UNIVERSITY SENATE BYLAWS RELEVANT TO STANDING COMMITTEES

(Last updated 09-16-05)

 

 

ORGANIZATIONAL MEETING

 

University Senate Bylaws Article IV Section 3.   Within fifteen (15) calendar days of the first day of classes of the Fall semester, the outgoing chair of each standing committee shall call a meeting of the incoming committee and transfer current committee records to it. Records older than twelve (12) months and not needed by the incoming committee shall be handled in accordance with the policies of the Board of Regents and State of Georgia requirements (see government link http://www.usg.edu/usgweb/busserv/index.phtml). The incoming committee shall elect a chair, vice chair, and a secretary in accordance with Article V Section 2.B.1 of these bylaws.

 

University Senate Bylaws Article V Section 2.B.1   The members of a standing committee shall elect a chair, a vice chair, and a secretary by secret ballot at the first committee meeting in accordance with Article IV Sec 3 of these bylaws. Only those members elected to the University Senate are eligible to serve as the committee chair, but any member of the committee is eligible to serve as vice chair or secretary. The chair, vice chair, and secretary shall be elected for a period of one year. The chair, vice chair, or the secretary may be reelected.

 

CONDUCTING SENATE BUSINESS

University Senate Bylaws Article IV Section 1 The regular operations of the University Senate shall follow a committee review procedure. The University Senate by a two-thirds majority vote may suspend committee review of a specific matter and act as a committee of the whole. In all other cases, the Senate shall submit all matters of substance for study, recommendations, and/or action by a committee prior to definitive action being taken by the University Senate.   Standing committee business may be initiated by any member of the committee, by the Executive Committee of the University Senate, by the President, or by a written request to the Executive Committee supported and signed by at least five Senators.

University Senate Bylaws Article III Section 1.   The University Senate shall discharge its responsibilities through a system of standing committees elected by and directly responsible to the University Senate. These standing committees shall establish their own operating policies and procedures consistent with these Bylaws and the University Statutes. These must be filed with the Executive Committee and updated as needed.

COMMITTEE WORK

University Senate Bylaws Article V Section 2.B. Duties of standing committees and subcommittees.
1. The members of a standing committee shall elect a chair, a vice chair, and a secretary by secret ballot at the first committee meeting in accordance with Article IV Sec 3 of these bylaws. Only those members elected to the University Senate are eligible to serve as the committee chair, but any member of the committee is eligible to serve as vice chair or secretary. The chair, vice chair, and secretary shall be elected for a period of one year. The chair, vice chair, or the secretary may be reelected.
2. Committees shall consult with the Executive Committee as to relevant issues, policies, and procedures that shall be the work of the committee and to seek out and identify concerns within its area of responsibility.
3. The secretary of the committee shall provide minutes of each meeting to the Secretary of the Executive Committee as well as post the minutes electronically within eight (8) calendar days of the meeting. This would include minutes of any subcommittee or ad hoc committee that reports to it.
4. Standing committees shall monitor the activities of their subcommittees and consult with subcommittees regarding the relevant issues, policies, and procedures that shall be the work of that subcommittee.
a.    The subcommittee members shall elect their chair, vice chair, and secretary, set the agenda for their meetings, and determine when meetings will take place.
b.    Subcommittee chairs shall attend standing committee meetings as requested to report on the activities of the subcommittee and to provide information regarding the status of recommendations emanating from the subcommittee.
5. Committee chairs shall attend meetings of the Executive Committee as requested.
6. Committees may recommend policies and procedures of the University and shall send them to the Executive Committee that shall forward them for consideration to the University Senate.

STANDING AND AD HOC COMMITTEES

 

University Senate Bylaws Article Article V Section 2  Membership, Duties and Description of the Committees established by the University Senate

 

A.  Membership of the Standing Committees    

1.   There shall be four standing committees: the Academic Governance Committee, the University Services Committee, the Budget and Planning Committee, and the Student Affairs Committee.

 

2.   There shall be fifteen (15) members on each standing committee, one of which is appointed as specified in Article V Section 2.C of these bylaws. The remaining fourteen (14) members shall be nominated by the Committee on Nominations and elected by the University Senate. Each School and the Library/General Division shall be represented on each standing committee and there shall be no fewer than eight (8) senators on each standing committee. Each standing committee shall include at least one (1) student nominated by the Student Government Association.

 

3. There may exist a subcommittee structure that supports the work of standing committees.

 

a. The University Senate may establish permanent subcommittees that report to a standing committee. The standing committee itself, the Executive Committee or the University Senate may recommend the creation of a subcommittee to assist with the work of the standing committee. Such a recommendation would take the form of a motion submitted to the Executive Committee for consideration by the University Senate.  The Committee on Nominations shall nominate subcommittee members. At least two (2) members shall be university senators.  The University Senate shall elect the voting membership of any such subcommittee and specify to which standing committee they report.

 

b. The University Senate may include ad hoc committees that report to a standing committee. The standing committee itself, the Executive Committee or the University Senate may create ad hoc committees to assist with the work of any standing committee. An ad hoc committee charter must be filed with the Executive Committee before the first meeting of the ad hoc committee.  Members of the body that create the ad hoc committee shall choose the ad hoc committee membership.  Any member of the University Community is eligible to serve on an ad hoc committee; however, at least two (2) members shall be university senators. The members of the ad hoc committee shall select a chair (must be a university senator), vice-chair, and secretary. The announcement of meetings and the posting of minutes shall follow University Senate protocol. Ad hoc committees shall cease to exist upon completion of an assigned task or at the end of the academic year, whichever comes first. 

 

COMMITTEE REPORTS

University Senate Bylaws Article IV Section 2. The committees listed in Article V Section 2.A.1 shall constitute the standing committees of the University Senate. Each standing committee and the Executive Committee, through their duly elected chair, shall, at all regular meetings of the University Senate, make a brief verbal report of business transacted. The text of any motions or resolutions that are to be proposed by committees at a University Senate meeting shall be provided to the Executive Committee fifteen (15) calendar days before the meeting, and shall be forwarded to University Senate members by the Executive Committee eight (8) calendar days prior to the meeting. In addition, each committee shall present a comprehensive, written, annual report to the Executive Committee. This comprehensive report, which shall be submitted to the Executive Committee by the end of the academic year shall be attached to the minutes of the last University Senate meeting of the year, shall include a summary of the major items considered by the committee during the academic year and the disposition of each.