Serving the HSC Campus since 1973

Transcription

1 Serving the HSC Campus since 1973 STAFF SENATE MEETING Agenda* Thursday, November 3, :00 a.m. College of Allied Health, Room 1117 Guest Speakers: Dr. Jason Sanders, Senior Vice President & Provost Call to Order Kimberley Johnson, Chair Identify Quorum and Voting Members George Schmerer, Past Chair I. Approval of Minutes October 2016 Minutes II. III. Treasurer s Report Heidi Petitt, Treasurer Staff Senate Spotlight Laura Scobey November Debbie Arnold-Kierstead IV. Committee Reports a. Committee on Committees Report b. Community Outreach Committee c. Employee of the Month d. Employee Recognition Committee e. Special Projects Committee f. Staff Week Committee g. Shared Leave Campaign Committee V. Unfinished Business VI. VII. VIII. New Business a. Discussion on updates for the Policy Procedures Announcements a. Night at the Regional Food Bank on Nov. 16 th at 6:30 p.m. Carlos Rodriguez b. Tree Lighting on Wednesday, November 30 th at 10:00 a.m., Library Lobby Adjournment *Agenda is subject to change

2 DRAFT THE UNIVERSITY OF OKLAHOMA HEALTH SCIENCES CENTER STAFF SENATE Regular Meeting Thursday, October 6, 2016 Library Auditorium GROUP MEMBERS PRESENT MEMBERS ABSENT Ex-Officio Members and Provost Designees Executive Committee Guests Group I Guest Speaker: Chris Jones - Director Information Technology Chris Jones informed the group about OUHSC Secure Network Access Project SNAP and how we need to take steps to protect our laptops. The OU Base Network is going away on October 15 th and HSC Access Network will take its place. He also demonstrated how to register. Randy Moore also discussed two security incidents about two laptops being stolen and the steps to take if it is reported to the Office of Civil Rights. OU has created Corrective Action Plan. They also spoke on Phishing and Credential Phishing, gave safe practices such as making sure your files are backed up, keep files in the server and don t download attachments even if it is someone you know. There was discussion on accessing Self Service from off campus and Duo Registration. Chris informed us that if we would like someone to speak to your department contact Kevin Fitzgerald, Office of the Provost. Submitted by: Kaitlyn Palone October 6, 2016 Claudette Greenway, Carlos Rodriguez Kimberley Johnson, Joseph Schmidt, Carol Clure, Heidi Pettit, George Schmerer Sandy Warner, Mia Jackson, Laura Scobey, Don Clothier, Kyndall Wahkinney, Paula Cockrell, Mark Fuelling, Debbie Arnold, Leslee, Smith Jon Brightbill, Cynthia Clegg, Kaitlyn Palone Group II Christina Hirschman Heidi Martin Group III Group IV Mary Glover, Kristina Taylor, Talia Carter, April Wilkerson, Jessica Johnson, Sarah Coleman, Jessica Brockhaus, Dana Aduddell, Sarah Allard, Melissa Jones Lisa Macias, Suzanne Bauman Group V Rita Pierce Carly Nguyen Group VI Group VII Group VIII Michele Doughty, Kelli Dyer, Brian Phillips Nicole Sorick, Crystal Keene,Vicky Wilson, Jennifer Winfrey, Jovan Smith, Lauren Bristow, Nancy Geiger, Kari Davis, Katie Hoefling, Jean Sims, Meredith Scott, Jade Owen Jennie Robison Gregory Zornes

3 DRAFT Call to Order: Kimberley Johnson, Staff Senate Chair, 10:47 a.m. meeting called to order. Quorum present. I. Approval of Minutes A motion was made by Claudette Greenway seconded by Nicole Sorick to approve the minutes from the September 2016 meeting. Motion passed. II. Treasurer s Report presented by Heidi Pettit, Treasurer Revenue Expenses Balance Beginning Balance $11, Shirts Inventory sales Fall Craft Fair Football T-Shirts Fall Fundraiser Sales Tax 7.22 Tote Invoice Staff Week Activities Credit Card Services.74 Ending Balance August 2016 $13, Staff Senate Spotlight presented by Laura Scobey September 2016 Leslee Smith Staff Assistant College of Allied Health Medical Imaging and Radiation Services Leslee is a graduate of Del City High School and Rose State College. She has been at OUHSC for almost 5 years and has served on the Employee Recognition Committee and helped with Staff Week. She has two children MacKynzie, 13, and Brady, 8. Leslee enjoys watching movies and two stepping. She would like to see the Staff Senate grow and gain more support from the staff around campus, and would like to see new faces on a regular basis, in addition to the current ones, of course. III. Committee Reports: a. Committee on Committees Report presented by Joseph Schmidt Senate Resignations No Resignations Senate Recommendations No Recommendations Senate Vacancies No Vacancies Submitted by: Kaitlyn Palone October 6, 2016

