Academic Senate FAQs

I’ve been elected to the Academic Senate by my college or represented constituency, now what?

Congratulations! Please familiarize yourself with following on the faculty governance website - Governance Resources. When you receive the Academic Senate agenda and packet, read the material provided and be ready to discuss or ask questions at the meeting. Start to consider how you will communicate with your constituency. Visit the membership list to see who else is representing your college or area and consider conferring.

I’ve been elected to the Academic Senate as an At-large Member, now what?

Please see the FAQ about being elected as a College representative as much of the same material applies. Your duties are to discuss with college representatives issues that cut across colleges, suggesting and implementing means for cooperative consideration of these issues among relevant constituencies of the Faculty, as defined in the Constitution.

Do I need to learn Robert’s Rules?

Yes, SSU faculty governance uses Robert’s Rules of Order as a meeting process. The Governance Resources page has information to help you learn Robert’s Rules. You must have a good working understanding of Robert’s Rules to follow a faculty governance meeting. The Academic Senate uses a speakers list for speaking order. Raise your hand to get on the speaker’s list. You should not speak unless you have been recognized by the Chair.

What are first and second readings?

All business items receive a first and second reading. The first reading of an item is meant for questions, clarifications, suggestions for improvement or for voicing major objections. No motions can be offered on a first reading, except to waive the first reading or refer the item back to the maker. The first reading also provides time between the first discussion of the item and subsequent voting so that senators can confer with their constituencies. At the second reading, amendments can be offered and voting can take place. It is possible to move to waive the first reading, which requires a second, can be debated, and may be waived by a two-thirds vote. Usually the first reading is waived only for time sensitive materials and is used primarily for resolutions. Typically, policy changes are not waived.

What can I expect at an Academic Senate meeting?

The current Chair of the Faculty is Chair of the Academic Senate and its meetings. The order of the agenda is usually followed quite closely. Standing reports are made by administrators, committee chairs, representatives from Associated Students, the Statewide Senators, CFA, and SSU Staff. After standing and special reports, the Chair will ask if there are any questions. Sometimes the business will be heavy and sometimes light. If the business is heavy, not all reports will be given time. You may hear special reports and have visiting presenters to the Academic Senate.

How does the Academic Senate vote?

Typically, the Academic Senate votes by voice vote. If you favor, say Aye. If you oppose, say No. Sometimes, if the voice vote is close or if the Chair decides in advance, s/he will ask for a hand count. On rare occasions, a member will move to use a recorded ballot.

What is the Executive Committee of the Academic Senate?

The Executive Committee of the Academic Senate approves the agenda for the Academic Senate and reviews business items that come forward for “readiness” for the Academic Senate agenda. Two sitting voting members of the Academic Senate are elected each year to serve on the Executive Committee as At-large Members from the Senate. The Executive Committee membership is all ex officio: Chair of the Faculty, Vice Chair of the Faculty, Past Chair of the Academic Senate, Secretary of the Academic Senate, one Statewide Senator, two At-large Senators from the Academic Senate, all standing committee chairs (APARC, EPC, FSAC, and SAC), a rep from CFA, the SSU President, Provost and VP of Academic Affairs, Administration & Finance representative, and the VP of Student Affairs. Typically, business for the Academic Senate must come through the Executive Committee, however, resolutions have been offered from the floor of the Senate and can be added to the Academic Senate’s agenda with a two-thirds vote in the affirmative.

What is the Consent Calendar?

If an item appears on the Academic Senate’s consent calendar, it means that it was approved unanimously through all levels of approval, including the Executive Committee. Typically, curricular revisions will appear on the Consent Calendar. Consent Calendar items are emailed to Senators. If you think an item on the Consent Calendar has issues that need to be discussed or addressed, you can move to take it off the Consent Calendar and be made a business item. It would then go through first and second readings.

Why are the meetings recorded?

Academic Senate meetings are recorded to facilitate the creation of minutes from the meeting. If you miss a meeting, you can request the recording of the meeting via the university's Public Records Act request processes.

I’m not tenured and I’m a bit concerned about what I say in the Academic Senate, any advice?

All members are expected to remain professional and civil, even during controversial discussions or disagreements.

I have to miss a meeting of Academic Senate, what do I need to do?

If you are a senator and you know in advance that you will miss a meeting of the Academic Senate, you may find a proxy from your college or constituency, to attend in your place. Email the Academic Senate Office, as we need your proxy designation to prepare for meetings as well as accurately prepare the meeting record. Proxy rules are located in the Academic Senate By-laws.

Yikes! I’ve been elected, but have to miss a whole semester of Academic Senate meetings!

If you are in this situation, contact the Academic Senate Office via email immediately. Your college or constituency elections committee will be contacted and is responsible to send a semester replacement.