2005 Faculty Handbook

Chapter 1 - Introduction and Organization

Chapter One: Table of Contents

In 1909, the General Assembly of Tennessee enacted law providing for the establishment and maintenance of three normal teacher education schools, one in each of the three grand divisions of the state. Memphis and Shelby County contributed $350,000 and a site of approximately eighty acres near what was then the eastern edge of the city. On September 15, 1912, West Tennessee State Normal School opened. In 1925, the institution became a senior college and the name was changed to West Tennessee State Teachers' College. The liberal arts curriculum was enlarged in 1941 and the school became Memphis State College. The undergraduate program was reorganized into three schools in 1951, and a graduate school was added. On July 1, 1957, by action of the Tennessee legislature, the institution was designated Memphis State University. Reflecting the institution's growing emphasis on research and graduate education and its increasing role in the community, the institution was renamed The University of Memphis on July 1, 1994.

The Tennessee Higher Education Commission (THEC), created in 1967 by act of the Tennessee General Assembly, is responsible for coordinating and planning all higher education in this state. The commission coordinates two systems of higher education: the University of Tennessee institutions, governed by the University of Tennessee Board of Trustees, and the state universities, community colleges, technical institutes, and technology centers, governed by the Tennessee Board of Regents. THEC must approve all new academic programs, centers, or campuses; it reviews budgets, performs long-range planning, and generally ensures that a comprehensive system of higher education is developed to meet the needs of the citizens.

The Tennessee Board of Regents was created in 1972 by the General Assembly as the governing body of the State University and Community College System of Tennessee. At that time, the member institutions of the System were the state universities and community colleges formerly governed by the State Board of Education. In 1983, the General Assembly transferred the technical institutes and area vocational schools (now called Tennessee Technology Centers) to the System.

The composition and powers of the Board are set forth in Tennessee Code Annotated 49-8-201 through 49-8-203. The Board consists of 18 members: 12 lay citizens appointed for six-year terms by the Governor from each congressional district and grand division of the state; one faculty member appointed for a one-year term; one student appointed for a one-year term by the Governor from among the System institutions; and four ex-officio members including the Gover­nor, Commissioner of Education, Commissioner of Agriculture, and Executive Director of the Tennessee Higher Education Commission.

The Board is responsible for setting public direction in postsecondary education. Members serve without compensation and meet at least four times a year in regular session. Called sessions are convened occasionally for special purposes. As a legislative entity, the purpose of the Board is to govern and manage the System. It is empowered to employ the chancellor and define the chancellor's duties, select and employ presidents of the institutions, confer tenure and approve promotion in rank of System faculty; prescribe curricula and requirements for diplomas and degrees, approve the operating and capital budgets of each institution and otherwise set policies for their fiscal affairs, establish policies and regulations regarding the campus life of the institutions, and assume general responsibility for the operations of the institutions while delegating specifically to the presidents the powers and duties necessary and appropriate for the efficient administration of their respective institutions and programs.

The other Tennesee Board of Regent institutions with baccalaureate and graduate programs are Austin Peay State University in Clarksville, East Tennessee State University in Johnson City, Middle Tennessee State University in Murfreesboro, Tennessee State University in Nashville, and Tennessee Technological University in Cookeville.

The president is the chief administrative officer of the University with broadly delegated responsibilities for all facets of campus management and operations. The president serves at the pleasure of the Tennessee Board of Regents and reports to the Board through the chancel­lor, and is the official medium of communication between the campus community and the chancellor. The provost and the vice presidents form an advisory group to the president.

The provost is the chief academic officer of the University. Reporting to the president, he has comprehensive responsibility for developing and implementing academic policies and priorities, and has responsibility for ensuring that the University�s teaching, research, and service missions are successfully implemented. He works closely with the deans and directors of the academic units to insure that the University recruits and retains high quality faculty who, in turn, offer optimal student experiences. 

Other members of the executive team include the vice presidents for Advancement, Business and Finance, Student Affairs, and Information Technology and the Athletic Director.  The president is also assisted and advised by the Faculty and Staff Senates.

The University's mission and strategic plan are contained at http://www.memphis.edu/presweb/plan/mission.html.

