Bylaws





Untitled Document

Bylaws
The Ohio State University
University Staff Advisory Committee
Revised 2018.02

  1. ARTICLE:  NAME
    1. The name of the organization shall be the University Staff Advisory Committee, referred to herein as “USAC”.
  1. ARTICLE:  PURPOSE
    1. USAC serves as an advisory committee to the university president, serving the interests and needs of all staff from a university-wide perspective pertaining to their daily activities and work conditions as they strive to support the university’s mission, vision and values as a model land-grant higher educational institution.  USAC promotes understanding and cooperation by maintaining an active and participatory line of communication and outreach to the greater staff community. USAC collaborates with various university offices and functions that are provided for the benefit of employees to enrich community spirit.
  1. ARTICLE:  MEMBERSHIP
    1. Membership Profile
      1. Membership is comprised of no more than 30 classified and/or unclassified staff members in non-bargaining units.
      2. USAC membership shall represent a diverse staff from across the university, seeking a balance from each classification as well as geographic locations of colleges, regional campuses and support units.
      3. The president will appoint ex-officio members at their discretion.
    2. Eligibility for Membership
      1. Prospective members shall have at least two (2) years of continuous, regular service, with a 75% FTE or higher at the time of application that leads into active membership (July 1).
      2. Staff members represented by a bargaining agreement with membership in a university recognized union are ineligible for USAC membership.
    3. New Members
      1. New members are appointed by the university president upon recommendation by USAC.
      2. Former USAC members who have filled a full term or filled a partial term are ineligible for reappointment for 12 months following term expiration.
    4. Term of Service 
      1. No member shall serve longer than three (3) consecutive years with the exception of a 2nd year member elected to a chair-elect position.  A 4th year term shall be granted in this circumstance.
    5. Attendance and Participation
      1. Members appointed by the President are considered active with full voting privileges of the committee.
      2. Members shall attend all USAC business meetings and actively engage in the work of the assigned subcommittee.
      3. Members shall participate in a manner that creates a collaborative and engaged work environment that furthers the collective mission and vision of USAC (see USAC Operations and Procedures Manual)  
    6. Resignation of a Member
      1. The request to resign from USAC membership shall occur in writing.  The request shall be addressed to the Office of the President and the USAC chair.
      2. Members accepting a new job role external to the university shall resign membership immediately upon accepting an external job offer and inform the Office of the President and USAC chair in writing
      3. Resignation shall be effective immediately upon receipt by the Office of the President and USAC chair.
    7. Change of Employment Status
      1. It is the responsibility of each USAC member to inform the chair when a change of employment status occurs:
        1. Accepting a new job role external to the university  
        2. FTE drops below 75%
        3. Accepting a new internal job role at the university
        4. Members who involuntarily experience a change in employment status shall inform the USAC chair to discuss options.  (see USAC Operations and Procedures Manual)
    8. Removal of a Member
      1. Each member shall represent USAC in a manner that models the values of the university, treats others with dignity and respect and engages in ethical, values-based decision-making for the greater good of all staff (see USAC Operations and Procedures Manual).
      2. Failure to adhere to the USAC Operations and Procedures Manual shall be grounds for removal.
      3. In addition, members may be removed for lack of regular attendance and active participation in USAC meetings, events and subcommittee work assignments.
    9. Filling of Vacancies
      1. The decision to fill a vacancy of an unfulfilled term created by the resignation or removal of a member shall be made at the recommendation of the Executive Committee.
      2. The decision to fill a vacant position shall be guided by the needs of USAC to achieve the goals of the member’s unexpired term.
  1. ARTICLE:  USAC ADVISOR (ADHOC)
    1. The university president, president’s designee and/or USAC chair has the authority to appoint a USAC advisor.
    2. The advisor serves as a consultant to the USAC chair and Executive Committee on matters that may come before the USAC membership.
    3. The advisor is not a USAC member and therefore, has no responsibility to participate in business meetings, subcommittees, or events and does not have voting privileges.
  1. ARTICLE:  OFFICERS
    1. USAC officers shall consist of chair, chair-elect, vice chair/secretary-treasurer, and vice chair/communications.
    2. Qualifications of Officers
      1. No person shall be eligible to hold office who has not been an active member for at least 6 months prior to nomination.
