Ohio University Administrative Senate: Constitution and By-Laws

CONSTITUTION OF THE ADMINISTRATIVE SENATE OF OHIO UNIVERSITY

Preamble

We, the members of the administrative staff of Ohio University, concerned with the growth and development of the University; the broad scope of educational issues confronting the administration; the professional development of this administrative staff; and with the responsibilities delegated to the administrative staff by the Board of Trustees and the President of Ohio University, do hereby establish the Administrative Senate of Ohio University.

The purpose of the Administrative Senate is to promote and enhance the profession of university administration and specifically, the profession at Ohio University. The Administrative Senate will be committed to providing a collective and independent voice to those having administrative responsibilities in the conduct of the educational mission of the University. The Senate will provide the administrative staff of the University with a legitimate and necessary role in governance of the University through a public forum where the individual and representative voices of the staff will be heard, and will be one of equal participation with other representative groups in University decision-making.

The Administrative Senate holds the conviction that it can assist in the further growth and development of Ohio University through its own growth, development, and operation.

A University senior administrative officer shall be appointed by the University President to meet with the Senate regularly. The President of the University shall have a standing invitation to meet with the Senate.

Article I: Membership and Composition
Section 1. Membership
1. For the purpose of electing Senators, the University will be divided into Districts as described in the By-laws.

2. An "administrator" is defined as an employee of Ohio University holding a Presidential appointment who spends more than 50% of his/her time in administrative duties. This shall exclude the President, Vice Presidents, Provost, Associate Provosts, the Secretary and Treasurer of the Board of Trustees, Deans, and those faculty whose responsibilities are defined as more than 50% administrative, but who have retained faculty rank but not faculty status (see Ohio University Faculty Handbook, Revised, September 2000, Section II C, ss (g)).

Section 2. Composition
The Administrative Senate will be composed of thirty-three (33) elected representatives approximately one-third of whom will be elected each year. Thirty will be elected from the main campus with Senators elected from Districts and At-large. Three Senators will be elected from the Regional Campuses.

Article II: Amendments
The Constitution of the Administrative Senate may be amended by a majority vote of the representatives to the Administrative Senate and must be approved by the President of Ohio University and the Trustees of Ohio University.

By-Laws
Article I: Senators
Section 1. Eligibility
Any person who is an administrator on a Presidential appointment, with employment of nine, ten, eleven, or twelve months who spends more than 50% of his/her time in administrative duties is eligible to serve. This shall exclude the President, Vice Presidents, Provost, Associate Provosts, the Secretary and Treasurer of the Board of Trustees, Deans, and those faculty whose responsibilities are defined as more than 50% administrative, but who have retained faculty rank but not faculty status (see Ohio University Faculty Handbook, Revised, September 2000, Section II C, ss (g)).

Section 2. Districts
The 33 Senators comprising Administrative Senate, shall be elected from:
a) Athens campus (30 total):
15 Senators from districts composed of approximately equal numbers of constituents
14 At-large Senators
1 Senator representing part-time administrators on all campuses.
b) Regional Campuses (3 total):
3 Senators representing the Regional Campuses

Section 3. Length and Conditions of Terms
1. Senators shall begin their terms of office with the first regular Senate Meeting of the year held in July and shall continue in office for three years, except that Senators elected to fill positions vacated by resignation or for other reasons shall serve in office only for the length of the unexpired term of the Senator being replaced.

2. An alternate may be designated by any Senator who finds that attendance at a Senate meeting is not possible. Alternates must be chosen from the constituency represented by the Senator and must be identified to the Chairperson prior to the beginning of the meeting. An alternate so chosen and so identified may participate in discussion, initiate motions, and vote on all issues, save those involving amendment to the Constitution or the By-laws.

3. Positions vacated by resignation or for other reasons prior to the date of the annual election shall be filled by the Executive Committee by appointment from the constituency represented by the vacated position. Such appointments shall be ratified by the Senate, and shall continue until the next regular election.

4. Senators who are absent from two consecutive regular meetings, and who are absent from three of five consecutive regular meetings, and who have not offered for such absences reasons acceptable to the Executive Committee, shall be designated by the Executive Committee as delinquent.

5. After the delinquent Senators have been notified by the Secretary of their designation as delinquent, their names shall be placed before all the Senators at any regular meeting. At that time, a vote of two-thirds of those present shall be sufficient to remove the delinquent Senator from office.

Section 4. Method of Election
Timeline:

• Nominations accepted first two weeks in April
• Elections committee certifies nominations third week of April
• Ballots will be available the second Tuesday in May
• Deadline for voting is third Tuesday in May
• Committee notifies Executive Committee of results before last working day in May
• Executive Committee validates and certifies election results and notifies all nominees of results before June meeting

1. The Elections Committee will announce open positions and prepare and circulate applications for nominations by the first working day in April. Applications will be made available at a central place and the Elections Committee will take the appropriate measures to inform all administrators of nomination and election procedures.

