By-Laws of the

East Carolina University

Staff Senate

 

 

 

ÉÉÉa representative body of employees to promote communication between staff and administration
Table of Contents

 

 

I.              Mission of the Staff Senate

 

II.            Membership Requirements

 

III.          Nominations and Elections Procedures

 

IV.          The Meeting Structure

 

V.            The Committee Structure

 

VI.          Amendments

I.    Mission

 

The overall mission of the East Carolina University Staff Senate (hence forward referred to as the Senate) is to promote communication between staff of East Carolina University and the administration (as well as faculty and students where appropriate). Reporting directly to the Chancellor, the Senate:

á       Reviews procedures and makes recommendations regarding the interests/concerns that affect staff members;

á       Assists in the communication of issues and activities affecting staff members;

á       Serves as a liaison between the Chancellor and his staff;

á       Promotes participation in the University community; and

á       Encourages a sense of community among all University employees.

 

 

II.   Membership Requirements

 

A.    Membership

 

Membership in the Senate is open to full-time SPA, Clinical Support Staff, and non-faculty EPA employees with permanent status. Membership in the Senate consists of the following:

Senators

Alternate Senators

Ex-Officio Members

 

Senators

The SPA, Clinical Support Staff, and non-faculty EPA employees within each Division will elect Senators for their respective Divisions to two-year terms. Each Division will elect one Senator for every 100 SPA, Clinical Support Staff and non-faculty EPA employees within the Division. The number of Senators per Division is based on figures rounded to the nearest 100 employees.

 

Voting members in the Senate shall consist of full-time staff elected to serve as Senators from the UniversityŐs seven Divisions as defined below:

The ChancellorŐs Area
Academic and Student Affairs

Administration and Finance

Athletics

Health Sciences

University Advancement

Research & Graduate Studies

 

The total number of elected Senators is based on the number of full-time, SPA, Clinical Support Staff and non-faculty EPA employees with permanent status.

 

Alternate Senators

A maximum of five (5) Alternate Senators for each Division will be selected based on the next highest number of votes received. Alternate Senators are non-voting members unless serving in a SenatorŐs extended absence or filling a SenatorŐs vacated seat. Alternate Senators shall serve on committees of the Senate but may not be elected to serve as an officer of those committees. Alternate Senators may not be elected to serve on the Executive Committee.

 

Ex-Officio members

The Associate Vice Chancellor for Human Resources is an ex-officio member of the Senate. The Associate Vice Chancellor for Human Resources will attend the monthly Senate meetings. The Associate Vice Chancellor for Human Resources will serve as a non-voting advisor to the Executive Committee. The Associate Vice Chancellor of Human Resources will appoint ex-officio members to Standing Committees as he/she sees fit. These ex-officio members appointed to Standing Committees shall serve as non-voting advisors to the Committees.

 

B.    Qualifications of Senators and Alternate Senators

1.     Senators and Alternate Senators must be full-time, permanent SPA employees, Clinical Support Staff, or non-faculty EPA employees.

2.     Senators and Alternate Senators must have twelve months of continuous service in a permanent position with the University prior to being nominated.

3.     Senators and Alternate Senators cannot have any active disciplinary actions or active written warnings for unsatisfactory job performance or unacceptable personal conduct.

4.     During an elected term, Senators or Alternate Senators lose their Senate membership upon leaving the University or leaving the Division in which they were elected.

 

C.    Duties of Senators and Alternate Senators

1.     Senators and Alternate Senators shall attend all regular monthly meetings as well as special or called meetings. Senators and Alternate Senators shall not exceed more than 3 absences.

a.     Elected Senators and Alternate Senators will be permitted to attend the Senate meetings during work hours. If the meetings take place during the employeeŐs regularly scheduled work hours, the employee will be given release time from their work duties to participate in the meetings. If the meetings occur at times other than the employeeŐs regularly scheduled work hours, the employee will be given release time equivalent to the time he or she spends in the Senate meetings.

