Constitution
The aims and purposes of the organization are:
- To provide a formal structure for representation of all University Support employees.
- To act as a liaison between University Support personnel, faculty, students, and the administration and to participate in an advisory capacity in the total governance of the University.
- To provide a forum to discuss matters of concern to all University Support staff and to provide proper channels for explanation or solution through the University Support Personnel Senate.
ARTICLE I: NAME
The name of this organization shall be the Senate for Florida International University (FIU) University Support Personnel. University Support Personnel Senate, hereafter known in this document as the USPS Senate.
ARTICLE II: MEMBERSHIP
The membership of the Senate for FIU University Support Personnel IS OPEN TO ALL UNIVERSITY SUPPORT PERSONNEL, functioning in a University support personnel line, who have attained permanent status (satisfactorily completed first six months probationary period) at the University and are duly elected representatives of all FIU campuses.
ARTICLE III: OFFICERS
- Chairperson
- Associate Chairperson
- Recording Secretary
- Corresponding Secretary
- Treasurer
- Parliamentarian
ARTICLE IV: EXECUTIVE BOARD
The Executive Board shall consist of the elected officers of the University Support USPS Senate. The Chairperson of the Executive Board may add to the Executive Board, ad hoc members who may, in his or her judgment, assist the Executive Board in its deliberations.
ARTICLE V: COMMITTEES
- Election Committee
- Outstanding University Support Employee Award Committee
- Budget Committee
- Personnel Practices Committee
- Archival and Historical Committee
- Legislative Committee
- By-Laws Committee
- Special Events Committee
- Public Service Committee
- University Support USPS Senate Scholarship Committee
ARTICLE VI: MEETINGS
- Beginning in July September of each year, meetings shall be held every month, the 1st week Wednesday of the month. Additional meetings may be called at the discretion of the Chairperson.
- A simple majority (50% + 1 of attending membership, with a minimum of 12 representatives) is needed to conduct University Support USPS Senate business.
ARTICLE VII: AMENDMENTS
- An amendment to the constitution may be by petition initiated and signed by twenty-five percent (25%) of the current permanent University Support Personnel USPS Senate members, or on the recommendation of seventy-five percent (75%) of the University Support USPS Senate.
- The proposed amendment will be enforced if approved by seventy-five percent (75%) of University Support USPS Senate members voting in an open and publicized referendum. Thirty (30) days continuous publicity must be given prior to voting on said referendum.
ARTICLE VIII: BY-LAWS
The University Support USPS Senate is governed by this Constitution and its By-Laws.
ARTICLE I: MEMBERSHIP
SECTION A: QUALIFICATIONS
- The membership of the Senate for FIU University support personnel is open to all University support personnel, functioning in a full-time University support personnel line, who have attained permanent status (satisfactorily completed first six (6) months probationary period) and are duly elected by their constituents.
- University Support personnel who have received promotions (in a University Support personnel line) will not be considered as probationary and will be eligible to vote once original permanent status has been established at the University.
SECTION B: AREA
An area shall be defined as a group of University Support personnel in a particular geographical area. An area may consist of, but not be restricted to, a particular school, department, or function. Areas will be determined by the Elections Committee before the first meeting in June.
SECTION C: REPRESENTATION
Each representative will represent an area not to exceed twenty (20) University Support Personnel as determined by the Elections Committee. (This number of representatives is chosen to enlarge and enhance and should not be construed to restrict representation.)
SECTION D: ELECTION TO THE UNIVERSITY SUPPORT PERSONNEL SENATE
- The elections of the representatives for FIU University Support Personnel USPS Senate will be held annually during the month of June and the newly elected representatives will assume office at the July September meeting.
SECTION E: TENURE
Each representative shall serve for a term of one (1) year running concurrently with the fiscal academic year. Each representative can serve an unlimited number of terms.
SECTION F: RESPONSIBILITIES
- A representative is responsible for attending meetings of the University Support USPS Senate regularly. Should a representative be unable to attend, the alternate must attend; however, an alternate may not substitute for more than two (2) consecutive meetings. A vacancy shall occur if a representative misses more than three (3) unexcused consecutive regular meetings, or a total of six (6) regular meetings per fiscal academic year. The definition of "excused" absence will be determined by the Executive Board.
- A representative is responsible for keeping his/her constituents informed of Senate activities. He/she shall be responsible for presenting views and concerns of his/her constituents to the University Support Staff.
SECTION G: PETITION FOR REMOVAL FROM OFFICE
Petition for removal of a representative may be made to the University Support USPS Senate upon signature of three-fourths (3/4) of his/her constituents. Upon recommendation of the University Support USPS Senate, acting as an appeal board, the alternate shall replace the representative.
