APPENDIX
A
Secretary
of the UAB Faculty Senate
[Secretary
of the Faculty; Secretary of the Senate]
Job
Description
1.
Serves as Secretary of the UAB Faculty Senate from June 1 through May 31 [1 year
term] (C III.1, C III.3, C IV.7, C VI.5, B I.2)
2.
Participates in a series of fixed meetings
§
Attends the Faculty Senate meeting on the second Tuesday of each month
from 7:30 to 9:30 a.m. in the Administration Building
§
Attends the Faculty Senate Executive Committee meeting on the last
Wednesday of each month from 12:00 to 1:30 p.m. in Campbell Hall
§
Attends the Faculty Senate Executive Committee with UAB President and
Provost meeting on the first Tuesday of each month from 9:00 to 10:30 a.m. in
the Administration Building
Time Required: 6-8 hours per month
3.
Records the minutes of Faculty Senate meetings
(C III.4.c, B I.7.c)
§
Records and prepares official summary minutes of the Faculty Senate
meeting and has the Chair review and distributes
them to the Senate members and the UAB eReporter
with the assistance of the Senate Office Associate; posted to Senate web page
and saved on the Senate common drive
§
Records and prepares official expanded minutes of the Faculty Senate
meeting and distributes them to the Senate
members after review by the Executive
Committee and prior to the next Senate meeting; after approved by the Senate
these minutes are posted on the Senate web page and saved on the Senate common
drive
§
Records and prepares official minutes of the Faculty Senate Executive Committee meeting and distributes
them to the committee members prior to the next meeting of the Executive
Committee; after approval by the Executive Committee posted to the Senate page
and saved on the common drive
§
Records unofficial notes of the Faculty Senate Executive Committee with UAB President and
Provost meeting; the official minutes are prepared by the President’s Office
and forwarded to the Chair and Secretary of the Senate for posting on the
Senate web page, saving on the common drive and distribution to the members of
the Executive Committee
Time Required: 5-8 hours per month
4.
Prepares the agendas for Faculty Senate meetings
(C III.4.c)
§
Works with the Chair and the Executive Committee to develop the
agenda for the Faculty Senate meetings
and distribute them to the Senate members and the UAB eReporter (B I.5.b); these
files are posted on the Senate web page and saved on the common drive
§
Works with the Chair to prepare and develop the agenda for the monthly
Faculty Senate Executive Committee
meeting and distributes the agenda with attachments as the meeting announcement
to distribute to the committee members
§
Works with the Chair and the FSEC to develop the agenda items and
the concerns as basis of narrative materials and the inclusion of Senate meeting
agenda and motions for discussion/vote as the next Senate meeting
Time Required: 2-4 hours per month
5.
Takes the roll of attendees at Faculty Senate meetings and monitors attendance
(C III.4.c)
§
Works with the Senate Office Associate to assure the availability of
the sign in sheet for the Faculty Senate meeting attendees
§
Works with the Senate Office Associate and the Chair of the
Governance and Operations Committee to assure the posting of the attendance
information to the database to determine if each academic unit is represented
at the Faculty Senate meetings; Faculty
Senate database is used to prepare a quarterly report (B I.10.a)
§
Works with the Senate Office Associate to assure that the names
and affiliations of attendees at each Faculty Senate meeting is recorded correctly in the official
expanded minutes noting members absent with notification (B I.10.a)
§
Monitors attendance at the Faculty Senate meetings in conjunction
with the activities of the Faculty Senate Governance and Operations Committee;
the Governance and Operations Committee reports quarterly to the Executive
Committee the attendance records and identifies any concerns for lack of unit
representation at Senate meetings. (B
I.10.b, B IV)
Time Required: 1 hour per month
6.
