University of Texas Medical Branch
Employee Advisory Council (EAC)
Guidelines for Operations
The Council is sponsored and endorsed by the UTMB President’s Office and exists to foster bidirectional communications and dialog for all Classified Staff, Administrative & Professional (A&P) positions, and Non-Teaching Staff, excluding residents. We will promote a positive and collaborative work environment that is committed to assessing, prioritizing and communicating employee needs. We also serve as a focus group/advisory panel by providing a feedback loop on broad issues and potential new programs that can impact UTMB Classified Staff, A&P, and Non-Teaching Staff, excluding residents.
Role of UTMB President
- Serve as sponsor of the Council;
- Endorse, support and promote the purpose and activities of the UTMB-EAC;
- Solicit feedback from Council members on issues that affect Classified, A&P, and Non-Teaching Staff, excluding residents;
- Respond to concerns, issues, and recommendations from the UTMB-EAC;
- Determine if decision(s) making needs to be done by designee(s);
- May designate a senior leadership representative to serve on behalf of the president
Role of EAC Chair
Set the agenda and preside at all meetings of the Council;
- Chair the Executive Committee;
- Ensure the order of business is carried out unless the order of business is altered by an action approved in the meeting. Order of business includes: 1) call the meeting to order; 2) approval of previous meeting’s minutes; 3) committee reports; 4) unfinished business; 5) new business; 6) miscellaneous (comments, announcements, tributes, etc.); 7) adjournment;
- Contact EAC Council members after two consecutive absences;
- Refer all matters submitted for the Council’s attention to the appropriate committee(s) and/or to the President;
- Maintain and update a calendar of events relevant to the Council for the coming year;
- Prepare a written annual report of the past year’s activities and progress, making it available to all members of the Council prior to the September meeting;
- Serve as ex-officio member of all Council committees;
- Serve as liaison to the President of UTMB, keeping the President informed regarding concerns of the Council and seeking the President’s support and advice, on behalf of the Council;
- Attend UTMB Strategic Executive Council meetings;
- Serve as representative of the UT System EAC;
- Attend Campus events, when possible, and meetings as requested by the Office of the President.
Role of Vice Chair
- Preside over the Council in the absence of the Chair;
- Assist the Chair in performing leadership responsibilities;
- Call a meeting of any committee that is not fulfilling its responsibilities;
- Make, and distribute yearly, immediately following appointments, a list of Council committees and their members to all Council members;
- Serve as parliamentary authority; make sure rules contained in the current edition of Robert’s Rules of Order govern the Council and its committees.
Role of Past Chair
- The Past Chair will serve on the EAC in an advisory role with no voting privileges.
Vice Chair of Operations
- Responsible for scheduling meeting dates and securing locations for each meeting;
- Responsible for recording Council members’ attendance and advising the EAC Chair of any member who has two consecutive absences;
- Record meeting minutes and files for retention on EAC iSpace folder;
- Responsible for maintaining the budget aspects of the Council in conjunction with the EAC Chair.
Vice Chair of Communications
- Responsible for managing/updating EAC website/blog;
- Responsible for contacting IS for video connections for remote members and open meetings.
Role of Members
- Attend and participate in meetings;
- To serve as an entity representative for all Classified Staff, Administrative & Professional (A&P) positions, and Non-Teaching Staff, excluding Residents;
- To provide a vehicle for communication of interests, concerns and issues that affect staff at all UTMB locations;
- To present recommendations to the UTMB President and/or senior leadership;
- Ensure that communication of outcomes is disseminated to the appropriate entity or individual;
- Must be a Full-time, Benefits Eligible, Classified Staff, Non-Teaching Staff (excluding residents), or Administrative & Professional employee at time of
election or appointment.
Role of Advisors
Attend and participate in meetings;
- There will be two standing non-voting positions/appointees: President’s Office representative and HR representative;
- Facilitate the group’s success;
- Provide institutional perspective and linkage to existing processes and protocols.
