The University of Alabama in Huntsville Effective Date: 1999 Updated 11/99 Section Index: The Role of the Senate in the Governance System...................................................................................................... 1 Membership................................................................................................................................................................ 3 Officers and Staff of the Faculty Senate...................................................................................................................... 5 Senate Committees..................................................................................................................................................... 6 Senate Role Regarding University Committees............................................................................................................ 15 Meetings of the Senate and Attendance....................................................................................................................... 17 Submission of Business to the Senate........................................................................................................................... 18 Determination of the Agenda...................................................................................................................................... 19 Order of Business in Meetings of the Senate................................................................................................................ 20 Records of the Senate.................................................................................................................................................. 22 Miscellaneous Provisions............................................................................................................................................ 23 I. The Role of the Senate in the Governance System The basic structure of the UAH Faculty Senate, as well as its relationship to other UAH bodies, is set forth in the Governance System proposed on March 7, 1973, as adopted with amendments by the President of the University on April 3, 1973. These by-laws set forth the specific mechanisms by which the Senate carries out its task under the Governance System. The authority of the Senate derives from the Office of the President of the University and exists as a feature of the bond of mutual trust which serves as the basis for the general system of governance for the faculty, student body, and administration. The Faculty Senate is the permanent body representing the faculty for the formulation of university policy and procedures in matters pertaining to institutional purpose, general academic considerations, curricular matters, university resources, and faculty personnel (appointments, promotion, and tenure). All issues of university governance affecting the faculty at large should go before the full Faculty Senate before implementation. Senators are the voice of the faculty. Issues of the faculty at large may be presented to the Faculty Senate by: its own members and committees, the University Administration, the student governance body, faculty petition, the Graduate Council, the Staff Senate, and any other appropriate University body. The Provost and Vice President for Academic Affairs (subsequently named: Provost / VPAA) will serve as the primary point of contact and conduit of information between the Faculty Senate and the University Administration. It is expected that the Faculty Senate will also enjoy direct and open communication with all other officers of the University, including the President. It is expected that most recommendations of the Faculty Senate will be sent directly to the Provost / VPAA for further action by the University administration. The Senate reserves the right to communicate with and submit recommendations to any university official or committee it deems appropriate, including the President of the University. The Senate expects a timely response to its actions. When recommendations from the Faculty Senate require the review and / or approval of other university personnel or bodies (e.g., VP's, Council of Deans), the Senate expects to be given suitable opportunity to provide its own representatives to meet with these persons or bodies to discuss the Senate's recommendations and to respond to any concerns, questions, or suggestions regarding the recommendations. The Faculty Senate may at its option delegate initial review of matters to committees of the Faculty Senate. Such committees are subordinate to the Senate. At its option, the Faculty Senate may create such committees as are necessary to facilitate its work. The Senate is self- regulating with respect to its structure and purposes, responding to changes within the University in a manner which it finds appropriate. An annual review of the governance system will be a function of the Senate. The Faculty Senate will participate in the selection of academic administrators and in alterations of the academic administrative structure as well as be notified of proposed changes (in a timely manner) in all other university governance structures (including changes in position). II. Membership. The Provost/VPAA will be, ex officio, a non-voting member of the Senate. Any tenured, tenure-earning, clinical faculty, or research faculty member, including department