ARTICLE I STATEMENT OF PURPOSE
As one of the internal governance bodies, the Quincy College Senate reviews, advises, and makes recommendations to the President on all substantial academic, institutional, and student life issues.ARTICLE II DEFINITIONS
Section 1 – Constituencies
Constituencies of the Quincy College community include faculty, adjunct faculty, deans, staff, non-unit personnel, and students at either the Quincy and Plymouth campus.1.1. “Faculty” are members of the Quincy Educational Association (QEA) - Unit D. Each faculty member is assigned to one of the following divisions:
1.1.1. Liberal Arts 1.1.2. Library Services 1.1.3. Natural and Health Sciences 1.1.4. Nursing 1.1.5. Professional Programs
1.2. “Adjunct faculty” are those instructors teaching credit-bearing courses during the current fall semester at Quincy College and are not covered by the QEA contract. Furthermore, “Adjunct Professor Faculty” are “adjunct faculty” who have been teaching at Quincy College for at least ten years.
1.3. “Deans” are personnel who have Dean in the title of their job.
1.4. “Staff” are non-faculty employees who are members of the Quincy Educational Association (QEA) – Unit E.
1.5. “Non-unit Personnel” are employees of Quincy College who do not hold the title of Dean, and who are not covered by the QEA contract.
1.6. “Student” is any person, in good academic standing, has taken at least 9 credits at Quincy College, and has registered for at least 2 courses for college credit while serving as a member of the Senate or of a Standing Committee.
Section 2 – Standing Committees
Standing Committees of the Senate Are:2.1. Assessment Committee 2.2. Curriculum Development and Review Committee 2.3. Policies & Procedures Committee 2.4. Program Review Committee
Section 3 – Sub-Committees
“Sub-Committees” are sub-committees of the Senate or of Standing Committees.3.1. Senate By-Laws Committee is a sub-committee of the Senate.
Section 4 – Ad Hoc Committees
“Ad-Hoc Committees” are temporary committees created under special circumstances in order to address a specific problem or task.Section 5 – Academic Year
The “academic year” begins September 1st and extends to August 31st of the following year.Section 6 – DAPI Process
DAPI is a cyclical evaluation process that provides a systematic approach to decision-making. The process consists of four phases: Description, Appraisal, Projection, and Implementation.6.1. The description phase describes a current issue at hand. 6.2. The appraisal phase fully assesses that issue. 6.3. The projection phase defines a goal, establishes a plan and details the changes needed to achieve the goal. 6.4. The implementation phase executes the plan.
Section 7 – Substantial Material
Substantial material is significant material determined by a consensus of the committee but does not include budget, staffing, collective bargaining, advice of legal counsel, or management prerogatives.Section 8 – Academic Issues
Academic issues include: the creation, development, implementation, modification, and evaluation of courses, programs, and curricula; standards for enrollment and participation in all courses and programs; and evaluation of students’ progress and achievement of outcomes in courses, programs and degrees.Section 9 – Student Life Issues
Student life issues are student activities relating to admission, enrollment, financial aid, non academic and student support services as well as any extracurricular activities.Section 10 – Institutional Issues
Institutional issues are those issues not strictly limited to academic or student life concerns.ARTICLE III COMPOSITION OF THE SENATE
Section 1 - Vice President of Academic Affairs
The Vice President of Academic Affairs is an ex officio member of the Senate.Section 2 – Membership of the Senate
2.1. the Senate must maintain a majority of Faculty membership with a 60/40 percent ratio
2.1.1. The total Senate membership should be approximately 12 Faculty Senators and 8 other Senators. In calculating Faculty Senators, round to the nearest whole number. 2.1.2. The number of Senators from each faculty division is determined by the number of faculty in that division in proportion to the total number of faculty in all divisions (see Appendix A Senate Guilding Documents—Membership for Senate & Standing Committes) 2.1.3. All divisions shall have two Senators.
2.2. Adjunct faculty shall have two Senators. 2.3. Deans shall have one Senator. 2.4. Non-Unit Personnel shall have one Senator. 2.5. Staff shall have three Senators 2.6. Students shall have one Senator.
Section 3 - By-Laws Committee
The By-Laws Committee members shall be composed of volunteers from the membership of the Senate and is chaired by the Vice-Chair of the Senate. The purpose of the By-Laws Committee is to review the By-Laws annually and make proposed changes to the Senate.ARTICLE IV COMPOSITION OF STANDING COMMITTEES
Section 1. Assessment Committee
1.1. Faculty - each division must be represented on this committee. 1.2. Adjunct Faculty shall have two members. 1.3. Deans shall have one member. 1.4. Non-Unit Personnel shall have one Senator 1.5. Staff shall have two members. 1.6. Students shall have one member.
Section 2. Curriculum Development and Review Committee
2.1. Faculty - each division must be represented on this committee. 2.2. Adjunct Faculty shall have two members. 2.3. Deans shall have one member. 2.4. Non-Unit Personnel shall have one Senator 2.5. Staff shall have two members. 2.6. Students shall have one member.
