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Policies and Procedures

THE CITADEL STAFF COUNCIL
POLICIES AND PROCEDURES
(Revised September 2012)

  1. Responsibilities and Functions:

    1. To provide a forum for presenting and discussing concerns or issues related to classified staff employees.
    2. To evaluate and make recommendations on the development of job and supervisory skill, compensation, benefits, and welfare of classified staff employees, as well as other areas of concern brought to the Council's attention.
    3. To develop and make recommendations to the administration on college-wide policies and procedures related to classified staff employees.
    4. To develop a systematic means for communicating to all classified staff employees’ current college policies, specific actions, and feedback concerning all matters considered by the Council.


  2. Organization and Functions:

    1. Representation:
      1. Eligible voting members of the Council will be covered full-time and covered part-time classified employees, with no less than 12 months employment at The Citadel, including athletic coaches on the staff, chosen and appointed under the following criteria (neither the President, VPs, nor Deans are eligible for membership). The 12 month employment requirement may be waived on an individual basis by a majority vote of the Executive Committee. There must be no less than half of the Staff Council members present at a meeting to have a quorum.
      2. Members who are on 9/10 month contracts and thus not present for the summer would be eligible to serve on staff council.
      3. Representation on the Council will be based on a 1:15 ratio of eligible employee positions within each constituent area (see Appendix B). The member numbers will be computed at least every year, prior to new member elections.
      4. Constituent areas with a remainder more than 10 eligible employee positions over each 1:15 increment will be allowed one more representative, in accordance with the following table:


      1 1 - 15 positions

      = 1 member

       

      76 – 90 positions

      = 6 members

      16 – 30 positions

      = 2 members

       

      91 – 105 positions

      = 7 members

      31 – 45 positions

      = 3 members

       

      106 – 120 positions

      = 8 members

      46 – 60 positions

      61 – 75 positions

      = 4 members

      = 5 members

       

      121 – 135 positions

      136 – 145 positions

      = 9 members

      = 10 members



    2. Terms:
      '
      1. Members shall serve a two-year term. There is no limit on service terms. One year terms will be permitted as necessary to keep continuity within each constituent area. Terms may be lengthened or shortened to accommodate changes when elections are held in accordance with Appendix B.
      2. After three unexcused absences during the year at scheduled meetings, that member will be removed from his/her position on Staff Council. A warning letter will be sent after two unexcused absences. With the removal of said person, the candidate who was runner up in that year’s elections will be given the option to join Staff Council through the remainder of the term. In the event that there is no runner up, it will be at the discretion of the Executive Committee to decide if a special election is necessary. If a special election is warranted, the Election Committee will undergo the task of a new election.
      3. Members who are on 9/10 month contracts are often not on campus during the summer months (defined as May, June, July) are likely to miss the 3 allowed meetings during that time. New members who are affected should contact the Staff Council Chair upon the start of their term. Current members who are affected should contact the Staff Council Chair prior to the summer months to indicate if attendance at the summer meetings (May, June, July) will not be feasible.
      4. After a total of six absences (excused or unexcused) during the year at scheduled meetings, that member will be removed from his/her position on Staff Council. A warning letter will be sent after five absences. Depending on the amount of time remaining on the term and the timing of the next election, the Executive Committee will determine if the position will remain vacant, be offered to the runner up in the previous election, or if a special election is necessary.
      5. Once elected, all members will serve on at least one of the standing committees (see Section IV). Members should choose a committee that will enable them to provide a positive impact on the operation of the College. Serving on more than one committee is allowed, but members should be aware of not over committing themselves.


    3. Elections:

      1. Elections shall be held in accordance with Appendix B, for the member positions whose terms have expired and for any vacant member positions. The Elections Committee will call for nominations and notify those voting each year, prepare ballots, and supervise the election. The details of Election Procedures are explained in Appendix B.
      2. Membership will be based on a popular vote within the designated staff areas. Ballots will be made available to the constituent area and turned in on a specified date to the Election Committee of the Council. The representative(s) will be chosen based on the number of votes cast. The representative getting the most votes will be given the first right of refusal.. Should there be a tie; the Executive Committee will choose the individual to represent the area based on years of experience, standing within the College, work performance, and perceived capacity for contribution to the Council.
      3. The Executive Committee will forward to the President of the College the names chosen by the voting process. He or she will then officially recognize those new members via publication of a Special Order.
      4. After the election, a letter from the Council will go to new members, inviting them to attend their orientation meeting. Copies of the updated membership with term expiration dates, a copy of the standing committees and a copy of these regulations will be distributed.


