Bylaws

Bylaws

Mission Statement

The Penn State Harrisburg Staff Advisory Council (“Council”), shall exist to support the College and University Mission. The aim of the Council is to enhance and solidify the partnership between the staff and the administration of the college. The Council will provide effective communication with exempt and nonexempt staff regarding suggestions, review, and advice on issues that are important to the staff and college. The Council acts in an advisory capacity to the Chancellor.

 

Staff Advisory Council Bylaws

Article I – Name of the organization

The organization shall be called the Penn State Harrisburg Staff Advisory Council

Article II – Membership

Section 1 – Definitions

Member: Voting position with the Council. Full members shall be elected as outlined in Section II and shall be eligible to hold elected positions.

Ex-officio member: Non-voting position with the Council. Ex-officio members shall not be eligible to hold elected positions. Types of ex-officio appointments include, but are not limited to:

Penn State Harrisburg Commission for Women Liaison Committee representative

Penn State Harrisburg Diversity and Educational Equity Committee representative

Penn State Harrisburg’s University Staff Advisory Council representative

Penn State Harrisburg Human Resources representative

Penn State Harrisburg Chancellor

Penn State Harrisburg Staff Advisory Council Past-Chair

A member of the Penn State Harrisburg Part-Time Staff (2-year appointment)

The Executive Committee of the Council may appoint additional ex-officio members as appropriate.

Volunteer: Non-voting position with the Council. Volunteers shall typically be recruited from the pool of personnel eligible for membership in the Council as members of an Issue Committee and shall not be eligible to hold elected positions.

Consultant: Non-voting temporary position with the Council. Consultants shall typically be persons with expertise who provide information to Issues Committees.

Section 2 – Eligibility

To be eligible to apply for membership and serve on the Council, staff must be full-time employees at Penn State Harrisburg, not including student employees, technical services, or employees covered by an existing bargaining unit. Similarly, faculty (full and part time), academic administrators, and members of the Chancellors Council are not eligible for membership on the Council.

Section 3 – Election of Members

The Council shall be composed of eleven (11) members, which shall consist of a combination of exempt and non-exempt full-time staff.

Members shall be elected by the eligible staff to serve a two-year term, commencing on July 1. To be eligible to vote, staff must be employees (full-time) at Penn State Harrisburg, not including student employees, technical Services or employees covered by an existing bargaining unit. No member shall be eligible to serve more than two consecutive terms, but after any period of two years of non-membership, shall be again eligible.

A member who is elected Chair may serve up to a five-year term including two years as a voting member, one year as Chair-elect, one year as chair, and one year as a non-voting, ex-officio past-chair. The Chair-elect will have served at least one term prior to being elected to the Chair position.

New members of the Staff Advisory Council shall be elected annually. All eligible staff shall be nominated. Staff who do not want to be nominated may have their names removed from the ballot provided they notify the Nominating Committee at least two (2) weeks before the election. 

Section 4 – Transition of Members

An orientation meeting for new members shall be held in June of each year. The Executive Committee shall attend this meeting for the purpose of transitioning members for the upcoming academic year. In addition, all members, retiring and ongoing, of the Council shall be invited to attend this meeting.

Section 5 – Leave of Absence for Members

Requests for a temporary leave of absence from the Council may be submitted to the Chair. Such requests shall be granted whenever possible. Since such leaves are temporary, the resulting vacancy shall not be filled by a new member.

Section 6 – Member Resignation

Resignations from the Council shall be submitted to the Chair, who shall then invite the staff member who received the next highest number of votes in the election for the current year to join the Council for the remainder of the designated term. In the case of a single nomination, the Council will determine a temporary replacement.

Members absent from three (3) or more of the regular meetings during any academic year may be declared inactive and may be asked to resign, subject to review by the Executive Committee.

Article III – Com​mittees

Section 1 – Executive Committee

The Executive Committee shall consist of the Chair, the Chair-elect, the Past Chair, the Secretary, Secretary-elect and the University Staff Advisory Council Representative (if represented). The Executive Committee shall coordinate the activities of the Council. No individual member, ex-officio member, volunteer, or consultant shall take any action on behalf of the Council, unless specifically delegated to do so by the Executive Committee acting on behalf of the full membership.

Chair - The Chair shall be the presiding officer of the Council. The Chair shall be elected for a three-year term commencing on July 1, serving the first year as Chair-Elect, the second year as Chair, and the third year as Past Chair. The duties of the Chair are to preside over all meetings, to have general and active management of the business of the Council, to see that all orders and resolutions of the membership are carried into effect, to respond to and initiate communications with the Office of the Chancellor of Penn State Harrisburg and with any external constituencies on behalf of the Council, and to perform all duties and exercise all authority usually associated with the office of the Chair or prescribed by the membership.

In the event that the Chair resigns the position at a time when there is no designated Chair-Elect, the Executive Committee shall appoint another member as Chair to serve until the next regular election.

