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Professional Staff Council

Professional Staff Council





guidelines

Professional Staff Council Guidelines

Approved February 14, 2002
Revised October 14, 2010

I. Name and Purpose

The Professional Staff Council at University of Central Missouri is structured to serve and advise the University President on matters of mutual interest and to serve as an information and liaison medium for Professional Staff on such matters as may be referred to the Council, as the Council initiates, or as Professional Staff members of the University may request.

II. Membership

The Professional Staff Council shall have a minimum size of 15 members elected by simple majority from all exempt University Professional Staff, excluding faculty members, deans, and Vice Presidents. Two Council members and one alternate will be elected from each major administrative division. These divisions will be identified at the beginning of each election cycle.  The remainder of the council members will be elected at-large. The members-at-large will be elected by all members of the Professional Staff. In addition, each of the major divisions (including the at-large area) will elect one alternate who will substitute for that area's Council members in case of absence. The Director of Human Resources is an ex-officio, non-voting member of the Council.   If the number of administrative divisions is down-sized, any affected elected representative will be converted to an at-large representative and permitted to complete his or her term.

The term of office for council members shall be three years. Members may be elected for a second term, but no voting delegate shall serve longer than six consecutive years. However, after one year off the Council, an individual would again become eligible for election.

A representative is expected to attend all scheduled Council meetings. If and when a member misses three meetings in a twelve-month period, the Vice-President shall meet with the member to ascertain problems and to work with the member toward mutually satisfying solutions. If appropriate, however, removal from the Council due to excessive absences may be approved by a simple majority vote of the Council.

The term of office for alternates shall be one year. Alternates may be elected for a second term. If an alternate is elected to a Council seat, the term(s) as an alternate will not be considered in determining Council membership eligibility. Alternates will be encouraged to attend Council meetings. However, they will be ineligible to vote except when a Council member from their respective area is absent, at which time they will vote in place of one absentee member. Alternates will not hold Council office but may serve on Standing Committees.

III. Elections and Vacancies

The Council Election Committee, chaired by the Vice-President, shall conduct elections at least annually, in April, or as required. The election will be held by secret ballot according to the Election Committee Procedures (See Addendum I), which may be changed upon approval of the Council. Final election results shall be made available to the Council's Executive Committee, and then reported to the University, in general.

The position of a member becomes vacant upon expiration of the term, or upon his/her death, termination of service with the University, resignation, transfer out of the group from which he/she was elected, or upon removal by vote of the Council. Vacancies for unexpired terms will be filled until the next regularly scheduled election by appointment of the Council President and ratification by the Executive Committee.  Any unexpired term left vacant through the election of the Vice-President will be filled by an alternate from that administrative area.

IV. Officers

Officers for the upcoming year will be elected at the May meeting to take office in June. Only current and new Council representatives for the upcoming year will be eligible to vote during the election of officers.

The Professional Staff Council officers consist of a President, a Vice-President, Past-President, a Secretary, and a Treasurer who are elected by a plurality of voting Council members. Their term of office shall be one year. Vacancies will be filled during the year, as they occur, by a plurality vote of Council members.

The Vice-President, President, and Past President are officer positions which do not represent any specific administrative area.  The Vice President and Past-President officer positions are non-voting positions.  The President votes only in the event of a tie.

V. Duties of Officers

The duties of the Past-President shall be, as follows:

  • Serve to provide an historical perspective of council events.

The duties of the President shall be, as follows:

  • Preside at all Professional Staff Council and Executive Committee meetings.

  • Prepare an agenda for each regular and any special Professional Staff Council meetings.

  • Appoint necessary Standing and Ad Hoc Committees.

  • Appoint Professional Staff Employees to University-wide committees, as requested.

  • Serve as spokesperson for the Professional Staff Council.

  • Serve in an advisory capacity to the succeeding President.

  • Appoint a parliamentarian.

  • Serve as a representative on the Administrative Council.

  • Vote in the event of a tie.