chairs, will be eligible to be elected to membership in the Senate; administrators above the level of department chairs are not eligible to serve. Distribution.l. Each of the units: College of Arts, Humanities, and Social Sciences; College of Science; College of Engineering; College of Administrative Science; College of Nursing and the Librarywill have a number of members in the Senate which will assure that the unit has one member for each seven tenured, tenure-earning, clinical, or research faculty members, or major fraction thereof. Units will not have representation until they have at least four tenured, tenure-earning, clinical or research faculty members.2. Each unit named in (1) which has formally recognized departments will elect its senators as follows: within the unit each formally recognized department will elect one member of the Senate for each seven tenured, tenure-earning, research or clinical faculty in the department, or major fraction thereof. Elections will be by the tenured, tenure-earning, research and clinical faculty of each department. If necessary, all tenured, tenure-earning, research or clinical faculty will then elect sufficient at-large members to bring the total unit membership (including departmental selections) up to the number required to achieve the 1:7 ratio.3. Units named in (1) which have no formally recognized departments will elect one senator for each seven tenured, tenure-earning, research or clinical faculty in the unit, or major fraction thereof. Elections will be by the tenured, tenure-earning, clinical and research faculty of the unit.4. At the start of the academic year, the secretarial staff of the Senate will determine the number of members to which each unit and department is entitled. In the event that any unit or department is entitled to additional members, they will be elected immediately and the Senate will determine by lot whether the term of office will be until the end of the first or second following year. In the event that any department or unit suffers a decrease in the seats to which it is entitled, the terms of the requisite number of senators from that department or unit, beginning with the senator with the shortest service in the Senate and proceeding in order of length of service, shall end immediately. Length of Term:Members of the Senate shall be elected by the faculty in each department by March 1 of each year for service beginning on the first day of the coming academic year. The term of office will be two years with provisions for staggered terms. All tenured, tenure-earning, clinical and research faculty of an electoral unit shall be eligible to vote in the election of senators, and the vote shall be taken by secret ballot with absentee balloting procedures available to eligible electors who cannot be present at the time of election. Vacancies in the representation of any department or unit shall be filled as soon as practical by the department or unit by election. If a member of the Faculty Senate is absent without proxy for three consecutive and regularly scheduled meetings, the president of the Faculty Senate may declare that member's place vacant and direct the secretarial staff to notify the appropriate dean, department chair, or director of the vacancy. The vacancy will then be filled through the procedures described in paragraph E above. The attendance records used as the basis for this procedure shall be those kept by the secretarial staff of the Faculty Senate. III. Officers and Staff of the Faculty Senate Officers of the Senate: The officers of the Faculty Senate are the president, president-elect, and ombudsperson. Officers of the Senate must be members of the Faculty Senate during their term of office. Term: Term of office for the president and the president-elect and the ombudsperson will be one year beginning on the first day of the Fall semester of each year. The president-elect will assume the office of Senate president at the end of the president's term of office. Election of Officers: In the spring of each year, the Senate Governance Committee will nominate from the Senate membership (new and old) candidate(s) for president-elect and ombudsperson. The names of these candidates will go to all tenured, tenure earning, research and clinical faculty of the university for election. This election will be conducted by the Senate Governance Committee before the end of the spring semester. As the president and president-elect serves the entire faculty, the department/unit from which the president/president-elect is selected will elect another senator to represent the department/unit during the officer's term of office. The president of the Faculty Senate presides at meetings of the Senate, serves as the official spokesperson for the Senate to the University community, and performs such other duties as are customarily performed by presidents of similar bodies or as the Senate may direct. The president also serves as chair of the Senate Executive Committee. The president will also be the faculty representative to the University of Alabama Board of Trustees, the UAH Executive Administrative Council, and the ACCUFP. It is expected that the Provost / VPAA will provide the president of the Faculty Senate release time from one course for each semester of service The president-elect of the Faculty Senate performs the duties of the president when the latter is absent or