Faculty Organization By-laws
(Approved 12/2009)
Preamble
In accordance with Article X of the Policies of the Board of Trustees of State University of New York, the faculty of the SUNY Upstate Medical University hereby organizes and adopts these bylaws as standards of governance for SUNY Upstate Medical University Faculty Organization.
Definitions: As used in these bylaws, unless otherwise specified the following terms shall mean:
a. “Upstate Medical University” — the College of Health Professions, the College of Nursing, the College of Graduate Studies, the College of Medicine, and such other colleges as may hereafter be established by the State University of New York Upstate Medical University.
b. “University” — State University of New York.
c. “Board of Trustees” — the Board of Trustees of the State University of New York.
d. “Chancellor” — The Chancellor of the State University of New York.
e. “President” — Chief Administrator Officer of SUNY Upstate Medical University.
f. “Vice President for Academic Affairs” — Chief Academic Officer of SUNY Upstate Medical University.
g. “ The Faculty” —The Chancellor, the President, the Deans, Administrative Officers of SUNY Upstate Medical University whose primary responsibility involves educational programs, and the Academic Staff.
h. “Academic Staff” — The staff comprised of those persons having academic rank or qualified academic rank.
i. “Academic Rank” — Rank held by those members of the professional staff having the titles of professor, associate professor, assistant professor, instructor, and assistant instructor, including geographic full-time faculty members having such titles, and rank held by members of the professional staff having the titles of librarian, associate librarian, senior assistant librarian, and assistant librarian. A geographic full-time faculty member is a person serving on the faculty of SUNY Upstate Medical University who is not employed on a full-time basis for the purpose of fixing compensation payable by the State but all of whose professional services and activities are conducted at SUNY Upstate Medical University or its affiliated hospitals and are available to the State on a full-time basis for clinical and instructional purposes.
j. “Qualified Academic Rank” — Rank held by those members of the academic staff having titles of lecturer, or titles of academic rank preceded by the designations “clinical” or “visiting” or other similar designation.
k. “Professional Staff” — All persons occupying positions designated by the Chancellor as being in the unclassified service.
l. “College” — Academic component of SUNY Upstate Medical University as defined by the Administration of SUNY Upstate Medical University.
m. "Administrative Officer"--The head of a college or contract college, as the case may be, whether called president, dean, provost, director or otherwise.
Article I Name
The name of this organization shall be “The Faculty Organization of the State University of New York Upstate Medical University,” hereinafter referred to as the Faculty Organization.
Article II Purposes
The purposes of this organization shall be:
1. To function as an umbrella organization to provide a means for formal channels of communication among the Colleges.
2. To provide a means for the faculty to exercise its right and obligation to participate significantly in the initiation, development and implementation of educational policies and programs.
3. To provide the means for fulfillment of the responsibilities and prerogatives of the faculty as stated in the Policies of the Board of Trustees.
4. To serve such other functions as may be determined by the membership, including the Chancellor and the President.
5. To foster interaction and communication between Academic Staff and Administration of SUNY Upstate Medical University on all matters affecting academic activities and programs.
Article III Members
Section 1. Membership
The membership of the Faculty Organization shall be the Chancellor, the President, the Vice President for Academic Affairs, the Deans, and other Administrative Officers of SUNY Upstate Medical University whose primary responsibility involves educational programs, and those persons having academic rank or qualified academic rank.
Section 2. Dues
Membership in the Faculty Organization shall not be conditional upon payment of dues.
Section 3. Voting Privileges
Each member shall be entitled to one vote except instructors and assistant librarians who have completed less than one year of professional obligation in the University and assistant instructors and persons having temporary appointments. The Secretary of the Faculty Organization, in consultation with the Director of Human Resources of SUNY Upstate Medical University, shall keep an official and up-to-date membership list of the faculty indicating those members who are eligible to vote in the Faculty Organization.
Article IV Officers
Section 1. Composition
As specified by the Board of Trustees Policies the Chairperson of the Faculty Organization shall be President of SUNY Upstate Medical University. The other officers of the Faculty Organization shall be the Council Chair; the Council Vice Chair; the Secretary; Faculty Senator(s); and Alternate Faculty Senator(s).
Section 2. Duties
In addition to any other duties specified by these bylaws, or by the parliamentary authority of the Faculty Organization, the duties of the officers shall be:
A. Council Chair — The Council Chair shall serve as the Chairperson of the Council of the Faculty Organization, hereinafter referred to as Council. The Council Chair or designee shall serve on the campus Judicial Appeals Board, attend meetings of the President’s Cabinet, President’s Council, and any other Councils or committees as deemed appropriate by the President, Vice President for Academic Affairs, or Council. The Council Chair shall be an ex-officio member without vote of all committees of the Faculty Organization, except the Nominating Committee, on which the Council Chair shall not serve.