Oversees the Faculty Senate elections
(C III.4.c)
§
Serves as Chair of the Faculty Senate Elections Committee (C VII.1)
§
Solicits nominations and conducts the elections with the support
of the Senate Office Associate for Chair-Elect and Secretary of the Faculty Senate
and for Senators and Faculty Policies
and Procedures Committee Representatives
(B II.2.b, B III)
§
Solicits nominations and conducts the election for the two
Senator-at-Large positions on the Faculty Senate Executive Committee at the June Faculty Senate
meeting
§
Solicits nominations and conducts special elections for vacant
positions when needed (C III.4.b, C III.4.d, B IV.4)
§
Maintains official counts/tallies and reports from each annual
election on the common drive and assures retention of voting results to support
filling of vacancies by nominees in order of highest counts received; this
method of filling vacancies minimizes the number of special elections
§
Works with Senate Office Associate to assure notification of all
current and newly elected Senate and FPPC members of the President’s reception
held in late April
Time Required: 4-8 hours per month during the elections process
December through June
7.
Maintains the official copy of the Faculty Senate Constitution, Bylaws , and Appendices (C III.4.c)
§
Reviews the Faculty Senate Constitution,
Bylaws , and Appendices in conjunction with the activities of the Faculty Senate
Governance and Operations Committee
§
Assists with the presentation of recommended revisions to the
Faculty Senate Constitution and Bylaws to the Senate members or to all faculty members when
Constitution amendments are under review
§
Incorporates approved revisions into the official copy of the
Faculty Senate Constitution, Bylaws ,
and Appendices; maintains the official Constitution and Bylaws including the
current Appendices file on the Senate web page and on the common drive
§
Requests updated job descriptions from Faculty Senate Executive Committee members and adds the
updated job descriptions to the Appendices of the Faculty Senate Constitution and Bylaws; updated Appendices
are posted to the Senate web page and on the common drive
Time Required: 8-12 hours per year
8.
Compiles the Faculty Senate and Faculty Policies and Procedures
Committee annual reports
§
Requests annual reports from the Faculty Senate Standing Committee Chairs, the FPPC Chair, the
Senate representatives to university committees and the Faculty Senate Officers; annual reports are distributed to
the Senate members including the
Chair-Elect and posted on the Senate web
page and saved on the common drive (B I.8.c)
§
Compiles all annual reports received by the May Senate meeting and
attaches them to the official expanded minutes of the May Faculty Senate meeting and posting on Senate web page and saving
on common drive
Time Required: 2-4 hours each month during April and May
9.
Assists the Office Associate with updating the Faculty Senate web site
§
Forwards the agendas and minutes for the Faculty Senate and the Faculty Senate Executive Committee meetings to the Senate Office Associate for posting on the Faculty Senate
web site and the common drive (B I.7.c)
§
Forwards the annual reports from the Faculty Senate Standing Committee Chairs, FPPC Chair, Senate
representatives and the Faculty Senate Officers to the Senate Office Associate for posting on the Faculty Senate
web site and common drive
§
Works with the Senate Office Associate to post and update
information on the Faculty Senate web
site and the common drive as needed
§
Ensures that the Office Associate is obtaining the agendas and
minutes from the FPPC for posting on Senate page and saving to the common drive
§
Meets with Office Associate as needed to assure that the
operations of the Senate office are occurring in a timely manner and to assure
accuracy and currency of posted information and that preparations for meetings
is timely
Time Required: 2-5 hours per month
10.
Places Faculty Senate documents into the University Archives (C III.4.c)
§
Compiles important Faculty Senate documents including the agendas and the
minutes for all meetings and gives the documents to the Senate Office Associate for forwarding to the University
Archives after retention in the Faculty Senate Office for five years (B I.7.c)
Time Required: 2-6 hours per year
11.
Prepares and submits an annual report for the officer position
§
In April, submits a report of activities completed during the past
year and lists the activities that are in progress for the incoming Secretary
Time Required: 1-2 hours per year
12.
Reviews the job description for the officer position
§
In April, reviews and submits an updated job description
Time Required: 1 hour per year
13.
Meets regularly with the Senate Office Associate to review the
work of the Senate and to assure that operations are current ; reviews the
activities and assigns tasks and datelines for operations of the Senate office
Assures [works with the Associate Provost of Faculty Development
and Faculty Affairs] that the Position Description for the Senate Office
Associate is current and reflects the expectations and the time/work hours of
the Office Associate; currently the position is only 50% [June 2010]
Additionally, the Office Associate works with the Chair of the
Curriculum & Research Committee and the Associate Provost Office to support
the Faculty Development Grants Program.
