By-Laws

Staff Council at Indiana University Southeast New Albany, Indiana

REVISED BY-LAWS 5/02

  1. Purpose
  2. Definition on Non-Academic Staff
  3. Eligibility, Election of Representatives
  4. Officers
  5. Standing Committees
  6. IUS Administrative Committees
  7. Meetings
  8. Amendment of By-Laws
  9. Amendments
  1. PURPOSE

    *The purpose of the Staff Council at Indiana University Southeast at New Albany shall be to represent the full-time / part-time non-academic staff in the communication processes and the decision-making of the University and

    • to increase the sense of identity, recognition and worth of each staff member in his / her relationship to the University
    • to identify concerns relating to staff and to seek their solutions
    • to provide a channel of communication for staff with administration and faculty
    • to promote the development and adoption of policies which will aid in retaining highly-qualified personnel
    • to integrate the staff into existing University affairs
    • to establish and promote University-wide activities, publications, workshops and seminars
    • to create a stronger bond within the support staff
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  2. DEFINITION OF NON-ACADEMIC STAFF

    For the purpose of the IUS Staff Council organization, the term "non-academic staff" shall mean the clerical, technical, and service maintenance employees who are not elsewhere represented. These are employees whose functional classifications are CL, TE, and SM. (By action of the Board of Trustees [July, 1981, the Office of the President has the authority to designate specific staff positions as ineligible for representation on the Staff Council.)

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  3. ELIGIBILITY, ELECTION OF REPRESENTATIVES (SEE AMENDMENT #5, #11, #12, #13)

    The staff Council shall be drawn from the wide range of functional classifications and shall be chosen so as to represent the many facets of the University's operation. There shall be no less than 12 and no more than 36 members of the Council.

    1. Eligibility for Voting. All appointed non-academic staff as defined in Sec. II on active duty status on this campus on the date designated as opening date for nomination of candidates and who shall not have terminated employment prior to the date of election may vote for representatives in their functional classifications.
    2. Eligibility for Elected Membership on the Staff Council. All appointed non-academic staff on the campus who have been on appointment status for six months or more immediately prior to the date for nomination of candidates shall be eligible for nomination and election. The Personnel Office shall provide a list of all appointed non-academic staff with the functional classifications of CL, TE and SM.
    3. Functional Classification Designation. For the purpose of electing representatives, the functional classifications shall be divided into two sections: CL / TE and SM.
    4. Functional Classification Representation. Each of the two sections shall elect one (1) representative for each ten (10) persons employed in that section, with no section having fewer than three (3) representatives.
    5. Election and Term of Representatives. Election of representatives shall be held annually during the first week of July. Term of office is for two years beginning with September meeting.
      1. Request for Nominations. The Election Committee shall distribute an alphabetical listing of all employees in their functional classifications to all eligible staff members no later than six weeks prior to election day. Each eligible staff member may nominate two (2) times the number of representatives to be elected from each functional classification. The Election Committee shall allow at least two weeks for submission of these nominations.
      2. *Balloting. After receiving nominations and the nominees consent to serve, the Election Committee shall distribute to eligible voters a ballot alphabetically listing nominees in their functional classification. Each ballot will provide instructions sufficient to inform the voter of any and all rules and time schedules which the election may require.
      3. Counting of Ballots. Immediately upon the closing of the period of receipt of election ballots, the Election Committee shall verify the names of voters against the list of eligible voters, shall tally the valid votes, and shall declare the results.
      4. Tie Votes. In the event that two or more candidates within the same functional classification receive an equal number of votes, the election of one or more of them shall be by a method agreeable to all of them and to the Election Committee. In the event that no such agreement can be reached, there shall be a runoff election.
      5. Election Results. The results of the election will be published immediately following the election in the IUS Notes.
    6. Filling of Vacancies. The Election Committee (see Section V) shall supervise filling of vacancies.
    7. Representation from Other IUS Organizations. A member of the Professional Staff Council is to be invited to attend all regularly scheduled meetings in a non-voting capacity.
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  4. OFFICERS (SEE AMENDMENT #2, #3, #6, #14, #15)

    The Staff Council shall annually elect four (4) officers from its own membership to serve for one year or until their respective successors have been elected and seated. These officers shall be a chairperson, a vice-chairperson, secretary, and treasurer.

