University Council for Graduate Studies Bylaws

ARTICLE I - NAME

The name of this organization shall be the University Council for Graduate Studies (hereinafter referred to as the UCGS).

ARTICLE II - OBJECT

The UCGS acts on behalf of graduate faculty in the governance of graduate programs to produce individuals capable of creative scholarship in their chosen disciplines. It performs both as a policy-making body, subject to approval by the President, and as an advisory body to the Vice Provost and Dean of the Graduate School. The UCGS will:

• Propose through the Vice Provost and Dean of the Graduate School to the Provost and the President policies and procedures that influence the quality of graduate instruction and research programs.
• Hear and act upon graduate student appeals of decisions related to academic standing or other graduate policies when those issues have not been resolved at a departmental or college level. The decision of the UCGS shall be final. It has no jurisdiction in course grade appeals; however, the chair of the Graduate Grade Appeals Committee shall be a member of the UCGS.
• Establish criteria for and hear appeals of membership to various levels of membership in the Graduate Faculty.
• Receive proposals and recommend action on new or revised graduate programs and courses.
• Advise the Vice Provost and Dean of the Graduate School on such matters as may be brought before the UCGS.

ARTICLE III

Section 1: REPRESENTATION

The UCGS shall be composed of three ex officio members and thirty voting members. The ex officio members shall be the Vice Provost and Dean of the Graduate School, Assistant Vice Provost and Associate Dean of the Graduate School, and the Director of Graduate Enrollment and Retention.

Voting members shall be the eleven Directors of Graduate Studies (one from each of the graduate colleges and schools: College of Arts and Sciences, Fogelman College of Business and Economics, College of Communication and Fine Arts, College of Education, Herff College of Engineering, the Loewenberg College of Nursing, College of Professional and Liberal Studies, the Kemmons Wilson School of Hospitality and Resort Management, the School of Communication Sciences and Disorders, the College of Health Studies,  and the School of Public Health), the president of the Graduate Student Association (GSA), one representative from University Libraries, and one representative elected by the Faculty Senate and sixteen Graduate Faculty representing the various graduate colleges,  In recognition of the various college and school discipline areas and the population of graduate students, the following formula allotment has been determined:

The allotment of representatives was made on the basis of the number of graduate students in each college with the understanding that each college will have be allowed, at a minimum, one faculty representative. The School of Communication Sciences and Disorders has declined faculty representation.

Each college/school should determine criteria for election/appointment to the UCGS that will ensure broad disciplinary representation. If in subsequent years there is a significant change to this distribution, the formula will be adjusted and colleges/schools notified.

Meetings of the UCGS shall be chaired by the Vice Provost and Dean of the Graduate School. In the Dean's absence,the Assistant Vice Provost and Associate Dean of the Graduate School will chair the meeting. In the Associate Dean's absence, the chair shall fall respectively to the Graduate Directors from the Colleges in rotation beginning with the College Director who has served on the Council for the longest time. 

Ex officio members shall serve without vote.

Appointments shall be three-year terms for faculty and one year for graduate students beginning September following the election.

Section 2: ELECTIONS

Only full and associate members of the graduate faculty may vote for college representatives to the UCGS. It is assumed that appropriate election policy and procedures will be followed in the represented units. If a problem arises, the UCGS reserves the right of review and calling a new election. The regular election of representatives to the University Council shall be held no later than mid-March each year. By the end of March, the respective units shall forward the names of the newly elected members to the Dean of Graduate Studies. At the annual meeting in May, the Vice Provost and Dean of the Graduate School shall make announcement of the newly constituted University Council for Graduate Studies. Terms of service begin in September.

CRITERIA FOR THE ELECTED MEMBERSHIP IS AS FOLLOWS:

• Faculty Representatives: Only Full and Associate Graduate Faculty who have at least two years of graduate teaching experience at The University of Memphis are eligible to serve on the Council.
  
  
• Faculty Senate Representative: Only Full and Associate Graduate Faculty who have at least two years of graduate teaching experience at The University of Memphis are eligible to serve on the Council.
  
  
• Graduate Student Representative: The President of the GSA will serve as the graduate student representative on the Council.

If a vacancy occurs more than sixty days prior to the date of a regular election, the position shall be filled by a special election conducted in accordance with the standard procedures certified for the college. Vacancies that occur within sixty days of a regular election will be filled at the time of that election.

ARTICLE IV - OFFICERS

The officers of the University Council for Graduate Studies shall be the Chair (as outlined in Article III) and a secretary appointed by the chair from the Graduate School. These officers shall perform the duties prescribed by these bylaws and the parliamentary authority adopted by the UCGS.

ARTICLE V - MEETINGS

Section 1: REGULAR MEETINGS

The regular meetings of the UCGS shall be held each month from September through May, unless otherwise ordered by the chair or a majority vote of the UCGS. Meetings may be scheduled during summer months by the chair if necessary.

Section 2: ANNUAL MEETING

The regular meeting in May shall be known as the annual meeting and shall be for the purpose of announcing the results of the elections, receiving reports from the subcommittees, selecting dates and times for the following year's meetings, and for any other business deemed necessary by the chair of the membership.

Section 3: SPECIAL MEETINGS

Special meetings may be called by the chair. The purpose of these meetings shall be stated in the call and, except in cases of emergency, at least five working days' notice shall be given.

Section 4: ABSENCE OF MEMBERS

If for any reason a member of the UCGS cannot attend a meeting, another Council member may be designated as proxy for voting purposes. The designation shall be presented in writing to the chair at the time of the meeting.

Section 5: QUORUM

Fifteen voting members of the University Council shall constitute a quorum.

ARTICLE VI - COMMITTEES

Standing or special committees shall be appointed by the chair as necessary to carry on the work of the University Council.

ARTICLE VII - PARLIAMENTARY AUTHORITY

Section 1: PROCEDURE

The rules contained in the latest edition of Robert's Rules of Order Newly Revised shall govern the University Council for Graduate Studies to the extent that they are not inconsistent with these bylaws or with any special rules of order the UCGS may adopt.

Section 2: OPEN MEETINGS

Meetings of the UCGS are open to all faculty members. If confidential issues are on the table, then the chair has the power to call the UCGS to executive session. When an appeal of any type is under consideration, the chair will excuse all visitors before a vote is taken.

ARTICLE VIII - AMENDMENT TO BYLAWS

These bylaws can be amended at any meeting of the UCGS by a two-thirds vote, provided that the amendment has been submitted in writing at the previous regular meeting.

Approved by the University Council for Graduate Studies: 10.04.2024