Charter & By-Laws

UNIVERSITY STAFF COUNCIL CHARTER

USC Charter and Bylaws, July 2025 (Word download)

Article I: University Staff Council (USC) Mission Statement

1. Support the University’s mission, vision, and strategic goals.
2. Serve as a recognized part of the University governance system and provide a voice for Staff within that system.
3. Enhance and further University-wide internal communications.
4. Assist in developing and promoting Staff development programs.
5. Recognize Staff for their commitment to excellence in service.
6. Create and nurture a spirit of unity and collegiality among all employees at the University.

Article II: Membership

1. The Council consists of up to twenty-five (25) members, not including the Past Chair or any other ex-officio members. Any employee of 📕苹果ID | 香港 | 下载号 | 独享账号 | 随机激活iCloud | 带邮箱API接码 | 需要更改绑定为你的手机号(介意勿拍) who is not a Faculty member, student, or officer of the institution (i.e., Vice President or above), or who does not belong to a collective bargaining unit, and is a full- time employee, is eligible to become a member of University Staff Council. Any eligible member of the University Staff may be nominated by their peers or submit a self-nomination. Nominations require supervisor approval. The University encourages department supervisors to release Staff for this important work.
   1. Should a faculty member nominate a staff member, and the staff member is eligible to be a member of the Council, a member of the Executive Board will reach out to the staff member and ask them to submit a self-nomination should they be interested in partaking in the Council for the upcoming term. Their self-nomination will not be treated any differently than the others.
2. All nominations will be reviewed and approved by Human Resources to ensure that a nominated employee is in good standing with the University. An electronic balloted election will be held annually in the Spring semester.
   1. Should the University Staff Council membership not reach its maximum capacity of active members after the annual election closes, the University Staff Council may propose to hold an off-cycle election as needed. Off-cycle elections must be voted on by the general body of University Staff Council and voted Yes by at least 2/3 of the University Staff Council. Upon a passed vote by the University Staff Council, the off-cycle election will follow the same process as annual elections with a University-wide call out for nominations and an electronic ballot. Newly elected representatives will be inaugurated at the first meeting following the election results. The year the new members are elected will count as their first year of their term, and they will then fulfill their second term the following year with the optional third year.
   2. When a vacancy occurs on the Council, it is filled by selecting the person who is the next eligible runner-up from the most recent election regardless of primary campus location. The replacement member shall serve until the next election and shall be eligible for further election. An off-cycle election may be conducted when necessary to fill multiple vacancies, as mentioned in the section above.
3. Elected representatives will serve a required two-year term with an optional third year (3 years total). Staff that are eligible for membership may vote in the annual election. All new members are inaugurated at the first meeting following the election. Any staff member who is nominated but does not receive enough votes to join the Council will be notified of an alternate status and will be called upon should an elected USC member be unable to fulfill their duties on the Council.
4. All USC elected members must remain in good standing with the University throughout the duration of their term, which will be reviewed annually by Human Resources.
5. Since meetings are held during regular business hours, those employees interested in serving on USC should obtain the approval of their supervisor.
6. It is expected that all members attend each scheduled meeting to the best of their abilities. Any member who accumulates more than two (2) unexcused absences in a three (3) month period automatically relinquishes their seat, and a new member will be selected in their place from the pool of nominees with the next highest number of votes for that campus or an alternate from a different campus if there is no one from the initial campus left in the pool of nominees. If a member is unable to attend a meeting, they must notify the Chair prior to the start of the meeting; otherwise, it will be counted as an unexcused absence.
   1. Reasons for an excused absence may include:
      1. Work-related commitments, such as a meeting or conference
      2. Illness
      3. Scheduled vacation
      4. Family emergency
   2. Each member is expected to serve on at least one (1) of the five (5) USC sub-committees listed under Article IV below.

