B3.0

 

RIT STAFF COUNCIL BY-LAWS

 

Article 1    Purpose

 

The Staff Council at RIT exists to serve as a means by which Staff participate in shared governance at RIT.  The Staff Council:
1.1    Addresses Staff concerns as identified by Staff and/or Staff Council.
1.2    Represents Staff at Institute Council.
1.3    Represents Staff on Institute Committees.
1.4    Advises the President in matters related to Staff.
1.5    Communicates Institute Council, Institute Committee, and other Institute information to Staff.

 

Article 2    Membership, Elections, Appointments, and Replacements

 

All permanent and grant-funded, exempt and non-exempt, employees of RIT who are not Faculty or Educational Development Faculty  (EDF) are represented by Staff Council.


2.1    Staff Council: There are a maximum of forty representatives on the Staff Council, elected from voting blocks, representing a ratio of approximately 40-70 staff per representative.  These representatives are elected under 2.2 below.  The term of service is two years, with even and odd numbered blocks electing representatives in alternating years.  The maximum length of service is three consecutive terms.

2.11 Apprentice members:  Apprentice members are newly elected Staff Council members whose term of office has not yet begun.  Apprentice members serve from the day the election results are announced to the first Staff Council meeting in June.  Apprentice members may not vote, but may serve on committees before their term begins.
2.12 Parliamentarian:  The Executive Committee shall appoint a non-voting parliamentarian who shall serve both the Executive Committee and the Staff Council.   The Parliamentarian shall serve a one-year term that is renewable by vote of the Executive Committee.  In the event a parliamentarian is not found, a Staff Council member could assume the parliamentarian position and retain Staff Council voting privileges.

2.2    Elections:  A balance of exempt and non-exempt Staff Council representatives is maintained.  The  Elections and Representation committee is responsible for monitoring the number of RIT Staff on an annual basis and adjusting voting blocks accordingly.  Nominations are solicited each March for open seats on the Council.  Elections are held in April, with elected  representatives beginning their terms in June.


2.21 Terms of Office:  June 1 to May 31, two years hence.
2.22 Eligibility for Nomination and Elections:  To be nominated for elections and to be elected as a member of RIT Staff Council, a candidate:

2.23 Eligibility to Vote:  Any person eligible to be elected according to section 2.22 may vote in the Staff Council general elections.  Probationary Staff employees may also vote.

2.3    Appointments:  The Staff Council will appoint qualified staff members to Institute Committees and Task Forces as requested by the President, Vice-Presidents, Institute Council, or other Institute groups or Officers.  Appointees represent Staff Council and staff concerns in the committees on which they serve.

2.31 Reports:  Appointees are expected to report periodically on their assignments (respecting, of course, the confidentiality that accompanies some assignments) to the Staff Council.  Reports will be passed along through the minutes.

2.32 Continuance of Appointments:  Appointees whose Staff Council terms expire before their appointments are completed shall continue in their appointment until the work is completed.  Reports to Staff Council will be made as in 2.31.

2.33 Institute Council:  Staff Council's eleven seats on Institute Council are held by the eight members of Staff Council Executive Committee and three "at-large representatives" who are Staff Council members elected by the Staff Council.  Terms of Institute Council members run from September through the following June.

2.331 Election of At-Large and Alternate Representatives:  At Staff Council's first meeting in June, after the Executive Committee is elected, three at-large representatives will be elected.  The three at-large representatives may be any Staff Council member for the upcoming year who is not already elected to the Executive Committee.  Each Staff Council member present will fill out a secret ballot with the names of up to three nominees.  The three members receiving the most votes will be designated as the at-large representatives. In case of a tie for the final position, a run-off of the tied candidates will be held until one person receives a plurality.  The next highest vote recipients will be designated as "alternate representatives" with a minimum of three and a maximum of five.  Votes are counted by members of the previous year's Executive Committee and members of the previous year's Elections committee excluding members who are standing for election.

2.332  Alternate Representatives:  Alternates will sit on Institute Council if any designated Staff Council representative (either from the Executive Committee or at-large) cannot serve on a temporary basis.  If an elected at-large representative can no longer serve on Institute Council, an alternate will take that member's seat until new at-large representatives are elected  (see 2.331)

2.333  Replacement of Representatives from Executive Committee:  Staff Council Executive Committee members who resign from Executive Committee or Staff Council will be replaced on Institute Council by the member who is elected to fill the old member's seat on Executive Committee.  In the event that a replacement Executive Committee member is not elected, an alternate will sit on Institute Council in the vacant seat.

