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Bylaws for the Faculty Senate of Old Dominion University

  1. Election of Officers
    Each spring, after the election of the new members of the Faculty Senate and prior to commencement, the incumbent Executive Committee shall convene the following year's Faculty Senate for the purpose of electing officers. The incumbent officers shall officiate at this meeting and shall distribute notices of the meeting and minutes as for regular meetings. Only the members of the following year's Faculty Senate are eligible to vote in this meeting.

  2. Executive Committee Duties

    1. Prepare the agenda for all Faculty Senate and Faculty Forum meetings.

    2. Represent the Faculty Senate to the university community.

    3. Assign or reassign all work to Faculty Senate committees and maintain records on the status of the various matters under active consideration by the senate.

    4. Insure that each Faculty Senate committee conducts periodic reviews of the university policies within its charge.

    5. Appoint ad hoc committees as needed.

    6. Arrange for prompt responses to recommendations of the senate from those to whom recommendations are made.

    7. Perform such other duties as assigned it by the Faculty Senate or the Faculty Forum.

    8. Report on its activities since the previous meeting at each senate meeting.

  3. Committees of the Faculty Senate

    1. Recommendations of the committees of the Faculty Senate are to be presented to the Faculty Senate for its approval except when such committees have been specifically empowered by the Faculty Senate to act without such approval.

    2. Recommendations of committees of the Faculty Senate shall be in the form of written motions placed before the senate for its consideration, accompanied by written rationales for the specific recommendations made.

    3. Each standing committee shall have at least two faculty senators among its membership and at least two-thirds of the membership of each committee shall be members of the Faculty Forum. Each standing committee will normally have one member from each academic college. The chair of the senate shall serve as an ex officio, non-voting member of all Senate committees and shall receive materials and agenda distributed to other committee members.

    4. The chair of each standing committee shall be a faculty senator and shall be elected by the Faculty Senate.

    5. The student government shall be invited to appoint the student members to vacancies of Faculty Senate committees on which they have representation.

    6. With the approval of the president, the administrator whose responsibilities are most relevant to the area of responsibility of each standing committee of the Faculty Senate shall be invited to serve on that committee.

    7. The Executive Committee shall be empowered to declare vacant the seat of a member on a committee who fails to attend more than three properly called meetings of the committee.

    8. General Responsibilities

      1. Committee chairs will have a special responsibility for keeping the secretary of the Faculty Senate informed of their current work.

      2. It is the committee chair's responsibility to schedule committee meetings so that, to the extent possible, all members have the opportunity to attend.

      3. Committee chairs will publicize and hold open hearings on issues where appropriate or when so directed by the Faculty Senate.

      4. All Faculty Senate committees are required to file agendas and accurate minutes of all committee meetings and hearings with the Faculty Senate secretary.

      5. All Faculty Senate committees are required to file an annual report with the Executive Committee.

      6. When a committee is ready to bring a resolution to the floor, the committee chair will inform the secretary of the Faculty Senate and submit a written copy of the resolution, with rationale, for consideration by the Executive Committee, which may place the resolution on the agenda of the senate meeting. Resolutions and rationales shall accompany the agenda for the meeting at which the resolution is scheduled for action by the senate.

  4. Standing Committees

    1. Undergraduate Curriculum and Programs

      1. Areas of Responsibility

        1. Undergraduate curriculum for existing and proposed programs

        2. General Education

        3. Articulation agreements and course equivalency oversight

      2. Membership

        1. Eight faculty members (at least one from each college)

        2. One student representative appointed by the Student Senate (ex officio/non-voting member)

        3. Vice provost for undergraduate studies and distance learning (ex officio/non-voting member)

    2. Undergraduate Academic Policy and Procedures

      1. Areas of Responsibility

        1. Academic policy and procedures relating to admissions, continuance, and exit standards for undergraduate students

        2. Policy and procedures relating to academic advising for undergraduate students (including advising of student athletes)

        3. Interaction of intercollegiate athletics with academic units and programs

        4. Undergraduate instruction

        5. Advanced standing-policy and procedures related to CLEP and advanced placement exam credit; high school international baccalaureate program; and other standards for experiential learning

      2. Membership

        1. Eight faculty members (one from each college and at least two chief departmental advisors)

        2. One student representative appointed by the Student Senate (ex officio/non-voting member)

        3. Assistant vice president for undergraduate studies (ex officio/non-voting member)

    3. Graduate Studies

      1. Areas of Responsibility

        1. Graduate curriculum and degree requirements for existing and proposed programs

        2. Financial aid for graduate students

        3. Admissions, continuance, and exit standards

        4. Instruction (including training and certification of graduate teaching assistants)

      2. Membership

        1. Eight faculty members certified for graduate instruction. At least six of these must be graduate program directors (one from each college).

        2. Two graduate student representatives appointed by the Student Senate (one master's and one doctoral student) (ex officio/non-voting members)

