April 20, 1999
Recommended Changes to the Internal Procedures of the Faculty Senate

EASTERN KENTUCKY UNIVERSITY

The Committee on Rules moves that the following changes be made to the Senate's Internal Procedures:

1. Amend the first sentence on page 3

To: Charge duplicating costs to the Senate's budget.

Justification: To improve language and reflect Senate has own budget.

2. On p. 3 amend the fifth paragraph

To: Prepare the agenda for the next Senate meeting and begin meeting with the President on a monthly basis. Pass the agenda to the Secretary for distribution.

Justification: to reflect that the President of University is no longer the President of the Senate, to accommodate a monthly meeting between the Chair and the President, and to use the term distribution as opposed to circulation. Because of the proposed rules changes, "distribution" includes the use of electronic means for distributing materials.

3. On p. 3, amend the fourth paragraph under "After each Executive Committee Meeting"

To: The third mailing is the Minutes, which are to be distributed as soon as possible but no later than one week prior to the next regular meeting. This is the Secretary's responsibility, but you should review, and if necessary revise them, before they are distributed.

Justification: to reflect current practice.

4. On p. 3 at bottom under "After each Senate Meeting" insert and amend language transferred from page 26 under "After the Senate Meeting" to read

To: Following the Senate meeting, the Chair will send any approved policy or action via a memo to the President, Vice President for Academic Affairs, and the Associate Vice President for Academic Affairs. Also, send a memo to the President in June if any action(s) passed by the Senate during the recently completed Senate year requires a vote of the Faculty-at-Large at the August convocation.

Justification: to move language that applies mainly to the Chair to the Chair's section of the Internal Procedures.

*5. On p. 4, amend last paragraph of section "Before the November Senate Meeting"

To: Ask the chair of the Committee on Elections to request that Senators who are unable to serve during spring notify the Committee on Elections ASAP. Have the Committee make sure replacements are elected before the February meeting (assuming there is not a January meeting). If any of the Senators are on Senate Committees, schedule an election or appointment during the first spring meeting to find either a temporary or permanent replacement. If a Senator is unable to serve for one semester due to a sabbatical or other reason and if that Senator is serving on a committee, the person replacing the Senator shall fill the Senator's position on the committee. The Senate Chair should forward the names of replacement Senators to the Secretary as soon as they have been received.

Justification: to make a few editorial changes and to formalize a frequently used an efficient process for replacing a Senator on a committee, when the Senator will be unable to serve for one semester. If a Senator is going to be out for an entire year, a new election is the preferred method for filling the committee vacancy.

6. On p. 8 amend sentence under "Before each Executive Committee meeting"

To: The Committee Chair should notify the Senate Chair on whether there will be a Committee report.

Justification: to shorten and clarify language.

*7. On p. 10 add a new subsection after last paragraph.

Add: Membership on Standing Committees

Faculty are limited to serving on a maximum of two University standing committees during the academic year. The Committee on Committees is responsible for determining if a faculty member is likely to be chosen to serve on more than two such committees and take appropriate action, such as noting this on the nomination list.

Justification: to implement a recommendation made by the Committee on Elections to facilitate having more faculty serve on these committees.

8. On p. 20 amend the fourth full paragraph

To: Prepare a written request that the scheduled times for the Forum appear in each E Mail until the last Forum is held. Send or e-mail this information to the E Mail Editor, Division of Public Relations and Marketing, Jones Room 308 CPO 7A.

Justification: To clarify language and update the paragraph to reflect current practice.

*9. On p. 21 add new subsection at bottom of page

Add: If Faculty Regent Vacates Office During Term

If the Faculty Regent resigns or prematurely vacates the office, a new election should be held following the procedure described above but with a revised timeline set by the Chair of the Senate.

Justification: Recommended by the Committee on Elections to provide guidance to future Committee members in the event of a vacancy in this office.

