Adopted December 15, 2021 by Paul J. Fitzgerald, S.J., USF President, Amended September 19, 2022
The University of San Francisco (USF) Staff Council has been created in response to the efforts of the USF Staff Community-building group (2019-on), the Magis project, the Campus Climate report (2017 & 2018) and its subsequent reading group.
The report containing national benchmarks on staff councils generated and presented by the staff community-building group laid the groundwork for the creation of these bylaws.
*Inaugural Bylaws are subject to change.
Article I. Name
The name of the organization will be UNIVERSITY OF SAN FRANCISCO STAFF COUNCIL.
Article II. Mission & Goals
The Staff Council will build community, identify concerns, and advocate for the needs/vision/well-being of all USF Staff in service of the mission and vision of USF.
The Staff Council is committed to serving the interests and concerns of all staff members by contributing their voices into campus conversations on non-collective bargaining issues.
We will act as a conduit to engage and support our fellow staff members and the surrounding community, empowering excellence through growth and learning opportunities, staff recognition, workshops, trainings & events, and collaborative partnerships that promote and enhance our experience at USF.
As inclusive representatives we will actively participate in shared governance to facilitate positive and collegial communication in support of the University's Mission, Vision, and Strategic Plan.
The Vision of the Staff Council is to be an inclusive voice for all staff members at USF and to be a deliberative body offering appropriate recommendations to the University President and Cabinet that address staff concerns while providing enriching and informative experiences for staff to better contribute towards the University’s Mission, Vision and Strategic Plan.
Goals (proposed for consideration of the 1st Staff Council)
In service of the Mission and Vision of the Staff Council, these goals are crafted in the spirit of the Mission and Vision of the University of San Francisco, with an eye toward recognizing and valuing the contributions of staff to support retention and engagement. See Appendix I for the full set of proposed Goals and Outcomes.
- Goal 1: Staff Council will be an inclusive and transparent voice for all staff and act as a resource and liaison to assist our staff community to know the opportunities provided for staff within USF.
- Goal 2. Staff Council will have access to the President’s Cabinet as needed, to enhance collaboration with administrators via recommendations on University-wide decision-making that improves transparency, especially regarding large-scale/high-impact policy decisions such as financial decisions and university-wide policies.
- Goal 3. Staff Council will actively support programs that improve staff recognition, retention, and well being.
Article III. Authority
The bylaws and other policies of University of San Francisco regarding employee conduct and the structure and function of campus organizations shall apply to this organization. The Staff Council shall study, consider, and exchange ideas concerning any matter affecting University staff.
If any bylaw is found to conflict with a policy of University of San Francisco or of another authority having jurisdiction, the said bylaw shall be considered void and be reviewed under the amendment procedure as outlined in the bylaws.
These bylaws supersede any prior existing bylaws of the University of San Francisco Staff Council, if they exist.
Article IV. Reading the Bylaws
These bylaws shall be posted and maintained by the Staff Council Clerk on the USF website.
Members shall be familiarized with these bylaws before installation to the Staff Council.
Article V. Eligibility, Membership & Term Limits
The Staff Council shall be composed of regular voting members by the following 11:39 ratio:
- For approximately every 60 people, one seat is provided for representation, or fraction thereof. As a reference guide, the quantitative numbers from Human Resources will be used to obtain representation across divisions and offices.
- The Staff Council shall review and revise the number of staff seats on the council to ensure the mission and vision of the Bylaws are met.
- Therefore, spanning the divisions/offices above a total of ~19 seats are provided
- Unionized Staff shall hold between 4 - 6 seats
- Non-Represented Staff shall hold between 13 - 17 seats
- All Staff from Contracted Affiliate Groups will not hold a seat, though are welcome to voice their input and experiences during regulated scheduled open Q&A sessions.
i. The Staff Council is not the place for any personnel grievances and complaints, Staff should go directly to USF’s Human Resource.
Membership eligibility shall be inclusive of unionized and non-unionized full-time, exempt, and part-time staff within all divisions of the University of San Francisco (excluding the President's Cabinet and Leadership Team.)
Members shall have successfully completed at least one year of employment at the university and be in good standing at the time of and during their appointment to the Staff Council. All probationary periods must also have been completed by the time of election to the Staff Council.
