Academic Senate By-Laws

ARTICLE I - NAME

The name of this organization shall be the Academic Senate of Sonoma State University, hereinafter referred to as the Senate.

ARTICLE II - PURPOSE

The Senate shall represent the Faculty of Sonoma State University in carrying out its purpose as defined in Article I, Section 2, of the Faculty Constitution.

ARTICLE III - MEMBERSHIP IN THE SENATE

The Senate shall be composed of the following: Officers of the Senate, Representative Senators, At-Large Senators, Student Senators, Ex Officio University Administrators and Chairs of the Senate Standing Committees.

Section 1. OFFICERS OF THE SENATE

1.1 NUMBER

The Chair of the Faculty shall serve as Chair of the Senate; the Vice Chair of the Faculty shall serve as Vice Chair of the Senate; and the Secretary of the Faculty shall serve as Secretary-Treasurer of the Senate.

1.2 DUTIES OF CHAIR OF THE FACULTY

The Chair of the Faculty shall have the following duties:

convening and chairing the Academic Senate and the Executive Committee
regularly consulting with the faculty
regularly consulting with Chairs of Senate Committees
regularly consulting with the Vice Chair and the Past Chair
regularly consulting with the administration
attending selected administrative committee meetings requiring faculty consultation
attending Academic Senate Chair meetings
planning and convening the University Convocation (Fall and Spring) and the annual Faculty Retreat
organizing the biannual dinner for Emeritus Faculty
presiding at Commencement ceremonies
appointing a member of the Executive Committee to serve as the Chair of the Commencement Committee
appointing a member of the Senate to serve as its Parliamentarian

1.3. DUTIES OF VICE CHAIR OF THE FACULTY

The Vice Chair of the Faculty shall have the following duties:

convening and chairing the Academic Senate and the Executive Committee in the absence of the Chair
regularly consulting with the Chair of the Faculty and the Past Chair, when occupied
serving as Structure and Functions Committee liaison to the Executive Committee and the Academic Senate
attending selected administrative committee meetings requiring faculty consultation as assigned by the Chair of the Faculty.

1.4. DUTIES OF THE IMMEDIATE PAST-CHAIR OF THE FACULTY

The Past Chair of the Faculty shall serve a one year term as a member of the Academic Senate and the Executive Committee and shall have the following duties:

convening and chairing the Academic Senate in the absence of the Chair and the Vice Chair
regularly consulting with the Chair and Vice Chair of the Faculty
regularly attending selected administrative committee meetings as assigned by the Chair of the Faculty

1.5 DUTIES OF THE SECRETARY OF THE SENATE

The Secretary of the Senate shall have the following duties:
overseeing an archive of Minutes of the Senate
overseeing an archive of Resolutions of the Senate
monitoring absences of Senators from Senate meetings

1.6 NOMINATION AND ELECTION

The Structure and Functions Subcommittee shall solicit nominations for the Chair, Vice Chair and the Secretary of the Faculty/Senate. Additional nominations may be made on the floor of the Academic Senate, with concurrence of the nominee. These nominations shall be published to the faculty and additional nominations may be made by any faculty member with the concurrence of the nominee within one week after such publication. There shall be at least twice the number of nominees to a given position as there are vacancies. Election shall be by majority vote. However, if there is only one nominee at the end of the above procedure, the Academic Senate can by a majority vote waive the requirement for twice the number of nominees for each position and authorize the holding of the election with fewer nominees.

1.7 REPLACEMENT

When it becomes necessary by reason of leave, vacancy or resignation to replace the Chair of the Academic Senate, the Vice Chair shall succeed directly to the position of the Chair. When it becomes necessary by reason of vacancy, resignation, or one semester leave to replace the Past Chair of the Senate, the Vice Chair of the Senate, or the Secretary of the Senate, the Executive Committee will fill the position with a candidate recommended by the Structure and Functions subcommittee. Such appointments shall become effective immediately upon approval by the Executive Committee.

Section 2. SCHOOL SENATORS

2.1 NUMBER

Each School and the Library shall have two seats on the Academic Senate. Senate members from Schools and the Library shall be elected by each School and in the Library. If a School or the Library are unable to send two members to the Senate, the total size of the Senate shall adjust accordingly. The Schools and the Library shall communicate to the Senate office each election cycle the results of their elections.

2.2 NOMINATION AND ELECTION

Representative Senators shall be nominated and elected according to election procedures of the body which they represent. Copies of such procedures shall be forwarded to the Secretary of the Senate.

2.3 TERM

Representative Senators shall serve a three-year term. The terms shall be staggered, either by agreement or by lot, under the supervision of the Chair of the Structure and Functions Subcommittee. Approximately one-third of the Senatorial terms shall expire each year.

2.4 DUTIES OF SCHOOL MEMBERS TO THE ACADEMIC SENATE

School Members of the Academic Senate are expected to understand and be able to articulate the variety of viewpoints of the faculty in their Schools. Senate Members are considered trustees when voting. Structure & Functions will provide to Senators and Committee Members a set of suggested means for gathering opinions and what should be considered when deciding how to vote. The Senate uses Robert’s Rules and School Members should familiarize themselves with the process of the Senate.

2.5 ATTENDANCE AND PROXIES

If a representative Senator must be absent from a meeting of the Senate, he or she shall, in a note to the Secretary of the Senate, designate a faculty proxy from the represented body who is not a member of the Senate. If a Senator is absent from three regularly scheduled meetings of the Senate during a year without a proxy, his or her seat shall be declared vacant by the Secretary of the Senate. There shall be no standing proxies and no one shall carry more than one proxy at any meeting.

2.6 RESIGNATION

If a Representative Senator must resign from the Senate, he or she shall notify the Secretary of the Senate.

