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Unclassified Senate
KU Unclassified Senate By-Laws

 

UNIVERSITY OF KANSAS

Unclassified Senate Rules and Regulations


Approved by vote of unclassified staff - February 2009

The University of Kansas is an educational institution governed by the state Board of Regents composed of students, faculty, University Support staff, unclassified academic staff, and unclassified professional staff working cooperatively in support of the mission of higher education.

Article I. Name
Article II. Purpose
Article III. Senate Electorate Defined: Unclassified Professional Staff Voting Rights
Article IV. Senate Eligibility
Article V. Composition of the Senate
Article VI. Senate Structure and Functions
Article VII. Senate Executive Council
Article VIII. Senate Officers
Article IX. Committees
Article X. University Governance and University Committee Representation
Article XI. Observers/Consultants
Article XII. Conduct and Attendance of Senate Members
Article XIII. Rules of Order
Article XIV. Amendments


Article I. Name

The name of this organization shall be the Unclassified Senate (hereinafter "Senate") of the University of Kansas (hereinafter "University").


Article II. Purpose

The Senate exists to

  1. Represent the interests of all unclassified professional staff employees of the University of Kansas (Lawrence and Edwards campuses)
  2. Foster closer cooperation and exchange among members
  3. Serve as a forum for member presentation and discussion of common concerns of employment (e.g., opportunities for professional development, salaries/benefits, evaluation standards and procedures)
  4. Provide a formal mechanism for communicating common concerns to appropriate University or State officials.
  5. Facilitate the interaction and professional development of all unclassified professional staff by sponsoring educational workshops and programs involving managerial skill building, networking, training, and such other areas as may prove of interest to the membership, so that they may better serve the University
  6. Serve as a liaison between the membership and that of the Faculty Senate and University Support Staff Senate.
  7. Facilitate the interaction of unclassified professional staff by conducting various social activities annually.

The Senate will not act in an advocacy role in any specific employee/employer dispute within the University, nor will it assume the role of arbitrator in any such matter.


Article III. Senate Electorate Defined: Unclassified Professional Staff Voting Rights

All unclassified professional staff of the University, except temporary employees, shall constitute the electorate of the Senate. Any member of the electorate shall have the right to nominate and to vote for the candidate(s) for Senator to represent any category, and to vote in any special elections held in connection with Senate activities as provided by this Constitution.

Any member of the electorate shall have the opportunity to serve on committees. No person shall be excluded from membership on the basis of race, religion, color, sex, disability, national origin, age, ancestry, veteran's status, sexual orientation, marital status, or parental status.


Article IV. Senate Eligibility

Eligibility for election to the Senate shall be extended to all members of the electorate as defined in Article III above. No unclassified professional staff member shall at any time represent a category as a Senator unless said person is a member of that category, except as described in V.2, paragraph 2.


Article V. Composition of the Senate

Section 1. Composition

The Senate shall be composed of no fewer than thirty (30) Senators chosen by the electorate as provided by this code, as well as the offices of the President, President-Elect, and Past President. Representatives of Human Resources/Equal Opportunity and the Faculty, University Support, and Student Senate Executive Committees will be ex-officio, non-voting members.

Section 2. Representation and Number

The senators, each having one vote in the Senate, shall be elected by the members of the electorate. Each category will be represented by one senator for every fifty (50) unclassified professional staff members in the category. Although Senators are elected to represent categories, each Senator should be readily available and open to the needs of all unclassified professional staff employees at the University if called upon to do so.

In the event that the number of nominees from a category does not provide the desired representation for the category, the Executive Council will make every effort to increase the number of senate nominees for that category. If that effort fails and the membership of the Senate would fall below thirty (30), the Executive Council will inform unclassified staff that at-large senators will be elected to ensure the required minimum of thirty (30) members of the Senate.

The population count for each category shall be re-evaluated in January of even years by the Elections Committee. In the event of a population increase or decrease of fifty (50) members, the representation for that category will change accordingly.

