CHAPTER ONE: 1800
HISTORY, MISSION, GENERAL ORGANIZATION,
BYLAWS OF THE STAFF AFFAIRS COMMITTEE
PREAMBLE: The Staff Affairs Committee was created on the
recommendation of the Faculty Council and the director of
personnel services and with the approval of President Ernest Hartung in the summer of 1971. The current version of the
Staff Affairs Committee’s bylaws were amended in September
2002 and again in January 2007. In 2008, Staff Affairs Committee removed the SAC
changes were made to reflect current employment classification and off-campus
staff were given permanent representation on Staff Affairs. In January
2010 membership and subcommittees were revised under Articles III and IX [rev.
9-02, 1-07, 7-08, 1-10]
Article I. Name
Article II. Purpose
Article III. Members
Article IV. Elections
Article V. Officers
Article VI. Annual Reports
Article VII. Staff
Affairs Committee Meetings
Article VIII. Meetings
of the University Staff
Article IX. Subcommittees
Article X. Parliamentary
Article XI. Amendments
ARTICLE I—NAME. The organization
shall be named the University of Idaho Staff Affairs
Committee (Staff Affairs).
Section 1. General. Staff
Affairs represents the staff of the
University of Idaho. The staff is defined as board-appointed
employees at the University of Idaho who do not have
Staff Affairs members shall be released from normal work
duties for the purpose of attending Staff Affairs meetings,
and performing related Staff Affairs responsibilities. This
release time shall not be charged against their accrued
Section 2. Specific. Specific purposes of
Staff Affairs are:
a. To study issues, problems, welfare, and working
conditions of staff;
b. To call to the attention of the president matters
concerning staff affairs in any division or department
that Staff Affairs believes should receive special attention;
c. To work with the university administration in the
development and/or revision of university policies,
employment benefits, and other matters where staff are
d. To cooperate with the Faculty Affairs Committee and
Faculty Senate and participate in the formulation of
joint recommendations concerning issues common to the
staff and the faculty; [ed. 7-09]
e. To advise on salary and promotion matters pertaining
f. To form subcommittees, as required, to study special
or continuing issues;
g. To serve as a communication link between university
administration and staff;
h. To work with the president’s designee, who will
serve as a liaison with university administration.
Section 1. Constituencies.
For the purpose of selecting
Staff Affairs members, the UI staff is divided into the following
a. Exempt; [rev. 7-08]
Maintenance/Services/Skilled Craft – this category includes employees in the
skilled crafts and service/maintenance classifications [rev. 1-10]
Administrative/Technical/Research - this category includes employees in the
secretarial/clerical and technical / paraprofessional classifications and
who do not fall in the categories a & b above [rev. 1-10]
Section 2. Representation.
a. On-campus. Each group listed in Article
III, Section 1 is represented on Staff Affairs by one member for every
50 employees or any fraction thereof in the group, provided
that each group has at least one representative member on
Staff Affairs. [add. 7-08]
b. Off-campus. Permanent
positions will represent the campus sites and surrounding extension sites.
The five permanent positions would be for (1) Coeur d'Alene/Post
Falls/Sandpoint; (2) Boise; (3) Idaho Falls/Tetonia/Dubois/Aberdeen; (4) twin
Falls/Kimberly/Hagerman; and (5) at large (Parma, Caldwell, Caine Center,
McCall/Taylor Ranch, Salmon, etc.). These positions would be permanent
members of the On-Off Campus Committee, which currently exists as an ad-hoc
standing subcommittee. Their roles would be: [add. 7-08]
Information Distribution. The
Staff Affairs representative for each Center would collect information, report,
and attend Staff Affairs meetings via teleconference. [add. 7-08]
Staff Appreciation Fair.
Each Center (in collaboration with Staff Affairs) would hold a Staff
Appreciation Fair at their location during Staff Appreciation month. [add.
Information Liaison. For
any information items that are needed, the representative would be the contact
for his/her location. Examples of responsibilities could include:
information gathering and dissemination, Human Resources visit coordination (for
benefits-related purposes, training, etc.), communication about Staff Affairs
activities (Staff Appreciation Fair, War on Hunger, policy issues, etc.), and
communication/efforts in other areas. [add. 7-08]
The Assistant Vice President of Human Resources serves on
Staff Affairs in an advisory capacity, without vote.