2.7 LEAVES

For compelling reasons and with Senate approval, a Representative Senator may take a leave for no more than one semester.

2.8 REPLACEMENT

When it becomes necessary by reason of vacancy to replace a Representative Senator the Secretary of the Senate shall notify the represented body, which will replace the Senator according to its own procedures.

2.9 RECALL OF REPRESENTATIVE SENATORS

Recall proceedings against Representative Senators shall be conducted according to procedures established within their respective electorates. In case of recall, the affected unit shall provide the Secretary of the Senate with a copy of its recall procedures.

Section 3. AT-LARGE SENATORS

3.1 STATEWIDE ACADEMIC SENATORS

The number of Statewide Senators allocated to the University by the CSU Statewide Academic Senate shall be elected At-Large by the Faculty and shall serve as voting members of the Sonoma State University Senate.

3.2 CAMPUS AT-LARGE SENATORS

There shall be four Senators chosen At-Large by the Faculty, including two At-Large Academic Senators and two Lecturer Senators.

3.3 NOMINATION AND ELECTION

The Structure and Functions Subcommittee shall solicit nominations for Statewide, At-Large Academic Senators, and Lecturer Senators. Additional nominations may be made on the floor of the Academic Senate, with the concurrence of the nominee. These nominations shall be published to the faculty and additional nominations may be made by any faculty member with the concurrence of the nominee within one week after such publication. There shall be at least twice the number of nominees to a given position as there are vacancies. Election shall be by majority vote. However, if there is only one nominee at the end of the above procedure, the Academic Senate can by a majority vote waive the requirement for twice the number of nominees for each position and authorize the holding of the election with only one nominee.

3.4 TERM

Statewide and At-Large Academic Senators shall serve staggered three-year terms. The terms for each category shall be staggered either by agreement or by lot, under the supervision of the Chair of the Structure and Functions Subcommittee. One At-Large Senatorial term shall expire each year.

3.5 DUTIES OF AT-LARGE MEMBERS TO THE ACADEMIC SENATE

At-large Representatives members are responsible to identify issues that cut across Schools and to look for patterns, potential consensus or differing implications. At-Large Representatives members are expected to communicate with the Schools and the faculty as a whole and to actively participate fully in the Senate proceedings. The Senate uses Robert’s Rules and At-Large Representatives should familiarize themselves with the process of the Senate.

3.6 DUTIES OF STATEWIDE SENATORS

The Statewide Academic Senators are expected to attend Statewide Academic Senate meetings and meetings of the committees to which they are assigned. They are expected to make written reports regularly to the SSU Academic Senate on the issues before the Statewide Academic Senate Plenary Sessions and on any other important issues that come to their attention, to receive feedback from the SSU Academic Senate and other SSU constituents, and to convey this feedback to the Statewide Academic Senate.

3.7 ATTENDANCE AND PROXIES

Statewide Academic Senators shall not be penalized for being absent from Sonoma State University Senate meetings nor may they designate a proxy to represent them if they are absent for whatever reason. If an At-Large Senator must be absent from a meeting of the Senate, he or she shall, in a note to the Secretary of the Senate, designate a faculty proxy who is not a member of the Senate. If an At-Large Senator is absent from three regu-larly scheduled meetings of the Senate during a year without a proxy, his or her seat shall be declared vacant by the Secretary of the Senate. There shall be no standing proxies and no one shall carry more than one proxy at any meeting.

3.8 RESIGNATION

If a Statewide Senator or At-Large Academic Senator must resign from the Senate, he or she shall notify the Secretary of the Senate.

3.9 LEAVES

For compelling reasons and with Senate approval, a Statewide Senator or At-Large Academic Senator may take a leave for no more than one semester.

3.10 REPLACEMENT

When it becomes necessary by reason of vacancy, resignation or one semester leave to replace a Statewide Senator or At-Large Academic Senator, the Secretary of the Senate shall so inform the Chair of the Structure and Functions Subcommittee. Replacement of less than one academic year shall be made by the Structure and Functions Subcommittee. Such appointment shall become effective when the Structure and Functions Subcommittee notifies the Secretary of the Senate. Replacements of one academic year or more shall be made according to Section 3.3 above.

When it becomes necessary to replace a Lecturer Senator by reason of vacancy, resignation, or ineligibility to serve on the Academic Senate, the Secretary of the Senate shall so inform the Chair of the Structure and Functions Subcommittee. Replacements for less than two consecutive semesters shall be made by the Structure and Functions Subcommittee. Such appointment shall become effective when the Structure and Functions Subcommittee notifies the Secretary of the Senate. Replacements for two consecutive semesters shall be made for the remainder of the three-year term according to Section 3.3 above. The Structure and Functions Subcommittee shall appoint a temporary replacement to serve until the newly elected Lecturer Senator takes office.

3.11 RECALL OF STATEWIDE OR AT-LARGE ACADEMIC SENATORS

Recall proceedings against any of the Statewide or At-Large Senators may be instituted by submission of a petition to the Executive Committee of the Senate signed by 25 members of the Faculty of the University. Upon receipt of such a petition, the Executive Committee shall direct the Structure and Functions Subcommittee to conduct a recall election. If a majority of the faculty voting to recall the Statewide or At-Large Academic Senator, he or she shall be recalled. The vacancy thus created must be filled under the election procedures set forth in Section 3.3 above, within 45 calendar days of the removal.

Section 4. STUDENT SENATORS

4.1 NUMBER

The President of the Associated Students, non-voting and two Student Senators, non-voting, to be elected by the Board of Directors, SSU Associated Students.