Proportional representation in each Equal Employment Opportunity (EEO) job category shall be determined by the Elections & Governance Committee based on staff employment data retrieved on May 1st each year.
a. When determining proportional representation, each EEO job category shall have a minimum of two positions.
b. If a member’s job classification (or Division) changes during their term of office, they will serve the constituency who elected them until their term expires.
c. Staff who work at the University of San Francisco on a contract basis or who provide staff to the university through third party vendors shall have non-voting representation on the Staff Council.
d. If a division, school/college, office or institute finds that they do not have enough eligible candidates to fill their allotted seats, the seat will remain vacant until the following election where it can be filled via the annual election process.
Eligibility and membership to the Staff Council shall not be on the basis of an individual's race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, gender expression, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, or any other basis prohibited by law. A Staff Council member shall not discriminate against another member due to these federal, state, and local protected characteristics. In following USF’s Policy Against Unlawful Harassment, Discrimination, and Retaliation, any Staff Council Executive Board member shall immediately notify Human Resources to lead the review if such an incident occurs. The dignity of everyone is respected and free and open dialogue can only happen if that is preserved.
Following the inaugural election, all Staff Council members shall be elected for two-year term. Members may be re-elected for a maximum of three consecutive terms or a total of six consecutive years. Terms of office shall be June 1 through May 31.
a. If a Member is elected to finish out a term from another member, they are bound by the term limit.
b. If a member is leaving USF during their term of office, they must give advance notice, at least 10 business days (but 30 days preferred), to the Executive Board and the Elections subcommittee so that a special election may be held for that seat. If the member must leave before 30 days is up, they must notify the Board and Elections subcommittee.
To support and empower underrepresented members of our campus community to serve on the Staff Council, all elected representatives, with approval from their supervisor, will be permitted to attend scheduled Staff Council meetings during their scheduled work hours. The Staff Council President will send a formal letter to the staff member’s supervisor outlining the Staff Council member’s service responsibilities and other pertinent information. The Staff Council Clerk shall keep a record of the letters.
Excessive absences shall be four (4) missed meetings in a year and shall generate an immediate review by the Staff Council Executive Board. In instances where absences cannot be avoided, a representative may be sent by the absent member, but shall not be counted for quorum purposes, shall not vote on issues at hand, and does not fulfill the staff member’s obligation.
The Staff Council Elections & Governance Committee shall have oversight in the process of filling vacancies on the Staff Council and to resolve questions of eligibility as defined in the bylaws. The Staff Council members shall be notified as soon as possible of any vacancy and pending elections. A vacancy shall be filled at the first meeting following notification of a vacancy. A vacancy on the Staff Council occurs whenever a Staff Council member resigns from the Staff Council, terminates employment with the University, transfers from one position of employment to another not within the same division, or transfers to a position in the President’s Cabinet and Leadership Team and other ineligible positions. Staff Council members transferring within the same division may remain on the Staff Council through the remainder of their term but must notify the Elections & Governance Committee of their change in department/office.
Article VI. The Executive Board
The Staff Council members shall choose amongst its membership an Executive Board to consist of three seats: (1) President, (2) Vice President, and (3) Clerk. The Staff Council Executive Board and the chairs of each subcommittee shall have editorial privileges for the posting and maintenance of the Staff Council’s web channels (e.g. a combination of myUSF, Canvas, etc.). These members shall represent one vote each on the Staff Council.
In case of an emergency, the Executive Board shall have the power to act for the Staff Council or call an emergency meeting of the Staff Council. Except as otherwise provided, it shall be responsible for appointing Chairs to such Staff Council subcommittees as they are established. All actions taken by the Executive Board shall be reported to the Staff Council at its next meeting and all such actions may be rescinded at that time by a majority vote of the Staff Council (see Appendix II for list and details of subcommittees).
The Staff Council President, in consultation with the Executive Board, shall set the semester schedule of meetings. They shall also conduct the Staff Council meetings, request reports from subcommittees, and compile a yearly activities and events report to the University President or any division, agency, office, or entity. The Staff Council President shall preside in all Staff Council meetings unless advance notice of an absence is given to the Staff Council members. Only one such absence will be allowed per calendar year. The Staff Council President and Vice President shall assist subcommittee Chairs in the presentation of all requested reports.
The Staff Council Vice President shall be present at events the Staff Council President is obligated to attend. If the Staff Council President is not able to attend, the Staff Council Vice President shall preside over the meetings and events on behalf of the Staff Council President. The Staff Council Vice President shall attend subcommittee meetings on a quarterly basis and assist subcommittee Chairs in presentation of all requested reports.