Section 3 - Policies & Procedures Committee
3.1. Faculty - each division must be represented on this committee. 3.2. Adjunct Faculty shall have two members. 3.3. Deans shall have one member. 3.4. Non-Unit Personnel shall have one Senator 3.5. Staff shall have two members. 3.6. Students shall have one member.
Section 4 - Program Review Committee
4.1. Faculty - each division must be represented on this committee 4.2. The Vice-President of Academic Affairs will appoint faculty as needed. 4.3. Adjunct Faculty shall have two members. 4.4. Deans shall have one member. 4.5. Non-Unit Personnel shall have one member. 4.6. Staff shall have two members. 4.7. Students shall have one member.
ARTICLE V SELECTION OF SENATE & STANDING COMMITTEE MEMBERS
Section 1 – Selection of Members
Senators and members of the Senate Standing Committees will be elected as follows:1.1 The Senate Vice Chair shall serve as the Senate chair commencing in September of the odd-numbered year.
1.1.1. The Senate Vice-Chair shall be elected from the Senate members during even numbered year. 1.1.2. If a vacancy arises in either position during a time of appointment that cannot be resolved through an election of the senators (see Section 3 Vacancy), then the Vice President of Academic Affairs may hold a special election to have a Faculty member serve as Senate Chair.
1.2. The Vice-President of Academic Affairs will appoint a faculty member as Program Review Committee Chair. 1.3. Faculty within their departments shall self-nominate and be elected by consensus. 1.4. The Senate Chair will ask Adjunct faculty to self-nominate within the first month of the fall semester. In the event that there are more candidates than positions available, the Chair will facilitate an election. 1.5. Deans shall self-nominate and shall be elected by consensus. 1.6. The Senate Chair will ask Staff to self-nominate. In the event that there are more candidates than positions available, the Chair will facilitate an election. 1.7. The Senate Chair will ask Non-unit personnel to self-nominate. In the event that there are more candidates than positions available, the Chair will facilitate an election. 1.8. The Director of Student Affairs will ask Students to self-nominate. In the event that there are more candidates than positions available, the Director of Student Affairs will facilitate an election.
Section 2 - Time Frame
The membership of the Senate and the Standing Committees shall be established as soon as possible prior to the fall semester and no later than the third week of the fall semester.Section 3 - Vacancy
In the case of a vacancy, a replacement shall fulfill the remainder of the member’s term. Replacements will be chosen according to the same procedure used to elect the original member being replaced.Section 4 - Constituency
No one person may belong to more than one constituency as defined in this Article.Section 5 - Membership
To foster diversified experience and knowledge of the function of Senate and its committees, it is recommended that faculty and staff change membership in committee every few years. If a person’s constituency changes, the rules for the new position apply.ARTICLE VI MEETINGS
Section 1
The Senate and Standing Committees shall meet during the fall and spring semesters of each academic year. Every effort will be made to not meet during the first or last two weeks of the semester. However, due to available meeting days during the semester, meetings may be needed during the beginning and ending of the semester. The Senate Chair has the ability to call a special meeting any time as defined in Article VI Section 3.Section 2
All Senate and Standing Committee meetings are open to all members of the Quincy College community.Section 3
The Chair may call a special meeting of the Senate upon:3.1. Discretion of the Chair. 3.2. The written request of the College President 3.3. The written petition of one-third (1/3) of the standing members of the Senate.
Section 4
There shall be two weeks between Senate meetings and Standing Committee meetings.ARTICLE VII FUNCTIONAL RULES
Section 1 - Term Limits
1.1 The Chair of the Senate shall serve for a term of two years, commencing in September of each odd numbered year. 1.2 The Vice-Chair of the Senate shall serve for a term of one year then will serve the next two years as Chair of the Senate. 1.3 The number of terms the Program Review chair shall serve is at the discretion of the Vice President of Academic Affairs. 1.4 For all other members of the Senate and Standing Committees, the term of service is one year.
Section 2 - Agenda
2.1 Senate and Standing Committees shall have an agenda. (see Appendix A Senate Guidelines Documents—Quincy College Senate Agenda) 2.2 Proposed agenda items for any meeting must be submitted in writing to the Chair no later than ten days prior to the next meeting. 2.3 The agenda, including copies of all reports and proposals shall be distributed to all members of the committee no later than one week prior to the next meeting. 2.4 The agenda of all committees shall be regarded as public and shall be made available to any member of the college community with all agendas being uploaded to the College’s internal system (currently referred to as Sharepoint) under the Senate Standing Committee tab). 2.5 The Senate Agenda shall include a report from the President and each Standing Committee.
Section 3 - Minutes
3.1 Senate and Standing Committees shall have minutes of each meeting in one of two formats. (See Appendix A Senate Guiding Documents—Senate and Senate Standing Committee Minutes: Graphic and Narrative Forms). 3.2 The minutes shall be submitted to the Chair for distribution to the members at least ten days prior to the next meeting. 3.3 The minutes of all commttees are public and shall be made available to any member of the college with all minutes being uploaded to the College’s internal system (currently referred to as SharePoint) under the Senate/Standing Committee tab.
