Bylaws

BYLAWS EFFECTIVE JUNE 1, 2009

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

ARTICLE IName

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 IIObjectives

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 IIIMembership

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 IVScope 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.
3. To serve as an official nominating body for staff appointments to administrative committees, search committees, and task forces.
4. To participate actively on the Council of the University of California Staff Assemblies, hereinafter referred to as CUCSA.

ARTICLE VOrganization

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 IX.

ARTICLE VIAdministrative 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. 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 of 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, 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; coordinate and serve as liaison to UCI Staff Assembly Council Standing and Special Committees; serve as
Chair of the Election Committee; maintain appropriate operation procedures 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; organize
General and special meetings and forums on campus; facilitate communication and
report back to constituencies on Campus and at the Medical Center regarding Staff
Assembly issues; and produce a written year‐end report of activities.

Section 7.The duties of the Finance Chair shall be to: prepare the annual operating budget in consultation with the Staff Assembly Chair; prepare the annual budget request letter and supporting documentation 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; and, in collaboration with the Finance Chair‐Elect, maintain all necessary accounting records pertaining to receipt and disbursement of funds. In the absence of the Finance Chair, the Finance Chair‐Elect will perform the duties of the Finance Chair.

Section 8.The duties of the two (2) CUCSA Delegates shall be to speak for UCI Staff Assembly at the Council of the University of California Staff Assemblies.

ARTICLE VIIStanding Committees and Special Committees

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.

Section 2.Standing Committees: The duties of each Officer of a Standing Committee shall be to serve as designated chair of the following:

Web Communications ‐ Coordinate all UCI Staff Assembly web communications.
Marketing: Increase awareness of Staff Assembly and promote all news and events.
Scholarship ‐ Develop fundraising projects and coordinate scholarship award program.
Staff Appreciation ‐ Develop and coordinate staff events to promote staff cohesion and morale.
Education and Enrichment ‐ Develop, coordinate and facilitate opportunities for personal development and staff development.
Staff Ambassador – Offer opportunities to educate engage and inform staff about UCI research, teaching and service.
Special Projects – Develop and coordinate special projects as determined by the Chair. This committee will have one representative from campus and one from the medical center.
Staff Service Awards – Plan and facilitate the annual Staff Service Awards honoring staff years of service and other campus‐wide accolades. The Awards ceremony is to be held in June annually.

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.

ARTICLE VIIICouncil of UCI Staff Assembly

Section 1.The Council of the UCI Staff Assembly shall consist of the Chair, Vice Chair, Immediate Past Chair, Finance Chair, Communications and Special Programs Officer, and CUCSA delegates.

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 IXMeetings

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.

Section 4.Monthly meetings of the Council shall be open to all staff. Voting is limited to Council members.

Section 5.University time, as approved by the Chancellor, may be used for all official UCI Staff Assembly business.

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 serves 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 serves 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: 2 years (alternates election year with other CUCSA Representative)
  • Junior CUCSA Delegate: 2 years (alternates election year with other CUCSA Representative)

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 member 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.)