304 Councils and Standing Committees

304 COUNCILS AND STANDING COMMITTEES

304.1 Introduction

Administrative decisions are, in large measure, the result of the work performed by committees and councils that help to implement policy and give counsel in University matters. Faculty members serve on all standing committees and most councils some are elected by their colleagues while others are appointed by the Chancellor. One or more students serve on a number of committees; students are appointed by the Chancellor upon the recommendation of the Student Government Association and the Senior Vice Chancellor for Student Services. Consequently, both faculty and students participate in the decision-making process. The role of standing and ad hoc committees is an extremely important one in the structure of University governance. The structure of the standing committees of Troy University is published in the Standing Committees of Troy University, and the policies governing committee assignments are outlined below. A current roster of the membership of standing committees and councils is published by the Executive Vice Chancellor and Provost and distributed to all faculty and staff, usually by October 1 of each year.

304.2 Guidelines for the Operation of Councils and Committees

304.2.1 Limits of Membership

A faculty member should serve on no more than three standing committees at any one time. Exceptions may be essential but should be documented.

304.2.2 Committee Chairs

A faculty member should not serve as chair of more than one standing committee at any one time. Exceptions may be essential but should be documented

304.2.3 Part-time and Adjunct Faculty

Part-time and adjunct faculty members may serve on standing or ad hoc committees only when documentation exists to demonstrate that such service is appropriate.

304.2.4 Appointment and Removal

Faculty members will be notified in writing of appointment to a standing committee. A roster of names of members of all committees will be published by the Executive Vice Chancellor and Provost. Written notice from the committee chair and appropriate approval are required for the removal of a committee member.

304.2.5 Student Committee Members

Student committee members recommended for appointment by the SGA President shall also be reviewed and approved by the Senior Vice Chancellor for Student Services

304.2.6 Faculty Committee Chairs

A committee chair may be elected or appointed by the Chancellor depending on the nature and purpose of the committee. Whenever it is logical and feasible, elected committees shall be chaired by a faculty member, not by a member of the professional staff or administration.

304.2.7 Term Length and Rotation

Term lengths on all University-wide standing committees will be three years. One third of each committee's membership will rotate off each year. Committee members may be re-elected or re-appointed to one three-year term. After two consecutive terms, the member must remain off the committee for the equivalent of one term before re-election or re-appointment.

304.2.8 Annual Review of Standing Committees

All faculty standing committees shall be reviewed annually and not later than April 15 of each year by the Faculty Council in consultation with the appropriate vice chancellor(s) to recommend to the Chancellor whether or not a particular committee is functioning or should be dissolved.

304.2.9 Committee Deliberations

Faculty members, professional staff members, and other University employees may request an appearance at a regularly scheduled meeting of a standing committee, ad hoc committee, or council which is considering a matter of general professional concern.

304.2.10 Action on Committee Recommendations

The chair of a standing committee shall be notified of the action taken on all recommendations submitted by that committee. In turn, the chair shall communicate the action taken to the members of the committee.

304.2.11 Election of Committee Chairs

Most standing committees and some councils elect the chairs; however, certain exceptions must be made. Because the University Activities Committee and the Student Publications Board operate under special charters, they are exempt from the policies governing standing committees and councils.

304.2.12 Term of Elected Chairs

An elected standing committee chair normally serves as chair no longer than two consecutive years. In some cases, there may be a need to allow an elected chair to serve additional terms as directed by the Chancellor of the University.

304.2.13 The Chancellor and Standing Committees

The University Chancellor serves as an ex-officio member of all standing committees and councils and in the absence of the Chancellor, a designated representative serves as an ex-officio member of all standing committees and councils.

304.2.14 Willingness To Serve On Committees

All eligible faculty members are available for appointment or election to standing committees. Faculty are assumed to be willing to serve on committees as part of their responsibility to the University. To assist in committee appointments, faculty members will be given the opportunity annually to indicate any committees on which they would like to serve.

304.2.15 Appointment to ad hoc Committees or Task Forces

Participation by faculty members on an ad hoc committee for a period of more than six months shall constitute service equal to that of appointment to a standing committee. The Executive Vice Chancellor and Provost will consult with each respective dean and the Faculty Council when establishment of a significant ad hoc committee is anticipated. The Guidelines for Standing Committees apply to all such temporary groups.

304.3 Process for Selection of Faculty Representatives

On March 15, the Executive Vice Chancellor and Provost will forward a list of anticipated vacancies in faculty representation for the next academic year, for each standing committee, to the Faculty Council and each academic dean.
As a part of the annual review of the University Standing Committee structure, the Faculty Council will notify each school/college or department of the anticipated vacancies in their respective areas or the faculty at large.
Where a vacancy occurs, the appropriate academic dean and the respective Faculty Council representative(s) shall work together to develop a list of faculty members to recommend to the Chancellor for appointment.
The academic dean and Faculty Council representatives will oversee the process of selection at the school/college level. On committees where all representatives are elected, the school/college should select a representative for the committee vacancy, using a process for selection which affords all members of the college an opportunity for collegial input and participation. On committees where representatives are appointed directly, the school/college should submit a list of names for consideration for the identified vacancy. These names should be endorsed by the school/college, using a process of selection that affords all members of the school/college an opportunity for collegial input and participation.
The Faculty Council and the dean shall consider faculty based upon their interest in the vacancy and shall request their consent prior to recommendation for appointment.
Recommendations for appointment or service for the anticipated vacancies shall be forwarded to the Executive Vice Chancellor and Provost no later than June 1 each year. A final slate of faculty representatives, both elected and/or recommended for appointment, shall be forwarded to the Chancellor by July 1 for final appointment for the next academic year.

304.4 Monitoring the Guidelines

Monitoring of adherence to the Guidelines for Operation of Committees is the task of the Executive Vice Chancellor and Provost. The process should ensure continued rotation of membership at specified intervals to promote breadth of faculty participation and renewal of committee vitality.