Human Relations Advisory Council Operating Charter

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1 I. Formation Human Relations Advisory Council Operating Charter The Human Relations Advisory Council is commissioned by the President of Monmouth University and members are recommended by the Council and appointed by the President. Employees and students are invited to apply for membership on the Council and are selected based upon a serious commitment to the purpose of the Council. Length of term is based on ability to contribute (experience, skills, time). II. Purpose (from Mission Statement) To assess the human relations climate and advise the University of ways to improve relations on campus and in the surrounding community; To promote an atmosphere of mutual respect and understanding; and To encourage the acceptance of our differences without bias or indifference and the celebration of our similarities within a shared context. III. Membership The Human Relations Advisory Council will have a minimum of 20 members. All members have voting rights. In April, the Council invites employees and students to apply for membership on the Council to fill anticipated vacancies in the upcoming academic year. The Council reviews the applications and provides a statement of recommendations for appointment to the President. The President shall appoint new Council members during the month of June to fill anticipated vacancies for the upcoming academic year. A. Members from administration, faculty, and staff (non ex-officio) a. Approximately half of the regular members will serve for two years b. Approximately half of the regular members will serve for three years B. Student membership on the HRAC is strongly encouraged. It is recommended that one student member from each of the following organizations will be invited to apply to serve as regular members, appointing a representative from year to year: a. The Greek Senate b. The Student Government Association c. Monmouth Student Athletes Advisory Council d. The Student Activities Board e. The Residence Hall Association

2 f. Graduate Student Association g. Commuter Student Club h. Multicultural or Diversity Related Student Groups and Organizations C. Other student applicants can be voted upon for a term of one year. D. Seven ex-officio members with continuous membership a. Director of Office of Equity and Diversity (also serves on the ADA/504 and Events subcommittees) b. One member from Human Resources appointed by the Vice President of Administrative Services (also serves on the Policies & Procedures subcommittee) c. One area Vice President (appointed by the President on an annual rotating basis) d. Director of Department of Disability Services (also serves on the ADA/504 subcommittee) e. Director of Educational Opportunity Fund f. Director of Counseling and Psychological Services g. Assistant Director of Student Activities for Multicultural and Diversity Initiatives (also serves on the Events subcommittee) E. Membership is concluded under the following conditions: a. If their term has expired b. If they are no longer able to actively participate for any reason F. Member Re-appointment: Based on their interest in continued participation. Members may be recommended by vote of the Council for re-appointment for terms of an additional year. IV. Structure A. To achieve its purpose, goals and objectives, the Human Relations Advisory Council is structured as follows: Officers Subcommittees Council Staff Chair or Co-Chairs Audit/Survey Coordinator Policies/Procedures Events Communication ADA/504 Council Maintenance 2

3 B. All members must serve on at least one sub-committee. C. Members may request sub-committee assignments; however the Chair and Co- Chair will determine final sub-committee rosters, adjusting based on subcommittee needs. V. Responsibilities of All Council Members A. Since members are selected and appointed based upon a serious commitment to the purpose of the Council, all members are responsible for actively participating on the Council. Their tasks include: a. Attending scheduled Council meetings b. Serving actively on assigned sub-committees c. Coming to all meetings prepared B. Committee meetings will be scheduled monthly during the academic year. Subcommittee meetings will be scheduled to meet as needed, at least four times during the academic year. C. Failure to attend at least 2/3 of all scheduled Council and sub-committee meetings is grounds for dismissal from the Council. VI. Responsibilities of Officers and Council Staff A. Chair or Co-Chairs: The Chair or Co-Chairs are elected by the HRAC and serve for a one year term. The Chair or Co-Chairs are accountable for the effective functioning of the Council. It is their responsibility to clarify expectations and hold members accountable for their participation on the Council. Their tasks include the following: 1. Meeting Oversight a. Setting the meeting schedule b. Scheduling speakers for meetings c. Providing clear meeting agendas d. Conducting the meetings 2. Budget Oversight a. Monitoring all financial accounts, expenditures and records for the Council b. Submitting annual budget request to the VP and General Counsel by mid- December 3. Assigning members to sub-committees (Each Chair or Co-Chair serves on one sub-committee) 4. Dismissing members due to non-participation as stated in Section V, "Responsibilities of All Council Members." 5. Overseeing and coordinating audit/survey process. 3

