Article II. Meetings of the University Council Cabinet

1. Regular meetings of the University Council Cabinet typically will be held one week prior to University Council meetings from the opening of the Fall Semester until the end of the academic year in May. Regular meetings may be canceled or postponed for cause when deemed appropriate by one of the co-chairs.
2. The University Council Cabinet may conduct electronic votes when deemed appropriate by one of the co-chairs.

Article III. Policy Review and Recommendation Process

Section 1. Overview

Participants in shared governance make policy recommendations to the president and/or the Board of Visitors by means of resolutions. Resolutions originate in senate commissions, university commissions, or the University Council, either on the initiative of these bodies or by working with the respective senates, the president, or the Board of Visitors, and follow a standard format that includes sufficient information and background upon which to base subsequent debate of the issues involved, along with any accompanying explanation or annotation. Senates and committees may author resolutions for consideration by a commission but may not advance resolutions directly to the University Council.

In all commissions, senates, and the University Council, resolutions receive two readings, typically at consecutive meetings. First reading opens the resolution for discussion and debate and second reading provides an opportunity for further discussion and to vote on the resolution. In all instances, resolutions are advanced by an affirmative vote of a simple majority of members present and voting, provided that a quorum has been reached, except for revisions to senate or University Council constitutions as defined in Articles XIII and XIV of the constitution. The consideration of resolutions may also be deferred, and resolutions may be referred to the originating body for additional work, according to guidelines in Sections 5 and 6 of this article.

In developing a new or revised policy, each commission shall seek advice and counsel from outside the commission as appropriate to the topic and work with the Office of the Vice President for Policy and Governance to keep relevant participants in shared governance informed of policies as they develop.

It is the responsibility of commission members, particularly the commission chair, to keep affiliated governance bodies and constituencies informed of the commission's work and to afford the opportunity for consultative referral, mainly by means of their cross-representational affiliations and the posting of commission minutes.

Though joint resolutions between commissions of different senates are allowed, given the complexity of the approval process in these situations, this approach should be reserved for university mission initiatives that substantially impact multiple constituencies. The need for a joint resolution between commissions of different senates must be considered and approved by the University Council Cabinet prior to undertaking this action. If approved, one commission is designated as the primary sponsor and author of the resolution, and that commission chair is responsible, along with the Office of the Vice President for Policy and Governance, for monitoring the progress of the resolution through governance.

Sponsors of resolutions that have budgetary impact(s) must work with the appropriate administrators to make an estimate of cost, and add that information to the resolution before the final commission vote, including the source of the estimate. The estimate of cost does not need to be finalized but should represent a good-faith effort to "ballpark" the budgetary impact(s).

All resolutions and resolution proposals will follow the formatting templates provided by the Office of Vice President for Policy and Governance.

Section 2. Communication

A “Resolution Proposal” is a one-page executive summary of a potential resolution.  A Resolution Proposal is submitted to the secretary of University Council by the respective commission chair utilizing the template provided by the Office of the Vice President for Policy and Governance. After a “Resolution Proposal” has been deemed appropriate to the commission charge by the University Council Cabinet, the secretary of the University Council will notify senate presidents and the University Council Cabinet about the status of all resolutions: when a resolution has been drafted and uploaded for first reading by the commission and after a resolution has been approved or disapproved by the commission ("Commission Action Notice"). For resolutions from Senate Commissions, an additional notice, the "Senate Vote Notice," will be sent to the presidents of the other senates and members of the University Council Cabinet to inform them of the result of the vote. 

Section 3. University Council Cabinet Evaluation of Resolutions for Adherence to Commission Charges

Upon receipt of a "Resolution Proposal," the University Council Cabinet will review each resolution proposal for agreement with the appropriate commission charge. Typically, the University Council Cabinet will respond within two weeks. If the University Council Cabinet determines that a resolution proposal does not fall within the purview of a commission, senate leadership and/or commission chairs can present the resolution to the University Council to determine if the resolution is appropriate for the commission charge. A two-thirds affirmative vote of members of the Council present and voting, provided that a quorum has been reached, is required to reverse the decision of the University Council Cabinet.

Section 4. Policy Review Process

The majority of resolutions originate in senate commissions and advance through four stages: from the originating commission to the appropriate senate; from the senate to the University Council; from the University Council to the president; and from the president to the Board of Visitors. Exceptions include university commission resolutions, which do not require senate approval; University Council resolutions, which do not require the input or approval of a commission or senate (except for changes to the University Council Constitution); and resolutions that do not require approval by the Board of Visitors.

a. After approval of the resolution proposal by University Council Cabinet, the commission chair may prepare and upload the draft resolution into the shared governance workflow management system. After uploading a draft resolution, the commission chair shall notify the secretary of the University Council that they have done so.

b. For commissions, senates, and the University Council, the review process is as follows: 

1. A resolution is placed on a meeting agenda under “New Business” and marked “First Reading”;
    
2. The body may discuss but shall take no action on a resolution at first reading, unless by consent of two-thirds of the members present and voting, provided that a quorum has been reached;
    
3. Deferral or referral requests may be made at the time of first reading (see Sections 5 and 6 of this article); and
    
4. At the succeeding meeting, the resolution shall appear on the agenda under “Unfinished Business” and marked “Second Reading.” Deferred resolutions will also be listed with the date of the “First Reading” indicated as well as its deferral status. A deferral request may also be made at that second reading, but only one deferral is allowed. A referral may also be requested at that time. If no deferral or referral is requested, the body shall vote on the resolution at that meeting.

