Article I. Name

This organization shall be named the University of Alabama at Birmingham’s Staff Council, hereafter referred to as the UABSC.


Article II. Objective

  1. Vision: To make UAB an outstanding place to work, research, serve the community and learn.
  2. Mission: To support the institutional vision, mission, and goals of UAB by promoting a positive, collaborative work environment through a diverse representative group of staff members from across the University’s academic, support, and administrative units.
  3. Goals: The UABSC will:
    1. Serve as a liaison between the staff, the Administration and other assemblies concerned with University affairs
    2. Upon request, provide input, reports, recommendations and/or guidance regarding issues related to UAB’s staff members
    3. Provide a regularly scheduled forum to enhance communication and opportunities for the engagement of staff members
    4. Propose and support programs to enhance the personal and professional well-being of the staff, encouraging vocational and educational development
    5. Promote positive morale and strengthen the sense of community among UAB staff.

Article III. Authority

The Staff Council shall have authority to adopt bylaws, rules, and resolutions to fulfill its responsibilities. After adoption, all formal actions shall be forwarded to the assigned UABSC senior administrator liaison for review and recommendation prior to approval by the Administration.


Article IV. Staff Council Code of Conduct

Section 1: Elected Representative Commitment

Elected Council Representatives must be committed to:

  • Maintaining regular and open communication between UABSC and constituent staff members
  • Building trust, diversity and inclusion
  • Making a good faith effort to stay abreast of University policies, procedures, and expectations affecting the interest of staff and the function of the University
  • Representing and promoting the University in a positive manner
  • Not misrepresenting any UABSC action, position, or decision to the UAB community
  • Maintaining confidence in regards to internal communication between UABSC members and other UABSC representatives, UAB staff members, and UAB leadership
  • Being in good standing with the University
  • Following UAB’s Conflict of Interest and Conflict of Commitment policy and the UAB Code of Conduct
  • Attend all meetings and/or have alternate attend during times of illness or vacation
  • Shall not miss more than 3 meetings per academic year
  • Participate in standing committees for the betterment of the UAB Staff and surrounding community

Section 2: Failure to Comply with Code of Conduct/Representative Commitment

Failure to comply with the UABSC Code of Conduct is subject to one of the following courses of action:

  • A verbal warning and/or consultation with the UABSC Executive Committee
  • A written letter of reprimand kept in a disciplinary file with the UABSC’s Secretary
  • Dismissal by UABSC’s Executive Committee

Article V. Membership & Organization

Section 1. Membership

Membership shall represent all regular full-time (01), regular part-time, (03), full-time temporary (02) and irregular (04) staff across the UAB campus. Staff members employed by the UAB Health System or one of the UAB Health System entities (with the exception of the UAB School of Medicine, which will have representation on the UABSC), are not eligible for membership at this time.

The membership will elect Council Representatives from each unit to serve on the Staff Council. To be eligible to serve as a Council Representative, an employee must:

  • Have been employed by UAB for at least twelve (12) consecutive months
  • Be in good standing with his/her department/unit and UAB
  • Adhere to the responsibilities and expectations of a Council Representative detailed in Appendix 1

Council Representatives of the UABSC shall strive to ensure that their duties on the Council do not interfere with their employment. Each Council Representative’s supervisor will be expected to permit time as needed, for Staff Council business, provided it does not interfere with the Council Representative’s regular duties or result in overtime for non-exempt staff.

Section 2. Composition and Demographics

Council Representatives will be elected from the general membership (exempt and non-exempt staff) and will represent each unit detailed in Appendix 2; this list may be modified as the University structure is changed or reorganized.

  1. Each campus academic or administrative unit will elect two (2) Council Representatives and up to two (2) alternates.
  2. Council Representatives shall be elected into office during the month of May.
    • The term period for elected Council Representatives shall be two (2) academic years
    • During the months of May, June and July, recently elected Council Representatives are encouraged to attend and participate in discussions at Council meetings
    • Staff Council members will be allowed to stand for re-election every two (2) years and serve consecutive terms

Section 3. Attendance

Council Representatives will be expected to attend all UABSC meetings, or arrange for an alternate Representative to attend on his/her behalf. The Secretary will record and tally absences. If a member misses three (3) UABSC general meetings within a one year period (August - July), he/she will be brought before the Executive Council for possible removal from the Council and replaced by one of the Alternate Council Representatives for the remainder of the term. The Staff Council President will appoint the Alternate Representative with the highest votes obtained in the last election to replace the outgoing Council Representative and the organization will then elect another Alternate during the next election cycle. If an alternate is unavailable, the Election Committee will solicit someone within that organization's staff leadership group to recommend or put forward a suitable candidate.

