B. Administrative Offices

The Board of Trustees, a self-perpetuating body, has final responsibility for the conduct of the University. Article I of the Bylaws of the Board of Trustees (2017), which describes the “Mission of the Board,” states that the Board “derives its basic authority from the Charter of the University which established the size of the Board and enumerated certain powers which the Board possessed. The essential responsibilities of the Board are to:

Determine the mission and establish strategic direction
Oversee financial resources and other assets
Select and evaluate the President
Ensure that institutional policies and processes are current and properly implemented

In furtherance of those responsibilities, the Board has the power to carry out any functions permitted by the Charter or these Bylaws except insofar as powers may be limited by law. These powers, which shall be exercised by the Board after recommendation by or input from the President, when appropriate, shall include but not be limited to the following:

To appoint or remove the President and the officers of the Board of Trustees and approve the appointment of the Provost of the University in accordance with these Bylaws;
To approve the awarding of degrees in course upon recommendation of appropriate officials of the University;
To authorize the awarding of honorary degrees in accordance with appropriate procedures and processes;
To approve the appointment, promotion, and awarding of tenure to members of the faculty;
To establish and review the basic educational programs and policies of the University;
To establish annually the budget of the University upon presentation by the President of the University and recommendation of the University Resources Committee of the Board;
To authorize the purchase or sale of land, buildings, or other major assets of the University;
To authorize construction and major renovation of buildings for the use of the University or demolition of same where appropriate;
To institute, promote, and support major fundraising efforts of the University;
To approve student charges for tuition, room, board, and special fees;
To authorize appropriate officials or agents of the University to accept gifts on behalf of the University; and
To authorize the incurring of debts by the University and the pledging of necessary security for those debts.

The Board elects its Chair and Vice Chair(s) from its membership. The Secretary and Treasurer, who need not be Trustees, are elected by the Board and attend all meetings. At least three regular meetings of the Board are held each year, including one in the spring and one in the fall on campus in Hamilton. The Executive Committee shall consist of the Chair of the Board, the Vice-Chair(s) of the Board, the President of the University, the Chair of each Standing Committee, and one Trustee to be nominated by the Chair in consultation with the Vice-Chair(s), the Nominating Committee, and the President of the University.

The Executive Committee shall, when the Board is not in session, possess and may exercise all of the powers of the Trustees, except as to matters excluded from delegation to a Committee by New York Not-For-Profit Corporation Law. Any action of the Committee at any time shall be subject to review and alternation by the Board, provided that no rights of third parties shall be affected by such alternation. It shall make formal report of its actions to the Board at each regular meeting. The Chair of the Board shall be Chair of the Executive Committee. Meetings shall be called by the Secretary of the Board whenever requested to do so by the Chair of the Committee. The date, time and place of the meeting shall be determined by the Chair of the Committee and shall be stated in the notice.

Questions concerning the Board of Trustees should be directed to the Secretary to the Board of Trustees.

The President of the University is appointed by the Board of Trustees and is responsible to it for the conduct and well-being of the University. The President presides at Faculty meetings and at meetings of the senior administrative staff, and has final responsibility for the preparation and administration of the annual budget of the University. Article VIII of the Bylaws of the Board of Trustees (2017) defines the President’s responsibilities as follows:

The President shall be the Chief Executive Officer of the University, and as such, the head of all educational departments of the University and shall have the general oversight and direction of the University operations. The President shall be the official medium of communication between the Faculty and the Board of Trustees and between the students and the Board of Trustees. The President shall recommend to the Board all promotions and appointments of the Faculty. The President shall take part in the instruction of the classes as the Trustees shall direct, or, in the absence of such direction, as the President may think proper. The President shall sign all diplomas and confer all degrees. The President shall be responsible for the discipline of the University and for carrying out all measures officially agreed upon by the Faculty concerning matters committed to the Faculty by the Board, and for executing such measures concerning the internal administration of the University as the Board of Trustees may direct. The President may specifically delegate such responsibility, as a matter of routine procedure, to other officers of the administration or agencies created for the purpose, subject to the approval of the Board of Trustees, but shall be accountable therefore. The President may make temporary appointments until the next meeting of Trustees in order to fill vacancies where approval of the Board is necessary for permanent appointment.

The President shall make reports to the Board of Trustees at each regular meeting of the Board, of the work and conditions of the University, and shall present for the consideration of the Board such measures as are deemed necessary or expedient for the welfare of the University.

In case of the vacancy in the Office of the President of the University or of the absence of the President or of the President’s inability to serve, the Board may appoint an acting or interim President of the University.

The positions of Provost and Dean of the Faculty are held by a single individual who is the second ranking officer of the University. When the President is away from the campus, the Provost will assume the presidential duties, and all administrative officers who normally report directly to the President, will report to the Provost.