SECTION H: RESIGNATION
The resignation of a representative or alternate must be submitted in writing to the Chairperson of the University Support USPS Senate.
ARTICLE II: ELECTION OF OFFICERS AND RESPONSIBILITIES OF OFFICERS
SECTION A: ELECTION OF OFFICERS
- Elections shall be held at the last Senate meeting for the fiscal academic year (first meeting in June) by the outgoing Senate body. Those eligible for nomination shall be current board members or Senate representatives.
- Nominations shall be from the floor, conducted by the outgoing Chairperson and officers shall be elected by written ballot at a University Support USPS Senate meeting and by a simple majority (50% + 1) of representatives attending. Votes shall be tallied and officers seated at the next Senate meeting (first meeting in July).
- The newly elected Board members will not be considered as a representative for his/her respective areas.
- The outgoing Chairperson and Associate Chairperson, Recording Secretary, Corresponding Secretary, Treasurer, and Parliamentarian shall serve as ex-officio members of the Senate for one year following their term (s) in office in order to provide continuity. The outgoing Chairperson and Associate Chairperson, Recording Secretary, Corresponding Secretary, Treasurer, and Parliamentarian will be entitled to voting privileges during the one-year term as ex-officio members.
SECTION B: VACANCIES AND REMOVAL FROM OFFICE
- Resignation must be submitted in writing to University Support USPS Senate.
- Vacancies shall be filled by Chairperson with the approval of Executive Board.
- A grievance against an officer must be submitted in writing and signed by the initiator, to the Executive Board. The Executive Board shall notify said officer thirty (30) days prior to the next scheduled meeting. This shall be considered adequate time for the officer to prepare a defense against such charges. The matter shall be resolved after a hearing and four-fifths (4/5ths) vote of the University Support USPS Senate Representatives and Officers present at the University Support USPS Senate meeting.
SECTION C: DUTIES OF THE OFFICERS
1. CHAIRPERSON
- presides over all meetings of the University Support USPS Senate
- appoints committees with approval of Executive Board
- votes only in the event of a tie
- performs such duties as approved by the University Support USPS Senate
- establishes an agenda for meetings
- acts as representative for the University Support USPS Senate
- appoints all standing committee chairpersons with approval of Executive Board
2. ASSOCIATE CHAIRPERSONS
- shall resume any and all responsibilities of chairperson in his/her absence
- shall serve as chairperson of the Elections Committee for university Support Senate Representatives and shall conduct the election of officers and representatives.
- shall contact by phone, members who have missed meetings to determine reason for absence
3. RECORDING SECRETARY
- shall be responsible for the accurate recording, distribution and maintenance of a file for all meetings
- shall be responsible for circulating a sign-in sheet to record attendance at meetings
- shall notify Associate Chairperson of members who have missed three (3) consecutive meetings
4. CORRESPONDING SECRETARY
- shall have the responsibility of notifying all University Support USPS Senate members of Senate meetings
- he/she (at the request of, or in the absence of, the recording Secretary) shall assume or assist in the duties of the Recording Secretary.
- shall be responsible for collecting and maintaining the list of committees and committee members.
5. TREASURER
- shall maintain material expenditures and present reports of same upon request
- shall meet with Chairperson to prepare annual funding request
6. PARLIAMENTARIAN
- shall be responsible for maintaining order at University Support USPS Senate meetings
- shall be responsible for interpreting parliamentary procedure according to Robert’s Rules of Order
- shall serve as a member of the Elections Committee
ARTICLE III: MEETINGS
- All University Support USPS Senate representatives shall receive sufficient notification of all meetings.
- Meetings shall be held first week Wednesday of each month beginning in July September.
- All meetings shall be open. Non-representatives may be placed on the agenda through the Chairperson to actively participate in the discussion.
ARTICLE IV: SIMPLE MAJORITY
A simple majority shall be defined as 50% + 1 of the attending membership of the University Support Personnel USPS Senate with a minimum of twelve members (Representatives or Alternates).
ARTICLE V: COMMITTEES - STANDING COMMITTEE
The University Support USPS Senate shall have the following standing committees, whose members shall be selected from representatives, alternates and permanent University Support employees.
Chairpersons on all standing committees must be elected representatives of the University Support Personnel USPS Senate.
SECTION A: ELECTION COMMITTEE (SEE ARTICLE I, SECTION D)
The committee shall be chaired by the Associate Chairperson. Parliamentarian shall also serve as a member of the Elections Committee. Two (2) additional members shall be appointed by the Senate Chairperson. The Committee will review the eligibility of representation for the June elections of officers.
