Staff Council

The University of Mississippi

The University of MS Staff Council Bylaws

Amended April 11, 2019

 ARTICLE I:  Name

The name of this organization shall be The University of Mississippi Staff Council.

 ARTICLE II:  Purpose

The purpose of The University of Mississippi Staff Council (the Council) is to support the mission of the University by serving as an advisory group to the chancellor (or the chancellor’s representatives) in matters that affect the welfare of the institution and/or its staff.  The Council is committed to assessing, prioritizing, and communicating concerns relating to staff and in seeking solutions in order to promote the welfare of staff and contributing to the success of The University of Mississippi.

 ARTICLE III:  Membership

Section 1.  The Council shall consist of thirty-eight (38) staff members elected by the general membership.  Of the thirty-eight Council members, twenty (20) seats shall be reserved for non-exempt staff members (EEO categories 4-7), fifteen (15) seats shall be reserved for exempt staff members (EEO categories 1 and 3), and one (1) seat shall be reserved for each of the regional campuses (DeSoto, Grenada, and Tupelo).  Either exempt or non-exempt staff members may fill the seats for the regional campuses.  Special consideration will be given to non-exempt staff members in underrepresented EEO categories.

Section 2.  The Council should be composed of staff members representing a variety of divisions and EEO categories on campus.  The six (6) divisions that should be represented on the Council include but are not limited to:

  • Academic Division
  • Administration and Finance
  • Athletics
  • Executive Division
  • Facilities Management
  • Student Affairs Division

Section 3.  All permanent, full-time staff employed for a period of not less than one (1) year shall be eligible for membership in the Council.  Employees eligible for membership in the Faculty Senate or the Associated Student Body government will not be eligible for membership in the Council.

Section 4.  The duties of the representatives will be to attend all meetings; to communicate to constituents’ information on Council activities; to communicate to the Council concerns and ideas of constituents and to serve on committees and participate fully in Council activities.  Council representatives should be appointed by the Chancellor to staff-related Standing University Committees.  When appointed, members will be expected to attend and represent the Council.

Section 5.  Division of seats between exempt and non-exempt staff members from the main campus will be evaluated every five (5) years to ensure the ratios are consistent with the current workforce.

 ARTICLE IV:  Code of Conduct

Section 1.  Elected Representative Commitment.  Elected Council representatives must be committed to:

  • Maintaining regular and open communication between the Council and constituent staff members
  • Valuing, respecting, and encouraging diversity and inclusiveness within our University community
  • Making a good faith effort to stay abreast of University policies, procedures, and expectations affecting the interest of staff and the function of the University
  • Representing and promoting the University and the Council in a professional, accurate, and truthful manner
  • Not misrepresenting any action, position, or decision that adversely reflects on our profession, the Council, or on a member’s fitness to serve individuals professionally
  • Maintaining confidence in regards to internal communication between Council representatives, University staff members, and University leadership
  • Promoting an environment with honest and open communication where all opinions are valued
  • Exhibiting respect toward those with whom we come in contact
  • Promoting good stewardship of Council resources
  • Following UM’s Employee Conflict of Interest and upholding the Creed
  • Regularly attending Council meetings and actively participating in Council activities and events
  • Participating in standing committees for the betterment of UM staff and surrounding community

Section 2.  Failure to comply with the Council’s Code of Conduct is subject to one of the following courses of action:

  • A verbal warning and/or consultation with the Executive Council
  • A written letter of reprimand kept in a disciplinary file with the secretary
  • The Executive Council will make a recommendation for dismissal to the president and vice president
  • Dismissal from the Council as determined by the president and vice president

 ARTICLE V:  Term of Office

Section 1.  Representatives of the Council will be elected to serve a three (3) year term beginning July 1st and ending June 30th.  The Council officers (Executive Council) will be elected to serve a two (2) year term beginning July1st and ending June 30th.  Council representatives may serve only two (2) consecutive terms after which they are eligible for re-election after one (1) year of leave from the Council.

Section 2.  Any Council representative who misses a total of six (6) regularly scheduled meetings during a year (July 1 – June 30) shall be in violation of the Council’s absence policy.  These individuals will be notified and given the opportunity to reevaluate their commitment to the Council.  They can choose to either continue as a Council member or resign.

