|Academic Senate ByLaws|
A. CONSULTATIVE PROCEDURES
1.Consultative procedures to be used by the Academic Senate must guarantee full participation by the faculty in the formulation of policies and procedures affecting academic governance. 2.The consultative process must provide adequate time for collection and dissemination of information, discussion, and formulation of recommendations. 3.Recommendations from the Senate shall normally be submitted to the President. Actions taken by the President in response shall be reported to the Senate. 4.In accordance with procedures specified for particular committees in these Bylaws, committees recommendations shall be reported to the Senate. 5.Any appointee of the Executive Committee, or of the Chair of the Academic Senate, to any committee not specified in these Bylaws, shall report from such a committee to the Academic Senate or to one of its committees. 6.Any senate member who believes that consultative procedures on any recommendation of the Senate have not been adequate, may submit evidence in writing to the Executive Committee of the Senate in support of this belief and request an investigation. The Executive Committee will make a determination as to the merit of the written evidence and then assign this matter to an appropriate committee for investigation. The committee may then make recommendations for improvement of these consultative procedures to the Academic Senate. B. DEFINITIONS
When there is a change in the title of an individual listed as an ex officio member of an Academic Senate committee, without any substantial changes in the duties of this individual, this title shall be changed in the Bylaws as an editorial change and need not go through the normal procedures for amending bylaws. 2.Faculty Electorate
The faculty electorate is composed of all full-time and part-time faculty members holding rank and occupying positions in academic departments/teaching areas in the University, and the University staff holding the title of Professor, Associate Professor etc as defined in Section II, part A.1. Within the academic department, these faculty members and staff shall constitute a department faculty electorate. 3.Temporary Vacancy
A vacancy caused by illness, death, resignation, retirement, sabbatical leave, jury duty, temporary administrative appoint or other compelling reason which will last generally less than one semester.
II. MEMBERSHIP OF THE ACADEMIC SENATE
Elected members shall be full-time or part-time faculty members who have been nominated and elected in accordance with Section III of these Bylaws. Adjunct faculty and temporary instructors paid on hourly rate are not eligible to vote and to be elected. Elected members shall be voting members. Any University staff, whether full-time or part-time, (i) holding the title of Professor, Associate Professor, Assistant Professor, Instructor or Lecturer, and (ii) holders of such professional and administrative staff positions as Director, Associate Director or Assistant Director of the Library, IAB, BPCRC and CSMSB is also considered as a member of the Faculty Electorate, and therefore has the right to vote and to be elected as a member or an officer of the Senate. 2.Ex-Officio Members
Ex officio members shall be not qualified for election as officers of the Senate and shall be nonvoting as specified in Article II Section 1 of the Constitution. The President of the University, the Dean of Academic Affairs, the Dean of Student Life and the ex-chairmen of the Senate are ex-officio members of the Senate. 3.Representative of Students, Emeritus faculty and alumni
Representatives of students, emeritus faculty and alumni have the right to vote, but are not qualified to be elected as officers of the Senate.
B. TERMS OF OFFICE
The elected term of office shall be two years, starting from September 01 of the election year.. There is no limitation of the number of term a senate member can serve. A senate member appointed to fill a temporary vacancy for an elected position shall serve until the completion of that term or until the senate member being temporarily replaced returns, whichever occurs first. The student representatives have office term of one year, but can serve more than one term. The emeritus faculty representative and the alumni representative have a three-year term and can serve more than one term.
When a senate member must miss Senate meetings over an extended period of time (two or three consecutive meetings), the senate member must notify the Senate Chair or the Chair of his/her department of the planned absences. The department chair will nominate a substitute, who is eligible for election to the Senate, from the senate member's department. Substitutes shall be counted in the determination of a quorum and shall have voting rights. The department chair will transmit, in writing, the name of the substitute and the dates that substitute will be in attendance at Academic Senate meetings to the Academic Senate office.
When there is vacancy of a faculty representative, the replacement will proceeded in accordance with Article IV, Section 4 of the Constitution.
When a senate member must miss a Senate meeting or a portion of a meeting, the senate member may select a member of her/his department who is eligible for election to the Senate or another senate member from his/her department to serve as proxy. The senate member shall transmit in writing the name of the person to serve as proxy to the Academic Senate office. Proxies shall be counted in the determination of a quorum and will have the same right to vote as the senate member who is absent.
