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2.8 ADVISORY BODIES.
The policy making of the University is assisted by advisory committees and councils which have been convened by the President to provide counsel and advice in a variety of areas.
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a. General. The Faculty Senate and the Faculty Council of The University of Iowa are elected bodies through which the faculty expresses its concern for the welfare of the University, develops and disseminates ideas for University improvement, and contributes to the formation of general University policy.
b. Definitions.
(1) The "University Faculty Senate" is the representative and deliberative organization of the faculty of The University of Iowa.
(2) The "University Faculty Council" is the administrative agency of the University Senate.
(3) For the purposes of this constitution: "Faculty who hold tenured appointments" are all those faculty who have been awarded or appointed with tenure as tenure is defined in The University of Iowa Operations Manual (see III-10). "Faculty who hold nontenured appointments" are all those faculty who hold the rank of professor, associate professor, or assistant professor and who hold neither tenure nor a clinical appointment. "Faculty who hold salaried clinical appointments" are all those faculty who do not have tenure and who have been appointed to salaried clinical faculty positions as those positions are defined in The University of Iowa Operations Manual. "Probationary salaried clinical faculty" are those salaried clinical faculty who are in their initial appointment and who have not undergone the full-scale, departmental-collegiate review provided for under III-10.8c(1) of the Operations Manual.
(1) Powers and Duties:
(a) The Senate may discuss and take a position on any subject of University concern.
(b) The Senate may formulate and recommend policies to the President of the University on all subjects of University concern.
(c) The Senate appoints the members of the faculty who serve on general University committees and the members of the Faculty Judicial Commission. If it is possible to do so the Senate should appoint at least one of its own members to each University committee.
(d) The Senate receives and reviews the reports from all general University committees.
(e) Through the Committee on the Selection of Central Academic Officials, the Senate consults with the Board of Regents regarding the selection of the President of the University and with the President regarding the selection of other central academic officials. Participation by members of the Committee on the Selection of Central Academic Officials in the selection of the President and other central academic officials shall be determined by the Board of Regents in the selection of the President and by the President in the selection of other central academic officials after consultation with the president of the Faculty Senate and the Chairperson of the Committee on the Selection of Central Academic Officials, with a goal of insuring substantial participation by members of the Committee on the Selection of Central Academic Officials in the selection process, consistent with other committee obligations of the members and the exigencies of the particular search. Participation by faculty who are not members of the Committee on the Selection of Central Academic Officials shall be determined by the Board of Regents in the selection of the president and by the president in the selection of other central academic officials after consultation with the president of the Faculty Senate and the Chairperson of the Committee on Committees.
(f) The Senate may call meetings of the faculty.
(g) The Senate is the judge of its own membership.
(h) The Senate may adopt bylaws for declaring vacant the seat of any member of the Senate or Council who fails to attend meetings of the Senate or Council.
Besides the representatives elected as specified above, who may (except as otherwise provided in this paragraph) hold either tenured, non-tenured, or salaried clinical appointments to the faculty, the Senate also includes eight representatives who at the time of their election must hold non-tenured appointments or probationary salaried clinical faculty appointments. Of these eight non-tenured or probationary representatives, three are elected from the College of Liberal Arts and Sciences, two from the College of Medicine, and three at-large from the remaining colleges. No more than 20 percent of the senators from any college, or one senator, whichever is greater, may be clinical track faculty of that college.
(3) Terms. A member of the Senate is elected for a three-year term and may be re-elected to a second term of three years. Following one or more years of absence from the Senate, a faculty member becomes eligible once more to serve two consecutive terms. A first term may be automatically extended by election to the Council as specified in I-2.8(1)d(3) below. In such a case a member of the Senate may be re-elected only to an abbreviated term, the length of which is the unexpired portion of the second three years of eligibility. Either a first term or a second consecutive term may be automatically extended by election as an officer of the Senate as specified in paragraph (5) below.
(4) Eligibility. Members of the faculty who are eligible to vote for members of the Senate are also eligible for election with the following exceptions: 1) those who are completing the second of two consecutive terms in the Senate, and 2) those deans, directors, and central administrative officers whose duties are judged by the Committee on Elections to be primarily administrative.
(5) Officers. The officers of the Senate are a president, a vice president, and a secretary. Any newly elected, continuing, or departing member of the Senate shall be eligible to be elected as an officer. Any person elected as an officer of the Senate shall automatically be a member of both the Senate and the Faculty Council. Terms are for one year and begin with the adjournment of the organizational meeting. The vice president and the secretary shall be elected by a majority of those present and voting at the organizational meeting. The president shall be the person whose term as vice president is just ending. No one may hold two offices simultaneously or serve consecutive terms in the same office. If the president's service in the Senate would otherwise end at the conclusion of his or her term as president, it shall be automatically extended for one year.
If the office of president becomes vacant, the vice president shall become president for the remainder of that term and remain president for the following term. If the office of vice president becomes vacant, it may remain vacant until the end of the term, in which case the Senate shall elect a president as well as a vice president and secretary at its organization meeting. Alternatively, at any time during a vacancy in the office of the vice president, the Faculty Council may call an election to fill the vice presidency, and a vice president shall then be elected at the next regularly-scheduled Senate meeting, provided that at least 10 days notice of the election has been given to the Senate membership. If the office of president becomes vacant when the office of vice president is also vacant, the secretary shall convene a special meeting of the Senate with at least 10 days notice (unless the organization meeting is sooner) at which a president shall be elected to serve the remainder of the term. That person shall be eligible for election as president for the following term. If the office of secretary becomes vacant, the president shall appoint an acting secretary for the remainder of the term. In the event that any vacancy in any Senate office occurs in a manner not contemplated by these rules, the Faculty Council may call an election to fill the vacant office. The election may be held at a special meeting of the Senate called for that purpose, or at a regularly-scheduled Senate meeting, provided that at leat 10 days notice of the election has been given to the Senate membership.
(6) Procedures.
(b) The presiding officer of the Senate is the president. In the absence of the president, the presiding officer is the vice president and if both are absent the secretary serves as presiding officer.
(c) The Council provides agendas for meetings of the Senate. These agendas may be amended from the floor.
(d) In meetings of the Senate the right of the floor is limited to: 1) members of the Senate, 2) the President of the University or a personal representative designated by the President of the University, 3) the Dean of Faculties of the University, 4) the Dean of the Graduate College, 5) members of committees reporting to the Senate, and 6) other persons granted the floor by the Senate.
(e) The meetings of the Senate shall be open. Executive sessions may, however, be held by majority vote of the Senate. In executive sessions attendance is limited to 1) members of the Senate, 2) the President of the University or a personal representative designated by the President of the University, 3) the Dean of Faculties of the University, 4) the Dean of the Graduate College, and 5) other persons approved by majority vote of the Senate. Some portion of each regular meeting must be open. A report of each executive session must be made in the next open meeting. Written reports of open meetings are distributed to all members of the faculty.
(f) A quorum of the Senate consists of more than one-half of its members.
(g) The existence of the Senate shall not preclude other means of communication between the President of the University and the faculty.
(b) The committees of the Senate are named by the president with the advice and consent of the Senate.
(b) The Council operates under procedures set forth by the Senate, undertakes all tasks assigned to it by the Senate, and reports on its activities to the Senate.
(c) The Council is available for consultation with the Board of Regents, the President of the University, or any official designated by either.
(d) The Council is responsible for and maintains the records of Senate proceedings and all reports and communications received from University and Senate Committees.
(e) The Council is responsible for publishing and distributing to the faculty reports of all sessions of the Senate and of the Council.
(f) The Council may organize itself, subject to this Constitution and Senate directives, in any manner appropriate to the accomplishment of its duties.
(3) Terms. A member who is elected to the Council during a first term in the Senate, or at the beginning of a second term, serves on the Council for a three-year term. Election to the Council during the second or third year of a first Senate term automatically extends membership in the Senate by one or two years, as the case may be. Council members may be elected during a second term in the Senate and serve for the remainder of their second Senate terms. Upon expiration of a three-year term, a faculty member is not eligible to be elected to the Council again until a full year has passed following the end of that term. Officers of the Senate who are not otherwise members of the Council serve on the Council during their terms as officers of the Senate. But the president of the Senate is also invited to serve on the Council during the year after his or her term as president. While serving on the Council the past president has the right to vote and all other rights of a member of the Council.
(4) Eligibility. Members of the Senate are eligible for election to the Council except during the year which follows a three-year term on the Council.
(5) Officers. The president, vice president, and secretary of the Senate are respectively the president, vice president, and secretary of the Council. No one may serve two consecutive years in any of these offices but may hold different offices in successive years.
(6) Meetings. Meetings of the Council shall be open. Executive sessions may, however, be held by majority vote of the Council. In executive sessions attendance is limited to 1) members of the Council, 2) the President of the University or a personal representative designated by the President of the University, 3) the Dean of the Faculties of the University, 4) the Dean of the Graduate College, and 5) other persons approved by majority vote of the Council. Some portion of each regular meeting must be open. A report of each executive session must be made in the next open meeting. Written reports of open meetings are distributed to all members of the faculty.
Four elections are held each year: 1) nominations for the Senate, 2) the Senate election, 3) the Council election, and 4) the election of officers of the Senate.