2.4    Recommendations:  Staff Council recommends qualified and interested staff for various Institute committees and advisory groups.  Recommendees are not necessarily Staff Council members, and as such are not expected to represent Staff Council in their roles.   Recommendees may be chosen for their special expertise or interest in a particular area, or may be recommended based on a need for staff representation.

2.41 Reports:  Recommendees may report on their activities as a regular agenda item, or may choose to have a report given by their Staff Council representative.  Reports are then communicated through the minutes.

2.5    Replacements:  If a Staff Council member resigns, leaves the Institute, or is in any way unable to serve as a voting member, she/he is replaced as follows: the Elections and Representation committee will maintain a record of all nominees and votes received.  Nominees not receiving enough votes to fill an open seat will be designated alternates for their voting block.  In the event of an unscheduled opening on Staff Council, alternates with the highest vote totals will fill available seats from their block in descending order according to votes received.  Alternates complete the remainder of the term, and the seat is open for election in the next regular cycle.

2.51 Lack of Alternates:  When no alternates are available from a block, replacement will be made based on the length of time left in the term.  If more than six months remain at the time the seat opens a special election is held for that block.  If fewer than six months remain at the time the seat opens, no new election is held and the seat is open for election in the next election cycle.

2.52 Change of Status or Voting Block:  If an elected member changes employment status or voting block that member may complete the remainder of her/his term.  In the next election the seat will be filled by a member meeting the correct employment status from that block.  If, due to change in status or voting block, a member is unable to complete her/his term, replacement follows the steps outlined in 2.5.

2.53 Committee assignments:  A replacement for a Staff Council member will be asked to assume responsibility for her/his predecessor's committee appointments.  Changes in committee assignments that result from the replacement of a Staff Council member may be made with the approval of the Staff Council.

2.54 Replacement of any elected committee member, i.e., Executive Committee, Institute Council representatives, Institute Council alternate representatives or appropriate task forces:  If a member of any elected committee must resign or be replaced, the Chair must call for appropriate nominations from the Staff Council membership (exempt to replace exempt, non-exempt to replace non-exempt as specified in by-laws) and hold a special election to replace the elected committee member at the next regular Staff Council meeting.  Voting is by secret ballot and counted by the Chair and Elections Committee Chair (or Structure & Function Chair if the Elections Chair is being replaced).  The election is by simple majority of all Staff Council members.  An exception is made for an uncontested election which can be formalized by having the secretary cast a ballot of affirmation.

2.6    Recall:  A Staff Council representative may be recalled if she/he fails to attend Staff Council meetings or fails to fulfill her/his obligations as a Staff Council member.

2.61 Recall Procedure:  A recall motion must appear on the agenda of the meeting prior to the meting when the recall will be voted upon.  Every reasonable attempt must be made to notify the representative who is being recalled, reasonable attempts to include electronic mail, phone messages, and written notification delivered through campus mail.

2.611  Recall Vote:  A recall vote requires a two-thirds majority of Council members present.  Voting must be done by secret ballot.

2.612  Recalled Member's Rights:  The member being recalled has the right to address the Council prior to the recall vote, but may not vote on her/his own recall.  The Chair may limit the recalled member to 15 minutes to speak to the recall action about to take place.

2.62 Grounds for recall:  A member may be recalled for poor attendance at Staff Council meetings, failure to fulfill the obligations of her/his office, or based on a petition from at least 50 verified members of the representative's voting block.

 

2.621  Poor attendance:  A Council member who misses three consecutive regularly scheduled Staff Council meetings without prior notification or a member who misses more  than 25% of all regularly scheduled Staff Council meetings in a year will be contacted by the Staff Council Chair and Vice Chair to discuss possible recall.  After review of the circumstances, the Executive Committee will determine whether or not formal recall procedures will be initiated.

2.622  Failure to meet obligations:  Members who fail to serve on standing committees or fail to meet the obligations of accepted appointments may be subject to recall.

2.623  Petitioned recall:  If a petition is presented to Staff Council with 50 valid signatures from staff members in their respective voting block asking for the recall of their representative, that member will be subject to recall.

Article 3    Executive Committee/Officers

 

3.1    Executive Committee:  The Executive Committee consists of the Chair, Vice Chair, Events Officer, Communications Officer, and four At-Large members. Each member is elected according to the rules listed below.  Their terms are for one year.  Fifty percent of the Executive Committee members are exempt staff and fifty percent are non-exempt staff.  A maximum of three consecutive terms in the same position on the Executive Committee may be served. The Parliamentarian also attends Executive Committee meetings as needed. (see 2.13). 