Section 3:  The president may appoint an administrative, classified, professional, service maintenance, skilled crafts, technical, or unclassified staff member at large to fill any Council seat that becomes vacant to fill the vacancy for the remainder of the vacated term.  The at large Council member will have the opportunity to be elected by the general membership at the end of the vacated term.  If a previous Council member is appointed, he/she may only serve until the next election cycle.

Section 4:  An administrative, classified, professional, service maintenance, skilled crafts, technical, or unclassified staff member shall fill seats vacated by a regional campus representative, if there is a staff member agreeable to the appointment.  If no one is found to represent the regional campus, the president may then appoint an administrative, classified, professional, service maintenance, skilled crafts, technical, or unclassified staff member at large to fill the vacancy for the remainder of the vacated term.

Section 5.  Should a Council representative’s exemption status change at any time during an elected term, he/she will be eligible to serve out the remainder of the elected term and will continue to represent his/her elected seat.

Section 6.  In the event that the president position becomes vacant, the executive board shall fulfill president duties for the remainder of the academic year.

Section 7.  When a Council representative decides to vacate his/her position, a letter of resignation shall be submitted to the president before the next scheduled meeting.

 ARTICLE VI: Nomination/Election Procedures

Section 1. Nomination.  During Staff Appreciation Week in May, University staff employees will be encouraged to log into myOleMiss to indicate the inclusion of their names on the election ballot for their EEO category.  Nominations will also be encouraged by Council members at the Council’s Staff Appreciation Week events.  For those employees who do not have computer access, they may complete a paper nomination form available at all events during Staff Appreciation Week.  All positive responses will be included on the electronic election ballot.

Section 2.  Election Procedures.  An election ballot will be prepared based on EEO category and will be available through myOleMiss in May.   Council members will vote based on the number of representatives needed for exempt and non-exempt seats as stated in Article III, but special consideration will be given to non-exempt staff members in underrepresented EEO categories.  Ballots cast through myOleMiss will be automatically tabulated and verified by the president and one other Executive Council member.  A period of three (3) weeks will be allotted for voting.  For those employees who do not have computer access, paper ballots will be available at all Staff Appreciation Week events.  Council members will be present at event locations to allow those employees without computer access the opportunity to vote by paper ballot.  All staff members with computer access should submit nominations through myOleMiss.  In order to receive a paper ballot, the staff member must print and sign their name to indicate he/she received a paper ballot The ballot must be completed at the time it is received, folded and returned to the Council member at the location in order for his/her vote to be counted.  No staff member will not be allowed to vote both electronically and by paper.  Paper ballots will be tabulated by the president and one other Executive Council member. The individuals receiving the highest number of votes are elected representatives; individuals receiving the next highest number of votes are elected as alternates. In case of a tie, the individuals with the longer time of service to the University will be the winner. Paper ballots are considered invalid if marked with more than the specified number of nominations.

Section 3.  Upon acceptance to the Council, elected representatives will schedule an orientation session with the Executive Council prior the general Council meeting in July.

 ARTICLE VII:  Organization

Section 1.  Regular meetings shall be held not less than monthly.  Ad hoc meetings may be called by the president (Executive Council) with two days’ notice to the membership.  All meetings will be open except during times of executive session.  Every effort will be made to limit the meetings to less than two hours in duration.

Section 2.  The agenda for Council meetings will include the call to order, recording of attendance, approval of the minutes of the prior meeting, approval of the treasurer’s report, unfinished business, new business, committee reports, discussion and recommendations, opportunity for attendees to address concerns, and adjournment.  Additional items for the agenda should be submitted to the president one week prior to the meeting.

Section 3.  Robert’s Rules of Order may be invoked by the president as needed.  The president has the discretion to conduct meetings in a less formal manner.

Section 4.  Before the July meeting, an orientation session for new members will be conducted by the Executive Council.  This session will provide information for newly elected representatives.  The information shall cover the Council’s mission, goals the present officers and their duties and any other pertinent information needed to be successful in their role on the Council.  A manual of information created and maintained by the Executive Council will be presented to each new representative at orientation.

Section 5.  A majority of the members of the Council shall constitute a quorum authorized to conduct business at any regular or ad hoc meeting of the Council.  A majority vote by the Council representatives present shall carry a motion.  Voting by the membership shall be by voice or show of hands except when deemed necessary by the president to vote by ballot.  The definition of ballot, for this purpose, can be electronic or paper as deemed necessary by the president.

Section 6.  Current records of the Council shall be maintained and filed with the president.  Inactive records will be transitioned and retained with the president for a period of three (3) years, after which the Executive Council will review the records and designate archiving or destruction as appropriate.

