APPENDIX E

Operating Rules

Faculty Policies and Procedures Committee (FPPC)

Last Amended February 17, 2012

Contents

A.    Charge (Faculty Handbook 2.4) 1

B.    Membership. 1

C.    Member Duties and Responsibilities. 2

D.    Criteria for Review of Faculty Handbook and UAB Policies. 3

E.    Chair: Election and Duties. 3

F.     Vice-Chair: Election and Duties. 4

G.    Faculty Handbook Subcommittee. 5

H.    Nominating Subcommittee. 6

I.     Meetings. 6

J.     Resources for FPPC Members. 11

K.    Chronology of FPPC Operating Rules Amendments. 11

 

Operating Rules of the

UAB Faculty Policies and Procedures Committee

Last Amended February 17, 2012

A.     Charge (Faculty Handbook 2.4)

The Faculty Policies and Procedures Committee is charged with the responsibility of providing advice, through the Faculty Senate, to the President on the basis of a periodic examination of current and proposed faculty policies and procedures at UAB.  It reviews existing UAB policies and procedures which affect faculty and considers changes to the UAB Faculty Handbook and Policies. Recommendations from the committee concerning revisions to the UAB Faculty Handbook and Policies or to existing policies and procedures are forwarded to the Faculty Senate. The Faculty Senate must make final recommendations to the President regarding changes to the UAB Faculty Handbook and Policies or to existing policies and procedures.

B.      Membership

1.      Constituent Units

a.      Schools (Business, Dentistry, Education, Engineering, Health Professions, Medicine, Nursing, Optometry, and Public Health)

b.      College (Arts and Sciences)

c.       Joint Health Sciences

d.      Mervyn Sterne Library

e.      Lister Hill Library

2.      Members

a.      Regular Members

i.        1 regular full-time faculty elected from each constituent unit except the College of Arts and Sciences which elects 3 regular full-time faculty

ii.      Chair-Elect of the Senate

iii.    1 faculty member selected by the President

iv.     1 faculty member selected by the Provost responsible for faculty affairs and development (herein referred to as Provost Representative)

b.      Ex-Officio Members

i.        Ex-Officio members will have the privilege of participating in the discussions of the committee but may not make any motions or vote.  To assist in conducting the business of the committee, the Chair may appoint ex-officio members as needed.

ii.      Permanent Ex-Officio Members:

(a)   Chair of the Senate Faculty Affairs Committee

(b)   Representative from the Office of Counsel

(c)    Representative responsible for UAB-wide human resource policy development

(d)   Immediate Past Chair of the FPPC.  If the Chair serves a consecutive term as Chair, there will be no immediate Past Chair serving as an ex-officio member.

3.      Terms

a.      Elected terms are three years.

b.      Appointed terms are one year.

c.       Committee members may be re-elected to serve, at most, two consecutive terms.

4.      Alternates for Members

a.      When more than one name appears on the Senate election process ballot for FPPC members, the person with the next highest number of votes is the alternate when the FPPC member is not able to attend/participate in the activities of the FPPC.

b.      In the event there is no alternate identified by the Senate election process, the member may identify a regular full-time faculty from their unit to serve as their alternate.  The member must notify the FPPC Chair and Senate Office Associate by July 1 so the alternate’s name may be added to the FPPC roster.

c.       When an alternate attends a designated meeting for the member, the alternate will possess all the rights and privileges accorded to the member. 

5.      Vacancies

a.      When more than one name appears on the Senate election process ballot for FPPC members, a vacancy is filled by the person with the next highest number of votes.

b.      When only one name appears on the Senate election process ballot for FPPC members, the unit’s faculty governance committee (e.g., Faculty Affairs Committee) is responsible for selecting a regular full-time faculty to fill the vacancy. 

C.      Member Duties and Responsibilities

1.      Attend each regularly scheduled meeting.

2.      Attend additional meetings as called by the Chair.

3.      Serve as the FPPC member for the constituent unit from June 1 through May 31 (3 year term)(Bylaws I.2, II.2b).

4.      Ensure representation for the academic unit by arranging for an alternate member to attend meetings when the member is unable to attend.

5.      Participate with subcommittees addressing topics before the FPPC.

6.      Review faculty policies and procedures at the constituent unit and the department level, if written and approved documents are available, to be able to contribute to the discussions on topics before the FPPC.

7.      Communicate with constituent unit faculty to relay information about FPPC activities and to collect input on FPPC related issues.

8.      Report to the faculty governance committee in the constituent unit such as a Faculty Affairs Committee or other committee related to faculty policies and procedures.

