Keys to active meeting participation

Can I ask questions during the meeting? When it is OK to do so?

Anyone can ask a question at any point during the meeting, but they must be recognized by the chair before speaking.

How do I get the chair to recognize me?

To be recognized, click the Raise Hand button in the Reactions panel in Zoom and wait to be acknowledged (this usually means waiting until no one else has the floor).

When the chair acknowledges your raised hand, you officially have the floor to ask your question. Remember to first state your name before speaking.

I have a new subject to bring up. How do I do that?

There is a time for "New Business" near the end of every meeting agenda. Following Robert's Rules of Order, you need to introduce a motion to contribute a new idea or raise a new issue during this portion of the meeting.

Thanks to Robert's Rules, the process of making, discussing, and ruling on a motion is structured and straight-forward.   Visit this webpage for details of the simple steps required to make a motion.

How does the voting process work?

Staff Senate uses a variety of voting methods depending on what is most appropriate for the subject at hand:

• The chair may call for a voice vote, where all members should turn their microphones on and vote in favor of the motion (by saying "aye") or against (by saying "nay") when prompted. If it is not possible for a member to use their microphone, they may type "aye" or "nay" instead using the Chat function in Zoom.
• The chair may request a vote by show of hands, where members will click the Raise Hand button in the Reactions panel in Zoom in favor of or against a motion when prompted.
• An electronic poll in Zoom may be conducted to confidentially collect votes, as the chair asks the Staff Senate Secretary to create the poll and send prompts out to meeting attendees to vote.

• When appropriate, Staff Senate may vote by acclamation, a method of approving a motion or electing a candidate to a position without a formal vote. It is essentially a form of unanimous consent, which Robert's Rules of Order allows when no member voices opposition. 

  A vote of acclamation is efficient and avoids unnecessary voting when a consensus is clear. It is commonly used when:

  • Decisions are routine or non-controversial.
  • There is only one nominee for a position.
  • The outcome is uncontested and obvious.
  • The group wants to express unanimous or strong support without going through a formal vote. 

  
  For example, during a vote for a new Standing Committee Chair-Elect position, if there is only one nominee, the nomination can be approved by acclamation. The chair would state, "If there is no discussion, this nomination passes by acclamation."