Committee Officer Information

Below is information about the duties for the committee officer roles, as well as resources for them.

Academic Standing Committees

Committee Chair Duties

• Sets meeting agendas to progress through committee business
  • Arrange for Outlook calendar and Teams invitations to be sent for remaining meetings to the committee email address.
  • Send agenda to committee approximately 1 week in advance of the meeting
  • Recommended: treat the committee business sheets like to-do lists and use those to plan the meeting agendas
  • Note: Chairs of committees that consider curriculum will need to view the Managing Curriculum Matters in Committees video (narrated PowerPoint presentation, less than 18 minutes) and the Committee Chair Curriculog (Modern Campus Curriculum) Queue and Agenda Creation Tutorial (PDF)
• Requests space on Faculty Senate agendas for items sent from the committee
  • See Agenda Committee Page for the deadlines to request
• Runs meetings
  • Use Robert’s Rules for voting, motions
  • Parliamentary Motions Guide (PDF)
• Invites speakers/presenters as necessary
• Attends monthly Committee Chairs meeting with Faculty Officers (other members may step in and attend if chair cannot)

Committee Vice Chair Duties

• Runs meetings when chair is absent
• Provides assistance to chair as needed
• Drafts Committee’s annual report
  • Recommended: filling it out throughout the year, updating it after each meeting
  • Annual Report Form (Word)

Committee Secretary Duties

• Takes minutes for the committee in the required minutes format (to meet accessibility requirements)
  • Meeting Minutes Form (Word)
• Distributes minutes to the committee
  • Easiest if done through using the committee email address, but can also be done via notification of presence of minutes in Teams or SharePoint folders

Appellate Committee

Appellate Steering Committee Chair

• Drafts memos to convey Appellate Steering Committee decisions regarding screening of appeals for appropriate jurisdiction
  • Memo examples and templates will be provided
• Answers questions regarding procedure from parties (early in process)

Appellate Steering Committee Secretary

• Takes minutes for meetings of the Appellate Steering Committee (these minutes lack identifiable information and simply note who was present and that a matter was discussed, etc.).
• Provides minutes to Faculty Senate Office Administrator (Rachel Baker)

Appellate Topic Chairs (automatic members of the Appellate Steering Committee)

• Complete a training from the Office of University Counsel
• Pre-screen appeals to verify that the matter is under the jurisdiction of one of our appeal processes
• If matter is under jurisdiction, will assemble the hearing panel
• Sometimes weigh in on procedural matters that are not fully defined in the applicable policies or the ECU Faculty Manual
• Together, write the annual report, which is forwarded to the Faculty Governance Committee