The Staff Council Clerk shall record the Staff Council meeting minutes. These minutes shall be approved by the Staff Council no later than the next meeting. Once approved, the minutes will be posted and maintained on the Staff Council’s Canvas page. The Staff Council Clerk shall also receive and keep all records and reports of the Staff Council, Staff Council subcommittees, and other entities having business with the Staff Council and shall maintain a repository for such records in a safe space or password protected platform.
The Staff Council Clerk shall also record the meetings for the purpose of drafting the minutes and debrief statement. If a recording device is used, the Staff Council Clerk will advise the Staff Council President, who will announce it during the call to order of the meetings. Each recording will be deleted immediately following approval of the minutes.
Article VII. Voting
Each member of the Staff Council, including the Staff Council Executive Board shall have one vote.
Voting on matters before the Staff Council shall be in any way that is accessible to all members. A secret ballot will be held if requested by any five voting members either in advance of the meeting or at the time of the vote. Electronic voting or vote by mail may be authorized by the Elections & Governance Subcommittee Chair on urgent or important matters if the method of voting is consistent for all members.
Article VIII. Member Resignation & Removal
A member shall notify the Staff Council President and Vice President via email or letter of their intention to resign from the Staff Council with an effective date of their resignation. The Staff Council President shall notify all Staff Council members of the resignation within two (2) business days upon receipt.
Any Staff Council member may request the removal of a member due to: multiple unexcused absences; lack of engagement in Staff Council activities, including committee work; unprofessional behavior; or other behavior alleged to be detrimental to the Staff Council or University policies.
The request shall be submitted to the Staff Council Executive Board via email or letter and shall include a detailed description of the reason(s) the member should be removed.
The Staff Council President and one additional Executive Board member (of the requestor’s choosing) shall speak with the submitting member and investigate as necessary to confirm the alleged behavior(s). If the alleged behavior(s) is not confirmed, the Staff Council President shall notify the submitting member of their findings and dismiss the request.
If the alleged behavior(s) is confirmed, the Staff Council President shall discuss the findings with the member subject to removal and offer the member the opportunity to resign. If the member chooses not to resign, the Staff Council President shall notify all Staff Council members of the removal request, without identifying the submitting member, within one business day of discussion with the member and place the removal request as an emergency meeting with the Staff Council, whereby a quorum is sufficient to resolve the issue.
A vote shall be taken on the member’s removal after the Staff Council discussion. If two-thirds of the present Staff Council members vote to remove the member, the member shall immediately vacate their position.
If the offending behavior has violated University policy, then disciplinary actions, up to and including termination, are under the purview of the member’s supervisor and Human Resources and are not subject to the Staff Council’s rules or procedures.
Article IX. Responsibilities and Duties
Staff Council shall:
A. Be an inclusive voice for all staff that reflect the different categories of eligible employees, (unionized, exempt, and contractual).
B. Correspond to the colleges and divisions of the university, as necessary.
C. Create a communication tool for University staff to voice concerns and issues to be addressed at the monthly or quarterly Staff Council meeting. The Staff Council shall develop and maintain communication with all applicable groups, e.g.:
a. staff employees (including additional campuses),
b. faculty councils,
c. governance boards, such as UBAC
d. the university administration, and
e. the University President.
D. Prepare and submit recommendations and position papers on staff concerns, as determined by a majority of the Staff Council members, regarding University proposals and policy decisions that directly impact staff to the University President on a quarterly basis unless unforeseen emergency situations emerge otherwise.
E. Create and regularly distribute a monthly e-newsletter with current Staff Council updates. The Staff Council shall appoint a subcommittee to accomplish this work, as necessary.
F. Nominate a staff representative on University-wide committees and councils to provide recommendations and promote a healthy and equitable workplace on University initiatives and policy planning and discussions.
G. Create a Race and Gender Commission Report (using IPEDs) to ensure the equal treatment and employment of all diverse populations on campus. Please see the subcommittee addendum.
H. Collaborate with USF HR Compensation and have an active voice in a transparent study of a Title, Role, Qualifications, Experience, Wage and Benefit Equity Study to ensure equitable, transparent, and fair wages for all Staff employees at USF.
I. Prepare and submit reports as requested by the University President.
J. Prepare and submit an annual summary of all Staff Council activities and reports from the prior academic year to the University President and all university staff by July 1.
