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Constitution & Bylaws

MISSION

The Staff Council is organized to foster a spirit of unified community among staff members of Texas Woman’s University and to provide opportunities for their democratic representation.

PREAMBLE

Texas Woman's University, a multi-center institution, is a community of people engaged in support of higher education. In order that all components of the University may work together creatively and freely in the pursuit of common goals, this Constitution of the Staff Council of Texas Woman's University is set forth.

CONSTITUTION

Article I - Name

The name of this organization shall be the Staff Council of Texas Woman's University.  

Article II - Objective

The Staff Council is organized to foster a spirit of unified community among staff members of Texas Woman's University and to provide opportunities for democratic representation.  The Staff Council shall exist to contribute to the welfare of the University and its staff employees.  The objectives of Staff Council are:

  1. To provide an additional channel of communication for staff with administration and faculty;
  2. To provide opportunities for leadership and professional development for University staff members;
  3. To address concerns of the general staff population and seek improvement of staff work environment, conditions and processes;
  4. To refer issues and inform the University administration on items that are of interest and/or relevant to staff members;
  5. To increase the sense of identity, recognition and worth of each staff member in his/her relationship to the University;
  6. To continue to improve the delivery of services to the University staff; and
  7. To advance the mission of the University.

Article III – Authority

The Staff Council is an advisory body to the Chancellor of the University.  The Chancellor and other members of University administration may refer matters to the Staff Council.  In addition, the Staff Council may consider other issues and provide recommendations to the administration on matters of interest to the staff in accordance with Article 2.  The Staff Council does not serve as a complaint hearing or review agency in any grievance procedure or matter.  The Staff Council does not assume the role of arbitrator in any such matter, nor does it serve as a bargaining entity. 

Article IV - Membership

Membership on the Staff Council shall be extended to staff members who are:

    1. At least 50% Full Time Equivalent at Texas Woman’s University;
    2. Have one (1) year of employment in a staff position;
    3. Currently hold a position below the level of Director, Registrar, and Controller; and
    4. Are not represented by Faculty Senate.

Article V – Constituency

Staff Council represents all full and part time staff members who currently hold a position below the level of Director, Registrar, and Controller and are not represented by Faculty Senate.

Article VI - Officers

The officers of the Staff Council shall be: President, President Elect, Vice President, Secretary, Treasurer, and Parliamentarian. These officers shall constitute the Executive Committee.

Article VII - Standing Committees

The Staff Council shall establish within the Staff Council the following standing committees:

  • Executive Committee
  • Professional Development
  • Human Resources Issues
  • Communications
  • Rewards and Recognition
  • Membership and Elections

Article VIII - Meetings

Regular meeting times shall be established by the Staff Council.


 

BYLAWS

Article I - Membership

Section 1.

Membership on the Staff Council shall be extended to staff members who are:

  • At least 50% Full Time Equivalent at Texas Woman’s University;
  • Have one (1) year of employment in a staff position;
  • Currently hold a position below the level of Director, Registrar, and Controller; and
  • Are not represented by Faculty Senate.

Section 2.

The staff members of Texas Woman’s University shall nominate and elect representatives (see Article II) who shall make up the Staff Council.

Section 3.

The following Equal Employment Opportunity Commission (EEOC) code shall determine Staff Council representation for the University. The same population numbers, but without reference to EEOC code, shall be used to determine representatives from the Dallas and Houston centers as separate entities. Populations shall be based on the most current listing available from Human Resources for the month preceding the nomination call with a representation of one (1) Staff Council member per 30 staff members.

EEOC Code

EEOC Title

7

Other Professionals

8

Technical/Paraprofessional

9

Clerical/Secretarial

10

Skilled Crafts

11

Service/Maintenance

Dallas

At Large

Houston

At Large

Article II - Election Procedures and Processes

Section 1.

Members shall be elected in Denton to serve as Staff Council representatives from among the above EEOC Codes and among all EEOC codes as a single group in Houston and Dallas.

Section 2.

