- Interinstitutional Faculty Senate
- Senate Meetings
ARTICLE I: NAME
The name of this organization shall be the Faculty Senate of Oregon State University.
ARTICLE II: OBJECT
Sec. 1. Within the framework of legislation providing for Land-Grant Institutions, the Faculty Senate of Oregon State University, on behalf of the Faculty of the University, shall: (a) determine and establish the purposes of Oregon State University, formulate and evaluate policies and activities in harmony with these purposes; (b) assume responsibility for the creation, maintenance, and protection of a University environment conducive to the full and free development and preservation of scholarly learning, teaching, and research; (c) provide the means by which the administration may be apprised of representative opinion of the entire Faculty.
Sec. 2. To accomplish the Objects stated in Section 1. above, the Faculty Senate shall: (a) have legislative responsibility with respect to academic policies, educational standards, curricula, and academic regulations; (b) study and prepare recommendations to the President of Oregon State University concerning the welfare of the Faculty; (c) provide the means through which any matter of general interest to the Faculty or pertaining to the institution and its purpose may be brought to the Faculty Senate for discussion and appropriate action.
ARTICLE III: AUTHORITY AND RESPONSIBILITY
Sec. 1. The Faculty Senate shall be representative of the entire Faculty of Oregon State University and shall have both the authority and responsibility to act for and on behalf of the Faculty in all matters encompassed within the stated Objects of the Faculty Senate. The Faculty is defined as members of the Unclassified Academic Staff who: (1) are Professional Faculty, or (2) hold one of these academic ranks: Instructor, Senior Instructor I, Senior Instructor II, Faculty Research Assistant, Senior Faculty Research Assistant I, Senior Faculty Research Assistant II, Senior Research Associate, Assistant Professor, Associate Professor, Professor, Assistant Professor of Practice, Associate Professor of Practice, Professor of Practice, Assistant Professor (Extension), Associate Professor (Extension), Professor (Extension), Assistant Professor (Senior Research), Associate Professor (Senior Research), Professor (Senior Research), Assistant Professor (Clinical), Associate Professor (Clinical), and Professor (Clinical). Faculty in administrative or support units with joint appointments in academic units shall be included in their academic unit for the purposes of apportionment.
Sec. 2. Apportionment units represented in the Senate must comply with Education Administrative Rule OSU Policy (Discrimination 580-15-0005), banning discrimination on the basis of age, disability, national origin, race, marital status, religion, sex, or sexual orientation.
Sec. 3. Members of the Faculty Senate are the uninstructed representatives of their constituents. It shall be the responsibility of the members of the Faculty Senate to seek for the opinions of their constituencies. Having exercised such responsibility, the members of the Faculty Senate shall feel free to make decisions and vote on matters according to their own reasoned judgments.
ARTICLE IV: MEMBERS
Sec. 1. The Faculty Senate shall consist of (a) elected members (b) officers of the Senate, and (c) ex-officio members.
Sec. 2. Elected Members. There shall be 132 elected members as determined and apportioned according to the provisions of Article V, Sec. 1. All Faculty, as defined in Article III, Sec. 1 and who are included in Senate apportionment, shall be eligible for election to the Faculty Senate, with the exception of those who hold an Executive 3, 2, or 1 position.
Sec. 3. Ex-Officio Members. The President of the University, the Provost and Executive Vice President, Interinstitutional Faculty Senators, immediate past president, and any Executive Committee member whose term in the Senate has expired shall be Ex-Officio voting members of the Faculty Senate. The Board of Trustees Faculty Members, Faculty Senate Parlimentarian and ASOSU President shall be Ex-officio non-voting members of the Faculty Senate.
ARTICLE V: MEMBER NOMINATIONS AND ELECTIONS
Sec. 1. Apportionment. The elected members of the Faculty Senate, exclusive of the Senate President and Senate President-Elect, shall be apportioned in the following manner:
Each College, the combined ROTC staff, off-campus Extension Faculty, Student Affairs, Associated Faculty, OSU-Cascades, Hatfield Marine Science Center, and Library are apportionment groups. The Executive Committee of the Faculty Senate shall determine each Fall the full-time-equivalent (FTE) of Faculty as defined in Article III, Section 1., above, in each College or unit and the total student credit hours (SCH) generated by each unit during the most recent academic year. The apportionment shall be allocated 75% according to FTE and 25% according to SCH, with the number of elected members of each apportionment group determined by the largest whole number below its calculated apportionment, and fractional apportionment allocated as described below. Each apportionment group shall have at least one elected member. Additional seats necessary to achieve a total elected membership of 132 shall be distributed by allocating one seat to the apportionment group with the greatest unassigned fractional apportionment and continuing until 132 seats have been allocated.
