I. Purpose
The Staff Senate contributes to the success of Missouri State University by supporting the University's mission of developing educated persons.
The purpose of the Staff Senate is to represent the staff employees as a fact-finding, deliberative and consultative body that makes studies, reports and recommendations on behalf of its constituency. Representatives serve to foster the growth and welfare of the staff.
The Staff Senate is a recognized part of the University system and has representation on University committees and participates in meetings of the Board of Governors.
II. Objectives
The following objectives serve to support the primary purpose of the Senate
- Foster a spirit of unity and cooperation among all employees and the University community
- Enhance communication between faculty, staff, students, administration and the Board of Governors
- Maximize use of talents and resources of the staff
- Develop and strengthen skills and professionalism among staff
- Emphasize importance of staff contributions to the University
- Communicate staff perspective in decision-making processes of the University
- Support and promote the Public Affairs Mission of the University
III. Membership
Staff Senate is comprised of senators who are University staff employees along with two representatives of the Faculty Senate and the Student Government Association.
Members serve three-year terms and may not serve consecutive terms unless the area represented by the member fails to yield any other volunteer to fill the vacant seat. Terms are staggered so that approximately one-third of the Senate is replaced each year. Terms on the Senate begin July 1 and end June 30.
The unexpired portion of a member's term becomes vacant upon his/her death, permanent incapacitation, termination of service with the University or resignation. The Senate may remove a Senator by a two-thirds vote of the Senate. The Chairperson may move for a removal of a Senator after three consecutive absences.
Each senator casts one vote (the faculty and student representatives are non-voting members) and, except as otherwise stated in the bylaws, decisions of the Senate require a simple majority vote.
IV. Representation
A. Types of Senators
There are two types of senators in the Staff Senate: divisional and occupational.
Divisional senators represent the major unit to which they report. One Senate seat is assigned to each major unit of Missouri State University-Springfield, including the presidential and vice presidential units.
Occupational senators represent the major occupational category in which their position is classified. Major occupational categories are defined in the Employee Handbook. Each occupational category that contains at least one full-time staff member shall have at least one Senate seat. An additional Senate seat will be allocated for every one hundred full-time staff members within an occupational category.
B. Reapportionment of Senators
The Executive Committee reapportions representatives each annual recruitment period. Divisional representatives will be determined by the number of major units, and occupational representatives will be determined by the number of full-time staff in each major occupational category.
C. Non-voting Representatives
One representative from Faculty Senate and one representative from Student Government Association will be appointed by their respective organizations to serve as non-voting members.
V. Appointment of Representatives
To serve on the Staff Senate, a person must have been employed full time for at least one year in a staff position belonging to the constituency group she/he seeks to represent.
Annual recruitment for the Senate is published campus-wide by March 15, and staff are invited to volunteer for membership. Volunteers must obtain an application form from the Senate and submit the completed form by April 15. New senators are strongly encouraged to attend the June meeting for orientation.
New Senate appointments, filling expiring or vacant terms, are randomly selected during a regular or special Senate meeting from staff members who have volunteered to serve. Applications are screened for completeness and validity by the Executive committee or other committee of the Senate. New members are chosen randomly from the eligible volunteer pool for each constituency group. Applications from volunteers are carried over until the next recruitment period. Approval by two-thirds of the Senate is necessary for appointment.
Vacancies occurring from causes other than the expiration of terms are filled from the eligible volunteer pool randomly selecting from the constituency group left vacant. In the event that the category is empty or all applicants decline, the chairperson will have the authority to recommend someone to fill the vacancy. The recommendation must be within the area left vacant. Approval by two-thirds of the Senate is necessary for appointment.
When a vacancy occurs, either in the representation of a manpower code or division, the Chairperson may reallocate a current, qualified senator to another constituency group to fill that vacancy, prior to soliciting volunteers for the vacant Senate seat. A senator assigned to fill a vacancy would complete his/her original three year term in that vacant position.
New members appointed to serve remaining terms left vacant shall serve the remainder of the current year (to June 30) plus an additional two years thereafter. This will allow the individual to serve as an officer if so desired.
The Senate may, by two-thirds vote, reject the application of any volunteer for a Senate seat.
VI. Officers and Duties
Officers of the Staff Senate consist of a chairperson, chairperson-elect, and secretary. They are elected by the Senate at the first regular meeting after the annual appointment/election of new members.
