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By-Laws of the Medieval Studies Program

Rutgers University

(adopted March 1991)

 

These bylaws are designed to facilitate the participation of faculty in the work of the Program in Medieval Studies and to expedite the Program's administration.  They are not intended to conflict with the Bylaws of the Faculty of Arts and Sciences, which take precedence over them, and they are subject the approval of the Dean of the Faculty of Arts and Sciences.

ARTICLE I. Membership and Voting

A.  Membership in the interdisciplinary Medieval Studies Program is open to all persons at Rutgers-New Brunswick who hold a 51 per cent or greater line in any department or school and who are involved in teaching, research, and/or professional activity in any branch of medieval studies.  Graduate advising is currently limited to members of the graduate faculty.

B.  At the time of implementation of these bylaws, membership will be made up of those faculty listed under the heading of Medieval Studies in the 1991 New Brunswick Undergraduate and Graduate Catalogs.  Subsequently, faculty in medieval fields will be polled at three-year intervals to determine whether or not they wish to remain voting members of the program.  Signed affiliation forms will be kept on file at the program office.

C.  Visiting faculty or faculty with less than a 51 per cent line may be extended voting or non-voting membership upon application to and approval by the Executive Committee and the Dean of the Faculty of Arts and Sciences.

D.  Membership rights include but are not limited to the following:

1.  Voting on Medieval Studies policy and curricular changes;

2.  Electing the members of the Executive Committee and the Director;

3.  Serving on the Executive Committee and, if tenured, as Director;

4.  Teaching Medieval Studies (667) courses.

ARTICLE II.  Program Director

A.  Any tenured faculty member at Rutgers-New Brunswick who has been granted voting membership in the Program is eligible to serve as Director.

B.  The term of office of the Director is 3 years with the possibility of one consecutive renewal.  The next term of office will begin July 1, 1992.  A member of the Program can serve for any number of nonconsecutive terms.

C.  The Director is appointed by the Dean of the Faculty of Arts and Sciences upon recommendation by the Program.  The recommendation shall take the form of an election by voting members of the Program, according to the following procedure:

1.  The date of the election shall not be less than three months before the new director is to take office (i.e., no later than March 1);

2.  No less than five months before the new director is to take office (i.e. by February 1), a first ballot listing all members of the Program shall be circulated by mail.  Any member may withdraw her/his name from consideration by written request to the Executive Committee.  The three persons (or more in the event of a tie in third place) receiving the highest number of votes on the first ballot will constitute the second ballot.

3.  If the second ballot produces a tie for the highest vote, a third ballot shall be mailed as soon as possible after the second vote.

4.  Ballots shall be secret, and shall be tabulated by an individual outside the program (normally the program secretary), with procedures to be set by the Executive Committee in accordance with prevailing University practice.

D.  The time a Director is on leave shall constitute part of a term.  If the Director's leave is for one year or less, the Program Committee shall select an Acting Director, subject to approval by the Dean of Arts and Sciences.  If the leave is for more than one year, Program members shall elect a new Director following the procedures specified in Article II.

E.  The Director is a member of the Executive Committee and chairs its meetings.

ARTICLE III.  Executive Committee

A.  The Executive committee shall consist of four elected Program members plus the Program Director.  Elected members will serve staggered four-year terms (beginning July 1) such that every second year, two seats on the committee are up for election.  The first such election will take place in the year following the approval of these bylaws.

B.  If an elected member of the Executive Committee is on leave, the Executive Committee shall designate an alternate to serve for the duration of the leave.

C.  The Executive Committee is appointed by the Dean of the Faculty of Arts and Sciences upon recommendation by the Program.  The recommendation shall take the form of an election by voting members of the Program, according to the following procedure:

1.  The date of the election shall not be less than two months before the Committee members' term is to begin (i.e. no later than May 1), and shall follow completion of the election of the Program director in years when both elections take place;

2.  No less than three months before the new Committee members are to take office (i.e. by April 1), a first ballot listing all members of the Program shall be circulated by mail.  The four persons (or more in the event of a tie in fourth place) receiving the highest number of votes on the first ballot will constitute the second ballot.  Any member may withdraw her/his name from consideration by written request to the Executive Committee.

3.  If the second ballot produces a tie in second place, a third ballot shall be mailed as soon as possible after the second vote.

D.  The Executive Committee shall meet upon call of the Director or any other Committee member to discuss matters affecting the Program.  Normally the Executive Committee shall meet once each semester.

E.  A quorum for Executive Committee meetings shall be three members.

F.  The Executive Committee is responsible for approving budget allocations, for the development of new Medieval Studies courses and for curricular matters in general, and for advisory recommendations concerning personnel actions.  The Executive Committee will refer major policy decisions to the full membership of the Program.  The Executive Committee is the final judge of what is to be considered "major policy decisions," but typically these would include changes in the existing academic program (e.g. alterations to the minor requirements) and the development and implementation of new programs (e.g. an undergraduate major).