 

b.     Senators and Alternate Senators will be expected to attend all regularly scheduled meetings. A listing of all meeting dates, locations, and times shall be provided by the Secretary of the Senate in advance of all meetings. All Senators and Alternate Senators need to subscribe to Announce to receive information regarding meeting dates, locations, and times provided by Secretary. After a Senator or Alternate Senator misses one (1) meeting, the Chair or his/her designee shall contact the Senator or Alternate Senator with a copy to the Executive Committee and the Associate Vice Chancellor for Human Resources reminding the Senator or Alternate Senator of attendance requirements. After a Senator or Alternate Senator misses two (2) meetings, the Chair or his/her designee shall send a letter to the Senator or Alternate Senator with a copy to the Senator or Alternate SenatorŐs supervisor, the Executive Committee, and the Associate Vice Chancellor for Human Resources describing the SenateŐs attendance requirements. After a Senator or Alternate Senator misses three (3) meetings, the Senator or Alternate SenatorŐs membership standing shall be brought up at the next Senate meeting for consideration of removal from office due to excessive absences from meetings pursuant to section II.F. of By-Laws. A Senator should notify the Executive Committee via the Secretary in advance of an extended absence of three meetings or more and request an Alternate Senator serve in the SenatorŐs absence. With advance notice of an extended absence, the SenatorŐs absences of three (3) or more meetings will not be considered grounds for removal from office. An Alternate Senator should notify the Executive Committee via the Secretary in advance of an extended absence of three meetings or more. Another Alternate Senator shall not be requested to serve in the Alternate SenatorŐs absence.

 

2.     Senators and Alternate Senators shall serve on committees of the Senate. Senators may be elected as an officer of those committees.

 

3.     Senators and Alternate Senators shall make themselves known to their constituents, indicating how they can be contacted. They shall be willing to hear concerns, to receive information and suggestions, and to communicate these effectively to the Senate. In turn, Senators and Alternate Senators must keep their constituents well informed of the work of the Senate and matters that the administration wishes to communicate to the Senate.

 

D.    Terms of Office

One half of the Senate membership will be replaced each year through election and or the vacancy process. To accommodate this change, members will be given the opportunity to volunteer their seat on the Senate. If this does not result in enough vacated seats, then a lottery will be held. Any Senator who volunteers or is selected through the lottery to give up his/her seat may run again during the next election. If elected, he/she may serve two consecutive terms in office.

.

 

If an Alternate Senator does not fill a SenatorŐs vacated seat during the first year of service, the Alternate will automatically assume a vacated SenatorŐs seat in the respective Division at the next election. If the respective Division does not have a vacated seat, the Alternate Senator may seek a term in the next election. Term as an Alternate Senator does not count towards time served as a Senator. Serving in a SenatorŐs extended absence is not considered filling a SenatorŐs vacated seat. If an Alternate Senator fills a SenatorŐs vacated seat, the Alternate Senator shall serve the balance of the term of the vacated seat. Following the balance of the term of the vacated seat, the Alternate Senator may seek a term in the next election. If the balance of the term of the vacated seat is less than a year, the Executive Committee may extend the term of an alternate to a full term in that seat, with the approval of the alternate, to stagger the years of experience in a division or to ensure continuity in leadership if the alternate filling a vacated seat assumes role of Committee Chair-Elect.

 

E.   Vacancies

If a vacancy in a SenatorŐs seat should occur through termination of employment, change of Division, resignation from the Senate, or expulsion from the Senate, the SenatorŐs position shall be filled by the Alternate Senator with the next highest number of votes in that Division from the previous election. If there is a tie between two or more individuals with the next highest number of votes who are interested in filling the vacant Senator seat, there will be a runoff election within thirty (30) days of the occurrence. In the event that no one is available, the Vice Chancellor or designee of the respective Division may (at their discretion) appoint a Senator to serve in the vacant seat for the balance of the term.

