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Handbook of Operating Procedures
Chapter 6 - University Committees
Publication Date: February 9, 2012
Responsible Executive: President

 

6.01 University Committees


I. POLICY STATEMENT


Rule 20201, Section 4, Part 4.8 of the Rules and Regulations of the Board of Regents, provides that the President of the component institution shall appoint or establish procedures for the appointment of all faculty, staff, and student committees. Other committees, councils, or assemblies that, through approval of the Handbook of Operating Procedures (HOP), are specifically authorized as elected bodies or required by a federal agency, may also be established and must follow the guidelines outlined in this policy.  


II. RATIONALE


This policy provides a framework for the different types of university committees at The University of Texas at San Antonio (UTSA), and guidelines for their establishment, operation, and responsibilities.


III. SCOPE


This policy applies to the following university committees: University Standing Committees, University Building Committees, Internal Committees for Administration, Internal Committees of Legislative Bodies, University Ad Hoc Committees, Institutional Compliance & Safety Committees, Research Compliance Committees, and other committees, councils or assemblies.


IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter6/6-1.html


V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


UTSA or UT System Policies or the Board of Regents Rules & Regulations

  1. The University of Texas System (UT System) Board of Regents' Rule 20201, Section 4, Part 4.8

VI. CONTACTS


  • If you have questions regarding HOP policy 6.01, University Committees, contact the following office:

    Office of the President
    210-458-4101



    VII. DEFINITIONS


    University Standing Committee
    A permanent committee appointed or established by the President to consider and advise on matters pertaining to a designated subject. University Standing Committees of UTSA shall be classified as one of the following:

    • Faculty affairs committees,
    • Student services and activities committees, or
    • Institutional committees.

    University Ad Hoc Committee
    A committee formed for a specific task or objective, and dissolved after the completion of the task or achievement of the objective.


    VIII. RESPONSIBILITIES


    1. President or his/her designee
      1. Appoints or establishes procedures for the appointment of faculty, staff, and student committees.
      2. Appoints University Standing Committees.
      3. Appoints University Ad Hoc Committees.
      4. Defines the charge for a University Standing Committee and designates a chairperson.
    2. University Standing Committee
      1. Appointed or established by the President or his/her designee.
      2. Provides guidance and recommendations on improving the operation and administration of the university.
      3. Assists in the preparation of policies and procedures, as necessary.
    3. Chairperson of University Standing Committee
      1. Convenes committee members. 
      2. Submits an annual report on the activities and recommendations of the committee by August 31 of each year.
      3. Follows the general operational guidelines as outlined on the University Standing Committee website.
    4. Vice President for Research
      1. Responsible for appointing members of the Research Compliance Committees in accordance with Federal Regulations or law.
      2. Coordinates with the Committee on Committees to determine faculty vacancies and position requirements.

  • IX. PROCEDURES


    1. Overview of Committees at UTSA
      In the operation and administration of the university, committees are often established to provide assistance and advisory support in the review and management of specific assignments or issues of institutional importance. At UTSA, the type of committee established is based on the issue or assignment under consideration. This policy seeks to provide a framework for the different institutional committees and their purpose. Additional guidelines may exist for each of the committees within the respective unit assigned to oversee the particular committee.

    2. University Standing Committees
      1. In order to review and assist with the academic, student, and institutional administration of UTSA, the President has the authority to appoint University Standing Committees as deemed necessary. The University Standing Committees will serve in an advisory role to the President and provide guidance and recommendations on improving the operation and administration of the university and assist in the preparation of policies. The President is an ex-officio member of all University Standing Committees. Standing Committees of UTSA shall be classified as one of the following:
          1. Faculty Affairs committees,
          2. Student services and activities committees, or
          3. Institutional committees.

        The President has the authority to define the charge for a standing committee and designate the chairperson. The chair of each standing committee shall be responsible for convening the committee members and for submitting an annual report on the activities and recommendations of the standing committee by August 31 of each year. All standing committees, the charge of each committee, its membership structure, current members, and general operational guidelines are outlined on UTSA's website at www.utsa.edu/gov/Standing%20Committees.html.