F. AUTOMATIC RESIGNATIONS
Any senate member missing more than two consecutive Senate meetings without a substitute or proxy shall be automatically resigned from the Senate at its regular meeting and shall be reinstated if an appeal for reinstatement is upheld by the Executive Committee of the Academic Senate.
III. ELECTION PROCEDURES
Elections shall be held for membership from the faculty electorate to the Academic Senate and Senate office. Representation of the ex-officio members, the representatives of students, the emeritus faculty and alumni is made in a special way.
A. GENERAL PROCEDURES
Balloting shall be by the "double envelope systems (outside envelope signed, inside envelope sealed and containing the voted ballot) which insures that only eligible persons will vote and ballots will remain secret.
1.Election schedule will be announced in a timely fashion to facilitate maximum faculty participation.
2.Faculty representatives to the Senate shall be nominated by a petition signed by at least two members of the department faculty electorate of the related department. Officer to the Senate Office shall be nominated by a petition signed by at least any two faculty members of the university faculty electorate. The candidate shall indicate by his/her signature on the petition his/her willingness to serve if elected.
3.Voter and candidate eligibility shall be certified.
4.The Executive Committee will rule on questions as they arise and serve as an appeals body to rule on any allegations of irregularities in the nomination and election process.
5.Faculty member to the Senate will be elected by the voting members of the department where he/she is serving. Officers to the Senate office will be elected by the university faculty electorate.
6.Votes will be publicly tallied at an announced time and place and results of the election will be published.
7.Ballots will be counted only if they are properly signed and received by the announced closing date. Ballots will be retained for ten working days.
8.Those candidates who receive the highest number of votes shall be declared elected.
B. ELECTION CALENDAR
1.During the first week of spring semester preceding the termination of the current term of office, the Academic Senate office shall solicit nominations to fill vacancies of officers and faculty members to the Senate for the next term. At the same time, each department chair shall be notified, in writing, of such vacancies. By the end of January, each department chair shall notify the Senate office, in writing, of any discrepancies in the number of vacancies in its constituency. Accepted nominations shall include a signed statement of intent to serve from the candidate. Eligibility to serve shall be determined for each department.
2.Election of senate members shall be conducted during the last week of March. Any runoff elections, if needed, shall be conducted the week following the conclusion of the election.
3.At the first Senate meeting after the conclusion of the election, the names of all nominees, the dates of the elections (including a runoff, if necessary), and the time and place at which ballots will be counted shall be reported. Election results shall be announced by direct or electronic mail to all departments and again at the first Senate meeting following the elections.
C. Ex-Officio Members, Students Representatives, Emeritus & Alumni Representatives
1.The ex-officio members include the President of the University, the Dean of Academic Affairs and the Director of Student Life or their designees.
2.The ex-chairmen at their will can serve in the Senate also as an ex officio member.
3.Representatives of students in the Senate include: the President of the Student Association and three students, who are currently enrolled in the University as a full-time students, have attended the University at least in the last consecutive three semesters, have a GPA of not less than 2.5 and have been elected by the students.
4.Representatives of the emeritus faculty and alumni will be elected by their colleagues at least three months before the terms of the current representatives end. List of emeritus faculty and that of alumni should be completed accordingly by the Senate, then mailed to each individual voter with relevant voting materials and a prepaid return envelop. Each group will have one representative in the Senate.
D. ELECTION COMMITTEE
Except for the first election to the Senate, at the regular meeting at least six months before the current term of the Senate officers and voting faculty members terminates, an election committee shall be elected. Members of the committee shall be represented from all departments of the University. The responsibility of the Committee is to organize the elections of all positions to be filled in the Senate. All powers and responsibilities described above in Section III, A & B will be empowered to the Committee.
The chair shall conduct all meetings of the Academic Senate and shall serve as a representative of the Academic Senate upon call by the President of the University. The chair shall also transmit all official actions of the Academic Senate to the President of the University.
