ECUS 2004-2005 Committee Operating Procedures:  A summary of the standard operating procedures used to conduct business during the year.

• First and foremost the Executive Committee is a team and not a set of individuals.  To realize this philosophy we have adopted the following principles:
  • Communicate openly and candidly with each other -- holding back constructive criticism weakens the team
  • Resist communicating on behalf of the committee without consultation even if the item feels like a “no-brainer”
  • After consultation, copy the entire committee as you communicate on its behalf
  • It is the responsibility of all ECUS members to seek out and identify agenda items for discussion
  • It is expected that ECUS members practice circumspection and trust in committee processes and decisions that take place among members of the committee
• The Chair
  • Provides leadership and vision for the direction of the University Senate
  • Represents the University Senate at University Faculty meetings as necessary
  • Presents the Executive Committee Reports at University Senate meetings
  • Is perceived as the point person of the University Senate by those external to the Senate
  • Drafts the tentative agenda for meetings of the Executive Committee
  • Presides at meetings of the Executive Committee
  • Alerts the University Senate when agenda for a scheduled meeting is available
• The Vice Chair
  • Assumes all duties and responsibilities of the chair in the absence of the chair
• The Secretary
  • Drafts minutes of both Executive Committee and University Senate meetings
  • Posts minutes of both Executive Committee and University Senate once the minutes have been reviewed by the respective bodies – including any amendments made as a result of the review
  • Nominates an individual to serve as University Senate archivist for approval by the Executive Committee
  • Maintains an archive (in parallel with the University Senate archivist) of all minutes and handouts of both Executive Committee and University Senate meetings.
  • Drafts the agenda for University Senate meetings for review by the Executive Committee
• Communication
  • Communicate via the ecus@gcsu.edu email list with the 48-hour rule – member of Executive Committee has 48 hours to respond to an issue/proposal or approval is assumed
  • Maintain and visit parking lots that detail and categorize items for future consideration and action.
  • Scheduled weekly meetings

Note:  The following details worked well for 2004-2005, but particular meeting and deadline times may require revision for future Executive Committees

§         Standing meeting time is Wednesday commencing at 10:00 am in the President's office

§         By 5:00 pm on Monday either the meeting was canceled or a tentative agenda was distributed

·          The tentative agenda is drafted by the chair in consultation with the secretary

·          Additional agenda items from other members of the committee are invited

·          Drafts of supporting documentation for agenda items are provided prior to the meeting whenever possible to encourage and facilitate review prior to the meeting

·          By 5:00 pm Wednesday the draft of the meeting minutes are available for review until noon Friday

·          Official minutes are posted on Friday afternoons

o        ECUS members review the initial draft of the minutes of the University Senate meetings prior to distribution to the University Senate

o        Actions agreed upon by the Executive Committee are tracked using an action tracking form which keeps the following information: the date the action was charged, the action itself, the point person responsible for completing the action, the status of the action while it is being completed, and the date completed.

o       Each faculty member on ECUS serves as a liaison to one of the Standing Committees to assist the committee in an advisory role.