TIME
REQUIRED: 5 hours/month
14.
Works with the Chair of the Faculty and the Associate Provost for
Faculty Affairs and Faculty Development to complete the annual evaluation
process for the Senate’s Office Associate
TIME REQUIRED: 2 hours per
year
15.
Maintains
the Secretary notebook with contents needed to orient newly elected Secretary;
contents are meeting dates, job descriptions, scheduling of tasks during each
week of the month; access to common drive; access to minutes of Senate, FSEC
and FPPC.
TIME
REQUIRED: 1 hour per month
16.
Works
with newly elected Secretary to complete orientation to tasks and assure
orderly transition of Senate office and duties of the Secretary during May
through July
TIME
REQUIRED: 2-4 hours per month
Last Revised June
2010
Secretary
of the UAB Faculty Senate
[Secretary
of the Faculty; Secretary of the Senate]
Activities
by the Week of the Month
Week One
of the Month
1.
Attends
the Faculty Senate Executive Committee
with UAB President and Provost meeting
§
Takes
notes but not official minutes. These
notes are to be used only to assist the Faculty Senate Executive Committee with
follow up actions when needed. The
minutes for this meeting are prepared by the President’s Office and then
forwarded to the Faculty Senate Chair and Secretary and to the Office Associate
for distribution to the members of the Faculty Senate Executive Committee and
posting on the Faculty Senate web site and saving to the common drive. Often the discussions are confidential and
the official minutes of this meeting are approved by the President before
forwarding to the Faculty Senate.
2.
Forwards
the finalized agenda and handouts for the Faculty Senate meeting to the Senate Office Associate
§
Forwards
the finalized agenda for the Faculty Senate meeting to the Senate Office
Associate so the agenda can be posted on the Faculty Senate web site and the web
address submitted to the UAB eReporter Editor.
The agenda must be submitted to the UAB eReporter Editor according to
the identified schedule for getting items published. At this time, the submission deadline for the
UAB eReporter is 10:00 a.m. on Thursday for the Friday edition and 10:00 a.m.
on Monday for the Tuesday edition.
§
Forwards
to the Office Associate the finalized agenda for the Faculty Senate meeting after
preparation at the monthly Executive Committee meeting for posting to BlazerNet
– Senate channel
§
Sends
the Senate meeting announcement to all on the Senate and administration email
distribution list along with the agenda and other attachments to be utilized
during the Senate meeting; this meeting announcement is distributed on the Wednesday
prior to the next Tuesday meeting of the Senate.
Week Two
of the Month
1.
Attends
the Faculty Senate meeting
§
Brings
two copies of the sign in sheet to the Faculty Senate meeting. The first copy is a back up document in case a
sign in sheet is not available and the second copy is a personal document for
recording the attendance information for the expanded minutes.
§
Obtains
one copy of each handout for attachment to the official expanded minutes of the
Faculty Senate meeting; obtains electronic files.
§
Records
the minutes of the Faculty Senate meeting following the agenda headings and the
minutes’ template as used in the current expanded minutes. Records the time the meeting started and
adjourned. Records the status of a
quorum (18 members including the officers is a quorum for official actions) to
assure that any votes are in compliance with the Bylaws.
2.
Prepares
and distributes the summary minutes of the Faculty Senate meeting
§
Prepares
the summary minutes of the Faculty Senate meeting using the minutes’ template by
12:00 p.m. on Wednesday following the Tuesday meeting of the Senate and
forwards the minutes to the Chair for review, revision, and approval. The Chair
submits feedback by 8 a.m. on Thursday so that the Office Associate can
complete the link for the UAB eReporter by 10 a.m.
§
Forwards
the Chair approved summary minutes to the Senate Office Associate so the
summary minutes can be posted on the Faculty Senate web site and the web
address submitted to the UAB eReporter Editor.
The summary minutes must be submitted to the UAB e Reporter Editor
according to the identified schedule for getting items published. At this time [June 2010], the submission deadline
for the UAB eReporter is 10:00 a.m. on Monday for the Tuesday edition and 10:00
a.m. on Thursday for the Friday edition.
§
Forwards
the approved summary minutes to Senate members and administrators on the email
distribution list; encourages Senators to distribute to colleagues in
represented units.