c. Resolutions being developed by senate commissions shall be considered roughly concurrently by the senate to which the commission is assigned. Whenever possible, within a week of the first or second senate commission reading, a resolution will have a first or second reading in its senate.

d. Simple resolutions may be presented for first or second readings via inclusion on a consent agenda and more complicated resolutions discussed and voted on as individual agenda items. Senate leadership will work with senate commission chairs to make these determinations for senates, and the University Council Cabinet will make these decisions for the University Council. At the request of any senator or member of the University Council, a resolution will be removed from the consent agenda and discussed or voted on by the body. 

e. Resolutions approved by senates (with notice of senate vote provided to University Council Cabinet) or university commissions (with notice of second reading provided to University Council Cabinet) shall be placed on the University Council agenda on a schedule determined by the University Council Cabinet and sent to all members of the University Council, the editors of the student newspaper, and senate presidents. This distribution is to serve as official notification of the proposed policy consideration, not just for individual members, but for all offices and governance bodies represented on University Council. In the week prior to and on the day of each University Council meeting, the secretary of the University Council sends out a campus notice about the resolutions to be considered at that meeting.

f. A policy resolution cannot be placed on the University Council agenda for first reading at the end of the academic year unless there are at least two meetings at which it can be considered. Otherwise, the first reading by the University Council must be delayed until the start of a new academic year. The University Council may approve a request for first reading and action on a resolution at its last meeting of the academic year by an affirmative vote of two-thirds of the membership present and voting, provided that a quorum has been reached (see b. above).

g. Resolutions are presented to University Council by the respective commission chair or their designee.

Section 5. Deferral

Deferral requests may be made by any member of the body at the time of first or second reading to allow time to resolve any material issues. A deferral lasts for a maximum of six weeks after the date of first reading or until the end of the academic year, whichever is the shortest period, but may be ended prior to that time if the reason for the deferral is resolved. While no formal vote is required to grant a deferral, the request may be denied if a vote is called and two-thirds of the membership present and voting agree to deny the request. The resolution, with date of first reading, will continue to appear on the commission, senate, or University Council agenda throughout the period of deferral.

At each level of approval (commission, senate, University Council), a resolution can be deferred only once. However, a resolution may be deferred at multiple levels of the approval process. For example, a resolution deferred by a senate may also be deferred when it reaches the University Council.

During the deferral period, members of the body (either a commission, senate, or the University Council) may forward recommendations relating to the resolution to the commission chair, appropriate senate officer, or the secretary of the University Council, as appropriate, and those recommendations will be distributed to members of the body with the agenda for the next succeeding meeting.

At the next succeeding meeting of the body, the resolution shall appear on the agenda under "Unfinished Business" and marked "Second Reading," with the date of the "First Reading" indicated as well as its deferral status. Deferral requests may also be made at this time (i.e., second reading), as long as the resolution was not already deferred at the time of first reading. If no deferral is requested, the body shall vote on the resolution at that meeting.

At the end of six weeks after the date of first reading, the deferral period ends and the resolution is placed on the agenda of the deferring body under "Unfinished Business." Subsequent actions for a senate or University Council are approval or disapproval.

Section 6. Referral

In senates, at the time of a first reading, a senate may refer a resolution to the commission for simple editorial changes provided that the commission chair approves of this action. The edited resolution will be placed on the agenda of the next senate meeting under "Unfinished Business."

In the University Council, at the time of a first reading, the Council may refer a resolution to the secretary for simple editorial changes provided that the originating commission chair or the president of the appropriate senate approves of this action. The edited resolution will be placed on the agenda of the next council meeting under "Unfinished Business."

If more substantial revisions are requested by a senate or the University Council, the resolution is returned to the originating commission for consideration of the proposed changes. With resolutions from senate commissions, this may require a new vote by the appropriate senate. The need for a new vote will be determined by the senate leadership in consultation with the senate commission chair and the University Council Cabinet. The resolution will be considered a "new" resolution when it is resubmitted for Council consideration. That is, it will be placed on the agenda marked "First Reading" as in Section 4 above and is subject to deferral.

Section 7. Senate Comments on Resolutions

Senates have the right to issue recommendations on all resolutions and can offer comments or submit recommendations from the time a draft resolution is uploaded to the shared governance workflow management system until five business days after a commission approves a resolution. However, as a practical matter, only recommendations received before the “Commission Action” notice are likely to impact commission discussions or the nature of the resolution.

Senate recommendations are uploaded into the shared governance workflow management system. Senate recommendations are appended to the resolution and not subject to revision or amendment by any commission, senate, or the University Council.

Senates can waive their right to offer recommendations on a resolution. Waivers may be conditional or unconditional and may be issued at any time during the discussion of the resolution by the commission. Failure of a senate to offer recommendations or to waive its right to do so will not delay a resolution from progressing to the appropriate senate or the University Council. Resolutions will include a standard response sheet maintained by the Office of the Vice President for Policy and Governance that indicates whether each senate has commented, waived its right to comment, or not responded. The process by which the senates comment on resolutions will be maintained in their bylaws.

