As approved by Staff Senate: 1974
 

Amended by Staff Senate:
September 8, 1980
May 11, 1981
October 4, 1982
November 7, 1983
December 5, 1983
January 14, 1985
March 11, 1985
May 14, 1985
December 9, 1985
July 13, 1987
February 8, 1988
March 12, 1990
April 12, 1993
July 11, 1994
September 12, 1994
May 13, 1996
March 10, 1997
May 10, 1999
March 13, 2000
May 10, 2004
June 13, 2005
May 14, 2007

May 11, 2009

 
 
TABLE OF CONTENTS
 
ARTICLE I - OFFICERS
  Section 1. Officers
  Section 2. Eligibility for Office; Who May Vote
  Section 3. Elections of Officers; When Held
  Section 4. Duties of the Chair
  Section 5. Duties of the Vice-Chair
  Section 6. Duties of the Secretary/Treasurer
  Section 7. Duties of the Secretary
  Section 8. Removal of Staff Senate Officers
  Section 9. Appointment and Duties of the Parliamentarian
 
ARTICLE II - ELECTION OF SENATORS
  Section 1. Responsibility
  Section 2. Filing for Candidacy
  Section 3. Proportional Representation Formula
  Section 4. At-Large Senate Seats
  Section 5. Term of Office
  Section 6. Permanent Vacancies in the Staff Senate
 
ARTICLE III - DUTIES OF SENATORS

 ARTICLE IV - MEETINGS
  Section 1. Time
  Section 2. Place
  Section 3. Notice of Meetings
  Section 4. Agenda
  Section 5. Special Meetings
  Section 6. Open Meetings
 
ARTICLE V - VOTING
  Section 1. Roll Call Votes
  Section 2. Quorum
  Section 3. Debate
  Section 4. Tie Votes
 
ARTICLE VI - EXECUTIVE COMMITTEE OF THE STAFF SENATE
  Section 1. Purpose
  Section 2. Composition
  Section 3. Reports
 
ARTICLE VII - STANDING COMMITTEES OF THE STAFF SENATE
  Section 1. Function
  Section 2. Standing Committees of the Staff Senate
  Section 3. Procedure of Electing
  Section 4. Chairs of Standing Committees
a. Election of Standing Committee Chairs
b. Duties of Standing Committee Chairs
c. Vacancies in Standing Committee Membership
  Section 5. Purpose and Composition of Standing Committees
a. Plans and Policies Committee
b. Credentials and Nominations Committee
c. Finance and Economic Welfare Committee
d. Staff Policy Review Committee
e. Grievance Committee
f. Services and Facilities Committee
 
ARTICLE VIII - AD HOC COMMITTEES
  Section 1. Authority
  Section 2. Limitation
 
ARTICLE IX - APPOINTMENTS TO UNIVERSITY-WIDE COMMITTEES
  Section 1. Selection of Appointments
  Section 2. Approval of Appointments
  Section 3. Term of Appointments
  Section 4. Vacancies in Appointment
 
ARTICLE X - STAFF GRIEVANCE OFFICER
  Section 1. Nomination and Appointment
  Section 2. Term of Office
  Section 3. Authority
  Section 4. Reports
 
ARTICLE XI - AMENDMENTS TO THE BY-LAWS
  Section 1. Petition
  Section 2. Process 
  Section 3. Effective Date

________________________________________
BY-LAWS
UNIVERSITY OF LOUISVILLE
STAFF SENATE

ARTICLE I – OFFICERS
 
Section 1. Officers

The Staff Senate shall annually elect up to three officers from its own membership to serve for one year or until the respective successors have been elected and seated.

Section 2. Eligibility for Office; Who May Vote

All elected members of the Staff Senate are eligible for election to the offices stated in Section 1 of this Article. Only elected members of the Staff Senate may nominate or cast ballots in the election of any officers of the Staff Senate.

Section 3. Election of Officers; When Held

a. Election of the Offices stated in Section 1 of this Article shall be conducted at the June meeting of the Staff Senate with seating at the July meeting of the Staff Senate.

b. The Parliamentarian of the Staff Senate shall be the presiding officer for that portion of the meeting devoted to such elections unless the Parliamentarian is a nominee for an officer, in which case the Parliamentarian shall appoint a temporary Parliamentarian to serve as presiding officer for that period while election for office of which the Parliamentarian is a candidate is conducted. The Parliamentarian shall appoint two members of the Staff Senate to serve as tellers in the counting of votes cast in these elections. Any teller nominated for any office shall be ineligible to serve as teller in the counting of votes for the office to which he or she has been nominated, in which case the Parliamentarian shall appoint a temporary teller to serve.

c. An election to fill a vacancy in the Office of either Vice Chair, or Secretary/Treasurer, of the Staff Senate shall be conducted at the next regular meeting after such vacancy occurs and such election shall be conducted as prescribed in sub-section b. of Section 3 of this Article.

