WILLIAM MARSH RICE UNIVERSITY Minutes of the Faculty Meeting

January 26, 2005 (third Faculty Meeting of academic year 2004-2005)

Attendance: Approximately 90

Announced Agenda:

1. Approval of the minutes of November 18, 2004 (http://www.ruf.rice.edu/~facsec/facmin/04-11-18.html)

2. Unfinished business - Second vote on Master of Bioengineering degree

3. New business:

a. Approval of students graduating mid-year

b. Discussion of proposal to separate the Committee on Promotion and Tenure from faculty governance

c. Discussion of proposal to replace current system with a Faculty Senate

4. Announcements

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President David Leebron called to order and chaired the General Faculty Meeting in McMurtry Auditorium of Duncan Hall at 4:04 PM. Alan Chapman served as Parliamentarian.

1. Minutes of 11-18-04 Faculty Meeting - On motion duly made and seconded, the minutes of the November 18, 2004 Faculty Meeting were APPROVED as circulated in advance on the web.

2. Unfinished Business - Second vote on Master of Bioengineering degree - Absent any further discussion of the Master of Bioengineering degree, President Leebron called for a vote. The new degree was unanimously APPROVED on second vote.

3. New business:

a. Approval of students graduating mid-year - Deborah Nelson Campbell, chair of the Committee on Examinations and Standing, presented the mid-year undergraduate degrees. There were 81 undergraduates with completed requirements for graduation, as follows:

Undergraduate Degrees:

Bachelor of Arts - 67
Bachelor of Science - 6
Bachelor of Science in Chemical Engineering - 1
Bachelor of Science in Computer Science- 1
Bachelor of Science in Electrical Engineering - 2
Bachelor of Science in Mechanical Engineering - 2
Bachelor of Music - 1
Bachelor of Fine Arts - 1

There were no exceptions for these degrees. The degrees were APPROVED. [Degrees and candidate names appear in Attachment A.]

Clarence Miller, Chair of the Graduate Council, presented the graduate degrees. There were 162 graduates with completed requirements for graduation listed in the handout from the Registrar's Office as follows:

Graduate Degrees:

Doctor of Philosophy - 53
Doctor of Musical Arts - 4
Master of Arts - 50
Master of Science - 34
Master of Architecture - 1
Master of Arts in Teaching - 7
Master of Science in Environmental Analysis & Decision Making - 1
Master of Science in Nanoscale Physics - 1
Master of Computer Science - 2
Master of Electrical Engineering - 5
Master of Mechanical Engineering - 1
Master of Music - 2
Master of Business Administration - 1

There were no exceptions for these degrees. The graduate degrees were APPROVED. [Degrees and candidate names appear in Attachment B.]

b. Discussion of proposal to separate the Committee on Promotion and Tenure from faculty governance
c. Discussion of proposal to replace current system with a Faculty Senate-

Speaker Lynne Huffer began by explaining the main issues involved and giving a quick history of the creation of these two proposals as the culmination of a three-year process. The same form of faculty governance has been in place at Rice since 1971. Huffer cited three problematic areas of the current faculty governance system: (1) Representation: The role of the assembled faculty has been problematic with random attendance at meetings creating decisions that have not accurately reflected the will of the faculty. (2) Uninformed decision-making: The lack of informed decision-making by the full faculty sometimes leads to peculiar decisions. Huffer cited examples of the calendar and the decisions that were made around curriculum reform some years ago. (3) Faculty Council/University Council: Although the function of Faculty Council is clear, the function of University Council is less clear. On paper, University Council's primary purpose is to advise the President. Most faculty members believe that it does not fulfill this function. The primary task of faculty members elected to University Council is service on the Committee for Promotion and Tenure. Members of the governance task force and Faculty Council see no clear reason why those involved in promotion and tenure should be involved in faculty governance, since these are two very different functions. Other problems cited were lack of continuity in leadership and an unwillingness to serve on the part of many faculty members on campus. Speaking on behalf of Faculty Council, Huffer stated that all these problems are addressed in the two proposals currently under consideration.

Huffer explained the proposed process for the two specially called faculty meetings of February 2 and February 28. The first vote will take place on February 2. Under a motion for cloture, Faculty Council proposes to end the discussion of the first proposal on Promotion and Tenure at 4:20 and call for a vote. Likewise, a motion to end discussion of the second proposal on the Faculty Senate at 4:50 will be made and a vote will be taken. The motions to limit discussion are non-debatable and require a 2/3 vote to pass. Faculty Council would like the meeting to end by 5:00 in order to ensure that all present are able to vote. If the proposals pass, the second vote will take place on February 28. The proposal documents passed out at today's meeting (see Attachment C) are the documents on which the vote will be taken. These contain some minor changes from the documents that were discussed in the departmental meetings.

