Guidelines for Preparing Senate Reports

Reports are to be submitted according to due dates.

Please submit reports using the Committee Report Submission Form.

Templates for Senate reports have been created in order to become compliant with requirements of the Americans with Disabilities Act (ADA). Each template contains formatted text to aid in preparing written reports in a format that can be reviewed and acted upon expeditiously. Please use these templates every time reports are generated. Features of the templates that are vital for ADA compliance are the formatting of text using Styles within Microsoft Word. Using Styles instead of simply formatting text using the Bold, Size, and Font configuring tools is necessary for screen readers to recognize the formatted text as headings.

Upon opening the Report templates, as you place your cursor in the template text, you will notice that the first heading: “SENATE COMMITTEE ON ____” is formatted with Heading1-Senate-Reports in the Styles group on the Home tab. You can keep this formatting by typing within the text that appears upon opening, but this can also be done by highlighting the text and simply clicking on the custom “Heading1-Senate-Reports” style. The second heading: “Report Title” is formatted with “Heading2-Senate-Reports” in the Styles group on the Home tab, etc. When adding any new content, please use Styles for formatting text. It is very easy to use, and has various formatting styles to accommodate content.

Please avoid the use of footnotes in reports.  Footnotes require special processing to make them compliant with ADA accessible format. Instead, add the reference information at the point of insertion of the related text in the document.

View examples of accessible documents


Delegation of Duties

Senate Office: The Executive Director of the Senate Office will ensure that each report conforms to the checklist. Reports found not to conform will be brought to the attention of the Senate Chair who will discuss the issue with the Committee Chair.

Senate Chair: The Chair shall review reports prior to meetings of the Senate Council to ensure that they are properly organized. At meetings of the Council, the Chair’s task is to guide the conversation and to seek consensus.

Executive Director: During Senate Council’s discussion of a report, suggestions for changes in a report are often made. If Senate Council votes to approve a report for a Senate meeting with changes, it is the responsibility of the Executive Director to verify that the changes are included in the final report.

Recommendations adopted at the March 25, 2003 University Faculty Senate Meeting

a. Oral Informational Reports. The practice of permitting Senate committees to sponsor oral informational reports will be discontinued. Committees will be permitted to sponsor written reports, as described in recommendations (b) and (c) below. By considering only written reports, Senate Council can better evaluate the readiness and appropriateness of reports prior to placing them on the Senate Agenda.

The Senate Council may sponsor reports from University administrators.

b. Mandated Reports. Written copies of mandated reports will be placed in the Senate Agenda, but neither presented nor summarized orally at Senate meetings. These reports are routine, and if prepared well, are self-explanatory. Senate Council will allot time at the Senate meetings for reactions to the mandated reports and for sponsors to respond to such reactions. Presenters must adhere to time limits.

c. Non-Mandated Informational Reports. Sponsors of the non-mandated informational reports must clearly articulate a specific purpose for taking Senate meeting time. Printed copies of the non-mandated reports will be placed in the Senate Agenda, but presenters will neither present nor review the contents of such reports at Senate meetings, unless Senate Council determines that an oral presentation is warranted. Senate Council will allot time at the Senate meetings for reactions to the non-mandated reports and for sponsors to respond to such reactions. Presenters must adhere to time limits.