Section 4. Duties of the Chair

The duties and functions of the Chair of the Staff Senate shall be:

a. To preside at all meetings of the Staff Senate and the Executive Committee.

b. To represent the staff as a member of the University Board of Trustees in accordance with KRS 164.821;

c. To determine, in consultation with the Officers and Standing Committee Chairs, the agenda for all meetings of the Staff Senate;

d. To issue calls for both regular and special meetings of the Staff Senate through the Secretary/Treasurer and in accordance with Section 3 and 5 of Article IV of these By-Laws;

e. To receive all matters directed to the Staff Senate and to refer these to the Staff Senate or to one of its committees as appropriate;

f. To represent the Staff Senate in the University community and in the community at large;

g. To appoint the Staff Senate Parliamentarian in accordance with section 9.A;

h. To appoint all ad hoc committees of the Staff Senate as set forth in Article VII of these By-Laws and to appoint staff to University groups with designated staff representation;

i. To serve as an ex-officio non-voting member of the Plans and Policies Committee;
j. To serve as the officer responsible for dealing with Staff Senate personnel in accordance with established University policies and procedures when delegating and supervising administrative duties assigned to an employed staff member(s) providing necessary support to the Staff Senate;

k. To enforce the Constitution and By-Laws of the Staff Senate; and

l. To exercise the other duties and functions of a presiding officer, as may be additionally specified by the Staff Senate.

Section 5. Duties of the Vice Chair.

The duties of the Vice Chair of the Staff Senate will be:

a. To preside at meetings of the Staff Senate in the absence of the Chair;

b. To become Chair of the Staff Senate in the event a vacancy occurs in the office of the Chair of the Staff Senate and to notify members of the Staff Senate that he or she has become Chair;

c. To represent the Staff Senate when appointed to do so by the Chair of the Staff Senate;

d. To serve as the Chair of the Plans and Policies Committee;

e. To serve as a voting member of the Executive Committee;

f. To serve as an ex-officio non-voting member of the University Staff Policy Review Committee; and

g. To serve as a voting member of the Athletic Association Board.

Section 6. Duties of the Secretary/Treasurer.

The Secretary/Treasurer of the University of Louisville Staff Senate shall:

a. Act as the principal officer for management and accounting of budgeted funds of the University of Louisville Staff Senate and approve by signature all vouchers, requisitions, and any other requests for expenditures of funds of the Staff Senate in accordance with established University procedures;

b. Provide for and maintain accurate records of details of all business transactions by and for the University of Louisville Staff Senate;

c. Provide the control system to ensure appropriate use of resources allocated to the Staff Senate in the budgetary process;

d. Prepare for submission and approval by the Plans and Policies Committee of the Staff Senate, the annual budget for the Staff Senate including such processes as setting priorities, analyzing and selecting alternatives, and reporting such recommendations for the budget process;

e. Provide the Plans and Policies Committee with an annual financial statement including a summary of expenditures for review and subsequent reporting to the University of Louisville Staff Senate;

f. To preside at meetings of the Staff Senate in the absence of both the Chair and the Vice Chair;

g. Serve as a voting member of the Executive Committee; and

h. Serve as an ex-officio non-voting member of the Plans and Policies Committee, the Finance and Economic Welfare Committee, and Credentials and Nominations Committee of the Staff Senate.

i. To ensure administrative support in the absence of the employed Staff Senate staff to include the following:

1. To keep accurate minutes of regular and special meetings of the Staff Senate;
2. To make minutes available to the membership of the Staff Senate at least five (5) working days prior to the next regular meeting of the Staff Senate;
3. To keep an accurate record of each Senator's attendance at meetings of the Staff Senate;
4. To assist the Chair in determining the agenda for meetings of the Staff Senate as set forth in Section 4 of Article IV of these By-Laws;
5. To issue notices for all meetings of the Staff Senate as set forth in Section 3 of Article IV of these By-Laws;
6. To maintain the schedule of meeting places of the Staff Senate as set forth in Section 2 of Article IV of these By-Laws;

j. Represents the Staff Senate on the Human Resources Advisory Committee (HRAC).

Section 7. Duties of the Secretary.

Part B Wherever the term "Secretary" or "Treasurer" is used within the By-laws; replace it with Secretary/Treasurer.

Section 8. Removal of Staff Senate Officers.