 

If an Alternate Senator leaves the Senate through termination of employment, change of Division, resignation from the Senate, or expulsion from the Senate, the Alternate Senator position will not be filled.

 

If a vacancy in the Secretary or Treasurer positions within the Executive Committee should occur through termination of employment, change of Division, resignation from the Senate, or expulsion from the Senate, during a month that the Staff Senate is not scheduled to meet, the Executive Committee shall have the authority to appoint a Senator to serve in the vacant seat. The appointment will be affirmed by vote of the full Staff Senate at the next regular meeting.

 

F.     Removal from Office

The membership of the Senate may remove any elected Senator or Alternate Senator from office for nonperformance of Senatorial duties. A petition requesting such removal can be brought to the Executive Committee by a simple majority of the members of the Division. Expulsion for excessive absences from meetings does not require a petition from members of the Division. The Executive Committee will investigate the matter on a case-by-case basis and will recommend action to the Senate. The membership of the Senate will make the final decision through a secret ballot. A simple majority of those present and voting at a regular Senate meeting will carry the vote. Possible causes of expulsion shall include, but not be limited to:

1.     Failure to consistently report on activities of the Senate to the Division;

2.     Unavailability of the Senator to constituents; or

3.     Use of powers of the Senate, real or implied, to further personal causes that would be deemed a conflict of interest.

4.     Excessive absences from meetings (defined as missing more than three of the regular monthly meetings each academic year).

 

If a Senator or Alternate Senator meets one or more of the criteria above, that person will automatically be brought up to the Senate for removal from the Senate. A simple majority vote of those present by secret ballot will be required.

 

In certain cases, a Senator or Alternate Senator will not be eligible to serve in their role and will result in expulsion from the Senate without a vote from the Senate. Circumstances when a Senator or Alternate Senator will automatically be removed from the Senate without voting include:

1.     When the Senator or Alternate Senator receives an active disciplinary action or written warning for unsatisfactory job performance or unacceptable personal conduct;

2.     When the Senator or Alternate Senator transfers to another position outside of the Division where they were originally elected; or

3.     When the Senator or Alternate Senator separates employment with the University.

 

Once a Senator or Alternate Senator is removed from office they will not be eligible for election for a period of three years from the time of removal.

 

 

III.  Nominations and Elections Procedures

 

A.    Membership Committee

 

The Membership Committee shall handle the nomination and election process each year. The nomination and election process shall be from February through April. Senators begin their terms with the May meeting.

 

B. Nomination Procedure

  1. The Membership Committee will determine the staff members eligible for nomination.
  2. The Membership Committee will mail a nomination form to each SPA, Clinical Support Staff, and non-faculty EPA employee (hence forward referred to as the staff member) in a permanent position as of February 1st. The form shall identify the Division, the number of nominations allowed, and instructions for the return of the form (manner, date, time, and place).
  3. Each staff member within a Division may nominate the number of staff members eligible to be elected for his or her Division in that year.
  4. After the closing date of nominations, the Department of Human Resources shall certify the eligibility of the nominated staff members and shall notify the nominated staff members that their names will be placed on the election ballots. Each nominated staff member must agree to serve on the Senate before his/her name can be considered for a vote. Approval of the supervisor is also necessary before a nominated staff memberŐs name is placed on the ballot.

 

