Mission Statement and ByLaws

Mission Statement and ByLaws

Due to policy changes required by the implementation of UW System's University Personnel System (UPS), updates to the University Staff Council's bylaws were needed.  Additional changes were made to Article's two, three, nine, and eleven. The updated bylaws were approved on June 26, 2015 by Chancellor Telfer, Vice Chancellor Arnold, HR Director Trampf, and USC Chair Ehren. You may download the current version of the bylaws at this LINK.  

MISSION STATEMENT & BY-Laws

The mission of the University of Wisconsin-Whitewater University Staff Council (USC) is to promote a positive environment for all university staff employees and encourage active participation in the University decision-making process.  The USC is dedicated to promoting professional development and ongoing educational opportunities as well as serving as a channel of respectful communication among all university staff employees, and between university staff employees and the broader University community.  The USC serves in an advisory role to the Chancellor and University administration.  The USC represents all university staff permanent, temporary, and project appointment employees of the University.

ARTICLE I: NAME

The name of the organization is the University Staff Council, also known as USC.

ARTICLE II: ROLES AND RESPONSIBILITIES

    1. Will actively participate in the immediate governance of and policy development for UW-Whitewater
    2. Will fully participate in the formulation and review, and representation in the development, of all policies and procedures concerning university staff members, including personnel matters, except where State law preempts UW System and UW-Whitewater policy
    3. Will structure themselves in a manner the university staff members determine, and will select representatives to participate in institutional governance
    4. Serve to facilitate communication across the campus, particularly regarding university staff employees
    5. Provide feedback from university staff employees to UW-Whitewater administration, including questions and concerns on all campus matters affecting university staff employees, such as policy or training issues
    6. Advise UW-Whitewater administration regarding matters concerning university staff employees
    7. Identify representatives from UW-Whitewater university staff employees for campus committees and other campus groups
    8. Bring questions and concerns to campus administration

ARTICLE III: MEMBERSHIP

The USC will consist of twelve members. The breakdown based on an approximate percentage of university staff employees per unit is as follows: Administrative Affairs-4, Student Affairs-4, and Academic Affairs-2. There will also be one liaison to the Chancellor's Office, appointed by the Chancellor and one liaison to Human Resources & Diversity appointed by the Director of Human Resources.  Representatives must be permanent employees due to the term commitment required.  However, this council will represent all university staff  (full-time, part-time, LTE, and project appointment).  

Staff in the Chancellor's Office, the Provost's Office, and University Advancement will be grouped in the Administrative Affairs division.  Intercollegiate Athletics will be grouped in the Student Affairs division.  Members of the Council will be allowed paid time to attend scheduled meetings.
Leave of absence can be up to six (6) months.  Board members will be encouraged to resign if a longer leave is requested.  If leave is requested by a Council member, volunteers will be solicited from the general university staff  within the division of the leaving Council member.  The full Council will then appoint the position by a majority vote from the pool of available candidates.  If there is no interest, the position will be left vacant until the next election.   Members who transfer out of the division they represent into a university staff  position in a different division will be allowed to complete their term of office.

ARTICLE IV: ELECTIONS

Ten representatives will be elected based on nominations. Interested individuals may be nominated by another campus employee or self-nominate. A call for nominations will be held yearly in the beginning of April.  If fewer than twelve individuals are nominated, Deans, Directors and the Chancellor may be asked for additional nominations.

Representatives will be elected from each division in the beginning of May.  A maximum of two representatives from any unit/department will be allowed; however, if there are no accepted nominations from other units/departments then the maximum may be exceeded.  Election results will be announced at the next general membership meeting following the election.  Newly elected Council members will attend the June USC meeting and begin their term of office July 1.    

ARTICLE V: TERMS OF SERVICE

All elected members will serve a two-year term with no term limits.   Appointed members will serve until the next election cycle.  Terms of service for USC members will be staggered so a minimum of five seats will be open each year.

ARTICLE VI: EXECUTIVE BOARD

The Executive Board of the Council will consist of a Chairperson, Vice-Chairperson, Treasurer, and Secretary - to be elected by the ten voting council members.  The liaisons to the Chancellor's office and Human Resources office will also be members of the Executive Board, but will serve as non-voting members.  Verbal nominations will be made by council members and elections will be determined by secret ballot.  Officers will serve a one-year term.  When the chairperson's term expires that individual will serve one year in an ex-officio capacity.  There are no term limits.

Responsibilities of the Executive Board:

  1. Set meeting times and approve agenda items
  2. Discuss pertinent matters and establish direction for committee activities
  3. Review committee reports
  4. Take necessary action between general meetings
  5. Review member nominations and attendance
  6. Fill membership vacancies as appropriate
  7. Perform such other business as appropriate

In the event of a board vacancy, the remaining council members will select a new representative from within.

DUTIES OF EXECUTIVE BOARD:

Chair:  Calls meetings of USC; presides over meetings; coordinates activities; attends meetings with the Chancellor; makes all appointments to campus committees as determined by the USC and requested by campus administration; assists with other appointments.   In consideration for serving as Chair, the individual will be compensated in one of two ways:

A. If the employee is FLSA exempt, be given a flat stipend. The amount of the stipend shall be determined by the Office of the Chancellor; or

B. If the employee is FLSA non-exempt, be paid overtime in accordance with all rules and regulations for the earning and compensation of, for all hours over forty while in pay status during each one week period. The amount shall be reimbursed to the individual’s employing department by the Office of the Chancellor.