10. On p. 25 amend first paragraph "Getting out the Agenda"

Justification: to reflect recent changes made in the organization of Senate, to clarify language, and to accommodate delivery of agenda by e-mail or web site.

11. On p. 25 amend the second paragraph

To: Make 80 copies of the Agenda for inclusion in the packet of information that will be sent to the Senators. Take a copy of the Agenda to Printing Services on the ground floor of the Coates Building as soon as possible. Fill out a Printing Services work order form for 1,300 copies to be distributed to all faculty and staff. Charge all photocopying, printing, and office supplies to the Senate's budget. The Agenda should also be sent electronically directly to the ACTS Web Administrator for placement on the Senate's home page.

Justification: to update to current practice.

12. On p. 25 amend the fourth paragraph

To: The Senate Chair should give the Secretary any Agenda materials needed for distribution to the Senators. On occasion, the chair of a Senate committee may give the secretary Agenda materials. Call the Vice President for Academic Affairs office at least two weeks before the next meeting and see if there are any materials coming from the Council on Academic Affairs. If so, the Vice President's Office normally takes the Council materials to Printing Services for duplication and the Senate Secretary picks them up for distribution. As soon as possible have all materials that go along with the Agenda, including the Minutes of the previous meeting, duplicated (80 copies) either at the Secretary's office or Printing Services.

Justification: to update and add further direction.

13. On p. 25, last paragraph, change from: 2:30 to: 3:30.

Justification: update.

14. On p. 26, first full paragraph, fourth sentence

To: Put out the name place cards according to the seating chart, affix external microphone of the cassette tape recorder to the lectern, and test the tape recorder . . . .

Justification: update.

15. On p. 26, transfer language indicated as deleted below from the first paragraph under "After the Senate Meeting" to become the second paragraph in the Chair's Section under "After each Senate Meeting" and amend the remaining current first sentence

To: Before transcribing the Minutes of the meeting, make sure to send the Chair any approved policy or action so the Chair can pass these on to the President and others.

Justification: Most of the language in this paragraph applies to the Chair's duties and belongs in the Chair's section of these procedures. It also clarifies that the Secretary's role is to send "approved" policies and actions to the Chair so the Chair may send them on. See item 4 above.

16. On p. 27, delete the fifth sentence (fourth line down) in the first full paragraph

Delete: Keep in mind that the Faculty Senate newsletter may come out at the same time as the minutes.

and add the following last sentence:

Justification: update.

17. On p. 27, delete last line of second full paragraph

Special Programs office in the Perkins Building makes name placecards.

and add following last sentence

See to it that Printing Services makes new name placecards.

Justification: update.

18. On p. 27, amend last paragraph

To: The Secretary is responsible for seeing that certificates of appreciation for any retiring Senate member are completed. (Check with the Committee on Election's Chair to determine who is retiring at the May meeting.) The Secretary is also responsible for purchasing a gavel on which is engraved the name of the newly elected Senate Chair, title of position, Eastern Kentucky University, and year as Chair. (The gavel can be purchased at local sporting goods or other stores. Have the bill sent to the Chair of the Senate.) The Chair will give out the certificates individually at the beginning of the regular meeting. The gavel will be presented to the newly elected Chair by the outgoing Chair. Make sure all newly elected Senators have name placecards (check with the Chair of the Committee on Elections for the names and departments of the new Senators). The name placecards will be put out at the organizational meeting, which follows the first meeting. Also, prepare a new roster of Senate members and a seating chart for the organizational meeting, which the newly elected Chair will use.

Justification: to edit some wording and to incorporate the recommendation of the Executive Committee that the newly elected Chair of the Senate receive a gavel at the beginning of the Chair's term rather than at the end so the gavel can be used during that Chair's tenure.

19. On p. 28, add the following phrase to the second sentence of the "In August" paragraph

Add: Distribute the new roster along with a current committee members' list at the September meeting.

*Indicates a more significant change.