C. Election Procedure

  1. The election of Senators to the Senate shall be done through ballots mailed to the various departments on campus for posting.
  2. The Membership Committee will prepare the election ballots indicating the name of the Division, the names of the nominated staff members in alphabetical order, the number or Senators to be elected and instructions for voting.
  3. The Membership Committee will mail the ballots to each SPA, Clinical Support Staff, and non-faculty EPA employee eligible to vote within the appropriate Division.
  4. At the close of the elections, the Membership Committee will count the ballots.
  5. Senators will be selected based on the highest number of votes received. In case of a tie, there will be a run off.
  6. In the event the number of nominees is equal to or less than the number vacant seats, the nominee(s) shall be considered elected to the Senate by default.
  7. If the Division has more nominees than open seats, a maximum of five (5) Alternate Senators for each Division will be selected based on the next highest number of votes received. If the Division does not have more nominees than open seats, no Alternate Senators will be selected for that Division. In case of a tie for Alternate Senator(s), the Divisional Vice-Chancellor may appoint the Alternate Senator(s) from the tied nominees. Senators appointed will have full membership rights and status as ŇelectedÓ senators.
  8. The Membership Committee shall notify the newly elected Senators and shall make the results of the election known to the University community. The Membership Committee shall indicate which senators were elected through by-law III, C, 6 and/or appointed through by-law II, E.
  9. All elected Senators shall assume responsibilities at the first meeting of the Staff Senate, generally in May of each year.
  10. All records pertaining to the nomination/election process shall be stored with the Department of Human Resources for one year.

 

 

IV.   The Meeting Structure

 

The Senate will hold meetings on a monthly basis. The Secretary will post agendas electronically at least seven days in advance of each meeting. These meetings will last approximately 2 hours. The meetings will be open to the entire campus community. Only the elected Senators have voting rights. Individuals outside of the elected Senators must petition the Executive Committee at least one week prior to the regularly scheduled monthly meeting if they wish to speak at regular monthly meetings. Staff will be allowed to speak once the Chair recognizes them.

 

Minutes of each Senate meeting will be prepared by the Secretary and distributed electronically first, directly to each Senator, and then via the ÔANNOUNCEŐ and ÔANNOUNCE-Health Sciences DivisionŐ e-mail systems or in hard copy at the request of any employee to his or her Divisional Senator(s). In addition, a hard copy will be filed in the University Archives and an electronic copy sent to the Communications and Marketing Committee to be posted on the Staff Senate website.

 

RobertŐs Rules of Order for Parliamentary Procedures will be followed during all regularly scheduled meetings.

 

 

V.    The Committee Structure

 

A.    Executive Committee

 

1.     The Executive Committee will meet at least once a month outside the regular Senate meetings. This group will be responsible for developing the agenda for the upcoming Senate meeting.

 

2.     Members of the Executive Committee for the Senate will consist of the following:

á       The Chair – The Chair will conduct the Senate meetings and the Executive Committee meetings. Recognizing speakers and monitoring the agenda will be the primary responsibility of the Chair. The Chair will serve as a member of the Chancellor's Cabinet and attend all Cabinet meetings as scheduled by the Chancellor's Office.

á       The Chair Elect – The Chair Elect will participate in the Executive Committee. In the absence of the Chair, the Chair Elect will assume responsibility for running the Senate meetings. Chair Elect will serve as liaison between the Executive Committee and the Standing Committees. In this capacity, the Chair Elect will assist Standing Committees with recognizing goals and achieving objectives.

á       The Secretary – The Secretary will be responsible for recording and producing agendas for each Senate meeting. He/she will also be responsible for taking minutes of each of the Executive Committee meetings and the Senate meetings.

á       The Treasurer – The Treasurer will be responsible for the budget of the Senate. He/she will coordinate with the assigned Secretary for the Senate to get purchase orders cut, travel reimbursement, and treasurer vouchers filled. Also he/she will be responsible for working with the Standing Committees in regards of their budgets.

á       The Past-Chair - The previous year's Chair (Past-Chair) shall serve as an advisor and non-voting member to the Executive Committee. The Past-Chair shall also continue to serve as a member of the Staff Senate and a delegate to the UNC Staff Assembly.

á       Ex-Officio Advisor – The Associate Vice Chancellor for Human Resources will serve as a non-voting advisor to the Executive Committee.

 

3.     Election of Executive Committee

Members of the Executive Committee are elected by a majority vote of the Senators during a specified meeting, generally the May meeting of each year. Alternate Senators may not be elected to serve on the Executive Committee.

 

A new Senator may be nominated for the Chair Elect position.