unable to serve. In addition, the president-elect would serve as the recorder for the Senate and the Executive Committee: receiving resolutions from committees or members, setting agendas for meetings, reviewing and managing the correspondence of the Senate. Secretarial support is provided by the Provost, however it is the duty of the president-elect to review all minutes and maintain all records of actions on resolutions. The president-elect also is the Senate representative to the Campus Priorities and Planning Committee and to attend ACCUFP meetings. It is expected that the Provost/VPAA will provide the president-elect of the Faculty Senate release time from one course for each semester of service. The Faculty ombudsperson shall report to the Senate president during regular meetings at the time of committee reports. The ombudsperson shall promptly record and acknowledge receipt of written requests from faculty, exhaust all possible means of satisfying them, and report the outcome to the petitioner, maintaining confidentiality where reasonably desired. The ombudsperson shall attend all Executive meetings. The parliamentarian of the Faculty Senate shall be appointed by the president from among the members of the Senate learned in parliamentary law. He/she serves at the pleasure of the president and advises the president and Senators on parliamentary procedure. The parliamentarian shall be appointed on an annual basis. If, at any regularly scheduled or called meeting of the Faculty Senate, both the president and president-elect are absent, any member may call the meeting to order and the Senate shall immediately elect a president pro tem from among the members present to preside until the arrival of the president or president-elect or the adjournment of the meeting, whichever occurs first Recall of the president or the president-elect can occur at any time on the following manner: a petition from 1/3 of the sitting senators requesting recall will go to the Provost/VPAA who will then call for a vote of the entire senate. A majority vote of the entire senate is required to recall an officer. In the event of recall the Senate Governance Committee will institute a university wide election to replace the removed officer. In the interim, the other presidential officer will serve, or continue to serve as president. In the case of either president or president-elect becoming unable to serve, the above procedure will be followed. The president, with the advice and consent of the Senate, shall appoint an ombudsperson should this position become vacant. The Office of the Provost/VPAA is obligated under the Governance System to provide all necessary secretarial support and does so in consultation with the president and president-elect of the Senate. Past-President. The immediate past-president of the Faculty Senate shall be considered a non-voting member of the Executive Committee; to be included in all meetings and deliberations of same, and is permitted the honorary title of Faculty Senate Past-President during the year following his or her Presidency. IV. Senate Committees The Standing Committees of the Faculty Senate are: 1. The Executive Committee 2. The Governance and Senate Operations Committee 3. The Senate Personnel Committee 4. The Senate Undergraduate Curriculum Committee 5. The Faculty Finance and Resources Committee 6. The Senate Undergraduate Scholastic Affairs Committee 7. The Senate Faculty and Student Development Committee The members of the Standing Committees are senators and are elected by the Senate. Each senator shall serve on at least one committee. Units with few senate members may find their senator serving on more than one committee when the bylaws of the senate calls for representative membership by unit. These senators may name a permanent proxy from their unit to serve on this committee for the year. This proxy will have the same eligibility requirements as a regular senator. Recommendations for addition, deletion, or change of the standing committees of the Senate will be a part of the annual Senate review of the governance system. The Senate will determine the mechanism for and the extent of student/staff/administration participation on Senate committees. Members of the Senate committees shall serve one year terms, unless the resolution creating the committee specifies a shorter term. Minimum attendance requirements of committee members will be determined by each committee at the first meeting of the Senate year. The elected chair of a committee may request of the Senate president the replacement of any committee member when minimum attendance requirements are not met. The replacement of a committee member will not be in violation of Senate by-laws or required composition of any committee. Committees shall elect a chair for the coming academic year from among their membership on the last Senate meeting of the academic year. Standing committee chairs serve on the Senate Executive Committee. In case of vacancies on Senate committees or in case of a necessity to appoint a new committee member, the president shall appoint the new committee member provided that the Senate consents by a majority vote of those voting and provided that a least one day's advance notice of the appointment shall have been provided to the senators. If the president's nominee is rejected by the Senate, the Senate shall proceed to the election