Academic Staff Policies and Procedures: Chapter 14 – Committees of the University

: Layout for printing
Policy Number:: UW-714
Old Policy Number:: ASPP Chapter 14
Responsible Office:: Office of the Secretary of the Academic Staff

University Policy

Policy:

Chapter 14 – Committees of the University

14.01. Academic Staff Committees
14.02. Shared Governance Committee
14.03. Consultants
14.04. Appointments to Committees
14.05. Election of Academic Staff to Committees
14.06. Terms of Office
14.07. Committee Chairs
14.08. Committee Reports, Records, Recommendations, and Policies
14.09. Meetings
14.10. Quorum Rule
14.11. Appeal From and Review of Committee Decisions
14.12. Committees of the Academic Staff
14.13. Committees of the Faculty with Academic Staff Representation

14.01. Academic Staff Committees

The term "academic staff committee" as used in this chapter applies only to committees established by the Academic Staff Executive Committee or the Academic Staff Assembly and does not apply to committees created by the chancellor, by deans, by the faculty, or by others. Academic staff committees subject to the provisions of this section may be called committees, boards, or commissions.
An academic staff committee reports to the academic staff through the Academic Staff Executive Committee and/or the Academic Staff Assembly.
A majority of the voting members of an academic staff committee shall be members of the University academic staff.
Actions taken by an academic staff committee when the academic staff members present do not constitute a majority must be approved either at the next meeting of the committee at which the academic staff members constitute a majority or through other procedures established by the committee.
Persons not members of the academic staff may serve on academic staff committees when appropriate. In particular, provision may be made for representation from the faculty, students, and administrative bodies.
The Academic Staff Executive Committee and the Academic Staff Assembly may provide for the selection of committee members, the scope of their authority, the rules and regulations for their proceedings, and the form in which the committee's work should be reported. New academic staff committees must be approved by the Assembly by majority votes in two consecutive Assembly meetings and shall become part of this chapter under 14.12.
Ad hoc academic staff committees established by the Academic Staff Executive Committee or the Academic Staff Assembly are subject to the general provisions of this chapter. The chair will be designated by the appointing body. The charge, composition, and method of appointment or election to each ad hoc committee shall be a part of its creation.

14.02. Shared Governance Committee

A shared governance committee is:
1. a committee established in conjunction with faculty, university staff, or student government to address issue of common concern, or
2. a committee that has academic staff representation and is established for the purpose of making recommendations to the chancellor, provost, or designees concerning the governance of the institution.
A shared governance committee reports to the academic staff through the Academic Staff Executive Committee and/or the Academic Staff Assembly and to other establishing authorities in accordance with their rules.
The rules of the establishing authorities may provide for the selection of committee members, the scope of their authority, the rules and regulations for their proceedings, and the form in which the committee's work should be reported.
Unless otherwise specified, the Academic Staff Executive Committee shall appoint members of the academic staff to shared governance committees and designate their terms of office. Members of the academic staff appointed or elected to shared governance committees are expected to represent the interests of the academic staff as participants in the shared governance of the university.
If the Academic Staff Executive Committee determines that an appointed or elected academic staff member is not representing the interests of the academic staff or is not attending committee meetings, the Academic Staff Executive Committee may submit a recall resolution to the Academic Staff Assembly. If a recall resolution is approved by the Academic Staff Assembly, the academic staff member shall be removed from the committee and another member of the academic staff shall be appointed or elected in accord with the provisions of this chapter.

14.03. Consultants

The ASEC or the Assembly, by majority vote, may appoint consultants to a committee it has established. Requests for consultants may come from the ASEC, Assembly representatives, or the committees themselves. Consultants shall be nonvoting committee members.

14.04. Appointments to Committees

Unless other provision for selection is made, the Academic Staff Executive Committee appoints academic staff members of committees and designates their terms of office, after such consultation with the Nominating Committee, chancellor or provost as may be appropriate.
Representatives of the academic staff serving on committees established by the faculty shall be selected according to procedures established by the academic staff governance system.
Representatives of the faculty on committees established by the academic staff shall be selected according to procedures established by the faculty governance system.
Representatives of the students on committees established by the academic staff shall be selected according to procedures established by the student governance system.
Representatives of the university staff on committees established by the academic staff shall be selected according to procedures established by the university staff governance system.
An ex officio member of an academic staff committee is a full member of that committee, with the right to participate and vote, unless legislation specifies otherwise.

14.05. Election of Academic Staff to Committees

Academic staff members are elected to committees in accord with procedures described in this chapter.
Unless otherwise provided, nominations for committee positions that are to be filled by election are made by the Nominating Committee.
A vacancy in an elective committee position is to be reported by the chair of that committee to the Secretary of the Academic Staff.
If circumstances warrant, and upon consultation with the committee concerned, the Academic Staff Executive Committee shall appoint, subject to confirmation by the Academic Staff Assembly, an appropriately qualified replacement to fill the vacancy until an academic staff member is elected at the next annual election to complete the unexpired term.

14.06. Terms of Office

Unless otherwise specified, elected academic staff committee members serve one-year terms and assume their duties on July 1 following their election.
Appointed academic staff committee members serve from the date specified by the appointing authority until the appointing authority has designated a successor. If Academic Staff Policies and Procedures or assembly legislation establishing a committee specifies a term for an appointment, the appointing authority may extend the specified term for one year to avoid too great a turnover of committee members in a single year or to facilitate work in progress.
Unless otherwise specified, committee members may be reappointed by the Academic Staff Executive Committee.
Unless otherwise specified, terms of committee members shall be staggered to the extent possible.