Carl Caldwell, secretary to the Task Force on Faculty Governance, pointed out the minor changes made by Faculty Council were for clarification only and did not change the substance. These changes appeared in bold type in the documents. Any substantial changes, additions, or revisions, would wait for a new Faculty Senate to consider.

Caldwell provided further information regarding University Council, explaining that faculty members are currently elected to a 4-year term, and the tenured members of University Council are also expected to be members of the Promotion and Tenure Committee for the 4-year term. These faculty members work in the promotion process and assume a leadership role in faculty governance, two separate roles that each require an incredible amount of time. Caldwell felt it made sense to separate these two bodies to avoid a double burden for those who serve, through separate elections to be held by school. At present, election occurs as follows: Division A, Humanities, Social Sciences, Architecture, Music, and Jones, votes for one group of representatives on the Promotion and Tenure Committee; Division B, Natural Sciences and Engineering, votes for a second group. Additionally, there are some at-large positions. Faculty Council believes there should be a more clear system of representation from individual schools. Finally, members should not be re-electable and should not be able to serve consecutive terms. There should be a term limit of 3 years rather than 4 years. This is the plan set forth in the first proposal.

Caldwell talked about the second proposal to replace Faculty Council with a Faculty Senate. This new faculty senate, a representative body, would have the power to decide most matters now decided by meetings of the entire faculty. Senate representatives would vote instead of the entire faculty. The Senate would consist of 30 members elected by various constituencies. The speaker of the Faculty Senate would chair faculty meetings as opposed to the President. The Senate meetings would be open to all members of the university community. A specific matter could be brought before the Senate by a petition signed by 25 faculty members. If there is disagreement with a decision made by the Faculty Senate, a petition signed by 50 faculty members (less than 10% of the total voting constituency) would call for a meeting of the entire faculty to discuss the issue. If the majority of the assembled faculty at that meeting vote to reverse the decision, a ballot of all faculty would be conducted on that question. These last provisions refer important matters back to the entire faculty from which the Senate's authority derives.

The floor was opened to comments and questions. Discussion points included the following topics:

• workload of the Promotion and Tenure Committee and reforming the process
• empowerment of the faculty and the relationship between administrators and faculty in the decision-making process; the issue of the faculty giving up its democratic rights
• ways to most effectively put together a body of representatives to make decisions to represent the will of the faculty; development of the new representation system; the election process for representatives
• faculty engagement in governance and faculty attendance at plenary meetings
• functioning of the Appeals and Grievances Committee in the new system, committee structure, and reorganization of university committees
• suggestions of points for inclusion in the new by-laws for a Faculty Senate
• the value of informed decision-making
• the value of a one-stage process as opposed to the current two-stage process
• categorization of issues

President Leebron shared his opinion that the new system would be empowering to the faculty, creating a more dynamic conversation with the administration, and enabling the pursuit of the collective interest of the institution.

6. Announcements - President Leebron invited the faculty to participate in a special evening on February 1, from 6:30 to 8:30, at the Museum of Fine Arts to celebrate the Passport to Houston.

The meeting was adjourned 5:30 PM.

Respectfully submitted,

Janis L. Cain
Secretary to the Faculty

Attachment A - Undergraduate Degrees

Bachelor of Arts - 67

Bachelor of Science- 6

Bachelor of Science in Chemical Engineering - 1

Bachelor of Science in Computer Science - 1

Bachelor of Science in Electrical Engineering - 2

Bachelor of Science in Mechanical Engineering - 2

Bachelor of Music - 1

Bachelor of Fine Arts- 1

Attachment B - Graduate Degrees

Doctor of Philosophy - 53

Doctor of Musical Arts - 4

Master of Arts - 50

Master of Science - 34

Master of Architecture - 1

Master of Arts in Teaching - 7

Master of Science in Environmental Analysis & Decision Making- 1

Master of Computer in Nanoscale Physics - 1

Master of Computer Science - 2

Master of Electrical Engineering - 5

Master of Mechanical Engineering - 1

Master of Music - 2

Master of Business Administration - 1

Attachment C

Faculty Council's Proposals for Governance Reform at Rice University

Proposal Regarding the Promotion and Tenure Committee

1. The Promotion and Tenure Committee shall be separated from Faculty Council (or a Faculty Senate, if such is adopted) in order to relieve the burden placed on the committee members who have to review promotion files.

