Policies and Procedures
Source: Faculty Meeting Minutes
- Undergraduate Program
- Graduate Program
- Academic personnel and teaching load
- Department Life
- Budget guidelines to Chair
Also part of our legislation are our bylaws, posted on the UCLA Academic Senate’s site.
October 11, 2019: Faculty participation in SONA pool in their undergraduate courses
Temporary faculty teaching undergraduate courses are required to have their students participate in the SONA pool, and ladder faculty are strongly encouraged to do so, since the department relies on access to the pool for faculty and student experiments. Whether to make student participation in SONA a course requirement or for extra credit, and for how much course credit, is up to the individual faculty member.
May 13, 2019: Eliminating courses for the Applied Linguistics major
The department voted to remove Linguistics 11 and Applied Linguistics 153 from the course catalog; to remove Linguistics 11 as required preparation for the Applied Linguistics major; and to remove references to Applied Linguistics 153 from our Applied Linguistics major.
November 6, 2018: Linguistics 195
The department voted to approve this new course to give credit for undergraduate student internships.
November 5, 2018: Linguistics & CS major requirement
The department voted to allow Math 31AL as an alternative to Math 31A.
October 7, 2016: Section sizes in Linguistics 1
The department voted that the default size for sections in Linguistics 1 will be 30 students, two per TA. Individual Linguistics 1 professors may specify three 20-student sections if they wish.
April 26, 2012: Initiate new courses and majors
The Chair is requested to appoint a committee to create applications to the University authorities faithfully implementing the proposal (items 1-9) of the Ad Hoc Committee on Undergraduate Enrollment.
April 26, 2019: International students.
- Deadline for ATC. The deadline for all students, domestic and international, to Advance to Candidacy shall be the end of Fall quarter of year 4.
- Teaching-free quarter(s) for international students. International students for whom the department pays NRT shall have the option of Advancing early, in return for non-TA support. Such a student who advances by the end of the Spring quarter of their third year (note: must be during spring quarter, NOT during the following summer) will receive one non-TA quarter in year 4; a student who advances by the end of the Winter quarter of their third year will receive two non-TA quarters in year 4.
January 13, 2017: Required courses for the M.A. program
The department voted that the M.A. requirements shall be as follows.
Required: 200A, 200B, 200C
Two of: 201A, 201B, 201C
One of: 204C, 209A, 213A, 213B, 213C, 217, 236
Electives: three of: 201A, 201B, 201C, 202 through 209C, 211 through 216, 218, 219, 239, 244, 104, 111, or 140
The department also voted that 180/209 will no long be a prerequisite for any courses.
The administrative implementation of these votes was delegated to the Director of Graduate Studies.
October 7, 2016: Abolishing the language requirement
The foreign language requirement is abolished effective immediately.
May 8, 2015: Travel support for summer schools and institutes
Students may use their travel money allocation to pay for travel and tuition at summer schools and institutes approved by their advisers. The time window on the allocation is the university fiscal year (7/1 – 6/30). Attribution of the expense to particular years may be based either on time of payment or time of attendance.
Feb. 6, 2015: Department support for travel of outside committee members
Department money will not be used to support the travel expenses (e.g. airfare, hotel) of outside dissertation committee members, other than in special circumstances.
May 23, 2012: MA Elective status for “Experimental design and statistical methods”
It was agreed that the course currently taught by Megha Sundara on experimental design and statistical methods (currently taught temporarily under the rubric of Linguistics 237) will be assigned its own number, submitted for University approval, and then officially designated as one of the courses satisfying the elective requirement for the MA program.
Mar. 15, 2013
Linguistics 236 (Computational Phonology) is hereby added to the list of courses satisfying the Psycholinguistics/Computational Linguistics requirement in the department’s MA program.
Mar. 1, 2013
The department will propose the establishment of a new course, Research Training in Linguistics, set up for variable units and variable content and numbered Linguistics 450.
