Web – Formatted (this page)
Download Policy
PREAMBLE
Mission Statement
The 91ɫ Administrative Faculty Senate (hereafter known as “Senate”) is committed to elevating the student experience by empowering administrative faculty through representation, collaboration, and shared governance. We strive to ensure that the input of administrative faculty – those who directly and indirectly support student learning, engagement, and success – is integral to institutional decision-making and continuous improvement of 91ɫ.
Shared Values
The 91ɫ Administrative Faculty Senate upholds the following values:
- Center Students
Prioritize decisions and initiatives that enhance student access, development, retention, achievement, and alumni engagement. Continuously evaluate and improve efforts to ensure student needs and experiences remain at the center of all institutional work.
- Advance Inclusion
Foster inclusive environments and ensure full participation by promoting equitable access to resources and opportunities. Identify and remove barriers through intentional solutions, structural change, and shared accountability.
- Empower Growth
Support the professional development, leadership, and recognition of administrative faculty. Equip individuals to grow with the institution and strengthen student-centered services and programs.
- Engage Intentionally
Engage proactively and purposefully with faculty, students, staff, and leadership. Align administrative faculty efforts with institutional needs through collaboration, co-creation, and shared responsibility.
- Model Integrity
Practice transparency, accountability, and ethical leadership. Choose courage over comfort and speak up about inequities—even when it’s hard—to ensure values are lived, not just stated.
- Cultivate Well-Being
Foster a culture of care, empathy, and balance for administrative faculty and the broader community. Thrive together by offering support generously and asking, “How can I help?”
- Practice Accountability
Own measurable progress toward student success, equity, and institutional effectiveness. Use feedback to continually refine policies, practices, and culture with intention and care.
- Innovate Solutions-Oriented Practices
Embrace creativity, collaboration, and evidence-informed approaches to address institutional challenges and enhance the student experience. Commit to reflection, learning, and adapting in service to students and each other.
- Lead with Vulnerability
Recognize vulnerability as a strength that fosters authenticity, courageous leadership, and connection. Create space for openness, reflection, and emotional honesty in our work.
Intent
The intent of these bylaws is to facilitate the business of the Administrative Faculty Senate of 91ɫ (NSHE Handbook, Title 2 (the “Code”), Chapter 1, Sections 1.4.7 – 1.4.8). These procedures supplement those outlined in the NSHE Code and the 91ɫ Bylaws. The bylaws of the Senate shall be in accordance with all the provisions of the NSU bylaws and the NSHE Code.
Purpose
These bylaws establish the basis for effective participation and deliberation in formulating, evaluating, recommending and implementing decisions by which the University is governed. The bylaws provide the governance structure of the University administrative faculty based on a philosophy of shared responsibility for University leadership, to facilitate coordination and cooperation between and among governing bodies, and to provide avenues to promote institutional cohesiveness and shared governance.
Provisional Status
These bylaws are provisional for the establishment of an Administrative Faculty Senate. They expire on or before 1/31/2027 and will be replaced with revised bylaws.
ARTICLES
ARTICLE 1. ELIGIBILITY & MEMBERSHIP
1.1 Eligibility. All administrative faculty members who hold greater than a .50 FTE professional contract with 91ɫ as defined in Title 4, Chapter 3, Section 2 of the Board of Regents Handbook, and whose title is Director-level (or equivalent) or below are eligible to serve be a member of the Senate and serve on its committees.
1.1.1 Administrative faculty occupying executive offices with a title including the words “President”, “Provost”, “Vice President”, “Associate Vice President”, “Dean”, “Chief,” or “General Counsel” are not eligible for Administrative Faculty Senate membership or voting in Senate elections.
1.1.2 In March the Parliamentarian will conduct an annual census of administrative faculty to determine the correct number of representatives allowed to serve in the Senate. The census will determine the number of senators for the following academic year.
1.2 Senators. Senators are elected representatives of the administrative faculty. Senators may be elected as Divisional senators or At-Large senators.
1.2.1 Divisional senators represent the division in which they work (Academic Affairs; Student Affairs; Advancement; Finance and Business Operations; Culture, Policy & Planning/Office of the President). Each division elects two Senators. For the year 2025-2026, there will be 10 Divisional senators.