Article IV. University Mission Initiative Guidelines

1. The purpose of university mission initiatives is defined in Article XII of the University Council Constitution.
2. University mission initiatives originate in one of two ways:
   1. If the Board of Visitors or president conclude that changes or additions of the scope and nature outlined in Article XII of the constitution would benefit the university, a university mission initiative committee is formed as outlined below.
   2. If changes or additions of the scope and nature outlined in Article XII of the constitution are suggested by other participants in shared governance, a resolution may be drafted to treat the changes or additions as a university mission initiative. This originating resolution must be approved by the University Council and the president, does not require the approval of the Board of Visitors, and is only a commitment to form the university mission initiative committee. It is expected that ideas for university mission initiatives will be sufficiently detailed to allow the University Council Cabinet to understand clearly their strategic relevance, operations, expected outcomes, assessment methodology, potential expense, and project duration before an originating resolution is considered by the University Council.
3. The work on a university mission initiative is conducted and/or steered by a committee formed for this purpose. The University Council Cabinet, along with the sponsors of university mission initiatives, determine the chair(s) of the committee, outline its charge, and empanel the committee with appropriate representation from the administration, senates, and relevant caucuses in numbers relative to the nature of the changes or additions. Representatives are selected by their respective senates or caucuses from among the members of their respective constituent groups (i.e., a representative is not required to be a senator). At a minimum, all senates will have the opportunity to place at least one representative on a university mission initiative committee, although they are not obligated to do so. University mission initiative committees have the authority to form secondary committees and work groups that report to and take direction from the university mission initiative committee.

4. University mission initiatives will generally move through three phases: development, adaptation, and approval.

   Development phase - University mission initiative committees at the developmental phase are expected to be small and to advance the committee charge with a high degree of independence from senates and administrative offices. The chair(s) of a university mission initiative committee, usually at times of their choosing, will periodically update and receive input from the University Council and senates on the committee's progress, and other members will periodically update their constituencies and receive input from them as well. Through an iterative process of development and response, a university mission initiative proposal is advanced until the University Council Cabinet deems that it is sufficiently defined and supported to enter the adaptation phase.

   Adaptation phase - At this time, the University Council Cabinet may add members to the original committee, with the understanding that the goal is not to fundamentally change a university mission initiative proposal but instead to review, critique and adapt it within the broad limits of the original proposal in an attempt to improve it, achieve a consensus of support across relevant university constituencies, and ensure that it is well aligned with the university's strategic plan. During this phase, the University Council Cabinet may determine that the proposal would benefit from gaining approval first as an outline or framework, with the entirety of the work being completed only after the general nature, scope, and benefits of the proposed changes or additions have been recognized and approved by the president and, if appropriate, the Board of Visitors.

   Approval phase - During the approval phase, the University Council Cabinet works with the university mission initiative committee, senate leaders, and commission chairs to advance the university mission initiative proposal through governance. Depending on the extent of the changes or additions, the work product of a university mission initiative committee will be taken through governance in one or several resolutions. (These are in addition to an originating resolution, if required.) In all cases, the University Council Cabinet determines how best to advance the work of university mission initiative committees through governance, including what resolutions are required and which commissions will sponsor them, since university mission initiative committees cannot introduce resolutions directly, and provides ongoing guidance on governance processes and requirements.

5. When deemed appropriate by the University Council Cabinet and in accordance with our principles of shared governance, the university mission initiative processes for committee formation and proposal development may be applied to work that will not be taken through governance, such as the strategic plan.

Article V. Leadership Transitions of Senates, Commissions, and Committees

To facilitate the smooth transition of shared governance leadership, the procedures and practices of each senate and its commission(s) that are not described in the University Council Constitution and Bylaws or a senate's constitution and bylaws will be maintained by each senate in a document or documents and presented to each new senate president.

Among other topics, the documentation should include a method for the transition of the senate officers and the chairs of all related bodies, such as commissions and committees; a process for the transition and safekeeping of the body's archival records; meeting procedures for the senate and its related bodies; and responsibilities and expectations for senators, senate officers, and commission or committee chairs.

Additionally, current and incoming senate officers, commission chairs, and commission advisors are expected to review all resolutions, policy work, or topics currently being considered or developed by the senate and/or its commission(s), with the goal of maintaining legislative effort from year to year.

The Office of the Vice President for Policy and Governance will review the procedures for university commissions and standing committees with new commission and committee chairs and can provide senate presidents a set of best practices for senate, commission, and committee operations.

Article VI. Review of the State of Shared Governance

Every three years, the Office of the Vice President for Policy and Governance will schedule a "state of shared governance" meeting for the University Council Cabinet. The meeting will provide cabinet members an opportunity to review the operation of shared governance and should occur in the spring semester. Depending on the outcome of that meeting, the cabinet will make no recommendations for changes to shared governance; recommend a set of changes; or recommend further examination of the state of shared governance by an existing body or an ad hoc work group.

The cabinet will present a statement to the University Council that summarizes its views and recommendations. The Council will discuss this statement; approve, disapprove, or modify its recommendations; and select the appropriate commission(s) to advance any recommendations it approves. Should the Council determine that further examination of the state of shared governance is warranted, it will assign this work to an existing body or ad hoc group. The report of that group will first be presented to the University Council Cabinet, after which the report and the cabinet's response to it will be presented to the Council for review and possible action.

Article VI. Review of the State of Shared Governance

Every three years, the Office of the Vice President for Policy and Governance will schedule a "state of shared governance" meeting for the University Council Cabinet. The meeting will provide cabinet members an opportunity to review the operation of shared governance and should occur in the spring semester. Depending on the outcome of that meeting, the cabinet will make no recommendations for changes to shared governance; recommend a set of changes; or recommend further examination of the state of shared governance by an existing body or an ad hoc work group.

The cabinet will present a statement to the University Council that summarizes its views and recommendations. The Council will discuss this statement; approve, disapprove, or modify its recommendations; and select the appropriate commission(s) to advance any recommendations it approves. Should the Council determine that further examination of the state of shared governance is warranted, it will assign this work to an existing body or ad hoc group. The report of that group will first be presented to the University Council Cabinet, after which the report and the cabinet's response to it will be presented to the Council for review and possible action.