The department will propose the establishment of a new course, Linguistics 410, a two-unit course intended to meet the undergraduate-deficiency requirement in historical linguistics.
Several decisions were taken:
200C is a required graduate course and cannot be substituted by an “equivalent” course such as Linguistics 125.
Linguistics 204C is added to the list of courses satisifying the psycholingistics course requirement.
The language strongly recommending that Field Methods be taken in the second year of the graduate program is to be removed.
Liberalization of use of seminars for fulfulling unit requirement on Ph.D. The wording is now: “a maximum of four two-unit seminars and proseminars may be used for the Ph.D.”
May 13, 2011: MA committee 4th-quarter due date; 260-level courses ineligible for outside-area requirement
All graduate students shall have formed their MA committees by the end of their fourth quarter.
Courses in the 260 series may not be counted toward the post-MA requirement of 8 units outside the student’s main research area. Students who have satisfied the MA requirements as of 5/13/11 are exempted.
March 11, 2011: 2-unit versions of courses, obligatory application to Research Mentorship Program
Courses numbered 200-259, excepting 210A and 210B, will be offered in versions for both four and two units. The two-unit versions will require a Permission to Enroll number for enrollment and will not satisfy course requirements for the Linguistics graduate program.
Graduate students who are eligible for the Research Mentorship Program (regular academic year) and have not already received an award under this program are required to apply in each year of elibigility.
March 4, 2011: First year student review, Linguistics 221, course renumbering
The faculty will meet in early Spring Quarter to review all first-year graduate students. The first-year students will be notified of the result of the meeting.
For academic year 2011-2012, Linguistics 221 will satisfy the graduate requirement for psycholinguistics/processing/neurolinguistics/computational linguistics.
Course renumbering: The following system was approved: 120 = first quarter undergraduate course, 165 = second quarter undergraduate course, 200 = first quarter graduate course, 201 = second quarter graduate course, A = phonology, B = syntax, C = semantics.
February 18, 2011: Graduate Support Offers
Graduate support offers are made for five consecutive calendar years only; extensions are given only for approved medical leave.
February 2, 2007: Changes in the Graduate Course Requirements
1. Students may petition to substitute Linguistics 125 “Semantics” for Linguistics 200C, “Semantic Theory”.
2. Students may satisfy the requirement for a graduate psycholinguistics course with Linguistics 209 “Computational Linguistics”.
This renders permanent a change adopted as “experimental” on June 10, 2005.
February 22, 2002: Colloquia and Ph.D. Defenses
1. A formal defense is required. It must be announced at least one week in advance and be open to the public.
2. A department colloquium is required, not necessarily on the dissertation topic. It must be announced at least one week in advance and be open to the public.
3. At the committee’s option, the formal defense and colloquium may be combined into a single public event in the format of a colloquium.
April 14, 2000: PTE’s for Independent Study
It was decided to require PTE numbers to sign up for independent studies. This is 596A, 596B, 597, 598, 599.
April 7, 2000: TAships for Seventh Year Students
A supernumerary TAship is defined as one that the Department can assign, after it has fulfilled all obligations to graduate students established in their admit letters.
The Department is willing to assign TAships to seventh year students, who may apply in the annual competition for supernumerary TAships.
In assigning supernumerary TAships, priority is given to graduate students in the Linguistics Department (over students in other programs) if they have a good teaching record and are in good academic standing.
November 12, 1999: Finding RAships for First Years
The department asks the Admissions Committee to circulate appropriate application files among faculty, soliciting offers of RA support, prior to making their final decisions.
October 29, 1999: Workloads for First Year Students
The department authorizes first year students to work as RA’s.
The department authorizes first year students to work as TA’s.
October 1, 1999: Sixth Year Support
The Department adopts the following ranked priorities for allocating teaching assistantships and department-controlled research assistantships:
–Adhering to obligatory directives of the Graduate Division
–Keeping commitments to students made at admission
–Funding sixth year students who conducted a serious job search during their fifth year. Judgment on whether this criterion was met will be made at the June faculty meetings for reviewing student progress.