Official current University personnel statistics will be the basis for determining the FTE for each Faculty member and for determining whether a Faculty member holds academic rank in more than one apportionment group. Official university student credit hour reports for the most recent academic year will be the basis for determining the total SCH of each apportionment group. To simplify the calculation of the apportionment, factors relating FTE to the number of Senators in each apportionment unit will be determined by examining the 2005-2008 academic years. These factors will be used for estimating the number of Senators per apportionment group in future years. These factors will be revised at the completion of any University reorganization process, or upon creation or abolishment of apportionment groups, and every five years thereafter.
Apportionment Groups are defined as: Each College, the combined ROTC staff, off-campus Extension faculty, Student Affairs, Associated Faculty, OSU-Cascades, Hatfield Marine Science Center, and Library. Associated Faculty are defined as those faculty whose affiliation is not with one of the other apportionment groups. Creation of additional apportionment groups requires a two-thirds vote of the members present at any regular Faculty Senate meeting and would become effective at the next subsequent annual apportionment.
If an apportionment group is eliminated due to merger or abolishment of a campus unit, the terms of office of the group's Senators would cease at the end of the current calendar year.
If the FTE or SCH in an apportionment group declines to the extent that the total number of Senators to be allotted to that group in the next apportionment year will be less than the number of Senators scheduled to continue their terms of office into the new apportionment year, the affected Senators of the apportionment group will decide among themselves who will step down. If no determination can be reached among the affected Senators, the reduction shall be determined by the Executive Committee. The terms of the elected Senators shall be in compliance with Sec. 5.
In the determination of representation of each apportionment group, all Faculty members who hold academic rank or FTE in one such group shall be included in that group, whether engaged in instructional, research, or extension work, with the apportionment determined accordingly. On-campus Extension Faculty shall be included with the college or other apportionment unit that is their academic home. On-campus Extension Administration personnel without academic homes shall be included in the off-campus Extension apportionment unit.
Each Fall, the Executive Committee of the Faculty Senate will request that Faculty with academic appointments in more than one apportionment group declare that group with which they wish to be associated for the purposes of apportionment and voting. These Faculty will have, with respect to these Bylaws, the same privileges as other members of the groups they select. Those Faculty members who do not respond to the annual request of the Executive Committee will be included in the apportionment group they most recently selected. Those Faculty who have never selected an apportionment group will be assigned to that apportionment group that has the greatest portion of their FTE.
In circumstances that either prohibit or greatly inhibit the ability of the Executive Committee to adequately determine an accurate apportionment, the Executive Committee may request from the Senate that the apportionment formula used in the immediately previous academic year be used for calculating representation for the current academic year. The request shall be brought to the Senate after written notification to the membership of the proposed action, and shall require a two-thirds vote by written ballot of the members present at a regular Faculty Senate meeting. After the current year under the special apportionment formula, the process for determining representation shall revert back to the regular process as stated above.
Sec. 2. Voting. All Faculty, as defined in Article III, Sec. l., and who are included in Senate apportionment in their apportionment unit, shall be eligible to vote in the nomination and election of Senators.
Sec. 3. Nominations Procedure: There shall be at least two nominees for each membership position to be filled. Nominations shall be by secret ballot. Nominations shall be conducted in a manner to be designated by the Executive Committee. The Faculty Senate Office shall coordinate the nominations.
Those conducting nominations shall: (a) provide faculty with an opportunity to decline to have their name on the ballot; (b) make public the list of Faculty members eligible for election and willing to serve; (c) request that each eligible Faculty member cast one vote per vacant position; and (d) count/verify the ballots/results and publish the names of the nominees.
Voting is to be conducted with a written or electronic ballot in a manner that is accessible to all who are eligible to vote, and is secure and confidential. In instances of electronic voting, the Executive Committee must approve the method.
Sec. 4. Election Procedure. Election shall take place during the Fall term immediately following the nominations ballot.
Election shall be by secret ballot and shall be conducted in a manner to be designated by the Executive Committee. The Faculty Senate Office shall coordinate the nominations.
Those conducting elections shall: (a) request that each eligible Faculty member cast one vote for the position to be filled; (b) count/verify the ballots/results, and (c) the Faculty Senate Office shall notify the persons who have been elected, and immediately forward the names of the individuals so elected to the heads of the apportionment units who will be responsible for informing the faculty within their respective apportionment units of the election results. Tie votes shall be resolved in a manner to be designated by the Executive Committee.
Sec. 5. Term of Office. Normally, representatives shall be elected for terms of three calendar years, with approximately one-third retiring each year. An exception is allowed when the Executive Committee prescribes a term of one or two calendar years in order to retain the approximation of one-third of the Faculty Senate retiring each year. A Faculty member shall be ineligible for appointment or election to a term of any length during the year following completion of two full consecutive terms.