    3. Terms in Office
      1. Officers shall serve for a one (1) year term beginning July 1 of each fiscal year.
      2. Officers shall serve until their successors are elected and installed prior to June 30.
      3. No person shall hold the same office for more than two consecutive terms.
      4. Upon completion of the term, the chair-elect shall assume the role of chair for the consecutive fiscal year.
      5. If a third year member fills the chair-elect position, that member’s term shall be extended an additional year.
    4. Vacancies
      1. In the event of a chair vacancy, the chair-elect shall assume the duties of the chair.
      2. An officer who resigns shall turn over all records to the chair within fifteen days of the resignation.
      3. It shall be the duty of the Executive Committee to act upon the resignation of any officer and make recommendations to USAC to fill an unexpired officer’s term.
      4. Upon the concurrent resignations of the chair and chair-elect, the Executive Committee shall meet in special session to appoint an acting chair.
      5. The chair may temporarily appoint a USAC member in good standing to fulfill the officer role until the Executive Committee and USAC membership are able to take action on the vacancy.
      6. The election of officers shall take place by secret ballot at a USAC meeting no later than May 1st.
      7. Election details and procedures are outlined in the USAC Operations and Procedures Manual and authority to oversee elections is held by the Election Taskforce appointed by the outgoing USAC chair.
  1. ARTICLE:  DUTIES OF OFFICERS
    1. Chair
      1. The chair shall be the principal executive officer, providing leadership and vision for USAC with responsibility for supervising the affairs of USAC and serving as the spokesperson in any official matters.  The chair shall preside at all regular meetings and special meetings, shall make appointments to all committees with the approval of USAC, and shall be an ex officio member of all committees and task forces, except the Officer Election Task Force.  The chair, in conjunction with the chair elect, vice chairs and subcommittee chairs, is responsible for the creation of the USAC budget and approval of expenditures. As the presiding officer, the chair has the authority to assign duties as needed or as necessary to officers, committees and members of USAC.
    2. Chair-Elect
      1. The chair-elect shall assume the duties of the chair during the chair’s absence, removal or inability to serve and shall assist the chair in his/her duties.  The vice-chair shall arrange programs and workshops for USAC, subject to the approval of the Executive Committee and in accordance with the interests of the membership. The vice-chair shall oversee the USAC calendar, new member orientation and new member review.
    3. Vice Chair/Secretary-Treasurer
      1. The secretary/treasurer shall handle all general correspondence of USAC and keep accurate records of USAC regular meetings, including attendance. In addition, the secretary/treasurer shall also keep records of the Executive Committee.  It is the responsibility of the secretary/treasurer to follow university and committee protocol for the approval of meeting agenda and minutes and distribution to the membership. 
      2. The secretary/treasurer shall be the financial liaison to the Human Resources fiscal officer for the purpose of determining an annual USAC budget and securing funds necessary for USAC operations.  The secretary/treasurer shall keep accurate financial records and maintain records for USAC membership.
      3. The secretary/treasurer shall present financial reports at the USAC regular business meetings.
      4. The secretary/treasurer shall provide a financial report for the prior fiscal year and the current fiscal year, at the end of the fiscal year, to be signed off by the current chair and vice chair-secretary/treasurer and also the incoming chair and vice chair-secretary/treasurer.
    4. Vice Chair/Communications
      1. The vice chair/communications shall be responsible for USAC outreach communication to its designated audiences and maintain accurate messaging on the USAC website.
      2. The vice chair/communications shall coordinate all technology needs – including assistance from OCIO and/or the Digital Union – and other resources for USAC-sponsored Conversations with the President and/or other necessary events.
      3. The vice chair/communications shall be responsible for maintaining USAC archives
  1. ARTICLE:  EXECUTIVE COMMITTEE
    1. The Executive Committee shall have general supervision of the affairs of USAC between its business meetings, fix the hour and place of meetings, approve USAC meeting programming and agendas, provide direction to sub-committees, and make recommendations to the USAC membership.  The Executive Committee shall be subject to the will of the USAC membership, and none of its acts shall conflict with the action taken by the USAC membership.
    2. The Executive Committee shall consist of the elected officers.
    3. A majority of the Executive Committee shall constitute a quorum.
    4. Sub-committee & task force chairs are appointed by the chair
    5. Executive Committee meetings are open to the general membership of USAC.
  1. ARTICLE:  MEETINGS
    1. Business Meetings
      1. The general membership shall convene twice per month to conduct the business of USAC.
      2. A quorum shall consist of a majority of total membership, including the presiding officer.  The act of the majority present at any meeting at which there is a quorum shall be the act of the entire USAC, except as otherwise provided by these bylaws.
      3. A motion brought before the USAC membership shall need a majority of the quorum to pass.
      4. The purpose of the meeting is to conduct regular USAC business, including but not limited to:
        1. Executive Committee reports and recommendations
        2. Subcommittee reporting and recommendations
        3. Programming that informs and advises USAC membership on topics critical to the general welfare and interest of university staff
        4. Review of proposed policies
        5. Other business at the discretion of the chair
      5. An agenda of each business meeting shall be distributed by noon on the day prior to each business meeting by the vice chair/secretary-treasurer.
