By-Laws of WVU Graduate Council

1.0 History
West Virginia University had its origin in the Morrill Act of July 2, 1862, and in an act of the 1863 state legislature accepting the provisions of that act. West Virginia University, which was founded February 7, 1867, combines in a single institution the functions of a state university and of a state land-grant university, functions commonly assigned to two or more institutions in other state settings. Hence, the range and variety of instructional, research, and service programs at West Virginia University is greater than that of most institutions its size.

At the time of founding a Board of Governors was vested, by law, with the authority for the control and management of the educational, administrative, financial, and business affairs of the university. A primary mission of the university within the West Virginia system of higher education is to serve as the major center of professional and graduate training and research in the state. The initial policies, regulations, and programs relating to graduate study at West Virginia University were established by order of the Board of Governors in 1930 with the establishment of a Graduate School .

The Board of Governors decreed that the roots of the Graduate School should be:
"implanted in all university undergraduate work, irrespective of colleges, schools, or departments. The graduate school is empowered: (1) to direct research and investigation with particular reference to problems of the state, and (2) to train and recommend to the Board of Governors candidates for such graduate degrees as shall have been authorized."

It follows that the graduate school was envisioned as distinct from other colleges and schools in that it was a university-wide institution, drawing together all the faculties and students of the university concerned with graduate study, and empowered to establish policies and regulations covering the introduction of degree programs; degree, curricular, and thesis and dissertation requirements; standards of student scholarship; etc. which take precedence over the policies and rules of particular colleges, schools, and departments.

In an April 16, 1982 document entitled West Virginia University Administrative Organization , an organizational chart showed a "Standing Committee on Graduate Education" associated with the Office of the Vice president for Academic Affairs and Research. Subsequently, an Ad Hoc Committee on Graduate Studies, whose mandate was to oversee the transition from central control by a Graduate School to a decentralized form of graduate education governance, recommended that the "Standing Committee" be called the "Graduate Council" whose functions would be (1) to formulate and recommend policy for graduate study at West Virginia University; and (2) to assist in the oversight of graduate programs, including coordinating periodic reviews.

The above organization remained as the guiding structure for governing graduate education at WVU until 1986 when the University Faculty Senate and the University Graduate Council jointly recommended to the Provost that there be established an additional level of organization. Each college/school offering a graduate degree would have an elected Committee on Graduate Studies which, in turn, would select the college's representatives to the Graduate Council at the university level

The University Graduate Council thus consists of graduate faculty representatives from the schools and colleges offering graduate programs and five ex-officio non-voting members representing the provost, the director of graduate education, the vice president for health sciences, the senate executive committee, and the graduate and professional student association. The Provost accepted this organization of governance.

An Office of Graduate Education was established within the Provost's Office in 1992. The Director of the Office, in conjunction with the University Graduate Council, oversees the policies governing graduate education, monitors the quality of graduate programs, and sets goals for enhancing graduate education at West Virginia University . The Director of Graduate Education reports to the Associate Provost for Curriculum and Instruction.

2.0 Authority
The University Graduate Council derives its authority from the faculty, the Provost and Vice President for Academic Affairs and Research, and the Vice President for Health Sciences; and it works closely with the Director of Graduate Education. The Council is a free-standing University committee and its recommendation are advisory to the Provost or the Vice President for Health Sciences, as appropriate.

3.0 Functions
In practice, much of the day-to-day administration of graduate study is conducted by graduate advisors, departmental chairpersons, and college/school deans responsible for particular programs. Colleges/schools retain the responsibility for such functions as admitting students, conducting interviews when appropriate, keeping student records, certifying students for graduation, determining the level of participation in graduate education by individual faculty members, and the like.

At the university level, responsibility for administration of the graduate faculty's policies and regulations, resolving problems of interpretation of these rules, and the recommending of university-wide graduate academic standards, is vested in the University Graduate Council. In addition, the council reviews proprosals for new graduate programs (including college/school level graduate certificate programs), evaluates substantive revisions in graduate curricula (e.g., the establishment of a new major within a program, elimination of a major, program name change), coordinates periodic reviews, recommends to the Provost the University minimal criteria for graduate faculty membership, and considers such other matters affecting graduate education as are brought to the council by an administrative officer of the University, a graduate faculty member, or a graduate student. The specific responsibilities of the Council are as follows:

3.1 Strategic Vision
The Graduate Council, in conjunction with the Director of Graduate Education, shall work together to develop a strategic vision for graduate education at West Virginia University.

3.2 Review of Graduate Programs
The Council conducts periodic five-year reviews of all graduate (master's and doctoral) programs and suggests measures to maintain or enhance acceptable levels of academic quality. To this end, the Council may recommend to the Provost or the Vice President for Health Sciences a number of appropriate actions following completion of the review process, including: (1) continuation of the program for five years with or without a request for follow-up information; (2) continuation of the program for shorter periods along with requested corrective actions; (3) program suspension; (4) program termination; etc. Reviews are conducted either by a committee of the whole or thorough the appointment of appropriate subcommittees.