    4. Vacancies:

      Vacancies due to resignation from the Council, termination of employment, employee-initiated transfer from one constituent area to another, or death will be filled by the candidate who was runner up in that year’s elections. Council members reassigned by the College to another constituent area will complete their term until the next election.

    5. Decorum:

      Any member who fails to respect the decorum and rules of order described in this policy may be asked to leave the Council meeting by the Chair or Acting Chair. Continued disruptive behavior may result in the member being voted off the Council by a simple majority of the Council.

    6. Ex-Officio:

      The Director of Human Resources will serve as an ex-officio, non-voting member and serve in an advisory capacity.

  3. Officers:

    1. Officers and Duties:

      1. Chairman - Responsible for scheduling and conducting all Council meetings. Reports directly to the Chief of Staff for matters of concern to the Council. Serves for one year and may be reelected. The Chair must be filled by a sitting member of the Council who will ensure all meetings are conducted in accordance with proper meeting decorum as defined in Appendix A.
      2. Vice-Chairman - Assists the Chair and performs those duties in his/her absence. Serves for one year and may be reelected.
      3. Secretary/Treasurer - Provides necessary secretarial services including taking minutes, maintaining all records, distributing information, and preparing the annual report for the Chair's signature. Serves one year and may be reelected.

    2. Election of Officers: Officers shall be elected at the first meeting held after elections by a majority vote of the Staff Council members.


  4. Executive Committee, Standing-Committees, and Committee members

    1. Executive Committee:

      1. Consists of the Council Chair, Council Vice-Chair, Council Secretary/Treasurer, and Standing Committee Chairs
      2. Purposes are to:
        1. Propose the annual agenda.
        2. Consider and refer items to the appropriate committee for review and subsequent recommendation to the Council.
        3. Review all recommendations from all standing committees as to:
          1. Whether or not they fall under the purview of the Staff Council.
          2. Whether or not the issue is/is not relevant or solvable by Staff Council action.
          3. Whether or not to forward the issue to the Chief of Staff or another campus department or agency with a recommendation for action.

    2. Communications Standing Committee:

      1. Consists of a Chair, a Vice Chair, elected members, and non elected members approved by Council Chair. Committee must have at least five people.
      2. Purposes are to:
        1. Ensure proper communication of Council affairs and minutes to all classified staff employees. This includes publication support for the annual employee events.
        2. Make recommendations and enact improved means of communication between classified staff employees and the Staff Council.
        3. Forward said recommendations to the Executive Committee for review/action.

    3. Benefits and Welfare Standing Committee:

      1. Consists of a Chair, a Vice Chair, elected members, and non elected members approved by Council Chair. Committee must have at least five people.
      2. Purposes are to:
        1. Propose recommendations to improve the overall quality of life of classified staff employees. These may consist of safety, health, or any other issue that is deemed to be within the Staff Council's overall purview.
        2. Consider and refer these items to the Executive Committee for review/action.

    4. Policies & Procedures Standing Committee:

      1. Consists of a Chair, a Vice Chair, elected members, and non elected members approved by Council Chair. Committee must have at least five people.
      2. Purposes are to:
        1. Review campus policies and propose improvements and corrections for recommendation by appropriate campus agency.
        2. Review and propose improvements and corrections to Staff Council Policies & Procedures prior to end of current Staff Chair's term.
        3. Forward said proposals with recommendations to the Executive Committee for review/action.

    5. Election Standing Committee:

      1. Consists of a Chair, a Vice Chair, elected members, and non elected members approved by Council Chair. Committee must have at least five people.
      2. Purposes are to:
        1. Reevaluate memberships by constituent area and update as required, in accordance with Section II, A.2, prior to the election cycle.
        2. If membership numbers are changed, recommend appropriate changes to Appendix C.
        3. Conduct annual Staff Council elections.
        4. Create, review, and conduct new member orientation, to include as a minimum:
          1. Proper conduct of Staff Council meetings.
          2. Proper procedure for bringing business to the Staff Council.
          3. Assistance in selecting a committee on which to serve.

    6. Entertainment Standing Committee:

      1. Consists of a Chair, a Vice Chair, elected members, and non elected members approved by Council Chair. Committee must have at least five people.
      2. Purposes are to:
        1. Plan and conduct all employee entertainment functions. These functions include Employee Appreciation Day, potentially a holiday party with the President of the college or Staff Council’s own, and potentially a tailgate party for employees during football season’s home games.
        2. Standing-Committees may include but are not limited to:
          1. Food
          2. Entertainment/Games
          3. Donations/Prizes
          4. Parking/Transportation
          5. Decorations
          6. Thank-you Committee
          7. Publications (This function is performed by the Communications Standing Committee.)

