PREAMBLE

The Committee on Administrators represents all Marquette University administrators (i.e., employees who are so designated by the University and whose primary work is administrative). Composed entirely of elected members from Marquette's administrative areas, the Committee on Administrators (hereinafter referred to as the COA) is dedicated to fostering:

Welfare of administrators
Professional development
Communication among administrators
Collegiality
Development and progress of the University and its Mission

Whenever appropriate or requested, the COA advises the University administration through a designated area Vice President. The COA also maintains a close working relationship with two other representative bodies of the University: the Faculty Council (FC) and the Committee on Staff (COS).

ARTICLE I --- MEMBERSHIP

Section A: Representation

The Committee on Administrators shall consist of eleven (11) elected members. Five (5) shall be elected by administrators at large. Six (6) shall be elected from the five administrative areas of the University as follows:

Office of the Provost ---- two members
Office of Administration ---- one member
Office of Student Affairs ---- one member
Office of Finance/Office of the President/Office of General Counsel/Office of the Senior Vice President ---- one member
University Advancement/Office of Marketing & Communication/Public Affairs ---- one member

Section B: Elections

Any full time administrator employed at Marquette University for at least two years as an administrator is eligible for election to the COA. Only full time administrators, as defined by the University, are eligible to vote in COA elections. A term of office for an elected member shall be three years. One-third of the membership shall be elected each year. Members may be re-elected.

Should a tie vote result during the election of an at-large or area representative, the Chair of the Subcommittee on Nominations, Appointments and Elections (SNAE) shall, as quickly as possible, send out a second ballot for the election of one representative from the tied candidates.

Section C: Terms of Service

Subsection 1: Regular Terms of Service

The term of service for each member of the COA shall begin at the annual organizational meeting (as described in Article III of these By-Laws) and end at the third annual organizational meeting thereafter.

Subsection 2. Conditions of Service Termination

A member of the COA shall cease to be a member if he or she:

(a) leaves the employ of the University or is no longer designated an administrator by the University, or
(b) submits a resignation in writing to the Chairperson of the COA, or
(c) is absent unexcused from two consecutive meetings of the COA, or
(d) transfers from the administrative area of the University he or she represents to another administrative area.

Subsection 3. Effective Date of Termination

The effective date on which a member of the COA ceases to be a member (other than upon the normal expiration of a term of service) shall be:

(a) in case of a member resigning from the University or leaving administration, the date of the separation
(b) in any other case of resignation, on the date specified in the written notice of resignation or, if no such date is specified, the date on which such notice is received by the Chair of the COA
(c) the date of the next meeting of the COA after two consecutive meetings from which the member has been absent unexcused, or
(d) in case of transfer from the administrative area a member was elected to represent, to a different administrative area, the date of the transfer.

Subsection 4. Vacancies

Vacancies shall be filled for the unexpired term by appointment of the COA. Replacement shall be selected upon recommendation of the Subcommittee on Nominations, Appointments, and Elections.

ARTICLE II --- OFFICERS

The officers of the COA shall be a Chairperson, a Vice Chairperson, and a Secretary. They shall be chosen by the COA at its annual organizational meeting and serve terms of one year. Their duties shall be those normally associated with these offices and such duties which may be assigned. The Chair shall report all actions and recommendations of the COA to the designated Vice President as promptly as possible. The Vice Chair shall assume the duties of the Chair when that officer is absent or unable to serve and shall perform such other functions as may be delegated by the Chair. The Secretary, or a member designated by the Secretary, shall alert members to committee meetings, shall take minutes at those meetings, and shall provide written or electronic copies of those minutes to each COA Member. The COA may appoint additional officers occasionally as it deems appropriate.

ARTICLE III --- MEETINGS

Section A: Annual Meeting

The annual organizational meeting of the COA shall be held in August, the specific date for which shall be determined by the Chair in consultation with the members. Advance notice in written or electronic format of the annual meeting shall be sent to all members, including those whose three year membership has elapsed and those newly elected to the COA. The notice shall be sent at least one week before the meeting. Officers for the following year shall be elected by vote of both new and continuing COA members. During the meeting, at a time decided by the Chair, newly elected members shall formally assume their COA duties. Officers shall retain their positions until new officers have been installed.

Section B: Standing Meetings

A Standing Meeting is an open meeting where committee members conduct COA business. The meeting is open to all administrators who may attend as guests to observe, or present an issue. The Chair shall call a Standing Meeting at least six times per year, beginning in September.

Section C: At-Large Meetings

An At-Large meeting is an open meeting where no COA business is conducted. All administrators are invited to attend. At-Large meetings may feature speaker/s on various topics, offer networking, socializing, and personal and/or professional growth opportunities for administrators. These meetings will be held at least twice per year, beginning in September.

Section D: Joint Meetings

The COA may from time to time call or participate in Joint Meetings with the Faculty Council (FC) and/or the Committee on Staff (COS). The purpose of these meetings is to discuss common concerns and develop collegiality.