All officers serve one-year terms. The secretary may serve for two consecutive terms.
- Chairperson
- Presides over meetings of the Senate
- Acts as a spokesperson for the Senate
- Represents the Senate at meetings of the Board of Governors
- Appoints committees and committee chairpersons and delegates tasks to committees or individual members
- Accounts to the Missouri State administration for funds spent or requested by the Senate
- Reports to the members of the Staff Senate on the status of the budget
- Serves as a non-voting Senate advisor on the Senate for one month after the expiration of his/her term to assist the new chairperson.
- Chairperson-elect
- Becomes chairperson at the expiration of the current chairperson's term
- Fulfills the unexpired portion of the chairperson's term in the event of a vacancy in that position
- Assumes the chairperson's duties in the absence of, or at the request of, the chairperson
- Assists the chairperson as needed
- Secretary
- Acts as recorder for Senate meetings, maintaining a record of Senate business
- Maintains current and past versions of the Senate Bylaws, with a dated record of all changes
- Publishes approved revisions of the Bylaws and distributes copies as needed
- Handles other communications as specified by the Senate
VII. Committees
Standing committees of the Staff Senate shall be:
- Bylaws
- Budget and Priorities
- Public Affairs
- Website Administration
- Public Relations
- Veterans Recognition
- Denim Day
Members of standing committees can be Senate members or staff members at large.
Standing and ad hoc committees are appointed as necessary. Representatives may decline to serve on a particular committee.
Committee chairpersons shall report verbally to the Staff Senate and, upon completion of the task assigned, furnish the secretary with a written summary of the group's activities for inclusion in the Senate's historical record.
VIII. Meetings
The first Staff Senate meeting of a new term is an organizational meeting. It is chaired by the outgoing chairperson during the election of new officers. After the election, the past year's chairperson-elect assumes the chairperson's duties for the remainder of the meeting.
A tentative meeting schedule for the coming year is determined at the organizational meeting. Additionally, the chairperson for the Budget and Priorities Committee shall be appointed by the Staff Senate chairperson at this meeting.
The Senate meets formally at least once per month (usually the first Thursday). Any items requiring Senate approval must be voted on during this meeting.
The formal meeting consists of discussing the items which have been placed on the agenda. Attendance at the formal meeting is mandatory. However, any senator or representative who cannot attend the monthly meeting should appoint a substitute to attend in his/her place. Such substitute must be chosen from the same representative group as the absent senator or representative. A substitute will have the full rights and privileges of a Senator for the duration of that meeting.
At the discretion of the chairperson or request from a Senate member, an informal meeting may be added for later that month. Items of discussion may be placed on the agenda for the following formal meeting. All other requests to be placed on the agenda will need to be submitted at least 14 days prior to the next meeting. Attendance at the informal meeting is voluntary but strongly encouraged. All meetings of the Senate are open to the campus community.
Attendance by a majority of the Senate members constitutes a quorum. No official action can be taken without a quorum.
Anyone attending Staff Senate meetings may ask to be recognized by the chairperson to participate in discussions; however, only senators can make or second motions.
Voting generally is conducted by voice vote or by show of hands. Upon the request of any Senate member, a roll call vote is conducted and recorded, or the vote is taken by secret ballot. A simple majority vote of the senators in attendance is necessary for motions not covered elsewhere in the Bylaws.
Robert's Rules of Order apply when the Staff Senate Bylaws do not cover a particular issue or topic. The current chairperson shall appoint a parliamentarian to help with procedure. The parliamentarian may be the previous year's chairperson or a staff member with one year experience as a committee chairperson.
IX. Financing
Administration of the budget established for reasonable expenses incurred by the Staff Senate is the responsibility of the Senate chairperson.
X. Procedures for Amending the Bylaws
A proposed amendment to the Senate Bylaws can be presented in writing by a Senate member at any regular meeting. The amendment will be forwarded to the Bylaws Committee for study. The chairperson of the Bylaws Committee will report on the amendment, its impact on other portions of the Bylaws, and the implications for other amendments currently being studied, at the next regular meeting of the Staff Senate, at which time an action will be taken.
Amendments require a two-thirds majority vote of the Senate members to pass.
Upon approval by the Senate, the amendment is forwarded to the University President for approval. If approved, the amendment becomes part of the Bylaws.
(Revised September 7, 2006)