14.07. Committee Chairs

Unless otherwise specified, chairs of all academic staff committees shall be academic staff members. The chairs of all elected academic staff committees are chosen by the members of the respective committees unless other provision is made. The chairs of all appointed academic staff committees shall be designated by the authority appointing the academic staff members unless other provision is made. Committees that elect their own chairs shall do so on the call of the outgoing chair or upon resignation of the chair.

14.08. Committee Reports, Records, Recommendations, and Policies

All academic staff Chapter 14 committees and shared governance committees shall report to the Academic Staff Executive Committee in writing at least annually. The ASEC shall determine a schedule for each committee to make progress reports to the Assembly and a deadline for any final or annual reports. These reports shall be submitted to the Academic Staff Assembly for its information. There shall be an opportunity for representatives to ask questions regarding these reports. If a committee of the faculty has academic staff representation, the Secretary of the Academic Staff shall also receive a copy of all recommendations and reports of the committee.
All committee records and reports are official University records, and they may not be destroyed or discarded without the consent of the University archivist. When chairs of academic staff committees wish to be relieved of files, they shall transfer all material to the Secretary of the Academic Staff Office for transmittal to the University Archives under any appropriate or desirable restriction of use consistent with state and federal laws. When the chair of an academic staff committee changes, the outgoing chair shall transfer active files and other appropriate information to the new chair.
If a committee makes a recommendation or proposes a resolution for action by the Academic Staff Assembly, the vote of the committee on the recommendation or proposed resolution shall be reported to the Academic Staff Assembly.
Academic staff committees shall maintain a written statement of policies and procedures. A committee shall report any proposed changes to these policies and procedures and any contemplated action that would be an exception to these policies and procedures to the Academic Staff Executive Committee.
If a matter has been reported to the Academic Staff Executive Committee under the provision of 14.08.D. and if the Academic Staff Executive Committee so requests, the committee shall postpone action or implementation relating to the matter pending consideration and action by the Academic Staff Executive Committee and, if the Academic Staff Executive Committee so decides, by the Academic Staff Assembly.

14.09. Meetings

Each academic staff committee meets at the call of its chair. A meeting shall be called at the request of any three members of the committee.
Electronic meetings. Academic staff committees, by the call of their chairs or by majority vote, may determine that a committee meeting shall be held entirely or partially by means of electronic or other communications facilities at the time the agenda is published, so long as the electronic or other communications facilities provide for simultaneous aural communication among all members equivalent to those held in one room or area. These electronic meetings of the committee shall be subject to all rules adopted by the committee to govern them, which may include any reasonable limitations on, and requirements for, committee members’ participation. A person participating in a meeting by such means is deemed to be present at the meeting and votes taken at such a meeting fulfill any requirement that a vote be cast.

14.10. Quorum Rule

A quorum exists when a majority of the voting members of a committee is present.

14.11. Appeal From and Review of Committee Decisions

Except as otherwise specified, when these rules delegate authority to an academic staff committee to take action without specific Assembly approval, the affected person or persons may appeal the committee action to the Academic Staff Executive Committee unless the committee's recommendation is made to the chancellor for a final decision under the provisions of Academic Staff Policies and Procedures, for example, the Academic Staff Appeals Committee.
Except for the Nominating Committee, whenever these rules authorize a committee to take action or recommend action to the administration without prior approval by the Assembly, if one-third or more of the committee members believe that a committee action is sufficiently important or controversial that it merits consideration by the Academic Staff Executive Committee or the Academic Staff Assembly, they, or the chair of the committee, shall report this to the Academic Staff Executive Committee, which shall consult with the members, the committee chair and other appropriate persons. After such consultation, the Academic Staff Executive Committee may take such action as it considers proper, including submission of the matter to the Academic Staff Assembly.
If a matter has been reported to the Academic Staff Executive Committee under the provisions of 14.11.B. and if the Academic Staff Executive Committee so requests, all steps to adopt or implement the committee action in question shall be postponed pending consideration by the Academic Staff Executive Committee and, if the Academic Staff Executive Committee so decides, by the Academic Staff Assembly.

