ࡱ>  bjbj** =@@o@@$$$$\$LPKKKKKKK,NQPLEL^L KKn= +K0۴ 7J KtL0LWJQQ@+K+KLLLQ@ :   BYLAWS OF THE GAVILAN COLLEGE ACADEMIC SENATE AUTHORITY AND RESPONSIBILITIES Section 1: Powers and Function Title 5 of the California Code of Regulations, Division 6, Chapter 4, Subchapter 2, Article 2, Section 53200 defines the powers, rights, and responsibilities of the Academic Senate in California Community Colleges. This stipulates that the district Governing Board shall consult collegially with the Academic Senate when developing policies regarding academic and professional matters by using either or both of the following methods, according to it own discretion: 1. Rely primarily upon the advice and judgment of the Academic Senate; 2 That the district governing board, or such representatives as it may designate and the representatives of the Academic Senate shall have the obligations to reach mutual agreement by written resolution, regulation, or policy of the governing board effectuating such recommendation. The Academic Senate shall present recommendations to the President/Superintendent of the College and shall have the right, after such presentation, to lay its views directly before the Board on any matter pertaining to the academic and professional matters of the college as defined in Title V of the California Code of Regulations. As such, the Academic Senate shall serve an advisory role to the administration and Board on all academic and professional matters including the following: Curriculum, including establishing prerequisites and placing courses within disciplines. Degree and certificate requirements. Grading policies. Educational program development. Standards or policies regarding student preparation and success. District and college governance structures, as related to faculty roles. Policies for faculty professional development activities. Processes for program review. Process for institutional planning and budget development. Faculty roles and involvement in accreditation process, including self-study and annual reports. Other academic and professional matters as mutually agreed upon between the governing Board and the Academic Senate. The Academic Senate shall make all appointments of faculty to college-wide committees. A CSEA Department Assistant will be provided by the college for the senate to take minutes. DUTIES OF ACADEMIC SENATE OFFICERS Section 1: Duties of the Academic Senate President 1.1 Preside at all meetings convened by the senate. 1.2 Consult collegially with the Board of Trustees, Presidents Council and other appropriate forums concerning the views of the faculty on any relevant matters when directed to do so by the senate. 1.3 Sit with the Board of Trustees at the Board's invitation. If such invitation is not forthcoming, the senate president or a representative shall attend Board meetings. 1.4 Represent the Academic Senate on the Presidents Council. 1.5 Vote upon motions brought before the Academic Senate bodies when his/her vote will change the result. 1.6 To aid the Senate president in the performance of her/his duties, s/he shall be granted two-fifths (2/5) assigned time, adequate equipment and college services, and office space. 1.7 Make all faculty appointments to 91 committees, in consultation with the Steering Committee, including college governance committees, faculty selection committees, tenure review committees and task forces. 1.8 Direct the overall operation of the senate office, and authorize the expenditure of the senate budget. 1.9 Represent the Senate as the official voting delegate, in person or by proxy, at all meetings of the State Academic Senate. 1.10 Meet on a regular basis with the president and Vice President (s) of the college to discuss matters of mutual concern with the Senate. 1.11 Carry out all directives of the Senate and serve as the chairperson of the Steering Committee. 1.12 Organize Senate and Steering Committee meetings: prepare agendas, review minutes of previous meetings, coordinate the distribution of information to senators, provide supplemental information needed for clarification of agenda items and contact resource speakers who need to attend Senate meetings for informational purposes. 1.13 Be conversant about information of concern to the Senate. 1.14 During the times of the year when the Academic Senate does not hold regular meetings, the President and the Executive Committee (or Steering Committee?) shall be empowered to make decisions for the Senate. Section 2: Duties of the Academic Senate Vice-President of Academic Affairs: 2.1 Serve as the presiding officer at senate meetings in the absence of the President. 2.2Be responsible for compiling and disseminating appropriate senate information to the faculty related to Academic Affairs. 2.3 Monitor minutes of Institutional Standing Committees related to Academic Affairs such as Budget, Strategic Planning, Institutional Effectiveness Committees or other institutional committees under the purview of the districts Vice President of Academic Affairs as assigned by the Senate President. 2.4 Review and report on accreditation documents, grant proposals and other documents related to academic affairs sent from the college to various state agencies which require the Senates signature. 2.5 Perform such functions and duties as directed by the President or Steering Committee. 2.6 Closely work with the Senate President to learn the functions of that office. 2.7 Sit as a member of and regularly attend meetings of the Academic Senate and the Senate Steering Committee. 