Bylaws of the Staff Council
of the University of Georgia
Adopted June 1993
As Amended 6/95, 4/00, 12/02, 6/04, 2/06, 1/07.
Most recent amended 01/06/2012.
SECTION 1 NAME
The name of the body hereby constituted will be the University of Georgia Staff Council hereafter referred to in the bylaws as Staff Council.
SECTION 2 RESPONSIBILITIES AND FUNCTIONS
The Staff Council will participate in the process of University governance by advising the President of the University and by electing representatives to the University Council in the establishment of rules and regulations deemed necessary or proper for the promotion of the general welfare of the University. The Staff Council will elect staff members to serve staggered three-year terms on the University Council according to University Council bylaws. The Staff Council Chair will serve as an ex officio member of University Council.
The Staff Council will formulate and recommend to the President of the University and the University Council policies and procedures related but not exclusive to classified personnel.
The Staff Council will provide procedural guidelines to the unit level staff representative groups. These groups will strive to address issues of a local nature at the School, College, and Vice Presidential levels and forward to the Staff Council those issues which cannot be resolved.
The Staff Council will develop and maintain a university‑wide communications network to provide for efficient transmission of information to all staff members concerning the business conducted by the Staff Council.
SECTION 3 MEMBERSHIP OF THE STAFF COUNCIL
I. Members
The voting membership of the Staff Council will be elected by and from the classified personnel, as defined in the Policies of the Board of Regents (Policies, 801.02), and other regular non-faculty status employees. If the representatives to University Council who are elected by Staff Council come from classified staff at large instead of the Staff Council itself, those representatives will serve as nonvoting ex officio members of the Staff Council and must attend Staff Council meetings. University Council representatives who also serve as Staff Council representatives from a School, College, or Vice Presidential area will retain full voting rights.
II. Election of Members
A. Each Vice Presidential area, College, and School will elect by secret ballot at least one member to the Staff Council. In areas with more than 250 eligible staff members, additional Staff Council members will be elected at the ratio of one representative for each increment of 250 eligible staff members. See Table 1 for calculation ratios. The current apportionment for membership is appended to these Bylaws as Table 2.
B. The number of representatives will be computed every five years or as deemed necessary by the Staff Council, using the employment statistics effective January 1 of that calendar year. The reapportionment will take place with the next election of the Staff Council members, such that the revised number of representatives will be seated in the June meeting of the Staff Council. Statistics will be kept annually by the Vice Chair of Staff Council.
C. Members will be elected by and from the staff members of unit level Staff Representative Groups. The election within each Vice Presidential area, College, and School will be in accordance with Section 8 of these Bylaws. If an area Staff Representative Group has not formed or is inactive and thus does not elect a representative to Staff Council, the Staff Council president may call for volunteers from the area’s eligible staff members. Volunteers, up to the number allowed in Section 8, upon majority vote of approval of the Executive Committee, shall be seated as representatives of the area as if elected by the SRG.
D. Election to the Staff Council will be for a term of two years in length. Areas with more than one representative will elect representatives to staggered terms and will give term expiration dates to the Staff Council Coordinator. There will be no limitations on reelection; however, areas must provide a list of candidates and election results so that Staff Council may verify that elections have taken place.
E. New members to the Staff Council will be seated at the June meeting each year and will be introduced by the representatives they are replacing. Outgoing members will be responsible for voting on all business at this last meeting of their term. New members will be responsible for voting for the three elected members of the Executive Committee whose terms will begin on July 1.
F. Vacancies due to death, resignation, termination, or transfer from the area represented will be filled by election by and from the staff members from the area concerned.
G. If a representative misses two meetings without sending an alternate in his/her place, he/she will be considered in forfeit of the position and the president of the respective Staff Representative Group (SRG) will be notified and asked to elect a new member to represent the unit or college.
SECTION 4 OFFICERS OF THE STAFF COUNCIL
I. Officers and Duties
A. Chair ‑ The Chair will be responsible for conducting all Staff Council meetings and will serve as the head of the Executive Committee. The Chair will be elected by and from the Staff Council for a two‑year term of office and is eligible for reelection. The nominee must have previously served on the Staff Council for at least one year. Once elected, the Chair no longer represents the home unit but the entire Staff Council; therefore, the home unit must elect a representative to replace the Chair. The Chair will represent staff as a voting member of University Council and University Council’s Executive Committee. The Chair will also serve on the boards of The UGA Foundation and the Alumni Association. The Chair will not serve more than four consecutive years. A past Chair or President who has served two terms may run for that office again after a break in service of at least one term. The Chair is charged to invite the Provost to address the full council at least once a year.