Section 3. Term. Staff Affairs members are elected to serve a term
of three years. No member may be elected to more than
two consecutive terms.
Section 4. Eligibility. All staff, as defined in Article
II, Section 1, are eligible for membership on Staff Affairs.
Section 5. Vacancies.
a. The Chair of Staff
Affairs must declare a position vacant if a
member is absent from four (4) consecutive meetings unless
the member has informed the Chair and the absence is
considered excused. Excused absences include approval of
accrued leave and professional obligations. Staff Affairs will fill
the vacancy in the method described in Article III,
Section 5, Paragraph b.
b. Vacancies are filled as quickly as possible by
appointment of the candidate who, at the most recent
election for the position vacated, had the next highest
number of votes. If the vacancy cannot be filled in this
way, the Staff Affairs media coordinator gives notice of the vacancy
as soon as possible in official UI communications and/or
publications (i.e., The Register, Today@Idaho, Staff Affairs
website), as well as via Staff Affairs email listservs, giving staff
an opportunity to volunteer for Staff Affairs service. The chair
will appoint a person from the same group to complete the
unexpired term from those responding to the vacancy
notice; the appointment is subject to Staff Affairs approval. A
person appointed is eligible for election to the
Section 6. Change of Constituency. A
Staff Affairs member who
changes job classifications, which then results in a change
of constituency, may finish the remaining portion of that
year of the term of office. Any remaining portion of the
term will be filled by election at the next election of Staff Affairs
members; a Staff Affairs member so elected is eligible for election to
the succeeding term.
The member, whose new job classification puts them in a
different category, should run for election on the next
regular election ballot if a vacancy exists for the new
classification. If a vacancy exists after a regular
election, this person may be appointed to the new
Section 1. Continuity.
To provide continuity of
membership on Staff Affairs, approximately one-third of the member
positions are filled by election each year. As far as
possible, terms of members representing the same group are
Section 2. Election Date. Elections of
Staff Affairs members are
held such that the election results are presented at the
April regular Staff Affairs meeting. The election date is announced in
official UI communications and/or publications (i.e., The
Register, Today@Idaho, Staff Affairs website), as soon as possible.
Section 3. Nominations. Appropriate procedures for
nominations and elections are developed by the Elections
Subcommittee and approved by Staff Affairs (see Article IX).
Section 4. Seating of Members. Those elected are seated
as Staff Affairs members at the first regular Staff Affairs meeting in June.
Section 1. Election and Appointment of Officers. At the
May regular meeting, Staff Affairs elects a chair and a vice chair to
serve for the year beginning with the first meeting in June.
The new chair appoints a secretary, treasurer, off-campus
representative, and media coordinator to serve the same
term; these appointments are subject to the approval of Staff Affairs.
Only seated Staff Affairs members are eligible
to vote in the election. Only those persons who have been seated on Staff
Affairs are eligible for the office
of chair. [rev. 1-07]
Staff Affairs members who know they are going
to be absent from officer and new member elections may cast an absentee vote in
writing or email. The member's absentee vote must be received by the Staff
chair prior to the election. [add. 1-07]
Section 2. Chair.
a. Presides at all meetings of
b. In consultation with Staff
Affairs, appoints required
c. Maintains lines of communication between
Staff Affairs and the
president, the Faculty Affairs Committee, the Faculty
Senate, and staff; [ed. 7-09]
d. Performs all other duties pertaining to the office
Section 3. Vice Chair. The vice chair:
a. Assumes the duties and responsibilities of the chair
in the absence or disability of the chair;
b. Works closely with, and attends
Staff Affairs-related meetings
with the Chair; prepares reports of recommendations on
policy actions for presentation to the president
c. Is Chair of committees, convening meetings of
standing and ad hoc committees, assuring procedures are
followed and that specific charges of each committee are
d. Performs such other duties as may be assigned by the
chair or by Staff Affairs.
Section 4. Past Chair. The past chair is:
a. a valuable resource and is thus considered an ex
officio member of Staff Affairs (with vote).
b. thereby also a member of the Officers Committee,
whether or not his/her term has expired.