9.      Serve as part of the nominating committee for the academic unit for elected positions on the Faculty Policies and Procedures Committee.

10.  A member having two consecutive absences during any Faculty Senate year (i.e. June to May) with no alternate present will be requested to notify the identified alternate to attend any future meetings that the elected member of the FPPC is not able to attend and will be reminded that the elected member serves as a representative of his or her academic unit. 

D.     Criteria for Review of Faculty Handbook and UAB Policies

The FPPC and subcommittees shall use these criteria for review of the Faculty Handbook and any other policies or documents referred to FPPC.

1.      Criterion I – Consistency.  There should be consistency among the policies and procedures that affect faculty (i.e., Faculty Handbook, You and UAB Handbook, and related policies)

2.      Criterion II – Current Content and Practices.  Policies and procedures that affect faculty should be up to date and reflective of current practice.

3.      Criterion III – Clarity of Information.  Policies and procedures that affect faculty should be clear, understandable, and interpretable.  Contact information should be included for policy owner or the appropriate group to contact with questions.

4.      Criterion IV – Fairness to Faculty.  Policies and procedures that affect faculty should be equitable. 

E.      Chair: Election and Duties

1.      Term: The term of the Chair shall be from the end of the June meeting to the end of the June meeting of the next year at which meeting the retiring Chair will have the title of ex-officio Past-Chair for the following year.

2.      Number of Terms: No person may serve more than two consecutive one year terms as Chair.

3.      Election: Nominees will be asked to prepare a statement of background and interest in service to share with the FPPC members prior to the May election meeting.  Nominees must be members of the FPPC and typically will have served at least the preceding year on the FPPC.  Election of the Chair shall be conducted by the Nominating Subcommittee at the May meeting by secret ballot using approval voting.  Tie votes shall be decided by the flip of a coin.

4.      Voting Privileges: Votes by the Chair will be in accordance with Robert’s Rules of Order (latest revision).

5.      Duties:

a.      Invite all permanent ex-officio members to serve during the June to May term. [Membership section A.2.b]

b.      Prepare cover letter to accompany approved recommendations being forwarded to the senate.  These documents should be addressed to the Chair of the Senate and must be copied to the Secretary of the Senate, the Senate Office Associate, and the Chair-Elect of the Senate. 

c.       Maintain tracking document for sections of the Faculty Handbook and/or policies and procedures reviewed by the FPPC.  All correspondences to and from the FPPC should be indicated in the tracking log.

d.      Prior to the February meeting, the Chair shall request from the FPPC membership the names of two FPPC members to serve on the Nominating Subcommittee for the purpose of presenting nominations for the position of Chair and Vice-Chair at the May meeting.

e.      Serve as faculty representative on the Joint Compliance Committee.

f.        Serve as an ex-officio member of the Executive Committee of the Faculty Senate and the Senate, and attends the monthly meetings of the Executive Committee with the President and Provost.[Bylaws II.2.b and Constitution article IV.9.]

g.      Serve as member of the Faculty Handbook Subcommittee.

h.      Ensure agenda and attachments for meetings are prepared and distributed one week prior to scheduled meetings.

i.        Prepare annual report for Faculty Senate Executive Committee and Faculty Senate.

F.       Vice-Chair: Election and Duties

1.      Term: The term of the Vice-Chair shall be from the end of the June meeting to the end of the June meeting of the following year.

2.      Number of Terms:  A member of the FPPC may serve consecutive terms as Vice-Chair.

3.      Election:  Nominees will be asked to prepare a statement of background and interest in service to share with the FPPC members prior to the May election meeting.  Election of the Vice-Chair shall be conducted by the Nominating Subcommittee and at the same time as the Chair election.

4.      Voting Privileges: The Vice-Chair shall have full voting privileges as a member of the FPPC.

5.      Duties:

a.      Serve as Chair in the absence of the Chair fulfilling all responsibilities of Chair.

b.      Take minutes of the FPPC meetings and prepare draft minutes to be reviewed by the Chair before distribution to the FPPC members.

c.       Forward FPPC approved minutes to the Senate Office Associate for posting on the Senate web site. 

d.      Assist the Chair with action items and follow up from meetings such as forwarding FPPC recommendations.

e.      Monitor attendance of members and/or alternates at the FPPC meetings.

f.        Assist with the development of the agenda for FPPC meetings.

