College Senate Bylaws
SUNY Delhi College Senate Bylaws
SUNY Delhi College Senate Bylaws
ARTICLE I - PURPOSE
ARTICLE II - NAME
ARTICLE III - COLLEGE SENATE SESSION
ARTICLE IV - CONVENING OF THE COLLEGE SENATE
ARTICLE V - RULES OF PROCEDURE
ARTICLE VI- COLLEGE SENATORS
ARTICLE VII - DUTIES AND RESPONSIBILITIES OF SENATORS
ARTICLE VIII - ELECTION AND TERM OF SENATORS
ARTIVLE IX - SENATE OFFICERS
ARTICLE X - ELECTION OF OFFICERS
ARTICLE XI - STANDING COMMITTEES OF THE SENATE
ARTICLE XII - SENATE EXECUTIVE COMMITTEE
ARTICLE XIII - SENATE INTERNAL COMMITTEES
ARTICLE XIV- SENATE EXTERNAL COMMITTEES
ARTICLE XV - VACANT SEATS
The College Senate will be the official agency through which the College faculty and professional staff engage in the governance of the college. The College Senate will make recommendations to the President of SUNY Delhi concerning effective policies and other matters within the college.
The language in the bylaws follows the definitions adhered to in the Policies of the Board of Trustees, page 1 and page 2. "Academic staff is the staff comprised of those persons having academic rank or qualified academic rank." "Professional staff is all persons occupying positions designated by the Chancellor as being in the unclassified service."
Academic Unit: An academic program led by a Dean, Director or Chair’s.
The name of this organization shall be the College Senate.
The college senate session will run each academic year with its final meeting occurring in June.
The College Senate will meet not less than once a month during the academic year and at other times as determined by the College Senate Executive Committee.
Procedure at meetings of the College Senate will be governed by the current edition of Robert's Rules of Order, except as otherwise provided by these bylaws.
Section 1. Composition: The College Senate will consist of Thirty two (32) senators with voting privileges.
A. Faculty: To be comprised of seventeen (17) representatives based on the current organizational chart, including one (1) elected representative from each of the Academic Units, one (1) librarian, and one (1) remote faculty member consisting of online and/or offsite. The remaining number of faculty seats are to be elected at large by the campus full time faculty.
B. Professional Staff: To be comprised of thirteen (13) representatives elected at large by the full time professional staff including online/offsite professional staff. All professional staff senators must be full time employees of SUNY Delhi. Staff with Management Confidential status may serve if their positions are not supervisory.
C. One (1) senator will have statutory appointment: the University Faculty Senator. This senator will have a three year term.
D. One (1) Senator will be elected from part time professional staff/part time faculty.
E. One (1) Senator will be elected from the college’s graduate degree program area(s).
F. The SUNY Delhi College President serves as a non-voting member.
G. Two observing, non-voting members as follows:
- Current elected SUNY Delhi CSEA president
- A current elected E-Board member of the SUNY Delhi Student Senate
A. To attend all Senate meetings, to participate in deliberations and to vote on all motions that are brought before the Senate.
B. To be fully informed on all issues before the Senate.
C. To communicate and discuss issues before the Senate with constituents and to bring the perspective of constituents on these issues to the Senate.
D. To bring matters of constituent concern to the Senate.
Section 1. Election
A. The election of senators and internal/external committee members will be the responsibility of each academic and professional unit overseen by the College Senate operations committee.
- All vacant seats will be announced mid-Spring semester of each year to elect offices for a two year term. Any committee member elected as a replacement remains only to the end of the original member’s term.
- Five (5) business days prior to the election of members, candidates’ names will be released to each area. (area is defined in Article VI)
- All ballots will include a write-in option.
B. PROCEDURES FOR ELECTRONIC BALLOTING
The following procedures will be used to clarify the process for ensuring a confidential and accurate vote.