Section 4. Executive Council

    1. Members
      • Officers: President, President Elect, Past President, Treasurer and Secretary
      • Standing Committee Chairs and Ex-Officio Members

Descriptions of responsibilities and expectations for each member of the Executive Council are detailed in the following appendices:

  • Appendix 3: Executive Council Job Descriptions
    • President
    • President Elect
    • Past President
    • Treasurer
    • Secretary
  • Appendix 4: Standing Committee Chair Job Descriptions
  • Appendix 5: Ex-Officio Job Description

Section 5. Committees

The Executive Council shall ensure overall UABSC group cohesiveness and the validity and attainment of collective group goals. Membership to any sanctioned committee shall consist of the elected council representatives as well as any Staff Member. The Executive Council shall ensure active member participation. The Executive Council shall be able to appoint committees to research issues and make reports and recommendations to the elected representatives and to the Staff Council. Committees will be comprised of a committee chair appointed by the Executive Council. Committee members are allowed to add staff members, pending committee chair approval and to assist in completing the committee’s charge. The committee will maintain an odd number of members for voting purposes.


Article VI. Representative Elections

Section 1. Election Committee

The President and Executive Council will appoint an Election Committee to oversee all elections. The objective of this committee will be the assurance of a secure, transparent election process. Duties of the Election Committee will consist of the following: posting open representative vacancies, receiving nominations for open vacancies, verifying the eligibility of nominees, conducting the election, and reporting results to the Executive Council, Council Representatives, Council Members and the University. The Election Committee will be bound to the bylaws as stated by Article X, section C.

Section 2. Nominations

Council Representative elections will occur every two years. Prior to the May elections, nominations will be submitted in the month of April to the Election Committee via the UAB Staff Council (UABSC) website. Prior to this, the Election Committee will request the Communications Committee to send out notifications of open representative seats to the staff council member pool. Staff members may be nominated by other staff members or may selfnominate. All nominees will be required to agree to all of the membership requirements and duties stated in article IV, section 1. The Election Committee will review all nominations and verify standing with the organization. Upon approval of the nomination by the Election Committee, the nominee will be responsible for his or her own campaign within their specific organization.

Section 3. Voting Procedures

Elections will occur every two years within the month of May for terms expiring in August. Council Representatives for each organization will be elected for the expiring term(s). This process will be under the direction of the Election Committee. The voting process will occur via the UABSC website. Staff members eligible to vote will log into the voting system using their BlazerID and secure password. Eligible voters will be restricted to voting for nominees within their organization. Furthermore, eligible voters will be restricted to a maximum of two votes, or one per open seat. The person receiving a plurality of votes in the elective process is considered duly elected to represent that constituency. If a tie occurs the Election Committee will reset the voting queue for that campus organization and request that the campus organization re-vote to break the tie.

Section 4. Induction

Newly elected Council Representatives should be in attendance at the June Orientation meeting.

Section 5. Attendance

Three consecutive absences necessitate a review by the Executive Council for continued appointment as a Council Representative. If removal of a Council Representative occurs, an alternate representative shall be appointed by the Executive Council from the previous pool of alternate candidates that were voted upon in the most recent election to serve the remainder of the term. The alternate with the highest number of votes will be chosen to serve out the remainder of the term. In the event that no alternates exist, the Election Committee will solicit nominations from that campus organization staff leadership.

Section 6. Change of Status

When a Council Representative transfers from one organization to another, or leaves the University entirely, a letter of resignation to the Staff Council through the Staff Council President shall be submitted before the next scheduled meeting. The Executive Council will appoint an alternate from the previous pool of alternate candidates that were voted upon in the most recent election to serve the remainder of the term. The alternate with the highest number of votes will be chosen to serve out the remainder of the term. In the event that no alternates exist, the Election Committee will solicit nominations from that campus organization staff leadership.

Section 7. Vacancies

When a Council Representative decides for reasons not listed above to vacate his/her position, a letter of resignation shall be submitted to the Staff Council through the Executive Council President before the next scheduled meeting. The Executive Council will appoint an alternate from the previous pool of alternate candidates that were voted upon in the most recent election to serve the remainder of the term. The alternate with the highest number of votes will be chosen to serve out the remainder of the term. In the event that no alternates exist, the Election Committee will solicit nominations from that campus organization’s staff leadership.


