Bylaws

BYLAWS

BYLAWS OF THE STAFF ASSEMBLY OF THE UNIVERSITY OF CALIFORNIA, IRVINE

ARTICLE I Name

The name of this organization shall be the Staff Assembly of the University of California, Irvine, hereinafter referred to as the UCI Staff Assembly.

ARTICLE II Objectives

The objectives of UCI Staff Assembly are: To identify and promote on behalf of staff of the University of California, Irvine, hereinafter referred to as UCI, and to provide a forum for discussion of those interests; To bolster and facilitate dialogue between staff employees and the administration; To promote a collegial work environment through the support and development of activities which serve UCI, the community and the University of California system.

ARTICLE III Membership

All persons employed by UCI who do not hold academic appointments nor voting membership in the Academic Senate, Associated Students of UCI (ASUCI), Associated Graduate Students of UCI (AGSUCI), or Association of Medical Students (AMS) are members of the UCI Staff Assembly.

 ARTICLE IV Scope of Responsibility

  1. To gather and provide relevant information to the decision making process on issues affecting staff and the University.
  2. To support and develop activities which serve UCI, the community, and the University of California system.
  3. To serve as an official nominating body for staff appointments to administrative committees, search committees, and task forces.
  4. To participate actively in various campus and Staff Assembly sponsored events as needed.

ARTICLE V Organization

 

The UCI Staff Assembly shall consist of the general membership as noted in Article III, elected Officers who provide administrative and organizational leadership to the UCI Staff Assembly as described in Article VI, appointed chairs of Standing Committees as defined in Article VII, and special committees convened as described in Article VII. UCI Staff Assembly business is coordinated through the Council. Council membership is defined in Article VIII. The duties of the Council shall be to conduct the affairs of the UCI Staff Assembly; act appropriately on all matters presented to the Council; and inform the appropriate Campus or University authority, in writing and on behalf of UCI Staff Assembly, of decisions which are approved by the Council or UCI Staff Assembly as a whole.

ARTICLE VI Administrative Officers

Section 1.

Administrative Officers are expected to attend the monthly council meetings with any exceptions considered at the discretion of the Chair. Attendance and participation is considered a minimum requirement. Absenteeism may result in re-appointment. An Elected Administrative Officer or Delegate may be removed from office if they neglect to fulfill the minimum requirements of the position by a vote of no confidence by the Council. An Elected Administrative Officer or Delegate vacancy shall be appointed by the Council until the next general election. Duties may be re- delegated by a majority vote of the Council.

The Officers of the UCI Staff Assembly shall be:

  • Chair
  • Vice Chair (aka Chair-Elect)
  • Immediate Past Chair
  • Finance Chair
  • Finance Chair-Elect
  • Communications and Special Programs Chair
  • Communications and Special Programs Chair – Elect
  • Second (2nd) Year CUCSA Delegate
  • First (1st) Year CUCSA Delegate

 

The individual elected to the position of Vice Chair shall serve a total of three years. The first year will be served in the capacity of Vice Chair; service in the second year shall be as Chair; and service in the third year shall be as Immediate Past Chair. The individual elected to the position of Finance Chair-Elect shall serve the first year as Finance Chair-Elect and, in the second year, will serve as Finance Chair. The individual elected to the position of Communications and Special Programs Chair-Elect shall serve the first year as such, and in the second year, will serve as Council Communications and Special Programs Chair. The individual elected to the position of 1st Year CUCSA Delegate shall serve as the 1st Year CUCSA Delegate, under the guidance of the 2nd Year CUCSA Delegate and, as 2nd Year CUCSA Delegate, mentoring the 1st Year CUCSA Delegate. All Officers shall be convened as the UCI Staff Assembly Council, hereinafter referred to as Council.

Section 2.

Any UCI Staff Assembly member who has completed probation or is otherwise considered to be a regular status career employee and who is not exclusively represented is eligible to serve as a UCI Staff Assembly Officer or Committee Chair. Represented staff may participate in committees, but cannot serve as a Standing Committee Chair, or Elected Administrative Officer.

Section 3.

The duties of the Chair shall be to: schedule meetings, establish agendas, preside at all meetings of the UCI Staff Assembly and of the Council; approve all expenditures of funds; sign contracts and agreements on behalf of the UCI Staff Assembly; serve on University committees and councils as a representative of the Staff Assembly; manage policy and procedural operations for the Council in accordance with the Bylaws; mentor Vice Chair in preparation for their term as Chair; and assume the role of the Immediate Past Chair when term expires.

