Operational Policies and Procedures
(Revised Spring 2006)
Visual Arts Board
The purpose of the Visual Arts Board is to administer all student fee monies allocated in partial support of ESU programs in the visual arts. The "visual arts" may be interpreted in any fashion the Visual Arts Board sees fit, but usually consists of certain aspects of art exhibitions, studio art workshops, visiting artist programs and professional art organization activities. The Board also may assume responsibility of encouraging and garnering support for, coordinating where appropriate, and otherwise fostering the visual arts in the ESU community.
The authority of the Board derives from the president of the University. Consequently, it is required to report periodically to the president of ESU. It must also make periodic reports to the president of Associated Student Government. The Board's charge gives it authority to reallocate funds to various visual arts activities, to monitor the utilization of such funding, to assist in the planning and evaluation of visual arts programs, and to perform other responsibilities appropriate to its role or as designated by the president of the University.
The Board shall be composed of five (5) students, three (3) academic faculty members, and the Dean of Liberal Arts and Sciences.
1.) The five students shall be nominated by the president of the Associated Student Government to the president of the university for formal appointment.
a.) Three of the students must be majors in the Department of Art.
b.) Two students must not be majoring in the Department of Art.
c.) The students shall serve staggered two (2) year terms.
2.) The three faculty members shall be appointed by the president of the university.
a.) At least two (2) of the faculty members shall have appointments within the College of Liberal Arts and Sciences, but no faculty member shall be a member of the Department of Art or Art Therapy discipline.
b.) The faculty members shall serve staggered two (2) year terms.
3.) The Dean of Liberal Arts and Sciences shall be an ex-officio member
of the Board who shall vote only to break ties, and who shall serve
primarily in an administrative capacity.
a.) The responsibilities of the Dean shall be established by the members as a component of the approved operating procedures.
V. Procedures for Conducting Business
A. A Chair for the Board shall be elected from among the members of the Board and shall maintain all voting privileges and rights of a Board member.
The quorum shall consist of four (4) voting members.
C. Within approved operating procedures, an attendance policy shall be outlined.
1. If a Board member (or members) fail to attend scheduled meetings, the Chair and/or Dean may suggest re-appointment of a Board member (or members) to the president of the university or associated student government.
A majority of the members of the Board shall render decisions concerning the allocation of funds. Such decisions shall follow discussions concerning individual requests from each program.
1. Minutes shall be kept of all meetings and approved by the Board.
2. Minutes shall be distributed to all members of the board, the president of the University, the president of ASG, the budget officer of the University, and the chairperson of the Department of Art and individuals charged with the responsibility for the exhibition program and the visiting artist program.
F. The operating procedures under which the Board operates shall be established by the Board after a full discussion and collaborative effort.
1. Adoption of the operating procedures shall occur at the first meeting of the fall semester.
2. Meeting times shall be established at the first meeting each semester.
3. There shall be a minimum of one scheduled meeting each semester, other meetings shall be scheduled as needed.
4. All scheduled meeting times and minutes of the Board shall be provided to the chairperson of the Department of Art and the visiting artist program. All meetings shall be open to interested parties.
The Visual Arts Board funding will be determined each year by the Associated Student Government.
Funds allocated to the Board go into a Restricted Fees account and thereby, carry-over from year-to-year.
The board shall report all its financial transactions to the President of the University in the manner and at the times he or she deems appropriate.
VII. Allocation Process
A. Method of requesting support
1. By submitting a written proposal to the Board, such proposal to be in the form described below.
2. Proposals to be submitted to the Board as requested by the chair of VAB.
3. The Board will respond initially to each proposal in a timely manner.
4. Additional requests will be considered if funds are available.
B. Proposal Content
Required responses: Information answering the following questions must be provided:
1. What is the agency or unit making the request?
2. What is the total amount requested?
3. What are the component activities of the request and the amount requested for each?
4. How do these component activities rank in a priority listing?
5. Student participation
a. How many students will participate directly in each activity?
b. How many students have participated directly in each of the past five years (if applicable)?
6. Time and schedule aspects
a. How often has this activity been done in the past five years (if applicable)?
b. How often will it be done in the future (if applicable)?
C. Procedure and Policies for Handling Proposals
1. Materials and services which can be funded.
Requests may be made for transporting visual arts groups to places of exhibition and/or participation, for feeding the members of such groups when they are going to be away for more than four hours, for housing when the group must be gone overnight, and for other appropriate costs related to exhibiting or participating in visual art activities, either on-campus or at another location, a reality.
2. The maximum amounts the Board will fund for certain items are included in the following schedule:
a. Travel--state mileage guidelines for vehicles; public or rental transportation costs as reasonable as possible.
b. Food--up to $20.00 per day per traveler.
c. Lodging--the state travel model will be used on a four-person-per-room basis.
3. All funds allocated to art exhibitions, studio art workshops, visiting artist programs and professional art organization activities are intended for the use allocated during the year for which they are allocated. Minor changes and substitutions may be made without consultation with the Board, but Board approval must be secured prior to substantive changes in plans. Any funds unexpended at the end of the year revert to the Visual Arts Board account, or the Board may let the carry-over funds remain with the visual arts unit.
4. Each year the board shall allocate funds for the next fiscal year by the end of the spring semester.
5. The Board may be approached with a request for emergency needs at any time. If it has funds, it will take the request under advisement.
6. The chair may authorize the release of advance funds to accounts for programs in the visual arts during the summer, provided that such funds are available and have been previously allocated by the Board.
D. Reporting and Accountability
1. Each activity using Visual Arts Board funds must make an end-of-the-year report to the Board.
2. This report is due by the start of the following academic year.
3. The report should address (a) the visual arts accomplishment(s) and (b) fiscal accountability.