University Senate Constitution and Bylaws

The name of this organization shall be the University Senate of Montclair State University, Montclair, New Jersey.

The purpose of this organization, in its role in the governance of the University, is to provide a forum for faculty, administrators, librarians, administrative professionals, professional staff, clinical and instructional specialists, and students to discuss and recommend policy on academic, administrative and student affairs issues to the Administration. At all times the University Senate shall recognize the prerogatives and jurisdiction of the Faculty/Professional Staff Exclusive Bargaining Representatives and the Student Government organizations.

1. The University Senate’s recommendations are advisory in nature. The Board of Trustees, acting upon the advice of the administration, has the legal authority to make all personnel and curricular decisions. The existence of a University Senate does not confer managerial status on faculty members or professional staff.
2. Nonetheless, when a policy recommendation is passed by a majority of the University Senate voting membership, and is communicated to the President of the University by the University Senate Executive Board, the agreed upon principle of shared governance mandates the Administration’ full consideration of the recommendation as the voice of the University community.
3. It is incumbent on the President of the University to communicate to the University Senate the rationale(s) for rejecting or modifying University Senate recommendations.

In fulfilling its purpose, the University Senate shall:

1. Initiate and review appropriate matters proposed for consideration.
2. Establish, maintain and dissolve all University-wide standing, advisory and ad hoc committees that come under the purview of the University Senate, in consultation with the University President as needed.
3. Serve as the agency to which the all University-wide committees that come under the purview of the University Senate will report
4. Gather information and opinions for study.
5. Communicate deliberations and policy positions to the full University community.
6. Review and evaluate periodically the effectiveness of the University Senate’s role in the governance of the University.
7. Provide procedures for change of structures and/or procedures of the University Senate.
8. Establish by-laws for the conduct of University Senate business.
9. Provide a forum for all represented and non-represented groups and individuals to voice their issues and concerns to the community.

1. Administrator: Anyone holding the following titles:
   • President of the University
   • Vice President of the University
   • Registrar, Associate Registrar and Bursar
   • Administrative Associate
   • Dean and Associate Dean
2. Administrative Professional: Anyone holding the title of Director, Associate Director, Administrative Assistant, Assistant Vice president or Executive Assistant.
3. Faculty: Anyone holding full-time, faculty status with the rank of Distinguished Professor, Professor, Associate Professor, Assistant Professor or Instructor.
4. NTTP: Anyone holding full-time, NTTP status.
5. Librarian: Anyone on the library staff who is eligible to be a member of the bargaining unit.
6. Specialist: Anyone holding full-time Instructional or Clinical Specialist status.
7. Adjunct Faculty: Anyone holding Adjunct Faculty status with instructional duties.
8. Professional Staff: Anyone who is a member of the bargaining unit of Montclair State University as determined by PERC but who does not come under the definitions above or is not on the teaching staff of any of the schools of the University.
9. Student: Anyone matriculated in a degree program.
10. Support Staff: Anyone employed by the University on full-time basis to provide maintenance, secretarial, food or other such services.
11. Ex Officio: Where membership on the University Senate or any of its councils is described as “ex officio” the presence of the ex officio members shall not be considered necessary for purposes of a quorum. Ex officio members shall serve without vote except where the University Senate by-laws allow for such voting on University committees.

Voting Representatives: Constituencies

University Senate members shall be elected or appointed to represent operating units that have an Academic Dean as their principal officer. The number of voting representatives for such units will be determined by the following ratios:

1. Each unit will receive a representative seat for every 25 full-time Faculty members who are appointed to the unit. For totals that are not equally divisible by 25, the number of voting seats will be rounded up when there are 13 additional full-time faculty in the unit. Each unit will have a minimum of one faculty representative. Each unit will have a maximum of six faculty representatives. Full-time faculty who are appointed to more than unit can only count towards the total for their principal unit. Part-time, temporary or visiting faculty are not to be included in the count. NTTPs (per III.B.ii) have their own representatives.
2. Each unit will receive a representative seat for every 25 full-time NTTPs who are appointed to the unit. For totals that are not equally divisible by 25, the number of voting seats will be rounded up when there are 13 additional full-time NTTP in the unit. Each unit will have a minimum of one NTTP representative. Each unit will have a maximum of six NTTP representatives. Full-time NTTP who are appointed to more than one unit can only count towards the total for their principal unit. Part-time, temporary or visiting NTTP are not to be included in the count.
3. Each unit will receive a representative seat for every 25 Professional Staff members working in the unit. For totals that are not equally divisible by 25, the number of voting seats will be rounded up when there are 13 additional professional staff members in the unit. Each unit will have a minimum of one professional staff representative. Each unit will have a maximum of six professional staff representatives.
4. The Library, as a dean administered unit, will receive a representative seat for every 25 Librarians working in it. For totals that are not equally divisible by 25, the number of voting seats will be rounded up when there are 13 additional Librarians. The Library will have a minimum of one representative and a maximum of six representatives.
5. The Executive Board will be responsible for contacting the Administration for census numbers and determining the number of seats in each unit. Proposed changes will be introduced to the full Senate for a ratification vote.

