Staff Council Bylaws
The University of Iowa, Iowa City, Iowa
Article I
Name
The name of this organization shall be the University Staff Council of
The University of Iowa.
Article II
Mission and Goals
The Council is an elected body which represents the following staff members:
1. Professional and Scientific
2. Merit Staff who are Supervisory Exempt
3. Merit Confidential
The goals of the Council are to:
1. Express the concerns of represented staff
2. Advocate changes or improvements for represented staff
3. Advise the University Administration on policies affecting staff members
4. Inform constituents of the activities of the Council
5. Promote University relations within the community of Iowa City and the State of Iowa.
6. Interact and coordinate with Faculty Senate and Student Government.
Article III
Organization
* SECTION 1. The following categories of Personnel have membership on Staff Council unless represented by an exclusive bargaining agent. Membership on the Council is on the basis of a minimum of one representative for every 100 employees or major fraction thereof in each category.
Professional Administrative - representing both Administrative and Academic
Professional Health Care - representing both Health Care and Nursing Professional Research
Professional Research
Merit Supervisory Exempt/Confidential
* SECTION 2. The annual reorganization of the Council begins in November. The chair of the Council Elections Committee consults with University Human Resources to determine the current number of employees as of November 1 in each of the categories represented. If changed substantially, a report of the representation is presented to the Council in January for approval.
Article IV
Council News
Council information will be available to the Office of University Relations
for publication in the FYI and elsewhere.
Article V
Beginning April 1, 1999, the operational year of this Council shall be
from April 1 to the following March 31.
Article VI
Nominations
* SECTION 1. A committee shall be appointed according to Article XIV, which will oversee nominations to the Council. This Committee shall be known as the Elections Committee.
* SECTION 2. Council shall solicit nominations for Council membership in the January issue of The University of Iowa newsletter, the FYI.
* SECTION 3. Nominations for each category shall be sent to the Elections Committee of the University Staff Council no later than February 8. Employees have the privilege of self nomination. Nominations shall include a brief description of the candidate's qualifications, occupation, past and present service to the University, consent to serve and the candidate's reason for seeking election to the Council.
* SECTION 4. Those eligible for nomination shall be permanent employees of the University, either full time or part time, who are classified as Professional and Scientific Staff, or Merit System Staff who are exempt from collective bargaining because of supervisory or confidential status.
* SECTION 5. Terms of Council membership shall be three years unless a vacated term is being completed, or Vice President/President Elect is in the last year of his or her Council term, in which case this member's term is extended an additional year in order to assume the President's duties.
* SECTION 6. Council members shall serve no more than two consecutive elected three-year terms. Reelection can be sought after a one year leave.
Article VII
Elections
* SECTION 1. Ballots shall be prepared and sent through campus mail by Elections Committee to all employees in represented categories by February 25 with a deadline date for their return two weeks later. The ballots shall include a "return" envelope.
* SECTION 2. The names of all eligible nominees shall be placed on the ballot, along with a brief description of each candidate's background.
* SECTION 3. Following the deadline date, the ballots shall be opened and counted by the Council Elections Committee. Additional help from outside the Council may be identified by the Elections Committee for opening envelopes. Results of the election shall be given to the Secretary of the Council who will make the results a part of the permanent Council file.
* SECTION 4. In case of a tie, the winner shall be chosen by lot.
* SECTION 5. The Council Secretary shall send a note to the elected members congratulating them on their election to the Council and inviting them to attend the next meeting.
* SECTION 6. The chair of the Council Elections Committee will mail election results to each candidate's home address. The results will include the summary of the total number of votes received by each candidate within his or her category.
* SECTION 7. Any candidate listed on the Council official ballot for annual election may challenge the accuracy of the final count of votes. He or she may ask for a recount of the ballots from his or her areas of representation within seven days of the date of mailing of the summarization of votes. Said challenge must be presented in writing and delivered in person or via first class mail to the chair of the Council Elections Committee.
* SECTION 8. An authorized recount of election ballots shall be performed by an impartial third party selected by University Personnel Services, the candidate requesting the recount, and a delegated member appointed by the Council.
* SECTION 9. Eight days following the date of mailing of the vote summarization or resolution of vote challenge, all ballots shall be disposed of appropriately. This shall be done by the Secretary of the Council and the chair of the Council Elections Committee.
* SECTION 10. All newly elected Council members will begin their term April 1, effective April 1, 1999. During the transition year 1999 when the fiscal year changes from July 1 to April 1 the term of office for Council members in their last year shall run through June 30. Effective 2000 term of office will run concurrent with the fiscal year for all Council members.