Article VII. Commissions

Commissions are established according to the University Council Constitution to carry out certain functions and operations of governance. Membership of each commission is as listed in the following sections.

A. Commission on Administrative and Professional (A/P) Faculty Affairs (CAPFA)

Membership:

• Chair will be elected by the A/P Faculty Senate
• Vice president for human resources or designee (advisor)
• Vice provost for faculty affairs or designee
• Associate director for field operations and administration, Virginia Cooperative Extension
• One dean selected by the Council of College Deans
• Three elected A/P representatives from general administration elected by the A/P Faculty Senate
• Two elected A/P representatives from Extension elected by the A/P Faculty Senate
• Three elected A/P representatives from academic support areas elected by the A/P Faculty Senate
• One elected A/P representative from student affairs elected by the A/P Faculty Senate
• One faculty senator elected by the Faculty Senate
• One staff senator elected by the Staff Senate
• One graduate and professional student senator elected by the Graduate and Professional Student Senate
• One undergraduate student senator elected by the Undergraduate Student Senate

B. Commission on Equal Opportunity and Diversity

Membership:

Chair will be elected from among the non-ex officio faculty or staff members of the commission by the commission membership

Ex Officio

• Vice president for inclusive strategy and excellence (advisor)
• Assistant vice president for equity and accessibility
• Vice president for human resources
• Vice provost for faculty affairs
• Senior associate vice provost for inclusion and diversity
• Director, Cranwell International Center
• Dean of students
• Director of ADA and access services
• One dean selected by the Council of College Deans
• One faculty senator elected by the Faculty Senate
• One staff senator elected by the Staff Senate
• One administrative and professional faculty senator elected by the A/P Faculty Senate
• Ten Faculty or Staff Caucus representatives, one per caucus

Organizations and Caucuses:

• Black Caucus
• LGBTQ+ Caucus
• Hispanic/Latinx Faculty/Staff Caucus
• Appalachian Caucus
• American Indian and Indigenous People's Caucus
• Women's Alliance and Caucus
• Disability Alliance and Caucus
• International Caucus
• Veterans Caucus
• Asian Pacific Islander Desi American Caucus

Three at-large members:

• One faculty/staff representative
• One graduate and professional student representative
• One undergraduate student representative

One undergraduate student senator elected by the Undergraduate Student Senate

One graduate and professional student senator elected by the Graduate and Professional Student Senate

Changes to caucuses specified above per CEOD Resolution 2015-16B shall be approved by the University Council. A faculty/staff caucus shall demonstrate its representational nature for membership on CEOD through verification of the following criteria:

• At least one member serving in president, vice president, chair, or vice chair roles and must be faculty or staff. Graduate students who are employees may serve on the leadership team;
• A written mission related to the advancement of equity, diversity, and inclusion;
• An advocacy focus for its own population as well as intersectional identities;
• Representative of an identity group that has been historically underrepresented, marginalized, and disenfranchised;
• Committed to upholding the Principles of Community; and
• Maintains organizational documents and policies that include:
  • bylaws and/or constitution,
  • elected officers,
  • regular meetings and minutes,
  • definition of voting membership/quorum, and
  • annual reports of accomplishments and goals for the upcoming year.

The at-large members will be chosen by an application process that is open to faculty, staff, and students and will be conducted by the commission annually for the available, undesignated slots. The application process is managed by the Office of Inclusive Strategy and Excellence. The commission will forward at least two nominations (so long as there are at least two) for each vacant position to the secretary of the University Council for the president's appointment decision. The commission may rank the candidates in order of preference. The at-large positions are designed to allow representation from groups not identified above as well as individuals who would make significant contributions to the work of the commission, regardless of background.

The four positions designated for the Commission on Equal Opportunity and Diversity on University Council will be filled as follows:

• Associate vice president for equity and accessibility
• One representative of the Black Caucus
• Two representatives from the caucuses that have a seat on the Commission on Equal Opportunity and Diversity. These two caucus representatives will be selected by the commission with a July 1 effective date. Factors to be considered in the selection process include:
  • A review of the caucus annual report
  • Rotating caucus representation
  • Emerging or current issues uniquely impacting the caucus
  • Other timely and important issues

C. Commission on Faculty Affairs (CFA)

Membership:

• Chair will be elected by the Faculty Senate
• Vice provost for faculty affairs (advisor)
• Two deans selected by the Council of College Deans
• Nine faculty senators elected by the Faculty Senate
• One administrative and professional faculty senator elected by the A/P Faculty Senate
• One staff senator elected by the Staff Senate
• One graduate and professional student senator elected by the Graduate and Professional Student Senate
• One undergraduate student senator elected by the Undergraduate Student Senate

D. Commission on Graduate and Professional Student Affairs (CGPSA)

Membership:

• Chair will be elected by the Graduate and Professional Student Senate
• Dean of the Graduate School (advisor)
• Dean of students
• Director of student conduct
• Dean of the University Libraries
• Associate dean and director of admissions and academic progress
• Director of student services
• Associate dean of the Greater Washington D.C. Metro Area
• One dean selected by the Council of College Deans
• Nine graduate and professional student senators elected by the Graduate and Professional Student Senate (one per college)
• One A/P faculty representative elected by the A/P Faculty Senate
• One staff representative elected by the Staff Senate
• One faculty senator elected by the Faculty Senate
• One undergraduate student representative elected by the Undergraduate Student Senate
• Two at-large student members from the Commission on Equal Opportunity and Diversity (CEOD): one graduate and professional student and one undergraduate student, concurrent with their terms on CEOD