K. Supports departments and Human Resources to promote the diversity of staff representation at the university to reflect EEO categories.
L. Monitor, review, and make recommendations on administrative actions that affect staff employees.
M. Work with Human Resources to identify new staff employees and shall send a welcome email inviting the new staff employees to the upcoming Staff Council meeting.
N. Work with Human Resources to enhance the University’s annual Service and Merit Award Ceremony for staff recognition and retention programs at the unit and division levels.
O. Work with Human Resources to develop and conduct a Staff Satisfaction survey to provide feedback and suggestions to increase staff morale at the unit and division levels.
P. Invite a member of the University President’s Cabinet and Leadership Team and other subject experts as appropriate to attend the monthly or quarterly Staff Council meeting for the purpose of sharing and exchanging relevant updates from each group to the other.
Q. Monitor, review and make recommendations on University Policies and Procedures that are in review by the University. Recommendations will be presented to the Staff Council Executive Board, which will review and submit them back to the university team who will finalize and execute the policy.
R. Identify, research and propose to appropriate members of the University Administration new programs and/or modifications of existing programs as needed.
Article X. Meetings
The Staff Council shall meet once a month at a time and place designated by the Staff Council. Meetings will be open to all University staff members, including contingent staff, to voice their concerns during open Q&A sessions in the meetings. Notices of meetings shall be published in the Staff Council minutes, the Staff Council website as well as by memo to Staff Council members. The meeting schedules shall be publicly posted at the beginning of each academic semester and intersession for all staff members. Agendas shall be posted at least one week before each advertised meeting.
Special meetings may be called by the Staff Council President or at the request of at least one-third of the members provided notification has been sent to all members two working days prior to the meeting. The University President may also request an emergency meeting of the Staff Council.
Voting on motions and issues brought before the Staff Council shall be by voice or by any accessible methods. A vote may be by secret ballot or roll call if requested by any five voting members either in advance of the meeting or at the time of the vote. Voting records, if collected, will be made available except in the case of secret ballot votes. All votes will be decided by a simple majority of a quorum, with the exception of censuring or removing members or amendments to bylaws.
A quorum shall consist of a simple majority of the Staff Council membership. Without a quorum, members present may determine actions and submit results for ratification at the next regular meeting. Quorum meetings of the Staff Council shall not be open to the public unless the Staff Council President directs otherwise, and a majority of the present Staff Council members do not object. Staff Council meetings shall not exceed 90 minutes in duration.
Staff Council members are expected to attend regularly scheduled meetings unless written notice to be excused for a meeting is submitted to the Staff Council Executive Board members within 48 hours of the scheduled meeting. Any member who exceeds four (4) unexcused absences will default their position. If the position is defaulted, then that member is not permitted to serve on the Staff Council the following year.
Staff Council will write its own standard operating procedures to guide the conduct of meetings.
University staff employees who are not Staff Council members shall, as part of their university duties, be allowed to attend Staff Council meetings and voice their concerns during the Q&A session.
Statements made during the Staff Council meetings shall be confidential communication and shall not be subject to retaliation or disciplinary action as a result of the expression of their views at the Staff Council meetings.
Article XI. Subcommittees
Membership in subcommittees is open to any member of the Staff Council. Each committee Chair shall be responsible for providing a record of all activities throughout the year to be admitted to the Staff Council archives. See Appendix II for more information.
Each subcommittee shall be presided over by a Chair, elected by members of that committee. They shall be responsible for meetings, reports, events, and any budget overseen by that committee.
Article XII. Nominations
Eligible nominees for the Staff Council must have a minimum of two nominations to be considered to run on the election ballot. Eligibility is determined by Article V of these bylaws.
Staff Council members from a given departmental group may nominate a member from that group to run for election to the Staff Council.
Eligible staff employees may nominate themselves for Staff Council. Their self-nomination shall attest to their willingness and ability to serve as a Staff Council member.
If there are fewer eligible, self-nominated candidates than available positions per EEO category, those positions will remain vacant until filled at the next election.
Nominations will be solicited during the first five (5) working days in April of each year.
A separate solicitation for each departmental group shall be sent by email to the Staff Assembly members of that group.
Each solicitation shall refer to an online list of eligible candidates for the departmental group. The solicitation date shall be the date of the email.
