Faculty Policies and Procedures Chapter 6: Committees of the Faculty: proposed updates for the April 2 Faculty Senate to sections 6.01. through 6.11.

Faculty Policies and Procedures Chapter 6: Committees of the Faculty: proposed updates for the April 2 Faculty Senate to sections 6.01. through 6.11.

For notes on the changes made to relevant sections (6.05. and 6.08. were unchanged and 6.11. was deleted) see Fac doc 2733

6.01. FACULTY COMMITTEES.
A. The term “faculty committee” as used in this chapter applies only to committees established by the faculty or the Faculty Senate, or the University Committee or other authorized appointing body, and does not apply to committees created by the chancellor, by deans, or by others. Faculty committees subject to the provisions of this section may be called committees, boards, or commissions.
B. A faculty committee reports to the faculty through the University Committee and/or the Faculty Senate.
C. A majority of the voting members of a faculty committee must be members of the university faculty who do not hold administrative appointments of one-half time or more beyond the level of a department or program.
D. Actions taken by a faculty committee when the faculty members present do not constitute a majority must be approved either at the next meeting of the committee at which the faculty members constitute a majority or through other procedures established by the committee such as a mail ballot.
E. Persons not members of the university faculty may serve on faculty committees when appropriate. In particular, provision may be made for representation from the academic staff, students, and administrative bodies.
F. The faculty or Faculty Senate may provide for the selection of committee members; the scope of their authority; the rules and regulations for their proceedings; and the form in which the committee’s work should be reported.
G. Ad hoc faculty committees established by the faculty, University Committee, or Faculty Senate are subject to the general provisions of this chapter.

6.02. SHARED GOVERNANCE COMMITTEES.
A. “Shared governance committees” are committees established in conjunction with academic staff, university staff, and/or student government to address issues of common concern which are not the primary responsibility of the faculty.
B. A shared governance committee reports to the faculty through the University Committee and/or the Faculty Senate and to other establishing authorities in accordance with their rules.
C. The rules of the establishing authorities may provide for the selection of committee members; the scope of their authority; the rules and regulations for their proceedings; and the form in which the committee’s work should be reported.

6.03. ADVISORY COMMITTEES
An Advisory Committee is any committee or work group whose purpose is to provide advice on a specific issue or topic to the convener of the committee/work group. The purpose and intent of an Advisory Committee is dictated by and at the control of the appointing body that established the committee/work group. The person/department that convened the committee/work group controls the membership and the process for establishing membership. Advisory Committees can be for any period of time. 

6.04. OTHER COMMITTEES ESTABLISHED BY THE FACULTY
A. The faculty, the University Committee, or Faculty Senate may establish committees that are not faculty committees as defined in 6.01. or shared governance committees as defined in 6.02. All committees established in this chapter shall be referred to as Chapter 6 committees.
B. When a committee established by the faculty, University Committee, or Faculty Senate that is not subject to the provisions of 6.01. considers issues related to academic matters, decisions shall be restricted to a subcommittee consisting of the faculty members of the committee. Decisions of the faculty subcommittee about academic matters cannot be overturned by the full committee. Disputes about identifying issues as academic shall be resolved by the University Committee.
C. Ad Hoc Committees are working groups established to focus on a targeted purpose for a set duration of time. If the objectives and responsibilities of an ad hoc committee affect one or more shared governance groups, the appointing authority shall apply shared governance principles to the membership and functions of the committee. To ensure observance of shared governance principles, the appointing authority shall consult with the relevant governance group(s) prior to charging or appointing any ad hoc committees. Disputes as to whether an ad hoc committee should be deemed to be shared governance in scope shall be resolved by the University Committee, after appropriate consultation with the Academic Staff Executive Committee, the Central Committee, and/or Associated Students of Madison.
D. Search and Screen Committees are a specific subset of Ad Hoc Committees. Search and Screen Committees are formed for the targeted purpose of hiring a specific position and are charged by the hiring authority. Search and Screen Committees shall observe the shared governance principles related to the position being recruited. Positions with broad university authority shall follow full shared governance principles as a result, as expressed in the previous section.
1. MEMBERSHIP. When a vacancy occurs or is anticipated in the position of academic vice chancellor/provost or at the level of college/school dean a search and screen committee shall be appointed by the chancellor or authorized hiring authority and shall consist of:
a. A faculty majority, as defined in 6.01.C., appointed after consultation with the University Committee.
b. Administrators, academic staff, classified university staff, and students.
c. A chair designated by the chancellor from among the faculty majority.
2. FUNCTIONS. It is the function of the committee to determine and supply to the chancellor or authorized hiring authority an unranked list of acceptable candidates for the vacant position. It is not necessary that the committee ascertain whether each candidate on the list would accept the position if it were offered. Upon request, the The committee shall also report to the chancellor or authorized hiring authority and to the University Committee on the manner in which it conducted its deliberations.
3. FURTHER ACTIONS. If none of the slate of candidates recommended is acceptable to the chancellor or authorized hiring authority and the Board of Regents, or if all acceptable candidates decline, the committee may be requested to submit a new list of acceptable candidates, or a new search and screen committee may be appointed.

[Procedures for the selection of the chancellor conform to Regent policy.]

