Academic Affairs Advisory Council

A3 Bylaws

ARTICLE I: NAME, PURPOSE, AND HISTORY

1.1. Name.  The name of this body is the Academic Affairs Advisory Council (AAAC).

1.2. History.  The AAAC was formed by the Provost and Vice President for Academic Affairs (VPAA) in consultation with the Faculty Senate.  The AAAC replaces the standing Undergraduate Curriculum Committee (UCC) and Graduate Council (GC), as well as, ad hoc committees considering academic affairs. 

1.3. Purpose.  The purpose of the AAAC is to advise the Provost/VPAA on all issues related to the design, delivery, and assessment of curriculum.  Standing and ad hoc subcommittees shall be established by the AAAC chair to research complex issues and bring forward recommendations for the full AAAC’s consideration.  Issues considered by the AAAC shall include but not be limited to:

  • All academic affairs proposals that
    • require external approval (i.e., The Texas A&M University System [TAMUS] Board of Regents [BOR], The Texas Higher Education Coordinating Board [THECB], and/or the Southern Association of Colleges and Schools Commission on Colleges [SACSCOC]-including but not limited to new degree program proposals and substantive changes to existing degrees (e.g., name change, change in number of SCH required)
    • affects two or more colleges
    • Core curriculum issues
    • Online education (design, delivery, and support)
    • University-wide assessment of student acquisition/mastery of learning (e.g., core curriculum, TAMUS and institution-specific Student Learning Outcomes)
    • Monitoring of the SACSCOC compliance of curricular-related principles
    • University student admission standards

 ARTICLE II: MEMBERSHIP

 2.1 Membership Guidelines.  There are three types of membership in the AAAC: elected, appointed, and ex officio.  All elected and appointed members will serve two-year terms.  No member can serve more than two consecutive two-year terms without a break in service.  All full-time tenure-track and clinical faculty, except those in an ad-interim or visiting assignment, are eligible to serve on the AAAC.

2.1.1. Elected Members.  Each college shall elect two faculty representatives for the first 10 full-time faculty positions in that college (including tenured, tenure-track, visiting, and clinical faculty) and one additional representative for each multiple of 10 full-time faculty positions thereafter.  The Faculty Senate shall elect one member to the AAAC.

2.1.2. Appointed Members.  When election of members to the AAAC is unsuccessful, a college dean or the Faculty Senate chair may appoint one or more respective members, as approved by the Provost/VPAA.

2.1.3. Ex Officio Members.  The Provost/VPAA, Registrar, and Executive Director of Planning and Institutional Effectiveness (or their designees) shall serve as non-voting ex officio members of the AAAC.   Other ex officio members may be appointed by the Provost/VPAA or Chair as determined necessary.

2.2. Officers.  The officers of the AAAC shall consist of a Chair, Vice-Chair/Chair-Elect, and Secretary/Parliamentarian.  All officers shall serve one-year terms.  At the beginning of each fall semester, the sitting Vice-Chair shall assume the duties of Chair, and a new Vice-Chair shall be elected. 

2.2.1. Chair.  The Chair shall preside over all meetings of the AAAC and direct all AAAC activities.  The Chair shall have the opportunity to vote in all matters. 

2.2.2. Vice-Chair/Chair Elect.  The Vice-Chair shall assume the duties of the Chair in the absence of the Chair.  The Vice-Chair shall also serve as the Chair-elect and shall assume the position of Chair upon the expiration of the Chair’s term.  If a newly elected Vice-Chair is in the last year of a two-year term, his/her term is automatically extended by one year.  

2.2.3. Secretary/Parliamentarian.  The Secretary/Parliamentarian shall keep and maintain accurate records of the proceedings of the AAAC and shall ensure that elected members meet eligibility requirements and serve appropriate terms of office.  He/she will also ensure that proper rules of procedure are followed during all AAAC committee meetings.

 ARTICLE III: MEETINGS

 3.1. Regular Meetings.  Meetings are to be held no less than once per month during the nine-month academic year and at least once during the summer months.  The days and times for said meetings shall be set at the first meeting of the Fall academic semester.  Special meetings may be called at the request of the Chair or Provost/VPAA.  Meetings will be open to all university faculty.

3.2. Quorum.  A quorum of the AAAC shall consist of one-half of the voting membership during Fall or Spring terms and one-third during the Summer term.  A quorum is necessary to open business, but a lesser number may adjourn.  Attendance via synchronous electronic media (i.e. Skype, conference call, etc.) may be allowed with the approval of the Chair or Provost/VPAA.

3.3. Statement of Representation.  Any voting member of the AAAC unable to attend a meeting may designate in a signed statement a representative and present the form to the Secretary/Parliamentarian before the meeting.  The Secretary/Parliamentarian shall ensure that all representatives meet AAAC eligibility requirements.  Alternatively, each college may designate one alternate to serve in lieu of its elected members. 

 ARTICLE IV: STANDING COMMITTEES

 4.1. Standing Subcommittees.  Standing subcommittees of the AAAC shall consist of:

• Curriculum Development (including academic proposals requiring external approval and curriculum related matters that affect two or more colleges)

• Core Curriculum

• Online Education

• Admission Standards

• Curriculum Assessment

4.2. Ad hoc Subcommittees.  Ad hoc subcommittees may be created by the Chair. 

4.3. Subcommittee Guidelines.  Members shall be appointed to subcommittees annually by the AAAC Chair.  Committee membership may include faculty who are not members of the AAAC, but chairs of all subcommittees must be AAAC members. 

ARTICLE V: PROCEDURES

 5.1. Procedures.  Issues for consideration by the AAAC may be initiated by faculty or the Provost/VPAA.  When initiated by the faculty, the following procedures will be followed:

1) Department/Program faculty initiates curriculum proposal.

2) Department Chair/Coordinator approves proposal and forwards for consideration at  

     College meeting.

3)  College approves proposal and forwards for consideration to Dean of College.

4)  Dean of College approves proposal and submits to AAAC for consideration at next  

     AAAC meeting.

5)  At the AAAC meeting the AAAC Chair/Coordinator presents the proposal to the full  

     AAAC.  The AAAC makes the recommendation to approve or disapprove the

     proposal or refers it to the relevant subcommittee.  If it refers the proposal to the  

     subcommittee, then the subcommittee will make recommendations to the full AAAC  

     at the next AAAC monthly meeting.

6)  The AAAC Chair/Coordinator will follow through with the recommendation:

a. If not approved, AAAC Chair/Coordinator forwards the proposal back to Dean of College with explanation.

b. If approved, AAAC Chair/Coordinator forwards the signed documents to the Provost/VPAA.

7)  Provost/VPAA makes the final determination.

Note:  The AAAC will not consider new courses, changes in delivery of existing courses, or graduate faculty status.  Those responsibilities will rest with the respective college faculties before forwarding to the Provost/VPAA for final approval.

ARTICLE VI: AMENDMENTS 

6.1. Amendments.  These bylaws may be amended at any regular AAAC meeting by a majority vote of the AAAC members in attendance provided the amendment was submitted in writing at the previous regular AAAC meeting.  Changes to these bylaws must be approved by the Provost/VPAA.