* SECTION 11. In the event that a member of the Council changes positions within the University, the member continues to serve on the Council as follows:
1. To the completion of the term if the member's new position with the University is in the same category in which they were elected.
2. Until the following March 31 if the member's new position is in a category which is different from the one in which elected.
Article VIII
Officers
* SECTION 1. The officers of this Council shall be a President, Vice President/President Elect, Secretary, and Past President.
* SECTION 2. Nominations for the officers of Staff Council shall be made at the February meeting. The officers shall be elected by the Council by paper ballot at the March meeting. Prior to the elections, the candidates will be encouraged to make oral or written comments regarding their candidacy. The President and Vice President/President Elect must have served the immediately preceding year on the Council prior to the time he or she will hold office.
* SECTION 3. Effective April 1, 2000, all officers of the Council shall assume their duties April 1.
* SECTION 4. If the office of President becomes vacant, the Vice President/President Elect shall become President for the remainder of that term and assume the office of President the following year. If the office of Vice President/President Elect becomes vacant, a Vice President/President Elect shall be elected from the Council membership to serve the remainder of the term, and assume the office of President the following year. If there is both an acting President and acting Vice-President, the acting President shall assume office of President the following year. If the Office of Secretary becomes vacant, the President shall appoint an Acting Secretary from the Council membership for the remainder of the term.
Article IX
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:
a) Perform such duties as usually pertain to the office of President.
b) Preside at all meetings of the Council, Executive Committee and Goals Committee.
c) Convene Goals Committee to appoint Council members to all internal committees. These appointments are subject to the acceptance of the members so appointed.
d) Submit appointments or recommendations for representation on University committees, with Council approval, for University confirmation.
e) Prepare an Agenda for each meeting.
f) Prepare the Annual Report for the President of the University for presentation at the meeting in April.
g) Appoint a President pro tem in the event of the absence of the President and Vice President/President Elect.
h) Submit Council recommendations to appropriate University officials.
i) Serve on the Staff Budgetary Planning & Review Committee.
* SECTION 2. The Vice President/President Elect shall:
a) Perform the duties of the President in the absence of the officer.
b) Perform such duties as the President shall designate.
c) Assume the office of President the following year.
d) Serve on the Staff Budgetary Planning & Review Committee.
e) Maintain a current comprehensive description of each internal committee that details mission, scope, annual projects, terms, and any other information that would be useful to future council members.
* SECTION 3. The Secretary shall:
a) Be responsible for minutes for meetings of the Staff Council, Staff Council Executive Committee, and Staff Council Executive Committee with the University President.
Be responsible for the Staff Council meeting attendance roster.
b) Send a note to the elected members congratulating them on their election to the Council and inviting them to attend the next meeting. Eight days following the date of mailing of the vote summarization or resolution of vote challenge, dispose of all ballots appropriately.
c) Serve on the Mary Jo Small Fellowship Award Committee.
d) Assume duties of office manager in that person’s absence.
e) Conduct correspondence, as necessary.
* SECTION 4. The Past President. The Past President shall:
a) Chair the Staff Budgetary Planning & Review Committee or shall appoint a designee from the Budget Committee’s current membership.
b) Serve a second year on the President’s Council on Strategic Implementation (first year as President)
c) Oversee selection of Peer Support/Referral Committee members
Article X
Executive Committee
* SECTION 1. Voting members shall include the President, Vice President/President Elect, Secretary, and four other members elected at the April meeting. The President may choose to include the Past-President as an ex-officio, non-voting member on an as-needed basis.
* SECTION 2. The term of office for elected Executive Committee members shall be one year. After being elected to the Executive Committee for two consecutive years, an individual must remain off the Executive Committee for one year. The time spent on the Executive Committee by individuals who are the officers of the Council does not apply towards the election term restrictions.
* SECTION 3. There shall be no restriction as to length of Council membership to be eligible for Executive Committee.
* SECTION 4. The Executive Committee is charged to formulate goals and direction for Council activities and advises and assists the officers of Council in carrying out the responsibilities of their office.
* SECTION 5. The Secretary shall prepare minutes of all Executive Committee meetings as part of Council records and distribute them to Council members.
* SECTION 6. Executive Committee meetings are called and chaired by the Council President not less frequently than every two months.
Article XI
Meetings
* SECTION 1. Meetings shall be held monthly except August.
* 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 (1) members of the Council, (2) the President of the University or a personal representative designated by the President
of the University, (3) Vice President of Finance and Operations of the University, (4) Director of Human Resources and Senior Associate Director of
Human Resources of the University and/or a personal representative designated by this person, and (5) 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. Council members missing more than three of the regularly scheduled meetings during the year shall 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 the Council member missing
three meetings, and shall notify the Executive Committee of a Council member missing five meetings.