 

3.2    Duties of Executive Committee: 

3.21  Duties of Chair

3.22  Duties of Vice-Chair 3.23  Duties of Events Officer 3.24  Duties of Communication Officer

3.3    Election of Executive Committee:  The election of the Executive Committee is held at the first meeting in June and terms of office begin at that meeting.  The election of the Executive Committee is conducted by a secret ballot vote of all Staff Council members present.  An exception is made for an uncontested election which can be formalized by having the secretary cast a ballot of affirmation.  In order to keep the balance of fifty percent exempt/fifty percent non-exempt, the four officer positions are elected first, and the four at-large positions are filled in a second vote.  Votes are counted by members of the previous year's Executive Committee and members of the previous year's Elections committee excluding members who are standing for election.

3.31 Election of Officers:  Officers will be chosen in four separate elections, starting with the chair.  Unsuccessful candidates for one officer position may still be considered for others.  For each election, the candidate receiving the most votes will be declared the winner.  In the case of a tie, a run-off of the tied top vote-getters will be held until one person receives a plurality.

3.32 Election of At-Large Executive Committee Members:  After the election of officers, it will be determined how many of the at-large positions need to be filled by exempt and non-exempt members.  Separate elections will be held for exempt and non-exempt positions.  Candidates receiving the most votes will be declared the winners.  In the case of a tie, a run- off of the tied top vote-getters will be held until one person receives a plurality.

3.4 Replacement of Executive Committee:  If a member of the executive committee must resign or be replaced, the Chair must call for appropriate nominations from the Staff Council membership (exempt to replace exempt, non-exempt to replace non-exempt as specified in by-laws) and hold a special election to replace the executive committee member at the next regular Staff Council meeting.  Voting is by secret ballot and counted by the Chair and Elections Committee Chair.  The election is by simple majority of all Staff Council members.  An exception is made for an uncontested election which can be formalized by having the secretary cast a ballot of affirmation.

3.41  Replacement of Officers:  Any officer may be replaced, with the exception of the Chair.  If the Chair resigns or is removed, the Vice-Chair assumes the position for the remainder of the term.  An election as described above is then held to replace the Vice-Chair.  A sitting Executive Committee member may stand for an open Executive Committee position, and if successful in her/his bid for the office the election is for the open seat.

Article 4    Committees:  Standing Committees, Ad Hoc Committees and Task Forces

 

4.1     Standing Committees:  The Staff Council may establish or dissolve standing committees through two-thirds majority of Council members present.

4.11 There are four standing committees for Staff Council:

4.111  Each member of Staff Council must serve on a standing committee.   A member of the Executive Committee must serve on each standing committee as liaison to the Executive Committee.  The Executive Committee liaison may or may not be the chair or co-chair of the committee.

4.12 Duties of Standing Committees:  Each Standing Committee is charged by the Staff Council to address issues including, but not limited to the duties outlined in the Staff Council By-Laws.  Standing Committees seeking to pursue issues outside the committee duties may do so only with the consent of the Staff Council.

4.121  The Elections and Representation Committee will conduct all Staff Council elections in accordance with Section 2.2 of these by-laws, and will review the voting block ratios and the nomination process.
4.122  The Institute Relations/Communications Committee will keep constituents updated and informed about Staff Council accomplishments and activities by proactively gathering and disseminating information in a timely and effective manner through newsletters, meeting minutes, “News & Events” articles, and other media.  The Committee will keep a list of these activities and accomplishments for reference by any interested party.
4.123  The Institute Issues & Policies Committee will proactively review issues of concern to a significant number of RIT Staff, and any applicable RIT policies, and will recommend an appropriate course of action to Staff Council for consideration.  They will also critique policies that are currently under review by the Institute and bring concerns to the attention of Staff Council. The request for review of these issues or policies may be initiated by staff, Staff Council, or any Staff Council committee.
4.124 The Events Committee will be responsible for the planning and execution of the Staff Recognition Awards Ceremony & Reception, the Staff Appreciation Day & Community Picnic and other events as assigned by Staff Council.  The committee will be chaired by the RSC Events Officer.

4.13 Standing Committee Reports:  All standing committees are expected to report on their activities at each Staff Council meeting.  Written reports are appended to the minutes.

 

4.14    Standing committees can invite RIT staff who are not members of Staff Council to serve based on special expertise, interest, or representation.

