Faculty Senate By-Laws
Foreword to the 1997 Revision to the 1977 BylawsThe Faculty Senate Constitution and By-Laws were revised by the Constitution Committee during 1996-1997.
The Faculty Senate would like to acknowledge the diligence of this committee in completing its task and thank its members for their careful attention to this important document. Our thanks go to:
Mary Singelmann, chair
Wallace Dean Davis
Jack Gallagher
Paul Guymon.
Mike Vijuk
After the Constitution was revised, it was submitted to the Harper College Faculty. On March 18 and 19, 1997, the Faculty voted to accept the revision.
The By-Laws were accepted by the Faculty Senate on March 18, 1997.
Changes to the Constitution can only be made with the approval of a majority of all the faculty; however, changes to the By-laws can be made by the Faculty Senate.
Because the Constitution and the By-laws are two separate documents, each with a different revision process, the Constitution Committee requested they be bound separately.
The Faculty Senate Executive Committee, 1996-1997
George Evans, President
Pauline Buss, Vice-President
Julie Fleenor, Secretary
Rob Held, Treasurer
Phil Stewart, Grievance Officer
Foreword to the 2002 Revision of the Bylaws
The By-Laws were again revised in 2001-2002 by members of the Senate Executive Committee in close consultation with Mary Singelmann, who chaired the 1997 revision. The By-Laws were accepted by the Senate on April 11, 2002. The Faculty Senate Executive Committee, 2001-2002:
Julie Fleenor, President
Michael Harkins, Vice-President
Jan Phillips, Secretary
Kurt Neumann, Treasurer
Patti Ferguson, Grievance Officer
George Evans, Past President
Jim Edstrom, Communications Liaison
Harper College Faculty Senate By-Laws
HARPER COLLEGE FACULTY SENATE, INC. BY-LAWS
I. ELECTIONS
1. The Constitutional Election Committee shall provide oversight for all elections and referenda of the Chapter.
2. Unexpired terms due to resignation, etc., of Senator(s), shall be filled by appointment of the President of the Chapter with the consent of the Senate. The person appointed to the vacancy shall serve out the term of office.
3. No later than the first of February of each year, the Members are to receive written notice of the dates of elections of one-half of the number of Senators and the method of nomination.
4. In elections for positions on the Executive Committee (President, Vice-President, Secretary, Treasurer, and Grievance Officer), candidates receiving a majority of the votes cast will be declared elected. In the event no candidate receives a majority of the votes cast, a run-off election will be held within two weeks between the two candidates receiving the highest number of votes. For all other elected offices, the candidates receiving the most votes from those cast in the election will be declared elected.
5. The number of nominees shall be at least equal to the number of vacancies.
6. All members as defined in Article II, Section 4 of the Constitution are eligible to vote for Senators-at-large. No Member may vote for more than one divisional representative.
7. The total of the vote shall be announced to the Chapter Members on the Monday following the election by the Constitutional Election Committee.
8. Those elected assume office at the May meeting following the election.
9. Those elected serve until the May meeting of the second year following.
10. E-mail voting is not permissible in the course of any regular Faculty Senate business, regular meetings, election of officers, or ratification of the contract.
11. Nominations will be conducted in a manner set forth by the Executive Committee. Nominations will also be taken in the February meeting of the Senate.
12. All members as defined in Article II, Section 4 of the Constitution are eligible to vote for Senators-at-large. No Member may vote for more than one divisional representative.
13. All Senators will be eligible to succeed themselves.
14. The term of office for Senators will be two years.
15. Unexpired terms due to resignation, etc., of Senator(s), shall be filled by appointment of the President of the Chapter with the consent of the Senate. The person appointed to the vacancy shall serve out the term of office.
16. Divisional Senators:
a. Divisions shall hold divisional elections under the supervision of the Constitutional Election Committee. No division Senators shall supervise the election of either their replacement or their reelection.
b. Senators of the Division: Each academic division with twenty-four or fewer full-time Faculty will elect one Senator to the Senate. Each academic division with twenty-five or more full-time Faculty will elect two Senators.
c. In the event of a tie vote, the Constitutional Election Committee, when necessary, shall conduct another election to break the tie within two weeks.
17. Senators at Large:
a. In addition to Senators of the Division, a total of six Senators will be elected from the Chapter-at-large.
b. In the election for the position of Senators-at-large, the nominees accruing the greatest number of votes will be elected until all openings are filled.
