CONSTITUTION AND BYLAWS OF THE STAFF SENATE
OF DICKINSON STATE UNIVERSITY

CONSTITUTION OF THE STAFF SENATE OF DICKINSON STATE UNIVERSITY

 Article I -- Name
The name of the organization shall be the "Staff Senate of Dickinson State University."

 Article II -- Mission
The Staff Senate is established to be a representative body of the University's staff employees.  The Senate shall strive to promote communication among the president of the University, the Executive Committee of the Senate, and staff employees.  The Senate shall also inform and serve the staff employees of Dickinson State University.

 Article III -- Membership
The Senate shall consist of approximately fifteen percent (15%) of the staff employees elected in accordance with the Bylaws of the Senate.  For purposes of voting and serving on the Staff Senate, a staff member is defined as any non-probationary employee whose title and/or position is eligible to receive employee fringe benefits (e.g., health insurance and retirement plan).  Furthermore, members of the President's Cabinet are not eligible to vote or serve on the Staff Senate, unless otherwise specified.

 Article IV -- Officers
Officers shall be elected from the membership of the Staff Senate.  Officers of the Senate shall be a president, vice-president/president-elect, secretary/treasurer, and past president.

 Article V -- Bylaws
The Senate may adopt or amend such Bylaws as may be required for the accomplishment of its purposes.

 Articles VI -- Amendments to the Constitution

 A.        Proposals for amending the Constitution may be initiated by:

1.      the president of the University
2.       three voting members of the Executive Committee;
3.      five voting members of the Senate; or,
4.      a petition signed by fifteen percent (15%) or more of all staff employees as defined in Article III of this Constitution.

B.         Amendments must be approved by a simple majority of fifty-one percent (51%) of the Staff Senate and the president of the University

 BYLAWS OF THE STAFF SENATE OF DICKINSON STATE UNIVERSITY

 I.          Objectives and Purposes

 The Staff Senate of Dickinson State University shall be the representative body of the University's staff employees to serve the following objectives and purposes:

 A.     to gain a spirit of unity, pride and cooperation by being recognized equally with the Faculty Senate and Student Senate as participants in advising University administrators.

 B.     to be an active communication link for meaningful information exchange between staff and administration relative to issues of mutual concern;

 C.     to provide an opportunity and forum for expressing, proposing, representing, investigating, debating and recommending action on issues, as an official and responsible voice in University affairs.

 D.     to advise the administration concerning working and employment conditions and practices, including recognition, compensation and other pertinent issues;

 E.      to involve democratically chosen staff representatives in the operation of the University and to increase awareness of problems and opportunities of significance to staff members;

 F.      to support placing a Staff Senate member on the proposed North Dakota University System Staff Senate.

 II.         Advisory Status of the Senate
In fulfilling its stated objectives and purposes, the Senate shall be advisory to the president of the University.

 III.       Composition
A.        The following staff categories are to be represented through seats/members in the Staff Senate equivalent to approximately fifteen percent (15%) of the total membership of each category, with the specific numbers to be determined through an annual review prior to elections:

 1.   Administrative/Managerial/Professional

0000 Band (Unless serving in cabinet)
1000 Band
3000 Band

2.   Technical/Paraprofessional/Office Support

4000 Band
5000 Band

3.    Crafts/Trades/Services/Maintenance

6000 Band
7000 Band

B.   The president of the University or his/her designated representative shall serve as a non-voting, ex-officio member of the Staff Senate.

IV.       Terms of Office and Election of Senate Members

A.     Senate membership shall be for a two-year term with approximately one-half (1/2) of the members elected each spring semester.  A member shall not serve more than two consecutive full terms, unless elected to the office of vice-president/president -elect during the last year of the second term.  In such an event, that member’s term would be extended for one year.  It would be filled the following year for a one-year term only.

