MOTION 9900-15C: AMENDMENTS TO THE UNIVERSITY SENATE BYLAWS
4.1 The Senate shall adopt its own internal rules and procedures (by-laws).
4.2 These bylaws may be amended by a two-thirds vote of the University Senate at any meeting, provided the amendment has been proposed in writing to the Secretary, and a copy of the proposed amendment has been sent to each member of the University Senate at least thirty days before the meeting at which the amendment is to be considered.
President and Vice President of the Senate
4.3 The President and the Vice-President are the elected officers of
the University Senate. The Vice-President also serves as President-Elect.
two offices are filled at the May organizational meeting of the University
Senate elected to serve the following academic year (Senate President confirmed,
Senate Vice President elected). The Senate Nominating Committee, appointed
the Senate President, presents one or more candidates for the office of Senate Vice President. Nominations shall be allowed from the floor. The vote is by signed ballot and a simple majority is required for election.
Secretary of the Faculty
4.4 Because coordination between the Senate and the Assembly is very important, the Secretary of the Faculty, who has served the University Senate since 1986, also serves the University Assembly. The position is ex-officio and nonvoting in both bodies.
President of the University
4.5 Under the Administrative Rules of the Oregon State Board of Higher Education the University President is authorized to preside over the deliberations of the legislative body of the faculty of the institution and has the right of veto, subject to review by the Chancellor. In rare instances the President has vetoed legislation. The President customarily appears before the University Senate or the Assembly to explain the reasons for the veto. The President is authorized to define the scope of authority of faculties, councils, committees and officers of the institution, subject to review by the Chancellor, when not otherwise specifically defined by Board action or in violation of authority granted to the faculty by State of Oregon law.
4.6 The Senate President annually shall appoint a Parliamentarian to the University Senate to advise on parliamentary procedure and to resolve parliamentary issues raised during University Senate meetings.
4.7 The University Senate shall meet on the second Wednesday of each month - October through May. The Senate shall meet between 15:00 (3:00 p.m.) and 18:30 (6:30 p.m.) that day. At the discretion of the Senate members, the body may reconvene at another time to complete unfinished work. The Senate has the right to call additional meetings as necessary. Prior to a meeting of the Senate, the Senate President shall distribute an agenda to each member of the Senate. The Senate President is responsible to see that all motions not introduced at the preceding meeting of the Senate, are circulated to each Senator at least ten calendar days prior to the next scheduled meeting.
4.8 With a total of 48 Senators, or less if constituencies are not represented, the quorum for the University Senate is one more than half, as presently constituted. No business shall be transacted unless a quorum is present. The fact that one or more vacancies may exist in the Senate roster has no bearing on this quorum requirement. (See Oregon Attorney General's Administrative Law Manual, Appendix C-4.)
4.9 Quorum shall be determined by sign-in or roll call at each meeting. The Secretary, if a roll call is desired, shall announce the quorum count. No meeting shall begin without a quorum. No business, except to adjourn, recess or to adjourn to find members to complete the quorum, shall take place in the absence of a quorum. If business does proceed despite the lack of a quorum any business then enacted must be ratified at the next meeting when a quorum is present or such business shall be null and void. No notice of motion (New Business) shall be introduced at a meeting lacking a quorum. [RONR, p. 342]
4.10 The University Senate requires that the Secretary shall keep a formal roll of all its members. At each meeting Senators shall check off their names to show that they are present. The roll also shall reflect all excused absences. The minutes of the Senate shall record all present, excused, and absent members. (See 3.8 & 5.3 of enabling legislation.)
4.11 Terms of office: see Enabling Legislation article 3.6
4.12 Vacancies: see Enabling Legislation articles 3.7 and 3.8
Article V Fiscal Impact Statement Requirement
5.1 All motions brought before the University Senate that may have any fiscal consequences or impact must be accompanied by a fiscal impact statement at the time the motion is introduced. This statement shall note for example, cost savings, new or created costs, or a determination of cost neutral. The Senate, in its final disposition of any legislation with a possible fiscal impact is obligated to describe this fiscal information prior to the final passage of any legislation.
Internal Standing Committees of the University Senate
6.1 Senate Executive Committee: The Executive Committee of the University Senate consists of the elected officers of the Senate, and the Secretary. The Executive Committee may appoint additional student and faculty Senators to serve on this committee.
6.1.1 The function of the Executive Committee is to advise the Senate President and facilitate the work of the Senate. It meets at the call of the Senate President.
