UGC Bylaws

The University of Arizona Undergraduate Council By-Laws

Drafted by members Carrie Silvers and Wendy Davis, Summer 2017

Approved by the Undergraduate Council, 9/12/17; accepted by the Faculty Senate, 3/12/18.


The Undergraduate Council Bylaws are written to guide us in the implementation of faculty governance, and are used to operationalize the committee members relative to the mission statement of the Undergraduate Council.

Mission Statement:

The mission of the Undergraduate Council (UCG) is to review undergraduate academic and curricular programs and policies. This includes, but not limited to: the implementation, quality, and fidelity of approved ongoing curricula (evaluation); coordination across programs and provide recommendations and oversight to curricular changes within the College academic programs; provide feedback and recommend instructional policy updates and/or changes; and evaluate and recommend faculty teaching/learning development needs to the academic administrative team.

  1. Purpose and Composition:
    • Voting and non-voting members will conduct the business of the UGC. Voting members include: the UGC Chair, one member of the General Faculty from each college that offers undergraduate degrees, one member from the Library, one member from the Honors College, the chair of the University-wide General Education Committee (UWGEC) (or a designated alternate currently serving on the committee), the chair of the University General Petitions Committee (or a designated alternative currently serving on the committee), and one to two student representatives from the Associated Students of the University of Arizona (ASUA).
    • Ex-officio, non-voting members shall include the Senior Vice Provost for Academic Affairs, the Executive Director of Academic/Curricular Affairs, the Registrar, the Director of Advising Resource Center, the Vice Provost of Digital Learning & Student Engagement for the Office of Academic Initiatives and Student Success, Assistant Director for Academic Programs, and the Assistant Director for Academic Policies & Organizations
    • An ex-officio member is one who does not have the right to vote, does not have a mandatory obligation to participate in the proceedings, and is not counted in a quorum.
    • Non-voting members may include others as needed, by invitation of the chair.
  2. Membership Selection:
    • Representatives of the General Faculty, the Library, and the Honors College are chosen by election in the college OR by appointment by the Dean, after consultation with that College's version of an advisory council in accordance with their shared governance guidelines and agreements. The president of ASUA appoints up to two student representatives.
  3. Membership Terms:
    • Representatives of the General Faculty, the Library and the Honors College serve for three-year terms, which may be renewed. ASUA members serve a one-year term that may be renewed.
  4. Chairperson:
    • The chair shall be appointed by the Chair of the Faculty, on advice of the Nominating Committee and in consultation with the Senior Vice Provost for Academic Affairs, in accordance with the principles detailed in the shared governance guidelines and agreements. The chair serves as a representative of the council to the Faculty Senate, and facilitates communication of information to the faculty from the Council. The chair shall serve for a term of one year, renewable for up to three years.
  5. Roles and Responsibilities:
    • UGC is a university-wide committee outlined in the Faculty Senate constitution and bylaws and that participates in the shared governance process at the University of Arizona.
      1. UGC is a part of the university process for creating or changing undergraduate degree programs in both the planning and implementation stages, leading to approval by the Arizona Board of Regents.
      2. UGC reviews all undergraduate curricular action items forwarded from its two subcommittees, the Academic Programs Subcommittee and the Curriculum/Policies Subcommittee.
      3. Action items may be received from academic units, colleges, auxiliary units, the Office of Academic Affairs, the University-wide General Education Committee, any General Faculty Standing Committee or Senate Standing Committee or ad hoc committee.
      4. Action items requiring Faculty Senate approval are forwarded by the UGC to the College Academic Administrators Council and the Provost’s Council for review prior to being sent to the Faculty Senate Executive Committee and Faculty Senate for final approval within the University process.
  6. Meetings:
    • The UGC should meet up to four times a semester during the academic year.
    • The meetings of the UGC are open to the public, subject to applicable state law.
    • Notice of UGC meetings is distributed to members at least one week in advance of any meeting by email and posted on the UGC website.
    • An agenda should be circulated to members at least two days in advance of a meeting.
  7. Voting:
    • Voting on motions before the Council should be by voice, by a show of hands, or by paper or email ballot, as decided by the presiding officer.
    • Once a quorum is reached, a majority vote of those members voting will carry a motion,
    • The UGC Chair shall vote only in the event of a tie; subcommittee chairs always vote.
      1. Voting may be dealt with via email vote, provided:
      2. There are no substantive objections to the proposed action,
      3. The proposers do not themselves need direct UGC input, and
      4. No member of the UGC has substantive questions about the proposal.
      5. Copies of such proposals are provided along with any subcommittee recommendations a week before the vote is to be finalized, thus members of the UGC will have a week to vote.
    • Consent Agenda:
      1. The chair may decide to utilize a consent agenda. 
      2. The consent agenda and associated documents are distributed in the same timeframe as other documents.
      3. If a voting member requests that an item be removed from the consent agenda, it must be removed. A member can remove an item to discuss it, to query the item, or to vote against it.  Once an item is moved from the consent agenda it will be voted upon separately.
      4. After all requested items have been moved, the chair identifies the remaining consent items and then moves to adopt the consent agenda.
      5. If there are no objections, the items on the consent agenda are adopted. It is not necessary to take a vote on consent agenda items.
  8. Functions of the Council and Subcommittees:
    • UGC Functions:
      1. To provide a forum to discuss matters of concern for undergraduate education.
      2. Review, establish, and update proposed changes to policies affecting undergraduate education.
      3. Recommend proposed changes to curricula for all College degree programs.
      4. Review the quality of changes in current and proposed undergraduate coursework and programming including majors, minors, and certificates.
    • UGC Subcommittee Functions:
      1. The Academic Programs Subcommittee and the Curriculum/Policies Subcommittee review and make recommendations to the UGC on all proposed policies, academic programs and programs of study. Participation on one of the committees is mandatory for all voting UGC members.  Members will indicate their preference on a subcommittee, but assignments may be made as needed.
    • The Academic Programs Subcommittee:
      1. The Academic Programs Subcommittee overseas the creation, deletion, suspension or modification of undergraduate academic units, majors, options, minors, degrees, and programs of study.
      2. Presents recommendations for academic program changes to the UGC.
    • The Curriculum/Policies Subcommittee:
      1. The Curriculum/Policies Subcommittee overseas all aspects of undergraduate curriculum and academic policies recorded in the UA General Catalog for consideration by the UGC.
      2. Presents recommendations for academic policy changes to the UGC.
  9. Meetings:
    • Subcommittees will meet between UGC meetings in order to discuss the implications of each proposal and produce a recommendation for the full Council's consideration. Each subcommittee should organize itself including electing a chair.  The subcommittees should adopt recommendations for UGC consideration by a majority vote of the members present once a quorum is reached. Such votes may be by voice, by a show of hands, or by paper or email ballot.
  10. Amendments and Alterations to the Bylaws:
    • Any voting Council member may propose amendments to the Bylaws at any time. Proposed changes are sent to the UGC for review at least 10 calendar days prior to the meeting in which action is to be taken.