Bylaws of the University of Georgia Staff Council

The name of the body hereby constituted will be the University of Georgia Staff Council, hereafter referred to in the bylaws as Staff Council.  

Article 2: Responsibilities & Functions  

The Staff Council will participate in the process of University governance by advising the President of the University 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 on the University Council according to University Council bylaws Part 1 - Section III - H.

The Staff Council will formulate and recommend to the President of the University, the University Council, and the University System of Georgia Staff 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 at the School, College, and Vice-Presidential levels and forward to the Staff Council those issues which cannot be resolved at the local level.  

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.   

Article 3: Membership

Section 3.1 Membership Eligibility

The membership of the Staff Council will be elected by and from the classified employees and other employees with regular non-faculty, non-student employment status, as defined in the University System of Georgia Human Resources Administrative Practice Manual, Section on Classification, Compensation, & Payroll, Policy on Employee Categories [version Sept. 1, 2022] and the Board of Regents Policies 8.1.2.

Section 3.2 Classes of Members

3.2.1 Staff Council Representatives

A staff member who is elected to serve as a representative from a school, a college, or a Vice Presidential unit level to the Staff Council.

Staff Council representatives will be elected by the unit level Staff Representative Groups (SRGs) and from the unit’s staff members as a whole. The election within each Vice-Presidential area, college, and school will be in accordance with Article 10 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, upon majority vote of approval of the Staff Council Executive Committee, will be seated as representatives of the area as if elected by the SRG. 

Each Vice-Presidential area, college, and school will elect at least one member to the Staff Council. In areas with more than 250 eligible staff members, additional Staff Council representatives will be elected at the ratio of one representative for each increment of 250 eligible staff members. See Appendices and Procedures for Table 1: Calculation of the number of elected representatives appended to these bylaws for calculation ratios; Table 2: Apportionment: shows the current apportionment for membership. 

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 representatives, such that the revised number of representatives will be seated in the June regular meeting of the Staff Council.  

3.2.2 Alternates 

A Staff Council member who is unable to attend a meeting should appoint an alternate. An alternate may enter into discussion and vote after registering with the Coordinator. No person can represent more than one member at a meeting.  

3.2.3 Associate Members 

Associate members may participate in the business of the committees to which they have been appointed. They are not voting members of the Staff Council but may participate freely in the presentation of committee reports to the Staff Council. 

3.2.4 Voting at-large member of the Staff Council 

A staff member who is elected to serve as a Staff Council officer from staff university-wide as opposed to from the current Staff Council membership. 

3.2.5 University Council Representatives 

A staff member who is elected to serve as a representative from the Staff Council to the University Council. Representatives may be elected from the Staff Council or from staff university-wide.  

Section 3.3 Voting Rights 

The following classes of members have voting privileges on Staff Council business: Staff Council representatives, voting at-large members of the Staff Council, alternates who have registered with the Coordinator, and University Council representatives. This group hence forth shall be referred to as voting members. 

Section 3.4 Attendance, Resignations, and Vacancies 

3.4.1 Staff Council Representatives 

If a representative misses two Staff Council regular or special meetings per fiscal year without sending an alternate in their place, they may be considered in forfeit of the position, and the President of the respective Staff Representative Group (SRG) or the Dean/VP of the unit will be notified by the Coordinator and asked to elect a new representative to represent the unit or college. 

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. 

3.4.2 Staff Council Executive Committee 

Committee chairs who are unable to attend a Staff Council Executive Committee meeting will send an alternate from their respective committees. An alternate may enter into discussion and vote after registering with the Coordinator.

If any of the Staff Council Executive Committee elected members have two unexcused absences per fiscal year, a two-thirds majority of the Staff Council will determine the status of that executive committee member.

If a President’s remaining term is six months or less, the Vice President will serve as President until the end of June. If the remaining term is more than six months, a call for nominations or volunteers will be made immediately by means of the SC-REPS list, and the Vice President will serve as President until a President is elected at the next scheduled regular meeting of the Staff Council. 

In the event of vacancies in other elected Staff Council Executive Committee positions, a call for nominations or volunteers will be made immediately by means of the SC-REPS list, and a replacement will be elected or seated by votes at the next scheduled regular meeting. 

3.4.3 University Council Representatives 

Vacancies of the University Council positions will be filled for the remainder of the term by election at the next scheduled Staff Council regular meeting. If there is a University Council meeting or University Council committee meeting prior to the next Staff Council regular meeting, or if the remainder of the term is six months or less, the Staff Council Executive Committee may appoint an alternate to attend until the position can be filled or until the end of the term. Representatives to the University Council must adhere to the attendance policy defined in that Council’s bylaws. 

