CHARTER OF THE ACADEMIC SENATE
OF
PREAMBLE
The Academic Senate of Hawai`i Community College (hereinafter referred to as the College) will convene as an organization to maintain and strengthen academic decision-making at the College and system-wide levels.
ARTICLE I. NAME
The name of the organization will be known as the Academic Senate of Hawai`i
Community College. The Academic Senate will be referred to hereinafter as the Senate.
ARTICLE II. PURPOSE, FUNCTION, AND RESPONSIBILITIES OF THE SENATE
Section 1. The Senate is an organization whose primary purpose is to ensure academic integrity of the College. The Senate will function as a recommending and governing body. Senate responsibilities will include but not be limited to the development, modification, initiation, and review of academic policies and issues in consultation with the Chancellor and others as needed.
Section 2. Policies under this charter mean general guidelines for the College, its faculty, student body, or Administration. Issues under this Charter mean matters of College concern. The academic policies and issues addressed by the Senate will include but not be limited to the following areas:
a.
b. Nature and scope of its educational curricula
c. Standards of teaching, services, and scholarship
d. Standards of professional ethics
e. Budget planning, review and implementation
f. Student services
g. Evaluation of faculty, subject to provisions of the UHPA-UH contract, and academic administrators
h. Standards for and evaluation of admission, graduation, certification, and grading
ARTICLE III.COMPOSITION OF THE SENATE
Section 1. Membership of the Senate. Membership consists of all BOR-appointed instructional and non-instructional faculty covered by Collective Bargaining Unit 7 who have their primary assignment with HawCC. Where primary assignment is in question, the Academic Senate shall determine membership status. Members are hereinafter referred to as Senators. All Senators have the rights of voice and vote.
Section 2. Membership of the Executive Committee. The Executive Committee includes one Senator elected from each organizational unit.
Section 3. Officers of the Executive Committee. The officers of the Executive Committee include the Chair, Vice Chair, and Secretary. The officers of the Executive Committee also serve as the officers of the Senate.
ARTICLE IV.ELECTION AND TERMS OF SENATE
Section 1. Election of the Senate Chair. The election of the Senate Chair will be conducted in the following manner:
1. During the month of February, the Executive Committee will propose a candidate for Senate Chair who has indicated a willingness to serve.
2. The Senate Chair must be tenured and, under usual circumstances, not also serving as a Division/Department Chair.
3. The Executive Committee will announce the name of the candidate for Senate Chair in the weekly campus newsletter. Other nominations will be accepted from the Academic Senate in writing via the nomination/confirmation form, which will be printed in the weekly campus newsletter at the same time.
4. The election for Senate Chair will be conducted by secret ballot within two (2) weeks following the March Senate meeting at announced balloting locations. The Vice Chair will place ballot boxes at designated locations.
Section 2. Election of Executive Committee Members. The election of Executive Committee members will be conducted in the following manner:
1. The Vice Chair will issue a call for elections for the Executive Committee members from the units in which the terms of the representatives have expired.
2. The members of the Executive Committee will be elected by their respective units. Division/Department Chairs cannot serve on the Executive Committee.
3. The unit representative will conduct elections from within their units and will forward the results to the Vice Chair in writing three weeks prior to the regular April meeting.
4. The Vice Chair will announce the newly elected unit representatives at the April Senate meeting.
5.
The
announcement of the results shall include the intent of the Executive Committee
to conduct an election for the positions of Vice Chair and Secretary from
within the newly elected Executive Committee before the end of the academic
year.
ARTICLE IV.ELECTION AND TERMS OF SENATE
Section 3. Election of Vice Chair and Secretary. The election of the Vice Chair and Secretary will be conducted in the following manner:
1. Prior to the last Senate meeting of the academic year, the outgoing Vice Chair will convene with the new Executive Committee for the purpose of electing the new Vice Chair and Secretary.
2. The Vice Chair and Secretary will be elected from the membership of the new Executive Committee by secret ballot.
3. Preferably under usual circumstances, the Vice Chair will be tenured and not also serving as a Division/DepartmentChair.
