Operating Papers
These operating papers implement the Bylaws and Statutes of the Board of Trustees of Southern Illinois University and are drawn up in specific accord with these Bylaws and Statutes.
Graduate Council Operating Papers
The Statutes of the Board of Trustees vest in the Graduate Faculty the responsibility for academic policy in Graduate School programming. This responsibility is delegated to members of the Graduate Council who have been elected to that body.
I. Membership
A. Composition
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- Four members of the graduate faculty shall be elected by the graduate faculty from within the College of Arts and Sciences; one member of the graduate faculty shall be elected by graduate faculty from within each of the following six schools: Business, Dental Medicine, Education, Engineering, Nursing, and Pharmacy.
- Two members of the graduate faculty shall be elected at large by the graduate faculty.
- All twelve elected faculty members will have concurrent appointments on the Faculty Senate as a direct result of their election to the Graduate Council.
- Two graduate students shall be selected by the Student Senate.
- The Dean of the Graduate School, the Dean of Lovejoy Library, the Assistant Vice Chancellor for Enrollment Management, the Vicw Chancellor for Student Affairs, the Vice Chancellor for Advancement, the Vice Chancellor for Equity, Diversity, and Inclusion, the Executive Director of International Affair, or their designee shall be non-voting ex officio members.
- The Graduate Council may invite other University personnel to make announcements regularly at meetings.
B. Proxies
1. A proxy for a member who represents a unit is a member of the graduate faculty from the same academic unit. At-large Graduate Council members may choose a proxy from any academic unit. Student Graduate Council members may choose a proxy from the graduate student membership of the Student Senate.
2. A Graduate Council member unable to attend a Graduate Council meeting or Faculty Senate meeting may elect to send a proxy, who would then vote on their own behalf.
3. A proxy shall have the same powers and duties as a Council member when attending Council meetings in that member's stead.
C. Term of Office
1. Graduate Council faculty members shall be elected to three-year terms and be eligible to serve for no more than two consecutive three-year terms.
2. Student members shall be selected for one-year terms and shall be eligible for reappointment for two additional terms.
3. Terms of office shall begin at the first Council meeting of the Fall Semester.
4. The Graduate Council shall be empowered to determine whether a vacancy exists in its membership. Removals for cause shall be in accord with the Constitution of the Faculty Senate.
5. If a vacancy of one or more academic term occurs in the elected Graduate Faculty membership, the person who had received the next largest highest number of votes for the position shall serve as the alternate and replace the original member until the return of the original member or the expiration of their original term.
6. If a vacancy occurs in student membership, it shall be filled by the Student Senate.
D. Nomination and Election of Members of the Graduate Council
1. Election of School and College members
a) Each school and college shall nominate and elect from among its graduate faculty the specified number of members in I.A. to the Graduate Council and provide the names to the Graduate School administrative support for the Graduate Council, Faculty Senate administrative support, and the Faculty Senate Rules and Procedures Council.
b) Self nominations are allowed.
c) If a faculty member is elected as both an academic unit representative and member at large, the individual shall choose which position he or she prefers, and the person with the next highest number of votes for the position that is declined shall replace the double elected individual in that position.
2. Election of at large members
a) The Rules and Procedures Council of the Faculty Senate shall run the nomination and election process for at-large members.
b) Self nominations are allowed.
c) Each member of the Graduate Faculty of the University shall receive an electronic or paper ballot listing the candidates for the two members-at-large positions.
d) Each Graduate Faculty member shall cast a vote for the appropriate number (no more than two) of the candidates for the members-at-large positions.
e) The Chair of the Rules and Procedures Council shall provide the name(s) of the elected member(s) and alternate(s) to the Graduate School administrative support for the Graduate Council.
3. Supervision and time of balloting
a) Nominations and elections of members shall be held annually in the Spring Semester at a time set by the Chairperson of the Rules and Procedures Council of the Faculty Senate in consultation with the Chair of the Graduate Council.
b) The Graduate School administrative support for the Graduate Council shall compile a list of eligible faculty voters when requested. The Election Committee of the Rules and Procedures Council of the Faculty Senate shall solicit nominations, distribute final ballots, and conduct the counting of ballots.
II. Officers
A. The Chairperson, Vice Chairperson/Chair-Elect, Chair of Education and Research Policies Committee, Chair of Programs Committee, and the Dean of the Graduate School shall serve in the same capacities as officers of the Graduate Faculty.
