Academic Advising Council

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About

Mission Statement

The UNCW Academic Advising Council (AAC) strives to promote student success by enhancing the academic advising experiences at UNCW. The AAC serves to embody, unify and provide leadership and direction for the academic advising community at UNCW. This organization provides a unified voice to university administration for issues related to academic advising, policy, and procedure. The Council will serve the academic advising community by recognizing excellence, providing professional development opportunities, and encouraging collaboration and communication across campus.

By-Laws

Statement of Purpose

The UNCW Academic Advisory Council was generated out of a need to connect and collaborate with academic advisors across campus. The academic advising community at UNCW includes professional and faculty advisors, administrators and staff that are focused on student success. By working together, UNC Wilmington’s academic advising community will be able to accomplish the following goals:

  • Create a common advising experience for all students
  • Share best practices and strategies in the field of advising
  • Create a platform for professional development opportunities
  • Serve as a collective voice to provide information and opinions to key University Administrative Offices
  • Provide insight on the creation and implementation of policies and proccedures that impact holistic academic advising practices to promote persistence, retention and student success
  • Provide networking, training, and recognition opportunities for the academic advising community

Article I Name & Acronym

UNC Wilmington Academic Advising Council (UNCW AAC)

Article II

  1. Vision

The academic advising community at UNCW is essential to student success and supports the academic mission, vision and values of University of North Carolina Wilmington. The AAC strives to exemplify academic advising by implementing best practices while supporting campus collaborations designed to holistically promote student success.

  1. Mission

The UNCW Academic Advising Council (AAC) strives to promote student success by enhancing the academic advising experiences at UNCW. The AAC serves to embody, unify, and provide leadership and direction for the academic advising community at UNCW. This organization provides a unified voice to university administration for issues related to academic advising, policy and procedure. The Council will serve the academic advising community by recognizing excellence, providing professional development opportunities and encourage collaboration and communication across campus.

  1. Definition of Academic Advising

Academic advising at UNCW is a student-centered, interactive, collaborative relationship between the student and his/her advisor. Advisors assist with creating meaningful personal, educational, and professional goals that align with students’ beliefs and values. Advisors facilitate decision-making, selection, and confirmation of a student’s academic major and appropriate coursework. Students are referred to appropriate resources to address areas related to success while encouraging independence, resourcefulness, and resilience.

  1. Diversity Statement

The AAC is a diverse community comprised of staff, faculty and administrators who hold various religious, racial, national, cultural and sexual identities. In order to prepare, support and lead UNCW students entering a global society the AAC embraces diversity in all forms.  Each member of the AAC is committed to appreciating and supporting a diverse campus culture, as it will only add to the strength of this organization.

Section 1. Goals

  1. Enhance the advising experience for all students
  2. Provide insight for the creation and implementation of policies and proccedures that impact holistic academic advising practices to promote persistence, retnetion and student success
  3. Share best practices and strategies in the field of advising, as well as assessment/assessment strategies and outcomes.
  4. Plan and lead educational training for professional development
  5. Serve as a collective voice to provide information and opinions to key University Administrative Offices
  6. Provide networking, training, and recognition opportunities for the academic advising community

Article IIIAssociation with the National Academic Advising Association

 

Section 1. NACADA Affiliation

It is the intent of the organization to remain an allied member of the National Academic Advising Association (NACADA) and support the goals and programs of NACADA. A $75 fee must be paid annually in order to remain in good standing with NACADA.


Article IV: Membership

 

Section 1.  Equal Opportunity

Membership in AAC and opportunities for leadership shall be open to all individuals. There shall be no discrimination for reasons of race, gender, marital status, age, color, national origin (including ethnicity), creed, religion, disability, sexual orientation, political affiliation, or veteran status.

 

Section 2.  Eligibility

Membership in AAC is open to professional and faculty academic advisors, administrators, staff, graduate students, and undergraduate students serving in leadership roles, and other higher education professionals who share an interest academic advising.  

