STAFF
ADVISORY COUNCIL

SAC Constitution

ARTICLE I. IDENTIFICATION

Section 1: Name and Nature

The name of this body shall be the Case Western Reserve University Staff Advisory Council (hereafter referred to as the Council). The Council shall be unincorporated, advisory in nature, and shall act within the limits of this Constitution. The Council is not a vehicle for negotiating wages and benefits and is not the forum for resolving employee grievances.

Section 2: Mission

The mission of the Council shall be:

A. To serve as an advisory group with both administration and staff to suggest, comment and provide feedback on policies and raise awareness of issues that affect the University and the people it serves;

B. To establish and maintain a forum for communication between University staff and administration on all levels;

C. To establish and maintain a forum for communication among staff of the University.

ARTICLE II. GOVERNANCE

The Council officers shall include a Chair, a Vice Chair (Chair Elect), and a Secretary. Only current elected Staff Advisory Council representatives are eligible to run for office positions. Terms of officers will begin on the third Monday of September each year. If an elected officer is unable to fulfill the responsibilities of office, the officer will be expected to tender a resignation. The Chair, Vice-Chair, or Secretary can be removed by a two-thirds-majority vote of Council. A resolution for removal of an officer can be brought by any elected SAC representative or SAC committee Chair in response to an egregious failure to perform the duties of office. The resolution for removal must be approved by a majority vote in the Steering Committee before being placed on the Council agenda.

Section 1: Chair

The Chair shall serve a one-year term immediately following his/her one-year term as Vice Chair. (Exception--a Chair shall be elected by the Council at its first meeting in its first year of existence. The Chair shall serve a one-year term.) The duties of the Chair shall be: call and preside at all Council meetings; take responsibility for the development of the agenda for all Council meetings; in consultation with the Executive Committee and standing committees, appoint the chair of each standing committee to a one-year renewable term, and appoint elected members of the Council to serve on each standing committee; in consultation with the Executive Committee, appoint staff representatives of University committees, when requested; serve as ex officio member of committees; act as official spokesperson for the Council; and act as liaison between the Council and the Council's support staff.

Section 2: Vice Chair

The Vice Chair shall be elected by the Council to serve a one-year term as Vice Chair followed by a one-year term as Chair. The duties of the Vice Chair shall be: execute the duties of the Chair in his/her absence; assume duties of the Chair if the Chair vacates his/her position (through resignation, retirement, personal, etc.); act as parliamentarian; assume any duties as assigned by the Chair; serve as ex officio member of committees; assume the position of Chair after one year.

Section 3: Secretary

The Secretary shall be elected by the Council to serve a two-year term. The duties of the Secretary shall be: prepare and distribute the minutes of each meeting; prepare the agenda for each meeting in consultation with the Chair and Vice Chair; assume such other duties as assigned by the Chair.

Section 4: Privileges of Officers

If not already elected members of the Staff Advisory Council, the Chair, the immediate past Chair, the Vice Chair, and the Secretary shall be voting members of the Council by virtue of office.

Section 5: Rules for Election of Officers

At the first Staff Advisory Council meeting of the calendar year, the Elections Committee shall call for nominations for officers. All nominees must be current elected members of the Council.

Following the close of the period for nominations, the Elections Committee shall submit by mail to each voting member of the Staff Advisory Council a ballot listing the names of the nominees, to be marked and returned by the stipulated deadline. In the event that there is only one nominee running for any of the officer positions at the time nominations are closed, that person shall be declared elected by acclamation at the next scheduled general Council meeting.

The nominee(s) receiving the largest number of votes cast shall be declared elected. In the event no one nominee receives the largest number of the votes cast, a second ballot bearing the names of the two nominees who have received the largest numbers of votes shall be distributed for run-off election. In the event of a tie vote of such character as to foreclose the second ballot procedure, or of a tie vote on the second ballot, such tie shall be resolved by the Chair of the Council.

Section 6: Vacancy of Officers

In the event that the Chair vacates his/her position, the Vice Chair will assume the duties of the Chair until the next election.

In the event that the Vice Chair or Secretary vacates his/her position, the Chair shall appoint an elected Council member to fill the vacancy. Upon acceptance of the appointment by the individual, the Chair will then seek approval of the appointment from the Council by general vote of the Council at the next regularly scheduled Staff Advisory Council meeting.

