Operating Procedures
Effective:July 24, 2001
OPERATING PROCEDURES FOR UNIVERSITY STAFF COUNCIL
01 OPERATING PROCEDURES
01.01 Communication with members
01.01.0 1Official 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 On Wednesday prior to the Executive Committee Meeting, Chair sends email to Staff Council Members requesting agenda item input for following.
01.02.02 The Friday prior to the Executive Committee Meeting is the deadline for submission of agenda items to Chair including documents scheduled for attachment to agenda.
01.02.03 The Executive Committee meets (in JCK 880) first Tuesday of each month.
01.02.04 By 4:00 on the Friday following the Executive Committee Meeting, Chair emails agenda to allStaff Council Committee Members and all staff.
01.03 Meetings
01.03.01 Staff Council meets on the second Tuesday of each month from 10:00 AM - Noon in the Faculty Senate Room, JCK Room 880.
01.04 Minutes
01.04.01 The Secretary shall take the minutes of each Staff Council Meeting.
01.04.02 The Secretary shall send a draft copy of the minutes by the 3rd Tuesday of the month.
01.04.03 Staff Council Members should submit corrections to the Secretary by 4th Tuesday of the month.
01.04.04 If corrections are received, the Secretary shall send a second draft copy of the minutes by the 1st Tuesday of the month.
01.04.05 Friday following the Full Council Meeting, the Secretary shall send the approved minutes fromthe past month's meeting to all Staff Council members and concerned parties.
01.04.06 Friday following the Full Council Meeting, the Staff Council Webmaster shall post the approved minutes from the past month's meeting.
01.05 Ground Rules
01.05.01 Staff Council will operate with member approved Ground Rules (see Attachment #I).
01.06 Attendance
01.06.01 Staff Council has an attendance policy in the Bylaws requiring the Appeals Process to be reviewed by the Executive Committee (See Attachment II).
01.06.02 The secretary maintains attendance records on a monthly basis and is responsible for notifying the Chair when any member has three total absences or more.
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.
02.01.02 The committee is also responsible for filling any vacant Staff Council seats that occur during the year.
02.02 PROCEDURES
02.02.01 Two sets of labels are ordered through the Personnel Office, one for the nomination forms and the other for the ballots.
02.02.02 The nomination forms are sent out by April 1 of each year. When these forms are returned, the Election Committee will contact the individuals to confirm their nomination.
02.02.03 The confirmed names will then be placed on the appropriate ballots. The ballots will then be sent out by May 1.
02.02.04 When the ballots are returned, the Election Committee will count the votes and those elected will be notified by phone of their election to Staff Council. The other individuals on the ballots will be placed on an alternate list.
02.02.05 All alternates will be notified of their alternate status and thanked for the interest in Staff Council.
02.03 MEMBERSHIP
The Election Committee consists of 5 members of the Staff Council appointed by the Council chair at the initial meeting.
03 COMPENSATION AND BENEFITS COMMITTEE
03.01 MISSION
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 RESPONSIBILITIES
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 policy and procedures or recommending new policy and procedures.
03.02.03 The 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
03.03.01 The committee shall consist of the committee chair and three members of Staff Council. A non-voting member from the office of Personnel may be appointed by the Director of Personnel as needed.
03.03.02 A representative of the Advancement for Women in Higher Education's Salary Equity committee may serve as a non-voting member.
03.04 MEETINGS
03.04.01 The committee meetings are held once a month.Special meetings may be called at anytime by any member of the committee.
04 UPPS REVIEW COMMITTEE
04.01 RESPONSIBILITIES
04.01.01 The Staff Council UPPS Committee is responsible for scheduling a review calendar based on the 26 month review calendar distributed by Institutional Research and Planning (IRP). This calendar is set up 12 months at a time and is updated monthly by the Admin. Asst. in the Executive Vice President's office.
04.01.02 The UPPS Committee will be responsible formalizing a UPPS comment document after Staff Council discussion, which will be sent to the Sr. Reviewer with a copy to Staff Council Chair.
04.01.03 The UPPS Committee is committed to thoroughly reviewing the UPPSs that are reviewed and making recommendations for necessary changes.
04.02 UPPS Review Procedures
04.02.01 The Chair of the UPPS Committee notifies all Staff Council members of UPPS numbers to review.
04.02.02 All Staff council members should review these UPPS's and forward any comments in writing to the Chair of the UPPS Committee by the specified deadline.
04.02.03 The UPPS committee will review responses and investigate, as needed (i.e. checking with the Personnel Office to confirm if changes are feasible).
04.02.04 If minor changes are requested, the UPPS Committee will submit changes to the Senior Reviewer with copies to Staff Council members. Request for major changes, Committee Chair will place issues on Staff Council Agenda.
04.02.05 Staff 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.
04.02.06 After the UPPS and/or comments are agreed upon, the 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.
04.02.07 The 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 RESPONSIBILITIES
05.01.01 The Staff Council Perks Committee is responsible for maintaining the list of "perks" available to SWT employees.
05.01.02 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 SWT 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.
05.01.03 The Committee Chair is responsible for working with the Staff Council Webmaster in order to maintain the perks list on the Staff Council website.