Section E: Special Meetings

The Chair shall call Special Meetings:

(1) when so decided by the COA, or
(2) at the request of the Chair (or the Vice Chair when acting as Chair), or
(3) at the written request of any three members of the COA, or
(4) at the written request of no fewer than thirty persons entitled to vote in an election for members of the COA.

No Special Meeting shall be held unless advance notice of the place and time of the meeting is sent via written or electronic format to the members at least 48 hours preceding the meeting. The 48 hour notice requirement may be waived, either orally or in writing, if in the judgment of the COA Chair, a situation of extreme urgency makes 48 hour advanced notice impractical.

Section F: Conduct of Meetings

The COA shall normally conduct its business in meetings open to all administrators, and it may grant non-members of the COA the opportunity to speak at such meetings if and to the extent it deems appropriate.

The COA and Subcommittees shall use Robert's Rules of Order, Newly Revised except where the University Statutes or these By-Laws specify otherwise. Each elected COA member shall have one vote on each issue. A COA member may vote in person or by proxy in writing.

The COA may decide to conduct its business in executive session, at which only its elected members may be present. Discussions at executive sessions or special meetings may be treated as confidential. A simple majority vote of the COA present shall be sufficient to go into executive session.

Section G: Quorum

A simple majority of elected COA members shall constitute a quorum for any Annual, Standing or Special Meeting of the COA.

ARTICLE IV --- SUBCOMMITTEES

Section A: General Provisions

The following provisions apply to all Subcommittees:

(1) the members of the Subcommittees shall be appointed by the chair of the COA, upon recommendation from the Subcommittee on Nominations, Appointments and Elections, and subject to the approval of the COA

(2) one member of each Subcommittee shall be an elected COA member who shall serve as liaison to the COA and represent the Subcommittee in any executive session of the COA or in any COA vote on issues of concern to the Subcommittee

(3) each Subcommittee member shall be appointed for a term of two years, with terms staggered and expiring at the end of each calendar year

(4) the intent of the appointment process is to provide continuity from year to year

(5) each Subcommittee shall select its own chair who shall function in accordance with COA by- laws and shall attend COA meetings to share information and facilitate COA and subcommittee business as appropriate. The Chair of COA may appoint a temporary Subcommittee chair in case of vacancy, in order to facilitate the Subcommittee organizing process.

(6) should a vacancy arise other than at the end of a term, a successor may be recommended by the Subcommittee on Appointments and appointed for the unexpired remainder of the term

(7) temporary members may be appointed to a Subcommittee from time to time for such periods and for such duties as the COA may decide

(8) a simple majority of each Subcommittee shall constitute a quorum

(9) a member of the Subcommittee shall cease to be a member as described in these By-Laws in Article I , Section C, subsection 2 "Conditions of Termination"

(10) in addition to the above general provisions and the following areas of responsibility specific to each subcommittee, the Subcommittees may be assigned tasks as deemed necessary by the COA.

Section B: Standing Subcommittees

The COA shall have three (3) standing subcommittees:

Nominations, Appointments, and Elections
Policies and Procedures
Professional Development

Section C: Subcommittee on Nominations, Appointments, and Elections (SNAE)

The Subcommittee on Nominations, Appointments and Elections shall conduct all activities appropriate to the nomination and election of area representatives and at-large members of the Committee. It shall also suggest names for appointments to COA Subcommittees or for any other COA appointments that may be referred to it by the COA. SNAE will maintain rosters of current and former COA and Subcommittee members, officers, and appointees and will advise the COA of other University committees or boards for which COA may choose to nominate, recommend, or elect administrative representatives. The Subcommittee shall consist of at least three members with representation from at least three administrative areas.

Section D: Subcommittee on Policies and Procedures (SPP)

The Subcommittee on Policies and Procedures shall oversee the COA By-Laws and the Handbook for Employees (Non-Faculty) and maintain current reference copies of each. SPP shall review, upon request or direction from COA, specific University policies and/or procedures which affect administrators. The SPP may recommend Handbook for Employees (Non-Faculty) revisions or other COA action. Recommendations for changes to COA By-Laws may result from review of specific topics in the Handbook for Employees (Non-Faculty). The Subcommittee shall consist of at least five members with representation from all administrative areas.

Section E: Subcommittee on Professional Development (SPD)

The Subcommittee on Professional Development shall identify and promote opportunities to improve the quality of University administration through such professional development activities as mentoring, job sharing or job rotation, administrator leave programs, in-service, and other professional development programs both within and external to Marquette University. SPD shall also research professional development efforts at other higher education institutions and attempt to identify potential funding sources to support professional development activities at Marquette. The Subcommittee shall consist of at least five members with representation from all administrative areas.

Section F: Other Subcommittees

The COA may from time to time create such other Subcommittees or ad-hoc committees as it deems necessary.

ARTICLE V --- CHANGE OF BY-LAWS

The By-Laws of the COA are to be changed as necessary from time to time as determined by a two-thirds vote of the elected members.

BYLAWS

Administrator Spotlight

Karen Desotelle