ARTICLE III: MEMBERSHIP

Section 1: Eligibility and Definition of Staff

Eligibility for membership on the Council is defined as all regular, full or part-time, exempt and non-exempt, non-faculty employees of the University with at least six months of service with the University. The Chair may be an ex officio member of the Council for one year immediately following his/her term

The Chief Financial and Administrative Officer and the Vice President for Human Resources shall be ex officio members of the Council.

Section 2: Membership by Area

Membership on the Council shall be appointed according to the following ten areas:
1. College of Arts and Sciences
2. Case School of Engineering
3. School of Dentistry
4. School of Law
5. Mandel School of Applied Social Sciences
6. School of Medicine
7. Frances Payne Bolton School of Nursing
8. Weatherhead School of Management
9. Academic Administration

• Office of the Provost and University Vice President
• Office of the Vice President for Research and Technology Transfer
• Undergraduate Admission
• Undergraduate Studies
• Graduate Studies
• Financial Aid
• Registrar

• Office of the President
• Office of Budgets and Financial Planning
• Office of the Campus Planning and Operations
• Office of University Relations
• Office of Finance and Administration
• Office for Information Technology Services
• Office for Student Affairs

Section 3: Categories

Within each of the numbered areas there are two categories: non-exempt (semi-monthly payroll), and exempt (monthly payroll).

Section 4: Apportionment

At election time (see Section 5), the number of staff per area will be [determined by] calculated from an analysis of the payroll data no less than 13 or more than 18 weeks before the selected date, that is, the stated last day on which ballots will be received.

Each area shall elect a minimum of two members to the Council, one from each category. Additional representatives shall be allocated to each category with more than 50 employees using the updated apportionment calculation.

Section 5: Election

Elections shall be held no later than August 31 of each year, the date to be determined by the Elections Committee on the basis of the University calendar. Interested staff members in eligible areas and categories may submit their names for nomination as members for election to the Council from their respective areas. In the event of a tie within an area, a runoff election will be held within ten days of the auditing of the original ballots

Section 6: Terms of Membership

Terms of membership begin on the third Monday of September of every year and continue for two years. Representatives from areas 3, 5, 7, 9 and 10 shall be elected for a two-year term in odd-numbered years. Representatives from areas 1, 2, 4, 6 and 8 will be elected for a two-year term in even-numbered years.

Section 7: Consecutive Terms

A delegate may serve a maximum of two full consecutive elected terms representing one or any other membership area. A one-term absence from the Council is then required before returning to eligibility.

Section 8: Vacancies

In the event that the category of a duly elected member of the Council changes during his or her term (e.g. from non-exempt to exempt), but that member remains in the same area from which he or she was elected, that member shall continue to serve until the expiration of his or her term.

In the event that a duly elected staff member terminates his or her position within his or her membership area (through resignation, retirement, transfer to a different membership area, etc.) his or her seat will be considered vacant. The Staff Advisory Council Chair has the appointing power to fill the vacancy with the person receiving the next highest number of votes from that membership area's most recent election. In the event that no such person is available, the Council Chair has the appointing power to fill the vacancy. The Chair will consult with the Executive Committee and with the staff members of the membership area to fill the vacancy.

In the event that no one was elected from a membership area, the Council Chair has the appointing power to fill the vacancy. The Council Chair will consult with the Executive Committee and with the staff members of the membership area to fill the vacancy.

Section 9: Responsibility of Members

Representatives shall fulfill the mission of the Council as described in Article I, Section 2. Representatives on the Council will represent all members of their constituent bodies by attending every meeting of the Council. If attendance is not possible, the Council Chair should be notified. Representatives have the responsibility to actively participate in at least one committee.

Representatives, excluding ex-officio members, failing to participate in the above responsibilities of the council will be given an opportunity to defend themselves before the Executive Committee. After such a defense, the Executive Committee can recommend removal or take no action. The recommendation would be presented to Council and would require a 2/3 vote of Council to eject an elected member of Council.

Section 10: Recognition of Service

Members and Officers who fulfill their duties will have a certificate of service placed in their permanent record.

ARTICLE IV: ORGANIZATION

Section 1: Frequency and Length of Meetings

The Council shall hold six meetings per year, no more than 10 weeks apart. Effort will be made to limit full Council meetings to one and one-half hours.

Section 2: Rules for Procedure and Agenda

The agenda for any meeting shall include the call to order, approval of minutes, a report from the Department of Human Resources, announcements, committee reports, unfinished business, new business, discussion and recommendations, and adjournment. During the proceedings of the meetings, Robert's Rules of Order will be followed.