of the new committee member. Standing Committees:EXECUTIVE COMMITTEECharge:1. Receive all resolutions from the president-elect and conduct the first reading of a bill.2. Prepare the agenda for Senate meetings. (See VIII, IX.B,C)3. Construct and distribute a tentative calendar for regular Senate meetings for the year.4. Coordinate activities of Senate committees.5. Disseminate Senate business to appropriate committees.6. Advise and consult with the Senate president on those matters requiring attention during periods in which the full Senate cannot be called into regular session.7. Meet before the academic year begins to smooth the transition between the old and the new Executive Committees.Membership:1. The Faculty Senate president, president-elect, ombudsperson, parliamentarian, past-president, and chairs of all standing committees shall comprise the membership.� The Provost/VPAA shall be ex-officio non-voting.2. The Senate president shall call and chair the meetings.3. A quorum shall consist of one officer and three committee chairs.GOVERNANCE AND SENATE OPERATIONS COMMITTEECharge:1. Review annually the Senate bylaws and prepare recommendations (resolutions) for revisions of and addition to the bylaws.2. Serve as a nominating committee (to the Senate) for faculty membership on all Senate committees and Senate offices.3. Conduct Senate elections. That includes obtaining members' names, preparing ballots, requesting candidates for chairs of committees, etc. Preparations of all election material (both university and Senate) should be completed prior to the last Senate meeting of the Spring semester.4. Conduct faculty elections to University Committees. That includes screening candidates to appear on ballots following rules applicable to the individual committees. See also (6) below. Requests for membership from faculty to university committees should be collected by April 1 and ballots prepared for the election meeting of the Senate. A Senator may need to be placed ex-officio on a University committee if there is no other Senate representation on that committee.5. Designate a senator to act as liaison with each university committee. This senator would be ex-officio unless he/she were elected by the Senate as the faculty member to that committee.6. Maintain an updated roster of all Senate and university committees and distribute to all faculty in the university.7. Conduct an annual review of the governance system of the university and make recommendations for needed change.Membership:An elected senator from each college in the university including a representative from the Library.SENATE PERSONNEL COMMITTEECharge:The Faculty Senate Personnel Committee shall be responsible for monitoring the quality of the academic and professional environment relative to its impact on faculty at The University of Alabama in Huntsville. Specifically, the committee shall: 1. Monitor policies and procedures for faculty appointments, promotions, award of tenure, sabbatical and other leaves, retirements, terminations due to financial exigency and discontinuation of an educational program, faculty evaluations, and salary adjustments. 2. Monitor the contents of the UAH Faculty Handbook through annual review, updating and editing.This committee shall also be responsible for collecting and disseminating information pertaining to faculty personnel policies and procedures. Specifically, the chairperson of this committee will deliver a report to the Senate on matters under its jurisdiction.This committee shall be responsible for recommending modifications or changes in all personnel policies.Membership:Membership shall consist of one elected senator from each college in the university and the Library and one ex-officio member designated by the Provost/VPAA.SENATE UNDERGRADUATE CURRICULUM COMMITTEECharge:The Faculty Senate Undergraduate Curriculum Committee shall be responsible for monitoring the quality of curriculum at the University of Alabama in Huntsville. Specifically, the committee: 1. Shall serve in an advisory capacity to the Provost/VPAA in matters related to curriculum planning, development, change, and evaluation. 2. May initiate and shall review any proposed changes affecting programs, basic degree requirements, and the creation or elimination of academic programs.This committee shall also be responsible for collecting and disseminating information pertaining to the planning, development, change, or evaluation of any academic program. Specifically, the chairperson of this committee shall deliver a detailed report, including recommended changes, to the Senate during the academic year that will include the following information: 1. The status of all degree programs. 2. The status of any plans to change or add to existing degree programs. 3. The status of any academic programs being planned, including, but not limited to any new degree programs, departments, majors, minors, and degree/program options. 4. The status of any new or proposed courses within existing curricula. 