CHECKLIST FOR THE PREPARATION OF REPORTS
The purpose of the checklist is to aid Senate Office staff and Committee Chairs in preparing written reports in a format that can be reviewed and acted upon expeditiously.
Format
of Reports
LEGISLATIVE REPORTS
1. Introduction: Define the issues that require the legislative action and provide the historical context, if appropriate.
2. Discussion and Rationale: Identify the issues over which the Senate has authority, discuss the reasons for the proposal, and identify its consequences. Where applicable, costs of implementation should be included.
3. Recommendations: Move the specific action that the Senate can implement. This section should be brief and specific, so that it is very clear what the Senate is voting on.
4. Effective Date: Recommend the date of implementation.
5. Ending: List the committee members proposing legislation.
ADVISORY AND CONSULTATIVE REPORTS
1. Introduction: Define the issues germane to the faculty’s interest.
2. Discussion: Discuss why the proposed action needs to be taken. Where applicable, costs of implementation should be included.
3. Advisory Proposal: Specify the actions the Senate would like to implement. This section should be brief and specific, so that it is very clear what the Senate is voting on.
4. Ending: List the committee members preparing the report.
INFORMATIONAL REPORTS (MANDATED AND NON-MANDATED)
1. Introduction: Define the issues germane to the faculty’s interest, and state the reason why the report is necessary.
2. Information: Present the data or other information as needed.
3. Discussion and Conclusion: State the implications for the faculty.
5. Ending: List the committee members preparing the report.
Delegation of Duties
Senate
Office
The Executive Secretary of the Senate will ensure that each report conforms to the checklist. Reports found not to conform will be brought to the attention of the Senate Chair who will discuss the issue with the Committee Chair.
Senate
Chair
The Chair shall review reports prior to meetings of the Senate Council to ensure that they are properly organized. At meetings of the Council, the Chair’s task is to guide the conversation and to seek consensus.
Executive
Secretary
During Senate Council’s discussion of a report, suggestions for changes in a report are often made. If Senate Council votes to approve a report for a Senate meeting with changes, it is the responsibility of the Executive Secretary to verify that the changes are included in the final report.
a) Oral Informational Reports. The practice of permitting Senate committees to sponsor oral informational reports will be discontinued. Committees will be permitted to sponsor written reports, as described in recommendations (b) and (c) below. By considering only written reports, Senate Council can better evaluate the readiness and appropriateness of reports prior to placing them on the Senate Agenda.
The Senate Council may sponsor reports from University administrators.
b) Mandated Reports. Written copies of mandated reports will be placed in the Senate Agenda, but neither presented nor summarized orally at Senate meetings. These reports are routine, and if prepared well, are self-explanatory. Senate Council will allot time at the Senate meetings for reactions to the mandated reports and for sponsors to respond to such reactions. Presenters must adhere to time limits.
c) Non-Mandated Informational Reports. Sponsors of the non-mandated informational reports must clearly articulate a specific purpose for taking Senate meeting time. Printed copies of the non-mandated reports will be placed in the Senate Agenda, but presenters will neither present nor review the contents of such reports at Senate meetings, unless Senate Council determines that an oral presentation is warranted. Senate Council will allot time at the Senate meetings for reactions to the non-mandated reports and for sponsors to respond to such reactions. Presenters must adhere to time limits.
Adopted at 3-25-03 Senate Meeting