- A quorum at a meeting is achieved when one-third of the Voting Faculty are present at the meeting. A motion or resolution concerning business not on the agenda shall be voted on at a meeting only if a majority of the Voting Faculty are present or if unanimous consent is secured.
- Faculty members with at least 25 per cent appointments in the Department shall be counted among the Voting Faculty, and have a full vote. However, faculty with fractional appointments in mathematics shall not be counted in the determination of what constitutes a quorum unless they are present at the meeting, nor in the determination of the number required for a majority vote of the Voting Faculty unless they vote.
- The parliamentary procedures at Department meetings shall be those given by Robert's Rules, except where the latter contradict the present Constitution or Bylaws.
II. Executive Committee Procedure
- The Executive Committee shall distribute in a timely fashion reports to the Faculty giving appropriately full information concerning the Committee's deliberations. Matters of a personal nature need not be disclosed.
III. Election to the Executive Committee
- It is intended that the nomination and the elections to the Executive Committee shall be made so as to yield an Executive Committee which has regard for all the interests of the Department.
- All nominations to the positions shall be made in advance of the election meeting, in writing, and indicating acceptance by the nominee, and signed by three members of the Voting Faculty. The Chair shall keep the Faculty informed concerning the status of nominations. Nominations will be accepted up to two class days before the meeting. In cases where the number of number of nominees for positions, either two-year or one-year, on the committee does not exceed the number of slots to be filled, nominations may be accepted from the floor at the meeting where the Executive Committee election is held.
- The members of the Executive Committee shall be elected consecutively. Eligible faculty off campus may choose to participate in the election of members to the Executive Committee. They may do so by designating any voting member of the voting faculty as their proxy. The proxy must then be present and inform the election marshalls of their proxy role at the time of the meeting. Balloting for a single position shall take place as follows: Each voter shall list his/her choices of nominated candidates in order of preference. The ballots are then collected and counted as follows: Each candidate is assigned all ballots in which that candidate is first choice. If one candidate has a majority of the ballots that candidate wins. If not, the candidate with the fewest number of ballots is eliminated. (In case two or more candidates are tied for fewest, the tie shall be broken by counting the second place votes on all the ballots and the tied candidates with the fewest shall be eliminated. If there is still a tie a random method shall be used to break this second tie.) The eliminated candidate's ballots are redistributed among the remaining candidates according to the next preference shown on the ballots. This process is continued until one candidate has a majority.
- If a position on the Executive Committee becomes vacant with at least a term left in the academic year, a special election shall be held to fill the vacancy. If less than a term remains, the Chair shall appoint a Faculty member to fill the vacancy.
IV. Area Membership and Area Committees
Membership to an area shall be open to each member of the Faculty as each member chooses. The members of an area shall determine the composition of their area committees. The leaders of area committees are selected in accordance with the Constitution, Article VIII, 3).
V. Policy on Appointments, Reappointments, and Notice of Termination
- Any new appointment to a tenure-track (1) or tenured position, whether external or by internal promotion, and any regular (as opposed to visiting) external appointment to the rank of Associate Professor or Professor, whether with tenure or not, must be approved by a vote of the tenured faculty. A new appointment to the rank of Professor shall require, in addition, approval by a vote of the tenured Professors. Promotion of a tenured faculty member to the rank of Professor requires only approval by a vote of the tenured Professors.
- Any reappointment to a position that is not definitely terminal shall require a vote of the tenured faculty. Any decision not to renew an appointment which is tenure-track or for which a tenure review has been promised shall require a vote of the tenured faculty.
- All other decisions on appointments, reappointments, and renewals are delegated to the Executive Committee.
- The next four paragraphs define what is to be construed as "approval". In votes of the tenured faculty the eligible voters are all tenured faculty of the Mathematics Department. In cases where the vote is to be taken by the tenured Professors, the eligible voters are those tenured faculty of the Mathematics Department who hold the rank of Professor. Both in the case of the votes of the tenured faculty and in the case of votes of the tenured Professors, votes of eligible off-campus faculty by telephone, e-mail, FAX, etc. will be accepted upon request of the faculty member. It is the responsibility of the absent faculty members to keep informed of the circumstances in the case and to communicate their votes within the normal deadline for voting.