Sec. 6. Publication. As soon as practicable after the elections have been completed, the staff of the Faculty Senate Office shall post on the Faculty Senate website and forward for publication in a university newsletter, the names of newly-elected members and the groups they represent.
Sec. 7. Vacancies. The position of a Senator shall become vacant by: (1) Resignation, on the effective date specified in a letter of resignation to the Senate President; (2) Leave of Absence, on the effective date of a leave from the campus in excess of one academic term, exclusive of Summer Term; (3) Termination or Retirement, on the effective date; (4) Recall or rescind, when a valid petition to recall must bear a number of signatures of the apportioned group greater than one-half the number of ballots cast in the last election held by the apportioned group; or (5) In the event of a Senator's absence, without providing a substitute, for three meetings during the session (October-June) the Faculty Senate President will contact the individual and indicate that if they miss a fourth meeting, the position will be vacated. Any vacated position will be filled by the nominee with the next highest number of votes at the most recent election.
A vacancy shall be filled from the time it occurs until the next election by the unelected nominee who received the highest number of votes in the most recent election. The unexpired portion of any vacant term that extends beyond the next election shall be filled at that election.
ARTICLE VI: OFFICERS
Sec. l. The officers of the Faculty Senate shall consist of the following: (a) Senate President, who has served as Senate President-Elect during the preceding term and (b) Senate President-Elect, an elected member of the Faculty who is now or has been a Senator. If the President-Elect is serving as an elected Senator, that seat shall be declared vacant and filled by the apportionment group in accordance with Article V, Section 7.
Sec. 2. Duties. The duties of the various officers shall be specified in these Bylaws and in the parliamentary authority adopted by the Faculty Senate. The primary duties of the officers shall be as follows:
Senate President: Shall be the elected representative of the University Faculty in matters pertaining to the Faculty and Faculty Senate. Shall be the senior officer and spokesperson for adopted policy of the Faculty Senate and Faculty. Shall preside at meetings of the Faculty Senate and its Executive Committee. Shall represent the Senate and Faculty in discussions with the Oregon State University administration. Shall represent the Senate and Faculty in discussions with the OSU Board of Trustees, the Higher Education Coordinating Commission (HECC), the State Legislature, the media, and other organized groups outside the University. Shall determine agenda for meetings of the Executive Committee, and shall consult with the Executive Committee in establishing agenda for meetings of the Faculty Senate. Shall administer the office of the Faculty Senate and oversee retention of the records of the Senate. Shall appoint three faculty members to serve on the Promotion & Tenure Dossier Summary Review Committee (as referenced in the Promotion and Tenure Guidelines in the Faculty Handbook); the Senate President shall ordinarily be one of the three members and shall ordinarily serve as chair.
Senate President-Elect: Shall represent the Senate and Faculty in the absence of the Senate President or by request of that officer. Shall preside at meetings of the Faculty Senate and the Executive Committee in the absence of the Senate President upon request. Shall, with the Senate President and the Executive Committee, establish agenda for meetings of the Faculty Senate. Shall serve as Chair of each "Faculty Forum" session, unless this duty is otherwise delegated. Shall be sufficiently involved in the workings of the Senate to prepare adequately for future duties as President.
Sec. 2b. Officers. Responsibilities for the Senate Officers and Staff in the Faculty Senate Office shall be under the direction of the President of the Faculty Senate. They shall have responsibility for such activities as the following:
1. Recording and submitting for distribution the Minutes of the Senate's meetings.
2. Working with the committees and councils of the Senate.
3. Maintaining records related to the Senate's meetings, the Executive Committee's meetings, Faculty Forums, and retention of the official files of the activities of Senate committees and councils.
Sec. 3. Election Procedures for Senate President-Elect. The Bylaws and Nominations Committee shall nominate at least one, preferably two, candidates from the Faculty for the office of Senate President-Elect.
Each nominee shall be or shall have served as a Senator. The Committee shall report to the regular November meeting of the Faculty Senate. Additional nominations may be made from the floor, but the individual nominated must have previously agreed to serve if elected, and the nominations shall be closed. The Faculty Senate Office shall publish the names of the nominees on the Faculty Senate website and in a university newsletter, no later than the third week of November.
Election shall occur in a manner designated by the Executive Committee during the Fall term; election results shall be reported at the regular December meeting. The nominee receiving the highest number of votes shall be elected. Tie votes shall be resolved by a run-off election in a manner to be designated by the Executive Committee. All persons eligible to vote in Faculty Senate elections shall be eligible to vote for a Senate President-Elect. A method for absentee voting shall be designated by the Executive Committee.