 

Section 4.

The duties of the Vice Chair shall be to: carry out special projects; perform the duties of the Chair in the absence of the Chair; serve as liaison to UCI Staff Assembly Council Standing and Special Committees; serve as Chair of the Nomination and Election Process; serve as Chair of the Excellence In Leadership Award Nomination Committee and liaison with the Human Resources coordinator for the annual Staff Service Awards Ceremony; serve as policy and procedure coordinator and conduct annual review of Bylaws in consultation with the Chair and Immediate Past Chair; and assume the office of Chair after the completion of term as Vice Chair.

Section 5.

The duties of the Immediate Past Chair shall be to: mentor new Council members; and perform special projects at the discretion of the Chair in consultation with the Vice Chair; create an annual report for Council summarizing activities and recommendations at the close of the Chair term, to be submitted to the Chair in time for the annual planning meeting of the Council.

Section 6.

The duties of the Communications and Special Programs Chair shall be to: mentor the Communications and Special Programs Chair-Elect; organize special programs to include Executive Forums, Lunchtime events and other events and pilot programs as determined by the Council;; and assist in the preparation of a written year-end report of Council activities.

Section 7.

The duties of the Communications and Special Programs Chair-Elect shall be to: perform necessary secretarial duties as directed by the Chair. Duties include recording and distributing minutes of all Council proceedings; maintain Council roster, meeting and event calendars, in conjunction with Web Communications Chairs; support the Council Communications and Special Programs Chair as needed with special events; work with Marketing and Web Communications Chairs to oversee council-wide communications to ensure efficiency of outreach and provide back-up assistance as needed.

Section 8.

The duties of the Finance Chair shall be to: have knowledge of UCI policies and procedures pertaining to standard accounting practices in order to prepare the annual operating budget in consultation with the Executive Leadership Sponsor’s: Associate Chancellor and Chief Human Resources Executive, Finance Director, Staff Assembly Chair, requiring outreach to Staff Assembly Council and Standing Committee Chairs; prepare a quarterly budget report; prepare the annual budget request letter and supporting documentation; distribute budget expense template to committee chairs for annual approval of projected expenses; prepare all orders or checks for the disbursement of UCI Staff Assembly funds on behalf of the UCI Staff Assembly and as directed by the Council; report the status of accounts at each regular meeting of the Staff Assembly Council; communicate regularly with, and serve as a mentor to the Finance Chair-Elect and, in collaboration with the Finance Chair-Elect, maintain all necessary accounting records pertaining to receipt and disbursement of funds.

Section 9.

The duties of the Finance Chair-Elect shall be to: deposit all cash and checks associated with UCI Staff Assembly funds; communicate regularly and work closely with the Finance Chair in order to garner an understanding of the Staff Assembly funding and business practices, and in the absence of the Finance Chair, the Finance Chair-Elect will perform the duties of the Finance Chair.

Section 10.

The duties of the two (2) CUCSA Delegates shall be to: travel to and serve as the liaison for UCI Staff Assembly at the quarterly meetings of the system-wide Council of the University of California Staff Assemblies (CUCSA). Delegates will provide summary reports of all CUCSA meetings during their attendance at monthly Council meetings and as requested at monthly meetings with the Executive Leadership Sponsor: Associate Chancellor and Chief Human Resources Executive, and annual meetings with the Provost and with the Chancellor. The 2nd Year CUCSA Delegate shall mentor the 1st Year CUCSA Delegate. Both delegates are expected to become familiar with the information on the CUCSA website at http://www.ucop.edu/cucsa/. Approximately every three years, UCI Staff Assembly hosts the CUCSA meeting, and both delegates will be responsible for managing the meeting planning and hosting the delegation.

ARTICLE VII Standing Committees, Special Committees, Ex-Officio, and Past Leadership Advisory Group

Members

Section 1.

The Council Chair shall appoint and re-appoint members to Standing Committees and shall convene Special Committees as needed.. The formation of Standing Committees shall be to address long-term goals. Special Committees shall be convened to address short-term goals. Committee Chairs shall embody the Council as appointed members providing suggestions and input on matters of policy for Council Elected Administrative Officers to vote on. Chairs are expected to attend the majority of council meetings to promote and retain the ability to influence decision making over their respective committee activities. Committee Chairs are encouraged to send a delegate from their committee to represent in their absence.