1.2.2 If a Divisional senate seat cannot be filled with a Divisional representative, the seat will convert to an At-Large seat for a one-year term.
1.2.3 At-Large senators represent all administrative faculty, regardless of their own division or department. The number of At-Large senators will equal half the number of Divisional Senators. For the year 2025-2026, there will be 5 At-Large senators.
1.2.4 All administrative faculty as defined in 1.1.1 are eligible to serve up to two consecutive 2-year terms and will be eligible for re-nomination after one year of non-participation. For purposes of this section a “term” shall include a full term or partial term to fill a vacancy.
1.2.5 If there are no volunteers or nominations for a vacancy, a non-participation year as defined by 1.2.3 can be excused to offer the employee eligibility for immediate re-election. Such action must be approved by a majority of Senators.
1.3 Ex-Officio Members. Ex-Officio members provide valuable perspectives and subject matter expertise, contribute to discussions, and help foster intergroup collaboration. Ex-Officio members serve in advisory capacity only; they are not members of the Senate and do not hold voting rights.
1.3.1 One representative identified from each of the other institutional governance groups will serve as Ex-Officio members for a one-year term.
1.3.2 Other Ex-Officio members may be added on an ad hoc basis as determined by the Executive Cabinet.
1.3.3 Three senators will serve as Ex-officio members for the other institutional governance groups. Individuals will be nominated by a senator or volunteer. They will be elected by Senate vote in the August meeting and will serve a one-year term.
1.4 Executive Team Liaisons. Two members of the University Executive Team will serve as liaisons for informational and advisory purposes. These liaisons, assigned by the President, will not be members of the Senate and do not hold voting rights.
ARTICLE 2. PARTICIPATION, ATTENDANCE, TERMS, PROXIES, AND REMOVAL
2.1 Participation. Consistent senator participation facilitates communication with constituents and allows the Senate to run smoothly and achieve its goals.
2.1.1 Senators must obtain approval from their supervisors to serve.
2.1.2 Senators are required to participate in at least one Senate or institutional committee activity during their term.
2.1.3 Senators are responsible for informing their constituents of Senate proceedings and soliciting constituents’ input on matters under consideration by the Senate. Senators will act and vote in the best interests of their constituents as well as the long-term interests of students and the institution.
2.1.4 Further responsibilities and qualifications specific to roles of members – including committee membership, institutional committee membership, and officer roles – can be found in the Related Information section of this document.
2.2 Attendance. After each Senate meeting, the Communications and Engagement Officer reviews the attendance record of each senator.
2.2.1 A senator who is absent for two regularly scheduled Senate meetings per year without a proxy (see 2.4), as verified by the Communications and Engagement Officer, shall be automatically dismissed from service, and notified via email.
2.2.2 At that time, the number required for a quorum shall be reduced accordingly. The Senate Chair will initiate a Special Election (see 4.3) to fill the vacancy.
2.3 Terms. With the exception of the Chair and Chair-Elect, all terms are two years. The year of service is the academic calendar: July 1 – June 30.
2.4 Proxies. Senators who cannot attend meetings are responsible for designating a proxy. The senator is responsible for informing the proxy about items and actions on the agenda. Sitting senators cannot serve as proxy.
2.4.1 A short-term proxy is needed if a senator anticipates being unavailable for a single meeting, up to two meetings a year.
2.4.2 A long-term proxy is needed if a senator anticipates being unavailable for four or more consecutive meetings but intends to return prior to the end of the academic year. Long-term proxies are limited to six months.
2.4.3 Officers are not permitted to have long-term proxies.
2.5 Removal of Senators and Officers. A senator or an officer may be removed by a two-thirds vote of the Senate. Only an elected senator may make a motion to hold a removal vote. If the motion passes, the Senate will vote immediately for a binding decision.
ARTICLE 3. OFFICERS
3.1 Officers. Officers provide leadership and coordination for Senate business and activities. Responsibilities and qualifications for the roles of officers can be found in the Related Information section of this document.