An officer of the Staff Senate may be removed from office upon determination of willful violation of the Staff Senate Constitution, By-Laws, or policies or procedures; malfeasance in office; or neglect of duty to the Senate. No officer shall be removed without concurrence of two-thirds of the membership of the Staff Senate.

a. A petition requesting the removal of an officer must be signed by one-third of the currently elected Senators and must specify the grounds for such removal.

b. Such petition shall be delivered to the Chair of the Credentials and Nominations Committee who shall immediately deliver a copy of such petition, without signatures, to the officer named therein and schedule a meeting of the Credentials and Nominations Committee to consider the petition.

c. The officer named in the petition shall have five working days from the date of receipt of the copy of the petition from the Credentials and Nominations Committee to respond either in writing or in person or both to the Credentials and Nominations Committee.

d. The Credentials and Nominations Committee shall consider all information pertinent to the petition and make its recommendation to the Senate no later than the second regular meeting of the Staff Senate following receipt of the petition. The Credentials and Nominations Committee shall maintain a complete and confidential record of its proceedings.

e. Debate on the recommendation of the Credentials and Nominations Committee concerning the removal of an officer shall be conducted by the Senate in an executive session. The Chair of the Credentials and Nominations Committee shall preside over such debate.

f. The Senate, in open session, shall vote by written ballot on the recommendation of the Credentials and Nominations Committee. Ballots will be tallied by the members of the Credentials and Nominations Committee and the result announced to the Senate by the Chair of the Credentials and Nominations Committee.

g. If the officer named in the petition for removal voluntarily resigns from office at any point during the procedures indicated in this section, the petition for removal shall be considered concluded.

Section 9. Appointment and Duties of the Parliamentarian.

Prior to the next regular meeting following the election of officers, the Chair of the Staff Senate shall appoint one member of the Staff Senate to serve as Parliamentarian of the Staff Senate with the advice and consent of the Staff Senate. The duties of the Parliamentarian shall be:

a. To assist the Chair in maintaining order and decorum at meetings of the Staff Senate;

b. To interpret and apply Robert's Rules of Order (latest revision) when so requested by either the Chair of the Staff Senate or by a motion duly adopted by the Staff Senate, provided that the Parliamentarian shall be entitled to vote on all motions submitted to the Staff Senate except when such motions appeal from a ruling made by the Chair;

c. To serve as presiding officer of the Staff Senate only for that portion of meetings of the Staff Senate each year during which officers of the Staff Senate are to be elected in accordance with Section 3 of this Article;

d. To keep and maintain an accurate and up-to-date copy of the Constitution and By-Laws and all amendments made thereto and to transmit the same to his or her successor;

e. To serve as Parliamentarian for a term concurrent with the term of the Chair of the Staff Senate; and

f. To serve as an ex-officio non-voting member of the Executive Committee, Credentials and Nominations Committee, and the Staff Policy Review Committee.

ARTICLE II – ELECTION OF SENATORS

Section 1. Responsibility.

Staff Senate elections shall be the responsibility of the Credentials and Nominations Committee who shall:

a. Maintain continuing studies of the support staff structure for the purpose of obtaining equal representation on a proportional basis of support staff population of each college, school, and division (CSD) in the University.

b. Each year, obtain from University records the current CSD populations of permanent, full-time support staff employees and report to the Staff Senate the status of support staff with regard to changes in CSD structure that may affect proportional representation, and where necessary, make a report to the Staff Senate for changes in Staff Senate representation each February.

c. Each year at the regular March meeting, cause to be circulated to the Staff Senate and the support staff the number of vacancies in senate seats by CSD and the number each CSD shall be entitled to elect according to the formula set forth in Sections 3 and 4 of this Article.

d. Ensure that any challenge of the general structure of the Staff Senate or policies related to representation are reviewed by the Credentials and Nominations Committee. Upon completion of such a review, a recommendation shall be made to the Staff Senate where the challenge shall be resolved by a vote of the Staff Senate; and

e. Allow any support staff member with voting eligibility the privilege of making a challenge.

Section 2. Filing for Candidacy.

a. In accordance with Section 3 of Article III of the Constitution of the Staff Senate all permanent support staff members (provided they are not a member of any other University governing body) who have at least six months of continuous permanent University employment by July 1 shall be eligible to file for candidacy and election to the Staff Senate;

b. Each year, no later than April 15th, support staff members who desire to be candidates for election to the Staff Senate shall file their intent in writing with the Credentials and Nominations Committee;

c. If only one member files for candidacy in a CSD, he or she shall automatically take office July 1, as do regularly elected Senators, provided he or she is certified eligible by the Credentials and Nominations Committee.

d. It shall be the responsibility of the Credentials and Nominations Committee to ensure:

1. That elections commence within five working days after the May meeting and a full two weeks will be provided for voting. Ballots received after the deadline will be invalid.  Voter confidentiality shall be maintained regardless of voting method.

2. That election results are sent to all candidates prior to the seating of newly elected candidates.

3. That all election results are kept on file in the Staff Senate office for three years from the date of the election.

4. That in the event of a disputed election of any candidate or any standing committee member, the election and procedures with respect to the dispute are reviewed by the Credentials and Nominations Committee, and after the review, a recommendation is made to the Staff Senate.  The disputed election then shall be resolved by a vote of the Staff Senate at the next regularly scheduled meeting of the Staff Senate.

Section 3. Proportional Representation Formula.

