Appendix A – Rules and Procedures for the Conduct of Meetings of the Faculty
Quorum. A quorum is constituted by a majority of the voting members of the Faculty.
Attendance, Participation, and Voting. Regular meetings of the Faculty or special sessions of the Faculty are not open to all members of the community unless so designated by action of the entire Faculty.
Only members of the Faculty are eligible to vote in Faculty meetings. However others may attend Faculty meetings and participate in discussion. Persons normally expected to attend Faculty meetings are the President of the Student Assembly, members of the Office of the President Staff, the Librarian and the Registrar. Members of the Board of Trustees, Officers of Instruction who are not members of the Faculty, and one of the student members of any standing committee of the Faculty may attend Faculty meetings as they wish.
In addition, individuals whose views on a particular issue are important to the conduct of Faculty business may be invited to attend a Faculty meeting and participate in discussion of that issue. These invitations are made by the Faculty Governance Committee or by the Faculty as a whole.
The Faculty will vote by voice unless a show of hands is necessary to decide a majority. However a secret, written ballot can be called for by the presiding officer or by majority vote.
Agenda. The agenda for a given meeting shall be made available to the Faculty at least 48 hours in advance of the meeting time. Typically the agenda and supporting documents are distributed electronically. Committee reports and other items to be included in the agenda must be submitted to the Dean of Faculty′s Office well in advance of the 48-hour deadline. Proposals to change administrative or College-wide policies or procedures shall be sent to the Dean of the Faculty and the President at least 30 days in advance of the meeting where it will be considered. The Faculty will not take final action on any matter not included in the agenda.
New Business may be introduced from the floor of the meeting by any member of the Faculty, but any decision by vote on such business must be delayed until a subsequent meeting in order to satisfy the 48-hour notice rule.
Upon the passage of a motion from the floor, the order of consideration of agenda items may be changed at any time during the meeting.
Minutes. Detailed minutes of the Faculty meetings shall be kept by the Faculty Secretary and shall be filed in the Academic Affairs Office along with the relevant agenda and supporting documents.
Specific actions of the Faculty shall be communicated in writing by the Faculty Secretary to the individuals or committees affected by the action. The Faculty minutes shall be available to any Faculty member who wishes to see them.
Confidentiality. Deliberations or actions of the Faculty judged to be confidential by the President, the Dean of the Faculty, the Presiding Officer, or the Faculty shall not be discussed outside its membership. A designation of “Confidential” shall be made by the President, the Dean of the Faculty, by the presiding officer, or by vote of the Faculty at the time of such deliberation or action. Announcement of the confidential Faculty action should be made only by the presiding officer or, if requested by the presiding officer, by the Secretary of the Faculty.
Important Matters. An action being considered by the Faculty may be designated an “important matter” when the importance of the action is deemed sufficiently great to demand extended deliberation. A matter may be declared an “important matter” by any one of the following methods:
- The President or the presiding officer at the Faculty meeting may so designate it;
- If the matter comes to the Faculty from a standing committee, the committee may so designate it by a majority vote; or,
- Upon a motion from the floor, in which case the motion requires the affirmation of one-third of the Faculty present.
In every case, the designation must take place prior to the final vote on the action.
When a matter has been declared an “important matter,” final vote on it shall be taken at a meeting subsequent to the meeting in which the matter was introduced for consideration. The matter may be debated on its first introduction, and will be discussed. It will be debated again at the subsequent meeting, at which time the final vote will be taken.
Nonconcurrence of the President. If an action is taken by the Faculty in which the President does not concur, the President may announce the nonconcurrence immediately after the Faculty action, or, in writing, at some later time. Notification of nonconcurrence by the President has the effect of tabling the action of the Faculty. The matter may then be reopened for debate at a subsequent meeting and if two-thirds of the Faculty members present vote affirmatively on the matter, the President must present the action to the Board of Trustees along with the President’s recommendation.
Parliamentary Rules. Faculty meetings shall be conducted in accordance with these rules and procedures and with Roberts’ Rules of Order, latest edition. The Faculty’s own rules and procedures shall have precedence. The Faculty Parliamentarian shall give interpretations of correct procedure when requested by the presiding officer or upon the Parliamentarian’s own volition. Procedural questions not specifically covered by these specified sources shall be decided by majority vote of the Faculty. These rules of procedure that do not limit the presiding officer may be suspended by a two-thirds vote of the Faculty present.
Revision of Rules and Procedures for Faculty Meetings. All amendments to the Rules and Procedures for Faculty Meetings must be approved by the Faculty. Proposals for revision shall be presented at a Faculty meeting at least one month before a final vote on the matter is taken. Ordinarily such proposals will be referred for study and recommendation to a committee appointed for this purpose by the Faculty Governance Committee.