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Operating Procedures


TEXAS STATE UNIVERSITY STAFF COUNCIL OPERATING PROCEDURES


Effective: July 1, 2015

01 OPERATING PROCEDURES

01.01 COMMUNICATION WITH MEMBERS
01.01.01 Official communication with Staff Council shall be by email. Special arrangements will be provided for members without access to email. Members without email shall notify the Staff Council chair and the chairs of the committees that he/she serves on.
01.01.02 Staff Council will review its operating procedures at least every two years and revisions will be completed in their entirety by the February meeting.

01.02 AGENDA SETTING
01.02.01 Prior to the executive council meeting, the secretary will send an email to Staff Council members requesting agenda items for the following Staff Council meeting.
01.02.02 Prior to the executive council meeting is the deadline for submission of agenda items and handouts to the secretary.
01.02.03 The Executive Council meets during the week prior to the next Staff Council meeting.
01.02.04 The secretary will email the agenda to all Staff Council committee members and all staff following the Executive Council meeting.

01.03 MEETINGS
01.03.01 Staff Council meets on the second Tuesday of each month from 10:00am-12:00pm at a location specified in the agenda.
01.03.02 Staff Council members are requested to silence their cell phones during the monthly Staff Council meetings.

01.04 MINUTES
01.04.01 The secretary shall take minutes during each Staff Council meeting.
01.04.02 The secretary shall distribute a draft copy of the minutes at least one week prior to the next Staff Council meeting.
01.04.03 Staff Council members shall submit corrections to the secretary prior to the next Staff Council meeting.
01.04.04 Following the regular Staff Council meeting, the secretary shall verify that the approved minutes from the past month's meeting are posted to the Staff Council website.

01.05 GROUND RULES
01.05.01 Staff Council will operate within the guidelines of Robert’s Rules of Order subject to such special rules as have been or may be adopted or unless otherwise specified by the bylaws.

01.06 ATTENDANCE
01.06.01 Staff Council members shall comply with the attendance policy stated in the bylaws.
01.06.02 The secretary maintains attendance records on a monthly basis and is responsible for notifying the chair when any member has a total of three absences.
01.06.03 Staff Council members shall serve on at least two Staff Council standing committees. The committees meet monthly or as needed to conduct Council business. Meetings are called by the co-chairs who provide a report of committee business at the monthly Staff Council meeting.

01.07 COMMITTEES
01.07.01 All internal committees shall have co-chairs.

01.08 RESOURCES
01.08.01 Texas State University has provided Staff Council and Faculty Senate a half time (50%) administrative assistant to share.  His/her salary is paid by Faculty Senate.  This person is officed in the Faculty Senate conference room/office.
01.08.02 Texas State University has provided Staff Council a space to house the documents.  This space is located in the Faculty Senate conference room/office.
01.08.03 Texas State University has provided Staff Council a display cabinet, which is located outside of JCK 340.
01.08.04 Staff Council shall work with the university archivist and retention librarian to archive documents such as Staff Council monthly meeting minutes and other items as appropriate per archives policy.

02 BYLAWS/UPPS COMMITTEE

02.01 RESPONSIBILITIES
02.01.01 The Bylaws/UPPS committee serves as the official reviewer of all University Policy and Procedure Statements (UPPS’s) that are up for review.  The committee’s recommendations will be submitted to the Staff Council chair, who will review, approve and submit the recommendations on behalf of Staff Council.
02.01.02 The committee is committed to updating the bylaws and operating procedures when each individual committee deems it necessary to make changes to their operating procedures.
02.01.03 Any Staff Council member may provide recommendations on UPPS’s that are up for review.

