The Executive Office of the Division (hereinafter called the Office) shall be under the general supervision of the Chair and Vice Chair (Chair Designate) of the Division. It shall include such administrative, clerical, and stenographic employees as are made available from time to time to the Division and its committees. [Am 1/25/72]
(B)
The duties of the Office are these:
(1)
It shall be the depository of all records of the Division.
(2)
It shall maintain current files of all minutes and reports of standing and special committees submitted to the Division.
(3)
As far as possible, it shall provide all clerical, stenographic, and other assistance required by standing and special committees.
(4)
It shall assist in the preparation of calls for Divisional meetings, reports of committees, questionnaires, and other material required in the work of the Division and its committees.
(5)
It shall establish and maintain files showing:
(a)
current membership in the Division,
(b)
Senate and Divisional committee service of each Division member,
(c)
current membership of all standing and special committees of the Division.
(6)
It shall generally assist the officers of the Division in the discharge of their duties as officers.
(7)
It shall keep all records of the Office specifically listed above open for inspection by any member of the Division, excepting only records concerned with the appointments, privilege and tenure, promotions and salaries of and research grants to particular individual employees or possible prospective employees of the University. Inspection of these latter records shall be at the discretion of the committee which has placed them in the Office.
The Officers of the Division are the Chair, Vice Chair (Chair Designate) and the Divisional Representatives. An officer of the Division is normally elected to a term of office by an election in the spring quarter immediately preceding that term. The election shall be conducted by the Vice Chair in the manner hereinafter prescribed for elections, and the result shall be reported to the Division by the Vice Chair at or before the last regular meeting of the Representative Assembly or the Division in the spring quarter in which it is held. [Am 5/25/76; Am 2/27/90, Rt 3/14/90]
(B)
No individual may hold the same office for two successive full terms, and no individual may hold two offices simultaneously.
(C)
If an officer is unable to complete the term of office, the Committee on Committees shall appoint an ordinary member of the Division who holds no other offices to fill the unexpired term pro tempore. The officer pro tempore shall serve out the unexpired term of the elected officer who has vacated the office, unless that unexpired term is longer than three months. If it is longer, the Vice Chair (or Vice Chair pro tempore) shall in good time hold an election for the unexpired term so that the officer pro tempore serves no longer than three months. The result of such an election shall be reported by mail to the members of the Division as soon as it is known.
In addition to the duties and authority prescribed elsewhere in these Bylaws, the Chair shall have the following duties and authority:
(1)
The Chair is responsible for the flow of information between separate agencies of the Division and between those agencies and the Division at large. To this end, the Chair may attend the meetings and participate in the deliberations of any faculty or any special or standing committee of the Division or any subcommittee appointed by one of those agencies, but without power to vote unless he or she is a member of such faculty, committee, or subcommittee. Faculty, committee, and subcommittee chairs shall keep the Chair and the Office informed as to the times and places of such meetings and the probable agendas. The chair shall present in person or in writing any matters which he or she believes should be brought before a particular committee, and shall call to its attention materials in the Office that may be useful to it.
(2)
The Chair shall annually submit to the Chancellor a budget request for the work of the Division, its committees, and the Office. The Chair shall supervise the expenditure of any appropriation made in response to a budget request, maintaining due regard for the responsibilities of the Office to the officers of the Division [see Bylaw 15(B)(6)]. In determining the internal allocation to the Committee on Research from such an appropriation, the Chair of the Committee on Research shall participate in the allocation process. The Chair shall report annually to the Division on the work of the Office, together with any proposals for the improvement of its operation that require action by the Division. [Am 12/3/91]
(3)
The Chair shall exercise general supervision of the Office.
(4)
The Chair shall appoint an ordinary member of the Division as Parliamentarian.
(a)
The Parliamentarian shall serve at the pleasure of the Chair.
(b)
It is the duty of the Parliamentarian, when asked by the Chair, to offer the Chair advice on procedure in the conduct of the meetings of the Division. The Chair is not bound by this advice. The Parliamentarian shall familiarize himself with the current edition of Robert's Rules of Order, and shall attend all meetings of the Division with a copy of those rules.
(5)
The Chair shall designate a Divisional Representative to fulfill the duties of the Chair in the absence or incapacity of the Chair and the Vice Chair.
