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Article I

Name

The name of this organization shall be the University Staff Council of The University of Iowa.  Herein referred to as “the Council” or “Council”.

Article II

Mission and Goals

Mission:

The Council supports the University mission. In pursuing that mission, the Council seeks to advance such endeavors through visibly active staff participation/involvement both campus-wide and community-wide in a spirit of unity and open communication with other shared governance organizations on campus.

The goals of the Council are to:

  1. Advocate on behalf of represented staff
  2. Advise the University Administration on policies
  3. Inform the University community of the activities of the Council
  4. Promote University relations within the community of Iowa City and the State of Iowa
  5. Collaborate with shared governance organizations on campus, notably the Faculty Senate, Student Government and organizational shared governance groups
  6. Promote staff learning through professional development and awards
  7. Promote communication and shared governance among staff, central administration, Faculty Senate and Student Government

Article III

Organization

SECTION 1.  The Council represents regular employees of the University, who are classified as Professional & Scientific or Merit staff and are not represented by an exclusive bargaining agent.  Membership on the Council is based upon representation from job functions and organizational units.  The Council will be comprised of 55 members*: 35 representing Job Function/combined Job Function Categories, herein referred to as Job Function Categories, and 20 representing Organizational Unit/combined Organizational Unit Categories, herein referred to as Organizational Unit Categories.

SECTION 2.  Council representation will be re-evaluated every three (3) election cycles beginning in the 2018-19 Council year.

SECTION 3. Approximately one third of Council seats shall be elected each operational year. Organizational representation is on a fixed schedule of election, job function representation is on a static revolving three year cycle of election. Vacancies and multiple-year officer positions do not affect election cycles. Refer to XI, XV, and Table 1.

Article IV

Official Publication

Council information will be available on the Council web site and provided to the Office of Strategic Communication for publication.

Article V

Operational Year

The operational year of the Council shall be from June 1 to the following May 31.

Article VI

Council Nominees

SECTION 1.  Those eligible for nomination shall be regular employees of the University, either full time or part time, who are classified as Professional & Scientific or Merit staff and are not represented by an exclusive bargaining agent.

SECTION 2.  Council nominees should discuss their desire to be on Council with supervisor(s) to assure that time away from work will be allowed. A minimum of 3 hours per month should be expected to conduct Council activities, such as monthly meetings and committee assignments.  Refer to Article IX for councilor duties.

Article VII

Nominations to the Council Membership

SECTION 1.  A standing committee shall be appointed according to Article XVI, which will oversee nominations to the Council.  This Committee shall be known as the Elections Committee.

SECTION 2.  The call for nominations shall be as follows:

  1. Three months before the next operational year begins, the Council shall advertise upcoming nominations for Job Function councilors.  Nominations for vacancies in a Job Function Category shall be sent to the Elections Committee of the Council no later than two months before the operational year begins. 
  2. Nominations for vacancies in an Organizational Unit Category shall be determined by its organizational unit Category shared governance process no later than one month before the next operational year begins.

SECTION 3.  Employees who are represented by the Council may seek election to the Council, as long as the term limits are not exceeded.  Refer to Article IX.

Article VIII

Elections to the Council Membership

SECTION 1.  The Council elections shall be as follows:

  1. The names of all eligible Job Function nominees shall be placed on the ballot.  Ballots shall be prepared and approved by the Elections Committee.  Nominations may not close before the first day of the second month before the next operational year begins.  Ballots will be electronically distributed to all employees in the Job Function Category no later than the fifth working day of the second month before the next operational year begins.  The deadline for election of councilors will be two weeks after the distribution date.
  2. The names of all eligible Organizational Unit nominees and voting procedures shall be determined by the Organizational Unit Categories shared governance processes.  Councilors must be elected, not appointed to represent the Organizational Unit Category.  The Vice President/President Elect will serve as an advisor to each Organizational Unit.  See Article XI.2.6.