Section 7.  The president will take nominations or appoint to the following committees below.  These will be two-year appointments.  Members must serve on the Council for one (1) year before chairing a committee.  Committee chairs have the option to attend at least one (1) leadership development training course of his/her choice every two (2) years depending on approval from the president.  Additional duties will be assigned by the president.  All members are encouraged to serve on at least one (1) of the following Staff Council Standing Committees:

  • Fundraising Committee
  • Hospitality Committee
  • Scholarship Committee
  • Staff Member of the Month Committee

 ARTICLE VIII:  Officers

Section 1.  The officers of the Council (referred to as the Executive Council) shall include a president, vice president, administrative assistant, accountant, textbook scholarship manager, and marketing manager.  New officers shall be elected at the June meeting each year beginning in June 2020.  The incoming officers will serve a two-year term with the first 12 months in a training capacity with the out-going officers.  Incoming officers will officially take office on July 1 in their second year.

Section 2.  The duties of the president are as follows:

  • Presides over all regular meetings of the Council
  • Organizes the agenda for Council meetings
  • Acts as official spokesperson for the Council
  • Appoints members to the Chancellor’s Standing Committees
  • Takes nominations for Staff Council Committees and reserves the right to appoint chairs
  • Attends University ad hoc meetings and calls Council ad hoc meetings, if necessary
  • Supervises elections and works with the Executive Council to count ballots
  • Maintains confidential information and other records of the Council and meets with Executive Council every three (3) years for review of storage
  • Appoints ad hoc committees as necessary
  • Makes executive decisions without Council approval when necessary because of time constraints or inability to contact the Executive Council
  • Attends at least one leadership development training course of his/her choice each year
  • Attends monthly meetings with the Executive Council
  • Attends monthly meetings with the Chancellor
  • Meets with Council Committee chairs once per month
  • Serves as a signatory officer for the Council
  • Supervises the fiscal operations of the Council to ensure compliance with institutional, state, and federal policies, procedures, and regulations
  • Meets with Council accountant and University accountants to develop annual Council budget

Section 3.  The duties of the vice president are as follows:

  • Assumes and executes the duties of the president at Council meetings, Executive Council meetings with the Chancellor, and other duties as assigned in the president’s absence
  • Has the option to attend at least one leadership development training course of his/her choice each year depending on approval from the president
  • Attends monthly meetings with the Executive Council
  • Serves as Chair for Staff Appreciation Standing Committee
  • Attends monthly meetings with the Chancellor
  • Coordinates Staff Appreciation events and presents information to Executive Council for approval
  • Meets with Public Events regarding staff appreciation gifts and presents information to Executive Council for approval
  • Orders staff service award pins every other year or as needed
  • Coordinates distribution of service award pins and certificates to staff
  • Serves as a signatory officer for the Council

Section 4.  The duties of the secretary are as follows:

  • Prepares minutes of each meeting and distributes minutes to Council representatives for review within two weeks following Council meeting.  If more time is needed, the president must be notified.
  • Maintains official written records of Council meetings
  • Assists in the preparation and distribution of correspondence and other Council business to representatives, staff members, etc.
  • Maintains membership records
  • Attends monthly meetings with the Executive Council
  • Attends monthly meetings with the Chancellor
  • Sends email reminders to Council representatives regarding monthly meetings, annual voting periods, etc.
  • Books meeting space for Executive Council and Council monthly meetings
  • Schedules and coordinates guest speakers for Council meetings
  • Schedules Executive Council meetings with the Chancellor’s Executive Coordinator and distributes dates to the Executive Council
  • Attends at least one leadership development training course of his/her choice every two years depending on approval from the president

Section 5.  The duties of the treasurer are as follows:

  • Manages the finances and financial records of the Council to ensure compliance with institutional, state, and federal policies, procedures, and regulations
  • Serves as a signatory officer for the council
  • Maintains an inventory list of University property controlled by the Council and assists the Property Control Office during property audits
  • Maintains and presents monthly accounting reports to the Council to ensure accurate financial statements are maintained
  • Verifies the accuracy, presents to the president for approval, and ensures prompt payment of Council invoices
  • Meets with Public Events concerning budgets for upcoming events
  • Provides financial guidance to Council committees and Executive Council as needed
  • Attends monthly meetings with the Executive Council
  • Attends monthly meetings with the Chancellor
  • Prepares and reviews travel documentation and completes account transfers
  • Meets with president and University accountants to develop annual Council budget
  • Attends at least one leadership development training course of his/her choice every two years depending on approval from the president

