The staff of The University of Oklahoma, Norman Campus, having sincere interest in and highest regard for the continuing goals, purposes, and functions of the University, and seeking the active representation and involvement of staff in the affairs of the University, establish this Constitution for the Staff Senate.
ARTICLE I - NAME
The name of the body shall be the Staff Senate of The University of Oklahoma, hereafter referred to as the Senate.
ARTICLE II - AUTHORITY
The Senate shall function under this Constitution as approved by the Board of Regents of The University of Oklahoma and shall continue to do so until such time as the Senate dissolves itself or the Constitution is revoked by the Board of Regents.
ARTICLE III - PURPOSE
Section 1. The Senate is organized to serve as a representative body of the staff of The University of Oklahoma, Norman Campus, and to participate in such policy matters of the institution as may directly affect staff appointed through the Norman Campus.
Section 2. The Senate shall function for the welfare of the University and its staff.
Section 3. The Senate shall function as an advisory and policy-referral body to the University administration and staff.
ARTICLE IV - REPRESENTATIVES
Section 1. The Senate is designed to consist of representatives from exempt (monthly) and non-exempt (hourly staff) of The University of Oklahoma, Norman Campus.
Section 2. The voting membership of the Senate will be made up of representatives of member groups as follows: Administrative Staff Council, two (2) representatives; Organizational Staff Council, six (6) representatives; Informational Staff Association, six (6) representatives; and Hourly Employees Council, twelve (12) representatives. Representatives must be classified as staff appointed through the Norman Campus. The Executive Committee will review the representation for realignment every three years.
Section 3. The term of office of a Senate representative, which begins August 1 and ends July 31, shall be at the discretion of the member group; however, no one shall serve as a Senate representative for more than three (3) consecutive full or partial Senate years. Any Senate representative who changes staff classification shall be removed from his/her Senate seat and a vacancy declared.
Section 4. There shall be no alternates for representatives of the Senate. Absence from three (3) regular Senate meetings by a representative shall be cause for dismissal at the discretion of the Chair. When two (2) absences have occurred in a Senate year, the Chair shall inform the representative in writing of the policy regarding absences, with a copy to the appropriate member-group president. This requirement will be waived if the second absence occurs at the July meeting. When a vacancy occurs, the member group shall name a replacement according to the Constitution and/or Bylaws of that group.
Section 5. In the event of the absence of all representatives from the same group, a proxy maybe be appointed by an officer of the member group to vote in the president's place. A member group or other representative shall notify a Staff Senate Officer or the Staff Senate Office of the identity of the proxy prior to the Staff Senate Meeting.
ARTICLE V - OFFICERS
Section 1. The officers of the Senate shall be Chair, Chair-Elect, Immediate Past Chair, and Recording Secretary. The Chair-Elect and Recording Secretary shall be nominated from current representatives and officers of the Senate, or persons who have served as members of the Senate for at least one full year within the preceding four years provided they are classified as staff appointed through the Norman Campus, and elected by representatives of the Senate at the June meeting each year, to take office the following August 1.
Section 2. The Chair of the Senate shall be representative of the Senate to the University administration.
Section 3. Officers of the Senate may be removed by a two-thirds concurrence of the representatives of the Senate.
ARTICLE VI - MEMBERS
"Members" is hereby defined as representatives and officers of the Senate.
ARTICLE VII - MEETINGS
Section 1. Regular meetings of the Senate shall be held on the third working Wednesday of each month at 1:30 p.m., September through July, at a place specified by the Chair.
Section 2. Special meetings may be called by the Chair or by at least one-third of the members of the Senate.
Section 3. All meetings shall be open to the public unless voted into executive session, but only members of the Senate may participate in discussion except by invitation or permission of the Chair.
ARTICLE VIII - OFFICE STAFF
Section 1. An Administrative Coordinator and clerical staff person shall be employed by the Senate.
Section 2. Dismissal from the positions must be in compliance with current University policies.
ARTICLE IX - QUORUM AND VOTING
Section 1. A majority of the representatives of the Senate shall constitute a quorum authorized to transact business at any regular or special meeting of the Senate.
Section 2. Voting by Senate representatives shall be by voice except when deemed otherwise by the Chair, in which case voting shall be by a show of hands or by ballot.
Section 3. A majority vote by the representatives present shall carry a motion, except a motion to amend, alter, annul, or suspend the Constitution or Bylaws of the Senate, which shall be in accordance with Article X of the Constitution.
ARTICLE X - AMENDMENTS, ALTERATIONS, ANNULMENTS, SUSPENSION
Section 1. Amendments to, alterations to, or annulment of the Constitution or the Bylaws of the Senate shall be made only at a regular or special meeting thereof by a two-thirds concurrence of the representatives of the Senate.
Section 2. A proposed amendment, alteration, or annulment, or a proposition to amend, alter, or annul the Constitution or the Bylaws of the Senate shall be presented in writing to the Administrative Coordinator, who shall provide copies to the members of the Senate at least ten (10) working days prior to the next regular or special meeting of the Senate.
