Academic Affairs–  

Chapter 1: Medical Faculty Organization

In This Chapter

1.1 Mission & Background of the School

1.2 History of the School

The School of Medicine traces its origin to the first medical school on the Pacific Coast, founded in San Francisco by Dr. Elias Samuel Cooper as the Medical Department of the University of the Pacific in 1858. Stanford University was founded in 1885. In 1908, the University's Board of Trustees adopted Cooper Medical College as the University's School of Medicine. The School moved from San Francisco to the Stanford University campus in 1959.

1.3 School of Medicine Vision for the Twenty-First Century

Our school is one of the nation’s preeminent institutions for education, biomedical research and clinical care. This will not change. In our vision for the 21st century, we shall continue to be recognized for our extraordinary ability to make fundamental discoveries in biology and biomedical sciences. But we shall also be focused on translating those discoveries into diagnostic and therapeutic applications for improved patient care. We shall institute policies and structures that will encourage productive collaborations, and facilitate the movement from fundamental discoveries to diagnosis and treatment of disease.

We shall continue to attract and retain the highest quality faculty members who will work collectively and who will have the experience, knowledge and insight necessary to respond to new research and programmatic opportunities and to be a central focus for excellence in patient care.

We shall continue to create unparalleled educational opportunities for our medical students, graduate students, fellows and house staff physicians, and to prepare them for leadership careers in medicine and biomedical research. Our medical students will leave intellectually prepared both to grasp and contribute to the growing body of biomedical knowledge and emotionally prepared to care for patients with compassion and respect. Our graduate students and fellows will conduct important basic and clinical research with extraordinary faculty and will leave prepared for career both within and outside academia.

Our medical school community will reflect the richness of America’s communities and will foster a supportive, hospitable environment that encourages the fullest extent of intellectual and personal development for all.

Finally, we shall continue to benefit from being part of a world class university and will take advantage of the opportunities of integration–those that arise from the interface between medicine and other disciplines, from a sharing of ideas, resources and technology, and from access to the rich intellectual environment of the University as a whole.

1.4 Mission of the School of Medicine

The Stanford University School of Medicine provides an educational environment that encourages intellectual diversity and offers stimulation and opportunity for self-motivated students who are interested in developing a scholarly, investigative approach to problems in medicine.

The Mission Statement for the MD Degree Program of the Stanford University School of Medicine, approved by the Senate of the School of Medicine Faculty Council on June 14, 2000 is:

The Educational Goals for the MD Degree Program, Stanford University School of Medicine, revised and approved by the Senate of the School of Medicine Faculty Council, June 14, 2000 are:

  1. To assure excellence in clinical medicine with emphasis on:
    1. Understanding the traditional and emerging areas of biomedical and clinical sciences, including the etiology, prevention, diagnosis and treatment of disease
    2. Understanding the scientific theory and methodology that form the basis of medical discoveries
    3. Utilizing opportunities to explore research and teaching, both broadly defined, in various branches of medicine, with access to the full resources of Stanford University
    4. Using technology to manage information and knowledge effectively and efficiently
  2. To develop effective communication skills with patients, colleagues and the public
  3. To promote leadership training in the various branches of medicine
  4. To promote ethical and moral behavior, the humane and caring practice of medicine and a sense of obligation to improve the health of the public
  5. To promote cultural competency in the science and practice of medicine
  6. To teach the skills necessary to sustain a lifetime of learning

The admissions process is directed to the selection of individuals who will most benefit from this environment. Recognizing the importance of a diverse student body providing a rich educational experience, the School has a strong commitment to identify, recruit and educate students from a wide variety of backgrounds, including minority groups and women.

1.5 History of the School of Medicine

1851 University of the Pacific, oldest chartered college in California, founded in Santa Clara.

1858 Dr. Elias Samuel Cooper (1822—1862) founds University of the Pacific Medical Department in San Francisco.

1861 Dr. Levi Cooper Lane (d. 1902), Cooper’s nephew, joins faculty.

1864 Medical Department operations suspended because some faculty, including Lane, moved to Toland Medical College–later to become University of California School of Medicine–which opened in San Francisco.

1870 Lane and close associates resigned Toland, reorganized Medical Department of University of the Pacific with Henry Gibbons Jr., MD (1840—1911), who had received his MD from the Department in 1863, as Dean.

1872 Medical Department became known as Medical College of the Pacific when, in order to gain access to better classroom facilities, the faculty amicably arranged to have it transferred to University (City) College.

1882 Lane donated new building at Sacramento and Webster Streets. Name changed to Cooper Medical College. Said to be the best facility for medical education in the world, that building was in continuous use until 1959.

1890 Lane donated addition that doubled size of medical school, included lecture halls, labs and other facilities.

1893-4 Lane donated and raised funds for construction of Lane Hospital at Clay and Webster Streets.

1895 Lane Hospital Training School for Nurses (later Stanford School of Nursing) established. Lane Hospital inaugurated.

1908 Board of Directors of Cooper Medical College grants its San Francisco properties and equipment to Stanford University. The College becomes the Medical Department of Stanford University. Clinical programs and some basic science courses continue at San Francisco facilities; some basic sciences taught on campus.

1901 First class admitted to Stanford University School of Medicine.

1912 Last class graduates Cooper. Lane Medical Library, finest collection west of Chicago, moves to new building, financed by an advance from Stanford and a gift from Cooper Medical College, at Webster and Sacramento.

1917 Stanford Hospital opens on Clay Street, adjoining Lane Hospital, to provide additional beds and clinical teaching facilities. The two are known as Stanford Lane Hospital.

1953 Stanford’s Board of Trustees makes decision to move Medical School from San Francisco to Campus.

1959 The School of Medicine, Clinics and Palo Alto-Stanford Hospital become Stanford University Medical Center; opens on campus. Palo Alto-Stanford Hospital was financed jointly by the University and the city of Palo Alto to secure teaching, research and clinical resources for the University and hospital beds for Palo Alto patients.

1968 Stanford purchased Palo Alto’s entire interest and renamed the hospital Stanford University Hospital.

1994 The Faculty Practice merged with Stanford University Hospital to form Stanford Health Services.

1997 Lucile Packard Children's Hospital merged with Stanford Health Services. Stanford Health Services merged with University of California San Francisco Medical Center and UCSF Faculty Practice in the first such merger of its kind between private and state medical centers, known as UCSF Stanford Health Care.

1999 UCSF Stanford Health Care merger dissolved to form Stanford Hospital and Clinics and Lucile Packard Children's Hospital.