02.02 PROCEDURES
02.02.01 When the committee receives a UPPS, the committee will study its effect on staff.  The committee is committed to providing recommendations that best serve the interest of the staff and the mission and shared values of Texas State University.
02.02.02 If the committee determines that the UPPS needs significant changes, the committee co-chairs will place the issues on the Staff Council agenda or email the Staff Council for discussion/voting on these issues if time allows.  If only minor changes are needed in the UPPS, the committee will compile comments.
02.02.03 Each committee member will review the UPPS document and provide substantive, non-substantive and new comments if applicable, to the committee co-chairs.  The co-chairs will compile all comments and submit the final document to the Staff Council chair.  Once it is reviewed and approved, the chair submits it to the special assistant to the president’s office.
02.02.04 The co-chairs’ responsibilities include receiving the UPPS’s up for review from the Staff Council chair, distributing UPPS’s to the committee members, collecting comments from committee members, compiling a formal response on behalf of the Staff Council for the Staff Council chair’s review and approval, making proposals to the Executive Council for meeting agendas when needed, organizing committee meetings, agendas, and reports, and sending the Online Tech Committee the formal Staff Council responses.  Once the UPPS has been finalized by the university, the link to the UPPS will be provided to the Online Tech committee.
02.02.05 For UPPS’s that Staff Council is a reviewer of, the Staff Council chair may appoint the Bylaws/UPPS committee co-chair(s) to represent him/her for the review process.  The Staff Council chair or designee may work directly with the senior reviewer with concerns or questions on these particular UPPS’s.

02.03 MEMBERSHIP
02.03.01 The committee consists of the committee co-chairs and at least four members of Staff Council.

02.04 MEETINGS
02.04.01 Meetings will be called at the discretion of the co-chairs. Meetings can be held face-to-face or electronically.
02.04.02 Minutes must be taken at every committee meeting and will be forwarded as appropriate.

03 COMPENSATION AND BENEFITS COMMITTEE

03.01 RESPONSIBILITIES
03.01.01 The Compensation and Benefits committee is responsible for monitoring, reviewing, and making recommendations on compensation and benefits issues. In addition, the committee shall be available to serve as a liaison in addressing any compensation and/or benefits issues a staff member may have.

03.02 PROCEDURES
03.02.01 The committee shall familiarize itself with university policies and procedures that address staff compensation.
03.02.02 The committee shall assist the Staff Council chair in the preparation of any correspondence recommending changes to existing or new policy and procedures.
03.02.03 The committee co-chairs shall prepare and distribute reports via email concerning any compensation and/or benefits issues and recommendations to Staff Council members prior to the scheduled monthly meetings.

03.03 MEMBERSHIP
03.03.01 The committee consists of the committee co-chairs and at least three members of Staff Council. A non-voting member from Human Resources may be appointed by the director of Human Resources as needed.

03.04 MEETINGS
03.04.01 Meetings will be called at the discretion of the committee co-chairs on an “as needed” basis. Meetings can be held face-to-face or electronically.
03.04.02 Minutes must be taken at every committee meeting and will be forwarded as appropriate.

04 ELECTIONS COMMITTEE

04.01 RESPONSIBILITIES
04.01.01The Elections committee is responsible for a campus-wide nomination and election process of Staff Council members each year. Nominations will follow the rules set forth in the Staff Council Bylaws Article VI. Elections.
04.01.02 The Elections committee is also responsible for filling any vacant Staff Council seats that occur during the year.  All vacancies will be filled based on the criteria set forth in the Staff Council Bylaws Article IV. Membership.