Article VII. Executive Council Elections

Section 1. Candidate Eligibility for Executive Council

Any elected Council Representative may run for an Executive Council position. Candidates seeking to hold an Executive Officer position must have served on the UABSC as an elected Council Representative for at least six (6) months prior to the election for that academic year. For the inaugural year, this requirement will be waived. Nominations may come from the elected Council Representatives or self-nominations. Elections of the Executive Council will take place annually during the August meeting.

Section 2. Election Procedures & Term Lengths for Executive Council

Nominations and Elections will take place via the UAB Staff Council email site. All Executive Council members shall be elected for a term of one (1) year. The term length will span the academic year. Voting in the election for Executive Council members is open to all Council Representatives. The person receiving a plurality of the votes will be elected to the seat.

Once the Executive Council member’s term has been served, he/she will not be eligible for nomination to the Executive Council, in the same capacity, for a period of one (1) academic year. He/she may, however, continue to serve as a Council Representative in the UABSC.

The Secretary and Treasurer may stand for multiple, consecutive terms in concordance with the general representative term limits and as elected, annually, by the Council Representatives. Exofficio members will have open term limits.

Section 3. Executive Council Vacancies

If the office of President becomes vacant within the first six months of the academic year, a President shall be elected from the Council Representatives to serve the remainder of the term. If the office of President becomes vacant within the last six months of the academic year, the President Elect shall become President for the remainder of that term and assume the office of President the following year.

If the office of President Elect becomes vacant, a President Elect shall be elected by the Council Representatives to serve the remainder of the term, and assume the office of President the following year.

The Representative elected to serve as President Elect during the middle of his/her 2 year term will not be required to run for re-election within his/her Campus Organization. This person will be grandfathered into a second term as the Campus Organization Representative in order to adequately complete the elected cycle of President and Past President.

If the office of the Past President becomes vacant, the President may appoint a Past President from current or previous Executive Council Officers to serve for the remainder of the term. The appointed Past President shall have completed at least one full term as President prior to the appointment.

In order to retain consistency, a Representative transitioning to the office of Past President NOT re-elected to another two year Council Representative Term shall serve as a non-voting exofficio member.

If the Office of Secretary or Treasurer becomes vacant during the academic year, the President shall appoint these offices from Council Representatives for the remainder of the term.

If the office of Secretary or Treasurer becomes vacant due to expiring term limits, and the outgoing officer is not willing to stand for another term, the office will be opened to any of the elected Staff Council representatives. However, in the event that no one is willing to step forward, the Executive Council shall work to encourage participation from elected representatives until such time a suitable candidate is brought forward and elected.

For cases in which the Treasurer and Secretary are voted off the Staff Council, they shall retain their official post until after Executive Council elections in August and a smooth transition has occurred no later than 30 days post Executive Council elections.

Section 3. Inaugural Year Volunteer Group

The Staff Council Volunteer group shall act as Past President and Ex-Officio for the Executive Council during the inaugural year of the council. This will allow a seamless transition from volunteers who have historical knowledge regarding the founding of this group. As per Article VII, Section 2, the Volunteer Group’s service as Past President will expire after the inaugural academic year.


Article VIII. Meetings

Section 1. Meeting Organization and Process

The Staff Council shall meet in regular session once a month during the academic year, which runs August through July. These regular meetings shall be held on the same day of the week, the same hour of the day and in the same location throughout the academic year, if at all possible. Guests of the Staff Council cannot participate in the discussions unless recognized by the Staff Council President. Furthermore, only Council Representatives may propose resolutions and vote on said proposals.

Quorum:
A majority of the elected members of the Council Representatives shall constitute a quorum for the transaction of all business of the Council. A quorum will be defined as 2/3 of the total voting membership.
Agendas:
Staff Council members of the organizations represented may suggest any item(s) to any Council member to consider for inclusion in the next regular meeting. A Council Representative wishing to have an item or items included on the next meeting agenda may submit a request to the Staff Council President. All items to be placed on the agenda should be submitted at least one week prior to the regular meeting. The Executive Council shall approve the agenda before the next regular Staff Council meeting. Items not submitted in a timely manner will be held until the next month’s regular Staff Council meeting.