Final Composition Formula. The Staff of each EEOC code shall elect one representative per 30 staff members in their code. There is a minimum of one (1) representative per EEOC code. Dallas (as representative of a single center) and Houston centers will have a minimum of two (2) representatives each. Review of the number of council members for each code and center shall occur annually by May 1 by the Membership and Elections Committee. No council member will be removed from a position on Staff Council as a result of reapportionment.

Section 3.

Elections shall be conducted by the Membership and Elections Committee of the Staff Council.

Section 4.

Nominations shall be received in May.

Section 5.

Elections shall be held in June.

Section 6.

Nominations and elections of Staff Council officers shall be conducted at the regularly scheduled meeting in July. Officers shall assume duty at the regularly scheduled August meeting.  Staff Council officers must have at least one (1) year of previous service as a Staff Council representative.  If no member meets this criterion, the one (1) year service requirement will be waived, starting with the President Elect position.

Section 7.

Current and outgoing representatives are required to attend the August meeting. At this meeting a brief overview of duties will be given to new representatives by outgoing officers and committee chairs.

Section 8.

Installation of members shall occur at the regularly scheduled August meeting.  New representatives shall assume duty immediately after installation.

Section 9.

All elections for representatives shall be conducted by secret ballots (color coded to EEOC code) addressed to each eligible staff member as defined in Article I, Section 1.

Section 10.

The Membership and Elections Committee shall design and distribute nomination forms and ballots, and shall prepare a calendar designating dates for nominations, voting, counting of ballots, and notification of elected members.

Section 11.

Nominations shall be submitted to the Membership and Elections Committee. The Membership and Election Committee will verify eligibility.  Upon verification of eligibility requirements nominees will be contacted by the Membership and Elections Committee to confirm their acceptance of the nomination. Candidates who accept nomination will have their names placed on the election ballot. The Membership and Elections Committee shall send the election ballots to employees along with information on the number of representatives to be elected. The Membership and Elections Committee will notify the duly-elected nominees of their election to Staff Council. In case of tie votes, run-off elections shall be held. Final ballots will be retained by the chair of the Membership and Elections Committee until the next election.

Section 12.

Nominee(s) for open positions in an EEOC group will be deemed elected without the necessity of a ballot when they are the only nominee(s) for an open position in that EEOC group. Only when there are more nominees than open positions will a ballot be deemed necessary.

Section 13.

In the event that an EEOC code is under-represented by either insufficient nominations or member resignations at-large members will be selected by the Membership and Election Committee. Members-at-large are the next highest vote recipient in each category and will serve a term of three (3) years as a member-at-large.

Section 14.

In the event that there are not enough nominations to fill the number of required representatives, the elected Council representatives rotating off will be asked to volunteer for one additional year.

Section 15.

When necessary the Executive Committee of Staff Council shall serve as the Membership and Election Committee.

Section 16.

The outgoing President shall submit names of the newly-elected officers and representatives to the Office of Public Information for publication.

Section 17.

Terms of Office.  In order to promote continuity within Staff Council, newly elected members in EEOC codes that require more than one representative (see Article II, Section 2), shall serve a two (2) or three (3) year term beginning with the 2012-2013 term.  Terms of office for newly elected members will be chosen at random. The term of office shall begin with the August meeting and continue through August 31 of the second or third year.  Members may be eligible for re-election after being off Staff Council for one year. 

Section 18.

Vacancies. A Staff Council position is declared vacant when the member is no longer eligible as defined in Article I, Section 1; the member has resigned from the Staff Council; the member has moved to another EEOC code; or member's term has expired. If the member has moved to another EEOC code, he/she will be considered to give up their regular member status and become a member-at-large until their elected term is completed with all right and privileges as regular members.

Section 19.

Filling Vacancies. Staff Council positions that become vacant between annual elections shall be filled by special elections or the next available person with a clear majority of votes during the last election will be appointed to serve the remainder of the term of the person who resigned or changed EEOC code.  Officer resignations will require an election for the open position except in the case of the President as outlined in Article IV, Section 3.

Section 20.