1.6 SCHOOL OF MEDICINE DEANS

John Maxson Stillman
Acting Executive Head 1910,1911

Ray Lyman Wilbur (1875,1949)
Dean 1911,1916

William Ophuls (1871,1933
) Dean 1916-1933

Loren Roscoe Chandler (1895,1982)
Dean 1933-1953

Windsor C. Cutting (1907,1972)
Dean 1953-1957

Robert H. Alway
Acting Dean 1957,1958
Dean 1958,1964

Sidney Raffel
Acting Dean 1964,1965

Robert J. Glaser
Dean 1965,1970

John Wilson
Acting Dean 1970,1971

Clayton Rich
Dean 1971,1978

Lawrence G. Crowley
Acting Dean 1979,1981

Dominick P. Purpura
Dean 1982,1984

David Korn
Dean 1984,1995

Eugene A. Bauer, MD
Dean 1995,2001

Philip A. Pizzo, MD
Dean 2001

1.7 Medical Faculty Organization

1.8 Administrative Structure of the School of Medicine

1.9 Dean

Appointment to this position is made by the President of the University after consultation with the Advisory Board and is reported to the Board of Trustees. The Dean serves at the will of the President. The Dean may also serve, at the will of the President, as Vice President for the Medical Center (see Section 1.13 below). On matters relating to Medical Center governance, the Dean reports to the Vice President for the Medical Center. On academic matters concerning the School, the Dean reports to the Provost.

1.10 Senior Associate Deans

The establishment of a new position of Senior Associate Dean is recommended by the Dean and approved by the Provost.

Appointment to the position of Senior Associate Dean is recommended to the Provost by the Dean after consultation with the Executive Committee of the School. After the Provost approves the appointment, the President reports it to the Board of Trustees. A Senior Associate Dean serves at the will of the Dean.

1.11 Associate Deans

The establishment of a new position of Associate Dean is recommended by the Dean and approved by the Provost.

Appointment to the position of Associate Dean is recommended to the Provost by the Dean after consultation with the Executive Committee of the School. After the Provost approves the appointment, the President reports it to the Board of Trustees. An Associate Dean serves at the will of the Dean.

1.12 Assistant Deans

The establishment of a new position of Assistant Dean is recommended by the Dean and approved by the Provost.

Appointment to the position of Assistant Dean is recommended by the Dean and approved by the Provost. An Assistant Dean serves at the will of the Dean.

1.13 THE MEDICAL CENTER

Stanford University Medical Center consists of the School of Medicine, Stanford Hospital and Clinics and Lucile Salter Packard Children廣 Hospital.

Vice President for the Medical Center
Appointment to this position is made by the President of the University after consultation with the Advisory Board and is reported to the Board of Trustees. The Vice President for the Medical Center is a member of the Boards of Directors of both Stanford Hospital and Clinics and Lucile Salter Packard Children廣 Hospital. The Vice President for the Medical Center reports to and serves at the will of the President of the University.

Chief Executive Officer of Stanford Hospital and Clinics
Appointment to this position is nominated by the Vice President and approved by the Board of Directors of Stanford Hospital and Clinics. The Chief Executive Officer of Stanford Hospital and Clinics reports to the Vice President and the Board of Directors and is a member of the Boards of Directors of both Stanford Hospital and Clinics and Lucile Salter Packard Children廣 Hospital. The Chief Executive Officer is subject to removal by the Board of Directors of Stanford Hospital and Clinics.

Chief Executive Officer of Lucile Salter Packard Children廣 Hospital
Appointment to this position is nominated by the Vice President and approved by the Board of Directors of Lucile Salter Packard Children's Hospital. The Chief Executive Officer of Lucile Salter Packard Children's Hospital reports to the Vice President and the Board of Directors and is a member of the Boards of Directors of both Stanford Hospital and Clinics and Lucile Salter Packard Children廣 Hospital. The Chief Executive Officer is subject to removal by the Board of Directors of Lucile Salter Packard Children's Hospital.

1.14 Departmental Structure

The establishment or abolition of an academic department is recommended by the Dean to the Provost after consulting the Executive Committee of the School. If the Provost recommends approval, the proposal is forwarded to the Advisory Board, which submits a recommendation to the President. The President, in turn, recommends it to the Board of Trustees, which makes the final decision. The rationale for giving departmental status to an academic activity must be strong and well supported by documentation of programmatic need and meeting financial and other requirements.

There are currently twenty-eight academic departments within the School of Medicine.

1.15 Basic Sciences Departments

  1. Biochemistry
  2. Bioengineering
  3. Developmental Biology
  4. Genetics
  5. Health Research and Policy
  6. Microbiology and Immunology
  7. Chemical and Systems Biology
  8. Molecular and Cellular Physiology
  9. Neurobiology
  10. Structural Biology

1.16 Clinical Sciences Departments

  1. Anesthesia
  2. Cardiothoracic Surgery
  3. Comparative Medicine
  4. Dermatology
  5. Medicine
  6. Neurology and Neurological Sciences
  7. Neurosurgery
  8. Obstetrics and Gynecology
  9. Ophthalmology
  10. Orthopaedic Surgery
  11. Otolaryngology
  12. Pathology
  13. Pediatrics
  14. Psychiatry and Behavioral Sciences
  15. Radiation Oncology
  16. Radiology
  17. Surgery
  18. Urology

1.17 Department Chairs

A candidate for chair of a department is identified by search or other procedure decided by the Dean, who recommends appointment to the Provost. The Provost, acting on behalf of the President and after appropriate consultation, reviews and approves the appointment. The President reports it to the Board of Trustees. Every department chair serves at the will of the President and the Dean. The chair, as administrative head of the department, is responsible to the Dean in matters concerning the departmental operating budget, personnel actions and similar matters.

(a) Terms of Office

(i). Basic Science Departments

Appointment as department chair in basic science departments is normally for a term of five years. Although renewable for one additional term, the chair role is customarily rotated at the end of the initial term to allow the return to a primary commitment to faculty scholarship and teaching. To reiterate, at all times during a term, the chair serves at the will of the Dean and the President.

(ii). Clinical Science Departments

Appointment as department chair in the clinical science departments is normally for a term of five years, with possible renewal for up to three additional terms (for a maximum total of up to twenty years). The performance expectations for each term will vary. For example, during the first five years, the chair will be expected to develop and begin to implement plans for the department, including recruitment for key positions. Performance review for renewal for a subsequent five-year term will be based on progress toward achievement of goals and benchmarks for the department, as well as on effectiveness as a member of the School's senior leadership. In order to assure opportunities for renewal for the chair as well as the department, school and university, the expectation is that, as a rule, clinical department chairs will serve for a total of ten to fifteen years, barring extraordinary circumstances. To reiterate, at all times during a term, the chair serves at the will of the Dean and the President.