SECTION B: OUTSTANDING USPS EMPLOYEE AWARD COMMITTEE
The committee shall be chaired by a chairperson selected by the committee members jointly appointed by the University Support Senate Chairpersons. Two Four additional committee members from each campus shall be appointed by the Senate Chairperson (a minimum of 5). The committee will review the guidelines and make any changes they see fit. It will be their responsibility to see that timely notifications are made to the University community.
SECTION C: BUDGET COMMITTEE
The University Support USPS Senate Chairperson shall appoint a Chairperson to work in conjunction with the Associate Chairperson, and the Senate Treasurer in preparing the annual budget request.
SECTION D: PERSONNEL PRACTICES
The University Support USPS Senate Chairperson shall appoint a Chairperson and three (3) committee members. This committee shall research all concerns and recommend to the Senate a course of action.
SECTION E: ARCHIVAL AND HISTORICAL COMMITTEE
The University Support USPS Senate Chairperson shall appoint a chairperson and three (3) committee members. The committee will be responsible for archiving all events and actions of current and/or previous years.
SECTION F: LEGISLATIVE COMMITTEE
The University Support USPS Senate Chairperson shall appoint a chairperson and five (5) three (3) committee members. The committee shall be responsible for bringing all legislative matters of concern to the Senate members’ attention.
SECTION G: BY-LAWS COMMITTEE
The University Support USPS Senate Chairperson shall appoint a chairperson and two (2) committee members (minimum of 3). The committee shall be responsible for reviewing the By-Laws and recommending changes. Upon request, the chairperson shall go over a section of the By-Laws each meeting to inform and educate the members.
SECTION H: SPECIAL EVENTS COMMITTEE
The University Support USPS Senate Chairperson shall appoint a chairperson and two (2) five (5) committee members (minimum of 3 6). The committee will plan and organize events sponsored by the FIU University Support USPS Senate such as the University Employee Picnic.
SECTION I: PUBLIC SERVICE COMMITTEE
The University Support Senate Chairperson shall appointment a chairperson and four (4) committee members. The committee will recommend and organize Public Service projects that will benefit organizations throughout our community.
SECTION J: UNIVERSITY SUPPORT SENATE SCHOLARSHIP COMMITTEE
The committee will be comprised of seven five (5) members. The University Support USPS Senate Chairperson shall select a chairperson from the members of the previous year and three (3) two (2) new committee members each year. Committee should consist of 6 four (4) members and a chairperson in total. Term of office is two years (staggered terms) i.e. 93-95, 94-96 2002-2004, 2003-2005.
The committee will review applications submitted against established criteria for program and give recommendations to University Support USPS Senate Chairperson. The Chairperson, after consulting with the Associate Chairperson will make the final decision and submit to the Treasurer the recipients name(s) so the paperwork requesting the $150 scholarship monies can be prepared.
ARTICLE VI: PARLIAMENTARY AUTHORITY
Parliamentary Authority for the Senate for FIU University Support Personnel USPS Senate will be Roberts Rules of Order, newly revised.
ARTICLE VII: AMENDMENTS TO BY-LAWS
By-Laws to the Constitution may be adopted at any regular meeting by a seventy-five percent (75%) majority vote of the total University Support USPS Senate members attending. All University Support personnel shall receive notification of all proposed by-laws seven (7) days prior to the next regular meeting Final approval must be by seventy-five percent (75%) approval of the University Support USPS Senate members attending.
ARTICLE VIII: STANDING RULES
The standing rules may be amended at any regular meeting by seventy-five percent (75%) majority vote of the total University Support USPS Senate members attending.
STANDING RULES
- All committee chairpersons will be appointed within one (1) month of the University Support USPS Senate election of officers and shall meet as a committee, within one month of appointment.
- Meetings shall be held at 11:15 11:00a.m. on the first Wednesday of the month or an agreed upon time as determined by the Senate Chairperson and/or Senate body.
- University Support USPS Senate Chairperson will contact Space and Scheduling before the beginning of each semester to arrange for meeting room.
- The Recording Secretary will distribute the minutes within five (5) days of the next scheduled meeting. These minutes will serve as notification of meetings.
- The Executive Board will meet seven (7) days prior to the monthly Senate meeting to establish the agenda. Any agenda item must reach the Chairperson at least seven (7) days prior to the meeting.
- If the minutes for some unforeseen reason are not distributed, the chairperson will see that each representative is contacted either by a telephone call, or written notification two (2) days prior to the scheduled meeting.
- Motions are to be given to the Secretary in writing to help in the minute record-keeping process.
- Chairperson must notify Associate Chairperson of impending absence. Associate Chairperson will assume duties of Chairperson, including conducting meetings.
Page Last Updated: April 2008
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