6.2 Senate Rules Committee: The University Senate Rules Committee shall consist of three persons appointed by the Senate President. The Rules Committee is charged to negotiate with the sponsors of motions/resolutions, in advance of the appropriate Senate meetings, to clarify and/or to propose editorial changes in notices of motions sent to the Committee by the Senate President.
6.2.1 The Rules Committee is not required to report on every proposed motion, but rather acts at the request of the Senate President. The Rules Committee chair shall contact the sponsor(s) of the motion to arrange discussion of possible changes to a motion. The intent of the motion shall not be altered or changed by the Rules Committee. Any conflicts in word usage, meaning, purpose or structure should be remedied prior to the Senate meeting at which the motion will be acted upon formally. The Rules Committee chair shall assure that the maker of the motion has provided a valid Fiscal Impact Statement prior to formal introduction of the motion. (See "Fiscal Impact Statement" in Article V) The Rules Committee chair shall report the Committee's changes in wording or procedure to the sponsor(s), whether or not they are accepted by the sponsor(s). Only the Rules Committee form of the motion shall be introduced for Senate consideration.
6.3 Senate Nominating Committee: The Senate Nominating Committee is appointed by the President of the Senate. It shall nominate individuals upon request to various standing committees of the Senate, to some standing committees of the Faculty and, under certain circumstances to the Interinstitutional Faculty Senate, ad hoc committees of the Senate, or to other committees at the request of the President of the University or the President of the Senate. This committee also nominates candidates for President and Vice-President of the Senate.
6.4 Senate Budget Committee: The Senate Budget Committee is the Universityís primary agency for faculty and student participation in fiscal policy.
6.4.1 The Senate Budget Committee is charged to inform itself about issues that affect the financial well-being of the University. It will advise the President and the senate on budgetary policy and long-term financial strategies, and will keep the University Senate informed about financial matters. The committee will develop and maintain a broad overview of the Universityís budget, paying particular attention to General Funds (i.e., State appropriations and tuition and fees). The Budget Committee may initiate the study of financial issues.
6.4.2 Members of the Senate Budget Committee will be appointed by the Senate President and will serve three-year terms. The Senate Executive Committee will have the right to attend meetings in a non-voting capacity, as will the Faculty Advisory Council. The Provost is a voting member of the committee. Both the President and Provost are invited to attend meetings, and may designate staff members to accompany or represent them. The President and members of the Administration will keep the committee informed of actions by the Governor, the Legislature, the Oregon University System, the Chancellorís Office, and other agencies that affect the availability of resources and place constraints on the expenditure of General Funds.
6.4.3. Two staff members having budgetary responsibilities will be appointed to assist the committee. The committee will choose its own chair from its membership. The committee may meet in executive session when appropriate, and may establish working sub-committees.
6.5 Committee on Committees: The Committee on Committees is nominated by the Senate Nominating Committee and elected by and responsible to the University Senate. It is charged with the oversight of the committee structure within the system of shared governance. Further, this committee shall designate the faculty membership of all appointed University Standing Committees established by faculty legislation. It may also, when appropriate, nominate the faculty membership of Administrative Advisory Groups and Externally-Mandated Boards. The Committee on Committees shall be charged with the annual orientation of all chairs of University Standing Committees.
6.5.1 The Vice-President of the University Senate shall serve as the chair of the Committee on Committees.
6.5.2 Should vacancies occur during mid-year, the President of the University Senate, inconsultation with the Senate Nominating Committee, shall appoint members to complete terms of service on the Committee on Committees.
7.1 Since 1991-92, all non-elected committees established by faculty legislation are appointed by the Committee on Committees, a committee appointed by the University Senate. The Secretary of the Faculty shall coordinate the elections of faculty to elective committees.
7.2 University Standing Committees: University Standing Committees are committees established by University Senate legislation and whose charges have broad relevance to and impact upon the general University Community. University-wide issues include, but are not limited to, general academic issues, the curriculum, campus governance, student and faculty afairs, International Programs, University awards, and issues affecting campus atmosphere and diversity. University Standing Committees report to the Senate and in some cases also to the Administration based on their enabling legislation.
7.2.1 All University Standing Committees are required to make annual
written reports to the University Senate. These reports shall be submitted
to the Senate President prior to the final Senate meeting of the academic
year (May). Exceptions to this article are the annual written reports of
the Faculty Personnel Committee (FPC) and the Campus Planning Committee
(CPC). These reports are submitted at the October meeting of the University
Senate, and reflect the work of the respective committees for the previous
academic year. Reports of both the Faculty Advisory Council and Faculty Personnel Committee are published in the permanent minutes of the Assembly. The Senate minutes will be distributed to all voting faculty.