1.18 Acting Department Chairs

An acting chair is appointed to perform the duties of a chair on a temporary basis. The procedure for appointment and termination of an acting chair is the same as for the appointment of a chair.

1.19 Associate Chairs of Departments

An associate chair is appointed by the Dean on the recommendation of the chair who states the reasons for the recommendation and the qualifications of the candidate for the assignment. The associate chair serves at the will of the Dean, contingent upon the continued support of the chair.

1.20 Departmental Divisions

A departmental division may be established by the Dean on recommendation of the department chair, who states the academic and administrative reasons and documents the personnel, fiscal, space and other requirements. Divisional status is reserved for academic activities sufficiently distinctive, extensive and significant to require administrative differentiation for optimum development and management.

1.21 Division Chiefs

The chief of a division is appointed by the Dean on recommendation of the department chair, and serves at the will of the Dean contingent upon the continued support of the chair.

1.22 Executive Committee

The Executive Committee of the School is composed of the following voting members: the Dean (chair of the committee), the chairs of the academic departments of the School, a representative of the Interdepartmental Programs, and the representative of the Faculty Council (see this chapter, below). Nonvoting members are designated by the Dean and currently include the Senior Associate Deans and the Associate Dean for Academic Affairs. The committee is a major consultative body of the School and is advisory to the Dean, who determines the agenda.

The Executive Committee considers confidential matters such as appointments, reappointments and promotions and may consider, at the request of the Dean, and all policies of the School.

1.23 School of Medicine Executive Organization

School leadership includes the Dean, the Vice Dean, School Officers, Department Chairs and Division Chiefs, and the School of Medicine Faculty Senate.

1.24 Faculty

The faculty of the School of Medicine consists of the Academic Council Professoriate and the Medical Center Line.

1.25 Academic Council Professoriate

The Academic Council Professoriate includes Tenure Line faculty at all ranks and Non-Tenure Line faculty at all ranks. The latter consists of three lines: the Clinical Line (to which there have been no new appointments since 1989), the Research Line and the Teaching Line. For definitions and additional information concerning University Governance, see Handbook for Academic Council Faculty, Medical Center Line Faculty, Academic Staff-Teaching and Other Teaching Staff (the University's Faculty Handbook), Chapter 1, Section II: F. For detailed information relative to the Medical School, see Chapter 2 of this handbook.

1.26 Medical Center Line

The Medical Center Line includes faculty at all ranks. For definitions and additional information concerning University Governance, see the University's Faculty Handbook, Chapter 2. For detailed information relative to the Medical School, see Chapter 2 of this handbook.

1.27 Staff

1.28 Academic Staff

Teaching Staff, which includes Lecturers and Senior Lecturers, are appointed by the Senior Associate Dean for Academic Affairs upon recommendation from the Department Chair. For further information, see Chapter 4 of this handbook and Chapter 6—8 of the University's Faculty Handbook. These positions seldom are used in the School of Medicine.

Research Staff, which includes Research Associate, Senior Research Scientist or Scholar, and Senior Research Engineer, are appointed upon recommendation from the Department Chair. For further information, see chapter 4 or contact School of Medicine Human Resources.

1.29 University Staff

Staff Physicians are appointed by the Senior Associate Dean for Academic Affairs upon the recommendation of the Department Chair. Because an appointment to the University Staff as Staff Physician involves teaching, a coterminous appointment to the Voluntary Clinical Faculty is required. For details, see Chapter 8: Staff Physicians and Chapter 6: Voluntary Clinical Faculty (VCF) of this handbook and, regarding VCF, Chapter 9 of the University's Faculty Handbook.

1.30 Other Teaching Titles

Other titles include Professor Emeritus (Active) and Assistant, Associate or full Professor (by courtesy), which are faculty titles.

Acting Faculty, Visiting Faculty, Consulting Faculty, and Voluntary Clinical Faculty are teaching titles, but are not members of the School of Medicine faculty.

For details of the above titles see Chapter 5: Other Teaching Titles and Chapter 6: Voluntary Clinical Faculty of this handbook and Chapter 9 of the University's Faculty Handbook.

1.31 The Faculty Council of the School of Medicine

The Faculty Council of the School includes all faculty members in the School who hold primary or joint appointments in the School.

1.32 The Senate of the Faculty Council of the School of Medicine

(Faculty Council Senate)

The Faculty Council Senate of the School is composed of Departmental Senators (one from each Department), two Senators-at-Large (one from the Clinical Science Departments and one from the Basic Science Departments) and one faculty representative of the interdisciplinary programs and centers, all of whom are elected by the members of the Faculty Council in their respective units; and the Dean of the School, who is an ex officio member.

The purpose of the Senate is to represent the will and opinion of the School faculty in the deliberation and decision-making processes of the School, in formulating the curriculum for its students, and in promoting communication among its faculty, students and administrative officers.

A Committee of Five, composed of two representatives from the Basic Sciences departments, two from the Clinical Sciences departments and a chair from either group, functions as the executive committee of the Senate.

Responsibility for all aspects of medical student education is vested in the Senate through its four standing committees:

The powers and functions of the Faculty Council Senate of the School and its standing committees are detailed in the Articles of Organization for the Senate of the Stanford University School of Medicine Faculty Council below.

1.33 Articles of Organization for the Senate of the

Stanford University School of Medicine Faculty Council

(Amended August 1999)

The faculty of the Stanford University School of Medicine in order to participate fully in the deliberation and decision-making processes of this School, formulate the curriculum for its students, and promote the communication between its faculty, students and administrative officers, does establish a Senate according to these Articles of Organization, and subject to the provisions of the Articles of Organization of the Faculty of Stanford University.

Article I: The Powers & Functions of the Senate

Section 1.

The Senate shall represent the will and the opinion of the faculty of the School.

Section 2.

For the degree of Doctor of Medicine, the Senate shall have the power to determine the requirements for admission of candidates; to define the curriculum; to establish criteria for student standing and promotion; and to determine the administration of the Medical Student Scholar research fellowships. The Senate shall be concerned with the establishment of policy on these matters and in so doing shall seek the advice of the Dean and the Executive Committee. The implementation of these policies shall be the function of the Dean and the Executive Committee.

