By-Laws of the University Counselor Advisor Network at the University of North Texas
Article I. Name and Acronym
The name of this organization shall be the University Counselor Advisor Network. The official acronym of this organization shall be UCAN.
Article II. Mission
The University Counselor Advisor Network (UCAN) was created as a forum for sharing ideas and exchanging information related to advising services at the University of North Texas. A primary goal is to provide its members with opportunities for professional development, recognition, and peer support, ultimately building a network of resources to enhance student success in college. Equally important is the representation and promotion of the interests of academic advising within the larger university community.
Article III. Membership
There shall be no discrimination for reasons of religion, age, race or ethnicity, color, gender, marital status, national origin, disability, or sexual orientation.
Section 2. Types of Membership include active and associate membership.
1. Active memberships shall be open to staff at the University of North Texas whose primary function is advising or supervising of advisors. Individuals shall become active members in good standing upon statement of intent.
a. Attendance: UCAN benefits from the attendance of all members; therefore, regular attendance is strongly recommended.
b. Rights of active membership: Active members are eligible to vote in elections and during membership meetings, hold office, chair or serve on standing or ad-hoc committees. Active members are entitled to all the services and benefits provided by the organization.
2. Associate members are faculty advisors or individuals who have interests in academic counseling and advising. Associate members are invited to attend meetings and functions of UCAN.
a. Rights of associate membership: Associate members can serve on standing or ad-hoc committees. As committee members, associate members are eligible to vote on issues before their respective committee.
b. Restrictions of associate membership: Associate members are not eligible to hold office.
Section 3. Dues
Currently, UCAN is a non-dues paying organization.
Article IV. Officers
The offices for UCAN shall be comprised of the President, Vice-President, Secretary, Treasurer, Historian, and Parliamentarian.
Section 2. Duties
- President-runs the general UCAN meetings. Provides the agenda for and facilitates/chairs Executive Committee meetings to plan and discuss upcoming business, projects and events; involves members in committees and serves as an ex-officio member on all committees as needed. Works with Executive Committee and membership to establish goals and objectives. Responsible for evaluating goals and objectives and assessing and filing year-end report. Provides representation of UCAN at appropriate University functions and meetings. Serves on the University Advising Council at the discretion of the Dean for Undergraduate Studies. Provides orientation and turns over all materials to successor.\
- Vice President-in absence of the President or at the request of the President performs the President's duties. Serves as chair of the Executive Committee meeting in the absence of the President. Chairs or appoints chairperson for the Program Committee and serves on the Program Committee. Serves on the University Advising Council at the discretion of the Dean for Undergraduate Studies. Provides orientation and turns over all materials to successor.
- Secretary-records and distributes minutes of all UCAN meetings; corresponds with membership as prescribed by President. Chairs or appoints chairperson for the Hospitality Committee and serves on the Hospitality Committee. Maintains UCAN e-mail distribution list. Updates, distributes, and processes membership forms. Keeps UCAN roster updated and distributed. Serves on the University Advising Council at the discretion of the Dean for Undergraduate Studies. Provides orientation and turns over all materials to successor.
- Treasurer-responsible for collection of monies related to UCAN, keeping current UCAN accounts including records of income and expenditures. Chairs or appoints chairperson for the Conference/Retreat Committee and serves on the Conference/Retreat Planning Committee. Serves on the University Advising Council at the discretion of the Dean for Undergraduate Studies. Provides orientation and turns over all materials to successor.
- Historian-documents and keeps record of UCAN history. Chairs or appoints chairperson for the Public Relations Committee and serves on the Public Relations Committee. Serves on the University Advising Council at the discretion of the Dean for Undergraduate Studies. Provides orientation and turns over all materials to successor.
- Parliamentarian-oversees the conduction of business at Executive Committee meetings and regularly scheduled UCAN meetings. This shall include, but not be limited to the following: ensuring that meetings are run in an orderly fashion, allowing for all members’ voices to be heard, and ensuring that motions are offered and voted on properly all within the context of Robert’s Rules of Order, Newly Revised, and educating the membership regarding Robert’s Rules of Order. Shall chair or appoint chair of the Elections Committee and serves on the Elections Committee. Serves on the University Advising Council at the discretion of the Dean for Undergraduate Studies. Provides orientation and turns over all materials to successor.
Section 3. Elections
- Annual elections are held in May no earlier than May and no later than June.
- Elections will be administered by the Elections Committee.
- Nominations will be solicited prior to the meeting during which elections will be held. Nominations will be accepted until the day of elections. Nominations from the floor will be accepted prior to voting. A member shall not run for more than one office at a given time. If a position remains unfilled immediately after the election process, then the Election Committee may immediately reopen nominations from the floor for that position only and all unelected members are eligible to run for said office. Should this occur, voting for the unfilled position will occur on the same day as elections. The incoming President reserves the right to hold off on the unfilled position until the start of their term.
- Absentee voting by official ballot will begin one week prior to the election date and will end at 5 p.m. one day prior to the election meeting.
- Elected positions shall be elected by a majority of the membership present and voting. Voting is by official ballot.
- The term of office for all officer positions except the position of Treasurer shall be for one (1) UCAN calendar year. The Treasurer’s term of office shall be for two (2) consecutive UCAN calendar years to provide for continuity with the University financial planning training. A member may not hold the same office for more than two consecutive terms.