4 Committee Resignations DRAFT No Resignations Committee Vacancies No vacancies Committee Recommendations No Recommendations b. Community Outreach Committee presented by Mary Gonzalez Community Outreach will be serving a meal at the Ronald McDonald House next Thursday night, October 13. The menu is not confirmed yet, but if you would like to donate to the meal please contact either Mary Gonzalez (ext ) or Sara Brown (ext ). This meal is provided each year and is made up of only donations. Any help the committee can get is very much appreciated. The Christmas tree lighting will occur on November 30, 2016, 10:00 a.m. The Community Outreach Committee will be working with Easter Seals to have handmade ornaments for the tree. This year the children and adults of Easter Seals will be participating and they are very excited to do so! c. Employee of the Month Committee presented by Carol Clure Chad Williams, Lead Electrician, Site Support, was the Employee of the Month for September. His reception was held September 30 th in the Service Center Lounge. Lene` Edwards, Staff Assistant, Medicine/Pulmonary, is the Employee of the Month for October. Her reception will be held on Monday, October 24 th, at 3:00 p.m., College of Medicine, Academic Office Towers, 8 th floor. The EOM committee continues to encourage nominations. If you know a deserving staff member who meets the criteria, please nominate them or encourage their supervisor/department to do so. d. Employee Recognition Committee presented by George Schmerer Nothing new to report. Planning to meet with committee members in mid-october. e. Special Projects Committee presented by Nicole Sorick The Sooner Football t-shirts are here. Please go to the Staff Senate Office to pick up your order. The football t-shirt sale was average. The committee is working on the Christmas Fundraiser and they hope to have examples to present at Staff Senate table during the Fall Craft Fair. Please come to the Fall Craft Fair! Submitted by: Kaitlyn Palone October 6, 2016

5 DRAFT f. Staff Week Committee presented by Kelli Dyer We are hoping our theme can be Cinco de Mayo. We are waiting on a COM event planner to let us know if we can have the Library patio for May 5 th, They usually have an event on this Friday in May on the Library patio. We are hoping they will use the new COM building for their event. g. Shared Leave Committee presented by Sandy Warner We were able to donate 211 hours so far this year. Currently we have hours in the pool. Please go back to your buildings and let employees know of the need for more hours to be donated. IV. Unfinished Business No unfinished business V. New Business No new business VI. Announcements Presented by Kimberley Johnson Leadership Lunch Series: Presenting: Debby Hampton, CEO, United Way of Central Oklahoma, Tuesday, October 11, 2016, Noon DLB Student Union, Rm 260. All HSC STUDENTS, STAFF AND FACULTY ARE INVITED, Free Lunch to first 25! Volunteer Day Students, Staff and Faculty are invited for an evening of community service at the Regional Food Bank of Oklahoma! Wednesday, November 16, 2016, 6:30 8:30 pm. if you want to volunteer. Limited Space RSVP by ing your name & department and college to students@ouhsc.edu Keep It Local Join SGA & HSC Food Services in support of health food and local produce. Sooner Social Hour Friday, October 14, 2016, DLB Student Union 4:30 6:30 pm. Local Goods, Local Produce, made in Oklahoma! VII. Adjournment A motion was made by Crystal Keene, seconded by Leslee Smith, to adjourn the meeting. All were in favor, meeting adjourned 11:01 a.m. The next meeting will be held November 3, 2016, at the College of Allied Health Room Respectfully submitted, Kaitlyn Palone Submitted by: Kaitlyn Palone October 6, 2016

