Glossary of Handbook Terms
The following definitions are intended to describe the actions taken by committees and campus groups operating within the authority of the Governance Handbook. The definitions are provided to add clarity and consistency to the terms that describe and define the governance process. For each term, a standard dictionary definition of the term is followed by the interpretation of the term as designated for use in the Governance Handbook.
Notice; Notify; Notification
"a written or printed announcement." --Merriam-Webster Dictionary
Handbook: "Notice" for a governance committee meeting consists of a written announcement sent to all the members of the committee. The notice shall name the committee and shall specify the date and place of the meeting. Notice may be sent by letter to the last known address, by inter-campus mail to the department specified on the campus phone list, or electronically to the university e-mail account. Notice is considered "sent" at the time it is mailed or is uploaded to the campus e-mail server.
Discuss; Discussion
"to investigate by reasoning or argument" --Merriam-Webster Dictionary
Handbook: "Discussion" refers to seeking input from a university group for the purpose of enhancing perspective. Discussion is documented in the minutes of the deliberating group, but no action is expected. No inference of endorsement by the deliberating group is presumed.
Consult; Consultation
"to ask the advice or opinion of" --Merriam-Webster Dictionary
Handbook: "Consultation" refers to seeking advice, usually the advice of an expert. Further policy deliberation may continue based on information provided by the consultant.
Inform; Information
"to communicate knowledge to" --Merriam-Webster Dictionary
Handbook: To "inform" refers to sharing policy discussions or actions with administrators or university groups. Information is provided in oral and/or written form. The presentation of such material will be noted in the minutes of the university group. The term should be used where documents are factual in nature or where the deliberative body is not formally authorized to vote on or modify the document, i.e. notification of federal statute; an action taken by a committee not responsible to the deliberative body. Discussion should be limited to clarifying questions and should not attempt further deliberation of an issue. No formal action is required of the deliberating group other than to record their receipt of the information, and no inference of endorsement is presumed.
Review
"to go over or examine critically or deliberately" --Merriam-Webster Dictionary
Handbook: Review occurs at two levels within the governance process of the University. The first definition refers to the review of policy that occurs prior to approval; the second definition refers to review that occurs after approval.
Definition 1
Relating to consideration of policy prior to approval: To "review" refers to the careful inspection of policy and a statement of response by a deliberative group. The result of a review at this level is an official action of the body acknowledging receipt of the document and registering with the originator questions or concerns raised during the review process. A review is understood to be
1. Conducted by a deliberative body of the University duly authorized to review such documents per Governance Handbook policy
2. Non-binding on the processing of the document through the governance process
3. Made with the expressed understanding that the deliberative body may, by consensus or by simple majority vote of the body, take any of several actions in response to the proposal, including to
• Review with support. The document moves forward with the expressed support of the deliberative body.
• Review without comment. The document moves forward in the governance process without a determination of support of the deliberative body.
• Review with comment. With the understanding that the originator will consider the comments of the deliberative body, the document moves forward in the governance process with the comments of the deliberative body attached.
• Review with objection. The deliberative body recommends that the document not be moved forward in the governance process. If the document is taken forward in the governance process, it will proceed with the comments of the deliberative body attached and will carry a clearly identifiable notice of objection of the reviewing deliberative body.
Definition 2
Relating to consideration of policy after approval: To "review" refers to the actions taken by a deliberative body that has oversight authority over another deliberative body. For example, this term describes actions of the University Board and University Assembly in relation to decisions of University Senate or of the University Board in relation to decisions of University Assembly. The result of a review at this level is an official action of the body acknowledging receipt of the document in the minutes. No other action is required. A deliberative body reviewing a document after approval may take any action, including expressing support for, modifying, revoking, or returning the policy for further deliberation.
Recommend
"to endorse as fit, worthy, or competent" --Merriam-Webster Dictionary
Handbook: To "recommend" refers to the expressed support of a policy by an administrator, committee or deliberative group. Committees of the campus are generally authorized to "recommend" policy to an administrator or deliberative group rather than to "approve" policy. Deliberative groups, when authorized to "recommend" or to "review and recommend," will express their support or nonsupport of a proposed policy. Such action is authorized by a simple majority vote (except where specifically stated otherwise) and are considered non-binding. A recommending body may also take any of the following actions:
1. Request a written response to specific questions posed to an appropriate administrator or head of an approving deliberative group
2. Request a discussion with an appropriate administrator or head of an approving deliberative group
3. Request discussion with affected parties or governance groups
4. File a formal statement with the University Board through the University President
Approve
"to accept as satisfactory" --Merriam-Webster Dictionary
Handbook: To "approve" refers to a vote of a deliberative group regarding a clearly defined and reviewed policy. A policy will be "approved" only once in the governance process. Actions considered for approval are brought
1. As recommendations from an administrative or governance committee, a subcommittee, or an ad hoc committee responsible to a larger deliberative group of the university
2. To a deliberative group with the authority to approve the document
3. With the understanding that the deliberative group may, by consensus or by simple majority vote of the body (except where specifically stated otherwise), take any of several actions in regard to the proposal, including
• Approval
• Approval with minor modification. The chair determines what constitutes minor modification. The document stands as modified.
• Request to refer and reconsider. The document is sent back to the originator for further development with the understanding that the document will be returned to the deliberative body for approval.
• Disapproval. The policy fails. Any revisions to the document will be taken through all applicable stages of the regular governance process.
Ratify
"to approve and sanction formally" --Merriam-Webster Dictionary
Handbook: To "ratify" refers to the final consideration and sanctioning of policy by the University Board. The following action options are suggested:
1. Vote to ratify
2. Vote not to ratify. The policy fails. Previous approval and/or endorsement decisions are overturned.
Invitee
A person who has no voting privileges who attends the committee meeting in order to assist in deliberations
The Three Academic Areas
The three academic areas are designated as "Humanities, Professional-Technical, and Science-Mathematics-Engineering." Schools and departments are categorized as follows:
Humanities:
Art
Communications and Languages
English
History and Philosophy
Music
School of Theology
Professional-Technical:
School of Business
School of Education and Psychology
Health and Physical Education
Library Science
School of Nursing
School of Social Work and Sociology
Technology
Science-Mathematics-Engineering:
Biology
Chemistry
Computer Science
School of Engineering
Mathematics
Physics
Appendix
Supplementary documents providing information relevant to University governance
Bylaws
A standing rule governing the regulation of a corporation's or society's internal affairs
Charter
A document defining the formal organization of a corporate body
Governance Handbook
Definitive statement of the structure of Walla Walla University and the processes and procedures followed in the fulfillment of its functions
Procedures
Publishes current information and preserves for future reference operational details of the governance process