Chair-Elect - The Chair-Elect shall automatically succeed to the position of Chair during his or her second year in office. During the first year, the individual shall serve as Chair-Elect, attending all functions with the Chair and assuming the role and duties appropriate to that office in the absence of the Chair. The Chair-Elect shall also serve as parliamentarian of the Council.

In the event that the Chair resigns or is unable to serve, the Chair-Elect shall move into that position immediately. The Executive Committee shall schedule an election to fill the position of Chair-Elect as soon as is practical.

Past Chair - The Chair shall automatically succeed to the position of Past Chair during his or her third year in office. This individual shall chair the Nominating Committee and participate in Executive Committee activities.

In the event that the Past Chair resigns from the position during the academic year, the Executive Committee shall appoint a third-year representative from its membership to serve until July 1.

Secretary – The Secretary shall be elected for a two-year term, serving the first year as Secretary-Elect, the second year as Secretary, commencing on July 1; however the Secretary may not be elected for two consecutive terms.  The Secretary shall record and distribute the minutes of all general meetings, shall keep the roll of all general meetings.

In the event that the Secretary resigns or is unable to serve, the Secretary-Elect shall move into that position immediately. The Executive Committee shall schedule an election to fill the position of Secretary-Elect as soon as is practical.

Secretary-Elect - The Secretary-Elect shall automatically succeed to the position of Secretary during his or her second year in office. During the first year, the individual shall serve as Secretary-Elect, The Secretary-Elect shall record and distribute the minutes of all executive meetings, shall keep the roll of all executive meetings. Secretary-Elect will assume the role and duties appropriate to that office in the absence of the Secretary.

In the event that the Secretary resigns or is unable to serve, the Secretary-Elect shall move into that position immediately. The Executive Committee shall schedule an election to fill the position of Secretary-Elect as soon as is practical.

University Staff Advisory Council Representative – The University Staff Advisory Council Representative will serve in an advisory capacity to the Executive Committee, relaying relevant information from University Park and the College, and vice versa. The term for this representative will be maximum 3 years as dictated by membership in the University Staff Advisory Council. 

Election of Executive Committee
Election of the Chair-Elect, Secretary-Elect shall normally be held by secret electronic ballot and shall be conducted as follows: early in the spring semester of each year, the Nominating Committee shall distribute to all members of the Council a list of members and solicit nominations from that list. The Nominating Committee shall then check with each nominee to ascertain if the individual is willing to serve. At the regularly scheduled April meeting, the Nominating Committee shall present a slate of a minimum of one nominee for the office of Chair-Elect, one nominee for the office of Secretary-Elect. Nominations of additional members from the floor shall be accepted at that time. No person shall be nominated for more than one office. Upon finalization of the slate, a ballot shall be sent to all voting members. Voting shall take place within ten days and the final decisions will be presented to the Chair via the Office of the Chancellor of Penn State Harrisburg. Results of the balloting are to be communicated to the membership by the Chair.

Section 2 – Ad Hoc Issues Committees

Each meeting, the full Council vote and decide on actions for submitted issues, following procedure listed blow in Issue Submission Procedure. If an issue(s) are voted to be further reviewed members may then select at least one of the Issues Committees to serve on and participate with. A member of the Council will be selected to oversee an issue, and may seek counsel and advice from any exempt or nonexempt Staff member of Penn State Harrisburg on the basis of his/her interest, expertise, or membership in a particular sector of the Penn State Harrisburg community. The Council will select a member, who has volunteered to serve on a particular issue committee, to lead the ad hoc committee. 

Each Issues Committee shall learn about the issue at hand, investigate possible improvements, and develop recommended action plans and initiatives to be presented to the full Council. Each Issues Committee shall consult with the Chancellor of Penn State Harrisburg and with appropriate executive staff as it considers its issue. Periodic updates shall be presented at meetings of the full Council. The final recommendation from each Issues Committee shall be presented to the full Council in writing prior to a regularly scheduled meeting. A written status report shall be presented to the full Council at the May meeting if the issue has not been brought to closure. Upon approval of the full Council, the final report and recommendation shall be forwarded to the Chancellor of Penn State Harrisburg.

ISSUE SUBMISSION PROCEDURE - PROCEDURES FOR HANDLING ISSUES 

In order for the Council to respond to staff concerns, the staff person must submit an issue in written format using the "Submit an Issue" link on the Penn State Harrisburg Staff Advisory Council home page, the staff person's name will be held in confidence. The issue will be received by the chair-elect of the Council and will be acknowledged in writing.

