Duties Faculty Senate Secretary 4-27-04
1.	The Faculty Senate Consititution specifies that "The secretary shall keep and distribute minutes of all Senate and Executive Committee meetings, shall maintain one complete record of such meetings in the Senate files, shall provide one for the university archives, and shall perform the duties of treasurer for the Senate. " The Constitution also proscribes the format of the agenda for Senate meetings.
2.	In practice, the Senate Secretary has been performing the following duties:
	a.	Monthly during the academic year.
		1.	Prepare the agenda for Senate meetings based upon recommendations from the Chair of the Faculty and the Senate Executive Committee.
		2.	Receive and include in the agenda packet resolutions, minutes, and reports from the Executive Committee, Councils, and other constituents.
		3.	Write the minutes of Executive Committee meetings.
		4.	Write the minutes from the Faculty Senate meetings.
		5.	Place the agenda, resolutions, minutes, and reports on the web.
		6.	Give the agenda, resolutions, minutes, and reports to support staff in the Provost's office. The goal is to have the materials to the staff a week in advance of the Senate meeting.
		7.	Participate as a member of the Executive Committee.
		8.	Participate as a Faculty Senate in monthly meetings and make Secretarial reports as needed.
	b.	April elections
		1.	Submit the call for nominations for next year's Chair of the Faculty with support from the Provost's staff.
		2.	Confirm the nominations with this year's Chair of the Faculty. Ask each nominee if they are willing to have their name on the ballot. Submit the ballots to eligible faculty with support from the Provost's staff.
		3.	If one of the At-Large Senate seats becomes open for next year, submit the call for nominations and ballots in the manner described for election of the Chair of the Faculty.
		4.	Submit the call for nominations and ballots for open seats on the Personnel Council and PBRC in the manner described for election of the Chair of the Faculty.
		5.	Submit a call for preferences on next year's committees.
	c.	After minutes have been approved
		1.	Prepare and submit Action Memoranda to the Chancellor for approval, denial, or remandation.
		2.	Notify constituencies of the Chancellor's actions on Action Memoranda.
	d.	During the summers
		1.	Working with the Executive Committee set the Faculty Senate and Executive Committee meeting schedule for next year. Reserve RSC 112 for the next year.
		2.	Committee recommendations
			a.	Post faculty committee preferences to a worksheet listing preferences by faculty members
			b.	Post faculty committee preferences to a worksheet listing preferences by committee
			c.	These worksheets are provided to the Executive for discussion and recommendations.
			d.	Generally it takes three meetings with revisions to the spreadsheets until we are satisfied we have taken into account the interests of the university and the faculty member.
		3.	Take minutes and participate in Executive Committee meetings.
		4.	Participate with other members of the Executive Committee on Credits Committee decisions.
Prepared by Hal Bertilson, Faculty Senate Secretary (4-27-04)