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155 Indiana State University Staff Council Bylaws

Authority: Approved by the Board of Trustees
Last Updated: May 10, 2024
Last Reviewed: May 10, 2024
155.1 Name

The name of the organization shall be the Indiana State University Staff Council (hereafter referred to as Council unless otherwise noted).

155.2 Mission, Value Statements, and Role of the Council
  • 155.2.1 Mission. The Indiana State University Council is an advisory body representing the Staff. We consistently strive to enhance the working environment for Staff within Indiana State University and surrounding communities.
  • 155.2.2 Value Statements.
    • We facilitate and maintain communication between Staff and the University community.
    • We serve as an advocate for Staff.
    • We disseminate information to Staff.
    • We promote and encourage community engagement for Staff.
    • We promote a healthy, safe, and equitable working environment for Staff.
  • 155.2.3 Role. The Council will work to:
    1. increase the sense of identity, recognition, and value of Staff in their relationship to the University.
    2. identify concerns relating to Staff and work to seek solutions.
    3. provide a line of communication among Staff, Faculty, and Students.
    4. integrate Staff more fully into University affairs.
    5. support the University’s mission as a supportive learning environment by promoting community engagement forStaff.
    6. foster a culture among Staff, Faculty, and Students of mutual support, respect, and professionalism.
155.3 Definition of Staff

For the purpose of the Staff Council the term “Staff” shall include all non-exempt, non-exempt professional, and exempt Staff with the exception of:

  • exempt Staff who are members of the President’s Cabinet;
  • exempt Staff who report directly to a member of the President’s Cabinet;
  • exempt Staff who are represented by Faculty Senate; and
  • exempt Staff who are classified as Executives.
155.4 Staff Council Year

The Council year is counted from June first (1) through May thirty-first (31) of each year.

155.5 Communications

All Council communications must be reviewed by the Executive Committee prior to publication. This includes written and verbal communications within the realm of the University’s standards as they concern external communities such as news media and the general public. The Communications Officer will be the liaison between the Council and any appropriate media.

155.6 Representatives

Council consists of twenty-five (25) voting members (hereafter referred to as Representatives).