6 OUHSC Staff Senate Treasurer's Report Monthly Detail September 2016 Beginning Cash $ 13, Revenues: Craft Fair Fall Craft Fair 418 Fall Football Shirts Fall Fundraiser 1222 Tumbler Inventory Sales 10 Expenses: Aug Sales Tax Sales Tax EarBud Invoice Summer Fundra 611 Car Shade Invoice Summer Fundra 703 Credit Card Fees Miscellaneous Refund Miscellaneous 12 Ending Cash $ 13,681.04

7 OUHSC Staff Senate Treasurer's Report Year-to-date Summary Beginning Cash Balance $ September , $ Year to Date Totals 11, Project/Item Revenues Expenses Revenues Expenses Net Inventory Sales Payday on Payday Fall Craft Fair , , Fall Fundraiser 1, , , New Employee Orientation Gift Christmas Tree Lighting & Reception Christmas Fundraiser Cupid Express ERC Luncheon Staff Week Activities (324.67) Staff Week T-Shirt Sales Spring Craft Fair Sales Tax (428.03) Sooner Safety Week Miscellaneous (142.46) Summer Fundraiser - 1, , (1,314.00) Ending Cash Balance $ 13, $ 13,681.04

8 Staff Senate Spotlight Debbie Arnold-Kierstead Student Program Coordinator College of Allied Health Office of Academic and Student Services INTERESTING FACTS ABOUT DEBBIE She married her best friend and one true love this summer. They haven t taken a honeymoon yet, but are planning a trip to Italy next year. Debbie and husband love to travel on bikes and they have Harley and an Indian motorcycles. They take short trips to Oklahoma, New Mexico, Arkansas and Texas. She enjoys traveling, cooking and decorating (she stages houses for friends) I ve learned that people will forget what you said, people will forget what you did, but people will never forget how you made them feel. Maya Angelou Debbie has been at OUHSC for 6 years, she has served on the Employee Recognition Committee, has been the cochair of Special Projects, Staff Week and the Parking Appeals Committee She has also served as chair for the Staff Advisory Committee for the College of Allied Health. FAVORITE THINGS My favorite teams are, of course, the Sooners, Thunder and God s team the Dallas Cowboys. I have three children and 8 grandchildren, between my husband and me. I love them all so much, but the grandchildren really have my heart. I love Staff Senate! The only way to be a winning institution is by working together and communicating, this gives us more power. Someone said Individually, we are one drop. Together, we are an ocean.

9 I. SENATORS THE UNIVERSITY OF OKLAHOMA HEALTH SCIENCES CENTER HSC STAFF SENATE OPERATING PROCEDURES Amended May 2015 The Health Sciences Center (HSC) Staff Senate shall represent all staff employees. Any permanent staff employee (any individual with 50% FTE or more employment) shall be eligible for election to membership as a representative of the staff employees from the following groups, defined by college or University organization (ORG). The HSC Staff Senate shall include members from the groups below, with representation equal to the greater of two senators or one senator per 100 staff employees. Groups Representation Number of Senators Group 1 College of Allied Health 2 Group 2 College of Dentistry 2 Group 3 College of Medicine 20 Group 4 College of Nursing 2 Group 5 College of Pharmacy 2 Group 6 College of Public Health 2 Group 7 Administration and Finance 4 Group 8 Special group consisting of: a. Admissions & Records b. Graduate College c. Library d. Office of Research Administration e. Provost 3 f. Student Affairs The HSC Staff Senate Policy Review Committee shall review group composition biennially, or as necessary, to maintain equitable representation and ensure the continuity of group representation and HSC Staff Senate membership. The Committee shall examine biennially, or as necessary, the staggered terms of office to guarantee that not more than one-half (1/2) of the terms may expire each year [plus or minus one (1) in case of odd numbers]. A. Election Process Elections of Senators will be held annually by constituent groups during the month of May (April) with new members assuming office July 1. The Staff Senate Office shall notify the senior University official within the groups of the number of senators required for the upcoming term. The election process for each group will be left to the discretion of the senior University official within that group. Upon completion of each group s election, the Senators will be appointed to the Staff Senate by said official. Candidates for office may campaign, as allowable by their group s senior University official, and within the following guidelines: Campaigning shall be outside of work hours; 1

