SENATE  COMMITTEE  GUIDE

Committee Contacts:

Membership and directory information for your committee has been sent to you, and is also available on the University Senate website (http://senate.rutgers.edu) and from the Senate office.  The website is updated early each month.  You will be notified by e-mail of changes to your committee roster.

Please send a copy of all committee communications (printed or electronic meeting notices, correspondence, reports, etc.) to the Senate office at 13 Senior Street, College Avenue Campus, or by e-mail to swalagin@rci.rutgers.edu or lmicklsn@rci.rutgers.edu.  Use e-mail whenever possible to circulate meeting notices, agendas, meeting notes or minutes, and draft reports for comment.  If you would like an agenda, draft report, or other document posted on the Senate's website for your committee's review, please contact the Senate Secretary.

University policy permits the use of departmental resources for routine Senate committee needs.

Organize Early:

Make plans for the year in September:

· Schedule meetings.
· Begin to identify issues, and determine priorities.
· Explore projects and objectives.
· Consider the need for subcommittees.
· Establish individual member responsibilities.

Meetings Committee members have been asked to forward their Fall Semester (teaching, course, or other regularly weekly commitments) schedule directly to you so that you can accommodate as many of their schedules as possible.  Please also check the avaliability of your administrative liaison; it is important that he/she attend your committee meetings.  Meetings may be scheduled at any time, although many Senate Committees have customarily scheduled meetings for the mornings of Senate Fridays or the afternoons of other Fridays (except Executive Committee Fridays) during term.  Committee meetings scheduled for Senate Fridays should be held from 9:30-11:30 a.m. to allow members to attend the student, faculty and alumni caucuses (11:45-12:45). The schedule of Senate and Executive Committee meetings is also available at the Senate website (see above).

Rooms for Senate Committees meeting at the Rutgers Student Center, 126 College Avenue, New Brunswick, are reserved through the Senate office.  Please call Linda Mickelsen at (732) 932-7642 to request room reservations.  Mrs. Mickelsen can also provide one-day parking permits for student and alumni Senators attending Friday meetings at the Rutgers Student Center.

Attendance must be recorded at Senate committee meetings, and transmitted to the Senate office following each meeting.  For each meeting of your committee, please photocopy the original committee attendance sign-in form provided by the Senate office, have each attending member sign the form, and forward the form to the Senate office.

Committee members who cannot attend a meeting due to a conflicting professional commitment may be excused by notifying the committee chairperson or the Senate office.

Minutes or an official record of each meetings proceedings should be kept by each committee chair, and copies forwarded to the Senate Secretary after each meeting.

Administrative Liaison:

As committee chairperson, you are encouraged to establish an early working relationship with the administrative liaison assigned by the president to assist your committee, and to engage the liaison in providing information and substantive support toward committee goals.

Committee Results:

Actions completed by committees are submitted in writing by committee chairpersons to the Secretary of the Senate for distribution to the Executive Committee.  Committee reports or recommendations should show the names of participating committee members.

A committee chairperson may be invited to discuss with the Executive Committee an item being reviewed.

If Senate action is to be requested, please consult the following timetable in advance.  It shows the minimum lead time required for a committee report or resolution to appear on a 2002-03 Senate meeting agenda:
 
 

Hardcopy must be received in Senate office by: For Executive Committee to review item on: If to appear on the Senate agenda for meeting of:
September 20, 2002 October 4, 2002 October 18, 2002
October 18, 2002 November 1, 2002 November 22, 2002
January 3, 2003 January 17, 2003 January 24, 2003
January 24, 2002 February 7, 2003 February 21, 2003
February 21, 2003 March 7, 2003 March 28, 2003
April 4, 2003 April 18, 2003 May 2, 2003
Annual Report:

In May, each committee chairperson submits an annual report for distribution to the Executive Committee.  Content includes the year's activities, resolution of issues, matters in need of further work, and suggested areas for future study.

To review the historical background files of your committee, please contact the Senate office.
 

This page updated 9/02