14.12. Committees of the Academic Staff

Academic Staff Executive Committee.
1. General Responsibilities.
  1. Administrative. The Academic Staff Executive Committee (ASEC) is the administrative executive committee of the academic staff and the Academic Staff Assembly. It provides administrative support to the Academic Staff Assembly. This support includes, but is not limited to, providing the Assembly with necessary information, coordinating and initiating meetings and meeting agendas, transmitting recommendations and decisions of the Assembly to the appropriate office, and implementing the policies of the Assembly in ensuring the role of academic staff in governance as stated in s. 36.09(4m).
  2. Day-to-Day. The ASEC is empowered to carry on the day-to-day activities not otherwise delegated and as defined below as necessary to implement s. 36.09(4m).
  3. Policy Referral. The ASEC is responsible for referring to the Assembly issues of policy development or change.
  4. Reporting. The ASEC must report all its activities and actions to the Assembly in a timely manner, either at the next meeting of the Assembly or in writing. The ASEC's activities and actions are subject to review by the Assembly.
  5. Communication with Academic Staff. The ASEC may communicate directly with the academic staff in order to carry out its duties.
2. Specific Responsibilities.
  1. Day-to-Day Activities.
    1. The ASEC and its chair are empowered to carry on the day-to-day activities which are necessary to implement s. 36.09(4m) and which are not otherwise delegated. Day-to-day activities include but are not limited to submitting names for appointment to campus committees, representing the position of the Assembly or the academic staff, handling matters of urgency, and responding to requests for information by the UW–Madison administration.
    2. All of these activities must be reported to the Assembly.
  2. Assembly Meetings. The ASEC and its chair have specific responsibilities in the preparation for and progress of Assembly meetings. These responsibilities are given in 13.02 and 13.03.
3. Additional Responsibilities. The ASEC may be given additional responsibilities by the Academic Staff Assembly.
4. Committee Size. The ASEC shall consist of nine members.
5. Terms of Office.
  1. The ASEC terms will run from July 1 to June 30. ASEC members will serve three-year terms with one-third of the committee elected annually.
  2. Membership on the ASEC is limited to no more than seven consecutive years.
  3. Eligibility for election to the ASEC is reinstated one year after a member vacates a seat on the committee.
6. Membership.
  1. Eligibility. Any member of the academic staff holding a paid appointment shall be eligible to serve on the ASEC providing s/he is not excluded under 14.12.A.6.b.
  2. Exclusions.
    1. Not more than two of the nine members of the ASEC may be from the same Assembly district, and not more than three can be from the same college, school, or division.
    2. ASEC members will be ex-officio voting members of the Assembly and may not concurrently serve as representatives of Assembly districts.
    3. Members of the Nominating Committee may not also be candidates for the ASEC.
7. Election Processes.
  1. Election at Large. The ASEC shall be elected by the academic staff, from the academic staff at large.
  2. Slate.
    1. Nominees. The Nominating Committee shall prepare a slate of nominees for the ASEC to be reported to the Assembly not later than the February Assembly meeting each year, or the March Assembly meeting if the February meeting has been canceled. The total number of nominees shall be at least two more than the number of vacancies.
    2. Additional Nominees. Additional nominees may be added by a petition signed by at least 10 Assembly representatives, or 50 members of the academic staff. The petition must be submitted to the Secretary of the Academic Staff within 10 working days after the Assembly meeting at which the initial slate is presented.
  3. Timing. ASEC members will be elected not later than April 15 each year and prior to the call for nominations for Assembly districts.
  4. Elections.
    1. Election shall be by secret ballot. Those candidates receiving the most votes from those submitting legal ballots shall be sufficient for election providing the provisions of 14.12.A.6.b. are met. If one of the top candidates is ineligible, the next eligible candidate with the most votes will be elected.
    2. The Assembly and the Secretary of the Academic Staff shall ensure fair and impartial elections; shall certify the validity of all ballots; and shall tabulate and announce election results at the Assembly meeting following the conclusion of the elections.
    3. If the election results in a tie that needs to be broken to determine the last person to be seated on the committee, a runoff election will be held between the tied candidates using the candidate’s original statement. If the runoff election does not produce a winner, the winner is determined by a coin flip. The Secretary of the Academic Staff of designee will flip the coin. The person who submitted the candidate statement first calls heads or tails.
8. Chair and Vice-Chair. ASEC members will select their chair and vice-chair by majority vote, according to ASEC Operating Procedures.
  1. If the election results in a tie that needs to be broken, a runoff election will be held between the tied candidates. If the runoff election does not produce a winner, the winner is determined by a coin flip. The Secretary of the Academic Staff or designee will flip the coin. The person whose name was submitted for the position first calls heads or tails.
9. Vacancies.
  1. The office of an ASEC member shall become vacant on incapacity, recall, resignation, or an absence without approval from the ASEC chair or vice-chair from four regular meetings of the ASEC annually.
  2. To fill a vacated ASEC seat, the Nominating Committee will recommend one or two names to the Assembly. If one nominee, a majority vote is required; if two nominees, the one receiving more votes shall become the ASEC member. The seat will be up for election at the next ASEC election, regardless of whether that seat would normally be up for election that year. The person elected would then serve until the next regular election for that seat.
10. Recall. Recall proceedings against an ASEC member may be initiated by petition from 100 academic staff members. The petition will be submitted to the chancellor with a copy to the Secretary of the Academic Staff. Within four weeks from the date of receipt of the petition, a special election will be held to determine whether or not the academic staff at large wishes to recall the ASEC member. If a majority of the ballots cast vote for recall, that ASEC seat is vacant and shall be filled as in 14.12.A.9.b. If the next election is not the regular time for that ASEC seat, the person elected will serve until the next regular election for that seat.
11. Rules of Order. The most current edition of Robert's Rules of Order, Newly Revised will govern meetings of the ASEC in all cases to which they are applicable and in which they are not inconsistent with any bylaws or special rules of order the ASEC may adopt.
Committees of the Assembly
1. Communications.
  1. Responsibilities. The Communications Committee is charged with working with the Secretary of the Academic Staff and other campus units, entities, and organizations to coordinate and foster communication about and relevant to Academic Staff. This includes identifying strategies and aiding with effective delivery, according to best practices.
    1. The Communications Committee shall make recommendations on these matters and report its activities to the Academic Staff Assembly.
  2. Committee Size. The Communications Committee shall consist of nine members.
  3. Membership.
    1. Eligibility. Members of the academic staff holding a paid appointment shall be eligible to serve on the Communications Committee providing they are not excluded under 14.12.B.1.c.ii.
    2. Exclusions. No more than two members may be from the same district or three members from the same school, college or division.