For purposes of this policy, “sixth year” is defined as ‘sixth year, suitably adjusted for time spent on leave and taking required undergraduate prerequisites.'”
March 9, 1999: Time to MA Degree; Field Methods
The normative time for completion of the M.A. will be seven quarters. Earlier wording of our official policy, specifying four to six quarters in the M.A. program, is eliminated.
The normative deadline for advancement to candidacy (orals) is the end of the eleventh quarter.
Field Methods will be a 4 unit course, with 5 contact hours per week. Students will be expected to take the course during their second year.”
February 26, 1999: Time To Degree; Study Lists
We only agree to support graduate students through Year 5. In exceptional circumstances, support is sometimes offered to students beyond the fifth year.
In order to be eligible to further support, students to whom no other commitments have been made must apply for a Dissertation Year Fellowship during their fourth year.
To remain in good standing, students must discuss their course requirements with their adviser and submit a department-supplied form, stating that this has been done. The form must be signed by their adviser and submitted to a designated member of the department staff.
February 19, 1999: Second Language Requirement, Historical Linguistics
Abandon second language requirement.
Historical Linguistics becomes a requirement only at the undergraduate level.
June 6, 1992: Superannuated Students
All students beyond the seven year limit who are not registered or on official Leave of Absence will have their files removed from the active student roster and will not be further discussed at year end faculty meetings. Should students on inactive status wish to continue work toward completion of their degrees, they must apply for readmission to the graduate program before further discussion.
May 15, 1992: Dissertation Prospectus Content
The dissertation prospectus should be a maximum of 20 pages long and should include the following:
–a statement of the research question and the candidate’s relevant previous work
–a bibliography of relevant literature (the student should be prepared to discuss the content of the references listed and why they are relevant, i.e. a massive list of items “to be consulted” is not acceptable)
–a plan for research, e.g. field work, laboratory research, types of data to further investigated which will fill in gaps and answer questions raised in preparation of the prospectus.
October 13, 1990: Courses for MA
All students, regardless of whether they have an MA when they enter or not, will now have to take at least the five [updated: now four] required courses; i.e. the only courses from which they might be exempted on the basis of course work elsewhere are the electives.
Only survey courses [not proseminars] will satisfy MA elective course requirements.
Academic Personnel and Teaching Load
May 13, 2019: Further voting procedure in hiring decisions
The department voted that a ballot to select a winning candidate (see Feb. 25 2019) will also include an Approval vote (a stays in/eliminated vote on each candidate); the winning candidate must have majority support in the Approval vote; if not, the faculty will need to discuss and re-vote.
May 13, 2019: Voting procedures for shortlists
The department voted that (1) The search committee will give non-committee faculty a deadline before their longlist is finalized, by which deadline faculty can ask the search committee to consider applicants of interest. If such advance notice of interest has been given to the committee, but the committee does not recommend that applicant for the shortlist, then the applicant can be added to the ballot for the shortlist if supported by at least 3 faculty; (2) The faculty will use Condorcet voting to obtain a rank-ordering of the candidates for the shortlist. The top-two candidates in the output ranking will be automatically on the shortlist. Then, the ranking will be examined for conformity with current diversity recommendations, and potential skips of non-diverse candidates identified; a follow-up vote will decide on the number of candidates on the shortlist (2, 3, 4, or 5).
February 25, 2019: Voting procedure in hiring decisions
The department voted that selection of a winning candidate in a search shall use the San Francisco RCV (Instant Runoff) voting method, with “NOBODY” as an option in the candidate set. Selection of the winning candidate will be followed by a further round of voting to select the #2 candidate from among the remaining candidates, and so on as needed.
Oct 19, 2018: Peer observation of ladder faculty teaching
Peer observation of classroom teaching will be included in teaching reviews for promotions, CAP merits, and all assistant professor actions. The faculty reviewed a worksheet to be used by pairs of faculty for classroom observations (posted on the faculty meeting CCLE site under FallWeek3). This worksheet is used as the basis for a brief written report, and is not itself included in a teaching review. If at all possible, the pair of observers should include someone in the same field as the faculty member being observed.