 

A Chair Elect shall be elected annually. The elected Senator shall serve as the Chair Elect for one year. Following one year serving as the Chair Elect, the Chair Elect shall be recognized as the Chair for the following year during the meeting when the elections for the other Executive Committee positions are conducted. The term of the Senator serving as a Chair Elect may be extended for one-year to serve as Chair, if necessary. The Chair shall serve for one year.

 

The term of a Senator serving as Chair Elect and then as Chair shall be a maximum of 5 consecutive years, a combination of two terms and a one-year extension serving as Chair.

 

Example 1: A Senator who has served as the Chair Elect in the second year of a first term and another year as the Chair for a total of 3 years may seek another term. Thus, the Senator has served a total of 5 years consisting consecutively of one term, one-year extension serving as Chair, and another term.

 

Example 2: A Senator at the end of the first year of a second term may be elected to the Chair Elect position. The Senator shall serve as the Chair Elect for second year of a second term. The membership of the Senator shall be extended for another year to serve as Chair. Thus, the Senator has served a total of 5 years consisting of two consecutive terms and one-year extension serving as Chair.  

 

If a vacancy in an Executive CommitteeŐs position should occur through termination of employment, change of Division, resignation from the Senate, or expulsion from the Senate, the Senate shall hold another election to fill the Executive Committee memberŐs position. If another member of Executive Committee is elected to fill the vacated Executive Committee memberŐs position, the Senate shall hold another election to fill the created vacated Executive Committee memberŐs position.

 

4.     Other

 

The Executive Committee is responsible for reviewing the By-Laws of the Staff Senate annually. The Executive Committee is responsible for recording each resolution approved by the Staff Senate and updating the By-Laws as necessary. The Executive Committee is responsible for obtaining the ChancellorŐs approval of resolutions as necessary.

 

5.   The past-Chair, Chair, and Chair-elect shall serve as delegates to the University of North Carolina Staff Assembly. The term of office for the delegates is one year for the past-Chair, two years for the Chair, and three years for the Chair-elect. Vacancies shall be filled using established procedures for filling vacancies on the Executive Committee and the newly elected officer shall complete the un-expired term of the position in which elected to serve. Two Alternate delegates to the UNC Staff Assembly will be selected by the full Staff Senate during the May meeting.

 

B.    Membership Committee

This Committee is comprised of at least one Senator from the Executive Committee, at least one Senator from each of the Standing Committees, and an ex-officio from the Department of Human Resources. The Chair of the Membership Committee shall be selected from the members. The Membership Committee shall oversee the nomination and election process each year. This Committee may also assist with membership issues including addressing members not attending meetings and assigning alternates to assume vacated Senate seats.

 

C.    Standing Committees of the Senate

When special needs arise, there may be ad hoc committees appointed by the Executive Committee in order to work on special projects. As appropriate, any existing Committees functioning at ECU may be incorporated into the committee structure of the Senate. The Associate Vice Chancellor of Human Resources will appoint ex-officio members to Standing Committees as he/she sees fit. Standing Committees of the Senate will include:

Communications and Marketing Committee

Diversity Committee

Human Resources Services Committee

Rewards and Recognition Committee

Action Committee

 

1.     Election of the Committee Chair and Chair Elect

The Committee Chair Elect for each Standing Committee of the Staff Senate is elected by majority vote of the members of the Standing Committee during a meeting specified by the Executive Committee, generally the May meeting of each year.

 

The Chair Elect must be serving in the first year of their term.

 

A Committee Chair Elect shall be elected annually. The elected Senator shall serve as the Committee Chair Elect for one year. Following one year serving as the Committee Chair Elect, the Committee Chair Elect shall be recognized as the Committee Chair for the following year during the meeting when the election for the Committee Chair Elect The Committee Chairs for each Standing Committee of the Senate are elected by a majority vote of the Senators at the May meeting of each year. Alternate Senators may not be elected to serve as Committee Chairs.

