Responsibilities of Faculty Senate Secretary

General Duties

1. Assist the Chair in the construction and distribution of the agenda for the monthly senate meetings.
2. Send monthly email reminders to senate members with meeting agenda. Include a copy of the unapproved minutes as an attachment, if possible.
3. Make copies of the meeting agenda and the unapproved minutes from previous meeting for members of faculty senate at the regular monthly meetings.
4. Take minutes of the regular monthly meetings.
5. Keep track of attendance of the monthly meetings.
6. Keep track of changes in roster.  Notify the Webmaster of any changes.
7. Send approved minutes to webmaster within a week of the meeting they were approved.
8. Get year-end reports from committee chairs and sent them to Webmaster at the end of the term.
9. Keep copies of all records for Faculty Senate office, and eventually for the University Archives.
10. Assist the Chair and Chair-elect in determining the make-up of the new committees.
11. Conduct necessary correspondence.

Election Duties

• Determine the number of senators for each College.  Statistics for the number of faculty for each College are available from Institutional Research office.
• Send letter/email to Caucus Leaders of each College requesting they oversee the elections for new faculty members.  The letter should include the number of senators to be elected, the names of the senators that will be going off the senate, and the terms that need to be filled.  The letters should be sent out before the March meeting.  Elections should be completed by the first of April.
• Get election results from the Caucus Leaders.  Find the email addresses for the new senators, if not provided by the Caucus Leaders.
• Send out welcome messages to the new senators, outlining basic information that they should know, including an invitation to attend their first meeting in April.
• Request from all senators, both new and returning, the names of two committees on which they would be interested in serving.
• Assist in the determination of the proposed slate of candidate for next term.

Meetings to Attend

• Monthly Senate meetings
• Monthly Executive Committee meetings
• Monthly Executive Committee meetings with USA President
• USA Board of Trustees quarterly meetings

University of South Alabama  -  Faculty Senate -  Mobile, AL 36688-0002
For comments or questions about our web site, please E-mail ap.
Last date changed: September 14, 2007
URL: http://www.usouthal.edu/usa/fsenate/secretary.html