To ensure representation of each CSD in the Staff Senate on a proportional basis with respect to its support staff population, the following formula shall be used:

a. Base Number. The maximum number of Senators authorized in Section 2 of Article III of the Staff Senate Constitution is 99; however, the base number shall be 75.

b. Minimum Entitlement. The minimum number of Senators a CSD may have is one. Subtract one for each CSD whose population is smaller than one and one-half times the total support staff population divided by the Base Number above, rounded to the nearest whole number.

Example: (3231/99) x 1.5 = 48.95 . . . . 49
14 CSDs with populations less that 49 . . . . . . .-14

c. Proportional Base. Base Number less Minimum Entitlement. 85

d. Percentage Base. Next, subtract the sum of the populations of those CSDs entitled to only one Senator, as determined above, from the total population of the University support staff eligible to vote, and round this number to the next highest one hundred.
 Example: Populations of CSDs less than 49 = 367
3231 - 367 = 2864 . . . . . . . . . . . . . . . . 2900

e. Proportional Representation. Eliminate all CSDs entitled to only one Senator and compute the number of Senators entitled to each CSD thus remaining, on the basis of the percentage of the population which they represent using the following formula rounded to the nearest whole number.
Number of Senators = Proportional Base x Population of CSD Percentage Base
 Example: School of Medicine has 507 staff members. 85/2900 x 507 = 14.86. .15 Senators

f. Final Check. When each CSD entitled to proportional representation is computed according to the Proportional Base and is totaled, and the sum when computed yields one number less than Proportional Base, the additional Senator shall be awarded to the CSD with the highest population. If the sum computed above yields more than one number greater than the Proportional Base, the Proportional Representation shall be recomputed using a different Percentage Base adjusted as follows: If the sum is greater than the Proportional Base, slightly increase the Percentage Base. If the sum is smaller than the Proportional Base, slightly decrease the Percentage Base. Then repeat the Final Check step.
 Example: Sum of Senators by proportion . . . . . .85

Section 4. At-Large Senate Seats.

At the conclusion of any regular or any special election, existing vacancies in the Senate seats shall be reported to the Staff Senate by the Credentials and Nominations Committee. The existing vacancies so reported shall be declared by the Chair of the Staff Senate to be "at-large" seats. Any staff member regardless of CSD and qualified in accordance with Section 2.1, Article II, may file for candidacy and election. Candidates shall be certified by the Credentials and Nominations Committee and reported to the Staff Senate where election of candidates for at-large seats shall be by vote of the Staff Senate. If only one member files for candidacy to an existing vacancy, he or she shall automatically take office, provided eligibility is certified by the Credentials and Nominations Committee. At-large senators thus elected shall assume office immediately upon election and shall fill the remainder of the term of office for the seat declared "at-large".

Section 5. Term of Office.

In accordance with Section 4 of Article III of the Constitution, Senators shall be elected for a term of two years. Terms of senators are staggered so that only one-half of the membership is elected in any one year. Senators elected or approved for appointment to a Senate appointed committee or group membership shall normally serve for one year or until their successors are appointed or elected. Senators filling a vacancy shall serve for the remainder of the one year term or until their successors are appointed or elected.

Section 6. Permanent Vacancies in the Staff Senate.

Vacancies in the Staff Senate occur when a duly authorized Staff Senator is absent from five (5) regularly scheduled Staff Senate meetings during the fiscal year (July 1 - June 30). The filling of a vacancy in the Staff Senate is the responsibility of the Credentials and Nominations Committee who shall conduct an election as soon as is practical and within one month after the CSD and the Staff Senate have been notified of the vacancy. When a Senator transfers to another CSD, the Senator will have the option to retain their seat through the end of the fiscal year. If not, then a vacancy will exist. Vacancies on Senate elected or appointed committees or group memberships shall be filled according to the procedures in these By-laws for the respective type of committee or group membership.

ARTICLE III – DUTIES OF SENATORS

It shall be the duty of each Senator to attend all meetings of the Staff Senate, to keep informed so to advise his respective CSD of all matters and issues under discussion that may be voted upon, and to endeavor to represent the majority interest of that CSD. Absence from five (5) regularly scheduled Staff Senate monthly meetings will result in dismissal from the Senate.

A Senator elected or appointed to any Senate committee or group with designated staff representation shall regularly attend all meetings of that body and provide that body and other fellow Senators with responsible and viable inputs that will enable attainment of objectives and goals for which that body has been made responsible.

Senators are encourage to participate in committee work, as their schedules permit.

Senators duties include, but are not limited to:

Distribution on monthly Minutes to constituents

Maintain a current distribution list of constituents

Attend the annual Staff Senate Retreat

Facilitate University Communication

ARTICLE IV – MEETINGS

Section 1. Time.

The Staff Senate shall hold a regular meeting on the second Monday of each month. If a regular meeting falls on a holiday or cannot be held because of an act of God or nature, the meeting shall be held on the Monday following the holiday or occurrence of an act of God or nature.