      2. University Standing Committee on Committees
        The responsibility of the University Standing Committee on Committees is to assist the President in the recommendation and establishment of new University Standing Committees. The Committee on Committees will also assist in the appointment of the members for the UTSA standing and institutional compliance and safety committees. In submitting nominations for members of standing committees, and institutional compliance and safety committees to the President, the committee will provide in all cases a panel containing at least three (3) names for each faculty committee vacancy. In addition, the Committee on Committees will work with the Vice President for Student Affairs to identify students to serve on the standing committees. The Committee on Committees will also solicit nominations from the Vice Presidents to identify staff members to serve on the standing committees.

        The Committee on Committees will work with the Office of the Vice President of Research to determine faculty vacancies on the research compliance committees and position requirements. The Committee on Committees shall solicit faculty nominations and provide to the Office of the Vice President of Research a  nominations panel containing at least three (3) names for each faculty committee vacancy.

    3. University Building Committee
      Under Regents' Rule 80302, a Building Advisory Committee may be constituted for each institution. The composition and responsibilities of the UTSA Building Advisory’s Committee [referred to as UTSA Master Plan Management Committee] are outlined on UTSA's website at www.utsa.edu/gov/Standing%20Committees.html.

      The President may also appoint Ad Hoc Project Building Committees as provided in the Regents' Rules and Regulations to advise in the preparation of a detailed program of needs for each project. The composition of any Ad Hoc Project Building Committee shall be composed of, but not limited to, representatives of the departments or divisions that will occupy the building. The chairperson of the UTSA Master Plan Management Committee shall be an ex-officio member of each Ad Hoc Project Building Committee. The Ad Hoc Building Committee shall work with UT System Administration’s Office of Facilities Planning and Construction (OFPC) to prepare a facility program in accordance with the Facilities Programming Guidelines maintained by OFPC.

    4. Internal Committees for UTSA Administration
      The President, Vice Presidents, College Deans, Department Chairs, and the Executive Director of the Institute of Texan Cultures may appoint internal committees as are necessary to the operation of their respective units.

    5. Internal Committees of Legislative Bodies
      Committees of the University Assembly, Faculty Senate, and the Graduate School Council may constitute such internal committees as are necessary to the conduct of their business. The President may refer matters to the University Assembly directly, to the Faculty Senate through its Chair, and to the Council on Graduate Education through its Chair.

    6. University Ad Hoc Committees
      The President or his/her designee shall appoint, prepare the charge, and have oversight of University Ad Hoc Committees except for the elected and ex-officio members of certain committees as provided in the Regents' Rules and Regulations and the UTSA HOP. University Ad Hoc Committees will be created by the President for a definite period of time and with a specific charge.

    7. Institutional Compliance and Safety Committees
      The Institutional Compliance and Environmental Health and Safety Committees shall be those committees recommended or required under Federal Regulations or law and shall include, but are not limited to, Institutional Biosafety Committee, Laboratory Safety Committee, Radiation and Laser Safety Committee, and Chemical Safety Committee. The President shall follow the committee membership guidelines as outlined by Federal Regulations and law, and will appoint the members of the Institutional Compliance and Safety Committees based upon recommendations from the Vice Presidents. The President or his/her designee will manage these committees to ensure university compliance with Federal Regulations and the law.

    8. Research Compliance Committees
      The Research Compliance Committees shall be those committees recommended or required under Federal Regulations or law and shall include, but are not limited to, Institutional Animal Care and Use Committee, Institutional Review Board for the Protection of Human Subjects, and the Conflict of Interest in Research and Intellectual Property Committee. The President has delegated the appointment of members of the Research Compliance Committees to the Vice President for Research. The composition of these committees shall be in accordance with Federal Regulations or law. The Institutional Official (IO) as required under these regulations will oversee the management of these committees to ensure university compliance with Federal Regulations and the law.

    X. SPECIAL INSTRUCTIONS FOR IMPLEMENTATION


    None


    XI. FORMS AND TOOLS/ONLINE PROCESSES


    None


    XII. APPENDIX


    None