For the degree of Doctor of Philosophy and Master of Science, the Senate shall act in an advisory capacity on matters concerning admission of candidates, curriculum, and student standing and promotion. In so doing, the Senate will confer with representatives of the graduate programs, members of the Executive Committee, and the Dean.

The Senate shall advise on academic matters of house staff in Stanford Hospital and its affiliated hospitals.

The Senate shall advise on academic matters of postdoctoral students in the School of Medicine.

The Senate shall advise School of Medicine faculty on matters of faculty welfare and legal representation.

Section 3.

The Senate shall give its advice on any other matters it deems relevant to the general welfare of the School, its faculty, its medical students, graduate students, postdoctoral students, and its house staff.

Article II: The Composition & Election of the Senate

Section 1.

The Senate shall be composed of Departmental Senators and Senators-at-Large, elected by the members of the electorate in the respective electoral units, one faculty representative of the Interdisciplinary Programs and Centers (IDPs), and the Dean of the School who shall be an ex-officio member of the Senate. Each Senator, including the Dean and the IDP representative, shall have one vote.

Section 2.

Members of the electorate shall consist of all members of the Faculty Council of the School of Medicine who hold an appointment other than by courtesy in the Medical School. The Faculty Council includes faculty members who are members of the Academic Council of the University and those who are appointed in the Medical Center Line.

Section 3.

Two types of electoral unit shall exist, "Departmental" and "At Large." A Departmental Unit shall consist of the members of the electorate in a department. The two "At Large" units shall be termed the BMS unit and the Clinical Unit. The BMS Unit shall consist of members of the electorate in the BMS departments and the Clinical Unit shall consist of the members of the electorate in the clinical departments. Members of the electorate who are not affiliated with departments shall vote in either the Clinical or BMS Unit as determined by the Chairperson of the Senate. The BMS departments are Biochemistry, Developmental Biology, Genetics, Health Research and Policy, Microbiology and Immunology, Molecular and Cellular Physiology, Molecular Pharmacology, Neurobiology, Pathology, and Structural Biology. The clinical departments are Anesthesia, Cardiothoracic Surgery, Comparative Medicine, Dermatology, Functional Restoration, Gynecology and Obstetrics, Medicine, Neurology and Neurological Sciences, Neurosurgery, Ophthalmology, Pediatrics, Psychiatry and Behavioral Sciences, Radiation Oncology, Radiology, Surgery, Urology.

Section 4.

(1) The Departmental Senators shall be elected for a term of three years by, and from among, the members of the electorate in the respective Departmental Units, the number of Senators to be determined by the number of members in the Departmental Unit. Departmental Units containing one to twenty members shall elect one Senator; Departmental Units containing twenty-one to forty members shall elect two Senators; and Departmental Units containing more than forty members shall elect three Senators. Each Departmental Unit shall elect a number of Alternates equal to the number of Senators it elects. The Alternates shall be ranked, so that a Second Alternate will be called upon only if the First Alternate is unavailable, and so on.

(2) The BMS and Clinical Senators-at-Large shall be elected for a term of three years by, and from among, the members of the electorate in the respective BMS and Clinical Units. The number of BMS Senators-at-Large shall equal the number of Clinical Senators-at-Large. The total number of Senators-at-Large shall be one-half the total number of Departmental Senators; if this result is not an even number, then the nearest larger even number shall equal the total number of Senators-at-Large. In the election of Senators-at-Large, three Alternates shall be designated in each of the two Units, and shall be ranked, according to the procedure described in the Standing Rules appended to these Articles of Organization. The Alternates shall be the persons highest on the preference list (see Standing Rules), and who are willing to serve, after the required number of Senators-at-Large has been elected.

(3) One voting faculty representative of the Interdisciplinary Programs and Centers (IDPs) shall be selected according to a process agreed upon by the IDPs.

(4) Five nonvoting representatives in the Senate, with the privilege of participation in debate, shall be selected as follows: A medical student, representing the medical students of the School, shall be chosen by a mechanism ratified by a majority of all medical students of the School. Similarly, a graduate student, representing the graduate students of the School, shall be chosen by a mechanism ratified by a majority of all graduate students of the School. A member of the Voluntary Clinical Faculty shall be either the duly-elected President of the Medical Staff of Stanford University Hospital or the duly-elected vice-president of the Medical Staff if the President is not a member of the Voluntary Clinical Faculty. If neither the President nor the vice-president of the Medical Staff is a member of the VCF, then a special election should be held by the Medical Staff according to their procedures. A representative of the Stanford Medical School Alumni Association shall be chosen by that organization. A house staff member representing the house staff of Stanford Hospital and its affiliated hospitals shall be chosen by a mechanism ratified by the majority of all the house staff members.

Section 5.

Procedure for election of Departmental Senators and Senators-at-Large

(1) After January 31, the Committee of Five shall determine the number of Senators to be elected in each electoral unit according to Article II, Section 4, (1) and (2).

(2) Elections shall be held annually. The electoral process shall begin after February 15 and be completed for Senate membership by midsummer. Those elected shall begin their term the next September prior to the first regular meeting of the Senate held as specified in Article III, Section 3, (1).

(3) In all annual elections, Departmental Senators and Alternates shall be elected first, a majority of all those voting being required for election. Each Department shall construct a list of the members of the electorate in its Department, excluding all Senators with one or two years yet to serve, members of the Department electorate who by leave of absence, sabbatical, or otherwise, shall be unable to perform the duties of Senator, and Senators completing their second consecutive three-year term. The members of the Departmental electorate shall vote by secret mail ballot for nominees, casting as many votes for Senators as the Department is entitled to by virtue of size (See Article II, Section 4, (1)). Calling the number to be elected from the Department N, then the 2N individuals receiving the largest number of votes shall become the nominees of that Department. The members of the Departmental electorate will then vote by secret mail ballot for N Senators from the list of nominees, and the N nominees receiving the highest preference will be elected. Departmental Units with 20 or less members may elect a one-stage procedure whereby the member receiving the highest number of votes in the election for nominees is selected as Senator.