G.  The Executive Committee is the only standing committee of the program.  It shall have the power to appoint ad hoc committees as necessary.

ARTICLE IV.  Meetings of the Program Members

A.  Meetings of program members shall be announced by mail at least two weeks in advance.  The meeting announcement shall include an agenda clarifying what will be discussed at the meeting and relevant decisions already taken by the Executive Committee.  Any member may add to the agenda in writing before the meeting or from the floor at the meeting.  Meetings will be called as required by program business, normally not more often than once a year.

B.  A quorum shall consist of 25% of members of the Program.  If a quorum is not present, the meeting may proceed, but no votes may be taken on matters of Program policy.

C.  At each meeting, one member shall be appointed by voice vote to take the minutes and have them distributed to all program members with reasonable dispatch.

D.  The Director of the Program shall chair the meetings.

ARTICLE V. Appointments and Promotions

A.  Any Medieval Studies Program member whose promotion or reappointment decision rests within a department may at her/his discretion request the inclusion in a promotion or tenure packet of an evaluation by the Program, taking the form of a letter to the Chair of the candidate's department, with a copy to the Dean of the Faculty of Arts and Sciences.  The Program Director, on receipt of a request for such a letter, shall convene the appropriate tenured members of the Program (i.e., those at or above the rank to which the candidate aspires) to draft a joint statement.  The names of those participating in the meeting shall be indicated in the Director's letter.

ARTICLE VI.  Enactment of and Amendments to the Bylaws

A.  Prior to the enactment of the bylaws and during the first stages of their implementation, the Program will be governed by the Executive Committee and Director already in place, previously named by the Dean of the Faculty of Arts and Sciences.  During the 1990-91 academic year, the Committee itself shall designate which of its members' positions will first be filled by election.

B.  During the 1990-91 academic year, these bylaws will be circulated to all Program members at least four weeks before a meeting called to consider their adoption.  Amendments to the bylaws may be proposed and accepted at the meeting by a majority vote of those attending.  The bylaws shall be enacted by a simple majority of members attending the meeting, and by subsequent approval of the Dean of the Faculty of Arts and Sciences.

C.  After their adoption, the bylaws may be amended by proposal of at least two voting members of the Program who circulate the proposal at least two weeks prior to a meeting called to discuss it, provided that the proposal subsequently receives a majority vote of the full membership by mail ballot.

D.  Such amendments shall be forwarded to the Office of the Dean of the Faculty of Arts and Sciences within thirty days of their approval by the Program members, and are subject to the Dean's approval.

ARTICLE VII.  McDonnell Committee

A.  The McDonnell Committee shall consist of four elected Program members plus an ex-officio librarian to be appointed by the Alexander administration.  Elected members will serve staggered four-year terms (beginning July 1) such that every second year, two seats on the committee are up for election.  The first such election will take place immediately upon approval of this addition to the bylaws.

B.  If an elected member of the McDonnell committee is on leave, the Executive Committee shall designate an alternate to serve for the duration of the leave.

C.  The election by voting members of the Program shall take place according to the following procedure:

1.  The date of the election shall not be less than two months before the Committee members' terms are to begin (i.e. no later than May 1), and shall follow completion of the election of the Program director in years when both elections take place;

2.   No less than three months before the new Committee members are to take office (i.e. by April 1) a first ballot listing all members of the Program shall be circulated by campus mail.  The four persons (or more in the event of a tie in fourth place) receiving the highest number of votes on the first ballot will constitute the second ballot.  Any member may withdraw her/his name from consideration by written request to the Executive Committee.

3.  If the second ballot produces a tie in second place, a third ballot shall be mailed as soon as possible after the second vote.

D.  The program member receiving the highest number of votes is responsible for convening the committee.  The committee shall meet in the first and last weeks of each semester, and more often if necessary, to consider all faculty requests for purchases, to determine which are appropriate uses of the McDonnell bequest, and to forward appropriate requests to the Alexander Library administration (Ryoko Toyama or her equivalent in future years).

E.  The election of the first committee shall take place according to the following procedure, which consists of two one-time exceptions to the new bylaw:

1.  For the first election, the eight persons (vs. four) receiving the highest number of votes on the first ballot will constitute the second ballot.  On the second ballot, the four persons (vs. two) receiving the highest number of votes will constitute the first committee.  The two persons with the highest vote totals will serve four-year terms and the two with the next highest totals will serve two-year terms.  This will accomplish a staggered membership after the first two years of the committee's operation.

2.  For the first election, the dates will be somewhat later than in future years: the vote on the bylaws changes is due by April 20; if the changes are approved, the first ballot will go out on or near April 25 and the second on or near May 10.