4.2 ATTENDANCE AND PROXIES

If the President of the Associated Students or a Student Senator must be absent from a meeting of the Senate he or she shall, in a note to the Secretary of the Senate, designate a student proxy who is not a member of the Senate. There shall be no standing proxies.

4.3 RESIGNATION

If a Student Senator must resign from the Senate, he or she shall notify the Secretary of the Senate.

4.4 REPLACEMENT

When it becomes necessary by reason of vacancy to replace a Student Senator, the Secretary of the Senate shall notify the Board of Directors of the SSU Associated Students which shall replace the Senator according to its own procedures.

4.5 RECALL OF STUDENT SENATORS

Recall proceedings against Student Senators shall be conducted according to procedures established by the Board of Directors of the SSU Associated Students if they wish to have the possibility of such a recall election. In case of a recall, the SSU Associated Students shall provide the Secretary of the Senate with notice of such recall.

Section 5. UNIVERSITY ADMINISTRATORS

5.1 The President, the Vice President of Administration and Finance/Chief Financial Officer and the Academic Vice President of the University/Provost shall each serve as an ex officio, non-voting member of the Senate.

5.2 ATTENDANCE

If a university administrator must be absent from a meeting of the Senate, he or she shall inform the Secretary of the Senate.

Section 6. CHAIRS , STANDING COMMITTEES OF THE SENATE

6.1 The Chair of each standing committee shall serve a one year term as a voting member of the Academic Senate and the Executive Committee. Any proxy for a Chair of a Standing Committee shall be selected from the members of the Committee.

Section 7. STAFF REPRESENTATIVE

7.1 A representative of the University staff shall be elected for a three-year term as a non voting member of the Academic Senate. This representative shall be elected from and by a vote of all members of the university community who are members of any of the four staff bargaining units (CSEA, the Police, the Trades and Physicians). The Academic Senate Office shall conduct this vote.

Section 8. EMERITUS FACULTY REPRESENTATIVE

8.1 ELECTION: A representative from the Sonoma State University chapter of the California State University Emeritus and Retired Faculty and Staff Association (CSU-ERFSA) shall be elected for a three year term as a voting member of the Academic Senate. This representative shall be chosen according to the procedures established by CSU-ERFSA.

8.2 DUTIES OF THE REPRESENTATIVE: The representative is expected to consult with his/her constituency and communicate to the Academic Senate on matters relating to the jurisdiction of the Senate.

8.3 ATTENDANCE AND PROXIES: If the elected representative must be absent from a meeting of the Senate, he or she shall, in a note to the Secretary of the Senate, designate a proxy from the represented body. There shall be no standing proxies.

8.4 RESIGNATION: If the elected member must resign from the Senate, the Secretary of the Senate shall be notified.

8.5 REPLACEMENT: When it becomes necessary by reason of vacancy to replace the Senator, the Secretary of the Senate shall notify the represented body, which will replace the Senator according to its own procedures.

8.6 RECALL: Recall proceedings against the representative senators shall be conducted according to the procedures established within the represented body.

ARTICLE IV - SENATE MEETINGS

Section 1. REGULATIONS GOVERNING SENATE MEETINGS

1.1 PARLIAMENTARY PROCEDURES

The procedures of the Senate shall be in conformance with practices set forth in Robert's Rules of Order (current edition).

1.2 AGENDA

The Executive Committee of the Senate shall meet one week in advance of each regularly scheduled Senate meeting to prepare an agenda which shall be distributed to the campus community. The agenda with attachments shall be sent to all Senators. One copy with attachments shall be filed in the University Library Archives.

1.3 MINUTES

The Secretary shall promptly prepare and distribute to all Senators minutes of all meetings. Additional persons may be placed on the distribution list upon request. One copy of each set of minutes shall be filed in the Academic Senate Office and one shall be filed in the University Library Archives.

1.4 ACCESS TO THE SENATE FLOOR

During Senate meetings, any individual who is present may speak after being recognized by the Chair of the Senate.

1.5 FREQUENCY OF REGULAR MEETINGS

Regular meetings of the Senate shall be held at least once a month each semester. Additional meetings may be called under the conditions outlined in the Constitution of the Faculty, Article IV, Section 1.

1.6 QUORUM

A simple majority of those members of the Senate eligible to vote shall constitute a quorum.

1.7 VOTING

Decisions shall be made by a majority of those present and voting, providing a quorum is present. Voting shall be by voice vote, except that on request of any member, voting shall be by standing vote. When the Senate elects an individual as its representative At-Large on the Senate Executive Committee the vote shall be by secret ballot.

1.8 CONSENT CALENDAR

The Executive committee may place any item adopted by unanimous vote of both the initiating committee and the Executive Committee on the Consent Calendar of the agenda. The Consent Calendar will contain (or refer to an attachment of) the full and complete item being submitted for approval. The Chair will request unanimous approval of the Calendar. If there is no objection, the proposal is approved by consent of the Senate in one reading. There is no debate or discussion allowed on consent Calendar items but questions for clarification are allowed. If any member of the Academic Senate objects to an item being on the Consent Calendar, the item will be removed and placed at the end of the regular agenda as an action item.

1.9 ACTION ITEMS

All action items shall receive two readings. Before any item may be received for a first reading, it must be distributed to the Senators two days before the Senate meetings. These rules may be waived by a two-thirds vote of the Senate.Since a first reading is meant to introduce a topic to the Senate, an action item may not be amended, tabled, referred, or postponed at its first reading. Discussion at the first reading shall be limited to no more than 15 minutes.

1.10 OPEN MEETINGS

All meetings of the Senate, its committees and subcommittees, shall be open at all times to the Public with the exception of executive sessions.

1.11 EXECUTIVE SESSIONS

Senate and Senate Executive Committee meetings may be declared in executive session by a majority vote of the members present.

a. Executive sessions will be closed to all but the members of the body, and any special guests specifically invited to attend.