5. The status of any contemplated or recommended eliminations of existing academic programs, including degree and nondegree programs and departments.This committee shall be responsible for recommending modifications or changes in all curricular policies.MembershipMembership shall consist of one elected senator from each college in the university, one elected representative from the Library, and one ex-officio non-voting representative from the Curriculum Committee from each college and the Office of Admissions and Records. The committee may request additional resource personnel (e.g., deans, registrar, directors, etc.) according to proposals being considered.FACULTY FINANCE AND RESOURCES COMMITTEECharge:The Senate Faculty Finance and Resources Committee shall review, assess, and make recommendations concerning: 1. The mission, goals, role, and scope of the university. 2. The objectives and plans of the major budget units. 3. The information base and planning procedures utilized in budget preparation. 4. The annual budget request and annual operating budget. 5. Campus planning and allocations of space and funding. 6. Faculty research priorities, funds, and projects.This committee shall also be responsible for recommending modifications or changes in all matters under its consideration. The Committee also shall be responsible for collecting and disseminating information pertaining to the acquisition, availability, and apportionment of university resources among faculty. The Senate will be represented on the Priorities and Resources Advisory Committee by the chair of the Senate Faculty Finance and Resources Committee, one other member elected by this committee, as well as the Senate president-elect.Membership:Membership shall consist of at least one senator from each college, one from the Library, one member from the Employee Benefits Committee. The Vice President for Administration will serve as resource to this Committee.UNDERGRADUATE SCHOLASTIC AFFAIRS COMMITTEECharge:The Senate Undergraduate Scholastic Affairs Committee shall monitor the quality of the academic environment relative to its impact on undergraduate students. Specifically, the committee shall: 1. Monitor policies and procedures for all admissions, withdrawals, scholastic probation, grading systems, academic good standing, and any other scholastic issue determined by the committee as relevant to student academic quality. 2. Hear appeals for undergraduate admission and readmission. 3. Review any proposed changes in the academic criteria for awarding any scholarship/financial aid.This committee shall also be responsible for collecting and disseminating information relative to the development, change or evaluation of procedures or standards for admission, progression, and/or graduation. Specifically the chairperson of this committee will deliver a report to the Senate during the academic year that will include the following information: 1. The status of standards and procedures for admission, progression, and graduation. 2. The status of academic criteria for the awarding of all scholarships and other forms of financial aid at UAH.This committee shall be responsible for recommending modifications or changes in all policies relative to its jurisdiction.Membership:At least one senator from each of the undergraduate colleges and the Library shall be elected to serve on this committee. The Provost or the Provost's designated representative will be an ex-officio member. The committee may designate other ex-officio members depending upon the issues/policies being considered.SENATE FACULTY AND STUDENT DEVELOPMENT COMMITTEECharge:The Senate Faculty and Student Development Committee shall review, access, and make recommendations concerning issues related to: 1. Student retention 2. Faculty retention 3. Academic Integrity 4. Faculty orientation/mentoring programs 5. Research development and support 6. Teaching development and support 7. Student policies affecting faculty 8. Sabbatical and other faculty development opportunities 9. Faculty support servicesThis Committee shall be responsible for recommending modifications or changes in all matters under its consideration.Membership:Membership shall consist of at least one senator from each college and the Library. The Provost and the Vice President for Student Affairs will serve as resources to this Committee. V. Senate Role Regarding University Committees. University Standing Committees. University standing committees consist of members of the faculty and members of administration/staff. Unless otherwise stated, faculty members shall be selected by (but not necessarily from) the Faculty Senate and shall at least equal in number administration/staff representation on each committee. All ex-officio members shall be clarified and designated. Ex-officio members shall not vote, except for those ex-officio members who are committee chairpersons who may vote only to break ties. In cases where this ex-officio member serves as chairperson, members of the committee shall select a faculty member to serve as co-chairperson. If the ex-officio member calls a meeting but cannot attend, then the co-chair will preside. When faculty representatives on the committee do not happen to include a Faculty Senator, then a Senator should be placed (ex-officio) on the University committee as a reporting senator to the Faculty Senate. Where Faculty Senate Committees and University Committees share common purposes, functions, or charges, members of the Faculty Senate Committees shall be voting members of corresponding University Committees. Where required by the nature of the committee's function, the university committee structure shall reflect unit representation, including the Library. University committees shall meet at least once a semester. Any