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By-Laws

On this page:

  1. Article I — Name and Object
  2. Article II — Membership
  3. Article III — Standing Committees
  4. Article IV — Officers
  5. Article V — Executive Committee
  6. Article VI — Conduct of Business
  7. Article VII — Amendments

 

INTRODUCTION


These By-laws and subsequent amendments function in the context of the Wisconsin Statutes, Chapter 36.09(4) and the UW System academic staff policies and procedures.

The academic staff of each institution, subject to the responsibilities and powers of the board, the president, the chancellor and the faculty shall be active participants in the immediate governance of and policy development for such institution. As such, the academic staff shall have primary responsibility or the formulation and review of policies and procedures of concern to the academic staff, including personnel matters. The academic staff of each institution shall have the right to determine their own organizational structure and to select their representatives to participate in institutional governance.

ARTICLE I — Name and Object


Section 1. Name

The name of this organization shall be the Senate of Academic Staff of the University of Wisconsin-Stout.

Section 2. Object

The object of the Senate of Academic Staff shall be to represent the academic staff in the governance of and policy development for the University of Wisconsin-Stout.

Section 3. Definition of Academic Staff

Academic Staff includes general, instructional, and academic support professional staff other than faculty, classified staff, limited appointment individuals with concurrent faculty appointments, employees-in-training and student assistants, with duties and types of appointments that are primarily associated with higher education institutions or their administrations. Limited appointment individuals with concurrent academic staff appointments shall be considered academic staff for governance purposes. Limited appointment individuals with concurrent classified appointments and those with no concurrent appointment may choose to be considered academic staff for governance purposes.

ARTICLE II — Membership


Section 1. Composition of the Senate

The Senate shall consist of 17 voting members and up to 5 ex-officio non-voting members. The members shall be:

A. Nine senators elected from the academic staff of each of the colleges and administrative divisions of the University as follows:

   1. Academic and Student Affairs
         1. College of Representatives (one senator from each college)
         2. Academic and Student Affairs (two senators from areas outside the colleges)
   2. Administrative and Student Life Services (two senators)
   3. Chancellor's Office (one senator)

B. Six senators elected from the academic staff at-large.

C. One minority senator at-large elected by the Senate of Academic Staff.

D. Chair of the Senate of Academic Staff.

E. Immediate Past Chair of the Senate of Academic Staff as an ex officio member.

F. One non-voting student representative elected by the Stout Student Association.

G. One non-voting faculty representative elected by the Faculty Senate.

H. One non-voting administrative representative appointed by the Chancellor

I. Human Resources director or designee as a non-voting member.

Section 2. Eligibility

Any member of the academic staff as defined in Article I, Section 3, holding a salaried appointment shall be eligible to serve in the Senate.

Section 3. Vacancies

A. The office of a senator shall be declared vacant by the Senate of Academic Staff due to incapacity, recall, resignation, ineligibility, or on the absence of the senator from three regular meetings of the Senate annually without the authorization of the Senate Chair.

B. A senator who leaves a college, school or division that the senator was elected to represent shall be ineligible to continue representing that school or division and the position of that senator shall be declared vacant.

Section 4. Terms of Office

A. Senators shall serve two year terms, beginning on the first day after the end of the academic year in the spring and ending on the last day of the academic year two years hence. The exceptions shall be: The student representative's term shall be determined by SSA. The faculty representative's term shall be determined by the Faculty Senate. The administrative representative's term shall be determined by the Chancellor.

B. Terms shall be staggered so that approximately one half of the Senate shall be elected annually. Senators elected by the academic staff may serve no more than three consecutive two-year terms, and then shall be ineligible for election or appointment as a senator for one year.

Section 5. Election Procedures

The Election Committee shall conduct elections in the spring of each year and serve as final arbitrator in all election disputes.

A. Nominations

An electronic call for nominations for all vacancies shall be issued to all eligible academic staff at least one month prior to the election. Nominating forms shall give academic staff the opportunity to:

   1. Nominate themselves,
   2. Be nominated by another eligible academic staff member with the consent of the nominee,
   3. Indicate willingness to serve as a committee member on Senate or All-University Committees.
   4. If vacancies remain, follow procedure referred to in Section 5.D.

B. Balloting

Ballots shall be prepared and approved by the Executive Committee and distributed electronically to all eligible academic staff within eight working days following the nomination deadline.

For positions representing one of the colleges, schools or other major divisions of the University, only eligible academic staff members from that unit may vote. For at-large positions, all eligible academic staff members may vote.