A college which wishes to apportion its representatives to the Senate or the Council among subdivisions of the college must present a plan for this purpose to the Senate for approval. When such a plan is approved, the appropriate decisions regarding eligibility for election are made by the Committee on Elections.
(2) Nominations for the Senate. On the nominating ballot, a faculty member may make one nomination for each vacant position in the Senate for which the faculty member is eligible to vote. Twice as many nominees are chosen as there are vacancies. A faculty member who receives sufficient votes to be nominated becomes a nominee upon being notified and consenting to run. One who may be nominated for either an at-large vacancy or a collegiate vacancy may choose to run for either but not both. When a faculty member decides not to run, the person receiving the next largest number of votes is invited to be a candidate. Cases of ties are decided by lot by the Committee on Elections.
(3) Senate Elections. The Senate ballot for each college contains twice as many names as there are vacant positions. Each eligible voter may vote for as many names as there are positions to be filled. A voter may vote for fewer than this number but may not cast more than one vote for one person.
(4) Council Election. In some cases, election to the Council is automatic, e.g., the case of a college with two representatives in the Senate of whom one is currently serving on the Council. When a college has more than enough eligible members of the Senate to fill vacant positions on the Council, the Committee on Elections sends to the college a ballot containing all the eligible names. Each voter may vote for as many persons as there are positions to be filled. A voter may vote for fewer than this number but may not cast more than one vote for one person.
The Committee on Elections reports the results of the voting to the Senate. When the report is approved, the candidates with the highest number of votes are declared elected.
(5) Elections of Officers of the Senate. As soon as possible after the last regular meeting in the spring semester, the newly elected and continuing members of the Senate hold an organizational meeting in which they elect a vice president and a secretary for the coming year. They also elect a president if the past year's vice president is unable to succeed to the presidency.
(6) Vacancies.
(b) Vacancies in prospect at the time of elections. If a vacancy for one year or more on the Senate or Council is in prospect at the time of the annual election, the vacancy is filled by regular election procedures. If a vacancy for less than one year is in prospect, it is filled by the Senate from eligible members of the constituency affected.
(c) Eligibility for reelection. Service in a vacancy which extends over more than eighteen months' time is considered equivalent to a full term in determining eligibility for reelection.
An amendment becomes effective when approved by 1) a majority of those voting in the Senate, 2) a majority of those voting in a faculty referendum, 3) the President of the University, and 4) the Board of Regents, provided, however, that in the case of any amendment to I-2.8(1)c(2) -- regarding the limitation on representation of clinical track faculty to twenty percent of the representatives from any college -- the required vote of the Senate shall be a three-fifths affirmative vote of those voting.
g. Bylaws. The Senate may by majority vote establish bylaws, not inconsistent with this constitution, governing the conduct of the business of the Senate and of the Council and such other matters as may be within its competence. Any member of the Senate may propose additions, amendments, or deletions to the bylaws by submitting a written text of the proposal to the secretary of the Senate at least 14 days before the meeting at which it is to be considered. The secretary of the Senate shall circulate the same to all members of the Senate prior to the meeting.
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(2) Membership in the Association includes all persons who, before they retired, were eligible to vote in the election of members of The University of Iowa Faculty Senate.
(The 1998 Constitution of the Faculty Senate defines those eligible to vote as including all traditional tenured and tenure-track faculty members plus the following non-traditional faculty members:
(b) Consult on a regular basis with current Faculty Senate officers and appropriate University officials and offices.
(b) Twenty members of the Association.
(3) The Council will provide the tentative agenda for all meetings of the Association subject to the approval of the Association. The agenda may be amended from the floor of the Association meeting.
(4) A quorum of the Association shall be 36 members.
(5) Meetings of the Association shall be open unless a majority votes to meet in executive session. Some portion of each meeting must be open. A report of each executive session shall be made in the next open meeting.
(2) Elections of Council members shall take place prior to July 1 each year, with the first election occurring in the year 2000. Each year six Council members shall be elected to serve three-year terms starting on July 1 of the year of their election. Members of the Council are eligible for election for no more than two successive three-year terms. Following one or more years of absence from the Council, a former Council member becomes eligible once more to serve two consecutive terms.
(The terms of office of members of the initial Council are staggered, so that six persons were appointed to a one-year term, six to a two-year term, and six to a three-year term. The terms of those now on the Council will be deemed to commence on July 1, 1999, and Council members with one-year only appointments may serve one additional three-year term.)
(3) Officers.
(b) If the President Elect's (Vice President's) term on the Council would otherwise end at the time he or she is to take office, the term shall be extended automatically for one year. No one may hold two offices simultaneously or serve consecutive terms in the same office.
(c) If the Office of President becomes vacant, the Vice President shall become President for the remainder of that term and remain President for the following term. If the office of Vice President becomes vacant, it may remain vacant until the end of the term, in which case the Council will elect a President as well as a Vice President and Secretary at the time scheduled for the next election of officers. At the Council's option, a Vice President may be designated before the regular election.
(d) The Council President may establish such general or special committees as the Association's business may require, and such committees may include both Council members and members of the Association who are not on the Council.
(b) To report on its activities to Association members at the annual meeting of the Association, and, to the extent feasible, by correspondence between annual meetings.
(c) To consult with and counsel members and prospective members of the Association, the officers of the Faculty Senate, the Executive Vice President and Provost, and other appropriate University officials on matters of mutual concern.
(d) To maintain the records of its own proceedings, Association proceedings, and all reports and communications received from Association and Council committees and maintain a liaison with the University of Iowa Retirees Association.
(2) Nominations for Council membership.
(b) The names of the two eligible members who receive the highest number of nominations for each vacancy will appear on the ballot if they consent to run. If one or both decline to run, the name(s) of the eligible member(s) with the next highest number of nominations who consent to run will appear on the ballot.
(c) The election ballot normally shall contain twice as many eligible nominees as there are vacancies. If only one of those nominated for a vacant position consents to serve, the Committee on Elections will try to identify another eligible member willing to serve, and if it succeeds, both names will appear on the ballot. If not, one name will appear.
(d) If no member from a college is willing to serve, that college will not have a representative on the Council until the next election unless the sitting Council member from that college is willing to continue serving for an additional year. The two consecutive three-year term limitation will not bar such service.
(4) Vacancy.
(b) Service in a vacancy that extends for more than eighteen months is considered equivalent to a full term in determining eligibility for reelection.
h. Parliamentary Authority. The rules contained in the current edition of Robert's Rules of Order, Newly Revised shall govern the Council and the Association in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Council and Association may adopt.
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b. Mission and goals [Article II]. The Staff Council is an elected body which represents the following staff members:
(2) Merit Staff who are Supervisory Exempt, and
(3) Merit Confidential.
(5) Advocate changes or improvements for represented staff;
(6) Advise the University administration on policies affecting staff members;
(7) Inform constituents of the activities of the Council;
(8) Promote University relations within the community of Iowa City and the State of Iowa; and
(9) Interact and coordinate with Faculty Senate and University of Iowa Student Government.
(2) Professional Health Care -- representing both Health Care and Nursing Professional Research,
(3) Professional Research, and
(4) Merit Supervisory Exempt/Confidential.
e. Operational year [Article V]. Beginning April 1, 1999, the operational year of this Council shall be from April 1 to the following March 31.
f. Nominations to Staff Council membership [Article VI].
(2) In January, the Council shall advertise upcoming nominations for Council membership. Nominations for each category shall be sent to the Elections Committee of the University Staff Council no later than the last business day of January.
(3) Those eligible for nomination shall be permanent employees of the University, either full time or part time, who are classified as professional and scientific staff or merit system staff who are exempt from collective bargaining because of supervisory or confidential status.
(4) Terms of Council membership shall be three years unless a vacated term is being completed, or Vice President/President Elect is in the last year of his or her Council term, in which case this member's term is extended an additional year in order to assume the President's duties.
(5) Council members shall serve no more than two consecutive elected three-year terms. Re-election can be sought after a one-year leave.
(2) Following the deadline date, election results will be approved and certified by the Elections Committee. In case of a tie, the winner shall be chosen by lot. Results of the election shall be given to the Secretary of the Council, who will make the results a part of the permanent Council file.
(3) Any candidate listed on the Council official ballot for annual election may ask for an audit of the election within seven days of the date of mailing of the election summary. Said audit request must be presented in writing to the chair of the Council Elections Committee. An authorized audit of election ballots shall be performed by an impartial third party.
(4) All newly-elected Council members will begin their term April 1.
(5) In the event that a member of the Council changes positions within the University, the member continues to serve on the Council as follows:
(b) Until the following March 31 if the member's new position is in a category which is different from the one in which elected.
(2) Nominations for the officers of Staff Council shall be made at the February meeting. The President and Vice President/President Elect must have served the immediately preceding year on the Council prior to the time he or she will hold office. The officers shall be elected by the Council at the March meeting.
(3) All officers of the Council shall assume their duties April 1.
