Employee Advisory Council

Transcription

1 Emplyee Advisry Cuncil Cnstitutin and By-Laws Preamble The administrative and staff members f the Jacksnville University cmmunity, having sincere interest in and cncern fr the gals, purpses, and functins f the University, and seeking active representatin and invlvement f administratin and staff in the affairs and missin f the University, hereby establish this cnstitutin and by-laws fr Jacksnville University Emplyee Advisry Cuncil. ARTICLE I. Names The name f this rganizatin shall be Jacksnville University Emplyee Advisry Cuncil, hereinafter referred t as the "EAC" r "the Cuncil." This rganizatin represents emplyees f Jacksnville University, herein after referred t as "the University." ARTICLE II. Purpses and Missin The EAC is the representative rganizatin fr staff and administrative emplyees f Jacksnville University, and serves as a frum thrugh which members f the staff and administratin can express, discuss, and exchange ideas relevant t University emplyees. The EAC shall: Act in an advisry capacity t the University administratin and gvernance structure n issues f cncern t staff and administrative emplyees. Gather input, make recmmendatins, and ffer pinins n plicy issues. Request fficial interpretatin and clarificatin n issues. Serve as a vehicle fr staff participatin in campus gvernance. Wrk t imprve general cmmunicatin n campus. 1

2 The Emplyee Advisry Cuncil shall wrk t prmte a campus envirnment that: Recgnizes emplyees are valuable assets and need t be treated ethically, mrally, and respectfully. Cllabrates with all members f the rganizatin, s that input f its staff will be understd befre a final decisin is made. Encurages campus participatin. Encurages persnal develpment. Acknwledges each ther's diversity and the cntributins we all make. Will wrk with enthusiasm and pride, s that JU stands strng. Cnduct business in the best interests f the University. Understand the imprtance f the grup gal, while cnstantly in the midst f individual tasks. Is characterized by straightfrwardness, hnesty and reliability. The Cuncil is nt vested with binding authrity, but serves t prvide input and recmmendatins t the University regarding staff interests and cncerns as they bear upn the life and peratin f this University. Sectin A. Types and Number f Members 1. Elected Representatives ARTICLE III. Membership There shall be tw categries f EAC representatives: 1) Administrative Emplyees 2) Staff Emplyees Bth administrative and staff representatives shall be elected frm each University Divisin, including: 1) Enrllment Management/Student Life 2) Finance/ Administratin 3) Institutinal Advancement 4) Academic Affairs 5) Athletics The number f administrative and staff representatives frm each area shall be determined at a rati f ne representative t twenty emplyees. Staff representatin frm Athletics and Institutinal Advancement shall be cmbined, due t the small number f staff members emplyed in these areas. The President's Office staff will be cnsidered part f the Institutinal Advancement staff. The number f representatives frm University Divisins shuld be evaluated annually t ensure accurate representatin and t accmmdate fr changes in the University's administrative structure. 2. Ex-Offici Members Ex-Offici Members f the EAC shall be the immediate Past Chair and the Directr f Human Resurces. The Directr f Human Resurces shall serve as a permanent ex-ffici member. 2

3 3. Participatin f Frmer Members and Officers At the discretin f the Executive Cmmittee, frmer members may participate in new r nging business. Frmer members shall nt have vting privileges nr serve as an fficer r cmmittee chair. Sectin B. Eligibility All EAC Representatives must have cmpleted ne year f cntinuus full-time service t the University, effective April 30 f the electin cycle, and be currently classified as regular, full-time staff r administrative emplyees. Faculty, Deans and University Vice Presidents are nt eligible. Sectin C. Respnsibilities The respnsibilities f EAC representatives shall be: 1) Express a willingness t serve in terms f time and cmmitment t the rganizatin; 2) Attend all scheduled Cuncil meetings; 3) Sit n at least ne standing Cuncil cmmittee; 4) Cmmunicate t emplyees within their specific University Divisin abut their rle and respnsibilities as an EAC representative. Members wh miss mre than tw meetings in a semester are asked t recnsider their cmmitment t the Cuncil. Sectin D. Terms f Membership 1) Terms f representatives shall cmmence n July 1and expire n June 30. 2) The term f service shall be fr tw (2) years. Terms shall be staggered t permit electin f apprximately ne third f the EAC each year. 3) Representatives may serve a maximum f tw cnsecutive terms and may be re-elected as a representative after a ne-term break in service. Under extenuating circumstances, a Representative may serve a third term at the discretin f the Chair. 4) The term f membership fr an ex-ffici member shall be as lng as the individual hlds the qualifying psitin. Sectin E. Resignatins A representative r fficer wishing t resign frm the Cuncil shall submit his/ her resignatin in writing t the Chair. Sectin F. Changes in Emplyee Psitin Status Shuld an EAC member's jb classificatin and/ r University Divisin change while serving as a member, the representative r fficer shall be allwed t cmplete the year, until June 30th. 3