§
Summary
Minutes Template: Meeting Date, Chair Report, President Report,
Presentations, Open Forum, Items for Discussion and/or Vote, Standing Committee
Reports, University Committee Reports, and Announcements, and Closing Statement
The
closing statement is as follows: Secretary
NAME submits this DRAFT summary of the minutes and a more complete record will
appear on the Senate page after approval at the NEXT MONTH Senate meeting. The minutes of the FPPC meeting are available
on the Senate page at http://www.uab.edu/fSenate /home.html.
3.
Prepares
and forwards the expanded minutes of the Faculty Senate meeting
§
Prepares
the expanded minutes of the Faculty Senate meeting using the minutes’ template
[refer to current expanded minutes format] by the end of the week and forwards
the expanded minutes to the Faculty Senate Executive Committee meeting for
review and approval for distribution to the Senate prior to the next Senate
meeting.
§
Expanded
Minutes Template: Meeting Information [date, location, date], Attendance
[attending by unit and listing those who reported absence with notification and
guests], Call to Order and Quorum
Status, Recognition of Visitors and Guests, Recording Declaration, Motions at
the Meeting, Adoption of Minutes from Previous Senate Meeting, Chair Report, President Report,
Presentation, Open Forum, Items for Discussion and/or Vote, Standing Committee
Reports, University Committee Reports, New Business, Announcements, Review of
Action Items for Current Senate Meeting,
Review of Action Items for Previous Senate Meetings, Materials Distributed, Adjournment, Closing
Statement, and Attachments [must include memos/letters sent to Provost related
to any recommendations from Senate to Provost]
The
closing statement is as follows:
Secretary NAME prepared this expanded DRAFT of the minutes on DATE. After approval at the NEXT MONTH Senate meeting,
these minutes will appear on the Senate page.
The minutes of the FPPC meeting are available on the Senate page at http://www.uab.edu/fSenate
/home.html.
The
attachments should include handouts and letters that have been forwarded to the
Faculty Senate from the Faculty Policies and Procedures Committee and memos
with attachments to the Provost from the Faculty Senate.
4.
Forwards
the approved minutes of the Faculty Senate meeting to the Senate Office Associate
§
Forwards
the approved minutes of the Faculty Senate meeting to the Senate Office
Associate for posting on the Faculty Senate web site and saving on the common
drive.
5.
Sends
email to FSEC members to request submission of agenda items, reports, etc by
the Wednesday of week three of the month before the FSEC meeting in the 4th
week of the month
Week Three
of the Month
1.
Prepares
and forwards the draft agenda for the Faculty Senate Executive Committee meeting
§
Prepares
the draft agenda for the Faculty Senate Executive Committee meeting and
forwards the agenda to the Chair for further development. This requires a review of the minutes from
the various meetings to identify pending issues and topics. The draft agenda should include the items for
the Faculty Senate Executive Committee meeting, the Faculty Senate Executive
Committee with UAB President and Provost meeting, and the Faculty Senate
meeting.
§
FSEC
Agenda Template: Approval
of Minutes from Previous Faculty Senate Executive Committee Meeting, Approval of
Minutes from Previous Faculty Senate Meeting, Draft Agenda for Faculty Senate Executive Committee with UAB President and
Provost Meeting, Draft Agenda for Faculty Senate Meeting, Business, Officer and Committee
Reports [including topics under discussion], New Business, Announcements, and Adjournment
2.
Distributes
the finalized agenda and handouts for the Faculty Senate Executive Committee meeting
§
Distributes
the finalized agenda for the Faculty Senate Executive Committee meeting from
the Chair, the finalized draft expanded minutes of the previous Faculty Senate
and Faculty Senate Executive Committee meetings, and any handouts to the
committee members before the meeting.
Week Four
of the Month
1. Distributes the finalized agenda and
handouts for the Faculty Senate Executive
Committee
meeting
§
Distributes
the finalized agenda for the Faculty Senate Executive Committee meeting, the finalized
draft expanded minutes of the previous Faculty Senate and draft Faculty Senate Executive
Committee meeting minutes, and any reports/attachments to the committee members
before the meeting.