05.01.04 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.
05.02 ADDITIONS TO THE PERKS LIST
05.02.01 Staff members who find new items to be added must contact the Perks Committee Chair.
05.02.02 The Perks Chair will contact the business to verify the new item and add it to the list.
05.03 VERIFYING THE PERKS LIST
The Perks Committee will verify each item on the list twice annually in October and April.
05.03.01 The committee will verify on-campus items UPPS's or any other means necessary.
05.03.02 The committee will verify off-campus items by contacting the manager (or other contact person in our files) and determining that the offer is still in effect.
05.04 MAINTAINING AND PUBLICIZING THE PERKS LIST
05.04.01 The Perks Chair shall notify the Staff Council Webmaster of all changes (additions/deletions/changes).
05.04.02 The Staff Council Webmaster 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 WEBMASTER
06.01 RESPONSIBILITIES
06.01.01 The webmaster is responsible for maintaining the official Staff Council web pages.
06.01.02 The Staff Council web page address is http://www.txstate.edu/staffcouncil and the pages are stored on the SWT mainframe at www_user:[staffcouncil]. Access to this area is granted through Computing Services.
06.02 UPDATES TO THE WEB PAGE
06.02.01 On a monthly basis, the webmaster posts the approved minutes and makes any necessary changes to the member roster and committee assignments.
06.02.02 As requested by the Chair, the webmaster posts correspondence, reports, updates to the perks or acronyms lists, and/or other materials pertinent to the work of Staff Council.
06.02.03 The webmaster monitors the entire Staff Council web site and fixes broken hyperlinks on an as-needed basis.
07 PUBLIC RELATIONS COMMITTEE
07.01 RESPONSIBILITIES
07.01.01 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.
07.01.02 Each week, the Public Relations Chair receives from the Personnel Office 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.This is done each week and the number of letters sent out is reported at each monthly meeting.
07.01.03 The Public Relations Committee produces nameplate for each Staff Council member. Nameplates are stored in thr Council's filing cabinet and are used during Staff Council meetings.
07.01.04 If Staff Council elects to produce an updated poster, the Public Relations committee is charged with distributing posters across campus.
07.01.05 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.
07.01.06 The Public Relations Committee assists the Elections committee by sending letters, after reflections are completed, to each of the alternates. Completed letters are given to the Chair for his or her signature.
07.02 MEMBERSHIP AND ROLE
07.02.01 The Public Relations Committee consists of 3 members of the Staff Council appointed by the Chair at the September meeting.
07.02.02 This committee shall involve themselves in those activities related to publicizing Staff Council.
OPERATING PROCEDURES FOR UNIVERSITY STAFF COUNCIL
01 OPERATING PROCEDURES
01.01 Communication with members
01.01.0 1Official 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 On Wednesday prior to the Executive Committee Meeting, Chair sends email to Staff Council Members requesting agenda item input for following.
01.02.02 The Friday prior to the Executive Committee Meeting is the deadline for submission of agenda items to Chair including documents scheduled for attachment to agenda.
01.02.03 The Executive Committee meets (in JCK 880) first Tuesday of each month.
01.02.04 By 4:00 on the Friday following the Executive Committee Meeting, Chair emails agenda to allStaff Council Committee Members and all staff.
01.03 Meetings
01.03.01 Staff Council meets on the second Tuesday of each month from 10:00 AM - Noon in the Faculty Senate Room, JCK Room 880.
01.04 Minutes
01.04.01 The Secretary shall take the minutes of each Staff Council Meeting.
01.04.02 The Secretary shall send a draft copy of the minutes by the 3rd Tuesday of the month.
01.04.03 Staff Council Members should submit corrections to the Secretary by 4th Tuesday of the month.
01.04.04 If corrections are received, the Secretary shall send a second draft copy of the minutes by the 1st Tuesday of the month.
01.04.05 Friday following the Full Council Meeting, the Secretary shall send the approved minutes fromthe past month's meeting to all Staff Council members and concerned parties.
01.04.06 Friday following the Full Council Meeting, the Staff Council Webmaster shall post the approved minutes from the past month's meeting.
01.05 Ground Rules
01.05.01 Staff Council will operate with member approved Ground Rules (see Attachment #I).
01.06 Attendance
01.06.01 Staff Council has an attendance policy in the Bylaws requiring the Appeals Process to be reviewed by the Executive Committee (See Attachment II).
01.06.02 The secretary maintains attendance records on a monthly basis and is responsible for notifying the Chair when any member has three total absences or more.
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.
02.01.02 The committee is also responsible for filling any vacant Staff Council seats that occur during the year.
02.02 PROCEDURES
02.02.01 Two sets of labels are ordered through the Personnel Office, one for the nomination forms and the other for the ballots.
02.02.02 The nomination forms are sent out by April 1 of each year. When these forms are returned, the Election Committee will contact the individuals to confirm their nomination.
02.02.03 The confirmed names will then be placed on the appropriate ballots. The ballots will then be sent out by May 1.
02.02.04 When the ballots are returned, the Election Committee will count the votes and those elected will be notified by phone of their election to Staff Council. The other individuals on the ballots will be placed on an alternate list.
