Section A: Eligibility
All UTMB staff, as defined in Article I, Section C, shall be eligible for appointment to the EAC.
Section B: Appointment
The institution representatives will be appointed by the Office of the President, selected from nominees presented by entity leaders and/or their designee, from the ranks of Classified or A&P staff, and Non-Teaching Staff, excluding Residents.
Those appointed and their supervisor(s) should be aware of the time commitment required of service on the EAC. While the council meeting are scheduled each month, special sub-committees, campus events and/or other designated events could require additional
time of EAC members. These “extra” events are identified as mandatory or voluntary, and the EAC member is responsible for communicating and gaining the approval of his or her supervisor in advance of committing to the event.
Section C: Terms of Office
The appointed representatives serve as members of the EAC for a two fiscal year term. Representatives are permitted to serve their full terms on the EAC so long as they remain eligible employees. The term of membership coincides with the University of
Texas System fiscal year - September 1 to August 31. New representatives will begin service with the first meeting of the year (September of each year).
Section D: Vacancies
For members who vacate their position prior to completion of their term, the EAC may request that another representative from that entity be appointed to serve the duration of the vacated term. The entity leader and/or designee will nominate the new member.
Their membership would be contingent upon approval by the Office of the President. Any new member must be selected within 30 days of the resignation creating the vacancy.
Section E: Attendance
If a member misses three (3) meetings in a rolling year (12 month span starting with first meeting missed), the membership will vote, by majority vote to determine whether this member should or should not continue serving. If it is decided that the EAC
member should discontinue serving because of attendance concerns, the Consultant will contact the individual via written correspondence of the EAC’s decision. The EAC Consultant shall take attendance at each meeting and notify the EAC of a member’s
absence after two meetings. The Consultant will notify the member prior to the third absence.
Section F: Duties - council members, consultant, advisor
EAC Members are expected to:
- Attend all meetings and complete assigned action items from committee and EAC meetings;
- Actively participate in discussions and vote on motions made in EAC meetings;
- Provide a vehicle for communication of interests, concerns and issues that affect staff at all UTMB locations;
- Solicit staff concerns prior to EAC meetings and promptly present recommendations to the EAC Executive Committee. The EAC Executive Committee/Consultant/Advisor will then determine when/if appropriate to present to UTMB President and/or senior leadership;
- Ensure that communication of outcomes is disseminated to the appropriate entity or individual.
Consultant and Advisor:
There are two standing, non-voting positions/appointees: Office of the President representative (hereinafter “Consultant”) and Human Resources representative (hereinafter “Advisor”).
The Advisor is required to:
- Attend and participate in meetings;
- Facilitate the group’s success;
- Provide institutional perspective and linkage to existing processes and protocols.
The Consultant is required to:
- Attend and participate in meetings; schedule meeting dates; secure locations for each meeting; open virtual meetings; record EAC members’ attendance; and advise the EAC of any member who has two absences;
- Facilitate the group’s success; develop EAC scorecard to annual goals; provide institutional perspective and linkage to existing processes and protocols;
- Serve as a member representing EAC on institutional committees, as appointed or requested by the Office of the President;
- Manage files for retention on EAC One Drive;
- Respond to concerns, issues, and recommendations submitted to the EAC Inbox and triage concerns and questions to appropriate leaders;
- Maintain the budget aspects of the EAC;
- Manage/update EAC website/blog;
- Create, and distribute each year, immediately following appointments, a roster of the membership and contact information;
- Maintain and update a calendar of events relevant to the EAC for the coming year; facilitate EAC attendance at events and meetings; and promote EAC services to employees, including site visits to off campus locations;
- Lead, coordinate, and assist in the development and execution of employee recognition events;
- Prepare a written annual report of the past year’s activities and progress, making it available to all members of the EAC prior to the August meeting;
- Serve as liaison to the President of UTMB, keeping the President informed regarding concerns of the Council and seeking the President’s support and advice, on behalf of the EAC.
- Partner with Human Resources to advance people, programs and initiatives.
Section G: Members
For purposes of these guidelines, "members" shall mean all representatives who are attending a meeting of the EAC or a committee.