We, the members of The University of Texas System Student Advisory Council (UTSSAC) to the U.T. Board of Regents, do hereby adopt these organizational guidelines for the purpose of providing input to the Chancellor and to the U.T. Board of Regents of The University of Texas System on issues of student concern.
1.1 Each individual institution shall establish the means for selecting the members that represent that institution. The number of representatives from each institution is to be determined by the Chancellor of The University of Texas System.
1.2 A student, in order to be eligible for appointment, shall be currently enrolled and in good standing, as determined by his or her institution.
1.3 An individual shall remain a member of the Council until replaced by his or her institution or expelled by the Council, as provided in 1.4 below.
1.4 If a member is unable to attend a Council meeting, it is that member's responsibility to inform the Chair and one of the UT System staff liaisons that he or she will not be able to attend all or part of the meeting.
1.5 Members shall have the following duties:
2.1 The Council will have the following officers who comprise the Executive Board:
2.2 The Chair shall have the following duties:
2.3 The Vice-Chair shall have the following duties:
2.4 The Administrative Assistant shall have the following duties:
2.5 The Historian shall have the following duties:
2.6 Officers shall be elected at the last meeting of each academic school year by the following process:
2.7 An officer may be removed by a two-thirds vote of the Council for failure to perform the duties as described in Sections 2.2, 2.3, 2.4, and 2.5.
2.8 In the event of a vacancy in the Office of the Chair, the Vice Chair shall assume the duties of the Chair; all other vacant offices shall be replaced following the procedure outlined in Section 2.6.
3.1 The Council shall meet at least three times in an academic year. The tentative schedule for the meetings shall be determined by the UT System Staff Liaison before the beginning of the next academic year.
3.2 No vote can be conducted in the absence of a quorum. A quorum shall consist of at least half of the membership of the Council plus one.
3.3 Robert's Rules of Order shall be the official guidelines for procedures of the Council insofar as it benefits the purpose of the Council.
4.1 These Guidelines may be amended by the following procedures:
5.1 The Executive Committee shall be composed of the Chairs of the Standing Committees, the Chair, Vice-Chair, Administrative Assistant, and Historian of the Council.
5.2 In addition, there shall be the following standing committees:
5.3 Members serve on two standing committees.
5.4 Ad hoc committees shall be established by the Chair of the Council as deemed necessary.
5.5 Membership to ad hoc committees shall be determined by the Chair of the Council.
5.6 All committees will select a chair, vice-chair, and administrative assistant by simple majority vote of all those members present at the first meeting of the academic year (September).
5.7 The chair of the committee is responsible for all resolutions, recommendations, and information items which shall be prepared for the Council prior to consideration.
5.8 The committee administrative assistant will maintain, on the SharePoint portal, a roster of committee members and minutes and submit same to the Council's administrative assistant at each meeting.
5.9 If more than one representative from a component institution is present, the institution must be represented at each full committee session.
6.1 Any member of the UTSSAC may introduce a topic, recommendation, or resolution by contacting the Chair to place the item on the next meeting agenda for introductory discussion.
6.2 The sponsoring member shall provide an electronic copy of all research and background materials prior to introduction at a Council meeting.
6.3 Recommendations and resolutions shall have a multi-component focus. Individual campus issues shall be explored with component administrators prior to any form of consideration of the Council.
6.4 Recommendations, resolutions, and other items shall be provided to the Office of the Chancellor and the Executive Vice Chancellors for Academic and Health Affairs via the UT System Staff Liaison.
7.1 Resolutions, recommendations, and other items prepared in advance of a meeting should be typed and double-spaced to allow for corrections and amendments and be made electronically available at the time of the meeting.
7.2 Introduction is given by a sponsoring member.
7.3 The UTSSAC Chair will refer the resolution to a standing or ad hoc committee.
7.4 The committee administrative assistant will take minutes of all meetings of the committee.
7.5 Final resolutions, recommendations, and other items will be approved by a simple majority vote of the committee members present.
7.6 The committee administrative assistant will provide electronic copies of resolutions, recommendations, or other items for all members of the Council and UT System Staff Liaisons prior to consideration during committee reports.
7.7 Resolutions, recommendations, and other items shall be approved by a two-thirds vote of the Council members present.
7.8 Resolutions, recommendations, and other items shall be provided in final form by the committee administrative assistant and posted on the SharePoint portal within one week after the conclusion of the meeting.
7.9 The Council Chair will forward the resolutions, recommendations, and other items, to the UT System Staff Liaisons.
7.10 A copy of all resolutions, recommendations, and other items shall be included in the Minutes of the meeting.