2. Updates the Senate Tracking Log and
Summary Table of Pending
Recommendations;
sends to Chair and to Provost and Provost Assistant after the FSEC meeting
3.
Attends
the Faculty Senate Executive Committee meeting
§
Obtains
electronic file of each report for attachment to the official minutes of the
Faculty Senate Executive Committee meeting.
§
Records
the minutes of the Faculty Senate Executive Committee meeting following the
agenda headings and minutes template.
4.
Prepares
and forwards the minutes of the Faculty Senate Executive Committee
Meeting.
§
Prepares
the minutes of the Faculty Senate Executive Committee meeting using the agenda
headings and the minutes’ template and forwards the minutes to the Chair for
review and feedback prior to sending to members of the Executive Committee;
sends to FSEC members with request for attention to action items and the person
responsible so that reports will be ready for the next FSEC meeting.
§
FSEC
Minutes Template: Meeting Information, Attendance, Call to
Order, Approval of Minutes from Previous Faculty Senate Executive Committee Meeting, Motions at the
Meeting, Approval of Minutes from Previous Faculty Senate Meeting, Draft Agenda for Faculty Senate Executive Committee with UAB President and
Provost Meeting, Draft Agenda for Faculty Senate Meeting, Business, Officer and Committee
Reports, Announcements, Review of Action Items for Current Faculty Senate Executive Committee Meeting, Review of Action
Items for Previous Faculty Senate Executive Committee Meeting, Materials
Distributed, Adjournment, Closing Statement, and Attachments
The
closing statement is as follows: These
minutes were prepared by Secretary NAME on DATE.
The
attachments should include handouts and letters that have been forwarded to the
Faculty Senate from the Faculty Policies and Procedures Committee; reports from
Committee Chairs and all reports considered by the Executive Committee.
5.
Forwards
the approved minutes of the Faculty Senate Executive Committee
meeting
to the Senate Office Associate
§
Forwards
the approved minutes of the Faculty Senate Executive Committee meeting to the Senate
Office Associate for posting on the Faculty Senate web site and saving on the
common drive.
6.
Prepares
and forwards the draft agenda for the Faculty Senate meeting at the
FSEC meeting
§
Prepares
the draft agenda for the Faculty Senate meeting using the agenda template and
forwards the agenda to the Office Associate Chair for posting to Senate page
and Blazernet.
§
Faculty
Senate Agenda Template: File with listing of Executive
Committee members to left; Meeting
Information[Date, location, time], Call to Order, Recognition of Visitors and
Guests, Recording Declaration, Approval
of Minutes, Chair Report, President Report, Presentations, Open Forum, Items
for Discussion and/or Vote, Standing Committee Reports, University Committee
Reports, New Business, Announcements, and Adjournment
Election
Activities
1.
Serves
as Chair of the Faculty Senate Elections
Committee
§
Maintains
the Senate Elections Notebook with contents posted on common drive and Appendix
F – elections on the Senate web page
§
Regularly
updates the documentation in the elections notebook.
§
Solicits
nominations and conducts the elections for Chair-Elect and Secretary of the
Faculty Senate and for Senators and Faculty Policies and Procedures Committee
Representatives during the time from the December Faculty Senate meeting to the
April Faculty Senate meeting; works with Office Associate to conduct the
election electronically and prepare all required election results reports that
are saved on the common drive
§
Solicits
nominations during the month of May and conducts the election for the two
Senator-at-Large positions on the Faculty Senate Executive Committee at the
June Faculty Senate meeting.
§
Solicits
nominations and conducts special elections for vacant positions as needed.
Constitution
and Bylaws Activities
1.
Reviews
the Faculty Senate Constitution and Bylaws
§
Reviews
the Faculty Senate Constitution and Bylaws in conjunction with the activities
of the Governance and Operations Committee.
§
Requests
updated job descriptions from Faculty Senate Executive Committee members during
the month of April.
§
Reviews
and updates the Faculty Senate Constitution, Bylaws, and Appendices as needed.
2.
Maintains
the official copy of the Senate Constitution and Bylaws with the Appendices on
the common drive and assures that the current official copy is linked to the
Senate page for public access.
Last Revised June
2010