Voting shall be by electronic ballot via a secure process which ensures confidentially of the voter, and allows only one vote per eligible voter.  Electronic ballots must be submitted electronically within eight working days of distribution and the results will be compiled and presented to the Elections Committee, which will make the official determination of election results and verify the eligibility of all voters and votes.  Write-in votes shall be counted in any election.

If three or fewer candidates are nominated for a position representing a school or division, the person receiving the most votes shall be elected. If four or more candidates are nominated for such a position and no one candidate receives a simple majority in the election, a special run-off election shall be conducted among the three candidates receiving the most votes no more than five working days following the announcement of the results of the first election.

Electronic ballots must be submitted electronically within five working days of distribution.

In the election of at-large senators, those candidates with the highest number of votes shall be elected. In the case of tie, a coin-flip shall decide the winning candidate. The Senate shall, in addition, appoint one minority senator at-large.

C. Announcement of Election Results

Election results shall be posted near the Academic Staff Senate Office within five working days following the close of the election. At least two individuals will review the ballots and sign the official compilation of electronic results. The winners will be notified within five working days.

D. Vacancies

If the office of an elected senator becomes vacant, the candidate who received the next highest number of votes in the previous election and who meets the qualifications of the position shall be appointed by the Senate to fill the vacant position.

In the absence of a qualified candidate from the previous election the Senate shall appoint a replacement to fill the vacant position. This candidate must meet the qualifications of the position.

E. Recall

A recall vote will be held upon petition by 25% of a senator's constituency. If a majority of those voting in the recall election choose to recall that senator, the position will then be declared vacant and the procedures in Section 5.D shall be followed to fill the vacant position. F. The Election Committee The Election Committee shall be responsible for conducting the election. The Committee shall prepare, distribute and collect ballots, and tabulate results. The results of the election shall be announced no later than five working days after the deadline for the return of ballots.

F.  The Election Committee

The Election Committee shall also be responsible for conducting the election.  The Committee shall prepare, distribute and collect ballots, and determine official results.  The results of the election shall be announced no later than five working days after the deadline for the electronic submission of ballots.

The Election Committee shall be responsible for conducting special runoff elections if such elections are necessary.

G. Election Timetable

The election for senators shall be completed by April of each year.

ARTICLE III — Standing Committees of the Senate


Section 1. Standing Committees

The three standing committees of the Senate shall be the Academic Staff Personnel Committee, the Election Committee, and the Professional Development Committee. In addition, the Senate shall share three joint standing committees with the Faculty Senate. These joint committees shall be the Curriculum and Instruction Committee, the Planning and Review Committee and the Educational Activities Committee.

The standing committees shall be accountable to the Senate of Academic Staff.

The specific responsibilities of the standing committees, their membership, and election procedures shall be presented in the By-laws of each committee which shall be approved by the Senate of Academic Staff. The chair and at least one other member of each of the three standing committees shall be senators of the Senate of Academic Staff.

ARTICLE IV — Officers


The officers of the Senate of Academic Staff shall be the chair, the vice-chair, and the secretary.

Section 1. Election of Officers

A. The chair shall be elected by majority vote of the entire academic staff in the spring of each year. At the time of the election, nominees for the position of chair must hold an appointment for at-least 50% of full-time and a contract for at-least one year following the election in a university department.

B. The vice-chair and the secretary shall be elected by majority vote of the Senate from among the members of the Senate of Academic Staff at its first regularly scheduled meeting following the general election in the spring.

C. The term for chair shall be one year commencing on the first day after the end of the academic year in the spring and ending on the last day of the academic year the following spring.

The terms for vice-chair and secretary shall be one year beginning with the first regularly scheduled Senate meeting following completion of the general election in the spring.

D. An individual may serve no more than six consecutive one-year terms as chair and then shall be ineligible for election or appointment as chair or senator for one year.

An individual may be reelected to the office of vice-chair or secretary as long as s/he serves as a senator.

E. In the event of a vacancy in the offices of chair, vice-chair, or secretary, the Senate shall elect another Senator to fill the vacancy for the remainder of that term of office.

F. The decision to have one combined election for the Chair and senators, or two separate elections, one for the chair or one for the senators, shall be made by the election committee with the approval of the Senate.

