II. University Governance

Preamble The Colgate Governance System is a mechanism through which the campus community deals with matters of significance to on-campus groups. It functions consistently with the Bylaws of the Colgate University Board of Trustees and does not pre-empt the prerogatives of the Trustees, the President of the University, the Faculty, or Committees of the Faculty.

1. Academic Affairs Board The Board's responsibilities include long-range academic planning, the curriculum, academic advising, registration, academic calendars, graduation requirements, the granting of credits, and other matters directly related to the academic functions of the University.

The Academic Affairs Board has two functions: (a) Legislative The Board proposes legislation to the Faculty, which has the power to approve, reject, or amend such proposals. Amendments by the Faculty deemed substantive by the Chair are referred back to the Academic Affairs Board. The Board may accept the faculty amendment(s) to the original legislation, which means the legislation becomes policy; or it may ask the Faculty to reconsider, suggesting any revisions the Board wishes, which would require another majority Faculty vote on the amendment(s) and main motion before the legislation became policy.² All legislative action taken by the Board is reported to the Faculty for action at its next regularly scheduled meeting. (b) Advisory The Board also acts in an advisory capacity to the Provost and Dean of the Faculty on academic matters.

A Faculty member chosen by the elected faculty members of the Board, reports to the Faculty on a regular basis and conveys sense-of-the-Faculty resolutions and agenda items to the Academic Affairs Board. A student, chosen by the student members of the Board, reports to the Student Senate on a regular basis and conveys sense-of-the-Senate resolutions and suggested agenda items to the Board.

The membership of the Academic Affairs Board is as follows:³

Dean of the Faculty (chair)
7 Faculty
5 Division Directors (¹/2 vote each)
4 students
University Librarian (¹/2 vote)
President of the Student Association (¹/2 vote)
Assistant or Associate Dean of the Faculty (Secretary, non-voting)
Dean of the College (ex-officio, non-voting)

A majority by one full vote is needed for any motion to succeed. The Chair is entitled to vote on all matters. No proxy votes may be cast. If the President exercises the right to vote, it is in place of the Dean of the Faculty.
The seven faculty members are elected by the faculty, in such a way that divisional representation is maintained, for three-year terms, which are renewable once. The seven faculty members are chosen in such a way that at least four members will have been granted tenure by the time their terms begin. The four students are elected at large by the Student Senate for one-year terms, which may be renewed as long as a student remains matriculated. The Board may appoint non-voting consultants as it deems appropriate.

The Academic Affairs Board has the power to establish, reconstitute and abolish ad hoc and standing committees. At least one member of each ad hoc and standing committee is drawn from the membership of the Academic Affairs Board. Ad hoc committees must be renewed annually by the Board and given a further formal charge. The need for each standing committee must be reviewed every three years. All standing committees created by the Board consist of faculty members elected by the Faculty, students elected by the Student Senate, and other members as deemed appropriate by the Board.

The Board has three standing committees:

a. The Committee on Academic AdvisingThe Committee on Academic Advising is responsible for all aspects of Colgate's programs for academic advising. The Committee will (a) respond to questions and requests proposed to it by the Board; (b) review proposed changes in policies and programs affecting academic advising; (c) review existing academic advising policies and programs and make recommendations to the Board as seems desirable to the Committee. The Committee will meet at least once each semester.

The membership of the Committee on Academic Advising will consist of:

The Chair of Academic Advising, a faculty member appointed to a three- year renewable term by the Dean of the Faculty
3 Faculty members, representing each of the academic divisions, elected to staggered three-year terms by the Faculty
2 Students elected by the Student Senate
1 Faculty member, appointed by the Chair, who is teaching a first-year seminar course and/or advising sophomores subsequent to such teaching
A representative of the Academic Affairs Board
The Dean of First-Year Students (ex officio)
The Director of Academic Program Support (ex officio)
The Registrar (ex officio)

Consultants to the Committee (as specific circumstances require) may include: the Director of Undergraduate Studies, a representative of the Health Sciences Advisory Committee, a representative of the Department of Education certification programs, the Director of Career Planning, the Chair of the Committee on Standards and Academic Standing, and the Director of First-Year Seminars.

b. The Committee on AthleticsThe Committee's responsibilities include physical education, intercollegiate athletics, club sports, intramural athletics, and recreational activities. The Committee (a) develops policy legislation for consideration by the Academic Affairs Board, and (b) acts as an advisory body to the Director of the Division of Physical Education, Recreation and Athletics. The Committee reports its activities on a regular basis to the Academic Affairs Board, Faculty, and Student Senate.