There will be opportunity at the end of every meeting for elected representatives to propose new business. Any matter may be placed before a meeting of the Staff Council and acted upon without appearing on that meeting’s agenda; unless the presiding officer along with one-third of the members present agree that a delay is necessary.
Special Meetings:
Special meetings of the Staff Council shall be called by the Staff Council President, the President of the University or upon the written request of two or more Council Representatives. Each Council Representative member must be notified at least twenty four (24) hours in advance of a special meeting. Special meetings may consider only the business for which they are called. The Executive Council may meet at its discretion.
Meeting Oversight/Presiding Rules:
Should both the President and President Elect be unable to preside at a meeting of Staff Council, the Past President will serve in their place. If the Past President is unavailable, the meeting will be presided over by the Treasurer, and if he/she is unavailable, it will fall to the Secretary. In the event that none of the officers are available, a member of the Council may be selected by the President to preside over the meeting.
Meeting Order:
Unless otherwise specified within the Bylaws, all meetings of Staff Council will be conducted in accordance with that version or edition of Robert's Rules of Order as selected by the Executive Council.
Parliamentary Issues:
The newly-elected President will consult the President Elect to deal with any questions of procedure that may arise during a meeting. Such issues will be decided by the presiding officer after consultation with the President Elect. However, a ruling of the presiding officer may be overruled by a majority 2/3 vote of those members present. In the event that the President Elect is absent, the President may appoint the acting Secretary into the role of Parliamentarian for the duration of the meeting.

Section 2. Open Forum

The Staff Council will hold, at minimum, two (2) open forums per academic year in which the Staff Council members and other members of the University may attend. These will be scheduled in the fall and spring respectively. Other open forum events may be called for from the University President or by a 2/3 majority of the Staff Council to address emergent situations.

Section 3. Meeting Minutes

All Staff Council meeting minutes, approved by the Staff Council, will be posted to the Staff Council Website.


Article IX. Parliamentary Authority

The UABSC meetings will be run using Robert’s Rules of Order. A listing of Robert’s Rules of Order can be found in Appendix 7.


Article X. Committees

Section 1. Establishment of Council Committees

  1. The addition or deletion of any committee or subcommittee must appear on the written agenda for the next general Council meeting, and must pass by a majority vote by the Council.
  2. The Executive Council shall determine the charge and directives for approved Council committees, except for standing committees as defined in Section 3.
  3. Council committees shall be reviewed on an annual basis, and revised, deleted, or added as a standing committee to the Bylaws as deemed appropriate by the Executive Council.

Section 2. Committee Members and Committee Chairs

  1. Any Staff Council member may serve on a Council committee.
  2. Elected Staff Council Representatives that are committee members are strongly advised to seek Staff Council members to serve on their committees.
  3. There is no limitation on the number of years a Staff Council member can serve on any committee.
  4. Council committees will have one chairperson appointed by the Executive Council.
  5. Committee members shall be appointed or removed by the chairperson for each committee.
  6. Committee Chairs shall:
    1. Document and maintain committee procedures and committee member list, and update them as needed;
    2. Hold regular monthly meetings with other committee members to discuss items and events related to committee activities;
    3. Present written reports at least quarterly, or as requested by the Executive Council.