II. Chapter Voting
1. Balloting by the Chapter Members on the proposed new Contract shall take place only after the Chapter Members have had the proposed changes for three academic calendar days. A simple majority of those voting will be sufficient for the ratification of the new Contract by the Chapter Members.
2. A motion may be passed by a majority vote of those present at a Chapter meeting.
3. Proxy voting shall be permissible at Chapter meetings, for election of officers, and ratification of the contract. All proxies shall be handed to an Election Committee Member before the Chapter vote on any issue using the following format: “I give my proxy to _(Name of Member) to be voted in my behalf in the Chapter meeting of ___(Date)__. “ It is to be signed by the maker of the proxy and initialed by an Election Committee Member. No person shall solicit proxies, and proxies obtained by such solicitation shall not be accepted by the elections committee or included as part of any final vote count.
4. The Constitutional Election Committee shall announce the total of the vote to the Chapter Members on the Monday following the election.
III. OFFICERS OF THE SENATE
1. The Chapter Members shall elect the Officers of the Senate from its own Membership.
2. The elected Officers of this organization shall be President, Vice-President, Secretary, Treasurer, and Grievance Officer.
3. Officers may be removed or suspended from office by a fifty percent plus one vote of the Chapter Membership list at the time of balloting.
IV. DUTIES OF THE PRESIDENT
The President:
1. Represents the Chapter at all meetings of the Board of Trustees and is the official spokesperson for the Chapter.
2. Acts as spokesperson for the Chapter in all dealings with the Administration in which Chapter concerns are discussed.
3. Represents the Chapter at all College functions, commencements, convocations, etc., to which the Chapter is invited to send an official representative.
4. Carries out such other duties and responsibilities as may be required of the President in representing the faculty.
5. The President may delegate any of the above duties to any other Officer, Senator, or other Member of the Chapter.
6. Designates a member to carry out the duties of an absent Officer at authorized meetings.
7. Chairs and presides at all meetings of the Chapter and the Senate.
8. Is an ex officio member of all Chapter committees.
9. Represents the Chapter on the Harper College Oversight Committee (formerly the 4Cs) and recommends the second representative to the Senate Executive Committee.
10. Appoints Chapter Member(s) to unexpired terms due to resignation, etc., of Senator(s) with the consent of the Senate. The Member(s) appointed to the vacancy shall serve out the term of office.
11. Appoints the appropriate faculty members to all shared governance committees.
12. Appoints the appropriate faculty members to all contract committees.
13. Appoints members to all committees of the Senate, subject to the consent of the Senate.
14. Appoints membership of the Negotiations Committee, with the approval of the Faculty Senate.
15. Shall designate a member to carry out the duties of an absent Officer at authorized meetings.
16. Shall call the first meeting of the Faculty Senate within fifteen academic days of the start of the academic year.
17. May call emergency meetings of the Chapter.
18. Appoints a parliamentarian for general Chapter meetings. Such appointment must be made at the start of a meeting.
19. Appoints a parliamentarian for Senate meetings with the consent of the Senate. The parliamentarian shall serve at all meetings of the Senate for the duration of the academic year.
20. Discharges all other duties imposed upon him or her by parliamentary usage and this Constitution.
V. DUTIES OF THE IMMEDIATE PAST PRESIDENT
The immediate Past President:
1. Acts in an advisory capacity to the Executive Committee as an ex-officio Officer of the Senate.
2. Attends all Executive Committee meetings.
3. Serves as a member of the Constitutional Election Committee.
4. Serves as the historian and/or collective memory of the Executive Board. Provides continuity, guidance and insight into the administrative workings of the institution.
5. Serves as an ex officio member of the Grievance Committee.
6. Is a member of the Faculty Senate Scholarship Committee.
7. Is a member of the Professor Emeritus Committee.
VI. DUTIES OF THE VICE-PRESIDENT
The Vice-President:
1. Promotes Chapter Membership.
2. Is responsible for convening all Standing and Ad-hoc Senate Committees.
3. Presents to all Standing and Ad-hoc Committees their charge and scope from the Faculty Senate.
4. Acts as the President in his or her absence or in his or her inability or refusal to act.
5. Becomes the Acting President, should the Office of the President become vacant, and serves until the next regularly-scheduled election.
