North Carolina State University Staff Senate Bylaws
The name of this Senate shall be the Staff Senate of North Carolina State University. (Hereafter in this document, the term “Senate” shall refer to the Staff Senate, and the term “Chair” shall refer to the Chair of the Staff Senate unless otherwise noted.)
The Senate is an advisory body to the University Chancellor. In fulfilling this role, the Senate shall:
The Procedure Manual shall give details of responsibilities, tasks and procedures of the North Carolina State University Staff Senate.
The Procedure Manual can be amended by a majority vote of the Senate and concurrence of the Chancellor or the Associate Vice Chancellor for Human Resources on the Chancellor’s behalf.
All employees of NC State University, including County Operations support staff paid through NC State, are represented by the Staff Senate unless they fall into one of the following categories:
B. Number of Senators
There shall be one Senator for each one hundred (100) staff members rounded to the nearest one hundred. Districts with fewer than one-hundred (100) staff members shall have one Senator. To maintain continuity, the goal is to have no more than 60% of the representation of the Senate roll off in a given year.
C. Number of Alternates
Each district shall elect no more than the following number of Alternate Senators.
D. Appointed Senators
E. Ex-officio Members
Individuals are eligible to be elected to serve on Staff Senate:
A. Voting Membership
Voting members shall consist of elected and Appointed Senators.
B. Non-Voting Membership
Non-voting members shall be Alternates, Ex officio Members, Advisors, the immediate past Chair and the Secretary.
C. Terms of Office
F. Loss of Membership
During an elected term, Senators and Alternates shall lose Senate membership:
The names of Senators and Alternates who have resigned or lost membership for any reason and their replacements shall be recorded in the Senate minutes.
Senators who are unable to fulfill his/her duties shall resign and notify the Chair and the Secretary of the Senate.
H. Removal from Office
Recommendations for the removal of any Staff Senator from office shall be accepted from any constituent, Executive Committee member, or Senator for non-performance of Senate duties. Each recommendation shall be evaluated on an individual basis by the Executive Committee (as described in the Procedure Manual). The Executive Committee shall vote on removal upon request by the Chair.
A. The Election Committee (Article VII, Sec. 1) shall handle the nomination and election process each year as described in the Procedure Manual.
B. Nomination Procedure – Any member of the constituency as described in Article IV, Section 1, can nominate a staff member to serve as Senator.
C. Election Procedure – The constituents of each district shall elect their staff Senator(s) and Alternates by majority vote.
The officers of the Senate shall be Chair, Chair-Elect, Vice Chair and Parliamentarian. (The Secretary and the Past Chair are not elected officers, but their roles and duties are noted below.)
The duties of the Chair shall include to preside at all meetings of the Senate; to chair the Executive Committee; to serve as the Staff Senate’s official representative to various University entities; to refer matters submitted for the Senate’s attention to the appropriate committee(s) or to the University Chancellor or Chancellor’s Representative, and to serve as a Delegate on the UNC Staff Assembly.
The duties of the Chair-Elect shall serve as a training period for the responsibilities to be assumed; at the Chair’s request, to serve as a representative of the Senate in the absence of the Chair, and to serve as a Delegate on the UNC Staff Assembly.
C. Vice Chair
The duties of the Vice Chair shall include to preside at all meetings of the Senate in the absence of the Chair or in the event the Chair requests the Vice Chair to serve during the course of a meeting; to assist the Chair in performing leadership responsibilities at the Chair’s request, to serve as a representative of the Senate in the absence of the Chair and to serve as an Alternate Delegate on the UNC Staff Assembly.
The duties of the Parliamentarian shall include ensuring that the Chair or presiding officer, as well as all participants in Staff Senate meetings, abide by the stated rules of NC State University Staff order during meetings. The Parliamentarian shall serve as advisor and member of the Governance Committee.
This is a paid support staff position rather than an elected officer role. In the event of a vacancy, the secretarial duties shall be assigned by the Chair.
F. Past Chair
The duties of the Past Chair shall include assisting as requested by the Chair, serving as a resource for the Senate, and serving as an ex officio member of the Executive committee and serving as a Delegate on the UNC Staff Assembly.
Staff Senate members who have fulfilled 6-months of service as a Senator immediately prior to the election of officers are eligible to be nominated as officers. Senators who are completing their term are eligible to be nominated as officers for the upcoming session.