1. Web-based surveys or voting systems may be used for secret ballot voting on Governance Issues or non-secret registration for events. Emails and responses associated with the latter, will be clearly marked as NOT CONFIDENTIAL in the invitation emails, on the first page of the survey and at the top of each question. When the ballot is intended to be confidential but de-identified these are the procedures that will be followed:
2. Lists of email addresses for the voting campus personnel will be generated by Human Resources.
3. Electronic voting will be conducted using a web-based survey or voting system. The Operations Committee will approve the web-based system. Information regarding the security of the account will be available upon request.
4. No fewer than two members of the Operations Committee, who are not on the ballot, and including the Presider will have access to the account once the ballot/survey is live. Contact information for these individuals will be listed on the ballot/survey.
5. Ballots will run for no less than ten (10) calendar days. They will be checked periodically by those indicated in item 4 to ensure that the system is functioning properly and reminder emails will be sent periodically. No preliminary election results will be reported.
6. Settings for confidential ballots will de-identify data. Results will be stored on the Internet site for the web-based system and deleted after six (6) months.
C. Alternates will be allowed to serve in the absence of an elected senator.
- Each unit may select an alternate senator who can serve in the event of an absence of a duly elected senator.
- Senators who anticipate a schedule conflict will be responsible for contacting the alternate to fill in for that meeting.
- Alternate senators will have full floor privileges when substituting for a duly elected senator.
- The alternate would be responsible for notifying the Secretary of their presence and for whom they are filling in.
Section 2. Terms Each elected Senator will serve two (2) consecutive academic years. Each internal/external committee will define terms if different than two (2) years.
Section 3. Reelection Senators and internal/external committee members may be reelected for an indefinite number of terms.
Section 4. Eligibility Senators and internal/external committee members must be employed full-time by the college, with exception of the part-time senator. (See article VI D)
Section 1. Presider
- A. The Presider will preside at all meetings of the College Senate.
- B. The Presider will ensure that all responsibilities and actions of the Senate are promptly and properly carried out.
- C. The Presider will chair the Senate Executive Committee.
- D. The Presider will be a non-voting member of all Senate standing committees.
- E. The Presider will meet regularly with the College President and the College Executive Team to discuss issues of concern to the Senate.
- F. The Presider will carry out other duties as assigned by the Senate or the Senate Executive Committee.
- G. The Presider will receive, log, and route to the appropriate committee all items of business that are presented to the Senate.
- H. The Presider must be a full-time teaching faculty member.
Section 2. Associate Presider
- A. The Associate Presider will perform the duties and responsibilities of the Presider in the absence of the Presider.
- B. The Associate Presider will serve as the Senate Parliamentarian.
- C. The Associate Presider will chair the Operations Committee.
Section 3. Secretary
- A. The Secretary will make and keep the minutes of the Senate and Executive Committee.
- B. The Secretary will assemble and distribute the Senate minutes and meeting agendas to the College.
- A. The election of Senate Officers will be conducted by the outgoing Operations Committee at the last spring meeting of the outgoing College Senate.
- B. Officers will be directly elected by the voting membership of the Senate.
- C. Nominations will be accepted from the floor. (A nominee need not be present but must have given written permission to be nominated).
- D. Prior to election, nominees for Presider must present to the Senate, either orally or in writing, a brief summary of their vision for the Senate and the key issues that they wish to address as Presider.
- E. The nomination and election of officers will proceed in the following sequence:
- Associate Presider
- F. To be elected an officer must receive a simple majority of votes cast.
- G. Term limit for Senate Presider shall be limited to two consecutive two year terms. Previous Presider(s) shall not run for a new term until at least one, 2 year term has been fulfilled by another Presider.
Section 1. Committees The Senate will maintain the following standing committees:
- A. Senate Executive
- B. Academic Policy
- C. Senate Operations
- D. Curriculum
- E. Academic Promotion
- F. Academic Staff Continuing and Term Appointment
- G. Student Life
- H. Annual Budget and Planning
- I. Strategic Planning
- J. Comprehensive Technology Planning Committee
- K. Intercollegiate Athletic Review Board
- L. Chancellor's Awards Committees
Section 2. General Duties and Responsibilities of Committees
A. Committees will deliberate upon and frame specific recommendations upon issues assigned by the Executive Committee and/or perform other duties specific to their mission.