Article 4: Officers and Duties

President

• The President will be responsible for conducting all Staff Council meetings and will serve as the head of the Staff Council Executive Committee. The President will represent staff as a voting member of the University Council and the University Council’s Executive Committee. The President will also serve as a non-voting ex-officio member of the UGA Alumni Association. The President is charged to invite separately the President of the University and Provost of the University to address the Staff Council at least once a year, and to meet with the Staff Council Executive Committee at least once per year. 

• The President will be elected by and from the Staff Council and have previously served on the Staff Council for at least one year. The President will serve a two-year term of office and is eligible for reelection. The President will not serve more than two consecutive terms. A past President who has served two terms may run for that office again after a break in service of at least one term. Once elected, the President no longer represents the home unit but the entire Staff Council; therefore, the home unit must elect a representative to replace the President.

Vice President

• The Vice President will assist the President and perform the duties of the President in their absence. The Vice President will serve as a voting member of the Staff Council Executive Committee and as UGA’s representative to the University System of Georgia Staff Council. The Vice President will be responsible for performing the staff census. The Vice President will monitor University Council minutes for staff representative attendance. The Vice President shall serve as the chair of an ad hoc committee to plan the annual Staff Resource Fair.  

• The Vice President will be elected by and from the Staff Council to a one-year term of office and is eligible for reelection to additional consecutive terms.  

Coordinator

• The Coordinator will be responsible for documenting meeting attendance; reserving meeting places; announcing meetings via the SC-REPS and UGA-STAFF lists and the UGA Master Calendar; and distributing information within the Staff Council. The Coordinator will monitor the Staff Council minutes for representatives’ attendance and report unexcused absences to their unit. The Coordinator will serve as a voting member of the Staff Council Executive Committee. 

• The Coordinator will be elected by the Staff Council to a one-year term of office. The Coordinator is eligible for reelection to additional consecutive terms. The Coordinator may be any classified employee, as defined in the Policies of the Board of Regents, or other regular non-faculty, non-student status employee, and can be recruited from staff university-wide. If the Coordinator is elected from outside the membership of the Staff Council, they will become a voting member-at-large of the Staff Council for the duration of their term of office. 

Secretary

• The Secretary will record minutes at Staff Council meetings and present them for approval; approved minutes will be posted on the Staff Council website. The Secretary will send draft minutes to Staff Council representatives via e-mail no later than ten business days after each Staff Council meeting. The Secretary will serve as custodian of Staff Council’s records (except records specifically assigned to other officers), including minutes; reports of officers, boards, and committees; and official correspondence. The Secretary will serve as a voting member of the Staff Council Executive Committee. 

• The Secretary will be elected by the Staff Council to a one-year term of office. The Secretary is eligible for reelection to additional consecutive terms. The Secretary may be any classified employee, as defined in the Policies of the Board of Regents, or other regular non-faculty, non-student status employee, and can be recruited from the university-wide staff members.  If the Secretary is elected from outside the membership of the Staff Council, they will become a voting member-at-large of the Staff Council for the duration of their term of office.  

Treasurer

• The Treasurer will be responsible for the recording and expenditure of such funds as may be allocated for the conduct of Staff Council business, and for any financial reports concerning Staff Council expenditures. These duties will include reconciling account status reports and processing check requests for reimbursements and expenditures. The Treasurer will serve as a voting member of the Staff Council Executive Committee. 

• The Treasurer will be elected by the Staff Council to a one-year term of office. The Treasurer is eligible for reelection to additional consecutive terms. The Treasurer may be any classified employee, as defined in the Policies of the Board of Regents, or other regular non-faculty, non-student status employee, and can be recruited from staff university-wide. If the Treasurer is elected from outside the membership of the Staff Council, they will become a voting member-at-large of the Staff Council for the duration of their term of office. 

Parliamentarian

• The Parliamentarian will advise members of the Staff Council on matters of parliamentary procedure. The Parliamentarian will serve as a member of the Staff Council Executive Committee. 

• The Parliamentarian will be appointed by the President 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 staff university-wide. The Parliamentarian should have experience with parliamentary procedure and be well versed in the Bylaws of the Staff Council. If chosen from staff university-wide, the Parliamentarian has no voting rights on the Staff Council. If chosen from the Staff Council members, the Parliamentarian retains all voting rights. 