Academic Organization

The academic programs of the University of Memphis are offered through the School of Law, School of Nursing, School of Audiology and Speech-Language Pathology, six colleges (Arts and Sciences, Business and Economics, Communication and Fine Arts, Education, Engineer­ing, and University College), the University Libraries, and a variety of service and research bureaus, institutes, and centers.  Specific information regarding the academic programs are contained in the Undergraduate and Graduate Bulletins at http://academics.memphis.edu/bulletin/ and http://academics.memphis.edu/gradschool/ respectively.

The University of Memphis is accredited by the Commission of Colleges of the Southern Association of Colleges and Schools to award bachelor's, first professional, Master's, educational specialist, and doctoral degrees. Individual programs that are accredited can be found at http://academics.memphis.edu/assessment/accreditation.html.

Standing Committees of the University report to the officials listed below. The membership of all standing committees should reflect the diversity of the University community. Names of committee chairs and the membership can be obtained from the offices of the designated official.

President

• Faculty Athletics Committee
• Faculty and Staff Traffic Appeals
• Faculty Tenure and Promotion Appeals
• Policies and Procedures

Provost

• Academic Freedom and Responsibility
• Academic Records and Admissions
• Animal Research and Care
• Biohazards Radiation Safety
• Enrollment Management Council
• Financial Aid Appeals
• Undergraduate Curriculum Committee
• Graduate Curriculum Committee
• Undergraduate Grade Appeals
• Graduate Grade Appeals
• Intellectual Property
• Patents, Copyrights, and Licensing
• Provost Council
• Rights of Human Subjects
• Safety and Security
• Student Financial Aid
• Space Council

Vice President for Student Affairs

•  Academic Discipline
•  Social Discipline
•  Student Disciplinary Appeals
•  Student Elections

Vice President for Business and Finance

•  Facilities and Services
•  Fee Refund and Appeals
•  Traffic and Parking Authority
•  Public Records
•  Safety  

Vice President for Information Systems

• Academic Computer Users Advisory
• Administrative Systems Management Team (ASMT)
• Information Systems Policy Council
• IT Administrative Advisory Committee
• IT Academic Advisory Committee

Vice President for Marketing and Advancement

•  Gifts in Kind

CHARGE

Membership 

Eleven (11) members, including nine (9) faculty members, elected for two-year terms by the Faculty Senate.  Six faculty members will be replaced in even-numbered years; three faculty members will be replaced in odd-numbered years.  The Provost and the President of the Faculty Senate will serve as ex officio members.

Purpose

The Academic Freedom and Responsibility Committee is charged with responsibility for hearing faculty grievances when a faculty member�s academic freedom is challenged and for hearing cases when a faculty member is charged with failure to maintain professional standards.* 

The University�s position on academic freedom is outlined in Policy Number 5:02:03:00 of the State Board of Regents� Policy and Procedure Manual, and in the University of Memphis Faculty Handbook, in the chapter entitled �Academic Freedom and Faculty Roles.� 

Process

An appeal to the Academic Freedom and Responsibility Committee will be filed in the Office of the Faculty Senate when a faculty member�s academic freedom is challenged.  An appeal will be filed in the Office of the Provost when a faculty member is charged with failure to maintain professional standards. 

The committee shall meet when an appeal is filed and will review the purpose and authorizing documents of the committee and review the complaint.

Annual Report        

If any appeals are processed during the year, the Committee chair will prepare an annual report stating the disposition of the appeal(s).  This report will be forwarded to the Provost no later than July 15. 

*Note:  Charges for faculty misconduct in research will not be heard by the Academic Freedom and Responsibility Committee.  Such misconduct is governed by University policy 2B:01:12A.

PROCEDURES 

I.    Mandate

A.  The Committee is responsible for hearing grievances related to the University�s policies on academic freedom and responsibility.

B.  The University�s position on academic freedom is outlined in Policy Number 5:02:03:00 of the State Board of Regents� Policy and Procedure Manual, and in the University�s Faculty Handbook.

C.   After hearing a case, the Committee will make a recommendation about its disposition to the Provost.

D.  The Committee will meet when a grievance is filed.  If a grievance is filed during an academic year, the chair of the Committee will submit, no later than July 15, an annual report to the Provost, stating the disposition of the case.

