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1. Units whose governance is set to expire at the end of the academic year should prepare a review of their governance mode and voting policy.
   1. To check expiration, please refer to the table below. 

   2. *Note: As of Spring 2024, academic units that hire and review faculty but who do not currently have a provost-approved governance model must establish a faculty governing committee and voting policy compliant with the new guidelines. These new governance documents are due to COLA by August 31, 2024. Once established, these governance committees will follow the typical June 30 deadline.

2. The chair or other appropriate department contact should notify those responsible for undertaking the review. Most likely this is done by the existing governing body.

   1. Historically, the tenured faculty of a department voted to determine whether they wanted to renew or revise their governance form, but with the 2024 revisions to HOP 2-1310, all departments with expiring governance will need to make at least some revisions to remain compliant.

3. The review committee will need to use the new (2024) Faculty Governance Committee Structure and Voting Policy Checklist to evaluate their existing governance document to ensure that it meets all requirements. Units that do not already have an approved governance document and/or written voting policy document will need to create one, using the checklist as a guide. Here is an abbreviated list of the requirements for quick reference (refer to the EVPP document for complete details):

   1. The name and unit type of the unit;

   2. The type of faculty governance committee (BC or EC);

   3. Who will chair the committee, along with details about the chair's election or appointment;

   4. Describe the voting eligibility of the committee chair;

   5. If an EC, specify constitution of membership and terms (the checklist includes many questions on this point that will need clear answers);

      1. Note: Per HOP 2-2420, faculty on modified service may not serve on a faculty governance committee.

   6. A list of all of the responsibilities of the BC/EC and the voting eligibility–including faculty title series, rank, affiliation, and percent appointment--for each responsibility. At a minimum, the document must include voting policy information (i.e., who is allowed to vote) for each of the following committee responsibilities–though there are several additional responsibilities that could and should be addressed, if applicable:

      1. Tenured and tenure-track faculty hiring (dept-only);

      2. Tenured and tenure-track faculty compensation (dept-only);

      3. Tenured and tenure-track faculty reviews overseen by the committee (dept-only);

      4. Recommending list of candidates for (non-mandatory) promotion review;

      5. Recommending nominations for emeritus appointments; 

      6. Continuation of or changes to the governance and voting policy.

   7. Must specify and allow synchronous, remote participation and voting by faculty approved to work remotely;

   8. Must include some required legal verbiage (see #8 on checklist); 

   9. List any ex-officio member(s) and clarify their role(s);

   10. An effective date;

   11. An expiration date (usually 3 years later).

4. Once the review committee has confirmed that the unit's governance committee and voting policy document has met all of the criteria, they must circulate the document to the unit's faculty.

   1. The faculty must be allowed to have at least one week for this review.

   2. The faculty must be told who is eligible to vote on the governance proposal.
5. The unit shall have an in-person meeting of the faculty eligible to vote on the governance proposal, including those on professional leave (allowing synchronous remote participation by faculty approved to work remotely). 
   1. The vote on the proposal should take place during the meeting, after discussion.
   2. The proposal to create, continue, or modify the faculty governance committee and voting policy requires a majority vote for recommendation.
6. Once the proposal has been voted on, the unit head should provide a recommendation as well.
7. The Department should notify COLA of the results of the governance review by June 30*, as follows:
   1. Send an email to COLA HR with the subject "20YY UNIT Governance Review"; "20YY" is the year of the review; "UNIT" is the name of the department, center, or program.
   2. State the results of the faculty recommendation vote on governance review (creation/continuation/modification of the faculty governance committee), as well as the unit head recommendation.
   3. Include the date of the faculty vote.
   4. Attach the unit's faculty governance committee and voting policy document.
8. COLA will send the information to the dean for the dean's review and recommendation.
9. After dean's review, COLA will submit the unit's faculty governance committee and voting policy document to EVPP for final review and approval.
10. COLA will notify the Department once the governance document and voting policy has been approved and will update the college's records (and table below).

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