Sec. 4. Term of Office, Released Time, and Vacancies. The Senate President and President-Elect shall be installed at the first regular Faculty Senate meeting of the Calendar year. Each shall hold office for a period of one year or until a successor has been duly installed.
Faculty Senate Officers shall be granted released time from customary University duties in these amounts:
Senate President: 12-month appointment: .50 FTE for 12 months
9-month appointment: .50 FTE for 9 months plus .50 FTE for 2 Summer months
(summer salary to be calculated on the basis of monthly salary for the 9-month appointment)
This total of .50 FTE released time may, however, be divided differently between the President and the President-Elect, or among the President, the President-Elect and another faculty person, agreed to by the Executive Committee, upon recommendation of the President and the President-Elect.
A Senate President who has served in that office for eight months or more shall for two years be ineligible for re-election to the office of Senate President-Elect.
A Senate President-Elect, at the end of his/her term of office, shall succeed to the office of Senate President. A Senate President-Elect who is unable to serve as Senate President shall for two years be ineligible for re-election to the office of Senate President-Elect or to the Executive Committee.
The position of an officer of the Senate shall become vacant by: (1) Resignation, on the effective date specified in a letter of resignation; (2) Leave of Absence, on the effective date of a leave from the university in excess of one month; (3) Termination or Retirement, on the effective date; or (4) Recall or rescind. The election of a President or President-Elect may be rescinded following rules specified by Roberts Rules of Order Newly Revised (Article VI, Section 37). A rescind motion requires from the Senate (a) a two-thirds vote, or (b) a majority vote if notice of intent to make the motion has been given at the previous meeting and the motion is published as an action item on the agenda of the Senate meeting at which it will be introduced. Voting on motions to recall the President or President-Elect shall occur in a manner to be designated by the Executive Committee.
A vacancy in the office of Senate President shall be filled by the Senate President-Elect for the remainder of the term of office. A Senate President-Elect who succeeds to Senate President to fill a vacancy and serves in that office for eight months or more shall have completed the term and retire from the Senate Presidency.
A vacancy in the office of Senate President-Elect shall be filled for the remainder of the term of office by a special election following the procedures as provided in Sec. 3 of this Article, but not restricted by November dates for nomination and election. During the interim from when the vacancy occurs to when a new President-Elect is installed, the Immediate Past President shall perform the functions of the office of President-Elect. If that person is not available, the next most immediate and available Past President shall serve.
ARTICLE VII: EXECUTIVE COMMITTEE
Sec. l. Membership: The Executive Committee shall consist of the Senate President, the Senate President-Elect, the Immediate Past Senate President, the senior IFS Senator, and the Provost and Executive Vice President, or that person's designee, as Ex-Officio members; and six others elected who are now, or previously served as a member of the OSU Faculty Senate. The elected Executive Committee members shall retain their Faculty Senate seats for the remainder of their Senate terms.
Sec. 2. Duties. The Executive Committee shall have general supervision of the affairs of the Faculty Senate between regular meetings, fix the hour and place of meetings, and perform such other duties as are specified in these Bylaws or as may be assigned to it by the Faculty Senate. Shall appoint the members, including any student members who may be authorized by the Standing Rules, determine the tenure, and designate the Chair of all Faculty Senate committees and councils. The Executive Committee is subject to the orders of the Faculty Senate and none of its acts shall conflict with any action taken by the Faculty Senate.
Regular meetings of the Executive Committee shall be held at least once each month, from October through May inclusive, and shall be held a minimum of one week in advance of regular Faculty Senate meetings. Special meetings may be called by the Senate President or at the request of three members of the Executive Committee. During the summer period, June 16 through September 15, the Executive Committee shall have complete authority to act for the Faculty Senate in matters of urgent necessity, as determined by the Executive Committee.
Sec. 3. Election Procedure for Elected Members of the Executive Committee. The Bylaws and Nominations Committee shall nominate from the Senate membership at least one, preferably two, or more candidates for election to positions on the Executive Committee than there are elective positions open. The Bylaws and Nominations Committee shall report the names of nominees to the regular November meeting of the Faculty Senate. Additional nominations may be made from the floor and the nominations shall be closed. The Faculty Senate Office shall cause to be published the names of nominees for the Executive Committee in the faculty/staff Newsletter (OSU This Week), no later than the third week in November.
The election shall take place following approval of the apportionment table and shall be conducted electronically or in a manner designated by the Executive Committee. Each Senator shall be entitled to vote for as many candidates as there are elective positions open. Those candidates receiving the highest number of votes shall be elected. Tie votes shall be resolved by written ballot in a run-off election at the regular December meeting of the Senate.
