By Laws

By-Laws of the Academic Advising Network at the University of Minnesota - Twin Cities

Last updated: June 2019

  1. Board Members

    1. Membership: Membership should include representation from across campus (various colleges and administrative units), and should not exceed 25 members. A call for board nomination occurs once per year; with the timeline determined by the board. Prior to the call for board nominations, existing board members must declare their interest in continuing on the board for an optional 3rd year (see section 1C). Previous members are allowed to apply for the board after five years have passed since the last year of their term. Co-chairs alternated annually and selected from existing board.

    2. Application: Statement of intent, resume, and interest in leadership/committee positions. The Board reviews all applications, and votes on new members.

    3. Term: 2 years required with an optional 3rd year.

  2. Roles & Responsibilities

    1. Co-chairs:

      1. Nomination: Two to three co-chairs per academic year to serve a one-year term (one previous year of membership on board required). Call for nomination once per year; timeline as determined by the board. Selection is based on interest; an application and vote by the board may be required if there are more than three candidates. If possible, at least one co-chair should remain on the board for an additional year after their term in leadership to serve in a mentoring capacity for the newly elected co-chairs.

      2. Role/Responsibilities: Strategic leadership and direction of the board to include: organizational communication and documentation, meeting logistics, annual retreat, board committees, campus liaison and committee representation.

      3. Co-chair Team: In the event that a co-chair steps down before the end of their term, the remaining co-chairs can choose to collect nominations for a replacement and appoint a new co-chair.

    2. Records and Financial Coordinator:

      1. Nomination: One treasurer/secretary per academic year to serve a one-year term. Call for nomination once per year; timeline as determined by the board. Selection is based on interest; vote by the board may be required if there is more than one candidate.

      2. Role/Responsibilities: Managing board finances and budget to include: monthly reports, and communicate with the Office of Undergraduate Education regarding ongoing spending; records & documents board meeting minutes within shared AAN Board Google Drive file. Other records and administrative support duties may also be assigned.

      3. Co-chair support: In the event that a co-chair steps down before the end of their term, the Records and Financial Coordinator may serve as interim co-chair if needed until another co-chair is selected or until the end of the co-chair term, as determined by the other co-chairs.

    3. All Board Members: Attend monthly AAN meetings (at minimum 6-7 meetings out of 9 per year); attend the majority of AAN professional development events; promote/advertise the AAN, especially at events with a large number of advisor/student service professionals in attendance. If AAN members are not able to attend events, encourage alternative unit representation to attend. Board members may also be called upon by the Awards Committee to review award nomination essays, if needed. 

  3. Committees

    1. All board members are required to participate in one of the committees listed below and meet monthly after board meetings as needed. Committee interest can be self-selected.

    2. Tate Committee Members

      1. Role/Responsibilities:  Members of this committee are responsible for planning the Tate Conference, including securing a venue and caterer, communicating information to the University community (save the date, call for nomination, registration), selection of session presenters, event schedule, and day-of coordination. Communication and collaboration with AAN, OUE, and other university committees will be required.

    3. Professional Development Committee Members

      1. Role/Responsibilities: Members of this committee are responsible for planning and advertising monthly programming related to continued professional growth for student service professionals on campus. Committee is responsible for identifying strategic annual programming to benefit the University community. Committee should take suggestions from the community into consideration as they plan events. Communication and collaboration with AAN, OUE, and other university committees will be required.

    4. Awards Committee Members

      1. Role/Responsibilities: Members of this committee are responsible for advertising and selecting annual campus student services professional awards. Communication and collaboration with AAN, OUE, and other university committees will be required.

    5. Additional specializations (as needed)

      1. Role/Responsibilities: Need for specialization areas are determined based on board goals each academic year.

  4. Logistics

    1. Board meetings

      1. Board meetings are held monthly at various locations on campus ensuring equal opportunity and access to members of the board.

      2. Board meeting times will be set and communicated before the application cycle for the new board year. Any change in this time after the new board year would be subject to a vote from the board.

      3. Co-Chairs set an agenda which may include speakers from campus in addition to general administrative needs for the board every month to include reports from campus committees, AAN committees, and unit updates as needed.

      4. The Records and Financial Coordinator will record & document board meeting minutes within the shared AAN Board Google Drive file.

    2. Communications to campus from board

      1. Communication from the board to campus should follow a standard formatting outline for consistency.

      2. See AAN Board Google Drive for current template examples.

    3. Funding & Budget Logistics

      1. The Office of Undergraduate Education supports and funds the work of the AAN.

      2. Collaborate with the Office of Undergraduate Education liaison to understand annual AAN budget constraints, spending, and reporting processes.

      3. See 2B for treasurer role and responsibilities for funding and budget logistics.

    4. Reporting & Collaboration Logistics

      1. The Office of Undergraduate Education is a primary partner and collaborator of the AAN.

      2. The co-chairs report to the Office of Undergraduate Education liaison for items such as: significant board updates, advisory initiatives, budgetary considerations, or professional development opportunities.

      3. See 2A for additional roles and responsibilities for reporting and collaboration logistics.

  5. By-laws

    1. Changes to the by-laws can be suggested by any board member and proposed by the current AAN co-chairs. All board members can vote to approve or decline the changes. A 2/3rds majority vote is needed to pass the proposed changes.