Removal from Office. Staff Council members may be removed from office if they have three (3) consecutive absences from the regularly scheduled Council meetings without written notice to the Staff Council of the extenuating circumstance.

Section 21.

Reinstatement to Office. Staff Council members may appeal to the full Council for reinstatement within two weeks of the date of the written notice of removal.

Article III - Meetings

Section 1.

The Staff Council shall meet on a regular basis at a time established at the first meeting of the year. One half plus one of Staff Council members shall constitute a quorum.

Section 2.

Special meetings may be called at any time by the Staff Council President or at the written request of three (3) Staff Council members.

Article IV - Officers

Section 1.

All officers must have served at least one (1) year as a Staff Council Representative.  If no member meets this criterion, the one (1) year service requirement will be waived, starting with the President Elect position.

Section 2.

President.  The term of office of the President is one (1) year.
The President shall:

  • Preside at all meetings of the Executive Committee and of the Staff Council;
  • Determine, prepare and distribute the agenda for Executive Committee and Staff Council meetings;
  • Appoint ad hoc committees of the Staff Council; and
  • Be an ex-officio member of all committees.

Section 3.

President Elect.  The term of office of the President Elect is one (1) year as President Elect and one (1) year as President.
The President Elect shall:

  • Perform the duties of President in the President’s absence
  • Become President of the Staff Council in the event a vacancy occurs in the office of the President and shall fill out the unexpired term of office.
  • Shall act on behalf of the President upon his/her request.
  • Serve as Chair of the Professional Development Committee
  • Assume the duties of President at the expiration of the President’s elected term of office.

Section 4.

Vice President.The term of office of the Vice President is one (1) year.
The Vice President shall:

  • Perform the duties of President in the absence of the President and President Elect.
  • Serve as Chair of the Human Resources Issues Committee.  

Section 5.

Secretary.  The term of office of the Secretary is one (1) year.
The Secretary shall:

  • Maintain accurate records of all meetings of the Executive Committee and provide minutes to the Executive Committee members prior to the next meeting of the Executive Committee;
  • Maintain accurate records of all meetings of the Staff Council and provide minutes to the Staff Council members prior to the next meeting of the Staff Council;
  • Be responsible for gathering materials for transfer to the Staff Council Historical Archives maintained in the Woman’s Collection of the Library;
  • Maintain the membership roster and an accurate record of each representative's attendance at meetings of the Staff Council; and
  • Serve as Chair of the Communications Committee.

Section 6.

Treasurer.  The term of office of the Treasurer is one (1) year.
The Treasurer shall:

  • Receive and disburse all funds of the Staff Council upon approval of Executive Committee;
  • Keep an accurate account of all receipts and disbursements;
  • Verify and reconcile accounting summary/detail reports;
  • Submit an annual report to the Executive Committee; and
  • Serve as Chair of the Rewards and Recognition Committee

Section 7.

Parliamentarian.  The term of office of the Parliamentarian is one (1) year.
The Parliamentarian shall:

  • Serve as resource person for President in interpreting the Constitution and Bylaws of he Staff Council
  • Serve as Chair of the Membership and Elections Committee

Article V - Standing Committees

Section 1.

The Executive Committee.  The Executive Committee manages and executes the business of Staff Council. This includes, but is not limited to, approving the agenda for meetings, advising the President in making appointments to University committees, and monitoring the activities of Staff Council Committees. The Executive Committee is composed of the officers of Staff Council.

  • The Executive Committee shall meet no less than once each calendar month prior to the monthly Staff Council meeting.
  • The Executive Committee shall review and approve the Staff Council budget.
  • Council representatives shall bring staff member issues to the attention of the Executive Committee.  The Executive Committee may place the item on the agenda for discussion at the next council meeting.

Should both the President and Vice President be unavailable to conduct a meeting of the Executive Committee, the President may appoint a member of the Executive Committee to do so. If no such appointment is made, the members of the Executive Committee may appoint one of their members to conduct the meeting.
Attendance by a majority of the Executive Committee members is required for the Committee to conduct business.