Section 4 – Functional Rules for Chairs
4.1 The Chair of the Senate shall:
4.1.1. Be a faculty member who was elected from the Senate as Senate Vice-Chair 4.1.2. Have served at least one full year as Vice-Chair of the Senate prior to assuming the office of the Chair of the Senate. 4.1.3. Be confirmed at the final meeting of the Senate in the odd year’s spring semester. 4.1.4. By the end of the spring semester, will send a tentative Friday meeting schedule to the Senior Vice President of Academic Affairs, with the approved calendar distributed to the start of the Fall semester. 4.1.5. Prior to the start of the Fall semester, will request a Unit D faculty list by division (including Library Services) from Human Resources. Then calculate the Senate Faculty membership for the appropriate proportion of members by division (see Appendix A Senate Guiding Documents—Membership for Senate & Standing Committees.) 4.1.6. As soon as possible, contact non-Faculty constituencies for selection/election to all Senate and Standing Committeess as defined in Article V. 4.1.7. Set an agenda for each Senate meeting and email agenda with supporting document to college community no later than one week prior to the scheduled meeting. 4.1.8. Publish the aenda for any special meetings prior to the meeting. 4.1.9. Post the agenda to the college’s internal system currently referred to as SharePoint 4.1.10. Forward routine business to the Standing Committees and report these referrals to the Senate at the next meeting. 4.1.11. Have authority over Standing Committee, keep a record of all matters that have been referred to each committee, and provide such support as necessary to facilitate the proper functioning of the committees, 4.1.12. And following each Senate meeting, comminicate the Senate actions to the President and forward all approved documents to the President’s Office.
4.2. The Chairs of the Standing Committees shall:
4.2.1. Be elected during the first meeting of the academic year with exception of the Program Review Committee Chair that may be appointed by the Vice-President of Academic Affairs. 4.2.2. Set the agenda of the Standing Committee meetings and forward the agenda with supporting documents to the members of the committee and the Chair of the Senate no later than one week prior to the scheduled meeting. 4.2.3. Following each Standing Committee meeting, send an email to the Senate Chair summarizing the activities of the committee. 4.2.4. Obtain the minutes from the recorder and present them to the Standing Committee for approval. 4.2.5. Notify the Senate Chair of any business that must be placed on the Senate agenda. 4.2.6. Attend Senate meetings to inform the Senate of the Standing Committee’s actions. 4.2.7. Email a digital copy of all proposals produced by that Standing Committee. 4.2.8. Submit digital signature on all official documents produced by that Standing Committee once approved by Senate. 4.2.9. And verify all finalized electronically signed documents once posted to college internal sysem currently referred to as SharePoint.
Section 5 – Functional Rules for Vice-Chairs
The Senate Vice-Chair shall:5.1 Be elected by a majority vote of the committee at the first meeting of the academic year.
5.1.1 The Senate Vice-Chair shall be elected from the faculty. 5.1.2 The Senate Vice-Chair upon the completion of the term of office of the Senate Chair shall succeed the Chair. 5.1.3 The Senate Vice-Chair shall Chair the By-Laws Committee.
5.2 Serve for a term of one year. 5.3 And Perform the functions of the Chair in the absence of the Chair.
Section 6 - Functional Rules for Recording Clerks
The Recording Clerk of each standing committee shall:6.1.1. Be elected by a majority vote of the committee at the first meeting of the academic year. 6.1.2. Serve for a term of one year. 6.1.3. Take the minutes of every meeting using one of the two formats. (see Appendix A Senate Guiding Documents—Senate and Senate Standing Committee Minutes 6.1.4. Submit the minutes to the Chair for distribution to the members at least ten days prior to the next meeting. 6.1.5. And post to the college’s internal system (Sharepoint) approved minutes
Section 7 - Vacancy
In the event that any Officer can no longer serve, the committee will elect the replacement Officer from among its members. In the event a member can no longer serve, the constituency will elect the replacement unless a vacancy occurs for the Senate Chair when no committee exists (see Article V Section 1.1.2 Selection of Members).Section 8 - Quorum
A quorum shall consist of a simple majority of the standing members of the Senate or of the Standing Committees.Section 9 - Voting Rights for Temporary Members
When augmented membership of a committee is required to complete a specific task, voting rights may be extended to temporary members after approval by a 2/3 majority of the standing members of the committee.Section 10 Proxy
When a member is unable to attend a Senate or a Standing Committee meeting a proxy may be appointed. The member shall complete the proxy form (see Appendix A) and send a hard copy of the form with the proxy. The proxy shall sign the form which signifies acceptance of this duty. The proxy procedure shall be as follows:10.1. The member must deliver a completed hard copy to the proxy. 10.2. The members must inform the chair that s/he is sending a proxy. 10.3. The proxy should announce whom s/he represents. 10.4. Proxy forms are appended to the committee’s minutes. 10.5. Proxy votes will count toward a quorum. 10.6. A member can use only one proxy per semester per committee. 10.7. A proxy must be a member of the committee.