Section 2. Place.

To facilitate attendance, meetings shall be held consistently in the same place insofar as practical.

Section 3. Notice of Meetings.

Written notice, stating the place, date, and hour of each meeting shall be delivered to members of the Staff Senate not less than five working days before a regular meeting and not less than three working days before a special meeting.

Section 4. Agenda.

The Chair of the Staff Senate, in consultation with the Executive Committee shall determine the agenda for Staff Senate meetings.

a. Each Chair of a standing committee of the Staff Senate will be expected to report on the latest committee meeting.

b. All committees of the Staff Senate and individual members of the Staff Senate may submit agenda items to the Staff Senate office not less than Seven (7) working days before a regular meeting.

c. A copy of the agenda will be made available from the Staff Senate office to each member not less than five working days before a regular meeting and not less than three working days before a special meeting.

d. The order of the agenda shall be in accordance with Robert's Rules of Order (latest revision). Any conflict between this source and the Constitution and By-Laws of the Staff Senate shall be resolved in favor of the Constitution and By-Laws of the Staff Senate.

Section 5. Special Meetings.

A special meeting of the Staff Senate may be called at the discretion of the Chair and shall be called within ten working days of a written petition submitted to the Chair by twenty-five percent of the members or by a majority vote of those present during a meeting of the Staff Senate.

Section 6. Open Meetings.

Meetings of the Staff Senate shall be open to visitors. Visitors will be recognized by the Chair only when prior arrangements have been made.

ARTICLE V – VOTING

Voting during each meeting of the Staff Senate shall be by method prescribed by the Chair at the time of the vote. The total vote shall be determined by the Chair, who may appoint two Senators to assist in totaling the number of votes.

Section 1. Roll Call Votes.

A roll call vote may be called at the discretion of the Chair and shall be called upon request of a Senator with the occurrence of one-third of voting members present. A roll call vote shall be called automatically in case of a contested vote.

Section 2. Quorum.

Article VII of the Constitution provides that a quorum shall be fifty-one percent of the elected membership.

Section 3. Debate.

Debate or discussion shall be limited to twenty minutes per motion unless an extension of time is voted by two-thirds of the voting members present. The time shall be kept by the Parliamentarian.

Section 4. Tie Votes.

The Chair or presiding officer shall vote only in case of a tie vote.

ARTICLE VI – EXECUTIVE COMMITTEE OF THE STAFF SENATE

Section 1. Purpose.

Act on behalf of the Staff Senate on urgent matters and consider current problems of general interest to the University, which cannot wait for action by the Staff Senate in regular sessions. Such actions of the committee shall be reported to the Staff Senate at its next meeting and shall be subject to ratification by it unless the nature of the action or the terms of the authorization make the action of the committee final.

Section 2. Composition.

The Executive Committee shall be composed of eight voting members, which will include the duly elected Chair of the Staff Senate who will serve as the Chair of the Executive Committee, the duly elected Secretary/Treasurer, Standing Committee Chairs, which will include the duly elected Vice Chair who is also the Chair of the Plans and Policies Standing Committee, and six non-voting members, to include the Parliamentarian, the Faculty Senate liaison, the Student Government liaison, and the three previous Officer incumbents.

Section 3. Reports.

Each year at the June meeting of the Staff Senate, the Executive Committee will submit a report reflecting their activities of the past year.

ARTICLE VII – STANDING COMMITTEES OF THE STAFF SENATE

Section 1. Function.

It shall be the function of standing committees to provide the Staff Senate with working bodies entailing specific areas of responsibility to enable a planned and coordinated direction for the business on the Staff Senate.

Section 2. Standing Committees of the Staff Senate.

The following standing committees shall be constituted from duly elected Senators of the Staff Senate:
  
a. Plans and Policies Committee, nine members

b. Credentials and Nominations Committee, nine members

c. Finance and Economic Welfare Committee, nine members

d. University Staff Policy Review Committee, seven members

e. Staff Grievance Committee, seven members

f. Services and Facilities Committee, seven members

Section 3. Procedure for Electing.

a. Each year at the July meeting, or when a permanent vacancy occurs, the Credentials and Nominations Committee shall report to the Staff Senate existing vacancies in standing committee memberships and shall submit to the Staff Senate the name of a Senator for each vacancy existing or known to have occurred. The Credentials and Nominations Committee may also submit the names of alternates, for the purpose of filling vacancies, which may arise between regular Senate meetings.

b. After the nominations of the Credentials and Nominations Committee have been reported to the Staff Senate, the Chair of the Staff Senate shall then call for nominations from the floor before nominations are closed and voting commences. A majority vote shall be required to elect. Alternates previously approved by the Senate shall automatically fill a permanent vacancy when it occurs.

c. A Senator may serve on more than one standing committee when the need requires.