    7. Community Service Standing Committee:

      1. Consists of a Chair, a Vice Chair, elected members and non-elected members approved by Council Chair. Committee must have at least five people.
      2. Purposes are to:
        1. To oversee the Angel Tree project helping to provide gifts for underprivileged children through DSS at the December holiday time.
        2. Propose recommendations of what community service projects might be an option for Staff Council and its members.

    8. Ad Hoc Standing Committees: These committees are appointed and disbanded as necessary by the Council Chair. Their purposes are usually limited to a short-term, specific task that does not fall under the purview of any of the standing committees.

    9. Standing Committee Chairs:

      1. For all committees other than the Executive Committee, each committee chair is appointed for a one-year term by the Staff Council Chair. These appointments will occur immediately after elections.
      2. Standing Committee Chairs will:
        1. After Staff Council elections, conduct a meeting with all committee members (new and old) to elect a Vice-Chair.
        2. Ensure written minutes of all committee meetings and copies are forwarded to the Council Secretary/Treasurer within 7 days of any meeting.
        3. Evaluate, research, and make recommendations on all issues assigned to or brought to the attention of his/her committee.
        4. Make recommendations on said issues to the Executive Committee.
        5. Maintain a file of all issues, recommendations, and meeting minutes for turnover to the next committee chair.
        6. Train and involve all committee members, providing feedback and recommendations to the Executive Committee regarding committee size, committee duties, and committee members who would make good candidates for other Staff Council duties.

    10. All meetings are open to employees except during Executive Sessions. All Executive Session meetings are subject to the Freedom of Information Act.

  5. Staff Council Communications with other Campus and Off-Campus Agencies:

    1. All communication between the Staff Council and other campus agencies must have the approval of the Executive Committee. All off-campus communication of an official nature must first go through the Executive Committee and then the Vice-President for External Affairs for approval.
    2. Annual Report: An annual report will be forwarded by the Staff Council Chair at the end of his/her term to the Chief of Staff. The Secretary/Treasurer will file a copy of this report. This report will consist of at least:
      1. A list of all members of the Staff Council and their standing-committee membership.
      2. All activities of all standing committees.
      3. A listing of all issues brought before the Executive Committee and the action, if any, taken to resolve each issue.
      4. A financial statement of all monies collected and distributed since the previous report.

    3. Staff Concerns/Communications: All communications from Staff Council members to and from their constituents will be kept private and confidential.
    4. Executive Sessions: An executive session may be called by a simple majority vote of the Staff Council members present when items to be discussed are considered to be of a personal/confidential nature. As with all sessions of the Staff Council, executive sessions are subject to the provision of the Freedom of Information Act.
    5. New Members: All new members will be invited to attend the orientation meeting by the Election Standing-committee prior to their first Staff Council meeting.

  6. Changes to Policies and Procedures: Changes and/or additions to these Staff Council Policies and Procedures shall be approved by a simple majority vote of the full Council.

 

Appendix A - Conduct of Staff Council Meetings

All meetings will be conducted in accordance with Roberts Rules of Order as modified below.

  1. Introduction of Business. Business is brought before the Council either by the motion of a member or by the presentation of a communication to the assembly. It is not usual to make motions to receive reports of committees or communications to the assembly.

  2. What Precedes Discussion? Before any subject is open to discussion it is necessary that first a motion be made by a member who has obtained the floor; second, that it be seconded; and third, that it be stated by the Chair. The fact that a motion has been made and seconded does not put it before the assembly, because only the Chair can do that. The Chair must either rule it out of order or state the question so that the assembly may know what is before it for consideration and action; that is, what is the immediately pending question. If several questions are pending, such as a resolution, an amendment, and a motion to postpone, the last one stated by the Chair is the immediately pending question.
  3. Obtaining the Floor. Before a member call make a motion or address the assembly in discussion, it is necessary that he/she should obtain the floor -- that is, he/she must rise after the floor has been yielded and address the presiding officer by the official title, thus, "Mr./Madam Chairman." If a member tries to speak before the floor has been yielded, he/she is out of order.

    When two or more members rise at the same time to claim the floor, all other things being equal, the member who rose first, after the floor had been yielded, and addressed the chair is entitled to the floor. Otherwise, the Chair will recognize the next speaker. If a discussion is taking place, it is best to alternate pro and con speakers.

    When a motion to appoint a committee for a certain purpose or to refer a subject to a committee, has been adopted, no new subject can be introduced until the assembly has decided all of the related questions as to the number of the committee, how it shall be appointed, or any instructions to be given.