    1. Eligibility for Office; Who May Vote. Only elected representatives of the Staff Council are eligible for election to the offices stated in Sec. IV. Only elected representatives of the Staff Council may nominate or cast ballots in the election of any officer of the Staff Council.
    2. Election of Officers; When Held. Elections shall be conducted at the September meeting of the Staff Council. Nominations shall be received from the floor; election of officers shall be by secret ballot.
    3. *Duties of the Chairperson.
      1. To preside at all meetings of the Staff Council.
      2. To determine, in consultation with the secretary of the Staff Council, the agenda for all meetings of the Staff Council.
      3. To issue calls for both regular and special meetings.
      4. To appoint ad hoc committees of the Staff Council.
      5. To serve as an ex-officio member of all standing committees, (and shall appoint a parliamentarian).
    4. Duties of the Vice Chairperson
      1. To preside at meetings of the Staff Council in the absence of the chairperson.
      2. To become chairperson of the Staff Council in the event a vacancy occurs in the office of the chairperson and shall fill out the unexpired term of office.
      3. Shall act on behalf of the chairperson upon his / her request.
      4. In the absence of the secretary shall act as recording secretary.
      5. Receive IUS Administrative Committee Reports and evaluate them for possible further action.
    5. Duties of the Secretary.
      1. To keep minutes of regular and special meetings of the Staff Council and to distribute copies of minutes to all staff (full and part-time) members at least five (5) working days prior to the next Staff Council meeting.
      2. To keep a roll call of the membership and an accurate record of each representative's attendance at meetings of the Staff Council.
      3. Assist the chairperson in determining agenda for meetings of the Staff Council and distribute to all staff (full and part-time) members five (5) working days prior to the next Staff Council meeting.
      4. To maintain the schedule for meeting places of the Staff Council.
      5. To preside at meetings in the absence of the chairperson and vice-chairperson and to appoint a secretary Pro-tem to record minutes of such meetings.
      6. Once a month, obtain from Personnel Office a listing of new staff members and send these members a letter of welcome from the Staff Council President and a copy of the By-Laws.
    6. *Duties of the Treasurer.
      1. Maintain checking account.
      2. Submit balance at each Staff Council meeting.
      3. Make deposits.
      4. Prepare yearly statement.
    7. Term of Office. The term of office shall be one year. Officers may succeed themselves, if so elected for two (2) consecutive one-year terms (i.e. total consecutive years in the same office not to exceed three (3) years).
    8. Vacancies. A vacancy is created when the officer is no longer a member of the Staff Council, or requests to be relieved of duties. All vacancies shall be filled by election at the next meeting of the Staff Council.
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  5. STANDING COMMITTEES

    1. *Membership.Members of the Standing Committee shall be selected by the Nominating Committee from all non-academic staff and approved by the Staff Council. Exception: the chairperson of each standing committee is a member of the Staff Council and appointed by motion from the Staff Council.
    2. *Vacancies. Member vacancies shall be filled by the Nominating Committee. Chairperson vacancies shall be filled by action of the Staff Council.
    3. Standing Committees.
      1. Election Committee. The Election Committee shall consist of no less than five non-academic staff members, with at least one member from each functional classification. This committee shall conduct the election of each new Council in accordance with the guidelines of Section II of this document.
        1. Filing of Vacancies. The Election Committee shall file with the secretary of the Staff Council a record of votes cast in each election; and, in the event of a vacancy in the elected membership of the Staff Council, the alternate next in order of votes received at the last election shall be appointed by the Council to fill the unexpired term.
      2. By-Laws Committee. The By-Laws Committee shall consist of no less than five (5) non-academic staff members, with at least one member from each functional classification. This committee shall have the responsibility of reviewing the by-laws to make recommendations to the Staff Council as to needed changes and / or additions.
      3. *Nominating Committee. The Nominating Committee shall consist of no less than three (3) non-academic staff members; one from each functional classification. This committee shall have the responsibility of recommending nominees to serve on University committees and selecting members to serve on Standing Committees. (see amendment)
      4. Personnel Affairs Committee. The Personnel Affairs Committee shall consist of no less than five (5) non-academic staff members, with at least one member from each functional classification. This committee shall have the responsibility to interact with the Personnel Department in areas of mutual concern, e.g. fringe benefits, recommendations relative to recognition of staff, basic employment opportunities at IUS; and shall have the responsibility to review areas of interest to staff.
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  6. IUS ADMINISTRATIVE COMMITTEES

    Staff members appointed to IUS Administrative Committees are charged with the responsibility of submitting minutes of the meetings to the vice-chairperson of the Staff Council.