E: Commission on Graduate and Professional Studies and Policies (CGPSP)

Membership:

• Chair will be elected by the Faculty Senate
• Dean of the Graduate School (advisor)
• Vice provost for undergraduate academic affairs
• One dean selected by the Council of College Deans
• Dean of the University Libraries
• One representative of the off-campus centers appointed by the dean of the Graduate School
• Three faculty senators elected by the Faculty Senate (including the chair)
• One faculty representative from each of the academic colleges elected by the faculty in each of the colleges
• One representative from and elected by the Library Faculty Association
• One non-ex officio A/P faculty representative elected by the A/P Faculty Senate
• One tenure-track faculty member from the Greater Washington, D.C., Metro Area Campus appointed by the executive vice president and provost
• One staff senator elected by the Staff Senate
• Chair of the Graduate Honor System
• Two graduate and professional student senators elected by the Graduate and Professional Student Senate
• One undergraduate student senator elected by the Undergraduate Student Senate

F. Commission on Outreach and International Affairs (COIA)

Membership:

Chair will be elected from among the faculty and staff members of the commission by the commission membership.

• Vice president for outreach and international affairs (advisor)
• Associate vice president, international affairs
• Director of Virginia Cooperative Extension
• Associate vice president for engagement
• One dean selected by the Council of College Deans
• Two faculty senators elected by the Faculty Senate
• One faculty representative from each of the academic colleges elected by the faculty in each of the colleges
• Three elected representatives of the Cooperative Extension non-ex officio A/P faculty (the A/P Faculty Senate to provide names of elected individuals)
• Chair of the University Committee on International Affairs (UCIA) or the chair's designee
• One staff senator elected by the Staff Senate
• One graduate and professional student senator elected by the Graduate and Professional Student Senate
• One undergraduate student senator elected by the Undergraduate Student Senate

Note: At least two faculty members on the Commission on Outreach and International Affairs shall have experience in leading study abroad programs.

G. Commission on Research (COR)

Membership:

• Chair will be elected by the Faculty Senate
• Senior vice president and chief research and innovation officer (advisor)
• One representative from the Office of the Vice President for Outreach and International Affairs
• Research and innovation senior associate vice president
• Associate vice president for  research computing
• One dean selected by the Council of College Deans
• One department- or division-level administrative representative appointed by the president
• One representative of research-related interdisciplinary programs, groups, or centers appointed by the president
• One faculty representative from each of the university's thematic research institutes appointed by the respective institute director
• One faculty representative of the university's research investment institutes, collectively appointed by the respective institute directors
• Two faculty senators elected by the Faculty Senate (including the chair)
• One faculty representative from each of the academic colleges elected by the faculty in each of the colleges
• One representative from and elected by the Library Faculty Association
• One non-ex officio A/P faculty representative elected by the A/P Faculty Senate
• One representative in the postdoctoral associate rank elected by persons in that rank**
• Two representatives working in research faculty appointments as defined in the Virginia Tech Faculty Handbook (excluding postdoctoral associates) elected by persons in those ranks**
• One staff senator elected by the Staff Senate
• Two graduate and professional student senators elected by the Graduate and Professional Student Senate
• One undergraduate student senator elected by the Undergraduate Student Senate

**The nomination and election process for these positions will be conducted by the Office of Research and Innovation, which will report election results to the secretary of University Council.

H. Commission on Staff Policies and Affairs (CSPA)

Membership:

• Chair will be elected by the Staff Senate
• Vice president for human resources (advisor)
• One dean selected by the Council of College Deans
• Nine staff members elected by the Staff Senate
  • Three from the Staff Senate
  • Three from academic units
  • Three from administrative units
• One administrative department head or equivalent appointed by the executive vice president and chief operations officer
• One academic department head or equivalent appointed by the executive vice president and provost
• One non-ex officio A/P faculty representative elected by the A/P Faculty Senate
• One faculty senator elected by the Faculty Senate
• One graduate and professional student senator elected by the Graduate and Professional Student Senate
• One undergraduate student senator elected by the Undergraduate Student Senate

I. Commission on Undergraduate Student Affairs (CUSA)

Membership:

• Vice president for shared governance of the Undergraduate Student Senate (chair)
• Vice president for student affairs (advisor)
• Dean of the Graduate School
• Vice provost for undergraduate academic affairs
• Vice president for policy and governance
• Vice president for inclusive strategy and excellence
• Assistant vice President for Student student affairs and ExperienceVT
• Two A/P faculty representatives from the Division of Student Affairs appointed by the vice president for student affairs
• One faculty senator elected by the Faculty Senate
• One staff senator elected by the Staff Senate
• One A/P faculty senator elected by the A/P Faculty Senate
• Two graduate and professional student senators elected by the Graduate and Professional Student Senate
• Four at large undergraduate student senators elected by the Undergraduate Student Senate
• Four university-chartered student organization (UCSO) senators elected by the Undergraduate Student Senate
• Four college Undergraduate Student Senate senators

J. Commission on Undergraduate Studies and Policies (CUSP)

Membership:

• Chair will be elected by the Faculty Senate
• Vice provost for undergraduate academic affairs (advisor)
• Associate dean of the graduate school
• Academic associate deans from each of the undergraduate academic colleges
• Three faculty senators elected by the Faculty Senate (including the chair)
• One faculty representative from each of the undergraduate academic colleges elected by the faculty in each of the colleges
• One representative from and elected by the Library Faculty Association
• One non-ex officio A/P faculty representative elected by the A/P Faculty Senate
• One staff senator elected by the Staff Senate
• One graduate and professional student senator elected by the Graduate and Professional Student Senate
• President of the Honor Council
• Two undergraduate students elected by the Undergraduate Student Senate (at least two colleges are to be represented by the three undergraduate students)

Article VIII. University Standing Committees

The members of the University Standing Committees listed below are determined as set forth in Article IX of the University Council Constitution.