member of the committee may call a meeting. Committees will issue a written report to their administrative liaison and to the Faculty Senate Executive Committee each semester, after meeting. The terms of membership shall be for two years unless otherwise noted with arrangements made for staggered terms. The details of procedures are issues which will be determined by each committee. University committees for which a faculty election is conducted by the Senate:1. Faculty Appeals - five faculty elected by the general faculty each year to serve two-year staggered terms.2. Employee Benefits - three faculty members elected by the Senate; three-year staggered terms.3. Intercollegiate Athletics Committee - three faculty elected by the Senate to serve two-year staggered terms.4. Library Committee - One faculty member from each college and the School of Graduate Studies elected by the Senate to serve a two-year staggered term.5. Campus Planning Committee - six faculty members elected by the Faculty Senate to serve a two-year staggered term, at least one of the six elected faculty members will be a member of the Faculty Senate during the forthcoming academic year and will report to the Faculty Senate on the activities of the University Campus Planning Committee.6. Information Services Users Advisory Committee - one faculty member from each of the colleges and the Library elected by the Senate to serve two-year staggered terms.7. Patents & Copyrights Committee - three faculty members elected by the Faculty Senate from the Colleges of Administrative Science, Arts, Humanities, and Social Sciences, and Nursing; and three faculty members elected by the Faculty Senate from the College of Engineering and Science; one faculty member elected by the Faculty Senate from the Library to serve three year staggered terms.8. Radiation Committee - three faculty members elected by the Senate to serve two-year staggered terms.9. Financial Aid Committee - three faculty members elected by the Senate to serve two-year staggered terms.10. Publications Board - two faculty members elected by the Senate to serve two-year staggered terms.11. Student Affairs Advisory Board - three faculty elected by the Senate to serve two-year staggered terms.12. University Judicial Board - one faculty member from each of the colleges elected by the Senate to serve two-year staggered terms.13. Commencement -one faculty member from each college, elected by the Senate to serve two-year staggered terms.14. Student Life Allocations - two faculty elected by the Senate to serve two-year terms. VI. Meetings of the Senate and Attendance The incoming Senate Executive Committee will determine the regular meeting schedule of the Faculty Senate for the academic year before the start of the fall semester. The incoming Executive Committee will have this schedule (containing the dates, times, and locations of the regular Senate meetings) prepared and distributed to all faculty Senators, as well as to the President's Office, the Provost's Office, all college deans and departmental chairs, at the beginning of the Fall semester.The full Faculty Senate will normally meet for regular business on every third Thursday during the Fall and Spring semesters. The starting time of the meetings will normally be 12:30 PM. Each meeting will last up to (90) ninety minutes, unless the Senate extends the duration of the particular meeting for a specified length of time by a 2/3 vote. The Executive Committee normally meets on the Thursday preceding the meeting of the full Senate and Senate Committees normally meet on the Thursday following the meeting of the full Senate. The starting time of the Committee meetings will normally be 12:30 p.m.Summer meetings may be called by the president (or president-elect in the president's absence) under the conditions specified in the Senate By-Laws VI.C. Such regularly scheduled meetings may be canceled by the president if no items are on the agenda seven days prior to the meeting. Unless notified of a cancellation, senators are obligated to attend scheduled meetings without specific notice. The president may call special meetings if the business of the Senate requires it. Special meetings may also be called at the written request of one-fifth of all senators. Such meetings shall be scheduled at times that will ensure maximum attendance. All senators must receive notice of such meetings two days in advance. To ensure full representation of the University's faculty, the use of proxies shall be strictly regulated. Any senator unable to attend either a regular Senate meeting or a Senate committee meeting may send a substitute with a written proxy. This substitute must be from the senator's department, except as noted below (or, in the case of an at- large senator, his college) and no substitute may have more than one proxy.Any senator experiencing a partial conflict between Senate meetings and scheduled classes shall be allowed to give his or her proxy to another senator, subject to the following provisions: 1) the senator must make the conflict known to the Senate president no later than the Senate meeting immediately preceding the first meeting during which such a conflict will occur, and must be able to present satisfactory proof of the conflict to the president upon demand; 2) the proxy will become effective at the beginning of each academic semester, and shall also include a