Bylaws

The name of the organization will be the Arizona State University (ASU) Staff Council (also referred to as “SC” or the “Council”).

The Staff Council shall consist of Classified Staff and University Staff at Arizona State University. An Executive Board shall be composed of elected officers as outlined in the bylaws. Each campus shall have its own Campus Council, composed of an elected Vice President (VP) and an Assistant Vice President (AVP) as well as Staff Council Representatives of that respective campus. The Campus Councils of the Staff Council shall coordinate activities and communication through the standing committees and conduct common meetings for each campus.

The purpose and mission of the ASU Staff Council is to serve as a voice for ASU staff, to advise the President of ASU on the working climate, and to raise issues and concerns of staff. The Staff Council also supports staff through various activities and initiatives.

Section 1: Recommendations on Issues and Activities

1. The Staff Council shall serve as an advisory organization providing guidance and feedback to the university president (or designee) on issues that may affect staff.
2. The Staff Council shall facilitate various activities, events, and programs related, but not limited to:
   1. Implementation of university-wide programs
   2. Ways to enhance the work environment
   3. Improving mutual respect and the workplace climate
   4. Salary and benefits issues
   5. Staff personnel policies and procedures
   6. Training and development opportunities
   7. Staff recognition and appreciation

Section 2: Recommendations for University-related Representation

The Executive Board, while working with the overall Staff Council, will approve Staff Council representatives for participation on university-related committees and task forces which may have an impact on staff-related issues.

Section 1: Staff Council Representatives

1. The Staff Council representation should strive to reflect a ratio of approximately one (1) council representative per each campus academic or administrative unit.

Section 2: Elected Offices and Appointed Executive Board

1. The Executive Board shall be composed of a President, President-Elect, Treasurer, Secretary, and Past President, as well as the Campus Vice President and Assistant Vice President of each campus and Committee Vice President and Assistant Vice President of each standing committee.

    

Section 3: Ex-Officio Representatives

1. The university president shall appoint up to three (3) designees from the leadership of ASU to serve as liaisons and report on the activities and recommendations of the Staff Council. The primary designee shall be the Vice President and Chief Human Resources Officer.
2. The Vice President and Chief Human Resources Officer (or other designees) will serve as an ex-officio representative (non-voting) of the Staff Council and shall report on the activities and recommendations of the Staff Council to the university president.
3. The Staff Council President shall serve as Past President for two (2) fiscal years, following the completion of their term as President, and as an ex-officio representative(non-voting) except in cases of tie votes in Staff Council elections or decisions.
   1. In the case of the resignation of the Past President, the preceding individual shall reassume the responsibilities of the Past President.

Section 4: Staff Council Project Coordinator 

The Staff Council shall be provided a benefits-eligible Project Coordinator, which is a paid position working under the supervision of the Staff Council President and the Office of Human Resources.

Section 1: Staff Council Representatives

1. Representatives participate on a voluntary basis.
2. Employees seeking representation to the Staff Council must be classified as staff or university staff employees of Arizona State University.
3. Employees are advised to obtain their direct supervisor’s approval before submitting their application. 
4. Representatives are not required to attend meetings and events hosted by the organization.
5. Staff Council Representatives are encouraged to seek and gather feedback and input from other classified or university staff on issues related to university working conditions, communicate these issues, and work in collaboration with the executive board to resolve the issue and/or find solutions.
6. Representatives are encouraged to participate in Staff Council standing committees that are outlined in these bylaws and seek other classified and university staff outside the Staff Council to participate.
    

Section 1: Executive Board Responsibilities

1. Meets at least once a month, or more frequently as needed, to review the agenda and address key Staff Council matters before regularly scheduled meetings.
2. Shall preside with voting rights at all Executive Board meetings.
3. Fulfills such other responsibilities as given to this officer elsewhere in these bylaws or by action of the Staff Council.
4. May be appointed by the President to serve on an ASU or Staff Council committee and/or task force.

5. Provides guidance to ASU staff in alignment with the Staff Council's Mission and Core Values.

    

Section 2: President

1. Provides annual updates to clearly define the long and short-term objectives of the Staff Council.
2. Serves as the Staff Council representative at all levels of leadership at the University.
3. Provides direction and assigns duties to the Staff Council Project Coordinator, who supports the Staff Council activities and roles.