A. Academic Support Committee

Charge: To systematically review and provide advice on broad policy issues relating to academic support, including the university calendar, scheduling and registration, scholarships and financial aid, classroom management, and summer school.

Reports to: Commission on Undergraduate Studies and Policies

Chair: The faculty representative from the Commission on Undergraduate Studies and Policies

Membership:

• The university registrar
• One faculty representative from the Commission on Undergraduate Studies and Policies selected annually by the commission (this person will also be the committee chair)
• Two provost area representatives selected by the executive vice president and provost
• One assistant/associate dean selected by the Council of College Deans
• Vice president for student Affairs or designee
• One faculty representative from each of the academic colleges elected by the faculty in each of the colleges
• One faculty senator elected by the Faculty Senate
• One administrative and professional faculty representative elected by the A/P Faculty Senate
• One staff representative elected by the Staff Senate
• One undergraduate student representative from the Commission on Undergraduate Student Affairs elected annually by the commission
• One graduate or professional student representative from the Commission on Graduate and Professional Student Affairs elected annually by the commission

B. Athletics

Charge: To review and provide advice on broad policy issues relating to intercollegiate athletics.

1. Provide advice to the athletic director on such matters as financial aid for student athletes, residential life for student athletes, program balance between revenue and non-revenue sports, recruiting, admissions, NCAA compliance, and general intercollegiate athletic budgetary and operational matters.
2. Provide advice to the executive vice president and provost on matters related to academic progress of athletes, the admission policy for athletes, academic advising of athletes, and relations with academic departments and faculty in general.
3. Participate in the search process for the selection of the athletic director. The committee will also participate in periodic evaluations of the athletic director in coordination with the university official to whom the athletic director reports.

Reports to: Commission on Undergraduate Studies and Policies

Chair: The president will annually appoint a chair from among its members.

Membership:

• Vice president for finance
• Vice president for student affairs or designee
• Vice provost for undergraduate academic affairs
• Director of athletics
• Senior associate athletics director, external operations
• President's appointed faculty representative to the NCAA
• Past faculty representative to the NCAA
• One alumni representative of the Virginia Tech Alumni Association selected by the senior vice president for advancement
• One dean selected by the Council of College Deans
• One faculty representative from each of the academic colleges elected by the faculty in each of the colleges
• One representative from the Commission on Undergraduate Studies and Policies elected annually by the commission
• One representative selected by the Virginia Tech Athletic Fund Incorporated
• One faculty senator elected by the Faculty Senate
• One administrative and professional faculty representative elected by the A/P Faculty Senate
• One staff representative elected by the Staff Senate
• One graduate and professional student senator elected by the Graduate and Professional Student Senate
• One scholarship athlete from men's sports appointed by the athletic director
• One scholarship athlete from women's sports appointed by the athletic director
• One undergraduate student senator elected by the Undergraduate Student Senate

C. Budgeting and Planning Committee

Charge: The Budgeting and Planning Committee serves a primary advisory role for the university budgeting and planning process. Areas for consideration include monitoring the university planning and budgeting processes; participating in and advising on the development of annual budgets (including the formulation of the university plan), the development of university capital and facilities plans, and the reconciliation of the plan and the available resources; consulting on other budgetary and planning matters; and addressing matters of policy relative to budgeting and planning appropriate for governance consideration, and in such instances, making recommendations to the University Council.

Records and Confidentiality: When acting in its advisory and consulting role, the Budgeting and Planning Committee will treat information, discussions, and recommendations with discretion and, whenever requested, in confidence to the extent allowable by law since there will be times in the budgeting and planning process when matters must be handled confidentially. When acting in its capacity as a normal part of the governance system, the committee will keep minutes and forward approved copies of such to the University Council.

Reports to: University Council Cabinet

Co-chairs: executive vice president and provost, and executive vice president and chief operations officer

Membership:

• Executive vice president and provost
• Executive vice president and chief operations officer
• Associate vice president for budget and financial planning
• Vice provost for academic resource management
• Assistant vice president for planning and University Architect
• One faculty senator elected by the Faculty Senate
• One faculty member elected from each of the academic college faculty associations
• One member of the Library Faculty Association elected by the Library Faculty Association
• One staff senator elected by the Staff Senate
• One graduate and professional student senator elected by the Graduate and Professional Student Senate
• One undergraduate student senator elected by the Undergraduate Student Senate
• One representative selected by the Administrative Fiscal Officers Group
• One representative selected by the College Fiscal Officers Group
• One representative from the Office for Inclusive Strategy and Excellence appointed by the Vice President for Inclusive Strategy and Excellence
• One non-ex officio A/P faculty representative elected by the A/P Faculty Senate from Extension
• One non-ex officio A/P faculty representative elected by the A/P Faculty Senate from: general administration, academic support, or student affairs

D. Campus Development Committee

Charge: To make recommendations and to serve as a conduit to disseminate information and solicit feedback concerning the planned physical development of the university’s built environment, specifically as it relates to buildings, grounds, and transportation planning.

Reports to: University Council Cabinet

Chair: The president will annually appoint a chair from among its members.