  • 155.6.1 Eligibility. Any full or part time with or part time without benefits Staff who has successfully completed their initial introductory period (90 days) is eligible for election to membership on the Council as a Representative.
    • 155.6.2 Duties and Responsibilities. Representatives will perform the following duties and responsibilities:
      • 155.6.2.1 Participation. Participate in all phases of Council business.
      • 155.6.2.2 Serve on Standing Committee. Serve on at least one (1) Standing Committee as appointed.
        • 155.6.2.2.1 Refusal of Appointment. Any Representative who refuses to accept appointment to a Standing Committee shall be subject to removal from Council.
        • 155.6.2.2.2 Attendance. Committee members are expected to attend all committee meetings.
        • 155.6.2.2.3 Failure to Attend. Representatives who do not regularly attend their committee's meetings will receive a letter from the Council Chair reminidng them of their responsibility and inquiring as to their interest in continuing to serve on the Council.
        • 155.6.2.2.4 Executive Committee Members Excused. Members of the Executive Committee may be excused from serving on a Standing Committee.
      • 155.6.2.3 Attend All Scheduled Meetings. Representatives are elected to serve their constituents and there is an expectation that they will attend all scheduled Council meetings so that constituents have equal representation to the Council.
        • 155.6.2.3.1 Record Absences. In an effort to inform constituents that they are being satisfactorily represented, the Council Secretary will include excused and unexcused absences in the minutes of each Council meeting.
          • 155.6.2.3.1.1 Excused absences. Excused absences include:
          • 155.6.2.3.1.2 Unexcused Absences. Unexcused absences include:
          • 155.6.2.3.1.3 Two Unexcused Absences. If a Representative has two (2) unexcused absences from Council meetings, they will receive a letter from the Council Chair reminding them of their responsibility and inquiring as to their interest in continuing to serve on Council.
          • 155.6.2.3.1.4 Removal Upon Third Unexcused Absence. Upon their third unexcused absence the Representative shall be removed from Council.
          • 155.6.2.3.1.5 . Executive Committee Role. The Executive Committee may address excessive excused absences.
      • 155.6.2.4 Initiate Communication. Initiate communication among their constituents to encourage discussion of matters affecting Staff.
      • 155.6.2.5 Give Notice to Supervisor of Meetings. Give ample notification to their supervisor or department head of scheduled Council and Committee meetings. Representatives will be in regular pay status for all required Council and Committee meetings.
    • 155.6.3 Terms of Membership. Council members are elected for a term of three (3) years unless completing a Representative's vacated term.
      • 155.6.3.1 Term. The Representative term begins on the first day of June following their election to Council.
    • 155.6.4 Vacancies. Council vacancies may occur as a result of Council members
    • 155.6.5 Request for Leave of Absence. By outlining reasons in writing to the Council Chair, a Representative may request a leave of absence from Council membership for a partial period of the Representative’s Term.
      • 155.6.5.1 Council Chair to Present Request for Leave. Council Chair will present any request for a leave of absence to the Council at the first meeting following receipt of the request.
      • 155.6.5.2 Majority Vote. Upon a majority vote, the leave of absence will be granted.
      • 155.6.5.3 Leaves in Excess of Three Months. If the leave will exceed three (3) months, the Vice Chair will be notified of the vacancy so that it can be filled during the approved leave of absence.
    • 155.6.6 Guidelines for Proxy Vote. If a Representative cannot attend a scheduled Council meeting but wishes to participate in the voting process on Agenda items, the Representative must send a written vote (including a signature) or send an email vote (from the Representative’s University email account) to the Council Chair by 8:00 a.m. the day of the scheduled Council meeting. If the proxy vote is in relation to Officer elections, the proxy vote is to be submitted to the Vice Chair rather than the Council Chair.
      • 155.6.6.1 Maximum. A maximum of two proxy votes per Representative per year will be allowed.
155.7 Officers
  • 155.7.1 Elected Officers. Elected Officers will be elected by incoming and returning representatives each year at the Regular Council meeting in May and assume duties as of June first (1)
    • 155.7.2 Qualifications.
      • 155.7.2.1 Eligibility. Officers must be Representatives. Representatives are not eligible for Chair or Vice Chair during their first year of service. All Representatives are eligible for Secretary, Treasurer, and Communications Officer during their first year of service.
      • 155.7.2.2 Term Limits. A Representative will hold the same Officer position for no more than three (3) consecutive years.
      • 155.7.2.3 One Year Absence. A Representative who holds the same office for three consecutive years may run for the same office again after a one-year absence from the position. The representative may also run for other Officer positions upon completion of the third year of service.
    • 155.7.3 Duties of Officers. Officers shall:
      • 155.7.3.1 serve on Excecutive Committee-
      • 155.7.3.2 serve a one-year term -and
      • 155.7.3.3 acquaint their successor with the duties and responsibilities of their position.
    • 155.7.4 Duties of the Chair. The Chair shall:
      • 155.7.4.1 preside at all Council meetings;
      • 155.7.4.2 prepare and distribute Agendas for Council meetings;
      • 155.7.4.3 chair Executive Committee meetings;
      • 155.7.4.4 enforce all regulations and policies of Council;
      • 155.7.4.5 bring before Council all matters appropriate for consideration;
      • 155.7.4.6 be available for consultation with the Indiana State University President, Vice President and Board of Trustees;
      • 155.7.4.7 appoint members to the Council’s Standing Committees;
      • 155.7.4.8 nominate Representatives to University Committees;
      • 155.7.4.9 call Special Meetings of Council when deemed necessary;
      • 155.7.4.10 upon receiving recommendations from Council, appoint a Representative to each of the Appointed Officer positions;
      • 155.7.4.11 encourage Representatives to attend appropriate University events;
      • 155.7.4.12 assume the duties of the Council Vice Chair in their absence;
      • 155.7.4.13 vote on Motions/Proposals only in the event of a tie (except for officer elections);
      • 155.7.4.14 The Chair's rulings or actions are subject to discussion by Council and will be changed upon a two-thirds majority vote of the current membership of Council;
      • 155.7.4.15 serve as advisor for any Staff Grievances; and
      • 155.7.4.16 serve as an ex-officio member of the Grievance Appeals Committee.
    • 155.7.5 Duties of Vice Chair. The Vice Chair shall:
      • 155.7.5.1 assume the duties of the Council Chair in their absence;
      • 155.7.5.2 convene the first meeting of the year for Council's Standing Committees;
      • 155.7.5.3 oversee Council's Standing Committees, ensuring that they are progressing toward the fullfillment of their charges; and
      • 155.7.5.4 serve as ex-officio of all Standing Committees.
      • 155.7.5.5 serve as advisor on parliamentary procedure to Council and Standing Committees at their request;
      • 155.7.5.6 maintain an accurate and current copy of Council Bylaws and maintain an accurate and current copy of Robert’s Rules of Order;
      • 155.7.5.7 assume responsibility for carrying out Representative Elections as specified in the Staff Council Standard Operating Procedures;
      • 155.7.5.8 assume responsibility for carrying out Officer Elections as specified in Section 155. 8.12; and
      • 155.7.5.9 assume responsibility for carrying out filling of Vacancies of Representatives as specified in Section 155. 7.7.
    • 155.7.6 Duties of Secretary. The Secretary shall:
      • 155.7.6.1 record all resolutions and proceedings of Council meetings;
      • 155.7.6.2 record attendance of Representatives at Council meetings;
      • 155.7.6.3 provide Council meeting minutes to Communications Officer;
      • 155.7.6.4 maintain Council meeting minutes, By-law changes, and any other relevant documents as requested by the Executive Committee, forwarding those documents to the University Archives as necessary;
      • 155.7.6.5 maintain current year Committee records; and
      • 155.7.6.6 maintain an accurate and current database of all Staff.
    • 155.7.7 Duties of Treasurer. The Treasurer shall:
      • 155.7.7.1 report balances of all Council accounts at Regular Council meetings;
      • 155.7.7.2 pay, or cause to be paid, all Council bills as directed by the Executive Committee;
      • 155.7.7.3 maintains credit card machine and processes all credit card transactions;
      • 155.7.7.4 serves as back up to the Secretary;
      • 155.7.7.5 reconcile all statements of Council accounts; and
      • 155.7.7.6 prepare an annual financial report of all Council accounts.
    • 155.7.8 Duties of The Communications Officer. The Communications Officer shall:
      • 155.7.8.1 be a Representative or Officer of Council with the knowledge of media communications;
      • 155.7.8.2 edit and distribute pertinent information in appropriate media for the membership, as needed;
      • 155.7.8.3 maintain and make all updates to the Council website, including posting minutes, meeting announcements, upcoming events, and links to other websites;
      • 155.7.8.4 recommend, develop, and maintain new communications media;
      • 155.7.8.5 maintain all information relevant to Council communications;
      • 155.7.8.6 serve as an ex-officio member of the Public Relations Committee.
    • 155.7.9 Resignation of Officer. If an Officer resigns and vacates their term, the Elections Coordinator will be informed and oversees the following process:
      • 155.7.9.1 Chair Resigns. If the Chair resigns, the Vice Chair will assume all responsibilities of Chair and a new Vice Chair will be elected.
      • 155.7.9.2 If Officer Other than Chair Resigns. If the Vice Chair, Secretary, or Treasurer resigns, the Council Chair shall assign one (1) of the remaining Officers to assume the duties until an election is held.
    • 155.7.10 Petition for Removal. An Officer will be removed by a petition which outlines the reason for removal and is submitted to the Vice Chair. If petition is to remove the Vice Chair, then petition is submitted to the Chair. The petition must contain the signatures of at least a two-thirds majority of the Council.
155.8 Meetings