Article III: Executive Board Leadership

1. Between the last Staff Council meeting of the fiscal year and first meeting of the fiscal year (typically between June and July), the members of USC will select an Executive Board, which will consist of a Chair, Vice Chair, Secretary, and Treasurer as officers for the next USC year.
2. Terms
   1. All Executive Board positions have a term length of one year
   2. Executive Board members are eligible for reelection so long as their USC membership is eligible for the upcoming term as well
      1. Since USC membership terms are two years with the option to stay on for a third, the maximum number of times a member can serve on the Executive Board is three years.
3. The major responsibilities of each Executive Board member are as follows:
   1. Chair
      1. Leading USC meetings;
      2. Approving any budget requests from committees and consulting with USC Treasurer as appropriate;
      3. Bringing awareness of USC to new staff members during employee onboarding programs or designating other Executive Board members or general members for this duty;
      4. Acting as USC liaison to the Chair of Faculty Council;
      5. Acting as USC liaison to President, Unified Student Government;
      6. Acting as USC liaison to Vice President of Human Resources;
      7. Acting as USC liaison to the University Senate;
      8. Acting as USC liaison to Mission Integration;
      9. Acting as or appointing a liaison to other university committees as needed.
   2. Past Chair
      1. The immediate former USC Chair will provide support in a non-voting, advisory role to the current Chair and the Executive Board, providing oversight of special projects or liaison to university-wide committees or governance structures as appropriate for a minimum period of three months. They may continue up to six months if necessary and decided on by current council members.
   3. Vice Chair
      1. Leading USC meetings in absence of Chair;
      2. Overseeing and coordinating all USC elections (task forces or election process, etc.);
      3. Updating the Charter and By-Laws as needed, in consultation with the Chair;
      4. Overseeing the functioning of the committees including the transition and onboarding of the Chairs/Co-Chairs of each committee and soliciting monthly reports from committees for the general meeting agenda;
      5. Planning, along with Executive Board, a beginning of the year and/or mid-year retreat for all members to deeply engage with the Council’s mission and use it to set goals as a committee
   4. Treasurer
      1. Managing USC budget and reporting at USC meeting as needed;
      2. Leading USC meeting in absence of Chair and Vice Chair;
      3. Signing check requisitions, invoices, budget transfers, etc. on behalf of USC; and
      4. Acting as liaison for Loyola Employee Emergency Fund (LEEF) with Human Resources.
   5. Secretary
      1. Scheduling date, time, and location for USC meetings;
      2. Ensuring members’ participation in University Staff Council through taking regular attendance at meetings within the attendance guidelines (as outlined in Article II of this document).
      3. Compiling and distributing USC meeting agendas and minutes;
      4. Maintaining the organization of the operational infrastructure, such as SharePoint and email access;
      5. Monitoring and maintaining the USC email inbox and bringing staff feedback to USC meetings;
      6. Coordinating an annual transition meeting (i.e., agenda, minutes, and scheduling the meeting); and
      7. Identifying and updating any operational efficiencies that will assist the council in performing day to day operations.
4. All Executive Board members, with the exception of the Past Chair, are expected to be active on at least one (1) committee.
5. Executive Board Transition
   1. Between the last USC meeting of the fiscal year and first meeting of the fiscal year (typically between June and July) when the new Executive Board is elected, there will be at least one transition meeting between the outgoing Executive Board and Incoming Executive Board. This meeting will review the duties and necessary responsibilities for each Executive Board position.
      1. 1:1 meetings between an outgoing and incoming Executive Board member position may be set up for individual training, transfer of responsibilities and access, and other items and questions.
   2. The outgoing Chair is responsible for creating and/or updating an operations calendar and a transition document to provide a general understanding of a timeline of events and expectations of duties. The outgoing Chair will facilitate introductions between the incoming Chair and any campus partners aligned with USC.
   3. The outgoing Secretary will transition all administrative access to the incoming secretary, who will give access to the other incoming board members. The incoming Secretary will remove administrative access to outgoing Executive Board and USC members.
   4. Training with newly elected Executive Board
      1. All materials should be uploaded to the correct repository.
      2. The outgoing Executive Board creates an operations calendar, and a transition document.
6. Leaving in the middle of your post
   1. If an Executive Board member leaves their post in the middle of a term, they must schedule an exit meeting with the Executive Board and relinquish all notes, important documents, and training materials.
   2. Remaining Executive Board members will coordinate replacement on behalf of the outgoing member(s).
   3. This replacement will complete the remainder of the term with the Executive Board and will be eligible for reelection so long as their membership term is still eligible for the next year.