G.     Faculty Handbook Subcommittee

1.      A standing Faculty Handbook subcommittee will oversee the review of the Faculty Handbook.  The subcommittee monitors the Handbook as posted on Provost’s website and the Policies and Procedures Library website to assure that the Handbook is up to date.  The subcommittee consists of at least 3 members.

a.      The FPPC chair and a member with at least 1 immediate year of prior service on FPPC must be on the subcommittee. 

b.      The Past-Chair of FPPC shall serve as ex-officio member of the subcommittee for continuity of ongoing work of the FPPC related to review of Handbook. 

c.       The Provost Representative shall serve as an ex-officio member of the subcommittee as a resource to support the discussions and help obtain information from administrative resources as needed for specific topics.

2.      By the July meeting, the subcommittee membership shall be appointed by FPPC Chair with charge of responsibilities and timelines defined.

3.      Duties:

a.      Monitor the Faculty Handbook as posted on Provost’s website and the Policies and Procedures Library website to assure it is current.

b.      Utilize Criteria for Review of the Faculty Handbook and UAB policies.

c.       Give periodic reports and make recommendations to the FPPC from July through April. 

d.      Additional work may be assigned to the subcommittee based on recommendations or requests given to the subcommittee by Chair of FPPC. 

e.      Prepare recommendations to be submitted to the full FPPC for decision.

f.        Work with Provost Representative to assure that at the end of each calendar year the current UAB Faculty Handbook and Policies is posted.  At this time two paper copies should be provided to both Lister Hill Library and Mervyn Sterne Library.

g.      At the June meeting, the subcommittee summarizes work done on the UAB Faculty Handbook the previous year and provides an update on any recommendations made to the Senate. In addition, the subcommittee should provide suggestions for the next year. 

4.      At the time any topic is assigned to the subcommittee the FPPC will be requested to submit suggestions, concerns and recommendations to the subcommittee on the specific topic.

5.      The Chair of the FPPC shall have access to a copy of the official electronic file and be informed of updates to the UAB Faculty Handbook and Policies as posted on the Office of Provost and the Policies and Procedures Library websites.

6.      Substantive revisions to the Faculty Handbook that are based on the application of “Criteria for Review of Faculty Handbook” shall be submitted as a recommendation to the Chair of the Faculty Senate with request for Senate support to move the recommendation to the Provost.

7.      Editorial changes to the Faculty Handbook that do not change the intent or meaning of a document such as grammatical and spelling errors shall be communicated to the Provost Representative the Chair of the FPPC to implement such changes without the submission of recommendations to the Faculty Senate and Provost.

8.      The Provost Representative shall maintain the official electronic and paper copy of the UAB Faculty Handbook and Policies.

H.     Nominating Subcommittee

1.      Membership: Shall be two currently serving members of the FPPC [may be two members whose term ends at the end of May] identified by the Chair.  The Chair of the Nominating Committee shall be determined by the two members of the committee.

2.      Duties:

a.      Solicit nominations for the positions of Chair and Vice-Chair of the FPPC. Seek two nominees for each position and complete the ballot slate prior to the May meeting.

b.      Request from nominees (Chair and Vice-Chair) a statement of background and interest in service and forward this information to the FPPC Chair and the Senate Office Associate prior to the May meeting.

c.       Conduct the election at the May FPPC meeting using secret ballot and approval voting.

d.      Report the results at the May FPPC meeting.

I.        Meetings

1.      Regular Meetings:  Regular meetings of the committee shall be conducted by the Chair or Vice Chair and are generally held the third Friday of each month.

2.      Cancellation: The Chair may cancel a regular meeting when it is deemed that there is insufficient business to warrant holding the meeting, except in the month of May.

3.      Called Meetings: Called meetings shall be conducted by the Chair or Vice-Chair.  The Chair, Vice-Chair, or any five members of the committee may call a meeting of the committee upon ten calendar day’s written notice to the other members of the committee and ex-officio members.

4.      Quorum: Quorum is the number of voting members required to conduct FPPC business for regular or called meetings.  A majority [10 members] of the voting members or their alternates shall constitute a quorum.