3.3 Review of Curricula
The Council evaluates all proposed new graduate and certificate programs and makes its recommendations to the Office of the Provost. Changes in degree titles, addition/removal of areas of specialization or emphasis within a given degree, and substantive alterations in graduate degree curricular requirements also are under the purview of the Council.

3.4 Jurisdiction
The Graduate Council is responsible for the review and evaluation of proposals for the establishment of new graduate degrees and majors. Changes in the curricula of accredited professional programs, such as those contained within the Schools of Dentistry, Law, Medicine and Pharmacy, are not evaluated by the University Graduate Council. Evaluation of individual new courses, course drops, prerequisites, and course credit hour determination remain under the jurisdiction of the Curriculum Committee of the WVU Faculty Senate.

4.0 Membership
The University Graduate Council shall consist of: (1) voting members representing the graduate faculty of West Virginia University, and (2) non-voting, ex-officio members representing the Provost's Office, the Vice President for Health Sciences, and the appropriate graduate student organization.

4.1 Elected and Voting Members
There shall be 16 voting members who are elected and represent the graduate faculty in the colleges and schools as follows:

4.1.1 Eligibility
The minimal criteria required to be eligible to qualify as a voting member of the University Graduate Council is as follows:

• Must be a regular member of the graduate faculty
• Must not hold an administrative title above that of department chairperson
• Must be active in advising graduate students as a chair or member of student graduate committees

4.1.2 Election
Eligible faculty members may be selected for service on the University Graduate Council in one of the two following ways:

• The college/school graduate committee shall seek nominations and conduct an election with all regular and associate members of the graduate faculty eligible to vote. If the elected representative to the Council is not already a member of the college/school graduate committee, he/she shall be designated as an ex-officio member of the college/school committee.

or

• The college/school graduate committee may select a member of the committee to be the representative to the University Graduate Council.

All terms expire on August 15 of the final term year.

4.1.3 Vacancies
Vacancies shall be filled for the remainder of the individual term by appointment from the College/School Graduate Committee. In the event that an elected member is absent from the University for an extended period, such as during a sabbatical leave or an extended medical leave, the Dean may appoint a member pro tem to serve as the college's representative. Such a member shall, if possible, be a member of the Graduate Studies Committee of the College/School and will have all voting rights of the elected member.

4.1.4 Term Limits
Council members representing the colleges and schools shall serve terms of three years. The number of terms an individual member may serve will be at the discretion of the college/school that individual represents. Terms of Graduate Council members should be so staggered as to maintain continuity of experience.

4.1.5 Removal of an Elected Member
An elected member of the Graduate Council may be removed from the Council by a vote of two-thirds or more of the voting members whenever it is judged that the interests of the Council will be served thereby.

4.2 Ex-Officio Members
Ex-officio, non-voting members of the University Graduate Council shall consist of:

1. The University Provost or his/her designee
2. The Vice President for Health Sciences or his/her designee
3. A representative of the Faculty Senate Executive Committee
4. The Director of the Office of Graduate Education
5. The President of the Graduate and Professional Student Association, or appropriate similar organization, or his/her designee

The principle purpose of having the above ex-officio members on the Council is to provide a rapid and readily available flow of information to and from important academic areas having significant responsibility for particular aspects of graduate education.

6.0 Communications
Agendas and minutes of Graduate Council meetings shall be provided to all members of the Council and the Deans of the university colleges/schools.

It is expected that, for information purposes, the representative from the Faculty Senate Executive Committee serving on the Graduate Council will regularly, in cooperation with the Council Chairperson and/or the Director of Graduate Education, provide the Faculty Senate with an oral or written summary of Council deliberations and actions.

7.0 Quorum
A quorum of the University Graduate Council shall consist of seven (7) voting members. The vote of these seven (7) members will constitute a deciding and official vote of the Council. Tie votes will be regarded as a failure of the motion. Proxy votes are not permitted. Upon request by any voting member, the Council shall vote by means of secret ballot. If no such request is indicated, the secret ballot method will not be employed.

Meetings may be held if fewer than seven (7) voting members are present, but no deciding votes may be taken. Business conducted during such a meeting must be approved by a majority of the voting members.

8.0 Council Meetings
The Graduate Council shall meet monthly during the academic year. Special meetings may be called by Council Chairperson or at the request of seven (7) voting members. Notice of all meetings shall be given in writing at least 7 days in advance to all voting and ex-officio members of Council.

The Council shall operate by all pertinent rules contained in "Robert's Rules of Order."

Any member of the University community may request, in advance, permission from the Chairperson of the Council or the Director of Graduate Education to attend a Council meeting.

9.0 Power to Amend
Suggestions to alter, amend, or repeal the By-laws, or to adopt new By-laws, is usually initiated by the voting members of the Graduate Council. Such an action may be taken at a regular or special meeting for which written notice of the purpose shall be given. The vote of a majority of the elected members is required to approve any recommended action. The ultimate authority to approve the initial Graduate Council By-laws as well as future changes, however, rests with the Provost.

WVU Graduate Council By-Laws
Revised and Approved, April, 2001