1.4.1 Advisory Councils and Committees

A. Purpose

The purpose of this policy is to establish minimum guidelines for advisory councils and committees of The University of Texas at Tyler whose membership includes non-university employees.

B. Persons Affected

This policy applies to administrators, faculty, staff, and non-university individuals appointed by the designated vice presidents or the President.

C. Policy

The policy of The University of Texas at Tyler is to authorize, compose and govern advisory councils and committees in compliance with The University of Texas System Board of Regents’ Rules and Regulations Series 60302, Advisory Councils of an Institution.

  1. Authorization. The establishment of all councils and committees requires the advance approval of the unit head; the immediate supervisor; the dean, if the unit reports through that officer; the appropriate vice president; and the President. All advisory councils require the additional approval of the Vice President for University Advancement, and approvals as specified in the UT System Regents’ Rules and Regulations, including, the Vice Chancellor for External Relations, the appropriate Executive Vice Chancellor, the Chancellor, the Board of Regents and any other appropriate supplemental authorities.
  2. Purpose
    1. Advisory Council. An advisory council shall promote and support, including assistance in increasing private support, a particular school, college, division, or other comparable teaching or research unit with which the advisory council is affiliated in a matter determined by the dean or the director of the school, college, or research unit subject to the approval of the appropriate vice president and the President.
    2. Advisory Committee. An advisory committee shall promote, advise on curricular matters, and support a particular school, college, division, department or other comparable teaching or research unit with which the advisory committee is affiliated. The advisory committee is NOT charged with the development of financial support for the school, college, or other comparable teaching or research unit.
  3. Composition. An advisory council or committee shall consist of no more than 24 members recommended by the dean or director of the school, college, or other approved unit. Members of an advisory committee will be appointed by the President or the appropriate vice president. The President shall make all appointments to advisory councils. Each individual’s term of office shall be for three year staggered terms with official terms beginning September 1. Consideration of membership shall be directed to appropriate balance, including gender, ethnicity, years of involvement or experience with the school, college, or unit, and the special needs of the school, college, or unit and the advisory council or committee. A dean or director shall be an ex-officio member with voting privileges on the advisory council or committee he or she administers. The President shall be an ex-officio member with voting privileges of all the University’s advisory councils.
  4. Criteria for Selection of Membership
    1. Recognized and respected achievement in the community, region, or constituency served by the unit.
    2. Interest and commitment to The University of Texas at Tyler, the unit, and the purposes of the council/committee.
    3. Leadership qualities and time to devote to the council/committee.
    4. Willingness to share outside perspectives with the unit and to serve as an advocate of the unit outside The University of Texas at Tyler.
    5. Demonstrated involvement or experience with the school, college, or research unit, and awareness of the special needs of the school, college, or research unit and the advisory council and committee.
    6. If included as part of the purpose of the council/committee, a willingness to work with the region and other outside constituencies to address the needs of the unit.
    7. If an advisory council, willingness to develop financial support for the needs and interests of the school, college or research unit.
  5. Governance and Bylaws. Consistent with the Regents’ Rules and Regulations, the President shall be responsible for and have authority over the University’s advisory councils.
    1. Model Bylaws. Subject to the approval of the President, each advisory council shall adopt bylaws for its internal governance that are consistent with Series 60302and that substantially comply with model bylaws developed by the U.T. System Office of General Counsel.
  6. Officers
    1. At a minimum, officers shall include a chair and a secretary who shall be elected from the members of the council/committee, excluding ex-officio members.
    2. Officers shall serve for a term of two years and may be re-elected if their terms of appointment to the council/committee continues.
    3. The chair shall work with the unit head to schedule meetings, develop the agenda, and chair meetings. The chair will also serve as lead spokesperson for the council/committee.
    4. The secretary shall record the minutes of the meeting, with the assistance of a staff resource person if requested.
  7. The Family Education Rights and Privacy Act (FERPA) restricts access to the educational records of students to specific, limited circumstances. Members of the University advisory councils/committees may not have access to student records except in accordance with FERPA.

D. Definitions

Not applicable.

E. Responsibilities

  1. Advisory Council Responsibilities and Expectations
    1. Promote and support a particular school, college, or other comparable teaching or research unit with which the advisory council is affiliated in a manner determined by the dean or the director of the school, college, or research unit subject to the approval of the President. This includes assistance in increasing private support.
    2. Serve as an advisory capacity to the unit head, supervisor, vice president, and President; provide leadership and make recommendations in establishing the unit's role in the community.
    3. Serve as a communication link with the community on unit programs and activities.
    4. Advise the unit as to the needs of the community or region and assist in the development of ways the unit can address those needs.
    5. Provide the infrastructure for financial support in order to expand and enhance the teaching, research, and service activities of the unit in coordination with the Office of University Advancement.
  2. Advisory Committee Responsibilities and Expectations
    1. Serve as an advisory capacity to the unit head, supervisor, vice president, and President.
    2. Provide leadership and make recommendations in establishing the unit’s role in the community.
    3. Serve as a communication link with the community on unit programs and activities. Advise the unit as to the needs of the community or region and assist in the development of ways the unit can address those needs.
    4. Provide advisory direction and conceptual aid in curriculum development and enhancement.
    5. Help provide job awareness and opportunities to students and graduates.

F. Procedures

  1. Reporting and Budget
    1. The Vice President for University Advancement will report annually accurate rosters of all advisory council memberships to the Executive Vice Chancellor for External Relations on a designated date.
    2. The Vice President for University Advancement will maintain specifically identifiable accounts that document any advisory council related revenues and expenses out of the dean’s office or other offices that support advisory council activities. These accounts must be identifiable in an institution’s annual operating budget. An advisory council’s budget shall be determined and approved through established budget procedures.
  2. Meetings
    1. The council/committee will meet at least twice each year with appropriate administrative input into the agenda.
    2. Minutes shall be recorded for each meeting and distributed to all members, including ex-officio members. The appropriate vice president or his/her designee will be the official custodian of record for these minutes.

G. Review

The Divisional Head for this policy is the President and this policy shall be reviewed every five years or sooner if necessary by the following Stakeholders:

  1. President
  2. Provost/Vice President for Academic Affairs
  3. Vice President for Administration
  4. Vice President for Student Affairs
  5. Vice President for University Advancement
  6. Vice President for Technology
  7. Vice President for Research and Technology Transfer
  8. University Counsel

ORIGINALLY APPROVED: 12/01/2001  

LAST AMENDED: 04/13/2011 

REVIEWED:  AY 2014-15