Faculty Senate (information needs updating) Update Delete

The Faculty Senate (Senate) is the main decision-making body of the faculty in matters covered by shared governance. It or its designated committees provides faculty approval to curriculum changes, new academic programs, and policy changes or updates pertaining to the role and evaluation of faculty which come to it from the curriculum committees, the Faculty Affairs Committee, or other faculty governance bodies. (Policy changes and program addition or deletion also require administrative, and in some instances, board approval.) It also consults with academic leadership and university administration on matters of broad interest to the faculty, including assessment, faculty research, professional development, and student engagement. The Senate appoints members to its committees and committees of the university in accordance with guidelines found in the Employee Handbook. Senate membership consists of faculty representatives from across the university, as elected by their faculty peers in an election process run annually by the Senate. The Senate chair is elected from among its members. The Senate meets regularly, but not less than one time a month. It reports its work in agendas, minutes, and supporting documentation after each meeting. Senate members also communicate about Senate work to the faculty in their districts, and to the University Assembly at each of its meetings.

AUTHORITY AND RESPONSIBILITY

Authority of the Faculty Senate

The Senate is delegated with the primary responsibility for the formation, revision, and continuous review of:
1. educational policy;
2. academic matters such as curriculum, admissions, degree requirements, methods of instruction, and research;
3. faculty rank, level, promotion criteria, and conduct;
Senate has delegated portions of this authority to its respective committees but reserves the right at any time to review, revise, and refer for revision.
In other areas, particularly in the (a) determination of salaries and allowances, (b) long-range planning, (c) physical plant and (d) general allocation of resources, the Senate advises university officers through membership in committees such as the University Assembly Executive Committee and the University Assembly and as provided in Employee Handbook policy.

Functions of the Faculty Senate

To ensure all educational policies and procedures of the university are in harmony with the university mission, vision, values, and objectives.
To establish academic and social standards for admission and retention applicable to all students of the university.
To establish the requirements for the various curricula.
To establish the requirements for all certificates and degrees awarded by the university.
To establish standards of instruction, instruction, services, and facilities.
To promote faculty research.
To establish procedures by which the Senate may advise the Board in the selection and retention of school deans and department chairs.
To adopt standards for all publications and programs sponsored by or in any way representing the university.
To advise the Board relative to academic freedom and faculty status.
To recommend policies relative to appointment, rank, conduct, and dismissal of faculty.
To establish appeal-process standards for student academic discipline.

Consultative Role of the Faculty Senate

The Faculty Senate advises administration on the following subjects:

Definition and review of the general objectives of Southern Adventist University.
Development of policies and procedures for removal of school deans/department chairs.
Expenditure of funds allocated to instruction and research.
Major issues affecting current or projected budget decisions.
Programs of faculty welfare such as salaries, allowances, retirement benefits, special leaves, etc.
Long-range strategic and master plans for the development of the university.
Policies governing the university’s relations with government and private agencies.
Policies for cooperative and mutually beneficial relations with the constituency and the surrounding public community.

Faculty Senate Procedures

Election of Senate Membership (NOTE: here the number elected from each district was increased from 3 to 4 to accommodate the removal of district 6 and several ex officio members while maintaining a membership of approximately 29)

Each year, senators from each district will oversee the election of new senators from their district to fill the vacant seats. The University Assembly is organized into the following districts:
1. District 1 (a total of 4 Senators will represent this district):
  1. School of Nursing
  2. School of Social Work
2. District 2 (a total of 4 Senators will represent this district)
  1. English Department
  2. History and Political Studies Department
  3. Modern Language Department
  4. School of Music
  5. School of Visual Art & Design
3. District 3 (a total of 4 Senators will represent this district)
  1. Biology/Allied Health department
  2. Chemistry Department
  3. School of Computing
  4. Southern Online Campus
  5. Mathematics Department
  6. Engineering and Physics Department
4. District 4 (a total of 4 Senators will represent this district)
  1. School of Business
  2. School of Journalism & Communication
  3. Center for Teaching Excellence
  4. McKee Library
5. District 5 (a total of 4 Senators will represent this district)
  1. School of Education, Psychology, & Counseling
  2. School of Health and Kinesology
  3. School of Religion
Districts are based on a ratio of one (1) representative for each 12 constituents, rounded down.
Redistricting, the ratio for representation, and the process for electing Senators must be reviewed by the Senate every five (5) years. The first review occurred during the 2019—2020 academic year, and will occur every five (5) years thereafter.
The results of Senate elections are retained by the secretary of the Senate for use in filling vacancies that may occur during the year.