B.     Regular elections to fill vacant positions shall be held annually during the spring semester.  The terms of newly elected Senate members begin on July 1.  The fiscal year for the Staff Senate is July 1 through June 30.

V.        Executive Committee
The Executive Committee of the Staff Senate shall consist of the president, vice-president/president-elect, secretary/treasurer, and past president, who collectively shall:

A.     serve as the coordinating board of the Staff Senate;
B.     set the yearly calendar of meetings and activities;
C.     prepare the agenda for each meeting of the Staff Senate;
D.     receive proposals from senators, staff members, or the president of the University for consideration at Staff Senate meetings;
E.      prepare budgets, seek funding, and approve disbursement of Staff Senate funds.

VI.       Election of Officers

A.     The Senate shall nominate and vote for the following officers annually:

1.      vice-president/president-elect;
2.      secretary/treasurer

B.     Each office of the Executive Committee is to be filled by a member of the Senate.

C.     At the regular meeting, nominations of Senate executive officers shall be accepted through motions from Senate members for the following offices:  vice-president/president-elect and secretary/treasurer.

D.     Voting will take place at the regular meeting.  A Senate Election Committee as appointed by the president shall tally the votes.

E.      Winners will be decided by a majority vote.  The president shall cast the deciding vote in the case of a tie.

F.      The Executive Committee declares an office vacant when an officer is unable to or improperly performs the duties of the office.  All vacated offices of the Senate Executive Committee shall be filled by a special election at the first regular Senate meeting following the vacancy.

VII.      Duties of the Officers

A.      The president

1.      presides over all meetings of the Staff Senate and its Executive Committee;
2.      insures that all Staff Senate activities are conducted in an orderly and professional manner;
3.      has the authority to appoint such committees as are deemed necessary for the business of the Staff Senate;
4.      insures that all actions conform to the Senate Constitution and Bylaws;
5.      is the spokesperson for the Staff Senate at meetings and functions;
6.      serves as the direct communication liaison between the president of the University and Staff Senate.

B.      The vice-president/president-elect

1.      presides in the absence of the president;
2.      assumes the duties of the president for the unexpired term in the event the president is unable to complete the term of office;
3.      carries out additional duties as assigned by the president;
4.      serves as chair of the Continuing Education Committee.

C.     The secretary/treasurer

1.      takes and maintains minutes of each meeting of the Senate and its Executive Committee;
2.      publishes and distributes the minutes and agenda of each Senate meeting to all non-faculty staff members, the president of the University and Stoxen Library, at least one week prior to the next regular meeting;
3.      distributes copies of the minutes to other interested parties upon request;
4.      maintains an accurate record of all resolutions duly adopted by the Senate and the vote on such resolutions;
5.      receives and keeps all communications and reports to and from the Staff Senate;
6.      maintains permanent records of senators and terms served;
7.      maintains a roll of current members and their attendance at meetings;
8.      is primarily responsible for the Senate's fiscal affairs.

 D.    The past-president

1.      serves as a non-voting, ex-officio member of the Staff Senate. 
2.      will not hold a seat on Staff Senate unless eligible and elected for another term.

 VIII.     Committees
The Staff Senate shall establish such committees as are necessary to conduct Senate business.  Such committees shall be responsible to the Staff Senate and shall perform duties determined by the Staff Senate and/or its Executive Committee.  All senators are eligible to serve on any Staff Senate committee.

 The following committees are established as standing committees:

 A.     Continuing Education Committee -- investigates workshops, staff orientations, activities and programs that will provide personal and professional growth opportunities for non-faculty staff and forwards its recommendations to the Executive Committee for consideration.  The vice-president/president-elect of the Staff Senate serves as the chair of the Continuing Education Committee.

 B.     Elections Committee -- conducts the nomination and election procedures for the Senate.  The president of the Staff Senate serves as the chair of the Elections Committee.  Outgoing senators will serve on the Elections Committee.

