Staff Assembly

Classified Employees Assembly Bylaws and Constitution

Number: ACEA 100

Section: Classified Employees Assembly

Subject: Classified Employees Assembly Bylaws and Constitution

Date: March 1, 2010

Issued by: CEA Executive Committee

Authorized by: CEA Executive Committee

I. Name

The name of this organization shall be the Classified Employees Assembly of USC Aiken.

II. Purpose

The purpose of the Assembly is to coordinate employee suggestions concerning the management and operations of USC Aiken, and to promote the welfare of classified employees in general. This body shall communicate concerns and suggestions to classified employees, administration, faculty and students, and shall forward concerns to the CEA Advisory Committee.

III. Membership

All persons employed in classified positions at USC Aiken may be considered members.

IV. Meetings

Section 1. The Assembly shall hold quarterly meetings and such other meetings called by the Chairperson or the Executive Committee.

Section 2. A called meeting shall be made in writing to the Chairperson by twenty-five percent (25%) of the voting membership.

Section 3. The place of the meetings shall be determined by the Chairperson or the Executive Committee.

Section 4. Notification of meetings by the Recorder shall be at least five (5) business days prior to the date of the meeting.

Section 5. The members present at any meeting which has been duly called shall constitute a quorum for the transaction of business, PROVIDED, that at least twenty-five percent (25%) of all members are present. Each member shall have one (1) vote.

Section 6. Where not otherwise provided in these Bylaws, all meetings of the Assembly shall be conducted in accordance with Robert's Rules of Order.

V. Officers

Section 1. The policies and business of the Assembly shall be determined and governed by the Executive Committee.

Section 2. The officers of the Assembly shall consist of a Chairperson, a Vice-Chairperson, a Recorder, and a Parliamentarian, all of whom shall be members of the Executive Committee. Ex officio members of the Executive Committee shall include the Chancellor, the Associate Chancellor for Business and Finance, and the previous Chairperson of the Assembly.

1. The duties of the Chairperson shall be to:
   • preside at all meetings of the Assembly and of the Executive Committee
   • serve on or appoint a classified employee representative to the Institutional Planning Cabinet
   • represent the classified employees at the annual academic convocation
   • make appointments to special committees as needed
2. The duties of the Vice-Chairperson shall be to:
   • preside at meetings in the absence of the Chair or provide designated representative
   • assume the duties of the Chair in his/her absence
   • serve as chair of the Advisory Committee
   • initiate the annual classified employees awards processing January
3. The duties of the Recorder shall be to:
   • prepare and distribute agendas to all classified employees and USC administrators (Monday Group)
   • keep minutes of the meetings (or determine an alternate) and distribute them least five (5) business days prior to date of next meeting
   • keep an official list of members
   • have a list of all officers and committee members
   • type other correspondence and complete other administrative duties as needed by the Assembly
4. The duties of the Parliamentarian shall be to:
   • be proficient in parliamentary procedures
   • assure meetings are held in accordance with Robert's Rules of Order

Section 3. The Executive Committee shall be responsible for calling the first meeting of each standing committee. Each standing committee shall elect a Chairperson at the first meeting following the annual election of new members.

VI. Committees

Section 1. The Assembly shall establish, abolish, or modify regular or special standing committees as it deems necessary.

Section 2. A description of the purpose and membership of each regular standing committee is as follows:

The Advisory Committee shall act as a liaison between all classified employees and the administration at USC Aiken and shall solicit suggestions concerning the management and operation of the University community. The membership shall include four (4) elected members and the Vice-Chairperson of the Assembly, the Chancellor (ex officio), the Associate Chancellor for Business and Finance (ex officio), and the Director of Human Resources (ex officio).

The Nominating Committee shall nominate individuals for offices and committees of the Assembly and produce, distribute and tabulate official ballots. The Committee shall consist of five (5) elected members.

The Facilities Utilization and Development Committee shall serve in an advisory capacity to the administration concerning the development and utilization of all facilities. The membership shall include five (5)elected members. This committee shall also include as ex officio members the Chancellor, the Vice Chancellor for Academic Affairs, the Associate Chancellor for Enrollment Services and Institutional Planning, the Associate Chancellor for Student Life and Services, the Director of Operations, and the Director of the Conference Center and Special Events.

Section 3. Each standing committee shall provide the Assembly Chairperson with an annual report of yearly committee activities.

VII. Elections

Section 1. Election of officers shall be accomplished by ballot every odd year. Officers will serve for a period of two (2) years.

Section 2. Election of committee members shall be accomplished by ballot every year according to the following schedule: Advisory Committee, two (2) members elected in odd year, two (2) member selected in even year; FUD Committee, three (3) members elected in odd year, two (2) members elected in even year; and Nominating Committee, three (3)members elected in odd year, two (2) members elected in even year. Committee members will serve for a period of two (2) years.