Oct. 19, 2018 Peer observation of teaching
The departmental Teaching Evaluation Committee will carry out peer classroom observations for any faculty coming up for promotion in rank, for any other personnel action that will go to CAP for approval, and for every review of assistant professors. A report by the committee member(s) who carried out the peer observation will go into the faculty member’s personnel file.
Oct 12, 2018: Evaluating graduate advising by faculty
Faculty personnel reviews should be sure to consider graduate student advising. The faculty reviewed a document (posted on the faculty meeting CCLE site under FallWeek2) listing criteria that can be taken into account in teaching reviews.
February 5, 2016 Sharing the burden of inconvenient course times
In course scheduling, each group is to volunteer one person in a core course to meet either 8-10 a.m. or 6-8 p.m. Core courses are 20, 102, 103, 120A-C, 119A-B.
It was later pointed out that groups differ in size; presumably some sort of proportional scaling should be imposed.
July 10, 2015 Leaves of Absence when in residence (chair policy, renewed 1/6/2016)
1. Ladder faculty are asked to respect the general University policy, which is that if you leave campus for more than a week during a quarter you are not on sabbatical or unpaid leave, you fill out form APM-740. You are asked to give at least a week’s advance notice, and to respect, in general terms, the University’s view that zero-course quarters are not the same as sabbatical quarters.
2. The Chair will sign form APM-740, authorizing the leave, if the total amount you are away for the quarter is three weeks or less. They will consider special circumstances justifying more, such as family emergency.
3. Since the three-week limit is a chair-specific implementation of University policy, it is in effect during the term of the Chair, which is until June 30, 2021.
4. This policy does not apply to zero-course quarters negotiated at hire to substitute for sabbatical leave at your former institution; these are treated like sabbatical.
April 7, 2014: sections for no-TA courses
Faculty, including lecturers, teaching undergraduate courses without a TA will not be asked to conduct section meetings. Catalog copy will be altered to read “(when scheduled)” as applicable to sections. Separate policies for individual courses will be entertained.
Linguistics 20 will have sections, taught by the faculty member if necessary.
The Course Scheduler and Chair are authorized to improvise with regard to the above policies for Academic Year 2014-2015.
Teaching load and sponsored research (faculty vote Nov. 8, 2013
It is resolved that PI’s and co-PI’s supervising externally-funded grants or contracts whose spending on Linguistics graduate student support has met the formula below shall receive one course release. This release may be delayed by the Chair if necessitated by the course schedule. Allocation of this benefit among co-PI’s shall be determined by the co-PI’s themselves. This rule applies to grant funds spent starting 7/1/2013.
Formula: 6 quarters graduate student fees and 6 quarters of graduate student stipend at GSR4 rates.
Sabbatical Teaching Load (faculty vote Oct. 18, 2013)
It is resolved that in order to receive the benefit of a sabbatical quarter counting as a faculty member’s heavy quarter for a particular academic year, the sabbatical must be taken at at least two thirds pay.
Rules governing coteaching of courses (faculty vote Mar. 1, 2013)
The department voted to limit co-teaching to the following circumstances.
1. Proseminar courses
2. Courses taught in collaboration with faculty in other departments
3. Undergraduate courses, for purposes of mentoring a faculty member teaching the course for the first time.
All co-teaching is subject to approval by the Department Chair, based on a written proposal.
Cutoff point for inclusion of teaching data in personnel files (faculty vote Feb. 22, 2013)
For purposes of preparing teaching evaluation reports in personnel reviews, the cutoff date for inclusion of courses will be the end (i.e., June 30) of the preceding academic year.
Solicitation of student letters (Dec. 11, 2009)
The Department will solicit letters from students for all (and only) personnel actions in which the candidate’s file is evaluated by the Committee on Academic Personnel. This includes proposed accelerations.
