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Administration Boards, Committees and Councils |
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Administration Boards, Committees and Councils Administration Committees (whether termed board, council, court or committee) report to the chancellor or a vice chancellor. The committees have three principal functions: 1) to recommend policy, 2) to recommend operating procedures and practices, and 3) to recommend adjudications of conflicts or competing needs. The annual period of service for committees is from July 1 to June 30. The office principally concerned with the activities of a committee will provide reasonable administrative support. Chairpersons for certain committees are designated by the person to whom they report; some committees elect their chairpersons; and some committees are chaired by specified ex officio members. Each committee selects its own secretary. Selections of chairpersons and secretaries for the following year shall be accomplished at, or before, the last meeting of the year and reported in the annual report.
A recommendation to implement any changes regarding the description, duties, or composition of the committees shall be submitted to the provost. The recommended changes will be distributed to all the vice chancellors who appoint committees, to the head of the office advised by the committee (if there is one), and to the committee chair for comments. Following receipt of a recommendation, the provost will submit to the chancellor for approval or modification and will implement and promulgate.
Nominations and Appointments
Appointments will be made by the chancellor or the vice chancellor to whom the committee reports, and appointment is generally made from persons nominated through the processes described below, although appointment is not restricted to nominees. New appointments become effective at the beginning of the fiscal year. Appointments made to fill vacancies created in mid year may be made at the time the vacancy occurs.
Faculty positions on the administration committees are filled by a process that begins with nominations to the chancellor or vice chancellor made by the Committee on Committees, the academic dean of the college represented, or whomever is specified in the text on committee composition below.
Appointments of faculty are for three-year terms and are arranged so that approximately one-third of the faculty membership is new each year. After completing a term, faculty are not generally eligible for reappointment to the same committee for a succeeding term. However, there are several exceptions to term and succession specifications. The Institutional Review Board on the Use of Human Subjects, the Institutional Animal Care and Use Committee, and the Patent and Copyright Committee members have five-year terms and can be reappointed.
Chairpersons and heads of academic departments who serve on administration committees may do so as faculty representatives, but other administrators including deans and assistant and associate deans may not serve as faculty representatives.
Designated School, College, Office or Area Representatives on administration committees are appointed by the chancellor or vice chancellor following nominations by the dean or director of the unit represented. Ex officio members, such as “Director of Computing Services,” will be reminded of their need to serve by the person to whom the committee reports. Designated representatives and ex officio members will serve at the pleasure of the persons appointing them. Undergraduate student positions on administration committees are filled following recommendations by the Vice Chancellor for Student Affairs from nominees submitted by the Student Senate, or another body as indicated in the committee description, with the exception of the ROTC student positions—these are filled by the provost after consultation with the Air Force and Army ROTC commandants. Appointment of undergraduate students will be made by September 15th and will be for one-year terms. Student members may succeed themselves.
Graduate student positions are filled by the chancellor or vice chancellor who appoints the committee, following nomination by the Dean of the Graduate School, and consultation with the committee’s chairperson. Appointment of graduate students will be for one-year terms, and they may be reappointed.
Community Representatives to administration committees are chosen by the chancellor or vice chancellor who appoints the committee, after consultation with the committee’s chairperson. Community representatives are appointed for one-year terms, and they may be reappointed.
Staff positions (except designated positions) on administration committees are filled following recommendations by the Vice Chancellor for Finance and Administration from nominees submitted by the Staff Senate. Appointments are for three-year terms, and staff may not succeed themselves except at the discretion of the appointing vice chancellor when there is a special need.
The Committee on Committees, the Student Senate, or the Staff Senate will select at least two nominees for each undesignated position to be filled, after announcing vacancies, inviting applications, and obtaining the consent of anyone nominated. In consideration of the need to secure broad representation including female and racial minority members, lists of nominees will include name, sex, race, academic department (for faculty nominees), academic major and year or class (for student nominees) and job title and place of service (for staff).
Nominations and recommendations should be submitted to the office of the person who appoints each committee by May 1 each year, with the exception of the undergraduate student appointees as noted above.
Committee Responsibilities
A quorum (more than 50 percent of the members) is required to conduct business. Committees will meet at the call of the chairperson or on petition of more than 25 percent of the members. A minimum of two meetings shall be held each year; more meetings are encouraged as concerns and needs require. Each committee shall keep minutes and distribute them promptly to all members with the official copy to be filed in the Office of the Provost.