B. Vice Chair ‑ The Vice Chair will assist the Chair and perform the duties of the Chair in his/her absence. The Vice Chair will serve as a member of the Executive Committee. The Vice Chair will be elected by and from the Staff Council to a one-year term of office and is eligible for reelection. The Vice Chair will be responsible for performing staff census as required in Section 3, II. Vice Chair will monitor UC minutes for Staff Council attendance.
C. Coordinator ‑ The Coordinator will be responsible for maintaining records, including meeting attendance, reserving meeting places, and distributing information within the Staff Council. The Coordinator may be any classified employee, as defined in the Policies of the Board of Regents, or other regular non-faculty status employee, and can be recruited from the campus-wide staff members. The Coordinator will be responsible for the recording and expenditure of such funds as may be allocated for the conduct of council business. The Coordinator will be responsible for any financial reports concerning council expenditures that are required. The Coordinator will be elected by the Staff Council to a one-year term of office. If the Coordinator is elected from outside the membership of the Staff Council, he/she will become a member‑at‑large of the council for the duration of his/her term of office. The Coordinator is eligible for reelection to additional terms.
D. Recording Secretary ‑ The Recording Secretary will record minutes at Staff Council meetings and present them for approval. Draft minutes will be sent to representatives via e-mail prior to next regularly scheduled Staff Council meeting. The Recording Secretary may be any classified employee, as defined in the Policies of the Board of Regents, or other regular non‑faculty status employee, and can be recruited from the campus-wide staff members. The Recording Secretary will be elected by the Staff Council to a one-year term of office. If the Recording Secretary is elected from outside the membership of the Staff Council, he/she will become a member‑at‑large of the Council for the duration of his/her term of office. The Recording Secretary is eligible for reelection to additional terms.
E. Parliamentarian ‑ The Parliamentarian will be appointed by the Chair of the Staff Council for a one‑year term. The Parliamentarian does not have to be a member of the Staff Council and can be recruited from the staff campus-wide. The Parliamentarian should have experience with parliamentary procedure and be well versed in the Bylaws of the Staff Council. If chosen from the staff campus-wide, the Parliamentarian has no voting rights on the Staff Council. If chosen from the Staff Council members, the Parliamentarian retains all voting rights.
Parliamentary authority for the Staff Council shall be the Bylaws of the Staff Council and a published authority to be chosen by the Chair and Parliamentarian for use during their term of office.
II. Election of Officers
A. The Chair, Vice-Chair, Coordinator, and Recording Secretary of the Staff Council will be elected during the April meeting of each year.
B. An announcement will be made at the January meeting that nominations for officers will be accepted by the Nominating Committee. Each nominee must consent to having his/her name placed in nomination. The Nominating Committee will distribute a slate which includes a short biography of each candidate before the April meeting. Each nominee will consent to answer questions from the council at the April meeting and elections will immediately follow the question session. The election will be by secret ballot. In the event that a single candidate is slated for an office, the candidate may be elected by acclamation without a ballot if there are no objections.
C. A candidate must receive a majority of the votes to be elected. In the event no candidate receives a majority, a run‑off election will be held between the two nominees receiving the most votes.
D. New officers will begin their terms at the close of the regularly scheduled June meeting.
SECTION 5 STANDING COMMITTEES
I. Executive Committee
A. Membership
The Executive Committee will consist of the five elected/appointed officers of the Staff Council and three additional members elected by and from the Staff Council on an annual basis. No more than one executive officer will be elected from any Vice Presidential area, College, or School. The Immediate Past Chair will serve in an advisory capacity.