(4) If the office of President becomes vacant, the Vice President/President Elect shall become President for the remainder of that term and assume the office of President the following year. If the office of Vice President/President Elect becomes vacant, a Vice President/President Elect shall be elected from the Council membership to serve the remainder of the term and assume the office of President the following year. If there is both an acting President and acting Vice President, the acting President shall assume the office of President the following year. If the offices of Secretary and/or Budget Officer become vacant, the President shall appoint an Acting Secretary and/or Budget Officer from the Council membership for the remainder of the term. If the office of Past President becomes vacant, the President shall appoint an Acting Past President from current or previous Council membership to serve for the remainder of the term.
(b) Preside at all meetings of the Council, Executive Committee, and Goals Committee.
(c) Convene Goals Committee to appoint Council members to all internal committees. These appointments are subject to the acceptance of the members so appointed.
(d) Submit appointments or recommendations for representation on University committees in consultation with Staff Council when possible.
(e) Prepare an Agenda for each meeting over which the President presides.
(f) Prepare the Annual Report for the President of the University for presentation at the Staff Council meeting in March.
(g) Appoint a President pro tem in the event of the absence of the President and Vice President/President Elect.
(h) Submit Council recommendations to appropriate University officials.
(i) Serve on the Staff Budgetary Planning and Review Committee.
(j) Hire and supervise support staff.
(k) Serve as Past President the following year.
(b) Perform such duties as the President shall designate.
(c) Assume the office of President the following year.
(d) Serve on the Staff Budgetary Planning and Review Committee.
(b) Be responsible for the Staff Council meeting attendance roster.
(c) Conduct correspondence, as necessary.
(b) Oversee selection of Peer Support Referral Committee members.
(b) Prepare an annual office budget for approval by the Executive Committee.
(c) Prepare an annual overview of Staff Council budgetary information.
(2) Nominations for non-officer Executive Committee members shall be made at the regular March and April Staff Council meetings. Voting for these Executive Committee positions shall take place at the April meeting.
(3) The term of office for elected Executive Committee members shall be one year. After being elected to the Executive Committee for two consecutive years, an individual must remain off the Executive Committee for one year. The time spent on the Executive Committee by individuals who are the officers of the Council does not apply towards the election-term restrictions.
(4) There shall be no restriction as to length of Council membership to be eligible for Executive Committee.
(5) The Executive Committee is charged to formulate goals and directions for Council activities and advises and assists the officers of Council in carrying out the responsibilities of their offices.
(6) The Secretary shall prepare minutes of all Executive Committee meetings as part of Council records and distribute them to Council members.
(7) Executive Committee meetings are called and chaired by the Council President not less frequently than every two months.
(2) The meetings of the Council shall be open to the public. Executive sessions may be held by majority vote of the Council. In executive sessions, attendance is limited to: members of the Council; the President of the University or a personal representative designated by the President; Senior Vice President for Finance and Operations; Director of Human Resources and/or Senior Associate Director of Human Resources and/or a personal representative designated by these persons; and/or other persons approved by a majority vote of the Council. Some portion of each regular meeting must be open. A report of each exectuve session must be made in the next open meeting.
(3) Special meetings may be called by the President.
(4) Council members missing more than three of the regularly scheduled meetings during the year shall be sent a letter reminding them of their obligations to represent their constituents on the Council. Council members missing five or more of the regularly scheduled meetings during the year shall be subject to replacement upon the recommendation of the Executive Committee. The Secretary shall notify the President of a Council member missing three meetings, and shall notify the Executive Committee of a Council member missing five meetings.
(2) To carry a motion, affirmative votes must be cast by one more than one-half of those voting.
(3) All voting in meetings of the body of the whole will be done by voice or by hand or by paper ballot. If the vote is an election, it must be performed by secret ballot.
n. Staff Council committees [Article XIV]. Council members are expected to actively serve on at least one ad hoc, internal committee or on the Executive Committee. The Goals Committee shall appoint Council and non-Council staff members to the internal committees. The Executive Committee shall designate a chairperson for each internal committee with the exception of the Budgetary Planning and Review Committee, whose chair is the immediate Past President. At the discretion of the chair, committee members may be removed from the committee for non-attendance.
The internal committees and their respective charge(s) shall be:
(b) Scope of concern:
(ii) Meet, as appropriate, with the Senior Vice President for Finance and Operations to discuss budget issues of specific concern to staff.
(iii) Meet regularly as staff representatives with the joint faculty/staff budget committee to discuss budget planning.
(b) Scope of concern:
(ii) Send approved bylaw changes to the Office of University Relations to be incorporated into the Operations Manual.
(iii) Review proposed policies or revisions of policies for appropriateness, consistency with current University policies, and support from concerned constituency.
(iv) Act as a parliamentary advisory in order to maintain productive Staff Council meetings.
(ii) Open to: current Council members. If available, a non-Council member may be included to act as an expert or adviser on bylaws and/or University policy.
(iii) Term: one year.
(b) Scope of concern:
(ii) Report charter and non-charter committee issues of interest to Staff Council.
(iii) Provide Council view to charter and non-charter committee members as needed.
(b) Scope of concern:
(ii) Organize and present Staff Council information to new staff members at monthly faculty/staff orientations.
(iii) Organize and present the orientation for new Staff Council members.
(iv) Work closely with the University of Iowa Learning and Development Office to provide staff with professional development opportunities.
(ii) Open to: current Council members.
(iii) Term: one year.
(b) Scope of concern: Refer to paragraphs c, f, g, j, and m (Articles III, VI, VII, X, and XIII).
(c) Membership:
(ii) Open to: current Council members not seeking reelection.
(iii) Term: one year.
(b) Scope of concern:
(b) Scope of concern: The Committee may consider and make recommendations to any human resource policy or practice, including but not limited to the following:
(ii) Open to: current Council members. Administrative liaisons and/or their representatives with human resource interests are invited to attend as appropriate and with the Committee's approval.
(iii) Term: Committee membership is a two-year term with a maximum of three back-to-back terms.
(b) Scope of concern: The issues that may be addressed include but are not limited to the following as they apply to MSE/C personnel:
(ii) Foster inclusion of MSE/C Staff on all recommendations from Council.
(iii) Meet with MSE/C constituents at least twice per year.
(iv) Represent the University of Iowa MSE/C membership on the Regents Inter-institutional Supervisory and Confidential Advisory Council (RISCAC), which represents non-bargaining merit staff of The University of Iowa, Iowa State University, University of Northern Iowa, Iowa School for the Deaf, and Iowa Braille and Sight Saving School.
(ii) Open to: current Council members.
(iii) Term: length of Council term for MSE/C members and one year for non-MSE/C Council members.
(b) Scope of concern:
(ii) Actively solicit information from and interact with the various diversity groups on campus and in the community in support of their goals as well as jointly sponsoring events/programs.
(iii) Disseminate information to Staff Council concerning diversity programs and current activities and seek active support from Staff Council for promotion of these programs.
(iv) Request annual updates from the University on the progress made toward increasing diversity and inclusion of staff on campus.
(b) Scope of concern:
(ii) Works to foster good relationships among local, state, and national officials and the University, alone and in conjunction with Faculty Senate's Governmental Relations Committee.
(i) Members: no restrictions; however, at least one member of the Executivve Committee should be a member of the Committee.
(ii) Open to: current Council members.
(iii) Term: one year.
(2) Organization: It is proposed that Staff Council will amend its bylaws to establish a Peer Support/Referral Committee, composed of five members for the purpose described above. Staff Council officers and members will be encouraged to refer inquiries from employees to any individual member of the committee. Members of the committee are not required to be, but may be, members of Staff Council.
Terms of service for Peer Support/Referral Committee members will be limited to two years, with the option of completing two consecutive terms (four years total). Selection of members shall be by the Staff Council Executive Committee as described below ("How to apply ..."). The Staff Council Executive Committee shall also select one member to serve as chair for a term not to exceed the member's term. The chair of the committee shall maintain a system to track anonymously the type of inquiry or problem involved to assist Staff Council in identifying problems or trends which might warrant review of University policy by Staff Council. No names or specific cases will be identified or maintained.
A joint letter requesting reasonable release time from departmental duties to carry out duties as a Peer Support/Referral Committee Member will be sent by the Staff Council Executive Committee and a Human Resources administrator to the supervisor of each individual chosen. The committee will meet as a group only at the beginning and end of each year, and otherwise as needed.
(3) Responsibilities of Peer Support/Referral Committee members:
(b) Maintain confidentiality of all concerned.
(c) Support staff member by listening carefully, asking clarifying questions, assessing needs for information and guidance, consulting University policies and procedures, and contacting, directing, and/or accompanying staff member to appropriate authorities or offices as necessary.
(d) Provide advice concerning fact-gathering and direct the staff member to relevant documents, appropriate policies and procedures, and offices, e.g., Operations Manual, Ombuds Office, Faculty/Staff Services, Family Services, Mediation Service, Affirmative Action, etc.
(ii) Familiarity with the Operations Manual, University policies and procedures, and University administrative and staff assistance offices.
(iii) Experience and/or training in critical listening and communication skills such as may be gained from mediation training or workshops related to verbal communications skills.
(6) Campus notification of Peer Support/Referral Program:
q. Amendments [Article XVII]. These bylaws may be amended at the regular monthly meeting of the Council by a two-thirds vote of those present, provided that the amendment has been introduced to the Council at the previous regular meeting.
