Library Faculty Governance Constitution

1.0 Preamble
Serving as the primary information centers for Florida International University, the Libraries provide systematic access to a variety of information resources.  In keeping with the Mission Statement of the FIU Libraries, librarians seek, collect, create, organize, publish, and interpret information.  In addition, librarians provide training and assistance in the use of information resources, and teach information literacy to foster life-long learning. Librarians engage in continuuing education activities, and work within their profession to promote the standardization and globallization of information. By collaborationg and cooperating with other libraries and cultural organizations, librarians form an integral part of the South Florida learning community. The Library Faculty is committed to the principles of academic and intellectual freedom, and recognizes such freedoms as integral to the professional life and conduct of librarians at FIU.

1.1 Purpose
This constitution shall provide a structure for the Library Faculty to exercise their rights and fulfill their responsibilities in the governance of the Libraries.  Library governance provides a framework for Faculty to participate in the formulation of policy and to contribute to the acheivement of the research, education, and service goals of the University and Library as embodied by their Mission Statements. Further, library governance serves the development and improvement of library services and collections through full utilization of the professional abilities, interests, and expertise of the librarians.

1.2 Jurisdiction

1. The Library Assembly shall formulate those policies that concern library faculty governance. The Library Assembly participates in the process of making library policy.
2. Policies developed by the Assembly shall be forwarded to the Executive Director of Libraries for review and approval. Decisions by the Executive Director will normally be communicated in writing to the Chairperson of the Assembly within thirty (30) calendar days. In the case of a veto, the Executive Director shall provide reasons in the communicated decision.
3. The Assembly may formulate a position on any subject of interest to FIU librarians and communicate recommendations thereon.
4. Library Faculty will participate and make recommendations regarding the search for and appointment of the Executive Director of Libraries.

3.0 Officers and Committees

3.1 Officers of the Executive Committee
The Library Faculty shall elect from among its members the following officers: Chair, Vice Chair, Secretary, Parliamentarian, and At-Large Officer. This group shall constitute the Executive Committee.

1. The Executive Committee has the power and responsibilities to:
   1. Coordinate the business of the Library Faculty Assembly
   2. Create and dissolve ad hoc committees
   3. Appoint and remove ad hoc committee members
   4. Recommend policies, resolutions, and constitutional amendments to the Library Faculty Assembly
   5. Set the agenda for meetings of the Library Faculty Assembly
   6. Act on behalf of the Faculty in matters declared by the Chair to be of an emergency nature
   7. Distribute and present an annual report of Library Faculty activities to the Assembly.
2. The Chair shall be the executive officer of the Library Faculty. The Chair must hold the rank of Assistant University Librarian, or above. The Chair is not elected, but is succeeded by the Vice-Chair of the previous year. The Chair serves a one year term.
3. The Vice Chair/Chair-Elect serves a one year term and succeeds as Chair the following year. The Vice Chair shall assume the duties of the Chair whenever that individual is absent or unable to act, or whenever the Chair delegates such functions to the Vice Chair. Further, the Vice Chair and the Parliamentarian shall determine issues of quorum at the Library Faculty Assembly, and will count votes whenever a roll call or written ballot is used.  Candidates for this office must hold the rank of Assistant University Librarian or above.
4. The secretary shall be responsible for taking the minutes of Library Faculty and Executive Committee meetings. In the absence of the Secretary, the Chair shall designate a person to take the minutes. The Secretary shall ensure that minutes of the previous meeting of the Library Faculty are sent to all librarians and are available in the Library's Administrative Offices no later than two (2) weeks after the meeting. The Secretary shall keep a file of all minutes of Library Faculty and Executive Committee meetings and all actions of standing and ad hoc committees.  The Secretary is responsible for recording all proxy votes.  The Secretary serves a two year term.
5. The Parliamentarian shall have familiarity with Robert's Rules of Order, and shall answer questions regarding procedure during meetings of the Executive Committee and Library Faculty Assembly. The Vice Chair and the Parliamentarian shall determine issues of quorum at the Library Faculty Assembly, and will count votes whenever a roll call or written ballot is used. The Parliamentarian serves a two year term.
6. The At Large Member serves as a member on the Executive Committee. The At Large Member may not be from the same campus as the incoming Chair. The At Large Member serves a one year term.
7. If the Vice Chair is serving as the Chair or absent, the Parliamentarian and Secretary shall determine issues of quorum at Library Faculty Assembly meetings and will count votes whenever a roll call or written ballot is used.
8. When acting on behalf of the Faculty Assembly in an emergency, as per section 3.1a(6), the Executive Committee shall seek to consult with individual librarians. Any action taken in this respect by the Executive Committee shall be reported in writing by the Chairperson to the members of the Library Faculty Assembly at or before the next regular meeting. The Chair will give the members of the Library Faculty Assembly advance notice of any emergency meeting of the Executive Committee, if feasible. In compliance with Robert's Rules of Order, any action taken under this provision may be retracted by a two-thirds majority of the Library Faculty Assembly at a subsequent regular meeting.
9. Executive Committee Officers may be removed by a two-thirds vote of all Library Faculty members.