B. Council Vice-Chair — The Council Vice Chair shall assist the Council Chair in fulfilling his/her duties; preside at meetings of the Council and the Faculty Organization in the absence of the Council Chair; serve as Vice Chairperson of the Council; and fill the unexpired portion of the term of the Council Chair in the event that the individual is unable for any reason to complete his/her term.
C. Secretary — The Secretary shall also serve as Secretary of the Council; shall record and keep minutes of each meeting of the Faculty Organization and is responsible for distributing copies to members of the Faculty Organization; shall record and keep minutes of the Council meeting and is responsible for distributing copies to members of the Council; in consultation with the Director of Human Resources of SUNY Upstate Medical University, shall keep an official and up-to-date membership list of the faculty indicating those members who are eligible to vote in the Faculty Organization; notify members of meetings in accordance to Article V, Section 1,2,3.
D. Senator(s) and Alternate Senator(s) to University Faculty Senate. The Senator(s) and Alternate Senator(s) shall represent SUNY Upstate Medical University in the Faculty Senate, in accordance with the Policies of the Board of Trustees. These representatives shall be members of the Council. Following each meeting of the Senate, the Senators shall report at the next meeting of the Council of the Faculty Organization.
Section 3. Election of Officers
The Faculty Senator and Alternate Faculty Senators shall be elected as per Article VII, Section 1, B.5. All other officers shall be elected annually by plurality vote of the Council at a meeting of the Council to be held as specified in Article VI, Section 8A, and shall assume office immediately. The Council Chair shall have had at least one year of service on the Council prior to his/her election.
Article V Meetings
Section 1. Regular Meetings
The Faculty Organization shall hold at least two regular meetings each year, one in December, and one in May. The May meeting shall be the annual meeting. The Secretary of the Faculty Organization shall send an announcement of the specific date for these meetings to the faculty at least eight weeks before the meeting and shall, at least three weeks before any regular meeting, notify each member of any new business and/or substantive items on the agenda as determined by the Council. In order to discharge those responsibilities which are required by the Policies of the Board of Trustees and those which are deemed desirable or necessary, additional regular meetings may be called: a) by the Chancellor, b) the President, c) the Vice President for Academic Affairs, or d) by the Council Chair upon recommendation of the Council.
Section 2. Special Meetings
A. Special meetings of the Faculty Organization may be called by: a) the Chancellor, b) the President, c) the Vice President for Academic Affairs, d) the Council of the Faculty Organization, or e) the Secretary of the Faculty Organization upon petition of 25 members of the faculty. The Secretary shall notify each member of the faculty at least seven days before a special meeting. The notice that calls the meeting shall state the purpose for which the meeting was called, and business shall be limited to that of the notice.
B. Special meetings of only those members holding academic rank or of only those members holding qualified academic rank may be called: a) by the Chancellor, b) the President c) the Vice President for Academic Affairs, d) the Council, or e) by a petition of 25 or more of the faculty holding the corresponding rank. The agenda shall be limited to matters pertaining particularly to members of the faculty having the corresponding rank; only those members holding that rank shall be entitled to vote at such meetings. The Secretary shall notify the faculty holding the appropriate rank at least seven days before such a special meeting. The notice that calls the meeting shall state the purpose for which the meeting is called, and business shall be limited to that of the notice.
Section 3. Emergency Meetings
Emergency meetings may be called by a) the Chancellor, b) the President, c) the Vice President for Academic Affairs, or d) the Council Chair at any time.
Section 4. Quorum
Thirty-five or more of the membership entitled to vote shall constitute a quorum for the transaction of business at any meeting of the full Faculty Organization. A quorum for a special meeting of only those having academic rank or of only those having qualified academic rank shall be 25 voting members.
Section 5. Agenda
In accordance with the Policies of the Board of Trustees, the Chancellor and the President shall be given the opportunity to present reports at any meeting of the Faculty Organization.
The agenda of the December and May regular meetings of the Faculty Organization shall consist of the following items: (a) Minutes of the previous meeting (b) Opportunity for Report of the Chancellor (c) Opportunity for Report of the President (d) Opportunity for Report of the Vice President for Academic Affairs (e) Report of the Faculty Senator(s) (f) Report of the Council Chair (g) Report of elections, when such have been held (h). Report of the Standing Committees (i) Report of the Ad Hoc Committees (j) Any other reports recommended by the Council (k) Unfinished business (l) New business
Items of new business to be presented for vote at any regular meeting must be submitted in writing to the Council Chair for review by the Council at least six weeks in advance of a scheduled Faculty Organization meeting.