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Faculty representation on the Graduate Council shall consist of eleven collegiate representatives and two at-large representatives. One collegiate representative shall be elected by the graduate faculty of each of the colleges of Business Administration, Dentistry, Education, Engineering, Medicine, Nursing, Pharmacy, and Public Health. Three collegiate representatives shall be elected by the graduate faculty of the College of Liberal Arts and Sciences. The two at-large representatives shall be elected by the graduate faculty as a whole.
b. Duties of the Council.
(2) To assist and advise the Dean in the conduct of College business, including preparation of agendas, calling of emergency meetings, and determination of the status of a staff member where doubt exists as to his or her eligibility for membership in the graduate faculty.
(3) To evaluate new graduate programs and revisions in existing programs, including non-departmental and interdisciplinary programs, and to make recommendations to the graduate faculty on new programs and on such aspects of curricula as will maintain uniform and effective educational policy.
(4) To supervise the codification of current rules and regulations of the graduate faculty.
(5) To assist the Dean, upon request, in the formulation of administrative decisions or judgments.
(6) To confer with the Dean on matters of policy regarding the professional welfare of the graduate faculty.
d. Officers. The Dean of the Graduate College and the Associate Dean of the Graduate College act respectively as chair and secretary of the Council.
e. Executive Committee. The Graduate Council selects from among its elected membership three members for an executive committee whose major function is to consult with the Dean of the Graduate College on procedural issues which do not require the decision of the full Council.
f. Election Procedure.
(2) Elections of Collegiate Representatives. In the spring of a year in which the term of a collegiate representative is to expire, an election will be held by the graduate faculty within that college to elect a successor. Such elections must occur at least six weeks prior to the election of at-large representatives as described below.
(3) Elections of At-Large Representatives. To elect at-large representatives, the Graduate Council shall appoint from the graduate faculty an ad hoc nominating committee of five members which shall nominate three candidates for any at-large vacancy. Results of elections for collegiate representatives will be taken into consideration by the nominating committee.
Ballots bearing the names of the at-large nominees shall be distributed by the registrar to members of the graduate faculty. Each faculty member shall return their marked ballot to the registrar. The envelope, but not the ballot, shall be signed by the voter.
The nominees receiving the highest number of votes shall be declared elected to regular terms. The nominees receiving the next highest votes shall, in order, fill any irregular terms resulting, for example, from leaves or resignations of an at-large representative.
In case of a tie, a Board of Tellers composed of three members of the council appointed by the dean shall determine the choice by lot.
(4) Vacancies. Procedures for filling vacancies of collegiate representatives for the remainder of the term shall be established by each of the colleges. In the case of a vacancy of an at-large council representative, the Graduate Dean shall appoint the faculty member receiving the next highest vote in the last at-large election to serve the remainder of the unexpired term.
(5) Election Date. The date for the election of at-large members of the Graduate Council corresponds to the date for elections to the University Faculty Council.
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Preamble. The formation of the Partnership of Student Governments of Iowa (PSGI) seeks to implement an effective and representative government of all of the students of The University of Iowa. The formation of distinct undergraduate and graduate and professional governmental structures enables independent work but also allows for and encourages cooperation and collaboration among the entirety of student leaders. Indeed, a successful partnership is contingent upon open and honest communication and collaboration between the University of Iowa Student Government (UISG) and the Executive Council of Graduate and Professional Students (ECGPS); a failure to do so puts at risk effective representation of the students of The University of Iowa. At its core, the PSGI seeks to demonstrate a commitment to the service not only of all students of The University of Iowa, but also of the greater University community, embracing the principles of shared governance that value collaboration between faculty, staff, and student leaders in the service of the University and its members.
(2) Organization. The student body gives governmental authority to the University of Iowa Student Government (UISG), the Executive Council of Graduate and Professional Students (ECGPS), and the Judicial Branch as prescribed by this constitution.
(3) Definitions.
(b) Two-thirds vote: hereafter defined as a two-thirds majority of representatives both present (either seated or by proxy) and voting.
(2) UISG shall determine its own rules of order and operating procedure.
(3) UISG policy and operating procedures shall be outlined in a separate document called the UISG bylaws.
(4) Procedures for amending the UISG bylaws shall be established in said document.
(2) ECGPS shall determine its own rules of order and operating procedure.
(3) ECGPS policy and operating procedures shall be outlined in a separate document called the ECGPS bylaws.
(4) Procedures for amending the ECGPS bylaws shall be established in said document.
(2) The ASA shall ordinarily convene once each fall and spring semester. The fall meetings shall be chaired by the Speaker of the Senate or other designee of the UISG. The spring meetings shall be chaired by the Organizational Chair or other designee of the ECGPS.
(3) UISG and ECGPS shall appoint representatives to the ASA in accordance with each governing body's separate bylaws.
(4) Actions of the ASA shall require the assent of a majority of the representatives present and voting (either seated or by proxy) in each governing body (UISG and ECGPS), except in cases where this document or Robert's Rules of Order specifies a higher standard for a decision (e.g., two-thirds vote).
(5) The ASA shall be responsible for approving fiscal year budgets during the spring semester.
(6) The ASA shall be responsible for approving Priority I and Priority II student organization supplemental funding (see paragraph g(3) below).
(7) The ASA shall be responsible for approving legislation that focuses on all-student issues.
(8) The Speaker of the Senate, approval by a two-thirds vote of the UISG Legislative Branch, and the Organizational Chair of the ECGPS shall all have the authority to bring all-student legislation requiring timely action before each governing body separately. Such legislation passes with an affirmative majority vote of both the UISG and the ECGPS.
(9) Committees.
(b) Establishment. The ASA may establish and terminate permanent committees, except those committees mandated in other articles of this PSGI constitution. Establishment and termination shall be by a majority vote of both UISG and ECGPS.
(c) Composition. Members of permanent committees shall be representatives, except where specified below. Membership shall consist of six undergraduate student representatives and three graduate/professional student representatives, except where noted otherwise. Each governing body is in charge of selecting its members to the ASA committees.
(d) Chair. Each committee shall elect a chair (or co-chairs as noted), according to procedures set forth in committee bylaws, who shall serve during that term of the ASA. The election will be under the auspices of the Student Elections Board (SEB) during the first regular meeting. The chair shall be responsible for notifying the PSGI of his or her election as chair.
(e) Established permanent committees. The permanent committees are as follows:
(B) Supplemental funding for Priority III organizations shall be administered by the UISG.
(iii) Scholarly Presentation and Research Grants Committee (SPRG). This committee shall be responsible for the review and recommendation of grants for research and scholarly presentations by students, by evaluating the research or presentation venue, student effort, student need, and other merits as determined in committee bylaws. These bylaws are to be reevaluated each year and submitted to the ASA for ratification. The committee shall ensure the equitable access of both undergraduate students and graduate or professional students to this process.
(B) Funding for the SPRG Committee is administered by the ECGPS.
e. Judicial branch.
(b) General rules of administrative operations for SJC, SEB, and STC.
(ii) Vacancies. A seat shall be considered vacant if a judicial officer ceases to be a student, is impeached, or tenders a resignation to the UISG President or Chief Justice of the SJC.
(iii) Meetings. The Judicial Boards shall meet within two weeks after appointment of new justices and shall elect the Chief Justice of the SJC. Additional meetings may be held at the request of the Chief Justice or presiding officer.
(iv) Attendance. All judicial branch members are required to attend all official meetings of the respective board or court. Members who miss two meetings in a semester without an approved excuse and a proxy of their votes will forfeit their membership on the judicial branch and are ineligible for reappointment until the next academic year.
(ii) The SJC shall have original jurisdiction over:
(B) Interpretation of the constitutions or bylaws of the governing bodies of PSGI, all other associations, commissions, student organizations, or committees.
(C) Interpretation and constitutionality of the actions of PSGI associations, commissions, student organizations, or committees.
(B) Disputes heard by other student judicial bodies.
(c) Qualifications. Justices must be registered students, in accordance with the University of Iowa Registrar.
(d) Chief justice and court recorder. The SJC shall elect a chief justice from among the currently seated Justices who shall act as chair and administrative officer of the SJC. The chief justice shall be elected at the first meeting of the SJC after the nomination of new justices has been approved. The chief justice shall serve during that session of the SJC and shall continue to serve until the new chief justice is elected. Each session shall commence at the first meeting of the SJC after the nomination of new Justices has been approved and shall continue until the same meeting the following spring semester. This election will not be under the auspices of the SEB. The chief justice, after elected, shall then appoint a justice to act as court recorder. The outgoing chief justice shall continue to serve until the new chief justice is elected.
(e) Rules and procedures. The SJC shall maintain rules and procedures for the conduct of fair and expeditious hearings at all times of the year. These rules and procedures shall include the following:
(ii) Any party to a case before the SJC may be assisted or represented by counsel at that party's expense.
(iii) In cases involving the SA, the executive branch, UISG associations, commissions, student organizations, or committees, the SJC shall have the power to request that that group defend itself in court.
(ii) Calls for impeachment may be originated by a member of either legislative body and must be approved by a two-thirds majority of representatives of both UISG and ECGPS. Once impeached, an individual may not be reappointed to the Judicial Court.