SECTION 2.  Election results will be verified and reported as follows:

  1. Following the Job Function Categories election, results will be approved and certified by the Elections Committee.  In case of a tie, the winner shall be chosen by random draw administered by the Elections Committee.  Results of the election shall be formalized by notification to the Council Secretary for permanent  Council file no later than two weeks before the operational year begins.
  2. Following the Organizational Unit Category elections, results will be approved by their respective Organizational Unit Category Shared Governance Committee and communicated to the Elections Committee.  The Elections Committee will give Organizational Unit representative results to the Council Secretary for permanent Council file no later than two weeks before the operational year begins.
  3. A Councilor may not represent both Job Function and Organizational Unit.  In the event the same person is elected to represent a Job Function Category and an Organizational Unit Category, the Elections Committee will determine placement and the representative vacancy shall be filled in accordance with Article XV.

SECTION 3.  Any candidate listed on the official ballots for annual election may ask for an audit of the election within seven days of the date of mailing of the election summary.  Said audit request must be presented in writing to the chair of the Council Elections Committee or the chair of the Organizational Unit Category Shared Governance Committee, whichever applies.  An authorized audit of election ballots shall be performed by an impartial third party.

SECTION 4.  All newly elected councilors will begin at the start of the operational year.

SECTION 5.  In the event that a councilor changes positions within the University to another represented Category, the councilor may continue to serve on the Council until the end of the operational year, with the approval of the Organizational Unit Category Shared Governance Committee or the Elections Committee.  In the event of a vacancy, refer to Article XV.

SECTION 6.  In the event that a member of the Council changes positions within the University to a Category not represented by the Council or terminates employment, the member’s term ends immediately.  In the event of a vacancy, refer to Article XV.

Article IX

Membership

SECTION 1:  Term of membership:

  1. Councilors shall serve no more than two consecutive elected three-year terms.
  2. Councilor terms shall be three years unless a vacated term is being completed, or if the Budget Officer, Vice President/President Elect or President is in the last year of their Council term, in which case this councilor's term is extended in order to fulfill the duties of Budget Officer, President and/or Past President.
  3. Reelection can be sought after a one-year leave.

SECTION 2.  Duties of membership:

  1. Regularly attend meetings and participate in discussions.
  2. Solicit information/opinions from constituents and share with Council.
  3. Disseminate Council information to constituents.
  4. Accept at least one Council committee assignment. 

Article X

Officers

SECTION 1.  The officers of the Council shall be a President, Vice President/President Elect, Past President, Secretary, and Budget Officer.

SECTION 2.  Nominations for the officers of Council shall be open beginning at the meeting two months prior to the start of the operational year continuing through seven calendar days prior to the meeting one month prior to the start of the operational year. An individual may be nominated for multiple officer positions, in the event of election, their name will be struck from successive ballots. A nominee may also withdraw their name at any time prior to a given election. Officers shall be elected by the Council at the meeting one month prior to the start of the operational year.

SECTION 2a. In the event of a tied vote during the election of an officer, the Council shall conduct a second vote amongst the tied individuals. In the event that a tie continues in the second vote, the position shall be filled at random from the pool of tied individuals. The method of random selection shall be at the discretion of the Elections Committee.

SECTION 3.  All officers of the Council shall assume their duties at the beginning of the operational year.

Article XI

Duties of Officers

The duties of the officers are those implied by their respective titles and as specified in these Bylaws.

SECTION 1. The President shall:

  1. Preside at all meetings of the Council, Executive Committee and Goals Committee.
  2. Convene the Executive Committee, and Goals Committee as needed, to appoint Council members to all ad hoc, external, or standing committees. These appointments are subject to the acceptance of the members so appointed.
  3. Appoint committee chairs.
  4. Submit appointments or recommendations for representation on University committees in consultation, as necessary, with the Committee on Committees.
  5. Prepare an agenda for each meeting over which the President presides.
  6. Prepare the Annual Report for the President of the University for presentation at the Council meeting at the first meeting whereby new councilors are asked to attend.
  7. Appoint a President pro tem in the event of the absence of the President and Vice President/President Elect.
  8. Submit Council recommendations to appropriate University officials.
  9. Serve on the Faculty Staff Budget Committee as ex-officio member.
  10. Hire and supervise support staff.
  11. Serve as past-president the following year.
  12. Serve on the UI Shared Governance Council
  13. Perform such duties as may arise pertaining to the office of President.
  14. Term: 1 year

SECTION 2.  The Vice President/President Elect shall:

  1. Perform the duties of the President in the absence of the officer.
  2. Perform such duties as the President shall designate.
  3. Assume the office of President the following year or as outlined in Article X, Section 4.
  4. Serve on the Faculty Staff Budget Committee as ex-officio member.
  5. Serve on the UI Shared Governance Council.
  6. Serve as an advisor to each Organizational Unit regarding the selection of a Council representative through a shared governance process.
  7. Term: 1 year

SECTION 3.  The Secretary shall:

  1. Be responsible for minutes of the Council and all Executive Committee meetings.
  2. Be responsible for the Council meeting attendance roster.
  3. Conduct correspondence, as necessary.
  4. Serve on the UI Shared Governance Council.
  5. Serve on the Faculty Staff Budget Committee as ex-officio member.
  6. Term: 1 year

SECTION 4.  The Past President shall:

  1. Serve on the Faculty Staff Budget Committee as ex-officio member.
  2. Appoint a staff designee from the Faculty Staff Budget Committee to serve as Staff Co-Chair.
  3. Serve on the UI Shared Governance Council as an ex-officio member.
  4. Participate on the Awards Selection Committee for the Staff Council sponsored awards.
  5. Term: 1 Year

SECTION 5:  The Budget Officer shall:

  1. Prepare an annual office budget for approval by the Executive Committee.
  2. Prepare an annual overview of Staff Council budgetary information.
  3. Serve on the UI Shared Governance Council.
  4. Serve on the Faculty Staff Budget Committee as ex-officio member.
  5. Term: 2 years

Article XII

Executive Committee

SECTION 1.  Voting members shall include the President, Vice President/President Elect, Past President, Secretary, Budget Officer and four other members elected at the last meeting of the operational year.

SECTION 2.  The Executive Committee is charged to formulate goals and direction for Council activities and advises and assists the officers of the Council in carrying out the responsibilities of their office.

SECTION 3.  Nominations for at-large Executive Committee positions shall be open beginning at the meeting two months prior to the start of the operational year continuing through seven calendar days prior to the meeting one month prior to the start of the operational year. An individual may be nominated for multiple officer positions in addition to an at-large Executive Committee position. In the event of election to an officer position, their name will be struck from the at-large Executive Committee ballot. A nominee may also withdraw their name at any time prior to the at-large Executive Committee Election. The at-large Executive Committee members shall be elected by the Council at the meeting one month prior to the start of the operational year.

SECTION 3a. In the event of a tied vote during the election of an an at-large Executive Committee position, the Council shall conduct a second vote amongst the tied individuals. In the event that a tie continues in the second vote, the position shall be filled at random from the pool of tied individuals. The method of random selection shall be at the discretion of the Elections Committee.

SECTION 4.  The term of office for elected, at-large, Executive Committee members shall be one year.  At-large members elected to the Executive Committee for two consecutive years, must remain off the Executive Committee for one year.  This does not apply to Officers of the Council.

SECTION 5.  Minutes from all Executive Committee meetings will be distributed to the Councilors.

SECTION 6.  Executive Committee meetings are called and chaired by the Council President not less frequently than every two months.

SECTION 7.  Vacancies on the Executive Committee shall be filled as stated in Article XV Vacancies.

Article XIII

Meetings

SECTION 1.  Meetings shall be held monthly. Regularly scheduled Council meetings may be cancelled or rescheduled at the discretion of the Staff Council President.

SECTION 2.  The meetings of the Council shall be open to the public. Executive sessions may be held by majority vote of the Council.  In executive sessions, attendance is limited to members of the Council, and the President of the University or a designee, the senior executive from Finance and Operations and the senior executives from Human Resources, and other persons approved by a majority vote of the Council.  Some portion of each regular meeting must be open. A report of each executive session must be made in the next open meeting.

SECTION 3.  Special meetings may be called by the President.

SECTION 4.  The Council office should be notified of all absences from meetings.

SECTION 5.  Council members missing more than three of the regularly scheduled meetings during the year may be sent a letter reminding them of their obligations to represent their constituents on the Council.  Council members missing five or more of the regularly scheduled meetings during the year shall be subject to replacement upon the recommendation of the Executive Committee.  The Secretary shall notify the President of a Council member missing three meetings, and shall notify the Executive Committee of a Council member missing five meetings.