record to proxies for each meeting showing the names of both the giver and holder of each proxy. It shall be the responsibility of the Senate president to inform every affected department of the proxy eligibility of their chosen senators at the beginning of each academic semester. A quorum for any meeting shall be a majority of the votes (whether represented by senators or their proxies) that are entitled to be cast. Senate meetings are always open to the University community. Visitors to the Senate may take part in discussion at the discretion of the president. The first meeting of the Faculty Senate in the Spring semester shall be known as the Annual Meeting. The President of the Faculty Senate after consultation with the Senate shall invite any appropriate persons from the chancellor's office and from the central administration at UAH to speak to the Senate at its Annual Meeting on matters directly related to planning for the coming academic year as well as to planning of longer range. VII. Submission of Business to the Senate Business may be submitted for consideration at plenary meetings of the Senate by senators, Senate committees, and those parts of the University community empowered to do so by the Governance System. All business shall be submitted in the form of resolutions which state clearly and in detail all actions to be taken and the agencies intended to take these actions. Items which do no conform to this format shall be returned to their originators. Senate committees shall submit written reports of actions taken, and shall submit their recommendations, if any, in the form of resolutions. All resolutions shall be submitted in writing to the president-elect of the Senate. The president-elect shall number all new resolutions in order of receipt, and shall identify by proper notations amended or substitute resolutions reported by committees. The president-elect shall list all resolutions as received. Seven days before each meeting of the Senate the list shall be closed and transmitted to the Executive Committee. Copies of all resolutions newly added to the list shall be sent by the secretarial staff to each senator. VIII. Determination of the Agenda All resolutions submitted to the president-elect and listed by him/her for the Senate Executive Committee, whether newly received or reported by committee, shall be considered by the Executive Committee and either referred to a committee of the Faculty Senate or placed on the agenda for Second Reading in such order as they may deem appropriate. The Senate Executive Committee shall report its actions to the president-elect, and the president-elect shall transmit a list of all resolutions acted on and the action taken to the senators, as well as lists of resolutions on the agendas for Second and Third Readings. The Senate may, by a majority vote, direct the Senate Executive Committee to place on the Agenda at Second Reading at the next meeting any resolution referred to the committee. If at any time the Senate Executive Committee finds no items ready to be considered at a meeting, it shall certify this fact to the president. IX. Order of Business in Meetings of the Senate No resolution shall be passed by the Senate unless read three distinct times. Action by the Senate Executive Committee or emergency introduction shall constitute the first reading. The second and third readings shall occur on the floor of the Senate, and shall be on distinct days, unless the Senate shall determine by a two-thirds vote, following the second reading of a resolution, to move directly to a third reading of the resolution. If any item shall receive a unanimous vote on Second Reading, the presiding officer may rule, if there is no objection from the floor, that it has been immediately and automatically adopted at Third Reading. The Senate Executive Committee shall place items on the Agenda for Second Reading. During the consideration of an item on the floor at second reading, it shall be in order to move that the item pass to third reading and if a majority vote in favor, the item shall be automatically placed at the foot of the Agenda for Third Reading. The preferred order of business in meetings of the Senate should be: 1. Correction and adoption of the Journal for the previous meeting; 2. Report by the Provost/VPAA on administrative responses to Faculty Senate recommendations; 3. Elections, reports of committees, and general discussion; 4. Business on the Agenda for Third Reading; 5. Business on the Agenda for Second Reading.Items 1, 2, and 3 should be limited to a combined duration of thirty (30) minutes. At the discretion of the Senate, the Provost/VPAA may be requested to submit a report in writing for inclusion in the permanent records of the Senate when the substance of the report shall make this desirable. Such a request may be made by motion after the oral report, and shall be voted on by the Senate without debate. Following adoption of the Journal, the report of the Provost/VPAA, and general business, the president shall read the agenda item by item, beginning with the first resolution on the Agenda for Third Reading. The item read shall then be on the floor for consideration, but a motion to pass over without prejudice shall be in order immediately following the main motion for passage to the next stage. Following the passing over of consideration of a resolution, the procedure shall be