Academic Committees Operating Procedures
The Academic Advisory Committees of the Board of Regents of the University System of Georgia (USG) are designated by the Executive Vice Chancellor and Chief Academic Officer. These committees are formed around the courses of the core curriculum, and the degrees and major offered by Board of Regents institutions.
Committee Functions
- Establish by-laws
- Study the curricula and programs of instruction in the discipline or discilines within the purview of the committee
- Make reports and recommendations concerning the improvement of instruction and the curriculum
- Exchange information and ideas
- Improve articulation and coordination between units of the University System
- Consider any other matters requested by the Executive Vice Chancellor or his/her representatives
- To make recommendations to the Academic Affairs System Office concerning new programs proposed by USG institutions
Committee Membership
The membership of each academic advisory committee consists of one voting member appointed by the President of each institution offering work in the field with which the committee is concerned. The term of office of all members of academic advisory committees is one year. Committee members are eligible for reappointment by their institution. The chairperson of each academic advisory committee is elected by the voting membership.
Role of the Committee Chair
- Serves as a liaison between the System Office, other advisory or administrative committees and the committee
- Convenes and conducts all meetings, calls for agenda items prior to meetings, appoints subcommittees (where applicable)
- Submits approved minutes to the Board of Regents through the USG liaison
If, after appointment to a standing academic advisory committee, a member is unable to serve, a substitute will be appointed through regular channels i.e. from the President of the institution to the Executive Vice Chancellor and Chief Academic Officer.
Each committee may have an Executive Committee that represents the leadership of the committee and that may serve as the final decision-making voice of the committee. Some committees, for example, have an Executive Committee composed of the past president, current president and president-elect of the committee. Other configurations exist.
Committee Meetings
Academic Advisory Committees are requested to meet at least once per academic year, and more often if necessary. Committees may transact business electronically or through correspondence in lieu of meetings at a specified location. Expenses for travel by a member of an academic discipline advisory committee to a committee meeting will be paid by the member's institution.
Meeting Minutes
Minutes should be sent electronically to all committee members (including the USG liaison) for review. Any additions, deletions and/or corrections are incorporated into the minutes by the Committee secretary and are electronically redistributed to the committee membership and USG liaison for final approval. The USG liaison will forward the approved minutes of the committee to the USG liaison and Dr. Felita T. Williams, (felita.williams@usg.edu) for posting on the USG website.
Committee Recommendations
The Chair will forward any committee recommendations (see standard form) to the Assistant Vice Chancellor for Academic Planning (felita.williams@usg.edu). Committee recommendations that impact other advisory disciplinary and/or administrative committees will be forwarded by the Assistant Vice Chancellor for Academic Planning to all of the appropriate committees for consideration and action, as well as to the Executive Vice Chancellor and Chief Academic Officer. The Assistant Vice Chancellor for Academic Planning will inform the proposing Administrative Committee of any decisions or actions based upon the recommendations.
Committee Liaisons
All standing academic advisory committees have at least one USG liaison designated by the Executive Vice Chancellor and Chief Academic Officer.
Role of USG Liaison
- Attends the meetings of the academic advisory committee
- Maintains a file of committee activities
- Assists in the coordination of recommendations, studies, and reports of the committee to assure that actions of the committee are forwarded to the appropriate group for consideration
- Assists committee with the posting of meeting minutes and other documents to the USG website
Reviewed Sept. 10, 2009