Article I - Finances
Section 1. Budget – The president of the University or the president's designee shall authorize the budget for the office of alumni affairs at the beginning of the University's fiscal year.
Section 2. Expenditures – Expenditures of the office of alumni affairs shall be processed in accordance with University policies and procedures.
Article II - Nominations for the Board and Alumni Trustee
A. Selection of Candidates for Nomination to the Board
Section 1. Committee Selection – Absent compelling circumstances, the President shall appoint the President-Elect to serve as Chair of the Committee on Board Nominations, and shall delegate to the Chair, in consultation with the Executive Director, the duty of selecting the other members of the Committee. In addition to the criteria set forth in the Constitution, the Chair shall consider whether a new member of the Committee is willing to serve on the Committee for a period of three years, it being desired that each member of the Committee serve for three consecutive one-year terms if he or she is able to do so and is contributing to the Committee.
Section 2. Process – After review and consideration of nominations solicited from the entire membership of the Association, the Committee on Board Nominations shall select the names of those alumni whom it shall designate as nominees for Board. Unless otherwise directed by the Board, the Committee on Board Nominations shall nominate only one candidate for each open Board position at each election. The names of such nominees shall be certified to the Board over the signature of the chairman of the Committee on Board Nominations. No member of this Committee shall be eligible for selection as one of its nominees.
Section 3. Apportionment – In selecting candidates for the Board, the Committee on Board Nominations shall make a concerted effort to ensure that the membership of the Board is representative of the overall alumni population. Directors shall be selected according to their ability to represent the alumni of Rice University, to further the mission statement and goals of the Association, to attend Board meetings, and to expend the time and energy necessary to make the Association a success.
Section 4. Vacancy – Upon the death or resignation of a Board member, the vacancy shall be filled by the same nominating procedure as is used to fill the annual vacancy. The term of office of members so elected shall begin on the date of their election and shall extend through the unexpired term of the predecessor.
Section 5. Approval – The Standing Committee on Board Nominations will submit the names of the candidates certified by its chair to the Board for acceptance or rejection. Upon receipt of the candidates' names, the Board will vote on the recommendations at its next meeting.
Section 6. Announcement – An official announcement of the names of those elected for Board membership shall be prepared by the Executive Director and sent to the latest addresses shown on alumni records for each member within six months of election. The announcement shall include a solicitation for nominees for consideration by the following year's Committee on Board Nominations.
B. Selection of Candidates for Nominations for Alumni Trustee
Section 1. History – By a resolution of the Board of Trustees of Rice University dated July 19, 1968, the Board of Governors was enlarged by four non-voting alumni members termed "Alumni Governors." The term "Governor" was changed to "Trustee" in 1998. With the change, the Alumni Trustees were granted voting privileges. The terms of these Alumni Trustees are to run four years beginning July 1 following their selection and approval by the Board and the Board of Trustees.
Section 2. Process – After review and consideration of nominations solicited from the entire membership of the Association, the Committee on Alumni Trustee Nominations shall select the name of a candidate and three ranked alternates whom it shall designate, respectively, as nominee and alternate nominees for Alumni Trustee. The names of such nominees shall be certified to the Board over the signature of the chairman of the Committee on Alumni Trustee Nominations. No member of this Committee shall be eligible for selection as one of its nominees.
Section 3. Considerations – The Committee on Alumni Trustee Nominations will consider the following as their guidelines in the selection of the nominees for Alumni Trustees:
- (a) The nominee(s) should be a Participating Member of the Association whose year of graduation or, for non-graduates, the year when they would have graduated, is at least five years prior to the July 1 on which they would take office.
- (b) The Committee should nominate those individuals who have a profound interest in higher education and a particular interest in Rice University. Success in chosen career or civic achievements are important but these should be secondary to an interest in higher education.
- (c) Nominees for the position of Alumni Trustee should be individuals who can envision what Rice University, at its very best, could be.
- (d) There should be two Alumni Trustees who reside in the Houston metropolitan area. Of the remaining two Alumni Trustees, both should reside outside the Houston metropolitan area, and at least one should reside outside of Texas.
- (e) No alumnus or alumna of Rice University who receives a salary or other compensation from Rice University as a full- or part-time employee or otherwise shall be eligible for nomination or election as an Alumni Trustee.
