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Operations Manual

Graduate Committee Bylaws

Membership of the Graduate Committee

Membership of the Committee consists of the Associate Dean for Faculty Development and Graduate Programs and a representative from each department offering a graduate degree. Department representatives to the Committee are appointed by the chairpersons of the respective departments. Departments having a Director of Graduate Studies, or a position representing a similar function, should appoint that person to the Committee.

The Dean of the College of Arts and Sciences is an ex-officio member of the Committee.

Chairperson of the Graduate Committee

The Associate Dean for Curriculum and Academic Outcomes or a representative appointed by the Dean will serve as Chairperson of the Committee. The duties of the chairperson are:

  • To call meetings of the Committee (arrange for meeting time and place through the dean’s office).
  • To plan the agenda in consultation with the Dean and Committee members.
  • To invite all guests (e.g., department chairpersons) who have business before the Committee.
  • To ensure that the minutes of Committee meetings are prepared.
  • To distribute the agenda, minutes, and other documents to Committee members and (when appropriate) members of the College and University administration.

Duties of the College Graduate Committee

The Committee shall:

  • Review and make recommendations to the Dean of the College on the following:
    • all proposals for new graduate courses
    • all requests to discontinue graduate courses
    • all proposals for new graduate programs
    • all requests to discontinue graduate programs
  • Maintain oversight of reviews of existing graduate programs within the College and make recommendations to the Dean of the College.
  • Review Graduate School policies such as those pertaining to grading, double-numbered courses, transfer of credits, academic standards, graduate assistantships, student recruitment, student life issues, and the Graduate Bulletin. Make recommendations to the Dean of the College on these matters.
  • Review applications for graduate faculty status, make recommendations to the Dean of the College, and present applications and recommendations to the Graduate Leadership Council for final approval.
  • Develop all Committee forms (e.g., applications for graduate faculty status, course proposals, program change/addition/deletion proposals) used by graduate departments within the College.
  • Review all changes in the College section of the Graduate Bulletin.

The Executive Committee

The Executive Committee will include one representative from the Arts/Humanities, one representative from the Sciences, and one representative from the Social Sciences in addition to the Chairperson of the Graduate Committee who will also chair the Executive Committee. At least one disciplinary representative will be elected from a doctoral program and at least one disciplinary representative will be elected from a terminal masters program.

For purposes of representation on the Executive Committee, the disciplinary affiliations of graduate programs will follow departmental affiliations within the disciplinary sub-councils of the Council of Chairpersons and Program Directors (CCPD) of the College.

Representatives to the Executive Committee will be elected by the full Graduate Committee for a one-year term that will commence at the beginning of the academic year. Elections will be held during the second semester of the academic year preceding the date of appointment. In the event that a representative leaves the Graduate Committee prior to the completion of his/her one-year term, the full Graduate Committee will appoint a representative from the respective discipline to complete the unexpired portion of the representative’s term.

The procedure for election of the three disciplinary representatives will be as follows. A disciplinary representative from a doctoral program will be elected on an initial ballot. A disciplinary representative from a terminal masters program in one of the remaining two disciplinary areas will be elected on a second ballot. A third ballot will be used to elect a representative from the remaining disciplinary area. This disciplinary representative will be elected without regard to the nature (i.e., doctoral, terminal masters) of the program(s) that he/she represents.

The duties of the Executive Committee are:

  • To recommend the agenda for Graduate Committee meetings.  Other Graduate Committee members may also recommend agenda items.
  • To review all documents (e.g., course proposals, applications for Graduate Faculty Status) proposed for the agenda, seek additional information as necessary, and formulate recommendations about the Graduate Committee action to be taken on the document.
  • To study the function and structure of the Graduate Committee and make recommendations pertaining to any modifications considered desirable.
  • To establish and publish a deadline for submission of documents to be considered by the Graduate Committee. This deadline will be scheduled to permit the Executive Committee time to review documents prior to their consideration by the full Graduate Committee and recommend an agenda for the full Graduate Committee meeting.
  • To recommend the establishment of working groups as necessary to: (1) research and address issues of concern to graduate programs within the College and (2) advise both the Graduate Committee and the Dean of the College on such issues.
    • Working groups will be established by the Graduate Committee with the concurrence of the Dean for a time limited period.
    • Membership of working groups may include both Graduate Committee members and other individuals (e.g., Department Chairpersons, other graduate faculty members, representatives from the University of Dayton Research Institute or Enrollment Management) as deemed appropriate for the objectives established by the working group.
  • Typically, the Executive Committee will meet at least once between Graduate Committee meetings to perform its duties.

Graduate Committee Voting Policy

All policy decisions and internal Committee elections are determined by a majority vote of Committee members. A quorum of 50% + 1 is necessary for its conduct of business.

Conduct of Meetings of the Graduate Committee

  • All meetings of the Graduate Committee are open to interested faculty and graduate students.  When issues of interest to or in the domain of an individual faculty member or department chairperson are considered, the Committee Chairperson will invite that individual to attend the meeting.
  • Executive sessions can be called by a majority of the Committee and/or the Committee Chairperson.

Committee Representation on the University Graduate Leadership Council

The members of the Executive Committee will also serve as the College representatives to the Graduate Leadership Council.

Minutes of the Graduate Committee Meetings

Approved minutes of the meeting shall be distributed to:

  • Dean of the Graduate School
  • Dean of  the College of Arts & Sciences
  • Department chairpersons of departments having graduate programs in the College
  • Graduate Committee members

Amended: 8-26-05


College of Arts and Sciences

O'Reilly Hall
300 College Park
Dayton, Ohio 45469 - 0800