POLICY #13.6
SUBJECT: SUU Head Start Advisory Committee Bylaws

I. PURPOSE

The purpose of this policy is to establish the authorities of the SUU Head Start Advisory Committee and the policies and processes for governing SUU Head Start.

II. REFERENCES

Head Start Performance Standards Part 1301 – Program Governance, 1301.2 Governing body.
Head Start Act, Sec. 635 et seq., Pub. L. 97-35, 95 Stat. 499-511 (codified as amended at 42 U.S.C. Section 9801, et seq.).
Utah Code § 53H-3-303, Duties and responsibilities of the president of a degree-granting institution of higher education -- Approval by board of trustees
Southern Utah University Policy 5.7 Conflicts of Interest
Southern Utah University Policy 5.21 Procedures for Hiring New Staff Employees
Southern Utah University Policy 5.24 Purchasing
Southern Utah University Policy 5.62 Code of Ethics
Southern Utah University Policy 5.64 Minors on Campus and at University-Sponsored Events
Southern Utah University Policy 7.1 Internal Audit Policy
Southern Utah University Policies, Section 8. Staff and Professional Employee Policies

III. DEFINITIONS

Act: means the Head Start Act, Sec. 635 et seq., Pub. L. 97-35, 95 Stat. 499-511 (codified as amended at 42 U.S.C. Section 9801, et seq.).
Advisory Committee: is an organization that counsels and advises the Head Start Executive Director (see Section IV, subsection b).
Agency: means the body that receives the Head Start grant.
Executive Director: means the acting director of the SUU Head Start Preschool and Early Intervention program.
Policy Council: a parent- and community-elected body that helps guide the Head Start program in compliance with the Head Start Act and Federal Head Start Regulations. Working with the Advisory Committee, the Policy Council makes decisions on program planning, budgeting, curriculum, and community partnerships.

