Bylaws

PURPOSE

The Commission for Blacks (CFB) is a body appointed by the Chancellor to advise on planning, implementation, and evaluation of University programs, policies, and services as they relate to Black students, faculty, and staff of the Knoxville campus. The Commission reports administratively to the Office of the Chancellor.

RESPONSIBILITIES

The Commission:

• Shall assess on a continuing basis the status of Blacks on the campus;
• Shall serve as a channel for improving human relations on the campus;
• Shall advise and consult with University officials on the concerns for Blacks;
• Shall recommend changes in or additions to existing policies and procedures that are relevant to Black concerns;
• Shall make suggestions concerning the coordination of new and existing academic and extracurricular programs related to Blacks;
• Shall recommend and encourage research to identify and address the concerns, problems and progress of Blacks in the campus;
• Shall aid in communicating the interests of Blacks throughout the University community and encourage Black involvement in all aspects of campus life;
• Shall consult in the evaluation, revision, and implementation of an Affirmative Action Plan, and in doing so promoting the hiring and promotion of Blacks;
• Shall advise and consult with all University officials on the needs and status of Blacks; and,
• Shall provide information on Commission and University activities related to Blacks to the campus and community.

COMPOSITION

The Commission shall consist of a proportionate number of faculty, staff (exempt and non-exempt), students (undergraduate and graduate), and external community members (ideally 2 of each) as voting members, however the number of members shall not exceed fifteen (15). Membership shall be distributed among the various colleges, schools and administrative units of the University. The Vice Chancellor for Student Affairs (or his/her designee), the Vice Chancellor for Human Resources (or his/her designee), the Director of Equity and Diversity, a representative from the Faculty Senate, the President of the Black Faculty Staff Association, the Chair of the Commission for Women, the Chair of the Commission for LGBT People, Chair of the Council for Diversity & Intercultural Council, a representative from the Exempt Council and the Employee Relations Council serve as ex-officio, non-voting members. The Chair of the Commission, either a single Chair or two Co-Chairs simply referred to as Chair hereafter, will forward nominations to the Chancellor, who shall appoint the Commission annually.

Executive Committee

The Executive Committee shall be comprised of Chair (Co-Chair), Chair-elect, Immediate Past Chair, Chairpersons of standing committees, and Ex-officio members from the Office of Equity and Diversity and Human Resources. This committee shall schedule and conduct regular monthly meetings prior to the regular Commission meetings. The Chair will decide the modality of the meetings (i.e., virtual room on the Blackboard site, face to face, email, etc.), and communicate such plan in advance of the meeting.

Chair (Co-Chair)

The Chair shall be appointed by the Chancellor on a biennial basis, and heads the Commission. The Chair may serve consecutive terms, based on appointment. Following the appointment, the Chair will serve as Immediate Past Chair. Key duties/responsibilities shall include:

• Develop agenda(s) for Executive Committee and Commission for Blacks meeting;
• Attend all commission meetings;
• Serve as ex-officio member of the Commission for Women, Commission for LGBT People, Council on Diversity and Interculturalism;
• Serve as ex-officio of all Standing Committees;
• Solicit volunteers for membership to the Commission (i.e., distribute electronic notification of membership intake process (April 1st, etc.);
• Serve as managing editor of BLACK@UT newsletter;
• Develop and submit annual “End of Year Report” to the Chancellor;
• Maintain website, Blackboard, Listserv, Twitter, Facebook and Trace information; and,
• Supervise Graduate Assistant.

Chair-elect

The Chair-elect shall be elected by majority vote by the voting members of the Commission, and is recommended to and approved by the Chancellor, on an annual basis. The Chair-elect shall serve as assistant to the Chair for one year, and ascend to the Chair position the following year. At least one month prior to the election of the new Chair-elect, nominations shall be solicited from past or present Commission members (i.e., voting members). Ballots shall be sent to the Commission and tallied at the meeting at which the election is to take place. The Commission’s recommendation to the Chancellor shall be determined by a simple majority vote.