Section 2. Duties of the Officers

A. The chair shall prepare the agenda and preside at all meetings of the Senate, the Senate Executive Committee, and general meetings of the entire academic staff. The chair shall make all committee appointments, Senate and university other than Senators who shall be elected to the standing committees and the joint standing committees, except for senators who shall be elected to the standing committees and the joint standing committees, and serve as liaison to the UW-Stout Faculty Senate, Stout Student Association, and Administration including the Chancellor and the Vice-Chancellor. The chair shall also serve as the UW-Stout academic staff representative on system governance bodies the chair appoints a replacement who, if not a senator, shall be appointed an ex-officio member of the Senate.

All appointments made by the chair shall be presented for confirmation to the Senate at the first regularly scheduled meeting following the appointment.

The chair shall be responsible for the budget of the Senate.

The chair shall serve as an ex-officio member of the Academic Staff Personnel Committee.

The chair shall serve as an ex-officio non-voting member of the Senate and the Executive Committee during the year following his/her term as chair if not reelected to the position or to the Senate.

B. The vice-chair shall perform the duties of the chair in his/her absence. The vice-chair shall serve on the Executive Committee, may serve as ex-officio member of all Senate committees, shall assist the chair in recruiting committee members, to be certain that all committees are making regular progress toward meeting goals, and to keep a record of the dates and times of all Senate committee meetings.

C. The secretary shall prepare minutes of all Senate and Executive Committee meetings, take attendance at all Senate meetings, receive and maintain a complete record of all committee reports, and provide one copy of all minutes and reports for the university archives.

The secretary shall also maintain and review the list of those who receive the minutes of Senate meetings.

The secretary or chair shall also publicize the meeting dates, times, and places of Senate meetings for the Stout community.

ARTICLE V — The Executive Committee


Section 1. Membership

A. The Executive Committee shall be composed of the Senate officers, the chair of the Personnel Committee, and the immediate past chair.

B. Executive Committee members shall serve one-year terms beginning on the first day after the end of the academic year in the spring and ending on the last day of the academic year the following spring. Newly-elected Executive Committee members will meet with the retiring Executive Committee members for the period between the first regularly scheduled Senate meeting following the election and the last day of the academic year.

Section 2. Duties

A. The Executive Committee may assist the chair in developing the agenda for Senate meetings, may recommend policies and/or their implementation to the Senate, may interpret the Constitution of the Senate when questions arise, and may act on behalf of the Senate when the time frame does not permit the convening of the Senate. The Executive Committee must report all of its actions to the Senate at the next meeting.

B. Three members of the committee shall constitute a quorum.

ARTICLE VI — Conduct of Senate Business


Section 1. Meetings

A. Meetings shall be announced to the entire Stout community following open meeting laws.

B. The Senate shall meet at least once a month during the academic year except for the month of January. The Senate shall also meet once during the summer. The announced meeting times, places, and dates may be changed at the discretion of the chair provided that advance notice of such change is given to the Stout community.

C. Special meetings are necessary to handle circumstances requiring immediate attention. A special meeting may be called by any member of the Executive committee following the open meeting laws. A special meeting must be petitioned by 4 Senators or 10% of the aceademic staff members who hold a salaried appointment at UW-Stout. A quorum of the Senate is required to proceed with business. The attendees of the special meeting have the authority to make decisions directly relating to the topic only. If there is no quorum it is the duty of the Executive committee to act on behalf of the Senate. A report of the Special meeting must be given to the Senate at the next meeting.

D. General meetings of the entire academic staff may be called by the chair when the majority of the senators agree upon the need for such a meeting.

E. A simple majority of the voting members of the Senate shall constitute a quorum.

F. At the first meeting in which Senate officers assume office, the chair shall appoint a senator to serve as parliamentarian for the year.

Section 2. Agenda

A. The chair shall prepare the agenda for the meetings of the Senate.

B. The order of business shall be:

   1. Call to Order
   2. Approval of the Minutes
   3. Announcements
   4. Reports
   5. Old Business
   6. New Business
   7. Adjournment

Section 3. Conduct of Business

A. The rules contained in the most current edition of Roberts' Rules of Order, shall govern the Senate of Academic Staff as long as they are consistent with these by-laws and any special rules the Senate may adopt.

B. Meetings of the Senate shall be open. Those attending Senate meetings who are not senators may speak when recognized by the chair.

C. The secretary shall take attendance at all Senate meetings.

ARTICLE VII — Amendments to the Constitution and By-Laws


Section 1. Procedure

A. Changes to these by-laws ay be proposed by any senator or upon written petition of 10% of the members of the academic staff.

B. Amendments must be proposed at one regular meeting and then voted upon at the next regular meeting of the Senate.

C. Amendments shall be ratified by a 2/3 majority of the voting senators.