Article XIV

Quorum/Voting

SECTION 1.  In order to transact business that requires a vote, a quorum of simple majority of the Council members must be present.

SECTION 2.  To carry a motion, affirmative votes must be cast by one more than one half of those voting except as stipulated in Article XIX.

SECTION 3.  All voting in meetings of the body of the whole will be done by voice, by hand, by paper ballot or by electronic ballot. If the vote is an election, it must be performed by secret ballot.

Article XV

Vacancies

SECTION 1.  In the event of a Job Function Category representative or Executive Committee member vacancy during the year, the Elections Committee will use the current term's election results from which to select the next member by order of votes received.  If nominees are not available from the immediately preceding ballot, the Elections Committee will solicit nominations from the floor at the first available Council meeting and forward two names to the Executive Committee.  The Executive Committee will then be responsible to complete final selection of a new member to serve the remainder of the vacant term.  If a vacancy occurs within four months of the beginning of the next operational year, the Elections Committee will fill the vacancy using the upcoming election results and begin with the new operational year term.

SECTION 2.  In the event of an Organizational Unit Category representative vacancy during the year, the Organizational Unit Category’s shared governance process will determine selection of the new representative and communicate according to Article VIII.

SECTION 3.  If the office of President becomes vacant within the first six months of the operational year, a President shall be appointed by the Executive Committee to serve the remainder of the term. If the office of President becomes vacant within the last six months of the operational year, the Vice President/President Elect shall become President for the remainder of that term as well as the following year.

SECTION 4.  If the office of Vice President/President Elect becomes vacant, a Vice President/President Elect shall be elected by the Councilors to serve the remainder of the term. If the vacancy in the office of Vice President/President Elect was not caused by a vacancy in the office of President, the elected Vice President/President Elect shall assume the office of President the following year.

SECTION 5.  If the Office of Secretary or Budget Officer becomes vacant, the President shall appoint a Secretary or Budget Officer from Council membership for the remainder of the term.

SECTION 6.  If the office of the Past-President becomes vacant, the President may appoint a Past-President from current or previous Councilors to serve for the remainder of the term.  The appointed Past-President shall have completed at least one full term as President prior to the appointment.

 

Article XVI

Staff Council Committees

Council members are expected to actively serve on at least one ad hoc committee, standing committee, external committee, or the Executive Committee.  The Goals Committee shall appoint Council and non-Council staff members to the standing committees.  The Executive Committee shall designate a chairperson for each standing committee.  At the discretion of the chair, committee members may be removed from the committee for non-attendance.

SECTION 1.  Committee Chair shall:

  1. Maintain a committee calendar providing guidance as to the timing of occurrences such as special deadlines, when planning for annual events should begin, and other notable dates.
  2. Maintain records such as previous meeting minutes (if kept), a history of the committee charges, the annual year-end committee report, and other documents important to committee function.
  3. Document and maintain policy and procedure information.  This should contain information not only of what is done, but how it is being accomplished.
  4. Maintain a list of commonly used contacts.
  5. File a year-end committee report with the Staff Council President or designated person.
  6. Provide an electronic copy of all above materials to the Staff Council Office Manager at the end of the Staff Council year.

SECTION 2.  The standing committees and their respective charge(s) shall be:

Awards Committee

Purpose:  To recognize and reward staff for exemplary service to the University and/or to the community.

Scope of Concern:

  1. Administer and manage awards that recognize staff contributions, including:
    • David J. Skorton Staff Excellence Award for Public Service
    • UI Outstanding Staff Award
    • Board of Regents Staff Excellence Award.
  2. Call for nominations for the awards in the spring of each year.
  3. Review submissions in terms of requirements.
  4. Convene a Selections Committee to evaluate and determine the awards for nominated staff, to include Council Past President and Council Awards Committee chair(s)
  5. Arrange a reception for all nominees and their nominator(s).
  6. Notify recipients and other nominees.
  7. Notify Council, Office of the President, University organizations, Office of Strategic Communication, and other appropriate media.
  8. Report activities to the Council.

Membership:  3-4 Councilors.

Bylaws Committee:

Purpose:  To review and make recommendations regarding bylaws and associated policies and procedures.