Nominations shall be made by a secure online process in a manner to be determined by the Elections & Governance Committee.
All nominees will be contacted by the Elections & Governance Committee to be asked if they are interested in accepting the nomination. If accepted, the nominees will be asked to submit their photo and a bio statement by the deadline (TBD by the Elections & Governance Committee) in order to be placed on the ballot.
Nominees must accept their nomination within five (5) business days after the close of nominations. Acceptance shall be indicated using a secure online process in a manner to be determined by the Elections & Governance Committee.
Nominees who wish to stand for election will seek and obtain support from their immediate supervisors to assume the duties and obligations of the position. Insofar as the University recognizes the benefit of staff participation in governance, it is expected that supervisors will reasonably accommodate such requests.
Nominations must be received by a date which shall not be sooner than five (5) business days after the date of solicitation of nominations, as specified by the Elections & Governance Committee in the nomination solicitation.
The Elections & Governance Committee will strive to have at least double the number of candidates running on the election ballot as the number of open positions for a given vacancy.
In cases where a staff member has been nominated for two vacancies, the staff member will be listed on the election ballot under the vacancy for which she or he received the highest number of nominations.
In cases where a staff member nominated for two vacancies receives an equal number of nominations for both vacancies, the Elections & Governance Committee will decide which vacancy the staff member will appear on the ballot based on the Staff Council’s need.
The candidate with the greatest number of votes will be elected to that Staff Council vacancy. In an instance where multiple staff members receive the same number of votes, an election runoff will occur to determine the winner.
Newly elected Staff Council members will be given written information from the Elections & Governance Committee of any upcoming opportunities to serve as an Executive Board member or subcommittee Chair positions and that the election for these positions will be held at the July Staff Council meeting.
Article XIII. Elections
Staff Council members and alternates are only filled by scheduled elections. Elections are conducted through an online secret ballot and are administered by the Elections & Governance Committee in accordance with standing operating procedures approved by the Staff Council.
There are four types of elections for members:
- Regular election for vacant Staff Council positions for the next service year will be held during April (nominations) and May (voting).
- In the event of unforeseen vacancies on the Staff Council, the Staff Council Executive Board can call a special election at the recommendation of the Elections & Governance Committee.
- Runoff elections will be held in the event of a tie.
- In the event of a resignation or removal of an elected officer, an election will be held at the next regular Staff Council meeting.
Elections shall begin after the close of the nomination acceptance period and shall commence upon notice to the Staff Council.
Only nominated candidates who have accepted the nomination shall appear on the ballot and no write-in candidates shall be allowed.
No election shall be conducted for any vacant seat if there is only one qualified candidate.
The voting period shall close on a date specified in the notice of the commencement of the election but no sooner than ten (10) business days after that notice. No votes shall be accepted after the close of the voting period.
Elections shall be conducted through a secure online secret ballot to be determined by the Elections & Governance Committee.
Article XIV. Grievances
If a Staff Council member wishes to address grievances regarding an elected officer, they may first bring concerns to the Staff Council President. If addressing the grievance to the Staff Council President is inappropriate or does not lead to a suitable resolution, any Executive Board member may hear the grievance and choose to discuss in an Executive Board meeting or Staff Council meeting, as deemed appropriate. The Staff Council Executive Board will work with HR as appropriate to resolve grievance issues.
Article XV. Robert's Rules of Order
The rules of parliamentary practice in the current edition of Robert’s Rules of Order Newly Revised, will govern all Staff Council proceedings subject to such special rules as have been or may be adopted or unless otherwise specified by these bylaws.
Article XVI. Amendment of Bylaws
The bylaws will be reviewed by the Staff Council as necessary.
Any member desiring to amend the bylaws shall submit the proposed amendment(s) in writing to the Staff Council President.
The Executive Board shall consult with HR and review the proposed amendment(s) and recommend a course of action to the Staff Council at its next regular meeting.
The Staff Council Clerk shall send a copy of each proposed amendment to the entire Staff Council membership prior to the next regularly scheduled meeting. Voting on the proposed amendment will take place at the next month's regularly scheduled meeting. Exceptions may be made to the timeline of the proposed amendment(s) decision with the majority agreement of the Staff Council.
Robert’s Rules of Order shall form the guidelines for the adoption of any amendments to the bylaws.
Adoption of the proposed amendment(s) shall require a two-thirds majority vote of the members present at the general meeting provided notice has been given the previous month; or a two-thirds vote of the Staff Council membership if the voting is done online.