(4) The Senators-at-Large shall then be elected as follows: A BMS and clinical list shall be constructed of the members of the electorate in the BMS and Clinical Units, excluding the newly-elected Departmental Senators, all Senators with one or two years yet to serve, members of the electorate in a Departmental Unit that already contributes two Senators-at-Large with one or two years yet to serve, members of the electorate who by leave of absence, Sabbatical, or otherwise, shall be unable to perform the duties of Senator, and Senators completing their second consecutive three-year term. The members of the electorate in the BMS Unit shall vote by secret mail ballot for nominees for Senators-at-Large and Alternates from the BMS list, each member casting as many votes as there are Senators-at-Large to be elected from the BMS Unit, and the members of the electorate in the Clinical Unit shall vote in identical manner from the clinical list. Calling the number of Senators-at-Large to be elected from a given unit N, then the 2N + 3 individuals receiving the greatest number of votes in each Unit shall become the nominees of that Unit, with the proviso that there shall be no more than one nominee chosen from each Departmental Unit. The members of the electorate in a given Unit shall then vote by secret mail ballot for N Senators-at-Large and three alternate Senators-at-Large from among the 2N + 3 nominees in the Unit, ranking as many of the nominees as required, according to preference, as described in the Standing Rules, and the N + 3 individuals receiving the greatest preference in each Unit shall be elected as Senators and alternate Senators-at-Large.

(5) If a person who has been elected as a departmental Alternate is then elected Senator at Large, the department shall elect a replacement Alternate.

Section 6.

(1) The maximum number of consecutive three year terms in the Senate to which any member of the electorate may be elected shall be two.

(2) Alternates elected or designated in the Departmental Unit or elected at Large serve for a one-year term. Department Chairs shall assign or elect alternate Senators equal in number to the number of departmental Senators and shall notify the Chair of the Senate by June 30 each year.

(3) Alternates in the same electoral unit shall be called upon, in order of their ranking, to serve in place of a Senator whenever that may be necessary by virtue of that Senator’s inability to serve.

Article III: The Government of the Senate

Section 1.

(1) The Chairperson shall have the responsibility of presiding over the meetings of the Senate, and the Committee of Five shall function as the executive committee of the Senate.

(2) The Chairperson (elected from either the BMS or Clinical unit), begins his or her Office the September prior to the first regular meeting of the Senate held as specified in Article III, Section 2,

(3). The Chairperson remains in office for one year and may be reelected as long as he or she continues to be a member of the Senate.

(4) The Committee of Five shall be composed of two representatives elected from the BMS unit and two representatives elected from the Clinical unit. Members of the Committee of Five serve two year staggered terms.

Section 2.

Procedure for election of the Chair and members of the Committee of Five.

(1) Prior to the first meeting of the new Senate year, a Chairperson of the Senate and members of the Committee of Five shall be elected by mail ballot.

(2) A mail ballot shall be constructed containing the names of all Senators who have indicated willingness to serve as Chairperson of the Senate. The ballot shall be sent to all Senators, containing the names of all such Senators in alphabetical order, in order to select five nominees for the position of Chairperson of the Senate. A voter shall rank five names (see Standing Rules), and the five persons with the highest total preference scores shall be nominees. The Senate shall elect a Chairperson from among the five nominees, employing a preference system of voting, as described in the Standing Rules.

(3) In the same manner, the entire Senate shall vote by mail ballot for members of the Committee of Five to fill the positions that are open in any given year. The Senators of the BMS Unit shall receive a mail ballot containing the names of all Senators in the BMS Unit, in alphabetical order, in order to select nominees for the BMS Unit positions on the Committee of Five. The Senators of the Clinical Unit shall, in like manner, vote to select nominees for the Clinical Unit positions on the Committee of Five. A ranking of the nominees of the BMS Unit and a separate ranking of those of the Clinical Unit will be distributed for preference voting. If the name of the newly elected Chairperson appears on either list of nominees, it shall be stricken. The BMS Unit Senators receiving the highest total preference score and the Clinical Unit Senators receiving the highest total preference score shall be declared elected to the Committee of Five.

(4) The Chairperson of the Senate of the preceding year, if not reelected to the Committee of Five, shall be a consultant member of that Committee, without vote, serving in addition to the elected members.

Section 3.

(1) With the exception of the standing committees of the Senate described in Articles IV, V and VI, the Committee of Five shall appoint the members of all other committees created by the Senate.

(2) The Committee of Five shall have the option of appointing, in consultation with the Dean of the School, one member of the electorate to any committee created by the Dean or Executive Committee of the School exclusive of this Executive Committee and the Appointments and Promotions Committee.

(3) The Chairperson of the Senate or a designate from among the members of the Committee of Five shall be a voting ex officio member of the Executive Committee of the School.

(4) If the Chairperson of the Senate is unable to serve out his or her one-year term, the Senate should elect a new Chairperson from the remaining four members of the Committee of Five according to the Standing Rules.

(5) The Committee of Five shall appoint an Executive Secretary of the Senate who shall serve for three years with one renewable term of three years. That appointment may be granted to a faculty member eligible for Senate membership or to a member of the staff deemed qualified to act in the role of Executive Secretary. Payment for this function shall come from a yearly discretionary budget negotiated with the Dean of the School of Medicine by the Committee of Five. The Executive Secretary serves as an ex-officio member of the Committee of Five. Duties of the Executive Secretary include assuring that Senate administration and business is conducted in accordance with the Articles of Organizations, preparing agendas in conjunction with the Chair, preparing Senate minutes and overseeing their distribution, assuring that the Senate archive is maintained, and other duties as directed by the Committee of Five.

Section 4.

(1) The Committee of Five shall meet upon request of the Chairperson, and the presence of three of its voting members shall constitute a quorum for a meeting. Decisions shall be reached by majority vote of those present at a meeting of the Committee of Five. The chairpersons of standing committees may be invited to attend meetings of the Committee of Five as ex-officio nonvoting members.

(2) The Committee of Five shall meet with the Dean at appropriate intervals for purposes of exchange of information.

(3) The Senate shall assemble for regular meetings each month from September through June. The Senate may decide at any meeting to omit the next regularly scheduled meeting except that of September. The Chairperson of the Senate may call special meetings of the Senate at any time. Special meetings may also be called by petition of twenty percent of the Senators to the Chairperson, by decision of the Committee of Five, or by request of the Dean of the School to the Chairperson. The Chairperson of the Senate shall call all special meetings within one week after the time specified in the request.

(4) Attendance by a majority of the membership of the Senate is expected at all meetings of the Senate. However, if attendance at any meeting does not meet the quorum requirements, then attendance by no less than 33% of the eligible voters will be sufficient to conduct business including official voting. Except as restricted elsewhere in these Articles, or by the Rules of Order, all actions of the Senate shall be by a majority of those in attendance.

(5) Agenda for regular meetings of the Senate shall be distributed to the electorate at least one week prior to the date of the meeting. The agenda for each regular meeting of the Senate shall provide opportunity for reports from the Dean and the Committee of Five. The student representatives, the representative of the voluntary clinical faculty, the alumni representative, the house staff representative, and the chairpersons of the standing committees may present reports to the Faculty Senate after submitting a request to do so to the Committee of Five at least two weeks prior to the meeting date. Agenda for special meetings must be distributed prior to or at the time of the meeting.