An annual report of that year's activities shall be filed by June 30 of each year by the chairperson with the Office of the Provost. The report should be submitted in electronic format, as a Word document. It should be succinct but comprehensive and should give prominence to any recommended revisions in policies, practices, and procedures of the University. The name of the person elected to chair the committee the following year should also be included in the report. The Office of the Provost will distribute copies of the annual reports to the chancellor and other vice chancellors. The provost is responsible for keeping the official file for administration committee activities and membership.
No later than June 30 each year, the appointing official for each committee should send a list of the members (new and continuing) with the chairperson indicated to the Office of the Provost. Recommended changes in committee structure, function, or membership should be reported promptly to that office. The provost will provide official committee structure, function, and membership for publication at the UA website.
Makes recommendations on the formulation of general policy for the operation and use
Membership consists of six students-at-large; two students appointed by ASG; one faculty member nominated by the Committee on Committees; one staff member nominated by the Staff Senate; two other faculty or staff members appointed by the Vice Chancellor for Student Affairs; a representative from the Alumni Association; and, ex officio, the Vice Chancellor for Student Affairs or his or her designee, the President of University Programs or his or her designee; the President of the Associated Student Government (ASG) or his or her designee; and, ex officio and nonvoting, the Associate Dean of Students, the Arkansas Union Advisory Committee advisor, and the Director of the Arkansas Union.
The members will elect a chairperson from among the six students at-large.
Biosafety Committee Recommends policies needed for biological safety in connection with research, including policies that provide for the safe performance of recombinant DNA and human pathogen research and policies that ensure compliance with the Guidelines of the National Institutes of Health and the Centers for Disease Control. Performs the institutional functions prescribed by the NIH Guidelines for the Institutional Biosafety Committee. Use and disposal of toxins is also included in the purview of the committee. University researchers initiating programs involving recombinant DNA or human pathogens shall contact the Office of Research Support and Sonsored Programs concerning registration of protocols with the committee.
Copies of meeting minutes and annual reports will be forwarded to the chairperson of the Health and Occupational Safety Council, as that council is responsible for coordinating the activities of the committees assigned to specific health-related or occupational safety areas.
Membership consists of five faculty members nominated by the Committee on Committees; one graduate student with a knowledge of recombinant DNA protocol; two persons not affiliated with the University of Arkansas (apart from their membership on the committee) representing the interest of the surrounding community with respect to health and protection of the environment, a representative of the University Health Center; and, ex officio and nonvoting, the Environmental Health and Safety Manager and the Director of Research Support and Sonsored Programs. The committee members shall collectively have expertise in recombinant DNA and human pathogen methodologies.
The Provost designates a chairperson from the faculty members.
Building Facilities Committee Functions as an advisory board to the Chancellor. It shall review and make recommendations concerning use of University facilities, and shall recommend priorities for construction and renovation projects.
Membership consists of one faculty member from each school and college (excluding the Graduate School); three deans' representatives (to rotate by college); a representative from the Division of Student Affairs; a representative appointed by the Dean of Students who shall represent the needs and concerns for campus physical access; two students, one of whom shall be a student with a disability; a representative from the Office of the Provost; and the Associate Vice Chancellor for Facilities Management or his or her designee.
Computing Activities Council Reviews, monitors, and recommends policies related to the needs, uses, budget allotments, and information control measures for computing facilities and functions as a hearing body for proposed modifications of those policies. Campus units responsible for computing resources will communicate in a timely manner to the computing activities council, for their review, plans that would affect the users of computing resources and facilities. Plans that should be communicated include statements of proposed policies and implementation standards (or changes in policy or implementation standards) and plans for the acquisitions and use of computing resources. Membership consists of one faculty representative nominated by the dean from each of the following: the Bumpers College of Agricultural, Food and Life Sciences, Fulbright College of Arts and Sciences, Walton College of Business, the Colleges of Education & Health Professions and Engineering, the Schools of Architecture and Law, and University Libraries; one faculty member chosen at large; one representative each from the Graduate School, the School of Continuing Education and Academic Outreach, the Registrar’s Office, Finance and Administration, and Student Affairs; one student; and, ex officio, the Vice Chancellor for Finance and Administration (serving as the chancellor’s representative), the Associate Vice Chancellor for Business Affairs, the Provost or his designee, and ex officio and non-voting, the Director of Computing Services. Representatives should be designated to speak for their unit in regard to information technology issues. The chancellor will appoint the members and name a chairperson from among them.
Conflict of Interest and Commitment Review Committee The CICRC is responsible for reviewing conflicts of interest and commitment issues referred to it, and recommending remedies for resolving, reducing or eliminating potential or real conflicts.
