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Article XII: Attendance

Section 1: Senators

  1. Senate meetings and (internal) USS Committees
    1. All Senators will be allotted a total of four (4) internal Senate meetings absences per semester. This includes USS Senate and Committee meetings. This does not include Special Session meetings.
    2. If a Senator plans to use one of their allotted absences, they are expected to notify the Vice President and Representative to the Board of Visitors at least twenty-four hours prior to the start of the meeting that they will be unable to attend.
    3. USS Committee chairs must update the attendance platform for their committee within one week of the meeting.
    4. The Vice President and Representative to the Board of Visitors will notify a Senator when they have reached three (3) absences.
    5. When a Senator reaches four (4) absences, the Vice President and Representative to the Board of Visitors will elevate this matter to the Graduate Assistant for USS who will address the matter with the representative. The contents of that meeting will remain confidential, and the attendance results will be communicated to the Vice President and Representative to the Board of Visitors within 2 business days after the meeting.
    6. If a Senator continues to miss meetings after a consultation with the Graduate Assistant, the Deputy Advisor will address the matter with the representative. The Advising Team has the authority to remove the student from their position and an appointment will be initiated to fill the vacancy.
      1. A Senator who has been removed due to attendance may apply for an elected position within USS beginning in the next academic semester and after meeting with the Deputy Advisor.
        1. The Deputy Advisor will discuss the applicant’s ability to fulfill the duties and responsibilities of the position. The Deputy Advisor’s approval is required for the applicant to be considered eligible for the position.
    7. After any absence, Senators who missed a meeting must complete the following:
      1. If a Senate meeting has been missed:
        1. Review the meeting minutes from the missed meeting prior to the next Senate meeting.
      2. If a Committee meeting has been missed:
        1. Schedule a meeting or discuss topics with the Committee Chair prior to the next committee meeting.
    8. If a Senator is no longer able to attend meetings and/or fulfill requirements for the entirety of the term, a Senator may appoint a proxy from their constituency group.
      1. A proxy should only be appointed if the Senator is to be absent for an extended period of time.
      2. The Senator must review the role-transfer process with the Vice President for Administration and the Vice President and Representative to the Board of Visitors.

Section 2: Directors

  1. All Directors will be allotted a total of two (2) regularly scheduled Senate meeting absences. This does not include Special Session meetings.
  2. If a Director has used both allotted absences and an unforeseen situation arises, the Vice President and Representative to the Board of Visitors will elevate this information to the Vice President whom the position reports to who will address the matter with the representative. The attendance results will be communicated to the Deputy Advisor within two (2) business days after the meeting.
  3. If a Director continues to miss meetings after a consultation with the Vice President whom the position reports, that Vice President has the authority to remove the student from their position and an appointment will be initiated to fill the vacancy.
  4. After any absence, Directors who missed a meeting must complete the following if a Senate meeting has been missed:
    1. Review the meeting minutes from the missed meeting prior to the next Senate meeting.
  5. If a Director chairs a committee, they must receive approval from the Vice President whom that position reports to in order to cancel a meeting.
    1. Meetings may be canceled if the Director is dealing with extenuating circumstances or if there are no action items on the agenda for the meeting.

Section 3: Shared Governance

  1. All USS representatives serving on a university committee or commission will be allotted a total of one (1) meeting absence per semester if the committee or commission meets on a monthly basis.
  2. All USS representatives serving on a university committee or commission will be allotted a total of two (2) meeting absences per semester if the committee or commission meets more frequently than on a monthly basis.
  3. If a USS representative plans to use one of their allotted absence(s), they are expected to notify the Vice President for Shared Governance at least twenty-four hours prior to the start of the meeting that they will be unable to attend.
  4. If a USS representative has used both allotted absences per meeting type and an unforeseen situation arises, the Vice President for Shared Governance will elevate this matter to the Graduate Assistant for USS who will address the matter with the representative. The contents of that meeting will remain confidential, and the attendance results will be communicated to the Vice President of Shared Governance within 2 business days after the meeting.
  5. E. If a USS representative continues to miss meetings after a consultation with the Graduate Assistant, the Deputy Advisor will address the matter with the representative. The President and Vice President for Shared Governance may remove the student from their shared governance position and an appointment will be initiated to fill the vacancy.