(ii) The conduct, certification and announcement of the results of any elections authorized by the ASA in accordance with this PSGI constitution.
(iii) The conduct, certification and announcement of the results of any elections authorized by UISG or ECGPS in accordance that body's respective bylaws.
(iv) Infractions of election rules or procedures.
(v) Review of contested ballots.
(vi) Development of rules and procedures to ensure fair, equitable, and accessible elections, including the ability of independent candidates to vie effectively with group or party-affiliated candidates.
(c) Qualifications. SEB members must be currently registered students at The University of Iowa.
(d) Director. The SEB shall elect a director who shall act as chair and administrative officer of the SEB. The director shall be elected at the first meeting of the board after the nomination of members has been approved and shall serve for the remainder of the SEB term.
(e) Rules and procedures. The SEB shall maintain rules and procedures for conducting fair and equitable elections.
(f) Impeachment. Any member of the SEB may be impeached if that member fails to perform his/her duties including adherence to the attendance requirement.
(b) Composition. The STC shall be comprised of nine magistrates serving two-year terms. Magistrates may be reappointed for any number of terms.
(c) Appointments. Magistrates shall be nominated during the spring term by the ASA Nomination Committee. The nominations must be confirmed by a majority vote of each of the legislative bodies of the ASA. Vacant seats will be filled in the same manner, as they occur.
(d) Qualifications. STC members must be currently registered students at The University of Iowa.
(e) Chief magistrate. The STC shall elect a chief magistrate who shall act as chair and administrative officer of the STC. The chief magistrate shall be elected at the first meeting of the court after the nomination of magistrates has been approved and shall serve for the remainder of the STC term.
(f) Rules and procedures. The STC shall establish and maintain rules and procedures for the conduct of fair and expeditious hearings.
(g) Impeachment.
(ii) Calls for impeachment may be originated by a member of either legislative body and must be approved by a two-thirds majority of both UISG and ECGPS. Once impeached, an individual may not be reappointed to the STC.
(2) Election procedures. The Student Elections Board (SEB) will have oversight and facilitate elections when either the UISG or ECGPS requests their services. The SEB will conduct their requested services in accordance with their bylaws and paragraph e above.
(2) Student Assembly Budgeting and Allocation Committee.
(b) Composition of the SABAC will consist of nine undergraduate students (six voting members and three alternates) and five graduate and professional students (three voting and two alternates) as determined by the University of Iowa Registrar. The nine undergraduate SABAC members will be appointed by the UISG in accordance with their bylaws and qualifications for the position. The five graduate and professional student SABAC members will be appointed by the ECGPS in accordance with their bylaws and qualifications for the position.
(c) Allocation recommendations will be subject to the PSGI's funding procedures and guidelines which shall comply with the University Policy on Human Rights (paragaph a(4) above; see also II-3) and other applicable University policies and regulations.
(b) SABAC will make its recommendations publicly available on its website at least seven calendar days prior to the spring All Student Assembly meeting of the PSGI so that student organizations, representatives of the PSGI, and students have time to review those recommendations.
(c) The ASA will review SABAC recommendations and approve or fail recommendations. Approval of allocations requires a majority vote of both the UISG and ECGPS in accordance with paragraph d(4) above. All approved allocations will immediately be sent to the Office of the Vice President for Student Services for approval.
(d) Failure of any recommendation in a regularly scheduled ASA meeting will result in the convening of an emergency ASA meeting of the PSGI within seven calendar days of the failed allocation. Approval of those failed allocations requires a majority vote of both the UISG and ECGPS in accordance with paragraph d(4) above. Should a compromise be reached within those seven calendar days, the approved allocation will immediately be sent to the Office of the Vice President for Student Services for approval.
(e) A failure of any recommendation in an emergency ASA meeting of the PSGI, or a failure to convene the PSGI within seven calendar days of the original, regularly scheduled ASA meeting in which the allocation failed, will result in the allocation being sent to the SABAC for its approval during redeliberations. A two-thirds majority of SABAC members present and voting is required for the allocation to be sent directly to the Office of the Vice President for Student Services for approval. SABAC has seven calendar days to redeliberate new recommendations upon the adjournment of the ASA.
(f) A failure to reach a two-thirds approval in SABAC during redeliberations will then require only a simple majority of SABAC members present. Once a simple majority is reached by the committee, the recommendation is to be sent to a committee comprised of only the UISG President and ECGPS Organizational chair. Approval by both the UISG President and the ECGPS Organizational Chair is required for the allocation to be sent directly to the Office of the Vice President for Student Services for approval. UISG President and ECGPS Organization Chair shall have 48 hours to approve new recommendations upon the adjournment of SABAC.
(g) At any point prior to submission to the Vice President for Student Services the ASA retains the right to convene a meeting within 24 hours to review any funding act.
(b) During the year, SABAC (as outlined in Section B) will make recommendations on how to allocate Priority III funds.
(2) Recognition. Student organizations are those groups other than those authorized elsewhere in this PSGI constitution and are recognized under the authority of the ASA, or the appropriate legislative body of the ASA, upon the recommendation of the Student Organization Liaison. Groups must have at least five (5) members, of which at least three (3) must be students. For groups intent on sponsoring activities that raise health and safety concerns, recognition applications will be referred to the Organizational Review Committee for an initial evaluation before recognition is considered. These student organizations must comply with the University Policy on Human Rights (paragraph a(4) above; see also II-3), this PSGI constitution, the PSGI bylaws, and all regulations pertaining to recognition (paragraph h(3) below). In addition the business of these student organizations shall be conducted in an open and democratic manner. Any student organization which fails to comply with the above requirements, or which violate its own constitution, may have its recognition revoked by the recognizing legislative body or bodies (paragraph h(3) below), or by action of the SJC.
(3) Recognition procedure. Any group wishing recognition shall first file with the Student Organization Liaison an application for student organization recognition. The SOL shall review the applications and forward the same to the appropriate legislative body along with a recommendation for adoption or rejection and the reasons therefore. In order to receive funds from mandatory student activity fees a student organization must be recognized. All student organizations must adhere to "III. Student Organization" of Policies and Regulations Affecting Students (see A.5 Recognition Procedure).
(ii) The ECGPS may recognize and revoke recognition of graduate and professional student organizations by a majority vote.
(iii) The ASA may recognize and revoke recognition, by a majority vote of both the UISG and the ECGPS of the ASA, of student organizations which the SOL has determined represent both undergraduate students and graduate or professional students to a significant extent.
(ii) Temporary recognition. The SOL or the recognizing legislative body may grant temporary, contingent recognition to those student organizations whose recognition is revoked under paragraph h(3) above.
(iii) Re-recognition. Re-recognition must follow "III. Student Organizations" of Policies and Regulations Affecting Students and is subject to review by the Organization Review Committee. A student organizations will be required to regain recognition through the appropriate recognizing legislative body in the following cases:
(B) A constitution that has been substantially amended.
(C) Membership or activities that have been altered such that their classification (paragraph h(4) below) may be affected.
(ii) Undergraduate student organizations are those whose membership and activities center predominantly around undergraduate students and their interests.
(B) Non-academic student organizations are those undergraduate student organizations whose membership and activities do not center around a particular academic or collegiate course of study or curriculum, but rather those whose activities center on out-of-the-classroom interests.
(b) Ad hoc:
(ii) A student organization seeking recognition when the ASA is not meeting on a regular basis may also obtain ad hoc status until the ASA is in session, at which time the student organization must pursue permanent status. A student organization meeting this latter condition will need to submit a constitution when presenting the application for ad hoc status.
(iii) Student groups that have an extreme need for timely approval before the ASA meets, as determined by the SOL, may be approved on an ad hoc basis contingent on the final approval of the appropriate legislative body.
(b) Office space. Assignment of office space in the Student Organization Office Suite (SOOS) or the Student Activities Center (SAC) is subject to regulations outlined in this PSGI constitution and rules and procedures of the SOOS and SAC.
(c) Funds. Funding is subject to the budgetary processes of the PSGI, based upon availability of funds and the budgetary decisions of the PSGI.
(b) All-student approval. Approval by both a majority of the portion of the undergraduate student body voting in the referendum and a majority of the portion of the graduate and professional student body voting in the referendum. At least 10 percent of undergraduate students and 10 percent of graduate and professional students must vote on the referendum in order for the referendum to be considered valid.
(2) If approved, March 2007 elections for UISG shall be elections for the undergraduate student government called UISG in this document. Only undergraduate students shall vote in these elections.
(3) The April 2007 meeting of the ASA shall consist of representatives from the UISG and ECGPS. For this meeting, the 2006-07 GPSS senators shall constitute the ECGPS representation and the 2006-07 UAS and UCS senators shall constitute the UISG representation. The ECGPS Organizational Chair shall serve as chair for the meeting.
(4) This remainder of this constitution shall take effect on April 1, 2007. The sitting UISG legislature shall remain seated for the first spring 2007 meetin of the PSGI.
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The organization, purpose, and charge of University charter committees are subject to the authority of the Board of Regents, State of Iowa, and the President of The University of Iowa.
