Bylaws

BYLAWS EFFECTIVE JULY 1, 2012

 

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 the UCI Staff Assembly are: To identify and speak on behalf of the interests of the staff of the University of California, Irvine, hereinafter referred to as UCI, and to provide a forum for discussion of those interests; To facilitate communication between staff employees and the administration; To promote a collegial work environment.

 

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.
  1. To support and develop activities which serve UCI, the community, and the University of California.
  1. To serve as an official nominating body for staff appointments to administrative committees, search committees, and task forces.
  1. 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.

 

ARTICLE VI Administrative Officers

Section 1.

The Officers of the UCI Staff Assembly shall be:

  • Chair
  • Vice Chair (aka Chair-Elect)
  • Immediate Past Chair (ex officio)
  • Finance Chair
  • Finance Chair-Elect
  • Council Communications and Special Programs Officer
  • Senior CUCSA Delegate
  • Junior CUCSA Delegate

 

All of the above shall serve a two-year term, except the Vice Chair, Chair, Immediate Past Chair and Finance Chair. 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 Junior CUCSA Delegate shall serve the first year as Junior CUCSA Delegate and, in the second year, will serve as Senior 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.

 

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; 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 Election Committee; 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; 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: serve in an ex officio capacity; mentor new Council members; and perform special projects.

 

Section 6.

The duties of the Council Communications and Special Programs Officer shall be to: perform necessary secretarial duties as directed by the Council. Duties include recording and distributing minutes of all council proceedings; maintain council roster, meeting and event calendars; organize special programs to include Executive Forums, Lunchtime events and other events as determined by the Council; work with Marketing and Web Communications Chairs to ensure efficiency of all Council communication efforts and provide back-up assistance as needed; and assist in the preparation of a written year-end report of Council activities.

 

Section 7.

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 Staff Assembly Chair, Staff Assembly Council and committee chairs; 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 8.

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 9.

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 Vice Chancellor and Provost and quarterly meetings with the Chancellor. The Senior CUCSA Delegate shall mentor the Junior 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 participate in the meeting planning.

 

ARTICLE VII Standing Committees, Special Committees, and Ex-Officio

Members

 

Section 1.

The UCI Staff Assembly shall appoint members to Standing Committees and shall convene Special Committees as needed. Chairs of such committees will be appointed by the Chair of the Staff Assembly in consultation with other Council members. 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 Officers to vote on.

 

Section 2.

Standing Committees: The duties of a Standing Committee Chair shall be to

serve in the following capacity:

 

  • Community Relations: 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

 

  • Education and Enrichment: Develop, coordinate and facilitate opportunities for personal development and staff development.

 

  • Marketing Communications: Increase awareness of Staff Assembly and promote all news and events; and work with Council Communications and Web Communications Chairs to ensure efficiency of all Council communication efforts and provide back-up assistance as needed.

 

  • Scholarship: Develop fundraising projects and coordinate scholarship award program.

 

  • Staff Appreciation: Develop and coordinate staff events on and off campus to promote cohesion and morale for staff on the Irvine Campus and Medical Center in Orange.

 

  • Web Communications: Coordinate all UCI Staff Assembly web communications to ensure web site information is accurate; and work with Council Communications and Marketing Communications Chairs 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 career employee and who is not exclusively represented is eligible to serve as a Standing Committee Chair.

 

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 Council 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.

 

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.

 

Section 6.

Special Committees. The 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 UCI Staff Assembly 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.

 

ARTICLE VIII Council of UCI Staff Assembly

Section 1.

The Council of the UCI Staff Assembly shall consist of the following Administrative Officers:

Chair

Vice Chair

Immediate Past Chair

Finance Chair,

Finance Chair-Elect

Council Communications and Special Programs Officer

Senior CUCSA Delegate and Junior CUCSA Delegate.

 

Section 2.

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 the UCI Staff Assembly, of business decisions and plans which are approved by the Council or the UCI Staff Assembly as a whole.

 

Section 3.

An Officer or Delegate may be removed from office if he/she neglects to fulfill the minimum requirements of the position or by a vote of no confidence by the Council.

 

Section 4.

An 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.

 

ARTICLE IX 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 appropriate UCI media. Special or emergency meetings of the Council shall be called by the Chair with forty-eight (48) hours notice.

 

Section 2.

There shall be at least one (1) general meeting per academic year of the UCI Staff Assembly membership.

 

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.

 

Section 5.

University time may be used for all official UCI Staff Assembly business as defined by the Chancellor.

 

ARTICLE X – Nominations, Elections, and Terms of Office

Section 1.

Each year, the Council shall appoint a special Nominations and Elections Committee, chaired by the Vice Chair of the Staff Assembly 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.

 

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 month of April. Election results shall be announced to the membership in May. Nominations and the election shall be conducted in accordance with procedures established by the Nominations and Elections Committee.

 

Section 5.

The terms of office for Administrative Officers are noted below:

Chair: 1 year (previously served as Vice Chair and will serve as Immediate Past Chair in following year)

Vice Chair: 1 year (serves as Chair and Immediate Past Chair in 2 subsequent years)

Immediate Past Chair: 1 year (previous Chair and Vice Chair)

Finance Chair: 1 year (previously served as Finance Chair-Elect)

Finance Chair-Elect: 1 year (serves as Finance Chair in 1 subsequent year)

Council Communications and Special Programs Officer: 2 years

Senior CUCSA Delegate: 1 year (previously served as Junior CUCSA Delegate)

Junior CUCSA Delegate: 1 year (serves as Senior CUCSA Delegate in 1 subsequent year)

 

Section 6.

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 Junior CUCSA Delegate, and Finance Chair-Elect are elected annually; Council Communications and Special Programs Officer is elected biannually.

 

Section 7.

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 8.

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 XI – 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 XII – 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.