  • Succeed to the office of Past-President upon completion of his or her term of office.

The duties of the Vice-President/President Elect shall be, as follows:

  • Assume the responsibilities of the President in the absence of the President.

  • Assist the President, as requested.

  • Serve as Chair of the Election Committee.

  • Maintain an accurate roster of the Professional Staff Employed by University of Central Missouri and make it available as needed.

  • The Vice President/President Elect shall succeed to the office of President upon completion of the President's term of office.

The duties of the Secretary shall be, as follows:

  • Assume the responsibility for the preparation and distribution of the Professional Staff Council minutes and any other appropriate communications.

  • Maintain a permanent record of all Professional Staff Council activities.

  • Supervise the collection, maintenance, and availability of resource materials for the Council.

The duties of the treasurer shall be, as follows:

  • Assume the responsibility for the preparation and distribution of the Professional Staff Council financial report and any other appropriate communications.

  • Maintain an accurate record of activity in all financial accounts pertinent to the Professional Staff Council to include the Professional Staff Account.

  • Initiate disbursement of payments as authorized by the Professional Staff Council Executive Committee.

  • Serve as liaison to the University Foundation in administration of the John Paul Mees Award for Outstanding Professional Staff Fund.

VI. Committees

The Professional Staff Council utilizes both Standing Committees and Ad Hoc Committees to accomplish its purposes. The Council encourages all Professional Staff to participate on these committees as is appropriate.  All committees will be chaired by elected members of the Professional Staff Council.  Appointments to the Standing Committees and Professional Staff Council appointments to University committees shall be for two (2) year terms where appropriate, and are not to exceed three (3) consecutive terms or six (6) years. NOTE: During the implementation year, half of the appointments would be for two (2) years and half for three (3) years to provide continuity. The following committees are Standing Committees: Elections, Executive, Human Resources, Communications, and Member Services.

Standing Committees:

The Election Committee will be comprised of the Council Vice-President, one (1) other member of the Council, and two (2) Professional Staff employees. The Vice-President will serve as the Chair of the Committee. The responsibilities will be, as follows:

  • Conduct all elections for vacant positions on the Professional Staff Council in accordance with the Election Committee Procedures ( See Addendum I).

  • Maintain a permanent record of the election results on file with the Council Secretary.

The Executive Committee will be comprised of the Council officers. The responsibilities will be, as follows:

  • Serve as an advisory group to the Professional Staff Council President.

  • Take actions in lieu of the Council between regularly scheduled meetings.

  • Maintain a record of its activities on file with the Council Secretary.

The Human Resources Committee will be comprised of one Council member, who may serve as Committee chair, and four (4) additional members of the Professional Staff. The responsibilities will be as follows:

  • Review and evaluate current and proposed policies and procedures employed by Central to administer the institution's classification and compensation system. This review should include, but not be limited to, the Central Job System, salary arbitration process, and salary survey process. Further, this committee shall seek to work with appropriate administrative offices and other institutional governance groups as it and the Council deem necessary to develop and recommend to the Council, policies and procedures which seek to enhance the current classification and compensation system or which create a new plan which better meets the needs of the institution and its staff.

  • Review issues related to recruitment and retention of professional staff.

  • Review issues related to professional staff benefits and incentives.

  • Evaluate issues referred to the Committee by the Council and when appropriate or necessary, make recommendations to the Council concerning such issues.

  • Maintain a record of its activities on file with the Council Secretary.

  • The Communications Committee will be comprised of the Council Secretary, who may serve as Committee chair, and four (4) additional members of the Professional Staff. The responsibilities will be as follows:

  • Maintain, in conjunction with the Vice-Preisidnet, a current directory/roster of all full-and part-time Professional Staff employed at Central.

  • Publish in the UCM News, at least one week in advance, all Council meeting dates, times, and locations.

  • Maintain a current Professional Staff Council Webpage.