APPENDIX I: GOALS & OUTCOMES (proposed for the 1st Staff Council)
APPENDIX II: SUBCOMMITTEES & DESCRIPTIONS
APPENDIX III: INAUGURAL ELECTION PROCESS AND EXPECTATIONS (proposed for the 1st Staff Council)
APPENDIX I: GOALS & OUTCOMES (proposed for the 1st Staff Council)
Goal 1: Staff Council will be an inclusive and transparent voice for all staff and act as a resource and liaison to assist our staff community to know the opportunities provided for staff within USF.
Outcome 1: Provide to all staff current updates and approved Staff Council minutes on a university owned web-site. As determined by Council, additional linked web collateral will be available, possibly including: Canvas page, monthly e-newsletter, as well as, posters/flyers and surveys, as appropriate.
Outcome 2: Welcome new staff by collaborating with Human Resources on communication and outreach to new staff, and distributing Staff Council information (via University Professional Development) at New Employee Welcome.
Outcome 3: Serve as an advocate to hold divisions and areas accountable for fulfilling the USF mission, vision, values, and expectation of a healthy workplace in equitable ways when applicable. E.g. When new initiatives and requirements emerge, the Staff Council provides input to the responsible area to manage reactions and implement scalable solutions for long term success.
Outcome 4: As needed, creation and maintenance of Staff Council subcommittees to address the systemic needs that emerges from staff over time.
Outcome 5: Staff will be represented in University-wide committees (e.g. UCDI, UCCE, PACSW, Mission Council, etc.), BOT Finance Committee, and affinity groups from across campus (e.g. Black Community Council (BCC), LGBTQ Caucus, Asian and Asian American Staff/Faculty Council, La Colectiva of Latinx Staff and Faculty) and other committees as they emerge.
Outcome 6: All Staff from Contracted Affiliate Groups will not hold a seat, though are welcome to voice their input and experiences during regulated scheduled open Q&A sessions. The Staff Council is not the place for any personnel grievances and complaints, Staff should go directly to their representative or USF’s Human Resources. Contracted Affiliate Groups includes, but may not be limited to:
- HR Options
- Temporary Agency (Not HRO)
- Able Services
- Bon Appetit
Goal 2. Staff Council will have access to the President’s Cabinet as needed, to enhance collaboration with administrators via recommendations on University-wide decision-making that improves transparency, especially regarding large-scale/high-impact policy decisions such as financial decisions and university-wide policies.
Outcome 1: As needed, Staff Council will invite the President, and /or representatives of the President’s Cabinet and Leadership Team, and other administrators on campus to attend meetings to provide and receive feedback on the Council’s work and to discuss identified staff needs and issues.
Outcome 2: Develop and conduct a Staff Satisfaction Survey that provides suggestions and feedback to the Council, which will be forwarded to Human Resources and/or Leadership, as appropriate. This can be done in conjunction with Human Resources or independently.
Outcome 3: Provide an annual report for the President and all staff on the work completed by Staff Council in the previous year.
Outcome 4: When necessary and appropriate, Council will prepare and deliver position papers to the President and Leadership on issues of importance to University staff.
Outcome 5: Staff Council will facilitate open and frequent pathways for communication with Administration and represented employee groups.
Goal 3. Staff Council will actively support programs that improve staff recognition, retention, and well being.
Outcome 1: Advocate for and participate in the creation of a University-level plan to address issues of uncompetitive salaries and high turnover. One current (2021) example is as we seek the inclusion of ‘Hire, Inspire, and Retain Staff’ as part of the forthcoming 2020-2021 University Strategic Planning, and eventually an element of USF’s Guiding Values and Strategic Priorities.
Outcome 2: In collaboration with Human Resources or other entities on campus, identify division-, office-, and unit-level staff recognition and retention practices and share across the university while creating avenues and advocating for the expansion of employee recognition programs at the division, office, and unit levels, where appropriate. This can take the form of awards, recognition events, ceremonies, newsletter publication, staff sabbaticals, funding for professional development, and more.
Outcome 3: In the spirit of supporting staff, their commitments and connections both locally and globally, be nimble and responsive to staff needs in response to local, domestic, and international events where support may be needed. When necessary, advise USF leadership on the needs of staff in relation to local, domestic and international events.
