3.1 Meeting Frequency

College of Creative Arts meetings are convened at least once in the fall semester and once in the spring semester. Additional meetings are called at the discretion of the Dean.

3.2 Dates and Agenda

As the presiding officer of the division, the Dean will, under normal circumstances, determine dates and organize the agenda of CCA faculty and staff meetings.

The date, agenda and other appropriate explanatory material are distributed to the legislative body at least four working days prior to the meeting so that faculty have an opportunity to contribute to the agenda.

Any member of the College of Creative Arts may, by written request, ask for an issue to be considered at a CCA meeting and expect the request to be honored as soon as it is practical and reasonable for the issue to be included on an agenda.

Ten minutes is provided at the end of CCA meetings during which time issues, whether urgent or otherwise, are accepted for discussion on the verbal request of an attending member. This period cannot be used to extend consideration of issues formally listed on the agenda, nor can motions be offered at this time. Business discussed during this period is considered non-binding, the merit being to assess the will of the body only.

Divisional meetings will typically not last more than 1-1/2 hours. This includes the ten-minute period for free discussion of unscheduled business. A vote may extend the meeting for up to, but not more than, thirty minutes. There may only be one such extension per meeting, and it shall not cause the body assembled to forfeit the ten-minute option for free discussion.

3.3 Special Meetings

Special meetings may be called by a petition supported by 10% of the legislative body. The petition specifies the subject to be brought before the Division and any action proposed in the form of a motion. Although additional items may be added to the agenda of a special meeting, the subject of the petition will be the first on the agenda.

3.4 Procedures and Conduct

Procedures and conduct of divisional meetings are informal except when need for resolution, precision or definitiveness of decision requires adherence to Robert's Rules of Order.

The Dean may appoint a CCA parliamentarian to assist in the conduct of meetings. A list of eligible voters is maintained by the Administrative Assistant to the Dean.

A quorum to conduct business and make decisions relating to the College of Creative Arts is 50% of the voting members of the division.

Voting privileges at divisional meetings extend to all full-time tenured, tenure-track and TCPL faculty of the division on the Oxford, Hamilton and Middletown campuses holding the rank of Instructor and above and to all unclassified staff. Voting is normally open but can be made by written ballot upon a vote of those present and eligible to vote. Unless otherwise stated in this document, a simple majority is needed for passage of a motion.

Faculty members must be present, in person or by electronic means (e.g., by telephone, Skype, Face Time, email or videoconference) to vote. No voting by proxy is permitted. Votes taken electronically must be open for voting at least 24 and not more than 96 hours.

3.5 Records

The Dean is responsible for the preparation and distribution of the minutes of CCA faculty and staff meetings. A copy of the minutes accompanies the agenda of the next meeting sent to each faculty member.

3.6 Changes in Governance

The College of Creative Arts Governance Document will be accessible on the CCA website.

This Governance Document may be amended during the fall semester or the spring semester, at either a regular or a special meeting of the faculty, providing all the provisions and procedures of the Governance Document have been complied with. Procedurally, amendments are introduced at any acceptable faculty meeting during which discussion on the amendment shall take place. The vote to approve or reject the amendment is taken at the next faculty meeting. Governance document amendments are approved by simple majority.

Revisions to the CCA Governance Document that reflect University policy (e.g. MUPIM) changes may be made regularly without faculty vote. Revisions that allow for differences between divisions will be approved using the governance document amendment process described above.