section 2: GOvernance
2.4 Organization of Standing Committees
Standing committees are permanent, have responsibilities fixed by their written charges, and report to the Faculty Senate.
2.4.1 Appointment of Members to Standing Committees Each year the FOC polls members of the faculty on their preferences for possible membership on several standing committees. At that time a faculty member may, for stated reasons, seek exemption from service on standing committees for a particular semester or academic year (such requests must be approved by the Dean). In making its subsequent appointments, the Committee considers balance of, discipline, rank, gender, and length of service; expressed committee preferences; time since previous committee service; current service on other committees; and how the committee in question is likely to function in the immediate future. Faculty members of most standing committees are appointed by the FOC, serve three-year terms, and are not eligible for appointment to any standing committee during two academic years following such a term. Ex officio members are members by virtue of their office and are normally non-voting members.
2.4.2 Elected Members of Standing Committees Members of the Faculty Affairs Committee; the Promotion and Tenure Committee; the FOC; the Faculty President/Faculty Representative to the Board of Visitors, and the President-Elect/Faculty Representative to the Faculty Senate of Virginia, who are ex officio members of the Faculty Affairs Committee, are elected by the faculty. Any member of the faculty who meets the criteria for membership may be elected to the Faculty Affairs Committee; the FOC; or the Promotion and Tenure Committee, regardless of current or recent service on standing committees.
2.4.2.1 Procedures for Selecting Nominees for Elected Committee Positions At the beginning of the spring term, the FOC solicits nominations for the various elected offices and committee membership. Nominated faculty must accept nomination before their names are placed on the ballot. Five days prior to the close of nominations, FOC will send out a sample ballot to the entire faculty indicating who has been nominated for each open position.
2.4.2.2 Procedures for Committee Elections Once nominations close, the FOC distributes ballots to all voting-eligible faculty. Faculty will have at least ten days after distribution to return ballots to the FOC. This will be done in a manner that assures anonymity. Faculty may only be candidates for one committee or office.
2.4.2.3 Procedures for Run-Off Elections A nominee must receive forty percent of the votes cast for election. If no nominee receives sufficient votes, a run-off will be held among those receiving the three highest vote totals. If only one nominee is elected, a run-off will be held between those receiving the two next highest vote totals. Run-off ballots are returned to the FOC in a manner that assures anonymity. Election results are announced by April 1.
2.4.3 Limitations on Membership to Standing Committees No member of the instructional faculty may serve on two standing committees simultaneously. A member of a standing committee who is elected to the Faculty Affairs Committee; the Promotion and Tenure Committee; or the FOC must resign from that standing committee by promptly notifying the FOC. The President of the Faculty and current Faculty Senators may not serve on any standing committee, with the exception of the Budget Advisory Committee.
2.4.4 Temporary Replacements for Members of Standing Committees If faculty members are unable to serve part of a term on a committee (due to such factors as academic leave or illness), temporary replacements will be elected for elected standing committees and appointed for appointed standing committees for the duration of their absences. Upon their return, absentee faculty members will complete the original three-year term. Faculty members who are appointed or elected as temporary replacements on standing committees are eligible for consideration for a three-year term on their own on the same or another standing committee. Committee members will generally serve staggered terms, with one-third of faculty positions filled each year.
2.4.5 Administrative and Student Representatives to Standing Committees All standing committees except the Faculty Affairs Committee, the FOC, and the Promotion and Tenure Committee have at least one permanent member representing the administration with all the privileges of ex officio members. In addition, students serve as voting members of the Academic Affairs Committee, the Campus Academic Resources Committee, and the Curriculum Committee. They are appointed by the President of the University on the recommendation of the President of the Student Association.
2.4.6 Schedule of Meetings for Standing Committees Each fall the Dean shall publish a list of times for standing committee meetings throughout the academic year. Committees are neither required to convene at their reserved times nor prohibited from convening at other times; the schedule merely serves to prevent conflicts among standing committee, department, and other College meetings. Other committees, boards, and councils regulate their meetings independent of the general reserved schedule.