August 17, 2009

To:       Jon Hasenbank, Convener

            Scholarship & Awards Committee

From:   Becky LeDocq, Chair

            Faculty Senate

This memo is intended to serve as the initial charge letter to the Scholarship & Awards Committee for the 2009-10 academic year. 

In an effort to better orient new committee members and to improve the overall efficiency and effectiveness of committee work, the Senate Executive Committee (SEC) is incorporating the following ideas.

1. The SEC will be holding a meeting of conveners at 9:00 a.m. on Tuesday, September 1 in 325 Graff Main Hall.  Please plan on attending this meeting if possible.  If you are unable to attend, please send another representative from your committee. An agenda will follow.
2. The SEC will be holding a meeting of Chairs during the week before classes in January.  The purpose of this meeting will be for committee chairs to report on progress on charges to date and discuss any problems committees may be experiencing.

Per Faculty Senate Bylaw II. (s):  “Each faculty committee shall hold an organizational meeting and report the name of the chairperson to the senate office by October 1. (Joint Chairpersons are not permitted.)” 

Therefore, as the convener of the Scholarship & Awards Committee, please arrange, as soon as feasible, an organizational meeting.  In addition to a chairperson, please also elect a secretary.   

 Primary responsibilities of the chairperson include:

·         promptly informing the Senate office (5-8018) the results of the election of officers and any changes in committee membership.*

·         organizing and conducting meetings.

·         completing a year end report on the Scholarship & Awards Committee activities to be submitted to the Senate Office no later than May 31, 2010.

*The committee chairperson should carefully review Faculty Senate Bylaw II, “Faculty Standing Committees” for information on committee attendance and the role of alternates.

Primary responsibilities of the secretary include:

·         recording minutes of each meeting.

·         promptly sending meeting minutes to Sibbie Weathers (weathers.sylv@uwlax.edu) so that the minutes can be posted on the faculty senate website. 

In the event the committee chooses to rotate secretarial duties, please designate one person to be responsible for e-mailing the meeting minutes to Sibbie Weathers.

Although no special charge is being given to the committee this year, should the membership wish to bring any policy issues to the attention of the senate, it should certainly do so. Any recommendations that the committee would like to make to the senate should be submitted to our office in a timely fashion.

If you have questions or concerns regarding this charge, please contact me at any time during the year.  Finally, if the Senate Executive Committee or I can assist your committee in any way during the year, please do not hesitate to ask.

saw

cc:        Scholarship & Awards Committee Members