Section 3. The proposed amendment, alteration, or annulment, or proposition to amend, alter, or annul the Constitution or Bylaws of the Senate shall be considered at the regular or special meeting referred to in Article X, Section 2 of the Constitution. Formal action shall be taken on the proposal or proposition at the next meeting of the Senate at which two-thirds of the representatives are present.
Section 4. Amendments to, alterations to, or annulment of the Constitution or Bylaws approved by the Senate shall be sent to the President of the University for his/her approval and transmittal to the University Board of Regents if required.
Section 5. The Bylaws of the Senate, or any part thereof, may be suspended by a two-thirds concurrence of the representatives of the Senate.
ARTICLE XI - RIGHTS OF THE INDIVIDUAL STAFF MEMBER
This Constitution shall not infringe on the rights and privileges of individual University staff members nor deny them the pursuit of actions they might deem necessary for their personal and professional welfare.
BYLAWS
ARTICLE I - OFFICERS
Chair
Section 1. It shall be the duty of the Chair to preside at all meetings of the Senate and the Executive Committee and to enforce the obligations imposed by the Constitution and Bylaws relating to the administration of the work of the Senate.
Section 2. The Chair shall be a nonvoting member of the Senate except in case of a tie vote; then he/she may vote. The Chair ceases to serve as a representative of his/ her member group.
Section 3. The Chair shall conduct official correspondence relating to the Senate as authorized by the Senate.
Section 4. The Chair shall appoint all ad hoc committees and shall designate a member thereof to serve as chair.
Section 5. The Chair may serve as an ex-officio, nonvoting member of all ad hoc and standing committees.
Section 6. The Chair shall serve as the supervisor of the Administrative Coordinator with all authority allowed by University policy for a supervisory position.
Section 7. The Chair shall make other appointments as needed.
Chair-Elect
Section 8. The Chair-Elect shall be a nonvoting member of the Senate and shall cease to serve as a representative of his/her member group. The Chair-Elect shall assist and understudy the Chair. In the absence of the Chair, the Chair-Elect shall have all the powers and prerogatives of the Chair and shall succeed the Chair in office.
Immediate Past Chair
Section 9. The Immediate Past Chair shall be a nonvoting member of the Senate and shall not serve as a representative of his/her member group. The Immediate Past Chair shall serve as Parliamentarian for the Senate, and in the absence of both the Chair and the Chair-Elect shall preside at the Senate meetings. In the event that the Immediate Past Chair is unable to fulfill the term of office, the preceding Immediate Past Chair may be asked to serve.
Chair Pro Tempore
Section 10. In the absence of the Chair, the Chair-Elect, and the Immediate Past Chair from any official meeting of the Senate, representatives of the Senate who are present shall select a Chair who shall preside.
Recording Secretary
Section 11. The Recording Secretary shall be a nonvoting member of the Senate and shall cease to serve as a representative of his/her member group. The Recording Secretary shall record and maintain copies of minutes, resolutions, and proceedings of all Senate meetings and shall tender a copy to the Administrative Coordinator for permanent recording, reproducing, and distribution to Senate members and to chairs of standing committees. The Recording Secretary shall also record the actions taken at Executive Committee meetings and any special meetings attended as Recording Secretary of the Senate and shall tender to the Administrative Coordinator a copy for permanent recording.
Section 12. The Recording Secretary shall keep the official roll of members of the Senate and the attendance record of members at the meetings of the Senate. Upon completion of the term of office, all records and pertinent data of the Senate in the Recording Secretary's possession shall be turned over to his/her successor.
ARTICLE II - OFFICE STAFF
Section 1. The Administrative Coordinator shall, as directed by the Chair, prepare all official correspondence, issue all notices of meetings of the Senate, and shall perform such duties as may be prescribed by the Senate.
Section 2. The Administrative Coordinator shall attend Senate meetings, be responsible for all record keeping of the Senate and serve as the central contact person for Senate members and for the staff of the University.
Section 3. The Administrative Coordinator shall be supervised by the Staff Senate Chair.
Section 4. The Administrative Coordinator shall serve as an ex-officio, nonvoting member of the Senate and all standing committees.
Section 5. Clerical staff shall be supervised by the Administrative Coordinator and perform duties as assigned.
ARTICLE III - COMMITTEES/PANELS
Executive Committee
Section 1. The voting members of the Senate's Executive Committee shall be the Senate Chair, Chair-Elect, Immediate Past Chair, Recording Secretary, and the presidents of the Senate's member groups. In the absence of the member-group presidents, their designated representatives shall serve as voting members. The Administrative Coordinator shall serve as a nonvoting member.
Section 2. The Executive Committee shall approve the Senate's annual budget requests; shall select staff nominees for University search committees; may recommend substantive revisions in the Senate's Constitution and Bylaws to the Senate; shall review audit recommendations for the Staff Senate Office; and shall determine and implement appropriate responses/actions on any other situations as they arise or as directed by the Senate. The Executive Committee shall keep the Senate informed of its activities.
Section 3. The Executive Committee shall determine and implement appropriate responses/actions on any other situations as they arise or as directed by the Senate.
Section 4. The Executive Committee shall keep the Senate informed of its activities.