Section 4. Vacancy – Upon the death or resignation of an Alumni Trustee the vacancy shall be filled by the same nominating procedure as is used to fill the annual vacancy. The persons nominated for the vacancy shall satisfy the same geographic considerations as their predecessor at the time of his or her predecessor's election. The term of office of members so elected shall begin on the date of their election and shall extend through the unexpired term of the predecessor.
Section 5. Approval – The Committee on Alumni Trustee Nominations will submit the names certified by its chair to the Board for acceptance or rejection. Upon receipt of the nominees' names, the Board will vote on the recommendations at its next meeting, or by electronic ballot if timing so demands.
Section 6. Submission to Board of Trustees – Upon approval by the Board, the names of the candidate for Alumni Trustee and the three ranked alternates will be certified to the Board of Trustees by the President and Executive Director in accordance with the nominations process of the Board of Trustees. The Board of Trustees will then approve the candidate or, if that candidate is not approved or declines the nomination, will select a candidate from the ranked list of three alternates and thereafter will notify the Board of its action.
Section 7. Board of Trustee Responsibilities – The duties and responsibilities of the Alumni Trustees shall be set by the Board of Trustees of Rice University.
Section 8. Association of Rice Alumni Board Responsibilities – Alumni Trustees are ex-officio members of the Board and shall attend meetings so that appropriate information exchange occurs between boards. Alumni Trustees shall not have the right to vote upon matters submitted for action to the Board.
Section 9. Announcement – An official announcement of the name of the person elected as Alumni Trustee shall be prepared by the Executive Director and sent to the latest addresses shown on alumni records for each member within six months of election. The announcement shall include a solicitation for nominees for consideration by the following year's Committee on Alumni Trustee Nominations.
Article III - Committees
Section 1. Committees – Such committees as may be necessary to carry out the work of the Association shall be appointed by the President in accordance with the requirements of the Constitution (Article IV, Section 7), and each such committee should include at least one member of the Board. Although the work of the Association changes from time to time, thereby requiring new committees to be formed and old committees to be phased out, the following committees seem desirable on an ongoing basis. These committees are considered standing committees and are as follows:
- Executive Committee
- Committee on Board Nominations
- Committee on Alumni Trustee Nominations
- Laureates Committee
The Board may modify the names of these standing committees as it deems appropriate.
Section 2. Executive Committee – This committee shall attend to routine daily business functions and such other matters that need attention between regularly scheduled Board meetings and shall have and may exercise all the powers of the Board except for the following: amending, altering, or repealing the Constitution and By-Laws, or modifying any previous action of the Board. The President shall chair this committee. The other members shall be the Past President, the President-Elect, and three members of the Board to be elected to the Executive Committee by the Board. These three members should represent each of the three current Board classes. A quorum shall consist of any three of the members.
Section 3. Committee on Board Nominations and the Committee on Alumni Trustee Nominations – The duties of these committees are outlined in Article II.
Section 4. Laureates Committee – This committee shall recommend for recognition alumni, faculty, students, and friends of the University who have achieved the highest levels of personal, professional, and civic excellence, who have enhanced the success and reputation of Rice University, and who have provided meritorious service to the University.
Article IV - Amendments
At any meeting of the Board, by the concurring vote of not less than two-thirds of its membership, the Board may modify any provisions of these By-Laws whenever and to the extent and in the manner such authority is expressly given it by Article VII of the Constitution. A notice containing a copy of the proposed amendment, the purpose of the amendment, and the reason for the change shall be sent to every member of the Board at least fifteen days before the meeting.
Article V - Notice
Section 1. Board Meetings – Except as may be otherwise required by the Constitution, any notice required by either the Constitution or these By-Laws shall be sent to all interested parties at least seven days prior to any regular or special meeting of the Board; provided, however, that this requirement shall be waived in the event actual notice is received by such interested parties of any such meeting by telephone, fax, e-mail, or by other Board-approved means at least forty-eight hours prior to any such meeting.
Section 2. Nominations – All members of the Board shall be furnished the names of all persons nominated by any Nominating Committee at least fifteen days prior to any regular or special meeting of the Board.
Adopted Effective July 1, 1988
Amended Effective July 1, 1996
Amended Effective March 21, 1997
Amended Effective January 17, 1998
Amended Effective June 30, 2002
Amended Effective May 14, 2005
Amended Effective May 11, 2013
Amended Effective May 12, 2018