Article 5: Meetings

Section 5.1 Regular Meetings 

Regular meetings of the Staff Council will be held monthly unless otherwise voted on by the Staff Council Executive Committee. Meetings of the new fiscal year will start in July and be held at 2:30 PM on the first Wednesday of each month, except for the January and July meetings, which will be held at 2:30 PM on the second Wednesday. Alternate dates and times may be voted on by the Executive Committee at the beginning of the fiscal year and announced to staff using all available communication options with a minimum of 5 working days notification.

Section 5.2 Special Meetings 

Special meetings may be called by the President of the University; by the President of the Staff Council or the Vice President in the absence of the President; by majority vote of the Executive Committee; or by written (including electronic) petition, signed by ten or more Staff Council members, submitted to the Staff Council Executive Committee. 

Section 5.3 Meetings Held Electronically 

5.3.1 Authorization 

All types of meetings of the Staff Council, including of any committees under its purview, are authorized to be conducted through use of Internet meeting services approved by the Executive Committee of the Staff Council so long as those services support audited voting, visible displays identifying those participating, identifying those seeking recognition to speak, and showing the text of pending motions. 

All Staff Council members are authorized to participate using the designated service and retain the same rights while participating electronically as they would if present in person. 

5.3.2 Provisions 

These electronic meetings of the Staff Council and its committees shall be subject to these Bylaws and all rules adopted by the Staff Council to govern itself. 

Any vote conducted through the designated Internet meeting service shall be deemed as appropriate to fulfill any requirement about conducting a vote in these Bylaws and by all rules adopted by the Staff Council to govern itself.

The Coordinator shall schedule Internet meeting service availability to begin at least 15 minutes before the start of the meeting.

Every Staff Council member shall receive, by electronic communication at least 5 working days before each regularly scheduled meeting, the URL and any code(s) necessary to connect to the Internet meeting service, and, as an alternative and back up to the audio connection included within the Internet service, the phone number and access code(s) the member needs to participate aurally by telephone. 

Section 5.4 Agenda 

The Executive Committee will prepare and vote approval the agenda for each meeting. This agenda, together with pertinent information on items to be discussed by the Staff Council, will be distributed to Staff Council members five business days in advance of regularly scheduled meetings. Items not on the announced agenda may be presented as new business, or they may be added at the meeting by a two-thirds vote of members present. 

The Staff Council agenda will also be published in a forum widely available to the University – on the Staff Council website, ugasc.uga.edu, and on the SC-REPS and UGASTAFF lists. 

5.4.1 Order of Business  

The order of business at regular meetings of the Staff Council typically follows: 

• Roll call 

• The presentation of the minutes of the last meeting of the Council, their corrections, if any, and their adoption. 

• Programs/Presentations

• Reports of standing committees and discussion thereof. 

• Reports of special committees and discussion thereof. 

• Reports of the President. 

• Unfinished business. 

• New business.  

• (Optional) Staff Council Committee meetings 

Section 5.5 Quorum 

The presence of a quorum shall be established by audible roll call at the beginning of the meeting. A majority of the voting members of the Staff Council will constitute a quorum. The Staff Council may not conduct any official business if a quorum is called and found lacking, or is not sustained. 

Section 5.6 Voting 

Voting will be conducted during meetings whenever possible; however, in some cases as stipulated by the Staff Council, attendee votes may be cast electronically. In such a case, a majority of attendees must submit a vote to constitute a quorum. The President does not vote except in the case of a tie. Motions are passed by a majority of those voting. 

Section 5.7 Visitors 

Nonmembers are welcome to attend all Staff Council meetings. Nonmembers who wish to address the Council will request permission to do so from the Staff Council Executive Committee prior to the meeting or from the presiding officer during the meeting. Any Staff Council member may move that a nonmember be allowed to speak and then the body votes on the motion to approve.

Section 5.8 Minutes 

Draft minutes will be made available to Staff Council members and should be posted no later than ten business days after each Staff Council meeting. Approved copies of the minutes of each meeting will be posted to the Staff Council website. 

Article 6: Committees

Section 6.1 Staff Council Committees 

6.1.1 Executive Committee 

6.1.1.1 Membership 

The Executive Committee will consist of the President, Vice President, Coordinator, Secretary, Treasurer, Parliamentarian, the chairs of each standing committee, and three at-large members. The three at-large members will be elected by and from the Staff Council to a one-year term and are eligible for reelection to additional consecutive terms. The Immediate Past President will serve in ex-officio, non-voting advisory capacity. 

6.1.1.2 Duties 

1. 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, non-student status employees. 