Section 4. Term of the Senate Chair. The Chair of the Senate will be elected to serve a term of one (1) year. The incumbent Chair may be nominated and elected for a second consecutive term. The Chair will serve no more than two (2) full consecutive terms. To run again, the nominee must follow the procedures in Article IV, Section 1.
Section 5. Terms of the Executive Committee Members. The terms of the new Executive officers and the Executive Committee members will start on June 1, except that the new Committee may meet before this date to complete planning for the transition. The members of the Executive Committee will be elected to serve a term of two (2) years and may be elected for one (1) additional consecutive term. A member of the Executive Committee will serve no more than two (2) full consecutive terms. To ensure continuity, terms of the Executive Committee members will be staggered.
Section 6. Terms of the Vice Chair and Secretary. The Vice Chair and the Secretary will be elected to serve a term of one (1) year. The incumbent Vice Chair and Secretary maybe elected for one (1) additional consecutive term.
Section 7. Unexpired Terms of the Executive Committee. If a seat on the Executive Committee becomes vacant for any reason, the Vice Chair will call for an election to be held from within the unrepresented unit. The new representative will assume the duties for the remainder of the unexpired term.
Section 8. Unexpired Term of the Senate Chair. If the Senate Chair vacates the office for any reason:
1. The Vice Chair will assume the duties of the Chair for the remainder of the term.
2. The Secretary will conduct the election of the new Vice Chair from the Executive Committee by secret ballot according to the provisions of Article IV, Section 3.
Section 9. Recall Procedure. An Executive Committee member may be recalled by his/her organizational unit for failure to carry out duties as listed in Article V, Section 2. Replacement of the recalled representative from the organizational unit will be conducted according to the provisions of Article IV, Section 7.
ARTICLE V.DUTIES OF THE SENATE
Section 1. The Senate will meet according to the calendar established by the Executive Committee for the purpose of carrying out the functions and responsibilities as specified in Article II.
Section 2. Duties of Executive Committee. The duties of the Executive Committee include but are not limited to the following:
a. Prioritizing annual goals and activities of the Senate and its standing
committees.
b. Receiving recommendations for Senate action.
c. Delegating appropriate matters to and examining recommendations from Senate committees.
d. Setting the agenda for each Senate meeting.
e. Serving as the nomination committee for election of officers.
f. Acting on behalf of the Senate during contractual non-instructional periods.
g. Maintaining Senate archives.
h. Reporting to the Senate members on its activities.
Section 3. Duties of Chair: The Chair of the Executive Committee will receive at least three (3) credit hours of reassigned time or the equivalent each semester and will have the following duties:
a. Preparing a calendar for Senate and Executive Committee meetings in consultation with the Executive Committee.
b. Planning the agenda for each meeting of the Senate in consultation with the Executive Committee and the Chairs of the Senate committees.
c. Serving as Chair and presiding officer of the Senate. In the absence of the Chair, the Vice Chair will serve as the presiding officer. In the absence of the Chair and the Vice Chair, the Secretary will serve as the presiding officer. When participating in discussion, the presiding officer will temporarily relinquish the chair for the duration of the discussion.
d. Transmitting recommendations and actions of the Senate to the Chancellor and/or others.
e. Serving as liaison between the faculty and the administration.
f. Representing the Senate impartially.
g. Meeting with the Chancellor at mutually agreed-upon regular intervals.
h. Attending or appointing another member of the Executive Committee to attend any other meeting at which Senate interest must be represented.
i. Appointing a Senate archivist from the Executive Committee.
Section 4. Duties of Vice Chair. The Vice Chair of the Executive Committee will have the following duties:
a. Serving as Vice Chair of the Senate.
b. Assuming the duties of the Chair if the Chair resigns.
c. Assisting the Chair as needed.
d. Functioning as official representative or Chair of the Senate as requested by or in the absence of the Chair.
e. Conducting elections according to the provisions of Article IV, Sections 1,2,3, and 8.
ARTICLE V.DUTIES OF THE SENATE
Section 5. Duties of Secretary. The Secretary of the Executive Committee will have the following duties:
a. Serving as Secretary of the Senate.
b. Notifying all Senate members of the Executive Committee and Senate
meeting dates and times.
c. Distributing the agenda no fewer than five (5) working days prior to the next scheduled Senate meeting.
d. Maintaining attendance records of each Executive Committee and Senate meeting for the purpose of establishing a quorum.
e. Recording, preparing, and maintaining minutes of all Executive Committee and Senate proceedings.
f. Making copies of the Senate minutes available to all members of the
Senate and administrators according to the provisions of Article VI, Section 6.