7.2.2 Reports of the Committee on Courses: The University Senate considers and acts on these reports. Each member of the Senate shall receive a full copy of the report in advance of the Senate meeting at which it will be discussed. Senators are expected to read the document and to prepare comments, or recommendations prior to the meeting. Each report is filed as a motion by the chair of the committee who also defends it during Senate debate. The motion on the report requires no second. [RONR, p. 35] Senate action is not limited to voting on the motion. The Senate is expected to clarify, to make inquiries, to propose changes or additions or deletions, or to make motions to amend the report if necessary, and to vote on the amendments, etc. The Senate takes final action on these reports.
During discussion in the University Senate the primary responsibility for explaining and defending the report remains with the chair and members of the Committee on Courses.
7.3 Student Participation: Student members of Committees have the right to take full part and vote. However, the legislation establishing student presence in the University Senate may be rescinded or amended only by vote of the voting faculty, not including those students who have voting privileges.
Distinguished Service Award Election
7.4 The University Senate declares itself in "Executive Session" when considering nominees for the Distinguished Service Award. The President of the Senate is authorized to request persons present at the time of the election of those to receive the Distinguished Service Award to refrain from making such names public until the University officially announces the names of the honorees.
7.5 The University Senate has established criteria for granting the honorary doctorate. Copies of these criteria are available from the Secretary. The Senate shall declare itself in "Executive Session" when considering nominees for this degree .
7.6 Interinstitutional Faculty Senate (IFS)
7.6.1 The Interinstitutional Faculty Senate was created by the State Board of Higher Education in 1970. The University of Oregon has three seats on the IFS, plus one alternate, and the Senate is solely responsible for the election of UO Interinstitutional Faculty Senators.
7.6.2 The three representatives and one alternate from the University
of Oregon to the Interinstitutional Faculty Senate shall be elected by
the University Senate from the university voting faculty as a whole. The
three IFS senators serve staggered terms of three years with an expiration
of December 31. The alternate shall serve a one-year term, which may be
renewed. When electing an IFS representative, the senate shall ensure that
at least one of the
three IFS representatives is a current member of the senate or has previous senate experience.
7.6.3 Seat 1 shall have an expiration date of December 31, 1997 and every three years thereafter.
7.6.4 Seat 2 shall have an expiration date of December 31, 1995 and every three years thereafter.
7.6.5 Seat 3 shall have an expiration date of December 31, 1996 and
every three years thereafter.
8.1 Robert's Rules of Order Newly Revised shall be applied by the University
Senate in all cases in
which they are consulted and so long as they are consistent with Senate bylaws and any special or standing procedures of the Senate, or any provisions of local, state, or national law.
Special and Standing Rules of Order
9.1 Special rules of order for the University Senate are usually adopted in the form of resolutions and require a two-thirds vote to suspend or amend. Standing rules generally are adopted individually if and when the need arises. They can be adopted or changed by majority vote.
9.1.1 Special Rules of Order
". . . adopted or changed by 2/3 vote. . ."
9.1.2 The Senate President shall set the agenda for each University Senate meeting. The Order of Business follows the outline listed below, however the placement of motions or resolutions for consideration will be at the discretion of the Senate President. Usually the more important motions or resolutions are placed first on the agenda, and less important or secondary motions or resolutions later. The order of receipt does not dictate the placement of an item on the agenda. The agenda must be circulated to each Senator and other persons involved in an agenda item prior to the scheduled meeting.
9.1.3 The following is the Order of Business for the regular meetings of the Senate. Selected language from Robert's Rules of Order Newly Revised has been incorporated for ready reference.
18.104.22.168. Approval of the Minutes.
22.214.171.124. State of the University (usually presented by the President
of the University or the President's
designee). Reports of officers, boards, and standing committees. Question and answer period for Senators, statements or announcements by Senators concerning University business, or activities.
NO MOTIONS CAN BE INTRODUCED AT THIS TIME!
126.96.36.199. Committee Reports: Special or Ad Hoc committees, University Standing Committees, Administrative Advisory Groups, or Externally-Mandated Boards invited to make a presentation to the Senate.
188.8.131.52. Unfinished (Old) Business (e.g., matters introduced at the previous meeting, matters meeting the 10 day prior notification requirement or matters carried over from a previous meeting.)
