By-Laws for Bristol Community College Faculty and Professional Staff Senate
ARTICLE I: MISSION, FUNCTIONS & MEMBERSHIP
Mission
The name of the organization is the Bristol Community College Faculty and Professional Staff Senate. Its purpose will be to provide a deliberative body designed to promote shared governance, transparency, collegiality, and mutual trust among faculty and staff and administration. Further, the Faculty and Professional Staff Senate will provide a forum to enhance academic values and opportunities.
Functions
● To advocate for all Faculty and Professional Staff regarding matters outside of the collective bargaining agreement. Areas include but need not be limited to the following:
○ Curriculum
○ Academic Standards
○ Degree and certificate completion
○ Assessment
○ Planning
○ Professional Development
○ Accreditation
○ Utilization of resources
● To provide a liaison between Senate constituents and administration
● To share in college-wide decision making
● To participate in the formulation and implementation of policy directly impacting Senate constituents
● To promote an open and honest community marked by freedom of expression for all at the college
● To act as a single, representative voice expressing constituent views in college-wide discussions
Membership
Any employee of Bristol Community College whose primary employment (more than 75 percent of assigned hours) is as a faculty or professional staff member is a “constituent.”
ARTICLE II: GOVERNANCE
The Senate shall be comprised of Senators elected from the constituent bodies from the Academic Divisions of the College: I, II, III, IV, V, VI, Lash Division, Advising, Enrollment Services, and Student Services .
The Senate shall have an Executive Committee comprised of the Senate officers.
Senators
Eligibility
By virtue of their membership in the Faculty and Professional Staff Senate’s constituent groups, a person is eligible to be nominated or to self-nominate and run for election to the Senate.
Number of Senators
The number of Senators from each division will be 15 percent of the total number of its constituents, with the following provisos:
Total number of constituents will be based on the number of full-time faculty and professional staff in the census, which will be conducted every three years.
For Divisions 1-5: if the number of Senators from any of these divisions is below “3,” then that division will have 3 Senators; if it is above “6,” then that division will have 6 Senators. For Division 6, Advising, Lash Division, Enrollment Services, and Student Services: if the number of Senators is below “1,” then that division will have 1 Senator; if it is above “4,” then that division will have 4 Senators.
A majority of the number of Senators from each division will be full-time faculty and professional staff. If a division has 3 Senators, then 2 of the 3 Senators will be full-time constituents; if 4 Senators, 3 of the 4 will be full-time; if 5 Senators, then 3 of the 5 will be full-time; if 6 Senators, then 4 of the 6 will be full-time.
If there are not enough full- or part-time constituents to fill a division’s nominating slots for Senators, then the vacant slots can be filled by any combination of full- and part-time constituents. This is designed to facilitate full representation.
Length of Service
A senator will be elected to one three-year term with the possibility of election to a second three-year term; that is, two consecutive three-year terms may be served. A term runs from the day after commencement to the day of commencement in that third year . Should the senator reach term limit with a second three-year term within their first year as an officer of the senate, the officer may remain up to an additional three years on the Senate and the Executive Committee.
In the event a Senator does not fulfill their term, the Senator elected will complete that term. This time served will not be considered a full term; that is, the Senator may now choose to continue for two full terms.
Following a one-term (three-year) break, a Senate constituent member may re-apply for nomination for election to the senate. In the event that a Division does not have a candidate to replace a Senator who has completed two consecutive terms, the Executive Committee can recommend the Division’s serving Senator for consideration by his/her Division as a candidate for office to represent that Division.
Nominations and Elections
The Executive Committee will receive names of nominees from the Nominations Committee and present the nominees for election to the constituent groups. All nominations are due by March 2.
Voting in Elections
For election of Senators, all members (all full-time and all part-time faculty and professional staff as defined under “Membership,” above) will be eligible to vote.
Mechanism of Election
A closed-ballot electronic vote will be held on or about April 2nd.