Charter committees are established in an effort to assure that University-wide services and activities will be carried out in the best interests of education and society. The membership of University charter committees is generally composed of faculty, staff members, and students in varying proportions according to the committee's primary interest. Charter committees are designed to be small working groups. Unless special circumstances dictate, they shall not exceed eleven appointed, voting members. Their general responsibility is twofold: 1) to recommend and to advise on the formulation of University policy, and 2) to assist in the interpretation of University policies to their respective constituencies.
The composition of each charter committee, the activities of concern to it, and the specific charges to it are set forth in specific charters which follow this General Charter.
b. Scope of Concern. Within the area to which it is assigned by its specific charter, each University charter committee may recommend University policy and advises on the following matters: 1) formulation of basic policy and objectives; 2) development of plans and programs including financing; 3) development of operations, procedures, rules, and regulations; 4) response to suggestions and inquiries from all persons interested in the University; 5) solicitation of expert opinion and information from any sector of the University when it appears that such opinion and information will help the committee in its advisory capacity; and 6) other matters of mutual interest and concern as they arise. University charter committees are privileged, as are the assemblies and constituencies which the committees represent, to take a position on any question concerning the relation between the area of their immediate concern and the overall welfare of the University. The position taken will be deemed that of the charter committee and not necessarily that of the three assemblies or their constituencies. Upon its request, the charter committee will have access to all relevant public information as defined in Chapter 22 of the Iowa Code.
c. Authority. Each University charter committee acts only in an advisory capacity within the area assigned to it. Committee recommendations are not binding on the administration. On the other hand, it is expected that the views of the committees will have an important influence on policies and procedures in their areas of concern. Administrators remain responsible to and accountable to the President of the University. Members of the charter committees, on the other hand, should report to and seek the views of the assemblies which have nominated them. Furthermore, it is expected that when administrative officers of the University seek the opinion of students, faculty, or staff, they will use, among other sources of information and advice, the services of the appropriate charter committee. Each assembly, of course, may maintain its own internal committee system. Similarly, the President of the University shall be able to establish committees as deemed necessary by the President.
d. Appointment Procedures.
(b) Appointees of The University of Iowa Student Government shall be persons who are currently registered as full-time students at the University in an undergraduate, graduate, or professional program on campus.
(c) Appointees of the Faculty Senate shall be persons who are eligible to be members of the Faculty Senate (I-2.8(1)).
(d) For purposes of membership on charter committees, appointees of the Staff Council shall be permanent employees of the University, either full or part time, who are covered by the Board of Regents Merit system, or who are classified primarily as Professional and Scientific Staff, except that staff covered by any collective bargaining unit are ineligible to serve on the Funded Retirement and Insurance Committee.
(3) Term of Members. The term of appointment for each member of a charter committee shall be fixed by the assembly appointing that member except that no appointment shall be for a term longer than three years. Reappointments are possible. However, no person may serve more than six consecutive years on a charter committee, except as specified by specific committee charters. Terms of newly appointed and reappointed committee members will begin on September 1 and terms of retiring committee members will expire on August 31. When appointments are made for more than one year to a new charter committee, initial appointments from each assembly are to be staggered terms, that is, for one, two, or three years.
(4) Time of Appointment. To the extent possible, appointments and reappointments are to be made on or before May 15 of each year so that all new and continuing members of the charter committee will be appointed before the committee's first meeting of its next term, commencing on the following September 1.
(5) Selection of Chairperson(s). On or before August 31 of each year, the chairperson and, where applicable, the co-chair of each charter committee will be appointed from among those members of the committee for the next annual term by the President of the University after consultation with the presidents of the three assemblies.
f. Removal. A committee member appointed from an assembly may be removed by the president of the assembly if he or she is absent from at least three consecutive committee meetings or for other good cause. If the committee chair believes that there are grounds for removal, he or she shall notify the affected committee member and the president of the relevant assembly. If the president of the assembly believes removal would be appropriate, the member will be notified that the committee seat has been declared vacant, and a new member will be appointed to the committee by the appropriate assembly in accordance with its procedures.
g. Notification Procedures for Appointees and Reappointees; Designation of Administrative Officer to Serve as Liaison with Charter Committees. After charter committee members are appointed and confirmed, the President of the University shall give written notice of full committee membership to the presidents of the three assemblies, who will then be responsible for notifying new appointees and reappointees from that constituency of their appointment. The President of the University shall also distribute a consolidated membership list of all charter committees to the presidents of the three assemblies, to the current chairperson of each charter committee, to each administrator who is a liaison to a charter committee, to the Office of the Director of University Relations, and to other centers of communication as appropriate.
In addition, it is expected that on or before September 1 of each year the President of the University will designate one or more administrators, consistent with the terms of any specific charter, who will work with the charter committees during the following year. The list of administrators who are the liaisons to the charter committees will be sent to the committee in time to permit each committee to hold its first meeting of its annual term with the administrators in attendance.
h. First Meeting of Annual Term.
(2) Election of Secretary. At this meeting, the general and specific charges to the committee will be explained to the new members, current committee activities will be reviewed, and a secretary for the annual term will be nominated and elected by the committee.
(2) Call: Meetings may be called from time to time by the chairperson(s) as business arises. The chairperson(s) shall call a meeting upon petition by one-third of the committee members or upon the request of the administrators assigned to work with the committee.
(3) Notice: Notice of each meeting shall be provided to all committee members, to the administrators designated as liaisons to the committee, to others having business with the committee, to the presidents of the three assemblies and, at the discretion of the committee, to the IMU Campus Information Center for inclusion in the master calendar.
(4) Floor Privilege: Meetings of the charter committees shall be opened to the public and media except when the committee deems it appropriate to meet in executive session. Committee members and the designated administrators (or their representatives) have the right and privilege of the floor at all times; this right may be extended to other persons by majority vote of the committee.
(5) Voting Privilege: Voting privileges are limited to members of the committee. A roll-call record of split votes is to be kept in the minutes when requested by a member of the committee.
(6) Quorum Requirements: A quorum consists of at least one-half of the committee's members. If proceedings are under way to replace a committee member (see paragraph f above) and neither the member facing removal nor an officially appointed successor is able to attend a committee meeting, the seat shall be considered vacant for quorum purposes.
(7) Conduct of Business: Committee deliberations generally should be conducted in accordance with Robert's Rules of Order, Newly Revised, which makes due allowance for the informality appropriate to small working groups. The committee shall follow a prepared agenda. The procedures outlined in this section do not interfere with the prerogative and responsibility of members of the committee to communicate with their several assemblies frequently and informally or to refer a disputed issue to the assembly for broader debate.
(8) Minutes: Minutes from each committee meeting are to be sent to all members of the committee, to the designated administrators who are liaisons to the committee, to the presidents of the three assemblies, to the President of the University, and to other persons in the University or to such campus and community media as may be appropriate. At minimum, the minutes should reflect any resolutions or other recommendations or motions of the committee and be fairly reflective of the committee's discussion.
At convenient times, as files relating to any charter committee accumulate in the Office of the President or in the files of any of the assemblies, administrators, chairpersons, or secretaries and are no longer needed by others for current reference, they shall be transferred to University Archives. At that time, the presidents of the three assemblies may deal with their copies of committee records in accordance with any University records retention policy then in effect.
k. General Charge to Charter Committees.
(2) In terms consonant with I-2.8(6)a and I-2.8(6)c, the committee should at all times seek to advise the administration and to inform the three assemblies of matters of concern. Except as may be provided in the specific charters, there are no ex officio members of charter committees.
(3) When requested by the President of the University, and without prejudicing the role played by the Faculty Senate Committee on the Selection of Central Academic Officials, each charter committee shall be available to advise the President of the University: 1) on the methods of reviewing the functions which come within the scope of the committee's advisory role, 2) concerning the criteria for appointment of new University-wide administrators, some of whose functions come within the scope of the committee's advisory role, and 3) on the selection of such administrators.
(4) Each outgoing committee shall prepare in time for the first regular meeting of the incoming committee in the next annual term a brief report summarizing committee activities for the past year and identifying current issues and future questions to the extent such information is not available from the committee's minutes. Any annual report is to be distributed in the same manner as the committee's minutes.
(5) Committee members shall neither expect nor accept by reason of their service on any committee any gratuities, rewards, or perquisites, including tickets. Preferential treatment shall not be given to any committee member by virtue of service on the committee.
m. Duration of the General Charter. The General charter shall be formally reviewed by the President of the University and by the presidents of the three assemblies at least once every three years and continued if agreed to by them. It can also be amended at any time by unanimous agreement of these officers.
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(2) Two members appointed by the governing body of the students, currently for the purposes of this committee, the joint nominations committee of the UISG and ECGPS;
(3) Two members appointed by the governing body of the staff, currently the Staff Council.
(4) Committee is chaired by a faculty member; chair selection is made by the president of the Faculty Senate.
(2) In addition, the Committee shall:
(b) Provide a forum to which faculty, staff, and students may refer questions and recommendations concerning University computer policies, services, and development;
(c) Advise in the development of general policies concerning the University's acceptance of computer funds from sources external to the University and the University's provision of computer services to users external to the University;
(d) Advise on procedures for proposals by faculty, staff, and students for funds to support computing of an extraordinary and innovative nature;
(e) Review from time to time the activities and recommendations made by working committees established by the designated administrative officer. (These working committees may be established for the purpose of advising the officer on specific administrative questions concerning the operation, development, and utilization of computer resources for teaching and research.)