Section 4. Chairs of Standing Committees.

a. Election of Standing Committee Chairs:
1. The Credentials and Nominations Committee either shall call the first meeting of a standing committee following the regular July Senate meeting for the express purpose of electing a Chair and other appropriate committee officers or shall appoint a temporary chair to call the first meeting for such purpose.
2. Only members of the standing committee wherein the vacancy exists may make nominations or vote in the election of a standing committee Chair.

b. Duties of Standing Committee Chairs. The duties of standing committee Chairs shall be:
1. To call for and preside at all meetings of the respective committee;

2. To determine the agenda for each committee meeting;

3. To ensure that all matters as may be referred to the committee by the Staff Senate are followed through to conclusion;

4. Where necessary, ensure that committee conduct is governed by procedures contained in Robert's Rules of Order (latest revision) in the consideration of all matters so referred;

5. To ensure that all members are regular in attendance; and

6. To obtain replacement from the Credentials and Nominations Committee when a vacancy exists.

7. To serve as a member of the Executive Committee.

c. Vacancies in Standing Committee Membership. A permanent vacancy in a standing committee membership shall exist whenever any of the following events occurs:
1. The person is no longer a Staff Senator;

2. The person notifies their committee chair or the chair of the Credentials and Nominations Committee that they no longer wish to continue on the committee; or

3. The person has had 5 consecutive absences or 8 absences within a 12-month period for committees scheduled to meet on a weekly basis, 4 consecutive or 5 absences within a 12-month period for committees scheduled to meet on a biweekly basis, and 3 consecutive or 4 absences within a 12-month period for committees scheduled to meet on a monthly basis.

d. Special meetings called by the committee chair or other Senators shall not be used to compute absences.

Section 5. Purpose and Composition of Standing Committees.

A. PLANS AND POLICIES COMMITTEE

Section 1. Purpose.

This committee shall function in an advisory and coordinating capacity to continuously make recommendations for adjustments, improvements, and refinements to the support staff structure and to study such other matters as may be referred to it by the Staff Senate. In addition, it shall:

a. Examine and review the work of the various Staff Senate committees to prevent duplication of effort and to ensure the carrying out of all committee assignments.

b. Act as a steering committee to make sure that problems are referred to the proper committees.

c. Act as a liaison committee between all committees to harmonize the work of all committees.

d. Review and approve the annual budget of the Staff Senate and the financial statement of the Secretary/Treasurer of the Staff Senate.

Section 2. Composition.

The Plans and Policies Committee shall be composed of nine members, including a Chair who shall be the duly elected Vice Chair of the Staff Senate. In addition, the Chair of the Staff Senate, the Secretary/Treasurer of the Staff Senate, shall serve as ex-officio non-voting members of this committee. Past officers of the Staff Senate, who are duly elected Senators, may attend meetings also as ex-officio non-voting members of this committee.

Section 3. Reports.

Each year at the June meeting of the Staff Senate, the Plans and Policies Committee shall present to the Staff Senate a written report reflecting the progress made in the past year and its recommendations for developing plans and goals for the year ahead.

B.  CREDENTIALS AND NOMINATIONS COMMITTEE

Section 1. Purpose.

The Credentials and Nominations Committee (C&N) is responsible for conducting the election of Senators to the Staff Senate, for certifying the election of Staff Senators, and for recommending appointments to Staff Senate committees, and other groups having designated staff representatives. The C&N shall:

a. Conduct continuing reviews of the structure and organization of the University support staff and to make recommendations for changes as appropriate to ensure that the Staff Senate continues to represent the University support staff fairly and proportionately;

b. Certifying candidates for election to the Staff Senate;

c. Conduct elections of Senators to the Staff Senate as set forth in Section 1 of Article II of these By-Laws;

d. Conduct continuing reviews of the committee structure of the Staff Senate and propose changes, as needed, to the Staff Senate committee structure;

e. Recommend to the Staff Senate the membership of those committees or groups in accordance with the provisions for the respective type of committee or group and recommend replacements when committee vacancies or vacancies in groups with designated staff representation occur;

f. Maintain a roster of such membership;

g. Serve as a nominating committee for the election of Staff Senate Officers;

h. Act on other matters as may be referred to it by the Staff Senate.

Section 2. Composition.

The Credentials and Nominations Committee shall be composed of nine members, including a Chair, and insofar as practical at least one representative from each campus. In addition, the Parliamentarian and Secretary/Treasurer of the Staff Senate shall serve as ex-officio non-voting members of this committee.

Section 3. Reports.

Reports shall be submitted in accordance of Section 1 of Article II, Section 3 and 5 of this Article, whenever changes in committee structure or membership so warrant and, each year at the June meeting of the Staff Senate, a written report summarizing its actions in of the past year.

C.  FINANCE AND ECONOMIC WELFARE COMMITTEE

Section 1. Purpose.

