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Scheduling Time on an University Council (UC) Meeting Agenda

Guidance for AY 2016-17

General Information

University Council (UC) meetings are typically held in Slaughter Hall – Room 2230/2240 on Wednesdays from 3:00 – 4:50 p.m., once a month, September through May.  Specific information on meeting dates and locations for AY 2016-2017 can be found on the University Council website.  

The UC Executive Committee (UCEC) generally meets 10 – 14 days prior to each monthly meeting, on Mondays from 11:30 – 12:00.   UCEC reviews all policy proposals and sets the agenda for the next meeting of the full Council.  Members of UCEC include the president, provost, the chairs of Academic Senate and Staff Council, president of Student Government, and a representative from Deans Council.  Members of UCEC for AY 2016-17 are: 

Bill Destler, President – UC Chair
Jeremy Haefner, Provost
Christopher Collison, Chair, Academic Senate
Raman Bhalla, Chair, Staff Council
Andrea Shaver, President, Student Government
TBD, Representative, Deans Council 

Administrative support to UC is provided by:  

Kerry Hughes
Project & Event Manager, Academic Affairs
5-6159(phone)
kerry.hughes@rit.edu(e-mail)
2100 Eastman Hall

Suggested Protocol

Making Contact.  To request time on an upcoming UC agenda, contact Kerry via e-mail with the information noted below.  UCEC members review policy proposals in advance of each UCEC meeting to determine if they should be included on the agenda of the next, or an upcoming UC meeting.  Kerry will contact you after UCEC’s meeting to confirm dates, times, and other details for the full UC meeting.

Providing Information.  Providing the following information will 1) help UCEC/Kerry respond promptly to your request and 2) assist Kerry in meeting preparations:

  • Dates (in order of preference) of upcoming meetings at which you’d like to present.

  • Amount of time needed (minimum and ideal) to present the topic and field questions; and, if applicable, for UC to take action.

  • Name(s), title(s), college/division and department(s) affiliations of presenter(s)

  • Title of your topic as it should appear on the agenda and in meeting minutes.

  • Objective(s) of your presentation (e.g., reporting for informational purposes, introducing a policy proposal, securing final approval).

  • Proposal and/or other materials to be reviewed by UCEC members.

Submitting Materials.  If you’re submitting materials, they should be sent via e-mail to Kerry at least five business days prior to the UCEC meeting to provide sufficient time to review the proposal you wish to bring forward to the full UC.  If, subsequent to the UCEC meeting, you have additional or revised materials to distribute to UC members, they should be sent to Kerry at least five business days prior to the meeting of the full UC.

Following Up.  Upon request, Kerry will send presenters the first draft of UC minutes to review for accuracy and respond with edits if needed.  It is vitally important to respond by the stated deadline; the final draft of meeting minutes are typically distributed to UC members five business days prior to the next  UC meeting. 

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