Effective: December 1, 2008

01 OPERATING PROCEDURES

01.01 Communication with members

01.01.01Official communication with Staff Council shall be by email. Special arrangements will be provided for members without access to email.

01.02 Agenda Setting

01.02.01 Prior to the Executive Committee Meeting, Secretary sends email to Staff Council Members requesting agenda item input for following.
 
01.02.02 Prior to the Executive Committee Meeting is the deadline for submission of agenda items to Secretary including documents scheduled for attachment to agenda.

01.02.03 The Executive Committee meets during the week prior to the next Staff Council meeting.

01.02.04 The Secretary emails agenda to all Staff Council Committee Members and all staff following the Executive Committee meeting.

 

01.03 Meetings

01.03.01Staff Council meets on the second Tuesday of each month from 10:00 AM - Noon at a location specified in the agenda.

01.03.02 Staff Council members are requested to silence their cell phones and pagers during the monthly Staff Council meetings.

01.04 Minutes

01.04.01The Secretary shall take the minutes of each Staff Council Meeting.

01.04.02The Secretary shall send a draft copy of the minutes at least one week prior to the next Staff Council meeting.

01.04.03 Staff Council Members should submit corrections to the Secretary prior to the next Staff Council meeting.

01.04.04 Following the full Council Meeting, the Secretary shall see 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

01.06.01Staff Council members shall comply with the attendance policy stated in the bylaws.

01.06.02The secretary maintains attendance records on a monthly basis and is responsible for notifying the Chair when any member has four total absences or more.

01.06.03 Staff Council members serve on at least one Staff Council standing committee. The committees meet monthly or as needed to conduct Council business. Meetings are called by the committee chair or co-chairs who provide a report of committee business at the monthly Staff Council meeting.

02 ELECTIONS COMMITTEE

02.01 RESPONSIBILITIES

02.01.01 This committee is responsible for a campus-wide nomination and election process of Staff Council members each year. The committee is also responsible for filling any vacant Staff Council seats that occur during the year.

02.02 PROCEDURES

02.02.01The call for nominations is sent out via e-mail during May of each year. When the nominations are submitted electronically online the Elections Committee will validate and confirm them.

02.02.02The confirmed names will then be placed on the appropriate online ballots. The online ballots will then be available during June each year.

02.02.03When the voting period ends the Election Committee will review the count and those elected will be notified by e-mail of their election to Staff Council. The other individuals on the ballots will be placed on an alternate list.

02.02.04All alternates will be notified of their alternate status and thanked for their interest in Staff Council.

02.03 MEMBERSHIP

The Election Committee consists of at least 5 members of the Staff Council appointed by the Council chair at the initial meeting.

03 COMPENSATION AND BENEFITS COMMITTEE

03.01 RESPONSIBILITIES

The Compensation Committee shall monitor, review, and make 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

03.02.01The committee shall familiarize itself with University Policies and Procedures that address staff compensation.

03.02.02The committee shall assist the Staff Council Chair in the preparation of any correspondence recommending changes to existing policy and procedures or recommending new policy and procedures.

03.02.03The committee chair shall prepare and distribute reports via E-mail concerning any compensation and/or benefits issues and recommendations to Staff Council members prior to the scheduled monthly meetings.

03.03 MEMBERSHIP

03.03.01The committee shall consist of the committee chair 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.

03.03.02 A representative of the Advancement for Women in Higher Education may serve as a non-voting member.

03.04 MEETINGS

03.04.01The committee meetings are held once a month. Special meetings may be called at any time by the committee chair.

04 BYLAWS/UPPS REVIEW COMMITTEE

04.01 RESPONSIBILITIES

04.01.01The Bylaws/UPPS Committee will be responsible for formalizing a UPPS comment document after Staff Council discussion, which will be sent to the Sr. Reviewer with a copy to Staff Council Chair.

04.01.02The Bylaws/UPPS Committee is committed to thoroughly reviewing the UPPSs that are reviewed and making recommendations for necessary changes.

04.01.03The Bylaws/UPPS Committee is committed to reviewing the By Laws and Operating Procedures annually and making recommendations for necessary changes. 