UTMB EAC Representative Structure
Correctional Managed Care (CMC)
All facilities contracted by CMC
School of Medicine
School of Nursing
School of Health Professions
Other areas directly associated with the Academic Enterprise
Hospitals and Clinics
Institutional Support Areas
Business Operations & Facilities (BOF)
Marketing and Communications
Office of the President
Community Health Services
- Other areas directly associated with Institutional Support
The Council may make recommendations on general institutional policies/programs but does not act on personnel or individual issues. The Council may advise on specific institutional issues and otherwise act at the request of the President.The Council functions in an advisory capacity.The Council will keep staff members informed and, in turn, keep the President and leadership informed of the needs and interests of staff on issues and activities affecting them.
§In-scope issues (examples)
oDirectives from UTMB Leadership
oSystem-Wide Institutional Programs & Processes
oServe as Focus Group representing Classified staff , Administrative & Professional, and Non-Teaching Staff, excluding Residents, on potential
oUT-System strategic priorities that drive the culture of all member institutions
§Out of scope issues (examples)
oDisciplinary and performance issues
oUT/Regulatory/Legislative Mandates (examples: UT System Benefits, Legislative Across the board pay raises or holiday time allotments)
oIndividual employee complaints
oIssues that duplicate existing processes and protocols that work
The EAC will use electronic ballots for voting. Nominees can submit a short biography and photograph to post on the EAC website prior to the election. Terms run for a calendar year. The nominees will need departmental/supervisor approval to be considered for nomination and election. A nomination and election committee will be formed each year to coordinate nominations and election processes. Members will serve a three year term with one-third of the membership being elected each year.
Nominees and their supervisor(s) should be aware of the time commitment of being on this council. While the monthly meeting is only scheduled for two hours per month, there are times when members may be asked to participate in special sub-committees, campus events and/or other designated events. These “extra” events are voluntary and should be communicated with the member’s supervisor prior to them committing to the event to gain their support.
For members who vacate their position prior to completion of their term, the EAC may elect to request that another representative from that entity be appointed to serve the remaining portion of the vacated term. A member of senior leadership will appoint the new member. In the event the vacated position occurs near the election period, the EAC may elect to accept the runner up in the appropriate employee category from the most recent election to replace the member. In either case, their membership would be contingent upon the approval by the Office of the President. Voting and membership is contingent upon employee’s status as full-time, benefits eligible classified staff, A&P positions, and Non-Teaching Staff, excluding residents.
If a member misses 3 meetings in a rolling 12 month period, their ability to continue as a member of the committee will be put up to a vote. A majority vote will determine whether this member continues their obligation. If it is decided that the council member should be removed, the Chair will contact the individual via written correspondence of the council’s decision.
The Vice Chair of Operations shall take attendance at each meeting and notify the EAC Chair of a council member’s absence after two meetings. This will allow the Chair to notify the member prior to three consecutive absences.
Election of Council Officers
EAC Advisors shall conduct the nomination and election of officers at the January meeting of the newly elected Council. This shall be done if this is the second meeting after New Member Orientation. The Chairperson, Vice Chairperson, Vice Chair – Operations, and Vice Chair – Communications shall be nominated from the floor, elected, and begin terms at the conclusion of the January meeting. A simple majority of those present and voting at a meeting is required for election. A quorum is required at this meeting. The Past Chair will serve on the EAC in an advisory role for one (1) year in the event the out-going Chair is rotating off the council.
Terms of Office
EAC Officers shall serve a one (1) year term starting at the February meeting. A representative shall not hold more than one office at a time, and no representative shall be eligible to serve more than two consecutive terms in the same office. However, a representative who assumes an unexpired term for less than six months may be elected for two full consecutive terms.
A quorum of the EAC shall be one-half of the voting Council. In the event of a tie vote, the Chair’s vote will break the tie.
UT Systems Employee Advisory Council:
The University of Texas System Employee Advisory Council (EAC) is a representative advisory group that works with, and on behalf of, The University of Texas System. Each year the EAC meets with the Board of Regents to present information and make recommendations regarding issues of importance to the employees of UT System. Two delegates and one alternate represent each campus. Before the creation of UTMB’s own Employee Advisory Council (EAC), all Galveston representatives were selected by the Office of the President.
Currently, the Chair of the EAC will be one of the delegates, with the Vice Chair serving as the alternate on the UT Systems EAC. The second regular delegate will continue to be an appointee of the Office of the President, selected from among the ranks of Classified, A&P , or Non-Teaching Staff, excluding residents. If requested, nominees for the appointed position may be offered by the EAC. The length of term will be three (3) years.