Disability Services Committee Monitors disability needs and services for students within the schools and colleges and promotes consistency among the approaches and services provided. Members will also provide a liaison between their school, college, or unit and the Center for Educational Access. The committee will be chaired by the Director of the Center for Educational Access and will meet at least once each term. Members will include a faculty representative nominated by the Chair of the Faculty Senate, a representative from the Registrar’s Office and Financial Aid, and, ex officio, one of the directors of the Teaching and Faculty Support Center chosen by the three co-directors. There will also be a representative from each dean's office to represent the school, college or unit. Each dean will nominate someone to represent the school, college or unit who holds the position of associate dean or a comparable position, who is knowledgeable regarding disability compliance needs and practices, and who is assigned to work with individuals in the school, college or unit in implementing policies and procedures in this area.
Emergency Preparedness
Council Recommends policies and plans for the development of emergency procedures.
Membership consists of three faculty members, one student representative from the Residence Halls Association; a representative from Carlson Terrace; a member of the Associated Student Government staff; a nonvoting representative from University Relations; and, ex officio, the Directors of the University Health Center, Transit and Parking, UA Police, University Housing, Facilities Maintenance; and the Environmental Health and Safety Manager.
The members will elect a chairperson from among the group.
Health and Occupational Safety Council Under Revision
HPER Building Advisory Committee Recommends policies and procedures for the Health, Physical Education, and Recreation (HPER) Building.
Membership consists of the chairperson of the Department of Health Science, Kinesiology, Recreation, and Dance (HKRD) of the College of Education and Health Professions, four other faculty members (two at large, one from the HKRD Department, and one from some other area of the College of Education and Health Professions), one staff member, one graduate student, and three undergraduate students.
The chairperson of the HKRD Department chairs the Committee.
Institutional Animal Care and Use Committee The responsibilities, powers, and membership of the IACUC are detailed at the Research Support and Sponsored Program Website at http://www.uark.edu/admin/rsspinfo/compliance/animal-subjects/index.html. Copies of meeting minutes and annual reports will be forwarded to the chairperson of the Health and Occupational Safety Council, as that council is responsible for coordinating the activities of the committees assigned to specific health-related or occupational safety areas. Membership, appointed by the Provost and Vice Chancellor for Academic Affairs, consists of one representative nominated by the dean from each of the colleges utilizing vertebrate animals for research or teaching; one representative nominated by the Associate Vice President for Agriculture-Research; one representative nominated by the Committee on Committees from the zoology program; one representative from Animal Science or Poultry Science; one representative from a department in an area other than the biological sciences (a non-animal user); one representative from the surrounding community who is not a member of the immediate family of anyone affiliated with the University; one student representative who is a doctoral degree candidate in one of the disciplines affected by the committee work; the Animal Welfare Veterinarian; and ex-officio, non-voting, the Director of Research Support and Sponsored Programs.
Institutional Review Board Recommends policies, and monitors their implementation, on the use of human beings as subjects for physical, mental, and social experimentation, in and out of class. Policies recommended are in keeping with the guidelines established by the U. S. Department of Health and Human Services, other federal agencies, and the Belmont Report. Copies of meeting minutes and annual reports will be forwarded to the chairperson of the Health and Occupational Safety Council, as that council is responsible for coordinating the activities of the committees assigned to specific health-related or occupational safety areas.
Protocols for the use of human subjects in research, and in class experiments, whether funded internally or externally, must be approved by the Institutional Review Board (IRB) prior to the implementation of the human subject protocol. IRB approval may be for one year (maximum) or shorter intervals as determined by the IRB. Approval, denial, or the withholding of approval pending modification to the protocol is at the sole discretion of the IRB. Violation of procedures and approved protocols can result in the loss of funding by the sponsoring agency or the University of Arkansas and may also be interpreted as "scientific misconduct."
In addition to the foregoing individuals, the IRB may, at its discretion, invite individuals with competence in special areas to assist in the review of issues which require expertise beyond or in addition to that available on the IRB. These individuals may not vote with the IRB.
The Provost will designate a chairperson from the faculty members.
The board will provide oversight and direction for the institutional promotion and implementation of international education programs. Toward this end it will meet at least once a semester for members to report on and review the international activities within their divisions. The Board will assess the activities for compliance with UA policies and procedures, good practice, and consistency in addressing such issues as safety and liability, course and program implementation, and international student recruitment. The Board will recommend needed changes in international activities, policies, and procedures to the Provost.
