Bylaws

Article I: Name

The name of this organization shall be called Advisors Forum.

Article II: Purpose

The purpose of Advisors Forum is to promote the quality of academic advising at the University of Missouri and support the development and growth of advising and advisors. Advisors Forum serves a constituency of academic advisors, faculty members, administrators, students, and others in academic and student affairs concerned with the intellectual, personal, and vocational needs of students. Advisors Forum is the representative of academic advisors and academic advising of the University of Missouri.

Article III: Membership

A. Equal Opportunity

Advisors Forum membership and opportunities for leadership shall be open to all individuals and there shall be no discrimination on the basis of race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, gender expression, age, genetic information, disability, or status as a protected veteran.

B. Membership Status
  1. Regular memberships shall be open to all individuals employed at the University of Missouri as academic advisors, faculty members, administrators, counselors, and others whose interests and work are in academic advising.
  2. Regular membership shall be established by application. Approval of application shall be granted by the Executive Committee.
  3. Other individuals wishing to become regular members of Advisors Forum are subject to the approval of the Executive Committee.
  4. Ex-Officio members are faculty or staff serving in a liaison position to Advisors Forum (ex: Faculty Council Liaison, Provost Liaison). These individuals shall be approved by the Executive Committee and do not have voting privileges.
  5. Listserv members are those who do not qualify or who prefer not to be regular members. These individuals shall not be eligible to vote or hold office but will receive communication through the Advisors Forum listserv.
C. Rights

All regular members shall be eligible to vote, hold office, and attend meetings of Advisors Forum.

Article IV: Executive Committee

A. Composition, Elections, and Tenure
  1. The Executive Council of Advisors Forum consists of the following members: Chair, Chair-Elect, Immediate Past Chair, Awards Committee Chair, Communications Committee Chair, Committee on Undergraduate Education (CUE) Representative, Program Committee Chair, Secretary, Treasurer, and Campus Writing Program Representative.
  2. Officers must be regular members of Advisors Forum.
  3. All officers, except for the Chair, the Immediate Past Chair, the CUE Representative, and the Campus Writing Program Representative will be elected during the spring semester through email ballots. Nominations will be collected and nominees will be notified. Once nominees have stated their intentions, the ballot will be developed and distributed. Lastly, the votes will be tallied by the Chair-Elect. Once the process has been completed, the Chair-Elect/current Executive Committee will notify members of the newly elected Executive Committee. Forms of notification could include email, mail, or an announcement at a spring meeting. If the Chair-Elect is unable to attend to these duties for any reason, the Executive Committee will appoint another Executive Committee member to this responsibility. The CUE representative, Campus Writing Program Representative, and Treasurer will be elected every other spring semester. The Chair-Elect will be Chair.
  4. All terms except CUE Representative, Campus Writing Program Representative and Treasurer will begin in August and last one year. The CUE Representative, Campus Writing Program Representative and Treasurer will serve two-year terms beginning in August.
  5. Officers, except the CUE Representative, can serve up to three consecutive terms in any one capacity. The CUE Representative can serve two consecutive terms.
B. Duties and Responsibilities
Executive Committee
  1. Approve the calendar for the year.
  2. Development and approval of budget and disbursement of funds.
  3. Grant approval to new members.
  4. Serve as a steering committee for special events.
  5. Appoint representatives to external committees upon request.
  6. Form and appoint internal and ad hoc committees.
  7. Advise Chair regarding agenda for business meetings.
  8. Respond to critical issues as they arise and take to membership when appropriate.
Chair
  1. Preside at all meetings of Advisors Forum membership and the Executive Board.
  2. Responsible for overseeing all Advisors Forum business.
  3. Call meetings of the Executive Board.
  4. Appoint ad hoc committees as needed.
  5. Serve as an ex officio member of all standing and ad hoc committees.
  6. Work with Treasurer to establish budget priorities.
  7. Represent Advisors Forum at Academic Advising Leadership Council (AALC) meetings and other groups as appropriate.
  8. Serve as a member of the Academic Advising Professional Development Request committee.
Chair Elect
  1. Perform duties of the Chair in the absence of the Chair and when so acting exercises the powers of the Chair.
  2. Assist Chair.
  3. Collect nominations and prepare ballot for Executive Committee positions.
  4. Prepare ballots for bylaws amendments and other voting needs.
  5. Attend Undergraduate Curriculum Committee Meetings as an ex-officio member on behalf of Advisors Forum.
Immediate Past Chair
  1. Serve as advisor to the Executive Committee and Chair.
  2. Coordinate and present the Advising Shout-Out Award.
  3. Organize and plan social events for Advisors Forum.
  4. Coordinate Advisor’s Perspective for Summer Welcome, when necessary.
  5. Serve as a member of the Academic Advising Professional Development Request committee.
Awards Committee Chair
  1. Coordinate the efforts of the Awards Committee.
  2. Solicit volunteers to serve as committee members to meet the needs of the Awards Committee Chair’s agenda for their term.
  3. Nominate winners for state, regional and national awards when appropriate.
Communication Committee Chair
  1. Coordinate the efforts of the Communication Committee.
  2. Solicit volunteers to serve as committee members to meet the needs of the Communication Committee Chair’s agenda for their term.
  3. Maintain and update Advisors Forum website.
Program Committee Chair
  1. Coordinate the efforts of the Program Committee by organizing meetings for Advisors Forum following the agreed upon schedule presented by the Chair. 
  2. Solicit volunteers to serve as committee members to meet the needs of the Program Committee Chair’s agenda for their term.
  3. Send out information prior to, and/or following, Advisors Forum meetings.
CUE Representative
  1. Serve two-year term on the Committee for Undergraduate Education as a representative for Advisors Forum.
  2. Report to Advisors Forum membership.
Secretary
  1. Maintain and update listserv.
  2. Maintain membership list.
  3. Record minutes at regular Advisors Forum meetings as well as Executive Board meetings and maintain an adequate record.
  4. Keep records and materials important to Advisors Forum, including historical documents.
Treasurer
  1. Work with Executive Committee to establish budget.
  2. Report at Advisors Forum meetings.
  3. Work with the Financial Specialist in the Office of the Provost to process paperwork.
Campus Writing Program Representative
  1. Serve two-year term on the Campus Writing Program to represent Advisors Forum.
  2. Report to Advisors Forum membership after attending campus Writing Board Meetings.
C. Removal from Office