3.1.1 Chair. The Chair of the Administrative Faculty Senate holds a pivotal leadership role within 91ɫ, responsible for steering the Senate toward fulfilling its mission. They are responsible for managing the Senate, creating timely and accurate agendas, and acting as liaison to University Executive Administration and other governance executive boards. The Chair serves a one-year term, can be elected for a second term as Chair, and serves one year as Past Chair.
3.1.2 Chair-Elect. The Chair-Elect supports the Chair in overseeing Senate committees, assisting with agendas, leading projects, and acting as Chair when needed. The Chair-Elect serves for one or two years as Chair-Elect (depending on whether the current Chair is re-elected for a second consecutive term) before becoming Chair.
3.1.3 Communications and Engagement Officer: The Communications and Engagement Officer is responsible for documentation and organizational support, including meeting notes and maintaining the Senate’s archives. This role manages internal and external committee communications to promote transparency, engagement, and accessibility. This officer chairs the Communications, Engagement, and Collaboration Committee.
3.1.4 Parliamentarian: The Parliamentarian ensures that the Senate operates within the framework of its bylaws and established parliamentary procedures. This role supports fair, inclusive, and orderly conduct of meetings and assists in interpreting governance rules as needed. This officer chairs the Policy, Elections, and Bylaws Committee and conducts all elections.
3.2 Upon becoming officers, the Chair and Chair-Elect relinquish their seats in the Senate. A special election will be conducted to fill the vacant seats (see 4.3).
3.3 Aside from the Chair and Chair-Elect (see 3.1.1 and 3.1.2), no term limits shall be imposed on the remaining officers as long as they are sitting senators, guided by the rules of participation (see 1.2.3).
3.4 If an officer vacancy occurs during the term, the Executive Cabinet will serve as a nominating committee and will present Senate a list of candidates as soon as possible for consideration prior to a Senate vote at the next regularly scheduled Senate meeting.
3.5 The Executive Cabinet will submit a budget request in each annual budget cycle. The request will include stipends of officers and general operating funds.
ARTICLE 4. ELECTION PROCESS AND PROCEDURES
4.1 Senator Election. Senators are elected by their peers in a Body vote (see 6.1.2). These elected senators are announced to campus following the conclusion of the election. Senators are expected to attend governance orientation or training as provided by the university.
4.1.1 To avoid replacing the entirety of the Senate each year, 7 of the terms in the 2025-2026 inaugural year will be one-year terms and 8 will be two-year terms. Going forward, all Senate terms will be two years.
4.1.2 If a Senator becomes unable to serve, the Chair will instruct the Parliamentarian to conduct a Special Election (see 4.3).
4.1.3 All administrative faculty, as defined in 1.1.1, may cast votes for their Divisional representative and one At-Large representative during Senate elections.
4.2 Officer Elections. Chair and Chair-Elect are elected by their peers in a Body vote (see 6.1.2). These Officers are announced to campus following the conclusion of the election.
4.2.1 Communications and Engagement Officer and Parliamentarian are to be elected by Senate vote in the first Senate meeting of the year.
4.2.2 Any current or incoming senator who will be seated in the upcoming term is eligible to be nominated for an officer position.
4.3 Special Elections. Special Elections may be conducted in cases of multiple nominees, vacated seats, or Officer elections. Special Elections are conducted in the manner in which the first election was conducted.
4.3.1 Senate seats vacated by the election of a Chair or Chair-Elect shall be filled by special election, conducted by the Parliamentarian. These elections will be conducted electronically and be concluded within 30 days of the seat(s) being vacated.
ARTICLE 5. MEETING PROCESS AND PROCEDURES
5.1 Agenda. The Chair shall prepare an agenda which will be included with one week’s advance notification of the meeting.
5.1.1 All requests for action must first appear on the Senate agenda as information items. The faculty or Division with authority over the request shall coordinate, if relevant, with the appropriate Senate committee, as determined by the Chair, to have their policy or proposal reviewed prior to presentation to the Senate.
5.1.2 Agenda requests shall be submitted to the Chair for approval no later than two weeks prior to the desired Senate meeting date.