6. Serves on the College Assembly.
7. Chairs the Educational Priorities Committee.
8. Represents the Chapter at Local 1600 meetings.
9. Is a member of the Senate Appointments Committee.
10. Performs such other duties as assigned by the President
VII. DUTIES OF THE SECRETARY
The Secretary:
1. Provides the Senate records, except those of the Treasurer and the Grievance Officer, to the Faculty Senate Archival Committee. The Secretary shall be a permanent member of the Archival Committee.
2. Is responsible for notifying faculty of Senate meeting times and places and the distribution of Senate meeting agendas.
3. Takes minutes of all Chapter and Senate meetings and be responsible for sending approved minutes of Senate meetings to all members of the Senate, faculty, administration and Board of Trustees.
4. Acts as tally clerk for all voting in the Senate.
5. Keeps accurate dates of the term of each Senator and Officer.
6. Issues orders and warrants and countersigns the same.
7. Attends to all printing and correspondence.
8. Presents a calendar of meetings for approval to the Senate at its first meeting of the academic year.
9. Advises all Senators and faculty of regular and emergency meetings of the Senate.
10. Maintains the Chapter's databases (i.e., addresses, phone numbers, committee assignments, faculty titles, etc.)
11. Ensures that the all the records of the Chapter will be given to the next Secretary.
12. Chairs the Senate Appointments Committee.
13. Maintains files of discussions, challenges, resolutions, and handling of issues and past practices.
14. Coordinates communication activities with Deans and other administrators of the College.
VIII. DUTIES OF THE TREASURER
The Treasurer:
1. Keeps up-to-date records of all financial matters of the Senate.
2. May make recommendations to the Senate concerning financial matters. The Treasurer shall follow the directions of the Senate regarding all financial matters.
3. Accounts for the receipt of additional contributions, i.e., C.O.P.E., Amenities, by the faculty.
4. Pays all approved bills.
5. Deposits all funds to the credit of this Chapter in such bank or place as may be directed by the Senate.
6. Collects fines and fees.
7. Creates a budget, with the Senate approval, which will provide a contingency fund to meet emergency expenses of the Chapter. All expenses which can be anticipated will be included in the budget. The Treasurer will report all expenses except those expenses reimbursable by the Cook County College Teachers Union to the Senate for its approval and subsequent payment.
8. Submits bills for approval by the Executive Board.
9. Provides the Senate reports of invoices authorized and paid by the Executive Board.
10. Makes the appropriate requests for reimbursement of funds from Local 1600 (i.e., per member, Chapter expenses, recruitment funds, scholarships, etc.)
11. Applies to the Local for reimbursement of Chapter expenses, such as, funds directly related to Negotiations, the management of the Chapter (typing, duplicating, postage, etc.), strike related expenses (preparation of the operation of a strike), etc.
12. Keeps concise records of all financial activities, which includes, but is not limited to, treasurer’s reports, bank statements, copies of authorizations of payment, ledgers, etc.)
13. Ensures that all the financial records of the Chapter will be given to the next Treasurer and that a permanent record of all financial transactions of the Senate is kept in the Senate office.
14. Is an ex-officio member of the Faculty Senate Scholarship Committee.
IX. DUTIES OF THE GRIEVANCE OFFICER
The Grievance Officer:
1. Chairs the Grievance Committee to consider grievances under the Contract.
2. Presides at meetings of the Grievance Committee.
3. Is responsible for keeping the appropriate records of all grievances and providing such records to the succeeding Grievance Officer.
4. Ensures that all grievance records are kept confidential.
5. Reports to, recommends action by, and presents the findings of the Grievance Committee to the Executive Committee on grievances at all stages of the process as specified in the Contract.
6. Recommends action on submitting a grievance to the Cook County College Teachers Union Grievance Committee.
7. Recommends and appoints members to the Grievance Committee, whose role is advisory in nature to the Grievance Officer and which will have such appointed members as deemed necessary with the consent of the Executive Board and the Senate.
8. Is the representative of the Harper College Faculty Senate to Local 1600's Grievance Committee.
X. DUTIES OF THE COMMUNICATIONS LIAISON
The Communications Liaison:
1. Is appointed by the President annually, with consent of the Faculty Senate.
2. Will, in concert with the Senate President, communicate the sense, mindset, and activities of the Senate to the public through local media and other forums.
3. Is responsible for publicity for the Chapter.
4. Produces the Faculty Senate newsletter twice a semester.
5. Sees to it that the Senate web page is updated and maintained.
6. Assists the Secretary and the divisional senators to ensure that faculty are receiving communications from the Senate.