2. To be a candidate for Senator, an eligible administrator must complete and submit the application form authorized by the Elections Committee and must declare which district or at-large position he/she is seeking.

3. The Elections Committee shall certify each application submitted. Certification shall include insuring that the applicant is eligible to hold office under the provisions of the By-laws. Such certification shall be completed during the third week of April.

4. The Elections Committee shall prepare the ballots to be distributed for elections. The names of all candidates whose applications have been certified shall appear on each ballot.

5. Ballots will be available the 2nd Tuesday in May of each year.

6. The Elections Committee is charged with ensuring that each returned ballot is validated to confirm administrative status of voter.

7. Deadline for voting is 5 p.m. on the 3rd Tuesday in May.

8. The Elections Committee shall count the votes cast and shall declare the results to the Executive Committee before the last working day in May. The Executive Committee shall validate the conduct of the election and shall certify the election prior to the June meeting. When the election is certified, the Elections Committee shall transmit a report containing the tabulation of votes cast to the Secretary of the Senate.

Article II: Officers
Section 1. Officers, designation of
The following officers shall be elected at the July meeting after the election of Senators is announced: Chairperson, Vice Chairperson, Secretary, and Treasurer. These officers, known as the Executive Committee, shall serve for one year and may succeed themselves in office for one year.

Section 2. Duties of Officers
1. The Chairperson shall preside at meetings of the Administrative Senate, and act as Chairperson of the Executive Committee, which is made up of the elected officers. Ad hoc committees, such as grievance committees, may be needed for the conduct of special business; the Chairperson and/or the Executive Committee of the Senate shall appoint these.

2. The Vice Chairperson shall preside in the absence of the Chairperson, coordinate the standing and ad hoc committees established by the Senate, and carry out such additional duties as may be assigned by the Chairperson.

3. The Secretary shall be responsible for minutes of the Senate, keep a record of attendance and of votes, be responsible for correspondence, maintain the Senate archives, and carry out such additional duties as may be assigned by the Chairperson. The Chairperson and the Secretary may jointly hire a part-time employee to assist in these responsibilities.

4. The Treasurer, in consultation with the Executive Committee, shall supervise the operating budget and shall submit a report to the Senate at each regularly scheduled meeting. The Treasurer shall review expenditures of the Senate funds. The Chairperson may assign additional duties to be carried out by the Treasurer.

Section 3. Election of Officers
The Elections Committee shall administer the election of officers.

1. Senators who have completed one full year of service on Senate are eligible to serve as Administrative Senate officers.

2. The Executive Committee may choose to present the Elections Committee with a slate of candidates for the officer positions.

3. Nominations and elections of officers shall be conducted in the following order: Chairperson, Vice Chairperson, Treasurer, and Secretary. The Elections Committee assumes the responsibility of submitting and verifying the names of persons eligible for Senate office. Nominations may be closed by a vote of a simple majority of Senators; candidates may then be elected by acclimation. In the case of election by acclimation, a voice vote is sufficient. If there are multiple candidates for an officer position, individuals nominated will be excused during discussion of their qualifications but will return to vote. Paper ballots will be used in any contested election.

4. To be elected, a candidate must have a majority of the votes cast. In case of an election where a candidate does not receive a majority, there will be a run-off vote between or among the candidates with the highest number of votes.

5. The votes will be counted and certified by the Elections Committee. If a member of this committee is a candidate for an office, the Chairperson shall appoint a substitute.

6. In case of a tie vote, a re-vote will be taken. If a tie occurs a second time, the winner will be determined by the toss of a coin.

Section 4. Resignation of Officers
In the event of resignation of an officer of the Administrative Senate, a special election to fill the unexpired term of office will be held at the first regular meeting after the effective date of the resignation.

Article III: Meetings
Section 1. Parliamentary Authority
Robert's Rules of Order (most recent edition) shall govern procedure at all meetings of the Administrative Senate in all cases not otherwise provided for in the Constitution or By-laws.

Section 2. Regular Meetings
1. Regular meetings will be held monthly from July - June except in August and December. The time and location of such meetings will be determined by the Executive Committee.

2. Each Senator is expected to be present for each meeting. If a Senator must be absent, he/she must notify the Secretary of his/her expected absence prior to the meeting.

3. Senate meetings are open meetings unless specifically designated as executive sessions. Any guests attending meetings may introduce themselves.

Section 3. Special Meetings
1. At the request of the Chairperson, Executive Committee, or five Senators (submitted in writing to the Chairperson), a special meeting may be called. The agenda for the special meeting shall be sent out with the notice of the meeting at least three days in advance of the meeting.

2. Emergency meetings can be called by the Chairperson, the Executive Committee, or five Senators with little or no advance notice. (See Article IV for Quorum and Voting Procedures.)

Section 4. Election Meetings
The officers of Senate shall be elected at the first meeting in July.