02.02.05 All alternates will be notified of their alternate status and thanked for the interest in Staff Council.
02.03 MEMBERSHIP
The Election Committee consists of 5 members of the Staff Council appointed by the Council chair at the initial meeting.
03 COMPENSATION AND BENEFITS COMMITTEE
03.01 MISSION
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 RESPONSIBILITIES
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 policy and procedures or recommending new policy and procedures.
03.02.03 The 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
03.03.01 The committee shall consist of the committee chair and three members of Staff Council. A non-voting member from the office of Personnel may be appointed by the Director of Personnel as needed.
03.03.02 A representative of the Advancement for Women in Higher Education's Salary Equity committee may serve as a non-voting member.
03.04 MEETINGS
03.04.01 The committee meetings are held once a month.Special meetings may be called at anytime by any member of the committee.
04 UPPS REVIEW COMMITTEE
04.01 RESPONSIBILITIES
04.01.01 The Staff Council UPPS Committee is responsible for scheduling a review calendar based on the 26 month review calendar distributed by Institutional Research and Planning (IRP). This calendar is set up 12 months at a time and is updated monthly by the Admin. Asst. in the Executive Vice President's office.
04.01.02 The UPPS Committee will be responsible formalizing a UPPS comment document after Staff Council discussion, which will be sent to the Sr. Reviewer with a copy to Staff Council Chair.
04.01.03 The UPPS Committee is committed to thoroughly reviewing the UPPSs that are reviewed and making recommendations for necessary changes.
04.02 UPPS Review Procedures
04.02.01 The Chair of the UPPS Committee notifies all Staff Council members of UPPS numbers to review.
04.02.02 All Staff council members should review these UPPS's and forward any comments in writing to the Chair of the UPPS Committee by the specified deadline.
04.02.03 The UPPS committee will review responses and investigate, as needed (i.e. checking with the Personnel Office to confirm if changes are feasible).
04.02.04 If minor changes are requested, the UPPS Committee will submit changes to the Senior Reviewer with copies to Staff Council members. Request for major changes, Committee Chair will place issues on Staff Council Agenda.
04.02.05 Staff 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.
04.02.06 After the UPPS and/or comments are agreed upon, the 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.
04.02.07 The 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 RESPONSIBILITIES
05.01.01 The Staff Council Perks Committee is responsible for maintaining the list of "perks" available to SWT employees.
05.01.02 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 SWT 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.
05.01.03 The Committee Chair is responsible for working with the Staff Council Webmaster in order to maintain the perks list on the Staff Council website.
05.01.04 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.
05.02 ADDITIONS TO THE PERKS LIST
05.02.01 Staff members who find new items to be added must contact the Perks Committee Chair.
05.02.02 The Perks Chair will contact the business to verify the new item and add it to the list.
05.03 VERIFYING THE PERKS LIST
The Perks Committee will verify each item on the list twice annually in October and April.
05.03.01 The committee will verify on-campus items UPPS's or any other means necessary.
05.03.02 The committee will verify off-campus items by contacting the manager (or other contact person in our files) and determining that the offer is still in effect.
05.04 MAINTAINING AND PUBLICIZING THE PERKS LIST
05.04.01 The Perks Chair shall notify the Staff Council Webmaster of all changes (additions/deletions/changes).
05.04.02 The Staff Council Webmaster 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 WEBMASTER
06.01 RESPONSIBILITIES
06.01.01 The webmaster is responsible for maintaining the official Staff Council web pages.
06.01.02 The Staff Council web page address is http://www.txstate.edu/staffcouncil and the pages are stored on the SWT mainframe at www_user:[staffcouncil]. Access to this area is granted through Computing Services.
06.02 UPDATES TO THE WEB PAGE
06.02.01 On a monthly basis, the webmaster posts the approved minutes and makes any necessary changes to the member roster and committee assignments.
06.02.02 As requested by the Chair, the webmaster posts correspondence, reports, updates to the perks or acronyms lists, and/or other materials pertinent to the work of Staff Council.
06.02.03 The webmaster monitors the entire Staff Council web site and fixes broken hyperlinks on an as-needed basis.
07 PUBLIC RELATIONS COMMITTEE
07.01 RESPONSIBILITIES
07.01.01 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.
07.01.02 Each week, the Public Relations Chair receives from the Personnel Office 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.This is done each week and the number of letters sent out is reported at each monthly meeting.
07.01.03 The Public Relations Committee produces nameplate for each Staff Council member. Nameplates are stored in thr Council's filing cabinet and are used during Staff Council meetings.
07.01.04 If Staff Council elects to produce an updated poster, the Public Relations committee is charged with distributing posters across campus.
07.01.05 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.
07.01.06 The Public Relations Committee assists the Elections committee by sending letters, after reflections are completed, to each of the alternates. Completed letters are given to the Chair for his or her signature.
07.02 MEMBERSHIP AND ROLE
07.02.01 The Public Relations Committee consists of 3 members of the Staff Council appointed by the Chair at the September meeting.
07.02.02 This committee shall involve themselves in those activities related to publicizing Staff Council.