Sec. 4. Term of Office and Vacancies. Faculty members elected to open positions on the Executive Committee shall be installed at the first regular Faculty Senate meeting of each Calendar year and shall serve a term of two years or until a successor has been duly installed. Nominally, one-half of the six Executive Committee members shall be elected each fall. Should more than three vacancies need to be filled, Senators shall elect enough new EC members to bring the membership total to six. An elected member who, at the completion of his/her term, will have served on the Executive Committee for more than eighteen (18) months, shall be ineligible for re-election for two years.
The position of an Executive Committee member shall become vacant by: (1) Resignation, on the effective date specified in a letter of resignation to the Senate President; (2) Leave of Absence, on the effective date of a leave from the campus in excess of one academic term, exclusive of Summer Term; (3) Termination or Retirement, on the effective date; or (4) Recall or Rescind, according to procedures identified in Article VI, Sec. 4; or (5) non-participation due to non-attendance of meetings. A member missing three meetings during the term , unless deemed an excused absence by vote of the Executive Committee.
Vacancies occurring between January 1 and October 31 shall be filled for the period to complete the term at the by the candidate who, in descending order, received the next highest number of votes in the most recent election. Vacancies occurring after October 31 shall be identified via the Fall election process and the term shall begin in January. Should this process fail to produce a candidate, an OSU faculty member, who previously has served as a member of the OSU Faculty Senate, shall be identified by the Faculty Senate President and confirmed by the Executive Committee for the period to complete the term.
ARTICLE VIII: INTERINSTITUTIONAL FACULTY SENATE
Sec. 1. The Interinstitutional Faculty Senate (IFS) serves as a voice of the eight university faculties to the Higher Education Coordinating Commission (HECC) institutions in matters of system-wide concern, considers state-wide policies and makes recommendations thereon, and endeavors to strengthen the participation of faculties in the governance of the various HECC institutions. IFS is composed of faculty representatives from the eight university campuses. OSU is represented by three (3) Senators. The elected IFS Senators shall retain their Faculty Senate seats for the remainder of their Senate terms.
Sec. 2. Duties. IFS Senators are the representatives of the OSU Faculty in matters that cross institutional lines. IFS Senators shall be responsible for seeking opinions of the OSU Faculty and the OSU Faculty Senate as a body. The senior IFS Senator shall serve as an Ex-Officio, voting member of the Executive Committee.
Sec. 3. Election Procedures for IFS Senators. The Bylaws and Nominations Committee shall nominate at least one, preferably two, candidates from the Faculty for each IFS Senator vacancy. All Faculty, as defined in Article III, Sec. l and who are included in Senate apportionment, shall be eligible for election to IFS.
The Committee shall report to the regular November meeting of the Faculty Senate. Additional nominations for IFS Senator may be made from the floor, but the individual nominated must have previously agreed to serve if elected, and the nominations shall be closed. The Faculty Senate Office shall publish the names of the nominees on the Faculty Senate website and in a university newsletter no later than the third week of November.
Election shall occur in a manner designated by the Executive Committee during the Fall term; election results shall be reported at the regular December meeting. The nominee receiving the highest number of votes shall be elected. Tie votes shall be resolved in a run-off election in a manner to be designated by the Executive Committee. All persons eligible to vote in Faculty Senate elections shall be eligible to vote for the IFS Senator.
Sec. 4. Term of Office. IFS Senators serve three-year terms beginning in the January following their election. The terms for the three IFS Senators from OSU shall be staggered.
Sec. 5. Vacancies. The position of IFS Senator shall become vacant by: (1) Resignation, on the effective date specified in a letter of resignation to the Senate President; (2) Leave of Absence, on the effective date of a leave from the campus in excess of one academic term, exclusive of Summer term; (3) Termination or Retirement on the effective date; or (4) Recall or Rescind, according to procedures identified in Article VI, Sec. 4; or (5) Non-participation due to non-attendance of meetings, at the discretion of the Executive Committee.
Vacancies in elected positions shall be filled for the period to complete the term at the discretion of the Executive Committee by the candidate who, in descending order, received the next highest number of votes in the most recent election. However, if a vacancy results in an uncompleted term of less than one calendar year, the Executive Committee shall have the authority to appoint a faculty member of their choice to fulfill that term.
ARTICLE IX: COMMITTEES AND COUNCILS
Sec. l. Origin. The Senate shall, from time to time, by a majority vote, and upon the recommendation or with the approval of the Committee on Committees, create new standing committees and councils, discharge, consolidate, or divide others. It shall establish Ad Hoc Committees as the need arises and as directed by the provisions of the motions that it adopts.