B. The Graduate Council shall elect annually its own Chairperson, Vice Chairperson/Chair-elect, and Chairs of the committees. Elections shall be held no later than the first meeting of the newly elected Council. In the event of a vacancy in the Chairmanship, the Vice-Chairperson/Chair-elect shall be appointed as the Chairperson of the Graduate Council. The Graduate Council shall then elect another Vice-Chairperson/Chair-elect. In the event of a vacancy of both the Chairperson and the Vice- Chairperson/Chair-elect, the Council shall hold an election to fill both positions.
C. The Dean of the Graduate School will provide administrative support for the Graduate Council.
III. Powers and Functions
A. The Graduate Council is a council of the Faculty Senate, and this operating paper is drawn up in accordance with the Constitution and Bylaws of the Faculty Senate. Graduate Council policy recommendations that are not associated with graduate faculty, graduate programs, scholarly activities and support, or internal administration of the Graduate School will be sent directly to the Faculty Senate Executive Committee.
B. The Graduate Council is empowered to act as agent for the Graduate Faculty with delegated power to formulate policy with regard to graduate faculty, graduate students, graduate programs, and scholarly activities and support.
C. Illustrative of the academic policy matters within the jurisdiction of the Graduate Council are the following:
- establishing academic policy governing new programs at the graduate level and recommending the institution of specific programs subject to requisite administrative and Board approval
- establishing academic policy for graduate curricula and acting on such curricula
- establishing academic policy governing course approval by the Dean of the Graduate School
- establishing overall academic policies for student entrance into graduate degree programs and for continuance in such programs
- establishing such other overall academic policies related to graduate academic standards as may prove to be necessary
- establishing academic policy governing designation by the Dean of the Graduate School of Graduate Faculty members not so recognized by virtue of rank
- establishing academic policy regarding graduate awards and assistantships
- establishing academic policy, on matters with Graduate School jurisdiction, regarding graduate teaching, scholarship, and general assistants
- establishing academic policy for facilitating, encouraging, and coordinating the research effort of the University and developing that effort toward the highest level of excellence
- establishing academic policy to be followed in allocating available SIUE funds for faculty research and creative activities
- establishing academic policy, on matters within Graduate School jurisdiction, regarding the receipt and use of funds from outside agencies
- making recommendations to the appropriate administrative officers concerning graduate faculty workloads and related matters
- maintaining a continuing flow of information and recommendations between the Graduate Council and the Dean of the Graduate School, the Graduate Faculty, the schools, departments, faculties, and other academic units
- maintaining a continuing review and evaluation of graduate programs, standards, and administration
- maintaining a continuing self-scrutiny concerning the procedural and substantive effectiveness of the Graduate Council
- maintaining a continuing study of effective means of enlisting the services and ideas of Graduate Faculty members not serving on the Graduate Council, as well as all other interested parties.
D. The Graduate Council reviews changes to the Graduate Committee on Assessment operating papers and approves the Committee Chair.
E. The Graduate Council may advise the Dean of the Graduate School on matters of administrative policy and procedures.
IV. Meetings
A. Graduate Faculty
1. Calling of Meetings
a) Meetings of the Graduate Faculty may be called at the initiative of the Chairperson of the Graduate Council, the Dean of the Graduate School, the Provost and Vice Chancellor for Academic Affairs, the Chancellor, or upon petition by ten percent of the membership of the Graduate Faculty.
2. Agenda for Meetings
a) The agenda for any Graduate Faculty meeting shall be set by the Chairperson of the Graduate Faculty (See II A), in consultation with the Graduate Council and the Dean of the Graduate School.
b) The agenda of any Graduate Faculty meeting must be circulated to all members of the Graduate Faculty at least one week in advance of the meeting.
c) Items may be placed upon the agenda at the initiative of the Graduate Council, the Dean of the Graduate School, the President of the Faculty Senate, the Provost and Vice Chancellor for Academic Affairs, the Chancellor, or upon petition by five percent of the membership of the Graduate Faculty.
3. The Conduct of Meetings
a) The Chairperson of the Graduate Faculty shall preside.
b) Robert's Rules of Order shall be used, and assistance to the presiding officer shall be rendered by a Parliamentarian appointed by the Chairperson of the Graduate Faculty.
c) Fifty members of the Graduate Faculty shall constitute a quorum.