5.      Voting Membership: The voting membership is defined as those members (or their alternates) in attendance.

6.      Voting:

a.      Voting on topics before the committee shall be completed by a majority voice vote except when the Chair needs clarification on a vote and a show of hands with counting shall be required.  For a voice vote, the Chair declares the outcome and such is recorded in the minutes.  If a two-thirds vote is required as for amendments to the operating Rules of the FPPC a show of hands with counting shall occur and both the vote count for approval and non-approval shall be recorded in the minutes.

b.      Email Voting:

i.        The Chair may initiate and email vote when he or she deems that an issue requires action prior to the next regular meeting of the committee.

ii.      This procedure is not intended to replace a regular meeting of the committee and should be used in rare situations.

iii.    Email votes will be accepted from members (or alternates) but ex-officio members are encouraged to provide feedback to the committee and/or to the Chair in the same sense that they participate in discussion at regular meetings.

iv.     The deadline for members to respond to the vote request will normally be at least two weeks from the date the email is sent by the Chair.

v.       The Chair should attempt to ensure that all members receive notification of the email vote.

vi.     In an effort to ensure that discussion will not be limited or circumvented by use of the email vote, if any member votes in the negative, the vote is halted.  The issue is then placed of the agenda for discussion at the next regular meeting of the committee.

vii.   The vote will be tabulated and certified by the Chair and reported at the next regular meeting.

7.      Rules

a.      Meeting rules to accomplish the agenda and assure the orderly conduct of business are listed below. Expectations exist for both the members and the Chair of the FPPC.  The FPPC role is to support shared governance opportunities and responsibilities for UAB faculty.  The FPPC focuses on issues of concern to faculty and implications of policies.  As such, the Chair of the FPPC facilitates members addressing these issues and policies.

b.      Members and Participants:

i.        will indicate a request to speak by raising their hand and wait until the Chair recognizes them

ii.      are to address the Chair and not one another; members are to wait to be recognized by the Chair before speaking

iii.    are recognized by the Chair and are expected to state relevant comments germane or confined (supportive and/or non-supportive) to the topic under discussion refraining from derogatory, intimidating, or other types of language that reflects on implies negative personal references about other members of the FPPC or the University community (faculty, staff, and administrators)

iv.     are expected to refrain from conduct injurious to the purposes of the FPPC or such conduct that interferes with the work of the committee and/or with the goal of faculty members to participate in shared governance activities and values of the university community

v.       will focus discussions on completion of work of the committee staying within the timeline established for the agenda and/or agenda items.  As such, committee members will speak on agenda items briefly and concisely allowing other committee members to also share their perspective on agenda items

c.       Chair:

i.        shall recognize one member to speak at a time

ii.      shall determine who is recognized and the order of recognition

iii.    use his or her discretion to determine recognition of members, ex-officio members, invited resource persons, and any guests permitted to attend the FPPC meeting

iv.     will focus discussions on completion of specific agenda items

d.      Unacceptable Behaviors:

i.        All participants in FPPC meetings shall have awareness of Section 3.6 on Standards of Behavior in the Faculty Handbook.  Unacceptable behaviors for FPPC meetings include:

(a)   speaking before being recognized by the Chair

(b)   using comments questioning the motives or actions of other members of the university community

(c)    not confining remarks to the merits of the pending topic under discussion as to the impact/implications to faculty

(d)   disrupting the progress of the agenda for the meeting

(e)   talking among members when not recognized by the Chair

(f)     intimidating language

ii.      Any of the behaviors listed above may be subject to one or more of the following actions as determined by the Chair and the committee membership.

(a)   Requirements to apologize to the committee and/or specific member(s)

(b)   Dismissal or request by the Chair to leave the meeting

(c)    Suspension for a defined number of meetings with the alternate to attend those meetings*

(d)   Expulsion from the committee by two-thirds of the voting membership*

*NOTE: When an elected member of the FPPC is suspended or expelled then the Chair of the FPPC shall notify the alternate for said member and the Dean or Library Director shall be notified that the identified alternate is the member representing the unit’s constituents. Expelled members shall not be permitted to attend FPPC meetings as a guest.

8.      Committee Records: Committee records are the approved minutes of the FPPC and serve as the documentation of actions and decisions.  The discussion/debate of most topics addressed by the committee are deliberative discussions and should not be broadcast as an official or unofficial record so as to preserve the rights and responsibilities of each member to participate in the open and non-threatening collegial and deliberate governance process established for the committee. 

9.      Meeting Announcements: 

a.      Meeting announcements with minutes/attachments shall be sent out one week prior to regular meetings via email to all FPPC members, alternates, and ex-officio members.

b.      Meeting reminders shall be sent via email to all FPPC members, alternates, and ex-officio members at least 48 hours prior to the meeting by Senate Office Associate.

10.  Agenda Items: Discussion of agenda items without resolution that extend beyond the timeline allotted on the agenda shall be subject to a motion to cut off debate, to call the question, to table until next meeting, and/or to return the topic to a working group or subcommittee if such is the origin of the topic under discussion.

