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The University of Texas at Austin

The Graduate Assembly

The conduct of graduate work at The University of Texas at Austin is the responsibility of Graduate Studies Committees under the administration of the dean of Graduate Studies. The Handbook of Operating Procedures of the university provides that legislative functions with respect to graduate programs shall be exercised through a Graduate Assembly.

  1. the composition and organization of the Assembly;
  2. the scheduling of its meetings;
  3. its general and specific legislative powers;
  4. its advisory functions;
  5. how proposals originate before it;
  6. how its legislation is classified;
  7. what happens to legislation once it is passed;
  8. what powers are retained by Committees on Graduate Studies; and
  9. where to find more information about the Assembly.

A list of current members, with their standing committee assignments, is also included.

Composition and Organization of the Assembly

The Graduate Assembly has thirty-one members elected by Committees on Graduate Studies, six student members, and 17 ex officio members, including the president, the executive vice president and provost, the dean of the Graduate School, the vice president for research, and the deans of schools and colleges in which graduate work is offered. The chair of the Faculty Council serves ex officio as a voting member of the Assembly and as a member of its Agenda Committee. For purposes of election and representation, the Assembly is divided into three groups, as follows:

Group A Group B Group C
Communication
Fine Arts
Law
Liberal Arts
Information 		Business
Education
Public Affairs
Social Work 		Architecture
Engineering
Geosciences
Natural Sciences
Nursing
Pharmacy

Only members of Graduate Studies Committees are eligible for election to faculty seats in the Assembly. Faculty representatives serve three-year terms, one-third of the body being elected each year. Representatives from each group are elected by members of the Graduate Studies Committees belonging to that group. The six graduate students on the Assembly are appointed for one-year terms by the Graduate Student Assembly. Each of the groups is required to have at least one graduate student representative.

The Assembly has two officers, a chair and a secretary. Its work is carried out by three standing committees that study proposed legislation and then present their recommendations to the Assembly for discussion and vote at its regular meetings. In addition, the committees function to keep the Assembly apprised of other matters that may not require legislation but are closely related to Assembly business. The committees and duties of each are:

Administrative Committee
Academic Committee
Admission and Enrollment Committee

In addition to faculty members of the Assembly, each committee includes at least one student, the chair of the Assembly (ex officio), the secretary of the Assembly (ex officio), the dean of Graduate Studies, or a designated representative (ex officio).

The chair of the Assembly, its secretary, the chairs of the three standing committees and deans from the Office of Graduate Studies are charged with coordinating the work of the committees and with setting the agenda for each Assembly meeting.

Meetings

There are at least two scheduled meetings of the Graduate Assembly each long-term semester. Additional meetings may be called by the Administrative Committee or by the chair in response to a written request signed by five members of the Assembly. Meetings are open unless, by a majority vote, the Assembly decides to go into executive session.

General and Specific Legislative Powers

The Graduate Assembly has the power to legislate on all matters having to do with the academic character of the graduate program of The University of Texas at Austin.  In particular, however, it is charged with the following:

Advisory Functions

The Graduate Assembly may advise the deans of the colleges or schools, the Vice Provost and Dean of Graduate Studies, and the Vice President for Research on research support policies and other matters it deems appropriate or on which advice is requested by any of the above.

How Proposals Originate

Proposals may be introduced to the Assembly for consideration by any voting or ex officio member of the Assembly, by any standing or special committee of the Assembly, or through a petition signed by five or more members of Graduate Studies Committees. All proposals must be filed with the secretary.

Ordinarily, no item may be presented to the Graduate Assembly for action unless it has previously been considered, and a recommendation for action upon it has been made, by one of the standing committees. The agenda for each Assembly meeting, which is distributed to Assembly members in advance of the meeting, includes not only an appropriate notice of the items to be considered or acted upon but also supporting data and documents that might contribute to an understanding of those items and thus serve to expedite decisions concerning them.

