) is the representative body for administrative and professional faculty, which are grouped into four areas: Academic Support, Cooperative Extension, General Administration, and Student Affairs. The charge of CAPFA is to study, formulate, and recommend to University Council policies and procedures affecting the employment and working conditions of administrative and professional (A/P) faculty. Areas for consideration include: morale of administrative and professional faculty; procedures for appointing, evaluating, disciplining, recognizing, and promoting administrative and professional faculty; benefits, educational and personal leave, and extra-university professional activity; and matters of equity and diversity that affect the university's professional environment. The commission is also responsible for reviewing grievances advanced to the level of the Provost or Executive Vice President and to advise them prior to action.
Who serves on CAPFA?
CAPFA has 9 members who are elected to a three-year term, and represent one of four areas: Academic Support, Cooperative Extension, General Administration, and Student Affairs. The commission also includes three ex officio members—the associate provost for academic administration, the assistant vice president for human resources, and the human resources director in the College of Agriculture and Life Sciences. In addition, there is one academic dean, elected by the Council of Academic Deans; one faculty senator, elected by the Faculty Senate; one staff senator, elected by the Staff Senate; one graduate student representative, elected by the Graduate Student Assembly; and one undergraduate student representative, elected by the Student Government Association. Here are the 2007-08, 2006-07, and 2005-06 commission membership rosters.
Do A/P faculty have any other voice in the university governance system?
A/P faculty are also represented on all other university commissions, some of the standing committees, and University Council. Click here for a listing of A/P faculty committees and commissions representatives.
When does CAPFA meet?
CAPFA meets on the first Friday of every month during the academic year, usually in the President's Board Room, 210 Burruss Hall. Here are the meeting dates, times, locations, and minutes.
What are the results of the CAPFA survey conducted in November 2005?
CAPFA conducted a survey of all administrative and professional faculty (A/P) in Fall 2005. Of the 776 A/P faculty members employed fall semester, 357 or 46 percent completed the survey. The CAPFA survey report is a detailed analysis of the data and guides CAPFA's action plan based on areas of concern to A/P faculty. A summary of the survey responses is also available.
Who are the A/P faculty?
Administrative faculty perform work directly related to management of the activities of the institution, department, or subdivision. Incumbents in these positions exercise discretion and independent judgment and generally direct the work of others. Qualifications for administrative faculty positions include: advanced degree or training and work experience at a level which equates to an advanced degree; performance of duties and responsibilities associated with this category more than 50 percent of contractual time; regular exercise of discretionary actions; and a reporting relationship normally not lower than three levels below the president.
In general, the vice presidents, vice provosts, deans, and their immediate staffs are designated as administrative faculty. Also, directors of major administrative units reporting to the vice presidents are categorized as administrative faculty. (Heads or chairs of academic departments are categorized as instructional faculty.)
Professional faculty positions are normally limited to librarians, counselors, extension agents, coaches, physicians, and other professional positions servicing education, outreach, research, athletic, medical, student affairs, and development functions or activities. Qualifications for professional faculty positions are advanced degree or training and work experience at a level which equates to an advanced degree; performance of duties and responsibilities associated with this category more than 50 percent of contractual time; regular exercise of professional discretion and judgment; and production of work that is intellectual and varied in character, not standardized.
Section 3.0 of the Faculty Handbook provides further information regarding policies and procedures that apply specifically to A/P faculty. The complete Faculty Handbook is available on the provost's website. (Please note that some policies in other sections of the Faculty Handbook also apply to A/P faculty.)
Do A/P faculty members receive annual evaluations?
The supervisor is responsible for maintaining an up-to-date job description for each administrative and professional faculty member in the unit and for determining acceptable standards of performance. Goals and objectives shall be developed annually in consultation with the faculty member. These should relate closely to the functional title and job description of the position and should become criteria for judging professional performance in the subsequent year. All A/P faculty members should complete an annual faculty report at a time determined by the appropriate administrator, but usually near the end of the academic year, referencing their goals and objectives and citing their successes, shortfalls, and future directions. Additional items to be mentioned are service to the university, creative scholarship, and other professional activities and recognitions during the year. The performance of each administrative and professional faculty member shall be evaluated annually in a discussion with the supervisor and by written response, which may be in conjunction with the annual reappointment letter. The annual faculty report and evaluation become part of the basis for salary adjustments and other personnel matters.
What if an A/P faculty member has a grievance?
A grievance is defined as a complaint by an administrative or professional faculty member alleging a violation, misinterpretation, or incorrect application of a policy, procedure, or practice of the university directly affecting the grievant. Some examples of valid issues for filing grievances are: reprisals, discriminatory actions, error in the application of policy, excessive or inappropriate workload assignments, and unreasonable or inappropriate salary adjustments or salary levels. Please see section 3.11 of the Faculty Handbook for specific grievance resolution procedures. Grievance forms are available on the provost's website at www.provost.vt.edu/forms.php.
Is there a reconciliation process for the informal resolution of conflicts?
Seeking assistance from the CAPFA Committee on Reconciliation is another avenue for informal resolution of a grievance or problem. Prior to the initiation of a formal grievance, the faculty member may request the assistance of the CAPFA Committee on Reconciliation in fashioning an equitable solution. Contacting the chair of the CAPFA Committee on Reconciliation is not required in filing a grievance, but it may be useful if the individual feels the issue may be amenable to, but will require time for, negotiation, or if the individual is unsure whether his or her concern is a legitimate issue for a grievance, or if personal relations between the parties involved in the matter have become strained.
For a potential grievance issue to qualify for consideration by the CAPFA Reconciliation Committee, the faculty member must contact the committee chair within 30 calendar days of the date the grievant knew or should have known of the event of action that is the basis for the potential grievance. If the chair of the CAPFA Reconciliation Committee is unable to resolve the matter within 30 calendar days, the chair will send a letter to the faculty member stating such, providing the appropriate form for initiation of a formal grievance if the faculty member should choose to pursue the matter, and documenting that the matter had been brought forward within the prescribed 30-day period. The faculty member shall have five weekdays after receiving the letter to initiate a formal grievance by following the procedures below and providing a copy of the letter from the chair of the CAPFA Reconciliation Committee to the supervisor validating the timeliness of the grievance.
Questions?
If you have any further questions or concerns, please feel free to contact Dr. Patricia Hyer, Associate Provost for Academic Administration at hyerp@vt.edu or (540) 231-2350.