2. The Executive Committee will receive and prepare agenda items for the Staff Council in any of the following ways:

   • Items received from the President of the University will be placed on the agenda. 

   • 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 send the item back to committee. 

   • 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. 

   • 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. 

3. The Executive Committee will serve as the official liaison between the Staff Council and the President of the University. 

4. The Executive Committee will request to meet with the President, and may request other relevant university officials, at least once a year. 

5. The Executive Committee will recommend for the Staff Council’s approval such ad hoc committees as it deems necessary. 

6. 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 Staff Council of all such actions taken at the next regular Staff Council meeting or by a memorandum to all the individual Staff Council members. 

6.1.1.3 Meetings 

The Executive Committee will meet at least ten business days before each regularly called Staff Council meeting. The chair(s) of any ad hoc committee(s) is (are) encouraged to attend these regular meetings. Additional meetings may be called by the Staff Council President. The place and time of all regularly scheduled Executive Committee meetings will be announced at each regular Staff Council meeting. The presiding officer shall determine whether the meetings of the Executive Committee will be held face-to-face or electronically.

6.1.2 Standing Committees 

6.1.2.1 Membership 

Standing committees will consist of at least five Staff Council representatives, appointed by the Staff Council President at the Staff Council August regular meeting. The committee chair may appoint associate members from staff university-wide. 

6.1.2.2 Duties 

• At the Staff Council August regular meeting each committee will elect a chair who will become a voting member of the Staff Council Executive Committee. 

• Each standing committee is empowered to investigate issues in its area of responsibility for report to the Staff Council. Reports and results of investigations of each item referred to the standing committee will be presented to the Staff Council at a regular meeting and submitted to the Secretary for inclusion in the Staff Council records. 

• Additionally, each standing committee will submit an oral report at each regular meeting and a written annual report highlighting its activities to the Staff Council at the June regular meeting and to the Secretary for inclusion in the minutes. 

6.1.2.3 Meetings 

The initial meeting of each standing committee will be convened at the August regular meeting of the Staff Council to elect a chair. Each standing committee will meet at least once every two months. Meetings may be held immediately following the Staff Council meeting, or may be called by the committee chair. The committee chair shall determine whether the meetings of the committee will be held face-to-face or electronically.

6.1.2.4 Communications

The Communications Committee will develop and implement, subject to approval of the Staff Council, procedures for communicating information to classified staff concerning those matters which affect the general welfare of the entire University or which concern classified staff and other non-faculty status employees. The Committee will be responsible for maintaining and updating the Staff Council website, monitoring the lists administered by the Staff Council, and requesting significant announcements be published via the Archnews Staff list. 

6.1.2.5 Health and Safety  

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. 

6.1.2.6 Benefits and Classification

The Benefits and Classification Committee will examine, monitor, and discuss employee benefits, pay, classification, and human resources issues as they pertain to staff, and act as liaison between the office of Human Resources and the Staff Council on these issues. 

6.1.2.7 Belonging and Community 

The Belonging & Community Committee will promote ongoing solutions to ensure the campus climate is welcoming for University staff, helping to create a community of respect that embraces individuals with different backgrounds, beliefs, cultures, values, perspectives and abilities. The Committee will make recommendations to the Staff Council to facilitate a well-rounded understanding of the University’s belonging efforts while providing educational resources and opportunities to uphold the Staff Council’s role in fostering diversity, inclusion and social justice.

6.1.2.8 Needs and Concerns

The Needs and Concerns Committee 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. 

6.1.2.9 Environment and Sustainability

The Environment and Sustainability Committee will consider university business and operations that impact the campus’s natural environment and finite resources used by classified personnel and other regular non-faculty status employees. The Committee as needed will evaluate proposals, policies, and procedures concerning the use and application of building materials, emerging technologies, water, energy, facilities, and campus property. The committee will actively engage all stakeholders to promote opportunities that reduce waste and limit harmful environmental impacts. The committee will strive to build a culture that elevates environmental awareness and promotes meaningful environmental best management practices at the university. The committee will strive to connect university personnel to the natural environment with sustainable oriented actions that protect the environment, conserve resources, promote health and wellness, preserve native flora and fauna, and enhance outdoor recreational opportunities on campus. The Committee will monitor discussions and plans that could adversely impact, or benefit staff related to environmental issues, disseminate information accordingly and provide recommendations to the Staff Council.

6.1.3 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. 

