Policy Library

The name of the organization shall be the Indiana State University Staff Council (hereafter referred to as Council unless otherwise noted).

For the purpose of the Staff Council the term “Staff” shall include all non-exempt, non-exempt professional, and exempt Staff with the exception of:

• exempt Staff who are members of the President’s Cabinet;
• exempt Staff who report directly to a member of the President’s Cabinet;
• exempt Staff who are represented by Faculty Senate; and
• exempt Staff who are classified as Executives.

All Council communications must be reviewed by the Executive Committee prior to publication. This includes written and verbal communications within the realm of the University’s standards as they concern external communities such as news media and the general public. The Communications Officer will be the liaison between the Council and any appropriate media.

The Elected Officers of Council are the Chair, Vice Chair, Secretary, Treasurer, and Communication Officer. 

155.7.1.  Elected Officers.  Elected Officers will be elected by incoming and returning representatives each year at the Regular Council meeting in May and assume duties as of June first (1)               

155.7.2  Qualifications.

155.7.2.1  Eligibility.  Officers must be Representatives. Representatives are not eligible for Chair or Vice Chair during their first year of service. All Representatives are eligible for Secretary, Treasurer, and Communications Officer during their first year of service. 

155.7.2.2  Term Limits.  A Representative will hold the same Officer position for no more than three (3) consecutive years. 

155.7.2.3  One Year Absence.  A Representative who holds the same office for three consecutive years may run for the same office again after a one-year absence from the position. The representative may also run for other Officer positions upon completion of the third year of service.

155.7.3 Duties of Officers. Officers shall:

155.7.3.1 serve on Excecutive Committee- 

155.7.3.2 serve a one-year term -and

155.7.3.3 acquaint their successor with the duties and responsibilities of their position. 

155.7.4  Duties of the Chair.  The Chair shall:

155.7.4.1  preside at all Council meetings;

155.7.4.2  prepare and distribute Agendas for Council meetings;

155.7.4.3  chair Executive Committee meetings;

155.7.4.4  enforce all regulations and policies of Council;

155.7.4.5  bring before Council all matters appropriate for consideration;

155.7.4.6  be available for consultation with the Indiana State University President, Vice President and Board of Trustees;

155.7.4.7  appoint members to the Council’s Standing Committees;

155.7.4.8  nominate Representatives to University Committees;

155.7.4.9  call Special Meetings of Council when deemed necessary;

155.7.4.10  upon receiving recommendations from Council, appoint a Representative to each of the Appointed Officer positions;

155.7.4.11  encourage Representatives to attend appropriate University events;

155.7.4.12  assume the duties of the Council Vice Chair in their absence;

155.7.4.13  vote on Motions/Proposals only in the event of a tie (except for officer elections);

155.7.4.14  The Chair's rulings or actions are subject to discussion by Council and will be changed upon a two-thirds majority vote of the current membership of Council;

155.7.4.15  serve as advisor for any Staff Grievances; and

155.7.4.16  serve as an ex-officio member of the Grievance Appeals Committee.

155.7.5  Duties of Vice Chair.  The Vice Chair shall:

155.7.5.1  assume the duties of the Council Chair in their absence;

155.7.5.2  convene the first meeting of the year for Council's Standing Committees;

155.7.5.3  oversee Council's Standing Committees, ensuring that they are progressing toward the fullfillment of their charges; and 

155.7.5.4  serve as ex-officio of all Standing Committees.

155.7.5.5  serve as advisor on parliamentary procedure to Council and Standing Committees at their request;

155.7.5.6  maintain an accurate and current copy of Council Bylaws and maintain an accurate and current copy of Robert’s Rules of Order;

155.7.5.7  assume responsibility for carrying out Representative Elections as specified in the Staff Council Standard Operating Procedures;

155.7.5.8  assume responsibility for carrying out Officer Elections as specified in Section 155.8.12; and

155.7.5.9  assume responsibility for carrying out filling of Vacancies of Representatives as specified in Section 155.7.7.

155.7.6  Duties of Secretary.  The Secretary shall:

155.7.6.1  record all resolutions and proceedings of Council meetings;

155.7.6.2  record attendance of Representatives at Council meetings;

155.7.6.3  provide Council meeting minutes to Communications Officer;

155.7.6.4  maintain Council meeting minutes, By-law changes, and any other relevant documents as requested by the Executive Committee, forwarding those documents to the University Archives as necessary;

155.7.6.5  maintain current year Committee records; and

155.7.6.6  maintain an accurate and current database of all Staff.

155.7.7  Duties of Treasurer.  The Treasurer shall:

155.7.7.1  report balances of all Council accounts at Regular Council meetings;

155.7.7.2  pay, or cause to be paid, all Council bills as directed by the Executive Committee;

155.7.7.3  maintains credit card machine and processes all credit card transactions;

155.7.7.4  serves as back up to the Secretary;

155.7.7.5  reconcile all statements of Council accounts; and

155.7.7.6  prepare an annual financial report of all Council accounts.

155.7.8  Duties of The Communications Officer.  The Communications Officer shall:

155.7.8.1  be a Representative or Officer of Council with the knowledge of media communications;

155.7.8.2  edit and distribute pertinent information in appropriate media for the membership, as needed;

155.7.8.3  maintain and make all updates to the Council website, including posting minutes, meeting announcements, upcoming events, and links to other websites;

155.7.8.4  recommend, develop, and maintain new communications media;

155.7.8.5  maintain all information relevant to Council communications;

155.7.8.6  serve as an ex-officio member of the Public Relations Committee.