1.12 RECOMMENDATIONS OF THE ACADEMIC SENATE

Recommendations of the Academic Senate are governed by Article III, Section 4.3, of the Faculty Constitution.

Section 2. POWERS OF THE SENATE

The powers of the Senate are outlined in the Constitution of the Faculty, Article III, Section 4 and 5, and Article V, Section 1.

ARTICLE V - SENATE COMMITTEES

Section 1. NUMBER

In accordance with Article V of the Constitution (Committees) the work of the Academic Senate shall be carried out by the Executive Committee and four Standing Committees: Educational Policies Committee; Faculty Standards and Affairs; and Student Affairs and Academic Planning.

Section 2. EXECUTIVE COMMITTEE

2.1 The membership and principal duties of the Executive Committee are found in the Constitution of the Faculty, Article III, Section 2, and Article IV, Section 1, and 3.

2.2 The Executive Committee shall delegate to the Standing Committees such tasks as it deems appropriate to each committee's charge as described in Article V, Section 3, herein.

2.3 The Executive Committee shall receive agenda, reports and recommendations from the Standing Committees. The Executive Committee shall review the recommendations and, when it deems necessary, provide advice to the committees before the recommendations are referred to the Academic Senate.

2.4 The Executive Committee shall receive the opinions of faculty members on matters affecting the welfare of the University.

2.5 The Executive Committee shall report on its activities at each meeting of the Academic Senate.

2.6 Meetings of the Executive Committee shall be held before each regularly scheduled Senate meeting, or upon the call of the Chair of the Senate, the President of the University, or of any three members of the Executive Committee.

2.7 A simple majority of the voting members of the Executive Committee shall constitute a quorum.

2.8 Before the end of each semester, the Executive Committee shall designate its quorum for the ensuing intersession.

2.9 All decisions of the Executive Committee shall be by a majority vote of those voting provided that a quorum is present.

2.10 The Executive Committee shall not accept proxies at its meetings.

Section 3. STANDING COMMITTEES

3.0 All policy resolutions of Senate Committees will be brought before the Academic Senate for action after review by the Executive Committee.

3.1 EDUCATIONAL POLICIES COMMITTEE

The Educational Policies Committee shall have primary responsibility over the curriculum and academic standards of the University. Functions shall include but not be limited to: (1) review and recommendation concerning all program initiation, modification and termination; long range goals of the University, establishment of priorities for resources allocations and evaluation of current programs; (2) review and act upon all student petitions pertaining to academic standards, and (3) review and recommendation of policies regarding University academic standards including grading policy, discipline, student academic dishonesty, student diversity and educational opportunity.

The Educational Policies Committee shall establish such subcommittees as necessary to carry out its charge. Standing Subcommittees of this Standing Committee shall include:

a University Standards Subcommittee;
a General Education Subcommittee;
a Graduate Studies Subcommittee;

3.1.1 Membership. Faculty committee members will have a term of office of three years, staggered by lot after first election.

The Educational Policies Committee will be composed of two members elected from the School of Arts and Humanities, Natural Sciences, and Social Sciences, and one member from the School of Business and Economics, and the School of Education, and one member from the Library and Student Affairs.

One student, selected in acccordance with procedures established by the Associated Students, shall be a member of the Educational Policies Committee and its Graduate Studies Subcommittee.

A non-voting, representative from the administration shall be appointed by the President of the University or his/her designee upon request of the Committee.

3.2 FACULTY STANDARDS AND AFFAIRS COMMITTEE

The Faculty Standards and Affairs Committee shall have primary responsibility for the development and implementation of policy concerning the practices and procedures used in such Faculty personnel matters as appointment, retention, tenure, promotion, sabbatical and other leaves, grievance disputes and disciplinary actions; and the protection of academic freedom in the broadest sense.

The Faculty Standards and Affairs Committee shall have at least one permanent subcommittee, the University Reappointment, Tenure and Promotion Subcommittee, and such other subcommittees as necessary to carry out its charge. Standing Subcommittees of this Standing Committee shall include:

the University Reappointment, Tenure and Promotion Subcommitte (URTP);
the Academic Freedom Subcommittee (AFS);
the Professional Development Subcommittee (PDS); and
the Faculty Subcommittee on Scholarly Activities (FSSA).

3.2.1 Membership. Committee members will have a term of office of three years, staggered by lot after first election.

The Faculty Standards and Affairs Committee will be composed one member elected by each School, the Library and Student Service Professionals.

One student, non-voting selected in acccordance with procedures established by the Associated Students, shall be a member of the Faculty Standards and Affairs Committee.

A non-voting representative from the administration shall be appointed by the President of the University or his/her designee upon request of the Committee.

A non-voting representative from the California Faculty Association.

3.3 STUDENT AFFAIRS COMMITTEE

The Student Affairs Committee shall have primary responsibility for the development and review of policy regarding student affairs at the university, including recruitment, academic advising, student rights and responsibilities, scholarships, relations with alumni, and the quality of student life. In addition, with the goal of increasing academic and social opportunities for students at Sonoma State University, the Student Affairs Committee shall propose policies and programs that promote faculty-student interaction. The Student Affairs Committee shall establish such subcommittees as necessary to carry out its charge. Standing Subcommittees of this Standing Committee shall include:

an Academic Advising Subcommittee;
a University Scholarship Subcommittee;
a Dispute Resolution Board

In addition, this Standing Committee shall recommend one of its faculty, student services professional, or library representatives to serve as liaison on each of the following bodies:

The Athletic Council
The Fee Advisory Committee
one or more bodies addressing issues of current concern to the Student Affairs Committee (e.g., Sonoma State University Alumni Association Board, Alcohol and Drug Advisory Council, Student Affairs and Enrollment Management Council, etc.)