Voting for the three additional elected officers shall be at the June meeting in the following manner: Each council member will vote for three candidates on three individual ballots. A majority of votes cast is required for election. The three candidates receiving the most votes (if a majority) will be elected, even if tied. If less than three receive a majority of votes cast, those receiving a majority will be elected and their names stricken from the ballot, provided they are from different V.P. units. If not, one must withdraw, or there must be a run‑off vote among candidates from the same V.P. unit. If only one such candidate has a majority, the others must withdraw. Voting will then proceed for the remaining candidates until the required number are elected. If two candidates are tied for a single remaining position, a run‑off vote will be taken. The three elected officers will begin their duties immediately following the June meeting.
B. Duties
1. The Executive Committee will meet regularly throughout the year. The chairperson of each standing and ad hoc committee is invited to attend these regular meetings. Additional meetings may be called by the Staff Council Chair. The place and time of all regularly scheduled Executive Committee meetings will be announced at each regular Staff Council meeting.
2. The Executive Committee will be empowered to act as the executive body of the entire Staff Council in cases requiring urgent action. The Executive Committee will inform the full council of all such actions taken at the next full council meeting or by a memorandum to all the individual representatives.
3. The Executive Committee will consider and refer to the appropriate committee any issue that affects the general welfare of the University or that concerns classified and regular non-faculty status employees.
4. The Executive Committee will receive and prepare agenda items for the Staff Council in any of the following ways:
a. Items received from the President of the University will be placed on the agenda.
b. Items received from any of the standing or ad hoc committees of the Staff Council will be placed on the agenda unless the Executive Committee decides, by a majority vote, to refer the item back to committee.
c. Items received from the duly constituted staff representative body of any unit within the University will be placed on the agenda or referred to the appropriate committee.
d. The Executive Committee will also receive agenda items from any person or group not provided for above. If it is decided, by majority vote, that such items merit consideration, the Executive Committee will refer those items to the appropriate committee, unless unusual or urgent circumstances merit prompt presentation to the Staff Council.
5. The Executive Committee will serve as the official liaison between the Staff Council and the President of the University.
6. The Executive Committee will request to meet with the President of the University at least once a year.
7. The Executive Committee will recommend for the council’s approval such ad hoc committees as it deems necessary.
II. Standing Committees
A. Membership
With the exception of the Executive Committee, standing committees will consist of at least five full members of the Staff Council, appointed by the Staff Council Chair. These appointments will take place during the August meeting. The full membership of each committee will choose a Chairperson. The committee Chairperson may appoint associate members from staff at large. Associate members are full participants in the business of the committees to which they have been appointed. They are not full members of the Staff Council, but may participate freely in the presentation of committee reports to the full council.
B. Basic Charge to Standing Committees
1. Each committee is empowered to investigate issues in its area of responsibility for report to the Staff Council.
2. The initial meeting of each committee will be convened at the August meeting of the Staff Council to elect a chair. Each standing committee will meet at least once every two months.
3. Each committee will submit an article highlighting their activities to the communications committee for publication.
4. Reports providing information and results of investigations will be submitted to the Executive Committee for inclusion on the agenda. Each committee will specifically report on the disposition of each item referred to it.
5. Recommendations to the Staff Council will be submitted to the Executive Committee for inclusion on the agenda.
C. Committees
1. Committee on Staff Needs and Concerns
The Committee on Staff Needs and Concerns will consider all issues that concern the classified personnel and other regular non-faculty status employees and that have not been assigned to other Standing Committees or to an ad hoc committee. The Committee will formulate policies and procedures for recommendation to the Staff Council. The committee will monitor legislation that could impact staff and disseminate information accordingly.
2. Communications Committee
The Communications Committee will develop and implement, subject to approval of the Staff Council, procedures for communicating information to classified personnel concerning those matters which affect the general welfare of the entire University or which concern classified personnel and other non-faculty status employees. The Committee will also establish a mechanism for communicating the business of the Staff Council to the news media and others outside the University community. The Committee will be responsible for maintaining and updating the Staff Council web site, monitoring the listservs administered by Staff Council, and responding to messages left in the Staff Council voice mail box and e-mails sent to the council web site.
3. Health and Safety Committee
The Health and Safety Committee will review and evaluate policies concerning the safety and health of University employees, and the safe utilization of University equipment and facilities. The Committee will make recommendations to the Staff Council concerning necessary changes in such policies.
4. Human Resources Committee
The Human Resources Committee will examine, monitor, and discuss Human Resources issues as they pertain to staff and act as liaison between UGA Human Resources and Staff Council.
