Information for Committee Conveners and Chairs

      2014-15 Faculty Senate Committees  (PDF; as of 8/30/2014)

  • Convene your committee early in the fall semester and have the members elect the chair for the academic year. 
    • Notify the Faculty Senate coordinator with the name of the chair.
      • Committee chairs comprise the Faculty Senate Administrative Committee (along with FS leadership and the Provost).
      • The chair will be added to the email distribution list for the Administrative Committee.
        (See "Attend Administrative Committee meetings" below for more info.)
         
  • Identify a regular meeting time for your committee. 
    • Contact the Faculty Senate coordinator if you would like a Doodle poll to be done for you.
    • Notify the Faculty Senate coordinator of your regular meeting time, and indicate if you will be using audio conferencing so PINs may be provided for your group.
      • There are a limited number of PINs for audio conference use and sometimes several committee meeting times overlap.  BE SURE TO LET THE FACULTY SENATE OFFICE KNOW IN ADVANCE THAT YOU NEED PINs.
    • Notify the Faculty Senate coordinator if you need rooms booked for meetings.
       
  • Review the Faculty Senate bylaws with your committee and decide if they need to be updated. 
    • Note: 2014-15 - Missions and bylaws for all committees are under review .
    • Current "Committees" section of the bylaws.  Bylaws are linked at:
      http://www.uaf.edu/uafgov/faculty-senate/about/  
      (A downloadable PDF is also posted on this page.)
    • Changes to committee-related bylaws require a formal motion to go before the full Faculty Senate for voting. 
    • Sample motions to change committee bylaws.  See Chapter 4 in the Faculty Senate Handbook and Directory for more information about motions and resolutions, and for more examples.
    • The committee-approved motion is brought by the chair to the Administrative Committee for discussion and approval to be included in the next Faculty Senate meeting agenda.
    • FS bylaws contain important information about the membership of each senate committee and should be regularly reviewed by the membership at least once a year. 
    • Ex officio members are non-voting members and do not count toward a meeting quorum. 
       
  • Set the agenda for committee meetings.
    • You may distribute agendas to your committee members if that is your preference; or, upon your request the Faculty Senate coordinator will distribute them for you via email. 
    • Include the meeting location and audio conference information (if applicable) in your agenda.
      • The Faculty Senate coordinator is available to assist you with setting up a Google group or Blackboard site if this would be useful to conducting committee business.
         
  • Identify a committee member to take meeting minutes during the meeting.
    • Usually minutes from the prior meeting are reviewed at the next meeting and approved by all committee members.  Minutes can be approved via email if that is preferred.
    • Send a copy of the approved minutes to the Faculty Senate coordinator for inclusion in the Administrative Committee and Faculty Senate meeting agendas.
    • Approved minutes will also be posted online at the committee's web page.
    • The Faculty Senate coordinator is not available to take minutes for committees with the notable exceptions of the Curriculum Review Committee and the Graduate Academic and Advisory Committee (due to the extensive follow-up required with processing curriculum).
       
  • Attend Administrative Committee meetings.
    • Schedule of Faculty Senate and Administrative Committee Meetings (PDF)
    • Committee actions (usually in the form of motions or resolutions) are brought by the committee chairs to the Administrative Committee for discussion. Upon the consensus of the Administrative Committee, actions will be included in the agenda for Faculty Senate.
    • The Administrative Committee is also a forum for discussion of issues affecting faculty and the university.  The Provost is an ex officio member of the Administrative Committee.
    • Attending Administrative Committee meetings is not optional.  If a chair can not make a particular meeting, arrange for an alternate to attend that meeting.
    • If a committee has co-chairs, both usually attend the Administrative Committee meetings. If one of the co-chairs can not attend, the co-chair in attendance has the responsibility to update the other.
       
  • Attend Faculty Senate meetings.
    • Attendance at Faculty Senate meetings is a primary responsibility of all Faculty Senate members, but particularly committee chairs.
    • If your committee has formal action for the Faculty Senate, the chair brings this action to the floor of the senate and provides background and information and answers questions as necessary.
    • If an action is referred back to the committee, the chair brings the matter back to the committee at their next meeting.
       
  • Prepare an annual report at the close of the academic year.
    • The annual report summarizes the work of the committee for the past academic year. Its purpose is to inform and prepare the next term's committee for continuing business.
    • The annual report is turned in prior to the last Administrative Committee meeting in April to be included in the May Faculty Senate agenda.
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