Any member of the Assembly may present a proposal for discussion at any Assembly meeting. The Assembly may, by a two-thirds vote of those present, agree to consider for action an item not listed on the agenda.

Classification of Legislation

Legislation adopted by the Assembly is classified by the secretary as major, minor, or emergency. The classification is subject to review by the Assembly.

Powers Retained by Committees on Graduate Studies

When the Graduate Assembly approves major legislation, the secretary distributes summaries of it to members of each Graduate Studies Committee and a copy of the complete document to all deans and departmental chairs. If, within 14 days (holidays and official vacation periods excluded) of this distribution, ten members of Graduate Studies Committees file with the secretary a formal protest of the action, stating the reasons underlying the protest, the Assembly is required to reconsider its action in a prompt fashion. Members of the Graduate Studies Committees filing these protests may appear to present other arguments concerning the legislation. If, within that same 14-day period, thirty members of the Graduate Studies Committees file with the secretary a formal protest of the action and request that the Graduate Studies Committees be convened to consider the matter, then the dean of Graduate Studies and the secretary are required to convene a plenary meeting of all Graduate Studies Committees to consider the major legislation and the protests. If the members of the Graduate Studies Committees in attendance approve the major legislation, with or without amendments, the secretary transmits the approved legislation to the dean of Graduate Studies for such approvals and action as may be deemed necessary. Members of Graduate Studies Committees may take final action on the matter, or they may refer the matter back to the Graduate Assembly for final action. If fewer than 105 members are in attendance at the meeting, no action may be taken and, in that case, the matter is automatically referred back to the Graduate Assembly for final disposition. The Assembly must then promptly reconsider the matter, taking into account the protests that have been filed; if it determines upon reconsideration to approve the major legislation, either with or without amendments, the secretary sends the legislation to the dean of Graduate Studies for such additional approvals and action as may be required.

What Happens to Legislation Passed by the Assembly?

Major and Minor Legislation. Any major or minor legislation, once adopted by the Assembly, is transmitted by the dean of Graduate Studies, along with his or her recommendation, to the president. The legislation takes effect when final administrative approval has been given. If the secretary or, by a two-thirds vote, the Assembly declares the legislation to be emergency legislation, it becomes effective immediately upon the approval of the dean of Graduate Studies, subject to appropriate administrative review.

Emergency Legislation. Legislation classified by the secretary or by two-thirds vote of the Graduate Assembly as emergency legislation becomes effective immediately upon the approval of the dean of Graduate Studies, subject to administrative review.

Local Institution Legislation. Legislation pertaining to matters that are of an institutional character or that are otherwise under the control of the president of The University of Texas at Austin becomes effective upon approval by the dean of Graduate Studies, the provost, and the president.

Legislation Pertaining to the Regents' Rules and Regulations. Legislation that affects the role and scope of The University of Texas at Austin or that pertains to matters beyond the sole control of the president or provost of The University of Texas at Austin becomes effective upon approval by the dean of Graduate Studies, the provost, the president, the executive vice chancellor for academic affairs of the UT System, the board of regents, and --- when necessary --- the Texas Higher Education Coordinating Board.

The Graduate Assembly, through the dean of Graduate Studies and through its chair, is given regular notice of the progress and status of legislation that it has passed.

Where to Obtain More Information About the Assembly

  1. The Handbook of Operating Procedures for The University of Texas at Austin is available in each departmental chair's office and on the web at http://www.utexas.edu/policies/hoppm/01.C.02.html.
  2. Policy Memorandum 1.201, Office of the President, The University of Texas at Austin, "Subject: Rules and Bylaws of the Graduate Assembly." Available on the web at http://www.utexas.edu/policies/hoppm/pm1201.html. 
  3. Documents and Proceedings of the Graduate Assembly are available in the Office of Graduate Studies, MAI 101, and on the web at http://www.utexas.edu/ogs/ga/minutes/.
  4. Members of the Graduate Assembly receive minutes of the Assembly following each meeting.