4 6. Submitting an Annual Report to the President in June. B. Coordinator: The Assistant to the Director of the Office of Equity and Diversity will serve as the HRAC coordinator and have the following responsibilities: 1. Taking accurate notes at all meetings 2. Distributing minutes via to all Council members within a timely manner 3. Maintaining minutes and all Council records in archive 4. Tracking all action items 5. Maintaining a record of meeting attendance 6. Arranging for another member of the Council to assume this responsibility if the Coordinator is unable to take minutes during a meeting for any reason. 7. Maintaining all financial accounts and records for the Council 8. Request University accounts/sub-accounts as needed 9. Submitting bills for payment 10. Maintaining copies of all transactions 11. Assisting the Chair or Co-Chairs and Director of the Office of Equity and Diversity with the budget as requested VII. Responsibilities of Sub-committees: Each sub-committee consists of at least two members who are responsible to the Chair or Co-Chairs for the associated responsibilities and tasks. Sub-committee assignments are for one year. Members may be assigned to multiple sub-committees as necessary. Each subcommittee Chair is required to summarize sub-committee activity for the year and submit their final report to the Chair and Co-Chair in a timely manner. All records maintained by sub-committees are turned over to the Chair or Co- Chairs each June for permanent filing. A. Assessment/Survey Sub-committee: The Assessment/Survey Sub-committee is responsible for formal data collection on the human relations climate within the campus community. Its tasks include: a. Campus Assessments i. Arranging for campus climate surveys periodically ii. Gathering pertinent information from any other existing MU surveys b. Establishing and maintaining annual self assessment procedures to review Council performance. c. Maintaining records of resources used B. Policies/Procedures Sub-committee: The Policies/Procedures Sub-committee is responsible for reviewing relevant University policies and procedures and assessing their consistency with the Human Relations Philosophy and Policy Statement. Its tasks include: a. Reviewing specific human relations documents i. Student Handbook 4

5 ii. Employee Handbook iii. Performance Evaluation Forms iv. Periodic review of the Mission Statement and Charter b. Recommending changes as deemed necessary c. Maintaining records of all recommended changes C. Events Sub-committee: The Events Sub-Committee is responsible for assisting student organizations, academic departments and administrative programs in organizing campus-wide events that celebrate diversity and the multicultural experience. a. The Events Subcommittee is budgeted a council-approved amount for the fiscal year, depending on available resources. At the beginning of each academic year, the subcommittee is informed of the budget that had been allocated for grants. Contingent on that budget, the subcommittee is responsible for supporting and/or creating campus events to promote community and inclusion. Its tasks include the following: i. Notifying campus departments, academic and administrative programs, the Student Activities Board, other student organizations, etc. of the HRAC's interest in supporting diversity and multicultural programming. It asks these groups to submit a written application. ii. iii. Applications are submitted to the Events Subcommittee for review. Approval for support is based upon program initiatives as they relate to the mission of the HRAC, and need. Assistance may take the form of: promotion and publicity; making connections and directing groups to coordinating departments; member participation in a program or panel; faculty support through class extra credit; and/or financial support (as provided by a line in the annual HRAC budget). The committee may also arrange, promote and conduct campuswide events of its own, resources permitting. These events should promote diversity and multicultural understanding to a wide audience and should not compete with previously scheduled campus events. Programs may be targeted toward any or all of the following campus populations: administrators, staff employees, faculty, and students. D. The Communication Subcommittee: The Communication Sub-Committee is responsible for facilitating awareness of human relations and diversity and encourages dissemination of information about diversity events on campus. Its tasks include but are not limited to: 5

6 i. Acting as a communication resource for University employees, the campus community, and student focus groups relating to diversity. ii. Acting as a resource to organizers of administrative forums, new student orientation, new employee orientation, and to the University community in the dissemination of human relations policies and procedures when requested. iii. Maintaining and updating the HRAC webpage. E. Council Maintenance Sub-committee: The Council Maintenance Sub-committee is responsible for maintaining full and trained membership and ensuring that the Council is achieving its purpose. Its tasks include the following: a. Overseeing the member selection process i. Developing/maintaining membership criteria ii. Reviewing member terms to anticipate vacancies iii. Sending out letters inviting students and employees to apply for membership on the Council iv. Reviewing and presenting applications for membership to the Council v. Preparing the statement of recommendations for appointment to the President vi. Maintaining records of applications, recommendations, and appointments b. Providing educational and training opportunities for the Council i. Researching and recommending workshops, seminars, etc ii. Recommending and purchasing books, tapes, and videos F. ADA/504 Sub-committee: The ADA/504 Sub-committee is responsible for addressing issues related to access for employees, students, and guests with disabilities. University policy calls for equal access and reasonable accommodations to be made for employees, students, and guests with disabilities on an individual and flexible basis. The appropriate University offices and this sub-committee help ensure equitable access by continued review of policies and procedures and complaints. VIII. Recommendations/Changes A. All recommendations/changes must be approved by 2/3 of voting Council membership. This includes, but is not limited to, the following: a. Council Charter and Mission Statement b. Relevant policies and procedures [Revised June 21, 2013] 6

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