Revision in policy on teaching loads (Oct. 20, 2006)
1. Sponsored research: It is resolved that PI’s and co-PI’s supervising at least two 50% time student research assistants on their grant or contract receive one third course release per quarter, subject to the Chair’s approval. [Superseded 11/8/13; see above]
2. Co-teaching: It is resolved that full credit be given to each instructor in a co-taught course. [ Note: see also resolution of Mar. 1, 2013, given above.]
3. Heavy advising and other special circumstances: There are various special circumstances in which teaching release is occasionally granted, including hiring/retention packages, teaching outside the department, etc. It is resolved that faculty with exceptionally heavy advising loads also be considered for special treatment on an ad hoc basis.
4. Chair discretion. In acting on the discretionary items listed above, the Chair will bear in mind the need for all faculty to teach a certain minimum number of courses as well as the need to staff the Department’s course offerings.
Personnel Reviews for Assistant Professors (Dec. 8, 2000)
All personnel reviews for assistant professors will be voted on by the department faculty as a whole, rather than just by the Merit Review Committee.
Oct 12, 2018: Question procedures for colloquia
1) The faculty host, not the speaker, calls on question-askers.
(2) In initial post-talk questions, when multiple people raise their hands at the end of the talk: students’ questions are asked first, followed by faculty members’ questions.
(3) In subsequent questions, students are given priority all else being equal, e.g. when a student and a faculty member have their hands up at the same time.
Oct. 12, 2018: Paying for post-colloquium dinners
- For external speakers who need to arrive on Thursday, the department will reimburse a host up to $100 for dinner
- Reimbursement for post-colloquium dinners will be for both external speakers in the official series (invited by the Colloquium Committee) and our own Linguistics graduate student speakers
- The department will reimburse up to $250 (including for liquor, tax, tip), if the university-required documentation is provided (see https://linguistics.ucla.edu/department-members/colloquium-guidelines-student-faculty-hosts/)
- If the total bill exceeds $250, the department will reimburse only $250; the remaining cost is to be divided as described at https://linguistics.ucla.edu/department-members/colloquium-guidelines-student-faculty-hosts/
November 14, 2014: Paying for post-colloquium dinners
- Reimbursement for post-colloquium meals will be for the external speakers in the official series (invited by the Colloquium Committee).
- The department will cover the first $200. Above this:Retaining an itemized receipt from the restaurant is necssary to obtain reimbursement.
- Students will be asked to pay their share up to $10.
- All remaining costs will be borne by faculty at the meal.
October 28, 2014: Budget for speakers for area seminars
If the department budget permits, each area seminar (see Talks and Events calendar) may spend up to $500 for visiting speakers (honoraria, meals, travel). For academic year 2014-15, such speakers will be funded.
[ Chairly decree from Hayes, based on communication with former Chair Mahajan. This continues an existing department policy but makes it public. ]
October 20, 2014: Picking Colloquium Speakers
1. We hold a Town Hall.
2. We discard candidates for whom no Faculty Coordinator can be found.
3. We do the customary web-based voting.
October 20, 2014: Spending Department Money on Colloquia
1. Students (and faculty, for that matter) can be asked if they would like to drive speakers, but failing such volunteers we’ll pay for taxis. [Chair’s note: reimbursing students for mileage is fine.]
2. The Colloquium Committee is welcome to exercise judgment, perhaps splitting up the role of Faculty Host into separate roles of Housing-Provider and Introducer/Visit-Coordinator (= “Faculty Coordinator”).
3. The Colloquium Committee will ask if there are faculty willing to put up speakers in their homes, but, keeping their budget in consideration, they can also make use of hotels and the University Guest House.
June 8, 2012 (chair’s memo): Colloquium Food Policy
Here is the new Colloquium Food Policy that will be in place for 2012-13.
Lunch: The department will cater all post-colloquium lunches. The student colloquium committee will be responsible only for setting up the lunches and for cleaning up. They will not have to prepare any food or to incur any out of pocket expenses in connection with the lunches.