Membership:

• Assistant vice president for facilities operations
• Senior director of auxiliary services
• Dean, College of Architecture, Arts, and Design
• Assistant vice president for planning and university architect
• Director of ADA and access services
• A provost area representative selected by the executive vice president and provost
• One student affairs area representative selected by the vice president for student affairs
• One dean selected by the Council of College Deans
• Three faculty representatives elected by the Faculty Senate
• One administrative and professional faculty representative elected by the A/P Faculty Senate
• One staff representative elected by the Staff Senate
• One representative from the Commission on Equal Opportunity and Diversity elected annually by the commission
• One representative from the Graduate and Professional Student Senate elected by the Graduate and Professional Student Senate
• One representative from the Undergraduate Student Senate elected by the Undergraduate Student Senate

E. Climate Action, Sustainability, and Energy Committee

Charge: To provide guidance to the university administration on implementation of the university's Climate Action Commitment and opportunities to enhance Virginia Tech's pursuit of environmental quality and social sustainability. The committee makes recommendations regarding the application of policies; infrastructural and operational changes; educational strategies and modifications; and other steps intended to foster broad engagement with the university's environmental goals. The committee oversees subcommittees that each carry out aspects of the committee's charge.

Reports to: University Council Cabinet

Chair: The president will appoint a chair annually from among members of the committee.

Membership:

• Vice president for facilities and chief facilities officer
• Vice president for finance or designee
• Assistant vice president for infrastructure and sustainability
• Director of climate action, sustainability, and energy
• Sustainability manager for dining services, housing, and residence life
• The assistant vice president for planning and university architect
• Four representatives from facilities selected by the vice president for facilities and chief facilities officer
• Senior director of Auxiliary services
• One representative from Virginia Tech Environmental Health & Safety Services selected by the associate vice president for public safety
• Four faculty representatives elected by the Faculty Senate
• Two A/P representatives elected by the A/P Faculty Senate
• Two staff representatives elected by the Staff Senate
• One dean selected by the Council of College Deans
• Two graduate student representatives elected by the Graduate and Professional Student Senate
• Two undergraduate student representatives elected by the Undergraduate Student Senate
• One representative from the provost's office
• One representative from student affairs
• One representative from Student Engagement and Campus Life
• Two representatives from student organizations with an environmental focus (appointments provided by the committee chair)
• Two representatives from frontline community groups, one employee and one student (appointments provided by the committee chair)

F. Commencement Committee

>Charge: To plan and implement the University's Commencement programs.

Reports to: Commission on Faculty Affairs

Chair: The president will appoint a chair, usually for a three-year term.

Membership:

• Senior leader in advancement with alumni responsibility (or designee)
• Vice president for policy and governance and secretary to the Board of Visitors
• Vice president for strategic initiatives and special assistant to the president
• Vice president for communications and marketing
• Commandant of cadets
• One physical plant representative selected by the vice president facilities and chief facilities officer
• Director of processions (selected by the chair)
• Director of ushers (selected by the chair)
• One Graduate School representative selected by the dean of the Graduate School
• Commencement marshal (always the president of the Faculty Senate)
• One faculty representative from each academic college elected by the faculty in each of the colleges
• One representative from the Commission on Undergraduate Studies and Policies elected annually by the commission
• One staff representative elected by the Staff Senate
• One administrative and professional faculty representative elected by the A/P Faculty Senate
• One graduate and professional student senator elected by the Graduate and Professional Student Senate
• President of senior class
• President of junior class

G. Employee Benefits Committee

Charge: To recommend policies and to advise the university administration in matters relating to employee benefits.

Reports to: Commission on Staff Policies and Affairs, Commission on Faculty Affairs, and Commission on Administrative and Professional Faculty Affairs

Chair: The president will appoint a chair annually from among its members.

Membership:

• Vice president for human resources
• Senior director of benefits
• Vice provost for faculty affairs or designee
• One faculty representative from the Commission on Faculty Affairs elected annually by the commission
• Three faculty senators elected by the Faculty Senate
• One staff representative from the Commission on Staff Policies and Affairs elected annually by the commission
• Three staff senators elected by the Staff Senate
• One administrative and professional faculty representative from the Commission on Administrative and Professional Faculty Affairs elected annually by the commission
• Three A/P faculty senators elected by the A/P Faculty Senate
• One graduate and professional student senator elected by the Graduate and Professional Student Senate

H. Faculty Honorifics Committee

Charge: To review credentials and achievements of candidates or nominees for university faculty awards or for university nominations for external awards as charged by the executive vice president and provost or the president (where that responsibility is not vested in other committees), and to make recommendation to the executive vice president and provost or the president, as appropriate. In addition, the committee shall review nominations for honorary degrees to be awarded by the university.

Reports to: Commission on Faculty Affairs

Chair: The executive vice president and provost or a designee.

Membership:

• Executive vice president and provost 
• One Alumni Distinguished Professor elected by the Alumni Distinguished Professors
• One University Distinguished Professor elected by the University Distinguished Professors
• One member of the Academy of Faculty Service elected by the Faculty Senate
• One member of the Academy of Faculty Leadership elected by the Faculty Senate
• One member of the Academy of Teaching Excellence elected by the Faculty Senate
• One recipient of the Alumni Award for Excellence in Extension elected by the Faculty Senate
• One recipient of the Alumni Award for Research Excellence elected by the Faculty Senate
• One representative from the named professors elected by the Faculty Senate

I. Information Technology Services and Systems Committee

Charge: To make recommendations for the effective offering and utilization of the university's information technology services and systems, and to recommend policies that relate to the governance of these services and systems. The committee's scope of concerns includes all information technology services and systems related to instruction, research, outreach, and administration at the university. The committee organizes into subcommittees to address specific aspects of information technology and services and to report to the committee. Each subcommittee will be chaired by a member of the Division of Information Technology with other members being assigned or volunteering based on interest or knowledge of the subject matter area.