The Dean of the Faculty is the chief academic officer of the college and has primary responsibility for faculty personnel, curriculum, and supervision of instructional budgets. The Dean of the Faculty chairs the Academic Affairs Board and, in the absence of the President, presides at Faculty meetings.

The Vice President and Dean of the College has primary responsibility for most matters affecting students outside of the classroom. The Dean supervises the activities and programs of the following offices: University Health Services, Campus Safety, the ALANA Cultural Center, Counseling and Psychological Services, Residential Life, Fraternity and Sorority Affairs, Center for Outreach, Volunteerism, and Education, the Chaplain’s Office, Center for Leadership and Student Involvement, and Judicial Affairs. The Dean also oversees the functions of the administrative advisers who provide information to students about University policies and procedures, administer academic rules and regulations (such as those governing academic standing), and are the principal point of contact for students in dealing with the University administration. Support for foreign students and related visa matters are also handled by the International Student Coordinator in the Office of the Dean of the College.

The Vice President and Dean of Admission has responsibility for the admission of first-year students, transfer and visiting/special students. Admission decisions are made by the Dean and a staff of Associate and Assistant Deans and Admission Counselors. The Dean works in cooperation with the Director of Financial Aid in awarding need-based financial aid and other forms of financial assistance to entering students. The faculty/student Committee on Admission and Financial Aid meets with the Dean of Admission throughout the year to advise on issues facing the Colgate Office of Admission.

The Vice President of Finance and Administration and Treasurer is responsible for the financial and business operations of the university. The Division of Finance and Administration includes budgeting and financial planning, investment management, capital project finance, accounting and control, risk management, environmental health and safety, financial aid, human resources, community affairs, physical plant, construction and renovation of facilities, purchasing, document and mail services, bookstore, dining, and other miscellaneous auxiliary service enterprises, such as faculty housing, campus weddings, the Colgate Cemetery and Colgate Camp. Reporting to the Vice President for Finance and Administration are the Associate Vice President for Finance and Assistant Treasurer, Associate Vice President for Community Affairs and Auxiliary Operations, Associate Vice President for Budget and Financial Aid, Associate Vice President for Facilities, Director of Investments, Associate Vice President and Controller and the Associate Vice President for Human Resources.

The Vice President for Institutional Advancement has overall administrative responsibility for the offices of Advancement, Alumni Relations and Career Services. Reporting to the Vice President are the Associate Vice President for Institutional Advancement, Associate Vice President and Director of Planned Giving, Associate Vice President and Director of Career Services, Associate Vice President and Director of Alumni Relations, and Associate Vice President and Director of Advancement Operations and Stewardship.

The Advancement Office is charged with planning and executing comprehensive, multiyear campaigns and is responsible for organizing a wide variety of initiatives that cultivate and solicit the support of the college’s alumni, parents, and friends.

The Office of Alumni Relations is the liaison to Colgate’s 28,000 alumni and coordinates annual events through 60 alumni clubs, maintains a web- based alumni community, provides career networking opportunities and alumni admissions programs, organizes the annual alumni reunion, and sponsors alumni travel and merchandise programs. The office staffs the Alumni Council and the Associate Vice President and Director of Alumni Relations serves as Executive Secretary for that group of 55 volunteers.

The Center for Career Services engages students and alumni in a reflective career development process to identify and pursue diverse career interests. Through actively cultivating relationships with alumni, employers, and graduate and professional schools, the staff facilitates the intersection of students’ preparation with internship and post-graduate opportunities.

The Office of Corporate, Foundation, and Government Relations (Grants Office) is available for consultation with any member of the faculty or administration who desires advice or assistance in preparation of proposals for special grants. All fundraising appeals and proposals by individual faculty members, academic departments, or program directors must be approved by the Vice President for Institutional Advancement, or a designee of that office, and the Dean of the Faculty/Provost.

The Vice President for Communications oversees a division responsible for the public identity and major messages from the university. It manages media and public relations, the university website, publicity, social media, photography, graphic design, writing and production of materials for admissions, advancement and other campus departments. It also produces special projects like mobile, map and tablet applications, live- streaming, and video production in concert with Information Technology (IT). It also produces the Scene, Colgate’s quarterly magazine, and over 200 print and web projects each year for the campus community, prospective students, parents, alumni, donors, and the media.

The Chief of Staff, Secretary of the Board of Trustees provides executive support and counsel to the President on University-wide and institutional strategic planning, and serves as Secretary to the Board of Trustees and is elected by the Board for this officer position and is responsibile for recording and certifying its actions. The Secretary provides the Board with such services and support as may be necessary for its effective functioning.

A listing of Administrative Offices is found in Chapter XI, Organization of the University, in the Colgate University Catalogue.