The agenda for the first meeting of each academic year will also include transfer of chairmanship and approval of meeting schedule.

Any member may request that an item be placed on the agenda under new business by contacting the Chair prior to the meeting. The Chair will determine the appropriateness of the item for the scope of the Council and provide response to the representative submitting the item.

ARTICLE V. COMMITTEES

Section 1: Operating Committees

A. Executive Committee
The Executive Committee shall consist of the Chair of the Council, the Vice Chair of the Council, the Secretary of the Council, and the previous year's Chair of the Council. The Chair of the Council shall be the Chair of the Executive Committee and of the Steering Committee, and shall not chair any other committee.

The Executive Committee shall: (a) provide leadership in the conduct of the business of the Council and do all things necessary to accomplish the stated mission of the Council in accordance with the Constitution; (b) determine and set the agenda for all meetings of Council; (c) oversee and review the activities of all Committees of the Council.

B. Steering Committee
The Steering Committee shall consist of the following voting members -- the Chair of the Council, the Vice Chair of the Council, the Secretary of the Council, and an elected SAC member from each Standing Committee. Other members shall include the previous year's Chair of the Council, and all ex officio members of the council.

The Steering Committee shall inform the Executive Committee of the activities of the Committees of Council and provide counsel and assistance to the Executive Committee in determining and setting the agenda for the Council meetings.

Section 2: Standing Committees

The Standing Committees of the Staff Advisory Council are the Communications, Community Service, Elections, Fringe Benefits, Staff Policy, Staff Recognition, and Staff Training and Development Committees. Each standing committee shall have a Chair appointed by the Chair of the Council and, if needed, an elected SAC member to serve as a liaison to the Steering Committee. Representatives of the Department of Human Resources and other appropriate administrative units can serve as ex officio members of standing committees.

A. Communications Committee
The Communications Committee shall serve as a vehicle for communication between the University staff community and the Council by providing a means for staff members to express concerns, ideas and interests to the appropriate University body. It shall strive to keep the Council constituency informed of Council and University activities and issues.

B. Community Service Committee
The Community Service Committee shall serve as a vehicle to make Case Western Reserve University staff aware of community events of a charitable and non-charitable nature. This awareness is intended to foster a greater involvement and relationship of the staff members with the community.

C. Elections Committee
The Chair and Vice Chair may be ex officio members of the Elections Committee. The committee shall be responsible for organizing and monitoring the election process for the Council, as well as planning an orientation program for newly elected Council members.

D. Fringe Benefits Committee
The Fringe Benefits Committee shall suggest, comment, and provide feedback on issues concerning fringe benefits for staff employees.

E. Staff Policy Committee
The Staff Policy Committee shall suggest, comment, and provide feedback on issues related to policies that may affect staff.

F. Staff Recognition Committee
The Staff Recognition Committee shall help organize programs and events that recognize and reward staff members for their contributions to the University.

G. Staff Training and Development Committee
The Staff Training and Development Committee shall suggest, comment, and provide feedback on issues concerning training and development of Case Western Reserve University employees in order to improve performance and aid in career advancement with the goal of increasing job satisfaction

Section 3: Ad Hoc Committees

In consultation with the Executive Committee, the Chair may, at any time, create an ad hoc committee to serve any purpose not served by a standing committee. An ad hoc committee shall have a chair appointed by the Chair of the Council from the elected SAC membership, in consultation with the Executive Committee. The membership and the purpose of an ad hoc committee shall be announced by the Chair at the next regular meeting of the Council. The chair of an ad hoc committee shall report to the Council at the regular meeting following the conclusion of its work.

Section 4: Membership

Membership on the committees shall be appointed by the Chair of the Council, in consultation with the Executive Committee. All members of the Council shall be on at least one committee. Participation on committees shall be open to all staff.

Section 5: Reporting

The chair of each standing committee and any ad hoc committees with unfinished business shall report at each Council meeting. Committees shall provide the Council with a written report at that time. No committee shall take any action outside the scope of the Council's implied or expressed authority, nor shall a committee act without approval of the Council.

ARTICLE VI. CONSTITUTION AMENDMENT

Amendments to this Constitution and Bylaws may be proposed at one meeting of the Council, duly noted in the minutes, and discussed and modified at the next regularly scheduled meeting. After that meeting, a ballot will be mailed to all members of the Council. If two thirds of those voting approve the amendment, the amendment will become effective upon written approval of the Chief Financial and Administrative Officer.