(2) Three members appointed by the governing body of the students, currently for the purposes of this committee, the joint nominations committee of the UISG and ECGPS;
(3) Three members appointed by the governing body of the staff, currently the Staff Council.
(4) Committee is chaired by a faculty member; chair selection is made by the president of the Faculty Senate.
(2) In addition, the Committee shall:
(b) Advise on proposals for major development or building projects and proposals for major revisions in ongoing projects, giving consideration to compatibility with existing standards and policies and site selection;
(c) Advise on policies of space allocation and utilization, major modification or reallocations of existing facilities, and the responses to development proposals of all affected elements of the University.
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(2) Four members appointed by the governing body of the students, currently for the purposes of this committee, the joint nominations committee of the UISG and ECGPS;
(3) One member appointed by the governing body of the staff, currently the Staff Council.
(4) Director of the Center for Teaching (ex-officio).
(5) Committee is chaired by a faculty member; chair selection is made by the president of the Faculty Senate.
(2) In addition, the Council shall:
(b) Seek, evaluate, select candidates, and establish guidelines for University-wide teaching awards, including but not limited to: Outstanding Teaching Assistant Awards, the President and Provost Award for Teaching Excellence, Instructional Improvement Awards. Similarly, seek, evaluate, and select candidates for extra-University teaching awards, including U.S. Professor of the Year.
(c) Advise on development of proposals for outside funding to support curricular development, equipment for teaching, and any other proposals related to the teaching and learning effort of the University;
(d) Advise with respect to the policies, priorities, and procedures on:
(ii) University-wide experimental or nontraditional education programs;
(iii) the method, time, and efficiency of registration;
(iv) the conduct of convocations and commencements; and
(v) the University calendar.
(2) Six members appointed by the governing body of the students, currently for the purposes of this committee, the joint nominations committee of the UISG and ECGPS;
(3) Three members appointed by the governing body of the staff, currently the Staff Council.
(4) Committee is co-chaired by a staff member and a student; chair selections are made by the president of Staff Council and the joint nominations committee of the UISG and ECGPS, respectively.
(2) In addition, the Committee shall:
(b) Provide feedback as requested on annual schedule of music, theater, dance, and the other performing arts; provide suggestions as requested on methods to increase revenue and audience;
(c) Advise on the public reaction to the cultural and entertainment programs offered at Hancher Auditorium, the educational aspect of these programs, the promotional techniques supporting them, and the financial success of the various series and individual programs;
(d) Promote and advocate for support of Hancher's programming and contributions to the University and Iowa communities.
(2) Seven members appointed by the governing body of the staff, currently the Staff Council.
(3) Committee is co-chaired by a faculty member and a staff member; chair selections are made by the president of the Faculty Senate and president of Staff Council respectively.
c. Charge to the Committee.
(2) In addition, the Committee shall:
(b) Represent the faculty and staff in discussion and negotiation with vendors of insurance as these are carried forward by responsible officers of the administration.
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(b) Three members appointed by the governing body of the students, currently for the purposes of this committee, the joint nominations committee of the UISG and ECGPS;
(c) Three members appointed by the governing body of the staff, currently the Staff Council.
(d) Committee is chaired by a staff member; chair selection is made by the president of Staff Council.
(b) In the performance of its duties, the Committee shall be guided by I-2.8(12)b which declares general University policy in this area.
(c) In addition, the Committee shall:
(ii) Advise on establishing and coordinating educational programs in the area of equal human rights;
(iii) Where no other grievance procedure exists, receive complaints of alleged violations of human rights by individuals or agencies within or related to the University, and after appropriate investigation either serve as mediator in such disputes or recommend appropriate action within the University, guided by the statement of functions and procedures in I-2.8(12)c and d.
(iv) Advise appropriate University officials as to desirable changes in University policies and procedures affecting human rights.
c. Functions.
(2) By fact finding and education to work toward eliminating discrimination against members of the University community. The Committee may use the services of the Vice President for Student Services and Dean of Students and the Dean's staff in this endeavor.
(3) To encourage extracurricular education in this field.
(4) To work on request with interested groups on the campus and similar groups in the city and state.
(5) To provide appropriate recognition for outstanding achievements in promoting human relations and the protection of human rights.
(6) In its deliberations the Committee must protect the right of organized social groups within the University to select their own members upon the basis of their individual merits as persons. The Committee on Human Rights shall also diligently protect the rights of householders to select individual tenants as such provided that there shall be no discrimination because of race, color, creed, or national origin.
e. Complaints of Discrimination. To ensure the adequate protection of the rights of all parties, the following procedures shall be followed for the filing, investigating, and hearing of complaints involving discrimination. The Committee on Human Rights will receive and investigate complaints involving violations of the Fair Housing Policy. The Committee will, upon a finding of a violation, undertake conciliatory and educational activities toward its elimination.
(2) Such complaints shall be addressed to the Chairperson, Committee on Human Rights, The University of Iowa. All complaints shall be in writing and signed by the complainant. A complaint shall contain a statement of the facts upon which the complaint is based, name and address of the householder involved and the names and addresses of the witnesses, if any, who are able to verify the facts stated in the complaint. Upon request of a complainant, the Chairperson shall designate, from a list on file with the Committee, a person to assist the complainant in drafting the complaint.
(3) Within two days after receiving the complaint, the Chairperson shall refer and deliver the complaint to one of a panel of referees selected by the Committee. The referee to whom the complaint has been referred, within one day after receiving the complaint, shall mail to the householder, by certified mail, a copy of the complaint, a copy of these rules, and notice of a time and place for conference with the complainant and the referee. At the same time, the referee shall send to the complainant, by certified mail, a copy of these rules and notice of the time and place for conference. The time for the conference shall not be less than five nor more than seven days after mailing of notices to the complainant and the householder.
(4) At the referee's conference, the parties, together with such professional or nonprofessional counselors as they may desire, shall present such relevant evidence and argument as they may desire and may offer the evidence of third parties. Only the referee, the complainant, the householder, their counselors, and their witnesses shall be present at the conference. The conference shall be informal, the referee making such rulings as are necessary for reasonable orderliness and relevance of presentation. The referee shall be fully empowered to question the parties and their witnesses and otherwise to seek the facts.
(5) Within three days after conclusion of the conference, the referee shall:
(b) Mail, by certified mail, to the householder and the complainant, a copy of the determination.
(7) If the householder does not request a hearing within such time, the Committee, within five days after a copy of the referee's determination of discriminatory refusal to rent has been mailed to the householder, shall decide what action should be taken against the householder, make a recommendation in accordance with its decision and mail to the householder, by certified mail, a copy of such recommendation.
(8) If the householder or complainant requests a hearing within the time permitted, the Chairperson shall set a time for hearing the complaint. The time set for hearing shall be within ten days after the request for a hearing has been received. Notice of the time and place of the meeting shall be sent by certified mail to both the complainant and the householder at least seven days before the date of the hearing. Notices to both parties shall contain a statement that they may be represented by counsel.
(9) The hearing shall be held by the Committee on Human Rights at the time and place stated in the notices.
(10) At the hearing, formal rules of evidence need not be followed and the Committee shall make such rulings as to order of proceedings as shall seem best under the circumstances.
(11) The complainant and the householder, both personally and by counsel, and the members of the Committee shall have the right to call, confront, examine, and cross-examine all witnesses. All testimony will be under oath or affirmation to tell the truth.
(12) The complainant and the householder shall have the obligation of having present at the hearing any witnesses upon whom they wish to rely.
(13) The referee shall not testify at the hearing except as to prior statements of the parties or their witnesses which are inconsistent with the statements at the hearing. Nor shall the referee participate in the deliberations of the Committee. The referee's determination and reasons shall not be considered by the Committee. The Committee makes its own determination based solely on the evidence presented at the hearing.
(14) Only the referee, the complainant, the householder, their counselors, and their witnesses shall be present at the hearing.
(15) Within five days after all evidence has been heard, the Committee shall make a determination as to whether the complainant has standing to complain and, if so, whether the householder has refused to rent an apartment or room to the complainant principally because of the complainant's race, color, creed or national origin, and shall mail by certified mail, to the householder and to the complainant, a copy of its determination with reasons therefore. Should the determination be adverse to the householder, it shall also state the action which will be recommended by the Committee.
(16) Any action to be taken by the Committee may be taken by a three-member panel of the Committee.
(17) It is important that complaints receive orderly and prompt consideration. Extensions of time beyond the times stated herein may be granted by the Chairperson only upon a showing of good cause.
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(2) Consider and recommend actions that will help support and fulfill diversity-related commitments made by the University under the University of Iowa Strategic Plan and other University programs, plans, and policies.
(3) Provide a forum to which faculty, staff, and students may refer questions and recommendations concerning University diversity-related policies and procedures.
(2) Four members appointed by the governing body of the staff, currently the Staff Council;
(3) Four members (two undergraduates, one graduate student, and one student from the professional colleges) appointed by the governing body of the students, currently for purposes of this committee, the joint nominations committee of the UISG and ECGPS;
(4) Administrative liaisons: one representative each from the Office of the Executive Vice President and Provost, Office of Equal Opportunity and Diversity, Office of the General Counsel, Office of the Vice President for Student Services and Dean of Students, and Human Resources.