2. The Promotion and Tenure Committee shall remain a University-wide committee, at least until further investigation. Suggestions for replacing it with committees at the level of the school raise numerous questions about the power of the Dean and uniformity of the process.

3. The Promotion and Tenure Committee will consist of up to 8 members, chosen as follows: The School of Natural Sciences, the School of Humanities, the School of Social Sciences, the School of Engineering, and the School of Management will each elect one representative to P&T. Any full professor may be nominated for the position on the basis of a petition with at least ten signatures. The School of Music and the School of Architecture will together vote to elect one representative to P&T. Any full professor may be nominated for the position on the basis of a petition with at least ten signatures. The Provost may appoint up to two additional full professors to a one-year term on the P&T Committee.

4. Elected Members will be elected to a single three-year term, and may not be reelected to a consecutive term. Appointed members are limited to three consecutive years of service.

5. In the event that a position is unfilled or an Elected Member is unable or unwilling to serve, the Speaker of the Senate, in consultation with the Provost and the Dean or Deans of the relevant School or Schools, will appoint a one-year replacement.

Proposal for a Faculty Senate at Rice University

The Faculty Council shall be replaced by a Faculty Senate, a representative body of the University faculty elected by the respective Schools. In addition to the powers already outlined in the current bylaws of Faculty Council, the new Faculty Senate shall be given authority to decide matters currently decided by the faculty in plenary session, excluding those listed under "Plenary Meetings of the Faculty" below. The newly constituted Faculty Senate will write bylaws consistent with the new system of governance.
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The Faculty Senate will be a representative body of the University faculty elected by the respective Schools. The Senate will meet at the call of the Speaker but no fewer than five times per academic year. It will decide important matters and, except as provided below, lesser matters on behalf of the faculty.

Elections. Elections for the Senate will be held annually in the spring for terms beginning in the following academic year.

The term of each elected member will be three years, with a provision for staggered terms.

Members may succeed themselves by election only once; after completing two consecutive terms, a member may not stand for reelection for at least 1 year.

Vacancies that may materialize during the academic year will be filled by a special election by the respective School.

The number of members of the Senate is to be set initially at 30.

Twenty-five members are to be elected by the voting faculty members in the respective schools. Among the representatives elected "at any rank" from the various Schools, no more than one person may serve from any single department. The number of representatives that each School may elect will be based on their proportionate number of tenure-track faculty appointments, which will be reviewed at least every five years by the Faculty Senate as a whole. Senators elected as assistant professors who then receive tenure will serve out their full three-year term. A person cannot run for more than one position concurrently.

Current representation is as follows:

(A) Tenure track
Engineering (any rank): 4
Jones (any rank): 2
Architecture (any rank): 1
Music (any rank): 1
Humanities (any rank): 5
Social Sciences (any rank): 3
Natural Sciences (any rank): 5
Assistant Professor from Humanities/Social Sciences 1
Assistant Professor from Natural Sciences/Engineering 1
Assistant Professor from Professional Schools 1

(B)Non-tenure track
Non-tenure track teaching faculty 1
Non-tenure track research faculty 1

(C) Non-elected
Two appointed by President and approved by Senate 2
President and Provost (ex officio) 2

Total: 30

The President and Provost of the University shall be ex officio members of the Senate.
The Senate may amend its Constitution and by-laws by a two-thirds vote.

Eligibility for voting: In category (A) ("any rank" and "assistant professor" positions from the various Schools), eligible to vote for each position are all tenure-stream faculty in the relevant School(s). (E.g. all Humanities faculty are eligible to vote for the representatives of the Humanities "any rank", and all Faculty in the Professional Schools are eligible to vote for the "Assistant Professor from Professional Schools".) For the "non-tenure track" positions (B), the class of those eligible to vote is the same as those eligible to serve.

Officers. At its first meeting in an academic year, the Senate will elect a Deputy Speaker, and if there is a vacancy, a Speaker. The term of the Speaker will be two years, and nominees must have served in the Senate for at least one year prior to election. The Speaker may not stand for re-election to that position for consecutive terms. If a Senator is elected Speaker in the third year of an elected term, then that term is extended for one year. The Deputy Speaker will have a term of one year, and may serve a maximum of two consecutive terms.

The Speaker will preside at meetings of the Senate and will chair the Executive Committee. The Deputy Speaker will serve in place of the Speaker in the event of the latter's absence.