Membership consists of one representative from each school and college including the graduate school, these representatives to be recommended by the dean on the basis of their involvement with and knowledge of international programs and issues in the school or college; one representative with international expertise from University Advancement recommended by the Vice Chancellor for University Advancement, one faculty member with international expertise nominated by the Committee on Committees; two students, an international student to be recommended by the Director of International Programs, and a student who has participated in a study abroad program to be recommended by the Director of Study Abroad and International Exchange. Ex officio members shall be the Director of International Admissions, the Director of Study Abroad and International Exchange, the Director of International Programs, the Director of Sponsored Student Programs, the Director of National/International Credit Studies, and the Chair of Campus Council;
The chair will be elected each spring from among the college and school representatives to serve as chair during the following year. Campus and community representatives with special expertise and experience may be invited to meet with the Board at its discretion.
Landscape and Grounds Committee Functions as an advisory board to the Chancellor. It shall review and make recommendations concerning use of University grounds and proposals for modification of space including grounds, walks, streets, parking areas, and other surface improvements. It shall recommend policies for enhancing and maintaining the University grounds in a manner designed to add to their attractiveness. It shall also consider placement of buildings or additions to the campus Facilities Maintenance and shall make recommendations concerning location of all new structures or additions to present structures (after meeting with the Building Facilities Committee to review proposed buildings or additions).
Membership consists of five faculty members; a representative from the Division of Student Affairs; a representative appointed by the Dean of Students who shall represent the needs and concerns for campus physical access; a representative from the office of the Provost; a representative from the Facilities Maintenance; the Director of UA Police; one student; and, ex officio, the Facilities Maintenance Landscape Architect.
The Chancellor will designate a chairperson from the members.
Patent and Copyright Committee Responsible for reviewing invention disclosures submitted to the University for patenting consideration; evaluating inventions for patentability, as well as scientific merit and practical application; appointing ad hoc technical subcommittees to assist the committee in evaluating inventions; seeking University approval of outside technical assistance in evaluating inventions; determining patent or related property rights or equities held by the University in an invention; providing scientific and technical assistance to approved patent management organizations to achieve the realization of full benefits of University inventions that have commercial potential; seeking initial resolution of campus disputes relating to rights in inventions; and reviewing works of authorship (including computer software) submitted for copyright consideration. Disclosures for patentable or copyrightable material emanating from the Fayetteville campus and the Division of Agriculture shall be administratively controlled by this committee.
The committee shall meet no less than quarterly.
Membership consists of no fewer than eight faculty members, three of whom are appointed from the Division of Agriculture by the Vice President for Agriculture; and, ex officio, non-voting, the Director of Research Support and Sonsored Programs, the President of the University of Arkansas Technology Development Foundation, and the Vice Provost for Research.
A chairperson shall be elected from the committee membership.
Public Safety Council Serves as a monitor of the activities of the University Police Department, and makes recommendations concerning its operation.
Membership consists of six faculty members; three staff members, one of whom shall be the staff member responsible for coordinating the employee worker’s compensation program; three students; and, ex officio members, the Director of University Police and the Director of Transit & Parking. The chairperson is elected from the faculty members.
Recommends policies and monitors implementation of policies and practices regarding the license, purchase, shipment, use, control, transfer and disposal of radioisotopes and sources of ionizing radiation; recommends policies and monitors implementation of policies and practices regarding the purchase, shipment, use, control, transfer, and disposal of sources of non-ionizing radiation.
Copies of meeting minutes and annual reports will be forwarded to the chairperson of the Health and Occupational Safety Council, as that council is responsible for coordinating the activities of the committees assigned to specific health-related or occupational safety areas.
Membership consists of three faculty members experienced in the safe use of radioactive materials, one each from the College of Engineering, Bumpers College of Agricultural, Food and Life Sciences, and Fulbright College of Arts and Sciences; one faculty member experienced in the safe use of sources of non-ionizing radiation from any of the above colleges; the director of the Southwest Radiation Calibration Center; a representative from the University Health Center; a graduate student; ex officio, the Radiological Safety Officer, the Environmental Health & Safety Manager, and the Manager of the Southwest Radiation Calibration Center; and, ex officio and non-voting, the Vice Provost for Research and the Director of Research Support and Sonsored Programs.
The Provost will designate a chairperson from the members and may appoint additional members, as appropriate.