6.1.3.1 Nominating Committee 

The Nominating Committee, consisting of at least three Staff Council members, will be appointed by the Executive Committee in January. The Nominating Committee will be responsible for calling for nominations for election to the offices of President, Vice President, Coordinator, Secretary, the three at-large elected members to the Executive Committee, and the University Council representatives; presenting a list of all eligible candidates and a recommended slate of candidates for each position; distributing biographies of candidates to Staff Council voting members prior to the regular meeting when the elections will be held. 

6.1.4 Appointments 

6.1.4.1 Alternate representative to USGSC 

The Executive Committee will appoint an alternate representative to accompany the Vice President to meetings of the University System of Georgia Staff Council (USGSC) and to serve as the representative in the absence of the Vice President. It is suggested, but not required, that this be the President of the Staff Council to maintain best familiarity with the Staff Council when representing to USGSC. 

6.1.4.2 Liaison to the UGA Retirees Association (UGARA) 

The Executive Committee will appoint a liaison to the UGA Retirees Association for a term to commence on July 1 and end on June 30. The liaison is eligible for reappointment of additional consecutive terms. 

6.1.4.3 Special Standing Committees 

Any committee to which the Staff Council appoints members, but over which it has no direct authority, will be a Special Standing Committee. Appointments will be made by the Staff Council Executive Committee. Vacancies on special standing committees may be filled by appointment by the Staff Council Executive Committee. 

Section 6.2 University Council Committees 

6.2.1 Membership 

The Staff Council will elect the staff representatives to serve on the University Council (UC) and the UC standing committees as stated in the University Council’s bylaws [Part I, Section III, H].If the total number of staff representatives on the UC standing committees falls below 14, the Staff Council will hold a general election to fill any open seats. Staff representatives are prohibited from serving on more than one UC standing committee at a time.  

The Term of Office and Expectation of Attendance for University Council representatives is set forth in the University Council bylaws [Part I, Section II]. 

6.2.2 Duties 

Staff representatives to the University Council are expected to attend University Council, the University Council Committee meetings, for which they are elected to, and Staff Council meetings and to provide reports on University Council committee proceedings to the Staff Council. 

6.2.3 University Council Committees

A breakdown of the number of staff representation on the University Council committees along with the description and committee bylaws can be found on the University Council’s website. 

Article 7: Elections

Section 7.1 Timeline 

The following positions, as applicable based on term, will be elected during the Staff Council’s designated regular meeting based on the table below:

The Nominating Committee will announce, during the Staff Council’s February regular meeting, the positions that will be open in the upcoming election cycle (see table above). The terms of the elected individuals will commence following the conclusion of the Staff Council’s regular meeting, in accordance with the table provided above.

Section 7.2 Election Process

Any eligible staff members as defined in Section 3.1 and the chart in Section 7.1 may be nominated for the available positions. Each nominee must consent to having their name placed in nomination.

The Nominating Committee will present a list of all eligible and confirmed candidates and a recommended slate of candidates five business days before the Staff Council's regular meeting where the election will occur. The chair will call for additional nominations from the floor during the meeting. Each nominee must be present at the Staff Council meeting during the election and be willing to respond to inquiries from the Staff Council. 

The election for each position will be conducted separately. For a candidate to be elected, they must receive a majority of votes, and those votes (electronically or in-person) must come from eligible voters. In the event no candidate receives a majority, a run-off election will be held between the two nominees receiving the most votes.

If a candidate is not elected to the position for which they are nominated, they may be nominated for another position, assuming they are eligible for said position.

In the event that there is only one candidate nominated for a position, that candidate may be elected by acclamation without the need for a formal vote unless there are objections. 

Section 7.3 At-Large Members to the Staff Council Executive Committee

Each of the three at-large members of the Staff Council Executive Committee will be elected by eligible voters during separate elections. To be elected, a candidate must receive a majority of votes in their respective election. Once elected, their name will be removed from the list of nominees for the remaining at-large elections. Voting will continue for the remaining seats until the required number of candidates are elected. 

In the event that there are only two candidates left and they are tied for a single remaining position, a run-off vote will be conducted. This run-off vote will determine which candidate is ultimately elected to the position.

Article 8: Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Staff Council in all cases to which they are applicable and in which they are not inconsistent with these bylaws of the University of Georgia Staff Council and any special rules of order the Staff Council may adopt. 

Article 9: 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 regular meetings of the Staff Council. Proposed amendments to the bylaws will be presented in writing and will be provided to the voting members of the Staff Council ten business days before the regular meeting date in which the first vote will take place.

Article 10: Guidelines for Staff Representative Groups