        3. Vice provost for graduate studies and research (ex officio/non-voting member)

    4. Scholarly Activity and Research

      1. Areas of Responsibility

        1. Policies and procedures for scholarly activity and research

        2. Resource allocation for support of scholarly activity and research

        3. Administration of sponsored research

        4. Faculty development (including review of Faculty Development Fund Program Proposals)

      2. Membership

        1. Six faculty members (one from each college)

        2. Vice president for research and graduate studies (ex officio/non-voting member)

    5. Student Services

      1. Areas of Responsibility

        1. Undergraduate admissions standards

        2. Registration and orientation

        3. Recruiting and retention of undergraduate students

        4. Continuance regulations; the Honor System; disciplinary procedures, rules, and regulations;

        5. Financial aid to undergraduate students (including oversight of financial aid to student athletes)

        6. Student concerns as they relate to intercollegiate athletics

        7. Other areas within the responsibility of the vice president for student services

      2. Membership

        1. Six faculty members (one from each college)

        2. One student appointed by the Student Senate (ex officio/non-voting member)

        3. Vice president for student services (ex officio/non-voting member)

        4. Director of athletics or designated representative (ex officio/non-voting member)

    6. Promotion and Tenure

      1. Areas of Responsibility

        1. Policy on academic rank and tenure

        2. Procedures on awarding various academic ranks and procedure for granting tenure

        3. Policy on hiring and terminating faculty

        4. Policy and procedures on evaluation of faculty

      2. Membership

        1. Eight faculty members (at least one from each college)

        2. Provost and vice president for academic affairs (ex officio/non-voting member)

    7. Faculty Status and Remuneration

      1. Areas of Responsibility

        1. Faculty rights, privileges, responsibilities, and related matters

        2. Working conditions for faculty

        3. Faculty salaries

        4. Conditions and terms of faculty contracts

        5. Faculty fringe benefits

        6. Faculty retirement programs

      2. Membership

        1. Six faculty members (one from each college)

        2. Provost and vice president for academic affairs (ex officio/non-voting member)

    8. Nominations and Elections

      1. Areas of Responsibility

        1. Election of faculty senators

        2. University- and district-wide faculty elections

        3. Appointments to standing committees

        4. Other nominations and appointments from the Faculty Senate

        5. Referenda referred to the faculty

        6. Faculty Senate redistricting

      2. Membership-Six faculty members (one from each college)

    9. Administration, Finance and Academic Support Services

      1. Areas of Responsibility

        1. Annual budget priorities and policy

        2. Biennial budget request priorities and policy

        3. Other budget-related matters, e.g. enrollment projections, budget formulas, local budgets, capital budgets, tuition changes, relationship of budget decisions to the university's mission

        4. Physical plant, landscaping, and equipment

        5. Parking facilities, regulation and fee

        6. Finance Office and Auxiliary Services

        7. Academic computing services

        8. Non-credit programming

        9. Instructional services

        10. Oversight of planning and use of university physical and financial resources for intercollegiate athletics as these affect the academic mission, units, and programs of the university

        11. Summer school administration

      2. Membership

        1. Eight faculty members (one from each college), including one member of the Executive Committee and at least two members of the previous year's committee

        2. Vice president for administration and finance (ex officio/non-voting member)

        3. Associate vice president for academic services (ex officio/non-voting member)

    10. Library

      1. Areas of Responsibility
        Support the mission of the University Library in meeting the instructional and research needs of students and faculty by:

        1. identifying and addressing issues affecting the ability of the Library to carry out its mission,

        2. determining the adequacy of Library resources,

        3. ensuring the adequacy of communication between the Library and students, faculty, and administrators, and

        4. advising the university librarian on the allocation of resources for collection material and services, especially in light of changes in the information industry.

      2. Membership

        1. Six faculty members (one from each college)

        2. Three professional librarians selected by the university librarian

        3. University librarian (ex officio/non-voting member)

  5. Procedures Concerning New Resolutions and Other New Business

    1. All members of the academic community may submit matters for consideration to the Faculty Senate. The procedure to be used is as follows, except for emergency matters (see section C, below).

      1. Resolutions, petitions, suggestions, or any other matters shall be submitted to the chair of the Faculty Senate in writing. A concise explanation of the rationale behind the petition should form part of the statement.

      2. The Executive Committee will give careful consideration to all matters thus submitted. Depending on the issue and the way it is presented, the Executive Committee may do the following:

        1. Bring a matter of special urgency directly to the floor of the senate.

        2. Assign the matter to the appropriate standing committee for deliberation and a report to the senate, or appoint an ad hoc committee to investigate the issue and report its findings to the senate.

        3. Refer the matter to another officer or organization within the university for action.

        4. Decide that the matter is outside the purview of the senate, or that it cannot be acted on in the form submitted.

    2. Whatever the decision of the Executive Committee, the secretary of the Faculty Senate will do the following:

      1. Inform the petitioner in writing of the decision taken by the Executive Committee, and in cases of refusal to take action, briefly explain the rationale for the decision.

      2. Inform the Faculty Senate of the actions of the Executive Committee and distribute with the agenda of the senate meetings a list of all matters submitted, together with a statement of the action of the Executive Committee in each case. The Faculty Senate may reverse or revise any of the Executive Committee's actions at its next regular meeting.

      3. Maintain a complete register of all resolutions and issues with a file on each issue, including any action taken on the issue by the administration or Board of Visitors.

    3. Emergency Issues
      Any committee or senator that wishes to bring directly to a meeting an item that is too urgent to be submitted in the normal manner may do so by the following procedures:

      1. The resolution and its rationale, accompanied by a concise explanation of the nature of the emergency, must be distributed in writing to the Faculty Senate before the meeting is called to order.

      2. Under "Approval of the Agenda," a motion must be made to add the item at an appropriate place in the agenda of the meeting. If the motion is passed, the item will be dealt with as part of the Faculty Senate's business.

  6. Attendance

    1. Any faculty senator who for any reason misses three meetings of the Faculty Senate in an academic year shall be deemed to have vacated his seat and shall be replaced. In the event that a regular meeting is recessed to be reconvened at a later date, each session missed will be considered an absence for purposes of this rule.

    2. Exception to the above provision may be made only by a two-thirds vote of the senate conducted by secret ballot.

  7. Amendment
    These bylaws may be amended at any meeting of the Faculty Senate by a two-thirds vote of the members present, provided the amendment has been submitted in writing and read at the previous regularly scheduled meeting.

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