 

Section 3.  Admission Procedure

An individual shall become an active member be electing to join the organization in the beginning of each academic year and this action be reflected in the membership records of the AAC.


Section 4.  Rights

All members shall be eligible to vote, hold office, and attend meetings of the AAC and are entitled to the services and benefits provided by the organization.

 

Article V: Meetings of Membership 

 

Section 1.  Times 

The Executive Board shall determine regularly scheduled meeting times for the year. The academic year shall run from July 1 to June 30. Special interest meetings of the membership shall be held with the approval of the Executive Board. 
 

Section 2.  Agenda 

The Executive Board is responsible for the preparation of the agenda. Individual members shall submit agenda items to the Executive Board in advance of the meeting. 

 

Section 3.  Quorum 

A quorum of the membership shall be met when 20% of the membership is present. 

 

Article VI:  Executive Board **Exceptions to certain processes will be made during the inaugural year** 

 

Section 1. Composition and Tenure 

The governing structure of AAC shall be referred to as the Executive Board of the Academic Advising Council.  

 

  1. The Executive Board membership consists of the following: Chair, Vice Chair, Secretary, Faculty Representative, Staff Representative, Treasurer, Communications and Membership Coordinator, and Parliamentarian 

  1. Terms of the office shall run from July 1 to June 30  

  1. Executive Board members (Chair, Vice Chair, Secretary, Staff Representative, Faculty Representative, Treasurer, Communications and Membership Coordinator, and Parliamentarian) are elected or appointed for two year terms 

  1. The Executive Board members are elected by the AAC membership in May every two years with the exception of the Faculty Representative position 

  1. Executive Board members can only serve two consecutive terms in the same position. After two consecutive terms, the member is eligible to serve in another Executive Board position. 

  1. Executive Board will be elected by a simple majority of eligible voting members. Quorum must be met in order for the election to be valid 

  1. The voting process is by secret ballot and can be conducted either online or in person 

  1. Executive Board members may only hold one office per term except in extenuating circumstances that must be approved by Executive Board 

  1. Newly elected officers will assume their duties July 1  

  1. Communication Coordinator will provide the names of the new officers to Office of University Relations and the Provost Office representative for publication and distribution 

 

Section 2. Duties and Responsibilities  

  1. Chair  

  1. Provides leadership and direction for the board’s activities and encourages collaboration across the university that helps to promote and support the advising community. 

  1. Presides over the AAC meetings 

  1. Abstains from voting on matters except in the event of a tie, in which case the Chair will vote and serve as a tie-breaker 

  1. Prepares agenda for meetings in coordination with other members on the Executive Board. Coordinates with Secretary to disseminate the agenda amongst members of the AAC 

  1. Receives and brings forth recommendations for designated positions on the board 

  1. Serves as a liaison between the advising community and university administration 

  1. Serves ex-officio on the board for initial transition of the incoming Chair for a period of no more than 6 months 

 

  1. Vice Chair  

  1. Takes on duties of the Chair in their absence 

  1. Holds voting privileges on AAC matters 

  1. Responsible for designating leadership for ad hoc committees that are deemed necessary to continue the good work of the AAC. 

  1.  Leads evaluative and assessment efforts for UNCW’s academic advising community  

  1. Leads awards program efforts to recognize the nature of the work being done across campus and the work being done in the AAC 

  1. Mentors incoming Vice Chair for a period of no more than 3 months 
     

  1. Secretary 

  1. Holds voting privileges on AAC matters 

  1. Responsible for maintaining meeting minutes and distribution of the agenda amongst the membership 

  1. Maintains membership database, records and documents of the AAC in an accessible electronic format 

  1. Edits, updates, and maintains records 

  1. Reserves rooms for meetings and other events as needed 

  1. Works with communications coordinator to ensure accurate and timely distribution of information 

  1. Helps to coordinate election process 

  1. Mentors incoming Secretary for a period of no more than 3 months 
     

  1. Faculty Representative 

  1. Appointed by Provost. Attention should be given to rotating representation from across Colleges and Schools. 

  1. Holds voting privileges on AAC matters 

  1. Represents faculty advising matters to the Executive Board and takes AAC matters back to faculty senate steering committee 