2.8 2.9 Desirable Duties: 2.9.1 Attend at least one State Academic Senate Institute and/or Plenary Session (s). 2.9.2 Be a member of and/or attend at least one Institutional Standing committee or Senate standing committee. 2.9.3 Aid in drafting position papers or letters. 2.9.4 Review and propose updates to the New Faculty Handbook. 2.9.5 Annually Review Board Policies and Administrative Procedures that pertain to Academic Affairs and present modification recommendations to the Senate. Section 3:Duties of the Academic Senate Vice-President of Student Success 3.1 Serve as the presiding officer at senate meetings in the absence of the Vice President of Academic Affairs. 3.2Be responsible for compiling and disseminating appropriate senate information to the faculty related to Student Success. 3.3 Monitor minutes of Institutional Standing Committees related to Student Success and other commitments under the purview of the districts Vice President of Student Services as assigned by the Senate President. 3.4 Review and report on student success documents, grant proposals and other documents related to Student Success sent from the college to various state agencies which require the Senates signature such as the Equity Plan and Student Success and Support Program Plan. Interact with Associated Students of 91 as appropriate. 3.5 Perform such functions and duties as directed by the President or Steering Committee. 3.6 Act in the place of the President when the Vice President of Academic Affairs is not available. 3.7 Sit as a member of and regularly attend meetings of the Academic Senate and the Senate Steering Committee. 3.8 Desirable Duties: 3.8.1 Attend at least one State Academic Senate Institute and/or Plenary Session (s). 3.8.2 Be a member of and/or attend at least one Institutional Standing committee or Senate standing committee. 3.8.3 Aid in drafting position papers or letters. 3.8.4 (Create) Review and propose updates to the New Senator Handbook 3.8.5 Annually Review Board Policies and Administrative Procedures that pertain to Student Success and present modification recommendations to the Senate. Section 4:Duties of the Academic Senate Secretary/Treasurer 4.1 Assume the duties of the Senate Vice President of Student Success in their absence. 4.2Be responsible for recording, publishing, and distributing the minutes of all Senate generated meetings. 4.3Be responsible for the correspondence of the Senate. 4.4 Monitor attendance at Senate meetings and report to the Senate excessive absences from Senate members. 4.5 Assist the Senate President with the preparation of Senate meeting minutes, the correction of the minutes and distribution as necessary. 4.6 Prepare a tentative budget and present it to the Senate for adoption. 4.7 Periodically review expenditures of the Senate and report as appropriate. 4.8 Sit as a member, and regularly attend meetings, of the Academic Senate and the Senate Steering Committee. 4.9 Update the Academic Senate website and maintaining records of Senate actions including Senator terms and Senate and Institutional committee appointments. 4.10 Desirable Duties: 4.10.1 Attend at least one State Academic Senate Institute and/or Plenary Session (s). 4.10.2 Be a member of and/or attend at least one Institutional Standing committee or Senate standing committee. Section 5:Duties of the Academic Senate Past President 5.1Serve as the presiding officer at senate meetings in the absence of the Secretary/Treasurer. 5.2 For the semester immediately following their term as president, serve as a member of the Senate and the Senate Steering committee with full privileges, rights and responsibilities. 5.3 Provide the Senate with a historical perspective when such information is appropriate and/or requested. Section 6: Duties of Academic Senate Senators 6.1 Attend all Senate meetings. 6.2 Represent the needs and opinions of their constituents to the Senate. 6.3 Perform liaison functions with governance committees as assigned. These may include: Budget, Department Chairs, Distance Education, District Technology, Equity, Health and Safety, and Grounds and Facilities committees. 6.4 Regularly inform their constituents as to the business and actions of the Senate. 6.5 Perform other duties as assigned by the Senate President. 6.6 At-large Senators (both FT and PT) shall serve on the Senate Steering Committee. Section XX: Institutional Standing Committee Senate Liaisons As part of establishing a Working Senate, Institutional Standing Committee Senate Liaisons (ISCSL) shall be appointed by the Academic Senate President (or 1st or 2nd VP as determined by Academic Senate Bylaws workgroup) from the Senate body. ISCSLs shall establish collegial communications with the designated committee, and keep abreast of issues of importance to the Academic Senate of 91. Liaisons shall report as necessary at Senate meetings. (WE ARE WORKING ON A LIST OF OFFICIAL INSTITUTIONAL STANDING COMMITTEES) Section 7: DUTIES OF AT-LARGE SENATORS (Needs to be developed) ARTICLE III: ELECTION PROCEDURES Section 1: Election of Officers and At-Large Senate Seats 1.1 The Senate shall form a three-member Nominations and Election Committee (NEC) comprised of Senate members. Members of this committee cannot be candidates in the election. 1.2 The Nominations and Election Committee shall send a call to all faculty for nominations for all Senate Officer seats as well as for the full-time and part-time senate seats at least seven instructional days prior to the election. 