10 campaign fliers may be distributed although fliers may not be posted in hallways or in elevators; with supervisory approval, fliers may be posted in departmental offices; and campaign buttons, campus , incentive gifts, and use of University resources shall not be allowed. Elections shall be completed and appointments returned to the Staff Senate Office via e- mail or hard-copy no later than June (May) 1. B. Contesting Election Results Results of an election may be contested by submitting a written complaint to the Staff Senate Executive Committee within five (5) working days of the posting of the final results. The Executive Committee will review the complaint and determine if a recount or further action is necessary. C. Terms of Office Senators shall be elected for a two (2) year term serving no more than two (2) consecutive full terms as an elected Senator. D. New Senator Orientation An Orientation for new Senators shall be held at the start of each fiscal year. The Chair of the Staff Senate will conduct the meeting, assisted by the Staff Senate officers. A presentation shall be made by the Staff Senate Chair, and packets will be distributed containing the Staff Senate Operating Procedures, the Staff Senate Constitution, and other material as deemed necessary by the Staff Senate Chair. E. Vacancies Senators A position on the HSC Staff Senate shall become vacant upon a member changing staff employee groups, terminating employment with the HSC, resigning, or being dismissed from the HSC Staff Senate. A vacant Senator position shall be filled by appointment from the group s senior University official, upon notification by the Committee on Committees. II. DUTIES A. Senators The responsibility of each Senator is to aid in the fulfillment of the purposes of the HSC Staff Senate as delineated in Article III of the Constitution. It shall be the duty of each Senator to attend all meetings, both regular and special. It shall be the duty of all Senators to report the actions of the HSC Staff Senate to their respective staff employees on a regular basis. 2

11 The Senator shall serve on HSC Staff Senate committees when duly appointed. When it is necessary for Senators to be absent, it will be their duty to notify the HSC Staff Senate Administrative Coordinator. It shall be the responsibility of every Senator to post notices that are transmitted campus-wide via for those individuals without access. B. Ex-Officio Members and Provost's Designees The responsibility of each Ex-Officio Member and Provost s Designee Member is to serve in an advisory capacity to HSC Staff Senate and the HSC Staff Senate Executive Committee to aid in the fulfillment of the purposes of the HSC Staff Senate as delineated in Article III of the Constitution. It shall be the duty of each Ex-Officio Member and Provost s Designee Member to attend all regular and special meetings. Ex-Officio Members may send a designated alternate. The Ex-Officio Members and Provost s Designee Members shall serve on HSC Staff Senate committees when duly appointed. Ex-Officio Members and Provost s Designee Members shall have full rights of membership, except voting privileges, at all HSC Staff Senate meetings. III. OFFICERS The officers of the HSC Staff Senate shall be: Chair, Chair-Elect, Secretary, Treasurer and most recent Past Chair available (hereafter referred to as Past Chair). A. Election The Committee on Committees shall present to the HSC Staff Senate at the May (April) meeting, for action at the June (May) meeting, a slate of nominees from the current Senators. Nominations from the floor shall be called for and voting shall be by secret ballot. The candidate receiving the largest number of votes shall be declared the winner in each category. (The newly appointed officers will attend the final Executive Committee meeting on the fiscal year prior to them taking office.) In the event there are no volunteers identified to fill an officer position, the Chair shall send an to all Staff Senate Senators. If no volunteers from the Staff Senate are identified, the Chair may go outside the Staff Senate to appoint an officer from the HSC Staff at large. In this event, the appointed officer shall automatically become a Staff Senate member with full rights of membership, including voting privileges. B. Terms and Succession Officers shall be elected for one (1) year terms from members of the HSC Staff Senate and by members of the HSC Staff Senate at the May meeting of each year. If the elected officer is a Senator, he/she shall vacate that position upon taking office and The group s senior University official shall appoint a replacement to complete their term. The Secretary and Treasurer may serve two (2) consecutive full terms in office. 3