1. Library Faculty committees may meet to conduct business using audio or video conferencing technology, as well as in person.

1. Ad hoc committees are created, charged, and may be abolished by the Executive Committee. Members are appointed and may be replaced by the Executive Committee.
2. The Library Faculty Assembly may recommend the establishment of ad hoc committees to the Executive Committee.

1. The Faculty Assembly may further define the tasks of its standing committees and charge each with additional responsibilities.
2. Each committee shall keep a written record of its meetings on file in the Library Administrative offices.
3. Standing Committees are required to present a report at all Library Faculty Assembly meetings. Written reports may be submitted to the Executive Committee if no committee members can attend.
4. Standing Committees must present a written annual report of their activities for the approval of the Library Faculty Assembly at the second Assembly meeting of the academic year.
5. Standing committees may submit bylaws, resolutions, and policies to the Library Faculty Assembly for approval.
6. Each standing committee shall elect a chairperson.
7. Each standing committee shall set attendance requirements for its members and may, if it sees fit, remove from the committee any person who is delinquent in attendance. If a person is removed from a committee, that seat shall remain vacant until the Library Faculty Assembly elects a replacement.
8. The Library Faculty Assembly shall fill standing committee vacancies within 30 days.
9. Chairs of all standing committees shall report regularly to the Executive Committee Chair or a member of the Executive Committee.
10. All proposed action items from standing committees should be referred to the Executive Committee in writing prior to being placed on the Faculty Assembly agenda.
11. Each standing committee at its initial meeting of the year shall develop a meeting schedule. All members of the committee shall be contacted prior to this meeting to determine availability. This schedule shall be provided to the Secretary of the Executive Committee. Special meetings of standing committees may be called provided all members are notified at least 48 hours in advance and notice of such meeting is provided to the Executive Chair and Secretary.
12. New standing committees are formed through the amendment of the constitution.

3.2.3.1 Promotion/Peer Review Committee
The purpose and function of the Library Promotion/Peer Review Committee is to act in an advisory capacity by reviewing candidates' files and making recommendations concerning promotion and meritorious salary increases to the Executive Director of Libraries.

1. The committee is composed of five in-unit members elected from the ranks of Assistant University Librarian through University Librarian. No more than two Assistant University Librarians may serve on the committee at one time. All committee members must have completed one year of professional service at the University Library.
2. The committee is comprised of three members from University Park and two from the Biscayne Bay Campus. Two alternates at the Associate University Librarian or University Librarian level will be elected.
3. The alternate serves in the event that a member from their campus becomes ineligible. If two members from the same campus are ineligible, the alternate from the other campus may serve in place of the second ineligible member.
4. The alternate members review promotion/merit files and attend all meetings. The alternates partake in discussions and vote on candidates as needed.
5. Members who are supervisors are not eligible to review a candidate that he/she supervises. Members are not eligible for their own candidacy.
6. Ineligible members may not participate in, or be present during, the discussions or voting regarding candidates for whom they are ineligible.
7. A quorum for the purposes of voting shall consist of 5 eligible members.
8. All eligible librarians may vote in the election of committee members. Members are elected for two-year, staggered terms. In odd years, elections will be held for two University Park members and one Biscayne Bay member. In even years, elections will be held for one University Park member and one Biscayne Bay member. An alternate from each campus is elected each year.  Members may not serve more than 2 consecutive terms.

1. The committee shall consist of five members: two from University Park, two from Biscayne Bay, and one at-large member. Members are elected for two- year, staggered terms. In odd years, elections will be held for one University Park members and one Biscayne Bay member. In even years, elections will be held for one University Park member, one Biscayne Bay member, and the at-large member.