The Finance and Economic Welfare Committee (FEW) is the principal advisor to the Staff Senate in all financial and human resource, and economic welfare matters affecting University support staff. The Finance and Economic Welfare Committee shall:

a. Make new or continuing studies on the economic well-being of support staff members, their families and dependents, including but not limited to:
1. salary and compensation
2. health and hospitalization insurance
3. life insurance and death benefits
4. retirement
5. travel expenses
6. schedules and conditions of work
7. staff development
8. other matters so referred

b. Reviews, plans and priorities developed by University-wide groups that may have a financial impact upon support staff;

c. Reviews functions that may have a planned or potential implication upon the current or future budget of the University considering human resources as well as financial allocation;

d. Maintain liaison with the U.S. Department of Labor, the Kentucky Department of Economic Security and other sources of information considered to be within the scope of staff economic welfare.

Section 2. Composition.

The Finance and Economic Welfare Committee (FEW) shall be composed of nine members, including a Chair. The Chair of the FEW shall be appointed to serve as staff representative to the Human Resources Advisory Committee, or its successor. A member of the FEW shall be a staff representative to any University planning committee or to any other ad hoc committee established for planning purposes by the President of the University or his designee.

Section 3. Reports.

Each year at the June meeting of the Staff Senate the Finance and Economic Welfare Committee shall present to the Staff Senate a written report on matters discussed and resolved in the last year on the support staff's economic welfare.

D.  STAFF POLICY REVIEW COMMITTEE

Section 1. Purpose.

The University Staff Policy Review Committee shall be responsible for the continuing review of all University documents and publications that may impact staff governance, staff role and function, and any other rules or regulations for staff operation.

Section 2. Composition.

The University Staff Policy Review Committee shall be composed of seven members, including a Chair. In addition, the Vice Chair of the Staff Senate and the Parliamentarian of the Staff Senate shall serve as ex-officio non-voting members of this committee.

Section 3. Reports.

Each year at the June meeting of the Staff Senate, the committee shall report in writing on the current status of reviews of existing regularly publications including but not limited to the Redbook, Staff Policy Hand-book, Employee Benefits Handbook, and such other University documents as may be worthy of review from time to time.

E.  GRIEVANCE COMMITTEE

Section 1. Purpose.

The Staff Senate shall have a Grievance Committee whose responsibilities shall be:
 
a. Whenever requested by the employee, summarize a staff grievance before submission to a Vice President (or to the President if the grievance involved a Vice President).

b. In preparation if its summary, the Grievance Committee shall familiarize itself with the facts surrounding the grievance, shall review all prior proceedings in the grievance, and shall submit recommended dispositions and the reasons thereof to the appropriate Vice President or the President via the Grievance Review Committee.

c. Whenever requested by the employee or Staff Grievance Officer, act as a fact-finding committee for the grievance process. A subcommittee of no less than three members of the regular committee may be appointed by the Chair to assist the Staff Grievance Officer in gathering information relative to the filing of an individual grievance or appeal.

d. Conduct an ongoing review of existing procedures for filing grievances and appeals and make recommendations for changes to the Staff Senate.

e. Review the job description of the Staff Grievance Officer and recommend any change or revisions to the Plans and Policies Committee for review and submission to the Staff Senate and the President of the University.

f. Submit a list of names to the Staff Senate of possible candidates for the position of Staff Grievance Officer at least one month prior to the expiration of the current Staff Grievance Officer's term of office.

Section 2. Composition.

This committee shall be composed of nine members, including a Chair. The Staff Grievance Officer shall be an ex-officio non-voting member of this committee. In addition, the Chair of the Grievance Committee shall appoint no less than three members to serve as a Grievance Review Committee in accordance with the provisions of Section 5.8.3 of the University Redbook.

Section 3. Reports.

Each year at the June meeting of the Staff Senate, the Grievance Committee shall submit in writing a report of all grievances referred to it (withholding any such information as may be deemed confidential and necessary to protect individual rights of the parties concerned).

F. SERVICES AND FACILITIES COMMITTEE

Section 1. Purpose.

It shall be the concern of the Services and Facilities Committee to recommend to the Staff Senate such changes as are necessary to protect support staff interests with respect to environmental protection, physical work environments, work safety, security, and parking; to conduct continuing review of the long-range master plan for the physical development of the University; and such other matters as may be referred to it by the Staff Senate. In addition, it shall be the responsibility of this committee to provide for adequate physical facilities for all regular and special meetings of the Staff Senate.

Section 2. Composition.

The Services and Facilities Committee shall be composed of seven members, including a Chair.

Section 3. Reports.

Each year at the June meeting of the Staff Senate, the Services and Facilities Committee shall report in writing to the Staff Senate the current state of University development and its effect upon staff personnel and any recommendations it has formulated.

ARTICLE VIII – AD HOC COMMITTEES

Section 1. Authority.

The Chair of the Staff Senate, in consultation with the Credentials and Nominations Committee, may appoint, as appropriate, such ad hoc committees as may be necessary for accomplishment of certain projects and for special purposes. The composition, or changes therein of said ad hoc committees, shall be recommended by the Credentials and Nominations Committee.

