Staff Council Constitution PDF version (last updated 7 July 2007)
ARTICLE I. - NAME
The name of the organization shall be Staff Council.
ARTICLE II. - PURPOSE
Staff Council serves as the official university liaison between staff and other university constituencies, and is a recognized part of the official university governance process. Staff Council provides a visible and proactive voice on issues having significant staff impact. To that end, the purpose of the council is as follows:
ARTICLE III. – MEMBERSHIP
Section 1. The Council shall be comprised of 24 elected members with an ideal composition of 12 exempt and 12 non-exempt staff. The council shall also have up to six alternates. If there are fewer than the number needed to bring the Council to its full complement, then the duly elected members shall constitute the Council.
Section 2. Eligibility for membership on the Council shall be restricted to those persons employed full-time or part-time by the university in a staff position. The term "staff” refers to all employees holding positions below the vice-presidential level, excluding students, members of the faculty and deans.
Section 3. There shall be no ex-officio members on the council.
ARTICLE IV. – OFFICERS
Section 1. The officers of Staff Council shall be the President, Vice-President and Secretary.
Section 2. Officers shall be elected by secret ballot at the June meeting.
Section 3. Each elected officer shall serve for a term of two years and one month until the conclusion of the June meeting at which new officers are elected. Officers elected with one year remaining on their Staff Council term need not run for re-election to Staff Council until the conclusion of their term as officer.
ARTICLE V. - STAFF COUNCIL COMMITTEES
Section 1. The Council is empowered to establish committees of the Staff Council. Only council members and alternates are eligible to serve on Staff Council standing committees.
Section 2. All council members are required to serve on at least one Staff Council standing committee.
Section 3. Ad hoc committees shall be formed when deemed necessary by the Council.
ARTICLE VI. - MEETINGS
Section 1. The Council shall meet each month, during regular business hours, at a date and time to be determined by the council. Meetings shall alternate between campuses, whenever possible. All meetings shall be open to all staff members, except for special Executive Sessions.
Section 2. Decisions on non-constitutional issues shall be decided by a majority vote of the council members present at a meeting, provided a quorum exists. Proxy voting, with the exception of the election of officers, is not permitted.
Section 3. Special meetings may be called by a positive majority of the entire council membership, or the President, with notice to all council members in advance of the special meeting. If voting is to occur at this meeting, an officer must be present.ARTICLE VII. - RESPONSIBILITY TO THE STAFF
Section 1. The Council shall regularly send a summary of its actions to each university staff member.
Section 2. At the request of a two-thirds majority of the council members, any matter will be submitted to the staff-at-large for consideration.
Section 3. Staff Council shall review all new and revised university policies that have significant staff impact, pursuant to the guidelines outlined in Article VII, Sec.4, Part A of the Bylaws.
Section 4. The Council officers shall meet regularly with the Executive Vice President and/or the President of the university, where they will be informed of important upcoming university issues.
Section 5. Recommendations of the Council shall be forwarded to the Executive Vice President, when appropriate.ARTICLE VIII. – AMENDMENTS
Section 1. The Constitution shall be amended at a regularly scheduled monthly meeting of the council by a vote of two-thirds of the council membership present in favor of the proposed amendment or repeal.
Section 2. The Bylaws shall be amended at a regularly scheduled monthly meeting of the council by a majority vote of the council membership present in favor of the proposed amendment or repeal.
Section 3. Proposed amendments and repeals shall be circulated in writing to the entire council membership at the regularly scheduled monthly council meeting and shall be voted on at the next regularly scheduled monthly council meeting.
Section 4. In order to take effect, all amendments must be approved by the president of the university.
ARTICLE IX. – RATIFICATION
Ratification of this Constitution and Bylaws requires a two-thirds majority vote of the Staff Council and the approval of the President.
The Constitution was revised 18 June 2003, 21 Feb 2005, and 21 Dec 2005. Draft revisions were approved by Council 20 Apr 2005.
Staff Council By Laws PDF version (last updated April 2017)
The Staff Council Bylaws give further specification of operations of Staff Council in line with the provisions set forth in the Staff Council Constitution.ARTICLE I. – MEMBERSHIP
Section 1. Terms
Council members shall be elected to serve a two-year term, except in the case of officers who shall serve terms of two years and one month. Terms shall commence as of the May Staff Council meeting.