04.02 PROCEDURES
04.02.01 The Elections committee co-chairs will meet with the Staff Council chair and chair-elect to decide the effective dates for nominations, voting, and run-off’s for the upcoming Staff Council elections.  The committee will contact the associate director of Human Resources via the Staff Council chair, to obtain the names of all eligible full-time staff and their EEO category, so vacant positions within each category can be determined.  All dates and vacancies will be entered into the Staff Council Election Voting Web Application Test System for a test run.  This should be done by the beginning of April.  Once the testing is complete, the dates and vacancies will be entered into the production elections system.
04.02.02 Prior to sending out the call for nominations, the Elections committee will request the Online Tech committee co-chairs to activate the Staff Council Elections Online link on the Staff Council website.
04.02.03 The Elections committee will also coordinate the advertisement/promotion of the upcoming elections with the Public Relations committee prior to the call for Staff Council nominations.
04.02.04 A general call for Staff Council nominations is emailed to the university staff every year in May.  The email also informs the staff of the dates and deadlines for the nominations, voting, and run-off periods.  As nominations come in, the Elections committee will send the nominee an email, congratulating them and requesting that they notify the committee of either their acceptance or rejection of the nomination by the middle of May.
04.02.05 The confirmed names will then be placed on the appropriate online ballots by EEO category. The online ballots will then be available beginning the third week of May through the beginning of June each year. Staff will vote for the Staff Council positions within their own EEO category.
04.02.06  The voting period should be no less than three weeks in duration.  At the end of the voting period, the committee will review the count.  In the event of a tie, a run-off election will be held and voting will be limited to members of the particular EEO category.  Those elected will be notified by email of their election to Staff Council and will be asked to confirm their acceptance and respond within the specified deadline.  The other individuals on the ballots will be placed on an alternate list.
04.02.07 All alternates will be notified of their alternate status and thanked for their interest in Staff Council.
04.02.08 The Elections committee will compile and send a list of Staff Council members to the president’s office, to the office of the special assistant to the president, and the Faculty Senate office via the Staff Council chair, prior to the second Tuesday in August.

04.03 MEMBERSHIP
04.03.01 The committee consists of the committee co-chairs and two members of Staff Council.

04.04 MEETINGS
04.04.01 Meetings will be called at the discretion of the co-chairs on an “as needed” basis via email or in person.
04.04.02 Minutes must be taken at every committee meeting and will be forwarded as appropriate.

05  FUNDRAISING COMMITTEE

05.01 RESPONSIBILITIES
05.01.01 The Fundraising Committee is responsible for overseeing two fundraising efforts per year geared towards making revenue to fund the Staff Council Scholarship, Staff Council Excellence Awards, and other Council expenses.
05.01.02, It is recommended that the committee complete at least one community outreach project per year.

05.02 PROCEDURES
05.02.01 The committee shall be in compliance with all fundraising university policy and procedures.
05.02.02 The committee shall develop and coordinate ideas related to fundraising and community outreach projects.
05.02.03 The committee co-chairs shall prepare and distribute reports via email concerning any fundraising ideas and recommendations to Staff Council members prior to the scheduled monthly meetings.
05.02.04 It is recommended that the committee begin planning the fundraisers in September, and turn in the ideas by the October Staff Council meeting on the committee report.
05.02.05 It is recommended that the committee use the month of October to organize the first fundraiser.
05.02.06 It is recommended that the committee have the first fundraiser in the month of November.  It is recommended that the second fundraiser be in March or April. The monetary goal should be a minimum of $1000 per fundraiser.

05.03 MEMBERSHIP
05.03.01 The committee consists of the co-chairs and at least four members of Staff Council.

05.04 MEETINGS
05.04.01 Meetings will be called at the discretion of the co-chairs on an “as needed” basis. It is recommended that the committee meetings are held once a month. Meetings can be held face-to-face or electronically.
05.04.02 Minutes must be taken at every committee meeting and distributed as appropriate.

06 ONLINE TECH COMMITTEE

06.01 RESPONSIBILITIES
06.01.01 The Online Tech Committee is responsible for electronic and technological processes involving the Staff Council.
06.01.02 The committee is responsible for maintaining the Staff Council website.
06.01.03 The committee will work with other Staff Council committees to facilitate their technological needs.
06.01.04 The committee is responsible for managing a repository for electronic Staff Council documents.

06.02 PROCEDURES
06.02.01 The committee co-chairs must obtain administrator rights to the Staff Council website as soon as they are assigned to the position.
06.02.02 The committee is expected to keep all the content on the website up-to-date.  For committee pages that need updated data, the pages will be deactivated until the content is available.  The committee co-chairs are responsible for working with the other committee members to obtain and post the data in a timely manner.
06.02.03 The committee co-chairs will post and archive all meeting agendas, minutes, event information, pictures and news in a timely manner.
06.02.04 The committee co-chairs will keep the membership list up-to-date, and make any needed changes in a timely manner.
06.02.05 The committee co-chairs will work with the appropriate department on campus to troubleshoot any technical website issues as needed, and resolve them in a timely manner.