Reports to: University Council Cabinet

Chair and vice-chair: The committee shall initially elect from its members a chair and vice-chair. The vice-chair shall succeed the chair the next year. Each year after the first year, a new vice-chair shall be elected who will succeed the present chair.

Membership:

• Vice president for information technology and chief information officer
• Four department heads or other leaders in the Division of Information Technology, appointed by the vice president for information technology and chief information officer, with expertise to address the breadth of information technology services and infrastructure at the university
• Ten at-large members of the faculty, A/P faculty, and staff (with appropriate expertise) selected by the vice president for information technology and chief information officer in consultation with the presidents of the Faculty, Staff, and A/P Faculty Senates. At least two must be A/P faculty members, at least two must be staff employees, and at least two must be tenured or tenure-track faculty members, with a goal to include representation from university locations beyond Blacksburg. At least one of the tenured or tenure-track faculty members must be a member of the Faculty Senate.
• One representative from the Graduate and Professional Student Senate elected by Graduate and Professional Student Senate
• One representative from the Undergraduate Student Senate elected by the Undergraduate Student Senate

J. Intellectual Property Committee

Charge: To make policy recommendations to the executive vice president and provost dealing with patents, copyrights, and related mechanisms for the protection/exploitation of intellectual properties.

Reports to: Commission on Research

Chair: Senior vice president and chief research and innovation officer (or designee)

Membership:

• Senior vice president and chief research and innovation officer (also representing the Commission on Research)
• An administrative leader within the Office of the Senior Vice President and Chief Research and Innovation Officer selected by the vice president and chief research and innovation officer
• Associate vice president for finance and university controller
• University legal counsel (or designee)
• President of Virginia Tech Intellectual Properties
• Nine at-large members of the faculty, A/P faculty, and staff (with patent and copyright experience) selected by the senior vice president and chief research and innovation officer in consultation with the presidents of the Faculty, Staff, and A/P Faculty Senates (at least one must be an A/P faculty member and at least one must be a staff employee)
• One graduate and professional Student Senator elected by the Graduate and Professional Student Senate
• One Undergraduate Student Senator elected by the Undergraduate Student Senate

K. Library Committee

Charge: To disseminate knowledge and make recommendations concerning policies, services, and development of the university's libraries.

Reports to: Commission on Graduate and Professional Studies and Policies, Commission on Undergraduate Studies and Policies, and Commission on Research

Chair: The president will annually appoint a chair from among its members.

Membership:

• Dean of University Libraries (also representing the Commission on Graduate and Professional Studies and Policies)
• One faculty representative from each of the academic colleges elected by the faculty in each of the colleges
• One faculty senator elected by the Faculty Senate
• Library faculty representative on the Commission on Undergraduate Studies and Policies (concurrent with CUSP term)
• Library faculty representative on the Commission on Research (concurrent with COR term)
• One staff representative elected by the Staff Senate
• One administrative and professional faculty representative elected by the A/P Faculty Senate
• One graduate and professional student senator elected by the Graduate and Professional Student Senate
• One undergraduate student senator elected by the Undergraduate Student Senate

L. Transportation and Parking Committee

Charge: To review and recommend rules and regulations governing traffic (including pedestrian, bicycles, and vehicles), parking (including permit sales, citations and special events), and alternative transportation methods; review and recommend programs to enhance campus parking, traffic, and transportation methods.

Reports to: University Council Cabinet

Chair and vice-chair: The committee shall initially elect a chair and vice-chair from its members. The vice-chair shall succeed the chair in the next year. Each year after the first year, a new vice-chair shall be elected who will succeed the present chair.

Membership:

• Senior director of auxiliary services
• Chief of police
• Three faculty representatives elected by the Faculty Senate
• Three administrative and professional faculty representatives elected by the Administrative and Professional Faculty Senate
• Three staff representatives elected by the Staff Senate
• One graduate and professional student senator elected by the Graduate and Professional Student Senate
• One undergraduate student senator elected by the Undergraduate Student Senate
• One representative from the Office of Equity and Accessibility appointed by the executive vice president and chief operations officer
• One member of the Commission on Equal Opportunity and Diversity with a vested interest in disability and accessibility issues (concurrent with term on CEOD)

M. University Curriculum Committee for General Education

Charge: To give leadership to the Pathways General Education curriculum through program evaluation, advising support, dissemination of information, alignment of transfer credit, and other actions, including curricular proposal review, as needed.

Reports to: Commission on Undergraduate Studies and Policies

Chair and vice-chair: The committee shall initially elect from its faculty members a chair and vice-chair. The vice-chair shall succeed the chair in the next year. Each year after the first year, a new vice-chair shall be elected who will succeed the present chair.

Membership:

• Executive vice president and provost or a designee
• Director institutional effectiveness
• One Division of Student Affairs representative selected by the vice president for student affairs
• Two faculty members selected by the executive vice president and provost
• One faculty representative selected by each undergraduate college curriculum committee
• One representative from University Studies who is a professional academic advisor appointed by the director of Academic Advising Initiatives
• Two faculty representatives elected by the Faculty Senate
• One faculty representative from the Commission on Undergraduate Studies and Policies elected annually by the commission
• Two undergraduate student senators elected by the Undergraduate Student Senate
• Two graduate or professional student teaching assistants or instructors of record elected by the Graduate and Professional Student Senate
• One administrative and professional faculty representative from the University Libraries elected by the Library Faculty Association
• One faculty representative from the Commission on Equal Opportunity and Diversity elected annually by the commission