Section 6.  The duties of the textbook scholarship manager are as follows:

  • Sends announcements in UM Today of scholarship application deadlines for each semester
  • Evaluates all scholarship applicants for eligibility
  • Maintains a database and/or written records of applicants and their grades
  •  Seeks assistance from the accountant in managing finances, as necessary, for the program
  • Updates and presents reports of textbook scholarships to the Council and the Chancellor
  • Maintains complete records to comply with the Department of Information Technology’s Records Retention Policy.
  • Attends monthly meetings with the Executive Council
  • Attends monthly meetings with the Chancellor
  • Attends at least one leadership development training course of his/her choice every two years depending on approval from the president

Section 7.  The duties of the marketing manager are as follows:

  • Serves as the conduit between the Council and UM staff to report events via website and social media channels (Facebook, Twitter, Staff Council website, UM Today, etc.)
  • Updates and maintains the Council’s website (posting of minutes and updating event information on Council’s website, promoting staff awareness, Staff Member of the Month promotions, etc.)
  • Assists with approving all promotional materials (letter, flyers, posters, etc.) for Council events and activities
  • Requests the printing of promotional materials from University Communications (letters, flyers, posters, etc.), as needed, at least once month in advance of Council events and activities to ensure timely distribution of materials.  If more time is needed, the president must be notified
  • Attends monthly meetings with the Executive Council
  • Attends regular monthly meetings with the Chancellor
  • Recruits two (2) members to serve on a Marketing Committee.  Council members to assist with marketing duties, such as managing social media efforts through creative efforts (Facebook, Twitter, and other blogs/social media channels)
  • Attends at least one leadership development training course of his/her choice every two years depending on approval from the president

Section 8.  The procedure for the election of officers shall be as follows:

The president will send an email to the Council members requesting nominations for president, vice president, secretary, treasurer, textbook scholarship manager, and marketing manager by May 1st.  Nominees must have served one (1) year as a Council representative prior to nomination. Nominees must be an active participating member of the Council within the one (1) year period prior to nomination by attending meetings regularly and providing service in conjunction with the Council’s activities.  The deadline for nominations will be May 15th.  At the June Council meeting, the printed ballot will be distributed, and voting will be conducted by secret ballot.  Ballots will be tallied by the Executive Council.  The administrative assistant will send an email with the results.

ARTICLE IX: Bylaws and Amendments

Section 1.  The Executive Council shall review these Bylaws at least every five (5) years to update as needed.

Section 2.  Proposals for amendments to these Bylaws shall be submitted in writing or via email to the president of the Council.  President will then appoint a bylaws committee chaired by a member of the Executive Council.

Section 3.  Bylaws may be amended by a two-third vote of those Council representatives present at any meeting.

Section 4.  Amendments to the Bylaws shall become effective upon certification of the affirmative vote by the Council.

*EEO and OVERALL OUTSTANDING STAFF MEMBER AWARDS

(Addendum 8/1/2003, revised [3/9/2010, 3/9/17, 4/11/19])

GUIDELINES FOR SELECTION

Overall and EEO Category Selection:

Voting for individual EEO category winners will be by electronic ballot located within myOleMiss. All active full-time employees meeting the criteria in Section 1A and 1B above will be included on the ballots for each category. Employees must vote within their category.  The voter may select only one person in their category on the ballot. Electronic ballots will be electronically tabulated by the president and one other Executive Council member verifying the results. The person receiving the most votes within their EEO category will be declared the winner.  For those staff members who do not have computer access, voting will be allowed by paper ballot during the same time period as the electronic voting will take place.  Council members will staff various locations, which have been announced prior to this time period, in order to allow those staff to cast a paper ballot for their category.

Selection of the Overall Staff Member of the Year will be done by a committee selected by the president and chaired by the Scholarship Committee chair.  The president will review the final selected candidate for the Overall Staff Member of the Year award.  All active full-time employees meeting the criteria in Section 1A and 1B can be nominated for the Overall Staff Member of the Year Award.  This Award seeks to recognize the most outstanding staff member, regardless of EEO category.    The nomination form will be available on the Staff Council website, as well as on UM Today and upon request.

NOTE: No person can win in his or her EEO category more than once.

No person can win the Overall category more than once.

A person can win in both the EEO category and Overall category, but not in the same year.