Section 6. Duties of the Archivist. The Senate Archivist will have the following duties:
a. Filing records from the previous Senate in the permanent archives.
b. Maintaining an index and retention schedule for the Senate archives.
ARTICLE VI. MEETINGS
Section 1. Frequency of Meetings. The Senate will meet at least once per month during the academic year. If the Senate is unable to meet as scheduled, the Senate will meet within two (2) weeks of the scheduled meeting date.
In matters of urgency, a special meeting of the Senate may be called upon petition of ten (10) or more Senators or at the request of the Senate Chair. Such petition or request will be submitted in writing with a rationale to the Executive Committee, which will then schedule a special meeting of the Senate. A copy of the petition or request and the rationale will be attached to the agenda.
Section 2. Conduct of Meetings. Parliamentary procedure will be governed by Robert's Rules of Order, Revised. In the event of procedural conflict, the Senate Charter will be the final authority.
The quorum is ten (10) members of the Senate of which a minimum of three (3) must be Executive Committee members.
Section 3. Agenda. The Chair, in consultation with the Executive Committee and the chairs of the Senate committees, will plan the agenda for each meeting of the Senate. The agenda will be distributed no fewer than five (5) working days prior to the next scheduled Senate meeting. Any member of the Senate may submit a written proposal to the Executive Committee requesting that the proposal be placed on the agenda.
Section 4. Open Meetings. All meetings of the Senate and its committees are open meetings. Only those recognized by the Chair can participate in the discussion or address those assembled. When deemed appropriate and legal according to the State “Sunshine Law” (Hawai`i Revised Statutes, Chapter 92), the Senate and its committees may go into executive (closed) session for the consideration of confidential or sensitive matters.
Section 5. Voting at Meetings. The business of the Senate will be conducted at scheduled meetings. Actions at Senate meetings will be determined by the majority of votes cast.
Section 6. Record of Meetings and Actions. The Secretary will record, prepare, and maintain minutes of all Executive Committee and Senate proceedings, including motions, actions, votes, summary reports, and topics of discussion.
The Chair of the Senate will review a draft of the unapproved minutes, which will then be submitted by the Secretary for inclusion in the next College newsletter. The Secretary will also submit the unapproved minutes to the Executive Committee for inclusion in the agenda of the next scheduled Senate meeting. Final approval of the minutes will be by Senate vote. The approved minutes will then be distributed to members of the Executive Committee.
ARTICLE VII.COMMITTEES
Section 1.
Purpose. The work of the Senate will be
conducted by committees. The purpose of the Senate committees is to bring
together organizational units to ensure academic integrity, provide
information, investigate issues, or propose policies for the Senate’s
deliberation. Committee work will be consistent with the philosophy, goals,
and function of the College. Standing committees are responsible to the Senate.
Section 2. Standing Committees. The following standing committees will report to the Senate:
a. Educational Policy Committee. The Educational Policy Committee will review, advise, and make recommendations on academic policies, including but not limited to: standards for graduation, admissions, certification, and distance education; academic regulations; curriculum process; grading; and student relations (e.g. student conduct, grievances, and appeals).
b. Curriculum Review Committee. The Curriculum Review Committee will make recommendations regarding the review and modification of degree requirements, program proposals, course proposals, and catalog descriptions as appropriate for all credit courses, including distance education and summer session. The Curriculum Review Committee’s recommendations will be reviewed by the Senate. The Senate Chair will forward the Senate’s recommendations to the Vice Chancellor for Academic Affairs immediately. In order to meet administrative deadlines, Curriculum Review Committee recommendations may be forwarded to the Dean of Instruction prior to the Senate’s review. To carry out the duties of the Chair, at least three (3) credit hours reassigned time or the equivalent will be granted each semester.
c. Faculty Policy Committee The Faculty Policy Committee will review and make recommendations on policies, including but not limited to confidential evaluation of faculty and campus academic administrators, establishment and improvement of a canon of professional ethics, and sabbatical leaves.