  4. Terms of Office. Communications Committee members shall serve for three-year terms, beginning July 1. Membership on the Communications Committee is limited to two consecutive full terms. If there are no academic staff willing to serve in the departing member’s place, the member may serve an additional term. Eligibility for election is reinstated one year after a member vacates their seat on the Committee. When a committee member requests a leave of absence, the committee shall determine whether to grant the leave. If a leave is granted, the committee chair shall notify the ASEC and the Secretary of the Academic Staff. When a leave of absence is granted, the committee shall determine whether a temporary replacement member should be appointed. If so, the committee chair shall notify the ASEC and the Secretary of the Academic Staff, and the ASEC shall appoint a replacement to serve for the duration of the leave of absence.
  5. Election Processes.
    1. One-third of the Communications Committee shall be elected each year.
    2. The Nominating Committee shall prepare a slate of nominees that exceeds the number of vacant seats assuring broad representation of academic staff regarding professional interests, employing unit, and funding source.
    3. Nominees may be added to the slate by motion from the floor or by petition by 10 academic staff members.
    4. Election will be in the spring by ballot to Assembly representatives following the meeting at which the slate is presented. Those candidates receiving the most votes from all the valid ballots cast will fill the vacant positions providing the provisions of 14.12.B.1.c.i. are met. If one of the top candidates is ineligible, the next eligible candidate with the most votes will be elected.
    5. If the election results in a tie that needs to be broken to determine the last person to be seated on the committee, a runoff election will be held between the tied candidates using the candidate’s original statement. If the runoff election does not produce a winner, the winner is determined by a coin flip. The Secretary of the Academic Staff of designee will flip the coin. The person who submitted the candidate statement first calls heads or tails.
  6. Chair. The chair (or co-chairs if the Committee so elects) will be elected by majority vote of the Committee at its first meeting each year. In the case of a tie vote, the committee will defer to ASEC to elect the chair.
  7. Vacancies. Vacancies will be filled by appointment by the ASEC from a list of nominees supplied by the Nominating Committee. The appointed Committee member will serve until the next regular election for that seat.
  8. Recall. The Assembly may consider recalling a member of the Communications Committee on recommendation of a majority of the committee members. If there is a tie vote, the ASEC may appoint one or more members of the Assembly to consult with the Communications and report back to the ASEC. If a recommendation to recall a committee member is made by committee vote or after a recommendation from a consultant(s), the recall will require a majority vote by the Assembly. If a member of the Communications Committee is recalled, the procedures in 14.12.B.1.g. shall be followed to select a replacement.
2. Compensation and Economic Benefits.
  1. Responsibilities. The Compensation and Economic Benefits Committee is charged with the continuing review of policies and procedures relating to academic staff compensation, fringe benefits and other economic benefits and with making recommendations to the Assembly on matters in these areas.
  2. Committee Size. The Compensation and Economics Benefits Committee shall consist of nine members.
  3. Membership.
    1. Eligibility. Members of the academic staff holding a paid appointment shall be eligible to serve on the Compensation and Economics Benefits Committee providing they are not excluded under 14.12.B.2.c.ii.
    2. Exclusions. No more than two members may be from the same district or three members from the same school, college or division.
  4. Terms of Office. The Compensation and Economics Benefits Committee members shall serve for three-year terms, beginning July 1. Membership on the Compensation and Economics Benefits Committee is limited to two consecutive full terms. If there are no academic staff willing to serve in the departing member’s place, the member may serve an additional term. Eligibility for election is reinstated one year after a member vacates their seat on the Committee. When a committee member requests a leave of absence, the committee shall determine whether to grant the leave. If a leave is granted, the committee chair shall notify the ASEC and the Secretary of the Academic Staff. When a leave of absence is granted, the committee shall determine whether a temporary replacement member should be appointed. If so, the committee chair shall notify the ASEC and the Secretary of the Academic Staff, and the ASEC shall appoint a replacement to serve for the duration of the leave of absence.
  5. Election Processes.
    1. One-third of the Compensation and Economics Benefits Committee shall be elected each year.
    2. The Nominating Committee shall prepare a slate of nominees that exceeds the number of vacant seats assuring broad representation of academic staff regarding professional interests, employing unit, funding source, and expertise in compensation matters. The slate should contain both Assembly representatives and academic staff at large.
    3. Nominees may be added to the slate by motion from the floor or by petition by ten academic staff members.
    4. Election will be in the spring by ballot to Assembly representatives following the meeting at which the slate is presented. Those candidates receiving the most votes from all the valid ballots cast will fill the vacant positions providing the provisions of 14.12.B.2.c.i. are met. If one of the top candidates is ineligible, the next eligible candidate with the most votes will be elected.
    5. If the election results in a tie that needs to be broken to determine the last person to be seated on the committee, a runoff election will be held between the tied candidates using the candidate’s original statement. If the runoff election does not produce a winner, the winner is determined by a coin flip. The Secretary of the Academic Staff of designee will flip the coin. The person who submitted the candidate statement first calls heads or tails.
  6. Chair. The chair (or co-chairs if the Committee so elects) will be elected by majority vote of the Committee at its first meeting each year. In the case of a tie vote, the committee will defer to ASEC to elect the chair.
  7. Vacancies. Vacancies will be filled by appointment by ASEC from a list of nominees supplied by the Nominating Committee. The appointed Committee member will serve until the next regular election for that seat.
  8. Recall. The Assembly may consider recalling a member of the Compensation and Economics Benefits Committee on recommendation of a majority of the committee members. If there is a tie vote, the Academic Staff Executive Committee may appoint one or more members of the Assembly to consult with the Compensation and Economics Benefits Committee and report back to the ASEC. If a recommendation to recall a committee member is made by committee vote or after a recommendation from a consultant(s), the recall will require a majority vote by the Assembly. If a member of the Compensation and Economics Benefits Committee is recalled, the procedures in 14.12.B.2.g. shall be followed to select a replacement.
3. Districting and Representation Committee.
  1. Responsibilities.
    1. The Districting and Representation Committee is charged with reviewing election and districting processes and rules to ensure that the academic staff members may exercise their institutional governance rights in the most effective, equitable, and efficient manner.
    2. The Districting and Representation Committee is charged with periodic review of each academic staff district. The purpose of this review is to ensure that each district meets the requirements of the Academic Staff Policies and Procedures (ASPP), as stated in 13.02.C, 13.02.D, and 13.06.A.1.
