Handbook of Operating Procedures > Series 100 Authority, Delegation, Administration > 1.4.1 Development Board and Advisory Councils

1.4.1 Development Board and Advisory Councils

A. Purpose

The purpose of the Policy is to authorize, compose and govern a development board and advisory councils in compliance with Regents’ Rule 60301: Development Board of an Institution and Regents’ Rule 60302: Advisory Councils of an Institution.

B. Persons Affected

This Policy applies to Employees and non-University individuals appointed by the designated vice presidents or the President.

C. Definitions 

Internal foundation:

1. An entity created by resolution of the Board of Regents of The University of Texas System for certain development purposes.
2. Part of the organizational structure of either a development board or an advisory council.
3. Functions as an administrative and accounting mechanism that is employed to approach prospective donors. 

D. Policy 

D.1. Authorization

1. Establishment. The establishment of a development board and all advisory councils requires the advance approval of the unit head; the immediate supervisor; the dean, if the unit reports through that officer; the appropriate vice president; and the President.
2. Approvals. A development board and all advisory councils require the additional approval of the Senior Vice President for Advancement, and approvals as specified in the Regents’ Rules, including the Vice Chancellor for External Relations, the appropriate executive vice chancellor, the Chancellor, the Board of Regents, and any other appropriate supplemental authorities.
3. Internal foundations. Internal foundations are not encouraged and shall NOT be established or maintained except with the approval of the President, the Vice Chancellor for External Relations, Communications and Advancement Services, the appropriate Executive Vice Chancellor, the Chancellor, and the Board of Regents.

D.2. Development Board

1. Purpose. A development board shall serve the University by assisting in the development plans and programs of the University with an emphasis on increasing private support.
2. Composition.
   1. Appointments. Unless otherwise excepted, the development board shall consist of members recommended and appointed by the President. Presidents shall adopt guidelines for the appointment of the members of the development board. 
   2. Term of appointments. The guidelines shall make clear each individual's term of office and the expectations and responsibilities of membership. All terms shall officially begin on September 1.
   3. Balance of membership. Consideration shall be directed to appropriate balance in board membership, including gender, ethnicity, range of experience, geographical distribution, and the special needs of the University and the development board.
   4. Ex officio member. The President of shall be an ex officio member with voting privileges.
3. Governance. The President may appoint from the development board’s membership a chair and such other officers as appropriate or may choose to allow the membership to elect such officers.
4. Bylaws. Subject to the approval of the President, the development board shall adopt bylaws for its internal governance that substantially comply with model bylaws developed by the UT System Office of General Counsel. 
5. Roster. The University shall annually forward an accurate roster of the development board membership to the Vice Chancellor for External Relations, Communications and Advancement Services on a designated date. 
6. Expenses.
   1. Private development campaigns. 
      1. Comprehensive campaigns. All broad-scale, University-wide campaigns must be reviewed and approved by the Vice Chancellor for External Relations, Communications and Advancement Services and the appropriate Executive Vice Chancellor before campaign plans, or any activity, including a silent phase of a campaign, are implemented and consultants retained. 
      2. Special purpose campaigns. From time to time, special purpose campaigns for campus-specific objectives (for example, a significant scholarship fund or faculty endowment program) may be conducted without approval by the Vice Chancellor for External Relations, Communications and Advancement Services and the appropriate Executive Vice Chancellor. However, special purpose campaigns regarding prominent buildings and programs as identified in Regents’ Rule 80307: Naming Policy must be approved as set out in Section 6.a. (above).
   2. Ex-students' associations.
      1. Fund raising. Notwithstanding the provisions hereof conferring authority upon and placing responsibility with the Chancellor for fund development and fund raising, it is understood that ex-students' associations of the University may engage in fund raising for their own support through dues and payments for memberships, both annual and life. 
      2. Prior approval. No such ex-students' association will sponsor or participate in any other organized fund-raising effort without first consulting with and gaining the approval of the President.
   3. Development activity reporting. The University shall participate annually in the Voluntary Support of Education (VSE) survey administered by the Council for Advancement and Support of Education (CASE) and submit the resulting report to the President and the Vice Chancellor for External Relations, Communications and Advancement Services.