Section 3: President-Elect

1. Assumes the responsibilities of the President in the absence of the President.
2. Facilitates Executive Board elections as there are no voting rights in this position.

Section 4: Treasurer

1. Works with the Staff Council Project Coordinator to ensure they keep and maintain all financial transactions which involve income or expenses.
2. Works with the Staff Council Project Coordinator to ensure official financial documents are retained.
3. Is responsible for upholding the financial integrity of the Staff Council by overseeing budget management and ensuring accurate financial record-keeping.
4. Presents a report of funds expended and/or funds received at each regularly scheduled Executive Board meeting and All Council meeting.
5. Completes Business Forms, with receipts, as needed.

Section 5: Secretary

1. Maintains meeting minutes for All-Council and Executive Board meetings. 
2. Maintains documents in the Staff Council repository.

Section 6: Past President

1. Shall preside without voting rights (except to break a tie) at all Executive Board meetings and All-Council meetings.
2. Provides advice and leadership to the Executive Board regarding past practices and other matters to assist the Executive Board in governing the Staff Council.

Section 7: Campus Vice President

1. Provides direction to campus representatives by leading initiatives aligned with the Staff Council Mission and Core Values.
2. Encouraged to mentor the AVP to support their development and ensure a smooth leadership transition to VP.
3. Purchases items for campus events, activities, etc, and reports campus expenditures to the Treasurer.
4. A term is considered complete once an individual has served as VP, regardless of whether this aligns with a full two-year term.
5. If a campus VP moves to a different ASU campus, a special election will be held to fill their role with someone from that campus. If no one from the new campus is interested, the relocating campus VP may retain their position to ensure all Executive Board roles remain filled.
6. If a vacancy occurs and no one expresses interest in stepping into the role, a current Executive Board leader will temporarily assume the responsibilities until a new member is elected or appointed.

Section 8: Campus Assistant Vice President

1. Assumes the duties of the Vice President for their campus section in the absence of that officer.
2. Maintains accurate voting records and a log of decisions made during campus council meetings, submitting them to the Staff Council Secretary and Project Coordinator for official record-keeping.
3. The Associate Vice President (AVP) will automatically transition into the Vice President (VP) role at the end of their term.
4. If the AVP has been with Staff Council (SC) or ASU for six months or less, they may choose to remain in the AVP role, in which case the VP position will be filled through a standard election.

Section 9: Committee Vice President and Committee Assistant Vice President

1. Provides direction to committee representatives by leading initiatives in line with the Staff Council Mission and Core Values.
2. Submit purchase requests for committee events, activities, etc, and report committee expenditures to the Treasurer.
3. There is no limitation on the number of years a Staff Council Representative can serve in a leadership capacity on any committee.
4. Committee  Vice Presidents and Committee Assistant Vice Presidents will appoint or approve Program Leads.
5. Committee Vice Presidents and Committee Assistant Vice Presidents shall:
   1. Keep voting records and a log of decisions made at their committee council meetings and forward to the Staff Council Secretary and Project Coordinator for record keeping.
   2. Hold committee meetings as needed, bi-monthly at a minimum, to discuss items and events related to overall committee responsibilities.
   3. Report committee activities and updates at each scheduled Executive Board meeting.

Section 1: Staff Council Representative Appointed Procedures

1. Representation requests are initiated by completing the New Representative Application Form. New representatives are then added to the email distribution list and other official communication channels and official representation becomes effective on the date of the application submission.
2. Only official representatives of the organization may vote in general elections (i.e., representatives are those on the email distribution list).
3. Representatives are tracked through the distribution list.
4. Representative status is revoked when an employee is no longer employed by Arizona State University or requests their name be removed from the distribution list in writing.

Section 2: Candidate Eligibility for Executive Board Leaders

1. Any current Staff Council Representative may run for an Executive Board position.
2. Candidates must have served as a Staff Council representative for at least six (6) months before the start of the fiscal year term. If the position remains vacant for 30 days, the Staff Council president may appoint a candidate.

Section 3: Executive Board Election Procedures

1. All elected Executive Board Leaders shall serve for a term of two (2) fiscal years. The fiscal year will be considered July 1 through June 30.
2. Voting for Executive Board Leaders, at all general and special elections, is open to all current Staff Council representatives and current Executive Board Leaders, except the Past President.