B. All committee reports will be presented to the Executive Committee in a timely manner. Only the general status will be given for those reports containing confidential material.
Section 3. General Duties and Responsibilities of committee Chairs
A. Committee chairs are responsible for leading their committees, conducting committee meetings, insuring that their committees are fully staffed and functioning effectively, and for reporting interim and final findings to the Senate.
Section 1. Duties and Responsibilities It will be the responsibility of the Executive Committee to:
- A. Receive, review and distribute for action, in a timely manner, all items of business directed to the Senate.
- B. Set the agenda for Senate meetings.
- C. Monitor all Senate functions and recommend ways to improve Senate effectiveness.
- D. Conduct business in the name of the Senate between Senate meetings.
- E. Promptly report committee activities and business conducted in the name of the Senate to the Senate.
- F. Insure that resolutions of the Senate are properly communicated and when appropriate that they are properly carried.
- G. Abide by the provisions of these bylaws and insure that the Senate abides by these bylaws.
- H. To exercise such other duties and responsibilities as may be conferred by the Senate.
Section 2. Membership The Executive Committee of the College Senate will be composed of the Presider, Associate Presider, Secretary, State Senator and the Chairs of the Senate Internal Committees.
- A. The Senate internal committees deliberate upon and provide specific recommendations for policy and related issues as assigned by the Executive Committee.
- B. Senate internal committee members, except the Senate Operations Committee, will be elected by the College senate from a slate of senators and nonsenators. Elections will occur when there is a vacancy.
- C. All members of the senate Operations Committee will be elected senators.
- D. Chairs of the Senate internal committees, except for the Senate Operations Committee, will be elected by the committee members every two years.
- E. Term limit for committee chairs shall be limited to two consecutive two year terms. Previous committee chairs shall not run for a new term until at least one 2 year term has been fulfilled by another chair.
- F. The Associate Presider of the Senate will chair the Senate Operations Committee.
- G. Chairs of the internal committees will serve on the Executive Committee.
Section 1. Academic Policies Committee This committee will provide specific advice and guidance to the senate on academic policy and related educational issues.
- A. One (1) member from each of the academic units, one (1) member from the professional units and at least one (1) At-Large, member maintaining an odd number of members.
- B. Members will serve two (2) year terms which will be staggered to provide continuity.
Section 2. Senate Operations Committee. This committee will oversee the representative membership of the Senate and will be responsible for ensuring the maintenance of a truly representative governance. The Operations Committee will publish a list of each unit and the number of delegates assigned for that unit by February 15 of each election year. This committee will be responsible for communicating with all units to ensure each unit elects their representative and provides that name or names to the Senate by the last meeting of the Spring semester of an election year.
Membership: the membership committee will be comprised of the Associate Presider and two elected members of the Senate (one academic and one professional) These members (other than the Associate Presider) will be elected by a majority vote of the Senate.
- A. The following committees will carry out specific review and recommendation responsibilities as outlined below and specified in the Academic Code and if applicable as outlined by the SUNY Board of Trustees Policies & Procedures.
- B. Members are elected from, among, and by constituent groups as defined below for each committee.
- C. Chairs are elected by committee members.
- D. Term limit for committee chairs shall be limited to two consecutive two year terms. Previous committee chairs shall not run for a new term until at least one 2 year term has been fulfilled by another chair.
- E. Members will serve two year terms which will be staggered to provide continuity unless otherwise stated in the specific committee's bylaws.
- F. Specific committee bylaw changes must be approved through the College Senate prior to being adopted by the committee(s).
Section 1. Curriculum Committee - The Curriculum Committee will receive, review, and evaluate curriculum proposals. All proposals deemed acceptable by the Curriculum Committee will be submitted to the Senate as a whole for approval. Following approval by the Senate, the Curriculum Committee will then submit the Senate approved proposals in compliance with 1.32 of the Academic Code.
