Grundy Reporter

Illinois State University Senate Committee on University Statutes and Senate Procedures met April 1.

Here is the minutes provided by the committee:

Present: Chair Shawn Gilmore, H. George Friedman, Michael Grossman, Samantha Lenoch,

William Maher, Jeffrey Stein, Kelli Trei, Brent West

Ex officio: Jessica Mette, Jenny Roether

Absent: Matthew Goodman

Ex officio: Sharon Reynolds

A regular meeting of the Senate Committee on University Statutes and Senate Procedures (SP) was called to order at 9:00 am with Chair Gilmore presiding.

I. APPROVAL OF MINUTES

The minutes of the March 11, 2020 meeting were approved as distributed.

II. PUBLIC COMMENT

No requests received.

III. CHAIR’S REMARKS

Chair Gilmore welcomed committee members to the Zoom meeting and noted that the Governor has relaxed the Illinois Open Meetings Act provisions to allow public bodies to meet online as long as quorum is still present.

Chair Gilmore noted that the in-person Senate meeting scheduled for April 6 has been cancelled; however, the Senate meeting scheduled for April 27 will be held in some form. SP will need to determine what items to transmit for the Senate meeting.

Chair Gilmore reported that the Senate Executive Committee (SEC) has increased its meetings to three times a week to more efficiently respond to the issues that have arisen during the Covid-19 situation. For example, SEC solicited input from the Senate on a potential revision to the Spring 2020 grading policies (credit/no credit and pass/fail), and relayed that feedback to the administration. SEC has asked SP if any revisions to the governing documents are needed to better allow for the process to operate during this time. SP noted the language of Bylaws, Part D.1.e should be reviewed since it authorizes the SEC to act on behalf of the Senate only “during the summer months,” which does not include authorization for emergency situations in general. Friedman commented that the language should be revised; however, SEC is acting reasonably during the current situation.

Chair Gilmore reported that a document will be drafted by SEC to outline the current processes for SEC operations, which will include an attempt to use regular procedures as much as possible. SP discussed possible additional Bylaws language to help clarify emergency powers including:

• Specify how an emergency is handled by SEC to act on behalf of the Senate both in the summer and during the academic year.

• Criteria to specify a state of emergency (e.g., declaration by the Governor that precludes the Senate from conducting business in its normal way).

• Electronic attendance for meetings in the future if the Governor does not suspend the portion of the Illinois Open Meetings Act which requires in-person attendance for quorum.

Friedman noted that SEC has the authority to call additional Senate meetings, so a summer meeting could be held if needed.

Chair Gilmore suggested that SP schedule an additional meeting on Wednesday, April 8 and SP concurred.

IV. OLD BUSINESS

SP.18.15, Senate Handbook

No new discussion.

SP.19.12, Proposed Revisions to the Statutes, Article VIII, Section 4 – Changes in Existing Units

Chair Gilmore noted that the proposal was approved by the Senate on April 22, 2019. The UIS Senate approved the same language as the UIUC Senate; however, the UIC Senate suggested minor revisions to the language. Roether inquired with the UIC Senate and the response that was received regarding the suggested revisions was shared with SP. SP discussed the suggested revisions and noted preference to the language that was approved by the UIUC Senate and UIS Senate.

SP.19.14, Proposed Revisions to the Statutes, Article III, Section 3 – The Dean The proposal will be presented for approval at the April 27, 2020 Senate meeting.

SP.19.15, Proposed Revisions to the Statutes, Article IV, Section 2 – Department Organized with a Chair, Section 3 – Department Organized with a Head, and Section 4 – Change of Departmental Organization

The updated draft proposal was shared with SP prior to the meeting. SP will discuss the proposal at a future meeting.

SP.20.05, Revision to the Bylaws, Part D.8 – Senate Committee on Educational Policy and Standing Rule 13 – Formation, Termination, Separation, Transfer, Merger, Change in Status, and Renaming of Units

No new discussion.

SP.20.06, Revision to the Bylaws, Part D.1 – Senate Executive Committee (eligibility/duties of Chair and Vice-Chair)

Chair Gilmore reported that the Senate Executive Committee (SEC) discussed its membership and decided not to recommend any revisions to its membership at this time; however, it was noted that the chair of the Senate Committee on Equal Opportunity and Inclusion could be considered as a permanent member on SEC in the future.

SP.20.07, Revision to the Bylaws, Part E (Governing and Advisory Bodies) and Part F (Senate Representatives to Other Bodies)

No new discussion.

SP.20.15, Revision to the Bylaws, Part D.4 – Committee on the Budget No new discussion.

SP.20.16, Revision to the Bylaws, Part D.3 – Committee on Admissions No new discussion.

SP.20.17, Revision to the Bylaws, Part A – Meetings (Presiding at Senate Meetings) No new discussion.

SP.20.18, Revision to the Bylaws, Part D.7 – Conference on Conduct Governance No new discussion.

SP.20.20, Revision to the Bylaws, Part D.17 – Committee on Student Discipline No new discussion.

SP.20.22, Revision to the Bylaws, Part D.14 – Committee on Information Technology

No new discussion.

SP.20.23, Proposed Revisions to the Statutes, Article I, Section 5 – Chancellors and Vice Presidents, and Article III, Section 1 – The Campus

No new discussion.

SP.20.24, Revision to the Bylaws, Part D.15 – Committee on the Library

Roether gave an overview of the suggested revisions including clarifying language regarding the two separate processes for the annual and five-year reviews of the Dean of Libraries and University Librarian. The Senate Committee on the Library also suggested revising the faculty terms from three years to two years which would bring it in line with other Senate committees.

V. NEW BUSINESS

No new business.

VI. ADJOURNMENT

The meeting was adjourned at 10:30 am.

https://uofi.app.box.com/v/USSP/folder/51629919394