Officers may be removed for cause by a two-thirds vote of the Executive Committee or by a two-thirds vote of the Advisors Forum membership present at a regular meeting.

Article V: Standing and Ad hoc Committees

A. Membership

Members of committees will be selected by the committee chair from volunteers or solicited members.

B. Committees and Responsibilities
Awards Committee
  1. Coordinate Excellence in Advising Award nominations, including the Award Reception in April.

Specific Bylaws for the selection, eligibility, and distribution of awards are listed in Appendix A.

Communication Committee
  1. Coordinate Spring Professional Development Day.
  2. Work with the Awards and Program Committees to publicize Advisors Forum activities and events.
  3. Promote the mission and efforts of Advisor Forum in a proactive and reactive manner.
  4. Regular communication with membership via a newsletter with brief updates.
Program Committee
  1. Plan the monthly programs.
  2. Arrange meeting places.
  3. Coordinate outside speakers.
  4. Send thank you notes to those who present at Advisors Forum meetings.
Ad Hoc Committees

Ad Hoc Committees shall be established as needed to investigate key issues and concerns of the organization and make recommendations to the membership-at-large. Members of ad hoc committees must be regular members of Advisors Forum to have voting privileges. Either the Ad Hoc Committee or the Executive Committee may ask a nonmember to serve in an advisory capacity. The Chair shall be selected by the Executive Committee. Membership shall consist of not less than five members from at least three academic divisions. Ad hoc committees have no authority to represent the organization unless specifically granted by the Executive Committee. Decisions to act on recommendations of an ad hoc committee are made by the membership, unless time constraints prohibit such action; if this is the case, action will be taken by the Executive Committee.

Article VI: Meetings

  1. Meetings shall be held on a regular basis, generally once a month, and are open to members and the general university community.
  2. Meetings can include retreats.
  3. Meetings are not held during Early Registration, unless a special meeting is called.
  4. Special meetings may be called as the need exists by the Executive Committee or by petition of Advisor Forum members.
  5. Members attending meetings shall constitute a quorum for the purpose of conducting official business.

Article VII: Amendments

Amendments to the Bylaws may be ratified by a two-thirds electronic vote of the membership, provided notice in writing at least two weeks prior to voting. Electronic voting will remain open for at least two weeks.

Appendix A: Bylaws for Excellence in Advising Awards and Professional Development

Article I: Excellence in Advising Awards (3)

A. Purpose

The purpose of these awards is to recognize rhree individuals (one MU faculty and two MU staff members) who have demonstrated the qualities associated with outstanding academic advising of students.