(6) If the Chairperson is unable to preside over a scheduled meeting of the Senate, he or she should select a designate from the Committee of Five to chair the meeting.

(7) The Senate may determine the rules of its proceedings except as restricted in these Articles of Organization.

Article IV: Committees of Senate

Section 1.

The major areas of Senate responsibility for matters pertaining to the degree of Doctor of Medicine–admissions, curriculum, student standing and promotion, administration of the Medical Student Scholars research fellowships–shall be dealt with by standing committees: a Committee on Medical Student Admissions (CA), a Committee on Medical Courses and Curriculum (CCC), a Committee on Medical Student Performance (CSP), a Medical Student Scholars Committee (MSSC).

Section 2.

The three major areas of Senate responsibility for the degrees of Doctor of Philosophy and Master of Science–admissions, curriculum and student standing and promotion–shall be dealt with by three standing committees: a Committee on Graduate Admissions and Policy (CGAP), a Committee on Graduate Curriculum (CGC), and a Committee on Graduate Student Performance (CGSP).

Section 3.

(1) Chairpersons of each of the standing committees shall be chosen by the Committee of Five, with the concurrence of the Dean, subject to confirmation by the Senate. Except as otherwise specified in these Articles, members of the standing committees other than the chairpersons shall be recommended to the Committee of Five by the committee chairs, subject to confirmation by the Senate. All members of the standing committees, including the chairpersons, shall receive formal notice of appointment from the Dean and serve three year staggered terms that are renewable.

(2) Representation on CGAP and CGC shall also include representatives from each of the departmental and interdepartmental graduate programs in the School of Medicine as well as faculty and student members from the graduate programs in Biological Sciences and Biophysics.

(3) Medical students serving on CA or CCC shall be chosen yearly by a mechanism ratified by a majority of all medical students of the School. The names of the finalists will be submitted to the Office of Student Affairs for determination of eligibility, and the candidates confirmed by the Senate no later than its October meeting.

(4) Graduate students serving on CGAP or CGC shall be chosen yearly by a mechanism ratified by a majority of all graduate students in the Biosciences Programs campus-wide. The names of the finalists will be submitted to the Office of Graduate Affairs for determination of eligibility, and the candidates confirmed by the Senate no later than its October meeting.

(5) Chairpersons and other members of standing committees except medical students and graduate students shall serve three-year staggered terms, renewable once, and shall then be eligible again for appointment only after an interval of three years.

(6) The Senate may, by two-thirds majority vote, remove any or all members of a standing committee, including the chairperson.

(7) The Chairperson of each of the standing committee shall deliver to the Senate an annual report, which summarizes the activities of the committee during the preceding academic year.

Section 4.

(1) The Senate may establish ad hoc committees for any purpose it deems desirable. The Committee of Five shall transmit to each ad hoc committee a written charge, representing the will of the Senate, and including a date by which a report is expected; and a copy of each such charge shall be communicated to the Senate and included in the Minutes of the Senate meetings that are sent to the electorate.

(2) Ad hoc committees, in general, shall consist of three to five members of the electorate appointed by the Committee of Five, but the Senate may, at its discretion, establish a larger committee in a given instance. When appropriate to the charge of an ad hoc committee, the Committee of Five may appoint to such committee a person other than a member of the electorate. Each ad hoc committee shall seek all appropriate consultation concerning the matters it is charged to study, including consultation with students enrolled in the School or house staff members. Ad hoc committees shall report their findings and recommendations to the Senate. An ad hoc committee is not necessarily dissolved at the end of the academic year in which formed, but continues its work until discharged by the Senate.

Article V: Committees of the Senate Pertaining to the Degree of Doctor of Medicine

Section 1.

(1) The Committee on Medical Student Admissions (CA) shall recommend to the Senate policies governing the admission of medical students, and together with the Dean and the Executive Committee of the School shall implement those policies adopted by the Senate. The CA shall make final decisions on the admission of applicants.

(2) The CA shall be composed of twelve voting members (including its chairperson). Ten shall be members (or emeriti members) of the electorate. Two members shall be medical students without current academic deficiency who have completed at least three clinical clerkships and who are eligible to fill a full term of service.

(3) The CA may enlist individual consultants or establish advisory panels to assist in the admissions process. These may include persons not members of the electorate.

(4) Six members of the CA shall constitute a quorum for any meeting of this committee.

Section 2.

(1) The Committee on Medical Courses and Curriculum (CCC) shall recommend to the Senate policies concerning the curriculum of medical students and the criteria for their standing and promotion. It shall be the responsibility of the CCC, together with the Dean and the Executive Committee of the School, to implement those policies recommended by the CCC and adopted by the Senate.

(2) The CCC shall be composed of twelve voting members. Four shall be members of the electorate from the BMS Unit; four shall be members of the electorate from the Clinical Unit. The ninth shall be the Chairperson, from either Unit. The tenth and eleventh shall be medical students with one alternate, all without current academic deficiency. One student should be in his/her second year, and one must have completed at least two months of clinical clerkships. Terms of service for each student is two years and the terms are staggered. The twelfth shall be the Senior Associate Dean for Education and Student Affairs, who shall serve also as executive secretary to the committee.

(3) The CCC may establish ad hoc advisory subcommittees to study particular issues. These may include students enrolled in the School, and other persons not members of the electorate.

(4) Seven members of the CCC shall constitute a quorum for any meeting of this committee.

Section 3.

(1) The Committee on Medical Student Performance (CSP) shall consider and take action on matters that pertain to the meeting of the requirements for the MD degree by students in the MD program, according to the policies adopted by the Senate and the criteria recommended by the CCC and adopted by the Senate; and it may also advise the CCC and the Senate concerning the criteria for student standing and promotion.

(2) The CSP shall be composed of five voting members, including its chairperson. The Assistant and Associate Deans for Student Affairs shall serve as ex officio nonvoting members. Voting members shall be members of the faculty of the School who have been members of the Faculty Council of the School of Medicine for at least the previous three years. Department chairpersons will be ineligible. An effort shall be made to have each department represented periodically. Three of the five members of the CSP shall be members of the Clinical Unit.

(3) The CSP shall formulate guidelines governing its procedures, and shall publish these in the School of Medicine Catalog. All changes shall be communicated to the Committee of Five before implementation. If, in the judgment of the Committee of Five, a proposed change is significant enough to require approval by the Senate, implementation shall be withheld pending Senate approval. Changes considered not to require Senate approval shall nevertheless be communicated to the Senate at its next meeting.

