FAQs:
Q: I'm the new committee chair. How should I set up my first meeting?
A: Start by locating the names of your committee members on the Senate website. Coordinate with them to find a suitable time for the meeting. For assistance in
scheduling, you can contact the Senate Executive Assistant at sbu_university_senate@stonybrook.edu to help create a poll to gather availability and select the best date and time.
Once confirmed, send formal invitations with the meeting agenda, any necessary documents,
and the meeting link if it's virtual.
Q: How can I reserve the Senate Conference Room for a meeting?
A: To reserve the Senate Conference Room, please contact the Senate Executive Assistant
at sbu_university_senate@stonybrook.edu.
Q: How can I submit my committee meeting minutes for publication on the Senate website?
A: Meeting minutes must be submitted in PDF format. You can upload them to the shared drive either as they become available throughout the semester or all at once at the end.
If you don't have access to the shared drive, please reach out to the Senate Executive
Assistant at sbu_university_senate@stonybrook.edu for assistance.
Q: One or more of my committee members are stepping down. How do I replace them?
A: First, ask the departing member to suggest a replacement. If no replacement is found,
contact the Membership Committee Chair to assist in finding a new member. Once a replacement
is identified, inform the Senate Executive Assistant at sbu_university_senate@stonybrook.edu to update the website.
Q: Is there a guideline or template for committee meeting minutes?
A: Yes, meeting minutes should follow Robert's Rules of Order and focus on recording decisions made, rather than discussions held. A meeting minutes
template is available for your use.
Q: What should I do if I’m a committee member and wish to step down?
A: Notify your Committee Chair and sbu_university_senate@stonybrook.edu of your intention to step down. If you have a replacement in mind, inform the Committee
Chair and the senate.
Q: I’m a Senator At-Large and wish to step down. What should I do?
A: Inform the Senate Secretary/Treasurer at sbu_university_senate@stonybrook.edu and Membership Committee Chair of your decision to step down. If you have a replacement
for your position, please inform the Senate Secretary/Treasurer and Membership Committee
Chair.
Q: I’m a Departmental Senator and want to step down. What should I do?
A: Notify your Department Chair of your intention. If you have a replacement, share
that information with your Department Chair. Ask your Department Chair to submit your
replacement information to the Membership Committee Chair, Senate Secretary/Treasurer,
and sbu_university_senate@stonybrook.edu.
Q: I’m a State-Wide Senator/Alternative and would like to step down. What should I
do?
A: Inform the Membership Committee Chair, Senate Secretary/Treasurer, and sbu_university_senate@stonybrook.edu of your decision to step down. If you have a replacement in mind, please communicate
that information to the Membership Committee Chair and senate.
Q: I’m interested in becoming Senate President. What should I do when the current
President’s term is about to end?
A: Notify the current Senate President, the Senate Secretary/Treasurer, and Senate Executive
Assistant of your interest via email. Prepare a biography (Bio) in PDF format and
submit it to the Senate Exceutive Assistant at sbu_university_senate@stonybrook.edu. It will be reviewed and distributed to the Senate body in preparation for the Senate
President election.
Q: I’m interested in becoming Senate Secretary/Treasurer. What should I do when the
current Secretary's term is about to end?
A: Notify the current Senate President, the Senate Secretary/Treasurer, and Senate Exceutive
Assistant of your interest via email. Prepare a biography (Bio) in PDF format and
submit it to the Senate Executive Assistant at sbu_university_senate@stonybrook.edu. It will be reviewed and distributed to the Senate body in preparation for the Senate
Secretary election.