(5) Committee is co-chaired by a faculty member and a staff member; chair selections are made by the president of the Faculty Senate and the president of Staff Council respectively.
(2) Seven members appointed by the governing body of the students, currently for the purposes of this committee, the joint nominations committee of the UISG and ECGPS;
(3) One member appointed by the governing body of the staff, currently the Staff Council.
(4) Committee is chaired by a student; chair selection is made by the joint nominations committee of the UISG and ECGPS.
(2) In addition, the Committee shall be responsible for:
(b) Advising on and assisting in arrangements for lectures;
(c) Coordinating its activities with other appropriate programming groups on campus;
(d) Ensuring that the Regents Speakers Policy is adhered to in events under its jurisdiction.
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(2) Four members (two undergraduates and two graduate students) appointed by the governing body of the students, currently for the purposes of this committee, the joint nominations committee of the UISG and ECGPS;
(3) Two members appointed by the governing body of the staff, currently the Staff Council.
(4) Committee is chaired by a faculty member; chair selection is made by the president of the Faculty Senate.
(2) In addition, the Committee shall:
(b) Advise on policies regarding the assignment of facilities within the libraries and the availability of services which render the libraries more useful to members of the University community and the public;
(c) Advise on the coordination of the branch libraries and their services and resources with those of the Main Library and the Hardin Library for the Health Sciences;
(d) Advise on the use and development of library facilities, including the Main Library, the branch libraries, and off-site storage.
Student members recommended for membership should be selected and appointed in such a way that at any one time two members shall be undergraduate students and two shall be post-baccalaureate students.
The staff member should be a person who can speak for the staff's interest in and use of the University library facilities.
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(2) Four members appointed by the governing body of the students, currently for purposes of this committee, the joint nominations committee of the UISG and ECGPS;
(3) Three members appointed by the governing body of the staff, currently the Staff Council.
(4) Committee is chaired by a staff member; chair selection is made by the president of Staff Council.
(2) In addition, the Committee shall:
(b) Advise on plans for campus bicycle traffic;
(c) Advise on plans for other modes of transportation, including Cambus;
(d) Advise on rules and regulations and fee schedules pertaining to all modes of campus parking and transportation, including priorities, registrations, and penalties for violations;
(e) Advise on procedure for handling appeals of fines arising from alleged violations of traffic or parking regulations;
(f) Advise in developing and reviewing plans for coordinating University transportation and facilities with those of city, county, state, and federal agencies.
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(2) Three members appointed by the governing body of the students, currently for the purposes of this committee, the joint nominations committee of the UISG and ECGPS;
(3) Four members appointed by the governing body of the staff, currently the Staff Council.
(4) Membership Considerations. Care should be taken to represent the views of the many University constituencies that have parenting concerns and family issues through the life span, including staff (both merit and professional and scientific), students (both graduate and undergraduate), and faculty (both tenured and non-tenured).
(5) Committee is chaired by a staff member; chair selection is made by the president of Staff Council.
(2) In addition, the Committee shall:
(b) Review and make recommendations about the implementation of University child or dependent care programs and plans.
(2) Staff members should be appointed in such a manner that there shall be one non-organized merit staff and three professional and scientific staff.
(3) The Coordinator of the Family Services Office shall be a non-voting, ex officio member.
(4) Administrative Liaisons who are non-voting members represent the Offices of the Provost and Human Resources.
2.8(18) Committee on Recreational Services Charter.
(Amended 5/07; 6/09)
(2) Five members appointed by the governing body of the students, currently for purposes of this committee, the joint nominations committee of the UISG and ECGPS;
(3) Three members appointed by the governing body of the staff, currently the Staff Council.
(4) Committee is chaired by a student; chair selection is made by the joint nominations committee of the UISG and ECGPS.
(2) In addition, the Committee shall:
(b) Advise on plans for the modification or expansion of University recreational facilities;
(c) Advise along with other appropriate committees on policies governing recreational use of facilities shared with intercollegiate athletics and physical education programs;
(d) Advise on programs designed to ensure that recreational facilities are available to all elements of the University community.
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(2) Two members appointed by the governing body of the students, currently for purposes of this Council, the joint nominations committee of the UISG and ECGPS;
(3) Four members appointed by the governing body of the staff, currently the Staff Council.
(4) Committee is chaired by a faculty member; chair selection is made by the president of the Faculty Senate.
(2) In addition, the Council shall:
(b) Advise on questions concerning the compliance of research with University policies;
(c) Advise in developing methods for informing University members about research opportunities and for stimulating, evaluating, and rewarding good research;
(d) Provide a forum to which faculty and students may refer questions and recommendations concerning University research policies and procedures.
(2) Faculty members should be appointed in such a manner that at all times two shall be related to the disciplines of the physical sciences, two to the biological sciences, two to the social sciences, and two to the humanities. Two faculty members shall be "at large."
(3) The two student members shall be post-baccalaureate students.
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(2) Six members appointed by the governing body of the students, currently for the purposes of this committee, the UISG;
(3) One member appointed by the governing body of the staff, currently the Staff Council.
(4) Committee is chaired by a student; chair selection is made by the joint nominations committee of the UISG and ECGPS.
(2) In addition, the Committee shall:
(b) Provide information concerning student health insurance plans;
(c) Advise concerning student participation in health surveys;
(d) Advise concerning the dissemination of information in the campus community about the availability of health care.
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(2) Six members (three undergraduates, two graduate students, and one student from the professional colleges) appointed by the governing body of the students, currently for the purposes of this committee, the joint nominations committee of the UISG and ECGPS;
(3) Two members appointed by the governing body of the staff, currently the Staff Council.
(4) Committee is co-chaired by a faculty member and a student; chair selections are made by the president of the Faculty Senate and the joint nominations committee of the UISG and ECGPS, respectively.
c. Charge to the Committee. The committee shall:
(2) Assist the Office of Student Financial Aid or other University office administering financial aid in communicating all financial aid policies to the University community.
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2.8(22) Committee on University Safety and Security Charter.
(Amended 9/93; 5/01; 5/07; 6/09)
(2) Three members appointed by the governing body of the students, currently for purposes of this committee, the joint nominations committee of the UISG and ECGPS;
(3) Three members appointed by the governing body of the staff, currently the Staff Council.
(4) Committee is chaired by a staff member; chair selection is made by the president of Staff Council.
(2) In addition, the Committee shall:
(b) Advise on policies respecting the selection, training and assignment of security personnel, including their assignment to special status or responsibility which may include peace officer status and the right to carry arms;
(c) Advise on policies and procedures concerning the use of campus areas or facilities with respect to safety and security;
(d) Advise on means for minimizing the likelihood of campus emergencies, and advise on the response to emergencies which may arise;
(e) Advise on the participation of faculty, students, and staff in "monitoring" or in "building watch" activities if the need for such efforts arises;
(f) Advise on security arrangements with non-University law enforcement agencies under both normal and emergency conditions.
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b. Membership. Seventeen voting members appointed by the University President. Additional liaisons with Presidential approval.
(2) Two members are alumni, not members of the University faculty or staff. Alumni nominations are submitted to the President via the President of the Alumni Association in consultation with collegiate deans and other units on campus.
(3) Two members are staff via nominees generated by Staff Council.
(4) Two members are students. One student nominated from the Iowa Student Athletic Advisory Committee (ISAAC) and the second one nominated by the joint nominations committee of the UISG and ECGPS.
(5) Liaisons to the committee typically include designated representatives from the Office of the President, including the Office of Equal Opportunity and Diversity, the Office of the Senior Vice President for Finance and Operations, the Office of the Executive Vice President and Provost, the Office of the Vice President for Student Services, and the Athletics Department. These representatives are appointed by the President to facilitate and participate in the work of the committee.
(6) Committee is chaired by a faculty member; chair selection is made by the University President.
d. Officers. The officers of the PCA are a Chair (faculty, appointed by the President after consultation with the President of the Faculty Senate; the Chair serves at the pleasure of the President of the University) and a Vice Chair. The Vice Chair is elected by vote of PCA members either at the last PCA meeting of the spring semester or the first PCA meeting of the fall semester. A recording secretary will be provided by the Department of Athletics.
e. Terms of Members. Members of the PCA are appointed for a five-year term except for student members whose terms shall be one year. No person who has served for five years is eligible, upon completion of his or her term, for further service until he or she has been off the PCA for at least six months. The President of the University may waive the provisions of the foregoing sentence in the case of the Chair of the PCA, or of the Faculty Athletics Representative. The term of any person selected to fill a vacancy expires on the date which would have been applicable to the person whom he or she succeeded. For continuity and depth of experience within the committee, efforts should be made to stagger terms of appointments.
f. Removal. Because intercollegiate athletics is a subject in which there is great public interest and calls for members of unusual ability, discretion, and judgment, the President, upon request of one-fifth of the members (3) of the PCA and for reasons which seem adequate, may remove a member from the PCA and cause the vacancy thus created to be filled. The PCA, by three-fourths vote of its members (13), may remove a member and declare the seat vacant.
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