3.3.1 Membership. Faculty committee members will have a term of office of three years, staggered by lot after first election.

The Student Affairs Committee will be composed one member elected by each School, the Library and Student Affairs.

Two students, selected in acccordance with procedures established by the Associated Students, shall be a voting member of the Student Affairs Committee. Two students shall serve as voting members on the Academic Advising subcommittee, one undergraduate and one graduate student. Two students shall serve as voting members on the Dispute Resolution Board subcommittee.

A non-voting, representative from the administration shall be appointed by the President of the University or his/her designee upon request of the Committee.

3.4 ACADEMIC PLANNING, ASSESSMENT AND RESOURCES COMMITTEE

The Academic Planning, Assessment and Resources Committee (APARC) serves as the faculty’s primary planning, budget and assessment committee for academic programs and related curricula. The University Program Review subcommittee shall be a subcommittee of APARC. The Academic Planning, Assessment and Resources Committee shall establish other subcommittees as necessary to carry out its charge. The duties of APARC are defined below.

3.4.1 PLANNING

To recommend to the Academic Senate policies, procedures or position statements that help the University to achieve its long-term academic goals in the light of changing social conditions; to recommend planning priorities including, but not limited to, priorities for faculty hiring, number of students to matriculate (by class levels and disciplines), classroom upgrades and academic technology; to review the annual summary of program reviews for input into the planning and prioritization process; to coordinate long range plans for academic development with campus planning of facilities development; to make recommendations concerning principles and procedures (including procedures for faculty consultation) governing the development, improvement, and use of the academic facilities of the University; to develop and implement mechanisms to determine efficacy of planning and provide feedback to the planning process. To consult, when appropriate, with other faculty governance committees.

3.4.2 ASSESSMENT

To provide oversight for academic programs in developing and refining assessment practices guided by research regarding best practices in higher education and promote avenues through which best practices on assessment may be shared. On a consultative basis the committee will be available to: support programs and Schools in examining their assessment practices; assist programs in aligning program assessment practices to larger institutional outcomes; review final reports of the University Program Review Subcommittee on approved program assessment plans and provide recommendations aimed at strengthening programmatic assessment practices in consultation with the Educational Policies Committee and the University Program Review Subcommittee; support accreditation as appropriate.

3.4.3 RESOURCES and BUDGET

To develop budget priorities that emerge from planning processes and assessment of academic programs and present upcoming academic year budget priorities to the Senate in the Fall; To inform and educate the Senate on the University's budget process and current resource allocations; to review the University's budget, budget process, and resource allocations; and makes recommendations to the Senate on academic and instructional priorities making claim on the University's budget.

3.4.5 POLICIES

Creates and revises academic policies referred by the Educational Policies Committee, the Executive Committee or by on-going evaluation of policy compliance based on new information within the committee's purview.

3.4.6 Membership: One faculty member from each School and the Library, one At-Large member, one Student Service Professional. Non-voting members include one student, three administrative designees - one from Academic Affairs, the Director of the Academic Budget and one from Administration and Finance. One member of this committee will serve as a liaison to EPC. A member of the SEIE Curriculum Committee will send a liaison to APARC.

If any School or the Library cannot send a member to this committee, the position will be elected or appointed at-large by Structure and Functions until the next election cycle. The chair or her/his designee will attend the President’s Budget Advisory Committee, and the Campus Re-engineering Committee.

3.5 COMMITTEE LIAISONS

In addition to formal Committee liaisons required above, Senate Committees may negotiate and establish appropriate liaison relationships as needed. Faculty and staff who sit on Senate Committees/Subcommittees as liaisons from another Senate Committee/Subcommittee shall serve in a non-voting capacity.

3.6 STANDING COMMITTEE OFFICERS

3.6.0 Each Standing Committee shall elect its own Chair for a term to be determined by the Committee. Only Faculty members may serve in this capacity.

3.6.1 The Chair of each Standing Committee automatically serves as a voting member of the Executive Committee as provided in Article III, Section 2, of the Constitution.

3.7. RULES AND PROCEDURES

Robert's Rules of Order (current edition) shall govern the conduct of business in the Standing Committees unless modified rules and procedures have been agreed on by a majority of the voting members of the committee. The following general principles apply.

3.8 MEETINGS

Each Standing committee or subcommittee shall have an established permanent meeting day and time, which shall be posted on the Senate website (senate.sonoma.edu). Meeting days and times should be kept consistent across semesters to allow for planning. Should any committee or subcommittee wish to change the established day and/or time of their meeting, the committee or subcommittee Chair shall bring the proposed change, including arguments for and against the change, to the Chair of Structure and Functions. Structure and Functions, in consultation with the Senate office, will decide by majority vote if the proposed change shall be made. When possible, such changes should only be implemented at the start of the academic year. Meetings of Senate Committees and subcommittees shall be open to the Public at all times except when called into executive session by a majority vote of the members present to address personnel matters, grants and awards, the selection of faculty candidates for university service, and when handling confidential materials.

3.9 ATTENDANCE AND PROXIES

If a member of a Committee must be absent from a regularly sched-uled meeting, he or she shall designate a faculty proxy in writing to the Chair of the Committee, except in those cases where a proxy is forbidden by these regulations. A member of a Committee shall not be permitted to carry the proxy of another member and no one shall carry more than one proxy at any meeting. If a member is absent for three regu-larly scheduled meetings during a year, without a proxy, his or her seat shall be declared vacant by the Chair of the Committee, who shall notify the Chair of the Structure and Functions Subcommittee. There shall be no standing proxies.