  1. Works to connect with key liaisons in academic departments to bring faculty advising issues to light 

  1. Mentors incoming Faculty Representative for a period of no more than 3 months 
     

  1. Staff Representative 

  1. Holds voting privileges on AAC matters 

  1. Represents staff advising matters to the Executive Board and takes AAC matters back to staff senate 

  1. Works to connect with key liaisons in academic departments to bring staff advising issues to light 

  1. Mentors incoming Staff Representative for a period of no more than 3 months 
     

  1. Treasurer 

  1. Holds voting privileges on AAC matters 

  1. Prepares budget in consultation with members of the Executive Board prior to the start of the fiscal year 

  1. Presents budget to membership for approval 

  1. Maintain records of expenditures and revenues (for fee generated events) 

  1. Treasurer will abide by university policies regarding fiscal management to include but not limited to workshops and training 

h.    Mentors incoming Treasurer for a period of no more than 3 months 
 

  1. Membership and Communications Coordinator 

  1. Holds voting privileges on AAC matters 

  1. Creates a communications/marketing plan for the academic calendar 

  1. Responsible for distributing electronic communication to membership 

  1. Helps to coordinate election process 

  1. Maintains and updates the AAC website 

  1. Works with Secretary to ensure timely and accurate distribution of information 

  1. Mentors incoming Communications Coordinator for a period of no more than 3 months 
     

  1. Parliamentarian 

  1. Serves on the AAC Executive Board 

  1. Holds voting privileges on AAC matters 

  1. Maintains working knowledge of Robert’s Rules of Order, Newly Revised 

  1. Serves as meeting manage to ensure compliance with Robert’s Rules of Order, Newly Revised 

  1. Verifies if quorum is present for voting matters 

  1. Responsible for certifying membership eligibility 

  1. Trains incoming Parliamentarian for a period of no more than 3 months 

 

Section 3. Selection 

  1. Eligibility 

  1. Members must be an employee of University of North Carolina Wilmington 

  1. Members seeking a position on the Executive Board will have served in an academic advising capacity for at least one year 

  1. Members seeing a position on the Executive Board must have attended at least 75% of the meetings during the previous year  

  1. Nominations 

  1. A list of nominations will be developed during the final meeting each spring  

  1. Membership can be nominated or self-nominated for vacant positions  

  1. Members can be nominated for multiple positions, but only be elected to one 

  1. Nominees must elect to accept or decline the position they were nominated for prior to running for a position 

  1. Nominees must submit a platform statement that details their experiences and aspirations to serve in the role for which they have been nominated two weeks prior to elections 

  1. Election process 

  1. Ballots will be created by the Secretary 

  1. Platform statements will sent to the voting membership by the Communications Coordinator 

  1. A secret vote will be presided over by the current outgoing Chair, or designee. 

  1. The counting and tallying of the ballot will take place at the meeting and be presided over the by the Parliamentarian  

 

Section 4. Removal or Resignation 

  1. Members of the Executive Board can be removed for negligence or dereliction of duties as assigned.  

  1. Members of the Executive Board can be removed for just cause by a vote of the majority of the Executive Board. 

  1. Members may submit an appeal in writing to any member of the Executive Board requesting an investigation and removal from position. All requests will be processed and reviewed by the Executive Board and voted upon by secret ballot. 

  1. In the event of a resignation, a letter addressed to the Chair, or designee, must be submitted to the Executive Board detailing when the position will become vacant. 