Every effort will be made to use reasonable and responsible judgment in the scheduling of meetings.

  • 155.8.1  Regular Council Meetings.  Regular Council meetings are open to the public and will be held on a designated day of each month of the Council year. Meetings will be conducted under the latest edition of Robert’s Rules of Order. Any conflict between those rules and these Bylaws will be resolved in favor of these By- laws.
    • 155.8.1.1  Agenda.  Any staff member may present an item to be considered for the agenda of Regular Council meetings. The staff memeber shall submit the item to the Chair by the Monday before the meeting.
    • 155.8.1.2  Quorum.  At least two-thirds of the seated members of Council must be present for the transaction of business at any Council meeting.
    • 155.8.1.3  Voting.
      • 155.8.1.3.1  Voice Vote.  Voting on all matters, other than Election of Representatives/Officers, will be conducted Per the Standard Operating Procedures..
      • 155.8.1.3.2  Majority.  A majority vote is needed for an affirmative vote.
    • 155.8.1.4  Reports.  Reports will be heard from:
      1. SGA (Student Government Association),
      2. Faculty Senate,
      3. Human Resources,
      4. Standing Committees, and 
      5. Executive Committee
    • 155.8.1.5  Motions.  Motions may be proposed at any time and require a majority vote to pass. Each Council Representative has the right to request that a motion be considered as a proposal.
    • 155.8.1.6  Proposals.  The appropriate Committee shall bring the proposal to Council. Proposals must be approved by majority at two consecutive Regular Council meetings. The Communications officer shall inform staff of the proposal. The Executive Committee shall present the proposal to the President.
    • 155.8.1.7  Closed Session.  The Council Chair shall call for a closed session at each Regular Council meeting. The closed session will be for Representatives and Officers only and no Council minutes will be taken.
  • 155.8.2  Special Meetings.  The Council Chair shall call special meetings of the Council when deemed necessary.
  • 155.8.3  Annual Meeting.  The Executive Committee shall hold an end-of-the-year meeting, Annual Meeting for all Staff for informational purposes and end-of-the-year reports.
  • 155.8.4  Retreat.  The Executive Committee shall hold an annual retreat in the month of July for all new and returning Representatives of Council.
155.9 Committees
  • 155.7.1 Elected Officers. Elected Officers will be elected by incoming and returning representatives each year at the Regular Council meeting in May and assume duties as of June first (1)
    • 155.7.2 Qualifications.
      • 155.7.2.1 Eligibility. Officers must be Representatives. Representatives are not eligible for Chair or Vice Chair during their first year of service. All Representatives are eligible for Secretary, Treasurer, and Communications Officer during their first year of service.
      • 155.7.2.2 Term Limits. A Representative will hold the same Officer position for no more than three (3) consecutive years.
      • 155.7.2.3 One Year Absence. A Representative who holds the same office for three consecutive years may run for the same office again after a one-year absence from the position. The representative may also run for other Officer positions upon completion of the third year of service.
    • 155.7.3 Duties of Officers. Officers shall:
      • 155.7.3.1 serve on Excecutive Committee-
      • 155.7.3.2 serve a one-year term -and
      • 155.7.3.3 acquaint their successor with the duties and responsibilities of their position.
    • 155.7.4 Duties of the Chair. The Chair shall:
      • 155.7.4.1 preside at all Council meetings;
      • 155.7.4.2 prepare and distribute Agendas for Council meetings;
      • 155.7.4.3 chair Executive Committee meetings;
      • 155.7.4.4 enforce all regulations and policies of Council;
      • 155.7.4.5 bring before Council all matters appropriate for consideration;
      • 155.7.4.6 be available for consultation with the Indiana State University President, Vice President and Board of Trustees;
      • 155.7.4.7 appoint members to the Council’s Standing Committees;
      • 155.7.4.8 nominate Representatives to University Committees;
      • 155.7.4.9 call Special Meetings of Council when deemed necessary;
      • 155.7.4.10 upon receiving recommendations from Council, appoint a Representative to each of the Appointed Officer positions;
      • 155.7.4.11 encourage Representatives to attend appropriate University events;
      • 155.7.4.12 assume the duties of the Council Vice Chair in their absence;
      • 155.7.4.13 vote on Motions/Proposals only in the event of a tie (except for officer elections);