4 The representatin frm all University Divisins shall be reevaluated, and electins held t fill any vacant psitins. Sectin G. Remval f Representatives EAC representatives may be remved frm their elected psitin by a three-furths vte f the Cuncil membership. ARTICLE IV: Meetings Sectin A. Regular meetings The Cuncil shall hld regular meetings n a mnthly basis, thrughut the year. Such meetings shall be pen t the EAC representatives, fficers, ex-ffici members, and any guests invited by the Executive Cmmittee. Sectin B. Special meetings A special meeting may be called by the Executive Cmmittee r by a simple majrity vte f the Cuncil representatives. Sectin C. Qurum Qurum fr the EAC shall cnsist f fifty percent f the vting Cuncil membership plus ne additinal representative. Sectin D. Agenda The agenda fr regular and special meetings shall be prepared and apprved by the Executive Cmmittee, prir t such meetings. The Chair reserves the right t amend the agenda as needed. Sectin E. Open Frums An Open Frum, pen t all faculty, staff, and students f the University, shall be held during the Fall semester and the Spring semester. At such frums, the Cuncil shall reprt n the business f the Cuncil and slicit general input n University affairs frm the general staff and administrative ppulatin f the University. 4

5 Sectin F. Vting Decisins f the Cuncil will be passed by a simple majrity vte f the Cuncil members in attendance. Vting n mtins and issues brught befre the Cuncil shall be by hand vte, unless a Cuncil representative r vting fficer requests written ballts in the matter. Sectin G. Minutes The Recrding Secretary is respnsible fr recrding and distributing minutes t all EAC members. Unapprved minutes f Cuncil meetings shall be distributed t members prir t the next meeting f the Cuncil. Minutes shall be apprved at the next regularly scheduled meeting f the Cuncil. Sectin A. Electin f Officers ARTICLE V. Officers Sectin B. Officers 1. Chair Serves as chief Cuncil fficer Presides ver all regular and special meetings f the Cuncil Represent EAC t University cnstituencies and speaks fficially fr Cuncil Lead Cuncil meetings Annually appints chairs f the standing cmmittees in cnsultatin with the Executive Cmmittee Chairs the EAC Executive Cmmittee Serves as Cuncil liaisn t the Faculty Assembly Serves as immediate Past Chair upn cmpletin f term as active chair Vtes n all matters brught befre the Cuncil as a regular member 2. Vice-Chair (Chair-Elect) Serves as Cuncil Chair in absence f chair Advises and cunsels the chair n executive respnsibilities Vtes n all matters brught befre the Cuncil as a regular member Serves as Chair upn cmpletin f term as active Vice-Chair 3. Past-Chair Serves the EAC and Executive Cmmittee in an advisry capacity as an "ex-ffici" member, if his/ her elected term f service has expired. 5

6 4. Recrding Secretary Recrds and distributes minutes f Executive Cmmittee and all Cuncil meetings Maintains minutes, recrds, and reslutins f the Cuncil Receives and files all cmmittee reprts Recrds all vtes f the Cuncil Assures that each Cuncil member has a cpy f the current Cnstitutin and By-Laws and an updated membership rster Distributes Cuncil meeting schedules and makes necessary arrangements fr all Cuncil meetings and activities Vtes n all matters brught befre the Cuncil as a regular member Sectin C. Officer Psitin Vacancies When a vacancy ccurs in the ffice f Chair, the Vice Chair shall immediately becme Chair fr the remainder f the Cuncil year as well as the fllwing year. When a vacancy ccurs in the ffice f Vice Chair r Recrding Secretary, a special electin shall be held immediately t fill the psitin(s), as set frth in Article V, Sectin A. Sectin D. Executive Cmmittee The fficers shall tgether cnstitute the "Executive Cmmittee" f the Cuncil. The Executive Cmmittee shall meet prir t all regular Cuncil meetings t establish the agenda fr the upcming meeting. Sectin E. Remval f Representatives EAC fficers may be remved frm their elected psitin by a three-furths vte f the Cuncil membership. Sectin A. Call fr Nminatins ARTICLE VI. Electins The prcess fr the electin f EAC Representatives will begin in June with the request fr nminatins. A ntice requesting nminees will be sent t emplyees in University Divisins where representative vacancies have been identified. Everyne nminated t run as an EAC Representative shall be cntacted. N name shall be listed n the fficial ballt withut the cnsent f the nminee. Sectin B. Ballting and Vting The electin will be cnducted during the early part f July. A ballt sheet cntaining the names f persns nminated within a specific divisin and a vting deadline will be sent t the relevant staff in that area. EAC Representatives shall be elected by a majrity vte f the staff in the specified area wh return their ballt by the stipulated deadline. 6