The President-Elect, Secretary, Treasurer, Standing Committee Chairpersons and University Senate Voting Representative, each having one vote in the Senate, shall be elected in accordance with Article VIII, Section 2.

Following any general election, seats remaining vacant will be filled with a member of the electorate from within that category at the discretion of the Executive Council in a manner consistent with Article VI, Section 3, and existing only until the next general election.

Section 3. Categories by major divisions of the University

  • Administrative
  • Academic
  • Research
  • Information Services
  • Student Success


Article VI. Senate Structure and Functions

Section 1. Term of Office

The term of office shall be three years, beginning at the first full Senate meeting in May, with one-third of the Senate elected each year in order to ensure overlapping terms.

In the event that a sitting senator changes categories due to a new position, the senator will complete his/her term in the elected category.

Section 2. Election Procedure

During the month of April, the electorate shall elect as many Senators for the next term as there are terms that will expire at the first full Senate meeting of May, taking into account any reductions or additions required as a result of changes in the number of staff in each category in accordance with Article V, section 2. This process will be under the direction of the Senate Executive Council as provided in Article VII. Those persons receiving the most votes in the elective process are considered duly elected to represent that constituency. If for any reason the individual receiving the most votes declines his/her elective office, the next individual receiving the most votes will be contacted to serve. Ties will be settled by the flip of a coin. Election of Senate officers will be held in accordance with Article VII, section 2.

Section 3. Filling of Vacancies

Vacant terms shall be filled by appointment by the Senate President with the consent of a majority of the Executive Council.

The following appointment guidelines are recommended: 1) closest contender within the category in last election, 2) volunteers within the category.

Section 4. Meetings: Quorums

The Senate shall meet a minimum of three times each semester and once during the summer at a time and place specified by the President. The quorum for Senate meetings shall be a majority of those seats filled.

Section 5. Duties: Privileges

The Senate may address any matter of concern to unclassified professional staff employees not prohibited in Article II above.

Section 6. Disbursement of Funds

Spending decisions will be made by a vote of the Executive Council. A simple majority of the council members present is needed to approve spending. In the event that a spending decision needs to be made quickly, the President has the authority to authorize spending. The President shall report on unilateral spending decisions to the Executive Council at the next meeting if not sooner.


Article VII. Senate Executive Council

Section 1. Composition of Executive Council

The Senate Executive Council shall consist of the Senate President, President-Elect, Past President, Senate Secretary, Senate Treasurer, the University Senate Voting Representative and Chairs of the Standing Committees. Representatives of Human Resources/Equal Opportunity and the Faculty, University Support Staff, and Student senates will be ex-officio, non-voting members.

Section 2. Term of Office

Executive Council members shall serve a term of one year, beginning the first full Senate meeting in May.
The person elected to the President-Elect position shall serve one year in that position, one year as President, and one year as Past President.

Chairpersons of the Standing Committees shall be elected to a serve a 2-year term. In the event the Chairperson is not re-elected during the second year of that term, a new chair will be elected according to Article VIII, Section 2.

Section 3. Frequency of meeting: Quorum

The Senate Executive Council shall meet monthly during the academic year and twice during the summer. Special Executive Council meetings may be called by the President. A quorum shall consist of a majority of the members of the Executive Council.

Section 4. Duties: Privileges

The Senate Executive Council shall ensure that all functions of the Senate are carried out expeditiously and in accordance with the provisions of these Rules and Regulations.

The Senate Executive Council shall act for the Senate on personnel-related issues, such as clarification of grievance procedures and salary equity studies. The Senate Executive Council shall act on the behalf of the Senate in those situations and on those matters requiring immediate attention and any action taken by the Council shall be considered as if passed by the Senate itself. The Executive Council shall report any such action at the next Senate meeting, and its action shall be over-ridden only by a two-thirds vote of the Senate.

Section 5. Vacancies

Vacancies in the Senate Executive Council shall be elected by majority vote at the next regular or special Senate meeting. The person elected shall serve for the remainder of the unexpired term.