Sec. 2. Responsibility. All University committees and councils dealing with academic policy matters, and all standing committees and councils authorized by the Faculty Senate for carrying out its Objects shall be responsible to the Faculty Senate. These shall include such standing committees and councils as:
a. Standing Committees:
Faculty Economic Welfare & Retirement
Sec. 3. General Provisions. Unless otherwise provided for in the Standing Rules of the Faculty Senate, (a) the tenure of Faculty members of the standing committees and councils shall be for terms of three Calendar years, starting on July 1, with approximately one-third retiring each year; and (b) Faculty members ordinarily shall not be appointed to two successive terms on a committee or council, nor to more than one committee or council in a tenure period. The Executive Committee also shall require reports of these committees and councils in such form (including non-participation by individual appointees) and at such times as it deems necessary and proper for furthering the Objects of the Faculty Senate. The members of a particular committee or council shall have the right to participate in Senate debate whenever the Senate considers that Committee's or Council's report.
Sec. 4. Special Provisions. The Committee on Committees shall propose Standing Rules, subject to the approval of the Faculty Senate, for each of the Senate's standing committees and councils, and cause those Rules thus approved to be published annually in the Faculty Senate Handbook, and in each issue of the Faculty Handbook. Such Rules shall prescribe the duties of each committee and council as well as any deviations from the general membership provisions set forth in Section 3. of this Article (IX). These Standing Rules shall be reviewed by the Committee on Committees and proposed changes shall be submitted to the Faculty Senate for its consideration.
Sec. 5. Past Presidents' Council. Faculty who have served as President of the Faculty Senate shall constitute a Past Presidents' Council. This Council shall be presided over by the immediate past president. If that person is not available, the next most immediate and available past president shall preside.
This council shall be assembled no less than once during the academic year, preferably in the Spring Term, to review the functioning of the Faculty Senate, the Faculty Senate Office, and the Faculty Senate's interaction with the OSU central administration. This Council shall report to the Faculty Senate the results of its annual review.
In addition, the Council shall be a consultative group from which the Faculty Senate President, the Executive Committee, or the Faculty Senate may seek advice, as requested.
ARTICLE X: MEETINGS
Sec. 1. The Oregon State Public Meetings Law and Public Records Law (Oregon Laws 1973, CHS 172, 794; ORS CH 192) apply to meetings of the Faculty Senate.
Sec. 2. The Faculty Senate shall hold at least one regular meeting per month from October through June, generally on the second Thursday afternoon. The Senate President, with approval of the Executive Committee, shall call special meetings whenever deemed necessary or when petitioned by five or more Senators.
A session shall consist of all meetings held between September 16 and the following September 15, and questions which are lying on the table or which have been subjected to a Motion to Reconsider shall die with the end of the Session, but questions may be postponed to the next Session.
Notice and Agenda of all regular meetings of the Faculty Senate shall be submitted for publication in the Staff Newsletter and The Daily Barometer for public dissemination prior to the time of such meetings. Notice of special meetings shall indicate the nature of business to be considered, shall constitute the Agenda, and shall be circulated by whatever means available to each Senator and submitted to the staff newsletter and The Daily Barometer for publication at least twenty-four (24) hours prior to the meeting.
Meetings may be held with Senators in attendance or participating remotely via electronic media that allows Senators to participate and vote using a method approved by the Executive Committee.
It shall be the responsibility of all members to attend all meetings of the Faculty Senate. When circumstances require the absence of a Senator from one or more meetings, it shall be the Senator's responsibility to provide a substitute to attend who is eligible for election to the Faculty Senate (from the Senator's constituency but is not a current Senator or ex-officio member). The substitute shall have the powers, privileges, duties, and responsibilities of the absent Senator and shall be eligible to vote upon all motions coming before the Faculty Senate. In the event of a Senator's absence, without providing a substitute, for three meetings during one year see Article V, Section 7.
Sec. 3. Any meeting of the Faculty Senate may be converted into either an Executive meeting, excluding all but elected and ex-officio members of the Senate, the Parliamentarian, Faculty Senate Office staff, and others who may be designated at the time, or a Faculty meeting, which shall be the same as an Executive meeting, except that anyone entitled to vote in the election of members of the Senate shall also be entitled to attend. In addition, the Senate President shall have the authority to call either type. Such meetings may be called for purposes of discussion, but not for the purposes of taking any final action or making a final decision. The Senate President must announce the statutory authority* before going into either type of meeting.
(*Attorney General's Public Meetings and Records Manual, 1973, Attorney General's Opinion #6996, Section I., D.)