D. Subcommittees
Subcommittees can be formed by any standing committee to address a specific issue. A subcommittee can become a Standing Committee by amending these Bylaws if the subcommittee has been in working existence for more than two years and there is evidence that the committee will be needed on an ongoing basis.
E. Ad Hoc Committees
Ad Hoc Committees are formed by the Staff Council to address immediate issues and are for a limited time only. As soon as the final report is presented to the Staff Council the committee has finished its charge. An Ad Hoc Committee can become a Standing Committee by amending these Bylaws if there is need for ongoing study of the issue for which the Ad Hoc Committee was formed.
III. Nominating Committee
The Nominating Committee will be appointed by the Executive Committee in January and will be responsible for drafting a slate of candidates for election to the offices of Chair, Vice-Chair, Coordinator, and Recording Secretary and to University Council positions. The Nominating Committee will call for nominations. The Nominating Committee will complete the slate and distribute biographies of candidates to each representative before the April meeting. The Nominating Committee will convene again prior to the June meeting to draft a slate of candidates for the three elected officers of the Executive Committee who will be elected at the June meeting for the following fiscal year.
IV. Special Standing Committees and Appointments
A. Definition
Any committee to which the Staff Council appoints members, but over which it has no direct authority, shall be a special standing committee. Appointments will be made by the Executive Committee.
1. University System of Georgia Staff Council Representative and alternate (one year appointment).
2. Liaison to the UGA Retirees Association (one year appointment).
SECTION 6 ELECTION OF REPRESENTATIVES TO UNIVERSITY COUNCIL
- Nomination
Any member of the Staff Council or of the classified staff of the university may be nominated for one of the University Council committee seats as noted in the University Council Bylaws (https://apps.reg.uga.edu/UniversityCouncil/). The Nominating Committee will distribute biographical statements about the candidates to each Staff Council representative by July of each year. University Council term begins in August of each year.
- Election
Nominees must attend the designated Staff Council meeting and consent to answer questions placed by the body of the council. Election by secret ballot will follow this questioning. Separate ballots shall be distributed based upon individual committee positions to be filled during that year’s election, e.g., two for Parking Appeals, three for Human Resources, and one each for Facilities, Libraries, Strategic Planning, and Student Affairs. A candidate must receive a majority of votes to be elected. In the event no candidate receives a majority, a run-off election will be held between the nominees receiving the most votes. If a candidate is not elected to the committee position for which he/she initially runs, he/she may run for another position.
- Term
University Council representatives will be elected for a three-year term. The Coordinator will announce no later than the April meeting which University Council committee positions should be filled by the July election.
- Cause for replacement
If an elected University Council representative misses two University Council meetings or two Staff Council meetings without sending an alternate in his/her place, he/she will be considered in forfeit of the position and a special election will be held for a replacement. The Registrar will be informed immediately following the election. Vice Chair will monitor UC minutes for Staff Council attendance.
I. University Council Committees
Below is excerpt from University Council Bylaws outlining Staff Council participation:
- Membership
Staff members of University Council committees will be elected by the Staff Council with the exception of the Staff Council Chair’s ex officio position on the University Council Executive Committee. Membership guidelines contained herein refer only to the staff members of the committees; full membership guidelines may be found in the Bylaws of the University Council.
Committee on Facilities
- Membership
Staff: One staff member, elected by the Staff Council, shall serve a three-year term as a voting member. - Duties
- To review and evaluate policies concerning campus planning, the use of University land and facilities, and campus safety and to recommend necessary changes to the Council, the President, and appropriate offices.
Committee on Student Affairs
- Membership
Staff: Two staff members, elected by the Staff Council, shall serve three-year terms as voting members. - Duties
- To recommend to the Council rules and regulations affecting student life, activities, and behavior.
- To investigate and report on any student issue which the Council may wish the Committee to consider or which the Committee itself believes worthy of consideration.
- To have members provide advice, as needed, to the Student Affairs Departments on non-academic student petitions.
- To advise the Division of Students Affairs, especially on long-range planning, and advocate on behalf of the Division.