Section 2.

Professional Development Committee.  The Professional Development Committee shall consist of a chair (President Elect), members of Staff Council and members from various areas of the University as needed. The Committee shall be responsible for implementing staff development programs which shall include Staff Development Day(s), encouraging staff leadership and recognition of such, and initiating workshops and training sessions.

Section 3.

Human Resources Issues Committee.  The Human Resources Issues Committee shall consist of a chair (Vice President of Staff Council), members of Staff Council and members from various areas of the University as needed.  The Committee shall be responsible for familiarizing itself with policies and procedures of the University pertaining to staff members and ensuring democratic representation in areas of concern to staff members. The Chair of the Human Resources Issues Committee will invite a member of Human Resources to serve as a committee member.

Section 4.

Communications Committee.  The Communications Committee shall consist of a chair (Secretary of Staff Council), members of Staff Council and members from various areas of the University as needed. The Communications Committee shall be responsible for publicizing the activities of the Staff Council and its members through University publications, e-mail and other appropriate media. In conjunction with the Office of Public Information, the Committee shall be responsible for facilitating communication between University staff members and other constituent groups.

Section 5.

Rewards and Recognition Committee.  The Rewards and Recognition Committee shall consist of a chair (Treasurer of Staff Council) and members of Staff Council and shall be primarily responsible for overseeing the procedures of the Pioneer Proud Awards among other recognition opportunities.

Section 6.

Membership and Elections Committee.  The Membership and Elections Committee shall consist of a chair (Parliamentarian for Staff Council) and members of Staff Council and shall conduct Staff Council elections.

Article VI - Standing Committee Appointments

Section 1.

Each Staff Council representative shall serve on at least one standing committee, which shall be comprised of at least three (3) Staff Council representatives.

Section 2.

Immediately following the installation of officers the President shall send all Staff Council representatives a Standing Committee Selection Form inviting them to serve on a TWU Staff Council standing committee.  The President may send all TWU staff members a Standing Committee Selection Form if additional committee members are needed.

Section 3.

The Executive Committee shall determine the standing committee representation. Members shall be notified of their committee assignment by the Secretary before the next meeting. Members shall be eligible for reappointment. The President of the Staff Council shall appoint committee members from various areas of the University as needed.

Section 4.

All reports and recommendations of standing committees to the Executive Committee shall be submitted in writing.

Section 5.

A quorum of any standing committee shall be a majority of its members.

Section 6.

All standing committees shall observe rules contained in the current edition of Robert's Rules of Order.

Article VII - Special Committees

Special committees may be appointed by the Staff Council President as the need arises.

Article VIII - Responsibilities of Council Representatives

Council members are:

  •  To communicate information on Council activities to their constituents;
  • Attend meetings regularly;
  • Present concerns of constituents to the Staff Council; and if invited;
  • Council members should be available to participate if problems or situations occur which need special study; and
  • Council representatives should bring identified issues to the attention of the Executive Committee. 

Article IX - Amendments

  • These Bylaws may be amended at any regular meeting of the Staff Council by a two-thirds (2/3) vote of the members present, the proposed amendments having been submitted in writing at the previous regular meeting.
  • Staff Council shall present suggested changes to Bylaws to TWU staff members prior to vote.
  • Without such notice to TWU staff members, the Bylaws may be amended only by a unanimous vote.

A review of these Bylaws shall be made every five (5) years, or when considered necessary, by a committee appointed and chaired by the Parliamentarian

Article X - Parliamentary Authority

The rules contained in the current edition of Robert's Rules of Order shall govern the Staff Council in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any special rules of order the Staff Council may adopt.

Constitution and Bylaws approved by the Staff Council Steering Committee on October 6, 1998.

  • Amended August 1, 2000
  • Amended July 8, 2004
  • Amended May 3, 2005
  • Amended August 2, 2005
  • Amended June 6, 2006
  • Amended February 5, 2008
  • Amended March 1, 2012
  • Amended May 23, 2012

page last updated 8/15/2013 7:35 PM