A staff person assigned to the Senate will record the minutes of the Senate and Executive Committee meetings. The Speaker, upon accepting the draft of the Senate minutes, will transmit it electronically to the members of the Senate for amendment, if any, and approval. Once approved, the minutes will be posted electronically at a site accessible to all Faculty. The minutes of the Executive Committee will be transmitted electronically to the Executive Committee, and, once approved, will also be posted electronically at a site accessible to all Faculty.

Executive Committee. The Executive Committee will set the agenda for each meeting of the Senate and will act on behalf of the Senate, other than on important matters, between meetings of the Senate. The agenda will be posted electronically at least one week prior to the meeting of the Senate. The Executive Committee will, at least once each year, meet to develop and propose to the Senate a strategy and plan for future issues that should come before the Senate in the current and future years. The Executive Committee of the Senate will
appoint all Senate committees. The Executive Committee will periodically review the performance of the Senate's committees and will advise the Senate of any recommended changes in committee charges. It will also formulate and propose amendments of the Faculty Senate Constitution and by-laws for consideration by the Senate.

Of the eight members of the Executive Committee, two will be the Speaker and Deputy Speaker. At its first meeting of the academic year, after first electing Deputy Speaker (and Speaker, if needed), the Senate will elect six additional members to the Executive Committee. These elected members will have a term on the Executive Committee of two years, with a provision for staggered terms.

The Executive Committee will include among its members
* at least one Senator from the School of Natural Sciences
* at least one Senator from the School of Humanities
* at least one Senator from the School of Engineering
* at least one Senator from the School of Social Sciences
* at least one Senator from either the School of Management, the School of Music, or the School of Architecture.

All remaining elected members will be elected at large by the Faculty Senate.

Meetings and Operation of the Senate. Meetings of the Senate will be conducted in accordance with Robert's Rules of Order. Senate meetings will be chaired by the Speaker. At its first meeting in each academic year, the Senate will elect a Parliamentarian, who may or may not be an elected member of the Senate. Votes may be cast solely by the elected members of the Senate, and the Speaker will vote only to make or break a tie in the tally of votes cast. Votes will be recorded and made available to the University community.

Meetings of the Senate are normally open to all members of the University Community, and members of the faculty who are not members of the Senate may be recognized by the Speaker to address the meeting. The Senate may from time to time choose to meet in closed session, e.g. to preserve confidentiality in matters involving individuals. The schedule of Senate meetings for an academic year will be announced by the respective Executive Committee at the beginning of the academic year.

Matters ruled by the Speaker as important will require two ballots, held at successive meetings, for approval of motions. A simple majority of those voting is required to approve motions other than amendments of the Senate's Constitution and by-laws.

Elected members of the Senate may be represented at a meeting by a proxy who is a voting faculty member from the same School, and who will have a right to speak but not to vote. If a member is absent for more than two meetings in a year, the Executive Committee of the Senate may declare the member's position vacant.

Motions and other business may be brought to the Senate by any elected member or by a written petition presented to the Speaker from at least 25 voting members of the faculty. All items will be transmitted electronically to all faculty members at least one week prior to the meeting of the Senate at which they are to be discussed.

The President and Provost may address the Senate on any matter.

Appeals and Grievances Committee. The Executive Committee will nominate members of the Appeals and Grievances Committee, subject to the approval of the Faculty Senate. The Convener of Appeals and Grievances will be an elected member of the Senate.

Plenary Meetings of the Faculty. The Speaker, with the approval of the Executive Committee, may call meetings of the University Faculty in plenary session. The President may call meetings of the University Faculty in plenary session at will. These meetings will be chaired by the Speaker. These meetings would be intended as sounding boards on important, transcendent issues affecting the University. Any votes taken at such meetings would be advisory to the Senate. The agenda of such meetings will normally be distributed to all Faculty
at least two weeks in advance of the meeting.

In addition, a petition signed by 50 voting members of the faculty may require the Speaker to convene a meeting of the University Faculty in plenary session to discuss a specific matter. If the voting members of the faculty present at a plenary session pass a motion, it will be submitted to the entire faculty for a vote. In such cases, voting on the matter will be carried out by ballots distributed to the entire voting faculty. The outcome of such a ballot vote of the entire voting faculty takes precedence over votes of the Senate in case of conflicts.

The Speaker will invite the President to make a "State of the University" address to the University Faculty each year. Each academic year on the day prior to Spring Commencement, the Speaker will convene a meeting of the University Faculty to receive reports from the President, the Examinations and Standing Committee, and the Registrar, and will approve the candidates for graduation. A similar plenary meeting of the University faculty will be convened by the Speaker to approve the candidates for graduation in January or February.