1. The committee shall consist of five members: two librarians from University Park, one librarian from Biscayne Bay, one LTA from University Park, and one LTA from Biscayne Bay. Members are elected for two-year, staggered terms. In odd years, elections will be held for one University Park librarian, one University Park LTA, and one Biscayne Bay Campus librarian. In even years, elections will be held for one University Park librarian and one Biscayne Bay LTA.   LTA candidates must be approved by their supervisors as part of the nomination process.

1. Members of the Nominations and Elections Committee are not eligible to participate in or be present during the committee deliberation regarding their own candidacy.
2. Active and energetic electoral and committee participation is necessary for the optimal functioning of the Faculty and its committees. With this in mind the Nominations and Elections Committee is responsible for ensuring at least 2 nominees for all elective offices. Specifically, it is responsible for forwarding and verifying nominations for all offices and committees.
3. This Committee shall also recommend policies concerning Library Faculty Assembly and University Faculty Senate offices and elections, shall hear appeals concerning the conduct of elections, shall authorize the Secretary of the Executive Committee to certify the results of elections, and perform related duties as assigned by the Executive Committee.
4. Decisions of the Nominations and Elections Committee in cases of appeals shall normally be final, except that the Faculty may, by a two-thirds vote, reverse a decision by the Committee.
5. The Chairperson, Secretary, and the Parliamentarian of the Executive Committee shall be ex-officio members of this committee.
6. The Nominations and Elections Committee shall consist of five members: two from University Park, one from Biscayne Bay, and two at-large. Members are elected for two- year, staggered terms. In odd years, elections will be held for one University Park member, one Biscayne Bay member, and one at-large member. In even years, elections will be held for one University Park member and one at-large member.

The initial implementation of this constitution shall be the responsibility of the Library Collegial Governance Committee.

1. Upon passage of the constitution by a majority of the library faculty, and acceptance of said document by the Administration, the Library Collegial Governance Committee shall solicit nominations and conduct elections for the Executive Committee and Nominations and Elections Committee.
2. Terms of office for the Executive Committee in the first election shall be as follows, with the 2004 term beginning in June, 2004:
   1. The Chair shall serve the 2004-2005 term;
   2. The Vice Chair shall serve the 2004-2005 term, and subsequently serve as Chair for the 2005-2006 term;
   3. The Secretary shall serve the 2004-2005 term;
   4. The Parliamentarian shall serve the 2004-2006 term;
   5. Two at-large candidates, one from each campus, shall stand for election. If the elected Chair is from University Park, the Biscayne Bay At-Large candidate shall serve as the At-Large Member of the Executive Committee during the 2004-2005 term. If the elected Chair is from Biscayne Bay, the University Park candidate shall serve the 2004-2005 term as the At-Large Member of the Executive Committee. The at-large candidate from the same campus as the elected Chair shall serve as an At-Large Member of the Nominations and Elections Committee during the 2004-2005 term.
3. Terms of office for the Nomination and Elections Committee in the first election shall be as follows, with the 2004 year beginning in June:
   1. The candidate from University Park receiving the highest number of votes shall serve from 2004-2006.
   2. The candidate from University Park receiving the second highest number of votes shall serve from 2004-2005.
   3. The candidate from Biscayne Bay receiving the most votes shall serve from 2004-2006.
   4. The candidate receiving the highest number votes, aside from the three candidates above in 3.3.c. 1-3 shall serve as the At-Large Member for the 2004-2006 term.
   5. The at-large candidate who is not eligible to serve on the Executive Committee as per 3.3.b.5 will serve as the At-Large member of the Elections and Nominations Committee for the 2004-2005 term.
4. When the results of this first election have been certified by the Library Collegial Governance Committee, the results will be announced to the Library Faculty and an inauguration will be scheduled. With the inauguration of the Executive Committee officers, the Library Collegial Governance Committee shall be dissolved.
5. After election, the Nominations Committee shall proceed with due haste to solicit nominations for other committee positions and hold an election prior to September 3, 2004, so as to enable all committees to begin functioning at the start of the new academic year.

4.0 Library Faculty Assembly Meetings

4.1 Types and Frequencies of Meetings

1. The Library Faculty Assembly shall hold regular monthly meetings during the nine-month calendar of September to May.
2. An annual calendar of meetings shall be approved at the Annual Election Meeting held in the Spring Semester.
3. Emergency or special meetings may be called by the Executive Committee or by simple majority petition of members with 48-hours notice.
4. At the discretion of the Chair, meetings other than the Annual Election Meeting may be held using video conferencing technology or in-person attendance.  Any meeting that require in-person attendance shall alternate between the University Park and Biscayne Bay Campuses.
5. The Annual Election Meeting will be an in-person meeting.