Section 2. Roles and Responsibilities
Council members are expected to adhere to the following roles and responsibilities:
Section 3. Status of Membership
A member may have his/her Staff Council membership status questioned after repeated or flagrant violations of the code of conduct outlined in Section 2 of this Article, with the potential result being loss of membership.
Part A. Should the council member fail to respond within the week, or should the petition to remain be denied, the Vice-President will serve written notification to that person and that person’s supervisor stating that he/she is no longer on Council.
Part B. The alternate next in line to become a voting member would be chosen to serve as a voting council member.
Section 4. Alternates
Alternates shall be designated following the general election and seating of the Council The alternate with the greatest number of votes in the general election shall be designated the “first alternate,” the alternate with the second greatest number of votes shall be designated the “second alternate,” etc. Alternates are expected to maintain the code of conduct outlined in Section 2 of this Article, and to participate actively in the Council, but shall not have voting privileges at council meetings. Alternates from the previous year would receive the ranking of “first alternate”, etc, over newly elected alternates.
Section 5. Resignation of a Member
When resigning from Staff Council, a council member must state his/her intentions in writing to the president. Upon receipt of this notification, the first alternate having the same personnel classification as the departing council member shall immediately, or on the date specified in the resignation notice, become a full member for the remainder of his/her term except if a classification imbalance exists or will be created between exempt and non-exempt voting members. In this case, an alternate of a different classification should be appointed as a voting member. Correction of the classification imbalance has greater priority than replacement of the voting member by an alternate of the same classification. Additionally, in the event there is not an alternate of the same classification, the first alternate of the other classification shall become a full member for the remainder of his/her term.
Should the resigning member be a chair of a standing committee, the Steering committee will solicit volunteers from the remaining members of the committee, and will appoint a new chair from that committee who will assume the duties of the resigning chair for the duration of the former chair’s term, or the duration of the new chair’s term, whichever comes first.
Section 6. Change of Classification during Staff Council Term
If a member's classification (exempt/non-exempt) changes during his/her term on Staff Council, that representative shall serve out his/her term. Any imbalance created in exempt/non-exempt membership will be corrected at the next election.
Section 7. If a Staff Council member will be on leave from the University, they may inform one of the officers up to 24 hours prior to the next scheduled meeting that they will not be in attendance. An officer will let the appropriate alternate (see Article I section 5) know he/she will have voting privileges for a determined period of time.
Section 8. Participation Expectations
As stated in Section 2 within Roles and Responsibilities, Council members are expected to attend and participate in Council meetings, activities, events, and serve on standing and university committees. Participation is defined as attending 80% of monthly full council meetings, presenting at Foundations lunches, and attendance at Council events and activities. Members should attend 80% of assigned standing committee meetings. If a Council member cannot attend a full council meeting, they must contact the Secretary prior to the meeting.
Lack of participation by any Council member will be reviewed by Steering and may result in sanctions up to removal of membership. If an individual does not feel they can actively participate or represent staff at large as a member, the Council member reserves the right to step down and run for re-election in the following year.ARTICLE II. – OFFICERS
Section 1. Eligibility
To serve as President, a member must have served on the Council for at least two years or have served at least one full year as a chair of a standing committee. To serve as Vice-President or Secretary, a member must have served at least one full year on the Council. Past council experience is to be considered when determining eligibility for office.
Section 2. Nomination
Candidates for officer positions will be nominated no less than two weeks prior to the June meeting. Council members may nominate themselves or receive a nomination from another full council member. In the event a council member is nominated by someone other than him/herself, this nomination must be accepted by the nominee before being considered a candidate. Due to workload expectations, supervisor approval must be obtained before seeking office.
Section 3. Election of OfficersPlease see related section in the Procedural Handbook.
Section 4. Duties of Officers
The duties of the President shall include but not be limited to:
The duties of the Vice-President shall include but not be limited to:
The duties of the Secretary shall include but not be limited to:
Section 5. Vacancies
Part A. Vacancy for the Secretary will be filled for the balance of the term by any full Staff Council member chosen by a majority vote of all members of Staff Council at the meeting immediately following the notice of resignation.
Part B. In the event that the Vice-Presidency is vacated, the Secretary will have the option of assuming the Vice-President’s role for the remainder of the Vice-President’s term. Should the Secretary choose to assume the Vice-President’s office, a new Secretary would then be chosen by a majority vote of all council Members. Otherwise, a new special election for Vice-President should be held.