- A. Voting Membership: one member from each program area: 1. Building, Electrical and
Mechanical Technologies, Engineering, and CADD; 2. Humanities, Social Sciences and
Individual Studies; 3. Business and Information Technology; 4. Hospitality Management;
5. Science and Math; 6. Nursing; 7. Golf, Plant Sciences, and Recreation; 8. Veterinary
Science Technology; 9. Academic Advisement and Retention; and 10. Library.
- B. Non-voting Member: Provost of Academic Programs and Services.
Section 2. Academic Promotion Committee The Academic Promotion Committee will solicit, review, and evaluate academic staff promotion dossiers and make rank order recommendations for promotion to the Provost for Academic Programs and Services;
- Membership: The committee will consist of one (1) member from each of the academic
units, one (1) member from the Library/Center for Academic Service unit and at least
one (1) at-large member maintaining an odd number of members. Members who serve on
the Promotion Committee of the College Senate are held to three years of consecutive
service. for their respective committee. This term of three years should overlap among
between divisions academic units making up that comprise the committee in order to
promote continuity. If In the case where a division an academic unit does not have
the required qualified personnel to adhere to these term limits, one of the following
actions should must be elected on by the division academic unit: 1) the qualified
member who has completed his or her third year can continue to serve on the committee
in question until another qualified member within that division academic unit becomes
eligible to serve and is elected in by their division academic unit; OR 2) the division
academic unit may elect to leave their committee seat vacant until such a time when
they have an additional division academic unit member eligible to serve; by leaving
the seat vacant, the seat will be filled by an elected at-large member, until the
academic unit can find an eligible member to serve or the at-large members term has
- B. Eligibility: An academic staff member of the associate professor or associate librarian
rank (or higher) with five (5) years service at Delhi who are not seeking promotion.
- C. Special: The recommendations in regards to promotion made by the Promotion Committee are not subject to a vote of the College Senate and the substance of deliberations in these cases are not reported to the College Senate or otherwise published nor discussed during Senate. However, this committee is subject to the normal decision-making powers of the College Senate and the reporting requirements as laid out in Article XIV. (April 28, 2014)
Section 3. Continuing and Term Appointment Committee - The Continuing and Term appointment Committee will review documents in support of reappointment and make recommendations to the President of the College. The committee shall function independently of other constituencies of the College and has the authority to either agree or disagree with other recommenders.
- Membership: The committee will consist of one (1) member from each of the academic units, one (1) member from the Library/Center for Academic Service unit and at least one (1) at-large member maintaining an odd number of members. Members who serve on the Continuing and Term Appointment Committee of the College Senate are held to three years of consecutive service. for their respective committee. This term of three years should overlap among between divisions academic units making up that comprise the committee in order to promote continuity. If In the case where a division an academic unit does not have the required qualified personnel to adhere to these term limits, one of the following actions should must be elected on by the division academic unit: 1) the qualified member who has completed his or her third year can continue to serve on the committee in question until another qualified member within that division academic unit becomes eligible to serve and is elected in by their division academic unit; OR 2) the division academic unit may elect to leave their committee seat vacant until such a time when they have an additional division academic unit member eligible to serve; by leaving the seat vacant, the seat will be filled by an elected at-large member, until the academic unit can find an eligible member to serve or the at-large members term has been fulfilled.
- B. Eligibility: Faculty and staff with continuing appointment and at least five (5)
years service at Delhi.
- C. Special: The recommendations in regards to continuing and term appointments made by the Continuing and Term Appointment Committee are not subject to a vote of the College Senate and the substance of deliberations in these cases are not reported to the College Senate or otherwise published nor discussed during Senate. However, this committee is subject to the normal decision-making powers of the College Senate and the reporting requirements as laid out in Article XIV. (April 28, 2014)
Section 4. Student Life Committee - The Student Life Committee will be concerned with the significant educational, developmental, social, cultural, and recreational policies, programs, issues and services that affect the quality of student life and the campus environment at SUNY Delhi. The committee will further concern itself with the enhancement of educational and scholarly interest of faculty and students through the development and strengthening of college wide awards, grants, and scholarship programs.