1. The Chair of the Library Faculty Assembly shall preside over the General meetings. In the absence of the Chairperson, the Vice Chair shall preside.
2. The latest edition of Robert's Rules of Orders shall govern meetings.
3. A simple majority of 50% + 1 of the authorized membership shall constitute a quorum.
4. If two consecutive scheduled meetings are unable to reach a quorum, the meeting shall be conducted as planned with those present, provided at least 20% of faculty members are in attendance. Any decisions or actions made at such provisional meetings will be subject to review and vote for ratification at the next meeting.
5. Should a Library Faculty member be unable to attend a meeting, a signed and written proxy vote may be submitted to any member of the Executive Committee no later than two hours before the beginning of the meeting. The Secretary is responsible for recording all proxy votes.

1. An agenda shall be compiled by the Chairperson and distributed three to seven business days in advance of each regular meeting.
2. The Executive Director of Libraries or a designated substitute will be invited to report at regular meetings.
3. Any person may be invited to attend meetings and be recognized to speak by the chair for purposes of discussion.
4. The agenda shall include a period for announcements, committee reports, and open discussion.
5. Items added to the agenda from the floor may be discussed, but may not be acted upon until the next meeting.

1. Minutes will be taken by the Secretary in accordance with the position description in Section 3.1.d.

1. All members of the Library Faculty Assembly shall have the privilege of nominating candidates and voting in elections. Eligible members of the Library Faculty may stand for election as per the Membership rules.
2. Unless the Library Faculty Assembly expressly votes that members of ad hoc committees be elected, the Executive Committee shall appoint ad hoc committee members.

1. Nominations shall be submitted to the Nominations and Elections Committee. The Committee shall be responsible for ensuring the nomination of at least two candidates for each of the offices, and if necessary shall solicit names of potential nominees.
2. The Nominations and Elections Committee shall announce the nominations at the Library Faculty Assembly meeting held prior to the meeting at which the elections shall take place.

1. If a member of a standing committee or the Executive Committee is unable to serve, the Nominations and Elections Committee shall conduct an election for a replacement within 30 days of the official vacancy.
2. Elections shall be conducted by secret ballot during the last regular meeting of the Spring term.
3. If no candidate receives a majority of votes, a run-off election shall be held at the same Library Faculty Assembly meeting between the two candidates receiving the most votes.  No person holding an office shall therefy be entitle to, nor disqualified from, being nominated or elected to the same or another office.
4. Elections for Standing Committees will be held each academic year, and those elected shall take office at the beginning of the Fall semester. Standing Committee members generally serve two-year terms. Election of the membership is staggered in order that not all members are new to the committees in the same year.
5. The Secretary of the Library Faculty, acting by the authority of the Nominations and Elections Committee, shall certify the results of all elections to insure conformity with the Constitution of the Library Faculty.

1. All permanent professional librarians employed by FIU must possess an ALA-accredited MLS or equivalent.
2. To be consistent with the University's policies and to ensure the broadest possible pool of candidates for positions, the Libraries will normally conduct a search-and-screen process for each faculty-librarian position.
3. Search-and-screen committees for faculty-librarian positions should be appointed by the Executive Director of Libraries in consultation with appropriate library administrators and department heads.

1. Proposals for amendments may be initiated by a petition signed by 10% of the voting faculty or may be initiated within a general or special meeting with the support of 10% of all the voting faculty. Such petitions must be submitted in writing to the Secretary of the Executive Committee.
2. Amendment proposals shall be distributed by the Secretary within one week of receipt by that officer.
3. Amendment proposals distributed by the Secretary at least two weeks before a regular meeting shall be placed on that meeting's agenda for discussion.
4. A timeframe for enactment shall be included in the discussion and added to the ballot if the proposal is accepted.
5. After discussion, the amendment proposal must receive a simple majority vote of the members present to be placed on a mail ballot for full membership vote.
6. Proposals approved by the majority will be placed on a mail ballot and distributed by the Secretary within 2 weeks of the vote.
7. All ballots must be returned to the Secretary within 2 weeks after distribution in order to be counted.
8. Enactments of amendments require approval by a majority of voting membership.