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Professional Staff Council

Professional Staff Council


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:

The duties of the President shall be, as follows:

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

The duties of the Secretary shall be, as follows:

The duties of the treasurer shall be, as follows:

VI. Committees (Amended 7-9-2015)

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, 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:

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

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:

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:

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:

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 (Amended 4-9-2015)

Elections shall be by secret ballot with the candidate receiving a plurality of the votes cast declared the winner. Voting will be conducted electronically and verified by the elections committee.

The Committee will count the ballots at the conclusion of the voting period. Any Professional Staff employee who wishes to verify election process may do so at the conclusion of the election process. If any procedural errors are found, that professional staff member may petition the professional staff council to conduct a re-election.

Ballot control will be accomplished by electronic ballot design. Only ballots submitted properly and within the designated election period will be valid. 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.