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APPENDIX A

Associate Chair of the UAB Faculty Senate [Associate Chair of the Faculty; Associate Chair of the Senate]

Job Description

1. Serves as Associate Chair of the UAB Faculty Senate from September 1

through August 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.

Attends the Faculty Senate Executive Committee meeting on the fourth

Thursday of each month from 12:00 to 1:30 p.m.

Attends the Faculty Senate Executive Committee with UAB President and Provost meeting on the first Tuesday of each month from 8:00 to 9:30 a.m.

TIME REQUIRED: 6-8 hours per month

3. Records the minutes of Faculty Senate meetings (C III.4.c, B I.7.c)

Records or reviews and approves (along with the Chair) official summary and expanded minutes of the Faculty Senate meeting and ensures distribution to the Senate members and the UAB eReporter with the assistance of the Senate Office Associate; ensures they are posted to Senate web page and saved on the Senate common drive

Records and prepares official minutes of the Faculty Senate Executive

Committee (FSEC) meeting and distributes them to the committee members prior to the next meeting of the Executive Committee with the assistance of the Senate Office Associate; after approval by the Executive Committee ensures they are posted to the Senate page and saved on the common drive

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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 Associate Chair of the Senate and the Senate Office Associate 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 distributes them to the Senate members. The Office Associate posts on web page for linking with 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 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

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 Executive Committee to develop the

agenda for the Faculty Senate Executive Committee with UAB President and Provost meeting.

NOTE: The draft of the expanded agenda [with narrative background for each of the agenda items] which is drafted by the Associate Chair following the Faculty Senate Executive Committee meeting discussion is sent to the Chair of Faculty as a draft seeking feedback. This process is to be completed by noon of the following day (Thursday) and any revisions made before sending the agenda to the appropriate individuals (see next note). The email message addressed to the President and Provost includes the agenda with narrative and the agenda for the next Senate meeting and any motions/attachments that are on the agenda for discussion/vote.

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NOTE: Expanded agenda including narrative for each question or item included on the agenda for this meeting is sent by Friday afternoon following the monthly Faculty Senate Executive Committee meeting to the President and Provost (including their assistants)

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 Associate Chair of the Faculty Senate and for Senators and Alternates (B II.2.b, B III)

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Solicits nominations and conducts the election for the two Senator-at-

Large positions on the Faculty Senate Executive Committee during August and at the September Faculty Senate meeting

Solicits nominations and processes approval 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 the fall

TIME REQUIRED: 4-8 hours per month during the elections process

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

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TIME REQUIRED: 8-12 hours per year

8. Assists the Office Associate with updating the Faculty Senate website

Forwards the agendas and minutes for the Faculty Senate and the Faculty Senate Executive Committee meetings to the Chair / 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, Senate representatives and the Faculty Senate Officers to the Chair/ Senate Office Associate for posting on the Faculty Senate web site and common drive

Works with the Chair/Senate Office Associate to post and update information on the Faculty Senate web site and the common drive as needed

Interacts with Chair/Vice Chair of FPPC to ensure that the Office

Associate is obtaining the agendas and minutes from the FPPC for posting on Senate page and saving to the common drive and that Office Associate is maintaining the tracking log for the FPPC of FPPC recommendations to the Senate

Meets with Chair/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

9. 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

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10. Prepares and submits an annual report for the officer position

In August, submits a report of activities completed during the past year and lists the activities that are in progress for the incoming Associate Chair

TIME REQUIRED: 1-2 hours per year

11. Reviews the job description for the officer position

In August, reviews and submits an updated job description

TIME REQUIRED: 1 hour per year 12. Meets regularly with the Chair/Senate Office Associate to review the work of the

Senate and to assure that operations are current; reviews the activities and datelines for operations of the Senate office; Chair responsible for assuring that the Office Associate performs assigned task as outlined in the Office Associate duties file

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TIME REQUIRED: 1 hour/month

13. 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 14. Works with newly elected Associate Chair to complete orientation to tasks and

assure orderly transition of Senate office and duties of the Associate Chair during August through September

TIME REQUIRED: 2-4 hours per month

Last Revised September 2017

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Associate Chair of the UAB Faculty Senate [Associate Chair of the Faculty; Associate Chair 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 Associate Chair and to the Office Associate for distribution to the

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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 as copy the finalized agenda and attachments 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 a request for permission to have item published 48 hours in advance for the Friday edition and for the Tuesday edition.

Forwards as copy 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/Thursday 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.

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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.

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. Forwards the approved summary minutes to Senate members and

administrators on the email distribution list; encourages Senators/Liaisons 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: Associate Chair 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 SharePoint-FPPC Documents page at https://uabweb.ad.uab.edu/senate/FPPC/Pages/FPPC-Docs.aspx

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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: Associate Chair 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

Chair/Senate Office Associate

Forwards the approved minutes of the Faculty Senate meeting to the Chair/Senate Office Associate for posting on the Faculty Senate web site and saving on the common drive.

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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 any updates to the agenda and handouts for the Faculty Senate Executive Committee meeting

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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 Associate Chair NAME on DATE.

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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 Chair /Office Associate

Forwards the approved minutes of the Faculty Senate Executive Committee meeting to the Senate Chair/ 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 Chair/Office Associate 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

Associate Chair 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

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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.

This section: Last Revised June 2011