Submitting a Proposal to Academic Senate

When submitting proposals to the Academic Senate, include a cover page that includes:

  • Name of Proposing Body
  • Subject/Title of Proposal
  • Name of Proposer / Preparer of Proposal
  • Names of Other Members of Proposing Body/Task Force / Team / Department
  • Date Submitted to Academic Senate
  • Action Being Proposed:
    • Presented for Approval of Senate & Forwarding to Full Faculty (see handbook regarding items that require the approval of the full faculty)
    • Presented for Approval of Senate
    • Presented for Discussion & Input of Senate Members (this may be a preliminary proposal before advancing to approval stage, or it may be that senate does not have direct authority but is in a position to make a recommendation to the faculty or administration)
  • In the top right-hand corner provide space for a reference key: (Ref. Key: ____) The registrar will assign a reference key based on the academic year and the number of this proposal so we can keep track of proposals and documents in a systematic way.

In the body of the proposal, please be sure to include:

Begin with a description of the recommendations being proposed and include the proposed motion language. Avoid omnibus and all-inclusive motions, and motions that can be divided.

Provide an analysis of the problem or issue at hand. This may include the history, the present status, and/or the proposed objectives.

Provide the reasons for adopting the proposal. If other proposals or contrary proposals have previously been considered, provide more detail regarding the pros and cons of this and other proposals.

If the proposal comes from a committee and not all committee members concur with the report and proposal, they may submit minority views which shall be considered with the majority report.

If you are proposing a brand new academic program, off campus program, center, or other entity which goes beyond a simple motion, the recommended components of your proposal include at least the following:

  1. Vision Statement - How does this program flow from and fit within the mission and vision of Westmont College as defined by our foundational documents?
  2. Scope, Structure, and Design -- What will this look like for students, faculty, existing departments and other structures?
  3. Funding & Viability -- Is this program revenue neutral? Does it rely on grant funding? Is it already fully funded?
  4. Personnel -- Who will have both the privilege and responsibility of overseeing this program? How will it fit within existing reporting structures, or will new structures be created? Who is ultimately responsible for the success (or shortcomings) of the program?
  5. Program Review & Assessment -- How will effective program review take place?
  6. Appendices -- Organizational Charts, Timelines, Sample Curriculum or Other Offerings, Broad Outline of Sustainability Plan, Similar Programs at Other Institutions

Ideally, the proposer, committee or task force chair, or some other representative will be present for the senate meeting in which the proposal is discussed. The Academic Senate Chair will attempt to coordinate with such representative in advance of scheduling the proposal discussion, though requests for postponements may not always be possible given the size of the senate, the amount of business, and other deadlines. For the final discussion and vote, proposing bodies will be recused from the senate meeting.