D.3. Advisory Councils

1. Purpose. An advisory council shall promote and support, including assistance in increasing private support, a particular school, college, division, or other comparable teaching or research unit with which the advisory council is affiliated in a matter determined by the dean or the director of the school, college, or research unit subject to the approval of the appropriate vice president and the President.
2. Responsibilities and expectations. 
   1. Promotion and support. Promote and support a particular school, college, or other comparable teaching or research unit with which the advisory council is affiliated in a manner determined by the dean or the director of the school, college, or research unit subject to the approval of the President. This includes assistance in increasing private support.
   2. Advisory role. Serve in an advisory capacity to the unit head, supervisor, vice president, and President, and provide leadership and make recommendations in establishing the unit's role in the community.
   3. Communication link. Serve as a communication link with the community on unit programs and activities.
   4. Community advice. Advise the unit as to the needs of the community or region and assist in the development of ways the unit can address those needs.
   5. Financial support. Provide the infrastructure for financial support in order to expand and enhance the teaching, research, and service activities of the unit in coordination with the Office of Advancement.
3. Composition. 
   1. Number of members. An advisory council shall consist of no more than twenty-four (24) members recommended by the dean or director of the school, college, or other approved unit.
   2. Appointments. Members of an advisory committee will be appointed by the President or the appropriate vice president.
   3. Term of appointments. The President shall make all appointments to advisory councils. Each individual’s term of office shall be for three-year staggered terms with official terms beginning September 1.
   4. Balance of membership. Consideration of membership shall be directed to appropriate balance, including gender, ethnicity, years of involvement or experience with the school, college, or unit, and the special needs of the school, college, or unit and the advisory council or committee.
   5. Ex officio members. A dean or director shall be an ex-officio member with voting privileges on the advisory council or committee they administer. The President shall be an ex-officio member with voting privileges of all the University’s advisory councils. 
4. Criteria for selection of membership. The following criteria will be considered when selecting the members of any council:
   1. Interest. Interest and commitment to the University, the unit, and the purposes of the council.
   2. Leadership. Leadership qualities and time to devote to the council.
   3. Advocate. Willingness to share outside perspectives with the unit and to serve as an advocate of the unit outside the University.
   4. Experience. Demonstrated involvement or experience with the school, college, or research unit, and awareness of the special needs of the school, college, or research unit and the advisory council.
   5. Collaboration. If included as part of the purpose of the council, a willingness to work with the region and other outside constituencies to address the needs of the unit.
   6. Financial support. Willingness to develop financial support for the needs and interests of the school, college or research unit. 
5. Governance. Consistent with Regents’ Rules, the President shall be responsible for and have authority over the University’s advisory councils. 
6. Bylaws. Subject to the approval of the President, each advisory council shall adopt bylaws for its internal governance that substantially comply with model bylaws developed by the UT System Office of General Counsel. 
7. Officers.
   1. Number of officers. At a minimum, officers shall include a chair and a vice chair who shall be elected from the members of the council, excluding ex-officio members.
   2. Term of office. Officers shall serve for a term of two (2) years and may be re-elected if their terms of appointment to the council continues.
   3. Chair responsibilities. The chair shall work with the unit head to schedule meetings, develop the agenda, and chair meetings. The chair will also serve as lead spokesperson for the council.
   4. Secretary duties. The secretary shall record the minutes of the meeting, with the assistance of a staff resource person if requested.
8. Family Education Rights and Privacy Act (FERPA).FERPA restricts access to the educational records of students to specific, limited circumstances. Members of the University advisory councils may NOT have access to student records except in accordance with FERPA. 
9. Roster. The Senior Vice President for Advancement will report annually accurate rosters of all advisory council memberships to the Executive Vice Chancellor for External Relations on a designated date. 
10. Budget. The Senior Vice President for Advancement will maintain specifically identifiable accounts that document any advisory council related revenues and expenses out of the dean’s office or other offices that support advisory council activities. These accounts must be identifiable in the University’s annual operating budget. An advisory council’s budget shall be determined and approved through established budget procedures. 
11. Meetings.
    1. Number of meetings. The council will meet at least two (2) times each year with appropriate administrative input into the agenda. 
    2. Minutes. Minutes shall be recorded for each meeting and distributed to all members, including ex officio members. The appropriate vice president or their designee will be the official custodian of record for these minutes. 

E. Reference Sources and Authority

• Rule 60301: Development Board of an Institution
• Regents’ Rule 60302: Advisory Councils of an Institution

• Regents’ Rule 80307: Naming Policy

F. Review Responsibilities and Dates 

The Division Head for this Policy is the SVP Advancement, and this Policy shall be reviewed every three (3) years or sooner, if necessary, by the Division Head or their designee.