In the event a voting member of the Executive Council or selection committee is nominated for an individual EEO category or Overall Staff Member of the Year award, the member must remove himself/herself from the meeting or portion of the meeting at which the potential conflicting interest is discussed.

NOMINEE CRITERIA

  1. Length of continuous employment and classification of nominee
  • Nominee must have been employed by the University for at least one (1) year of continuous service.
  • Nominee’s salary must be paid by the University and nominee must be classified by the University as an active, permanent, full-time employee in EEO categories 1,3,4,5,6, or 7
  1. Service to the University
  • Committee memberships and/or offices held by nominee, and/or
  • Voluntary assistance by nominee at departmental/University functions (i.e., commencement, receptions, sports functions, etc.), and/or
  • Outstanding job-related contributions to the University considered by the nominator as “above the normal” job-related duties
  1. Service to the Community
  • Organizations and/or committee memberships and/or offices held by nominee, and/or
  • Voluntary assistance by nominee at community functions
  1. Personality and Character Traits
  • Job-Related
    • Shows initiative
    • Demonstrates pride in work accomplishments
    • Goes beyond basic job requirements
    • Is willing to learn new duties and to increase job skills
  • Personal Characteristics
    • Honest
    • Trustworthy
    • Dependable
    • Respectful of others

NOMINATOR CRITERIA

  1. The nominator must be paid by the University as an active, permanent, full-time employee of the University in EEO categories 1, 3, 4, 5, 6, or 7.
  2. The nominator may only nominate one person per year.

NOTE: In order to ensure that all of the categories mentioned above are covered, it is recommended the Staff Council use a nomination form to be completed and submitted for each nominee, instead of a letter of nomination. The form should reflect the criteria mentioned above.

OUTSTANDING TEAM SERVICE AWARD

(Addendum 4/11/2019)

GUIDELINES FOR SELECTION

Selection of the Outstanding Team Service Award will be done by a committee selected by the president and chaired by the Scholarship Committee chair.  A selection committee composed of the Executive Council and other personnel will meet to discuss and decide on a winner from the pool of potential candidates provided. Nominees must be full-time or part-time employees of the University of Mississippi.  Nominations should be for groups of two or more staff members who work together toward a common goal or mission, who have gone above and beyond in their service to the University.  This award was created to recognize and honor dedication and outstanding contributions by a University of Mississippi team of employees. The award will be given annually with a plaque for each team member. The award will be presented at the spring Staff Appreciation awards ceremony.  The nomination form will be available on the Staff Council website, as well as on UM Today and upon request.

INFORMATION TO BE PROVIDED IN THE NOMINATING PETITION

 It is incumbent on the nominator to do a careful and thorough job of documenting the petition.  Recommended information to include:

  1. Names of team members nominated
  2. Narrative statements of the team’s exceptional contributions and service to the University of Mississippi. Some areas to consider include, but are not limited to:
    • Achievement on the job (ability in performing duties)
    • Assistance to students, faculty, visitors, community groups and outside agencies
    • Contribution toward the effectiveness and efficiency of UM operations
    • Efforts in staff development or affirmative action
    • Participation in university-related activities or committees

SUGGESTED CRITERIA

These criteria address employee achievements in programmatic effort that have an impact primarily at the department/school/county level within the University of Mississippi.

Outstanding Achievement on the Job – actions that constitute performance beyond expected standards, such as:

  • Producing high quality of work over an extended period of time
  • Producing high quantity of work over an extended period of time
  • Giving extra effort to complete a job or handle a heavier workload
  • Filling in when unit is short-staffed
  • Volunteering for and working on special projects
  • Serving on a committee and contributing to its success

Exceptional Contributions toward the Effectiveness and Efficiency of Operations – actions that contribute to the maximum utilization of departmental resources, such as:

  • Integrating information or equipment for more efficient/effective use
  • Developing new work methods that reduce waste or stretch resources
  • Eliminating unnecessary actions or steps for delivering service
  • Making creative suggestions that save time/money

Outstanding Service to Other Employees or Visitors – actions that are especially helpful or make a good impression on others, such as:

  • Doing things for others that are beyond job requirements
  • Performing in an exceptionally courteous and cooperative manner
  • Being so helpful that others write letters of appreciation

 NOMINATOR CRITERIA

Any supervisor, manager or administrative head at the University of Mississippi may submit nominations of groups or teams as candidates for the Outstanding Team Service Award.