184.108.40.206. New Business: Matters initiated in the present meeting [not motions, but some resolutions may fit here, see below] and motions introduced for the following meeting. These NEW motions/resolutions cannot be debated at this time. The introduction normally consists of reading of the title or summary of the motion being introduced.
220.127.116.11 (Motions and resolutions can be different. Normally both of
these require the minimum 10 day
notification to all Senators. However, a resolution that does not alter University policy does not require the minimum 10 day prior notice requirement.)
18.104.22.168 Motions/Resolutions: All motions/resolutions should be introduced no later than the Senate meeting immediately prior to the meeting at which time the proposed motion/resolution will be on the floor of the Senate. If this deadline is missed the motion/resolution should be in the hands of the Senate President no later than 23 days prior to the next meeting of the senate.
The Senate president shall turn the motion/resolution over to the Chair of the Senate Rules Committee no later than 20 days prior to the next scheduled meeting of the University Senate. The Rules Committee shall meet with the maker of the motion and work within the established rules of the committee to perfect the legislation.
The Senate Rules Committee shall return the motion/legislation to the Senate President at least 16 days prior to the next scheduled meeting of the University Senate.
The Senate President shall meet with the Senate Executive Committee to discuss the agenda of the next scheduled meeting of the Senate. The agenda must include all motions/resolutions that will be on the floor at this meeting of the Senate.
The Senate President shall arrange to have copies of the agenda, with
copies of all pertinent motions/resolutions attached to the agenda, circulated
to all Senators so that each Senator shall receive the agenda with the
pertinent motions/resolutions at lest 10 days prior to the next scheduled
meeting. The use of electronic imaging to meet this deadline shall be permissible
as long as each Senator receives a hard copy of the agenda and all pertinent
motions and resolutions prior to the day of the meeting.
22.214.171.124 Any particular item of business can be taken up out of its proper order by a two-thirds vote adopting a motion to suspend the rules. (The motion to suspend is not debatable.) Hence, urgent business can be advanced in order to assure its full and unhurried consideration. If desired, the Senate can return to the regular order of business by a majority vote. Before the completion of the advanced question, the Senate can return to the regular order of business by adopting a motion to postpone the question on the table.
126.96.36.199 Form: "I move to suspend the rules that interfere with the introduction,
at this time, of _____."
188.8.131.52 If an urgent piece of business has not met the required minimum of 10 days notice, the rules can be suspended, again by a two-thirds vote, to allow the introduction of such business.
184.108.40.206 Form: "I move to suspend the rules that interfere with the
introduction, at this time, of _____."
9.2 Standing Rules of Order
". . . adopted or changed by majority vote. . ."
9.2.1 As stated in the Enabling Legislation, articles 6.1 and 6.2, all members of the University Assembly have the right to introduce legislation and shall have the right to the floor on any matter under discussion in the University Senate. However, only enrolled Senators shall have the right to vote in the University Senate.
9.2.2 Visitors/guests are always welcome at meetings of the University Senate. Visitors/guests are requested to sit in the back of the room. If a visitor/guest wishes to make a presentation or statement on the floor of the Senate, the Secretary shall be notified in advance. The person shall sign-up with the Secretary who shall, in turn, notify the President prior to the starting of the meeting. The President shall, at the appropriate time, inform the Senate that a visitor/guest wishes to read or make a statement relative to Senate interest, or make a statement on a motion/resolution formally introduced and under discussion. A motion must be made to "suspend the rules" (with a required second) to allow visitors/guests to have access to the floor. A two-thirds vote is required for suspension. The motion to suspend is not debatable.
9.2.3 Examples: "I move that the rules be suspended (or to suspend the rules) which interfere with (state object of the suspension.)" Second needed.
9.2.4 A visitor or guest, with the permission given above, has the right
to read or make a statement of
reasonable length to the Senate. The visitor/guest may answer questions concerning the statement read or made on the floor of the Senate.
9.2.5 The President and Vice-President of the ASUO (beginning in 1995 the Vice-President is an ex-officio member of the Student Senate) have the right to attend all meetings of the Senate. They do not have the right to speak on the floor, to make motions, to second motions, or to vote on motions.
9.2.6 The President of the Senate has the right, without requesting
a suspension of the rules, to invite
non-Senators to make reports to the Senate. These reports will be given during the "State of the University" portion of the agenda and normally will include reports from: The President of the University or President's designee; Interinstitutional Faculty Senate; Senate, Faculty, ad hoc Committees; others as the Senate President deems necessary.
9.2.7 At the request of the Senate President the Secretary shall summarize
the reports in the minutes.