University Planning and Budgeting Committee Bylaws
I. Objectives, Responsibilities, And Powers
A. To evaluate, monitor, and update the planning assumptions as well as the Institutional Strategic Plan, in accordance with the institutional planning model as accepted by the University Senate.
B. To review and recommend the planning, preparation, and allocation of all Western Connecticut State University operating budgets and other public monies. The Committee’s recommendations shall be consistent with the Institutional Strategic Plan.
C. To receive and review program proposals; to analyze proposals with respect to the strategic plan, resources, and schedule of implementation.
D. To review program proposals requiring external review, e.g., licensure and accreditation (state, regional, national), and to make recommendations regarding their disposition.
E. To prepare responses on program discontinuance for appropriate committees.
F. To monitor, revise, and update the activities outlined in the Institutional Strategic and Budget Plans.
G. To obtain the results of any formal assessment study, program review, and accreditation status on an annual basis.
H. To establish ad hoc or standing subcommittees as needed.
|1 Provost/VP for Academic Affairs
|1 VP Finance & Administration
|1 Academic Dean
||Ex officio/Appointed by VPAA annually
|1 V.P. for Student Affairs
|1 Director of Library Services
|1 Senate President or designee
|1 SGA President or designee
|8 Teaching Faculty (3 at large, 1 each school, 1 librarian/counselor/coach)*
||All elected (for overlapping 3 year terms), one each elected by and from the teaching faculty of each of the four schools, one elected by and from the librarian/counselor/coaches group and three elected at large.
|1 Administrative Faculty
||Elected by Administrative Faculty (for 3-year term)
|16 Total – all members are voting members except the chairperson who votes only in the case of a tie.
*The terms for the LCC, VPA, and Member-At-Large elected in 2010 shall be for 2 years only. The second highest vote getter for the two at-large positions in the 2011 election shall serve a term of two years also. These changes are intended to bring the committee's election of faculty members into a balanced rotation. Going forward, all terms are to be three years.
Senate approved 12/15/10 (R-10-12-02)
Administrative approved 3/2/11
III. Conduct Of Business
- In the absence of the chair, the President of the University Senate will designate a committee member to convene the committee.
- A quorum shall consist of 8 members, at least 5 of whom are elected.
- A call to meeting accompanied by an agenda shall be presented to each member at least one week before each meeting.
- Concerned parties may come, or be invited, to discuss particular items.
- Decisions of the committee are made by majority vote of those members present.
- Meetings shall be conducted according to Robert’s Rules of Order, Revised.
- Meetings shall be held at least monthly during the entire year, as called by the chairperson, or in the absence of the chairperson, by a quorum of the committee.
- The chairperson for the following year shall be elected by a majority vote at the May meeting of each year, after the election of new members and before commencement.
- The position of secretary shall rotate among members unless otherwise decided by the body.
C. Reports and Recommendations
- The committee, through its chair, shall report all policy recommendations to the University Senate.
- The committee shall submit an annual report to the University Senate.
- The committee shall refer to other University-wide standing committees matters appropriate to their function.
- The committee shall refer to appropriate School committees any recommendations initiated in the University Planning and Budgeting Committee concerning that School’s program.
- The committee shall refer for action to the University Senate recommendations for University policy change which is outside the responsibility of any standing committee.
- The committee will annually assess the Strategic Plan and report to the Vice Presidents and to the University Senate.
- All members of the committee.
- University Senate President
- University Senate Archivist (two copies).
- School curriculum review committees.
- Each department chairperson and program director.
These Bylaws may be amended by a two-thirds vote of members present at any regularly scheduled meeting at which there is a quorum and by the approval of the University Senate and the President of the University.
Senate approval: Mar. 18, 1992
Admin. Approval: April 14, 1992
Rev. Senate Approval: Oct. 18, 2000 (R-00-10-08)
Admin. Approval: Nov. 7, 2000
Rev. Senate Approval R-03-12-04
Admin. Approval: 02/11/04
Senate Approval: Feb. 21, 2007 (R-07-02-13)
Admin. Approval: 05/4/07
Senate approval: Nov.14, 2012
Admin. Approval 2/5/13
UPBC Involvement with Campus Facilities Planning (1)
When the University develops its master plan, the University Planning and Budgeting Committee will be involved as follows:
- Master planning consultants shall meet with appropriate personnel in each university department 2 to determine department needs. The Vice President for Student Affairs, or designee, shall insure adequate representation of student non-classroom needs.
- After the draft report is submitted, departments shall have the opportunity to review the report and recommend modifications to the report including department location, design of offices, seminar rooms, laboratory space, mini-library space and the timeline for implementation.
- The full report shall be forwarded to the UPBC for comment and recommendations.
Allocation and Re-Allocation of Existing Space
- As space becomes available, the Master Plan shall be reviewed to see what department needs have not been met.
- While the Master Plan is a 10-year document, departments are encouraged to review the plan every three years. This review should take into consideration the University Strategic Plan, which includes the Academic, Student Affairs, Library, Technology, Institutional Advancement, and Administrative Services plans. Suggestions shall be submitted to the appropriate Dean or Vice-President.
- Deans and Vice-Presidents shall forward department suggestions to the UPBC for review and recommendations.
Timetable For preparing The Annual Spending Plan
- February: V.P. for Finance and Administration meets with the President and the Vice Presidents to discuss spending requests.
- Not later than the last Wednesday of February: V.P. for Finance and Administration sends spending requests to all UPBC members.
- First meeting of the UPBC in March: the Committee reviews requests and makes recommendations.
- March: V.P. for Finance and Administration reviews requests and the Committee’s recommendations with the President.
- Not later than the last Wednesday of March: V.P. for Finance and Administration sends proposed spending plan to all UPBC members.
- First meeting of the UPBC in April: the Committee reviews proposed spending plan and makes recommendations.
- End of April: University submits spending plan to the Board of Trustees for approval.
- Following Board approval, V.P. for Finance and Administration sends the spending plan to all UPBC members.
(1) Pursuant to Senate resolution R-00-10-04: The UPBC should be involved in the planning for the use of vacant space on campus.
(2) University Department means academic departments, administrative units (departments, dean's offices, etc.)
Approved by the UPBC: March 3, 2003