12 The Past Chair will serve in an ex-officio capacity for one (1) year. The Chair-Elect will become Chair July 1 of the year following the year of his/her election to Chair-Elect. C. A vacancy in the office of Chair-Elect, Secretary, or Treasurer shall be filled by appointment by the Chair upon recommendation of the Committee on Committees and approval of the HSC Staff Senate. If the office of the Chair is vacated, the Chair-Elect will assume that position. D. Duties of Officers The duties of the officers shall be prescribed by the Constitution, these Operating Procedures, and the parliamentary authority adopted by the HSC Staff Senate. 1. Chair Shall: Be the representative of the HSC Staff Senate to the University Administration; be a non-voting member of the HSC Staff Senate except in the case of a tie vote, in which event the Chair may vote; conduct all meetings of the HSC Staff Senate and of the Executive Committee; perform such other duties as necessary to fulfill the purposes of the HSC Staff Senate; shall review all minutes, correspondence and reports of HSC Staff Senate committees and may serve as an ex-officio member without vote on all HSC Staff Senate committees; be responsible for notifying the Staff Senate Office of the committees that need to report to the Staff Senate meetings for inclusion on the Agenda; and the Chair will require the Committee Chairs to make a written and oral report at the Staff Senate meetings. 2. Chair-Elect Shall: Assist the Chair and in the absence of the Chair conduct meetings of the HSC Staff Senate and have the powers and prerogatives of the Chair; Chair the Committee on Committees; and Perform such duties as necessary to fulfill the purposes of the HSC Staff Senate. 4

13 3. Secretary Shall: Record and transcribe accurate minutes of all Staff Senate meetings, a draft of which shall be posted to the Staff Senate web site within five (5) working days of the meeting; and Review attendance records and determine appropriate action pursuant to Section IX of the Operating Procedures. 4. Treasurer Shall: Work with the Administrative Coordinator to track, document, and reconcile fund-raising inventory; assign two individuals to handle cash at Staff Senate fundraisers; document cash received with the cash handlers, sign and date a receipt for such, and deliver funds and receipt to the Staff Senate office at the conclusion of the event; re-count the funds with a Staff Senate office designee and sign and date receipt for such; and report verbally and in writing at HSC Staff Senate meetings. 5. Past Chair Shall: Serve as a non-voting member of the HSC Staff Senate and in the absence of the Chair and Chair-Elect, shall preside at the HSC Staff Senate meetings; serve as Parliamentarian and be knowledgeable of the Constitution and Operating Procedures; and maintain a copy of said documents at each Staff Senate meeting for reference. Certify a quorum. 6. Chair Pro-Tempore Shall: In the absence of the Chair, Chair-Elect, and Past Chair from any official meeting of the HSC Staff Senate, members of the HSC Staff Senate present shall select a Chair who shall preside at that meeting only. IV. EXECUTIVE COMMITTEE A. Membership Shall consist of the Chair, Chair-Elect, Secretary, Treasurer, and Past Chair, who shall be voting members. The Ex-Officio Members, Provost s Designee Members, and the Administrative Coordinator shall have full rights of membership, except voting privileges. B. Provost s Designees There shall be three Provost s Designee Members on the Executive Committee. Upon expiration of a four-year term, a new appointment will be made by the Provost who shall solicit nominations for the Provost s Designee from the HSC Deans and the Vice President for Administration and Finance. The Provost shall then select the appointee from nominations received. The Designees will be notified in writing by the Provost of his 5

14 or her appointment and the term of that appointment. Provost s Designees shall not serve two consecutive terms. C. Duties and Powers Transact business of the HSC Staff Senate between meetings and report any actions taken to the HSC Staff Senate at the next meeting. Transact business delegated to it by the HSC Staff Senate, HSC Provost, etc. Forward to the HSC Provost and the President of the University the recommendations and advice of the HSC Staff Senate on policy matters relating to staff employees. Review committee reports and recommend actions on such reports to the HSC Staff Senate. Review requests submitted by the Treasurer for non-revenue generating expenditures. Approve, deny, or modify requests for non-recurring expenditures up to $1,000, and all recurring expenditures. Present requests for non-recurring expenditures in excess of $1,000 (such as but not limited to staff appreciation activities) to the Staff Senate with recommendation for action. D. Meetings The Executive Committee shall meet as often as necessary, to carry out its duties, at the call of the Chair or as determined by the Executive Committee. The Executive Committee shall meet at the request of any one (1) voting member thereof. A quorum of the Executive Committee shall consist of three (3) of its voting members. The Staff Senate Secretary shall record and transcribe accurate minutes of all Executive Committee meetings. Membership and participation in HSC Staff Senate or Staff Senate committees shall always be subject to supervisory approval. V. STAFF SENATE MEETINGS A. Meetings The Staff Senate shall hold at least ten (10) monthly meetings per year. As a rule, regular meetings of the HSC Staff Senate will be held at 10 a.m. on the first working Thursday of each month, August through December and February through June.. Special meetings may be called by the Chair or at the written request of one-third (1/3) of the Senators. All meetings shall be open to the public. Only Senators, Ex-Officio Members, Provost s Designee Members, and the Administrative Coordinator may participate in discussions except by vote of the HSC Staff Senate members present or permission of the Chair. 6