(4) An affected student may appeal to the Dean from a final decision of the CSP. The Dean may affirm or overturn the decision of the CSP, or may refer the case back to the CSP for reconsideration.

Section 4.

(1) The Medical Student Scholars Committee (MSSC) shall recommend to the Senate policies concerning the administration of medical scholars research fellowships. The MSSC, the Dean, and the Executive Committee of the School are responsible for implementing those policies recommended by the MSSC and adopted by the Senate. The MSSC shall make final decisions on the approval and disapproval of medical scholar fellowships to students.

(2) The MSSC shall be composed of ten voting members (including its chairperson). Four shall be members of the electorate from the BMS Unit; four shall be members of the electorate from the Clinical Unit. The ninth shall be an alumnus and the tenth shall be a medical student without current academic deficiency. The eleventh member shall be an Associate Dean for Student Affairs who is a nonvoting member.

(3) The MSSC may establish ad hoc subcommittees to assist in choosing students for the medical scholar fellowships. These may include students enrolled in the school, and other persons not members of the electorate.

(4) Six members of MSSC shall constitute a quorum for any meeting of this committee.

Article VI: Committees of the Senate Pertaining to the Degrees of

Doctor of Philosophy & Master of Science

Section 1.

(1) The Committee on Graduate Admissions and Policy (CGAP) shall recommend to the Senate policies governing the admission of graduate students, and together with the Dean and the Executive Committee of the School shall implement those policies adopted by the Senate. Each program shall make decisions on the admission of applicants, using standards equivalent to or higher than those set by the Committee on Graduate Studies, a standing committee of the University Senate. The CGAP shall review and make final decisions on the admission of applicants to the graduate programs in the School of Medicine.

(2) The CGAP shall be composed of seventeen voting members (including its chairperson). At least thirteen shall be members of the electorate from each of the graduate programs in the School of Medicine, with two others from Biological Sciences and Biophysics. Two shall be graduate students without current academic deficiency who have completed at least their first year of graduate studies, and of these one shall be a member of the Biological Sciences or Biophysics programs. The associate Deans for Graduate Education will serve as ex officio members and also as executive secretaries to the committee.

(3) The CGAP may enlist individual consultants or establish advisory panels to assist in the admissions process. These may include persons not members of the electorate and may be designated by each of the graduate programs.

(4) Nine members of the CGAP shall constitute a quorum for any meeting of this committee.

Section 2.

(1) The Committee on Graduate Curriculum (CGC) shall recommend to the Senate policies concerning the curriculum of graduate students and the criteria for their standing and promotion. It shall be the responsibility of the CGC, together with the Dean and the Executive Committee of the School, to implement those policies recommended by the CGC and adopted by the Senate with regard to graduate programs in the School of Medicine.

(2) The CGC shall be composed of seventeen voting members. Thirteen shall be members of the electorate from each of the graduate programs in the School of Medicine, and two shall be members of the programs in Biological Sciences and in Biophysics. The sixteenth shall be the Chairperson, from any program. The seventeenth shall be a graduate student with one alternate, each having completed at least two years in the graduate programs, without current academic deficiency. The Associate Deans for Graduate Education will serve as ex officio members and as executive secretaries to the committee. The CGC shall work with graduate program steering committees to develop optimum courses and curricula that meet the needs of all graduate students while making the most efficient use of faculty teaching resources.

(3) Graduate Programs represented on this committee shall include Biochemistry, Cancer Biology, Developmental Biology, Epidemiology, Genetics, Health Research and Policy, Immunology, Medical Information Sciences, Microbiology and Immunology, Molecular and Cellular Physiology, Molecular Pharmacology, Neurosciences, and Structural Biology from the School of Medicine, along with Biological Sciences and Biophysics from the School of Humanities and Sciences.

(4) The CGC may establish ad hoc advisory subcommittees to study particular issues. These may include students enrolled in any of the affiliated graduate programs, and other persons not members of the electorate. The latter could include faculty or others in other schools in the University as well as individuals, both alumni and others, affiliated with industry, government, and public and private foundations.

(5) Nine members of the CGC shall constitute a quorum for any meeting of this committee.

Section 3.

(1) The Committee on Graduate Student Performance (CGSP) shall consider and take action on matters that pertain to the meeting of the requirements for the PhD and MS degree by students in those respective programs, according to the policies adopted by the Senate and the criteria recommended by the CGC and adopted by the Senate; and it may also advise the CGC and the Senate concerning the criteria for student standing and promotion.

(2) The CGSP shall be composed of six voting members, including its chairperson. The Associate Deans for Graduate Student Affairs shall serve as ex officio nonvoting members and as executive secretaries. Voting members shall be members of the Faculty Council of the School of Medicine for at least the previous three years and shall be affiliated with one or more of the departmental or interdepartmental graduate programs. Department chairpersons as well as directors of departmental or interdepartmental programs will be ineligible. An effort shall be made to have each program represented periodically. The CGC will work with each of the graduate program steering committees in promoting adequate guidance, monitoring and counseling for all their graduate students.

(3) Graduate Programs represented on this committee from time to time shall include Biochemistry, Cancer Biology, Developmental Biology, Epidemiology, Genetics, Health Research and Policy, Immunology, Medical Information Sciences, Microbiology and Immunology, Molecular and Cellular Physiology, Molecular Pharmacology, Neurosciences, and Structural Biology.

(4) The CGSP shall formulate guidelines governing its procedures, and shall publish these in the School of Medicine Catalog or on a specially designated Web site. All changes shall be communicated to the Committee of Five before implementation. If, in the judgment of the Committee of Five, a proposed change is significant enough to require approval by the Senate, implementation shall be withheld pending Senate approval. Changes considered not to require Senate approval shall nevertheless be communicated to the Senate at its next meeting.

(5) Matters referred to the CGSP will include decisions by the faculty of a graduate program to suspend or dismiss a graduate student. An affected student may appeal an adverse action of the graduate program to the CGSP. The CGSP may affirm or overturn the decision of the committee, or may refer the case back to the graduate program for reconsideration. The affected student may also refer the affirmation of an adverse action by the CGSP to the Senior Associate Dean for Medical Education and Student Affairs and ultimately to the Dean.

Article VII: The Relationship between the Senate & the Electorate

Section 1.

