Staff Council Bylaws
ARTICLE I
ARTICLE II
ARTICLE III
ARTICLE IV
ARTICLE V
ARTICLE VI
APPENDIX
Organization
A. The Staff Council shall be the vehicle through which the Staff of
Columbus State University shall communicate. Staff shall be defined as
all persons employed full-time and part-time by Columbus State
University not carrying faculty rank. (Faculty is defined in the
Columbus State University Statutes.)
B. Representatives shall be elected from each of the following units on
campus as designated.
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Units
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# of Representatives
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1.
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President's Office, Computer
Center, Athletics, Vice President for Academic Affairs,
University Advancement, Military Science
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2-5
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2.
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Vice President for Business
& Finance - Accounting, Budget, Procurement, Human
Resources
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2-5
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3.
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Mail Services &
Telecommunications, Printing, Plant Operations, Grounds
Maintenance, Building Maintenance, Custodial Services,
Central Receiving |
4-8
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4.
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Student Affairs, Residence Life,
Student Development, Campus Recreation, Career Center,
Counseling Center, International & Multi-Cultural
Student Services, Minority Affairs, Public Safety, Student
Health Services
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4-8
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5.
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Continuing & Regional
Education Services, Ft. Benning Center, Regional Outreach,
Turner Center, Thomaston Center, Americus Center, Regional
Law Enforcement Training Center
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2-3
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6.
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Library, Instructional
Technology Services, Distance Learning
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2-3
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7.
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University College: Division of
Basic Studies, Academic Support Services, Office for Student
Retention
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1-3
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8.
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College of Arts & Letters
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1-3
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9.
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College of Business
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1-3
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10.
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College of Education
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1-3
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11.
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College of Science
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1-3
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12.
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Enrollment
Services & Registrar, Admissions, Financial Aid, Testing
Center |
4-6
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C. Each campus unit shall nominate and elect representatives to the Staff
Council. Only full-time (benefits eligible) members of the unit are eligible
serve as Staff Council Representatives. The Committee on Elections shall assist
the units with elections as needed.
D. Representatives shall be elected in June to serve a two-year term, to
begin in August.
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Officers
A. The Staff Council Officers shall be the Chair, Chair-Elect, Secretary,
Assistant Secretary, and Financial Officer.
B. The officers shall be nominated from the floor, at the regular meeting in
May, and elected by ballot at the regular meeting in June. A majority vote shall
be necessary to elect. When there is only one nominee for an office, he/she may
be elected by voice. All officers shall take office immediately at the close of
the session in which they are elected.
C. Any member of the Council shall be eligible for election to any office
except the Chair. The office of Chair shall be assumed automatically by the
previous year's Chair-Elect.
D. Duties of the Officers:
1. The Chair shall preside at all meetings of the Staff Council; Chair
the Executive Board; abide by the stated rules of order when conducting
meetings; refer all matters submitted for the Council's attention to the
appropriate committee(s) and/or to the University President; serve by
appointment on University committees; prepare a written annual report of the
past year's progress and make it available to all members of the council
prior to the August meeting; serve as ex-officio member on all Council
committees; serve as liaison to the University President, both keeping the
University President informed regarding concerns of the Council and seeking
the University President's support and advice on behalf of the Council.
2. The Chair-Elect shall assist the Chair in all ways, assume the duties
and powers of the Chair in the absence of the Chair, introduce new members
and visitors at Council meetings, deliver to the incoming Chair-Elect all
pertinent files, and perform such other duties as may be assigned. The
Chair-Elect shall automatically become Chair upon completion of a one-year
term as Chair-Elect.
3. The Secretary shall be responsible for recording minutes of each
Council meeting, including the distribution of minutes to staff members
before the next scheduled meeting of the Council; keep minutes of the
Executive Board meetings if necessary and notify members of meeting dates
and locations, and to serve, by appointment, on Columbus State University
committees as deemed necessary.
4. The Assistant Secretary maintains attendance records and serves in the
absence of the Secretary.
5. The Financial Officer shall be responsible for all fiscal matters
including maintaining yearly records of all account numbers and balances
relating to the Staff Council.
E. The Executive Board:
1. The Executive Board shall consist of the Chair, Chair-Elect,
Secretary, Assistant Secretary, Financial Officer, and all committee Chairs.
2. The Executive Board shall consider all matters presented to it by the
Chair, the University President, the Staff Council, committee Chairs, and
others, and make recommendations; assist the Chair in setting the agenda for
Staff Council meetings.
3. The Executive Board term shall be the Officers' elected term.
4. The Executive Board shall meet at the discretion of the Chair.
5. The outgoing and incoming Executive Boards shall meet, in lieu of a
regular Staff Council meeting, in July to transfer responsibilities and
pertinent records and files.
F. Staff Council Officers shall be elected in June to begin serving
immediately, and shall serve for one year with a maximum of two consecutive
years.
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Meetings
A. The Staff Council shall meet the first Thursday of each month at a time
and place designated by the Chair. Additional meetings of the Council shall be
held at the discretion of the Chair.
