University Senate Charter Amendment No.: 2122-01A
UNIVERSITY SENATE
UNIVERSITY AT ALBANY
STATE UNIVERSITY OF NEW YORK
Introduced by: Governance Council
Date: March 9, 2022
UPDATES TO THE CHARTER TO SECTION VI. - Operation of the Senate
IT IS HEREBY PROPOSED THAT THE FOLLOWING BE ADOPTED:
e That University Senate Charter be amended as detailed below
e That these amendments go into effect immediately
Current Charter with proposed changes in red
V1.2. Operation of the Senate
V1.2. Conduct of Meetings
In addition to those procedures specified in the Bylaws, particularly Article II, Section 7,
the following procedures shall govern operation of the Senate:
V12.1. A regular day and time for Senate meetings shall be publicized as early as
possible in the previous year.
V1.2.2. As specified in Bylaws Article II Section 7.5, Senate meetings may be observed
by any member of the University community.
VI.2.3. Ordinarily, speakers on a topic shall be alternated as to their pro or con positions,
with the exception that no Senator shall be denied the right to speak at least once during
the debate.
VI.2.4. If a Senate meeting is still in session at the end of its designated meeting time.,
the Chair shall call for an appropriate motion, typically one of the following: to adjourn
(implies no topic on the floor); to postpone the current topic until the next regular
meeting, to be followed by a motion to adjourn; to recess until (for example, the
following Monday at 3:30 p.m.); to continue discussion until (specific time); to move the
previous question, to be followed by a motion to adjourn, recess, or continue business
until (specific time).
V1.2.5. When meetings are conducted in an electronic format, the following rules shall be
observed:
VI.2.5.1. Technical requirements and malfunctions. Each member is responsible for
mastering the interface of the technology required for participating in meetings and for
their own audio and Internet connections. No action shall be invalidated on the
grounds that the loss of, or poor quality of, a member’s individual connection
prevented participation in the meeting.
V1.2.5.2. Assignment of the floor. To seek recognition by the chair, a member or
guest shall use the raise-hand “reaction” feature (or equivalent) of the Internet meeting
service. A member who intends to make a motion or request that under the rules may
interrupt a speaker (e.g. point of order) shall do so orally.
VI.2.5.3. Voting. Votes on main motions shall be taken by the voting/polling feature
of the Internet meeting service, unless a different method is ordered by the Senate or
required by the Charter or Bylaws. On amendments or other interim motions, or when
otherwise required or ordered, other permissible methods of voting are by the yes/no
“reaction” feature (or equivalent), electronic roll call or audible roll call. The chair’s
announcement of the voting result shall include the number of members voting on
each side of the question and the number, if any, who explicitly respond to signal their
presence without casting a vote (i.e. the number of those who choose the abstain
option in the vote/poll). Business may also be conducted by unanimous consent.
VI.2.5.4. The use of chat (or equivalent). A member intending to make a main
motion, to offer an amendment, or to propose instructions to a committee, shall to the
extent feasible, after being recognized and stating the motion verbally, post the motion
language in writing to the chat feature (or equivalent), preceded by the member’s name
and Senate designation. Debate on motions and/or the initiation of parliamentary
actions shall be conducted orally on the floor, not via the chat feature (or equivalent).
Rationale:
Whether conducting its meetings in person or over an internet meeting service, the University Senate
remains a deliberative body governed by Robert's Rules of Order; this is set out in Bylaws I §5.3.2:
“Unless otherwise specified, all meetings shall be conducted according to Robert's Rules of Order” (cf.
Senate Handbook V, “Parliamentary Procedure”: “When rules of order are not otherwise specified, the
University Senate and its bodies are expected to follow Parliamentary Procedure in accordance with
Robert's Rules of Order” [9]). Given the additional functionalities made available by Internet meeting
services and which are not explicitly covered by Robert's Rules of Order, additional rules are needed to
maintain procedural clarity and facilitate orderly conduct of Senate meetings.
The editors of Robert’s have proposed various suggested “Sample Rules for Electronic Meetings in the
latest edition (RONR [12th ed.], 63449). The Robert’s Rules Association has made this section of
RONR (12th ed.) freely available here: https://robertsrules.com/sample-rules-for-electronic-meetings/.
Governance Council determined that for electronic meetings of our own Senate, the most promising of
the various “scenarios” outlined by Robert’s Rules is “Scenario A,” which presumes the use of “full-
featured Internet meeting services” (a generic characterization clearly applicable to Zoom). The
proposed supplemental rules above are accordingly based on RONR (12th ed.) Scenario A.
The proposed amendment was approved by GOV on Jan-19-2022.