Section 6. Attendance

Two consecutive unexcused absences of Executive Council meetings shall result in the removal of a senator from the Executive Council. The senator shall be notified in writing and shall have fifteen (15) days to make a written appeal to the Senate. The matter will be decided by a simple majority vote of members present at the meeting. An absence may be excused by the President upon receipt of a written or verbal request either before or within five days after the absence.


Article VIII. Senate Officers

Section 1. Define Officers

The Senate shall have a President, a President-Elect, Past President, a Secretary, and a Treasurer.

Section 2. Election of Officers

Candidates for President-Elect, Secretary and Treasurer will be nominated by the full Senate at its meeting in March and voted into office by the electorate in April. Candidates for officers also may be drawn from the general membership with a written petition to the Senate by the last day of March containing signatures of ten percent (10%) of the electorate.

Chairpersons of the Standing Committees and the University Senate Voting Representative will be nominated and elected by the full incoming Senate at the transition meeting in May.

Section 3. Senate President

The President of the Senate shall preside over all Senate and Executive Council meetings and shall act as the official representative of the Senate. The President shall have the right to authorize payment of expenditures.

The President shall represent the electorate as an ex-officio, non-voting member of the University Senate and the University Senate Executive Committee and in regular meetings with the Provost.
The President shall recommend unclassified professional staff to university and governance committees after consultation with the Executive Council.

Section 4. Senate President-Elect

The President-Elect of the Senate shall assume the duties of the President in the event of the latter's absence or incapacitation. Upon election to the office of President-Elect, the category seat in the Senate of the Senator so elected shall be considered vacant and shall be filled according to Article VI, Section 3. The President-Elect shall hold a voting seat in the University Senate.

Section 5. Senate Secretary

The Secretary of the Senate shall keep minutes of all meetings of the Senate and of the Executive Council, and shall carry on official correspondence as directed by the Senate, Executive Council or President. The Secretary shall be responsible for monitoring attendance at Senate meetings.

Section 6. Senate Treasurer

The office of Treasurer is established to handle Senate fiscal records, process invoices as needed, make monetary disbursements as directed by the Executive Council, submit an annual report to the Senate, and provide financial reports at all full Senate meetings.

Section 7. Immediate Past President

The Immediate Past President, in order to establish continuity in the office of president, shall provide advice as needed at Senate and Executive Council meetings. This position does not have voting authority unless the holder is currently a senator. The Immediate Past President shall hold a voting seat in the University Senate.

Section 8. SenEx Representation

The President or the Immediate Past President shall attend SenEx meetings as the official representative of the electorate.


Article IX. Committees

Section 1. Standing Committees

The Senate shall have the following standing committees, each composed of at least three persons:

  • Professional Development
  • Public Relations
  • Governance and Representation
  • Elections

Members of these committees are comprised of volunteers from the Electorate.

Section 2. Standing Committee Chairpersons

The Chair of each committee will be elected according to Article VIII, section 2 to serve a two-year term. Standing Committee Chairpersons shall serve as voting members of the Executive Council.

The Senate or Executive Council may create additional working committees to address any matter of concern to the Senate. Chairpersons and members of working committees shall be appointed by the President.


Article X. University Governance and University Committee Representation

Section 1. Governance Committees

Representatives will be recommended by the President to serve on the following Governance committees, commissions, and boards:

  • University Senate Executive Committee, SenEx, (one voting position, one-year term; one ex-officio non-voting position, one-year term). Ex-officio member must be Senate President. Voting member must be Past President.
  • University Senate (three voting positions, one-year term and one ex-officio non-voting position, one-year term).  Ex-officio position must be Senate President. Past president and president elect serve as two voting positions. Third position is elected from the Unclassified Senate.
  • Academic Procedures and Policies (one position, three-year term).
  • Organization and Administration (one-position, three-year term).
  • Academic Computing and Telecommunications (one position, three-year term).
  • Calendar (one position, three-year term).
  • International Affairs (one position, three-year term).
  • Libraries (one position, three-year term).
  • Planning and Resources (one position, three-year term).
  • Retiree Rights and Benefits (two positions, one an active employee and one retired, three-year terms).
  • Athletic Committee: one member, three-year term, selected in accordance with Unclassified Senate procedures.