155.7.9  Resignation of Officer.  If an Officer resigns and vacates their term, the Elections Coordinator will be informed and oversees the following process:

155.7.9.1  Chair Resigns.  If the Chair resigns, the Vice Chair will assume all responsibilities of Chair and a new Vice Chair will be elected.

155.7.9.2  If Officer Other than Chair Resigns.  If the Vice Chair, Secretary, or Treasurer resigns, the Council Chair shall assign one (1) of the remaining Officers to assume the duties until an election is held.

155.7.10  Petition for Removal.  An Officer will be removed by a petition which outlines the reason for removal and is submitted to the Vice Chair.  If petition is to remove the Vice Chair, then petition is submitted to the Chair. The petition must contain the signatures of at least a two-thirds majority of the Council.

155.9.1 Executive Committee. The Executive Committee shall:

155.9.1.1  Composition.  be comprised of the Elected and Officers of Council;

155.9.1.2  Chair Discretion.  meet at the discretion of the Chair

155.9.1.3  Actions. act on behalf of the Council between regular Council meetings as necessary, reporting to Council any action taken and ensuring that no action contradicts prior actions of Council; and 

155.9.1.4  Staff Council Scholarship.  coordinate the Staff Council Scholarship application process and manage the Staff Council Scholarship fund. 

155.9.2  Standing Committees.

155.9.2.1  Requirements for All Standing Committees.

155.9.2.1.1  Appointment.  Council Chair shall appoint each Standing Committee member based on recommendations from the Executive Committee. In addition to Representatives, the Executive Committee shall appoint Staff to serve on Standing Committee. The term of service shall be one (1) year in conjunction with Council term. 

155.9.2.1.2  Meeting Schedule.  Each Standing Committee shall meet monthly. The Vice Chair shall convene the first meeting of the year in the month of June.

155.9.2.1.3  Chair.  Each Standing Committee shall elect a Chair at the first meeting of each year. The Chair must have previously served on the Committee. The Chair of each Committee shall be responsible for scheduling Committee meetings, setting Agendas consistent with basic goals and objectives assigned by the Executive Committee and addressing other relevant matters that shall come before the Committee.

155.9.2.1.4  Secretary.  Each Standing Committee shall elect a Secretary at the first meeting of each year. The Secretary is responsible for taking all Committee minutes.

155.9.2.1.5  Proposals.  Each Standing Committee shall submit final drafts of Committee proposals to Council Chair for Council approval.

155.9.2.1.6  Minutes.  Each Standing Committee shall submit minutes from each meeting to the Council Secretary and report at Regular Council meetings.

155.9.2.1.7  Resource.  Each Standing Committee shall, upon request, act as a resource to the other Standing Committees or Council.

155.9.2.1.8  Annual Report.  Each Standing Committee will submit an annual report of activities for inclusion in the Council Annual Report no later than one (1) week before the Council’s Annual Meeting.

155.9.2.1.9  Failure to Abide by Provisions.  Failure to abide by these provisions shall result in the Committee Chair or Committee members being removed and the selection of a new Committee Chair or members by the Executive Committee.

155.9.2.1.10  Meeting with Successors.  Each Committee Chair is responsible for meeting with their successors to make sure that the successor has information needed to perform committee tasks.

155.9.2.2  Staff Relations Committee. The core mission of the Staff Relations Committee revolves around cultivating a workplace atmosphere that fosters teamwork, collaboration, and mutual respect.  This committee actively champions policies and practices geared towards nurturing a thriving work environment, embracing diversity and inclusion, and safeguarding the well-being of staff.  In pursuit of these goals, it often collaborates closely with Human Resources to craft and put into action policies in harmony with these aspirations.

155.9.2.2.1  Advisory on Improvements.  Serves as an advisory body to Council in reference to improvements in the working environment for Staff.

155.9.2.2.2  Professional Development.  Explores professional development opportunities for Staff.

155.9.2.3  The Community Outreach and Engagement Committee. The Community Outreach and Engagement Committee serves to maintain a connection among staff, campus, and community partners.  The primary responsibility of the committee is to promote and coordinate large campus-wide events, service projects, and fundraising events for the council.  The committee uses different outreach/public relations strategies to keep staff informed about the Staff Council as a whole.  The committee will strive to build and nurture a strong campus community and promote the values and work of the council.

155.9.2.3.1 Advisory on Events.  Serves as an advisory body to Council in reference to all University events.

155.9.2.3.2  Promotion of Events.  Promotes and coordinates social and fundraising events for Council.

155.9.2.4  Staff Benefits Advisory Committee. The Staff Benefits Advisory Committee works within the parameters of the University to review existing benefit programs and advocates for changes or additions to these benefits while maintaining the quality of benefits available to staff, retirees, and eligible dependents.

155.9.2.4.1  Advisory on Staff Benefits.  Serves as an advisory body to Council in reference to Staff benefits.

155.9.2.4.2  Recommendation on Benefits Programs.  Review and prepares recommendations regarding adjustments to employee benefit programs for Staff and report its findings to the Executive Committee.

155.9.2.4.3  Chair.  The Committee chair may serve on the University Benefits Committee.

155.9.3  Other Committees.

155.9.3.1  Special Committees. The Executive Committee will appoint Representatives and Staff to Special Committees as needed. 

155.9.3.2  University Committees.  Staff serve on University Committees by Presidential appointment.  The Executive Committee will recommend Staff for these Committees to the President or their designee. Staff Representatives on University Committees shall present Committee reports to Council as requested.

155.9.3.3  Presidential Committees and Task Forces.  Presidential Committees and Task Forces are University Committees assembled by Indiana State University Presidential order. The length of service varies for each Committee or Task Force. Staff who serve on Presidential Committees or Task Forces shall present reports to Council as requested.