Operating Procedures

Approved by the CEC: 28 March 1997

Sent to the Academic Senate: 8 April 1997

Amended and Sent to the Academic Senate: 23 April 2011

Amended and Sent to the Academic Senate: 23 April 2013

ARTICLE I

Committee Status, Responsibilities, Membership and Meeting Policies

1.1 The Committee on Elections and Committees (CEC) is a major standing committee of the Academic Senate, and has the following charges:

  1. to conduct elections as directed by the Academic Senate;
  2. to fill vacancies, when they develop, on standing committees of the Academic Senate.

1.2 The CEC shall consist of nine (9) voting members. Membership shall be determined in accordance with current Bylaws of the Academic Senate.

1.3 The CEC shall meet as necessary.

1.4 A quorum shall consist of five (5) voting members.

            1.4.1 Approval of a motion shall require a simple majority of those members present.

1.5 Meeting attendance shall be recorded.

            1.5.1 If a member is absent for three meetings without excuse, he/she may be replaced on the CEC.

ARTICLE II

The Election and Responsibilities of Officers

Elections:

2.1 Election of officers will take place at the last meeting of the academic year. The new chair must have served the previous academic year on the CEC. The newly elected chair shall begin duties at the beginning of the following academic year.

            2.1.1 All terms of office shall be for one (1) year.

2.2 Responsibilities:

            2.2.1 The chairperson shall be responsible for:

  1. Calling the meetings of the CEC and coordinating its work;
  2. Conducting the meetings of the CEC;
  3. Submitting reports to the Academic Senate for its action;
  4. Conducting and/or supervising the elections for which the CEC is responsible.

            2.2.2 The secretary shall be responsible for:

  1. Recording the actions of the Committee and submitting them to the Committee for approval;
  2. Maintaining the CEC website;
  3. Updating and maintaining the electronic survey form.

ARTICLE III

Selecting Standing Academic Senate Committee Nominees

3.1 Policies for committee appointments:

            3.1.1 The CEC shall adhere to the membership requirements set forth for the various committees of the Academic Senate in the Senate Bylaws (Article 7).

            3.1.2 Whenever possible, each College/Division shall be represented on each committee.

            3.1.3 No department shall be given permanent representation on any committee.

            3.1.3.1 A committee assignment will be limited to two consecutive terms (in whole or in part) on the same committee.

            3.1.4 Normally not more than one faculty member from a department shall serve on any given committee at the same time.

            3.1.5 When selecting nominees, the CEC shall do its best to provide a committee with breadth and balance.

3.2 For the standing committees Admission and Academic Policies Committee (AAPC), AIS Advisory Committee (AISAC), Committee on Elections and Committees (CEC), Committee on Internationalization (COI), Committee on Undergraduate Programs (CUP), Faculty Grants Committee (FGC), Graduate Programs Committee (GPC), Honors Board (HB) Teaching and Learning Advisory Council (TLAC)-- selection procedures are as follows:

            3.2.1 The faculty will be surveyed as to their preferences for committee assignments in winter semester.

            3.2.2 The members of the CEC shall be provided with the results of the committee preference survey.

            3.2.3 The members of the CEC shall nominate candidates to fill vacancies of the committees of the Academic Senate primarily by drawing on the latest list of preferences by the faculty, but they shall not be restricted to that list.

            3.2.4 The proposed list of committee assignments shall be submitted to the Academic Senate for approval before the end of winter semester.

            3.2.5 The Chair of the CEC shall notify the faculty and committee chairs of their roster once the Academic Senate has approved appointments and has notified the CEC of its decision.

ARTICLE IV

General Education Council Election Procedure

4.1 The CEC will oversee the election of the members of the General Education Council.

4.2. Nominations and 100-word narrative will be sought from AAUP faculty members during winter semester.

4.3 An election of members will be conducted with the help of the AAUP office.

4.4 Upon completion of ballot counting, the chair of the General Education Council will be notified of the final ranking of candidates on the ballot.

            4.4.1 It is the duty of the GEC to determine placement and terms of members following ballot counting.

ARTICLE V

CEC Subcommittees

5.1 The CEC shall create and/or abolish ad hoc and/or standing subcommittees of the CEC as necessary.

            5.1.1 All subcommittees shall report to the CEC as a whole.

ARTICLE VI

Amendments to the Operating Procedures

6.1 Amendments to these procedures shall require a vote of approval by two-thirds (2/3) of the membership of the committee.

6.2 Revised Operating Procedures will be sent to the Academic Senate for information.

Calendar

On-going           Fill vacancies.

January             Send out committee preference form to AAUP faculty members.

March               Make proposed list of committee assignments for standing committees of the Academic Senate, referring to committee expirations and faculty preference survey. Submit proposed list of committee assignments to Academic Senate for approval.

March               Request nominations and 100-word narratives for candidates seeking election on to the General Education Council.

April                  Coordinate election of members on the General Education Council and notify Chair of General Education Council of election results.

April                  Supervise elections of Academic Senate Executive Committee--held during final meeting of the Academic Senate.

May                  Notify faculty and committee chairs of rosters of the standing Senate committees for the upcoming academic year after approval by the Academic Senate.