Dinner: The student deductible for the dinners will be $10 and the faculty deductible will be $20. Please use modestly priced restaurants with an average bill around $25. The dinner party, including the speaker and the faculty host, should be 7 people. No reimbursement for alcohol (except for the speaker). Please limit the reimbursement you request from the department to $150 or less for each dinner. Our budget planning for the colloquium expenses is based on these calculations.[ see new regulation above, at Nov. 14, 2014 ]
October 3, 2008: Conference Room Policy
“Regularly scheduled instruction will not be held in the Conference Room. Exceptions to this policy will be made, by the Chair, only on an emergency basis.”
Repealed by vote of April 15, 2016. Current policy is to sign up with the Department Coordinator for room use.
February 22, 2002: Use of Syntax and Semantics Lounge
“The faculty and the student representative agreed that the Syntax and Semantics lounge (3103C Campbell) will not be used for regularly scheduled meetings (classes, seminars, weekly consultant sessions etc.). Furthermore, the lounge will not be used for any formal meetings between 12-2pm and 4-6pm so that the students/faculty/visitors can have lunch/afternoon tea in this room.”
Repealed by vote of April 15, 2016. Current policy is that the Conference Room and Syntax-Semantics lounge will continue to be booked by the Department Coordinator. The other rooms will be used at the discretion of their associated faculty.
December 14, 2000: Mailing for Graduate Students
(policy adopted by chair)
“Grad students can use ordinary dept mail for job applications and conference submissions. The department however will not pay for express mail (or any variant thereof).”
[see however the exceptional case dealt with above]
October 10, 1992: Unsolicited FAX messages
“Members of the department were urged to tell their colleagues not to send large items to the departmental FAX number. For unsolicited items of any consequence, the Department will return a one page “request” that items not be sent by FAX without prior agreement of the recipient. For very large items, the Department will try to collect from the sender at 25 cents per page.”
Sept. 27, 1991: Phone Use
“There has been an informal departmental policy of covering faculty phone bills up to about $40, with faculty expected to reimburse the Department above this amount, either through recharging to grant accounts or personally paying. It was decided to continue with the current informal policy.”
February 2, 1990: Colloquium and Faculty Meeting Scheduling
“There was a consensus that a Friday morning schedule with 1 1/2 hours allotted for faculty meetings and 1 1/2 for a Colloquium would be preferable to [the previous] arrangment … It was left to the Chair to decide on the exact time configuration, with two 1 1/2 hours slots for faculty meeting followed by Colloquia in the time frame between 9:00 AM and 12:30 PM.” [Note 12/11/09: this was not implemented; both faculty meetings and colloquia continue to have 2 hour slots.]
November 8, 1989: Student Membership on Colloquium Committee
“The faculty voted to recommend to the G[raduate] L[inguistics] C[ircle] that it consider forming a Colloquium Committee, which would include the department Chair as faculty representative but would be the decision making unit within the department in terms of choice of speakers and dispensation of funds allocated for guest speakers.” [11/17/89: the GLC did indeed vote to establish such a committee.] [Chair’s note Oct. 2014: see new regulation above, which reestablishes a speaker-selection process.]
Budget Guidelines to Chair
October 25, 2013: Budget Conference Money
The Chair is advised to put all funding for department-sponsored conferences to an email vote.
October 25, 2013: Backing up larger Senate Grant Applications
Subject to budget, the Chair will provide backup funding for certain Academic Senate grant applications. Specifically, the amount applied for must exceed what is needed to support a graduate student for a quarter (2013: approximately $6000). The backup amount will be whatever is needed to augment the Senate award (if any) to the target of $1000. The spending categories are limited to those applicable to Senate grants.
January 6, 2014: Incentivizing other grant applications
The department voted an incentivization policy. The policy is rather complex and may be consulted by reading the Faculty Meeting Minutes of this date; supplied by Chair on request.