7. Serves on the Archives Committee.
XI. DUTIES OF THE SENATORS
Senators:
1. Attend all meetings of the Senate.
2. Encourage faculty to support the programs of the Senate.
3. Keep faculty members informed of actions of the Senate.
4. Serve on at least one Ad-hoc or one Standing Committee of the Senate each year.
5. Divisional Senators:
Are responsible for disseminating information to Chapter members. Serve as needed on the College Assembly and Faculty Senate committees.
6. Senators at large:
Serve as needed on the College Assembly and Faculty Senate committees.
XII. COMMITTEES OF THE SENATE
A. Types of Committees
1. Constitutional Committees - shall exist and function:
a. Executive Committee
b. Archival Committee
c. Election Committee
2. Standing Committees of the Senate--regular functioning, created by the consent of the Senate (not limited to these):
a. Chapter Scholarship Committee
b. Faculty Development Committee
c. Grievance Committee
d. Legislative Committee
e. Membership Committee
f. Senate Appointments Committee
g. Welfare Committee (includes Amenities and Social)
3. Ad-hoc Committees—constituted by Executive Committee, with the consent of the Senate, serves for one year, renewable for one year Example: Negotiations Committee
4. Shared Governance/Academic Committees
a. Academic Standards
b. Assessment and Testing
c. Curriculum
d. Instructional Technology
B. Duties of the Committees
1. Constitutional Committees
a. Executive Committee:
1. Manages the daily activities of the Senate between meetings.
2. Administers the Chapter, subject to direction and sanction by the Senate.
3. Oversees the administration and operation of the Senate.
4. Chooses replacements for any elected Office except the Presidency, subject to Senate approval, until the next regularly scheduled election.
5. Acts in times of emergency for the Senate.
6. Initiates proposed amendments to the Constitution.
7. Proposes adding, deleting, or modifying constitutional amendments, upon which final decisions regarding the proposals shall be made by the Faculty Senate.
8. Ensures that all committee memberships according to constituency are proportional to the number of constituents served.
9. Sets agenda for Senate meetings.
10. Recommends special assessments subject to approval by the Senate and ratification by the Chapter. Such ratification by the Chapter will be voted upon only after written notice has been given to the Members at least three academic calendar days prior to the meeting and will require a majority of "yes" votes by those voting.
11. Enters into a tentative agreement (in conjunction with the Negotiating Committee) with the Harper College Board of Trustees on any new Contract.
a. In the event that such an agreement is reached prior to the expiration of a previously-ratified contract, any provisions in the proposed new Contract which constitute changes from provisions which exist in the most recently ratified Contract must then be submitted, in writing, to the Chapter Members.
b. In the event that such an agreement shall be reached after the expiration of a previously-ratified Contract, any provisions in the proposed new Contract which constitute changes from provisions which existed in the most recently expired Contract must then be submitted, in writing, to the Chapter Members for approval.
b. Archival Committee:
1. Preserves and maintains the records, documents, etc. of the Faculty Senate. The Secretary chairs this Committee.
2. Collects, organizes, and preserves significant records of historical, legal, fiscal, and administrative value of the Chapter and the Senate.
c. Election Committee:
1. Conducts and supervises all Senate elections and referenda in the manner set forth by the Faculty Senate Constitution and these bylaws;
2. Requests and receives nominations;
3. ensures all candidates are members in good standing;
4. Conducts any elections that may be required to resolve tie votes;
5. Provides oversight for all elections and referenda of the Chapter.
6. Sets up general election guidelines.
7. Oversees proxy voting.
8. Announces the total of the vote to the Chapter Members on the Monday following the election.
9. Ensures that all candidates are members in good standing and are eligible for the position for which they are nominated.
2. Standing Committees
a. Chapter Scholarship Committee:
1. create criteria for the Faculty Senate scholarship;
2. publicize and solicit applications for the scholarship;
3. determine and implement a process to select scholarship recipients.
b. Welfare Committee:
1. support amenities and social activities functions.
c. Membership Committee:
1. assist in the recruitment of faculty to the Faculty Union;
2. assist the Vice-President.
d. Faculty Development Committee
e. Grievance Committee:
1. shall consider grievances;
2. may assist the Grievance Officer;
3. will have such appointed members as deemed necessary with the consent of the Senate.
f. Legislative Committee:
1. the chairperson of the Legislative Committee or designee shall serve as the representative of the Harper Faculty Senate to Local 1600's Legislative Committee.