Part C. In the event that the Presidency is vacated, the Vice-President will assume the President’s role for the remainder of the President’s term. The Secretary will have the option of assuming the role of Vice-President. Should the Secretary choose to assume the Vice-President’s office, a new Secretary would then be chosen by a majority vote of all council members. Otherwise, a new special election for Vice-President should be held.
Section 6. Procedure for Removal of an Officer
An officer may have his/her qualifications for office questioned after repeated or flagrant neglecting of the duties and responsibilities of office as described in Article II, Section 4 of the Bylaws, with the result being possible removal from office.Please see related section in the Procedural Handbook.
ARTICLE III. - STAFF COUNCIL COMMITTEES
Section 1. Steering Committee
Section 2. Standing Committees
These committees will receive and consider proposals in their area of responsibility from the Council. They shall meet regularly and maintain contact with the appropriate established committees, groups and university constituencies.
The Standing Committees shall be as follows:
Fiscal Planning Advisory – Acts as an advising committee to the President of Staff Council as he/she participates in University fiscal planning processes and committees. The committee’s scope includes advising Staff Council representatives participating on committees such as the Strategic Resource Planning Committee (SRAC) and other similar and/or related committees. The Committee provides feedback to both the administration of the university and the President of Staff Council during this process. The Committee also communications regularly with Staff Council members to keep them up to date and notifies them of issues of importance affecting staff and the university, while understanding and adhering to the confidentiality of the information that is given .
Communications – Manages the Council’s internal and external communication initiatives, oversees the Voice of Staff process, and develops appropriate communication strategies to enable the council to work with its various university constituencies.
Diversity, Mission and Inclusion – Advises and collaborates with key university departments, such as, University Mission and Values and the Office of Institutional Diversity and Equity on topics related to staff diversity, inclusion, culture and environment. Also coordinates volunteer activities, representation at events, and Staff Council Diversity Award.
Effectiveness – Evaluates and recommends ways to make the council more effective, both in its internal functioning, as well as in its impact on the university at-large.
Membership and Elections – Coordinates the yearly elections, events, recruitment, and onboarding of members.
Staff Resources – Serves as a liaison between the staff members of the university and all employment-related issues, including but not limited to benefits and compensation, public safety, and recruiting.
Section 3. University-Wide Committees
The Steering Committee shall be responsible for coordinating the appointment of staff representatives to all university committees of concern to staff and/or pertaining to university policies. Appointment to university-wide committees will be done in accordance with the procedure outlined in Article VIII Section 3, University-Wide Committee Appointments. The Effectiveness Committee shall maintain a list of all university and council committees with staff representation.
ARTICLE IV. – ELECTIONS
Section 1. Membership Elections
New council members and alternates shall be selected annually in a general election. The number of exempt and non-exempt members to be elected will be determined by the respective number of vacancies in the Council at the time of the election. A council member may run for re-election at the end of their two-year term in the general election.
ARTICLE V - MEETINGS
Section 1. In order to conduct an official meeting there must be a quorum, defined as a positive majority of the council membership and the presence of at least one officer.
Section 2. Robert’s Rules of Order shall govern council meetings.
Section 3. Regular council members may vote at council meetings. Alternates may not vote. If an officer decides to leave the Council at the end of their term, they may vote at their last month’s meeting.
Section 4. Staff Council will allow for one (1) official representative from Faculty Council to be admitted to monthly meetings. This Faculty Council representative must be approved by the Staff Council President on an annual basis.
Section 5. Staff Council reserves the right to limit participation and remove any person(s) it deems disruptive to the business of the Staff Council meetings.
Section 6. An Executive Session is open only to Staff Council members and may be called at any time, without advance notice.
ARTICLE VI. – FINANCES
Section 1. The Council shall be provided with adequate funds from the university for the effective operation of the council.
Section 2. The Vice-President in cooperation with the Steering Committee shall prepare the council budget.
Section 3. Council shall submit an annual budget to the Executive Vice President .
Section 4. The Council shall stay within its established budget.
ARTICLE VIII – AMENDMENT OF THE BYLAWS
Section 1. The bylaws may be amended by a majority vote of the Council.
Section 2. Proposed amendments should be presented by any member of the staff at a Staff Council meeting at least one meeting prior to the vote.
These Bylaws were drafted 21 Feb 2005, and revised 13 Sep 2005, 13 Oct 2005, 20 Dec 2005, 16 April 2008, 18 Feb 2009, 17 Feb 2010, 16 Feb 2011, 5 Mar 2013, 19 Feb 2014, 26 April 2017.