Section 3. The Nominating Committee shall begin accepting nominations for officers and/or committee members at the first meeting of each year and distribute an initial list of nominees. The Nominating Committee will then establish and make known the closing date for additional nominations. After the closing date, an official voting ballot consisting of at least one (1) nominee for each office and committee position to be filled shall be distributed.

Section 4. Each officer and/or committee member shall take office following their election. In case of an unexpired term of the Chairperson, the Vice-Chairperson shall fill the unexpired term. Officers and committee members may be reelected, not to exceed two (2) consecutive terms.

Section 5. Special elections can be held during the year at a special meeting or regular meeting to fill any vacated position other than chairperson.

VIII. Parliamentary Authority

The rules contained in the most recent edition of Robert's Rules of Order shall govern the Assembly in all cases to which they're applicable and in which they are not inconsistent with these Bylaws and any special orders the Assembly may adopt.

IX. Bylaws

Once these Bylaws are adopted by a majority of the entire official voting membership, they shall supersede all operating procedures and materials of a related nature.

X. STANDING RULES

Rule 1. The minutes of the Assembly meeting shall be circulated to all members of the Assembly in printed form at least five(5) business days prior to the next regular meeting.

Rule 2. Order of Business

1. Call to order
2. Corrections to, and approval of minutes
3. Reports of officers
4. Reports of standing committees
5. Reports of special committees
6. Special orders
7. Unfinished business
8. New business
9. Announcements
10. Adjournment

Rule 3. Agenda

For an item of business to appear on an agenda, a complete written description of that item must be submitted to the Assembly Chairperson at least ten (10) business days prior to the meeting. All item descriptions are to be distributed, with the agenda, to all Assembly members at least five (5) business days prior to the meeting. Additional items may be brought before the Assembly without prior written distribution with the permission of the Chair or two-thirds of the members present.

Any committee or individual official voting member may place an item on an agenda.

Rule 4. Visitors shall be permitted to attend any Assembly or committee meeting with the right to debate only. Executive sessions shall exclude visitors unless their presence is designated. Visitor shall be defined as any non-member of the Assembly.

Classified Employee Enrichment Fund

Number: ACEA 101

Section: Classified Employees Assembly

Subject: Classified Employees Enrichment Fund

Date: March 1, 2010

Issued by: CEA Executive Committee

Authorized by: CEA Executive Committee

I. Policy

The Aiken Partnership of the University of South Carolina Aiken allocates money for Classified Employees Enrichment. The Classified Employees Association Executive Committee and the Aiken Partnership Board agree that the requests for the funds will be competitive and will be judged on merit. The maximum amount of each award will be decided upon on an individual basis each year, depending upon the amount of money raised or allocated for this purpose. The funds will be equally divided between Fall and Spring semesters. The Classified Employees Executive Committee is made up of the Chairman, Vice Chairman, Recorded and Nominating Chairperson of the Classified Employees Association. The Assistant Chancellor for Development will serve as an ex-officio member of the Classified Employees Enrichment Fund Committee.

B. Guidelines

1. Applications will be accepted from permanent classified employees contributing to the annual Family Fund.
2. Applications for reimbursement through the Classified Employees Enrichment Fund will be classified under three headings:
   1. Travel to professional meetings
   2. Seminars and workshops fees
   3. Tuition and book reimbursement for undergraduate and graduate courses at USCA and other area institutions of higher learning limit one course per academic year and a passing grade in the course must be attained).
3. Applications for the Classified Employee Enrichment Fund should be submitted to the Chairman of the Classified Employees Association Executive Committee at least two weeks in advance of the anticipated travel, seminar or workshop or at the completion of a undergraduate or graduate course.

II. Procedure

1. Application Process
   
   Application for the Classified Employee Enrichment Fund should include:
   
   
   1. A memo addressed to the Classified Employees Association Executive Committee of no more than two pages in length. The memo should provide the committee with all pertinent information as well as a statement regarding how the professional meeting, workshop, seminar or course will benefit the applicant's job performance.
   2. Copies of other support documents such as brochures announcing seminars or courses of study or letters of invitation to speak at a professional meeting.
   3. Receipts for the expenses of travel, workshops, seminars, or courses. In the case of professional meeting travel, a copy of the Travel Authorization Form (TA) should be submitted with the application. The original TA should be processed according to existing procedures prior to the time of travel.
      
      
2. Disbursement of Funds
   
   
   1. The applicant will be notified in writing of the committee's decision after the names of recipients have been considered and approved.
   2. The Classified Employees Enrichment Fund will be disbursed by the USCA Development office after the approval of the request. After receiving written notification of the request's approval, the applicant should submit a copy of their receipts and/or TA for the total amount of his/her costs to the Administrative Assistant in the Development office. Checks from the Aiken Partnership will be made out to each recipient and will be distributed by the Development office.