04.02 PROCEDURES

04.02.01The Bylaws/UPPS committee will review responses and investigate, as needed (i.e. checking with Human Resources to confirm if changes are feasible).

04.02.01If minor changes are requested, the Bylaws/UPPS Committee will submit changes to the Senior Reviewer. Request for major changes, Committee Chair will place issues on Staff Council Agenda.

04.02.03Staff Council will discuss the UPPSs being reviewed with major changes. Staff Council may accept changes or request that the comments be revisited for the next meeting.

04.02.04After the UPPS and/or comments are agreed upon, the Bylaws/UPPS Committee will be responsible for formalizing a UPPS comments document, which will be sent to the Senior Reviewer with a copy to the Staff Council Chair and Secretary.

04.02.05The Staff Council Chair confirms that the Staff Council's recommendation has been incorporated in the final UPPS document prior to approving.

05 PERKS COMMITTEE

05.01 MEMBERSHIP

05.01.01 1The committee shall consist of the committee chair and at least three members of Staff Council.

05.02 RESPONSIBILITIES

05.02.01 The Staff Council Perks Committee is responsible for maintaining the list of "perks" available to Texas State University-San Marcos employees.

05.02.02 Perks include on-campus and off-campus items such as discounts and other offers. The details of the offer will not be listed, simply that the business has some type of special offer/discount available to Texas State University-San Marcos 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 call the office and/or business for more details.”

05.02.03 The Committee Chair is responsible for working with the Secretary in order to maintain the perks list on the Staff Council website.

05.02.04 The Committee Chair is responsible for maintaining the list of contacts for the off-campus items. This would include the manager of the business, phone number, etc.

05.03 ADDITIONS TO THE PERKS LIST

05.03.01Staff members who find new items to be added must contact the Perks Committee Chair.

05.03.02The Perks Chair will contact the business to verify the new item and add it to the list.

05.04MAINTAINING AND PUBLICIZING THE PERKS LIST

05.04.01 The Perks Chair shall see that the perks list is updated on the Staff Council web site. 

05.04.02 The Perks Chair will make the changes in a timely manner and post them to the 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 not longer be shown in bold. The website shall also reflect the Perks Committee Chair so that employees will know who to contact regarding additional perks they may find.

05.04.03 The Perks Chair shall notify Staff Council during the Perks Report that there have been updates to the list. So that it does not appear that that we are advertising any particular business, the minutes will reflect only that there have been changes and that anyone interested should check the list. The Secretary should include the website address in the minutes.

06 PUBLIC RELATIONS COMMITTEE

06.01 RESPONSIBILITIES

06.01.01 At the beginning of the fiscal year, the Public Relations chair sends a list of Staff Council members to the President’s Office, the Special Assistant to the President’s Executive Assistant, and the Administrative Assistant to the Faculty Senate.

06.01.02 Each week, the Public Relations Chair receives from Human Resources a list of new staff employees. The Public Relations committee is responsible for generating a welcome letter, with the list of Staff Council members as an attachment from Staff Council to each new hire.

06.01.03 If Staff Council elects to produce an updated poster, the Public Relations committee is charged with distributing posters across campus.

06.01.04 For the August meeting each year, the Public Relations Committee generates certificates for outgoing council members and orders a plaque for the outgoing chair. They coordinate refreshments for the August meeting.

06.01.05 The Public Relations Committee assists the Elections committee by sending letters, after elections are completed, to each of the alternates. Completed letters are given to the Chair for his or her signature.

06.02 MEMBERSHIP

06.02.01 The Public Relations Committee consists of at least 3 members of the Staff Council appointed by the Chair at the September meeting.

06.02.02This committee shall involve themselves in those activities related to publicizing Staff Council.

 

07 SCHOLARSHIP AND AWARD COMMITTEE

07.01 RESPONSIBILITIES

07.01.01 Responsible for managing scholarship and award opportunities for staff at Texas State University-San Marcos.

07.01.02 Develop, maintain, and advance the aspect of scholarship awards for staff employees that start and/or continue their higher education at Texas State University-San Marcos.