If the Chair Elect is moved into the Chair Position during the middle of the first year of their term, the Chair Elect will continue to serve as the Chair in the second year of their term.

 

2.     A petition requesting removal of a Senator from Committee Chair position can be brought to the Executive Committee by a simple majority of the members of the Standing Committee. The Executive Committee will investigate the matter on a case-by-case basis and will recommend action to the Senate. The membership of the Senate will make the final decision through a secret ballot. A simple majority of those present and voting at a regular Senate meeting will carry the vote. Possible causes of removal shall include, but not be limited to:

1.     Failure to lead Standing Committee in role as Committee Chair;

2.     Failure to consistently report on activities of the Standing Committee to the Senate;

3.     Unavailability of the Senator to constituents; or

4.     Use of powers of the Senate, real or implied, to further personal causes that would be deemed a conflict of interest.

 

Removal of a Senator from a Committee Chair position does not affect the SenatorŐs membership in the Senate unless the reasons for removal from a Committee Chair position reflect the SenatorsŐ nonperformance of Senatorial duties pursuant to section II.F. of By-Laws.

 

If a vacancy in a Committee ChairŐs seat should occur through termination of employment, change of Division, and resignation from the Senate, expulsion from the Senate, or removal of Senator from Committee Chair position, the Committee ChairŐs position shall be filled by the Committee Chair Elect.

 

3.     Roles of the Standing Committees

a.     Communications and Marketing Committee: This committee works to devise effective strategies to educate employees on the mission and capability of the Staff Senate, topics of interest to employees and policies that affect employees. The Communications and Marketing Committee is responsible for the maintenance of the Staff Senate website, located at http://www.ecu.edu/staffsenate .

b. Diversity Committee: This committee examines and recommends strategies to improve the diversity of the workforce.

c. Human Resources Services: This committee provides advisory input on all issues related to employee policies, compensation and benefits.

d. Rewards and Recognition Committee: This committee will assist with recognition programs for staff. Additional duties shall include, but are not limited to:

i.      Setting the parameters of the Computer Loan Program.

ii.     Review pending applications for the Computer Loan Program.

iii.   Team with the Communications Committee to market the Computer Loan Program.

iv.    Compile and analyze a survey of Computer Loan Program users.

e. Action Committee: This committee works to address projects, issues and task assigned by the Chancellor, University Officers, and other organizations requiring frequent meetings and a large amount of coordination.

 

D.    Staff Senate support of the Grievance and Appeal Policy for Employees Subject to the Personnel Act (SPA)

1.   Staff Senate shall assist with the Grievance and Appeal Policy for Employees Subject to the Personnel Act (SPA) as outlined in the Human Resources policy statement #7 Employee Relations in the Business Manual.

2.   Human Resources will provide annual training on the SPA Discipline and Grievance Policies and Procedures to the members of the ECU Staff Senate.

3.   The Executive Committee will appoint an Employee Advocate from the members of the Staff Senate.

4.   Members of the Human Resources Services Committee shall serve on the Grievance and Appeal Committee as required to assist with the Step 3 Grievance Hearing process.

 

E.    Staff Senate support of the New Staff Seminars

Each Standing Committee shall assume responsibility for assigning members to lead the Staff Senate portion of the New Staff Seminars on both campuses. Human Resources Staff Development Specialist shall coordinate this effort with Executive Committee and the Committee Chairs.

 

VI.   Amendments

 

The Senate bylaws may be amended at any meeting of the Senate by a two-thirds (2/3) vote of the members present at the meeting.

 

A.   Policies and Procedures

The following is not intended to be an official part of the East Carolina University Staff Senate Bylaws, but a governing set of policies and procedures for the Senators to refer to as needed.

 

Effective 04-11-02: Chair and Director of Human Resources must approve Staff Senate travel. Senators and Alternate Senators must submit to the Secretary reasons for the travel and direct benefits to ECU and ECU staff. All cost will be kept to minimal levels and only a reasonable number of Senators or Alternate Senators will be approved to go.