Faculty/Staff Parking Appeals Committee
- Membership
Staff: Two staff members, elected by the Staff Council, shall serve as voting members of the Faculty/Staff Parking Appeals Committee. The staff members of the Faculty/Staff Parking Appeals Committee shall serve two-year terms, beginning in the month of August. - Duties
- To consider all appeals from faculty and staff concerning parking tickets and fines at The University of Georgia. Tie votes by the committee shall be regarded as a denial of appeal. The President of the University has delegated authority to this committee to make final institutional decisions on faculty and staff traffic and parking appeals.
Human Resources Committee
- Membership
Staff: Three staff members, elected by the Staff Council, shall serve three-year terms as voting members. - Duties
- To review and recommend policies related to faculty and staff benefits, including but not limited to leave programs, retirement programs, health and life insurance programs, emeritus faculty benefits, and other human resource matters.
- To review and recommend policies related to gender and equity issues.
Strategic Planning Committee
- Membership
Staff: One staff member, elected by the Staff Council, shall serve a three-year term as a voting member.
- Duties
- To advise and consult with the President and the faculty in the establishment, monitoring and revision of the Strategic Plan of the University.
- To advise and consult with the Senior Vice President for Finance and Administration, the Senior Vice President for Academic Affairs and Provost, and the faculty about the status of the current university budget, the outlook for the university’s budget for the upcoming year, and the extent to which budgetary changes promote the university’s strategic goals.
- To forward recommendations to the University Council concerning any Strategic Plan offered by the President.
University Libraries Committee
- Membership
Staff: One staff member, elected by the Staff Council, shall serve a three-year term as a voting member. - Duties
- To consider and recommend to the Council, the Director of Libraries, and the Senior Vice President for Academic Affairs and Provost general policies for the development and utilization of the University libraries.
SECTION 7 GENERAL PROCEDURES
I. Meetings
A. Regular meetings of the Staff Council will be held monthly unless otherwise designated by the Staff Council Executive Committee. Meetings of the new fiscal year will commence in July and be held at 2:30 PM on the first Wednesday of the month, except for the January and July meetings, which will be held on the second Wednesday. Alternate dates and times may be established at the beginning of the fiscal year and announced to staff using all available communication options.
B. Special meetings may be called in any of the following ways:
1. By the President of the University.
2. By the Chair of the Staff Council or the Vice Chair in the absence of the Staff Council Chair.
3. By majority vote of the Executive Committee.
4. By written petition, signed by ten or more Staff Council members, addressed to the Staff Council Chair.
C. The Executive Committee of the Staff Council will prepare the agenda for each meeting. This agenda, together with pertinent information on items to be discussed by the Staff Council, will normally be distributed to Staff Council members in advance of regularly scheduled meetings. Items not on the announced agenda may be added by the Executive Committee prior to the meeting, or they may be added at the meeting by a two‑thirds vote of members present and voting. The Staff Council agenda will also be published in a forum widely available to the University such as the Staff Council web page ugasc.uga.edu
D. The order of business at regular meetings of the Staff Council will be as follows:
1. The presentation of the minutes of the last meeting of the Council, their corrections, if any, and their adoption.
2. Reports of standing committees and discussion thereof.
3. Reports of special committees and discussion thereof.
4. Reports of the Chair.
5. Unfinished business.
6. New business.
7. Adjournment.
8. Committee meetings
E. A simple majority of the voting members of the Staff Council will constitute a quorum. Motions may be passed by a majority of those present and voting. The Staff Council may not vote if a quorum is called and found lacking, or is not sustained.
F. A council member who is unable to attend a meeting should appoint an alternate. An alternate may enter into discussion and vote after registering. No person can represent more than one member at a meeting.
G. Nonmembers are welcome to attend all Staff Council meetings. Nonmembers who wish to address the council will request permission to do so from the Executive Committee prior to the meeting or from the presiding officer during the meeting. Any council member may move that a nonmember be allowed to speak.
H. Draft minutes will be made available to Staff Council Representatives in a timely manner after each meeting. Approved copies of the minutes of each meeting will be posted to the Staff Council web page.
I. Parliamentary authority for the staff council shall be the Bylaws of the Staff Council and a published authority to be chosen by the Chair and Parliamentarian for use during their term of office.
II. Voting
Voting will be conducted during meetings whenever possible; however, in some cases as stipulated by the council, votes may be cast via the SC-reps listserv. In such a case, a simple majority of representatives must post a vote to the list to constitute a quorum. Results of the vote will be according to majority of posts.