    3. The Districting and Representation Committee is charged to hear appeals from individuals or groups presenting a reasonable basis for assignment to a different district or to a new district.
    4. The Districting and Representation Committee is also charged to, when needed, review and recommend action to the Assembly on any of the following issues:
      1. Substantial changes in the size or general composition of individual districts; substantial changes in the guidelines that address election and districting issues, which include 13.02.C., 13.02.D. and 13.06.A.1. of the ASPP; and
      2. Substantial changes in the election process. These changes include, but are not limited to, changing the date of elections, changing the notification process for candidates, changing the notification process for voters, and changing the content of the ballot. Substantial changes do not include either changing the graphic format of the ballot or adding additional notifications of an upcoming election.
    5. The Districting and Representation Committee is further charged to, when needed, review any of the following issues:
      1. Changes in procedure to improve the equity or efficiency, or both, of the districting process; and
      2. Changes in procedure to encourage academic staff members' participation in elections and academic staff governance activities in general.
    6. The Districting and Representation Committee is charged to report to the Assembly before each election, as required in 13.02.C.4.
  2. Committee Size. The committee shall consist of six members.
  3. Membership.
    1. Eligibility. Members of the academic staff holding a paid appointment shall be eligible to serve on the Districting and Representation Committee providing they are not excluded under 14.12.B.3.c.ii.
    2. Exclusions. No more than two members may be from the same district or three members from the same school, college or division.
  4. Terms of Office. Districting and Representation Committee members shall serve for three-year terms, beginning July 1. Membership on the Districting and Representation Committee is limited to two consecutive full terms. If there are no academic staff willing to serve in the departing member’s place, the member may serve an additional term. Eligibility for election is reinstated one year after a member vacates their seat on the Committee. When a committee member requests a leave of absence, the committee shall determine whether to grant the leave. If a leave is granted, the committee chair shall notify the ASEC and the Secretary of the Academic Staff. When a leave of absence is granted, the committee shall determine whether a temporary replacement member should be appointed. If so, the committee chair shall notify the ASEC and the Secretary of the Academic Staff, and the ASEC shall appoint a replacement to serve for the duration of the leave of absence.
  5. Election Processes.
    1. One-third of the Districting and Representation Committee shall be elected each year.
    2. The Nominating Committee shall prepare a slate of nominees that exceeds the number of vacant seats assuring broad representation of academic staff regarding professional interests, employing unit, and funding source. The slate should contain both Assembly representatives and academic staff at large.
    3. Nominees may be added to the slate by motion from the floor or by petition by ten academic staff members.
    4. Election will be in the spring by ballot to Assembly representatives following the meeting at which the slate is presented. Those candidates receiving the most votes from all the valid ballots cast will fill the vacant positions providing the provisions of 14.12.B.3.c.i are met. If one of the top candidates is ineligible, the next eligible candidate with the most votes will be elected.
    5. If the election results in a tie that needs to be broken to determine the last person to be seated on the committee, a runoff election will be held between the tied candidates using the candidate’s original statement. If the runoff election does not produce a winner, the winner is determined by a coin flip. The Secretary of the Academic Staff of designee will flip the coin. The person who submitted the candidate statement first calls heads or tails.
  6. Chair. The chair (or co-chairs if the Committee so elects) will be elected by majority vote of the Committee at its first meeting each year. In the case of a tie vote, the committee will defer to ASEC to elect the chair.
  7. Vacancies. Vacancies will be filled by appointment by ASEC from a list of nominees supplied by the Nominating Committee. The appointed committee member will serve until the next regular election for that seat.
  8. Recall. The Assembly may consider recalling a member of the Districting and Representation Committee on recommendation of a majority of the committee members. If there is a tie vote, the Academic Staff Executive Committee may appoint one or more members of the Assembly to consult with the Districting and Representation Committee and report back to the ASEC. If a recommendation to recall a committee member is made by committee vote or after a recommendation from a consultant(s), the recall will require a majority vote by the Assembly. If a member of the Districting and Representation Committee is recalled, the procedures in 14.12.B.3.g. shall be followed to select a replacement.
4. Mentoring Committee.
  1. Responsibilities.
    1. The Mentoring Committee Promotes professional and personal development among academic staff by:
      1. Documenting and communicating campus mentoring programs, activities and resources for academic staff.
      2. Working with current university resources to provide available mentors for incoming academic staff.
      3. Developing and delivering campus presentations and workshops on mentoring.
      4. Partnering with campus groups and committees, like CASIs, to develop mentoring opportunities for professions or title series.
  2. Committee Size. The Mentoring Committee shall consist of nine members.
  3. Membership.
    1. Eligibility. Any member of the academic staff holding a paid appointment shall be eligible to serve on the Mentoring Committee providing they are not excluded under 14.12.B.4.c.ii or three members from the same school, college or division.
    2. Exclusions. No more than two members may be from the same Assembly district.
  4. Terms of Office. Mentoring Committee members shall serve for three-year terms, beginning July 1. Membership on the Mentoring Committee is limited to two consecutive full terms. If there are no academic staff willing to serve in the departing member’s place, the member may serve an additional term. Eligibility for election is reinstated one year after a member vacates their seat on the Committee. When a committee member requests a leave of absence, the committee shall determine whether to grant the leave. If a leave is granted, the committee chair shall notify the ASEC and the Secretary of the Academic Staff. When a leave of absence is granted, the committee shall determine whether a temporary replacement member should be appointed. If so, the committee chair shall notify the ASEC and the Secretary of the Academic Staff, and the ASEC shall appoint a replacement to serve for the duration of the leave of absence.
  5. Election Process.
    1. One-third of the Mentoring Committee shall be elected each year.
    2. The Nominating Committee shall prepare a slate of nominees that exceeds the number of vacant seats assuring broad representation of academic staff regarding professional interests, employing unit, and funding source.
    3. Nominees may be added to the slate by motion from the floor or by ten academic staff members.
    4. Election will be in the spring by ballot to Assembly representatives following the meeting at which the slate is presented. Those candidates receiving the most votes from all the valid ballots cast will fill the vacant positions providing the provisions of 14.12.B.4.c.i are met. If one of the top candidates is ineligible, the next eligible candidate with the most votes will be elected.