1. Calling of Meetings
a) The Chairperson of the Graduate Council, after consultation with the Dean of the Graduate School, shall call meetings of the Graduate Council.
b) The Graduate Council shall meet at least once each month during the academic year and more frequently if necessary.
c) Meetings may be called at the initiative of the Chairperson of the Graduate Council, the Dean of the Graduate School, the Provost and Vice Chancellor for Academic Affairs, Chancellor, or upon petition by three members of the Graduate Council or ten percent of the Graduate Faculty.
d) Meetings are open to the public.
2. Agenda for Meetings
a) The agenda for any Graduate Council meeting shall be set by the Chairperson of the Graduate Council, in consultation with the Dean of the Graduate School.
b) The agenda of any Graduate Council meeting must be circulated to all members of the Graduate Council at least seven days in advance of the meeting.
c) If matters not on the announced agenda are to be discussed, action should not be taken until a subsequent meeting except under unusual circumstances and then as governed by the rules of order adopted by the Graduate Council.
d) Items may be placed upon the agenda at the initiative of the Chairperson of the Graduate Council, the Dean of the Graduate School, the President of the Faculty Senate, the Provost and Vice Chancellor for Academic Affairs, the Chancellor by request of one member of the Graduate Council, or upon petition of five percent of the Graduate Faculty.
3. The Conduct of Meetings
a) The Chairperson of the Graduate Council shall preside.
b) The Graduate Council shall adopt its own rules of order.
c) At least half of the Graduate Council membership shall constitute a quorum.
d) A maximum of 15 minutes shall be allotted at the beginning of the meeting for public comment; no individual speaker shall be allowed to speak for more than 5 minutes. Anyone wishing to address the Graduate Council must notify the Chairperson at least 24 hours in advance of the meeting.
4. Proxies
a) The Graduate Council member may elect to send any person of their choice with a proxy as defined in I.B. Membership.
V. Committees of the Graduate Council
1. The Graduate Council shall be empowered to establish and terminate its own committees and subcommittees, both standing and ad hoc.
2. The Chairperson of the Graduate Council, in consultation with the other officers of the Council, shall appoint the members of these committees.
3. The responsibilities of these committees include such areas as new graduate programs, review of existing programs, graduate educational policies, scholarly activities, planning, and any other matters under Graduate Council jurisdiction.
4. These committees may establish such subcommittees as may be necessary.
5. Committees or subcommittees of the Graduate Council may include nonmembers as well as members of the Council. The Dean of the Graduate School or their designee will serve as an ex officio member without vote on all standing committees.
6. The Executive Committee of the Graduate Council shall be comprised of the Chairperson, the Vice Chairperson/Chair-elect, and the chairs of the Council's committees.
VI. Amendment and Reapportionment
A. Amendment
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- Any change of the policy making or administrative structure herein described is subject to approval by the Graduate Faculty. Any change must be in accordance with the Constitution and Bylaws of the Faculty Senate.
a) Such a proposed amendment may be initiated by the Graduate Council, the Dean of the Graduate School, or by petition of ten percent of the Graduate Faculty.
b) Proper notice of the contemplated change must be given, and adequate opportunity for expression of opinion must be provided.
c) The proposed amendment must be approved by two thirds of those Graduate Faculty members who vote.
2. The rules of procedure and operating papers of the Graduate Faculty, and those rules of procedure and operating papers of the Graduate Council contained in this document, may be amended by action of the Graduate Faculty, with proper notice of the contemplated change and adequate opportunity for expression of opinion. A two thirds vote of approval by those Graduate Faculty members who respond in a mail or electronic ballot or who are present and voting at a Graduate Faculty meeting is required.
3. The rules of procedure and operating papers of the Graduate Council, other than those contained in this document, may be amended by action of that body, with proper notice to all members of the contemplated change and adequate opportunity for discussion. A two thirds vote of those present at a Graduate Council meeting is required.
B. Reapportionment
The apportionment of membership on the Graduate Council shall be kept under continuing scrutiny and shall be subject to changes by amendment of this document and by appropriate Faculty Senate action.
VII. Rules of Procedure and Operating Papers
All other rules of procedure and operating papers for the Graduate Council that prove to be necessary, and that are not in conflict with the rules and operating papers listed above, are to be formulated by the Graduate Council.
Approved by the Graduate Council on 12/14/2023.