The review process of issues brought before the Council will include the following procedures:

  • Staff will submit issues, in writing, to the Council via the online web form, the contents of which is reviewed by the chair-elect.
  • The chair-elect will receive the issue(s) and will then transcribe the issue to a formal Council issues form (see appendix B), omitting the submitter's identity. * If an issue of a sensitive nature is submitted to the Council, the chair-elect will bring it to the attention of the executive board who will examine the consequences of this issue being brought forth to the full Council. These are topics that likely the Council would not address but would provide resources to the individual.
  • The chair-elect will present the issue to the Council at the next scheduled meeting. The chair-elect will verbally present a general overview of the issue and may provide written copies of the issue, without submitter's identity, to fellow Council members.
  • Council will review the issue and make one of four possible decisions:
    1. Seek additional information via the member who brought the issue to committee.
    2. Form a committee to study the issue and make recommendations to the Chancellor.
    3. Determine that the issue should not be handled by the Council and forward it to the appropriate department,
    4. Or take no action at all.
  • The Council, through the member initially presented with the issue(s), will notify the submitter of the committee's proceedings.

Section 3 – Nominating Committee

A Nominating Committee shall be convened early in spring semester of each year. The Nominating Committee shall be chaired by the Past-Chair, and three additional members appointed by the Chair at the January meeting. It is recommended that these members have at least two years’ experience on the Council.

The Nominating Committee shall solicit and review membership applications and nominations then recommend a diverse and wide representation of possible new appointments to the Human Resources Office. Upon approval by HR the entire Council will then vote on the recommended applicants for any open positions.

In addition, the Nominating Committee shall coordinate the election of the Chair-Elect, and Secretary-Elect as outlined in Election of Executive Committee. Additionally, this committee shall keep the ballots of all elections and official records of memberships and terms. 

Article V – Meeting​s

Regular meetings of the Council shall be held in the months of August, October, December, February, April and June (see appendix A) with dates and times for the upcoming year to be determined by the incoming Chair and Council members at the New Orientation Meeting in June. During the New Orientation Meeting, charges will be developed for the Council to achieve during the academic year. Charges can be added at any time during the academic year. Special meetings of the full Council, for any purpose or purposes, may be called at any time by the Chair. A quorum consisting of two-thirds of the voting membership must be present at all meetings in order for any official actions to be taken in the name of the Council.

The Executive Committee will meet with the Chancellor prior to the general Council meeting, to discuss matters of importance and issues and the agenda for the upcoming meeting.

All Council meetings shall be open to any interested member of the Penn State Harrisburg community during the open public forum time, providing those who wish to attend have permission from their supervisor. Persons who would like to address the Council shall contact the Chair in advance to be provided time on the agenda.

Council meeting time usually is during normal Penn State Harrisburg hours and is considered Penn State Harrisburg business.

The Issues Committees shall decide on meeting frequency and dates for the issues they are tasked with investigating.

All meetings of the Council and all Issues Committee meetings shall be governed by the then-current edition of Robert's Rules of Order.

Article VI – Voting

Voting will occur for all major issues or decisions. All motions will be passed by simple majority. A quorum of six (6) voting members present out of eleven (11) (a majority of the Council) is necessary to make or pass a motion. Absentee votes are not permitted, with exception to bylaw amendments and officer elections. 

Article VII – Amendments

These Bylaws may be altered or amended at any time in accordance with the following procedure. Amendments must be presented to all members of the Council in writing at least fifteen days prior to a scheduled meeting. Individuals who will not be present for the meeting shall be invited to mail or email discussion to the Chair prior to the meeting. An amendment to these Bylaws shall be adopted by a ballot vote of two-thirds of the total Council membership to be returned to the Chair within fifteen days of the meeting at which the amendment was discussed. Implementation of changes to the bylaws will require the approval of the Chancellor.

Bylaws initially adopted: 5/19/16

Revisions Approved: 7/7/16, 11/3/16

Appendix A

The 2016-2017 academic year will be considered a “working year” allowing for the newly appointed members to establish the foundation of the Council.  A chair, chair-elect, secretary, secretary-elect will be selected by the members who were selected to serve on the council.

After the initial “working year” the chair will complete a two (2) year term, one as chair (2017-2018) and one as past chair (2018-2019). The chair-elect will serve a three (3) year term, one as chair-elect (2017-2018), one as chair (2018-2019), and one as past chair (2019-2020). The secretary will complete a one (1) year term (2017-2018) and the secretary-elect will serve two (2) year term, one as elect position (2017-2018) and one as position (2018-2019). 

Starting the 2017-2018 academic year, the first slate of Staff Advisory Council members are elected, the eleven (11) persons who are elected shall serve two (2) year (6 members), and one (1) year (5 members) based on a random drawing to be held at the first meeting of the Council on July 7th, 2016. In the case of a tie for membership, the Chancellor shall hold a drawing for the name of the person to be elected.

For the first “working year” the Council will meet monthly to allow for consistency and progress while building the foundation.

*For 2017/2018 we will operate with 12 members. To break any voting ties the past-chair will not have regular vote and will only vote in the event of a tie. 

Appendix B

Issue # & Year

Submitted:                                                          Reviewed:                                       STATUS:

Issue:

 

 

 

Notes: