Academic Senate By-Laws

ARTICLE I - NAME

/governance/academic-senate-laws

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, Staff Representative, Emeritus Faculty Representative, CFA representative, 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 of the Senate.

1.2 DUTIES OF CHAIR OF THE FACULTY

The Chair of the Faculty shall have the following duties:

a. convening and chairing the Senate and the Executive Committee
b. regularly consulting with the faculty
c. regularly consulting with the Chairs of Senate committees
d. regularly consulting with the Vice Chair and the Past Chair (when occupied)
e. regularly consulting with the administration
f. attending selected administrative committee meetings requiring faculty consultation
g. attending statewide Academic Senate Chair meetings
h. planning and convening University Convocations and annual Faculty Retreat
i. organizing the annual event for Emeritus Faculty
j. presiding at Commencement ceremonies
k. appointing a member of the Executive Committee to serve on the Commencement Committee
l. appointing a member of the Senate to serve as its Parliamentarian
m. serving as Past Chair the year following their term
n. serving as a voting member of the Structure and Functions Subcommittee

1.3. DUTIES OF VICE CHAIR OF THE FACULTY

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

a. convening and chairing the Senate and the Executive Committee in the absence of the Chair
b. regularly consulting with the Chair of the Faculty and the Past Chair (when occupied)
c. serving as Structure and Functions Committee non-voting liaison to the Executive Committee and the Senate
d. attending selected administrative committee meetings requiring faculty consultation as assigned by the Chair of the Faculty
e. serving as a voting member of the Structure and Functions Subcommittee

1.4. DUTIES OF THE PAST CHAIR OF THE FACULTY

One Past Chair of the Faculty shall serve a one-year term as a member of the Senate and the Executive Committee. If available, the Immediate Past Chair shall serve in this role. If not, then one previous available Chair will be selected to serve in this role, with the selection proceeding in chronological order beginning with the most recent Past Chair and working backwards.

The Past Chair shall have the following duties:

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

In the event of a Chair serving a second consecutive term, or in the event a Chair is otherwise unable to serve as Past Chair, the Past Chair seat shall not be occupied.

1.5 DUTIES OF THE SECRETARY OF THE SENATE

The Secretary of the Senate shall have the following duties, which may be delegated to Senate support staff:

a. overseeing an archive of Minutes of the Senate
b. overseeing an archive of Resolutions of the Senate
c. monitoring absences of Senators from Senate meetings
d. receiving reports of proxies to 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 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. Election shall be by majority vote (see Article V, Section 2 for additional guidance).

1.7 RECALL

Recall procedures for officers of the Faculty may be instituted by submission of a petition to the Executive Committee of the Senate signed by 10 percent of the Faculty. Upon receipt of such a petition, the Executive Committee shall direct that a recall election be conducted. If a majority of the Faculty voting votes to recall a faculty officer, they shall be recalled. The vacancy thus created shall be filled by secret written ballot under election procedures specified in Article III,
Section 1.6.

1.8 REPLACEMENT

When it becomes necessary by reason of leave, vacancy, or resignation to replace the Chair of the Senate, the Vice Chair shall succeed directly to the position of Chair. When it becomes necessary by reason of vacancy, resignation, or one semester leave to replace 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. When the position of Past Chair of the Senate becomes vacant, the seat shall be filled chronologically by available past chairs and as outlined in III.1.4 and in the Constitution (Article II, Section 4).

Section 2. REPRESENTATIVE SENATORS

2.1 NUMBER

The membership and principal duties of the Senate are found in the Constitution of the Faculty, Article III, Section 1, and Article IV, Sections 1 and 2.

2.2 NOMINATION AND ELECTION

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

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 REPRESENTATIVE MEMBERS TO THE SENATE

Representative members of the Senate are expected to understand and be able to articulate the variety of viewpoints of the faculty in their Colleges or representative bodies. Senators are considered trustees when voting. The Senate uses Robert’s Rules, and 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, they 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, their 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. If a Senator is unable to attend meetings regularly, leave should be requested as specified in 2.7.

2.6 RESIGNATION

If a representative Senator must resign from the Senate, they shall notify the Secretary of the Senate. The seat is then declared vacant, and a replacement will be seated according to the procedures in 2.8.

2.7 LEAVES

For compelling reasons (e.g., sabbatical or medical leave) and with Senate approval, a representative Senator may take a leave of no more than one semester. If a leave is approved, a replacement will be elected according to the procedures in 2.8.

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.

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 six Senators chosen at-large by the Faculty – two at-large Senators, two Lecturer Senators, and two statewide Senators.

3.3 NOMINATION AND ELECTION

The Structure and Functions Subcommittee shall solicit nominations for Statewide, at-large, and Lecturer Senators. Additional nominations may be made on the floor of the 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. Election shall be by majority vote (see Article
V, Section 2 for additional guidance).

3.4 TERM

Statewide and at-large 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.

3.5 DUTIES OF AT-LARGE MEMBERS TO THE SENATE

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

3.6 DUTIES OF STATEWIDE SENATORS

Statewide 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 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 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, they 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 regularly scheduled meetings of the Senate during a year without a proxy, their 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 or at-large Senator must resign from the Senate, they shall notify the Secretary of the Senate. The seat is then declared vacant, and a replacement will be seated according to the procedures in 3.10.

3.9 LEAVES

For compelling reasons and with Senate approval, a Statewide or at-large Senator may take a leave of no more than one semester. If a leave is approved, a replacement will be selected according to the procedures in 3.10.

3.10 REPLACEMENT

When it becomes necessary by reason of vacancy, resignation, or one semester leave to replace a Statewide or at-large Senator, the Secretary of the Senate shall 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.

When it becomes necessary to replace a Lecturer Senator by reason of vacancy, resignation, or ineligibility to serve on the Senate, the Secretary of the Senate shall inform the Chair of the Structure and Functions Subcommittee. Replacements of 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 of two consecutive semesters or more shall be made for the remainder of the three-year term according to Section 3.3. 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 SENATORS

Recall proceedings against any Statewide or at-large Senator 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 vote to recall the Statewide or at-large Senator, they shall be recalled. The vacancy thus created must be filled under the election procedures set forth in Section 3.3, within 45 calendar days of the
removal.

Section 4. STUDENT REPRESENTATIVES

4.1 NUMBER

Associated Students shall have non-voting representation on the Senate, consisting of the Executive Vice President of the Associated Students (or designee) and one Student Representative, to be selected by the Executive Vice President of the Associated Students.

4.2 ATTENDANCE AND PROXIES

If the Executive Vice President of the Associated Students or a Student representative must be absent from a meeting of the Senate, they 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 and no one shall carry more than one proxy at any meeting.

4.3 RESIGNATION

If a Student representative must resign from the Senate, they shall notify the Secretary of the Senate. The seat is then declared vacant, and a replacement will be seated according to the procedures in 4.4.

4.4 REPLACEMENT

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

4.5 RECALL OF STUDENT REPRESENTATIVES

Recall proceedings against Student representatives shall be conducted according to procedures established by the 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 MEMBERSHIP

The President, the Vice President of Administration and Finance/Chief Financial Officer, and Provost and Vice President of Academic Affairs, and the Vice President of Student Affairs shall each serve as ex officio, non-voting members of the Senate.

5.2 ATTENDANCE

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

Section 6. CHAIRS, STANDING COMMITTEES OF THE SENATE

6.1 MEMBERSHIP

The Chair of each standing committee shall serve a one-year term as a voting member of the Senate and Executive Committee. Proxies to ExCom are not allowed (see Article V Section 3.6.).

Section 7. STAFF REPRESENTATIVE

7.1 MEMBERSHIP

A representative of the University staff shall be elected for a three-year term as a non-voting member of the 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 staff bargaining units. The Staff Council 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 Senate. The Emeritus Senator shall be chosen according to procedures established by CSU-ERFSA.

8.2 DUTIES OF THE EMERITUS REPRESENTATIVE

The Emeritus Representative is expected to consult with their constituency and communicate to the Senate on matters relating to the jurisdiction of the Senate.

8.3 ATTENDANCE AND PROXIES

If the elected Emeritus Representative must be absent from a meeting of the Senate, they shall, in a note to the Secretary of the Senate, designate a proxy from the represented body. There shall be no standing proxies and no one shall carry more than one proxy at any meeting.

8.4 RESIGNATION

If the elected Emeritus Senator must resign from the Senate, the Secretary of the Senate shall be notified. The seat is then declared vacant, and a replacement will be seated according to the procedures in 8.5.

8.5 REPLACEMENT

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

8.6 RECALL

Recall proceedings against the Emeritus Senator 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 and representatives and shall be filed in the University Library Archives.

1.3 MINUTES

Minutes of all meetings shall promptly be prepared and distributed to all Senators and representatives. Additional persons may be placed on the distribution list upon request. Each set of minutes shall be retained in the Senate Office and 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 or called under the conditions outlined in the Constitution of the Faculty, Article IV, Sections 1 and 2.

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, provided 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 its at-large representatives 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 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 a business item.

1.9 BUSINESS ITEMS

All business 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, a business 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

The Senate, its committees, and its subcommittees may declare a meeting in executive session by a majority vote of the members present. Executive sessions will be closed to all but voting members of the body and any special guests specifically invited to attend.

 Section 2. POWERS OF THE SENATE

The powers of the Senate are outlined in the Constitution of the Faculty, Article III, Sections 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 Senate shall be carried out by the Executive Committee and four standing committees: Educational Policies Committee (EPC); Faculty Standards and Affairs Committee (FSAC); Student Affairs Committee (SAC); and Academic Planning, Assessment, and Resources Committee (APARC).

Section 2. ELECTIONS

Election of faculty members to Senate committees and subcommittees shall be done via College-wide and library elections within each College, the library, or SSP during the Spring semester of each year.

2.1 ELECTION PROCESS

Any candidate receiving a majority of votes cast in a College, library, or SSP election shall be automatically elected to a given committee.

In the event that no candidate receives a majority of votes cast, the candidate winning a plurality and the candidate winning the next highest number of votes shall be placed in a runoff election. The candidate with the majority of votes in the runoff shall be elected to the committee in question.

Colleges, the library, and SSPs may also choose to elect candidates using ranked-choice voting. If this option is employed, the candidate with the most votes following the ranked-choice system will be elected.

2.2 UNFILLED/VACANT SEATS

2.2a In the event that any College- or library-designated committee or subcommittee seats remain vacant at the end of a College-wide election cycle, which concludes at the end of the Spring semester, those seats shall be deemed open. The College elections chair (or designee) shall notify the chair of Structure and Functions of any empty seats that remain open by the end of the Spring semester.

2.2b For open College seats, Structure and Functions shall put out an all-faculty call for candidate statements from all faculty at the beginning of the Fall Semester and appoint members to fill open seats. Appointed members will serve until the end of the scheduled term. Open library and SSP seats shall remain vacant until the next election cycle, unless subsequently filled by the library or SSP.

2.2c In the event that any College seats remain vacant following the process described in 2.2b, those seats will remain vacant until the next election cycle, unless subsequently filled by the College.

2.3 APPOINTMENTS

Appointment of committee members shall be avoided when possible in favor of open, College-wide elections, and shall be conducted as articulated in Article V, Section 2.3.

Except for Senate officers, appointments will be facilitated by Structure and Functions when a College is unable to fill seats during a College-wide election, when seats remain vacant following a faculty-wide election, or when a university committee requests appointment from Structure and Functions.

Should appointment become necessary, the College dean (or designee), provost (or designee), president (or designee), or university committee chair shall notify Structure and Functions of the vacancy. Structure and Functions shall then solicit nominations from among faculty. Once candidate statements have been collected, Structure and Functions will select from candidates.

Section 3. EXECUTIVE COMMITTEE

3.1 MEMBERSHIP

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

3.2 DUTIES OF THE COMMITTEE

The Executive Committee shall delegate to standing committees tasks it deems appropriate to each committee's charge as described in Article V, Section 3, herein. The Executive Committee shall receive agendas, 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 Senate. The Executive Committee shall receive the opinions of faculty members on matters affecting the welfare of the University. The Executive Committee shall report on its activities at each meeting of the Senate.

3.3 FREQUENCY OF MEETINGS

Meetings of the Executive Committee shall be held or called under the conditions outlined in the Constitution of the Faculty, Article IV, Section 3.

3.4 QUORUM

A simple majority of the voting members of the Executive Committee shall constitute a quorum. Before the end of each semester, the Executive Committee shall designate its quorum for the ensuing intersession.

3.5 VOTING

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

3.6 PROXIES

The Executive Committee shall not accept proxies at its meetings, with the exception of the statewide representative. If the designated statewide representative to the Executive Committee is unable to attend, then the alternate statewide senator may serve as proxy.

Section 4. STANDING COMMITTEES

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

4.1 EDUCATIONAL POLICIES COMMITTEE (EPC)

4.1.1 Charge

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 the Educational Policies Committee shall include:

1. the University Standards Subcommittee (USS);
2. the General Education Subcommittee (GES);
3. the Graduate Studies Subcommittee (GSS)

4.1.2 Membership

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

The Educational Policies Committee will be composed of three members elected from the two larger colleges, two members elected from the smaller college and one member each from the Library and SSP.

One student, non-voting, selected in accordance 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 their designee upon request of the Committee.

4.2 FACULTY STANDARDS AND AFFAIRS COMMITTEE (FSAC)

4.2.1 Charge

The Faculty Standards and Affairs Committee shall have primary responsibility for the development and implementation of policy concerning the practices and procedures used in faculty personnel matters, such 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 the Faculty Standards and Affairs Committee (FSAC) shall include:

1. the University Reappointment, Tenure, and Promotion Subcommittee (URTPS);
2. the Academic Freedom Subcommittee (AFS);
3. the Teaching and Learning Subcommittee (TLS);
4. the Faculty Subcommittee on Scholarly Activities (FSSA)

4.2.2 Membership

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

The Faculty Standards and Affairs Committee will be composed of one member elected by each College, the Library and SSP, and one at-large member elected from among all faculty.

One student, non-voting, selected in accordance 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 their designee upon request of the committee.

A non-voting representative from the California Faculty Association shall be appointed by CFA.

4.3 STUDENT AFFAIRS COMMITTEE (SAC)

4.3.1 Charge

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, the Student Affairs Committee shall propose policies and programs that promote faculty-student interaction. The Student Affairs Committee shall establish subcommittees as necessary to carry out its charge. Standing subcommittees of the Student Affairs Committee (SAC) shall include:

1. the Academic Advising Subcommittee (AAS);
2. the University Scholarship Subcommittee (Scholarship);
3. the Dispute Resolution Board (DRB)

In addition, this standing committee shall recommend one of its faculty members or Student Services Professionals to serve as liaison on each of the following bodies:

1. the Intercollegiate Athletics Advisory Council (IAAC)
2. the Student Fee Advisory Committee (SFAC)
3. other bodies addressing issues of current concern to the Student Affairs Committee

4.3.2 Membership

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

The Student Affairs Committee will be composed of one member elected by each College, the Library, and SSP, and one at-large member elected from among all faculty.

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

A non-voting representative from the administration shall be appointed by the President of the University or their designee upon request of the committee.

4.4 ACADEMIC PLANNING, ASSESSMENT AND RESOURCES COMMITTEE (APARC)

4.4.1 Charge

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 Academic Planning, Assessment and Resources Committee shall establish subcommittees as necessary to carry out its charge. Standing subcommittees of the Academic Planning, Assessment, and Resources Committee (APARC) shall include:

1. the University Program Review Subcommittee (UPRS);
2. the Academic Technology and Instructional Spaces Subcommittee (ATISS)

4.4.2 Membership

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

The Academic Planning, Assessment, and Resources Committee shall be composed of one member elected by each College, the Library, and SSP, and one at-large member elected from among all faculty.

One student, non-voting, selected in accordance with procedures established by the Associated Students, shall be a non-voting member of APARC.

Three administrative designees—one from Academic Programs, one from Academic Affairs Budget and Planning, and one from Administration and Finance–shall also serve as non-voting members.

One member of the Educational Policies Committee (EPC) will serve as a liaison to APARC. The Chair of APARC or their designee will attend the President’s Budget Advisory Committee and the Campus Planning and University Spaces Committee.

4.5 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.

4.6 STANDING COMMITTEE OFFICERS

Each standing committee shall elect its own Chair from the committee membership. The Chair shall serve a one-year term with no restriction on re-election for additional terms. Only Faculty members may serve in this capacity. 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, and as an ex officio voting member of the Senate as provided in Article III, Section 1.4 of the Constitution.

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.

4.7 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.

4.8 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.

4.9 ATTENDANCE AND PROXIES

4.9a If a member of a committee must be absent from a regularly scheduled meeting, they shall designate an affiliate proxy in writing to the Chair of the committee, except in those cases where a proxy is forbidden by these regulations.

4.9b A member of a committee shall not be permitted to carry the proxy of another member, there shall be no standing proxies, and no one shall carry more than one proxy at any meeting.

4.9c If a member is absent for three regularly scheduled meetings during a year, without a proxy, their seat shall be declared vacant by the Chair of the committee, who shall notify the Chair of the Structure and Functions Subcommittee.

4.10 RESIGNATION

If a member of a committee must resign, they shall notify the Chair of that committee and the Chair of Structure and Functions.

4.11 LEAVE

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

4.12 REPLACEMENT

4.12a When vacancies occur, the Chair of Structure and Functions will notify the appropriate authority so that a replacement may be elected or appointed. If any committee or subcommittee in faculty governance has a vacancy that the appropriate appointing authority is unable to fill, the vacancy will be declared open, and the Structure and Functions Subcommittee, will follow the process of filling a vacant seat as described in Article V, Section 2.2b.

4.12b In the case of the University Reappointment, Tenure, and Promotion Subcommittee, if the replacement is more than one semester, Structure and Functions will ask the College to conduct an election for a replacement. If no replacement is elected, Structure and Functions will conduct a university-wide election for a replacement. In the case of a one-semester replacement, the Structure and Functions Subcommittee will appoint a replacement. In the event a current member temporarily withdraws from participation due to a conflict of interest, the University 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.

4.13 DUTIES OF THE COMMITTEE CHAIR

The Chair (or their designee) shall:

1. chair each meeting of the committee;
2. prepare the agenda for each meeting and email it to the Senate Office, who will make it available to the Chair of the Faculty and the Chair of the Structure and Functions Subcommittee;
3. review the committee's charge with its members;
4. serve as an ex officio voting member to the Executive Committee and report on and transmit committee action items to the Executive Committee;
5. attend Senate meetings regularly as a liaison; and
6. prepare an annual report on the activities of the committee to be submitted to the Senate at the end of each academic year.

4.14 DUTIES OF THE COMMITTEE SECRETARY

The role of Secretary shall be rotated among committee members from meeting to meeting. The designated meeting Secretary (or their designee) shall:

1. prepare the minutes of each committee meeting and distribute them to the members of the committee;
2. transmit the approved minutes to the Senate Office and the University Library Archives.

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

4.15 DUTIES OF FACULTY MEMBERS OF STANDING COMMITTEES

College representatives to the standing committees of the Senate are expected to regularly communicate to their constituents, including the College Curriculum Committee and Department and/or School 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 and Functions will provide to Senators and committee members a set of suggested means for such communication.

4.16 DUTIES OF ADMINISTRATIVE MEMBERS

Administrative members of committees shall provide information and insight regarding recommendations on policy and assist in the implementation of policy once it has been recommended by the Senate and approved by the President or their designee.

Administrative members should consult with standing committees regarding the implementation of policy in their areas of functional concern.

4.17 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 5. SUBCOMMITTEES OF THE STANDING COMMITTEES

The Structure and Functions Subcommittee, upon request of the standing committee, may recommend to the Executive Committee the creation or dissolution of subcommittee(s). The University Reappointment, Tenure, and Promotion Subcommittee is a permanent subcommittee. Committees should follow procedures and guidelines set by Structure and Functions.

5.1 SUBCOMMITTEE CHAIRS

Each subcommittee operating under a standing committee shall elect its own Chair. The Chair shall serve a one-year term with no restriction on re-election for additional terms. Only Faculty members may serve in this capacity.

5.2 SUBCOMMITTEE MEMBERSHIP

Except for the University Reappointment, Tenure, and Promotion Subcommittee, members of each subcommittee shall be appointed or elected as determined by the Structure and Functions Subcommittee in consultation with the standing committee.

The Chair of each standing committee shall designate faculty members of the standing committee who shall each serve as a non-voting liaison on one of its subcommittees. Such members shall serve one-year terms and will be eligible for reappointment.

5.3 DUTIES OF FACULTY MEMBERS SERVING ON SUBCOMMITTEES

Subcommittee Representatives to the standing committees of the Senate are expected to communicate regularly to their constituents, including the College Curriculum Committee and Department/School 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 and 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.

5.4 UNIVERSITY REAPPOINTMENT, TENURE, AND PROMOTION SUBCOMMITTEE

The University Reappointment, Tenure, and Promotion Subcommittee shall be composed of seven members, with two members elected by and from each College and one member from the Library. Any seat unable to be filled by a member from a College or the Library would become an open seat. Structure and Functions would then hold an election (for two or more candidates) or appoint (for a single candidate) a member for the open seat. If no eligible faculty are available, the seat remains vacant until the following election. All members shall be elected from among tenured instructional members of the faculty who hold the rank of Professor or the equivalent Librarian. Members may not hold an administrative appointment. The terms of office will be three years and the terms will be staggered.

5.5 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.

5.6 SUBCOMMITTEE PROXIES

If a faculty member of a subcommittee must be absent from a meeting, they may designate a faculty proxy in writing to the Chair of the subcommittee. 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 University Reappointment, Tenure, and Promotion Subcommittee.

Section 6. SUBCOMMITTEE OF THE EXECUTIVE COMMITTEE

6.1 CHARGE

The Executive Committee of the Senate shall establish a Structure and Functions Subcommittee to supervise faculty elections, review organizational changes in faculty governance structures, 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.

6.2 CHAIR

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

6.3 CHAIR AND VICE CHAIR OF THE FACULTY

The Chair of the Faculty and the Vice Chair of the Faculty shall serve as voting, ex officio members of the Structure and Functions Subcommittee.

6.4 MEMBERSHIP

The Structure and Functions Subcommittee will be composed of one member elected by each College, the Library, and SSP, and one at-large member elected from among all faculty. The Senate Analyst shall serve as an ex officio, non-voting member of Structure and Functions.

Each College representative on Structure and Functions shall have responsibility for finding nominees to replace their College's representatives in the Senate and its committees when vacancies of one semester or less occur.

6.5 RULES AND PROCEDURES

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.

6.6 ELECTIONS & TERMS

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).The Structure and Functions Subcommittee shall have primary responsibility for nomination, election, appointment, terms, replacement, and recall of Senators (see Article III, Sections 2 and 3), members of standing committees (see Article V, Section 3), and at-large members of any committee or subcommittee.

The Structure and Functions Subcommittee shall solicit nominations for the Chair, Vice Chair and Secretary of the Senate, and the at-large, lecturer, and Statewide Senators (Article 1, Section 1; Article 3, Section 3.3).

The Chair of the Structure and Functions Subcommittee shall supervise the staggering of terms of at-large, lecturer, and Statewide Senators and Representative Senators by agreement or by lot (Article III, Section 2.3; 3.4).

6.7 REPLACEMENTS

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 (see Article V, Section 2.2).

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

1. the Vice Chair of the Senate (Article III, Section 1.7)
2. the Secretary of the Senate (Article III, Section 1.7)
3. members of the University Reappointment, Tenure, and Promotion 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:

1. Statewide Senator (Article III, Section 3.10)
2. At-large Senator (Article III, Section 3.10)
3. Lecturer Senator (Article III; Section 3.10)

6.8 APPOINTMENTS

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).

6.9 REVIEW OF COMMITTEE CHARGES AND ORGANIZATIONAL CHANGES

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 By-Laws. 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 By-Laws.

SECTION 7. SENATE SUBCOMMITTEES

The 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.

7.1 SENATE DIVERSITY SUBCOMMITTEE

7.1.1 CHARGE

The Senate Diversity Subcommittee serves to review diversity issues and make recommendations to the Senate to foster inclusiveness and equity. This committee will serve in an advisory capacity to the Senate and

1. recommend policies or programs that will enrich diversity awareness within the campus community;
2. in collaboration with other University diversity efforts, promote increased diversity of student, staff and faculty on our campus; and,
3. in collaboration with the Educational Policies Committee, perform periodic review of diversity in the curriculum and make recommendations and highlight accomplishments. The committee will provide the Senate with an annual report of its activities.

7.1.2 MEMBERSHIP

Membership of the Senate Diversity Subcommittee shall include, as voting members: one elected faculty member from each College, the Library, and SSP, for staggered three-year terms; one at-large member elected by the faculty for a staggered three-year term; and one student, appointed by the Associated Students. Ex officio and non-voting members 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.

7.2  SENATE SUBCOMMITTEE CHAIRS

Each subcommittee operating under the Senate shall elect its own Chair. The Chair shall serve a one-year term with no restriction on re-election for additional terms. Only Faculty members may serve in this capacity.

7.3 DUTIES OF FACULTY MEMBERS SERVING ON SENATE SUBCOMMITTEES

Senate subcommittee members are expected to communicate regularly to their constituents, including the College 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. Subcommittees should convey that feedback to the Senate (Section 7.6). 

7.4 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.

7.5 ATTENDANCE, 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.

7.6 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 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 Senate and shall be ratified by the Executive Committee.

Section 2. ORGANIZATION

The Chair of the Senate, or their 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 from among committee membership. The role of secretary shall be shared among members.

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

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

ARTICLE VIII - AMENDMENT OF BY LAWS

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