A. Membership: Three (3) professional staff members and three faculty.
Section 5. Annual Budget and Planning Committee
The Annual Budget and Planning Committee will be composed of members broadly representative of existing campus units.
The Annual Budget and Planning Committee will assist the Cabinet in annual planning and priority setting and communicate its findings to the President, the Cabinet and the campus at large.
Each cabinet member with 2-3 unit plans will be asked to provide a representative to the committee; cabinet members(or academic divisions) with 4-6 unit plans, 2 committee members; cabinet members(or academic divisions) with 7-9 unit plans, 3 committee members; and cabinet members(or academic divisions) with 10-12 unit plans, 4 committee members.
Standing members will include:
Cabinet (a Cabinet Liaison)
Campus Budget (someone from the CFO's Office)
Section 6. Assessment Committee
Section 7. Intercollegiate Athletic Review Board
The responsibilities of the Intercollegiate Athletic Review Board include, but are not limited to:
1. To formulate and monitor the annual budget for Intercollegiate Athletics.
2. To approve any changes in the Intercollegiate Athletic fee for students.
3. To submit the annual intercollegiate athletic budget, and any proposed changes to the intercollegiate athletic fee, directly to the College President no later than April 1st.
4. To biannually reconsider the menu of sports offerings.
5. To biannually reconsider the colleges level of competition and the desirability of its affiliations with athletics associations (NJCAA, NIAA, etc.)
6. To ensure gender equity in intercollegiate athletic participation and review Title IX compliance.
7. To annually review team schedules.
8. To review and monitor standards and policies for Intercollegiate Athletics, including, but not limited to, an annual review of statistics which show the academic standing and progress of student athletes in each sport.
9. To review the Athletic Departments annual report and its adherence to the departments goals and objectives.
Membership: The Intercollegiate Athletic Board will be made up of ten members: three faculty, three professional staff, three students, and one coach.
The make-up of the board should be as broad-based as possible: the three faculty members should come from three different divisions. The three professional staff members should come from different departments. The faculty or professional staff members must not also be coaches. The student members should include at least one intercollegiate athlete and at least one non-intercollegiate athlete.
Section 8. Chancellors Awards Committees
The Chancellors Awards Committees shall solicit nominations from the campus and select SUNY Delhi's nominees for Excellence in Teaching, Excellence in Professional Service, Excellence in Faculty Service, Excellence in Scholarship and Creative Activities, Excellence in Librarianship, Distinguished Teaching Professorship, Distinguished Service Professorship, Chancellors Award for Student Excellence, and any additional Chancellors Awards that may be created in the future. In selecting SUNY Delhi nominees, the committees shall rely on criteria provided by SUNY. During any given term, the College Senate may establish a separate committee to select a nominee for each award or may establish fewer committees, asking each committee to select nominees for more than one award, as is reasonable and convenient at the time.
Membership: Each committee shall consist of at least five members, broadly representative of the campus community. Each committee must include a member or members who represent the constituency being recognized (e.g. for the award for Excellence in Professional Service, the committee must include professional staff members). Each committee should have one student member. The membership shall reflect any other criteria established by SUNY.
Section 9. Innovation Academic Initiatives Committee.
The Innovative Academic Initiatives Committee will review proposed new programs of instruction and courses that do not meet the criteria of more traditional programs and courses that are governed by guidelines established by Academic Policies and the Curriculum Committees. This committee will review such new proposals in order to implement pilot programs in a timely manner. Additional review by Academic Policies Committee and Curriculum Committee must follow within a year.
Membership: The Chief Academic Officer and a representative from each of the following: each Academic Division, Enrollment Services, Registrar's Office. Other members may be added as needed.