II. Membership and Voting

A.  The Committee will consist of eleven members, including nine faculty members, elected for two-year terms by the Faculty Senate.  The Provost and President of the Faculty Senate will serve as ex officio members. Ex officio members of the Committee may attend a hearing, but will not participate in the deliberations of the Committee.

B.  The Committee will elect a Chair at its first meeting in the academic year.  The Chair will serve for one year.

C.  A member of the Committee shall recuse herself/himself from deliberations when he or she has a conflict of interest.

D.  In the event of a vacancy on the Committee, the Faculty Senate shall appoint a replacement.

E.  Each decision will be made by majority vote, although minority views may be expressed in the final recommendation.

III. Timelines and the Hearing Process

A.  The Chair of the Committee shall forward a grievance to the respondent within seven days after it is filed, with instructions to respond within fifteen days.  In consultation with the Committee, the Chair has the discretion of extending this deadline. The response shall contain the name, address, telephone number, and e-mail address of the respondent, along with a written statement of the respondent�s position on the issue.

B.  The Committee will schedule a hearing date.  The hearing should begin within sixty days of the filing of the grievance. The Chair will notify the grievant and the respondent in writing of the date of the hearing and describe to them, orally and in writing, the procedures of the Committee.

C.  No later than fifteen days before the hearing date, the grievant and respondent will submit to the Committee complete written documentation of the grievance and a list of witnesses.

D.  The Chair of the Committee may meet with the parties a week before the hearing in order to narrow the issues, and to discuss the number of witnesses and documents, and any related matters.

E.   At the completion of the hearing, the Chair of the Committee will notify the parties that within thirty days the Committee will submit a recommendation and report to the Provost.

IV. Procedures at the Hearing

A.  Each grievant and respondent may choose an advisor, drawn from the general faculty, who may advise them during the proceedings.

B.  In the interest of fair treatment, it is expected that any member of the University community called to give testimony will testify.

C.  The grievant and respondent will hear all testimony.

D.  Generally, the Committee will allow witnesses to testify and documents to be presented that are related to the appeal or the response. Each witness shall only be permitted to attend the hearing when testifying or after having given testimony.

E.   The Chair of the Committee may call one or more witnesses upon request of either party or on the Chair�s initiative.  The Chair may also require the production of books, records, or other evidence.  Request [s] shall be made either by personal delivery or certified mail. 

F.   The Chair of the Committee shall send a copy of the written documentation and witness lists submitted by the grievant and the respondent to the Committee members within three working days after receipt.  The grievant�s witness list and documentation will be forwarded to the respondent, and vice versa.

G.   Each party may present an opening statement of her or his position.  Generally, the grievant will then present all of her or his witnesses and documents.  The Committee may question the witnesses and ask questions about documents presented. The respondent may question the grievant and her or his witnesses.  After the grievant has presented her or his case, the respondent shall have an opportunity to present witnesses and documents, and the Committee members may question the witnesses and ask questions about documents presented.  The grievant may question the respondent and her or his witnesses.  The members of the Committee may question both parties throughout the hearing.

H.   The Committee will not be bound by strict rules of legal evidence and may admit any evidence of probative value in determining the issues involved. 

I.   Each hearing shall be recorded on tape.  Deliberations are not part of the hearing.

J.   Generally, hearings will be open to the public.

K.   Unless there are overriding reasons not to, the grievant and respondent shall have access to all information that is presented at the hearing.

The University Council for Graduate Studies and Research consists of eighteen voting members of the graduate faculty, eleven elected from the various colleges or schools, the seven graduate directors, and an elected graduate student. Representatives are elected by graduate faculty members in broad discipline areas. The eleven elected positions are allo­cated as follows: Arts and Sciences (3), one each from Humanities, Natural Sciences, and Social Sciences; Communication and Fine Arts (2); Business and Economics (2); Education (2); and Engineering (2). Ex officio members are the assistant vice provost for graduate programs and the vice provost for research.