3. To prevent a complete Executive Board turnover every year, the Staff Council will elect new Executive Board leaders from the Staff Council representatives  in May, to serve a term period of two (2) fiscal years, with the exception of the President-Elect which will serve a term period of three (3) fiscal years, as follows:

    

   1. Each even-numbered fiscal year, a new Secretary and Treasurer will be elected.

    

   1. Each odd-numbered fiscal year, a new President-Elect will be elected to serve one year, then progress to President for two years to complete the three-year term.
4. Every year, each campus will elect a new Assistant Vice President to serve a term of two (2) fiscal years as follows:
   1. The new officer shall serve as Assistant Vice President for their respective campus for the first year of the term.
   2. This Assistant Vice President shall progress to Vice President in the second year, to complete the two-year term.
5. In the event of a tie, the Past President shall cast the deciding vote. Should the Past President not be present or need to recuse themselves, a separate run-off election will be held within 30 days from the general election.

Section 1: Grounds and Procedure for Dismissal of Officers

1. Any Executive Board Leader or program lead, with the exception of ex-officio representative, may be subject to dismissal.

Section 2: Executive Board Leaders Replacement Procedures

1. If the President position becomes vacant any time prior to the end of his or her term, the President-Elect will assume the role of President. In the absence of a President-Elect, the Vice Presidents from each campus section will vote to determine which Vice President will succeed as the President for the balance of the term.
2. If the Vice President position for any campus section becomes vacant at any time prior to the end of his or her term, the Assistant Vice President of that campus will succeed as Vice President for the balance of the term.
3. If the Assistant Vice President position for a campus section becomes vacant anytime prior to the end of his or her term, a special election will be held within 30 days of the vacancy to choose a new Assistant Vice President for the balance of the term.
4. If the Secretary or Treasurer position becomes vacant any time prior to the end of his or her term, a special election will be held within 30 days of the vacancy to choose a new officer from among the Staff Council Leaders. The new officer will serve for the balance of the term.
   1. During the vacancy, the Executive Board shall meet to determine how the responsibilities of the vacant role shall be delegated amongst the current Executive Board officers.
5. If the Project Coordinator position becomes vacant the Executive Board shall meet to determine how the responsibilities of the role shall be delegated amongst the current Executive Board officers until the position is filled.

Section 1: Establishment of Council Committees, Programs and Task Forces

1. The Executive Board shall determine, by a majority vote, the charge and directives for approved Staff Council committees and task forces, except as defined in the definitions of standing Staff Council Committees.
2. Council committees shall be reviewed on an annual basis, and revised or dissolved as outlined in the amendments to the bylaws.
3. The creation or dissolution of a task force may be enacted by a majority vote of the Executive Board or by a majority vote of all Leaders at an All-Council meeting.
4. Council task forces shall be reviewed on an annual basis, and revised, dissolved as outlined in the bylaws.
5. Council task forces may be added as a standing committee to the bylaws as outlined in the amendments to the bylaws.
6. The creation or dissolution of a program may be enacted by a majority vote of the standing committee’s representatives.

Section 2: Program Leads

1. Any Staff Council Representative may serve on any Staff Council committee, program or task force.
2. Committee Staff Council representatives are strongly advised to seek staff volunteers to serve on their committees as outlined in the responsibilities of representative article of the bylaws.
3. There is no limitation on the number of years a Staff Council representative can serve on any committee.
4. Program Leads shall be approved by the Committee Leadership.
5. Program Leads shall:
   1. Document and maintain notes and  program representative list.
   2. Hold regular meetings to discuss items related to the program responsibilities.
   3. Report program activities and updates at each scheduled committee meeting, or as requested by the respective committee VP and AVP.