Vice-Chair:  Serves as Acting Chair (and performs all Chair duties) when the Chair is absent or unable to perform said duties; attends regular meetings with Chancellor.

Treasurer:  Manages, reconciles and reports on the budget to USC at all monthly meetings; oversees all payments for USC bills or obligations; will be a member of the Grant/Fundraising Committee.

Secretary:  Schedules and reserves space of the full Council and general member meetings. Prepares and distributes agenda for all USC meetings; takes minutes of USC meetings and sends approved minutes to USC members and university staff; saves electronic copy of all minutes.

ARTICLE VII: STAFF SUPPORT

Limited staff support will be provided by the Human Resources liaison, with duties to include research, duplication of documents, etc.

ARTICLE VIII: MEETINGS

USC meetings will be held monthly, or at the discretion of the Executive Board, day and time to be determined.  A quorum for any meeting of the USC shall be seven (7) members, and attendance at 75% of the meetings (9) is required to retain a council seat.  An excused absence counts as attended.  An absence is excused through an email notification to an Executive Board Member in advance of the meeting.  Attendance will be recorded during the meetings through minutes reporting.   

All meetings related to the USC may be held during paid work hours.  Any employee serving as an elected member of the Council and working second or third shift will use flex work hours to attend meetings, and the Human Resources Liaison shall actively help to resolve any issues or problems that may arise relating to these scheduling and workload considerations.  
General membership meetings will be scheduled no less than three times a year for the entire university staff  population, day and time to be determined.  University staff employees must notify their immediate supervisor of their plan to attend.  

ARTICLE IX: COMMITTEES

Committees of the USC include Bylaws Committee, Elections Committee, Employee Outreach Committee, Employee Recognition Committee, Grant/Fundraising Committee, Personnel Review Committee, and Programming Committee.

Committee meetings will be scheduled by the Committee Chair as needed.

Committee memberships are open to all university staff  employees. Each committee will select their own chair, and at least one Council member must be on each committee. The Chair or their designated representative will attend monthly USC meetings to report on the activities of each committee.  All committees shall be governed by the Executive Board of the Council.
Proposals to form new committees must be taken to the USC and approved by a majority vote of the Council.  Committees will be reviewed annually to determine future status by the Executive Board.

Bylaws Committee: This committee will maintain and annually review the mission statement, bylaws, resolutions and USC related policies, amending as needed. It will also create resolutions to the bylaws as need arises. Committee membership is open to all permanent and project university staff employees on campus.

Elections Committee:  This committee will oversee the yearly USC election process. The committee will be comprised of the two appointed USC members and any university staff employee(s) not up for election.

Employee Outreach: The purpose of this committee is to welcome and encourage participation by general members of the university staff .  This committee will facilitate new employee orientations in conjunction with Human Resources & Diversity, and also promote the general activity of the USC through outreach and promotion of meetings, events, and other programming provided by the other USC committees. 

Employee Recognition Committee: The purpose of this committee is to create and develop opportunities to provide recognition of university staff  employees, retirees, and new employees on the UW-Whitewater campus.  This committee maintains the online University Staff Spotlight, and facilitates the University Staff Excellence Award.

Grant/Fundraising Committee: The mission of the grant/fundraising committee is to raise funds.  The committee provides professional development funding, applies for grants, and raises funds for various Council functions and other events for university staff .  Funds are maintained in campus accounts.  Various fundraising functions are promoted throughout the fiscal year.    

Personnel Review Committee:  The purpose of this committee is to fulfill functions necessary to the duties of the Impartial Hearing Officer and/or  Complaint Review Committee as set forth in the University Staff Personnel Rules Employee Grievance Policy and Complaint Policy. The Personnel Review Committee will consist of no more than ten university staff employees appointed jointly by the USC and campus administration. Term length is one year, with no term limits. Members of the committee who participate in the discussion of the merits and decision-making shall be familiar with all testimony, all deliberations, and all evidence presented and keep all matters confidential. The Chair of the council shall not serve as a member of this committee, but may provide procedural assistance if needed.

Programming Committee: The purpose of this committee is to provide programming to the general members that address educational, work-related, and campus-oriented information.  The goal is to enhance professional development, learning opportunities and dissemination of information as it pertains to the interest of the membership.  

ARTICLE X: AMENDING THE BYLAWS

The general university staff  population may propose to the USC changes to the bylaws.  Changes in the bylaws may be made by the members of the USC.  All changes in the bylaws require the approval of 60% (6/10) of the voting members of the USC, with final approval by the Chancellor.

ARTICLE XI: RESOLUTIONS

USC has authority to propose resolutions to the Chancellor for campus-wide policy implementation for concerns relating directly to university staff  as a whole.  New resolutions will be reviewed by the USC and require the approval of 60% (6/10) of the voting members.

ARTICLE XII: RULES OF ORDER

In instances not covered by these by-laws, the Committee may refer to the most recent edition of Robert's Rules of Order.

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