Section 5. Secretary. The secretary:
a. Maintains an accurate record of all meetings of
b. Submits a summary of the minutes to the media
coordinator for publication in official UI communications
and/or publications (i.e., The Register,
Today@Idaho, Staff Affairs website)
as soon as possible after each meeting;
c. Maintains a notebook for the official record for the
year. This notebook shall be turned in to the notebook
library located in the Staff Affairs office each year. The notebook
shall include, but is not limited to:
1) Approved minutes of all meetings;
2) All handouts from all meetings;
3) Letters of resignation or requests to serve on the
4) All committee election results;
5) Annual Reports;
d. Performs such other duties as may be assigned by the
chair or by Staff Affairs.
e. Shall send all annual reports and minutes of
meetings to the UI library for official archiving
f. Maintains responsibility for the
Staff Affairs website.
Section 6. Treasurer. The treasurer:
a. Maintains an accurate record of all the budgets and
monetary transactions of Staff Affairs;
b. Reports to Staff Affairs at all regular meetings;
c. Performs such other duties as may be assigned by the
chair or by Staff Affairs.
Communications On/Off Campus. The Communications
a. Helps promote better, consistent, and increased
communication with the University of Idaho’s on/off-campus
b. Finds a contact person for each off campus site;
c. Mails all Staff Affairs materials meeting handouts to
d. Creates an e-mail distribution list for all
off-campus contact people and sends "staff" e-mail to them
e. Addresses issues and concerns that on/off-campus
staff may have, including bringing the information to
Staff Affairs Committee meetings;
f. Performs such other communications duties as may be
assigned by the chair or by Staff Affairs.
Media Coordinator. The media coordinator:
a. Serves as a consistent contact person for
information to be published or released to various media
b. Gathers information from the chair, vice chair,
secretary, and subcommittee chairs to be distributed for
c. Ensures all articles or releases are approved by the
d. Distributes information to the appropriate media
organizations, such as The Register, KUID TV, local
newspapers and radio stations, in a timely manner;
e. Reports to Staff Affairs at all regular meetings;
f. Maintains a record of all releases;
g. Performs such other duties as may be assigned by the
chair or by Staff Affairs.
Section 9. Filling Officer Vacancies.
a. In the case of the position of Staff Affairs
Committee chair being vacant, the vice chair shall become
the acting chair until the next regular meeting of Staff Affairs, at
which time any unexpired portion of the term shall be
filled by a special election. If the vice chair becomes
the chair at the special election, a new vice chair will
also be elected at this meeting.
b. In the case of the position of Staff Affairs
Committee vice chair being vacant, at the next regular
meeting of Staff Affairs a special election will be held to fill any
unexpired portion of the term of vice chair.
c. In the case of the positions of secretary,
treasurer, off-campus representative, or media coordinator
being vacant, at the next regular meeting of Staff Affairs the chair
will appoint a secretary, treasurer, off-campus
representative, or media coordinator to fill any unexpired
portion of the term of that office. The appointment will
be subject to the approval of Staff Affairs.
ARTICLE VI—ANNUAL REPORTS.
Section 1. Annual Reports.
Staff Affairs will compile an annual
report. A preliminary report is to be presented at the June
meeting of every year. The final copy of the Annual Report
shall be submitted to the membership at the September
meeting. Copies of the report will be sent to the
President’s Office, Provost’s Office, Faculty Secretary’s
Office, and UI library archives.
Section 2. Contributors. The report will be composed of
year-end summaries from each of the following members:
a. the chair;
b. the vice chair;
c. the secretary;
d. the treasurer;
e. the on/off-campus communications representative;
f. the media coordinator;
g. the chairs of all standing subcommittees;
h. the chairs of all ad hoc subcommittees;
Section 3. The Official Record. The annual report will
constitute the official record for the year for Staff Affairs. The
final copy will be kept in the yearly Official Record
Notebook maintained by the secretary.
AFFAIRS COMMITTEE MEETINGS.
Section 1. Regular Meetings.
Staff Affairs will hold at least six
regular meetings each calendar year. Staff Affairs designates the time
and place for regular meetings.