The duties and responsibilities of the university council are to consider proposals to change graduate admissions; graduate curriculum, including courses, majors, minors, degrees, and programs; graduate policies and procedures; and research policies and procedures. Propos­als approved by the university council and the assistant vice provost for graduate studies are forwarded, when necessary, to the provost for appropriate University and State review. The university council hears and acts upon appeals from students denied admission to a graduate program and on other academic appeals from graduate students (except grade appeals), which have not been resolved at a lower level. The university council also estab­lishes criteria for membership on the graduate faculty.

MEMBERSHIP:  At least eight voting members who are knowledgeable about the care and use of animals in instruction and research.  Statute requires that (i) the Chairperson and all members of this Committee be appointed by the President of the University; (ii) at least one member shall be a doctor of veterinary medicine, (iii) at least one member shall be a community representative with no other connection with the University, and (iv) no more than three members of the committee may be members of the same department.  The Director of Physical Plan and the Vice Provost for Research will serve as ex-officio, non-voting members of the Committee.  Other non-voting members may be appointed by the President at the President�s discretion.

REPORTS TO:  Vice-Provost for Research acting on behalf of the Provost and the President as the Institutional Official responsible for compliance with the Animal Welfare Act.

PURPOSE:  This Committee shall review and approve, require modifications in, or disapprove, any proposed activity involving the maintenance or use of animals in teaching or research on the University of Memphis campus or as a part of any university  instructional or research activity, as provided by the Animal Welfare Act and PHS regulations.  It will also review, at least once every six months, the University�s program for the humane use and care of animals and shall inspect, at least once every six months, all of the University�s animal study areas.  It shall also review and, if warranted, investigate any complaints from the public or university personnel involving the care and use of animals under university auspices.

MEETINGS:  The Committee will normally meet monthly throughout the calendar year.  The Chairperson may cancel meetings if there are no matters for review, and may call additional meetings if required to fulfill Committee responsibilities.  Members� terms shall expire on publication of a new membership list as approved by the President at the beginning of each fall semester.  The President, shall, however, appoint additional members to replace those who resign during the year as quickly as practicable.  Members who miss three consecutive meetings are presumed to have resigned. 

ANNUAL REPORT:  Due on or before July 15 and shall contain at least the following information: a summary of all approvals, disapprovals, investigations and inspections conducted by the committee, a description of any major issues or unsolved problems identified by the committee, together with proposed solutions or recommendations for action and any recommendations for membership on the following year�s committee.

1. governing the development and implementation of the University Biosafety Program;
2. reviewing the Biosafety Program on an annual basis;
3. authorizing recombinant DNA protocols requiring approval, and
4. recommending appropriate corrective actions for individuals or departments violating applicable statutes, codes, regulations, or internal policies and procedures.

Meetings:  The Biological Safety Committee shall meet at least annually and as necessary to carry out the duties of the Committee.

Composition:  Committee members shall be appointed by the President based on their knowledge and experience with biological agents.  The committee shall consist of at least six (6), but not more than nine (9), members who should include qualified faculty and staff.   Ex-officio members will include the Manager of for Environmental Health and Safety and the Laboratory Safety Specialist for the Environmental Health and Safety Section.

Reports to:  The Vice Provost for Research.

Annual Report:  An annual report should be submitted to the Vice-Provost for Research by July 15 of each year.

1. Governing the development and implementation of the Laboratory Chemical Hygiene Program;
2. Reviewing the Laboratory Chemical Hygiene Program on an annual basis; and
3. Recommending appropriate corrective actions for individuals or departments violating applicable statutes, codes, regulations, or internal policies and procedures.

Meetings:  The Chemical Hygiene Committee shall meet at least annually and as necessary to carry out the duties of the committee.

Composition:  Committee members shall be appointed by the President based on their knowledge and experience with chemical use in academic laboratories.  The committee shall consist of at least six (6), but not more than nine (9), members who should include qualified faculty and staff selected from departments which use hazardous chemicals in laboratories.  The Chemical Hygiene Officer shall be appointed to the committee and should serve as secretary to the committee.  The chair shall be elected by the committee and be approved by the Vice Provost for Research.

Reports to:  The Chemical Hygiene Committee reports to the Vice Provost for Research.

Annual Report:  An annual report should be submitted by July 15 of each year.

