SECTION 2
GENERAL ADMINISTRATIVE PROCEDURES

2.1
ANNUAL CALENDAR OF DEADLINES/DUE DATES FOR ACADEMIC PROCEDURES

Governing Policies:

Section 8.1.4, Faculty Handbook – Preliminary Tenure Review
Section 8.1.6, Faculty Handbook – Tenure Review Process
Sections 8.1.9; 8.2.4; 8.3.4; 8.4.4, Faculty Handbook – Promotion Review Process

Procedure:

Prior to the end of each Spring semester, the Office of Academic Affairs issues a calendar for submission
of reports and recommendations for the coming academic year. This calendar includes submission and
process deadlines for Preliminary Tenure Review, and Promotion and Tenure consideration. Submission
requirements for Preliminary Tenure Review and Promotion and Tenure are provided in Section 6 of this
Procedures Manual.

The current Calendar for Submission of Academic Reports and Recommendations can be found on the
Academic Affairs website at http://inside.mines.edu/Calendars.

Last Revision:

May 30, 2014


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2.2
DEPARTMENT AND ADMINISTRATIVE OFFICE HOURS, FACULTY OFFICE
HOURS, COMMUNICATION REQUIREMENTS AND STAFF MEETINGS

OFFICE HOURS:
All CSM offices should, if at all possible, be staffed from 8:00 a.m. to 5:00 p.m., including the lunch
hour. State Fiscal Rules require that state agencies be open from 8:30 a.m. to 5:00 p.m.; it is our policy to
be open at 8:00 a.m. Tenure/Tenure Track and Teaching Faculty are expected to maintain a minimum of 6
office hours per week.

COMMUNICATION REQUIREMENTS:
Phone mail and email communication contact data for all offices should be available and advertised
through appropriate Office websites and via CSM web lookup. If a staff member is unavailable to respond
immediately to a request, appropriate messages should be made available so that communicators from
both on and off-campus clearly understand which office/individual they have reached, know how to
respond appropriately to the message and followup as they desire, and – if they so choose – can leave a
message for the staff member to respond to.


DEPARTMENT STAFF MEETINGS:
Department staff meetings should be held on a regular basis. Weekly staff meetings are recommended.
Minutes for departmental meetings should be recorded and available for faculty review and, as necessary,
accreditation activities.

Last Revision:

March 3, 2015



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2.3
ALCOHOL AT CSM FUNCTIONS

Governing Policies:

Institutional Alcohol Policy - http://studentactivities.mines.edu/POGO-Board-of-Trustees_1
Student Alcohol Policy and Procedures –
http://inside.mines.edu/UserFiles/File/PoGo/Policies/STU/STU_Student_Alcohol_Policy.pdf
Section 2.1, Financial Policies – Propriety of Expenditures (http://studentactivities.mines.edu/POGO-
Financial)
Section 2.9, Financial Policies – Alcohol Purchase (http://studentactivities.mines.edu/POGO-Financial)

Procedure:

As per the Propriety of Expenditures policy, alcohol may be purchased for Official functions,
meetings/conferences for which fees are charged, or fundraising events. The purchase of alcohol may
only be made from discretionary gift funds (i.e., discretionary foundation accounts). At all times, the
purchase of alcohol must fall into the “incidental” expense category; purchases that can be considered
excessive should be stopped at the Department Level.

Approval for the purchase of alcohol may be sought from the President, Provost, appropriate Vice
President or Department Head. Approval is signified by approval authority signature on the alcohol
purchase requisition.

Additionally, if alcohol is to be served at an event at which students will be present, prior approval for the
event must be received from the Associate Dean of Students. Approval may be sought be submitting a
Request to Serve Alcohol Form to the Associate Dean. Please note, that approval must occur no later than
one week prior to the event. The Request to Serve Alcohol Form is available at:

http://inside.mines.edu/UserFiles/File/studentLife/StudentActivities/Documents/Request to Serve Alcohol
Form.pdf

Last Revision:

June 5, 2014



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2.4
FEDERAL, STATE AND LOCAL GOVERNMENT AND MEDIA RELATIONS
PROCEDURES

Governing Policies:

Media Relations Policy – https://inside.mines.edu/POGO-External

Procedure:

GOVERNMENT RELATIONS:
The President of the School, or designee, serves as the School’s primary spokesperson for government
relations. To ensure consistent School communication and effective coordination of the School’s federal,
state and local government relations, faculty and staff acting as School employees shall communicate and
coordinate with the appropriate School federal, state and/or local relations staff (see “Campus contacts
information” below), as well as to inform their supervisor:

• prior to and following contacts with federal, state and local government officials and/or their
staff; and/or
• if solicited by anyone seeking the School’s support for any potential or pending legislation or
policy relating to the School, and before making any representations about the School’s support
of such legislation or policy.

This coordination will help ensure that faculty and/or staff have an overview of other campus issues
and/or initiatives relevant to the contact, and will help inform appropriate campus offices of any new
developments arising from the contact.

This policy does not apply to faculty or staff’s personal involvement in government. In order to properly
differentiate the School’s communications from personal communications, faculty and staff shall not use
the School’s resources to communicate their personal views on government matters. When
communicating personal views on government matters, faculty and staff must clearly state that they are
communicating personal views.

PLEASE NOTE: Exceptions to these procedures include any activities relating directly to the launching
of a state or federal grant application that entails going through a peer review process. While these
activities are exempt from these guidelines, such activities shall be discussed and coordinated with the
Vice President of Research and Technology Transfer.

Campus contact information:

• State and local relations: contact the Chief of Staff
• Federal relations: contact the Vice President for Research and Technology Transfer

MEDIA RELATIONS:
The Media Relations Policy requires that:

• All announcements to the media from CSM must be coordinated with the Public Relations Office.
• When approached by the media, faculty may respond within their scope of expertise. But, the
Public Relations Office and their supervisor should be informed of the contact as soon as possible
after the contact.
• Faculty that know that they will be providing statements or that believe it is likely they will be
asked to do so should work with Public Relations on how to best communicate with the media.

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Public relations has significant experience with the media and how to best convey a succinct and
accurate message to the public.
• Media queries of an institutional nature should be directed to the Public Relations Office for
reply.
• Finally, remember that information related to students and employees is confidential. Media
requests related to individual students or employees should be forwarded to the Public Relations
Office or Legal Services.


Last Revision:

June 16, 2014





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