Each constituent in each division will be eligible to vote for the appropriate number of senators within his/her division/area during a period designated as election period.
Constituents who work in more than one division may request to vote in one of those divisions. They will vote in only one division.
Officers
The officers of the Senate shall be a President, Vice President, and Secretary. The officers of the Senate shall constitute an Executive Committee.
Officers must be elected senators. Candidates are nominated by constituents. Candidates will be elected by a simple majority of all constituents voting.
The election for officers will follow the general election of Senators.
Terms of Senate Officers
Terms of office shall be three years. Officers may serve no more than two consecutive three-year terms. A member may serve again after being out of office for one term. A term runs from the day after commencement of the year they have been elected to commencement of their third year.
Vacancies
An officer who is on leave or sabbatical from the college may choose to fulfill his/her Senate duties or to resign.
If an officer is unable to serve for any reason for a period of time longer than six months, that office may be declared vacant by recommendation of the Executive Committee. Any necessary replacements will be appointed by the Executive Committee. Acting as a temporary replacement will not count toward the two consecutive three-year terms that an officer can serve before leaving office.
In the case of a resignation of the President, the Vice President shall automatically serve the remainder of the President’s term. The office of the Vice President shall not be filled if the remaining term of is less than six months from the election. Otherwise, notice shall be given for an election to fill the Vice President’s position.
If the Vice President does not wish to serve as President, notice shall be given for an election to fill the position for the remaining term of office.
Duties of Senate Officers
The President shall:
Preside at all the regular and special Senate meetings.
Communicate for the Senate with the college President and administration.
Determine the agenda for all meetings in advance along with the Executive Committee.
Represent the Senate at various College functions.
Provide orientation for new Senators.
Charge and appoint members to the Nominations Committee.
The Vice President shall:
Perform the duties of the President in his/her absence.
Perform other duties as assigned by the President.
Succeed the President in the event that he/she is unable to serve out his/her term.
The Secretary shall:
Issue reminders of Senate meetings to Senators and Senate constituencies; when necessary, notify the Senate constituencies of special meetings or special votes, including proposed and ratified amendments to these By-Laws.
Keep the minutes of all meetings of the Executive Committee and the Senate and distribute said minutes to Senate constituencies.
Record a list of members present at each meeting of the Senate.
Aid the President and Vice President with other information dissemination and record keeping as may become necessary.
ARTICLE III: STANDING AND AD HOC COMMITTEES
Nominations Committee
Charge
Working closely with the Secretary of the Senate, the Nominating Committee will prepare a slate of candidates for the Senate and for Senate Officers no later than March 2nd each year, delivering that slate to the President of the Senate by that time. In preparing a slate of candidates, the Committee will make every effort to include representation from all campuses.
Members
The Nominations Committee will be made up of three to four members, with at minimum one former senator and two current senators. Members will be appointed by the President of the Senate, who will also choose the Committee chair.
Terms
Committee members will serve a term of three years, with the possibility of one additional term, with the Senate President’s approval.
Grandchamp Lecture Committee
Charge
Working closely with the Vice President of the Senate, the Grandchamp Lecture Committee will collect and prepare nominations for the Grandchamp lecture each year, delivering the nominations to the President of the Senate by that time. In preparing a slate of lecture candidates, the Committee will make every effort to include representation from all campuses.
Members
The Grandchamp Lecture Committee will be made up of three to four members, with at minimum one former senator and two current senators. Members will be appointed by the President of the Senate, who will also choose the Committee chair.
Terms
Committee members will serve a term of three years, with the possibility of one additional term, with the Senate President’s approval.
Ad Hoc Committees
In addition, the Senate may vote to form ad hoc committees for limited terms. All ad hoc committees will be constituted for the length of one-year. Committee charges will be reconsidered at a September meeting of the Senate, at which time the Senate will vote to continue or end their work.