06.03 MEMBERSHIP
06.03.01 The committee consists of the co-chairs and all Staff Council internal committee co-chairs.

06.04 MEETINGS
06.04.01  Meetings will be called at the discretion of the co-chairs on an “as needed” basis. Meetings can be held face-to-face or electronically.
06.04.02 Minutes will be taken at every committee meeting and will be forwarded as appropriate.

07 ORIENTATION COMMITTEE

07.01 RESPONSIBILITIES
07.01.01 The Orientation Committee shall coordinate the orientation meeting held each August.

07.02 PROCEDURES
07.02.01 The committee will meet starting in January to plan the agenda, activities (this can include a speaker and/or group activities) and refreshments for the meeting.
07.02.02 The committee will make all necessary arrangements for the location, refreshments and prepare any handouts or materials needed.
07.02.03 The committee will work with the Public Relations committee as needed, who is coordinating the plaques and certificates.
07.02.04 The committee must obtain approval from the Executive Council on all the orientation meeting final decisions.  All approval must be obtained by the June Staff Council meeting.

07.03 MEMBERSHIP
07.03.01 The committee will consist of the committee co-chairs and at least three members of Staff Council.

07.04 MEETINGS
07.04.01 Meetings will be called at the discretion of the co-chairs on an “as needed” basis.  Meetings can be held face-to-face or electronically.
07.04.02 Minutes will be taken at every committee meeting and will be forwarded as appropriate.

08 PERKS COMMITTEE

08.01RESPONSIBILITIES
08.01.01 The Staff Council Perks committee is responsible for maintaining the list of "perks" available to Texas State University-San Marcos current and retired employees.
08.01.02 Perks include on-campus and off-campus items such as discounts and other offers. The details of the offer will be listed, and  show that the business has some type of special offer/discount available to Texas State University-San Marcos current and retired employees. The list will include a disclaimer such as “this list is being provided as a courtesy and information may change at any time. Please email Staff Council at staffcouncil@txstate.edu and/or the business for more details.”
08.01.03 The committee co-chairs are responsible for working with the Online Tech co-chairs in order to maintain the perks list on the Staff Council website.
08.01.04 The committee co-chairs are responsible for maintaining the list of contacts for the off-campus items. This would include the manager of the business, phone number, etc.
08.01.05 The Perks committee and Public Relations committee will work together to coordinate the Staff Council sponsorship of the annual Staff Wellness Fair. Upon being assigned to the Wellness Fair external committee, contact the chair of the Wellness Fair committee for more details.

08.02 PROCEDURES
08.02.01 The committee will meet within the first two months of the fiscal year with the objective of verifying the current perks list.  By the end of the fall semester, each of the perks posted on the Staff Council website will be verified or updated.
08.02.02 The co-chairs will be assigned to the external Wellness Fair committee, where they will obtain all details and instructions.

08.03 MEMBERSHIP
08.03.01 The committee shall consist of the committee co-chairs and at least three members of Staff Council.

08.04 MEETINGS
08.04.01 Meetings will be called at the discretion of the co-chairs on an “as needed” basis.  Meetings will be called with the Public Relations committee as needed to coordinate joint activities. Meetings can be held face-to-face or electronically.
08.04.02 Minutes will be taken at every committee meeting and forwarded as appropriate.

08.05 ADDITIONS TO THE PERKS LIST
08.05.01 Staff members who find new items and contact any member of Staff Council must be referred to the committee co-chairs.
08.05.02 The committee co-chairs will contact the business to verify the new item and add it to the list.

08.06 MAINTAINING AND PUBLICIZING THE PERKS LIST
08.06.01 The committee co-chairs shall see that the perks list is updated on the Staff Council web site.  The committee works closely with the work life coordinator of Human Resources to maintain a current list of perks.
08.06.02 The committee co-chairs will submit any changes to the Online Tech committee in a timely manner, who will then post them to the Staff Council website. The date of the new list shall be noted at the top and new items shall be shown in bold. Once the list is reposted, with a new date, those items shall no longer be shown in bold. The website shall also reflect the names and contact information of the committee co-chairs so that employees will know who to contact regarding additional perks they may find.
08.06.03 The committee co-chairs shall document in the monthly Staff Council meeting committee report that there have been updates to the list.