A quorum of Staff Affairs consists of half of the
voting members of Staff Affairs.
The chair is responsible for the preparation
of the agenda and distributes it to the members of Staff Affairs
(and all staff, if electronic mail permits) at least one
week before each regular meeting.
c. Record of Attendance. The minutes of each meeting
will show the names of the members present and of those
Section 2. Executive Committee Meetings. The function of
the Executive Committee meetings is to act for Staff Affairs on
emergency matters when Staff Affairs will not have a regular meeting
for a period of two weeks or more, and an issue pertinent to
Staff Affairs requires an immediate response. The Executive Committee
reports to Staff Affairs, and Staff Affairs retains the authority to review
actions of the Executive Committee.
a. Structure and Quorum. The Executive Committee is
made of such members of Staff Affairs as are present at a meeting
called upon 24 hours written, electronic, or oral notice.
Five voting members of Staff Affairs constitute a quorum for the
meetings of the Executive Committee.
b. Officers. The officers of
Staff Affairs also serve as the
officers of the Executive Committee. In the absence or
incapacity of both the chair and the vice chair, the
members of the Executive Committee attending the Executive
Committee meeting will designate a chair pro tempore.
Minutes of Executive Committee meetings will be kept and
presented in written form at the next regular meeting of
c. Call of Meetings. Executive Committee meetings may
be called on 24 hours’ notice by the chair or vice chair
or by the president of the university or the president’s
ARTICLE VIII—MEETINGS OF THE UNIVERSITY STAFF.
Section 1. Meetings.
A meeting of the UI staff will be
called when requested by four or more members of Staff Affairs or upon
the written petition of at least 20 staff members. Notice of
such a meeting must be given to the staff at large two weeks
before the proposed meeting via official UI communications
and/or publications (i.e., The Register, Today@Idaho, Staff Affairs
website). Notice will also be given via the Staff Affairs email list
serves. The president or the president's designee may call a
meeting at any time. The chair of Staff Affairs presides at meetings
of the staff.
Section 2. Quorum.
Those staff members present at a
meeting properly called in accordance with this article
constitute a quorum.
Section 3. Agenda.
An agenda listing all substantive
items to be acted upon must be published in official UI
communications and/or publications (i.e., The Register,
Today@Idaho, Staff Affairs website), and sent via Staff Affairs email listservs,
at least one week before the meeting.
Section 1. Standing Subcommittees. The standing
subcommittees will be appointed at the first regular meeting
of Staff Affairs in June. Each subcommittee is responsible for
maintaining a list of standing rules, policies and
procedures which must be approved by Staff Affairs. The Staff Affairs chair will
appoint a chair of each standing subcommittee. The chair
shall be an ex officio (with vote) member of all standing
subcommittees, except the Officer Nomination Subcommittee.
The standing subcommittees of Staff Affairs are:
a. Election Subcommittee.
The Election Subcommittee
manages three tasks: [rev. 1-10]
1. The Election Subcommittee manages the nomination
and election process for new members of Staff Affairs by:
(a) Submitting a statement to the Media Coordinator
stating which member positions are to be filled by
election, for publication in official UI
communications and/or publications (i.e., The
Register, Today@Idaho, Staff Affairs website), during the month
of February. Notice will also be sent via Staff Affairs email listservs. Nominations must be in writing and signed
by the nominator.
(b) Confirming the eligibility and availability of
(c) Preparing and distributing ballots, ensuring
that each eligible staff employee has an opportunity
(d) Collecting and counting the ballots;
(e) Reporting the election results to
Staff Affairs at the
April regular meeting. The election results are
validated and the winning candidates named. The Staff Affairs
secretary records the order in which all candidates
finished in the election.
In the event the number of candidates and vacancies
are equal in any category – the election shall be
considered non-contested. These positions shall be
elected by voice vote at the April Staff Affairs meeting.
2. The Election Subcommittee monitors the vacancies
and filling of staff positions on all UI standing
Subcommittee manages the process for electing new officers for Staff Affairs
in May. Nominations for new officers may be made from the floor or submitted
to the chair of the subcommittee.