Scope of Concern:

  1. Review bylaws and recommend amendments that are appropriate and consistent with current bylaws, with support from concerned constituency.
  2. Send approved bylaw changes for approval and inclusion in the Operations Manual following the Protocol for Approval of University Policies for the University of Iowa Operations Manual.
  3. Serve as the conduit for Council policies & procedures to be reviewed annually for updates.
  4. Act as parliamentary advisory in order to maintain productive Council meetings.

Membership:

  1. Members: No restriction on the number of members.
  2. Open to: Current Council members. If available a non-Council member may be included to act as an expert or advisor on bylaws.
  3. Term:  1 year

Committee on Committees:

Purpose:  To solicit and recommend the best qualified candidates to represent staff on the University of Iowa charter, non-charter committees and other standing committees. To find and recommend replacements for the various committees as unscheduled openings occur. Candidates’ eligibility for each University committee is governed by the UI Operations Manual I-2.8(6) with charter and non-charter committee policies.  

Scope of Concern:

  1. Act as liaison with staff members serving on University charter committees and non-chartered committees.
  2. Report charter and non-charter committee issues of interest to the Council
  3. Provide Council view to charter and non-charter committee members as needed.

Membership:  There is no requirement or term for membership on this committee.

Communications Committee

Purpose:  To develop a standardized primary means of communication via web technology for use by councilors, represented staff, and others interested in the activities of the Council.

Scope of Concern:

  1. Create an informational, interactive venue for Councilors and the University community.
  2. Maintain up-to-date information on the Council web site regarding Council business and other campus and off-campus opportunities.
  3. Collaborate with the Executive Committee and other Council committees to ensure Council information is current and readily available.

Membership:

  1. While there is no restriction on membership, at least two Council officers should be a member of the committee.
  2. Open to: All councilors.  A non-staff council member with webmaster expertise may be appointed by the Council President or Committee chair.
  3. Term:  1 year

Community Outreach Committee

Purpose:  To foster a relationship with the surrounding community through charitable work and contributions.

Scope of Concern:

  1. Promote volunteerism among Staff Councilors.
  2. Work with organization reps on Staff Council to gather and coordinate philanthropic events with other organizations across campus.
  3. Organize charitable events for Staff Council participation.

Membership:

  1. Members:  The committee consists of a minimum of 3 Staff Council members.
  2. Open to:  Current Staff Council members
  3. Term:  1 year

Diversity Committee

Purpose:  To promote diversity awareness and recommend ways to increase diversity and inclusion of all staff on campus in the spirit of the University of Iowa’s core values.

Scope of Concern:

  1. Support and develop programs and activities throughout the year to promote diversity awareness and a supportive environment.
  2. Actively solicit information from and interact with the various diversity groups on campus and in the community in support of their goals as well as jointly sponsoring events and programs.
  3. Disseminate information to Staff Council and those we represent concerning diversity programs and current activities and occasionally seek active support from Staff Council for promotion of these programs.
  4. Request annual updates from the university on the progress made toward increasing diversity and inclusion of staff on campus and report out to Staff Council annually.

Membership:

  1. There is no requirement or term for membership on this committee
  2. Open to all Councilors and a representative from each diversity committee on campus.

Education Committee:

Purpose:  To promote awareness on campus of existing professional development opportunities.  To explore options for further educational opportunities and to make recommendations to the Council for making those educational opportunities available to the Staff.

Scope of Concern:

  1. Organize and present Council information to new staff members at monthly faculty/staff orientations.
  2. Works closely with UI Learning and Development to provide staff with professional development opportunities.

Membership:

  1. Members: The committee consists of a minimum of 4 Council members
  2. Open to:  Current Council members
  3. Term:  1 year.

Elections Committee:

Purpose:  To solicit candidates for vacant seats on the Council, Council office of President, Vice President/President Elect, Secretary, and Budget Officer, and Executive Committee.  To carry out elections in accordance with the Council bylaws.

Scope of Concern:  Refer to Article III, VI, VII, VIII, X, XII, XIV and XV.

Membership:

  1. Members:  3-5 Council members.
  2. Open to:  Current Council members not seeking reelection governed by the Elections Committee.
  3. Term:  1 year.

Goals Committee:

Purpose:  To review goals and timetables of standing committees.  The Goals Committee will meet at the beginning of each academic year and as determined by the President.