1.3 The call, which must be in writing, shall explain the duties, required documents for consideration, desirable qualifications, the deadline for submission of nominations and the date of the election. The required documents for consideration must include a letter of interest from the nominee as well as any other supporting documentation supported by the call. Nominations shall close two instructional days prior to the election. The Nominations and Elections Committee shall put the election for Senate Officers as an action item for the first regular Senate Meeting following the nomination period but no later than the last regular Senate meeting of the last Fall semester prior to the new officers assuming office. The Nominations and Elections Committee shall be responsible for putting forth a ballot to the Senate at such meeting. The position of Senate President shall be the first item on the ballot. If there is no nomination for Senate President at the time, the Senate direct the NEC to, in accordance to these bylaws, initiate the election procedure again until a candidate for Senate President is identified. All senate members have the ability to vote for Senate Officers except as outlined otherwise in these bylaws. The candidate with the most Senate votes shall be moved forward to a subsequent confirmation vote by the Senate. This candidate must receive a majority vote of Senate members present at the meeting. If the candidate does not receive confirmation from said senate vote the seat shall be deemed vacant and shall be filled in accordance to these bylaws. If the seat in question is that of the president and confirmation of a President-elect is not possible the NEC shall be directed to, in accordance to these bylaws, initiate the election procedure again until a new candidate for Senate President is identified. All newly elected officers will be highly encouraged to attend all regular Senate meetings during the Spring semester prior to their taking office in an effort to learn the responsibilities and duties of their office and the Senate direction in general. If the nomination ballot does not include a candidate for President, no vote shall be taken and the NEC shall be directed to initiate the Nomination process again until a candidate for President is identified. If officers other than that of President have no candidates, the newly elected President, in consultation with the Senate, shall appoint a faculty member to serve the full term of vacant officer seats. For the purpose of the Senate Bylaw changes for Spring 2017, the Election Procedures will be as follows: The nomination process will be the same as Section 1.1 through 1.10 with exception that the deadline for the election will be the final Senate meeting of Spring 2017. If there is no candidate for Senate President, the NEC will extend the nomination process over the summer. Once the NEC has a nomination of a qualified candidate for Senate President it will request that the Past President call a Special Meeting at the beginning of the Fall semester. This Special meeting shall have an action item solely for the purpose of electing a new Senate President. Section 2: Election of Senators 2.1 The Senate shall establish and maintain staggered terms; one half of the senate seats are elected each year. 2.2 This process shall commence with Fall 2017. Departments whose seats will expire in December, 2017 will be asked to elect new senators for a two-year term. The second senate seat cohort will follow this same process for their departments in Spring 2018 for their terms to begin Fall 2018. 2.3 The Senate President shall notify each department at the beginning of the Spring semester of Senate seats whose terms are expiring at the end of the academic year. 2.4 Department Chairs will be responsible for conducting the department elections. 2.5 Department elections shall be held no later than the end of the Spring semester. The results shall be reported to the Senate President prior to the beginning of summer break. 2.6 New Senators will assume office at the first regular meeting of the Fall semester At a minimum each of the following twelve departments, shall be responsible for conducting an election to select their senator(s): Fine Arts Natural Sciences English Social Science Business and CSIS Career Technical Education Allied Health Counseling Library Kinesiology/Athletics English as a Second Language Disability Resource Center (New NAME) 2.7 If a department fails to elect a senator, the Department Chair shall be responsible for assuming that seat until their department elects a new senator. ARTICLE XX: Non-Voting Membership (Resource?) The following individuals shall be non-voting members of the Senate and be afforded a reporting item on every regular senate meeting agenda. 91 Faculty Association President College President Vice President of Academic Affairs Vice President of Student Services ARTICLE IV: VACANCIES AND RECALLS Section 1:Senate Seats 1.1 If a department senatorial seat becomes vacant, the appropriate department shall elect a new senator within two weeks following the declaration of a vacancy. 1.2 If a department fails to elect a senator, the department chair of that department shall be responsible for assuming that position, with full rights and responsibilities, until the department can elect a member. 1.3 If the full-time at-large senate seat becomes vacant, the Senate President shall appoint a replacement within two weeks. 