Procedure for Choosing Chair-Elect

The Chair-Elect of the Senate must be a full-time faculty member who holds the rank of Associate Professor or Professor at Southern Adventist University.
In January, the Senate, at a duly called meeting, will open the nomination phase for the position of Chair-Elect of the Senate. Nominations must be sent to the Secretary of the Senate in writing.
In February, the Senate, at a duly called meeting, will close the nomination phase and will certify the candidates for Chair-Elect. If there have not been any nominations received or there are not any certified candidates who are willing to serve as Chair-Elect, then the Senate Executive Committee will nominate and certify candidates.
In March, the Senate, at a duly called meeting, will elect the Chair-Elect of the Senate from amongst the certified candidates.
The results of Senate Executive Committee elections are retained by the Secretary of the Senate for use in filling vacancies that may occur during the year.

Procedure for Choosing Parliamentarian of the Senate

The Senate Chair-Elect shall nominate one or more candidate(s) for Parliamentarian before the last Senate meeting prior to spring commencement. Nominated candidates must be members of the incoming Senate.
At the last Senate meeting prior to spring commencement, the Senate will elect the Parliamentarian of the Senate from amongst the nominated candidates.

Officers and Members of the Senate Executive Committee

Membership:
1. The Chair, elected the previous year as Chair-Elect.
2. The Chair-Elect/Secretary, elected for the current year.
3. The Past Chair, who has served as Chair the previous year.
4. The Parliamentarian of the Senate
5. The Senior Vice President for Academic Administration
Duties:
1. The Chair directs meetings of the Senate, reports to the president, and is present at meetings of the Board
2. The Chair-Elect conducts meetings in absence of the Chair.
3. The Past Chair takes an advisory role and serves as chair of the standing Senate Nominating Committee (see Policy 1060 “Senate Nominating Committee”).
4. The Chair make presentations to the University Assembly on Faculty Senate activities and actions.

Faculty Senate Membership (23 elected [20 from districts + 3 officers], Sr. VPAA, Student Association President)

The Senate has 25 members.
1. Three Officers: The Chair, Chair-Elect, and Past Chair. These officers plus the parliamentarian serve on the Senate Executive Committee.
2. Twenty elected members from the districts. Nine to eleven shall be elected each year to serve two-year non-renewable terms.
3. Two ex officio members: vice president for Academic Administration, Student Association president.
Any interim vacancy among elected senators is filled by the Secretary of the Senate, who will recruit the next eligible person per original election results for that position or, if necessary, oversee a specially called election in the district with the vacant seat. Ties in the original election shall be broken by random selection.
Unexpired terms of the Chair, Chair-Elect/Secretary, and Past Chair shall be filled by the same process by which they were chosen.

Terms of Office

Senators normally serve non-renewable two-year terms except for the Chair, Chair-Elect and Past Chair. Senators chosen to complete the last part (less than a year) of a resigned senator’s last year in office are eligible for re-election to a new full term. Ex officio senators serve on the Senate for as long as they hold their respective offices.
The Senate shall maintain continuity of thought and action by staggering the terms of its members. Half (ten or eleven) of the elected senators shall be elected each year by their respective districts.
Resignations shall be submitted in writing to the Chair of the Senate at least one regular meeting before they become effective.
A senator who is absent twice during a Senate year will be sent notification of such by the Parliamentarian, emphasizing the attendance policy for the Senate. A third infraction, the senator will be removed from the Senate. Senators who are unable to attend meetings because of a class conflict will also be replaced. The Senate Executive Committee may overrule such removal if it so chooses.

Election Schedule

Senate elections shall be held at a time specified by the Senate Executive Committee. Voting shall be done by secret ballot. Ties shall be broken by the Senate Executive Committee.

Organization of New Senate

The Senate year shall begin with the first meeting of the Senate following the spring commencement. At this meeting, a schedule of regular Senate and Assembly meetings shall be approved. The Senate year will end with the last meeting prior to spring commencement.
At the last Senate meeting prior to spring commencement, the Senate shall adjourn early and the incoming Senate shall meet for orientation and organization.
Standing Senate committee and subcommittee tenure shall coincide with the Senate year. The Senate committees shall be ratified no later than the April Senate meeting. Prior to the Senate’s ratification of the committees, all prospective committee chairs must be notified personally and their appointments cleared by their respective dean or department chair. Ad hoc committees appointed by the previous Senate will cease to function unless specifically renewed by the new Senate.

Senate Officer Selection, Duties, and Responsibilities

Selection of Elected Officers of the Senate

Resignations of the Secretary or Parliamentarian shall be in writing and shall be accepted or rejected by a vote of the Senate. Replacements shall be selected by the same procedure as that of the original elections.
The Senate Executive Committee may appoint, subject to ratification by the Senate, a Recording Secretary who is not a senator.

Duties of the Chair

To call and chair meetings of the Senate Executive Committee.
To call and chair meetings of the Senate.
To report to the president.
To represent the faculty and salaried staff by being present at meetings of the Board.
To notify officers, committee members, and senators of their election or appointment.
To sit as an ex officio member of the standing and ad hoc committees of the Senate.
To communicate Senate actions pertaining to the Employee Handbook to the Human Resources department.