Section 3. Standing Committee membership.
a. Selection. Each standing committee will include one representative from each instructional and non-instructional unit. Members of committees may also serve on the Executive Committee.
b. Terms. Each member will serve a two-year term. On each committee, terms will be staggered to provide continuity.
c. Duties. Each committee member is responsible for gathering data from the unit of representation. Conscientious participation is expected. If a committee member is not fulfilling his/her responsibilities, the standing committee chair, in consultation with the Executive Committee, will ask the respective unit for a replacement.
Section 4. Standing Committee Chairs.
a. Election. Executive Committee will nominate the standing committee chairs from the Senate membership. At the February Senate meeting, the Executive Committee will present a slate of nominees for each standing committee. At this meeting, nominations from the floor will be accepted. Each chair will be ratified by the Senate at this meeting.
b. Terms. Standing committee chairs will be elected to serve a term of one year. The incumbent chair may be nominated and elected for a second consecutive term.
c. Duties. Standing committee chairs will represent the Senate. Chairs are responsible for facilitating the widest possible consultation by Senate constituencies on matters delegated to their respective standing committees and will provide written reports and/or recommendations to the Executive Committee in a timely manner. Chairs will provide a written year-end report to the Executive Committee.
Section 5. Standing Committee Guidelines. Guidelines of the standing committees include but are not limited to the following:
a. Working with the Executive Committee to identify and prioritize annual goals of the standing committee.
b. Providing the Executive Committee with a written summary outlining items discussed and recommendations at or before the Executive Committee meeting.
c. Consulting with the Student Government and Administration as appropriate.
d. Submitting a year-end report to the Executive Committee.
Section 6. Ad Hoc Committees. The Senate Chair, after consultation with the Executive Committee, will appoint the chairs of ad hoc committees. The chair of the ad hoc committee will select committee members in accordance with the instructions of the Executive Committee.
ARTICLE VIII. OBTAINING AND TRANSMITTING RECOMMENDATIONS
Section 1. Transmission of Policy Matters to the Senate. The university or community colleges system administration, except when an emergency precludes delay, will seek the advice of the Senate before presenting such policy matters as defined by the Board of Regents. Likewise, the Chancellor will consult the Senate in the formulation of college policies as stated in Article II, Section 2. The Senate may accept specific assignments from the administration.
Section 2. Transmission of Recommendations to the Administration.
A recommendation or other formal communication of the Senate will, upon its adoption by the Senate, be put into writing with a record of the vote of the Senate, signed by the Senate Chair, and submitted in a timely manner to the Chancellor for appropriate action. If requested by the Senate and as appropriate, the Chancellor may be asked to forward Senate resolutions and recommendations with a record of the vote to the Vice President for the Community Colleges. Senate recommendations requiring action by the Board of Regents will be submitted according to protocol.
Section 3. Administrative Response to Senate Recommendations. In response to Senate recommendations, the Chancellor or appropriate administrator will be requested to provide the Senate with a written reply. Following current Executive Policy, if administration intends to recommend campus academic policy that differs substantively from the Senate’s recommendation, the administration will notify the Senate of its intent and rationale and attempt reconciliation before the recommendation is forwarded.
ARTICLE IX. AMENDMENTS TO THE CHARTER AND ITS RATIFICATION
Section 1.
Proposing Amendments. Amendments must be
proposed by petition to the Senate signed by no fewer than twenty (20) members
of the Senate. Proposed amendments will be transmitted in writing,
including a rationale, to the Executive Committee, which will then schedule a
first reading of the proposal at the next meeting of the Senate. A copy
of the proposal, including petition and rationale, will be attached to the
agenda. Proposed amendments may be amended at the first reading.
Section 2. Voting on Amendments. Within two (2) weeks following the first reading, a copy of proposed amendments will be sent to the electorate to be voted on by secret ballot. A two-thirds (2/3) vote of the ballots cast is required for passage. The Vice Chair in consultation with the Executive Committee will supervise the vote.
Adopted: October 15, 1970
Amended: September 2,
1971
February 26, 1972
April 22, 1976
March 15, 1978
May 6, 1992
Dec 5, 2003
December 2, 2005
Revised: May 4, 1998