B. Eligibility requirement
  1. One advising award to be granted to a University of Missouri-Columbia (MU) faculty member.
  2. Two advising awards to be granted to MU staff members (FTE) with the following criteria:
    1. One must be a New Advisor [served as an advisor for a period of at least 12 months (1 year) but no more than 36 months (3 years)].
    2. One must be a Primary Role Advisor [served as an advisor for a period of at least 36 months (3 years)].
  3. Individuals must be involved in the direct delivery of advising services as part of their job responsibilities to MU undergraduate students.
  4. Individuals must demonstrate the qualities associated with outstanding academic advising of MU undergraduate students.
  5. The individuals need not be Advisors Forum members.
C. Selection committee

Five outside reviewers constitute the selection committee, which can include two current MU students, retired advisors, retired faculty, and administrators with at least one being a retired advisor or retired faculty and at least one administrator.

D. Guidelines for the Awards Chair and the Selection Committee

EACH NOMINATION PACKET SHOULD INCLUDE:

  1. A one-page summary of how the nominee meets the award criteria.
  2. The nomination packet must include three letters of support but no more than three. One letter must be from a current or former student.
  3. If more than three letters per nomination form are submitted, the Awards Chair will select one student letter and two letters from other sources.
  4. In the event of a tie or differing perceptions from the judges as to the top two winners, the Awards Chair will be responsible for determining the best solution.
  5. The winners will include: one MU faculty member and two MU staff (new advisor and primary role advisor). The Awards Committee will then determine which winner(s) is/are to be nominated for MACADA and/or NACADA Outstanding Advisor Award.
  6. Any reference to the names of the nominees will be removed from the nomination packet to insure the fairness of the judging by the selection committee. The judges will be responsible for judging the person based on the information gathered from the letters.
  7. The nomination packets will be reviewed by the Awards Committee to determine eligibility, and the nominees will be selected in keeping with the Advisors Forum Mission Statement.
  8. The Awards Chair will be responsible for informing the Advisors Forum Chair of the winners. The Advisors Forum Chair will be responsible for informing the winner’s supervisors.
E. Sponsorship

The Excellence in Advising Award materials should acknowledge all current sponsors.

F. National Recognition
  1. The Awards Committee will determine which winner(s) is/are to be nominated for the Missouri Academic Advising Association (MACADA) and/or for the NACADA Outstanding Advisor Award.
  2. The Awards Chair will be responsible for compiling and submitting the MACADA and/or NACADA Outstanding Advisor Awards packet.

Article II: Professional Development Funds Application

A. Purpose

The purpose of these funds are to assist in professional and personal development of academic advisors (individuals or groups) through funding for conferences, workshops, short courses, or other appropriate short-term experiences.  The funds and application are provided and organized by the Office of the Provost, not Advisors Forum directly.  Applications will be due August 1st, November 1st and February 1st, with funding decisions communicated by the 15th of the corresponding month.

B. Approved Activities

Professional Development opportunities can include (but are not limited to):

  • Conferences
  • Webinars
  • Workshops
  • Trainings and Short Courses
  • Symposiums
  • Institutes
C. Eligibility requirements
  1. Full-time (>75% FTE), permanent MU employee without academic appointment.
  2. Six months of continuous MU employment by stated application deadline.
  3. Must be applying for a future professional development event (not retroactively).
  4. Individuals may be awarded funds once in a two-year timeframe.
  5. Current members of the selection committee are not eligible to apply.
D. Regulations and Guidelines concerning disbursements of award funds
  • Award amounts are intended to cover some or all of the following:
    • Conference or event registration fee
    • Travel expenses
    • Hotel or lodging
    • Meal per diem
  • All funding requests must be submitted and will be reimbursed according to University guidelines for travel and meals.
E. Recommendations and other requirements
  1. Applicants are encouraged to seek additional funding from their Academic Unit or Department, Staff Advisory Council Funding, other scholarships, grants, or awards.
  2. Recipients of these funds must submit a written summary of their experience to the selection committee.
  3. Recipients will have the opportunity to present their experiences at an Advisors Forum professional development event.
F. Award Selection Committee

Decisions for funding will be made using an award selection rubric and by the following campus representatives:

  1. Academic Advising Leadership Council (2 Members)
  2. Advisors Forum Executive Board (2 Members)
  3. Director of Advising Initiatives (1 person)
  4. Undergraduate Dean (1 person)
  5. Provost’s Fiscal Officer (ex-officio member)

Bylaws adopted by Advisors Forum November 12, 1998

Bylaws Article IV revised May 8, 2001

Bylaws Article IV, 3B revised May 9, 2002

Bylaws Article I, B, D, E, F revised Dec. 2003

Bylaws Article IV, V revised April 29, 2010

Bylaws Article IV, A, B, Appendix A: Article 1C. revised March 10, 2015

Bylaws Article III, A, B, Article IV, B, Article V, B, Article VI, A, Appendix A revised April 17, 2018

Bylaws Article IV, A, B; Article V, B; Article VI; Appendix A, Article I; Appendix A, Article II  revised April  24, 2023