    5. If the election results in a tie that needs to be broken to determine the last person to be seated on the committee, a runoff election will be held between the tied candidates using the candidate’s original statement. If the runoff election does not produce a winner, the winner is determined by a coin flip. The Secretary of the Academic Staff of designee will flip the coin. The person who submitted the candidate statement first calls heads or tails.
  6. Chair(s). The chair (or co-chairs if the Committee so elects) will be elected by majority vote of the Committee at its first meeting each year. In the case of a tie vote, the committee will defer to ASEC to elect the chair.
  7. Vacancies. Vacancies will be filled by appointment by ASEC from a list of nominees supplied by the Nominating Committee. The appointed committee member will serve until the next regular election for that seat.
  8. Recall. The Assembly may consider recalling a member of the Mentoring Committee on recommendation of a majority of the committee members. If there is a tie vote, the Academic Staff Executive Committee may appoint one or more members of the Assembly to consult with the Mentoring Committee and report back to the ASEC. If a recommendation to recall a committee member is made by committee vote or after a recommendation from a consultant(s), the recall will require a majority vote by the Assembly. If a member of the Mentoring Committee is recalled, the procedures in 14.12.B.4.g. shall be followed to select a replacement.”
5. Nominating Committee.
  1. Responsibilities
    1. The Nominating Committee is charged with nominating members of the academic staff for election to the Academic Staff Executive Committee and for election or appointment to appropriate UW–Madison committees.
    2. The Nominating Committee will make recommendations to the ASEC when asked to recommend academic staff for university committee assignments. The ASEC will choose from the list submitted by the Nominating Committee and will notify the Chair of the Nominating Committee of the appointment by sending a copy of the letter being sent to the appointing body.
    3. Responsibilities in the ASEC election process are outlined in 14.12.A.7.
    4. The Nominating Committee shall respond to appointment requests in the most timely fashion possible within the time frame set by the appointing authority's request.
  2. Committee Size. The Nominating Committee shall consist of nine members.
  3. Terms of Office. Nominating Committee members shall serve for three-year terms, beginning July 1. Membership on the Nominating Committee is limited to two consecutive full terms. If there are no academic staff willing to serve in the departing member’s place, the member may serve an additional term. Eligibility for election is reinstated one year after a member vacates their seat on the Committee. When a committee member requests a leave of absence, the committee shall determine whether to grant the leave. If a leave is granted, the committee chair shall notify the ASEC and the Secretary of the Academic Staff. When a leave of absence is granted, the committee shall determine whether a temporary replacement member should be appointed. If so, the committee chair shall notify the ASEC and the Secretary of the Academic Staff, and the ASEC shall appoint a replacement to serve for the duration of the leave of absence.
  4. Membership.
    1. Eligibility. Any member of the academic staff holding a paid appointment shall be eligible to serve on the Nominating Committee providing they are not excluded under 14.12.B.5.d.ii.
    2. Exclusions.
      1. No more than two members of the Nominating Committee maybe from the same Assembly district or the same college, school or division.
      2. ASEC members may not stand for election to the Nominating Committee.
  5. Election Processes.
    1. One-third of the Nominating Committee shall be elected each year.
    2. The ASEC will solicit nominations for election to the Nominating Committee from the academic staff at large and from the Academic Staff Assembly in March. The slate of nominees will be presented to the Assembly in April and may be amended by the addition of names proposed and seconded from the floor.
    3. Election will be in the spring by ballot to Assembly representatives following the meeting at which the slate is presented. The candidates receiving the most votes from all the valid ballots cast will fill the vacant positions providing the provisions of 14.12.B.5.d.i are met. If one of the top candidates is ineligible, the next eligible candidate with the most votes will be elected.
    4. If the election results in a tie that needs to be broken to determine the last person to be seated on the committee, a runoff election will be held between the tied candidates using the candidate’s original statement. If the runoff election does not produce a winner, the winner is determined by a coin flip. The Secretary of the Academic Staff or designee will flip the coin. The person who submitted the candidate statement first calls heads or tails.
  6. Chair. The chair (or co-chairs if the Committee so elects) will be elected by majority vote of the Committee at its first meeting each year. In the case of a tie vote, the committee will defer to ASEC to elect the chair.
  7. Vacancies. When a member of the Nominating Committee becomes unable to serve and/or resigns, the ASEC will recommend one or two names to the Assembly for replacement for the remainder of that term of service. If only one nominee is recommended, a majority vote is required; if two nominees are recommended, the one receiving the most votes will fill the vacancy.
  8. Recall. The Assembly may consider recalling a member of the Nominating Committee on recommendation of a majority of the committee members. If there is a tie vote, the Assembly may appoint one or more members of the Assembly to consult with the Nominating Committee and report back to the Assembly. If a recommendation to recall a committee member is made by committee vote or after a recommendation from a consultant(s), the recall will require a majority vote by the Assembly. If a member of the Nominating Committee is recalled, the procedures in 14.12.B.5.g. shall be followed to select a replacement.
6. Personnel Policies and Procedures Committee.
  1. Responsibilities. The Personnel Policies and Procedures Committee is charged with continuing review of personnel policies and procedures relating to academic staff and with making recommendations to the Assembly on matters in these areas.
  2. Committee Size. The Personnel Policies and Procedures Committee shall consist of nine members.
  3. Membership.
    1. Eligibility. Members of the academic staff holding a paid appointment shall be eligible to serve on the Personnel Policies and Procedures Committee providing they are not excluded under 14.12.B.6.c.ii.
    2. Exclusions. No more than two members may be from the same district or three members from the same school, college or division.
  4. Terms of Office. Personnel Policies and Procedures Committee members shall serve for three-year terms, beginning July 1. Membership on the Personnel Policies and Procedures Committee is limited to two consecutive full terms. If there are no academic staff willing to serve in the departing member’s place, the member may serve an additional term. Eligibility for election is reinstated one year after a member vacates their seat on the Committee. When a committee member requests a leave of absence, the committee shall determine whether to grant the leave. If a leave is granted, the committee chair shall notify the ASEC and the Secretary of the Academic Staff. When a leave of absence is granted, the committee shall determine whether a temporary replacement member should be appointed. If so, the committee chair shall notify the ASEC and the Secretary of the Academic Staff, and the ASEC shall appoint a replacement to serve for the duration of the leave of absence.
  5. Election Processes.