1.4 If the part-time at-large senate seat becomes vacant, the Senate President shall appoint a replacement within two weeks. Section 2:Senate President Vacancy 2.1 If the Senate presidency is vacated, the senate shall elect a new President in accordance with the election procedures of these bylaws. The Vice President shall serve as Interim President prior to the election. 2.2 If a new Senate President cannot be elected due to a lack of candidates after the first nomination process, the Vice President of Academic Affairs shall have the option of serving as Senate President for the remainder of the term and be compensated accordingly in a pro-rated manner. 2.3 If the Vice President of Academic Affairs is unwilling or unable to ascend to the office of President according to 2.2, the Vice President of Student Success shall have the option of serving as Senate President for the remainder of the term and be compensated accordingly in a pro-rated manner. 2.4 If neither the Vice President of Academic Affairs nor the Vice President of Student Success are willing or able to ascend to the office of President, then the NEC shall initiate elections procedures outlined in Article III, Section 1. Section 3: Officer Vacancy 3.1 If a Senate Officer seat becomes vacant, the Senate President shall, in consultation with the Steering Committee, appoint a replacement for the remainder of the term and the new Officer shall be compensated, when applicable, in a pro-rated manner. ARTICLE V: RESIGNATIONS AND REMOVALS FROM OFFICE Section 1: Senators 1.1 Senate resignations must be submitted in writing to the President. 1.2A senator shall be removed from office on written petition of two-thirds or more of the department faculty members s/he represents. The resulting vacancy shall be dealt with according to the provisions of By-law Article III, Section 7. 1.3A two-thirds majority of the Academic Senate may recommend replacement of any senator who misses two consecutive senate meetings or who fails to meet minimum senate responsibilities as outlined in Article II, section 6. Such replacement may be initiated by any senator at any regularly scheduled senate meeting. Notification of the removal shall be made in writing to the appropriate electing body by the senate president. Section 4: If the electing body does not replace the absent senator within the time frame outlined in this document, the Senate President may appoint a qualified faculty member to fill the vacant position for the remainder of the term. ARTICLE VI: COMMITTEES Section 1:Standing and ad hoc committees shall be established as the need arises and with the approval of the senate. The Senate shall have the power to create such committees as it deems necessary, and such committees shall be known as Senate Standing Committees. Members will be appointed by the Senate from within the Senate, or if desired, from outside the Senate. Section 2: Academic Senate Standing Committees 2.1 In accordance with Board Policy 2510, the Academic Senate primary function is to make recommendations to the administration of the College and the Board of Trustees with respect to academic and professional matters. In order to fulfill this function, the Academic Senate establishes the following standing committees: 1. Curriculum Committee 2. Faculty Professional Learning Committee 3. Learning Council 4. Senate Steering Committee 5. Equivalency Committee 2.2 Each Senate Standing committee shall define and adopt its own procedures, subject to restrictions contained in the by-laws and other regulations of the Academic Senate. Each committee shall establish quorum requirements consistent with requirements of the Academic Senate bylaws. 2.3 A Senate Standing committees primary functions and bylaws shall be included as an appendix to these bylaws and reviewed annually by both the committee and the Senate Steering Committee. 2.4 All authority and responsibilities of these Senate Standing committees shall be exercised through the Senate Steering Committee. Senate Standing committees may appoint sub-committees or work groups, which are responsible to the parent committee Section 1. Upon the creation of a new Academic Senate committee or the pending vacancy or vacancies of an existing committee for members other than the chair, the Academic Senate President in the name of the entire Senate shall notify all faculty of the vacancy or vacancies. This notice must include the specific goals and purposes of the committee and the specific responsibilities of the committee members. Section 2. Nominations for faculty or administrative selection committee positions shall be solicited from the discipline or division faculty in which there is a vacancy. a. Discipline or division faculty shall vote on the nominations and forward their recommendations to the Senate President. b. Additional nominations may be made from the floor prior to the vote of the Senate. Section 3. Faculty appointments to all selection committees must be approved by the Senate by a simple majority vote. Section 4. Nothing in this process can conflict with the 91 Hiring Policy. Section 5. At the Senates discretion and in consultation with the ASGC, students may be appointed to committees. Student representatives may have the same voting privileges as faculty members. Section 5. Ad Hoc Committees The Academic Senate may form and recommend membership of ad hoc committees with approval of the Senate as needed to conduct Senate business. The following ad hoc committees are of special significance to the Senate: 1. Ad Hoc Group on Non-credit Instruction 2. Faculty of the Year Section 5: Shared-Governance Committees Shared-Governance Committees are a reflection of the spirit and requirement of AB 1725 shared governance. AB 1725 not only enables, but demands faculty participation in the governance of matters at the local district level. Doing so ensures necessary faculty input on matters concerning the development of sound policy and maintenance of quality academic standards. Consequently, active membership and participation on Shared Governance committees is essential to the charge of the Academic Senate and the mission of the District. 