4.1 Chair. A Chair of the Santa Cruz Division is appointed by the Committee on Committees for a term of two years. Should the office become vacant before the completion of a term, the Committee on Committees appoints a Chair to fill the remainder of the term; the Committee on Committees may then extend this appointment for an additional year. The Chair presides at meetings of the Santa Cruz Division and serves ex officio as a member of the Assembly of the Academic Senate, the Academic Council of the Assembly, and the Divisional Committee on Planning and Budget. The Chair maintains effective coordination between the Santa Cruz Division and the Santa Cruz Administration, the Santa Cruz Division and its committees, and between Divisional committees. The Chair may participate in a non-voting capacity in the deliberations of any committee of the Division unless the matter under consideration is not to be reported directly to the Division. The Chair may refer matters to committees of the Division. The Chair of the Division submits an annual budget request to the Chancellor of the University of California, Santa Cruz, for the work of the Division, its committees, and the office of the Division. The Chair of the Division determines initially what legislation is solely of Divisional concern. Such decision may be appealed to the Division. [SB 311D(3)] (Am 18 Apr 73 EI, 9 Mar 11 effective 1 Apr 11; CC 1 Aug 77, 1 Aug 79, 4 Aug 87, 31 Aug 98, 31 Aug 99; EC 1 Aug 76)

4.2 Vice Chair.  A Vice Chair of the Santa Cruz Division shall be appointed by the Committee on Committees for a term of one year, and serves as a Divisional Representative to the Assembly of the Academic Senate. Should the office become vacant before the completion of a term, the Committee on Committees shall appoint a Vice Chair to fill the remainder of the term. The Vice Chair shall carry out all of the duties of the Chair in the absence or incapacity of the Chair, or such duties as are delegated by the Chair. (En 22 Feb 67; Am 24 Feb 7l EI, 22 May 74, 23 May 83, 30 May 01; EC 1 Aug 76, 31 Aug 06)

4.3 Secretary. A Secretary of the Santa Cruz Division is appointed for a term of two years by the Committee on Committees. Should the office become vacant before the completion of a term, the Committee on Committees appoints a Secretary to fill the remainder of the term. The Secretary prepares the Call for meetings of the Division; in the absence of the Chair and Vice Chair, calls the meeting to order and presides for the purpose of electing a Chair pro tempore for that meeting; keeps minutes of its proceedings; transmits actions by the Division to the members of the Divisional committees concerned, to officers and agencies of the Academic Senate, and to administrative officers; keeps for reference a permanent file of all Calls and notices of meetings of the Assembly of the Academic Senate, together with any appended material; determines the membership of the Division; refers to appropriate committees all petitions of students or other materials received for presentation to the Division; conducts all elections and all mail balloting in the Santa Cruz Division, under the supervision of the Committee on Rules, Jurisdiction, and Elections, and if there is a tie vote for the last place to be filled, the Secretary conducts a selection by lot; serves as an alternate to Assembly meetings if the Chair or Vice-Chair, or a further Divisional representative, cannot attend; and under the general supervision of the Chair, the Executive Office of the Santa Cruz Division is under the administrative direction of the Secretary. The Secretary serves on the Executive Committee. (Am 24 Feb 71 EI, 6 June 84, 24 Feb 99; CC 18 Oct 91, 31 Aug 98, 31 Aug 03; EC 1 Aug 76, 31 Aug 98, 31 Aug 99, 31 Aug 06, 31 Aug 08)

4.4 Parliamentarian. The Parliamentarian is appointed by the Committee on Committees for a term of one year. Should the office become vacant before the completion of a term, the Committee on Committees appoints a Parliamentarian to fill the remainder of the term. The Parliamentarian advises the Chair on procedural matters during meetings of the Division. (Am 27 Jan 71; 24 Feb 99)

4.5.1 Representation on the Assembly of the Academic Senate and the Academic Council. The Chair of the Santa Cruz Division serves ex officio as a member of the Assembly and the Academic Council. The Vice Chair serves ex officio as a member of the Assembly. Any other Divisional Representatives to the Assembly are appointed by the Committee on Committees for a term of two years [or, upon vacancy, for the remaining portion of a term.] (Am 24 Feb 71 EI, 6 June 84, 6 Nov 91; CC 31 Aug 98, 31 Aug 99; EC 1 Aug 77, 4 Aug 87)

4.5.2 Alternates. If the Chair cannot attend a meeting of the Academic Council, the Vice-Chair of the Santa Cruz Division acts as proxy. If the Vice-Chair cannot serve, the Committee on Committees shall designate a replacement for the meeting[s]. [SB 125A(5)] (CC 31 Aug 98; 31 Aug 99) If the Chair or Vice-Chair, or a further Divisional representative, cannot attend a meeting of the Assembly, the Secretary of the Santa Cruz Division shall act as an alternate. If a further alternate is required, the Committee on Committees shall designate a replacement for the meeting[s]. (En 6 Nov 91)

4.6 Beginning of Term of Office. All officers specified under Chapter 4 of these Bylaws are chosen by election or appointed in time to be confirmed at the spring Divisional meeting. Terms of office of all officers normally begin on September 1 following their selection. (Am 10 May 67, 6 Dec 67, 24 Feb 71 EI, 6 Nov 91; EC 31 Aug 06, 31 Aug 08)

4.7 Inspection of Records. All records of the Santa Cruz Division are open for inspection by any member of the Division except those concerning appointments, privilege and tenure, promotions, and salaries of, and research grants to, individuals or prospective employees of the University.