  1. If removed from a position on Executive Board, member is not eligible to serve in any other leadership capacity for a period of one year 

 

Section 5. Vacancies 

  1. The individual must be eligible for a position as outlined in Article VI Section 3 

  1. The incumbent can be replaced by a special election to complete the vacated term 

  1. The Executive Board can appoint an individual to finish out the vacated term 

  1. In cases of appointment, the Executive Board will consider issues of fair and equitable representation, experience and needed skills when making appointments 

  1. Communications Coordinator, or designee, will announce vacancies to the membership 

 

Section 6. Interim Officers 

  1. Interim officers are either elected or appointed to serve during the remaining time of the current term. 

  1. Interim officers are eligible to run for a full term in the position they were appointed or elected to serve 

 

Article VII: Standing Committees Structure and Descriptions 

 

Section 1. Membership  

  1. Membership in standing or ad hoc committees shall be open to all members of AAC  

  1. Members may join a standing committee by voicing their interest to the chair of the committee, or to any members of the Executive Board. 

  1. A standing committee member may remain as long as they are actively participating or until they resign from the committee.  

 

Section 2. Chairpersons  

  1. The chairpersons of the standing committees shall be elected from among the membership at the annual meeting  

  1. If a standing committee does not have a chair by the second meeting of the Executive Board after the annual meeting, the Executive Board shall appoint a chair.  

  1. Meet as requested with the Executive Board. 

 

Section 3. Duties  

  1. Each standing committee shall prepare an annual budget to be submitted to the Executive Board prior to the annual meeting  

  1. Each standing committee shall prepare an annual plan and report to be submitted to the Executive Board prior to the annual meeting.  

  1. Each standing committee will be responsible for fulfilling the purpose of the committee.  

 

Section 4. Descriptions 

  1. Communication Committee  

The purpose of this committee is to establish and maintain communications, public relations and marketing for the AAC. The committee shall establish and oversee regular communication channels internally and externally that will address issues of concern and interest to academic advisors at UNCW.  

  1. Professional Development Committee 

The purpose of this committee is to establish and maintain a program of professional development opportunities for the members of AAC. This committee will establish criteria, solicit nominations, and select members to receive awards, scholarships, and other honors as directed by the Executive Board and to forward nominations for appropriate NACADA awards to the NACADA Executive Office. 

  1. Legislative and Government Affairs Committee 

The purpose of this committee is to establish connections with other professional organizations and groups especially those in the state of North Carolina involved in higher education. This committee shall work with the Communication Committee to inform the members of issues affecting academic advising and higher education institutions in the state.  

  1. Technology Committee  

The purpose of the committee is to identify the technological needs of academic advisors from across the campus and recommend technological solutions to meet those needs for academic advising at UNCW. The committee will seek out innovative and practical solutions from within UNCW as well as other institutions. Members will identify technologies that assist with advising practices and empower advisors as well as students to make decisions that support personal and academic goals. 

  1. Social Committee 

The purpose of the Social Committee is to create opportunities for the members to informally meet to dialogue and build relationships across campus.  The events will be open to all members, and may be open to other invited guests based on the goal of the activity. 

  1. Assessment Committee 

The purpose of the Assessment Committee is to develop assessment strategies and instruments to measure the effectiveness of academic advising and support on student success and retention. 

Article IX: Amendments to By-Laws  

 

Section 1. Any member is in good standing may submit a proposed amendment to these bylaws to any member of the Executive Board. It must in writing and be signed by five members of the AAC. 

 

Section 2. Upon affirmative vote of a majority of the Executive Board, the proposed amendment shall be submitted to the membership for a vote.  

 

Section 3. The bylaws shall be amended by an affirmative vote of two-thirds of a quorum of the membership either by mail, email, or at a meeting of the Council.  

 

Article X: Dissolution  

 

Upon dissolution of this organization, the Executive Board shall provide the payment of all debts and claims against the Association, and for the transfer of all remaining funds and property to the University of North Carolina Wilmington. 

Credits: 

Portions of the UNCW-AAC bylaws wording was adapted from the: 

Indiana Academic Advising Network http://www.iaan-in.org/#!by-laws/cpog  

University of Idaho Academic Advising Association http://www.uidaho.edu/academic-advising/acada  

Virginia Commonwealth University – Undergraduate Academic Advising Board