4.2    Ad Hoc Committees:  Ad Hoc Committees formed by the Staff Council must be approved by a two-thirds majority.  Ad Hoc Committees may have staff members who are not Staff Council members serve on them, based on special expertise, interest, or representation.

4.21 Ad Hoc Committee Reports:  All Ad Hoc Committees are expected to provide reports at Staff Council meetings.  Written copies of committee reports should be submitted for the official minutes.

4.3    Task Forces:  Task Forces may be created by a two-thirds majority.  Task Forces have a charge to complete their work within a specific time frame.  Task Forces must have staff representation from outside the Staff Council.

 

Article 5    Meetings and Procedures

 

5.1    Staff Council Meetings:  Staff Council meets regularly on a schedule set by the Staff Council at the beginning of the new fiscal year.  Meetings are open to all members of the RIT Community.

5.11 Participation in meetings:  Any member of the RIT staff may submit items and/or may address the Council by placing themselves on the agenda through their representative or through a member of the Executive Committee prior to the desired meeting.
5.12 Agendas:  Agendas are set by the Executive Committee with input from all interested staff or Council members.

5.121  Agenda Submissions:  Agenda items must be submitted to the Executive Committee for consideration and scheduling on an upcoming Staff Council agenda prior to said meeting.

5.122 Notification:  Staff members seeking to place an item on the agenda will be notified of the Executive Committee's decision to include the item, to not include the item, or to request additional information.  Notification may be by phone (V/TTY), e-mail, paper mail, or facsimile transmission, as appropriate.

5.13 Executive Session:  The Council may, by a two-thirds majority vote of Council members present, go into Executive Session and close the meeting to anyone not an elected member of Staff Council.

5.2    Executive Committee Meetings:  Executive Committee meets regularly on a schedule set by the Executive Committee at the beginning of the new fiscal year.  The Executive Committee agenda will be set by the Chair.


5.3    Meeting Procedures:  The business of the Executive Committee and the Staff Council is conducted according to Robert's Rules of Order, Newly Revised.  The Parliamentarian presides over questions of procedure (see article 2.12).

5.31 Quorums:  A Staff Council quorum consists of 50% of the Staff Council membership; an Executive Committee quorum consists of 66% of the Executive Committee membership.

5.4    Records:  All Staff Council groups are required to maintain records.

5.41 Standing Committee Records:  Each Standing Committee is responsible for keeping a file of minutes, notes, and other pertinent material that will help to guide subsequent committees.
5.42 Ad Hoc Committee Records:  Each Ad Hoc Committee must submit a file of their records, minutes, and other pertinent material to the Staff Council Chair upon completion of their work.
5.43 Task Force Records:  Task Forces will provide a final report or product at the conclusion of their work.
5.44 Minutes:  Minutes of all Staff Council meetings and Executive Committee meetings will be kept on file.
5.45 Correspondence:  Letters and memoranda to Institute Officers, the Board of Trustees, Academic Senate, Student Government, and Institute Council will be maintained in a permanent record.

5.5    Communications:  Staff Council minutes are available to all staff through electronic mail and, if necessary, in hard copy.  Executive Committee minutes are circulated to all Staff Council members.  Newsletters and other communication channels are provided based on need and available financing.

 

Article 6    Funding and Budgeting

 

6.1    Fiscal year:  Staff Council will operate on the RIT fiscal year of July 1 to June 30.
6.2    Funding:  The President's Office will fund the  operating budget of the Staff Council.
6.3    Budget approval:  Staff Council will approve the annual operating budget and present a request to the RIT Budget Office at least four months prior to the subsequent fiscal year.
6.4    Budget control:  Accounts will be maintained through the accounting office at RIT.  Disbursements of funds from the Staff Council budget will follow established RIT procedures and require two signatures: the Chair of Staff Council and the Staff Council Vice Chair, Events Officer or Coordinator.
6.5    Annual Financial Report:  An annual financial report will be prepared by the Coordinator and shared in August of the new fiscal year.

 

Article 7    Amendments

 

7.1    Amendments:  The By-Laws may be amended by a two-thirds majority of Council members present.

7.11 Submission of Amendments:  Amendments must be submitted to the Executive committee for discussion one month prior to scheduling a vote.
7.12 Voting Procedure:  A vote to amend the By-Laws must take place at a regular Staff Council meeting, and must occur no less than two weeks after the proposed amendment has been shared with Staff Council.

 

Approved April 8, 1993
Last revised May 8, 2008