The University of Vermont Staff Council

Transcription

1 The University of Vermont Staff Council Serving as a voice and advocate for all staff at UVM, since STAFF COUNCIL REPRESENTATIVE ELECTION POLICY STATEMENT Policy Statement This policy addresses the protocol for electing Staff Council representatives and establishes standards, rights and responsibilities that apply to the Staff Council Representative Elections. Reason for the Policy This policy provides guidance to the Staff Council for the purpose of facilitating elections and complying with Council bylaws, and clarity regarding the official breakdown of the units and their attending seats. Applicability of the Policy This policy applies to the University of Vermont Staff Council. Policy Elaboration It is imperative that the Staff Council elections remain open, inclusive and just to all. Elections for representatives shall be held in April of each year by the College or Unit with a vacant seat or representative whose term is due to expire on June 30 th. Elections shall take place by secret ballots distributed to all eligible staff members whose primary appointment is in the unit where the election is taking place. Elections may be held at the unit level or conducted online by the Staff Council Office (SCO). The Staff Council Rules and Elections Committee shall oversee the elections of Council representatives. Concerns regarding election irregularities must be communicated to the Staff Council Office within two weeks of the election. This policy must comply with Staff Council Bylaw Article V, regarding membership, elections, terms and vacancies. Definitions Oversee: The Staff Council Rules and Elections Committee shall review the election methods used by individual units and the SCO prior, during and/or after elections take place for voting anonymity, complete voter participation, and complete Council representation. The Committee reserves the right to question and monitor the SCO s use of its election software and review the data used in determining the number of representatives per unit. Approved by Staff Council August 3, 2010 Page 1

2 Form(s) Staff Council Representative Nomination Form Contacts Staff Council President Staff Council Office University of Vermont 85 South Prospect Street 313 Waterman Burlington, VT Related Documents / Policies Staff Council s Constitution and Bylaws: Article V.C. Staff Council Members Election Article X. Nominating Committee Effective Date Approved August 3, Updates to this policy shall be recommended by the Executive Board and approved by Council. Approved by Staff Council August 3, 2010 Page 2

3 The University of Vermont Staff Council Serving as a voice and advocate for all staff at UVM, since STAFF COUNCIL REPRESENTATIVE ELECTION PROCEDURES Representative Qualification and Eligibility Each Unit 1 of the University shall elect one or more representative(s) from its eligible staff to the Staff Council. For a list of Units, see Appendix I. The chart below shows the number of representatives each Unit shall elect, based on the number of eligible staff within that Unit. Units/Divisions with this number of eligible Staff Shall elect this number of Council Representatives Any Department 2 with 100 eligible staff or more MUST elect one representative. Additionally, any Department with 200 eligible staff or more MAY elect a second [additional] representative. (NOTE: the additional Department representative is above and beyond the regular allotment for the Unit. If a Department chooses not to elect an additional representative, that Department cannot offer its unfilled position to another Department.) 1 Unit/Division, and so throughout the document. [Some areas use Division to refer to a Unit.] 2 Department/Service Group, and so throughout the document. [Some areas use Service Group to refer to a Department.] Approved by Staff Council August 3, 2010 Page 3