[add. & ren. 1-10]
b. Staff Awards
Subcommittee. The Staff Awards Subcommittee coordinates the annual
Outstanding Employee Award nominations, selection, and award process and
plans the annual Staff Awards Reception. The Awards Subcommittee works
closely with the President’s office and other administrators to coordinate
the awarding of the awards. The Staff Awards Subcommittee also solicits
contributions to the Staff Educational Endowment Fund (Endowment Fund),
invites nominations for awards, ensures that information is provided to all
staff and faculty regarding donations to the scholarship fund, and conducts
the selection process. The nomination process is governed by these bylaws
and states that a name shall be entered into nomination only once each year.
The selection process is governed by the criteria set out in the Endowment
Fund Agreement. The chair of the subcommittee must present the final number
of awards and award amounts for the year to Staff Affairs for approval. The
results are presented at the annual Staff Awards Reception. [rev. & ren.
Staff Appreciation Fair
The Staff Appreciation Fair Subcommittee plans and produces the annual Staff
Policy Review Subcommittee. The Policy Review
Subcommittee addresses issues directly related to benefits and compensation
for staff as well as overseeing the
bylaws to make sure they are up to date and accurate for the times. They
shall review and initiate revisions to the bylaws and facilitate
presentation of amendments to Staff Affairs and UI Staff for recommendation
of approval by vote as required. The chair of the Policy Review
Subcommittee will serve as parliamentarian during Staff Affairs meetings.
The Subcommittee is responsible for reviewing University policies
(including amendments thereto and proposed new policies in either the
Faculty Staff Handbook or the Administrative Procedures Manual) on behalf of
Staff Affairs within the process established in Faculty Staff Handbook
section 1460. The Subcommittee
shall focus on policies that affect staff, and shall make a formal
recommendation on policies it has reviewed on behalf of Staff Affairs.
[rev. 1-07, rev. & ren. 1-10]
Subcommittee. The Communication Subcommittee is responsible for
maintaining and updating the Staff Affairs
website, assisting with the creation of print material for other
subcommittees, distribution of a “Welcome to Staff Affairs letter” to new
members, distributing information to UI staff members via the Staff Affairs
listserv, and serving as a communication bridge between staff and
administration; researching issues/ideas and presenting this information to
the committee to include those items that are submitted via the website, at
committee meetings or by email
inquiries. The Communications Subcommittee will facilitate periodic
scheduling of Staff Forum and Staff Meetings to enhance reciprocal
communication between UI staff, Leadership and Staff Affairs.
[add 1-07, rev. & ren. 1-10]
Development Subcommittee. The Learning and Development Subcommittee
oversees the continued improvement and delivery of
learning and development programs, such as SkillSoft, an online
learning program and works to identify and expand professional development
opportunities for UI staff. [add.
Officers’ Subcommittee. The Officer’s Subcommittee is
responsible for setting agenda items for the monthly Staff Affairs meetings.
Members of this committee are the chair, past chair, vice chair, secretary,
treasurer, on-off campus communications representative, media coordinator,
chairs of all standing subcommittees, and chairs of all ad hoc
subcommittees. [add 1-07, ren. 1-10]
Section 2. Ad Hoc Subcommittees.
Ad Hoc Committees will
be appointed as needed. The Staff Affairs chair will appoint a chair
of each ad hoc subcommittee. Staff Affairs must approve a motion to
form an Ad Hoc committee.
ARTICLE X—PARLIAMENTARY AUTHORITY.
The rules contained in the current edition of Robert's Rules
of Order Newly Revised shall govern Staff Affairs in all cases to
which they are applicable and in which they are not
inconsistent with these bylaws and any special rules of
order Staff Affairs may adopt.
ARTICLE XI—AMENDMENTS. These
bylaws may be amended either by a majority vote of the
members of the staff voting at a duly called University
Staff Meeting or by a majority vote of the members of the
staff voting on a mail or electronic ballot. The notice of
proposed bylaw amendments must be published at least two
weeks prior to the vote in official UI communications and/or
publications (i.e., The Register, Today @ Idaho, Staff Affairs
website). These bylaws and amendments thereto are subject to
review and approval by the president of the university or
the president’s designee.
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