Nominations for Senate offices of Chair-Elect, Vice Chair, and Parliamentarian for the upcoming session shall be accepted by the Election Committee up to five (5) business days prior to the final meeting of the current Senate session.
The Chair of the Election Committee shall conduct the election of officers at the last meeting of the session by secret ballot. In case of a conflict of interest, the out-going Senate Chair shall oversee the election process. Officers shall be elected by a majority vote.
The terms of office for Senate officers shall be one year and shall begin at the first meeting of the new session of the Senate. A Senator shall not hold more than one office at a time.
A. In the event that the Chair is unable to complete the elected term of office, the Chair-Elect shall assume the office.
B. In the event the Chair and Chair Elect are vacant the Vice Chair shall fulfill the responsibilities until a special election is held at any regular meeting of the Senate.
C. In the event that the offices of Vice Chair or Parliamentarian become vacant, a special election shall be held at any regular meeting of the Senate by the Chair in order to fill the vacant office for the remainder of the term.
The Secretary shall be the custodian of Staff Senate records.
The membership of the Executive Committee shall consist of the elected officers of the Senate and the Chairs of the Standing Committees. In the absence of a Committee Chair a committee representative shall be designated and given voting rights in their absence.
The Executive Committee shall typically meet monthly, unless cancelled by the Chair. Additional meetings may be called by the Chair, by the University Chancellor, or upon request of three (3) members of the Executive Committee.
The duties of the Executive Committee shall be to consider all matters as referred by the Chair and act on or refer those matters. The Executive Committee is responsible for monitoring the Senate’s budget and all expenditures.
The Executive Committee shall be chaired by the Senate Chair who shall have voting rights only in the event of a voting tie.
Pursuant to Section I (Mission) of the University of North Carolina Staff Assembly Bylaws, the University of North Carolina Staff Assembly (hereinafter “Staff Assembly”) shall gather and exchange information on behalf of the staff of The University of North Carolina System (hereinafter “University System.”) The Staff Assembly shall, through the appropriate channels, advise and communicate with officers of the University System, and through these officers, the Board of Governors, on matters of importance to staff members in the University System. The Staff Assembly shall foster and nurture the establishment and growth of staff organizations of the constituent institutions of the University System and of the General Administration. The Staff Assembly shall represent all permanent employees of the University System except the faculty.
A. The Senate shall designate three representatives to the Staff Assembly, in accordance with Section IV (Membership) of the Staff Assembly Bylaws, and herein described.
i. The Senator elected as Chair Elect of the Senate shall be designated to serve a 3-year term as a delegate of the Staff Assembly upon election. This delegate shall serve during their term as Chair Elect, Chair and Past Chair of the Staff Senate.
ii. Each session (July 1st through June 30th) the three delegates to the Staff Assembly shall include the Chair Elect, Chair and Past Chair of the Senate.
B. The Senate shall select one alternate representative to the Staff Assembly, in accordance with Section IV (Membership) of the Staff Assembly Bylaws, and herein described.
i. The Senator elected as Vice Chair of the Senate shall be designated to serve a 1-year term as an Alternate Delegate of the Staff Assembly upon election.
C. In the event that the Senate cannot fill one or more of its allotted Staff Assembly Delegate positions, due to the resignation and/or termination of selected Staff Assembly Delegates and/or Alternate, the Chair and the Senate Executive Committee shall have the authority to appoint a Senator to serve as Staff Assembly Delegate by a majority vote.
D. Responsibilities and Duties are described in the Procedure Manual.
E. The Governance Committee shall annually review the Staff Assembly Bylaws regarding representation and recommend to the Chancellor any needed amendments to Article VII as needed.
A. The Standing Committees of the Senate shall be:
Membership on these committees shall be by appointment by the Chair. Each committee shall name a Chair to serve during the senate year for which they are appointed to the committee. Staff Senate officers are not eligible to serve as Chairs of committees.
The duties of the Standing Committees are described in the Procedure Manual. Committees shall accept business items assigned to them by the Executive Committee.
A. The Chair of the Senate may create Ad Hoc committees of the Senate as needs arise. Membership shall be by appointment. An ad hoc committee shall be disbanded when its purpose has been served. The number of members shall be determined by the Executive Committee.