15 Meetings shall be conducted in accordance with the Constitution, these Operating Procedures, and Robert s Rules of Order. B. Quorum and Voting A (simple) majority of the total Senators of the HSC Staff Senate shall constitute a quorum authorized to transact business at any regular or special meeting of the HSC Staff Senate. Voting by the HSC Staff Senate Senators shall be by voice, show of hands, , or written ballot as designated by the Chair. All decisions shall be made by a majority vote of the Senators present unless otherwise specified in the Constitution, the Operating Procedures, or the Parliamentary Authority. C. Communication between The University of Oklahoma Health Sciences Center Staff Senate and the Staff Senates for the Norman and Tulsa Campuses. For purposes of communications within the University, the officers of the HSC Staff Senate and the Staff Senates for the Norman and Tulsa Campuses shall meet periodically, but not less than annually, to discuss matters of mutual concern. (Hosting of these meetings shall alternate.) VI. HSC STAFF SENATE COMMITTEES A. General Considerations The HSC Staff Senate shall have the power to approve standing and special committees, etc., as deemed necessary to accomplish the purposes of the HSC Staff Senate. The HSC Staff Senate shall have the power to reconstitute and dissolve any standing or special committees. Any staff employee with 50% FTE or more employment may serve on HSC Staff Senate committees. Members of the HSC Staff Senate committees shall be appointed by the Chair of the HSC Staff Senate upon recommendation of the Committee on Committees and approval of the HSC Staff Senate. Subsequent vacancies will be filled in the same manner and shall be for the duration of the remaining term. Each committee shall have a clearly defined function from the HSC Staff Senate Chair and make frequent reports and recommendations to the HSC Staff Senate, which may include minority (dissenting) reports. With the exception of the Chair, being an officer of HSC Staff Senate does not preclude serving on any committee either as members or as committee officers. The Chair of any standing or special committee shall serve not more than two (2) consecutive one (1) year terms in that office. The Chair shall convene meetings and prepare and provide a copy of the agenda/needed materials to committee members. Meetings will be held as needed to meet the requirements of the committee. In addition, the Chair will 7

16 assure minutes are recorded as well as distributed to all necessary parties to include the HSC Staff Senate office following meetings. The Chair or designee shall report committee matters to the Staff Senate at monthly meetings and to seek confirmation on issues requiring Senate approval. The Chair will encourage all members to participate in electronic and/or verbal discussions. In the event a committee member is inactive, the Chair is given discretion to discuss membership options that best fit the individual member and the committee. Prior to expenditure commitment, HSC Staff Senate committees shall submit requests for non-revenue generating expenditures to the Treasurer of the Staff Senate for review and approval by the Executive Committee. All special and standing committee meetings shall be subject to call of their respective Chairs. Any member resigning from the committee must do so in writing to the Chair of the committee, who shall then notify the Chair of the Committee on Committees and ask that a new member be appointed to fulfill the term of the resigning member. A quorum of a committee shall consist of a majority of its members. B. Standing Committees 1. Budget and Planning Committee Shall consist of the Staff Senate Chair, Chair-elect, Past Chair, Treasurer, Administrative Coordinator, and the Chairs of each Staff Senate committee that expends funds, to include, but not limited to, Employee Recognition, Staff Week, and Special Projects. Staff Senate Treasurer shall serve as chair. The committee shall convene at least twice annually with additional meetings as necessary. The function of the Budget and Planning Committee shall be: To create a budget of estimated expenditures not to exceed the fiscal balance at the beginning of each fiscal year. Each committee chair shall be responsible for proposing a plan of expenditures. The committee will create a framework budget to present to the Executive Committee for approval. The budget shall be presented by the Treasurer or Staff Senate Chair at the next scheduled Staff Senate meeting for information or a Staff Senate approval as outlined in IV, C of herein Operating Procedures. 2. Committee on Committees Shall consist of four (4) members, who must be Senators when elected, and three (3) additional members at-large, serving two (2) year staggered terms. Replacement members shall be elected by the HSC Staff Senate at the May meeting. There shall be no more than one (1) 8