Section 3: Responsibilities of Standing Staff Council Committees

1. Programming, Outreach and Engagement Committee
   1. Planning and coordinating various Council activities and events to engage employees and enrich the employee experience.
   2. Participating in other major university events or proposed events done on behalf of the program leads. 
   3. Facilitating the communication and promotion of the Staff Council and its programs, services and resources to university staff.
   4. Planning and overseeing general recruiting efforts.
   5. Maintaining, reviewing and updating Council outreach materials and collateral.
   6. Maintaining, reviewing and updating the Staff Council’s digital presence.
   7. Providing any marketing materials needed to promote various Council engagement opportunities and to recruit Staff Council Representatives.
   8. Assisting with the elections process as required for ethical voting processes and to encourage all eligible staff to vote.
   9. The committee is encouraged to seek assistance from those who possess knowledge and expertise with regard to the issues they are exploring.
2. Advocacy, Inclusion and Community Committee
   1. Identifying and articulating issues impacting the workforce (training, compensation,inclusion, generational issues, budgets, transportation issues, etc.)
   2. Identifying and articulating issues regarding safety and health affecting university staff (work-life balance, health issues, emergency preparedness, etc.)
   3. Identifying and articulating issues impacting sustainability (climate change, pollution, use of non-renewable energy sources, etc.)
   4. Promoting dialogue around, and improving or alleviating these issues by identifying existing programs and services available, providing recommendations for enhancements, or establishing new programs.
   5. The committee is encouraged to seek assistance from those who possess knowledge and expertise with regard to the issues they are exploring.
3. Appreciation, Development and Empowerment Committee
   1. Organizing and facilitating Staff Council programs related to the appreciation, scholastic support and professional development of employees.
   2. Coordinating scholarship programs and services available to staff.
   3. Identifying fundraising programs and facilitating fundraising activities throughout the fiscal year.
   4. The committee is encouraged to seek assistance from those who possess knowledge and expertise with regard to the issues they are exploring.

Section 1: Meetings

1. The latest revised edition of Robert’s Rules of Order will govern all meetings.
2. The Secretary, with the assistance of the Staff Council Project Coordinator, shall document the meeting minutes for all Staff Council All-Council and Executive Board meetings, and distribute them to Staff Council Representatives.
3. The Executive Board leadership will conduct all meetings, and any issues will be brought to the Secretary to exercise general supervision of the meetings.
4. A special session can be called by the President or by the request of any Staff Council representative  with the consent of the Vice President of their respective campus council.
5. If a special issue arises between regularly scheduled meetings that require immediate attention, the Executive Board may poll a quorum of voting representatives by email (per Robert’s Rules of Order, Section 39) to obtain a proxy. This vote shall be verified and recorded in the next meeting’s minutes.
6. Regular Campus Council, All-Council and Executive Board meetings shall be scheduled at the beginning of the fiscal year to accommodate and maximize the attendance of Staff Council Representatives.
7. Campus Council meetings for each campus may be held on a bi-monthly basis.
8. The Executive Board may hold an Awards Reception each fiscal year in June, and an Executive Board planning retreat in July.
9. The Executive Board may host and facilitate a university-wide Town Hall meeting for all staff each fiscal year, based on the availability of the ASU President.
10. A quorum must be present to conduct any votes.

Section 2: Records

1. Meeting agendas shall be prepared and distributed by the Secretary with the assistance of the Staff Council Project Coordinator at (or prior to) each regularly scheduled meeting or special session.
2. Meeting minutes for the previous meeting shall be reviewed and approved at the beginning of each Staff Council meeting.
3. Recorded materials, including meeting minutes, agendas, committee reports, and promotional materials shall be archived and kept on file with the Staff Council Project Coordinator in the Staff Council Office.

Section 3: Quorum

1. A quorum consists of two-thirds (2/3) of the total Staff Council voting representation.

Section 4: Majority

1. A simple majority vote will be implied unless otherwise stated in these bylaws.

Section 1: Continuity

1. The bylaws shall be in effect at all times, with a few exceptions:
   1. The University is in the state of a re-organization for more than three (3) months.
   2. The Campus Council is non-existent (no representatives call or attend regular meetings), and there is no one elected as Vice President and Assistant Vice President for a campus section.
   3. Attendance at All-Council meetings is fewer than six (6) people for more than four (4) consecutive All-Council meetings.
   4. If any of the above items occurs, the bylaws can be suspended by a vote at a regular meeting. The vote must be passed by at least one-half (1/2) majority of the meeting attendees.

Section 2: Amendments to the Bylaws

1. A proposed amendment to the bylaws must be submitted in writing with at least 10 business days' notice prior to voting.
2. The proposed amendment must be passed by a two-thirds (2/3) majority of the Staff Council representatives from each campus council, and ratified as outlined in the ratification article of the bylaws. 

Revisions or amendments to these bylaws will become effective upon ratification by a majority vote of the Staff Council representatives from each campus council and approval of the ASU President.