Section 2.

Standing Committees: The duties of a Standing Committee Chair shall be to mobilize volunteer committee members to implement programming at the direction of Council leadership, based on Council, University and UC- wide priorities; serve in the following capacity:

  • Community Relations: Develop, coordinate and facilitate local public service opportunities for staff to volunteer, supporting the mission of the University by promoting the importance of public service through volunteerism. This shall include both external and internal opportunities. This committee shall, with the support of Council, strengthen and promote community partnerships.

 

  • Education and Enrichment: Develop, coordinate and facilitate staff-centered opportunities for personal and professional development, and to promote staff engagement in such activities. Engagement events are held both externally and internally to promote morale for staff.

 

  • Marketing Communications: Develop, coordinate and facilitate increased awareness of Staff Assembly and promote all news and events; and work with Communications and Special Programs Chair and Chair-Elect, and Web Communications Chairs to ensure efficiency of all Council communication efforts and provide back-up assistance as needed.

 

  • Scholarship: Develop, coordinate and facilitate fundraising projects and coordinate the annual scholarship award program for staff; and promote increased awareness of the program.

 

  • Staff Appreciation: Develop, coordinate, and facilitate staff events externally and internally to promote cohesion and morale for staff.

 

  • Web Communications: Develop, coordinate, and facilitate the Council’s web communications and online presence, to ensure web site information is accurate; and work with Communications and Special Programs Chair-Elect and Marketing Chair to ensure efficiency of all Council communication efforts and provide back-up assistance as needed.

 

Section 3.

Any UCI Staff Assembly member who has completed probation or is otherwise considered to be a Regular Status Employee and who is not exclusively represented is eligible to serve as a Standing Committee Chair. A Regular Status Employee is a Career Employee who is not required to serve a probationary period, or a Career Employee who has successfully completed a required probationary period.

Section 4.

The term of office for all Standing Committee Chairs shall be one year, commencing on July 1 of each year, without term limits. Upon resignation of a Standing Committee Chair, the Chair, in consultation with Council leadership shall appoint a member from the Standing Committee to serve out the remaining term of office. If no committee members are able to assume the role, the Council may appoint any member of the UCI Staff Assembly a Standing Committee Chair. The Committee Co-Chair shall recommend members of the Standing Committee for consideration. Appointment and Re-appointment for Standing Committee Chairs are made annually and as needed due to transitions, by the Council Chair, in consultation with the Vice Chair and Immediate Past Chair.

Section 5.

Each Standing Committee may establish subcommittees but such subcommittees shall report only through the appropriate Standing Committee. Standing Committees shall submit recommendations or action proposals to the Council for endorsement prior to implementation. Each Standing Committee Chair shall designate and inform the Council of a designated committee member to serve as back-up to the Chair(s).

Section 6.

Special Committees. The Chair, in consultation with the Vice Chair, Immediate Past Chair, and Council shall appoint or dissolve Special Committees as necessary. Any UCI Staff Assembly member who has completed probation or is otherwise considered to be a regular status career employee and who is not exclusively represented is eligible to serve as a Special Committee Chair.

Section 7.

Ex-Officio Members. The Council shall appoint individuals to Ex Officio roles as needed. Any UCI Staff Assembly member who has completed probation or is otherwise considered to be a Regular Status Career Employee and who is not exclusively represented is eligible to serve as Ex Officio member. Appointment of Ex-Officio members shall be from a University Department, Unit or Affinity Group representative of staff. Ex-Officio members shall serve to provide expertise on appropriate matters, which the UCI Staff Assembly Council shall elicit. Members are expected to attend the majority of council meetings and retain the ability to execute decision making authority over their respective Department, Unit or Affinity Group. Identification and Selection of Ex-Officio Members should be conducted on an ongoing basis and appointed and re-appointed on an annual basis or as transitions occur.

Section 8.

Past Leadership Advisory Group. The UCI Staff Assembly Council Chair shall appoint and remove individuals to the group based on need and in consideration of both short and long-term impact of their consultation and contribution. Any former elected UCI Staff Assembly Council member who served a cumulative of two or more years in any elected capacity, is eligible for this membership. The Past Leadership Advisory Group are expected to attend the planning meeting for council which will occur in the beginning of the new term. They may also be called upon for consultation of special projects/ or programs at the discretion of the Chair and/or Committee Chairs. They may also serve on Standing Committees.