Article XII
Quorum
In order to transact business, a quorum of one more than one-half the
Council members must be present. To carry a motion, affirmative votes
must be cast by one more than one-half of those voting.
Article XIII
Vacancies
In the event of a Staff Council 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 as a potential nomination for
replacement. The Elections Committee will then ask the Staff Council members
for open nominations from the floor. After review of all nominated candidates,
the Elections Committee will make a recommendation to the Executive Committee
of two (2) staff for each vacancy. The Executive Committee will then be
responsible to complete final selection of a new member to serve the remainder
of the vacant term until it expires.
Article XIV
Staff Council Committees
Council members are expected to actively serve on at least one ad hoc,
internal committee or the Executive Committee. The Goals Committee shall
appoint Council and non-Council staff members to the internal committees.
The Executive Committee shall designate a chairperson for each internal
committee with the exception of the Budgetary Planning and Review Committee
whose chair is the immediate Past President. At the discretion of the
chair, committee members may be removed from the committee for non-attendance.
The internal committees and their respective charge(s) shall be:
Budgetary Planning and Review Committee:
Purpose: To promote overall budget planning and advise the central administration on University resource acquisition and allocation in a manner that is consistent with the institution’s strategic plan and the concerns of staff.
Scope of Concern:
1. Gather input from constituency about needs and concerns of staff regarding budget.
2. Meet, as appropriate, with the Vice-President of Finance to discuss budget issues of specific concern to staff.
3. Meet regularly as staff representatives with the joint faculty/staff budget committee to discuss budget planning.
Membership: (As defined by the UI Faculty Senate/Staff Council budget committee document.)—Seven members to be appointed by the Staff Council Executive Committee; consideration shall be given to the appointment of the past-president, current president and president-elect (or vice-president) of Staff Council, as well as persons who have formerly served in those positions. Members of this committee will also be members of the University of Iowa Faculty Senate/Staff Council Budget Committee. At least one member may be a non-Staff Council member.
Members shall be appointed for a term not to exceed three years. Reappointment is permitted; however, no person may serve for more than six consecutive years on the committee. SC Executive Committee will solicit nominations at the June SC meeting. Decisions will be announced at the August Executive Committee meeting. Term of office will be from September to August.
Bylaws/Policies & Procedures Committee:
Purpose: To review, facilitate discussion and make recommendations regarding
bylaw revisions and policy statements.
Scope of Concern:
1. Review bylaws and recommend amendments that are appropriate and consistent with current bylaws and support from concerned constituency.
2. Send approved bylaw changes to University Relations office to be incorporated into the Operations Manual (web version and paper version.)
3. Review proposed policies or revisions of policies for appropriateness, consistency with current University policies and adequate support from concerned constituency.
4. Act as parliamentary advisory in order to maintain productive Staff Council meetings
Membership: Open to any Staff Council members. If available a non-Council member may be included to act as an expert or advisor on Bylaws and/or University policy.
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 in conjunction with the University of Iowa Affirmative
Action policies. To find and recommend replacements for the various committees
as unscheduled openings occur. Candidates shall be recommended without
regard to classification except in the case of the Funded Retirement and
Insurance Committee whose membership is restricted to those staff members
not covered by a bargaining agreement.
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 Staff 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.
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 which would make these educational
opportunities available to the Staff.
Scope of Concern:
1. Supports the Mary Jo Small Staff Fellowship.
2. Selects recipients for Staff Council Tuition Scholarship Program.
3. Organize and present the orientation for new Staff Council members.
4. Works closely with Staff Development to provide staff with professional development opportunities.
Membership: The committee consists of a minimum of 4 Council members and the Coordinator of The University of Iowa Staff Development Office.
Elections Committee:
Purpose: To solicit candidates for vacant seats on the Council, Council
office of President, Vice President/President Elect and secretary, and
Executive Committee; and to carry out elections in accordance with Council
bylaws. Results of the election shall be given to the Secretary.
Scope of Concern: Refer to Article VI and VII.
Membership: Staff Council members not seeking re-election may serve on the Elections Committee.
Goals Committee:
Purpose: To review goals and timetables of internal 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 internal committees each year.
2. Determine specific yearly goals of the Council.
Membership: The Committee consists of all internal committee chairs and the Council Officers. The Council President serves as Goals committee chair.
Governmental Relations Committee
Purpose: Primary responsibility for developing and improving the staff relationship with the government of the State of Iowa.