  • Establish and maintain an information delivery system such that all Professional Staff receive information from the Council in a timely manner. This information may consist of, but is not limited to, Council meeting minutes, matters referred to the Council by the administration which required Staff input for decision making, Council Election and Guideline amendment notifications, and such information as is directed by the Council to be distributed to the Staff members for their consideration.

  • Maintain a record of its activities on file with the Council Secretary.

The Member Services Committee will be comprised of one Council member, who may serve as Committee chair, and four (4) additional Professional Staff members.  The responsibilities will be as follows:

  • Make all Professional Staff Council Standing Committee appointments and all Professional Staff appointments to University Committees. (NOTE: The Council President will make Ad Hoc Committee appointments.)

  • Welcome new Professional Staff members and provide them with orientation information regarding the Council.

  • Establish and maintain a current list of Professional Staff volunteers.

  • Plan and organize Social Functions for Professional Staff, to include a minimum of one event annually.

  • Make Professional Staff aware of Professional Development Opportunities and serve as an advocate for increasing such opportunities.

Ad Hoc Committees:

Ad Hoc Committees will be formed and terminated at the discretion of the Professional Staff Council and will consider only those matters, current and/or temporary, mandated by the Council. Membership on all Ad Hoc Committees will be open to any interested Professional Staff member of the University. The responsibilities will be as follows:

  • Determine committee charges and work together to meet those charges.

  • Maintain a record of its activities and present this record to the secretary at the termination of the Committee's responsibilities.

VII. Meetings

The Professional Staff Council will meet at least once a month. A schedule of meeting dates will be established by the Council and may be revised by the Council as necessary. Special meetings will be called as required. All Professional Staff Council meetings will be open to all Professional Staff employees.

Standing Committees and Ad Hoc Committees shall schedule meetings to fit the requirements and needs of the specific committee.

VIII. Amendments

Amendments to these Guidelines may be proposed by any Professional Staff employee. Proposed amendments must be made in writing at least seven (7) calendar days prior to a regularly scheduled meeting, with copies distributed in advance to each Council member. After review by the Council, the proposed amendment will be submitted for consideration by all Professional Staff. The proposed amendment must be distributed and posted by the Council not less than 21 calendar days prior to a vote. Voting will be by all employees of the Professional Staff and will be by written ballot or by secure electronic ballot; adoption will be by a two-thirds majority of the votes cast.

IX. Policy Changes

Policy changes mandated by the University Administration shall take precedence over these Guidelines.

 

Addendum I:

Election Committee Procedures

I. Purpose and Composition of Election Committee

The Election Committee will conduct all elections for vacant positions on the Professional Staff Council as well as for amendments to the Guidelines. The committee shall consist of the Council Vice-President who shall serve as Chair, one other Council member appointed by the Council President, and two Professional Staff employees at large appointed by the Council President.

II. Nominations

All appropriate constituents will be sent notification announcing any open positions and requesting names to be submitted to the Committee within one week of the notification dates. Requests for nominations will also be announced in the most efficient manner. 

Nomination for Council membership can be made by any employee of the Professional Staff. All persons nominated will be contacted by the Committee to determine if they can and will serve as a Council member if elected. This procedure will be completed within one week from the date nominations are closed.

III. Voting

Elections shall be by secret ballot with the candidate receiving a plurality of the votes cast declared the winner. Pre-numbered ballots listing the names of all consenting nominees will be sent to the appropriate constituents. Ballots are to be returned in sealed envelopes to the University President's Office within two weeks of the date mailed.

The Committee will count the ballots at a time and place posted in the election notice. Any Professional Staff employee who wished to observe may do so but may not participate in the counting process.

Ballot control will be accomplished by sequentially pre-numbering all ballots in random fashion. Only ballots with numbers falling within the sequence will be valid. In case two ballots are submitted with the same number, both will be declared invalid. In case of a tie, a run-off election will be held according to these procedures.

IV. Terms of Office

Newly elected Council representatives will be requested to attend the May meeting, at which time they will be allowed to vote during the election of officers only. They will officially take office at the June meeting with full voting powers on all issues coming before the Council.