Representing Constituents

Explore Further: How to Communicate with and Represent a Constituency of the Faculty

According to section G of the Academic Senate Rules:

Each Academic Senate Member with a constituent group shall: 1. Keep constituents informed of Academic Senate issues and decisions. 2. Solicit input from constituents when the Academic Senate or President has instructed them to do so. 3. Accept input from constituents without regard to medium (e.g., voice mail, phone conversation, face-to-face discussion, email, letter), and act as a representative to constituents by relaying such input at Academic Senate meetings. 4. When requested, maintain the confidentiality of constituents providing input. 5. Inform a constituent immediately that an item will not be taken to the Academic Senate if a constituent’s identity cannot be protected if confidentiality was requested, or if an item a constituent asks to be presented to the Academic Senate is inappropriate for Academic Senate review. 

For the purposes of this training, please consider the following as prompts to reflect on a process and a practice for communicating with your constituents. Please prepare insights and inquires to share with your colleagues.

Explore Your Process

Before you consider the following "effective practices" for connecting with colleagues in your constituent group, consider what your colleagues' needs are and what your goals are as their representative:

• do your constituents read every Senate meeting agenda and minutes throughout the semester?

• if you were to highlight key issues and questions the Senate is facing in each meeting, what would you share and how would that benefit your constituents?

• when will you benefit from feedback from your constituents? 

• at what point during a week the Senate meets will you take notes and write your correspondence: as you read the agenda or during the meeting or after the meeting?

• will you coordinate with other Senators to collaborate on a summary of Senate business you all might contribute to and share with constituents? 

• when will you send your correspondence email: before each meeting or after each meeting?

Know Your Constituents 

An updated list of constituent groups can be found at the top of the Academic Senate Members website

Communicate with Constituents 

One important duty assigned to Academic Senate members is to network and communicate with faculty groups or committees on behalf of the Academic Senate. Each Academic Senate Member with a constituent group shall: 

• Keep constituents informed of Academic Senate issues and decisions

• Solicit input from constituents when instructed by the Academic Senate or President

• Accept input from constituents without regard to medium (e.g., voice mail, phone conversation, face-to-face discussion, email, letter), and act as a representative to constituents by relaying such input at Academic Senate meetings. 

• When requested, maintain the confidentiality of constituents providing input. 

• Inform a constituent immediately that an item will not be taken to the Academic Senate if a constituent’s identity cannot be protected if confidentiality was requested, or if an item a constituent asks to be presented to the Academic Senate is inappropriate for Academic 

Explore Further: check out a few templates and models that are also embedded below

Report to the Senate

As a representative of the faculty, you have an opportunity during each Academic Senate meeting to offer a report on the 10+1 academic professional matters that are important to your constituents, that you yourself steward and advocate for, and/or that warrant the Senate's attention and action.  This may include:

• introducing the senate to an issue and its context

• sharing important updates

• promoting key stakeholders 

• promoting resources and opportunities

• seeking for support and guidance

• clarifying a voting position on an action item

Remember, working conditions issues--such as issues relating to compensation, benefits, etc--are not the purview of the Academic Senate, and such issues should not be the subject of Senator Reports. 

Furthermore, when you are asked to share a report on a constituent's behalf during a Senate meeting, it is worth evaluation and reflection on how best to do so: during public comment? during the action item discussion? as a Senator Report? or would it be best to invite the constituent themselves to speak?

To submit a Report, contact the Academic Senate President and share your Report in writing. Your Report will be linked in the Agenda and highlighted during the Meeting.