Charge:  The Enrollment Management Council has responsibility for developing and recommending strategies to recruit and retain students at the University of Memphis.  Its activities should include initiating programs that:

1. increase enrollment, with particular emphasis on recruitment of high ability students;
2. improve student retention rates;
3. improve graduation rates;
4. provide advice and support to Enrollment Services;
5. other projects as appropriate.

To accomplish these tasks, the Council will form ad hoc committees that are charged with responsibility for programmatic development that will be reviewed by the larger Council. 

Meetings:  The Enrollment Management Council will meet biweekly or as necessary to carry out its responsibilities.

Composition:  Committee members will be appointed by the Provost and will include the: 

• Vice-Provost for Academic Affairs
• Vice-Provost for Extended Programs
• Vice President for Student Affairs
• Assistant Vice-Provost for Enrollment Services
• Assistant Vice-Provost for Graduate Studies
• Director of Financial Planning

The Provost will also serve on the Council.  The Assistant Vice-Provost for Enrollment Services will serve as its chair.

Reports to:  The Provost

Annual Report:  The Vice-Provost for Enrollment Services will submit a report to the Provost by July 15 of each year.

1. Preparing, or causing to be prepared, a radiation safety manual which delineates policies, procedures, and control measures for the possession and use of radioactive materials and radiation producing devices;
2. Receiving and reviewing reports on:
• proposed changes to procedures, equipment, or systems as required in the radiation safety manual;
• tests or experiments not previously reviewed and approved by the Committee;
• violations of applicable statutes, codes, regulations, technical specifications, license requirements, internal procedures and instructions;
• radiological events which have been reported to the U.S. Nuclear Regulatory Commission or Tennessee Division of Radiological Health; and
• other topics of concern.
3. Approving experimental procedures and related items as outlined in the radiation safety manual;
4. Imposing appropriate sanctions for individuals or departments violating applicable statutes, codes, regulations, technical specifications, license requirements, internal procedures and instructions; and
5. Serving in an advisory capacity to the President of the University in matters related to safety and health of personnel, and for the acquisition, use, and distribution of radioactive materials and radiation producing devices.

MEETINGS:  The Radiation Safety Committee shall meet at least quarterly.

COMPOSITION:  Committee members shall be appointed by the President of the University on the basis of their knowledge and experience with radiation and radioactive materials.  The committee shall consist of at least six (6), but not more than nine (9), members who may include faculty and staff.  The Radiation Safety Officer shall be appointed to the committee and should serve as secretary to the committee.  The chair shall be elected by the committee and be approved by the Vice Provost for Research.

REPORTS TO:  Vice Provost for Research. 

ANNUAL REPORT:  An annual report will be submitted by July 15 of each year.

STATUTORY RESPONSIBILITY:  This is the Institutional Review Board required by federal regulations 45 CFR 46 and 21 CFR 50.56 and by the policies of the Department of Health and Human Services (DHHS) including the National Institutes of Health and the Food and Drug Administration.

PURPOSE:  This Committee is responsible for the following functions.

1. Reviewing all research protocols in which the use of human participants as subjects is planned, except those which involve only procedures specifically exempt from review under current regulations.  This review shall ensure that the rights and welfare of the participants involved are adequately protected, that the risks to an individual re outweighed by the potential benefits to that individual or by the knowledge to be gained, and that informed consent is to be obtained by methods that are adequate and appropriate.
2. Approving research protocols that it finds to be ethical and consistent with the appropriate laws and regulations, and to disapprove or require modification in protocols unacceptable under current standards of research conduct.  Negative decisions by the Committee may not be overruled by any officer of the University, but appeals of Committee decisions may be heard as provided in the pertinent regulations.
3. Establish a basis for continuing review of approved activity in keeping with these determinations.

REPORTS TO:  Provost, through the Vice Provost for Research.  The roster of members must be approved by the President annually.

