Scheduling Time on an Academic Senate (AS) Meeting Agenda


Guidance for AY 13-14

General Information

·        AS meetings are typically held in Slaughter Hall 2230/2240 on Thursdays from 12:00 – 1:50 p.m. two to three times per month during fall and spring semesters.  Specific information on meeting dates and locations for AY 13-14 can be found on the Senate Calendar.  AS meetings are audio-recorded to assist in providing accurate minutes.  As members of Senate, the president (non-voting) and provost (voting) regularly attend AS meetings, particularly when policy-related topics are scheduled. 

·        Most topics and issues presented to Senate originate from its 14 standing committees. Each standing committee presents its charge for full Senate approval in September and is expected to report progress and present issues for action throughout the academic year.  Current committee charges, reports, and membership can be found on the Standing Committees link.   Other topics and issues come before Senate on an ad hoc basis as they arise and are able to be accommodated on AS agendas.  

·        AS Executive Committee (ASEC) typically meets on Thursdays when the full Senate is not in session from 12:00 – 1:50 p.m.   ASEC sets the agenda for meetings of the full Senate.  For large or complex topics or issues, ASEC may request a preliminary meeting with the presenter(s).

Members of ASEC for AY 13-14 are:

Michael Laver, CLA ( - Chair
Vincent Serravallo, CLA ( - Vice Chair
S. Manian Ramkumar, CAST ( - Operations Officer
Michael Richmond, COS ( - Communications Officer
Charlotte Thoms, NTID ( – Treasurer 

·        Administrative support to AS is provided by:  

Vivian Gifford
Senior Staff Assistant
5-2016 (phone) (e-mail)
2106 Eastman Hall

Suggested Protocol

·        Making Contact.  To request time on an upcoming AS agenda, contact ASEC via e-mail at and copy Vivian Gifford.

·        Providing Information.  Providing the following information will 1) help ASEC respond promptly to your request and 2) assist Vivian in meeting preparations:

o   Dates (in order of preference) of upcoming meetings at which you’d like to present.

o   Amount of time needed (minimum and ideal) to present the topic and field questions; and, if applicable, for AS to take action.

o   Name(s), title(s), college/division, and department(s) affiliations of presenter(s)

o   Title of your topic as it should appear on the agenda and in meeting minutes.

o   Objective(s) of your presentation (e.g., reporting for informational purposes, obtaining formative feedback/input, securing AS approval).

o   Description of materials, if any, you will submit for review by senators. 

·        Submitting Materials.  If you’re submitting materials, they should be sent via e-mail to Vivian at least five business days prior to the meeting to provide senators with sufficient time to review information related to your topic.

·        Following Up.   A few days after the meeting, Vivian typically sends presenters the first draft of the minutes to review for accuracy and respond with edits if needed.  It is vitally important to respond by the stated deadline; the final draft of meeting minutes are typically distributed to senators five business days prior to the next  AS meeting.