Scope of Concern:
The committee is also authorized to take responsibility for any other issues referred to it by Staff Council that may involve staff's relationship to other governmental bodies, the Office of Governmental Relations, and other units on campus. The Governmental Relations Committee provides a mechanism for staff to support The University of Iowa's on-going efforts to build strong ties with external constituencies.
Membership: The committee shall be composed of the Staff Council President, President-elect, Past President, and three members appointed for two-year staggered terms. The chair of the committee shall be selected by the Executive Committee and shall be one of the members who hold two-year terms. The committee will work closely with a liaison from the Office of Governmental Relations.
Human Resources Committee:
Purpose: To refine and develop UI policy and procedure central to the
human resource needs and concerns of P&S and non-organized merit staff
in order that it may advise Central Administration in these matters.
Scope of Concern:
The issues that may be addressed include but are not limited to the following:
furlough, temporary status
retraining, professional development, recognition
reallocation of staff due to organizational change
job reclassification and review
workplace safety
compensation
performance appraisals
staff benefits
Membership: Committee membership is a two-year term with a maximum of
three back-to-back terms. The chair and vice-chair of the committee will
be members of staff council. At least three members of the committee will
be non-council members and the majority of the committee members will
be staff council members. Non-council members should have first hand experience
in working with human resource issues of concern to P&S and non-organized
staff.
Merit Supervisory Exempt/Confidential Committee:
Purpose: To develop, review, facilitate discussion and make recommendations
concerning issues of Merit Supervisory Exempt/Confidential Staff.
Scope of Concern: The issues that may be addressed include but are not limited to the following as they apply to Merit Supervisory Exempt/Confidential personnel:
1. Review policies and practice relative to MSE/C colleagues.
2. Foster inclusion of MSE/C Staff on all recommendations from Council where it is equitable.
3. Meet with MSE/C constituents at least twice per year.
Membership: Committee consists of MSE/C staff on Council. At least one other Council member, not MSE/C is encouraged to sit on this committee.
Staff Council Diversity Committee
Purpose: To promote diversity awareness and recommend ways to increase
diversity and inclusion of all staff on campus in conjunction with the
University of Iowa "Core Values," Institutional Goal #5 which
strives for a "culturally diverse and inclusive university campus."
Scope of Concern:
1. Develop programs throughout the year to promote diversity awareness, including the annual Staff Council Martin Luther King Celebration.
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/programs.
3. Disseminate information to staff council concerning diversity programs and current activities and 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.
Membership: Open to any Staff Council member and a representative from each diversity committee on campus.
University Relations Committee:
Purpose: To foster communications of Council activities to the University
community, and promote public relations between the Council and the media.
Scope of Concern:
1. Assist with public relations activities and reporting Staff Council events.
2. Coordinate the nomination, election, selection and notification procedures of the University of Iowa Staff Excellence and Board of Regents Staff Excellence Awards.
3. Distribute information about the award winners. Notify Staff Benefits (for clock engraving) and University Communications and Outreach and President's Office of winners.
4. Support Retirement Reception, as appropriate.
5. Use News & Views to announce elected Council representatives for each category.
Membership: There are no restrictions on membership of this committee.
Web Advisory Committee
Purpose: The UI SC Web Advisory Committee will provide web-ready documents and files for the Staff Council Office Manager who will administer the password and index page of the Staff Council Home Page. It is expected the SC committee members will create the necessary html files, which the SCOM will then place on-line. This committee will work with the SCOM in the design and ongoing updates of the SC web page.
Membership: There are no restrictions on membership of this committee.
Article XV (Added to UI Staff Council Bylaws 11/15/99)
Peer Support/Referral Program*
*On advice from the University Counsel, Mark Schantz, this section shall remain in its entirety as part of the Staff Council Bylaws for as long as this program is active.
Purpose: To assist non-bargaining professional/scientific and non-bargaining merit staff in identifying rights and privileges according to UI employment-related policies by suggesting appropriate sources for such information.
Organization: It is proposed that Staff Council will amend its by-laws to establish a Peer Support/Referral Committee, composed of five (5) members for the purpose described above. Staff Council officers and members will be encouraged to refer inquiries from employees to any individual member of the committee. Members of the committee are not required to be, but may be, members of Staff Council.
Terms of service for Peer Support/Referral Committee members will be limited to 2 years, with the option of completing two consecutive terms (4 years total). Selection of members shall be by the Staff Council Executive Committee as described below in "How to apply…." The Staff Council Executive Committee shall also select one (1) member to serve as Chair for a term not to exceed the member's term. The Chair of the committee shall maintain a system to track anonymously the type of inquiry or problem involved to assist Staff Council in identifying problems or trends which might warrant review of University policy by Staff Council. No names or specific cases will be identified or maintained.