(1) Members of the electorate have the right to attend meetings of the Senate. Others may also attend unless the Senate decides otherwise on a particular occasion. Except for Senators, the chairpersons of the standing committees, and the five nonvoting representatives specified in Article II, Section 4, (3), no one may participate in debate unless by permission of the Senate.

(2) All decisions of each meeting of the Senate, and the votes by which these decision were taken, shall be reported in writing to every member of the electorate within two weeks after the meeting.

Section 2.

(1) Any decision of the Senate may be submitted to a meeting of the electorate by affirmative vote of forty percent of the membership of the Senate, or by petition of twenty percent of all members of the electorate to the Chairperson of the Senate. Notice and agenda of meetings of the electorate shall be sent to each member of the electorate by the Chairperson within one week of the vote in the Senate or of receipt of a petition, and this meeting shall take place not less than one week nor more than two weeks after dispatch of the notice. Seventeen members of the electorate shall constitute a quorum for a meeting of the electorate, and the Chairperson of the Senate or a delegate from among the Committee of Five shall preside at these meetings. Discussion at a meeting of the electorate shall be restricted to subjects germane to those specified in the notice and agenda convoking the meeting of the electorate.

(2) On request of forty percent of the membership of the Senate a mail referendum shall be submitted to each member of the electorate asking for approval or disapproval of the Senate decision specified in the referendum. The result of such a referendum shall be considered valid only if at least sixty percent of the members of the electorate vote.

(3) Decisions of the Senate may be confirmed, reversed, or amended by majority vote at the meetings of the electorate or through the mail referendum, as specified in this Section (Article VII, Section 2). In any case, the Senate shall be free to take further decisions on the subject consistent with the vote of the electorate.

Section 3.

(1) These Articles of Organization may be amended with the exception of those items noted in paragraph (2) of this Section either by a majority vote of the membership of the Senate concurred in by a meeting or mail ballot of the electorate, or by petition of twenty percent of the electorate concurred in by a meeting of the electorate, such meetings and mail ballots of the electorate being specified in Article VII, Section 2.

(2) In all matters relating to the role of the Dean or the Dean’s designates or to the relationship of the Senate to the Executive Committee or to a change in the powers and function of the Senate, specifically including: Article I, Section 2; Article III, Section I, (1), (2) and (3) and Article V, Section 2, (1), any proposed amendments to these Articles of Organization shall be ratified by a majority of the membership of the Executive Committee of the School prior to their submission to the electorate. Such amendments shall take effect upon approval by the President of the University and the Board of Trustees.

Amended:
August 1968
August 1969
October 1971
March 1972
April 1973
November 1974
July 1975
January 1982
June 1982
November 1984
April 1987
October 1988
January 1990
May 1991
August 1992
September 1994
August 1999
December 1999

Appendix to the Articles of Organization for the Senate of the

Stanford University School of Medicine Faculty Council.

1. Standing Rules of the Senate

Provisions regarding governance of the Senate which do not require amendment of the Articles of Organization may be incorporated into these Standing Rules of the Senate.

2. Optional two-stage process.

A two-stage process for a decision by the Senate may be invoked subject to the following rules:

(a) The two-stage process for the consideration of a main motion may be invoked either (1) at the time of the introduction of the motion, on specification by the mover and seconder, or (2) during debate on the question, on motion from the floor, adopted by a majority vote.

(b) A motion to invoke the two-stage process is debatable with respect to the merits of invoking the process, requires a simple majority, and takes precedence over all other motions concerning the pending matter except a motion that a matter is not proper for official action by the Senate.

(c) Under the two-stage process, a preliminary vote may be taken on the question at the meeting at which the matter is introduced but such a vote shall in no respect be binding.

(d) A final vote on any matter being considered under the two-stage process shall be out of order on the same day as the preliminary vote is taken.

(e) After a preliminary vote, the matter involved shall be slated for final action no later than the next regular meeting in a position on the agenda outline which will assure its being considered at that meeting.

(f) During the second stage, secondary motions which are normally in order shall be applicable.

3. Procedure for preference voting.

(a) This method shall be used for the mail ballot to elect Departmental Senators and their alternates, Senators-at-Large and Alternates for Senators-at-Large, the Chairperson of the Senate, and the remaining members of the Committee of Five.

(b) Each voter shall rank, in order of preference, a specified number of names (see below). If the specified number is called N, then the highest preference shall be indicated by a preference score equal to N, and lower preferences by sequentially lower preference scores. If a voter fails to rank exactly N names, that ballot shall be disqualified.

(c) If a voter indicates a tied preference, the names so indicated shall receive the average of the preference scores they would have received had they not been tied, and lower choices on that ballot shall also receive the same preference scores they would have received had there been no ties in the list.

(d) Except as noted in 3 (b) above, a ballot shall be counted valid, even though the voter has failed to follow voting instructions literally, provided the voter’s intent is clear and unequivocal.

(e) In the mail ballot to elect Senators-at-Large and Alternates for Senators-at-Large in each electoral unit, the specified number of names to be ranked shall be the total number of nominees in that electoral unit.

(f) In the election of Chairperson of the Senate, and in each election of the remaining members of the Committee of Five (two from among the BMS Senators, two from among the Clinical Senators), the specified number of names to be ranked shall be five.

(g) In counting the ballots, each candidate’s total preference score shall be tabulated, and all names shall then be arranged according to total preference score, in a preference list. The positions shall be filled, in descending order, from the top of this preference list. In the election of Senators-at-Large and Alternates for Senators-at-Large, if a person who would otherwise be elected declines to serve, the person next lower on the preference list shall be elected. When all Senators-at-Large have thus been elected, in a given electoral unit, three names shall be chosen in the same manner and from the same preference list, to be Alternates for Senators-at-Large. The Alternate with the highest preference score in a given electoral unit shall be the First Alternate for that unit, and those with lower preference scores shall be designated Second Alternate and Third Alternate.

(h) Prior to the balloting by mail for selection of nominees for Chairperson of the Senate, and for the Committee of Five (Article III, Section 1, (1), eligible persons shall be given the opportunity to decline, and the names of such persons shall then be stricken from the list of the eligible.

(i) Whenever a tie will affect the outcome of an election, the tie shall be resolved by a special ballot in which the voters choose between the tied candidates.

4. Procedure for assuring attendance at the monthly meeting.

(a) Attendance will be taken for each meeting.

(b) Those senators who miss a meeting and have not notified their alternate will be contacted by phone by the Chairperson of the Senate or his or her designee to encourage their attendance at subsequent meetings.

(c) Those senators who miss two meetings and have not notified their alternate will receive a letter of reprimand from the Chairperson of the Senate.

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