    If a member has risen to claim the floor, been assigned the floor, and calls for the question to be made, or it is moved to adjourn, or to lay the question on the table, it is the duty of the Chair to suppress the disorder and protect the member who is entitled to the floor. Except by general consent, a motion cannot be made by one who has not been recognized by the Chair as having the floor.

  4. Motions and Resolutions. A motion is a proposal that the assembly take certain action or that it express itself as holding certain views. It is made by a member obtaining the floor as already described and saying "I move that" (which is equivalent to saying "I propose that"), and then stating the action he/she proposes to take. Thus a member "moves" (proposes) that a resolution be adopted, or amended, or referred to a committee, or that a vote of thanks is extended, etc. Every resolution shall be in writing, and the presiding officer has a right to require any main motion, amendment, or instructions to a committee to be in writing.

  5. Seconding Motions. As a general rule, with the exceptions given below, every motion should be seconded. This is to prevent time being consumed in considering a question that only one person favors and, consequently, little attention is paid to it in routine motions. Where the Chair is certain the motion meets with general favor, but members are slow to second it, he/she may proceed without waiting for a second.

    A motion is seconded by a member's saying "I second the motion" or "I second it," which he/she does without obtaining the floor.

  6. Stating the Question. When a motion has been made and seconded, it is the duty of the Chair, unless he/she rules it out of order, to immediately state the question -- that is, state the exact question that is before the assembly for its consideration and action.

  7. Discussion. After a question has been stated by the chair, it is before the assembly for consideration and action. All resolutions, reports of committees, communications to the assembly, all amendments proposed to them, and all other motions - except the Unarguable Motions mentioned in 4 and 5 - may be debated before final action is taken on them, unless by a two-thirds vote the assembly decides to dispose of them without discussion. A two-thirds vote means two-thirds of the votes cast, with a quorum being present. In the discussion each member has the right to speak twice on the same question on the same day (except on an appeal) but cannot make a second speech on the same question as long as any member who has not spoken on that question desires the floor. No one can speak longer than ten minutes at a time without permission of the assembly.

    Discussion must be limited to the merits of the immediately pending question -- that is, the last question stated by the Chair that is still pending.

  8. Putting the Question and Announcing the Vote. When the discussion appears to have closed, the Chair asks again, "Are you ready for the question?" If no one rises he/she proceeds to put the question to a vote --that is, to take a vote on the question, first calling for the affirmative and then for the negative vote. In putting the question to a vote, the Chair should make perfectly clear what the question is that the assembly is to decide. The vote should always be announced, as it is a necessary part of putting the question to a vote. The assembly is assumed not to know the result of the vote until announced by the Chair, and the vote does not go into effect until announced. As soon as the result of the vote is announced the Chair should state the next business in order, as in the following example of putting the question on an amendment: "The question is on amending the resolution by inserting the word 'oak' before the word 'desk.' Those in favor of the amendment say aye; those opposed say no. The ayes have it and the amendment is adopted. The question is now [or recurs] on the resolution as amended, which is as follows: [read the resolution as amended]. Are you ready for the question?" The Chair should always state the next item of business after every vote is announced and/or state the question before the council whenever a motion is made. Much confusion is thereby avoided.

    Motions may be made to stop the discussion, rule a person out of order, end discussion, or withdraw a motion before a vote is called.

Appendix B – Election Procedures

  1. Constituents will be restricted to electing members from their designated Constituent Area as listed in Appendix C.

  2. The Election Standing Committee will prepare a nomination form and distribute it to all permanent classified staff employees. This will normally occur in the second week of October. The date of distribution will be the same for all areas and early enough to allow full participation in the election process. Nominees must signify their agreement to serve on the Staff Council by signing the nomination form.

  3. The signed nomination form will be returned to the Election Standing Committee by the date listed on the form. This date will normally be the last week in October.

  4. Based on the nomination forms, the Election Standing Committee will develop and distribute ballot forms for each constituent area, listing those nominees in that area. These will go out no later than the second week of November.

  5. All ballots must be returned by the date, normally the last week in November, listed on the ballot. Ballots received by the Chair of the Election Standing Committee after this date will not be included in the official count.

  6. Once votes are counted, the Election Standing Committee Chair will announce, through the Chair of the Council, the new members and conduct new member orientation. The goal is to have the new member orientation complete and the new members at the council meeting in January so the new Chair, Vice-Chair, and Secretary/Treasurer can be elected at that meeting.

  7. Serving Staff Council members re-assigned to another constituent area will be allowed to complete their term until the original constituent area finds a replacement.

