Stanford
TIPS

TIPS Roles

TIPS Roles

Chair Responsibilities

Typically the co-chair from the previous year; see Selection section for more detail.

  • Leads discussions regarding TIPs goals, decisions and projects
  • Coordinates and leads working groups as needed to support TIPS' objectives
  • Liaison to the University Management Group.
  • Presides over Core Representative meetings
  • Ensures coverage for key Core Rep roles such as meeting facilitator, notetaker, communications, etc.
  • Main point of contact for meeting logistics and presenters
  • Request budget from UMG Liaisons (typically to Chair of UMG).
  • Solicit new Core Reps, with Co-Chair
  • Update Google Groups and MailMan list, with support from IT and Co-Chair as needed
  • Approves messages to MailMan list

Co-Chair Responsibilities

The co-chair Is elected and will serve a two year term.

  • Collaborates with and supports Chair in setting goals, decision-making, and coordinating working groups
  • Support scheduling and creation of meeting content with Chair and assigned Core Reps
  • Serves as a back-up liaison to the UMG in the Chair’s absence
  • Assists in meeting logistics and meeting communication

IT Support: Brian Young

TIPS Core Reps

Term: 2 years, starting beginning of Academic/Fiscal year (September 1)
Time Commitment: ~2 hours/month.Bi-monthly or quarterly meeting, with additional outside meeting responsibilities depending on role. 

Responsibilities: 

  • Attend and actively participate in Core Reps meetings (bi-monthly or quarterly schedule)
  • Share projects and process improvements going on in your areas
  • Take updates from the meeting back to your senior leaders
  • Create a communication avenue with the senior leader (email, meeting)
  • Share with your organization what TIPS is and that you are a representative
  • Be available to staff in your unit to bubble up issues and concerns
  • Connect TIPS with people in your areas for feedback

UMG Liaisons (members of UMG)

UMG Liaisons are members of the University Management Group who correspond with the TIPS Chair to share recommendations and guidance.  

Guidelines for Selection of TIPS Representatives and Officers

Process / Timeline - for Selecting Core Representatives

  1. In June, chairs reach out to UMG liaisons to let them know about upcoming nominations notification
  2. In July, chairs will write to Senior Leaders
  3. In September, New Core Representatives onboarded

Process / Timeline - for Electing Chair / Co-Chair

  1. In June, Google form is sent to Core Representatives for nominations (typically just for co-chair nominations since co-chair will become the chair)
  2. In July, New Chair and Co-Chair are announced
  3. Formal handoff in August.
  4. In September, new Co-Chair and Chair begin roles

Core Representatives:

  1. TIPS Core Representatives shall be nominated by the Administrative Deans (or the functional equivalent) for each unit currently represented on the University Management Group.
    1. At the beginning of each fiscal year, the TIPS chairs will reach out to the Administrative Deans to confirm the continued service of the current core representatives and/or request a list of any newly appointed core representative.
  2. Each unit will appoint two Core Representatives, larger units, such as Business Affairs and School of Medicine, may appoint more than two representatives. Core Representatives will seek approval from their managers to participate in TIPS.
  3. Those who appoint representatives should:
    1. Consider the above-mentioned TIPS roles and make their selections based on the ability of the representatives to fulfill those roles.
    2. Select members who represent different administrative functions (e.g. student affairs, budget officers, computing support staff, administrative associates, staff affairs, facilities, etc.) and levels (e.g. school, department, etc)
    3. Contribute to the continuity of TIPS by appointing representatives who are willing to serve for the two-year term.
  4. Liaisons from other groups and organizations (e.g. SAC, IAIS) are invited to attend TIPS meetings and act as information channels to and from their respective groups. For purposes of continuity, groups are encouraged to assign TIPS liaisons to serve for two-year terms from September 1 to August 31. 

Electing Chairs and Co-Chairs:

  1. The TIPS Chair is the co-chair from the prior fiscal/academic year.  New TIPS co-chairs are elected, as described below.
  2. The TIPS Co-Chair will be elected from among the Core Representatives (and by Core Representatives) in June each year.
  3. Core Representatives can self-nominate or be nominated by Core Representatives to act as Co-Chair.
  4. Co-Chairs serve as Co-Chair for one year and then become Chair in the following year. They will then serve as Chair for one year.
  5. Electronic nominations and elections will be held in June, regardless of the number of nominations received. If running uncontested, they need to receive the majority of votes, with at least 5 votes.
  6. Candidates must be a Core Representative for two years before elected and the chair and co-chair each be from different UMG units.
  7. If either the Chair or Co-Chair cannot complete their terms, a special election will be held.
  8. If there are no volunteers or nominations, the Chair and Co-Chair have the option to extend their term an additional year.

Onboarding Core Reps

New core reps will be welcomed into TIPS with the following actions: 

A. The Chair or Co-Chair will add the new rep to:  

  1. Google group for TIPS Core Reps
  2. TIPS Core Reps Slack Channel
  3. Meeting Series
  4. Core Reps List

B. The Chair and Co-Chair will meet with the new Core Reps for the terms to orient them to the purpose of TIPS, responsibilities and expectations for core reps, and the rotation of duties for meetings, the structure of the meetings, etc.

C. The new Core Rep(s) will: 

  1. Add their information to the profiles slide deck
  2. Sign up for roles in the rotation of duties
  3. Plan to share a project in a future meeting