- The Chair and Executive Committee are charged with presenting each case requiring a vote to the appropriate eligible voters. The presentation shall include a thorough discussion of positive and negative aspects of the case. This discussion should address the research, teaching, and service of the candidate. Ordinarily, the Executive Committee will make a recommendation for action.
- In order for a vote on appointment or reappointment to constitute approval, at least two-thirds of those who vote and a majority of those faculty who are either eligible voters on campus or who are eligible voters off campus and actually vote must vote in favor of the appointment or reappointment. A recommendation to terminate is approved if a majority of those voting favor termination. If a recommendation for appointment or reappointment is opposed by a majority of those voting, then the Chair and the Executive Committee may choose to regard termination as approved (or appointment as disapproved). However, they may ask for reconsideration of the case at another meeting. Analogous rules apply to cases where action by the tenured Professors is needed.
- In cases of reappointment or promotion to tenure in which the vote is not sufficient either for approval of reappointment nor for approval of termination, the Chair and Executive Committee are charged with reconsidering the case and bringing it, with the same or with a revised recommendation, to a second meeting of the tenured faculty. After the second meeting, approval of reappointment by two-thirds of those voting and a majority of those faculty who are either eligible voters on campus or who are eligible voters off campus and actually vote shall be required. Any second vote which fails to achieve approval of reappointment should be construed as a vote approving termination. Analogous rules apply to situations where action by the tenured Professors is needed. In case of appointments to tenure, if the results of a ballot appear controversial, even though the two-thirds majority has been achieved, the Chair shall have the discretion, after consulting with the Executive and/or Personnel Committee, to return a case to the Tenured Faculty for further consideration.
- Assistant professors holding tenure-track appointments shall receive a Departmental review no later than the third year of that appointment. Such a review, if conducted in the third year, has three possible outcomes: a recommendation for promotion to Associate Professor with tenure, a recommendation for an additonal three year term, or a recommendation against renewal, in which case there shall be a fourth, terminal, will be made available.
- University rules on tenure and notice of termination also apply and may legally supersede any recommendations of the Executive Committee or faculty. (2,3)
- Notice of non-reappointment should be given in writing in accord with the following standards:
- In the case of terminal appointments with a fixed term of two to four years, e.g., in the case of three year terminal appointments, there is to be a reminder that the appointment is terminal in August preceding the last academic year of the appointment.
- In other cases the following rules apply (4):
- Notice should be given not later than March 1 of the first academic year of service, if the appointment expires at the end of that year; or if a one-year appointment terminates during an academic year, at least three months in advance of its termination.
- Not later than December 15 of the second academic year of service, if the appointment expires at the end of that year; or, if an initial two-year appointment terminates during an academic year, at least six months in advance of its termination.
- At least twelve months before the expiration of an appointment after two or more years in the institution.
VI. The Long Range Planning Committee
- There shall be a standing Long Range Planning Committee, charged with making recommendations on matters of long-term policy, priorities in hiring, and problems of a continuing nature which do not fall into the scope of any other single committee. If it becomes necessary, this committee shall also have the duty of formulating a written plan for the Department. The committee shall normally have five members, ordinarily senior faculty, representing a cross-section of areas. To replace a member of the Long Range Planning Committee whose term is ending, the Executive Committee shall nominate, with their consent, two faculty members, and the new member shall be elected from these two by the Voting Faculty, normally at the April Faculty Meeting where the new members of the Executive Committee are elected. Ties shall be broken by lot. Terms shall be staggered so that, normally, one replacement is made each year. If members go on leave, the Executive Committee may appoint temporary replacements without confirmation if the period is a year or less. The initial terms of the committee shall be five, four, three, two and one year(s). Subsequent terms shall be for five years.
- The Department Chair has the option of attending the meetings of this committee.
- The chair of the planning committee shall have timely access to the unabridged minutes of the Executive Committee.
- This committee is purely advisory. Policy recommendations must be adopted in the usual manner. (Section VII)