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  7. MEETINGS

    A simple majority of total Council members shall constitute a quorum for conducting meetings. All meetings shall be open to all non-academic staff members.

    1. Regularly Scheduled Meetings.The Staff Council shall have regularly scheduled meetings, and in accordance with Trustees Policy Revision of 7/1/81, members may be granted time off from their University job duties without loss of pay up to two hours in any month. The meetings shall proceed according to the agenda.

    2. Agenda. Any employee may present an item to be considered for the agenda of regularly scheduled meetings. These items should be submitted to the secretary of the Staff Council.

    3. Voting. Voting on all matters other than election of officers of the Staff Council shall be by voice vote unless a secret ballot is requested.

    4. Motions. Motions may be proposed at any time and require a simple majority vote of those present. Each Staff Council member has the right to request that a motion be considered as a resolution (See Section VII-E).

    5. Resolutions. Resolutions shall be introduced at least one Staff Council meeting prior to presentation for vote. Immediate action may be taken on items by suspending this requirement with the unanimous consent of those members present. A two-thirds vote of members present is required for the adoption of a resolution. Reports of resolutions adopted and action taken shall be communicated to the staff by the appropriate means including publication in existing campus media and / or university bulletin boards.

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AMENDMENT OF BY-LAWS

These by-laws can be amended at any regularly scheduled meeting of the IUS Staff Council by a two-third vote of the total membership of the Council, provided that the amendment has been submitted in writing at a previous meeting and has been approved by the Chancellor of IUS for concurrence with Trustee Policy.

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Amendments

  1. Each member of the Staff Council shall be expected to attend regular Council meetings. Should an individual be unable to attend, it shall be their responsibility to notify the chairperson or vice-chairperson prior to the meeting, and to arrange for a substitute. The substitute shall represent the member's classification (i.e. CL/TE, SM) and shall have all the voting privileges of the member during the meeting.

    *An absence shall be considered excused if the member has directly notified the appropriate Council officer in advance of the meeting, and if the absence is due to illness or job-related obligations.

    *An absence shall be considered unexcused if there was no prior notification by the member, and if no eligible substitute was sent in the member's place. If a member accrues more than three unexcused absences, he or she will be automatically dropped from the Council and the person receiving the next highest votes from that classification will fill the vacancy. (See Amendment 9)

  2. Add to Section IV, Letter C, as 5a:

    a)Duties of Parliamentarian / Sergeant-at-Arms

    1. To assist the chairperson in maintaining order and decorum at meetings of the Staff Council.
    2. To interpret and apply Robert's Rules of Order.
    3. To keep and maintain an accurate and up-to-date copy of the by-laws and all amendments.
  3. Clarify Section IV, Letter F, by changing it to read:

    1. Maintain checking account including deposits, withdrawals and reconciling of statement.
    2. At each meeting, submit in written form (with copy to Secretary) monthly activity of the account, including details of income, expenses and resulting balance. (Prior approval from Chairperson needed for exceptions.)
    3. Prepare yearly statement.
  4. Change Section I to the following:

    The purpose of the Staff Council at Indiana University Southeast at New Albany shall be to represent all appointed non-academic staff in the communication processes and the decision-making of the University and

  5. Add to Section III, Letter E, #2:

    A member may only vote for nominees in his / her own classification.

  6. Add to Section IV, letter C:

    6. Hold elections for Standing Committee Chairs at September meeting and maintain list of all members.

  7. Change Section V, letters A and B to the following:

    1. Membership. The chairperson of each standing committee is a member of the Staff Council and elected at the September meeting. Each chairperson selects his or her own committee and submits a listing to the President of those members at the October meeting. The term of office for chairperson and members is one year.
    2. Vacancies. Chairperson vacancies must be filled immediately by election of Staff Council. Vacancies from each committee must be filled immediately by the chairperson. A revised listing of members must be submitted to the President.
  8. Change Section V, letter C, #3 to the following:

    3. Nominating Committee. The Nominating Committee shall consist of no less than three (3) non-academic staff members; one from each functional classification. This committee shall have the responsibility of recommending nominees to serve on University Committees. A list of nominees shall be sent to the Chancellor no later than June 1 each year. In the event the chairperson of a standing committee is not able to form a committee, it will be the responsibility of the Nominating Committee to fill the vacancies.