5.1 The official institutional Shared-Governance Committees requiring faculty participation are: XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX Other collegial institutional governing committees involving shared governance that will involve faculty participation may include: Accreditation, Educational Master Plan, Equal Opportunity Employment (EEO), Enrollment Management, Distance Education and Strategic Planning. 5.3 Any member of the faculty of 91 shall be eligible for appointment to membership on committees, and all committee appointments shall be made by the President of the senate with the consent of the Senate. 5.4Academic Senate Standing Committee chairpersons shall be appointed by the President of the Senate. Chairpersons of Standing Committees, in addition to being members of the Senate Steering Committee, shall serve as liaisons between the committee and the Senate and shall make regular committee reports to the Senate. 5.5 All committee actions shall be submitted to the Senate for evaluation followed by acceptance, return to thecommittee for reconsideration, or other appropriate action prior to going to the next higher level and/or the Board of Trustees. Section 6: Steering Committee 6.1 Members of the Steering Committee Senate President Senate Vice-President of Academic Affairs Senate Vice-President of Student Success Senate Secretary/Treasurer Senate Past President (one semester following their presidency) Full-time, at-large Senator Part-time, at-large Senator Faculty Professional Learning Committee chairperson Curriculum Committee chairperson Learning Council chairperson Institutional Effectiveness Committee chairperson Department Co-chair (faculty) Distance Education Committee chairperson Equivalency Committee chairperson President of GCFA or designee. 6.2 Functions of the Steering Committee The Steering Committee shall have general supervision of the affairs of the Senate between its regular business meetings, determine the hour and place of Senate meetings, make recommendations to the Senate, help set the agenda for Senate meetings, and perform other duties as specified in Article # of the Senate Bylaws. 6.3 Duties of Senate Steering Committee 6.3.1 Give direction to the Senate. 6.3.2 Act as advisor to the Senate President. 6.3.3 Help set the agenda for Senate meetings. 6.3.4 Recommend to the Senate faculty appointments for governance, standing committees, selection committees and special task forces. 6.3.5 Define the goals of the Senate each year. 6.3.6 Form and recommend membership of ad hoc committees with approval of the Senate. 6.3.7 Monitor and report on the activities of governance, standing and ad hoc committees. 6.3.8 Attend all Senate meetings and communicate with the membership. 6.3.9 Schedule and attend meetings with college administrators as required. 6.3.10 Report on State Senate Fall and Spring Institutes and/or Plenary Sessions. 6.3.11 Assist with the orientation of new full-time and adjunct faculty. 6.3.12 Evaluate the effectiveness of the Senate and Senate standing committees at the end of each year. 6.3.13 Review the Senate constitution and by-laws each year. 6.3.14 Assist in decision-making during the Senates recess per Article X, Section X. 6.4 The Academic Senate Steering Committee may establish Ad-Hoc committees or Work Group to accomplish specific tasks. Upon completion of these tasks, these committees or groups may be dissolved or approved as a standing committee. Membership on ad-hoc committees or groups shall be approved by a majority vote of a quorum of the Academic Senate. ARTICLE VII: EMERGENCY If circumstances requiring senate action should arise which are not provided for in the constitution and by-laws, the senate may take any necessary action by two-thirds vote of the senate. ARTICLE VIII: MEETINGS Section 1 The Academic Senate shall meet at least two times each academic calendar month. Section 2 Special meetings may be called at the discretion of the Academic Senate President or by four or more Senate members. ARTICLE IX: QUORUM Section 1 A quorum of the Senate shall consist of one more than 50% of the number of Senators. For the purposes of establishing quorum, all elected officers present shall count towards the quorum count. Section 2 Any action taken by the Senate shall be by a majority vote with the exception of those actions noted in these bylaws requiring greater majorities. ARTICLE X: DECISION MAKING DURING RECESS Section 1 During school breaks the Senate shall go on recess and the Senate Steering Committee shall meet as needed. During such times the Senate President, in consultation with the Senate Steering Committee, has the power to make decisions on behalf of the Senate and subject to later approval by the Senate. All such actions must be reported to the Senate for their information as soon as is feasible. During time when school is not in regular session, a written report to senators and/or faculty will be made of any significant actions taken. 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