5.1.3 The Senate must address agenda requests no later than the second regular meeting following the receipt of requests.
5.2 Schedule. The Senate holds regular meetings every month. The date, time, and place of each meeting will be posted on the agenda one week before the meeting.
5.2.1 Senate meetings are open to all faculty and staff unless specified as “closed” on the agenda or if voted on at the beginning of the meeting, after motion by a senator. During the closed portion of the meeting, only senators and ex-officio members are permitted to attend unless invited by the Chair.
5.2.2 The Senate may hold special meetings at any time, called by the Chair or requested by petition of at least one-third of the senators. These meetings shall be publicized in the same manner as regular meetings. These meetings will not be included in attendance records (see 2.2).
5.3 Quorum. A majority of the voting members of the Senate shall constitute a quorum. Designated proxies will be counted for quorum. All committee meetings must also meet quorum at the beginning of their meeting, or an alternate meeting date must be chosen. In the absence of quorum, discussion and deliberation may take place.
5.4 Minutes. A copy of the minutes of each Senate meeting shall be distributed to each member of the Senate and posted to the Senate Canvas library within two weeks of the meeting.
5.5 Rules of Order. The Senate will use an agreed-upon system of order for managing meetings. Committee Chairs may decide how best to run committee meetings.
5.6 Campus Poll. The Senate may solicit campus opinion on an issue through a poll. The results are not binding upon the Senate.
5.7 Issue Group. At the request of a majority vote of Senate, when there is disagreement on an issue, an Issue Group will be formed to attempt to reach a consensus position, and a time frame will be established. An equal number of participants shall represent each side of the issue. If no consensus is reached, the Issue Group shall develop a joint statement of the differences. All recommendations of the Issue Group are returned to the Executive Cabinet for inclusion in the next meeting agenda.
5.8 Petitions. Administrative faculty may petition the Senate to force an administrative faculty-wide vote on any issue before the Senate. If 10% of all Senate-eligible administrative faculty sign a petition addressed to the Chair, the Senate must conduct a Body vote as per 6.1.2 within 10 working days.
ARTICLE 6. VOTING PROCESS AND PROCEDURES
6.1 The will of the NSU administrative faculty on any given matter is determined through one of two procedures, following presentation as information to the Senate: (1) Senate vote or (2) Body vote.
6.1.1 Senate vote – A vote of the Administrative Faculty Senate. All motions require a simple majority of voting members present. Motions to close or limit debate or to return to the previous motion require a two-thirds majority vote of those present. All Senate votes other than elections are taken by open voting (e.g., voice votes/show of hands), unless a majority of Senators present vote in favor of a secret ballot on the question or request an electronic vote.
6.1.2 Body vote – A vote of the entire body of administrative faculty. The Senate will have two weeks to conduct the vote after a question is considered at a Senate meeting. A simple majority of voting faculty is sufficient to resolve any question.
6.2 Actions approved by the entire faculty shall be presented to the University President by the Chair, and the vote will be recorded in the associated Senate meeting minutes. The Chair or their designee will report the results of the vote to the entire body of administrative faculty within three business days.
ARTICLE 7. COMMITTEES
Committees are established bodies within the Senate tasked with conducting specialized work, research, or planning in support of the Senate’s mission and objectives. Committees may be standing, ad hoc, or special, and are responsible for making recommendations, developing proposals, or carrying out objectives assigned by the Senate. Except for Institutional Committees, each committee operates under the authority of the Senate and reports on its activities and findings regularly.
7.1 Committee Chair Eligibility and Term.
7.1.2 Except where noted below (Sections 7.3.1, 7.3.2, and 7.3.5), committee chairs are elected by a majority vote of the Senate. Committee Chairs are limited to a one-year term.
7.2 Committee Composition and Term. Committees have a minimum of three members and shall strive for multi-divisional representation.
7.2.1 All administrative faculty are eligible to serve on Senate committees. Only Senators are eligible to serve as Committee Chair or Ex-officio representatives.
7.2.2 Student representatives may participate in a committee. They are selected in any democratic manner directed by the 91ɫ Student Alliance bylaws and serve in an ex-officio capacity.