The regular meetings of the Faculty Senate, excluding Executive and Faculty Meetings, shall be open to anyone who desires to attend. The President of the Associated Students of Oregon State University, or a properly designated representative, shall have the right of a member of the Senate to participate in debate. Members of Faculty Senate committees and councils, administrative personnel of the University, and other resource persons invited to a meeting by the Executive Committee shall be given permission to address the Senate unless an objection is raised and sustained by a majority vote. The Senate President may ban the use of equipment which disturbs the conduct of the meeting.
Public notice of any such meetings, and, in the case of special meetings, at least twenty-four (24) hours notice shall be given as specified in the Oregon State Public Meetings Law (ORS 192.640).
Sec. 4. Cancelling Meetings. In the event there is no business on the agenda other than minor discussions, the Senate President in consultation with the Executive Committee shall have the authority to cancel a regularly scheduled meeting providing that at least one week notification is given to senators prior to the meeting. Further, the Senate President may cancel a meeting in the event that an emergency is declared by campus officials.
ARTICLE XI: MOTIONS AND VOTING
Sec. l. Motions. Main motions, introducing new business to the Faculty Senate, shall be limited to: (a) those specifically stated in the mailing (Sec. 2 Article XV) for the meeting; (b) those providing for the disposition of a report included in the mailing, or (c) those distributed to the members, in written form, at a previous meeting.
Other main motions shall be in order, but upon the request of a member and passed by a 25% vote of the members present, any other votes pertaining to the motion shall be postponed. Such a request for postponement shall not be in order when another has the floor, must be made at the meeting in which the Motion is introduced, shall have a rank of precedence immediately above the motion to lay on the table, shall not be debatable, shall not be renewable, shall not be subject to reconsideration, shall die if not acted upon at the meeting during which it is made, and may be amended only with regard to items (a) or (b) below. Discussion of the main motion upon which voting has been postponed may continue, and when not brought to a close by the adjournment of the meeting, may be closed by a call for the Orders of the Day. Such a postponed motion shall automatically become an agenda item for the next regular meeting, unless it (a) is made the Order of the Day for an adjourned meeting to be held at least twenty-four (24) hours later, or (b) is made the question for a mail vote or an electronic vote, with an interval of three (3) days allowed for the return of ballots.
Sec. 2. Quorum. For purposes of transacting business, those members of the Faculty Senate present in person or remotely shall constitute a quorum.
Sec. 3. Voting will be counted by a means defined by the Executive Committee. Remote vote counting procedures shall be determined by the Executive Committee on an annual basis. If written ballot is required, voting is restricted to members attending in-person.
Sec. 4. Approval. Actions taken by the Faculty Senate are subject to approval by the President of the University.
Sec. 5. Appeal. University Presidential disapproval or modification of Faculty Senate actions may be appealed to the OSU Board of Trustees. An appeal may be initiated by a majority vote at a regularly scheduled or special meeting of the Faculty Senate.
ARTICLE XII: PLEBISCITE REFERRAL
Sec. 1. Referral. The Faculty Senate may refer an issue to a vote of the entire Faculty. A referral shall be initiated by a majority vote at a regularly scheduled or special meeting of the Faculty Senate.
Sec. 2. Balloting. All persons eligible to vote in the Faculty Senate elections shall be eligible to vote on Plebiscite Referrals. Ballots shall be secret. The Executive Committee shall be responsible for distribution, collection and counting of ballots in a manner to be determined (electronic, paper, etc.). Completed ballots shall be returned to a ballot-counting committee appointed by the Executive Committee, unless the election is conducted electronically.
Sec. 3. Reporting. The ballot-counting committee shall report the results of the balloting to the Executive Committee, which shall report the results to the Senate at its next meeting.
ARTICLE XIII: MEETING AGENDA
Sec. 1. The Executive Committee shall determine the Faculty Senate meeting agenda and shall do so in a minimum of one week in advance of regular Faculty Senate meetings. As liaison, the Provost and Executive Vice President apprises, for agenda consideration, the Senate Executive Committee of all items from meetings of the OSU Board of Trustees and the Provost's Council relating to the Objects of the Faculty Senate. Members of the Faculty, individually or collectively, or through campus committees or coordinating councils, are encouraged to submit items for consideration for the Faculty Senate meeting Agenda to their elected representative or directly to the Executive Committee. In addition, suggestions for the Faculty Senate Agenda may be raised from the floor during meetings of the Faculty Senate.
ARTICLE XIV: FACULTY FORUM
Sec. l. The Faculty Senate shall organize a meeting to be known as the "Faculty Forum."
Sec. 2. Purpose. The purpose of the Faculty Forum shall be to encourage among Faculty members of Oregon State University free discussion of matters of their interest.
Sec. 3. Convening the Forum. The President-Elect of the Faculty Senate shall convene a meeting of the Faculty Forum at the request of one or more of the following: (1) the Faculty Senate, (2) the Executive Committee of the Faculty Senate, (3) a petition signed by at least 15 Faculty members as defined in Article III, Sec. 1.