Section 1. Vacant Senate Seats
A. A Senator's seat will be deemed vacant by the Presider if:
1. A Senator, or alternate senator, fails to be present at roll call for three (3) or more Senate meetings in one (1) academic semester.
2. A Senator resigns from the Senate or leaves employment at the College.
3. A Senator in good standing is on sabbatical or otherwise unable to fulfill senate duties for a period exceeding one (1) semester.
B. If a Senator's seat is deemed vacant and there is more than one (1) semester left in the session, the affected unit will have to elect another Senator.
Section 2. Vacant Executive Seats
A. The seat of a Senate Executive will be deemed vacant for any of the reasons listed previously for senators.
B. If the following seats become vacant:
- Presider: The Associate Presider will assume the Presidership for the unexpired term of the Presider. If the unexpired term exceeds one (1) semester a new Associate Presider will be elected to serve for the balance of the unexpired term as well.
- Associate Presider: A new Associate Presider will be elected if the unexpired term exceeds one (1) semester.
- Secretary: A new Secretary will be elected by the Senate to serve the unexpired term.
Section 3. Vacant Committee Seats
A. A committee or committee chair seat will be deemed vacant for any of the reasons listed previously for senators.
B. If a committee chair seat is deemed vacant a new chair will be elected by the means designated for that committee to serve the unexpired term.
C. If a committee member seat is declared vacant and the unexpired term exceeds one (1) semester or if the committee cannot otherwise function, a new committee member will be seated according to the procedure for that committee.
Section 1. Quorum A quorum for transacting business at any meeting of the Senate or of a Senate committee will be a majority of the voting members currently seated on the Senate or Senate committee.
Section 2. Actions The act of a majority of the members at any meeting of the Senate or of a Senate committee where a quorum is established will be the act of that body, except as otherwise stipulated in these by-laws.
SUNY Delhi academic staff proclaims, supports, and recommends the following principles consonant with policies of the Board of Trustees and the provisions of the negotiated agreement with the collective bargaining agent as essential to the upholding of these academic freedoms necessary to achieve the objectives of the profession, namely:
a. As scholars, academic staff members have the right to define the areas of their
scholarship in accordance with their professional training, abilities, and interests;
and to pursue their studies and share their results subject to no restraints save
their own professional integrity and the collective judgment of their fellow scholars.
b. As academic professionals, academic staff members have the right to have their work evaluated solely by fellow scholars who are competent to judge it; and the responsibility to evaluate others on the same grounds.
c. As teachers, academic staff have the freedom to share with their students the knowledge established by their studies in the area of their scholarship, whatever current orthodoxies outside these areas they may offend; they have the responsibility, furthermore, to respect the intellectual freedom of their students, while inculcating in them a critical spirit of free inquiry and intellectual integrity.
d. As members of the academic community, academic staff members have the right to speak freely within the university on all matters affecting their scholarship and teaching without fear of reprisal either overt or covert; and the responsibility to abide by decisions arrived at by the majority, so long as these do not violate their own academic freedom.
e. In cases where violations or abuses of academic freedom are alleged, academic staff have the right for a full, open, and impartial hearing and adjudication by a review of their own peers (as outlined in the Guidelines in the Statement of Professional Rights and Responsibilities or through the contractual review process established by United University Professionals and the State, whichever is appropriate).
A. The College Senate may amend or repeal these by-laws.
B. Proposed amendments to these by-laws must be submitted to the Executive Committee one (1) month prior to any regular meeting of the Senate.
C. Amendments so received will be distributed to Senators with Executive Committee recommendations at least one (1) week prior to the meeting at which they will first be discussed.
D. Proposed amendments to these by-laws must appear on the agendas of two (2) regularly scheduled meetings prior to being voted upon.
E. Amendments will be adopted if approved by a two-thirds (2/3) vote of all currently seated voting senators.
F. If a regular meeting vote on a by-laws amendment is not conclusive, that is neither two-thirds (2/3) approve nor more than one-third (1/3) disapprove, a ballot will be immediately sent to all absent senators to determine the final vote.)