7.2.3 Standing committee assignments are for two-year terms.
7.2.4 Committee members follow the same procedures as Senate members in delegating proxies (see Section 2.4).
7.3 Standing Committees. The Senate includes a variety of standing committees that address both campus-wide issues and Senate issues. The Executive Cabinet may move to initiate or inactivate standing committees as needed. To proceed, the motion requires a majority vote in the Senate. Below are the standing committees of the Senate. More information regarding responsibilities can be found in Related Information.
7.3.1 Communications, Engagement, and Collaboration Committee. The Communications, Engagement, and Collaboration Committee advances the visibility, transparency, and effectiveness of the Senate by promoting clear communication, cultivating engagement opportunities for administrative faculty, and facilitating meaningful partnerships across the university. The committee works to ensure that administrative faculty voices are heard, valued, and aligned with the broader institutional mission. The Communications and Engagement Officer chairs this committee.
7.3.2 Policy, Elections, and Bylaws Committee. The Policy, Elections, and Bylaws committee upholds the integrity, transparency, and effectiveness of the Senate by administering fair elections, ensuring bylaws and policy alignment with institutional regulations, and guiding the Senate in procedural governance matters. The Parliamentarian chairs this committee.
7.3.3 Student Success and Wellness Committee. The Student Success and Wellness Committee ensures that administrative faculty perspectives are integrated into student support, wellness, engagement, and success strategies by serving as a liaison to student-facing units and programs. The committee works to identify issues faced by students and recommends potential solutions to the Senate. A senator chairs this committee.
7.3.4 Professional Development and Recognition Committee. The Professional Development and Recognition Committee cultivates a vibrant professional community by advancing continuous learning, recognizing exemplary performance, and fostering collaboration among administrative faculty. The committee promotes development and recognition initiatives that not only enhance individual and organizational effectiveness but also directly support student success by ensuring administrative faculty are equipped to contribute meaningfully to the student experience and institutional mission. A senator chairs this committee.
7.3.5 Administrative Faculty Senate Executive Cabinet. The Administrative Faculty Senate Executive Cabinet is comprised of the officers, committee chairs, and ex-officio senators and serves as the Senate’s leadership core. The Executive Cabinet oversees Senate operations, advances strategic priorities, and serves as the primary liaison between the Administrative Faculty Senate and University administration. The Senate Chair serves as Chair of the Executive Cabinet.
7.4 Ad Hoc Committees. Ad hoc committees are formed on an as-needed basis as determined by a majority vote of the Senate.
7.5 The Committee Chair sets the priorities and direction of each committee in July. Matters within the scope of a committee’s work may be submitted to the Committee Chair by committee members.
7.5.1 The Senate Chair shall assign the committee a timeframe in which to respond to matters and shall inform the Senate of the Committee Chair’s directions to the committee and the expected timeline.
7.5.2 The timely recommendations of a standing or ad hoc committee, upon a matter within its jurisdiction, shall be accepted and implemented upon a majority vote of the Senate.
7.5.3 If a committee does not recommend action upon a matter within the expected timeframe, the matter may be brought directly to the Senate floor by any senator for disposition.
7.6 Committee Chairs are responsible for presenting a written report on committee activities to the Communications & Engagement Officer as requested. The Executive Cabinet determines the rotational schedule for the committee reports to be reviewed within Senate meetings.
7.7 No provision contained herein shall be interpreted as restricting the Senate Chair, with the concurrence of the Executive Cabinet, from forming ad hoc or standing committees or restricting a standing committee from forming subcommittees.
7.8 Institutional Committees. Administrative faculty support institutional committees through representative and collaboration relationships. Administrative faculty will be nominated or volunteer for these commitments on an as-needed basis. Information on institutional committees can be found in Related Information. Any administrative faculty member can serve on an institutional committee unless specifically noted otherwise. The Communications, Engagement, and Collaboration Committee is responsible for collaborating with these representatives to communicate information to the Senate.
ARTICLE 8. STATEMENT OF AUTHORITY
Chapter 1, Section 2 of the NSU Bylaws requires that policies and procedures having institutional impact be submitted to the Administrative Faculty Senate for review and recommendation. Information about institutional and academic policies processes is located on the 91ɫ website, under GP 1 and GP 2 (/policy-category/general-policy/).