IV. POLICY

Mission Statement: SUU Head Start teaches, inspires, guides and supports children, families, and staff so they achieve their full potential, increase their knowledge and prepare for the future.
1. Head Start is a free, kindergarten readiness program, for children ages 3-5, dedicated to social-emotional enrichment of the lives of children and families.
2. SUU Head Start is an SUU department that provides school readiness programs, family-centered learning and advocacy services for children and parents in Iron, Washington, Beaver, Garfield, Kane and Millard counties.
Advisory Committee
1. Name: The name of this organization shall be the SUU Head Start Advisory Committee, (“Advisory Committee”). The Advisory Committee is established to ensure effective governance and improvement of the Head Start department. It will oversee key responsibilities related to program governance and must:
  1. Establish structure, communication, and oversight in such a way that the President of the University or an authorized designee continues to maintain a legal and fiscal responsibility for the Head Start agency; and,
  2. Notify the responsible Department of Health and Human Services (HHS) official of its intent to establish such an advisory committee.
2. Authority: The Advisory Committee is created by, and subject to the authority of, the President of Southern Utah University. The University President, as the Chief Administrative Officer, has power and authority to ensure the proper and necessary administration of the University and its affiliated programs, including SUU Head Start. The University President, or an authorized designee, is authorized to accept grant funds and take legal and fiscal responsibility for the Head Start program and its proper administration on behalf of SUU.
3. Purpose: To advise and counsel with the Executive Director on program governance, the oversight of quality services for Head Start children and families, and decision making related to program design and implementation.
4. Membership. Membership of the Advisory Committee shall include:
  1. Not less than 1 member shall have background and expertise in fiscal management or accounting.
  2. Not less than 1 member shall have a background and expertise in early childhood education and development.
  3. Not less than 1 member shall be a licensed attorney familiar with the issues that come before the governing body.
  4. If a person described in clause (i), (ii), or (iii) is not available to serve as a member of the Advisory Committee, the Committee shall use a consultant, or another individual with relevant expertise, with the qualifications described in that clause, who shall work directly with the governing body.
  5. Not less than 1 member shall be a sitting member of the SUU Head Start Policy Council.
  6. One member shall be the President of the University or his/her designee or other SUU representative that can provide representation for approval of any regional issues.
  7. Additional members shall—
    1. Reflect the community to be served and include parents of children who are currently, or were formerly, enrolled in Head Start programs; and
    2. Be selected for their expertise in education, business administration, human resources, procurement, grant management, or community affairs.
  8. A maximum of 12 members shall serve on the Advisory Committee.
Advisory Committee Organization
1. Appointment of members:
  1. Members shall be appointed by the Executive Director, subject to approval by the Executive Director’s supervisor.
  2. All members except those described in Section IV, subsection (b)(iv)(1-5) shall serve for a period of no more than 3 years.
2. Meetings: Meetings shall be held monthly, at a time and place established by the members. Meetings may also be held virtually. The summer meeting will be designated as the annual meeting. New appointments shall take place at that time. Meeting notices shall be sent out at least ten (10) days in advance.
  1. If it becomes necessary to hold an emergency meeting to consider matters of an urgent nature, the ten day advance notice may be waived and the best notice practical given.
  2. No emergency meeting of the Advisory Committee shall be held unless an attempt has been made to notify all its members and a majority votes in the affirmative to hold the meeting.
3. Participation on the Advisory Committee is voluntary and at the discretion of the Executive Director, or the University President or designee.
4. Minutes: Accurate and complete minutes shall be kept of all Advisory Committee meetings. A permanent file of the same shall be kept as an official record of the activities and actions of the Advisory Committee. Copies will be distributed to all members of the Committee and the President of the University or the President’s designee.
Conflict of Interest – Members of the Advisory Committee shall—
1. Not have any financial conflict of interest with SUU Head Start or the Head Start Agency;
2. Not receive compensation for serving on the Advisory Committee
3. Exception – if an individual holds a position as a result of public election or political appointment, and such position carries with it a concurrent appointment to serve as a member of the SUU Head Start Advisory Committee, and such individual has any conflict of interest as described previously, such individual shall not be prohibited from serving on such body and SUU Head Start Advisory Committee. The individual shall report such conflict as described in SUU Policy 5.7; and if the position held as a result of public election or political appointment provides compensation, such individual shall not be prohibited from receiving such compensation.
Duties and Responsibilities of The Advisory Committee
1. Subject to the policies of Southern Utah University, the Advisory Committee is authorized to recommend policy and procedures, and shall:
  1. Receive training on the Head Start Performance Standards;
  2. Advise and counsel the Executive Director regarding the adoption of practices that assure active, independent, and informed governance of the Head Start agency (including impasse policies);
  3. Fully participate in the development, planning, and evaluation of the Head Start department;
  4. Be responsible for ensuring compliance with all applicable laws; and
  5. Be responsible for procedural operations, including:
    1. Establishing procedures and criteria for recruitment, selection and enrollment of children;
    2. Reviewing all applications for funding and amendments to applications for funding programs;
    3. Establishing procedures and guidelines for accessing and collecting information about program planning, policies, and Head Start agency operations per the Head Start Act 642 (c)(2)(d)(2) such as:
      1. monthly financial statements, including credit card expenditures;
      2. monthly program information summaries;
      3. program enrollment reports, including attendance reports for children whose care is partially subsidized by another public agency;
      4. monthly reports of meals and snacks provided through programs of the Department of Agriculture;
      5. the financial audit;
      6. the annual self-assessment, including any findings related to such assessment;
      7. the communitywide strategic planning and needs assessment of the Head Start agency, including any applicable updates;
      8. communication and guidance from the Secretary of the Department of Health and Human Services; and
      9. the program information reports.
  6. The Advisory Committee shall also take charge of:
    1. Reviewing and approving all major policies of the agency, including:
      1. The annual self-assessment and financial audit;
      2. The Head Start department’s progress in carrying out the programmatic and fiscal provisions in the Head Start grant application, including implementation of corrective actions; and
      3. Ensuring compliance with SUU’s personnel policies regarding the hiring, evaluation, termination and compensation of agency employees;
    2. Developing procedures for how members of the SUU Head Start Policy Council are selected, consistent with the Head Start Act;
    3. Approving financial management, accounting, and reporting policies, and compliance with laws and regulations related to financial statements, including the –
      1. Recommendation to the University President or his/her designee for approval all major financial expenditures of the agency;
      2. Annual approval of the operating budget of the agency;
      3. Selection (except when a financial auditor is assigned by the State under State law or is assigned under local law) of independent financial auditors who shall report all critical accounting policies and practices to the governing body; and
      4. Monitoring of the agency’s actions to correct any audit findings and of other action necessary to comply with applicable laws (including regulations) governing financial statements and accounting practices;
    4. Reviewing results from monitoring conducted under section 641 A (c) in regard to program, administrative, financial management, and other requirements, and in order to help the programs identify areas for improvement and areas of strength;
    5. Approving personnel policies and procedures, including ensuring policies and procedures regarding the hiring, evaluation, compensation, and termination of the Executive Director, Head Start Director, Director of Human Resources, Chief Fiscal Officer, and any other person in an equivalent position with the agency are followed;
    6. Establishing, adopting, and periodically updating written standards of conduct that establish standards and formal procedures for disclosing, addressing, and resolving:
      1. Any conflict of interest, and any appearance of a conflict of interest, by members of the governing body, officers and employees of the Head Start agency, and consultants and agents to provide services or furnish goods to the Head Start agency; and
      2. Complaints, including investigations, when appropriate.
Management
1. The Executive Director of the Head Start department is responsible to a designated supervisor and to the University President for the management and operation of the Head Start department consistent with its mission, applicable laws and regulations, and University and Head Start policies. The Head Start Executive Director is responsible for the effective and efficient operation of the Program through: the appointment of appropriate administrative staff with defined and delegated responsibilities and accountabilities; the development and implementation of the annual operating and capital budget; the provision of financial statements and other reports necessary for the setting of priorities, planning and evaluation; and the enhancement of the quality of the SUU Head Start Program. After counseling with the Advisory Committee, the Executive Director is authorized to implement policy and procedure on behalf of the Head Start department unless it involves the legal and/or fiscal authority of the university, in which case the Director will advise the University President or a designee.
Implementation
1. Enabling Clause: These Bylaws shall become effective when recommended by the Advisory Committee to the Board, the President and approved by the Board of Trustees of the University.
2. Amendment: These Bylaws may be amended only when recommended by the Board of Trustees and the President and approved by the Board of Trustees when dictated by the Head Start Performance Standards, The Head Start Act.

V. RELEVANT FORMS/LINKS

Advisory Committee Statement of Eligibility

VI. QUESTIONS/RESPONSIBLE OFFICE

The responsible office for this Policy is the Provost/Vice President for Academic Affairs. For questions about this policy, contact the Executive Director of the Head Start Program.

VII. POLICY ADOPTION AND AMENDMENT DATES

Date Approved: March 27, 2026

Amended: N/A

POLICY #13.6 SUBJECT: SUU Head Start Advisory Committee Bylaws