Classified Employees Assembly Bylaws and Constitution

Number: ACEA 102

Section: Classified Employees Assembly

Subject: Classified Employees Assembly Bylaws and Constitution

Date: March 1, 2010

Issued by: CEA Executive Committee

Authorized by: CEA Executive Committee

I. Policy

The Classified Employees of the Year will be selected on an annual basis to recognize outstanding classified employees at USCA. The four employees selected will receive a cash award and will be recognized at the Annual University Honors and Awards Convocation. Four Classified Employees will be selected. In addition, there will be one award for Community Service and one for University Service. (At the present time no funds have been allocated for the Community or University Service awards.)

1. Guidelines:
   1. The criteria for selecting the four Classified Employees of the Year are as follows:
      • Must be employed by USCA for 2 years by January 1 of the award year
      • Diligence and initiative in their work
      • Cooperation with co-workers, students, etc.
      • This award will be based on Jan. 1 - Dec. 31 of the previous year only
   2. Community Service criteria:
      • Must be employed by USCA for 2 years by January 1 of the award year
      • Name of organization, position held, and dates
      • Contributions (not monetary) to the organization
   3. University Service criteria:
      • Must be employed by USCA for 2 years by January 1 of the award year
      • This award is to be based on services rendered during any period while employed by USCA
      • Dedication to USCA (positive approach to USCA life)
      • Service outside of immediate job duties (examples): committee memberships, volunteers for special USCA functions and events, and student activities
      • Significantly helps to enhance the image of USCA 

vi. Employees are not eligible for the same nomination for 2 years after receiving a cash award. Furthermore, employees are only eligible to win in one category a year.

vii. If a suitable nominee is not found, the above awards may not be given.

II.  Procedure

1. Nominations may come from any source other than self-nominations. Nominations are limited to one per award, therefore it is allowable for an individual to nominate up to four employees for Classified Employee of the Year, one for Community Service, and one for University Service.
   
   
2. The classified Employees Awards Committee will consist of the CEA Advisory Committee Members and one member appointed by the Executive Committee who will serve as a non-voting member to provide guidance to the committee.  This member will be knowledgeable of the award process.  The appointed person will be a CEA of the Year award recipient from the previous two years, therefore, being ineligible to receive the award.  If a member of the Advisory Committee is nominated for the CEA of the Year award, the Chair of the CEA will appoint another voting member (from the recipients of the previous two years).  If the Chair of the CEA is nominated for the award, the remaining non-nominated Executive Committee members will appoint voting member(s) if necessary.
   
   
3. The call for nominations, along with the name of the non-voting member, will be sent out to the campus the fourth Friday in January.  Nominations will be accepted through the second Friday in February and should be delivered to the Non-Voting member of the Awards Committee.  Nomination forms may be obtained through the CEA web page and will also be available in various locations around campus for those who do not have access to a computer.  Nomination forms will include the nominee's name and department along with the nominators' original signature.   Only official nomination forms will be accepted.
   
   
4. The Non-Voting Member will receive and review the first two (2) nomination forms.  If more than two (2) nomination forms have been received for any one individual, the phrase "This individual has received more than two (2) nomination forms" will be placed on that individuals forms that the committees will review.
   
   
5. The nomination forms will be reviewed by the non-voting CEA Awards Committee member and the Human Resource Director to make sure they meet the following criteria prior to being forwarded to the Employee Awards Committee for their selections:
   1. Candidate must be an employee of USCA for two (2) years by January 1 of the award year.  (Example: the call goes out in January 2007 for CEA of the Year for 2006.  An employee would have to be employed by January 1, 2004 to be considered eligible.)   
   2. No employee who has received an award may be considered for the same award for two (2) years.
      
      
6. Nominees will be notified in writing and asked to submit a description of their job responsibilities and have their immediate supervisor submit a letter of support.
   The statement from the nominee will include a brief job description and any accomplishments that pertain to their job duties.  The letter will have a minimum of 100 words, but no more than 250 words.
   The supervisor letter will include a detailed description of the employee's performance.  The letter may also include any accomplishments pertaining to employee's job and how the employee exemplifies the values of the University (collegiality, character, citizenship and a high quality learning environment). This letter should be no more than 250 words.  The notifications will include a deadline for these descriptions, and letters of support which will allow ample time for the completion of the awarding process.
   
   
7. The nominee's statement, the supervisor's letter and nomination form(s) of the remaining nominee's will then be forwarded to the Employee Awards Committee who will choose no more than four (4) Classified Employees of the Year Recipients.   All decisions will be unbiased and there will be no influences on their decisions based upon the candidates department, title, age, race, or sex.  It is the responsibility of the Awards Committee to make all selections fair by using their best judgment in making these decisions.
   Candidates will be rated on a scale of 1-5 with 5 being the strongest.  The Awards Committee will rate the candidates individually and separately from each other.  Upon completion of this process the non-voting member will tally the scores and meet with the committee to discuss the results. If the results conclude that there is a tie, the Awards Committee will make the final decision.
   All decisions will be final.

III.  Related Policies

IV.  Reason for Revision

      Annual review