8.1 Public Comment Period. Policies submitted through GP 1 or GP 2 have a public comment period. The Administrative Faculty Senate Executive Cabinet is responsible for ensuring that this comment period is communicated to all administrative faculty.
8.2 Institutional Policy Review. All new or amended institutional policies shall be submitted to the Administrative Faculty Senate Executive Cabinet for distribution to the appropriate committees based on the subject-matter jurisdiction of the committee and the goal of the policy. The committees provide suggested revisions to the policy development lead or designee.
8.3 Institutional Policy Recommendation. A reviewed policy voted out of Senate committees shall be presented to the Senate for a vote (see 6.1.1). A policy receives Administrative Faculty Senate recommendation when a majority of senators vote to recommend the reviewed policy as presented, and the Senate Chair’s signature is affixed.
8.3.1 Any policy which undergoes substantive edits (including but not limited to: addition or deletion of sections or subsections, redefinition of key terms, a narrowing or broadening of policy applicability) after receiving a Senate recommendation must again proceed through the review and recommendation process.
8.4 Academic Policy (GP2) Process: According to GP 2, selected administrative faculty will be responsible for providing input into academic policy development. All administrative faculty will be informed of the public comment period. Ex-officio members of the Senate may provide additional information from the administrative faculty or other constituent groups.
ARTICLE 9. AMENDMENT OF BYLAWS
Amendment of these bylaws may be accomplished in the following manner:
9.1 A proposed amendment is submitted by an administrative faculty member to the Policy, Election, and Bylaws Committee.
9.1.1 The proposed amendment shall be circulated to all Senate members one week prior to a properly called and constituted Senate meeting.
9.1.2 The proposed amendment shall be discussed in the Senate meeting.
9.1.3 If the proposed amendment is approved by two-thirds of the voting Senate members, the amendment takes effect in ten business days.
9.2 The bylaws are reviewed in January for possible updates by the Policy, Elections, and Bylaws Committee.
ARTICLE 10. SUSPENSION OF BYLAWS
No part of these bylaws shall be suspended except as provided herein. Suspension of any provision, excluding those enumerated in Articles 9 and 10, may be affected only with the consent of two-thirds (2/3) of the voting members present at a properly called and constituted Senate meeting.
The following provisions shall not be subject to suspension under any circumstance:
- Quorum requirements as defined in Article 4.
- Voting thresholds necessary to initiate or approve specific actions (e.g., constitutional amendments, officer removal, and budget approvals).
- Procedural rules governing due notice and agenda distribution.
This safeguard is intended to preserve the integrity, consistency, and enforceability of the governing framework and to prevent circumvention of critical democratic processes. Suspension authority is granted only to enable flexibility in operational matters where strict application may impede the Senate’s responsiveness or adaptability.
CONTACTS
Administrative Faculty Senate Executive Cabinet email address (update with ITS)
NS Governance Canvas Course (add link)
RELATED INFORMATION
Administrative Faculty Senate Office and Other Positions: Overview, Qualifications, and Responsibilities –
Administrative Faculty Senate Standing Committee: Full Overview, Composition, and Responsibilities –
Administrative Faculty and Institutional Committees: Current information about institutional committees and administrative faculty associated with them –
NSHE Code Chapter 1, Section 1.4.7 – 1.4.8:
NSHE Handbook Title 4, Chapter 3, Section 2
NSU Website Address for Academic Faculty Senate bylaws
/policy/current/faculty-senate-bylaws/
HISTORY
| Date | Action |
| 7/7/2025 | Provisional bylaws submitted for comment to administrative faculty |
| 7/16/2025 | Provisional bylaws submitted to CFO & GC |
| 7/30/2025 | Provisional bylaws submitted to President for approval |
APPROVALS
Approved by Administrative Faculty Senate, Chair on July 30, 2025
Approved by NSU President, Dr. Pollard, on July 30, 2025
*Approved Condition: Provisional Senate bylaws until January 31, 2027