    1. One-third of the Personnel Policies and Procedures Committee shall be elected each year.
    2. The Nominating Committee shall prepare a slate of nominees that exceeds the number of vacant seats assuring broad representation of academic staff regarding professional interests, employing unit, and funding source. The slate should contain both Assembly representatives and academic staff at large.
    3. Nominees may be added to the slate by motion from the floor or by petition by ten academic staff members.
    4. Election will be in the spring by ballot to Assembly representatives following the meeting at which the slate is presented. Those candidates receiving the most votes from all the valid ballots cast will fill the vacant positions providing the provisions of 14.12.B.6.c.i are met. If one of the top candidates is ineligible, the next eligible candidate with the most votes will be elected.
    5. If the election results in a tie that needs to be broken to determine the last person to be seated on the committee, a runoff election will be held between the tied candidates using the candidate’s original statement. If the runoff election does not produce a winner, the winner is determined by a coin flip. The Secretary of the Academic Staff of designee will flip the coin. The person who submitted the candidate statement first calls heads or tails.
  6. Chair. The chair (or co-chairs if the Committee so elects) will be elected by majority vote of the Committee at its first meeting each year. In the case of a tie vote, the committee will defer to ASEC to elect the chair.
  7. Vacancies. Vacancies will be filled by appointment by ASEC from a list of nominees supplied by the Nominating Committee. The appointed committee member will serve until the next regular election for that seat.
  8. Recall. The Assembly may consider recalling a member of the Personnel Policies and Procedures Committee on recommendation of a majority of the committee members. If there is a tie vote, the Academic Staff Executive Committee may appoint one or more members of the Assembly to consult with the Personnel Policies and Procedures Committee and report back to the ASEC. If a recommendation to recall a committee member is made by committee vote or after a recommendation from a consultant(s), the recall will require a majority vote by the Assembly. If a member of the Personnel Policies and Procedures Committee is recalled, the procedures in 14.12.B.6.g. shall be followed to select a replacement.
7. Professional Development and Recognition Committee.
  1. Responsibilities. The Professional Development and Recognition Committee is charged with promoting the concept of professional development and recognition for UW–Madison academic staff; working with campus administration to explore and develop programs that will enhance the professional skills and abilities, and develop a recognition process for academic staff; making recommendations regarding the review of and changes to academic staff professional development guidelines; reviewing or establishing review mechanisms for UW–Madison proposals under the UW System Professional Development Program and any similar programs through the UW System or the UW–Madison; working with campus administration and faculty to locate or create funding resources for professional development and recognition for academic staff; developing a permanent Forum Series structure for the enrichment of UW–Madison academic staff; working with campus administration in selecting academic staff for professional recognition, awards and special training programs; and coordinating publicity efforts and public relations for the recognition of outstanding contributions made by academic staff to the campus and within their professions. The Professional Development and Recognition Committee shall make recommendations on these matters and report its activities to the Academic Staff Assembly.
  2. Committee Size. The Professional Development and Recognition Committee shall consist of twelve members.
  3. Membership.
    1. Eligibility. Members of the academic staff holding a paid appointment shall be eligible to serve on the Professional Development and Recognition Committee providing they are not excluded under 14.12.B.7.c.ii.
    2. Exclusions. No more than two members may be from the same district or four members from the same school, college or division.
  4. Terms of Office. Professional Development and Recognition Committee members shall serve for three-year terms, beginning July 1. Membership on the Professional Development and Recognition Committee is limited to two consecutive full terms. If there are no academic staff willing to serve in the departing member’s place, the member may serve an additional term. Eligibility for election is reinstated one year after a member vacates their seat on the Committee. When a committee member requests a leave of absence, the committee shall determine whether to grant the leave. If a leave is granted, the committee chair shall notify the ASEC and the Secretary of the Academic Staff. When a leave of absence is granted, the committee shall determine whether a temporary replacement member should be appointed. If so, the committee chair shall notify the ASEC and the Secretary of the Academic Staff, and the ASEC shall appoint a replacement to serve for the duration of the leave of absence.
  5. Election Processes.
    1. One-third of the Professional Development and Recognition Committee shall be elected each year.
    2. The Nominating Committee shall prepare a slate of nominees that exceeds the number of vacant seats assuring broad representation of academic staff regarding professional interests, employing unit, and funding source. The slate should contain both Assembly representatives and academic staff at large.
    3. Nominees may be added to the slate by motion from the floor or by petition by ten academic staff members.
    4. Election will be in the spring by ballot to Assembly representatives following the meeting at which the slate is presented. Those candidates receiving the most votes from all the valid ballots cast will fill the vacant positions providing the provisions of 14.12.B.7.c.i are met. If one of the top candidates is ineligible, the next eligible candidate with the most votes will be elected.
    5. If the election results in a tie that needs to be broken to determine the last person to be seated on the committee, a runoff election will be held between the tied candidates using the candidate’s original statement. If the runoff election does not produce a winner, the winner is determined by a coin flip. The Secretary of the Academic Staff of designee will flip the coin. The person who submitted the candidate statement first calls heads or tails.
  6. Chair. The chair (or co-chairs if the Committee so elects) will be elected by majority vote of the Committee at its first meeting each year. In the case of a tie vote, the committee will defer to ASEC to elect the chair.
  7. Vacancies. Vacancies will be filled by appointment by ASEC from a list of nominees supplied by the Nominating Committee. The appointed Committee member will serve until the next regular election for that seat.
  8. Recall. The Assembly may consider recalling a member of the Professional Development and Recognition Committee on recommendation of a majority of the committee members. If there is a tie vote, the Academic Staff Executive Committee may appoint one or more members of the Assembly to consult with the Professional Development and Recognition Committee and report back to the ASEC. If a recommendation to recall a committee member is made by committee vote or after a recommendation from a consultant(s), the recall will require a majority vote by the Assembly. If a member of the Professional Development and Recognition Committee is recalled, the procedures in 14.12.B.7.g. shall be followed to select a replacement.
8. Other Committees.
  1. Area Review Committees. See ASPP 2.07.B.
  2. Academic Staff Appeals Committee. See ASPP 9.02.
  3. Distinguished Prefix Review Committee. See Distinguished Prefix Review Committee Policies and Procedures, Academic Staff Document 621.