09 PUBLIC RELATIONS COMMITTEE

09.01 RESPONSIBILITIES
09.01.01 The Public Relations committee is responsible for providing content for the Staff Council corner portion of the HR bulletin on a monthly basis.
09.01.02 The Public Relations Committee and the Perks Committee are responsible for coordinating the Staff Council sponsorship of the annual Staff Wellness Fair.
09.01.03 The committee is responsible for producing posters or fliers and distributing them across campus as directed by the Council.
09.01.04 For the August meeting each year, the committee is responsible for generating certificates for outgoing council members and ordering an award for the outgoing chair. The committee will work with the Orientation committee as needed.
09.01.05 The committee will be available to participate in all activities related to publicizing Staff Council.
09.01.06 The committee will work with the Scholarships/Awards committee to maintain the scholarship and awards cabinet.

09.02 PROCEDURES
09.02.01 The committee co-chairs and committee members will work with the Staff Council chair to compile material for the Staff Council portion of the HR bulletin or any other publications.  After the content is approved by the Staff Council chair, it must be submitted by the deadline HR provides the committee.  If no content is submitted for the bulletin for a particular month, the committee shall document in the monthly Staff Council meeting committee report that there was nothing submitted for the HR bulletin.
09.02.02 The co-chairs will be assigned to the external Wellness Fair committee, where they will obtain all details and instructions. Upon being assigned to the Wellness Fair external committee, contact the chair of the Wellness Fair committee for more details.
09.02.03 The committee will coordinate the public relation materials through various departments or groups on campus (marketing, print shop) based on Staff Council activities.
09.02.04 It is recommended that the committee use a vendor to produce the plaques, certificates, etc. that has the template Staff Council uses every year. The committee will work with the treasurer to discuss the appropriate vendors to use.
09.02.05 The committee will use the formal Staff Council template to generate all letters and correspondence.
09.02.06 The committee will work with the Scholarships and Awards committee to keep the Staff Council display cabinet current at all times. The new Staff Council chair name and prior fiscal year plaques must be added no later than October 1st.

09.03 MEMBERSHIP
09.03.01 The committee consists of the committee co-chairs and at least three members of the Staff Council.

09.04 MEETINGS
09.04.01 Meetings will be called at the discretion of the co-chairs on an “as needed” basis. Meetings can be held face-to-face or electronically.
09.04.02 Minutes will be taken at every committee meeting and forwarded as appropriate.

10 SCHOLARSHIPS AND AWARDS COMMITTEE

10.01 RESPONSIBILITIES
10.01.01 The Scholarships and Awards Committee is responsible for managing scholarship and award opportunities for staff at Texas State University-San Marcos.
10.01.02 The committee will develop and fund scholarships and awards for staff employees that start and/or continue their higher education at Texas State University-San Marcos.
10.01.03 The committee must be in compliance with the UPPS 02.05.01 University Scholarship Policy.
10.01.04 The committee work with the Fundraising committee and sponsors to fund and maintain Staff Council scholarships and awards.
10.01.05 The committee will work with the Public Relations committee to keep the Staff Council cabinet current at all times.

10.02 PROCEDURES
10.02.01 The committee must submit current scholarship deadline information and other important details to the Online Tech committee, one month following of the start of the fiscal year.
10.02.02 The committee will direct any donors to the University Advancement Division. The committee and Staff Council must comply with UPPS 03.05.01. Soliciting, Accepting and Processing Gifts and Grants from Private Sources
10.02.03 Scholarship and award applicants and nominees are evaluated based on the criteria listed on the Staff Council website utilizing a matrix system.
10.02.04 The committee will work with the Public Relations committee to keep the Staff Council cabinet current at all times.  The new Staff Council chair name and prior fiscal year plaques must be added no later than October 1st.
10.02.05 Starting with the fiscal year 2012, there will be no new awards or scholarships named after an individual.

