Policies

Bylaws of the University Council

Article I Preamble

Traditionally in an academic community in general and of Virginia Commonwealth University in particular, the faculty, students and administrators participate in the governance of the university. It is recognized that the legal authority to guide and regulate the university is vested by the Commonwealth of Virginia in the Board of Visitors and the President. It is also recognized that as a corollary of academic freedom, the university community has a collective responsibility for guiding the scholarly pursuits of the university. The University Council as a representative body of faculty, classified staff, students and administrators is established to communicate its views on University-wide issues to those exercising authority over the institution. To that end, the University Council serves to aid communication and understanding among the faculty, staff, students, and administration, and thereby to assist the President of the University to develop and evaluate university programs and policies.

Article II Name

The name of this organization shall be the University Council of Virginia Commonwealth University.

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Article III Membership

The University Council shall be composed of the President of the University, and of administrative, faculty, classified staff and student members.

Section 1. Administrative

  1. There shall be ten (10) administrative members to include the following: Provost and Vice President for Academic Affairs, Vice President for Health Sciences, Senior Vice President for Administration, Vice Provost for Student Affairs, Assistant Vice President for Human Resources and Vice President for Research and Graduate Studies. Four academic deans and two alternates shall be elected by and from the deans of the academic Schools. (For purposes of this document, academic Schools are: Allied Health Professions, the Arts, Business, Community and Public Affairs, Dentistry, Education, Medicine, Nursing, Pharmacy, Social Work, and the College of Humanities and Sciences. Henceforth, these electing units shall be referred to as schools in this document.)

  2. The following university administrators shall be ex officio members of the University Council (with voice, without vote): Vice President for Advancement, Vice Provost for Continuing Studies and Public Service and Director of University Library Services.

Section 2. Faculty

  1. There shall two (2) faculty members elected from each of the Schools. One (1) member shall be elected from the professional faculty of the University Libraries Services and four (4) shall be elected by and from the Faculty Senate.

  2. The elected faculty members of the University Council shall be known as the Faculty Caucus and shall elect a chairman from its membership. Of the two (2) Faculty Caucus members elected per school, at least one (1) shall be tenured.

  3. Each school shall elect one (1) faculty member to serve as an alternate on the University Council. The Faculty Senate and the professional faculty of the University Libraries Services, likewise, shall each elect one (1) faculty member to serve as an alternate. The alternate shall have voice and vote when substituting for a regular faculty member of the University Council.

  4. Nominations of faculty to serve on the University Council shall be made by a Nominating Committee appointed by the dean of the school. This committee shall be composed of faculty eligible to vote. The definition of faculty eligible to vote shall include all full-time faculty and chairmen but shall exclude those persons with "dean" or "director" in their titles. The Nominating Committee shall solicit nominations from throughout their school as well as from an open meeting of the school, to which all members of a school's faculty have been invited two (2) weeks in advance and at which nominations have been indicated to be an agenda item. A secret ballot of the nominees shall be mailed to all faculty eligible to vote and election shall be by a majority vote of those voting.

Section 3. Students

  1. There shall be ten (10) student members to be proportioned as follows: four (4) students plus two (2) alternates shall be appointed by the MCV Student Government Association, and six (6) students plus two (2) alternates shall be appointed by the Academic Campus Student Government Association.

    There shall be at least one (1) graduate student and one (1) undergraduate student selected from each campus. (For purposes of this document, medical and dental students will be considered as part of the graduate student body.)

  2. Student representatives and alternates shall be selected in accordance with established procedures for representation on university governance bodies as outlined in the respective governance document of each campus student association. Alternate student representatives, two (2) from each campus, shall have voice and vote when substituting for a regular student member.

  3. The student government groups on each campus, in conjunction with established graduate student groups, shall ensure that the graduate student positions are filled.

Section 4. Classified Staff

  1. There shall be ten (10) classified staff members and two alternates selected by the Classified Staff Advisory Committee.

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Article IV Terms of Office of University Council Members

Terms of office for all members of the University Council shall begin at the start of the academic year.

Section 1. Administrative Members

  1. The Administrative members of the University Council named in Article III, Section 1, are members by virtue of their administrative office and there are no specified terms of office; however, the four (4) academic deans and two alternates shall be elected by and from the deans of the Schools shall serve for a two (2) year term renewable once for no more than four (4) years. Eligibility for re-election after the completion of two successive terms is allowed after the dean has sat out a full term of two (2) years.

Section 2. Faculty Members

  • Faculty members shall serve on the University Council for a two (2) year term renewable once for no more than four (4) years. Eligibility for re-election on completion of two (2) successive terms is allowed after the faculty member has sat out a two (2) year term. A term of less than one-half of an academic year shall not be considered a full term for the purposes of this provision; a term of one-half of an academic year or more shall be considered a full term for the purposes of this provision. There is no limitation on the number of successive terms a faculty member may serve as alternate.

