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University Academic Advising Community Bylaws

PREAMBLE

As educators and problem solvers, we advocate for students as they navigate their personal journey of higher education and attain their academic goals. Through inclusion and connection, we open doors to new opportunities for self-awareness and growth, empowering students to define their roles as citizens within local and global communities.

Article I- Purpose & Mission

  1. The University Academic Advising Community (UAAC) is made up of all individuals who have an academic advising or advising adjacent role at the University of Utah. UAAC advocates for the academic advising community by creating inclusive opportunities for advisors to develop skills, expand knowledge, and build community through information sharing, networking, and professional development. This is accomplished through community meetings, committees, trainings, and an annual conference.

Article II - Membership

  1. Membership is open to all those with an academic advising or advising adjacent role.
  2. Participation in UAAC monthly meetings, events and committees is open to all campus partners.
    1. Subscription to the UAAC list serv is open to all interested parties.

Article III - Executive Committee

  1. The Executive Committee is the primary body representing UAAC to the University of Utah campus, sets the agendas for UAAC Meetings and oversees the UAAC budget.
    1. Voting membership includes: UAAC Chair and Vice Chair, one representative from each UAAC committee (either a Chair or one of the Co-Chairs), one representative from each UAAC Program, and an Academic Senate representative (1).
    2. Non-voting members include: The Associate Dean of the Academic Advising Center and one Recorder
  1. All positions on Executive Committee are elected using the following processes
    1. The Chair and Vice Chair, chosen by secret ballot who serve for two years on an alternating vacancy. Traditionally, the Vice Chair is elected for one year before transitioning to the Chair position for their second (and final) year. The Chair and Vice Chair set the direction for UAAC as a whole, lead UAAC meetings and preside at UAAC Executive Committee meetings. Upon election, the UAAC Chair and Vice Chair shall transition out of leadership in any UAAC subcommittees (if applicable). The UAAC Chair and Vice Chair should not serve as UAAC committee chairs.
    2. The UAAC Recorder is selected by the UAAC Executive committee as needed (ideally during the May monthly meeting to coincide with other elections). Nominations to this position are open to all and will be advertised by the Executive Committee. The recorder serves for a period of two years, with the possibility of extension. The Recorder maintains the records of UAAC: taking minutes at meetings,  uploading the minutes to the Canvas module, as well as other duties throughout the meeting.
      1. If a UAAC Chair or Recorder vacancy arises before the expiration of the two year term, the remaining UAAC Chair in collaboration with the Exec Committee may appoint replacements from among the membership of UAAC for the remainder of the term or hold an election for a new Chair to serve out the remainder of the term.
    3. The Academic Senate delegate will be elected by a majority vote from UAAC and serve for a two year term. Nominations to this position are open to all and will be advertised by the Executive Committee. UAAC will have one delegate who attends open Academic Senate meetings as an ex-officio member. The delegate will report to the UAAC Executive Committee on the activities of the Academic Senate and the committees which report to the Academic Senate. They will serve as advocates for policies favorable to student success and the advancement of academic advising as a profession at the University.
    4. UAAC Committee members will elect their Chairs/Co-Chairs from within their own membership, determined by their own voting procedures. These procedures should include term lengths (suggested between 1 to 3 years), voting procedures, etc. Only those with an academic advising or advising adjacent role can serve as Co-Chairs of UAAC Committees.
    5. UAAC Program Chairs will be appointed by the Executive Committee for their first term and then elected by UAAC for any continuing terms of the positions. Nominations to this position are open to all and will be advertised by the Executive Committee.

Article IV - Committees and Program Chairs

  1. Members of UAAC are encouraged to join a UAAC Committee to advance their advising skills and knowledge. The UAAC Executive Committee may develop changes and roles for UAAC Committees, and may create or dissolve UAAC Committees or Program Chair positions by a majority vote of the UAAC Executive Committee body. Campus-wide advisors may join a committee at any time, but typically there is a call for members at the beginning of each fall semester.
  2. Current UAAC Committees include:
    1. Advisor Advocacy & Promotion
    2. Advisor Awards
    3. Assessment of Advising
    4. Conference Planning
    5. Theory to Practice
  3. Current UAAC Programs include:
    1. Mentoring Program (Co-Chairs)
  4. The UAAC Committee Chairs/Co-Chairs are set by each committee (see Article III.2.c). UAAC Committee and task forces members will elect their Chairs/Co-Chairs from within their own membership.
  5. UAAC Committees are encouraged to create and vote upon guidelines within their committee membership to provide guidance as to their membership, meetings, purpose, leadership and activities while also adhering to the UAAC bylaws.

Article V - Funds

  1. All funds are distributed through the Academic Advising Center budget line.
  2. The UAAC Executive Committee will draft a budget proposal in December. The Chair and Vice Chair are responsible for meeting with the Associate Dean of the Academic Advising Center in January to submit this budget proposal for UAAC.
  3. Once funds are approved all budgetary spending must be approved by a majority vote of the Executive Committee.
  4. All spending will go through the Chair from the Academic Advising Center to be requested and finalized.

Article VI - Meetings

  1. UAAC Monthly Meetings will be held on the third Thursday of each month, with exceptions occurring during the summer and on an as-needed basis. Time for UAAC events and community building are traditionally incorporated within the December and May meetings. The purpose for the UAAC Meetings is to communicate and share information to advisors throughout campus, build community within the advising role, and provide UAAC Committees, Delegates, and Program Chairs an opportunity to provide updates.
  2. UAAC Executive Committee meetings will be held once a month, typically the Tuesday the week before the larger UAAC Meeting. The purpose of these meetings is to plan for the UAAC Monthly Meetings and collaborate on upcoming Committee, Delegate or Chair projects.
    1. Annual Executive Team retreat to occur each May/June depending on orientation timeline
  1. UAAC will have an annual UAAC Conference in spring to promote advising best practices, develop community, and recognize campus excellence in the profession. The finalists and recipients of the annual UAAC Outstanding Advisor of the Year Award will be recognized and announced.

Article VII - Communication

  1. Dissemination of information is housed within the UAAC email (uaac@advising.utah.edu). Relevant information for advisors and campus partners can be sent
    1. Access to this shared inbox is restricted to:
      1. Current UAAC Chair and Vice Chair
      2. Ex-officio Associate Dean
      3. Program Manager for Technology
  2. Canvas Course
    1. Either the UAAC Chair or Vice Chair will be the main administrator of the UAAC Canvas and will be able to add and remove members as needed
    2. The UAAC Recorder will have administrator access to the Canvas page and will upload agendas, minutes, and other materials as needed
    3. All UAAC Committee Co-Chairs have ‘teacher’/administrator access to edit their own individual committee pages

Article VIII - Ratification

  1. The Executive Committee will revisit these bylaws once a year during the summer annual retreat
    1. If changes need to be made, the bylaws will be ratified by majority vote

Article IX - Amendments

  1. Amendments can be presented by UAAC membership to the UAAC Executive Committee and ratified by a majority of the UAAC Executive Committee.

 

Last updated 6/28/22

Last Updated: 8/21/23