7 Sectin C. Vte Tabulatin The Nminating Cmmittee will tabulate vtes. Sectin D. Electin Results Once tabulated, electin results shall be annunced t the University cmmunity. Newly elected EAC Representatives will be invited t attend the August meeting f the Cuncil. Sectin E. Ties In the event f a tie, anther ballt sheet cntaining the names f persn that tied within a specific divisin is t be sent t the vting members f that divisin. The EAC representative shall be elected by a majrity vte f the staff in the specified area wh return their ballts by the stipulated deadline. In the event f anther tie, the current EAC members will vte t break the tie. Sectin F. Vacancies In the event f a vacancy, the Vice President f the area that was represented by that member f the EAC will appint a persn frm that area t fill the vacancy fr the remainder f that year. The representative appinted must meet the terms f regular eligibility requirements established in Article III, Sectin B. At the next regular electin, a new EAC Representative will be elected t cmplete the remainder f the riginal term. ARTICLE VII. Cmmittees Sectin A. Executive Cmmittee Shall be cmpsed f the Chair, Vice Chair, immediate Past Chair, and the Recrding Secretary. Respnsibilities shall cnsist f: Setting the agenda fr Cuncil meetings Calling special meetings f the Cuncil Appinting standing cmmittee chairs and appinting representatives t standing cmmittees Sectin B. Benefits and Wellness Cmmittee Shall cnsist f a Cmmittee Chair and EAC representatives appinted by the Executive Cmmittee. Respnsibilities shall cnsist f: 7

8 Wrking directly with the Human Resurces staff n benefits issues related t administrative and staff emplyees Cllecting, reprting, and respnding t staff suggestins regarding benefits plicies and prcedures Assisting the Human Resurces staff in tl1e develpment, prmtin, and crdinatin f wellness prjects fr the general staff ppulatin Sectin C. Cmmunicatin and Outreach Cmmittee Shall cnsist f a Cmmittee Chair and EAC representatives appinted by the Executive Cmmittee. Respnsibilities shall cnsist f: Establishing and maintaining viable lines f cmmunicatin between the Cuncil and the general staff ppulatin Crdinating publicity and utreach effrts f the Cuncil, in cnsultatin with the Executive Cmmittee Assisting the Recrding Secretary in maintaining and publishing recrds f Cuncil effrts and activities Sectin D. Nminating and Recruitment Cmmittee Shall cnsist f a Cmmittee Chair and EAC representatives appinted by the Executive Cmmittee. Respnsibilities shall cnsist f: Crdinating tl1e nminating and electin prcesses fr new members and fficers each year. Sectin E. Other Cmmittees/Ad-Hc Cmmittees Special r ad-hc cmmittees may be established and members appinted by the Executive Cmmittee as needed. ARTICLE VIII. Making Recmmendatins n Plicy Issues Sectin A. Criteria fr Making a Recmmendatin The EAC shall make recmmendatins r express psitins n issues t the University administratin if the issue r plicy is f interest t administrative and staff emplyees. Sectin B. Prcedures fr Adpting Recmmendatins The fllwing is the prcedure fr adptin f a recmmendatin r psitin statement by the EAC: 8

9 1) Any recmmendatin r statement f psitin pertaining t University plicies r issues must be reviewed by the EAC Executive Cmmittee befre being submitted t the EAC fr a vte. 2) Issus r recmmendatins t be reviewed by the EAC Executive Cmmittee must be submitted in writing. Issues may be submitted by any EAC Representative, any administrative r staff emplyee at large via their EAC Representative, the Executive Cmmittee, and the University Administratin. 3) Time fr discussin f the issue by the EAC must be scheduled prir t the vte f the EAC n the recmmendatin. Such time may be scheduled befre, during, r after a regular meeting f the EAC r a special meeting may be scheduled fr this purpse. 4) The EAC Representatives shall vte n any recmmendatin r statement f psitin t be frwarded t the University administratin, Faculty Assembly, r Student Gvernment Assciatin (SCA). 5) A simple majrity vte f all EAC Representatives present is required fr adptin f any such recmmendatins r statements by the EAC. ARTICLE IX. Amendments Amendments t this Cnstitutin may be prpsed at ne meeting f the Cuncil and then vted n at the next regularly scheduled Cuncil meeting. Amendments shall becme effective when apprved by a simple majrity vte f thse present at a regularly scheduled Cuncil meeting. Institutins Studied: Brwn University Flrida Gulf Cast University Nrthwestern University Ohi State University Rllins Cllege Texas A&M University, Crpus Christi Tulane University University f Illinis, Springfield University f the Pacific University f Richmnd University f Tennessee, Knxville Vanderbilt University Revised 09/04/2008 9