By Laws

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

Last updated: 9 October 2017
 

  1. Board
    1. Membership: Membership should include representation from across campus (various colleges and administrative units). A call for board nomination occurs once per year; with the timeline determined by the board. 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. 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 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.
    2. Treasurer:
      1. Nomination: One treasurer 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 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 Office of Undergraduate Education regarding yearly spending.
    3. Secretary
      1. Nomination: One 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 board may be required if there is more than one candidate.
      2. Role/Responsibilities: Records & documents board meeting minutes within shared AAN Board Google Drive file.
    4. Communications Coordinator
      1. Nomination: One communications coordinator 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 board may be required if there is more than one candidate.
      2. Role/Responsibilities: Serving as liaison between the board and the Office of Undergraduate Education to update the AAN pages of the website and the calendar; sending bi-annual (start of the semester) reminders about use of the AAN listserv.
    5. All Board Members: Attend monthly AAN meetings; 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.  
  3. Committees
    1. Tate Committee Members
      1. Participate: Board members self select membership on this committee, members meet monthly after board meetings and as needed.
      2. 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 and other university committees will be required.
    2. Professional Development Committee Members
      1. Participate: Board members self select membership on this committee, members meet monthly after board meetings and as needed.
      2. 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 and other university committees will be required.
    3. Diversity & Inclusion Committee Members
      1. Participate: Board members self select membership on this committee, members meet monthly after board meetings and as needed.
      2. Role/Responsibilities: Members of this committee are responsible for planning and advertising programming related to continued education for the University community. Communication and collaboration with AAN and other university committees will be required.   
    4. Awards Committee Members
      1. Participate: Board members self select membership on this committee, members meet monthly after board meetings and as needed.
      2. Role/Responsibilities: Members of this committee are responsible for advertising and selecting annual campus student services professional awards. Communication and collaboration with AAN and other university committees will be required.
    5. Additional specializations (as needed)
      1. Participate: Board members self select membership on this committee, members meet monthly after board meetings and as needed.
      2. 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. Meetings are to be scheduled to work around board members schedules and avoid conflict with duties to assigned work on campus.
      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 secretary 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, or professional development opportunities.
      3. See 2A and 2D for additional roles and responsibilities for reporting and collaboration logistics.