10.03 MEMBERSHIP
10.03.01 The committee will consist of the committee co-chairs and at least three members of Staff Council.

10.04  MEETINGS
10.04.01 Meetings will be called on an “as needed” basis at the discretion of the co-chairs. It is recommended that this committee meet on a monthly basis. Meetings can be held face-to-face or electronically. Meetings will be called with the Fund Raising Committee as needed to coordinate fundraisers for the purpose of raising funds for Staff Council Scholarship Awards.
10.04.02 Minutes must be taken at every committee meeting and forwarded as appropriate.

11 TRANSPORTATION AND PARKING COMMITTEE

11.01 RESPONSIBILITIES
11.01.01 The Staff Council Transportation and Parking Committee will be responsible for reviewing current and proposed university transportation and parking policies with respect to their impact on all staff.
11.01.02 The committee is committed to feedback response concerning transportation and parking issues that Texas State staff members may have and address those issues.
11.01.03 The committee is committed to bringing issues and recommendations forward at the monthly Staff Council meeting in order to determine which issues should be presented at the University Transportation and Parking Committee by the Staff Council representative.

11.02 PROCEDURES
11.02.01 The committee is responsible for providing information to the Online Tech committee co-chairs for the Staff Council website.  Issues that require feedback from the campus staff community will be posted online in order to determine the direction of action to be taken by the committee.
11.02.02 The committee co-chairs will report new transportation and parking developments to the Staff Council after attending the University Transportation and Parking Committee monthly meeting.
11.02.03 The committee will discuss and determine which issues Staff Council should present to the University Transportation and Parking Committee meeting.
11.02.04 One of the committee co-chairs shall attend the University Transportation and Parking committee meetings usually held on the last Friday of every month.

11.03 MEMBERSHIP
11.03.01 The committee will consist of the committee co-chairs and a minimum of four members of Staff Council.

11.04 MEETINGS
11.04.01 Meetings will be called on an “as needed” basis at the discretion of the co-chairs.  Meetings can be held face-to-face or electronically. It is recommended that this committee meet on a monthly basis after the University Transportation and Parking committee has met.
11.04.02 Minutes must be taken at every committee meeting and forwarded as appropriate.

12  EXECUTIVE COUNCIL

12.01 RESPONSIBILITIES
12.01.01 The Executive Council will identify issues to be addressed by Staff Council and will determine items to be placed on the agenda for regular Staff Council meetings. 
12.01.02 The Executive Council shall assist in implementing the actions of Staff Council.
12.01.03 The Executive Council shall assist the chair to serve as the spokesperson to represent the needs of Staff Council and carry out other duties as specified in the bylaws and operating procedures.
12.01.04 The Executive Council shall bring forth various issues and topics deemed important to Staff Council to the president via the special assistant to the president.

12.02 PROCEDURES
12.02.01 The Executive Council members shall bring forth agenda items.
12.02.02 The Executive Council members shall bring forth reports from their primary duties as well as respective committees or other additional assignments.
12.02.03 The Executive Council will assign members to external committees, councils and teams each year. The chair and chair-elect will determine if Staff Council should be represented. The assigned members must be submitted to the VPFSS office for the Roster of Committees, Councils and Teams by the required deadline.
12.02.04 The Executive Council will assign Staff Council members to each internal committee.
12.02.05 The Executive Council will review the recommendations put forth by Scholarship and Awards Committee.
12.02.06 The Executive Council will review the account balances provided monthly by the treasurer.

12.03 MEMBERSHIP
12.03.01 The Executive Council shall consist of the chair, chair-elect, secretary, treasurer, parliamentarian and two at-large positions elected by the Staff Council.
12.03.02 The immediate past chair may serve in an ex-officio capacity as a member of the Executive Council to assist or make recommendations as requested by the chair.

12.04 MEETINGS
12.04.01 The Executive Council shall meet monthly one week prior to the regularly scheduled Staff Council meeting.
12.04.02 Minutes must be taken at every committee meeting and forwarded as appropriate.