Department of Postsecondary Education
Employee Advisory Council
Charge and Guidelines
Charge
The Employee Advisory Council (Council) is an advisory body that shall serve to facilitate a direct line of
efficient and effective communication between the Department of Postsecondary Education (DPE) employees
and its executive staff for the purposes of fostering and exchanging ideas and information. The Council
represents DPE employees regarding key initiatives and provides a forum for the purpose of identifying,
discussing, and clarifying issues that concern and/or impact employees, their work environment, and their
professional development needs. The Council serves as an official communication medium for employees.
Membership
The Council will be comprised of one representative from each of these divisions: Adult Education and GED
Testing, Executive Services, Finance and Administrative Services, Human Resources, Instructional and Student
Services, Office of the General Counsel, and Workforce and Economic Development. The division’s Vice
Chancellor or Executive Director will recommend an employee from his/her division for membership on the
Council. The Chancellor reserves the right to make the final membership decisions and will appoint one
member to serve as the Council Chair. Council members and the Chair serve for a term of one calendar year,
January through December, and members will not consecutively serve more than two terms unless approved by
the Chancellor.
Should a vacancy occur, the appropriate Vice Chancellor or Executive Director will recommend to the
Chancellor a replacement representative who will serve for the remainder of the term. Should any member have
more than one unexcused absence from meetings or fail to perform more than one assigned responsibility within
the term, the Chancellor may request that the appropriate Vice Chancellor or Executive Director recommend a
replacement who will serve on the Council for the remainder of the term. The Council’s membership listing
and contact information will be posted on the Human Resources page of the DPE website.
Chair Responsibilities
The Chair is responsible for providing effective leadership to the Council and serving as the official
representative of the Council, and therefore DPE employees. The Chair is responsible for calling meetings,
finalizing the agendas, conducting the meetings properly, planning and organizing Council activities, and
ensuring the charge of the Council is being fulfilled. The Chair will notify the Recorder of the meeting dates
and agenda items and ensure that all Council members are adhering to their responsibilities.
It is the responsibility of the Chair to communicate to the Executive Council all Council progress,
recommendations, proposals, and any actions being sought that will involve budget implications. As requested,
the Chair will attend Executive Council meetings or provide feedback to the Chancellor concerning the
Council’s progress, actions, requests, and recommendations. At the conclusion of each calendar year, the Chair
will work with the members to compile an annual report which will provide a synopsis of the Council’s work
from the previous year including activities, accomplishments, status updates for on-going projects, and
recommendations for the up-coming year, etc. The annual report will be provided to the Executive Council.
The Chair is responsible for maintaining a permanent file for preserving the Council’s annual reports.
Recorder Responsibilities
A Council member must be nominated, seconded, and approved by majority vote of the Council members to
serve as the official Recorder. The Recorder is responsible for reserving meeting room locations and for
notifying Council members of all meeting dates, times, and locations. The Recorder is responsible for taking
and distributing the minutes of each Council meeting. The Recorder must ensure that minutes include at least
the following information: date, time, and location of the meeting; names of the attendees; a review of the key
points of discussion; documentation of any actions taken or proposed, decisions reached, or assignments
distributed; and the signature of the recorder.
The Recorder must submit the minutes in a timely manner and no more than 10 business days following the
actual meeting. Minutes may be distributed electronically and must be provided to all Council members and to
the members of the Executive Council. The Recorder is responsible for maintaining a permanent file for
preserving the Council’s minutes.
The Council must also identify an alternate Recorder to serve in the absence of the official Recorder. The
alternate Recorder is responsible for carrying out the full responsibilities of the official Recorder in his/her
absence.
Member Responsibilities
Each Council member is responsible for attending all meetings and working as a productive member of the
team to accomplish the Council’s charge. Members are required to act in a cooperative, professional manner
and to maintain the strictest standards of confidentiality when discussing or investigating Council business.
Members are required to communicate with the Council Chair if they cannot attend a meeting or carry out
assigned responsibilities.
Members of the Council are appointed to represent the interests and needs of the entire department. They are
expected to deliberate and provide advice and feedback without undue reference or preference to a particular
division.
Temporary Ex-officio Responsibilities
The Council or the Chancellor may invite experts or persons with specialized knowledge or skills to attend
meetings or to provide advice to further the Council’s deliberations. These ex-officio members provide
temporary assistance and are not permanent or voting Council members.
Council Meeting Requirements & Guidelines
The Council is required to meet at least quarterly and may meet more frequently at the discretion of the
members or the Chancellor. The Chair will preside over each meeting and agenda items for each meeting will
be based on suggestions from any Council member or the Chancellor. Unless specifically stated, all business
conducted and discussions held by the Council are confidential.
Any DPE employee may provide suggestions, concerns, or questions for the Council’s consideration by
completing and submitting the “Employee Advisory Council Suggestion” form. A copy of the form is available
on the Human Resources page of the DPE website. Completed forms may be submitted in-person or
anonymously and must be given to any current Council member.