Section 2. University Committees, Commissions, and Boards

The President will nominate two unclassified staff members for each vacancy on university committees, commissions, and boards. From the nominations, the Provost will appoint unclassified representatives as follows:

  • Employee Recognition Committee (7-8 positions, staggered four-year terms).
  • United Way Committee (one position, one-year term).
  • Parking Commission (two positions, three-year terms).
  • Judicial Board (two positions, three-year terms)
  • Library Appeals Board (one position alternating with the University Support representative, two-year term
  • Transit Commission (1 representative, 3-year term).
  • University Support Staff Disciplinary Action Hearing Board (one representative, one alternate, 3-year term)


Article XI. Observers/Consultants

All regular Senate meetings shall be open to the public. Employees and students of the University and their guests are encouraged to attend Senate meetings. Only elected Senators shall have the right to vote on Senate business. Special Senate meetings shall be open to the public with the exception of special meetings held for the purpose of adjudicating misconduct as per Article XII below, which shall be a closed session.

The Senate may invite other persons to sit with it as consultants or as observers when it meets.


Article XII. Conduct and Attendance of Senate Members

Section 1. Conduct.

All Senators are expected to uphold the purpose of the Senate and these Rules and Regulations. If a minimum of three senators wish to remove another senator, they must submit their request in writing to the Senate President, who will take the request to the Senate for a vote. By a vote of two-thirds of the majority of the Senate sitting in special session, that Senator will be removed from office.

The members of the Executive Council are expected to uphold the purpose of the Senate, their office, and these Rules and Regulations. If a minimum of three senators wish to remove a member of the Executive Council, they must submit their request in writing to the Senate President or to the President-Elect if the President is being challenged, who will take the request to the Senate for a vote. By a vote of two-thirds of the majority of the Senate sitting in special session, the Officer will be removed from office.

Section 2. Attendance.

Two consecutive unexcused absences shall result in the removal of a Senator from the Senate. The Senator shall be notified in writing and shall have fifteen (15) days to make a written appeal to the Senate. An absence may be excused by the President upon receipt of a written or verbal request either prior to the absence or within five (5) days following the absence.

Two consecutive unexcused absences by the President or President-Elect shall be grounds for a misconduct hearing. A misconduct hearing shall give the President or President-Elect an opportunity to present his/her case to the Senate. On the basis of this hearing, and if a just claim of misconduct is found, then by a vote of two-thirds of the majority of the Senate sitting in special session, the Officer named in the misconduct claim will be removed from office and thereby from the Senate. An absence may be excused by the Executive Council upon receipt of a written or verbal request by any member of the Executive Council either prior to the absence or within five (5) days following the absence.


Article XIII. Rules of Order

In the absence of any special rules which the Senate may adopt, Robert's Rules of Order, Newly Revised shall govern the conduct of procedure of Senate meetings.


Article XIV. Amendments

Amendments to these Rules and Regulations may be proposed by any Senator and will be considered on a per-Article basis. If a two-thirds majority of filled Senate positions is in favor of the proposed amendment, it shall be considered adopted.

Amendments and Edits

February 2009 - Edits to clarify that Edwards campus staff are part of Senate constituency and University Senate Voting Representative will be elected from Senate.

December 2008 – Changes approved at Dec. 11 Senate meeting bring Rules and Regulations in line with current procedures, change terms of committee chairs from one-year to two-year terms, change number of meeting times per semester, and make minor grammatical and style changes."
January 2007 - Editorial update that changed classified to University Support and University Council to University Senate.
April 2007 - edits approved by the electorate to bring by-laws in line with current procedures.