(6)
The Chair shall decide in the first instance whether any action considered by the Division is of such general concern to the University as to come within the jurisdiction of the Academic Senate, through the mechanism of the Assembly. The Chair's decision may be appealed. [See SBL 310]
(7)
The Chair shall, as part of a committee composed of the Chair and Vice Chair of the Division and the Vice Chancellor for Undergraduate Affairs, certify student representatives to Divisional committees in accordance with Bylaw 168. [En 5/24/77, Rt 6/8/77]
(8)
The Chair shall serve as an ex officio member of the Assembly of the Academic Senate and of the Academic Council of the Assembly. [See SBL 105 and 125(A).] [En 10/25/77]
(9)
The Chair shall serve as a member of the Program Review Committee (PRC). When the Chair or Vice Chair of the Division are not from the general campus, a former Chair will be asked to serve as a member of PRC. [En 5/28/91]
An individual elected Vice Chair (Chair Designate) serves a two.year term: the first year as Vice Chair and the second as Chair of the Division.
(B)
In addition to the duties and authority prescribed elsewhere in these Bylaws, the Vice Chair (Chair Designate) (referred to elsewhere in these Bylaws as Vice Chair) shall have the following duties and authority:
(1)
The Vice Chair shall assume the duties of the Chair in the Chair's absence or incapacity and perform such duties as are assigned by the Chair.
(2)
If the Chairship becomes vacant, the Vice Chair becomes Chair for the remainder of that term and the succeeding one-year term.
(3)
The Vice Chair shall distribute the calls to Representative Assembly and Divisional meetings and take and distribute the minutes of those meetings in accordance with the Senate Bylaws [SBL 315]. In taking the minutes the Vice Chair may request aid from any member of the Office. [Am 2/27/90, Rt 3/14/90, Am 5/27/03]
(4)
The Vice Chair shall communicate any action of the Representative Assembly or the Division to any member affected by it. [Am 2/27/90, Rt 3/14/90]
(5)
If any question is placed in the Vice Chair's hands for presentation to the Division, the Vice Chair shall consult with the Chair and, at the Chair's direction, refer the question to the appropriate Divisional committee or a Representative Assembly or Divisional meeting. Petitions of students are "questions" in the sense of this Bylaw. [Am 2/27/90, Rt 3/14/90]
(6)
In accordance with other Bylaws [see especially Bylaw 115], the Vice Chair conducts all elections and other mail balloting in the Division. [En 10/25/77]
(7)
The Vice Chair serves as Secretary of the Division. [See SBL 305]
(8).
The Vice Chair shall, as part of a committee composed of the Chair and Vice Chair of the Division and the Vice Chancellor for Undergraduate Affairs, certify student representatives to Divisional committees in accordance with Bylaw 168. [En 5/24/77, Rt 6/8/77]
The number of the Divisional Representatives to the Assembly of the Academic Senate is established by the Academic Council in accordance with the Bylaws of the Academic Senate. [See SBL 105]
(B)
The term of service of a Divisional Representative shall begin on September 1 immediately following the Division meeting at which the results of the election is announced and shall terminate on August 31 two years later.
(C)
Each Divisional Representative shall have an alternate whose term coincides with the term of the Representative.
(D)
Divisional Representatives and their alternates shall be elected and appointed in the following manner:
(1)
Each spring a mail ballot election shall be held in accordance with Bylaw 115 and in time to be reported at a regular meeting of the Division in May.
(2)
In an election of one or more Divisional Representatives, each voting member shall have one vote for each Divisional Representative to be elected. The voter may not cast more than one vote for any candidate. Those candidates receiving the largest number of votes will be elected Divisional Representatives. The Vice Chair will appoint alternates to the elected Representatives from those candidates who receive the second highest pluralities. Ties shall be decided by lot.
(E)
The Representatives shall represent in the Assembly of the Academic Senate what they construe to be the best interests of the University, the Senate, and the Division. They shall convey to the Assembly any recommendations or requests made by the Division, and shall report to the Division any actions or deliberations of the Assembly which they believe are too urgent to await publication in the minutes of the Assembly.
(F)
The alternate for a Representative may take the place of the Representative, with the authority and responsibility of the Representative, at those meetings of the Assembly which are not attended by the Representative. [See SBL 105 and its interpretation in Legislative Ruling 4.71.]
(G)
The Representatives shall be members of the Representative Assembly of the San Diego Division. [En 2/28/78; Am 2/27/90, Rt 3/14/90]
