Advising Network Bylaws

Articles for the Advising Network outline the structure of the Advising Network and include by-laws used in governing the organization.

Article I - Name

The name of this organization shall be the University of Kentucky Advising Network.

Article II - Purpose

The purpose of the UK Advising Network is to promote the quality of academic advising at the University of Kentucky and to support the professional growth of academic advisors. The Network facilitates cooperation and exchange of information among persons who perform advising functions.

The Advising Network works to provide the Associate Provost for Undergraduate Education and the University Senate Chair with sound proposals and commentary regarding University policies and procedures which are directly related to the advising and counseling of students and to the practices of enrollment management.

In an attempt to be more inclusive of faculty advisors, the Advising Network will maintain a close working relationship with the UK Teaching and Academic Support Center.

Article III - Membership

Membership in the Advising Network shall be open to all individuals employed at the University of Kentucky. This includes, but is not limited to, academic advisors, faculty members, administrators, counselors, and others whose interests and work are related to academic advising. These members shall be eligible to vote and hold office.

Employees of the Kentucky Community and Technical College System (KCTCS), for example, the Bluegrass Community and Technical College (formerly Lexington Community College), shall be welcome as associate members. Associate members are welcome to participate in meetings and events but are without voting and office-holding privileges.

Membership shall be established by registration with the secretary and must be renewed annually.

Article IV - Executive Committee

The Executive Committee shall have the following responsibilities:

Develop and approve annual calendar

  1. Approve budget and request appropriations
  2. Oversee elections to University Senate Standing Committees
  3. Oversee appointments to university committees upon request
  4. Respond to critical issues as they arise and take to membership when appropriate

The Advising Network Executive Committee shall include the following members:

  1. Chair
  2. Chair-Elect
  3. Immediate Past-Chair
  4. Secretary
  5. Treasurer
  6. Public Relations Coordinator
  7. Events Coordinator

The duties and responsibilities of the members of the Executive Committee are:

1. Chair

  1. Preside over Advising Network and Executive Committee meetings
  2. Oversee all Advising Network business
  3. Call meetings of the Executive Board
  4. Appoint standing committee membership and ad hoc committees as needed
  5. Serve as an ex officio member of all standing and ad hoc committees
  6. Prepare Annual Report for the Associate Provost for Undergraduate Education
  7. Prepare annual budget with Treasurer
  8. Represent the Advising Network to the university administration

2. Chair-Elect

  1. Perform duties of the Chair in the absence of the Chair
  2. Assist the Chair
  3. Chair Elections Committee
  4. Coordinate Advising Network general calendar and monthly meeting programs for professional development

3. Immediate Past Chair

  1. Serve as advisor to the Executive Committee and Chair
  2. One year appointment to University Senate Committee on Academic Advising

4. Secretary

  1. Maintain membership list with current campus mailing and e-mail addresses; manage Advising Network listserv
  2. Record minutes and post on Advising Network website
  3. Coordinate annual membership registration
  4. Keep records and materials important to the historical documentation of the Advising Network
  5. Assist the Chair in compiling Annual Report for the Associate Provost for Undergraduate Education

5. Treasurer

  1. Prepare annual budget with the Chair
  2. Process financial transactions
  3. Assist the Chair in compiling Annual Report for the Associate Provost for Undergraduate Education
  4. Member of Events Committee

6. Public Relations Coordinator

  1. Chair Public Relations Committee
  2. Work with the Chair to appoint committee members
  3. Oversee electronic newsletter
  4. Oversee maintenance of website
  5. Work with other Advising Network committees when publicity is needed

7. Events Coordinator

  1. Chair Events Committee
  2. Work with Chair to appoint committee members
  3. Coordinate, with additional help from the membership when needed, Advising Network events to include Advising Week, Answer Day, Holiday social event, Advisor Awards, and other events developed in the future

Article V - Elections

  1. Candidates must be registered members of the Advising Network by the first Monday in October prior to elections
    the following April.
  2. Elections will be held in April by a majority vote of the members voting.
  3. Terms of office will be July 1-June 30.
  4. Terms of office for the Chair-Elect, Chair, and Past Chair shall be one year each, with the same person serving as
    Chair-Elect, Chair, and then Past Chair for a total of three years rotating through the different offices. The Secretary and Treasurer shall be staggered two-year terms. Coordinators shall be one year terms.
  5. Holders of the offices of Secretary, Treasurer, and Coordinators may succeed themselves.
  6. A special election may be called by the Executive Committee to fill any unexpired term. Should the Chair position
    become vacant, the Executive Committee may appoint a replacement or call a special election. Nominations are to be submitted in writing to the Elections Committee by the Monday following Spring Break.
  7. Nominations are to be submitted in writing to the Elections Committee by the Monday following Spring Break.
  8. Officers may be removed for cause by a two-thirds vote of the Executive Committee or by a two-thirds vote of the Advising Network membership present at a regular meeting.

Article VI - Elected Representatives

  1. Elections will be held to provide membership on standing committees of the University Senate for the following committees:
    • Academic Advising (two elected representatives; three-year, staggered terms; Immediate Past Chair will be appointed for a one year term)
    • Admissions and Academic Standards (one representative; three-year term)
    • Undergraduate Council (one representative; three-year term)
    • University Studies Program (one representative; three-year term)
    • Retroactive Withdrawal (one representative; three-year term)
  2. An elected officer of the Advising Network can also be elected to a University Senate Committee.

Article VII - Standing Committees
(membership will be appointed by the Chair with representation from campus units)

  1. Public Relations Committee: responsible for newsletter and website; five appointed members from at least three
    different campus units
  2. Events Committee: responsible for program development, Advising Week, awards; five appointed members from at least three different campus units; (Awards Subcommittee comprised of past two recipients in each category and one faculty member and one student appointed by the Chair).
  3. Elections Committee: oversee election process to include a) nomination solicitation, b) ballot preparation, distribution,
    and collection, c) and vote counting; two appointed members from separate campus units different from the Chair-Elect

Article VIII - Meetings

  1. Meetings shall be held on a regular basis, generally once a month during the academic year, and are open to members and the general university community.
  2. Special meetings may be called by the Executive Committee or by request of an Advising Network member.
  3. Members in attendance at meetings shall constitute a quorum for the purpose of conducting official business.

Article IX - Amendments

  1. Bylaw review is at the request of the Executive Committee by an ad hoc committee appointed by the chair.
  2. Amendments to the Bylaws may be ratified by a two-thirds vote of members present at any meeting, provided notice of proposed amendments is given to members in writing at least two weeks prior to voting.

Adopted July, 2003; revised August, 2005

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