Senate Rules
SECTION 1A
The rules of procedure in the meetings of the Institute Faculty Senate shall be those of Robert’s Rules of Order, Newly Revised 2011. All motions, except as may be otherwise specified in these documents, shall be determined by a majority of the votes cast. Roll-call votes may be initiated only by the decision of the Chair or by a two-thirds majority of senators present and voting. The role of the Clerk, as Parliamentarian is advisory only.
SECTION 1B
Election of Senators and Officers of the Senate shall be made by secret ballot. All ballots will be collected and tallied by the Nominating Committee. In the event of a tie, the results of the election shall be determined by the Chair of the Nominating Committee who will draw lots among the tied candidates.
SECTION 1C
In the case where the Senate has approved a motion to authorize proxy votes, Senators will deliver a signed proxy ballot to the Clerk prior to the order of business. Proxy ballots will indicate which Senator will carry the vote.
SECTION 2
The order of business at each regular meeting of the Senate shall be as follows:
Order of Business and Parliamentary Authority
The order of business shall be:
Call to Order
Adoption of the Agenda
Approval of Minutes
Chair’s Report
President’s Announcements
Reports from the Provost’s Office
Consent Agenda
Review of Academic Council Agenda
Reports of Standing Committees
Reports of Special Committees, Task Force and Ad Hoc Groups
Old/Unfinished Business
New Business
Comments and Questions from the Floor
Adjournment
The order of business may be changed by the Reference Committee prior to any meeting. Any or all items in this Section may be suspended at any regular meeting of the Senate by a two-thirds vote of the members present, and at any special meeting by decision of the Chair.
SECTION 3
The Chair of the Senate may convene special meetings of the Senate, in addition to those specified. The order of business for any special meeting of the Senate shall be determined by the Chair of the Senate.
SECTION 4
A final agenda for each regular meeting of the Senate shall be published one week prior to the meeting. A preliminary agenda and available appendices shall be distributed no fewer than 10 business days before the meeting to which they pertain, to all members of the Senate and to others as determined by the Clerk.
SECTION 5
The Chair of the Senate shall appoint Ad Hoc Committees and/or Task Forces to consider subjects not already assigned to Standing Committees of the Senate. These Task Forces shall be terminated no later than the end of the Senate year unless reappointed by the new Chair of the Senate. They shall file reports of actions taken with the Clerk for inclusion in the Senate annual report.
SECTION 6
To introduce new business, a Senator or other faculty member may address a communication to a specified committee or the Chair of the Senate indicating the item of business that the senator wishes to be considered. This procedure represents the normal means for introducing new legislation. Committees and Task Forces discuss issues and create motions (See Appendix A) to be considered on the agenda. Additionally a Senator may introduce, by a direct motion (See Appendix A) from the floor, new legislation that the Senator considers to be of exceptional urgency.
(a) Only members of the Senate may introduce new legislative, advisory and consultative business.
(b) When speaking to any motion Senators will be limited to two minutes of debate.
(c) The Chair will balance debate.
(d) Any member of the Institute community not a member of the Senate may request the privilege of the floor on any item of business already before the Senate.
(e) The Chair shall have the authority to place a time limit on the remarks of any nonmember of the Senate.
(f) The rules of this Section may be suspended only by a three-fourths vote of the senators present.
SECTION 7
At the discretion of the Chair of the Senate, any member of the Board of Trustees Institute faculty, administration, student body, staff, or guest not a member of the Senate may be granted the privilege of the floor to make comments and recommendations for the good of the Institute. Requests shall be made to the Chair in writing at least five calendar days before the meeting. The time period may be waived by the Chair.
SECTION 8
The Senate will entertain topics for discussion and input that are not yet the subject of any motion which may be directed to the Chair of the Senate to be placed on the agenda. Such requests must be made to the Chair ten business days prior to the Senate meeting.
Topics must be defined with a title and summary rationale.
SECTION 9
Under the direction of the Clerk of the Senate, the Senate shall publish an official record (The Senate Record) of its proceedings within fourteen days after each meeting, and this record shall contain:
(a) Agenda of the meeting
(b) Minutes of the meeting
(c) Documents distributed prior to and at the meeting
(d) Such other items as the Chair shall direct
Copies of The Senate Record shall be deposited in the electronic archives of the Institute.
SECTION 10
(a) The elective year of the Senate shall begin with the installation of the new officers at the last regularly scheduled June faculty meeting. Names of newly elected senators shall be reported to the Clerk of the Senate by the Nominating Committee once election results have been tabulated.
(b) At any meeting of Senate, a petition may be presented to the Chair requesting that any Senator or officer be 5removed from office for neglect of duty or misconduct in office. The petition must be signed by at least two elected Senators. The Senate after appropriate investigation and discussion shall vote whether the Senator or officer shall be removed. A two-thirds majority vote shall be required for removal of the Senator. In the case of the removal of the Senate Chair, the Chair-Elect shall succeed immediately to the Chair. If the Chair-Elect or Clerk is removed, a new election will be held using regular procedures.
(c) The Chair of the Senate for the previous elected year shall preside at the last regularly scheduled meeting of the Senate year until a successor shall have been duly installed.
(d) At the last regularly scheduled meeting of the Senate year, announcement shall be made of the results of elections of Senate officers and Senators for the upcoming year.
SECTION 11
The Clerk of the Senate shall provide a role call sheet for Senators to sign-in for each session of the senate. For meetings of the Senate, a quorum consists of sixty percent of the elected or appointed Senate members. When a Senator is unable to attend a session, that Senator may request a proxy vote. At the discretion of the Chair, a proxy vote may occur at any session of the Senate. That proxy vote will indicate the date of the session, the name of the absent senator, the name of the senator voting for the absent senator, and both senators’ signatures. The Clerk must be notified by the absent Senator of the intent of the proxy vote at least 48 hours in advance of the session. Once all Senators have signed in and proxy votes have been obtained, the clerk will announce the voting strength of the body as well as the number of proxy votes being carried.
SECTION 12
Sessions of the Senate will be recorded to document, to obtain verbatim minutes, and to allow the business of the Senate to be available to all members of the faculty. Recordings will be on file and available by request to the Clerk of the Senate. The Clerk is responsible for formulating written minutes and recording all actions taken by the Senate.
SECTION 13
The general conduct of Senate meetings will precede based on the published agenda. Roberts Rules shall facilitate the conduct and be utilized by the Chair of the Senate to advance discussion. Senators will speak to an issue as recognized by the Chair. The Chair will balance debate to assure all Senators are heard and issues are fairly discussed to vet both the majority and minority opinions. Amendments to published motions can be passed by a majority vote.
SECTION 14
The Standing Rules of the Senate may be amended by a majority vote and suspended by a 2/3 vote of the Senate.