I. Administrative Structure

A. Overview

CMB Program faculty trainers are drawn from many UW-Madison departments conducting research in the areas of cellular and molecular biology. Within the framework of the University of Wisconsin-Madison Graduate School regulations, CMB faculty trainers are given authority to determine rules, guidelines, and general policies of the CMB Program. The Laboratory of Cell and Molecular Biology (LCMB), a Graduate School research center, was established in part to serve as the administrative home for the CMB Program. The administrative body representing CMB Program faculty trainers and students has been designated as the Coordinating Committee. CMB faculty trainers select primary and secondary focus group affiliations and CMB students become associated with these affiliations as part of their research area. The twelve focus group affiliations in CMB are cancer biology, cell adhesion and cytoskeleton, cellular and molecular metabolism, developmental biology and regenerative medicine, immunology, membrane biology and protein trafficking, molecular and genome biology of microbes, plant biology, RNA, systems biology, transcriptional mechanisms, and virology. CMB faculty trainers and students are encouraged to assume leadership roles and actively participate in the administration of the CMB Program.

B. Coordinating Committee

Coordinating Committee Membership:

The Coordinating Committee is under the direct leadership of the CMB Program Chair and consists of:

  • Chairs from the standing committees: Admissions, Advising and Orientation, Curriculum, and Recruiting, and the Fellowship/Training Grant Liaison

  • The remaining members are the Laboratory of Cell and Molecular Biology (LCMB) Chair, the Focus Group Chairs (12), graduate student representatives (3), and the CMB Program Coordinator (1)

CMB Program Chair Responsibilities:

  • Develop an annual budget with the Graduate School and various schools and colleges at UW-Madison

  • Act as an official liaison to the office of the Dean of the Graduate School

  • Appoint faculty chairs and grad student representatives to the following committees: Admissions, Advising and Orientation, Curriculum, and Recruiting Committees, and Focus Group Chairs

  • Convene regular meetings with the Coordinating Committee

  • Ensure that the Coordinating Committee carries out its responsibilities

  • Advise the Dean of the Graduate School on staffing and policies relating to the CMB Program

  • Handle issues that arise concerning CMB student and faculty trainer interactions

  • Sign all documents and warrants related to the CMB Program

  • Oversee and administer the CMB Program within the framework of existing rules, guidelines, and policies

  • Identify mechanisms for raising flexible funds to support programmatic activities

  • Identify sources of support for the CMB Program and serve campus-wide needs in coordinating requests for funds from national agencies and from the Graduate School

Coordinating Committee Responsibilities:

  • Determine the requirements for faculty trainer membership in the CMB Program

  • Review CMB Program faculty trainer applications

  • Form administrative subcommittees, appoint members, delegate responsibilities and oversee the functioning of the subcommittees

  • Promote campus-wide functions that facilitate interdepartmental interactions and collaboration (e.g., annual retreats, recruiting efforts, student orientation)

  • Rule on petitions to determine requested exceptions to existing rules, guidelines, or policies

    • Any faculty trainer or student in the CMB Program has the right to petition the Coordinating Committee to consider specific exceptions to existing guidelines, requirements, or policies

    • The petitioner is expected to present an argument to the Coordinating Committee to demonstrate that the circumstances are sufficient to warrant an exception

    • The Coordinating Committee has complete authority to grant or deny exceptions

  • Review proposed changes in the rules, guidelines, or policies of the CMB Program for permanent change

    • Suggestions for changes may come from any student, faculty trainer, or CMB Program staff member

    • Changes are decided by a majority vote of the Coordinating Committee

    • There is the option to call for a re-vote meeting with the entire CMB Program faculty trainers, should any ten faculty trainers object to the proposed changes by written petition

    • Following such a meeting, the Coordinating Committee would circulate the proposed changes with statements summarizing the pro and con arguments expressed at the meeting and a ballot that is to be returned to the Coordinating Committee

    • When a re-vote has been called, the proposed changes must be approved by a majority of the CMB Program faculty trainers

    • The Coordinating Committee also has the option to call for a binding referendum on any issue, determined by a majority vote of responding faculty trainers

C. Admissions Committee

Admissions Committee Membership:

  • Admissions Chair

  • Eight CMB faculty trainer representatives

  • Four CMB student representatives

Admissions Chair Responsibilities:

  • Serve as a member on the Coordinating Committee

  • Oversee the Admissions Committee

  • Serve as a liaison between the Admissions Committee, the CMB Office, and the Coordinating Committee

  • Convene all meetings of the Admissions Committee in December of each year

  • Evaluate all application decisions for consistency in the admissions procedure

  • Complete international phone interviews of selected candidates

  • Evaluate the credentials of students requesting a transfer into the CMB Program from other graduate programs on campus