E. Committees concerned with Academic and Educational Activities.
1. Appropriate faculty bodies shall be consulted before other committees concerned with academic and educational activities are established. The appropriate body for campus-level consultation is the University Committee, and the appropriate bodies for school- and college-level consultation are the school or college academic planning councils.
2. Faculty members serving on campus-level committees established under the provisions of 6.04.A.E. should be selected in consultation with the Committee on Committees or the University Committee.
3. Such committees should not normally be established if there is a faculty committee or a committee established by the faculty whose responsibilities cover the academic and educational matters of concern.

6.05. SELECTION OF MEMBERS FOR COMMITTEES.
A. Unless other provision for selection is made, the Committee on Committees appoints faculty members of Chapter 6 committees, after such consultation with the chancellor or provost as may be appropriate.
B. Representatives of the academic staff on Chapter 6 committees shall be selected according to procedures established by the academic staff governance system.
C. Representatives of the classified staff on Chapter 6 committees shall be selected according to procedures established by the classified staff governance system.
D. Representatives of the students on Chapter 6 committees shall be selected according to procedures established by the recognized student governance organization.
E. An ex officio member of a Chapter 6 committee is a full member of that committee, with the right to participate and vote, unless legislation specifies otherwise.
F. The chancellor is an ex officio member of all Chapter 6 committees other than the Faculty Consultative Committee on Financial Emergency, the Commission on Faculty Compensation and Economic Benefits, the Committee on Faculty Rights and Responsibilities, and the University Committee. This ex officio membership shall be without vote unless other provision is made.

6.06. ELECTION OF FACULTY TO COMMITTEES.
A. Faculty members on Chapter 6 committees to be chosen by election are elected by the university faculty.
B. Persons who hold administrative appointments of one-half time or more beyond the level of a department or program are not eligible for election to faculty committees.
C. Unless otherwise provided, nominations for Chapter 6 committee positions that are to be filled by faculty election are made by the Committee on Committees. In addition, any member of the university faculty may nominate an eligible candidate at the meeting of the senate in February at which the Committee on Committees reports.
D. Primary elections are to be held for those committees for which there are more than twice as many nominees as vacant positions to be filled, in order to reduce the number of nominees to twice the number of positions to be filled. The primary elections are to be scheduled at the time of the regular senate meeting in March.
E. Regular annual elections to faculty committees are to be scheduled at the time of the regular senate meeting in April. For annual elections, the ballot for each committee shall list twice as many eligible nominees as vacancies to be filled in the election.
F. Election are managed electronically.

6.07. TERMS OF OFFICE.
A. With the exception of the University Committee or unless otherwise specified, faculty committee members serve during the academic year .
B. The appointing authority may extend the specified term for one year to avoid too great a turnover of committee members in a single year or to facilitate work in progress.
C. Unless otherwise specified, committee members may serve at most two consecutive terms or five consecutive years, whichever is greater.
D. Unless otherwise specified, terms of committee members shall be staggered to the extent possible.
E. A vacancy in an elective committee position is to be reported by the chair of that committee to the secretary of the faculty.
F. If circumstances warrant, and upon consultation with the committee concerned, the University Committee shall appoint, subject to confirmation by the senate, an appropriately qualified replacement to fill the vacancy through the remainder of the term.

6.08. COMMITTEE CHAIRS.
Unless otherwise specified, chairs of all Chapter 6 committees shall be faculty members. The chairs of all elected faculty committees are chosen by the members of the respective committees unless other provision is made. The chairs of all appointed Chapter 6 committees shall be designated by the authority appointing the faculty members unless other provision is made. Committees that elect their own chair shall do so on the call of the outgoing chair.

6.09. COMMITTEE REPORTS, RECORDS, RECOMMENDATIONS, AND POLICIES.
A. All Chapter 6 and ad hoc faculty committees shall report to the University Committee in writing at least annually. These reports shall be submitted to the Faculty Senate for its information. There shall be an opportunity for senators to ask questions regarding these reports. If a committee includes academic staff and/or student representatives, then the represented governance bodies shall also receive copies of the report.
B. All Chapter 6 and ad hoc faculty committee records and reports are official university records, and they may not be destroyed or discarded without the consent of the university archivist. When chairs of faculty committees wish to be relieved of files, they shall transfer all material to the university archives under any appropriate or desirable restriction of use consistent with state and federal laws. When the chair of a faculty committee changes, the outgoing chair shall transfer active files and other appropriate information to the new chair.
C. Chapter 6 committees shall maintain a written statement of policies and procedures. A committee shall report any proposed changes to these policies and procedures and any contemplated action that would be an exception to these policies and procedures to the University Committee.
E. If a matter has been reported to the University Committee under the provision of 6.09.D. and if the University Committee so requests, the committee shall postpone action or implementation relating to the matter pending consideration and action by the University Committee and, if the University Committee so decides, by the Faculty Senate.

6.10. MEETINGS.
A. A faculty committee meets at the call of its chair. A meeting may also be called at the request of a simple majority of the committee.
B. Faculty should be familiar with and follow the university’s open meetings and open records policies, which will also be communicated to committee chairs as part of the committee confirmation letter.
C. Meeting agendas should be prepared and distributed in a timely manner by the chair (in conjunction with any committee staff assigned to the committee). Specific rules governing meeting agendas will be communicated to the chair as part of the committee appointment letter.
D. Quorum rule: For the purposes of this chapter, a quorum exists when a majority of the voting members of a committee is present. 
E. Minutes: Will be taken and retained for the meetings of all committees. Guidelines for minutes will be included in committee appointment letters to chairs. Outgoing chairs should give committee documents to the Office of the Secretary of the Faculty to pass on to the next chair or for archiving.