The Secretary shall include an explanation of such new business with the announcement of the meeting. New business presented from the floor that is judged by the Council Chair to be substantive in nature shall be referred to the Council for consideration and included on the agenda for the next meeting.
Section 6. Minutes
Minutes of the meetings and reports of committees shall be kept on permanent file in the )ffice of the President. Such minutes and reports shall be available for review upon request of any voting faculty member.
Article VI Council of the Faculty Organization
Section 1. Membership
The Council shall be comprised of the Faculty Senators, Alternate Faculty Senator(s), a maximum of 11 other voting members of the Faculty Organization elected to represent the colleges of SUNY Upstate Medical University and to represent the library faculty and the following ex-officio members: the President, the Vice President for Academic Affairs, the Deans of each College, the Dean of Student Affairs, the Chair of the Medical College Assembly, the Chair of the Graduate Faculty Organization, and the Chair of the General Assembly of the College of Health Professions, College of Nursing, and Library. No elected member shall represent more than one college. Ex-officio members shall have all privileges of elected members, with the exception that ex-officio members shall not vote.
Section 2. Elections of College Representatives
Each college and the library shall elect at the Annual Meeting of the appropriate Assembly or Faculty Organization of the College, the representative(s) to which it is entitled as determined by the Council (see Article VI, Section 4); representatives shall assume office at the first meeting of the Council following the Annual Meeting of the Faculty organization. Voting faculty members who hold appointments in more than one college shall be entitled to vote for representatives in each college where they hold an appointment.
Section 3. Term of Office
Each elected Council member shall serve a three year term or until his/her successor is elected. Elected Council members may serve for two consecutive terms after which at least one year must elapse before being eligible for re-election.
Section 4. Determining Representation
Each Spring prior to any Annual Meetings of the Assemblies or Faculty Organizations of the Colleges, the number of representatives to which each college is entitled shall be determined by the Council from the official list of the voting faculty of the Faculty Organization using the ratio of the number of voting faculty members in a given college to the total number of voting members of the Faculty Organization except that each college shall have at least one representative. Faculty members with teaching appointments in more than one college concurrently shall be counted in each of the colleges for purposes of establishing the ratio. Maximum elected membership is eleven, therefore, in the event representation of a college is to be decreased and no member’s term is due to expire, that college’s member with the least seniority on the committee shall be dropped from membership.
Section 5. Vacancies
In the event an elected member cannot serve his/her full term, the Council Chair upon recommendation of the ex-officio member representing the appropriate college Assembly or Organization, shall appoint a pro-tem member from the college to serve on the Council until a successor can be elected from that college to complete the unexpired term. A College may hold a special election for such purpose.
Section 6. Quorum
Six voting members of the Council of the Faculty Organization shall constitute a quorum.
Section 7. Officers of the Council
A. Composition — The Officers of the Council shall be the Council Chair, the Council Vice-Chair, and the Secretary.
B. Election of officers of the Council — The officers of the Council shall be elected by a plurality vote at the first meeting of the Council following the annual meeting of the Faculty Organization (see Article VI, section 8A), and shall assume office immediately. The Council Chair shall have had at least one year of service on the Council prior to hi/her election as Chairperson.
C. Term of Office — Term of office shall be one year. An Officer may serve two consecutive terms, after which he/she shall not be eligible to serve in the same office until one year has elapsed, with the exception of the Secretary who may serve three consecutive terms.
D. Duties of the officers of the Council — The duties shall be those prescribed by these bylaws or by the parliamentary authority of the Faculty Organization.
E. Vacancy — In the event the Council Chair is unable for any reason to complete the term of office, the Council Vice-Chair shall assume the position of Council Chair. In the event of vacancy in other offices on the Council, the unexpired portion of the term shall be filled by a special election to be held at the next meeting of the Council. Officers who have served more than one half of a term, shall be considered to have served a full term.
Section 8. Meetings of the Council
A. Regular meetings shall be held at least quarterly, with the last meeting to be held no later than four weeks following the Annual Meeting in May for election of officers. Newly elected members shall assume their duties at this meeting.
B. Special meetings may be called by the Chancellor, the President, the Vice President for Academic Affairs, the Council Chair, or by the Secretary of the Council upon petition by three elected members of the Council.