MEMBERSHIP:  This Committee exists in two forms: Committee I and Committee II.  Committee I includes at least five voting members with diverse backgrounds, with at least one person with primary concerns in scientific areas and one with primary concerns in non-scientific areas.  At least one member must be female; one person must not be otherwise affiliated with the University.  Two staff members, one experienced research administrator qualified to interpret pertinent DHHS and other regulations, and one acting as Committee secretary, serve as non-voting members.  Normally, at least two of the Committee members will have expertise in the behavioral sciences.  In addition, not all of the voting members will be of the same racial background.  Committee II includes all of the members of Committee I and, in addition, two licensed physicians as voting members.  Committee II will meet when physician participation is required by the regulations or is deemed desirable by the Committee Chair.

MEETINGS:  Committee I shall normally meet monthly throughout the calendar year.  The Chair may cancel meetings if there are no matters for review, and may call additional meetings if required to fulfill Committee responsibilities.  Committee II will meet in place of Committee I when the business of the Committee requires physician participation.  Member terms will expire on publication of a new membership list as approved by the President at the beginning of each fall semester.  Members may, however, be reappointed for an indefinite number of terms.  The President will appoint additional members to replace those who resign during the year as quickly as practicable.  Members who miss three consecutive meetings are presumed to have resigned.

ANNUAL REPORT:  Due on or before July 15 and shall contain at least the following information:

1. A summary of all approvals, disapprovals, and other actions taken by the Committee;
2. A description of any major issues or unresolved problems identified by the Committee together with proposed solutions or recommendations for action;
3. Any recommendations for membership on the following year�s committee.

PROCEDURE:  After a course grade has been appealed to the instructor, the department chair, and the dean, the student or the faculty member may request a hearing before the University Grade Appeals Committee.  If the Committee finds the student�s or the instructor�s request merits a hearing, the Committee notifies the student, the instructor, the chair, and the dean of the time and location of the hearing.  If the committee finds that the request does not merit a hearing, the student or the instructor shall be so notified.  Based on its appeal process, the Committee makes a decision as to whether or not the grade should be changed.  The decision of the Committee is final. 

REPORT TO:  Provost

MEMBERSHIP:  The Appeals Committee is composed of seven (7) members and seven (7) alternates constituted as follows:

• If the matter involves a graduate student, the Provost designates a member of the graduate faculty as chair.  The other members will include a graduate faculty member and an alternate designated by the Dean of the Graduate School, two faculty members and two alternates elected by the Graduate Council, and three students and three alternates selected through the Graduate Student Association. 
• If the matter involves an undergraduate student, the Provost designates a faculty member as chair.  The other members will include a faculty member and alternate designated by the dean of the college involved, two faculty members and two alternates elected by the Faculty Senate, and three students and three alternates selected through the Student Government Association.

MEETINGS:  An organizational meeting will be called as soon as the membership is confirmed to familiarize members with the committee purpose and to determine the schedule of future meetings.  Thereafter, meetings will be held as necessary to fulfill the Committees functions.

ANNUAL REPORT:  Due on or before July 15 and shall contain at least the following information:

• Activities
• Issues
• Proposed solutions discussed by the Committee
• An outline of unresolved issues which might be considered, discussed, and acted upon during the next year
• A report on contributions of committee members
• Any recommendations for membership of the following year�s committee.

For additional information concerning process, see chapter entitled "Instruction."

BYLAWS OF THE UNIVERSITY UNDERGRADUATE COUNCIL              

NAME

The name of this organization shall be the University Undergraduate Council (hereinafter referred to as the UUC).

ARTICLE II

MISSION

The UUC acts on behalf of faculty in the governance of undergraduate programs and policies. It performs both as a policy-making body, subject to approval by the provost and president, and as an advisory body to the provost. The UUC will:

1. Review requirements and recommend action on both the lower and upper division graduation requirements, including general education requirements, and approval of courses for general education.
2. Propose through the vice provost for academic affairs to the provost and the president policies and procedures that influence the quality of undergraduate instruction and research programs.
3. Review proposals and recommend action on new or revised undergraduate programs and courses.
4.  Advise the Vice Provost for Academic Affairs on such matters as may be brought         to the UUC.

ARTICLE III

Section 1: REPRESENTATION

The University Undergraduate Council shall be composed of fifteen voting members. Voting members shall be the assistant or associate dean of undergraduate studies, one from each the of the colleges and schools and seven tenured faculty representing the colleges. The associate or assistant vice provost for undergraduate studies shall also be a voting member. Seven  ex officio members shall be the vice provost for Academic Affairs, director of academic programs and assessment, director of university honors program, registrar, university libraries representative, associate director of curriculum planning, and manager for Academic Counseling Center. There shall also be a non-voting representative from the Student Government Association.