Article IV: Voting
Section 1. Quorum
For the conduct of business a quorum shall consist of a simple majority of the membership of the Senate.

Section 2. Voting by Members
Each member of the Senate, including the Chairperson, has one vote. Voting is normally done by voice vote. A request for a roll call vote or a written ballot may be made by any Senator on any motion on the floor. The results of all votes shall be kept by the Secretary and included in the minutes.

Section 3. Voting on Motions
All substantive motions shall receive a reading at two consecutive meetings prior to voting. A vote of two-thirds of the members present is necessary to suspend this rule.

Section 4. Attendance for Voting
Voting on all substantive motions and on amendments to the Constitution and By-laws shall require the presence of a Senator unless otherwise specified. (See By-laws Article I, Section 3, Subsection 2.)

Article V: Committees and Their Duties
Section 1. Executive Committee
The Executive Committee shall be composed of the Chairperson, Vice Chairperson, Secretary, and Treasurer. The immediate past chairperson and/or an individual designated by the Chairperson may serve the Executive Committee in an advisory capacity.

The Executive Committee shall have the power and authorization to act for the Senate between Senate meetings and shall discharge those responsibilities and duties vested in the committee by the By-laws and by action of the Senate.

The Executive Committee shall act as or designate a liaison between the Senate and other campus governance groups, the University administration, and other related groups and agencies.

In cooperation with Senate, the Executive Committee shall develop a statement of goals and priorities annually.

Section 2. Standing Committees
1. There shall be the following standing committees, with the chairperson and vice chairperson of each being a Senator: (a) Personnel/Policies, (b) Professional Development, (c) Compensation, (d) Elections, (e) Outstanding Administrator Award, and (f) Service Awards. The membership of each committee may include administrators who are not Senators.

2. The Executive Committee shall appoint the chairperson and vice chairperson of each committee. The chairperson shall, in consultation with the Executive Committee, appoint Senators and others to committee membership.

3. The duties and responsibilities of the standing committees shall be as follows:

a) Personnel/Policies Committee addresses the relationship between administrators and the University as an employer. In particular, the committee shall review, study, and recommend Senate action in regard to such matters as performance, evaluation, and policies and procedures which affect the ability of administrators to function in their positions.

b) Professional Development Committee addresses efforts to provide and encourage professional growth and development of administrators. In particular, the committee shall review, study, and recommend Senate action in regard to such matters as professional leave, continuing education, and recognition of professional achievement.

c) Compensation Committee addresses the annual review of compensation distribution, including recommending action in regard to fringe benefits. Administrative Senate representation on the University-wide Compensation Committee shall be drawn from this standing committee annually.

d) Elections Committee, composed of three continuing Senators appointed by the Executive Committee, manages and oversees the annual elections process for Senators, and for Senate officers. In addition, the committee shall monitor the number of administrators in each Senate district to ensure adequate and equitable representation. If it is necessary to reconfigure the composition of districts (in response to new buildings coming on-line, old buildings going off-line, or changes in locations of personnel) that duty also shall be carried out by the Elections Committee.

e) Outstanding Administrator Committee manages and oversees the annual Outstanding Administrator Award process. Committee members are responsible for soliciting nominations for the award, reviewing applications and interviewing references, and for recommending one, two, or three award recipients to the University President. The committee chairperson or his/her designee works with representatives of the Service Awards Committee on the annual Outstanding Administrator/Service Awards Ceremony.

f) Service Awards manages and oversees the annual recognition of administrators’ service milestones (10-, 15- 20- 25- and 30-year service awards) and of retirees. Committee members are responsible for reviewing and verifying administrators’ service records and securing appropriate mementoes to recognize their achievements. The committee chairperson or his/her designee works with representatives of the Outstanding Administrator Committee on the annual Outstanding Administrator/Service Awards Ceremony.

4. A written report of each committee's activities shall be prepared and submitted by the committee chairperson to the Senate during the last meeting of the year.

Section 3. Ad Hoc Committees
There shall be such ad hoc committees as are needed for the conduct of special business; the Chairperson and/or the Executive Committee of the Senate shall appoint these.

Section 4. University Committees
With the advice and consent of the Administrative Senate, the Chairperson shall appoint representatives of the Senate to serve on the University Committee on Committees, the Budget Advisory Committee, and other major committees that require a representative from the Administrative Senate.

Article VI: Finances
Section 1. Budget
The Treasurer, in consultation with the Executive Committee, shall annually prepare the Administrative Senate budget according to the established University procedures, shall oversee the operating budget, and shall submit a report to the Senate at each regularly scheduled meeting.

Section 2. Approval of Expenditures
The Treasurer shall review and approve all expenditures of the Administrative Senate funds.

Article VII: Amendments
Amendments to the By-laws shall be presented in writing to the Senators at least one meeting in advance of a requested vote. A two-thirds vote of the Senators shall be necessary to amend the By-laws. The vote may be made by mail or at a regular meeting of the Senate.