3. Ad-hoc Committees:
a. Duties and scope will be defined by the Executive Committee as needed.
b. the President of the Faculty Senate will present the charge and recommend members of all Ad-hoc subcommittees to the Senate.
c. The Senate will then advise and consent to the formation of the Ad-hoc subcommittee and its charge.
C. Duties of the Committee Members
1. The President of the Senate shall appoint members to all Standing Committees of the Senate subject to the consent of the Senate.
2. The President of the Senate shall appoint members to all Ad-hoc Committees subject to the consent of the Senate.
3. Each committee shall elect its own chairperson.
4. All Chapter Members are eligible to serve on Chapter Committees.
5. All Standing Committees of the Chapter shall report on their activities at least once during each school year. Interim reports may also be given at the Committees option or at the request of the Senate.
6. All Ad-hoc Committees shall give final reports of their activities to the Senate. Interim reports may also be given at their option or at the request of the Senate.
7. The Vice-President of the Senate shall act as convener of all Ad-hoc Committees and shall present the official Senate charge and scope of the Committee.
8. Those members of the Constitutional Committees, except the Executive Committee, shall be appointed by the President, subject to the consent of the Senate.
9. After presenting a rationale for adding, deleting, or modifying a Constitutional Committee to the Executive Committee, final decisions regarding the proposal shall be made by the Faculty Senate.
XIII. MEETINGS OF THE SENATE
1. The President of the Senate shall call the first meeting of the Faculty Senate within fifteen academic days of the start of the academic year.
2. Senate meetings will be held as scheduled by the approval of the Senate or as provided by the Constitution.
3. Two Senators may request an emergency meeting of the Senate upon written request to the President. At least three academic calendar days notice must be given to the President by those requesting an emergency meeting, and the President shall give all Senators at least three academic calendar days notice of such meetings.
4. The Secretary shall advise all Senators and faculty of regular and emergency meetings of the Senate.
5. The Senate may conduct business in executive session if a majority of the Senators present vote for such a session.
6. The Senate may invite non-Senators to attend executive sessions.
XIV. QUORUM
1. A quorum of the Senate or a Senate Committee shall consist of fifty percent of its members plus one. At least two Officers of the Executive Committee must be present at a meeting of the Senate in order for the meeting to be official.
2. No binding action may be taken at a meeting if a quorum is absent.
3. A quorum of the Executive Committee will consist of four Officers, including the President.
XV. GENERAL CHAPTER MEETINGS
1. Meetings of the Chapter may be called by the Executive Committee or upon petition of five percent of the total Membership. Such meetings require three academic calendar days notice to the Membership.
2. A quorum of the Chapter Membership shall be required to conduct the business at a Chapter meeting.
3. A motion may be passed by a majority vote of those present at the Chapter meeting.
4. Proxy voting shall be permissible at these meetings.
5. All proxies shall be handed to an Election Committee Member before the Chapter vote on any issue using the following format: “I give my proxy to _(Name of Member) to be voted in my behalf in the Chapter meeting of ___(Date)__. “ It is to be signed by the maker of the proxy and initialed by an Election Committee Member.
6. E-mail voting shall not be permissible under any circumstances.
7. Meetings of the Chapter may be called by the Executive Committee or upon petition of five percent of the total Membership. Such meetings require three academic calendar days notice to the Membership.
8. The President may call emergency meetings of the Chapter.
XVI. PARLIAMENTARY AUTHORITY
1. The Parliamentary Authority for the meetings of the Senate, its Committees (Constitutional, Standing and Ad-hoc), and general Chapter meetings shall be Robert's Rules of Order, Revised, the Constitution of the Chapter, and these By-Laws.
2. The President shall appoint a parliamentarian for general Chapter meetings. Such appointment must be made at the start of a meeting.
3. At the commencement of the academic year, the President shall appoint a parliamentarian with the consent of the Senate. The parliamentarian shall serve at all meetings of the Senate for the duration of the academic year.
XVII. AMENDING THE BY-LAWS
1. These By-Laws may be amended pursuant to Article XVI, Section 1 of the Constitution.
2. These By-Laws may be amended at a regular or special meeting of the Senate.
3. . All Senators must receive a copy of a proposed amendment to the By-Laws three academic calendar days prior to the vote to amend.
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