3.10 RESIGNATION

If a member of a Committee must resign, he or she shall notify the Chair of that Committee and the Chair of Structure and Functions.

3.11 LEAVE

For compelling reasons and with Committee approval a member may take a leave for not more than one semester.

3.12 REPLACEMENT

When vacancies occur, the Chair of Structure and Functions will notify the appropriate appointing authority so that a replacement may be elected or named. If any committee or subcommittee in faculty governance has a vacancy that the appropriate appointing authority is unable to fill, the Structure and Functions subcommittee, in consultation with the chair of that committee, may appoint an at-large representative for each vacancy until the next election cycle for that appointing authority.

In the case of the RTP Subcommittee, Structure and Functions will conduct university-wide elections for a replacement more than one semester. In the case of a one-semester replacement, Structure and Functions will recommend to the Executive Committee two names from which the Executive Committee shall appoint a replacement. In the event a current member temporarily withdraws from participation due to a conflict of interest, the Reappointment, Tenure and Promotion Subcommittee may appoint a replacement from among former members of the Subcommittee. The Subcommittee shall notify the faculty when such a substitution occurs.

3.13 ORGANIZATION

Standing Committees shall elect a Chair and a Secretary from among the Faculty members of the Committee. A Chair may be dismissed for failure to perform the duties of the office satisfactorily, by either the Committee or in the case of a non-functioning Committee by the Executive Committee.

3.14 DUTIES OF THE COMMITTEE CHAIR

The Chair shall serve a one year term with no restriction on reelection for additional terms. The Chair (or his or her) designee shall:

chair each meeting of the Committee;
prepare the agenda for each meeting and send a copy of it to the Chair of the Faculty and the Chair of the Structure and Functions Subcommittee;
review the Committee's charge with its members;
serve as an ex officio voting member to the Executive Committee, report on and transmit Committee action items to the Executive Committee;
attend Senate meetings regularly as a liaison; and
liprepare an annual report on the activities of the Committees to be submitted to the Senate at the end of each academic year.

3.15 DUTIES OF THE COMMITTEE SECRETARY

The Secretary shall serve for one year with no restriction on reelection for additional terms. The Secretary (or his or her designee) shall:

prepare the minutes of each Committee meeting and distribute them to the members of the Committee and the Chair of the Executive Committee;
transmit a copy of the minutes to the Senate Office and the University Library Archives.

The Reappointment, Tenure and Promotion Subcommittee shall be exempt from the provisions of this section.

3.16 DUTIES OF FACULTY MEMBERS OF STANDING COMMITTEES

School Representatives to the Standing Committees of the Academic Senate are expected to regularly communicate to their constituents, including the School Curriculum Committee and Department Chairs, the business and issues before the bodies on which they serve, to receive feedback from their constituents on these matters, and to convey that feedback to their Committees. Structure & Functions will provide to Senators and Committee Members a set of suggested means for such communication.

3.17 DUTIES OF ADMINISTRATIVE MEMBERS

to provide information and insight regarding recommendations on policy;
to assist in the implementation of policy once it has been recommended by the Senate and approved by the President.

Administrative members may solicit advice from committees regarding the implementation of policy in their areas of functional concern.

3.18 QUORUM AND AGENDA

A simple majority of the voting members of a Committee shall constitute a quorum. A quorum of any Committee shall determine the agenda of the Committee.

Section 4. SUBCOMMITTEES OF THE STANDING COMMITTEES

4.1 The Structure and Functions subcommittee, on request of the Standing Committee, may recommend to the Executive Committee the creation or dissolution of subcommittee(s). The Reappointment, Tenure and Promotion subcommittee is a permanent subcommittee.

4.2 SUBCOMMITTEE CHAIRS

4.2.0 Each subcommittee operating under a Standing Committee shall elect its own Chair.

4.3 SUBCOMMITTEE MEMBERSHIP

4.3.0 Except for the RTP Subcommittee, members of each Subcommittee shall be appointed or elected as determined by the Structure and Functions Subcommittee in consultation with the Standing Committee.

4.3.1 The Chair of each Standing Committee shall designate faculty members of the Standing Committee who shall each serve as a voting member on one of its Subcommittees. Such members shall serve one-year terms and will be eligible for reappointment.

4.4 DUTIES OF FACULTY MEMBERS SERVING ON SUBCOMMITTEES

Subcommittee Representatives to the Standing Committees of the Academic Senate are expected to communicate regularly to their constituents, including the School Curriculum Committee and Department Chairs, the business and issues before the bodies on which they serve, to receive feedback from their constituents on these matters, and to convey that feedback to their Committees. Structure & Functions will provide to Senators and Committee Members a set of suggested means for such communication. This does not apply to subcommittees dealing with confidential personnel matters.

4.5 Reappointment, Tenure and Promotion Subcommittee

The Reappointment, Tenure and Promotion Subcommittee shall be composed of seven members, with one member each elected by and from the School of Arts and Humanities, the School of Business and Economics, the School of Education, the School of Science and Technology, the School of Social Sciences, and the University Library. The remaining member shall be an At-Large member elected by plurality vote of the faculty. Any seat unable to be filled by a member from a school would be elected At-Large. All members shall be elected from among the tenured instructional members of the faculty who hold the rank of Professor or the equivalent Librarian. Members may not hold an administrative appointment. The Structure and Functions Subcommittee shall conduct the election for the At-Large member to the Subcommittee. The terms of office will be three years and the terms will be staggered.

4.5.0 The Reappointment, Tenure and Promotion Subcommittee will elect its own Chair, who will become a voting member of the Faculty Standards and Affairs Committee.

