The Provost, in coordination with the Speaker of the Faculty Senate, will ensure that the University Committees are appointed with the appropriately designated members and that committee membership is made known to the University community.
The Executive Vice President for Finance and Administration, in coordination with the Staff Advisory Council, will solicit staff nominations for appropriate University committees.
Administrative membership will be determined based on the primary function of the committee. The Provost will place administrative appointments on the agenda for the President’s Cabinet. Unless otherwise specified, the President will formally appoint the committee members annually.
The Faculty Senate, the Staff Advisory Council, the administration, or the committee membership itself can refer relevant agenda items to University Committees. During the annual update to the Committees and Councils, each committee and council should report to the University on the progress that the committee made on its agenda items, including any recommendations that these committees might have. The report should be a one page executive summary of the activities of the committee or council and should include the recommendation by the Responsible University Official and Chair regarding the relevance and continuation of this committee or council. These recommendations will be an element of the summer planning undertaken by the University.
Committee Membership Selection Time Line
By June, the Faculty Senate, in consultation with the colleges, recommends faculty representatives to committees. The Senate sends the nominations to the Provost who forwards them to the President. The Staff Advisory Council recommends staff members to the Executive Vice President for Finance and Administration who will coordinate and forward them to the President. Colleges should hold elections in the spring of the catalog cycle to elect faculty members to committees and councils in order for them to begin meeting when the academic year begins. New faculty should be withheld from committee membership in their first year unless the committee or council nomination would increase their knowledge of the university or is in their field of expertise.
By July 15, President’s Cabinet reviews administrative nominations, which have been placed on the agenda by the Provost. These nominations are then submitted to the President.
By August 1, the President (or other designated party) formally appoints committee members for the following year. Newly appointed members of committees and councils will receive notification of their appointment to a committee or council from the Office of the Provost. Any member of a committee or council who wishes to decline their appointment shall do so directly with the entity that nominated them to serve (i.e. Faculty Senate, Staff Advisory Council, deans, Vice Presidents, directors…).
During the summer, the Provost’s office councils and committees, identifies their members, indicates when members’ terms end, and lists faculty conveners of committees. The information is published online by the first University meeting of the academic year .
This governance structure became operational in fall 1999 and was revised in summer 2010.
In the first year of operation, committee chairs will ensure staggered terms of the committee members by drawing lots from among the members who are not serving ex-officio, to determine who will serve one-year, two-year and three-year terms. Thereafter, members will be appointed to three-year terms. One-third of the non ex-officio membership will rotate off the committee each year. Membership terms are not applicable when the membership lists includes a specific position as criteria for membership (i.e. the Provost, Director of Recreational Sports, Vice President for Student Affairs, Registrar…).
UNIVERSITY ADMINISTRATIVE COUNCILS
University Councils are those bodies formed by a member of President’s Cabinet to deal with ongoing administrative functions or broad University functions. The majority of the membership of University Councils will be administrative. Each council should have its membership specified and distributed to the University community. Councils should not duplicate the work of University Committees, except where the work is being considered simultaneously by several bodies to get perspectives from different constituencies.
Responsible University Officials: Each member of President’s Cabinet is responsible for distributing the membership list or the location of the online publication of the University Councils, which she/he chairs. To be consistent with the University Committees, this material will be published online by the Faculty/Staff meeting at the opening of the academic year. The Provost will coordinate the publication.
EVALUATION OF UNIVERSITY COMMITTEE/COUNCIL GOVERNANCE STRUCTURE
The Provost will coordinate the evaluation of the University Committee/Council Governance Structure through the work of the Committee on Committees. The process will involve periodic review of the membership and functions of each committee and council in the University committee/council structure. Amendments to specific committee memberships should be forwarded to the appropriate University administrator in the committee’s June1 report.