  • Faculty representatives from the same school shall serve staggered terms.

    Section 3. Student Members

    1. Student members shall serve on the University Council for a one (1) year term and are eligible for re-appointment. No student may serve on the Council for more than four (4) consecutive years.

    Section 4. Classified Staff Members

    1. Classified staff members shall serve on the University Council for a two (2) year term renewable once for no more than four (4) years. Eligibility for re-selection on completion of two (2) successive terms is allowed after the classified staff member has sat out a two (2) year term. A term of less than one half of an academic year shall not be considered a full term for the purposes of this provision; a term of one-half of an academic year or more shall be considered full term for the purposes of this provision.

    Section 5. Vacancies

    1. Should a vacancy occur for any dean, faculty, classified staff or student member of the University Council, the elected alternate shall fulfill the unexpired term. A new alternate shall then be elected or selected.

    2. Administrator vacancies other than Deans shall be filled on an interim basis through appointment by the President of the University.
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    Article V Officers

    Section 1. Terms of Officers of the Council

    With the exception of the Chairman, officers shall be elected annually by and from the voting members of the Council at the first meeting of the Fall Semester.

    Section 2. Duties of Officers

    1. The President of the University shall serve as Chairman of the University Council and shall preside over the Council meetings.

    2. In absence of the Chairman, the Vice Chairman, shall assume the duties of the Chairman.

    3. Secretary, shall be responsible for the review of minutes of the Council meetings and shall ensure that proper notice is given of all meetings and shall ensure that all documents or papers pertaining to the actions of the Council be prepared. In addition, the Secretary shall ensure that attendance records are maintained. All records and documents relating to the Council shall be maintained in the President's Office.

    Section 3. The Parliamentarian

    The Parliamentarian shall be appointed annually by the Chairman; shall advise the Chairman; and shall be available for consultation by any Council member.

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    Article VI Meetings

    Section 1. Schedule

    1. Regular monthly meetings of the Council shall be scheduled during the academic year.

    2. Special meetings of the Council may be called by the Chairman, or shall be called upon written petition of fifteen (15) Council members.

    Section 2. Agenda

    The agenda for University Council will be set by the Chairman and will include any agenda items submitted by members of the Council.

    Section 3. Quorum

    The quorum for regular and special meetings of the Council shall be a majority of voting members.

    Section 4. Observers

    Any member of the University faculty, administration, classified staff or student body may attend a meeting of the Council as an observer without voice or vote. Permission to speak may be granted at the discretion of the Chairman of the Council.

    Section 5. Attendance

    All members shall be expected to attend Council meetings regularly. The Secretary shall keep a roll at each meeting. If a member is absent and not represented by an alternate for two (2) consecutive regularly scheduled meetings or three (3) regularly scheduled meetings in one academic year, the Secretary shall inform that member's appointing or electing constituency.

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    Article VII Functions

    Section 1. Policy Recommendations

    1. The University Council shall receive reports or recommendations from appropriate subunits or an assignment from the President of the University to review and recommend new policies or changes in existing policies on various matters of concern to the university community. Reports, recommendations and/or assignments may be in the areas of university-wide policies; such as promotion, tenure, leave, records, and grievances; academic affairs such as new degree proposals, grading and curriculum, curricula plans and policies regarding reorganization, reduction or termination of programs; issues affecting the quality of student life; matters affecting the conduct, climate and support of scholarly activity; and planning of facilities and programs in pursuit of university goals and objectives. Upon review by the appropriate committee of the University Council, the Council shall deliberate and formulate final recommendations to the President of the University.

    2. In performing its function, the University Council may initiate discussion and review recommendations and reports from other sources. Issues considered by the University Council shall be comprehensive in nature, entailing broad policy or governance principles. In order to ensure that the various university constituencies have adequate time to provide feedback to University Council on proposed policies, and other matters of concern, the Council will make every reasonable effort to ensure the Faculty Senate, the MCV Student Government Association, the Academic Campus Student Government Association, and the Classified Staff Advisory Committee receive copies of pertinent reports, policies, and other matters of concern at least two (2) months before Council issues any recommendations on matters of major university concern. Recommendations of the Council shall be transmitted directly to the President of the University.

    Section 2. School Governance

    1. The University Council shall ensure that school governance bylaws have been developed and adopted by each school. The nature of the school governance structure shall be left to the individual school.

    2. The Committee on Faculty Affairs shall regularly review the governance structure of each school in order to ensure that there is representative governance in each school.