Section 2. Limitation.

An ad hoc committee is automatically discharged upon the completion of its assigned task or project and the forwarding of its response or recommendation to the Chair of the Senate and/or the Staff Senate.

ARTICLE IX – APPOINTMENTS TO UNIVERSITY-WIDE COMMITTEES

Section 1. Selection of Appointments.

The Chair of the Staff Senate, in consultation with the Credentials and Nominations Committee, may temporarily appoint staff members as necessary to serve on committees or other groups with designated staff
representation, or may request the Credentials and Nominations Committee to present nominees for said committees or bodies at the next regular Senate meeting.

Section 2. Approval of Appointments.

A majority vote of those present at a regular Staff Senate meeting is required to approve the appointment of a staff member to a committee or group with designated staff representation. The term of such appointments shall normally be for one year, unless it is otherwise specified by Credentials and Nominations at the time the appointment, which are voted upon by the Senate. Temporary appointments (as described in Section 1 above) shall be reported at the next regular meeting of the Staff Senate. Failure to report such temporary appointments or the failure of each appointee to receive a majority vote of those present shall void the temporary appointment.

Section 3. Responsibilities of Appointees.

Staff members so appointed and confirmed by the Staff Senate shall regularly attend all meetings of that body and provide that body and other fellow staff members with responsible and viable inputs that will enable attainment of objectives and goals for which that group has been made responsible. Further, staff members are expected to keep the Staff Senate informed of the group's actions and recommendations by periodic reports. Failure to keep the Senate appropriately informed may be grounds for declaring the appointment vacant.

Section 4. Vacancies in Appointment.

A vacancy shall exist in such appointment whenever any of the following events occur:

a. The person ceases to be a permanent full-time staff member of the University of Louisville, or

b. The person notifies the Chair of the Staff Senate that he/she no longer wishes to continue in such capacity, or

c. The person fails to keep the Senate adequately informed about the activities of the group or fails to regularly attend or provide input to such body, provided said person is given an opportunity to explain their actions or inactions to the Credentials and Nominations Committee. The Credentials and Nominations Committee is responsible for recommending to the full Senate whether or not a vacancy in such appointment should be declared. A 2/3 vote of those present shall be necessary to declare said appointment vacant upon the recommendation of the Credentials and Nominations Committee.

ARTICLE X – STAFF GRIEVANCE OFFICER

Section 1. Nomination and Appointment.

The Staff Grievance Officer shall be nominated by the Staff Senate and appointed by the President of the University with the approval of the Board of Trustees.

Section 2. Term of Office.

Each year during the Staff merit evaluation period the Staff Grievance Officer will submit to the Staff Senate's Grievance Committee a written "Performance Appraisal Form". This self-evaluation along with the required annual reports will be used by the Staff Senate's Grievance Committee to recommend to the Staff Senate renewal or expiration of the Staff Grievance Officer's appointment with the concurrence of the President of the University.

Section 3. Authority.

The authority of the Staff Grievance Officer to seek resolution of grievances is granted by the Board of Trustees of the University as set forth in Section 5.8.2 of the Redbook.

a. The Staff Grievance Officer shall have ready access to all Administrative officials, faculty, and staff of the University, and to all information and records, except those protected by law,

b. which in the judgment of the Staff Grievance Officer are essential to resolution of a grievance.

c. The Staff Grievance Officer shall make such information and records available to a grievant if, in the Staff Grievance Officer's judgment, the grievant has need of them for resolution of a grievance or difference.

d. The Staff Grievance Officer shall respect the confidentiality of records and privacy of either or both parties in a grievance or difference.

e. The office of the Staff Grievance Officer shall be independent of the existing administrative structures of the University.

f. The Staff Grievance Officer shall be seated as an ex-officio non-voting member of the Staff Senate.

Section 4. Reports.

a. The Staff Grievance Officer shall meet periodically with the Grievance Committee to review the functions and duties of this position and to discuss the effectiveness of staff grievance procedures.

b. The Staff Grievance Officer shall make an annual report to the Grievance Committee of the number and type of grievances processed each fiscal year.

ARTICLE XI – AMENDMENTS TO THE BY-LAWS

Section 1. Petition.

Any proposal to amend these By-Laws shall be submitted by a written petition signed by two Senators of the Staff Senate at any regular meeting of the Staff Senate.

Section 2. Process.

These By-Laws may be amended by a majority vote of those members present and voting at a meeting of the Staff Senate at which a quorum is present, provided that at a previous meeting the proposal to amend has been approved by a majority vote of the Staff Senate and has been properly referred to the Staff Senate for consideration in accordance with Section 1 of this Article.

Section 3. Effective Date.

Approved amendments in accordance with Section 2 above, shall become effective when reported by the Secretary/Treasurer of the Staff Senate at the next regular meeting of the Staff Senate.