Administrative/Staff Council of Saint Joseph's University (ASC).
A. Composition: Identity
- Administrative Employees: All full time & part time non-unionized, non-faculty, non-cabinet administrators & professional personnel, herein referred to as Administrative.
- Staff Employees: All full time & part time non-unionized, non-faculty clerical, technical & service personnel herein referred to as Staff.
- Administrative/Staff Council (ASC): All Administrative and Staff employees defined above automatically are members of the Administrative/Staff Council.
- Administrative/Staff Council Executive Board: Board elected by their peers consisting of an equal number of Administrative and Staff employees.
- Consistent with the Mission of Saint Joseph’s University
As Philadelphia’s Jesuit Catholic University, Saint Joseph’s provides a rigorous, student-centered education rooted in the liberal arts. We prepare students for personal excellence, professional success, and engaged citizenship. Striving to be an inclusive and diverse community that educates and cares for the whole person, we encourage and model lifelong commitment to thinking critically, making ethical decisions, pursuing social justice, and finding God in all things.
- The Mission of the ASC is to support and advance the contemporary Ignatian vision of educating "men and women for others", to provide a forum for administrative and staff employees to participate in decisions and activities that affect and influence the quality of working life of employees at the University, and to advance the Mission of the University both on and outside of the campus.
To bring life to this Mission, the ASC is guided by the following interrelated principles:
Inclusiveness: All eligible administrative and staff employees of Saint Joseph’s University are welcome to participate in the ASC in some way: to attend meetings; to offer ideas, suggestions, and recommendations; and, to participate in ASC-sponsored activities. The ASC fosters unity: administrative and staff employees working together, in concert with all other employees at the University, to create a positive working environment and to support the overall Mission of Saint Joseph’s University.
Commitment: The ASC strives continuously to contribute positively toward enhancing the quality of work life at Saint Joseph’s University by initiating activities, generating ideas, and providing constructive feedback to University administrators, and supporting current and new University policies and programs.
Voice: The ASC provides a forum for administrative and staff employees to provide feedback, offer suggestions and recommendations, and present ideas relative to issues and activities at the University. While offering feedback, suggestions, recommendations, and ideas does not guarantee that the ASC board or University administrator will adopt an initiative or make a change, it does offer voice to employees and the ASC board in a safe and constructive environment. The ASC will communicate ASC messages and accomplishments to all employees, and will assist University administrator in disseminating and clarifying University messages as needed.
N.B. The Administrative/Staff Council is in no way a decision-making body with regard to grievances, labor disputes, benefits, wages, rates of pay, or hours of employment, although they may provide forums where certain aspects of these items may be discussed for the purpose of making appropriate recommendations.
A. Structure of ASC
- The ASC is comprised of all administrative and staff employees at Saint Joseph’s University (see Section II for definitions). All eligible employees are welcome to participate in the ASC.
B. Structure of Executive Board
- The Executive Board is comprised of eight (8) voting members representing an equal number of administrative and staff employees who are elected annually through an open election. The Executive Board will be comprised of two (2) Co-Chairs (one administrative and one staff), Treasurer, Recorder, four (4) Members at Large, and the two (2) Past Chairs (non-voting members). Each member of the Board will serve a term of two years (*) except for co-chairs who will serve three (3) years with third year in an advisory role for rising chairs. To provide for an infusion of new ideas, as well as for stability and consistency on the Executive Board, 4 new members (two Administrative and two staff) will be elected each year. Positions will be determined by the Executive Board following each election cycle with the exception of Chair. Where there are non-Executive Board members who are leading certain ASC activities or initiatives on behalf of the Executive Board, the Executive Board can elect to invite these non-board members to attend regular Executive Board meetings, but without voting privileges. There may be one non-voting representative each from the Office of Human Resources and the Faculty Senate on the Executive Board as invited.
- All employees with at least one (1) year of employment, whether full time or part time, with the University are eligible to hold office.
- Election ballots will be available online for four officers (two administrators and two staff). Ballots may also be submitted and collected at an approved University function or via an approved secure dropbox.
- Elections are won by plurality of all those voting. In the event of a tie there shall be a run-off election of the candidates who have an equal number of votes.
- The eight (8) members of the Executive Board will hold an election among themselves to select the officers for the new term. Members wishing to remove themselves from consideration for an officer position must state this prior to the election. The eight (8) members will elect: two Co-Chairpersons (one administrator and staff), one Treasurer, and one Secretary. The remaining four members (two administrators and two staff members) not elected to office will serve as Members-At-Large.
C: Term of Office
- Executive Board elections will be held in May and officers' terms start June 1. All officers will be elected to a two year term of office*. Officers' terms will be staggered to every other year so four officers will be elected each year. Officers will be limited to 2 consecutive full terms on any elected position. Members and Officers may serve unlimited terms, provided they are elected and agree to serve on the Executive Committee.
* For the first open election following approval of these revised Bylaws (September 2015 for 2015-16 term), four (4) members (two administrators and two staff) will be replaced after just one year of service.
- All remaining Executive Board members shall select someone to fill vacancies until the next scheduled election.
Section A: Association Officers
- Preside at their respective Association meetings.
- Make appointments and delegate duties.
- Participate in the preparation of the annual written report of the ASC.