- If a position becomes vacant during a term of office, then the President may appoint a member to fill the vacant position for the remainder of that term. Or the President along with the Elections Committee may hold a special election to fill the vacant position.
Article V. Meetings
Section 1. Calendar Year
For leadership and financial purposes, the calendar year for UCAN will be September 1 through August 31.
Section 2. Meetings
The membership shall meet monthly throughout the calendar year. Summer meetings will be held as necessary to be determined by the membership. A primary function of the May meeting is for the retreat/conference. The sole function of the August meeting is to hold an annual planning session, calendar meetings and events, and transition of new officers for the ensuing year. The Executive Committee will present the proposed calendar to the membership body in September for approval for the current calendar year. Special activities and functions of the membership shall be held with the approval of the Executive Committee.
Meetings shall be primarily for the networking and centralizing of advising related functions between the individual colleges/schools and offices on campus. The allocation of meetings between guest speakers and advising related issues are at the discretion of the President and/or Executive Committee. The President and/or Executive Committee will consult with the body to determine their needs.
Article VI. UCAN Committees
The Standing Committees shall be the Executive, Elections, Hospitality, Professional Development, Program, Public Relations, and Conference/Retreat Planning. All other committees shall be ad hoc and, as such, be formed by UCAN’s membership as the need arises. Interested volunteers, including associate members, shall make up the membership of all standing committees with the exception of the Executive Committee, which is comprised of officers and committee chairs.
- The Executive Committee of UCAN shall be comprised of the President, Vice-President, Secretary, Treasurer, Historian, Parliamentarian, and chairs of the standing committees. The immediate Past-President serves as an ex-officio member of this committee. President of UCAN shall be Chair of the Executive Committee. The Executive Committee exists as a forum for officers and committee chairs to submit information for consideration prior to presentation to the body, to submit and create the UCAN calendar, meeting dates and agendas, and to make informed decisions regarding the UCAN body in the interim of regularly scheduled meetings.
- The Elections Committee is responsible for soliciting nominations for upcoming elections of officers and other positions, compiling the ballot, assisting in the election process, counting the ballots and reporting the results, and other duties as assigned.
- The Hospitality Committee is responsible for reserving meeting rooms, coordinating social and recognition events, organizing refreshments for meetings as needed, coordinating activities to welcome new members to UCAN, and other duties as assigned.
- The Professional Development Committee provides to UCAN members connections to professional advising organizations such as NACADA, TEXAAN, etc. This committee also serves to identify UCAN members who have received special recognitions/honors/awards and works with the UCAN Hospitality Committee to recognize these individuals; creates UCAN recognition awards, develops and updates with the assistance of UCAN membership recommended knowledge, skills, and attitudes essential to Advisor I, II, and Counselor positions; and works with the UCAN Program Committee on the Dr. Mary S. Thibodeaux New Advisor Workshop as well as providing UCAN members professional development activities to enhance identified knowledge, skills, and attitudes. This committee also promotes continued personal and professional development of UCAN members and advising professionals of UNT, and other duties as assigned.
- The Program Committee is responsible for implementing workshops and/or skill-building activities (to include but not limited to the Dr. Mary S. Thibodeaux New Advisor Workshop), works with the Executive Committee to provide programming for UCAN meetings; conducts a membership interest survey regarding UCAN as a whole as well as a survey to assess UCAN projects, programs, and social events; reports results of said surveys to the UCAN membership, and other duties as assigned.
- The Public Relations Committee assists the Historian as needed, archives current and past activities of UCAN, documents annual projects and programs, edits and publishes UCAN newsletter/web-page each semester, provides information regarding UCAN to internal and external sources as needed (after approval from the President), and other duties as assigned.
- The Conference/Retreat Planning Committee – Coordinates, hosts and evaluates the UCAN conference/ retreat every year in accordance with the budget allocated by the Provost and VP of Academic Affairs. The Treasurer may elect to serve as chair or appoint a chair. The Committee Chair and sub-committee chairs, if any will maintain a conference/retreat binder with all pertinent information regarding venue, constituents, contact and contact information, etc and will turn over the binder to the newly elected Executive Committee each year.
Article VII. University Committees and Councils
- The President, when asked by key University personnel, shall serve as the representative for UCAN on all University sponsored committees and councils except where specified (see Article VII.2). Should the President determine they are not able to serve in this capacity, then he/she may appoint a designee from the active membership roster.
- Advising Council – The Advising Council is a group of advising administrators and advisors whose purpose it is to review academic advising at the UNT Denton campus and determines best practices. At the discretion of the Dean for Undergraduate Studies, all UCAN officers shall serve on the council. A monthly report (verbal and/or written) shall be provided to the body by a representative from the UCAN officers attending the meeting(s).
Article VIII. Organizational Associations
UCAN will support and promote state, regional, and national advising organizations such as The Global Community for Academic Advising (NACADA) and the Texas Academic Advising Network (TEXAAN).
Article VIX. Amendments
Any amendments to the by-laws of UCAN must be ratified by two-thirds (2/3) vote of the membership present and voting at a regularly scheduled meeting. Any amendments, if passed shall take effect immediately.
Article X. Governance
UCAN operates within the parameters set by the Associate Deans’ Council of the University of North Texas.
Robert’s Rules of Order, Newly Revised (or its most recent edition) will govern procedures of UCAN meetings.
Last updated 11/15/2010 – Pamela Milner
University of North Texas
University Counselors Advisors Network