17 member from any HSC Staff Senate group. New member appointments begin July 1. The Chair-Elect shall chair this committee. The function of the Committee on Committees shall be: To convene during the year when necessary to nominate staff employees to serve on search committees, task forces, ad hoc committees, or any other committees. To convene during the year when necessary to review recommendations to form standing committees. To monitor Staff Senate membership and request new appointments of each group s senior University official, as needed. To present a slate of nominees for Chair Elect, Secretary, and Treasurer from the current Senate roster at the May (April) meeting for action at the June (May) meeting. To provide the Staff Senate with a list of newly elected Senators. To provide the Staff Senate with a list of standing and special committee vacancies. The Committee on Committees shall submit all recommendations to the HSC Staff Senate for approval. 3. Employee of the Month Selection Committee Shall consist of seven (7) members which comprise of the following: Three (3) individuals from Administration of The University of Oklahoma Health Sciences Center, one (1) of whom is to be selected by the Provost and four (4) staff employees elected by the HSC Staff Senate. There shall not be more than one (1) member from each HSC Staff Senate group. Length of service on the Employee of the Month Selection Committee will be in staggered two (2) year terms, beginning January 1 st, with not more than one-half (1/2) of the terms expiring each year, plus or minus one (1). Members should serve no more than two (2) consecutive full terms as a member of the committee. The Employee of the Month Selection Committee shall elect annually a Chair of the committee who retains voting privileges on committee deliberations. The function of the Employee of the Month Selection Committee shall be: To determine the ranking and selection procedures for determining the awards using the criteria established by the HSC Staff Senate. 9

18 To select a staff employee from nominees to receive the Employee of the Month award each month. 4. Employee Recognition Committee Shall consist of at least eight (8) members who serve two (2) year staggered terms beginning July 1. The Chair of the committee shall be appointed by the Chair of the HSC Staff Senate. The Past Chair of the committee may serve in an advisory capacity. The function of the Employee Recognition Committee shall be: To coordinate staff employee recognition activities including, but not limited to, the following awards: Length-of-service, retirement, Employee of the Year, Regents Award for Superior Staff, HSC Staff Senate Appreciation Awards, and other staff recognition as determined by HSC Staff Senate. 5. Policy Review Committee Shall consist of five (5) members who serve two (2) year staggered terms, beginning July 1. The Chair will be appointed by the Chair of the Staff Senate with the term beginning July 1. The functions of the Policy Review Committee shall be: To review (when presented) all suggested amendments to the Constitution and Operating Procedures and make recommendations concerning these changes to the HSC Staff Senate. To review annually the Constitution and Operating Procedures and recommend changes, as appropriate, to the HSC Staff Senate. To review and make recommendations concerning policies, procedures, directives, etc., as directed by the HSC Staff Senate. To biennially review the group distribution and recommend realignment of representation, if necessary. 6. Special Projects Committee Shall consist of at least eight (8) members who serve two (2) year staggered terms, beginning July 1. The Chair of the committee shall be appointed by the Chair of the HSC Staff Senate. The past Chair of the committee may serve in an advisory capacity. The functions of the Special Projects Committee shall include, but are not limited to, planning, organizing and assuming fiscal responsibilities for fund raising activities, social functions and special events for the HSC campus, as directed by HSC Staff Senate. 10