ARTICLE VIII Meetings

Section 1.

The Council shall meet no less than monthly on days to be determined by the Council at the first meeting in July. The schedule shall be published in on the Staff Assembly Website Meeting Calendar. Special or emergency meetings of the Council can be called by the Chair with forty-eight (48) hours of notice.

Section 2.

There shall be at least one (1) Council planning meeting, convening after July 1 of each Council year. There shall be at least one (1) general meeting per academic year of the UCI Staff Assembly membership. The general meeting can be special format, such as a town hall, employee reception, or open house.

Section 3.

General meetings shall be open to all members of the UCI Staff Assembly as defined in Article III.

Section 4.

Monthly meetings of the Council shall be open to all staff. Voting is limited to Council members, with exception to the Bylaws, which is open to all membership.

Section 5.

University time may be used for all official UCI Staff Assembly business as defined by the Chancellor, Provost and Executive Leadership Sponsor: Associate Chancellor and Chief Human Resources Executive.

ARTICLE IX – Nominations, Elections, and Terms of Office

Section 1.

Each year, the Immediate Past Chair, Chair and Vice Chair shall appoint a special Nominations and Elections Committee, chaired by the Vice Chair of the Council, for the purpose of conducting the election of officers for the following year. The Nominations and Elections Committee shall consist of at least three (3) members of the UCI Staff Assembly, none of whom shall run for an elected position. The committee will serve as a review of the nomination application; will conduct a formal review of nominations prior to elections; consult with nominees on expectations and duties of Elected Administrative Officer positions; and confirm Supervisor approval.

Section 2.

No individual’s name shall be put on the ballot unless he/she shall have first been notified of and signed his/her acceptance of the nomination by submitting a statement of intent.

 

Section 3.

The election shall be by secret ballot. No individual may hold more than one (1) elected position. A plurality of votes cast shall constitute an election.

Section 4.

Elections shall be held annually during the spring, no later than May. Election results shall be announced to the membership in May-June. Nominations and the election shall be conducted in accordance with procedures established by the Nominations and Elections Committee, under the direction of the Vice Chair.

Section 5.

Service shall commence on July 1 of each year, or until successors have been elected. Six (6) months or more service shall be considered a term of office in determining eligibility for re-election. The positions of Vice Chair and 1st Year CUCSA Delegate, Communications and Special Programs Chair-Elect, and Finance Chair-Elect are elected annually.

Section 6.

No Officer shall hold the same office for more than two (2) consecutive terms. An interval of one (1) year shall elapse before a member is again eligible for reelection to the same position previously held.

Section 7.

All UCI Staff Assembly members (as defined in Article III) are eligible to vote in UCI Staff Assembly elections and on amendments to the Bylaws.

ARTICLE X – Quorum

A majority of those present at any regularly scheduled general meeting of the UCI Staff Assembly shall constitute a quorum of that body. A majority of the members of the Council or a Standing Committee shall constitute a quorum of that body. A simple majority vote of those present at any meeting of the UCI Staff Assembly or component thereof shall constitute approval. There shall be no voting by proxy.

ARTICLE XI – Amendments to Bylaws

These Bylaws may be amended by a majority vote of the members present at any regular meeting of the UCI Staff Assembly provided the membership has been notified, in writing, thirty (30) days prior to the meeting at which the amendment(s) are to be voted upon.

6/4/93 These Bylaws supersede all previous UCI Staff Association Assembly Bylaws.
2/28/97 These Bylaws supersede all previous UCI Staff Assembly Bylaws.
2/17/05 These Bylaws supersede all previous UCI Staff Assembly Bylaws. (Approved February 17, 2005 for term beginning July 1, 2005.)
06/01/09 These Bylaws supersede all previous UCI Staff Assembly Bylaws. (Approved June 1, 2009 for term beginning July 1, 2009.)

3/22/2012 These Bylaws supersede all previous UCI Staff Assembly Bylaws. (Approved May 10, 2012, for term beginning July 1, 2012.)

5/10/2018 These Bylaws supersede all previous UCI Staff Assembly Bylaws. (Approved May 10, 2018, and effective immediately.)