Scope of Concern:

  1. Appoint members to ad hoc, external, or standing committees each year.
  2. Determine specific yearly goals of the Council.

Membership:  The Committee consists of all standing committee chairs and the Council Officers. The Council President serves as Goals committee chair.

Human Resources Committee:

Purpose:  To review University of Iowa policies and procedures central to human resource needs and concerns of Professional and Scientific and Merit Supervisory Exempt/Confidential staff in order that it may advise Central Administration in these matters.

Scope of Concern:  The Committee will be responsible for annually reviewing, maintaining and updating the Workplace Support Matrix for presentation to the Council at or before the March meeting and inclusion in the orientation binder for new councilors.  The Committee may consider and make recommendations to any human resource policy or practice including but not limited to the following:

  1. Furlough, temporary status
  2. Retraining, professional development, recognition
  3. Reallocation of staff due to organizational change
  4. Job reclassification and review
  5. Workplace safety
  6. Compensation
  7. Performance appraisals
  8. Staff benefits
  9. Compliance and regulation issues

Membership:

  1. Members:  The number of members is at the discretion of the Council.  The chair and vice-chair of the committee will be members of the Council.  At least three members of the committee will be non-council members and the majority of the committee members will be Council members.  Non-council members should have first-hand experience in working with human resource issues of concern to Professional and Scientific and Merit Supervisory Exempt/Confidential staff.
  2. Open to:  Current Council members.  Administrative liaisons and/or their representatives with human resource interests are invited to attend as appropriate and with the Committee’s approval.
  3. Term:  Committee membership is a two-year term with a maximum of three back-to-back terms.

Merit Supervisory Exempt/Confidential Committee:

Purpose:  To develop, review, facilitate discussion and make recommendations concerning issues of Merit Supervisory Exempt/Confidential (MSE/C) Staff.

Scope of Concern:  The issues that may be addressed include but are not limited to the following as they apply to MSE/C personnel:

  1. Review policies and practices relative to MSE/C colleagues.
  2. Foster inclusion of MSE/C Staff on all recommendations from Council.
  3. Meet with MSE/C constituents at least twice per year.
  4. Communicate MSE/C information to constituents as appropriate via listserv.
  5. Meet with UI administrators and other representatives as appropriate to represent MSE/C staff on issues.
  6. Represent The University of Iowa MSE/C membership on the Regents Inter-institutional Supervisory and Confidential Advisory Council (RISCAC) which represents non-bargaining Merit Staff of The University of Iowa, Iowa State University, University of Northern Iowa, Iowa School for the Deaf, and Iowa Braille and Sight Saving School.

Membership:

  1. Members:  Committee consists of all MSE/C staff on Council and at least one non-MSE/C Council member.
  2. Open to:  Current Council members.
  3. Term:  Length of Council term for MSE/C members and 1 year for non-MSE/C Council members.

University Relations Committee:

Purpose:  

  1. Endeavor to establish and maintain working relationships between University shared governance bodies.
  2. Foster good relationships among local, state, and national officials and the University, in collaboration with the Executive Committee and in conjunction with Faculty Senate’s Governmental Relations Committee.
  3. Research and share findings on new methods and improvements to shared governance models.

Scope of Concern:  

  1.  Attendance at Org. shared governance meetings.
  2. Identify shared governance group contacts.
  3. Keep shared governance portal up to date (http://www.uiowa.edu/sharedgovernance/).
  4. Investigate and compare shared governance models of peer institutions to our own.

Membership:

  1. Members:  No restrictions; however at least one member of the Executive Committee should be a member of the committee.
  2. Open to:  All Councilors.
  3. Term:  1 year. 

Article XVII

Parliamentary Authority

The parliamentary authority of the Council shall be Robert’s Rules of Order Newly Revised.  This authority shall govern all procedures in the Council except where it conflicts with any special rules of order adopted in these bylaws.

Article XVIII

Policies and Procedures Manual

There shall be a Policies and Procedures Manual. Inclusion/revision/deletion of policies and procedures will be brought to the Bylaws Committee which will be submitted to Executive Committee for recommendation.

Article XIX

Amendments

These bylaws may be amended at the regular monthly meeting of the Council by a two-thirds vote of those present, provided that the amendment has been introduced to the Council at the previous regular meeting.