A joint letter requesting reasonable release time from departmental duties to carry out duties as a Peer Support/Referral Committee Member will be sent by the Staff Council Executive Committee and a Human Resources administrator to the supervisor of each individual chosen. The committee will meet as a group only at the beginning and end of each year, and otherwise as needed.
Responsibilities of Peer Support/Referral Committee Members:
1. Assist staff members one-on-one (not as a committee) with problems
relating to their employment at The University of Iowa.
2. Maintain confidentiality of all concerned.
3. Support staff member by listening carefully, asking clarifying questions,
assessing needs for information and guidance, consulting UI policies
and procedures, and contacting, directing, and/or accompanying staff member to appropriate authorities or offices as necessary.
4. Provide advice concerning fact-gathering and direct the staff member to relevant documents, appropriate policies and procedures, and
offices, e.g., UI Operations Manual, Ombuds Office, Faculty/Staff Services, Family Services, Mediation Service, Affirmative Action, etc.
Qualifications of Peer Support/Referral Committee Members:
Required:
1. Minimum of 2 years current employment at University of Iowa in a non-bargaining
professional/scientific or non-bargaining merit position.
2. Familiarity with The University of Iowa Operations Manual, UI policies
and procedures and UI administrative and staff assistance offices.
3. Experience and/or training in critical listening and communication
skills such as may be gained from mediation training or workshops related
to verbal communications skills.
Desired:
1. Experience in service to staff and the university by participation
on the UI Staff Council, various university charter and non-charter
committees, or in some other capacity directly related to non-bargaining professional/scientific or non-bargaining merit staff or equivalent
experience.
How to apply to serve as Peer Support/Referral Committee Member:
Potentially qualified committee members will be identified by the Staff
Council Executive Committee from a list of volunteers from Staff Council
or volunteers suggested by Staff Council members. Those initially identified as qualified who are interested in serving will be asked to submit a
letter to the Staff Council immediate past-president stating their qualifications and reasons for wanting to serve as a Peer Support/Referral
Committee member. Peer Support/Referral Committee members will be selected based on their letter and a personal interview with
representatives from the UI Staff Council Executive Committee and a representative from the UI Office of Human Resources.
Campus Notification of Peer Support/Referral Program:
· Staff Handbook
· Staff Council Web Page
· HR Web Page link
· New Staff and Faculty Orientation
· Referrals from Ombuds Office, Women's Resource and Action Center,
and other groups;
· Posters displayed around campus
· News and Views UI Staff Council newsletter
· FYI
· Other sources to be identified
Article XVI
Parliamentary Authority
The rules contained in the current edition of Robert's Rules of Order
Newly Revised, shall govern all proceedings of the Council.
Article XVII
Amendments
These bylaws may be amended at the regular monthly meeting of the Council
by a two-thirds vote, provided that the amendment has been introduced
to the Council at the previous regular meeting.
Article IX, Duties of Officers, Secretary duties revised, March 2002
Article IX, Duties of Officers, Past President duties revised, January 2002
Article VIII, Section 3, revised to simplify beginning of term of office, December 2001
“Election Committee” replaced with “Elections Committee” throughout Bylaws, December 2001
Article V, Revised to clarify “operational” year, November 2001
Move Bylaws Revisions to end of Bylaws document, November 2001.
Article XIV, University Relations Committee description revised, December
2000
Article XV: Peer Support Program, created from Article X, Section 7, December,
2000
Articles XV and XVI renumbered to Articles XVI and XVII respectively,
December 2000
Article XIV revised to include a Web Page Advisory Committee, December
2000
Article XIV, Committees alphabetized, December 2000
Article I, Name, deleted "hereafter referred to as Council,"
October, 2000
Article VII, Elections, Section 1 revised October, 2000
Article XIV, Governmental Relations Committee added, October, 2000
Article III, Organization, Section 1, revised October, 2000
Articles VI-XVI, corrections made, October, 2000
Article XIV revised January 21, 1999
Article X. Section 7 Added to UI Staff Council Bylaws 11/15/99
Article XIV revised November 11, 1998
Article III, Section 1 revised December, 1998
Article III Section 2, Article VI Section 1, Article VII Section 10 and
Article VIII Section 3 revised September, 1998
Article V revised May, 1998
Article VI Section 1 revised May, 1998
Article VII Sections 1, 10 revised May, 1998
Article VIII Sections 3 revised May, 1998
Article IX Sections 1, 2, and 3 revised May, 1998
Article X Sections 1 revised 7 deleted May, 1998
Article XIV revised May, 1998
Article VII Section 3 revised Sept. 12, 1997
Revised February 13, 1997