Immediate Past Chair

The Immediate Past Chair role shall be the Chair whose appointment has just been completed, and shall last for one calendar year. The Immediate Past Chair does not require additional Chancellor appointment/approval.

Chairperson of Standing Committee

The Chair will appoint a Chairperson for each Standing Committee, and ad hoc committees as needed. All committee members shall be Commissioners who volunteer to serve on an active basis. The Chairperson of a Standing Committee shall serve as appointed, which is generally on an annual basis.

Standing Committees

Commissioners are expected to serve on, and actively participate in, at least one of the following standing committees:

Faculty/Staff/Administrators Interest Committee

• Work with the Chancellor and Provost for Academic Affairs to develop and/or implement methods to improve the current campus environment for Black faculty, staff and administrators and provide a forum to address concerns;
• Develop protocol for reporting/managing concerns; and,
• Advise Chair and CFB of faculty/staff/administrative concerns.

Student Interest Committee

• Identify ways to improve the current campus environment and enhance the scholastic performance of Black students in addition to providing a forum to address their concerns;
• Develop protocol for reporting/managing concerns; and,
• Advise Chair and CFB of student concerns.

Access and Diversity Staff Retention Fund

• Coordinate Professional Development programs and conferences for the African American community.

Community Outreach Committee

• Serve as a conduit communicating the common goals and actions between the Commission (campus community) and the Knoxville African American community;
• Conduct public forums (i.e., 1-per semester) that will promote university/community dialogue;
• Develop protocol for managing community concerns; and,
• Advise Chair and CFB of community concerns.

Awards

• Administer the nomination, process for the Hardy Liston, Jr. Symbol of Hope Award, and the Gene Mitchell Gray Pioneer Award given at the annual Chancellor’s Honors Banquet;
• Coordinate the African American Hall of Fame Award recognition to highlight significant accomplishments of Black faculty, staff, students and administrators; and,
• Assist with the selection of the Carl Cowan scholarship recipients.

Public Relations Committee

• Assist with BLACK@UT newsletter and publication;
• Assist with maintenance of website, Blackboard, Trace, Listserv, Facebook, and Twitter; and,
• Assist with publicity of events sponsored by the Commission.

Bylaws Committee

• Responsible for updating the bylaws to reflect growing needs of the Commission; and,
• Ensure Bylaws adhere to Roberts Rules of Order.

All committees will meet at least one (1) time during the semester. Each Chairperson of a Standing Committee will provide a written summary of committee activities as directed by the Chair. Ad hoc committees shall be formed as needed and directed by the Chair.

Graduate Assistant

The Executive Committee shall select a graduate to aid the commission by attending and taking notes at Commission meetings, disseminating information to the Commission, or performing other tasks assigned by the Chair. This graduate assistant shall have a fifty percent appointment, including a fee waiver, and shall be supported by the Chancellor’s office.

MEETINGS

Frequency

The Commission shall schedule regular monthly meetings at time to be agreed upon at the beginning of each semester. Additional meetings shall be scheduled as needed. The agenda at these meetings shall be determined by the Commission and may include items requested by the Chancellor, a member of the faculty, staff, or student body with a concern or grievance, or of any member of the UT community with an issue which might require attention. All meetings shall be open to any member of the UT community. A quorum is constituted by the number of commissioners present.

Rules of Order

The meetings of the Commission shall be conducted in accordance with Roberts Rules of Order.

BUDGET

The Commission for Blacks, being an advisory body serving the Chancellor, shall be provided with an operating budget through that office to cover such expenses as telephone service, graduate assistant, web maintenance, the newsletter, and other miscellaneous operating expenses.

APPROVAL AND AMENDMENTS

These bylaws shall be approved by a two-thirds vote of the Commission, taken by a ballot or via email, and may be amended by a similar vote taken at a subsequent regularly scheduled meeting. Both bylaws and amendments shall become effective upon the approval of the Chancellor.