 Additional Voting Representatives

• Faculty/NTTP/ Librarians: There will be one at-large seat for every 200 Faculty/ NTTP/ Librarians.
• Professional Staff: Three professional staff members to be elected in an at-large capacity. Professional staff members from the administrative units represented on campus not assigned to an academic unit (school or college) are eligible to run.
• Adjuncts: Three adjuncts to be elected in an at-large capacity. Adjuncts in each of the schools/colleges will be eligible to run and to vote.
• Undergraduate Students: One undergraduate student who shall be appointed by the Executive Board/President of the SGA.

Exclusions: Anyone who holds a position designated as support staff. Any undergraduate student carrying fewer than three semester hours of academic work in a semester during which the University Senate is in session.

Establishment of New Academic Units

1. At the beginning of the academic year that a new unit has been established, the University Senate will pass a resolution naming three non-voting representatives for the unit – one each for Faculty, NTTP and Professional Staff.
2. The Executive Board will be responsible for contacting the Administration for the census numbers and determining the number of seats for the new unit.

Elections for the new unit’s representative positions will be held as part of the general spring elections.

1. Representatives of the new unit will become voting members of the University Senate after the next election cycle is completed and new members are seated.
2. If a unit will lose a seat or seats due to reduced census numbers created by the establishment of a new separate unit, an election will be held to fill every seat representing the original unit. Currently serving representatives of that original unit are eligible to run. Anyone who is elected will start a new term.
3. If the new unit is a result of the merger of two previously existing units, the current elected representatives for each of the superseded units will complete the academic year as representatives. At that point those seats will be eliminated. During the spring University Senate elections, a new slate of candidates must be nominated for the new unit. The Executive Board will be responsible for contacting the Administration for the census numbers and determining the number of seats for the new unit. Individuals who had served as a representative for a superseded unit are free to run in the election for the new unit. Anyone who is elected will start a new term.
4. If the new unit is a result of the division of a previously existing unit, the current elected representatives for the superseded units will complete the academic year. At that point those seats will be eliminated. During the spring University Senate elections, a new slate of candidates must be nominated for each of the new units. The Executive Board will be responsible for contacting the Administration for the census numbers and determining the number of seats for the new units. Individuals who had served as a representative for either of the superseded units are free to run in the election for the new unit they have been appointed to. Anyone who is elected will start a new term.

Non-Voting Members

• Faculty Representative to the Board of Trustees, ex officio
• President of AFT Local 1904, ex officio or designee
• President of AFT Local 6025 Liaison, ex officio or designee
• All Officers of the University bearing the title Vice President, Senior Vice President, or Vice-Provost, each serving ex officio, or respective designee
• All those bearing the title of Dean:
• Chairperson of the Department Chairperson’s Council, ex officio
• Administrative Professional Representative, appointed annually by the Provost
• Graduate Student Representative, appointed by the Graduate Council

1. Each senator elected shall serve for three years.
2. All schools shall elect one senator each year. Schools with four or five senators shall elect additional senators each year as required to replace senators whose terms have expired.
3. When senators complete their terms of office, new elections shall be held to fill the vacancies. Senators shall be eligible for re-election.
4. The student senator is appointed for a one-year term.
5. Each newly elected senator shall receive an electronic copy of, or link to, the current Constitution of the University Senate.

1. All candidates are encouraged to submit a brief statement (no more than 250 words) of background and interest with their nomination email.
2. For those candidates who do not self-nominate, the deadline for the submission of the statements will be included in the nomination confirmation email from the Elections Committee.
3. A list of the candidates’ names and statements will be emailed to the university community and posted on the University Senate website prior to the start of the election.

Approved 1/31/18

To be eligible for the nomination for election to the voting Adjunct Senator seat, an individual must meet the following criteria at the time of the election:

1. Employed by the University by holding adjunct status with instructional duties
2. Be a member of the adjunct bargaining unit
3. Have taught at least one course per academic year for two consecutive years

Eligibility to vote in the election for the Adjunct Senator seat follows the same criteria as eligibility for nomination.

If there is a break of continuity of service for two or more consecutive semesters, the seat will be declared open. The replacement process will follow the process described in Section E of the Constitution.

Approved 12/19/18

Membership Implementation Plan (Approved 12/2018): Approved Plan

1. Members of the University community who regularly use technological assistance for accommodation (via, e.g., via  otter.ai or zoom ai companion), and are attending a regular meeting of the University Senate synchronously (remotely or in-person), shall be permitted to use their usual mode of technological assistance in order to support their attendance.
2. Methods of recording/transcribing a meeting (e.g., AI ‘bots’) not associated with a synchronous attendee shall not be allowed, and will not be accepted for remote connection.
3. Unauthorized recording (video and/or audio) of meetings of the University Senate by members of the media, or others, is prohibited. Requests for authorization to record a meeting of the Senate must be submitted in writing to the Corresponding Secretary of the Senate at least Seventy-two (72) hours prior to the scheduled start time of such meeting.
4. Notwithstanding any other recording or transcript, the official meeting minutes, as presented by the Recording Secretary, and approved by the University Senate, shall constitute the official record of Senate meetings.

Approved 11/20/24