  • Analyze and enhance efforts of minority recruiting

  • Provide an annual report to the Coordinating Committee following each Admissions season

  • Submit all training grant and fellowship nominations

Admissions Committee Responsibilities:

  • Attend meeting(s) in December to consider applications for the upcoming fall semester

  • Review applications and make final decisions for admission

D. Advising and Orientation Committee

Advising and Orientation Committee Membership:

  • Advising and Orientation Chair

  • CMB faculty trainer representatives from focus groups who serve as first semester advisors

  • CMB student orientation leaders

Advising and Orientation Chair Responsibilities:

  • Serve as a member on the Coordinating Committee

  • Oversee the Advising and Orientation Committee

  • Serve as a liaison between the Advising and Orientation Committee, the CMB Office, and the Coordinating Committee

  • Organize and plan the new student welcome activities

  • Provide an annual report to the Coordinating Committee following each Advising and Orientation season

Advising and Orientation Committee Responsibilities:

  • Serve as first semester advisors to incoming students

  • Provide general course information and make recommendations for courses during the first semester

  • Provide lab rotation information and advise students on choosing lab rotations

E. Curriculum Committee

Curriculum Committee Membership:

  • Curriculum Chair

  • CMB faculty trainers as needed

  • CMB student representatives as needed

 Curriculum Chair Responsibilities:

  • Serve as a member on the Coordinating Committee

  • Serve as a liaison between CMB students and faculty trainers, the CMB Office, and Coordinating Committee

  • Ensure that each student has completed his/her appropriate annual requirements

  • Advise and recommend appropriate courses of action for students who have not met an acceptable level of performance as established by the CMB course requirements

F. Recruiting Committee

Recruiting Committee Membership:

  • Recruiting Chair

  • CMB student weekend managers

Recruiting Chair Responsibilities:

  • Serve as a member on the Coordinating Committee

  • Oversee the Recruiting Committee

  • Serve as a liaison between the Recruiting Committee, the CMB Office, and the Coordinating Committee

  • Convene the first meeting of the Recruiting Committee in December or January of each year

  • Communicate with prospective students before, during and after the interview weekends

  • Provide an annual report to the Coordinating Committee following each recruiting season

Recruiting Committee Responsibilities:

  • Organize logistics and events for prospective students during interview weekends

  • Organize and oversee the scheduling of faculty trainer and student volunteers for interview weekends

G. Focus Groups

Focus Group Membership:

  • Each focus group has one CMB faculty trainer who serves as the chair

  • CMB faculty trainers are affiliated with a primary and secondary focus group

  • CMB students are affiliated with the primary and secondary focus group based on their Thesis Advisor's area of research

Focus Group Chair Responsibilities:

  • Serve as a member on the Coordinating Committee

  • Develop a sense of community within the focus group and provide opportunities such as journal clubs, seminars, symposiums, etc.

  • Provide up to date focus group content on the CMB website

  • Suggest focus group representatives to attend various CMB events

  • Provide an annual report to the Coordinating Committee regarding the focus group activities

H. CMB Chair Term and Election Procedures

Term:

  • The CMB Chair will serve for three years.
  • The term can be renewed for an additional one to three years.

  • If the Chair wishes to serve another term after an original three-year term and a three-year renewal term, they are welcome to run in a general election (election procedures for new candidates would be followed in this case).

Election Procedure:

  • Six months prior to the end of the current Chair's term, nominations will be solicited by the CMB office from among CMB trainers.
  • Candidates will provide their CV to the CMB office.

  • An electronic ballot with the candidates' names and CVs will be prepared by the CMB office.

  • All CMB trainers and students with dissertator status will be eligible to vote for one of the candidates. Voting will be open for two weeks. A minimum of 50% of CMB faculty must vote for the vote to count. If 50% is not obtained, the CMB Coordinating Committee will select the Chair by instant-runoff voting.

  • If there is one candidate, faculty and students will have the choice to vote for or against the candidate. 75% affirmative votes (out of the votes received) is required for approval.

  • If there are two candidates, the candidate with the majority of votes wins.

  • If there are more than two candidates, voters will be asked to rank the candidates and the winner will be determined by instant-runoff voting.
  • Following the election process, the LCMB Chair will officially ratify the decision.

Renewal Procedures:

  • If the Chair agrees to serve additional years, the CMB Coordinating Committee will vote on whether to renew. The Chair will decide how many additional years they would like to serve, with a maximum of three.
  • Six months prior to the end of the Chair's three-year term, the CMB Coordinating Committee will vote on whether to renew for additional years. Approval of 75% of those present at the meeting is required for renewal.