4 Representatives shall be elected by and from the ranks of all staff members at the University of Vermont who are part of the career/pay system. When a Council representative vacancy exists within a unit/division, all eligible staff members within that unit/division must be provided an opportunity to run for election and serve on Staff Council as a representative. The elections shall be conducted by secret ballot within a unit/division or online through the SCO. Qualifications for Staff Council Representatives are listed in the Staff Council Bylaws. At the request of their union, those staff who belong to UE Local 267 are not permitted to participate in Staff Council. Questions about qualifications or about anything to do with Council elections may be addressed to the Staff Council Office. UVM staff whose salaries are funded by grants - Beginning in FY 2011, funds will be available to reimburse grants up to 3.5% of a grant-funded employee's salary for time spent engaged in Staff Council activities. Responsibilities The SCO will review Appendix I, the list of Units/Divisions within the University of Vermont, with the Office of the President each January in preparation for Staff Council Representative Elections. This exercise is necessary to confirm the configuration of Units/Divisions as it relates to UVM s Organization Chart and Staff Council Representation. The SCO is responsible for updating Appendix I as needed, following the annual review with the Office of the President. The SCO will draft an election timeline for Staff Council representatives and officers for review by the Rules and Elections Committee and the Executive Committee at their respective February meetings. It is the responsibility of the SCO to notify each individual unit s Dean/Vice President of vacancies that occur. The SCO will also notify the full Council and specifically, those representatives whose units will be conducting elections. Notification - Staff Council Representative Elections Details of upcoming elections will be communicated by the Staff Council Office. Each unit/division is responsible for communicating the need for Staff Council representation and how an election will be conducted (i.e., the completion of nomination forms, the timeline, and the balloting process whether occurring online by SCO or within the unit/division). The unit/division election timeline will be agreed upon in cooperation with the SCO. March 1 st The SCO will request from Human Resource Services an employee census as of March 15th of permanent staff by unit/division, excluding those who belong to UE Local 267. The purpose of this census is to determine the number of representatives each unit/division shall elect, based on the number of eligible staff within that unit/division. March 30th The SCO will notify (by ) all units/divisions having elections and will provide each with a copy of their 3/15 employee census. The Council will be informed of the same at their April meeting. Sample letters to employees announcing this opportunity will be provided to the units/divisions as well. Approved by Staff Council August 3, 2010 Page 4

5 April 1st The SCO (via Staffline and the Staff Council web site) will publish a list of the units/divisions requiring elections due to ending terms or vacancies. - First week of April Supervisors are asked to extend an invitation to all staff (excluding members of UE Local 267) to be a candidate for Staff Council representative. - Second week of April Staff running for election must submit a Nomination Form. This application must be shared with both the employee s supervisor and the SCO at staff.council@uvm.edu. All nominee information received by only the SCO will be shared immediately with the employee s supervisor and unit contact. - Third week of April This is the unit/division supervisor s deadline for notifying the SCO how their elections will take place. The SCO will begin building ballots for online elections. In the event that only one (1) Nomination Form is received, then the supervisor may choose to accept and affirm the sole nomination and forego the election. - Fourth week of April The SCO will distribute online ballots by . At least five business days shall be allowed for each election (run by SCO or a Unit). April 30th All Staff Council representative elections conclude. On the first Monday in May All Staff Council candidates will be notified of election results. On the first Tuesday in May Election results will be announced at the Staff Council meeting and posted on the Council s website and in Staffline. Approved by Staff Council August 3, 2010 Page 5

6 Appendix I. Units/Divisions within the University of Vermont: 1. Division of Finance and Enterprise Services 2. College of Agriculture and Life Sciences 3. Extension 4. College of Arts and Sciences 5. School of Business Administration 6. Continuing Education 7. College of Education and Social Services 8. College of Engineering and Mathematical Sciences 9. Rubenstein School of Environment and Natural Resources 10. College of Medicine 11. College of Nursing and Health Sciences 12. Libraries and Learning Resources 13. Enrollment Management/ Military Studies 14. Student and Campus Life 15. Development and Alumni Relations 16. Research and Graduate Studies/ University Transportation Center / EPSCoR 17. President s Office / Diversity and Equity / General Counsel / Office of Federal, State & Community Relations / Audit Services 18. Provost s Office / Institutional Research / Fleming Museum / Faculty Senate / Cultural Pluralism and Racial Equity / Multicultural Affairs / Residential Learning Communities/ Honors College/ L&L/ CUPS The SCO will review Appendix I., the list of Units/Divisions within the University of Vermont with the Office of the President each January in preparation for Staff Council Representative Elections. This exercise is necessary to confirm the configuration of Units/Divisions as it relates to UVM s Organization Chart and Staff Council Representation. The SCO is responsible for updating Appendix I. as needed, following the annual review with the Office of the President. Related Documents / Policies Approved by Staff Council August 3, 2010 Page 6