Outcome 4: Work with all applicable parties to examine and create solutions for employees who are given additional labor outside of their job descriptions, especially for Black Indigenous, People of Color (BIPOC) staff.
Outcome 5: Establish venues and pathways to highlight and celebrate the research, publications, and service-related accomplishments of staff. This can be done via website, e-news, university wide event or other platform.
Outcome 6: Support staff development via professional skill building workshops or conferences.
Appendix II: Subcommittees & Descriptions
Inclusion, Diversity for Education and Accountability (IDEA) Subcommittee
- Support the University’s efforts to advance diversity and equity by providing the campus community with opportunities to extend their knowledge, perspectives, and experiences vital to performing effectively in a culturally diverse, differently abled, and a globally connected society.
- Will work with other on-campus departments and university clubs and councils (e.g. DECO, BERT, BCC, AAASFC, La Colectiva, LGBTQ Caucus, etc) that focus on diversity and provide diversity training to ensure full representation in said training and give a voice to the concerns of these organizations on the Staff Council.
- Support and advise university administrators on staff diversity issues and concerns.
- Provide staff training and materials on diversity concerns and supports the university's efforts to do so, too.
- Create an annual report with USF’s IPEDS data on diversity and provide recommendations for obtainable goals for the university to meet.
Elections & Governance Subcommittee
- Set up and supervise the election of Staff Council members and officers of the Executive Board.
- Supervise the election of Staff Council members.
- Coordinate the announcement and replacement of membership vacancies, the verification of candidacy, the creation of a ballot, and the counting of votes for Staff Council member positions.
- Oversee updates to bylaws, standing rules and other governance tools.
Professional Development Subcommittee
- Establish the process for staff funding submission, review, and awards as per bylaws
- Work with Human Resources to extend and maintain the database of resources for basic training documents. Will link to other repositories of such information within divisions, colleges, programs, and other university departments.
- Provide a Welcome Packet for incoming new staff members of resources and available trainings.
- Provide an annual professional development conference/retreat for all staff.
Awards and Recognition Subcommittee
- Conduct activities and programs that boost the morale of university staff members, such as staff awards and recognition.
- Partner with HR and other applicable groups to identify gaps and establish equity between Staff and Faculty across all awards and benefits; i.e. to recognize and honor university staff members for their valued commitment and dedication to enriching the University and community over the past academic year.
- Offer incentives (both monetary and tangible) for staff accomplishments, ideas, and contributions that support the USF community.
- Review and rank nominations for our hybrid annual staff awards (i.e. Annual Service and Merit Awards hosted by HR).
- Create and solicit letters of support for the award finalists.
- Create and maintain a program to celebrate the longevity, sharing of institutional knowledge, mentoring new staff, achievements of staff members.
- Promote Staff Council sponsored events and efforts that support the Staff Council's mission
- Create and maintain a Canvas site for University staff to access containing the Staff Council’s meeting minutes, events, announcements, bylaws, awards, meeting information, and other pertinent information.
- Create and maintain a monthly e-newsletter through Emma for distribution to University staff members.
- Advertise events, awards, or other Staff Council endeavors to University staff members.
Institutional Effectiveness and Safety Subcommittee
- Create CARE (Creating Access and Resources in Education) Program with faculty, staff, and university administrators to research infrastructure, leadership, and provide recommendations to applicable University administrative parties/leadership.
- Advise university administration on staff safety concerns due to natural and human-made disasters or emergencies and other on-campus concerns. Propose to the university administration if remote work is necessary due to the health of staff members.
- Work with the university administration to provide notices (i.e. COVID-19, fires, acts of God, etc.), ensure the safety of returning staff, and monitor the University’s actions to be in line with that safety.
- Provide feedback to HR regarding any significant changes to staff employment (e.g. hiring freezes) to best ascertain when appropriate staffing needs may be reinstated.
Appendix III: Inaugural Election Process and Expectations (Proposed for the 1st Staff Council)
Inaugural Election Process and Expectations
To facilitate appropriate turnover from the formation of the committee the established (only for the 1st year) the following breakdown shall be used:
i. 2 yr: 7 - 9 seats
ii. 1 yr: 6 - 7 seats
d. Unionized Staff (term length based on number of votes)
i. 2 yr: 2 -3 seats
ii. 1 yr: 2 -3 seats
e. The list of all vote getters will be kept to have alternate committee members available to be leveraged when applicable