The number of representatives from each college or school will be the following:

Section 2: ELECTIONS / APPOINTMENTS

Each college or school shall establish criteria for election or appointment to the UUC that will ensure broad disciplinary representation. If in subsequent years there is a significant change to this distribution, the formula will be adjusted and colleges/school notified.

Prior to the first meeting of the academic year the respective units shall forward the names of the newly elected or appointed members to the vice provost for academic affairs. At the meeting in September, the vice provost for academic affairs shall announce the newly constituted University Undergraduate Council. A two year term of service begins in September.

Ex officio members shall serve without vote.

ARTICLE IV

OFFICERS

The officers of the University Undergraduate Council shall be the chair (as outlined in Article III) and a secretary. These officers shall perform the duties prescribed by these bylaws and the parliamentary authority adopted by the UUC.

MEETINGS

Section 1: REGULAR MEETINGS

The regular meetings of the UUC shall be held monthly during the academic semesters from September through May, unless otherwise requested by the chair or a majority vote of the UUC. If necessary, meetings may be scheduled during summer months by the chair.

Meetings of the UUC shall be chaired by the vice provost for academic affairs. In the vice provost�s absence, the director of academic programs and assessment shall preside.

Section 2: SPECIAL MEETINGS

Special meetings may be called by the chair. The purpose of these meetings shall be stated in the call and, except in cases of emergency, a notice of at least five working days shall be given.

Section 3: ABSENCE OF MEMBERS

If for any reason a member of the UUC cannot attend a meeting, another faculty member from that college or school may be designated as proxy for voting purposes. The chair or secretary shall be notified prior to the meeting.

Section 5: QUORUM

Ten (10) voting members of the UUC shall constitute a quorum.

ARTICLE VI

COMMITTEES

Standing or special committees shall be appointed by the chair as necessary to carry on the work of the UUC.

ARTICLE VII

PARLIAMENTARY AUTHORITY

Section 1: PROCEDURE

The rules contained in the latest edition of Robert�s Rules of Order Newly Revised shall govern the University Undergraduate Council to the extent that they are not inconsistent with these bylaws or with any special rules of order the UUC may adopt.

Section 2: OPEN MEETINGS

All meetings of the UUC shall be open to the university community. If confidential issues are on the table, then the chair has the power to call the UUC to executive session.

ARTICLE VIII

AMENDMENT TO BYLAWS

These bylaws can be amended at any meeting of the UUC by a two-thirds vote, provided that the amendment has been submitted in writing at the previous regular meeting.

Approved by the University Undergraduate Council, December 10, 2004.

Approved by the Provost  

SPACE POLICY COUNCIL

Introduction

The University�s facilities are a resource that must be viewed from a comprehensive institutional perspective.  In order to address changing programmatic space needs, the University must develop effective methods to analyze and evaluate space requests and allocate facility resources.  This will be accomplished through the establishment of a University Space Policy Council through the Office of the Provost.  The President will appoint members to the Space Policy Council on an annual basis. The Chair and Vice Chair shall be appointed by the President from among the voting members.

Representative from the Office of the President

Representative from the Provost Office

Representative from Business and Finance

Representative from Advancement and Marketing

Representative from Information Systems

Representative from Student Affairs

Representative from Research Office

Dean of Arts & Sciences

Representative from the Office of the Registrar

Representative from the Student Government Association

Chair and Co-Chair of the Facilities and Services Committee

Faculty Senate representative

Staff Senate representative

Director for Space Planning and Utilization , ex-officio

Space Analyst for Space Planning and Utilization (ex-officio, recording secretary)

Charge

The Space Policy Council is a decision-making body regarding space issues.  As such, it will provide a forum for the discussion and approval of individual space requests, campus-wide space plans, plans for new space, space utilization reports, policies and procedures regulating the use of facilities, and other critical space planning issues that require policy level deliberation. A few decisions are of such magnitude that deliberation and support from the Executive Officers of the University are needed for a high probability of successful implementation.  In such circumstances, the Council may be called upon to provide an analysis of options and a recommendation for consideration, including legal, environmental, and budgetary issues.