FINANCE, ADMINISTRATION & OPERATIONS:
Current Assignment: 16 members

Vice President for Facilities & Engineering
Construction Management
Physical Plant
Utilities Division
Operational Services
Buildings Division
Transportation Services/Motor Pool
Boat Center
Sustainability & Recycling
Environmental Health & Safety Officer
Facilities Finance/Risk Management
Vice President of External Affairs
Public Affairs
Media Relations
Publicity
College Photographer
Marketing
Publications/Website
Visitor Services

Associate vice President & Directors
Associate VP for Operations/Director of Staff
Human Resources
EEO/Affirmative Action
Post Office
Records Management
Staff Council
Public Safety
Program Management & Operations
Associate VP for Business & Finance
Financial Services
Accounting
Treasurer
Budget & Analysis
Procurement Services
Auxiliary Services
Cadet Store
Laundry/Dry Cleaning
Tailor Shop
Communications & Support Services
OneCard Program
Dining Services
Citadel Bookstore
Associate VP for Information Technology
Information Technology Services


INSTITUTIONAL ADVANCEMENT:

Current Assignment: 1 member


Alumni Affairs
Beach House
Sr. Associate Athletic Director for Development

ATHLETICS:
Current Assignment: 3 members


Athletic Coaches
Faculty Athletic Advisory Committee
Sr Associate Athletic Dir for Administration
Special Events
Marketing
Sports Information
Strength & Conditioning
Military Liaison
Baseball
Rifle
Associate Athletic Dir for Business & Operations
Business Office
Ticket Office
Facilities & Operations
Capital Projects/Construction Tennis
Associate Athletic Dir/Sr. Women’s Coordinator
Compliance
Cross Country/Track & Field
Golf, Women’s
Soccer, Women’s
Volleyball, Women’s
Wrestling

COMMANDANT OF CADETS:
Current Assignment: 5 members

Deputy Commandant & Asst. Commandant for Discipline
Assistant Commandant for Operations & Training
Regimental Pipes & Band
Assistant Commandant for Personnel & Logistics
Barracks
Cadet Activities
Department Sergeant Major
Officers-In-Charge
Citadel Surgeon
Infirmary
Sports Medicine
Counseling Center
Director, Cadet Advocacy, Response & Education
Director, Religious Activities & Chaplain to the Corps of Cadets
Director, Cadet Development
Battalion TACs


PROVOST:
Current Assignment: 7 members

Associate Provost for Academic Affairs
Admissions & Recruiting
Financial Aid/Scholarships/Veteran Affairs
Multicultural Student Services/International Studies
Citadel Academic Support Center
Citadel Academy for the Scholarship of Teaching, Learning & Evaluation
Registrar
Associate Provost for Planning, Assessment, & Evaluation
Institutional Research
Honors Program
Associate Provost & Dean, The Citadel Graduate College
Citadel Graduate College
School of Business Administration
School of Education
School of Engineering
Civil & Environmental Engineering
Electrical & Computer Engineering
School of Humanities & Social Sciences
Academic Departments:
English
History
Modern Languages, Literatures & Cultures
Political Science & Criminal Justice
Psychology
School of Science & Mathematics
Academic Departments:
Biology
Chemistry
Health, Exercise & Sports Science
Mathematics & Computer Science
Physics
Oral Communications Lab
Aerospace Studies
Military Science
Naval Science
Library
Archives & Museum
Academic Board
Communication Across the Curriculum
Faculty Council
Graduate Council
The Krause Center
Career Center

 

Appendix D – Terms for Sitting Staff Council Members and Term Limits for Executive Council

Membership

  1. Elected Sitting Members
    1. The term of office for regular members of the Staff Council will be two years. At the end of a member’s term, to be nominated and voted back on SC.
    2. A regular member may serve a two year term with no limit on service terms. But, at the end of each term, they must be re-nominated and be on the ballot for the new term.
    3. New terms of office will begin at the first meeting after the annual elections.

  2. Executive Staff Members
    1. The Executive Staff of Staff Council consists of a chairman, vice-chairman and secretary positions.
    2. These positions of Chair, Vice-Chair and Secretary are filled by a vote of the standing Staff Council members.
    3. Said election takes place at the January SC meeting which is the first SC meeting after general elections in November.
    4. The executive officer positions are voted upon each year.
    5. An executive officer may hold office for only two consecutive (one-year) terms. After which time he/she will step down and allow a new person to be voted into the position.
    6. A Staff Council member may serve as an Executive Staff member for a maximum of six years consecutively, and a maximum of 2 years consecutively in each of the three positions of officer (Secretary, Vice-Chair, and Chair - no repeat of same office). A Staff Council member may resume six year cycle after not holding an Executive Staff position for two years.