Functions as an advisory group for the Registrar's Office and the Treasurer's Office. Reviews and makes recommendations concerning information to be provided routinely to the schools and colleges and procedures for registration (priority registration, registration, withdrawing from class, and adding classes), development of the schedule of classes, classroom assignments, academic action, graduation, and related matters.. Provides assistance in the coordination and implementation of academic information systems. Provides advice regarding assessment of fees and their collection. Membership consists of two faculty-at-large members from different colleges serving staggered three-year terms and currently serving as academic advisors; two students; one representative (nominated by the dean) from each school and college, including Graduate School and the School of Continuing Education and Academic Outreach; chairperson of the Academic Advising Council; and one representative each from the following departments and offices: Admissions, Computing Services, Financial Aid, Institutional Research, Registrar, Treasurer, Division of Student Affairs, Office of the Provost, and Vice Chancellor for Finance and Administration. The Provost will designate a chairperson. The chairperson will be non-voting except in the case of a tie.
ROTC Programs Committee Makes recommendations on matters concerning military education on this campus; reviews and recommends curriculum changes, including the selection of one particular curriculum when options are available; reviews and recommends proposed ROTC instructional appointments; and assists the ROTC programs to perform effectively within the University community. Membership consists of four faculty representatives, each from a different college; one student representative each from Air Force and Army ROTC; and, ex officio, the Commandants of Air Force ROTC and Army ROTC. The chairperson is elected from the members.
Reviews, monitors, and recommends policies related to the needs, uses, budget allotments, and information control mechanisms for the Safe Ride fee and functions as a hearing body for proposed modifications of those policies. Plans that should be communicated include statements of proposed policies and implementation standards (or changes in policy or implementation standards) and plans for the acquisition and use of the Safe Ride fee. Membership consists of the ASG President, acting as chair and ex-officio member; the ASG Secretary or designee, ex-officio; one faculty member; one staff member; one ASG Senator; three ASG general members who are regular transit users appointed by the ASG Vice President; the ASG Executive Cabinet’s Director of Campus Life, Safety and Parking, ex-officio; the chair of the ASG Senate’s Campus Safety Committee, ex-officio; one representative from Parking and Transit, ex-officio; one representative from the Pat Walker Health Center, ex-officio; one representative from the Off Campus Connections Office, non-voting, ex-officio; one representative from the Center for Leadership and Community Engagement, non-voting, and the ASG Treasurer, non-voting, ex-officio.
Scholarship Review Committee Responsible for reviewing and recommending policies and guidelines for the administration, coordination, and awarding of scholarships and serving as an appellate board for individual petitions for variances. Also responsible for monitoring scholarship awards from private sources to assure that such scholarship awards are awarded in a timely and appropriate manner and, when appropriate, for making recommendations for scholarship awards from private sources when those awards have been designated for unrestricted scholarships and/or for awards that could be made by more than one department or college. Membership consists of one faculty representative from each of the undergraduate colleges or schools; one representative each from Student Affairs, University Advancement, Financial Aid, and the Academic Scholarship Office; and the Director of Admissions; one non-voting representative from the University of Arkansas Foundation; and, ex officio, the Dean of the Honors College. Division or office representatives will be nominated by the unit's director and appointed by the Provost in consultation with the Dean of the Honors College. A vice-chairperson will be elected by the members each fall and will serve as chairperson elect. Each year the vice-chairperson from the previous year will become chairperson.
Student Media Board Serves as an advisory counsel to review and guide the establishment and amendment of policies to regulate all regularly produced student publications and broadcasts. This includes appointing editors and station managers; establishing reasonable rules concerning the time, place, and manner of production and distribution of the publications; establishing schedules; controlling and approving finances; and hiring and supervision of a professional business manager/advisor, as needed. Membership consists of a representative from University Relations; a representative from Finance and Administration; a student representative of the Associated Student Government (ASG); a student representative of the Society of Professional Journalists; the chief student editors/station managers of Student Media under the jurisdiction of the Board, i.e., editors of the Arkansas Traveler, and the Razorback; managers of stations UATV and KXUA; ex officio, the Student Media Director; the chairperson of the Department of Journalism or his or her designee; and, ex officio and non-voting, the faculty advisors to Student Media groups
Student Fee Review Board The Student Fee Review Board shall be an advisory body to the Chancellor for the purpose of recommending student fees. Specifically, the Board shall annually hear requests for new funding or changes in current funding levels, and will recommend potential changes in student fees. The Board will forward all recommendations to the Chancellor for consideration in the campus fee package submitted to the Board of Trustees. Membership consists of six student members (the ASG President, one student elected by the Student Senate, one student at large appointed by the ASG President, and three students at large not affiliated with Associated Student Government appointed by the Vice Chancellor for Student Affairs), two faculty members, one staff member and, ex officio, the Vice Chancellor for Student Affairs (or designee), and the Vice Chancellor for Finance and Administration (or designee). The chairperson is elected from the members.
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