    3. Representative governance shall be defined as the right of participation in the school or college's governance structure by all full-time faculty members(including tenure and non-tenure track) who hold appointments or joint appointments in that school or college. Participation includes the right to discuss on the floor and vote on all matters coming before meetings. Whether part-time faculty members should have the prerogative to take part in meetings of the faculty should be decided by each school or college.

    Section 3. Constructive Recommendations

    As a body of knowledge in a particular area accumulates as a result of University Council deliberation and study, certain insights into problems with existing procedures or policies may become evident. Constructive recommendations concerning academic faculty, student, or classified staff affairs shall be communicated to the President of the University.

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    Article VIII Committees

    Section 1. Creation and Classification

    1. There shall be two types of committees: standing committees and special committees. There shall be four (4) standing committees of the University Council and a Faculty Caucus:

      1. Committee on Academic Affairs

      2. Committee on Faculty Affairs

      3. Committee on Student Affairs

      4. Committee on Classified Staff Affairs

    2. The University Council shall have the power to establish any special committees deemed as necessary to the performance of its functions. All elected members of committees shall serve for a term concurrent with and not to exceed their terms in the University Council. Non-University Council members may be added to any committee.

    Section 2. Committee on Academic Affairs

    Members of the Committee on Academic Affairs shall include the Provost and Vice President for Academic Affairs who shall chair the committee; six (6) faculty members elected by the Faculty Caucus (three from each campus); two (2) administrators elected by and from the four (4) deans serving on the University Council; two (2) students elected by the ten (10) student members of the University Council (at least one shall be a graduate student). The Vice President for Health Sciences, the Vice President for Research and Graduate Studies, and the Director of Library Services shall serve ex officio (with voice, no vote). Among its duties shall be to:
    • Serve as a deliberative and consultative body with authority to study, report and recommend action on matters relating to the curriculum and academic policies of the University.

    • Receive, review and upon approval, transmit to the Council proposals for new degrees, policies for termination of degrees, and other academic plans and policies of institutional importance.

    Section 3. Committee on Faculty Affairs

    Members of the Committee on Faculty Affairs shall include: eight (8) faculty members elected by and from the Faculty Caucus, four (4) from each campus, one (1) of whom must be a faculty senator. The Faculty Caucus shall elect one (1) of its members to chair the committee. This committee shall also include two (2) administrators elected by and from administrators serving on the Council, two (2) students elected by and from student members of the Council and two (2) classified staff elected by and from the classified staff members of the Council. This committee shall:
    • Serve as a deliberative and consultative body with authority to study, report, and recommend to the University Council policies and procedures bearing on faculty concerns, and quality of the work environment related to issues such as recruitment, appointment, promotion, tenure, retirement, educational leave, and fringe benefits.

    Section 4. Committee on Student Affairs

    Members of the Committee on Student Affairs shall consist of seven (7) students selected as follows: two (2) students from each campus appointed by and from the student caucus of the University Council; one (1) student appointed by the MCV Student Government Association and two (2) student appointed by the Academic Campus Student Government Association; two (2) faculty members elected by and from the faculty caucus of the Council; and two (2)administrators, the Vice Provost for Student Affairs and one (1) administrative member elected by and from the administrative members of the Council; and two (2) classified staff elected by and from the classified staff members of the Council; the Dean of Student Affairs; the Dean of Student Affairs for the MCV Campus, and the student representative to the Board of Visitors shall serve as ex officio members (with voice, no vote). A student member shall chair this committee. This committee shall:
    • Serve as a deliberative and consultative body with authority to study, report, and recommend to the University Council policies and procedures bearing on student concerns and the quality of student life.

    Section 5. Committee on Classified Staff Affairs

    Members of the Committee on Classified Staff Affairs shall consist of six (6) classified staff members elected by and from the University Council Classified Staff members; two (2) faculty elected by and from the University Council faculty members; two (2) administrators elected by and from the University Council administrative members; and two (2) students elected by and from the student members of the University Council. This committee shall:
    • Serve as a deliberative and consultative body with authority to study, report, and recommend to the University Council policies and procedures bearing on classified staff concerns, and the quality of the work environment.
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    Article IX Parliamentary Authority

    The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the University Council 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 University Council may adopt.

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    Article X Amendment and Periodic Review of Bylaws

    Section 1.

    1. These bylaws may be amended at any regular meeting of the University Council by a two-thirds vote of the Council membership provided that the amendment has been submitted in writing at the previous regular meeting. Such amendments shall not become effective until approved by the President and Board of Visitors.

    2. A review of these bylaws shall occur at least every five (5) years.

    Approved by University Council: March 21, 1982
    Effective: March 21, 1982
    Revised document approved by University Council: May 1, 1986
    Revised document approved by University Council: April 6, 1994
    Revised document approved by Board of Visitors: May 19, 1994

    Web version created April 1996
    Office of Institutional Research and Evaluation

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