      6. Meeting minutes shall document attendance, all proceedings, action items and voting outcomes of each meeting.
      7. Meeting minutes shall be submitted for approval at the next regularly scheduled business meeting.
      8. All business meetings are open to any staff to attend.
    2. Special Meetings
      1. The chair has authorization to call special meetings and shall state the purpose of the special meeting in the call.
      2. Five (5) calendar days’ notice of a special meeting shall be given to the membership.
      3. The chair may authorize the use of computer technology to facilitate a special meeting.
      4. Attendance shall be taken by roll call to establish a quorum.
      5. If a ballot of the membership is required to take action on an agenda item, the chair shall specify parameters for casting a written ballot in accordance with the USAC bylaws.
      6. Special meetings follow the same protocol for documentation and approval as business meeting.
  1. ARTICLE:  SUBCOMMITTEES and TASK FORCES
    1. USAC members not serving as an elected official shall be appointed to serve on a subcommittee or task force.
    2. A subcommittee chair or co-chairs shall be appointed by the USAC chair.
    3. Subcommittees shall be formed by a majority vote of the full committee. A motion may be brought forward at any meeting to form a subcommittee.
    4. Subcommittees may be disbanded by a majority vote of the full committee. A committee member shall bring forth the motion for a subcommittee to disband.
    5. USAC shall have the following four (4) subcommittees:
      1. The Governance Subcommittee with duties that include:
        1. Oversight of the USAC bylaws, including appointment of a USAC parliamentarian(s);
        2. Responsibility for the appointment of a staff representative on all Senate and university-wide committees, including receiving reports from the university-wide committee meetings from the appointment staff member and sharing relevant information with USAC;
        3. Facilitation of USAC efforts on the Staff Development Grants and the Distinguished Staff Award Selection Committee.
      2. The Outreach and Engagement Subcommittee (O&E) with duties that include:
        1. Coordination of the efforts for USAC-sponsored events and outreach to university staff through multiple engagement activities throughout the year;
        2. Issues and efforts related to diversity and inclusion;
        3. USAC committee internal engagement.
      3. The Staff Compensation and Benefits Subcommittee (SCBS) with duties that include:
        1. A focus on the policies and issues affecting staff compensation and benefits, including any relevant surveys;
        2. Acting as an advocate for staff by appointing a member to  the Human Resources Compensation and Benefits committee;
        3. Issues and efforts related to health and wellness.
      4. The Inclusive Excellence Subcommittee (IE) with duties that include:
        1. Integration deliberate efforts and executing practices that support a more inclusive culture within USAC;
        2. Continuing collaboration with established partnerships across campus to promote inclusive initiatives that are significant to enhancing the staff experience around diversity and inclusion matters.
    6. Formation of a task force is authorized by the chair, not to exceed the balance of the chair’s term
      1. Task force shall follow the same operational guidelines as subcommittees (see USAC Operations and Procedures Manual).  
  1. ARTICLE:  PARLIMENTARY AUTHORITY
    1.  The rules contained in the current edition of Robert’s Rules of Order Newly Revised (RONR), shall govern USAC in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order USAC may adopt.
    2. The chair shall appoint a Parliamentarian(s) who acts in an advisory capacity to the chair and USAC at the meetings and as needed to insure that USAC’s bylaws are followed.
  1. ARTICLE:  AMENDMENT OF BYLAWS
    1. The bylaws shall be subject to continuing review and revision. At a minimum, the bylaws should be reviewed every three (3) years and any necessary changes made pursuant to the following.
    2. Bylaws shall be amended at any regular meeting of USAC by a majority vote of the present quorum. A quorum consists of a majority of total membership, including the presiding officer. 
    3. Proposed amendments are submitted in writing and reviewed by the Governance Subcommittee prior to coming before the general USAC membership to insure the proposed amendment does not conflict with or override other articles in the USAC bylaws.
    4. Written notice regarding intent to vote and the proposed amendments shall be distributed to USAC at least one week prior to the next scheduled business meeting.
    5. Upon receiving a majority vote of the present quorum, the proposed amendments shall be sent to the university president or designee for approval.
    6. Amended bylaws are not effective until USAC receives approval from the Office of the President.
    7. The USAC Operations and Procedures Manual shall serve as a supplemental document separate from the Bylaws and shall align to provisions in the Bylaws with specific procedural instructions.