4.6 SUBCOMMITTEE RULES AND PROCEDURES

Robert's Rules of Order (current edition) shall govern the conduct of business in the subcommittees unless modified rules and procedures have been established in consultation with the Standing Committee.

4.7 SUBCOMMITTEE PROXIES

If a faculty member of a Subcommittee must be absent from a meeting, he or she may designate a faculty proxy in writing to the Chair of the Subcommittee, except that one member shall not be permitted to carry the proxy of another member and no one shall carry more than one proxy at any meeting. Proxies are not permitted on the Reappointment, Tenure, and Promotion Subcommittee.

Section 5. SUBCOMMITTEE OF THE EXECUTIVE COMMITTEE

5.1 The Executive Committee of the Academic Senate shall establish a Structure and Functions Subcommittee to supervise faculty elections, review organizational changes in faculty governance structures, and and function as the primary body to recommend faculty to university committees, other bodies or positions. Some appointments may require the consent of the Executive Committee or the Senate as described by committee membership rules.

5.2 The Structure and Functions Subcommittee shall elect its own Chair for a term to be determined by the Committee. Only Faculty members may serve in this capacity

5.3 The Chair of the Faculty and the Vice Chair of the Faculty shall serve as a voting, ex officio members of the Structure and functions Subcommittee. The Vice Chair of the Faculty shall serve as liaison to the Executive Committee and the Academic Senate.

5.4 Membership: The Academic Schools and the Library, shall elect one member to serve on Structure and Functions for a staggered three-year term. The committee shall also include a member of the Student Services Professionals, elected by the Student Service Professionals Faculty as defined in the Constitution.

5.5 Robert's Rules of Order (current edition) shall govern the conduct of business in the Structure and Functions Subcommittee unless modified rules and procedures have been agreed upon in accordance with guidelines established by the Executive Committee.

5.6 The Structure and Functions Subcommittee shall have responsibility for determining annually who is eligible to vote under the Constitutional definition of faculty (see Article II, Section 1 of the Constitution).

5.7 The Structure and Functions Subcommittee shall have primary responsibility for nomination, election, terms, replacement, and recall of Senators (see Article III, Sections 2 and 3, p. 2-5), members of Standing Committees (see Article V, Section 3, p. 12-13), and members of the Reappointment, Tenure and Promotion Subcommittee of the Faculty Standards and Affairs Committee, and the Academic Freedom and Nondiscrimination Subcommittee of the Faculty Standards and Affairs Committee.

5.8 The Structure and Functions Subcommittee shall solicit nominations for the Chair, Vice Chair and Secretary of the Academic Senate, and the At-large and Statewide Academic Senators (Articles 1, Section 1; Article 3; Section 3.3). The Chair of Structure and Functions Subcommittee shall supervise the staggering of terms of At-large and Statewide Senators by agreement or by lot (Article III, Section 2.3; p. 5).

5.9 The Structure and Functions Subcommittee is responsible for finding replacements for various faculty governance positions in the case of leave, vacancy or resignation for less than one academic year:

The Structure and Functions Subcommittee recommends replacements for the following positions to the Executive Committee:

The Past Chair of the Senate (Article III; Section 1.7)
The Vice Chair of the Senate (Article III; Section 1.7)
The Secretary of the Senate (Article III; Section 1.7)
Members of the RTP Subcommittee (replacements for one semester or less only; two candidates must be brought forth) (Article V; Section 3.12)

The Structure and Functions Subcommittee appoints replacements for the following positions:

Statewide Senator (Article III; Section 3.10)
At-Large Academic Senator (Article III; Section 3.10)
Lecturer Senator (Article III; Section 3.10)

5.10 The Structure and Functions Subcommittee shall have responsibility for determining the appropriate number of Representative Senators from each School on the Senate as specified in the Constitution (Article III, Section 2.1) and notify the school election committees of this number. The Chair of Structure and Functions shall supervise staggering of terms of Representative Senators by agreement or by lot (Article III; Section 3.4, p. 3).

5.11 Each school representative on structure and functions shall have responsibility for finding nominees to replace his/her school's representatives in the senate and its committees when vacancies of one semester or less occur.

5.12 The Structure and Functions Subcommittee shall have responsibility for determining the mode of selection of members of subcommittees of Standing Committees excepting those whose mode of selection has been determined by the Senate.(see Article IV, Section 4.3.0).

5.13 The Structure and Functions Subcommittee shall review Senate Committee and Subcommittee charges to determine that they accord with the provisions of the Constitution and the ByLaws.

5.14 The Structure and Functions Subcommittee shall review organizational changes in the governance structure to determine that they accord with the provisions of the Constitution and the Bylaws.

SECTION 6 - SENATE SUBCOMMITTEES

6.1 The Academic Senate may create subcommittees of the Senate as advisory committees for matters of importance to the Senate as a whole. Structure and Functions shall review each request from the Senate for a Senate subcommittee to determine conformity with the Constitution and By-Laws of the Senate and other pertinent issues arising from the creation of a new faculty governance committee and shall forward its recommendation(s) to the Senate.

6.2 SENATE DIVERSITY SUBCOMMITTEE

The Senate Diversity Subcommittee serves to make recommendations to the Academic Senate and, in collaboration with other relevant campus entities, to provide support and expertise for faculty around issues of diversity, equity, and inclusiveness. The subcommittee will:

1) in collaboration with other relevant campus entities, provide support and expertise to faculty who want to include diversity perspectives, service-learning, and community engagement in their curriculum and instruction, their scholarship or their service;

2) recommend to the Academic Senate policies and programs that enrich diversity, equity and inclusiveness on campus, and particularly in curriculum, instruction, co-curricular and extracurricular activities at the University;

3) in collaboration with other relevant campus entities, promote increased diversity of students, staff and faculty on our campus;

4) advise the Educational Policies Committee in program reviews and make recommendations on matters of diversity in curriculum and instruction;

5) give an annual report of its activities to the Academic Senate.