Standing Committees
Section 5. Any standing committees of the Senate shall be established by vote in accordance with Article IX of the Constitution, and the appointment or reappointment of their members shall be approved by the Senate. Standing committees shall select a chair and a secretary from their membership.
Section 6. All standing committees shall meet on call of their respective chairs and each chair shall be responsible for reporting on that committee's activities at the request of the Senate Chair. A quorum for standing committees is defined as one-third of the committee's membership or ten members, whichever is less.
Section 7. The term of office of standing committee members shall be one year beginning August 1, and the members may succeed themselves upon approval of the Senate. However, no standing committee member shall serve for more than three (3) consecutive full or partial years.
Section 8. No person shall serve as chair of more than one standing committee each year.
Section 9. All standing committees should include at least one representative from each of the member groups. Members must be staff appointed through the Norman Campus. Standing committees may include ex-officio, nonvoting members as appropriate.
Section 10. Standing committees may be abolished by vote in accordance with Article IX of the Constitution.
Ad Hoc Committees
Section 11. Ad hoc committees of the Senate and their chairs shall be appointed by the Senate Chair. Each ad hoc committee shall select a secretary from its membership.
Section 12. All ad hoc committees shall be subject to call of their respective chairs, and the chair shall be responsible for reporting on that committee's activities at the request of the Senate Chair.
University and Campus Councils, Committees, and Boards
Section 13. Nominations and elections of University and campus council, committee, and board members will be recommended by the Committee on Committees, chaired by the Administrative Coordinator and consisting of the Chair-Elect, Recording Secretary, and Administrative Coordinator, and approved by the Senate prior to submission to the appropriate University administrator. Staff recommended for nomination or election to University and campus councils, committees, and boards must be appointed through the Norman Campus.
Responsibility of council representatives on University and campus councils, committees, and boards.
Section 14. Council representatives are elected or appointed to represent the interests of staff on University and campus councils, committees, and boards. They are responsible for participating in all meetings of the council, committee, or board and for reporting to the Senate, its officers, or Administrative Coordinator any matters under consideration of significance to staff, within the constraints of confidentiality. As deemed appropriate and in accordance with the charge of the council, committee, or board, matters of concern should be brought to the attention of the full Senate in order to provide input into the deliberations of the council, committee, or board.
Panels
Section 15. A panel is a representative body other than a council, committee, or board. Panels shall have representation from Staff Senate member groups.
Section 16. Any appointments not covered in the above sections may be made by the Chair.
ARTICLE IV - NOMINATION AND ELECTION OF OFFICERS
Section 1. Nominations for Senate officers shall be made by a Nominating Committee chaired by the Chair-Elect (or, in the absence of the Chair-Elect, the Chair) consisting of one (1) Senate representative from each member group, to be appointed by that member group's president. The committee shall be formed in April to present a slate of officers at the June Senate meeting. Nominations shall also be accepted from the floor.
Section 2. Election of the Chair-Elect and Recording Secretary of the Senate shall take place annually at the June meeting, to take office the following August 1.
Section 3. The term of office of Recording Secretary of the Senate shall be one (1) year beginning August 1, and he/she may succeed himself/herself upon re-election. However, no person shall serve as Recording Secretary for more than three (3) consecutive Senate years.
Section 4. The Chair-Elect is elected to a one- (1) year term of office. He/she will become Chair of the Senate the year following his/her term as Chair-Elect. A Chair shall not succeed himself/herself.
Section 5. In the event of the succession of the Chair-Elect to the chair, the Chair-Elect shall complete the unexpired portion of the Chair's term as well as his/her own full term as chair. In the event of a vacancy in the office of Chair-Elect, a Nominating Committee shall be appointed as stipulated in Article IV, Section 1 of the Bylaws to present a slate for election at the next Senate meeting to complete the unexpired portion of the term as well as the succeeding year. In the event of a vacancy in the office of Recording Secretary, a Nominating Committee shall be appointed as stipulated in Article IV, Section 1 of the Bylaws to present a slate for election at the next Senate meeting to fill the unexpired portion of the term. In both cases, nominations shall also be accepted from the floor.
ARTICLE V - MEMBER GROUPS NAMED
The member groups shall be as follows: the member group of the Administrative Officers and Staff in the Administrative job family shall be Administrative Staff Council; the member group of Staff in the Managerial, Programs/Grants, Financial and Development job families shall be Organizational Staff Council; the member group of Staff in the Professional, Computer, Academic/Student, Marketing/Public Relations, and Media job families shall be Informational Staff Association; and the member group of non-exempt (hourly) Staff shall be Hourly Employees Council.
ARTICLE VI - COMMUNICATION WITH HEALTH SCIENCES CENTER STAFF SENATE
For the purposes of maintaining and enhancing communication within the University, the officers and office staff of the Senate and of the Health Sciences Center Staff Senate shall meet periodically, but no less than annually, to discuss matters of mutual interest and concern.
ARTICLE VII - RULES OF ORDER
The rules of parliamentary procedure, as set forth in Robert's Rules of Order, shall govern all meetings of the Senate and its standing and ad hoc committees except where noted.
[Revised, October, 2006]