repeated for the second resolution on the agenda, and so on. When the Agenda for Third Reading has been read once, the procedure shall be repeated for the Agenda for Second Reading. Items remaining on the agenda at adjournment (including resolutions passed over) carry over to the next meeting in the same order. At any time during agenda business when there is no other motion on the floor, a senator may move that the Senate proceed immediately to emergency floor consideration of a resolution not on the agenda nor before committee. This motion is in order only if the proponent of the motion has on hand copies of the resolution for all senators plus two file copies. The motion may be debated for five (5) minutes and requires a two-thirds vote of those present for adoption. Any senator wishing, by emergency action, to bring a new (unpublished) matter before the Senate for action, and to move it through all readings on the same day, must present ample evidence of the urgency of the matter, of the need for immediate action, and of the likelihood that delay would seriously impair the effectiveness of the Senate's response. If the Senate shall adjourn while considering a resolution, that resolution is considered before the call of the agenda at the next meeting. Prior to the call of the agenda, motions to take from the table resolutions tabled at earlier meetings are in order. When a Senate resolution is passed at third reading, the president-elect of the Senate will forward the resolution to the Provost. The Provost may seek the advice of University Counsel or other groups appropriate to the content of the resolution before forwarding the resolutions to the President of the University. The President of the University will either approve the resolution, suggest changes or decline to approve the resolution. In any case the University President will present the decision to the Senate Executive Committee at their next meeting following the decision. If there are suggested changes, the Executive Committee will place the resolution on the agenda of the next Senate meeting at third reading. It is the responsibility of the Office of the Provost to apprise the Senate president at every Executive Committee meeting of the progress of resolutions; the Senate president will then inform the senators at every meeting. Final decisions on resolutions should be made with all due speed. If the Senate determines that a resolution is blocked in an administrative bureaucracy, it may ask the Provost for a written explanation. The Senate also is responsible to offer clarifications of intent of resolution if there are questions from administration. Resolutions that do not require administrative approval are:mSense of the Senate resolutions, and those resolutions that only affect Senate structure and functioning. At any time during a Senate meeting a senator or a Senate committee may be recognized to call for a Sense of the Senate resolution. These resolutions are to be distributed to the Senate in writing along with a verbal explanation of the need for the action. A Sense of the Senate resolution requires only a single reading, will be voted on upon the floor of the Senate, and requires unanimous vote. The purpose of this procedure is to expedite non-controversial matters such as recognition of significant contributions to the university, to encourage political action, etc. It is not the purpose of this procedure to bypass adequate debate or constituency input on any resolution of policy substance. X. Records of the Senate The file of resolutions and written reports and the Journal of the Senate are the only official records of Senate proceedings. These records are exclusive. All resolutions are complete as recorded. No debate or testimony of intent may be construed as modifying or expanding the actions of the Senate. Files of all resolutions and written reports of the Senate as submitted shall be retained by the secretarial staff under the direction of the president-elect. The Senate may adopt rules regulating the access of members of the University community to these records. The secretarial staff under the direction of the president-elect shall prepare the Journal. No debates shall be entered in the Journal, but it shall be a complete record of attendance, motions, votes, and other proceedings. At the request of one-fifth of the members present, the names of senators shall be recorded beside their votes on a particular motion. In order that the Journal may be accurate, no motion affecting the substance of a resolution shall be seconded until submitted in writing to the president-elect. Copies of the Journal shall be distributed as the Senate may direct. Responsibility for this distribution rests with the secretarial staff under the direction of the president-elect. XI. Miscellaneous Provisions The parliamentary law of the Senate shall be the current edition of Robert's Rules of Order Newly Revised as modified by these By-Laws. Meetings will be conducted according to these rules. Amendments to these By-Laws and supplements to Robert's Rules of Order Newly Revised may be effected only through resolutions regularly placed on the agenda, and require a two-thirds vote of those present for adoption. Such resolutions may not be voted on at called meetings. By-Laws updated 11/99 as proposed by the Senate Governance and Operations Committee and approved by the Senate 11/99.