Table of Contents

Senate Operation, Administration and Procedures

• Senate meetings
• When you arrive at the meeting
• When you can't attend a meeting
• Officers
• Committees
• Organizing a meeting

Simplified Robert's Rules

2008-2009 Senator Handbook

Senate Operation, Administration and Procedures

Senate meetings

A large portion of Senate activities takes place in general and committee meetings. The meetings of the full Senate are run on a modified agenda system. Senators who wish to present a motion, bill, resolution or report requiring GSS action or attention must submit it to the Corresponding Secretary two week in advance of the Senate meeting, so that it may be circulated to the members of the Senate. The prior submission of such material helps to expedite meetings. Senators may, however, always reserve the right to introduce proposals from the floor.

Senate meetings are run in accordance with the parliamentary procedure set forth in Roberts Rules of Order, a simplified version of which is included in this handbook.

Each senator is entitled to one vote, per issue, at meetings.

When you arrive at the meeting

1. Sign in. This is very important, as we need a record of who came to the meetings to take a final tally in matters involving a vote.
2. Pick up your voting card. Voting cards are necessary in order for the Recording Secretary to count a vote for a department. If you don't have your card, you can't vote.
3. Pick up any handouts. GSS meetings tend to be a place to pick up announcements for campus and GSS events. We sometimes have special speakers who will bring information that they want distributed. There is usually a table by the door where all flyers and announcements may be picked up. Be sure to post the handouts as soon as you return to your department.
4. Help yourself to whatever refreshments we happen to be offering that day.
5. Find a seat and get ready for the meeting.

When you can't attend a meeting

Officers

The Senate annually elects five non-salaried officers. The Officers are responsible for enacting the wishes of the Senate in general, as well as for performing more specific duties. See the officer list for more info.

Committees

The Executive Committee

formed of the five officers and seven other Executive Senators, such that each management center is fairly represented. The Executive Committee meets from one to four times each month and acts on behalf of the GSS between Senate meetings. The primary responsibilities of the Executive Committee include: reviewing priorities, plans, policies and activities of the GSS; implementing the Senates decision, adopting an annual budget submitted to the Senate for approval; and providing leadership and continuity for the GSS.

The Activities Committee

composed of the GSS Vice-President and volunteers. The chief duties of the Activities Committee involve the planning, organization and supervision of GSS-sponsored activities. The Activities Committee also keeps the GSS informed of activities sponsored by professional schools and other members of the CWRU community which may be of interest to graduate students.

The Diekhoff Award Committee

made up of senators and students from. It is the responsibility of the Diekhoff Committee to oversee all aspects of selecting the annual winners of the Diekhoff Award for Excellence in Graduate Teaching

The Student Organizations Committee

composed of the Corresponding Secretary and other volunteers. The primary responsibility of the Organizations Committee is to receive and review all petitions for recognition and for funding of student organizations and to forward its recommendations to the Senate.

In addition to the above standing committees, the GSS may also form temporary ad hoc committees designed to deal with special concerns identified by the Senate and given responsibilities consistent with the purpose of the GSS. The sum of GSS committees is listed here.

GSS Handbook Table of Contents. Return to the GSS Home Page

Simplified Roberts Rules of Order

Introduction

Here's a external link for the more complete Robert's Rules of Order

It is your duty to represent your department's position to the best of your ability. Please become familiar with the following procedures and use them.

Main ideas:

• Everyone has the right to speak once if they wish, before anyone may speak a second time.
• Everyone has the right to know what is going on at all times.
• Only urgent matters may interrupt a speaker.
• The Senate discusses only one thing at a time.

How to do things:

1. You want to bring up a new idea before the group.
   After recognition by the chair, present your motion. A second is required for the motion to go to the floor for debate, or consideration.
2. You want a motion just introduced by another person to be killed.
   Without recognition from the chair simply state "I object to consideration." This must be done before any debate. This motion requires no second, is not debatable and requires a 2/3 vote.
3. You want to change some of the wording in a motion under debate.
   After recognition by the chair, move to amend by
   1. adding words,
   2. striking words or
   3. striking and inserting words.
4. You like the idea of a motion under debate, but you need to reword it beyond simple word changes.
   Move to substitute your motion for the original motion. If it is seconded, debate will continue on both motions and eventually the body will vote on which motion they prefer.
5. You want more study and/or investigation given to the idea under debate.
   Move to refer to a committee. Try to be specific as to the charge to the committee.
6. You want more time personally to study the proposal under debate.
   Move to postpone to a definite time or date.
7. You are tired of the current debate.
   Move to limit debate to a set period of time or to a set number of speakers. Requires a 2/3 vote.
8. You have heard enough debate.
   Move to close the debate. Requires a 2/3 vote.
   Or move to previous question. This cuts off debate and brings the assembly to a vote on the pending question only. Requires a 2/3 vote.
9. You want to postpone a motion until some later time.
   Move to table the motion. The motion may be taken from the table after 1 item of business has been conducted. If the motion is not taken from the table by the end of the next meeting, it is dead. To kill a motion at the time it is tabled requires a 2/3 vote. A majority is required to table a motion without killing it.
10. You want to end the meeting.
    Move to adjourn.
11. You are unsure that the chairman has announced the results of a vote correctly.
    Without being recognized, call for a division of the house." At this point a standing vote will be taken.
12. You are confused about a procedure being used and want clarification.
    Without recognition, call for "Point of Information" or "Point of Parliamentary Inquiry." The chair will ask you to state your question and will attempt to clarify the situation.
13. You have changed your mind about something that was voted on earlier in the meeting for which you were on the winning side.
    Move to reconsider. If the majority agrees, the motion comes back on the floor as though the vote had not occurred.

Quick Reference

• You may INTERRUPT a speaker for these reasons only:

  • to get information about business - point of information
  • to get information about rules - parliamentary inquiry
  • if you can't hear, safety reasons, comfort, etc. - question of privilege
  • if you see a breach of the rules - point of order
  • if you disagree with the chair's ruling - appeal

• You may influence WHAT the Senate discusses:

  • if you would like to discuss something - motion
  • if you would like to change a motion under discussion - amend

• You may influence HOW and WHEN the Senate discusses a motion:

  • if you want to limit debate on something - limit debate
  • if you want a committee to evaluate the topic and report back - commit
  • if you want to discuss the topic at another time - postpone or lay it on the table
  • if you think people are ready to vote - previous question

Parliamentary Procedure Motions Chart

GSS Handbook Table of Contents. Return to the GSS Home Page