The membership of the Committee on Athletics is as follows:

Director of the Division of Physical Education, Recreation and Athletics
4 Faculty (one each from the Divisions of the Humanities, Natural Sciences and Mathematics, Physical Education, and Social Sciences; elected by the faculty for three-year terms, which are renewable)
1 Elected Faculty member of the Academic Affairs Board (elected by the members of the Academic Affairs Board for a one-year term, which is renewable)
3 Students (elected by the Student Senate for one-year terms, which are renewable)
Dean of the Faculty
Dean of the College

The Chair of the Committee on Athletics is elected annually by the membership of the Committee.

c. The Curriculum CommitteeThis committee deals with questions and problems of all parts of Colgate's curriculum.

The Committee will (a) respond to questions and requests proposed to it by the Board; (b) review proposed changes in policies affecting the curriculum and make recommendations to the Board; (c) review existing curricular policies and make recommendations to the Board as seems desirable to the Committee.

The membership of the Curriculum Committee is as follows:

2 Faculty (elected by the Academic Affairs Board)
2 Faculty (elected at a Faculty meeting)
1 Student (elected by the Academic Affairs Board)
1 Student (elected by the Student Senate)
1 Member (chosen by the Chair of the Committee for a limited term of no more than one semester to bring a particular expertise)

The Chair of the Curriculum Committee is elected by the Academic Affairs Board.

2. Student Affairs BoardThe Board's responsibilities include student services and activities, residences, student conduct and procedures for discipline, and other matters directly related to the extracurricular life of students of the University.

The Student Affairs Board has two functions: (a) LegislativeThe Student Affairs Board enacts appropriate legislative policies in the area of student affairs with the exception of major policy decisions or departures as defined by the President of the University, which are referred to the Conference Board (see below). (b) Advisory The Board acts as an advisory group for the Dean of the College and the Dean's staff, including the areas of Residential Life, Fraternities and Sororities, and Student Activities. In its advisory role, the Board acts to review proposed policy changes in its area of responsibility.

The Vice President of the Student Association reports issues under consideration and decisions by the Student Affairs Board to the Student Senate. Sense-of-the-Senate resolutions and suggested agenda items are conveyed to the Student Affairs Board by the same officer. A faculty member, chosen by the elected faculty members of the Board, reports to the Faculty on a regular basis and conveys sense-of-the-Faculty resolutions and suggested agenda items to the Student Affairs Board. Other agenda items relating to administrative policy changes may be brought to the Board by the Dean of the College or the chair.

Legislation passed by the Student Affairs Board is reported to the Student Senate by the Vice President of the Student Association. The Student Senate may, if it wishes, express disagreement and request the Board to reconsider the legislation, pass it in amended form, or reject it. In either of the first two cases, the action of the Board will become official University policy immediately unless remanded to the Conference Board by the President.

The membership of the Student Affairs Board is as follows:

Dean of the College
President of the Student Association or Vice President of the Student Association
4 Students
4 Faculty

The four faculty members are elected at-large by the Faculty for three-year terms, which are renewable once. The four students are elected at-large by the Student Senate for one-year terms, which may be renewed as long as a student remains matriculated. The Dean of the College annually appoints four staff members to serve as non-voting consultants. The Board may appoint other non-voting consultants as it deems appropriate.

The Chair is elected yearly by the membership of the Board and is entitled to vote on all matters. No proxy votes may be cast. If the President exercises the right to vote, it is in place of the Dean of the College.

The Student Affairs Board has the power to establish, reconstitute, and abolish ad hoc and standing committees. At least one member of each ad hoc and standing committee is drawn from the membership of the Student Affairs Board. Ad hoc committees must be renewed annually by the Board and given a further formal charge. The need for each standing committee must be reviewed every three years. All standing committees created by the Board consist of faculty members elected by the Faculty, students elected by the Student Senate, and other members as deemed appropriate by the Board.

3. Conference Board The Conference Board is called into existence infrequently and only for extraordinary issues. The President may convene the Conference Board to consider unusually significant matters confronting the University. The Board has the responsibility of advising the President of the matter in question.

Also, decisions made by the Student Affairs Board which are declared by the President to be major policy decisions or departures affecting the overall nature of the University are remanded to the Conference Board. The Conference Board is empowered to make University policy on such issues, consistent with the Bylaws of the Trustees. Sufficient time should elapse in the Conference Board's discussions of any issues so that the Faculty and Student Senate may pass independent sense of Faculty and sense of Senate resolutions if so desired by each body.

The membership of the Conference Board includes the President of the University (who chairs the Conference Board), all voting members of the Academic Affairs and Student Affairs Boards, and the Chair of the Faculty Affairs Committee. All members of the Conference Board have one full vote. The Assistant or Associate Dean of the Faculty serves as non-voting secretary.

4. Liaison Committees The Liaison Committees have two main functions:

(a) LiaisonThe committees meet regularly with the responsible administrative officers to review and discuss matters which arise in each area and report directly to the Faculty and Student Senate. (b) AdvisoryThe committees function as advisory bodies to the administrative officers involved. These committees may, on occasion, find it desirable to make proposals of a legislative policy nature. Such proposals are referred to the appropriate Board.