19 Employees of affiliated entities within the Oklahoma Health Center may serve on this committee on a one-year special appointment by the Chair of the Staff Senate. 7. Staff Week Committee Shall consist of at least eight (8) members who serve two (2) year staggered terms beginning July 1. The Chair of the committee shall be appointed annually by the Chair of HSC Staff Senate. The Past Chair of the committee may serve in an advisory capacity. The function of the Staff Week Committee shall be to coordinate staff week activities, including but not limited to, planning, organizing, budgeting, and conducting the events. 8. Community Outreach Committee Shall consist of at least eight (8) members who serve two (2) year staggered terms, beginning July 1. The Chair of the committee shall be appointed annually by the Chair of the HSC Staff Senate. The Past Chair of the committee may serve in an advisory capacity. Employees of affiliated entities within the Oklahoma Health Sciences Center may serve on this committee on a one year special appointment by the Chair of the Staff Senate. The function of the Community Outreach Committee shall be: To assist OUSC staff in their growth as individuals, leaders and members of the community. To provide opportunities to serve the broader community with time and effort. 9. Special Committees Special committees of the HSC Staff Senate may be established at the discretion of the HSC Staff Senate or the Chair. A special committee shall be dissolved upon completion of its charge, presentation of a final written report, and acceptance of such report by the HSC Staff Senate. If it is determined that a special committee should become a standing committee, a recommendation is to be submitted to the Committee on Committees for action. Employees of affiliated entities within the Oklahoma Health Center may serve on this committee on a one-year special appointment by the Chair of the Staff Senate. VII. HSC AND UNIVERSITY COMMITTEES A. General Considerations 11

20 In addition to the HSC Staff Senate committees, the Health Sciences Center shall have Staff representation on HSC and University-wide committees. These committees include, but are not limited to the committees listed in Sections B and C below. It is the responsibility of the Staff Senate Office to keep a current list of Staff Senate, HSC, and University-wide committees, committee members, and their terms of service. B. HSC Committees 1. Staff Dispute Resolution and Shared Leave Committees Shall operate in accordance with the OUHSC Staff Handbook. 2. Parking Appeal Committee Shall operate in accordance with Chapter 5 of the OU Parking Rules & Regulations. C. University Committees: Athletics, Discrimination and Harassment, Employee Benefits, Patent Advisory, and University Copyright Members of these committees shall be appointed by the Chair of the HSC Staff Senate upon recommendation of the Committee on Committees and approval of the Staff Senate. Subsequent vacancies shall be filled in the same manner and will be for the duration of the unexpired term. VIII. AMENDMENTS Amendments to the Operating Procedures of the HSC Staff Senate shall be made only at a regular or special meeting by two-third (2/3) affirmative vote of the Senators of the HSC Staff Senate present and voting, provided a quorum is present. A proposed amendment shall be submitted in writing to the Administrative Coordinator who will direct the proposal to the Policy Review Committee for review and presentation to the HSC Staff Senate. Proposals shall be distributed to the members of HSC Staff Senate at least ten (10) calendar days before the meeting at which it will be considered. A formal vote may not be taken until the first regular or special meeting at which a quorum is present after the meeting when the amendment(s) was first considered. IX. RULES OF CONDUCT AND DISCIPLINARY ACTIONS As representatives of the HSC Staff Senate, it is expected that HSC Staff Senate Officers, Senators, and appointees will, at all times, conduct themselves in a professional, cooperative, and collegial manner. Staff Senate membership expressly implies a representation of the Senate and HSC staff as a whole, and members will present themselves on behalf of the Staff Senate as such. A member will at all times strive to maintain the integrity of the Staff Senate by exhibiting behavior conducive to the Senate s mission. Any HSC Staff Senate Officer, Senator, or appointee found guilty of conduct tending to injure the good name of the HSC Staff Senate, disturb its well-being, or hamper it in its work may be disciplined through reprimand or expulsion. The discipline will be decided by a majority vote of the Executive Committee. 12

21 Additionally, three (3) absences from scheduled HSC Staff Senate meetings may be cause for dismissal. Dismissal shall not occur until reviewed by the Executive Committee and approved by the HSC Staff Senate. After three (3) absences from scheduled HSC Staff Senate meetings during any operating year, the Senator and their group s senior University official shall be notified in writing that unless he/she replies in writing within ten days either assuring the HSC Staff Senate that interest and participation will continue or offering to resign, the Executive Committee will be obliged to recommend to the HSC Staff Senate that this Senator be replaced. In any event, replacement may automatically be recommended with the occurrence of the fourth (4) absence. X. SUSPENSION OF RULES Any provision of the Operating Procedures, with the exception of the provisions concerning amendments, may be suspended for the duration of any one (1) meeting by a two-third (2/3) affirmative vote of the Senators of the HSC Staff Senate present and voting, provided a quorum is present. XI. RULES OF ORDER The rules of parliamentary procedure, as set forth in Robert s Rules of Order, Newly Revised, shall govern all meetings of the HSC Staff Senate and of its standing and special committees. 13