 IX.       Transfer of Staff Category
A Senate member who transfers from one staff category to another within the University will continue to represent his/her original category for the balance of the fiscal year in which the transfer occurs.  A remaining year of an unexpired term shall be filled by election at the next regular election.

 X.        Attendance/Absenteeism
Senators are expected to attend all Senate meetings and shall contact a member of the Executive Committee if unable to attend.  A senator who has three (3) absences in any twelve (12) month period or fraction thereof and has not notified a member of the Executive Committee will be contacted by member of the Executive Committee.  A senator's position may be declared vacant by a vote of the Staff Senate.  Attendance will be taken at each Senate meeting.

 For extended approved absences (e.g. military leave), the position will be temporarily filled following the procedures under "Interim Vacancies."

 XI.       Interim Vacancies
Interim vacancies will be filled using the following procedures:

A.     Vacancies in Senate positions will be filled by the person from the same staff category receiving the next highest number of votes from the previous full election.

B.     In a case where more than one candidate has the next highest number of votes, the candidates shall be invited to attend a Staff Senate meeting to present themselves to the Senate members.  Immediately following the presentations, an election will take place.  Election will be by a majority of those members present and voting at the regular Senate meeting.

C.     If there are no candidates from the previous full election, the vacancy will be communicated through a variety of internal media and in the Senate minutes.  The Senate Election Committee shall accept nominations of interested and eligible staff employees to fill the vacancy.  Election will be by a majority of those members present and voting at the regular Senate meeting.

The vacancy will be filled until the completion of the unexpired term or the return of the person on extended leave.

XII.      Meetings and Actions
The Senate shall normally meet in regular session monthly or on call of the Senate president.  A majority of the Senate members eligible to vote shall constitute a quorum for a meeting.  In the conduct of the meetings, Robert's Rules of Order shall prevail.

A.     Meetings of the Senate shall be open.

B.     A record of proceedings at meetings shall be kept which, upon request and under reasonable conditions, shall be made available by the secretary of the Senate.

C.     The Senate shall establish and maintain reasonable procedures whereby any individual may propose items to be included on the agenda for the next Senate meeting.

XIII.     Amendments to the Bylaws
Amendments to the Bylaws may be proposed by a majority vote of the Senate, provided that the amendment has been submitted in writing to Senate members no less than one month prior to voting.  If approved by the Senate, the proposed amendment shall be submitted to the president of the University for final approval.

XIV.    Dissolution
Upon dissolution of the organization, all assets remaining, after payment of all costs and expenses of such dissolution, shall be turned over to the president of the University.

Approved by:

_____________________________                          Date: _______________________    

Lee A. Vickers, President
Dickinson State University

Constitution and Bylaws History

Developed and recommended by 6-member Study Committee; January-April 1996
Reviewed and modified by North Dakota University System staff; June 1996
Reviewed and modified by University president with participation from his Cabinet; April-July 1996
Approved by University president; July 15, 1996
Amendments approved by University president, April 7, 2000
Amendments approved by University president, May 12, 2002
Amendment approved by University president, March 1, 2006

ADDENDUM TO THE BYLAWS OF THE STAFF SENATE OF DICKINSON STATE UNIVERSITY TO BE IN EFFECT DURING INITIAL IMPLEMENTATION IN 1996

The following are temporary amendments to the Bylaws for the first year of operation:

IV.C.      One-half of the senators will be elected for one year, and one-half will be elected for two years.  This will allow the alternating system to be put in place.

VIII.C.   The Dickinson State University Staff Senate Study Committee shall coordinate the election process during the first year.

ATTACHMENT A 

The following are the employee groups to be included in each of the staff categories (classified according to the NDUS Broadbanding System):

I.  Administrative/Managerial/Professional

0000 Band (Unless serving in cabinet)
1000 Band
3000 Band

II. Technical/Paraprofessional/Office Support

4000 Band
5000 Band

III. Crafts/Trades/Services/Maintenance

6000 Band
7000 Band