11.  Meeting Agenda Template:

a.      Call to Order

b.      Recognition of Visitors

c.       Adoption/Approval of Minutes from Previous Meeting

d.      Recording Not Allowed

e.      Chair Report

f.        Senate Report [to include status of items submitted to Senate by FPPC]

g.      Old Business [to include action items from previous meetings]

h.      New Business

i.        Review of Action Items Resulting from Meeting  [Identify the action needed, who will perform, and the date by which the task is to be completed]

j.        Action Items from Previous Meetings [to include record of status related to action]

k.       Material Distributed Electronically

l.        Materials Distributed as Hard Copy at Meeting

m.    Announcements [to include next meeting date, time, and location]

n.      Adjournment

12.  Meeting Minutes:

a.      The meeting minutes should be similar to the agenda template described above.

b.      All recommendations to the Senate must be inserted into the minutes of the FPPC meeting when the decision was made to forward the recommendation to the Senate. 

c.       Minutes should be marked as “draft” until approved by the FPPC.

d.      Approved minutes should be marked as “approved” at the “date” of the FPPC meeting.

13.  Meeting Minutes Template:

a.      Attendance

b.      Visitors

c.       Call to Order

d.      Recognition of Visitors

e.      Adoption/Approval of Minutes for Previous Meeting

f.        Recording is Not Allowed

g.      Motions/Actions at Meeting

h.      Chair Report

i.        Senate Report [to include status of items submitted to Senate by FPPC]

j.        Old Business [to include action items from previous meetings]

k.       New Business

l.        Review of Action Items Resulting from Meeting  [Identify the action needed, who will perform, and the date by which the task is to be completed]

m.    Action Items from Previous Meetings [to include record of status related to action]

n.      Material Distributed Electronically

o.      Materials Distributed as Hard Copy at Meeting

p.      Announcements [to include next meeting date, time, and location]

q.      Adjournment

r.       Addendum/attachments-letters/memos sent to Chair of Faculty Senate or Provost Representative.  Include files requiring follow-up by Senate or Provost Representative.

J.        Resources for FPPC Members

Useful links for FPPC work may be found at

http://www.uab.edu/facultysenate/fppc/links

 

K.      Chronology of FPPC Operating Rules Amendments

1.      Original Resolution by the FPPC

Whereas the Governance and Operations Committee of the Faculty Senate at its meeting on April 7, 1999 in response to a request from the Faculty Policies and Procedures Committee by “Bylaws amendments to monitor absences and designate faculty alternate” did state that “it was within the prerogative of the Chair of any Senate standing committee in conjunctions with its members to establish the committee’s operating rules” and

Whereas the Bylaws of the Faculty and Senate (Article II, Section 2, Sub-Section C) provide for the election of the Chair of the Faculty Policies and Procedures Committee by the committee and

Whereas the Bylaws of the Faculty and Senate (Article II, Section 2, Sub-Section C) provide latitude to the Faculty Policies and Procedures Committee in the establishment of meetings

NOW THEREFORE BE IT RESOLVED that the Faculty Policies and Procedures Committee hereby establishes by a two-thirds vote the following Operating Rules relative to membership, Chair, and meetings and

BE IT FURTHER RESOLVED that amendment of these Operating Rules may be achieved by a two-thirds vote of the voting membership of the Faculty Policies and Procedures Committee.

Passed the 18th day of June 1999 by two-thirds votes of members.

2.      Amendments Since 1999

a.      March 16, 2001 – Added Email Voting [Section I]

b.      April 19, 2002 – Updated Membership and Meetings [Section A & H

c.       ]April 18, 2003 – Updated Membership and Meetings [Section A & H]

d.      November 18, 2005 – Added Handbook Review Process [Section D]

e.      April 16, 2006 – Added Vice-Chair Position [Section F]

f.        April 18, 2008 –Revised Meetings [Section H-8 and H-9]

g.      May 16, 2008 – Revised Meetings [Section H-8 and H-9]

h.      September 19, 2008 – Added Meeting Rules and Updated Resources for FPPC Members [Section H-8 and H-7]

i.        April 17, 2009 – Section B.II.2.b; Section C.2.10.2; Section E.7; 8.b; 8.c; Section F.5; Section H.1;2;3;4;5;6;10; Section J

j.        May 15, 2009 – Section F.2 – number of consecutive terms for service as Vice-Chair

k.       February 18, 2011 – Review and revision of entire Operating Rules approved

l.        February 17, 2012 – Review, revision, and restructuring of Operating Rules approved.  Duplications deleted, references to outside content minimized, Vice Provost and Associate Provost replaced with “Provost Representative,” process for filling vacancies changed to resemble current Faculty Senate Process.

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