Process for Amendment of By-Laws
The By-Laws will be voted on once per year in the Fall semester. In addition, the By-Laws can be amended according to the following process.
During any regular or special meeting, a constituent or a senator may propose in writing an emendation to these By-Laws.
The proposed amendment will be directed to the Officers and other relevant Interest groups for consideration.
The secretary will distribute the text of the amendment to constituents for review.
At the next Senate meeting which is at least four weeks after the proposed amendment, the Senate will discuss the amendment. It is only after this waiting period and discussion that a vote can be taken.
Following the debate, a closed-ballot vote will be taken of all present. A properly annotated proxy vote will be acceptable during this closed-ballot vote.
An amendment must be approved by a two-thirds vote of the Senate.
ARTICLE IV: MEETINGS
The Executive Committee and the Senate shall each meet monthly during the academic year.
Special meetings will be called as needed.
Process for Conducting All Meetings
The Faculty and Professional Staff Senate promotes collegial discussion and debate; it encourages members and visitors to speak openly, listen actively and respect the confidentiality of those willing to share their opinions. To minimize the need to time the comments or questions of the discussants, the Senate requests that members and visitors self-monitor. The Senate is dedicated to working actively to achieve results.
The presiding officer will call the meeting to order.
A majority of Senators (more than 50%) from four of the divisions plus two of the three officers will be necessary for a QUORUM during regular or special Senate meetings.
An agenda and minutes of the previous meeting will be distributed in advance of the meeting. Discussion will follow the set agenda unless agreed by Senators present at the meeting. The presiding officer will recognize individual members and constituents to speak on topic. Motions will be voted on and ratified or denied by voice vote or closed ballot, as appropriate.
Voting at Meetings
A majority of Senators (one more than 50 percent of the total number of Senators present) carry the motion.
If a quorum of senators is not present, or if a quorum approves, an electronic vote may be conducted. As with face-to-face voting, a majority of Senators (at least 51 percent) carries the motion in electronic tabulation.
Attendance
It is expected that elected BCC Senators shall attend all senate meetings, whether regular or specially called. In the event that an absence cannot be avoided, a Senator will designate a member of his/her Division as a substitute; if this is not possible, said Senator will contact the Senate Secretary and the absence will be declared an “excused absence.” Should a Senator accrue two unexcused absences in a single academic year, the Secretary will notify the Executive Committee which may appoint a temporary replacement from the affected division; this temporary replacement will serve the remainder of the term.
Executive Session
Executive Sessions will be called based on the sensitivity of an issue. An Executive Session may be called when the Executive Committee (by a majority vote) deems a particular matter to be of a sensitivity that demands an Executive Session.
Special Meetings
A Special Meeting may be called when the Executive Committee (by a majority vote) deems a particular matter to be of importance to the members of the Faculty and Professional Staff Senate.
The purpose of the Special Meeting will be for examination of a particular issue or concern that is being considered at the college, the examination of which cannot wait until the next regularly scheduled Senate meeting.
GLOSSARY
“Constituent,” as noted in this document, will hereafter be any employee of Bristol Community College whose primary employment (more than 75 percent of assigned hours) is as a faculty or professional staff member.
“Divisions,” as noted in this document, will hereafter be the Bristol Community College Academic Division: I, II, III, IV, V, VI, Lash Division, Advising, Enrollment Services, and Student Services.
“Non-Represented Groups” will refer to those groups invited to designate and send a liaison to regularly scheduled Senate meetings. These groups will include but will not necessarily be limited to administration, AFSCME, student government, and non-unit personnel.
“Proxy ballot,” as noted in this document, will hereafter denote an official form devised by the Executive Committee to record the vote of a constituent who is unable to attend a meeting. A proxy ballot might contain either permission for a present constituent to vote in place of an absent one or a statement of how the absent constituent would vote if present.
“Senators,” as noted in this document, will hereafter be the term used to designate those representing the Senate’s constituent groups.
Approved November 20, 2017