Duties of the Chair-Elect

In the Chair’s absence, the Chair-Elect shall preside over the Senate, and the Senate Executive Committee. The Chair-Elect shall also serve as the Secretary of the Senate and shall have the following duties.

Duties of the Secretary

To be the Secretary of the Senate Executive Committee.
To send a copy of the agenda to all members of the Senate and University Assembly at least three days in advance of each meeting.
To review (in consultation with the Chair) and distribute to all members of the Assembly the minutes of each meeting. Voted items affecting the Employee Handbook are noted by an asterisk and the underlined heading “Employee Handbook Changes.”
To plan the elections for elective Senate seats.
To maintain a master copy of the working policy of the Senate (as set forth herein) and other rules of the Senate that shall be kept up-to-date, edited (as approved by Senate), and distributed to the members of the University Assembly and Senate.
To have on hand at each meeting a list of Senate members and all existing Senate committees and task forces, their chairs, and members.
To keep a permanent record of the minutes and make them available to members on the Senate website ( http://teams.southern.edu/teams/senate/).
To fill the unexpired term of an elected senator by selecting and recruiting a new senator from the previous election results.

Duties of the Parliamentarian

To be Parliamentarian for the University Assembly and Senate. The Parliamentarian shall keep a copy of and be familiar with Robert’s Rules of Order for determining parliamentary procedure.
To give advice to the Chair or, when requested, to any member of the Senate as to parliamentary procedure to be followed.
To call the attention of the Chair, as unobtrusively as possible, to any error in procedure that may affect the substantive right of any member.
To take attendance at each Senate meeting to be reported to the Secretary, and to report to the Chair when quorum has been met.
To send the required notification to senators who have been absent twice or whose names have been removed from the roll due to excessive absences, and to notify the Secretary of the need to fill empty positions.

Duties of the Recording Secretary

The Recording Secretary of the Senate (if so appointed) shall have the following duties:

To take an accurate record of the proceedings of Senate meetings.
To prepare the minutes of Senate meetings for approval by the Secretary and the Chair and to post the minutes on the Senate website within the designated time frame.
To assist the Secretary and Chair in carrying out their responsibilities by maintaining Senate files.

SENATE PROCEDURES

Meetings

Regular meetings shall be held at least once a month, with the exception of May, June, July, August, and December. Actions taken at specially convened summer meetings are subject to petition as described in “Extent and Limit of Senate Authority.”
A Senate session shall not extend beyond three hours.
Special meetings will be held when requested by 25 percent of the Senate, by 10 percent of the University Assembly, by the president, or by the Senate Executive Committee.

Quorum

A simple majority of Senate membership shall constitute the quorum necessary to start a Senate meeting. If, during the course of the meeting, the percentage of membership present drops below 40 percent, all business shall cease and the meeting shall be adjourned. Quorum for the Senate Executive Committee and other Senate committees shall be a majority of the membership.

Voting Rules

Normally, voting will be done by voice or a show of hands; however, it may be done by secret ballot or the use of clickers if judged advisable by the Chair of the Senate or requested by more than one senator. A roll call division of the house or a roll call vote (recorded by name) may be taken at the discretion of the Chair or at the request of a senator with the support of 20 percent of the senators present.

Presence of Non-members

Regular Senate meetings shall be open to faculty, salaried staff, and students to the extent that seating is available. The Senate reserves the right to go into executive session for the entire session, or a portion thereof, at the discretion of the Chair or at the request of a majority of the members present.

Non-member Participation

Upon the recommendation of a senator and/or with the approval of the Senate Executive Committee, a non-Senate-member may be invited to address the Senate on a particular issue.

Agenda

The agenda will be prepared by the Senate Executive Committee and shall be distributed to all members of the University Assembly at least three working days prior to the Senate meeting in order that non-Senate-members may have opportunity to hear the discussion of issues which interest them. Any item can be added to the agenda with the approval of two thirds of those members present. Such an item will only be presented after previously designated items are dealt with. Policy items on which legislative action is to be taken must be circulated to all senators at least seven working days prior to the meeting at which the item is to be voted upon. (See “Changes” in the Foreword of the Employee Handbook for Senate approval of revisions or amendments.)

Distribution of Minutes

Minutes of the proceedings shall be distributed by the Secretary to all members of the University Assembly within ten working days.

Amendments to University Senate Policies

According to the Foreword in the Employee Handbook, revisions in policy, including amendments to University Senate policies, may be suggested by any employee. Proposed amendments to Senate policies should be brought to the Senate Executive Committee, which may recommend them to the Senate for consideration. Proposed amendments that are recommended to the Senate must be circulated to each senator at least seven days prior to the date of the Senate vote. A two-thirds majority vote is required to amend Senate policies. The University Assembly Executive Committee has the right to reconsider any such amendments as provided for under section “Extent and Limitations of Senate Authority.”

Procedural Questions

The latest edition of Robert’s Rules of Order shall be used as a source of authority for parliamentary questions not covered in this manual.