14.13. Committees of the Faculty with Academic Staff Representation

The term "committees of the faculty" as used in this section applies only to committees designated as Chapter 6 committees in Faculty Policies and Procedures. Unless otherwise specified, the Academic Staff Executive Committee shall appoint members of the academic staff to faculty committees and designate their terms of office. Members of the academic staff appointed or elected to committees of the faculty are expected to represent the interests of the academic staff as participants in the shared governance of the university. If the Academic Staff Executive Committee determines that an appointed or elected academic staff member is not representing the interests of the academic staff or is not attending committee meetings, the Academic Staff Executive Committee may submit a recall resolution to the Academic Staff Assembly. If a recall resolution is approved by the Academic Staff Assembly, the academic staff member shall be removed from the committee and another member of the academic staff shall be appointed or elected in accord with the provisions of this chapter. Notwithstanding the faculty committee membership and function described in this section, whenever a conflict with Faculty Policies and Procedures exists, Faculty Policies and Procedures shall rule. Membership and procedures for school and college academic planning councils can be found in Section 3.08 of Faculty Policies and Procedures. All other committees of the faculty can be found in Chapter 6 of Faculty Policies and Procedures.

Related UW-Madison Policies:

UW-701 Academic Staff Policies and Procedures: Chapter 1 – Coverage and Definitions

UW-702 Academic Staff Policies and Procedures: Chapter 2 – Academic Staff Appointments

UW-703 Academic Staff Policies and Procedures: Chapter 3 – Nonrenewal of Fixed-Term Renewable Appointments

UW-704 Academic Staff Policies and Procedures: Chapter 4 – Nonretention of Employees Holding Probationary Appointments

UW-705 Academic Staff Policies and Procedures: Chapter 5 – Layoff for Reasons of Budget or Program

UW-706 Academic Staff Policies and Procedures: Chapter 6 – Discipline and Dismissal

UW-707 Academic Staff Policies and Procedures: Chapter 7 – Employment Problems: Informal Resolution and Grievance Procedures

UW-708 Academic Staff Policies and Procedures: Chapter 8 – Complaints Against Academic Staff Members

UW-709 Academic Staff Policies and Procedures: Chapter 9 – Academic Staff Appeals Committee

UW-710 Academic Staff Policies and Procedures: Chapter 10 – Performance Reviews

UW-711 Academic Staff Policies and Procedures: Chapter 11 – The Personnel File

UW-712 Academic Staff Policies and Procedures: Chapter 12 – Outside Activities and Conflicts of Interest

UW-713 Academic Staff Policies and Procedures: Chapter 13 – University Academic Staff Assembly

UW-715 Academic Staff Policies and Procedures: Chapter 15 – Academic Freedom

UW-726 Distinguished Status Guidelines

UW-803 Faculty Policies and Procedures Chapter 3 – Faculties of the Colleges and Schools

UW-806 Faculty Policies and Procedures Chapter 6 – Faculty Committees

Related UW–Madison Documents, Web Pages, or Other Resources:

ASA Document 621. Changes to Distinguished Prefix Guidelines

External References:

Wis. Stat. § 36.09(4m) Responsibilities: Academic Staff

Policy Administration

Approval Authority:: Chancellor
Policy Manager:: Secretary of the Academic Staff
Contact:: Secretary of the Academic Staff -- Mallory Musolf, soas@soas.wisc.edu, (608) 263-2985
Revised Dates:: 07-02-2018, 07-23-2021, 10-11-2021
Retrieved:: 01-15-2025 20:08:50

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