The President-Elect of the Faculty Senate shall serve as Chair of the session or shall designate a Chair. The Chair of the session shall, if desirable, appoint a Secretary and/or Parliamentarian for the session.
Sec. 4. Call. A Call of the Forum, announcing the agenda, shall be issued by the President-Elect of the Faculty Senate at least twenty-four (24) hours before convening a session. This Call shall be circulated to the Faculty by whatever means are available.
Sec. 5. Membership and Quorum. All Faculty members, regardless of rank, may participate as members of the Faculty Forum. Those members in attendance shall constitute a Quorum.
Sec. 6. Responsibilities. The Faculty Forum shall be considered to be representative of those members who attended its meetings and is in no way authorized to speak for the Faculty as a whole or the University.
ARTICLE XV: COMMUNICATIONS
Sec. 1. Faculty Senate Meeting Agenda. The Agenda, in descriptive form with prominent display, shall be published in the Staff Newsletter issued prior to the meeting to which the Agenda pertains.
Sec. 2. Mailings. Copies of all reports to the Senate and other information authorized by the Executive Committee and related to agenda items shall be distributed electronically by the Faculty Senate Office to each Senator at least three (3) days in advance of a regular meeting and twenty-four (24) hours ahead of a special meeting.
Sec. 3. Minutes. Minutes of all Senate meetings shall be taken and published in sufficient detail to permit adequate understanding of Faculty Senate actions, even on the part of the Faculty who are not members of the Faculty Senate and who, therefore, may not have been in attendance.
Minutes of all Faculty Senate meetings and of its Executive Committee shall be open to inspection by the Faculty, and individual Senate meeting Minutes shall be published and made available to all Faculty members (as defined in Article III, Sec. 1) following each Faculty Senate Meeting.
Sec. 4. Means of Communication. In addition to various informal means, elected members of the Faculty Senate shall use systematic means for communication with their constituents. Undoubtedly, these means will vary but, where applicable, the following ones, or combinations of them, are recommended: (a) Faculty Senate members may have a place on the agenda of regularly called college meetings; (b) Faculty Senate members may have a place on the agenda of regularly called departmental meetings; (c) Faculty Senate members may organize called meetings of their constituents at suitable times and in suitable forms for the purpose of discussing Faculty Senate business; (d) Faculty Senate members shall have the use of facilities, or means with which to obtain facilities, by which they can get into contact with their constituents. These facilities might include: assistance in preparation and mailing of notices, telephoning constituents, analyzing and preparing reports based on mail polls, and so on.
Sec. 5. New Member Information. At the first Faculty Senate meeting when newly-elected members are present (if no special New Senator Orientation sessions has been held), time shall be given to inform such members concerning their specific duties and responsibilities. Such explanation shall be accompanied by a copy of these Bylaws and may be supplemented by additional written material pertinent to this subject.
ARTICLE XVI: PARLIAMENTARY AUTHORITY
Sec. 1. The rules contained in Robert's Rules of Order Newly Revised shall govern the Faculty Senate in all cases to which they are applicable and in which they are not inconsistent with these Bylaws.
Sec. 2. Parliamentarian.
(a) Selection. The Executive Committee shall name a professionally trained Parliamentarian from the Faculty, subject to the approval of the Faculty Senate.
(b) Duties and Privileges. The Parliamentarian shall assist the presiding officer on interpretation of procedures. The Executive Committee may call upon the Parliamentarian for guidance in procedures to be followed in the development of the agenda for Faculty Senate meetings.
(c) Term. The Parliamentarian shall be chosen at the first meeting of the Calendar year and shall serve for a term of one year. The Parliamentarian may serve successive terms.
ARTICLE XVII: AMENDMENTS TO THE BYLAWS
Sec. 1. Unless otherwise provided for in this Article, amendment of these Bylaws shall require a two-thirds vote by written ballot of the members present at any regular Faculty Senate meeting. Amendments must be proposed by the Executive Committee, by a committee authorized by the Faculty Senate, or by any Senator from the floor of the Senate. In the latter case, however, the proposed amendment shall automatically be referred to the Bylaws and Nominations Committee for study and recommendation.
Proposed amendments shall be sent in writing to the President of the Faculty Senate at least one month prior to the Faculty Senate meeting at which action on the proposed amendment is to be taken.
Voting on proposed amendments shall be by written ballot.
Sec. 2. The listing of committees and councils in Article IX of these Bylaws is for information and convenience. Faculty Senate committees and councils may be added or dropped by a majority vote at any regular meeting of the Faculty Senate.