- Speak officially for their respective Association.
- Assist and confer with vice-chair on any questions or issues that arise between meetings.
- Report to their respective Association all actions taken in the name of their Association.
- Serve as Association representative on the University Council.
- Perform additional duties as deemed appropriate by their Association.
- Maintain and distribute all minutes, records and proposals of ASC as appropriate.
- Record the number in attendance and record all votes of the ASC.
- Disseminate minutes, records, and proposals of ASC Board meetings and announce upcoming ASC Board meetings and their agendas.
- Coordinate ratification voting for all proposed amendments to ASC bylaws.
- Perform additional duties as deemed appropriate by ASC.
- Prepare annual budget for ASC. Apply for University funds annually on behalf of ASC.
- Maintain records of all financial expenditures and transactions for ASC.
- Coordinate all ASC elections.
- Perform additional duties as deemed appropriate by ASC.
At-Large Members Responsibilities:
- There shall be four (4) at-large members of the Executive Board with the responsibility as deemed appropriate by ASC.
- Serve as Parliamentarian and "Keeper of the Laws."
There shall be two (2) kinds of committees: standing committees, and ad hoc committees, both of which are advisory only.
A: Standing Committees
- All members of the ASC are eligible to serve on standing committees. Co-chairs shall be appointed by the Executive Committee of Council for a term of one year with eligibility for reappointment.
- Standing Committees shall conduct studies, develop and propose recommendations within the area of their respective expertise. Individual topics of study may be mandated by the Administrative/Staff Council or by the University administration. Agenda is determined by the chairs, with the approval of the committee membership.
- Standing committees shall function as an instrument of continuing evaluation in its area of competence and responsibility.
- Standing Committees shall have the authority to establish subcommittees as deemed appropriate.
- Standing committees shall meet at least two times each semester. The meeting shall be open and announced with a published agenda. Members may reserve time on the agenda with prior notice to the co-chair.
- There shall be four (4) Standing Committees of the Administrative/Staff Council: a Compensation Committee, a Training/Development Committee, a Communications Committee, and a Community Service/Social Committee.
- Standing Committee on Compensation - This committee shall research and study issues relevant to compensation and shall represent the Council on the President's Advisory Committee on Compensation.
- Standing Committee on Training/Development - This committee shall evaluate and recommend programs appropriate to the professional and personal development of all members of the Associations.
- Standing Committee on Communication - This committee shall provide to members of Associations information relevant to activities of the Council and the Association and foster communication for all members of the University community.
- Standing Committee on Community Service/Social - This committee shall make available to the University community opportunities to foster collegiality, to provide social interaction, and to initiate voluntary service activities within the University.
B: Ad Hoc Committees
- The Chair of the Administrative/Staff Council may establish ad hoc committees to address issues of concern to members of the Association. The co-chair of each ad hoc committee shall be appointed by the Executive Committee of Council. There shall be at least one Executive Committee member on each ad hoc committee. Ad hoc committees shall be composed of both administrators and staff.
- The Council shall establish an ad hoc Elections Committee to solicit nominations and conduct elections of Executive officers.
C: Committee Reports and Subsequent Action
- Standing and ad hoc committees shall report to the Council on all topics under review. In addition, the standing committee shall provide all members an opportunity to be heard in the decision making process. Administrative/Staff Council shall have the authority by majority vote to act on reports and recommendations from Standing and Ad Hoc Committees in the following ways:
- to approve or reject and send on to the President of the University or the President's representative
- to amend
- to return to committee
D: Minutes of the Standing Committees
- All reports of standing and adhoc committees shall be distributed to all members of the Executive Committee of Council and made available upon request to any member of the Associations.
A. ASC General Meeting
- At least two (2) general meetings of the ASC shall be held annually. Additional ASC meetings may be called by the Executive Board Chair. All members of the ASC shall be given written notice of all ASC meetings and may attend with full rights of discussion.
- The agenda shall be set by the Executive Board. New Business may be considered upon request of any ASC member present. ASC members have the opportunity to advance their issues, suggestions, and ideas as new business at the ASC General meetings, but on a regular basis through the ASC web site, or by contacting any Executive Board member.
- Issues, suggestions, and ideas advanced at the ASC General Meeting, through the ASC web site, or directly to an ASC
- Executive Board Member shall be presented at the next Executive Board meeting for consideration, discussion, and an appropriate and timely response.
B. Executive Board Meetings
The Executive Board of the ASC shall meet monthly. Additional meetings may be scheduled by the Chair when deemed appropriate. The chair and vice-chair will set the agenda for the Executive Committee meetings. All Executive Board members will be given written notice of all meetings and meeting agendas. A quorum is 50% plus one of all Executive Board members; and a majority of those present and voting is necessary to decide an issue, except where otherwise specified. (See Bylaws VIII).
Section A: Proposal of Amendments:
- An amendment may be proposed by an absolute majority of all Executive Committee members or by ten (10) percent of the members of either Association.
Section B: Ratification:
- The Bylaws of the Staff Association, the Administrative Association, and the Staff/Administrative Council, and any amendment thereto, shall be ratified upon submission in writing of same to all members of both Associations and upon approval of two-thirds of all those voting, provided that a majority of those eligible to vote in each Association has voted. All voting shall be done by written ballot.