2. Vice chair
In the event of a permanent vacancy in the office of chair, the vice chair shall succeed to the office and a replacement vice chair shall be elected to complete the term of office. The vice chair shall serve in the capacity of the chair during her/his absence or upon the request of the chair. 3. Secretary
The secretary or designee shall record the minutes of all Senate and Executive Committee meetings and shall provide copies of these minutes to all senate members in the case of Senate meetings and to all Executive Committee members in the case of Executive Committee meetings. The secretary or designee shall provide written notices of meetings to the appropriate faculty and shall handle correspondence of the Academic Senate. The secretary or designee shall create three copies of the minutes of all meetings-- one for the chair, one to be passed to the library, and one to be filed in the Academic Senate office. The secretary shall have available at each Senate meeting a current file of the actions of the Senate and a copy of the Constitution and Bylaws.
Each officer shall be an elected member of the Senate. Every candidate for Senate office shall have at least one or more year to serve as an elected senate member, except in the first election of the office. A department is permitted to have only one officer to the Senate office in a term.
C. TERMS OF OFFICE
The Senate officers shall be elected for a two-year term, starting from September 01 of the election year and there is no limitation of the number of term a faculty can be elected for.
A. REGULAR MEETINGS
1.Regular meetings of the Academic Senate shall be held at least once a semester on the first Tuesday at 3:00pm of the first month of the semester, unless otherwise properly notified in advance.
2.The Executive Committee of the Academic Senate shall not schedule Academic Senate meetings: a. on an academic holiday; b. after the last regular day of classes during the semester; or c. during final examinations.
B. SPECIAL MEETINGS
Special meetings may be held on call by the Senate chair or by petition of 25% of the membership of the Academic Senate.
C. PARLIAMENTARY AUTHORITY
Except as otherwise specified in these Constitution and Bylaws, the latest edition of Robert's Rules of Order Newly Revised shall serve as the parliamentary authority for Senate and Senate committee meetings.
VI. EXECUTIVE COMMITTEE
The Executive Committee shall consist of the officers of the Senate, the President of the University, the Dean of Academic Affairs, and the President of the Student Association. A quorum shall consist of the three (3) of the elected members.
The Executive Committee shall be responsible for the following functions:
1.Setting the agenda for Academic Senate meetings.
2.Acting for the Academic Senate at such times as its members may not be available. In each such action, it shall distinguish whether it is expressing the position adopted by the Senate as a whole or of the Executive Committee alone.
3.Formulating policy proposals.
4.Acting as an ad hoc advisory committee to the President on his/her request, provided that in this capacity only the elected members of the committee shall sit. Normally, the President should seek the advice of the full Senate on issues of policy, rather than that of the Executive Committee or its elected members.
5.Directing studies to committees and receipt of reports therefrom for inclusion on the agenda.
6.Filling temporary vacancies in the membership of the Senate in accordance with Article IV, Section 5 of the Constitution.
7.Making nominations for a temporary vacancy for a senate member position. The Academic Senate shall elect a replacement to the position to be effective only until the next regular election date for members of the Senate or until the individual that vacated the position returns.
8.Approving nominations and/or appointments by the chair to other official committees.
9.Approving the election results.
The functional integrity of the Senate shall be maintained by the committee process. The committee structure shall include standing committees staffed by appointment or ex officio status, elected committees staffed by election, and ad hoc committees staffed either by appointment or election, as directed by the Senate.
Except as noted in the individual committee description, committees shall include at least one voting Faculty representative from each department. Ex officio representation may include Student representative, faculty emeritus, and other representation when deemed necessary by the Senate. Ex officio members shall be voting members unless otherwise specified in the individual committee description.
During Spring Semester, each department shall convene to nominate candidates from that department to fill committee vacancies occurring for the next academic year.
These nominations shall be taken to a meeting of the Executive Committee before the Summer regular meeting of the Senate. The Executive Committee shall appoint members to standing committee vacancies from these lists. Each appointed member shall serve a two-year term or for the remaining of the current two-year term, with a maximum appointment of four consecutive terms on one committee. No person shall be assigned concurrent membership on more than one standing committee except Executive Committee members who may serve on that committee and one other.
C. COMMITTEE CHAIRS
D. OPERATING PROCEDURES
G. MINORITY REPORTS
H. STANDING COMMITTEES
I. COMMITTEE DESCRIPTIONS of STANDING COMMITTEES
VIII. RECALL OF ELECTED REPRESENTATIVES
IX. AMENDMENTS OF THE BYLAWS