Appointment of Members to University Advisory Boards Procedures

Purpose

To establish standardized procedures for forming university Advisory Boards and appoint members to the Boards.

Definitions

Advisory Board: A group of volunteers that provides advice and recommendations to the university’s leadership on specific topics or areas of interest.

Impact Statement: A document that outlines the rationale for the Advisory Board, including the Board’s scope, SMART goals, and anticipated outcomes.

Procedures for Creating an Advisory Board

1. Draft the Impact Statement
   1. The requesting individual initiates the process by drafting an Impact Statement.
   2. The Impact Statement must include:
      • The purpose and justification for creating the Advisory Board.
      • Whether the board is intended to be structured on a permanent (ongoing) or ad-hoc (temporary, less than a year in duration) basis.
      • The scope of work, SMART goals, and expected outcomes (i.e., what does the terminal/ongoing work-product and/or impact look like?).
2. Submit for Cabinet Review
   1. The requesting individual submits the draft Impact Statement to the appropriate member of the President’s Cabinet within their reporting line (e.g., provost).
   2. This Cabinet member reviews the statement and may propose revisions.
   3. Once finalized, the Cabinet member presents the Impact Statement to the Cabinet for a final decision by the president in consultation with Cabinet members.
3. Draft and Route Invitation Letters
   1. If the Advisory Board is approved:
      • The requesting individual prepares a letter of invitation for each proposed board member to be issued on behalf of the president.
      • These letters are submitted to the Office of the President for signature and routing.
4. Coordinate Board Member Engagement
   1. The requesting individual is responsible for:
      • Sending all approved invitation letters to proposed members.
      • Managing communication with members.
      • Coordinating logistics such as scheduling, agenda development, and distribution of materials. (Note: This responsibility may be reassigned by the Office of the President or its designee, if needed.)

Applicable Legislation and Regulations

Related References, Policies, Procedures, Forms and Appendices