The Council Chair and Vice Chair, in consultation with the Director for Space Planning and Utilization, will work with the Provost to determine if a space issue has potential policy ramifications and thus should be placed on the agenda for a regular Council meeting. Agenda items should be established prior to the meeting date so that materials for discussion can be made available to Council members in advance.

The Chair and Vice Chair will preside over regular Council meetings and will coordinate with the Provost to ensure that activities are aligned in such a way as to be most beneficial to the decision-making process and a productive operational environment.

The Council will be responsible for obtaining input from various sources as appropriate and may create advisory sub-committees to examine and recommend decisions about specific issues.  However, the Council will consult with the Provost before delegating specifically stated decision-making authority, such as the prioritization of requested modifications.

NOTE:   The Council will not be responsible for event scheduling, assignment of space for events, or assignment of space for classes.  However changes in classroom usage to something other than a classroom category requires the approval of the Council. 

Guidelines for Council Operation

The Space Policy Council consists of members representing constituencies from all segments of the University.  Members will simultaneously represent both the overall University and their constituency area.  Members should strive to cultivate good communication links to solicit input and to provide feedback to constituencies regarding the rationale leading to decisions, standards, or policies.  Each member should use his or her foremost judgment, based upon an understanding of what constitutes the best overall solution for the institution as a whole.  When recommendations have been reached members need to assume responsibility, wherever possible, to assure outcomes that contribute to the mission, goals, and best interest of the University.

As a policy-oriented body, the Council�s primary focus should be on the following points: 

(1)    to assure that the space process is functioning productively;

(2)    to define and prioritize parameters and processes to be utilized in operational decision-making,

(3)    to define and approve policies and procedures, including detailed forms and instructions for requesting space use changes,

(4)    to ensure that recommendations from the advisory sub-committees have appropriately considered options, costs, and benefits and determine if additional analysis should be conducted; and

(5)    in a few circumstances where a decision between alternatives has policy or program implications, to weigh the competing options based on the best interests of the institution as a whole and recommend to the Provost which option to implement. 

Any Executive Officer of the University may request the Provost to review such a recommendation if it has policy or operational impacts upon his/her administrative unit.

Role of the Director for Space Planning and Utilization

The Director for Space Planning and Utilization will process routine space assignments that do not require Council action.  Examples of these assignments are:

• Reassignment of offices within a department/unit due to turnover of employees.
• Temporary assignments to allow construction or space renovations to occur.
• Allocation of space that is unsuitable for occupation or use other than temporary storage.

The Director will also work with the University faculty and staff to acquire input on space issues, requests, proposals, and to provide technical assistance and guidance to the Council.  As an ex-officio, non-voting, member the Director for Space Planning and Utilization will:

1. Develop and maintain long-range space utilization plans for all University facilities with input from the Council.
2. Develop and recommend space assignment policies and procedures, with input from the Council, for the University in accordance with THEC standards.
3. Support the Council�s efforts to consider requests and recommend changes in space utilization within existing buildings; prepare data analysis reports and impact reports as required for inclusion with Council recommendations.
4. Support the Council�s efforts to recommend the assignment of space within new buildings or buildings that have been vacant and are being reoccupied.
5. Review the leasing to non-University occupants of any real property assigned to the University, including land, buildings, and other improvements.
6. Review the leasing by the University of any non-University real property, including land, buildings, and other improvements.

Agenda items should be submitted prior to the meeting date so that materials for discussion can be made available to Council members in advance.  The chair and vice chair will review requests with the Provost to set the agenda for the Council meetings and determine what additional information is needed to ensure the meeting is productive.

Meetings

Meetings will be held monthly, or as necessary. 

Annual Report

Due on or before July 15 and shall contain at least the following information:  log of requests received with note of disposition, such record to be open to the University community; assignments recommended by the Committee; unresolved space requests; an outline of unresolved issues which might be considered, discussed, and acted upon during the following year; a report on contributions of Committee members; and any recommendations for membership on the following year�s Committee.