ASSU Documentation

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=== Rules of Order 1: Order of Business ===
The order of business for each meeting of the Undergraduate Senate and its constituent committees and sub-committees, except when otherwise specified, shall be as follows:

   - Call to Order
   - Roll Call
   - Approval of the Minutes of the Previous Meeting
   - Acceptance of the Orders of the Day and Action Calendar
   - Old Business
   - Open Forum
   - Report of the Executive of the Association
   - Report of the Financial Manager
   - Reports of Association Committees and Departments
   - Report of the Presiding Officer
   - Report of the Deputy Chair
   - Report of the US Committees 
   - New Business 
   - Final Comments 
   - Adjournment

Items 7, 8, 9 and 12 shall be omitted for meetings of the committees and sub-committees of the Undergraduate Senate.

A. Explanations of Items\\  
Reports should be made by the head of a Department or the chair of a Committee, or a member of the Department or Committee designated by the chair or head of the body. Written summaries of Oral reports shall be included in the agenda packets, if available before the meeting. The Presiding Officer shall entertain questions from the members of the Undergraduate Senate and direct them to the individual making the report after each written and/or oral report has been concluded.\\  
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Any member of the Undergraduate Senate may, at any time at least one minute after the beginning of an oral report, interrupt the speaker and call for an ending of the report and questioning. If this motion passes, then the next item of business in the Orders of the Day shall be considered. No action items shall be considered at this time, unless otherwise specifically provided for in these Rules.\\  
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All original main motions shall be considered action items. Action items shall be considered in the order presented in the Action Calendar.\\  
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For meetings of the Undergraduate Senate, in the event that the Chair of the Senate is unable to be present at a meeting of the Undergraduate Senate, the Deputy Chair of the Senate shall act as Presiding Officer. In the event that neither the Chair nor the Deputy Chair, another member of the Executive Committee shall act as Presiding Officer.\\  
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For meetings of committees and sub-committees of the Undergraduate Senate, in the event that the Chair of the committee is unable to be present at a meeting, the Deputy Chair of the Committee shall act as Presiding Officer for meetings of committees and sub-committees of the Undergraduate Senate. In the event that neither the Chair nor the Deputy Chair, the Chair of the Senate or Deputy Chair shall act as Presiding Officer.\\  

1. Call to Order\\
At the time the meeting is scheduled to begin, the Presiding Officer shall call the meeting to order.\\
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2. Roll Call\\ 
At each meeting, the Presiding Officer shall call the roll to determine which members of the Undergraduate Senate/committee are present and which are absent. It is the duty of any member arriving after the roll call to alert the Presiding Officer of their presence.\\ 
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3. Approval of the Minutes of the Previous Meeting\\ 
Any meeting minutes which were not approved at the last meeting of the Undergraduate Senate/committee shall be presented for approval. Any corrections shall be incorporated into the minutes of the current meeting.\\ 
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4. Acceptance of the Orders of the Day and Action Calendar\\ 
Before each meeting the Presiding Officer shall prepare a tentative order of business, as well as a Calendar of Action items for which approval of the Undergraduate Senate/committee is sought. This Action Calendar shall enumerate the main motions that appear in appropriate written form in the agenda packet. The entries shall be arranged in the order that they will be considered during the meeting, and each entry shall specify its originator and the vote required for approval. These must be accepted as is, or as amended, by the Undergraduate Senate/committee before it can proceed with any other business except an adjournment due to lack of a quorum.\\ 
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5. Action Items / Old Business\\ 
Any action item that was under consideration at the previous meeting when it adjourned, and any action item scheduled to be considered at the previous meeting but not considered before adjourning, shall be considered an Action Item or Old Business.\\ 
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6. Open Forum\\ 
Any member of the Stanford Community may address the Undergraduate Senate/committee on their topic of choice. Any written materials shall be distributed via the agenda packet, if available before the meeting. No speaker may, initially, address the Association legislative bodies for more than 5 minutes, unless a majority of the Senate votes to allow the speaker to continue. After this address, the Presiding Officer shall entertain questions from those present at the meeting and direct them to the speaker for a period not to exceed 5 minutes. The Presiding Officer shall schedule all speakers, with absolute priority given to individuals who are not elected representatives of the Association. This period shall not exceed 30 minutes, unless a majority of 
the Senate votes to allow more speakers.\\ 
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7. Report of the Executive of the Association\\ 
The President shall report to the Association legislative bodies on the status of Association issues, and any other matter brought to the attention of the Executive Committee. The President may assign any or all of this reporting time to any other member(s) of the Executive Committee. This time shall not exceed 15 minutes.\\ 
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8. Report of the Financial Manager\\ 
The Financial Manager shall report to the Association legislative bodies on matters concerning the general finances of the Association, the operation of the Business Projects, the Students' Organizations Fund, and any other matter charged to the Financial Manager. This time shall not exceed 15 minutes.\\ 
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9. Reports of the Association Committees and Departments\\ 
Each Department Head or Chair of an Association Committee may, at this time, report to the Association legislative bodies on any matter within the charge of that Department/Committee. The Department Head/Committee Chair reporting shall, during the time of their report, be granted the rights and privileges of an ex-officio member of an Association legislative body. Each committee report shall not exceed 10 minutes.\\ 
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10. Report of the Presiding Officer\\ 
The Chair shall report on matters pertaining to the duties of the Chair of the Undergraduate Senate/committee and the overall workings of the Undergraduate Senate/committee. The Presiding Officer’s report shall not exceed 10 minutes.\\ 
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11. Report of the Deputy Chair\\ 
The Deputy Chair shall report on matters pertaining to the duties of the Deputy Chair of the Undergraduate Senate/committee and the overall workings of the Undergraduate Senate/committee. The Deputy Chair’s report shall not exceed 10 minutes.\\ 
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12. Report of the US Committees\\ 
The Chair, or designee of the Committee, may at this time, report to the Undergraduate Senate on any matter or motion within the charge of that Committee. Each Committee report shall not exceed 5 minutes.\\ 
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13. Previous Notice / New Business\\ 
Any action item included under this heading when the Action Calendar was accepted, and any action item not appearing on the Action Calendar introduced by any member shall be considered New Business and be placed on previous notice.\\ 
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14. Final Comments\\ 
No action items shall be in order at this time. The Presiding Officer may recognize members of the Association legislative bodies to speak on any topic of their choice. No member of an Association legislative body may speak more than twice, nor for longer than 2 minutes each time.\\ 
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15. Adjournment\\
ASSU Documentation

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