  9. Clarify the wording in Amendments, #1, paragraphs 2 and 3 to read:

    An absence shall be considered excused if the absence is due to illness or emergency and the appropriate Council officer (chair or vice-chair) has been notified within three days after the meeting. A job-related or planned time off absence shall also be considered excused if both the following conditions are met: 1) the member has attempted to locate a substitute and 2) the member has directly notified the appropriate Council officer (chair or vice-chair).

    All other absences are not excused. If a member accrues more than three absences that are not excused, he or she will be automatically dropped from the Council and the person receiving the next highest votes from that classification will fill the vacancy.

  10. Insert * in text of document, where appropriate, to denote a change and add a footnote to see amendments.

  11. Change Section III, letter E, to the following: Election and Term of Representatives. Election of representatives shall be held annually during the second week of June. Term of office is for two years beginning with July meeting.

  12. Change Section III, letter E, #5 to the following: Election Results. The results of the election will be published immediately following the election on the Staff Council website.

  13. Change Section III, letter G, to the read: Representation from Other IUS Organizations. With the absence of IUS Professional Staff Council, Section III, letter G is no longer applicable.

  14. Change Section IV, OFFICERS to the following: The Staff Council shall annually elect five (5) officers from its own membership to serve for one year or until their respective successors have been elected and seated. These officers shall be, President, Vice President, Secretary, Treasurer, and Parliamentarian/Sergeant-at-Arms.

  15. Change Section IV, letter B to the following: Election of Officers; When Held. Elections shall be conducted at the July meeting of the Staff Council. Nominations shall be received from the floor. Election of officers shall be by voice vote unless otherwise requested.

  16. Change Section V, letter A to read: Membership. At the July meeting, members of the Standing Committee shall be selected by the Nominating Committee from all non-academic staff and approved by the Staff Council. Exception: the chairperson of each standing committee is a member of the Staff Council and appointed by motion from the Staff Council.

  17. Change Section V, letter C, #3 to read: Nominating Committee. Upon a request from the Chancellor, the Staff Council President will recommend staff members to the Chancellor to serve on selected University committees.

  18. Change Section V, letter C, #4 to read: Personnel Affairs Committee. The Personnel Affairs Committee shall consist of no less than five (5) non-academic staff members, with at least one member from each functional classification. This committee shall have the responsibility to interact with the Human Resources Department in areas of mutual concern, e.g. fringe benefits, recommendations relative to recognition of staff, basic employment opportunities at IUS; and shall have the responsibility to review areas of interest to staff.

  19. Section V, letter C, add #5 to read: 5. Budget Committee. The Budget Committee shall consist of the Staff Council Treasurer and no less than four (4) additional non-academic staff members, with at least one member from each functional classification. This committee shall have the responsibility of creating a budget for the upcoming fiscal year (January 1 to December 31). The proposed budget shall be presented by the Treasurer to the Staff Council for adoption at the regularly scheduled November Staff Council meeting each year.

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Meeting Schedule

Meeting Schedule

 

Meeting Schedule

August 21, 2013
Library Conference Room 230 - 10:30 am

September 18, 2013
Library Conference Room 230 - 10:30 am

October 16, 2013
Library Conference Room 230 - 10:30 am

November 20, 2013
 University Center North 123 - 10:30 am

December 18, 2013
University Center North 126 - 10:30 am

January 22, 2014
 University Center North 126 - 10:30 am

February 19, 2014
 University Center North 126 - 10:30 am

March 19, 2014
 University Center North 126 - 10:30 am

April 15, 2014
 University Center North 126 - 10:30 am

May 20, 2014
 University Center North 126 - 10:30 am

June 17, 2014
 University Center North 126 - 10:30 am

July 15, 2014
 University Center North 126 - 10:30 am