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-Columbia, 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-Columbia.
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
- Regular memberships shall be open to all individuals employed at the University of Missouri-Columbia as academic advisors, faculty members, administrators, counselors, and others whose interests and work are in academic advising.
- Regular membership shall be established by application. Approval of application shall be granted by the Executive Committee.
- Other individuals wishing to become regular members of Advisors Forum are subject to the approval of the Executive Committee.
- 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.
- 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.
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
- The Executive Council of Advisors Forum consists of the following members: Chair, Chair-Elect, Immediate Past Chair, Award Committee Chair, Communications Committee Chair, CUE Representative, Enrollment Management Representative, Program Committee Chair, Secretary, Treasurer, and two Campus Writing Program Representatives.
- Officers must be regular members of Advisors Forum.
- All officers, except for the Chair, the Immediate Past Chair, the CUE Representative and the Enrollment Management Representative, will be elected during the winter/spring semester through email or mail 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, but are not limited to, email, mail or announcement at a winter/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 and Enrollment Management Representative will be elected every other winter/spring semester. The Campus Writing Program Representatives will be elected alternating years. The Chair Elect will be Chair. (revised 4/10/03)
- All terms except CUE Representative will begin in August and last one year. The CUE Representative’s term will last for two years.
- 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
- Approve the calendar for the year.
- Development and approval of budget and disbursement of funds.
- Grant approval to new members.
- Serve as a steering committee for special events.
- Appoint representatives to external committees upon request.
- Form and appoint internal and ad hoc committees.
- Advise Chair in regard to agenda for business meetings.
- Respond to critical issues as they arise and take to membership when appropriate.
- Preside at all meetings of Advisors Forum membership and the Executive Board.
- Be responsible for overseeing all of Advisors Forum business.
- Call meetings of the Executive Board.
- Appoint ad hoc committees as needed.
- Serve as an ex officio member of all standing and ad hoc committees.
- Work with Treasurer to establish budget priorities.
- Represent Advisors Forum at Advising Council meetings and other groups as appropriate.
- Perform duties of the Chair in the absence of the Chair and when so acting exercises the powers of the Chair.
- Assist Chair.
- Collect nominations and prepare ballot for Executive Committee positions.
- Prepare ballots for bylaws amendments and other voting needs.
- Attend Undergraduate Curriculum Committee Meetings as an ex-officio member on behalf of Advisors Forum.
Immediate Past Chair
- Serve as advisor to the Executive Committee and Chair.
- Coordinate and present the Advising Shout-Out Award.
- Organize and plan social events for Advisors Forum.
- Coordinate Advisor’s Perspective for Summer Welcome, when necessary.
Awards Committee Chair
- Coordinate the efforts of the Awards Committee.
- Solicit volunteers to serve as committee members to meet the needs of the Committee Chair’s agenda for their term.
Communication Committee Chair
- Coordinate the efforts of the Communication Committee.
- Select from volunteers or solicited members at least five representatives from at least three academic divisions to serve as committee members.
- Maintain and update Advisors Forum website.
Program Committee Chair
- Coordinate the efforts of the Program Committee.
- Select from volunteers or solicited members at least five representatives from at least three academic divisions to serve as committee members.
- Send out information prior to, and/or following, Advisors Forum meetings.
- Serve two year term on the Committee for Undergraduate Education to represent Advisors Forum.
- Report to Advisors Forum membership.
- Maintain and update listserv.
- Maintain membership list.
- Record minutes at regular Advisors Forum meetings as well as Executive Board meetings and maintain an adequate record.
- Keep records and materials important to Advisors Forum, including historical documents.
- Compile and forward a summary of the years events to a central location.
- Work with Executive Committee to establish budget.
- Report at Advisors Forum meetings.
- Work with General Education Fiscal Officer to process paperwork.
Campus Writing Program Representative
- Serve two year term on the Campus Writing Program to represent Advisors Forum.
- Each year a position would be elected to ensure overlap and consistency.
- Report to Advisors Forum membership after attending campus Writing Board Meetings, Education and Social Sciences Subcommittee, Natural and Applied Sciences Subcommittee, Humanities and Arts Subcommittee
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
Members of committees will be selected by the committee chair from volunteers or solicited members.
