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Organizational Guidelines

Officers || Meetings || Amendment Process || Committees || General Guidelines || Procedures

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.

MEMBERSHIP

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.

  • Members are expected to be in attendance of Council general session and committee meetings until their adjournment on Friday or Saturday. Any member who fails to stay in attendance will be assessed an unexcused half absence for that day. A member may be expelled from the Council for having two unexcused absences from separate Council meetings or four unexcused half absences.
  • It is the prerogative of the Chair, in consultation with one of the UT System staff liaisons, to excuse absences.

1.5 Members shall have the following duties:

  • To attend any and all meetings called by the Chair.
  • To notify the Chair when unable to attend a meeting.
  • To serve on committees as appointed by the Chair. All members will serve on at least two of the standing committees.
  • To vote on any and all motions that come before the Council.

OFFICERS

2.1 The Council will have the following officers who comprise the Executive Board:

  • Chair
  • Vice-Chair
  • Administrative Assistant
  • Historian
  • Any other temporary officers that are deemed necessary by the Chair, subject to a two-thirds vote of the members present.

2.2 The Chair shall have the following duties:

  • To preside over all meetings of the Council, the Executive Board and the Executive Committee.
  • To establish and appoint members to ad hoc committees.
  • To serve as a member of the Executive Committee and Executive Board.
  • To vote to break a tie.
  • To declare members' absences excused or unexcused.
  • To set, in consultation with the UT System staff liaisons, the Agenda.
  • To make all final decisions with regard to parliamentary procedure.
  • To call executive sessions as deemed necessary, which may be vetoed by two-thirds roll call vote of the Council as a whole.
  • To appoint or establish a process fro nameing members to any UT System committee or task force.
  • To attend meetings of the U.T. Board of Regents, as necessary. This includes sitting on the Board of Regents Campus Life Committee.

2.3 The Vice-Chair shall have the following duties:

  • To call the meeting to order.
  • To assume the duties of the Chair in the absence of the Chair.
  • To ensure that the provisions of these Guidelines, as well as those sections of Robert's Rules of Order that are not superseded by these Guidelines, are followed.
  • To serve as a member of the Executive Committee and Executive Board.
  • To monitor work of the committees including the United to Serve project.
  • To be responsible for committee reports.
  • Assist the Chair in the preparation of all meetings.

2.4 The Administrative Assistant shall have the following duties:

  • To keep clear and accurate records of the proceedings of the meetings of the Council. This responsibility includes working with the individual in charge of maintaining the UTSSAC webpage, SharePoint portal and LISTSERV.
  • To electronically post records of the proceedings and notify the Chair within two weeks of the conclusion of the meeting.
  • To post electroncially letters, resolutions, recommendations, and information items to the Chair within one week of the conclusion of the meeting.
  • To call the roll at each regular meeting and declare the presence or absence of a quorum.
  • To serve as a member of the Executive Committee and the Executive Board.

2.5 The Historian shall have the following duties:

  • To keep accurate record of the history of the Council. This includes:
    • a) Cataloging all issues, past and present, that come before the Council as a whole or in committee.
    • b) Being available to brief committees on issues that have come before the Council in the past.
  • To collaborate with the individual in charge of maintaining the UTSSAC webpage, SharePoint portal and LISTSERV in updating the Council's recommendation to archive on the UTSSAC webpage.
  • To serve as a member of the Executive Committee and the Executive Board.

2.6 Officers shall be elected at the last meeting of each academic school year by the following process:

  • The Chair shall call for nominations.
  • Each nominated member shall have an opportunity to address the Council the day of nomination.
  • The vote for new officers will be taken by secret ballot when more than one person is seeking the position. The ballot is to be counted by the Vice Chair and UT System Staff Liaison. If the Vice Chair is on the ballot being counted, another Student Advisory Council member will count the ballots with the UT System Staff Liaison.

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.

MEETINGS

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.

AMENDMENT PROCESS

4.1 These Guidelines may be amended by the following procedures:

  • Any member, upon recognition by the Chair, may propose an amendment to the Guidelines.
  • The UT System Staff Liaisons may suggest changes in the Guidelines that would result in more fluid Council operations. .
  • Given a two-thirds vote, the Amendments shall become part of these Guidelines.

COMMITTEES

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:

  • Academic Affairs Committee
  • Health and Graduate Affairs Committee
  • Student Faculty and Employee Campus Committee
  • Legislative and Financial Affairs Committee

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.

GENERAL GUIDELINES

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.

PROCEDURE FOR THE PASSAGE OF RECOMMENDATIONS, RESOLUTIONS, AND OTHER ITEMS

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.

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