6.3 MEMBERSHIP

Membership of the Senate Diversity Subcommittee shall include: one elected faculty member from each school, the Library, and Student Services Professionals; for staggered three-year terms; two other at large members elected by the faculty for staggered three-year terms; one student, with voting status, appointed by the Associated students; ex officio and non-voting members to include the Director of the Center for Community Engagement or designee, a representative from the CFA Affirmative Action Council and the University’s Diversity Coordinator or designee. The Senate Diversity Subcommittee may establish liaison relationships in consultation with appropriate committees.

6.4 SENATE SUBCOMMITTEE CHAIRS

6.4.1 Each subcommittee operating under the Senate shall elect its own Chair.

6.5 DUTIES OF FACULTY MEMBERS SERVING ON SENATE SUBCOMMITTEES

Academic Senate Subcommittee members are expected to communicate regularly to their constituents, including the School Curriculum Committee and Department Chairs, the business and issues before the bodies on which they serve, to receive feedback from their constituents on these matters, and to convey that feedback to their Committees. Structure & Functions will provide to Senators and Committee Members a set of suggested means for such communication.

6.6 SUBCOMMITTEE RULES AND PROCEDURES

Robert's Rules of Order (current edition) shall govern the conduct of business in the subcommittees unless modified rules and procedures have been established in consultation with the Senate.

6.7 ATTENDENCE, PROXIES, LEAVES OF ABSENCE, RESIGNATION AND REPLACEMENT

Subcommittees of the Senate shall follow the by-law provisions for attendance, proxies, leaves of absence, resignation and replacement as stated for Standing Committee representatives in Article V of the by-laws.

6.8 REPORTING TO THE SENATE

Each subcommittee of the Senate shall have a place on the Senate agenda’s “occasional reports” section. Subcommittee Chairs shall report on their business to the Senate at least once each semester. It is the subcommittee Chair’s responsibility to approach the Executive Committee and request to report to the Senate.

ARTICLE VI - AD HOC COMMITTEES

Section 1. ESTABLISHMENT AND FORMATION OF AD HOC COMMITTEES

1.1 ESTABLISHMENT OF AD HOC COMMITTEES

Ad hoc Committees shall be established by resolution of the Academic Senate. The resolution shall specify the number of members, the charge to the committee and the expected date of completion of the study or report.

1.2 FORMATION OF AD HOC COMMITTEES

Members of Ad hoc Committees shall be appointed by the Chair of the Academic Senate and shall be ratified by the Executive Committee.

Section 2. ORGANIZATION

The Chair of the Academic Senate, or his or her designee, shall serve as temporary Chair of all Ad hoc Committees. The duties of the temporary Chair shall consist of calling the first meeting of the committee, at which time a permanent Chair shall be elected. A Secretary shall be elected to take minutes of meetings.

Section 3. RECOMMENDATIONS OF AD HOC COMMITTEES

Recommendations of Ad hoc Committees made under authority of Article V of the Constitution shall be presented to the Senate for action. Personnel recommendations shall be exempted from this rule.

ARTICLE VII - ADMINISTRATIVE COMMITTEES

Section 1. DUTIES OF FACULTY MEMBERS ON ADMINISTRATIVE COMMITTEES

1.1 Faculty who serve on Administrative Committees will make annual reports to the Academic Senate.

ARTICLE VIII - AMENDMENT OF BY LAWS

The By Laws of the Academic Senate may be amended by a simple majority of all members present at any meeting of the Senate. All members shall be sent copies of proposed amendments one week prior to their consideration. Proposed amendments shall first be submitted to the Structure and Functions Subcommittee for consideration of their relationship to the rest of the By Laws.

Passed by the Senate: April 27, 1989
Amended by the Senate: September 1989
Amended by the Senate: May 24, 1990
Amended by the Senate: May 23, 1991
Amended by the Senate: October 17, 1991
Amended by the Senate: November 14, 1991
Amended by the Senate: December 5, 1991
Amended by the Senate: October 29, 1992
Amended by the Senate: November 12, 1992
Amended by the Senate: November 2, 1995
Amended by the Senate: May 8, 1997
Amended by the Senate: February 26, 1998
Amended by the Senate: March 23, 2000
Amended by the Senate: April 27, 2000
Amended by the Senate: September 13, 2001
Amended by the Senate: February 21, 2002
Amended by the Senate: October 31, 2002
Amended by the Senate: November 14, 2002
Amended by the Senate: September 18, 2003
Amended by the Senate: November 13, 2003
Amended by the Senate: December 4, 2003
Amended by the Senate: December 18, 2003
Amended by the Senate: March 18, 2004
Amended by the Senate: May 24, 2007
Amended by the Senate: December 18, 2008
Amended by the Senate: October 1, 2009
Amended by the Senate: December 3, 2009
Amended by the Senate: March 11, 2010
Amended by the Senate: April 15, 2010
Amended by the Senate: May 27, 2010
Amended by the Senate: December 9, 2010
Amended by the Senate: February 24, 2011
Amended by the Senate: September 1, 2011
Amended by the Senate: May 10, 2012
Amended by the Senate: May 8, 2014
Amended by the Senate: May 14, 2015
Amended by the Senate: December 3, 2015
Amended by the Senate, September 29, 2016
Amended by the Senate, December 1, 2016
Amended by the Senate, February 2, 2017
Amended by the Senate, April 6, 2017
Amended by the Senate, October 25, 2018
Amended by the Senate, April 18, 2019
Amended by the Senate, March 18, 2021

Academic Senate