III. Amendments to the Bylaws
The Staff Council will have the power to amend its bylaws providing that such amendments be approved by a two‑thirds majority of the votes cast at two successive meetings of the council. Proposed amendments to the Bylaws will be presented in writing, and should be provided to the voting members of Staff Council ten days before meeting date. A voice vote will be taken unless a paper ballot is requested by a voting member.
SECTION 8 PROCEDURAL GUIDELINES FOR THE UNIT LEVEL STAFF REPRESENTATIVE GROUPS
I. A unit level Staff Representative Group (SRG) is defined as the group that directly elects a member to the Staff Council. Thus a unit may be at the Vice Presidential, College, or School level.
II. In areas where there are a large number of employees in the unit further subdivision may be necessary. In many cases this can be most easily accomplished along divisional lines, common work area or responsibilities, or by building.
III. All representatives to the unit level Staff Representative Group will be elected by and from the staff members of the unit. These elections will be according to the SRG bylaws.
IV. The unit level representative to the Staff Council will make the minutes of the Staff Council meetings available to their unit level Staff Representative Groups.
V. Unit level Staff Representative Groups should meet as often as necessary to conduct the business of that unit. These meetings should be scheduled between regularly scheduled Staff Council meetings. This allows items discussed at the unit level to be formalized and submitted to the Executive Committee of the Staff Council for assignment to the appropriate committee or inclusion on the next agenda.
VI. Election of members to the Staff Council will take place at the meeting preceding the June Staff Council meeting. The presiding officer or representative of each unit level Staff Representative Group will report the name(s) of newly elected members of the Staff Council as well as the name(s) of members being replaced to the Coordinator of the Staff Council prior to the council’s June meeting.
It is up to the SRG to decide appropriate action when notified by the Coordinator of the Staff Council that their representative has missed two Staff Council meetings within the fiscal year (note: having an alternate attend is NOT considered a missed meeting).
VII. Staff members have the right to present issues to a unit level Staff Representative Group to which they are not organizationally assigned but are physically assigned, e.g., building custodians.
VIII. Unit level Staff Representative Groups are encouraged to write formal bylaws. At a minimum, these bylaws should include election procedures. In case of conflict between unit level Staff Representative Group and Staff Council Bylaws, the Staff Council Bylaws shall take precedence.
APPENDIX
Table 1. Calculation of the number of elected representatives.
| Staff members in unit | Number of elected members |
| 1 – 250 |
1 |
| 251 – 500 |
2 |
| 501 to 750 |
3 |
| 751 to 1000 |
4 |
| 1001 to 1250 |
5 |
| 1251 to 1500 |
6 |
| 1501 to 1750 |
7 |
| 1751 to 2000 |
8 |
Table 2. Apportionment (using 2010 census data)
|
Area |
# of staff |
# of reps |
| Sr. VP for Academic Affairs & Provost |
525 |
3 |
| Sr. VP for Finance & Administration |
1,697 |
7 |
| Sr. VP for External Affairs |
187 |
1 |
| VP for Instruction |
147 |
1 |
| Office of the President |
23 |
1 |
| VP for Research |
299 |
2 |
| VP for Public Service and Outreach |
363 |
2 |
| VP for Student Affairs |
484 |
2 |
| College of Agricultural & Environmental Sciences |
998 |
4 |
| Franklin College of Arts & Sciences |
412 |
2 |
| Terry College of Business |
117 |
1 |
| College of Education |
131 |
1 |
| College of Environment and Design |
16 |
1 |
| College of Family & Consumer Sciences |
120 |
1 |
| College of Journalism & Mass Communication |
50 |
1 |
| College of Pharmacy |
56 |
1 |
| College of Public Health |
33 |
1 |
| College of Veterinary Medicine |
367 |
2 |
| Graduate School |
21 |
1 |
| MCG/UGA Medical Partnership |
2 |
1 |
| Eugene Odom School of Ecology |
23 |
1 |
| Warnell School of Forestry and Natural Resources |
96 |
1 |
| School of Law |
79 |
1 |
| School of Public and International Affairs |
38 |
1 |
| School of Social Work |
17 |
1 |
|
TOTALS |
6,301 |
39 |