B. Duties of all ad hoc committees shall be to accept the business assigned to them by the Executive Committee and to address it in a responsible and timely manner.
A. Senators are eligible to serve as panelists on staff appeals.
B. Senators are eligible to serve on University Standing Committees as appointed by the Chancellor, Provost, Committee on Committees or at the request and nomination of the Chair and/or Executive Committee.
C. Staff Senate members who volunteer for University Standing Committees shall be assigned by the Senate Chair, the Executive Committee or an Ad Hoc Committee selected by the Chair.
D. If a Staff Senate member who was nominated by Staff Senate resigns from an assigned University Standing Committee, a replacement shall be selected as indicated above.
A. Regular meetings of the Senate shall be held on the first Wednesday of each month, from July through June, unless otherwise ordered by the Executive Committee. A proposed Order of Business shall be sent to all members at least five (5) business days prior to the meeting date by the Senate Secretary. If the Executive Committee has no agenda items or proposals, they reserve the right to cancel a meeting and must notify the Senate membership.
B. Special meetings of the Senate may be called by the Executive Committee for matters that cannot wait until the next regularly scheduled meeting of the Senate. Notification of a scheduled special meeting shall be given at least three (3) business days in advance of the meeting to all members by the Senate Secretary.
C. An Annual Retreat shall be held during the first meeting of the new session in July.
Senate Quorum shall be defined as fifty-percent (50%) of the voting membership. If there is not a quorum the meeting shall continue however, there shall be no votes recorded and the minutes shall be approved at the following meeting. If there is a quorum, votes can be recorded and the minutes can be approved.
Only voting members of the Senate shall introduce proposals, measures, and resolutions on the Senate floor. Those present who are not members of the Senate may be granted the right to speak, but not to vote, on matters before the Senate.
Only Senators present shall have the right to vote on Senate business. The Chair shall vote only in the event of a tie.
In the absence of a Senator, voting privileges will be designated to an Alternate of the same district, subject to verification by the Chair. The Alternate will be notified of voting privileges at the time quorum is confirmed.
The Executive Committee shall set the Order of Business for meetings of the Senate. Changes to the Order of Business may be made and approved by a majority vote of those present at the Staff Senate meeting.
A. All Senators and Alternates shall attend all regularly scheduled monthly meetings, special meetings, and the annual retreat. The annual retreat is considered a required meeting.
B. Attendance at monthly Senate meetings, special meetings and the annual retreat shall be recorded as “Present”, “Excused”, or “Absent”.
i. “Present” shall mean a Senator or Alternate is at the meeting or attending the meeting remotely by technology.
ii. “Excused” shall mean a Senator or Alternate contacted the Chair (in writing or by e-mail) prior to the meeting and indicated a reasonable excuse for their absence from the meeting. At the Chair’s discretion, an excused absence may include but is not limited to the following circumstances: official University travel, pressing business/projects, previously scheduled annual time off, court attendance, military service, illness, injury or family illness, injury or death.
iii. “Absent” shall mean a Senator or Alternate did not contact the Chair prior to the meeting or did not provide a reasonable excuse, and is not in attendance in person or remotely by technology.
C. A Senator or Alternate who is recorded as “Absent” from 3 consecutive or 5 total regularly scheduled Senate meetings within one session shall be replaced.
The rules contained in the current edition of Robert’s Rules of Order shall govern the Senate and its committees in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any special rules of order the Senate may adopt.
Bylaws shall be reviewed every 2 years by the Governance Committee and Parliamentarian to determine if amendments or revisions are needed. Any Senator can propose an amendment to the Bylaws.
Proposed amendments and revisions shall be made available to the Senate at least 2 weeks prior to the meeting at which they will be presented.
The Parliamentarian or their designee shall present proposed Bylaw amendments or revisions to the Senate.
The Senate shall have the power to consider and recommend to the Chancellor, amendments to or revisions of the Senate Bylaws by two-thirds (2/3) vote.
The proposed amendments to or revisions of the Bylaws shall be provided to the Chancellor of North Carolina State University for approval and shall become effective upon receipt of the Chancellor’s written approval.
The written approval, with the Chancellor’s signature, shall be attached as an Appendix to the NC State Staff Senate Bylaws.