B. The order of business for regular meetings shall be set forth in the
agenda by the Executive Board. The order of business may be altered by consensus
during the meeting. The order of business shall include:
(1) call to order;
(2) approval of previous meeting's minutes;
(3) committee reports;
(4) old business;
(5) new business;
(6) announcements; and
(7) adjournment.
The agenda shall also provide for guest speakers.
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Committees
A. Committee on Elections - The Committee on Elections shall consist of a
chair and a minimum of two additional members and shall be either volunteers or
appointed by the Chair in August of each year. The Committee on Elections shall
assist with elections in the designated units each June. The Chair and members
of the Elections Committee shall be elected members of the Council.
B. Staff Development and Scholarship Committee - The Staff Development and
Scholarship Committee shall consist of a chair and a minimum of two additional
members who may be volunteers or appointed by the Chair in August of each year.
The Chair and members of the Staff Development and Scholarship Committee shall
be elected members of the Council.
C. Welcoming Committee - The Welcoming Committee shall consist of a chair and
a minimum of two additional members. The Chair and members of the Welcoming
Committee may be volunteers or appointed by the Chair in August of each year.
The Chair and members of the Welcoming Committee shall be elected members of the
Council. The committee shall be responsible for organizing a quarterly reception
to welcome new staff members of Columbus State University to the campus.
D. Other committees shall be appointed as needed.
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Scholarships and Grants
A. Book Scholarship - The Staff Development and Scholarship Committee shall
award their Book Scholarship (funded from activities sponsored by the Staff
Council) during the academic year to three (3) Columbus State University Staff
Employees. This award shall be for $150 (a semester) for two of the three
semesters, as selected by the recipients.
The requirements to apply for this award are as follows:
1. Must be a benefits-eligible employee of Columbus State University
2. Must have completed two semesters at an accredited institution
3. Must maintain a cumulative GPA of 2.5.
Criteria for awarding scholarships will be based on a written essay (minimum
of 250 words) describing why the applicant should receive the scholarship,
financial need, and the minimum GPA.
All applications should be submitted to the Staff Development & Scholarship
Committee, along with the essay and a current transcript, no later than two
weeks prior to the first day of fall semester. Once selection has been made, the
committee shall notify the recipients in writing, with a copy to the Financial
Officer of the Staff Council.
Upon proof of registration to the Financial Officer, the Financial Officer
shall forward a memo to the Business Office requesting a semester check be
issued from the Staff Council Book Scholarship fund.
B. Continuing Education - The requirements to apply for this award are as
follows:
1. Must be employed by Columbus State University as benefits eligible
employee.
2. Only one discount of 25% (up to $75) per employee, per year on any
course offered through Continuing Education Services.
3. The discount can be applied to the employee’s immediate family.
Immediate family refers to the employee, the employee’s spouse, the
employee’s children, employee’s grandchildren or employee’s foster children.
4. Applications can be obtained from the Intranet or Continuing Education
(call (706) 568-2023) and must be signed by the employee supervisor to
verify employment.
Applications may be obtained from the Staff Development & Scholarship
Committee Chair.
This program shall be based on first-come, first-served basis.
C. Staff Development Grants - Proposals for Staff Development Grants should
be directed to the Staff Development & Scholarship Committee Chair, who will
present them to the entire Staff Council at the first meeting after receipt of
the proposal. Any program that promotes professional development and career
advancement shall be considered for Staff Development Grants. Proposals must be
approved by a two-thirds majority vote of the members present. Funds for
approved Staff Development Grants may be reallocated from the Staff Council Book
Scholarship fund at the discretion of the Staff Council, by a 2/3-majority vote
of the members present.
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Amendments
Proposed amendments to the Bylaws must be submitted to the Staff Council
through a representative. The Council must approve amendments by a two-thirds
majority vote of the members present. Amendments approved by the Council shall
be submitted to the staff members campus-wide for approval by a simple majority
of those staff members voting. Amendments shall then be submitted to the
President of Columbus State University for approval.
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Parliamentary Procedures
1. At the appointed time, the Chair calls the meeting to order.
2. Reading and approval of the minutes: If a member finds fault with the
minutes, the member may correct them by addressing the Chair. A member must get
the Chair's attention, be recognized by the Chair, and then state what needs to
be corrected. After the correction has been made, the Chair shall ask for a
motion to approve the minutes as corrected. A second must be made, and then the
Chair shall call for a vote by the members.
3. Reports by standing committees (permanent committees): The committee
chairs shall read the committee reports to the staff representatives.
4. Reports of special committees: Examples: awards committee, nominating
committees, etc. Chair of the committee shall read the report.
5. Unfinished business/old business/any business left over from a previous
meeting: It is the duty of the Chair to see that all unfinished business is
presented to the staff members.
6. New business: If a member wishes to propose something new (anything that
has not been brought before the members at a previous meeting), the member must
do it under new business. The member may gain the right to speak by getting the
Chair's attention and being recognized by the Chair. If the member wants the
committee to take action, the member makes a motion.
7. Announcements: The floor shall be open to any members who wish to make an
announcement of coming events.
8. Adjournment: The Chair closes the meeting.
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