Membership on Liaison Committees is defined as below, but when issues emerge, the existing members of each committee may appoint additional members or consultants as they deem appropriate. Information and issues are discussed as determined by the administrative officers and members of the committees. It is the responsibility of the members of the committees to be informed about the issues in their area, with the cooperation of the administrative officers. The committees report their activities on a regular basis to the Faculty and Student Senate.

a. The Committee on Campus Planning and Physical ResourcesThis Committee is concerned with the use and renovation of existing facilities and other physical resources, and with the planning of new facilities. The membership of the Committee is as follows:

Vice President for Administrative Services
3 Faculty (elected at large by the Faculty for three-year terms)
2 Students (elected at large by the Student Senate for one-year terms)
President of the Student Association
Provost (or designate)
Dean of the College (or designate)
The Chair is elected annually by the membership of the Committee.

b. The Committee on Off-Campus Relations This Committee is concerned with the University's relations with people and groups in the Hamilton area, alumni, and the general public. The membership of the Committee is as follows:

Vice President for University Relations
2 Faculty (elected at large by the Faculty for three-year terms)
2 Students (elected at large by the Student Senate for one-year terms)
Provost (or designate)
Dean of the College (or designate)

The Chair is elected annually by the membership of the Committee.

c. The Committee on Admission and Student Aid This Committee is concerned with the policies and implementation of policies governing the admission of students and the granting of scholarships and student aid. Legislative or policy proposals of the Committee are referred to the Academic Affairs Board. The membership of the Committee is as follows:

Dean of Admission
Director of Financial Aid
4 Faculty (elected at large by the Faculty for three-year terms)
3 Students (elected at large by the Student Senate for one-year terms)

The Chair is one of the faculty members, elected for a two-year term by members of the Committee. The faculty membership was increased from 2 to 4 and the student membership from 2 to 3 by a vote of the Faculty on May 7, 1984.

d. The Committee on Budget and Financial Planning This Committee is concerned with long-range financial planning and projections and the preparation of yearly budgets. It has the responsibility of advising the President on yearly budgets and matters related to financial planning and projections. The Committee normally functions as an advisory committee on budget issues during the fall term and on financial planning issues during the spring term. The membership of the Committee is as follows:

The President of the University
Provost and Dean of the Faculty
Vice President for Business and Finance (acting secretary)
President of the Student Association or Vice President
4 Faculty (elected at large by the Faculty for three-year terms)
2 Students (elected at large by the Student Senate for one-year terms)

The Committee is chaired by the President of the University or the Provost, as determined by the President.

e. The Committee on ALANA Affairs  This Committee is concerned with the quality of the experience of African American, Latin American, Asian American, Native American, and other ethnic communities at Colgate. The membership of the Committee is as follows:

Dean of the College
4 Faculty (elected at large by the Faculty for three-year terms)
4 Students (elected at large by the Student Senate for one-year terms)

The following individuals serve as consultants to the Committee on ALANA Affairs: the Director of Affirmative Action, the Director of the Office of Undergraduate Studies, and Director of the ALANA Cultural Center. The Committee is chaired by the Dean of the College unless the Committee votes to elect one of its other members as chair.

f. The Committee on Residential Life The Committee gathers and evaluates information about residential programs, facilities, and the quality of student life in the university residential system, including dormitories, residential centers, theme houses, fraternities, sororities, and off-campus residences. The Committee reports at least once per semester to the Faculty and the Student Senate. The membership of the Committee is as follows:

Director of Residential Life
Director of Fraternity/Sorority Affairs
4 Faculty (elected at large by the Faculty for staggered three-year terms)
4 Students (elected at large by the Student Senate for one-year terms)
Dean of the College (or designate)

The Chair is elected annually by the membership of the Committee. Student membership should reflect a variety of residential, gender, and ethnic/racial constituencies.

5. Task Forces The Colgate Governance System has been developed to address issues that are of a recurring nature and/or that can be associated with a particular area of concern within the University. At times, however, significant issues arise that are all-University in nature or that encompass several areas of responsibility. In these cases, the President of the University may find it desirable to appoint ad hoc Task Forces, which report directly to the President. Such an action has official standing within the Governance System. Task Forces are appointed only for a specific period of time and have two functions: (1) they serve as advisory groups to the President of the University, and (2) they make legislative proposals to the Academic and/or Student Affairs Boards, if appropriate. The President appoints the chair and membership of the Task Forces.

6. Amendments Proposals for amending the Governance System will be directed to either the Academic Affairs Board or Student Affairs Board, as appropriate. Proposals receiving a majority vote from either Board will be referred to the Faculty. Before acting on a proposed amendment the Faculty will allow at least two weeks for the Student Senate to consider and react to the proposed amendment. Ratification by the Faculty requires a two-thirds vote by those present and voting at a regularly constituted Faculty meeting.