07.01.03 Develop a scholarship agreement that is in line with Texas State University UPPS 02.05.01 University Scholarship Policy with basic scholarship requirements to ensure that the scholarship is awarded in proper fashion.

07.01.04 Develop, enhance and maintain the Angelika Lester Wahl Staff Council Award for Enhancing Diversity, the Miguel N. Hernandez Staff Council Scholarship Award, the Earl L. Moseley, Jr. Staff Council Community Service Award, and the Tina G. Schultz Staff Council Excellence Award.

07.01.05 Develop and enact fundraising activities with the Fundraising Committee to raise monies for the funding of the Staff Employee Scholarship Award and the Staff Council Employee Excellence Award.

07.02 MEMBERSHIP

07.02.01 The Scholarship and Awards committee will consist of at least 3 voluntary members of the Staff Council membership.

07.03 MEETINGS

07.03.01 Meetings will typically be once a month to check the progress of ongoing project and issues. Meetings may be called more often if deemed necessary. Meetings will be called with the Fund Raising Committee as needed to coordinate fundraisers for the purpose of raising funds for Staff Employee Scholarship Awards

08. PARKING AND TRANSPORTATION COMMITTEE

08.01 RESPONSIBILITIES

08.01.01 Review current and proposed university parking and transportation policies with respect to their impact on all staff

08.01.02 Conduct or interpret surveys to determine parking and transportation issues that Texas State staff members may have and address those issues

08.01.03 Bring issues and recommendations forward to the Staff Council membership in general so that those issues deemed appropriate can be brought to the attention of the University Parking Committee by the Staff Council representative on that committee

08.02 MEMBERSHIP

08.02.01 Minimum of four members to be selected at the beginning of each fiscal year

08.02.02 Committee chair shall attend the University Parking Committee meetings usually held on the last Friday of every month

08.02.03 At least one alternate University Parking Committee Staff Council shall be selected from the committee members in the event that the committee chair cannot attend

08.03 MEETINGS

08.03.01 Typically meetings will be about once a month after the University Parking and Transportation Committee has met. Others may be called as deemed necessary.

09. ON-LINE RESOURCES

09.01 RESPONSIBILITIES

09.01.01 Facilitates all electronic communication procedures and other technologicalprocedures involving the Staff Council

09.01.02 Assist with the maintenance of the Staff Council website

09.01.03 Work with other Staff Council committees to facilitate their technological needs

09.02 MEMBERSHIP

09.02.01 Three Staff Council members selected at the beginning of the fiscal year: Chair of the Perks Committee, Secretary of Staff Council, Technology Resources Consultant

09.03 MEETINGS

09.03.01 Minimum of 4 meetings per year and others as necessary

10. FUNDRAISING COMMITTEE

10.01 RESPONSIBILITIES

10.01.01 The Fundraising Committee shall oversee the fundraising efforts geared towards making revenue to fund the Staff Council Scholarship.

10.02 MEMBERSHIP

10.02.01 The committee shall consist of the committee chair and at least three members of the Staff Council

10.03 MEETINGS

10.03.01 The committee meetings are held once a month. Special meetings may be called at any time by the committee chair.

10.04 PROCEDURES

10.04.01 The committee shall familiarize itself with University Policies and Procedures that address fundraising

10.04.02 The committee shall develop and coordinate ideas related to fundraising

10.04.03 The committee chair shall prepare and distribute reports via e-mail concerning any fundraising ideas and recommendations to Staff Council members prior to the scheduled monthly meetings.

11. ORIENTATION COMMITTEE

11.01RESPONSIBILITIES

11.01.01 The Orientation Committee shall plan, prepare, and execute the arrangements for the Orientation Meeting held each August.

11.02 MEMBERSHIP

11.02.01 The committee shall consist of the committee chair and at least three members of Staff Council.

11.03 PROCEDURES

11.03.01The committee will meet starting in May to plan the agenda, activities, and food for the meeting.

11.03.02 The committee shall make all necessary arrangements for the location and food as well as prepare any handouts or materials needed.