B. Committees and Responsibilities
- Coordinate Outstanding Advising Award competition including the Award Reception.
- Arrange for distribution of development moneys.
Specific Bylaws for the selection, eligibility, and distribution of awards are listed in Appendix A.
- Coordinate Spring Retreat.
- Work in conjunction with the Awards and Program Committees to publicize Advisors Forum activities and events.
- Promote the mission and efforts of Advisor Forum in a proactive and reactive manner.
- Regular communication with membership via a newsletter with brief updates.
- Plan the monthly programs.
- Arrange meeting places.
- Coordinate outside speakers.
- 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 that 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 as a whole, unless time constraints prohibits such action; if this is the case, action will be taken by the Executive Committee.
Article VI: Meetings
- Meetings shall be held on a regular basis, generally once a month, and are open to members and the general university community.
- Meetings can include retreats.
- Meetings are not held during Early Registration, unless a special meeting is called.
- Special meetings may be called as the need exists by the Executive Committee or by petition of Advisor Forum members.
- Members in attendance at meetings shall constitute a quorum for the purpose of conducting official business.
- For events and meetings at which funding for meals is provided by Advisors Forum, regular members who attend at least one meeting per semester and ex-officio members’ meals will be complimentary. The Executive Committee has the authority to invite other individuals to these events as guests.
Article VII: Amendments
Amendments to the Bylaws may be ratified by a two-thirds vote of members present at any meeting, provided notice of proposed amendments is given to members in writing at least two weeks prior to voting.
Appendix A: Bylaws for Outstanding Advising and Development Awards
Article I: Outstanding Advising Awards (2)
The purpose of these awards is to recognize two individuals (one MU faculty and one MU staff member) who have demonstrated the qualities associated with outstanding academic advising of students.
B. Eligibility requirement
- One advising award to be granted to an University of Missouri-Columbia (MU) faculty member.
- One advising award to be granted to an MU staff member (FTE).
- Both individuals must be involved in the direct delivery of advising services as part of their job responsibilities to MU undergraduate students.
- Both individuals must demonstrate the qualities associated with outstanding academic advising of MU undergraduate students.
- 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:
- A one-page summary of the ways in which the nominee meets the award criteria.
- The nomination packet must include three letters of support but no more than three. One letter must be from a current or former student.
- If more than three letters per nomination form are submitted, the Awards Chair will select one student letter and two letters from other sources.
- 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.
- The winners will include: one MU faculty member and one MU staff person. The Awards Committee will then determine which winner(s) is/are to be nominated for MACADA and/or NACADA Outstanding Advisor Award.
- 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.
- 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.
- The Awards Chair be will responsible for informing the Advisors Forum chair of the winners. The Advisors Forum chair will be responsible for informing the winner’s supervisors.
The Outstanding Advising Award materials should acknowledge all current sponsors.
F. National Recognition
- The Awards Committee will determine which winner(s) is/are to be nominated for the Missouri Academic Advising Association (MACADA) and/or for the National Academic Advising Association (NACADA) Outstanding Advisor Award.
- The Award Chair will be responsible for compiling and submitting the MACADA and/or NACADA Outstanding Advisor Awards packet.
Article II: Development Awards
The purpose of these awards is to assist members of Advisors Forum to attend development activities and programs.
B. Approved Activities
Application can be made for the following conferences: NACADA National, NACADA Regional, MACADA State, and special MU events as approved by the Executive Committee.
C. Eligibility requirements
- Must be a member of Advisors Forum.
- Must have actively participated in Advisors Forum (e.g., attend at least one meeting a semester, serve as a committee member or chair, or be a new hire).
- Application deadlines will be established as needed throughout the year to coincide with conference dates and available funds.
- Recipients and alternates will be selected each time funds are distributed.
- All awards are contingent upon available funding.
- Reports from those award recipients attending the national and regional conferences shall be submitted to the Awards Committee Chair within thirty days of the conference for distribution to Advisors Forum members.
D. Regulations and Guidelines concerning disbursements of award funds
Award amounts are intended to cover some or all of the following:
- conference registration
- membership fees
Receipts for meals must be submitted. Reimbursement will be made following University meal guidelines.
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