    Section 3. Definitions of Standing Staff Council Committees

    1. Activities and Events Committee
      Responsible for:
      1. Planning and coordinating various Council activities and events to include, but not limited to, any of the following:
        1. Supervisor of the Year Award
        2. Employee of the Year Award
        3. Staff Appreciation BBQ
        4. Biannual Open Forum
        5. Emergency Open Forum, when required
        6. Scheduling of Staff Council meeting location;
      2. Working with the Communications committee to coordinate the necessary marketing materials to promote Council activities and events;
      3. Participating in other major university events, such as Homecoming, Graduation, and Fall Welcome.
    2. Communications Committee
      Responsible for:
      1. Gathering and distributing information regarding UABSC, University activities, events, and announcements that may affect staff on a weekly basis (via the UABSC’s website and listserv);
      2. Maintaining and updating the UABSC information brochure, and providing it for Council activities and events, or other university events that may involve or support the Council’s mission and goals;
      3. Maintaining and updating the Council's social networking pages to include all social media accounts;
      4. Reviewing the information content of the UABSC website and suggesting changes, additions or deletions;
      5. Maintaining the Spark site, in conjunction with the Website Committee, and relaying ideas and concerns to the Council or Executive Council;
      6. Providing any other marketing materials needed to promote various Council activities and events and to recruit Council members.
    3. Website Committee
      Responsible for:
      1. Ensuring the website and content remain accessible to all members of staff;
      2. Maintaining and regularly updating the UABSC website by posting timely updates on UABSC activities along with items of interest to the Membership, including meeting dates, agenda, minutes, events, policy changes and election information;
      3. Maintaining the Spark site, in conjunction with the Communications Committee, and relaying ideas and concerns to the Council or Executive Council;
      4. Coordinating with other Committees to facilitate consistency across all channels and to source relevant information.
    4. Elections Committee
      Responsible for:
      1. Organization and implementation of all UABSC election processes
        1. Working with the Communications committee to prepare a Call for Nominations announcement, to be approved by the Executive Council, and distributed by the Executive Council Secretary;
        2. Conducting all elections, including the general Staff Council Representative election and Executive Council elections, and all special elections as needed;
        3. Presenting a written report with election results to the Executive Council for confirmation at the next scheduled meeting;
        4. Working with Secretary to send out a welcome letter to all newly elected Council Representatives.
    5. Bylaws Committee
      Responsible for:
      1. Reviewing and maintaining the UACSC Bylaws to ensure the accuracy and validity of the articles under which the Council operates;
      2. Upon request through amendment proposals, providing recommendations to the Council for any changes to the Bylaws.
    6. Professional/Staff Development Committee
      Responsible for:
      1. Understanding issues impacting the workforce including training, professional development, compensation, discrimination, budgets and transportation issues;
      2. Identifying existing professional development training opportunities, or recommending changes, enhancements, or establishments of programs to provide professional development;
      3. Facilitating the communication of professional development training and services to university staff;
      4. Seeking assistance and collaboration from those who possess knowledge and expertise with regard to professional development issues they are exploring;
      5. Participating in established University Committees with regard to the safety and wellness.
    7. Community Outreach Committee
      Responsible for:
      1. Identification of annual community outreach programs as sanctioned by the Staff Council and as supported by the University Mission and community stake holders;
      2. Presentation of ideas for community outreach to the Executive Council for approval;
      3. Presentation of community outreach ideas, as approved by the Executive Council to the Staff Council for approval vote;
      4. Organization and facilitation of annual community outreach program;
      5. Collaboration with Communication Committee regarding the dissemination or notification of outreach programs;
      6. Collaboration with Executive Council Treasurer with funds, effort or products raised.
    8. Institutional Pride Committee
      Responsible for:
      1. Generating ideas to bolster a sense of UAB pride from the staff perspective;
      2. Presentation of ideas to Executive Council for approval;
      3. Presentation of ideas to Staff Council for vote;
      4. Presentation to University President or other stake holders where applicable;
      5. Collaboration with Communications Committee with regard to dissemination of ideas to the University Staff.

    Section 4. Participation in University Wide Committees and Board Appointments

    The Executive Council President may appoint an elected Council Representative Staff to sit on any University Wide Committee at the request of the President’s Office or at the request of the Chair of said committee. Committee appointee will be required to report back to the Executive Council as necessary.


    Article XII. Final Approval

    Any action taken by this organization is subject to the approval of the Executive Council.


    XIII. Procedures for Amending the Bylaws

    These Bylaws may be amended or revised upon approval by the Staff Council. The amendment is forwarded to the President’s Council for approval. If approved, the amendment becomes part of the Bylaws



    Appendix

    Any action taken by this organization is subject to the approval of the Executive Council.



    A.1: Organizations Eligible to Participate & Elect Council Representatives to the UABSC

    Organization Affiliation CodeOrganization Affiliation Name
    090000000 Athletics Department Administration
    110000000 Office of VP Financial Affairs & Administration
    120000000 Office of VP Research & Economic Development
    130000000 Office of VP Diversity, Equity & Inclusion
    180000000 Office of VP Development, Alumni, & External Relations
    190000000 Office of VP Information Technology
    200000000 Office of the Provost
    230000000 UAB Libraries
    260000000 Office of VP Student Affairs
    310000000 School of Medicine
    320000000 School of Dentistry
    330000000 School of Optometry
    340000000 School of Nursing
    350000000 School of Health Professions
    370000000 School of Public Health
    420000000 Collat School of Business
    430000000 School of Education
    440000000 School of Engineering
    480000000 College of Arts and Sciences
    510000000 Graduate School
    520000000 Honors College