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Staff Assembly


Staff Assembly Bylaws & Constitution



Issued by:

SA Executive Committee


December 9, 2019



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



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



All persons employed in staff positions at USC Aiken shall be considered members, however; only permanent (non-faculty) staff members, including athletic coaches, will be allowed to vote and can be nominated for any awards.



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.



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:
  2. Preside at all meetings of the Assembly and of the Executive Committee
  3. Serve on or appoint a staff employee representative to any committees suggested by the Chancellor
  4. Represent the classified employees at the annual academic convocation
  5. Make appointments to special committees as needed
  6. Initiate the annual staff assembly awards process in January
  7. The duties of the Vice-Chairperson shall be to:
  8. Preside at meetings in the absence of the Chair or provide a designated representative
  9. Assume the duties of the Chair in his/her absence
  10. Serve as chair of the Advisory Committee
  11. The duties of the Recorder shall be to:
  12. Prepare and distribute agendas to all classified employees and USCA administrators (Chancellor’s Cabinet)
  13. Keep minutes of the meetings (or determine an alternate) and distribute them at least five (5) business days prior to date of next meeting
  14. Keep an official list of members
  15. Have a list of all officers and committee members
  16. Type other correspondence and complete other administrative duties as needed by the Assembly
  17. The duties of the Parliamentarian shall be to:
  18. Be proficient in parliamentary procedures
  19. Assure meetings are held in accordance with Robert’s Rules of Order
  20. The duties of the Treasurer shall be to:
  21. Receive and respond to all Staff Assembly Funding requests and distribute to Executive Committee.
  22. Record transactions made from Staff Assembly partnership accounts.
  23. Maintain Staff Assembly Enrichment Request database.
  24. Serve as a member of the Executive Committee.

Section 3. The Executive Committee shall be responsible for calling the first meeting of each standing committee.

The Staff Appreciation committee shall elect a Chairperson at the first meeting following the annual election of new members.



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:

  1. The Advisory Committee consists of four elected members plus the Vice Chairman of the Assembly. The ex-officio members are the Chancellor, Vice Chancellor for Finance and Administration, and the Director of Human Resources. The Advisory Committee acts as a liaison between all staff and the administration at USCA. It solicits suggestions concerning the management and operation of the university community. The Advisory Committee will plan the Annual Staff Development Conference.
  2. The Awards Committee consists of five elected members plus the Chair of the Assembly. The ex-officio members are the Chancellor, Vice Chancellor for Finance and Administration, and the Director of Human Resources. The purpose of the Awards Committee is to oversee the awards process presented by the Staff Assembly. The committee is responsible for publicizing all awards offered by the Staff Assembly and reviewing applications for all awards sent in by nominators. The committee will also select the award winners.
  3. The Staff Appreciation Committee is comprised of five (5) elected individuals along with the Director of the Conference Center and Special Events who serve in an ex-officio role. The Staff Appreciation Committee serves to enhance morale amongst the Staff Assembly of USC Aiken through the recognition of staff efforts and achievements and through social activities. 

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



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) members elected in even year; Awards Committee, three (3) members elected in odd year, two (2) members elected in even year; and Staff Appreciation Committee, three (3) members elected in even year, two (2) members elected in odd year. Committee members will serve for a period of two (2) years.

Section 3. The Executive Board Committee shall begin accepting nominations for officers and/or committee members during the call for nominations prior to the last meeting of the year. The Executive Board 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.


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 are applicable and in which they are not inconsistent with these Bylaws and any special orders the Assembly may adopt.



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.


Rule 1. The minutes of the Assembly meeting shall be circulated to all members of the Assembly at least three (3) business days prior to the next regular meeting.

Rule 2. Order of Business

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

Rule 3. Agenda

  1. For an item of business to appear on an agenda, a description of that item must be submitted to the Assembly Chairperson at least five (5) business days prior to the meeting. Agendas are to be distributed to all Assembly members at least three (3) 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.
  2. 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. A visitor shall be defined as any non-member of the Assembly.