      • 155.7.4.14 The Chair's rulings or actions are subject to discussion by Council and will be changed upon a two-thirds majority vote of the current membership of Council;
      • 155.7.4.15 serve as advisor for any Staff Grievances; and
      • 155.7.4.16 serve as an ex-officio member of the Grievance Appeals Committee.
    • 155.7.5 Duties of Vice Chair. The Vice Chair shall:
      • 155.7.5.1 assume the duties of the Council Chair in their absence;
      • 155.7.5.2 convene the first meeting of the year for Council's Standing Committees;
      • 155.7.5.3 oversee Council's Standing Committees, ensuring that they are progressing toward the fullfillment of their charges; and
      • 155.7.5.4 serve as ex-officio of all Standing Committees.
      • 155.7.5.5 serve as advisor on parliamentary procedure to Council and Standing Committees at their request;
      • 155.7.5.6 maintain an accurate and current copy of Council Bylaws and maintain an accurate and current copy of Robert’s Rules of Order;
      • 155.7.5.7 assume responsibility for carrying out Representative Elections as specified in the Staff Council Standard Operating Procedures;
      • 155.7.5.8 assume responsibility for carrying out Officer Elections as specified in Section 155. 8.12; and
      • 155.7.5.9 assume responsibility for carrying out filling of Vacancies of Representatives as specified in Section 155. 7.7.
    • 155.7.6 Duties of Secretary. The Secretary shall:
      • 155.7.6.1 record all resolutions and proceedings of Council meetings;
      • 155.7.6.2 record attendance of Representatives at Council meetings;
      • 155.7.6.3 provide Council meeting minutes to Communications Officer;
      • 155.7.6.4 maintain Council meeting minutes, By-law changes, and any other relevant documents as requested by the Executive Committee, forwarding those documents to the University Archives as necessary;
      • 155.7.6.5 maintain current year Committee records; and
      • 155.7.6.6 maintain an accurate and current database of all Staff.
    • 155.7.7 Duties of Treasurer. The Treasurer shall:
      • 155.7.7.1 report balances of all Council accounts at Regular Council meetings;
      • 155.7.7.2 pay, or cause to be paid, all Council bills as directed by the Executive Committee;
      • 155.7.7.3 maintains credit card machine and processes all credit card transactions;
      • 155.7.7.4 serves as back up to the Secretary;
      • 155.7.7.5 reconcile all statements of Council accounts; and
      • 155.7.7.6 prepare an annual financial report of all Council accounts.
    • 155.7.8 Duties of The Communications Officer. The Communications Officer shall:
      • 155.7.8.1 be a Representative or Officer of Council with the knowledge of media communications;
      • 155.7.8.2 edit and distribute pertinent information in appropriate media for the membership, as needed;
      • 155.7.8.3 maintain and make all updates to the Council website, including posting minutes, meeting announcements, upcoming events, and links to other websites;
      • 155.7.8.4 recommend, develop, and maintain new communications media;
      • 155.7.8.5 maintain all information relevant to Council communications;
      • 155.7.8.6 serve as an ex-officio member of the Public Relations Committee.
    • 155.7.9 Resignation of Officer. If an Officer resigns and vacates their term, the Elections Coordinator will be informed and oversees the following process:
      • 155.7.9.1 Chair Resigns. If the Chair resigns, the Vice Chair will assume all responsibilities of Chair and a new Vice Chair will be elected.
      • 155.7.9.2 If Officer Other than Chair Resigns. If the Vice Chair, Secretary, or Treasurer resigns, the Council Chair shall assign one (1) of the remaining Officers to assume the duties until an election is held.
    • 155.7.10 Petition for Removal. An Officer will be removed by a petition which outlines the reason for removal and is submitted to the Vice Chair. If petition is to remove the Vice Chair, then petition is submitted to the Chair. The petition must contain the signatures of at least a two-thirds majority of the Council.
155.10 Amendments to Bylaws
  • 155.10.1  Presentment in Writing.  Any member of Council may present in writing an Amendment to the By-laws at any Regular Council meeting.
  • 155.10.2  Majority Vote.  After introduction of the proposed amendment, Council shall vote on the amendment at two successive Regular Council meetings. The Secretary shall publish the amendment in the minutes of those meetings. The amendment must be approved by a majority vote at each meeting.
  • 155.10.3  Presentation to the Board of Trustees.  After approval by Council, amendments will be presented to the Indiana State University President for review and will be presented to the Indiana State University Board of Trustees for final approval.