C. Minutes — The Secretary of the Council shall be responsible for preparation of complete minutes of Council meetings, which shall be kept on permanent file in the Office of the President, and shall be responsible for preparation of abstracts of the minutes of Council meetings, which shall be distributed to elected and ex-officio Council members, and the Chairperson of each academic department.
D. Parliamentarian — The Council Chair may appoint each year a parliamentarian from the membership of the Council to serve as his/her advisor in matters of parliamentary procedure.
Section 9. Functions of the Council of the Faculty Organization
The Council shall: (1) be the governing body of the Faculty Organization. (2) review patterns of governance and administration as established by the individual colleges and the library of SUNY Upstate Medical University to determine whether they are consistent with the Policies of the Board of Trustees of the State University of New York and the bylaws of the Faculty Organization. Recommendations for revision shall be made when necessary. (3) consult with and inform the Chancellor, the President, the Vice President for Academic Affairs, the Deans, and other administrative officers or staff on matters pertaining to participation of the Faculty Organization in education, research, and service programs of SUNY Upstate Medical University. (4) review and act upon all matters referred to it by the Faculty Organization, committees of the Faculty Organization and individual members of the Faculty Organization. It shall report its actions to the appropriate referring body. (5) prepare an agenda for meetings of SUNY Upstate Medical University Faculty Organization according to Article V, Section 5. (6) review the reports and recommendations of all standing and ad hoc committees of the Faculty Organization. (7) review the reports and recommendations of the Faculty Senators. It shall suggest agenda items for meetings of the Faculty Senate and shall advise the Senator(s). (8) be empowered to appoint ad hoc committees of the Faculty Organization, as necessary. (9) establish standing committees upon majority vote of the Faculty Organization and shall assume responsibility for filling vacancies on standing committees. (10) serve as a Committee on Committees. In this capacity it shall advise the President concerning necessary and desirable working faculty committees of SUNY Upstate Medical University, and recommend candidates for membership.
Article VII Committees
Section 1. Standing Committees
The standing committees of the Faculty Organization shall be the Nominating Committee, and any other standing committees recommended by the Council and approved by a majority vote of the faculty in attendance at any regular meeting of the Faculty Organization or any special meeting of the entire Faculty
Nominating Committee
1. Membership — the Nominating Committee shall consist of two members from the College of Medicine, and one member from each of the other colleges of SUNY Upstate Medical University and the Library.
2. Election — The representatives from each college and the Library shall be elected by the Council of the Faculty Organization at the Council meeting which is held no later than four weeks following the Annual Meeting.
3. Term — The Nominating Committee shall serve for three years or until the succeeding Nominating Committee is elected.
4. Officers — The Committee shall elect its own Chairperson and Secretary.
5. Duties — The Nominating Committee shall: a. conduct the nomination and elections for the Faculty Senator(s) and Alternate Faculty Senator(s) in accordance with the Policies of the Board of Trustees, and any other elective position which may need to be filled by the Faculty Organization. b. Recommend at least two candidates for the elective positions of Faculty Senator(s) and Alternate Faculty Senator(s) to be filled by vote of the Faculty Organization and present the names of the candidates to the Council at its meeting immediately preceding the annual meeting of the Council of Faculty Organization. Additional nominations may be made from the floor. c. at least six weeks prior to the annual meeting, send a preferential mail ballot listing the candidates for all vacancies to each voting member of the Faculty Organization; for the elections of Faculty Senator(s) and Alternate(s) in accordance with the Policies of the Board of Trustees, ballots shall be sent to the professional staff. Two weeks shall be allowed for return of ballots to the Secretary of the Faculty Organization. d. tabulate the vote and report the results to the President, the Council Chair, and Secretary of the Faculty Organization. The results shall be published in SUNY Upstate Medical University newsletter.
Section 2. Ad Hoc Committees.
Ad Hoc Committees shall be appointed by the Council as needed.
Article VIII Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order, shall govern the Organization in all cases to which they are applicable and in which they are not inconsistent with the bylaws or the special rules of order of the Organization.
Article IX Amendments
Proposals to amend these bylaws may be initiated by the Council or by at least 25 voting members of the voting members of the Faculty Organization. The Secretary of the Faculty organization shall notify each of the voting members regarding the proposed amendment at least three weeks prior to a meeting of the entire Faculty Organization where an amendment requires a two-third vote of those voting, a quorum being present. Amendments shall be effective immediately except in instances where the provisions of the bylaws concern consultation with the faculty, in which case they shall become effective upon the approval of the President.