Article IV: Committees

1. Committee Structure
   1. Each University Staff Council member, including the Executive Board (with the exception of the Past Chair), will serve on at least one (1) committee.
   2. Each committee should have representation according to current University Staff Council membership and based on each committee's tasks and duties.
   3. Each committee will have a chair and/or co-chairs appointed by the respective committee members.
   4. It is expected that each committee meets regularly as projects dictate and prepares a report with updates for upcoming monthly meeting.
2. Training with new committee chair/co-chair
   1. All committee materials should be updated and uploaded to the correct repository as needed.
   2. The committee Chair/Co-Chair shall coordinate and establish a strategic plan or set of goals for the upcoming year in collaboration with their respective committee, to be shared with USC.
   3. The outgoing Chair/Co-Chair is responsible for creating and/or updating an operations calendar, and a transition document to provide a general understanding of a timeline of events and expectations of duties.
3. Leaving in the middle of your post
   1. If a Chair/Co-Chair leaves their post in the middle of a term, they must schedule an exit meeting with the Executive Board and relinquish all notes, important documents, and training materials.
4. Committee Major Responsibilities
   1. Communications
      1. Promoting communication to staff through the USC monthly newsletter, USC website, and other necessary communications channels;
      2. Coordinating all necessary USC website revisions to maintain accurate and current information;
      3. Acting as liaison with UMC on behalf of USC to market/communicate different initiatives; and
      4. Coordinating with the Vice Chair to disseminate USC elections communications.
   2. Social Events and Community Building
      1. Promoting staff spirit and unity throughout Loyola by coordinating/assisting with social events;
      2. Organizing receptions with university administration;
      3. Assisting Human Resources with University-wide events such as the Annual Christmas Reception and St. Ignatius picnic;
      4. Holding various social events throughout the year for Staff to participate in and engage with one another and the community.
   3. Staff Recognition & Excellence Awards
      1. Promoting and recognizing the contributions of Staff and their integral role in supporting and fulfilling Loyola’s values;
      2. Coordinating with Human Resources on the Annual Staff Recognition & Excellence Awards; and
      3. Partnering with Human Resources and UMC on promoting the Monthly Excellence Awards.
   4. Staff Development
      1. Developing and implementing various Staff-focused personal and professional development opportunities which may include:
         1. Coordinating retreats;
         2. Partnering with campus partners on opportunities for employee development and service opportunities; and
         3. Coordinating with HR on staff development opportunities.
   5. LEEF
      1. Overseeing the Loyola Employee Emergency Fund (LEEF)
         1. Raising awareness of the LEEF program across campus;
         2. Raising funding for LEEF;
         3. Establishing dollar goals for funds raised each year (e.g., $5-10K);
         4. Partnering with other USC committees and LUC departments (such as Faculty Council, Mission Integration, Advancement, and Human Resources) as needed;
         5. Working with Human Resources and the USC Treasurer on LEEF requests and disbursement of payment;
5. Ad-hoc committees
   1. The Chair may form any necessary ad-hoc committees throughout the year in consultation with the Executive Board;
   2. These committees will be given a specific task, scope, and preferred timeline;
   3. Ad-hoc committees may be made up of both Staff Council members and other members of the University community as needed.

Article V: Voice of the Staff and University Shared Governance

1. University Staff Council role in shared governance
   1. Shared governance is a collaborative decision-making process that ensures faculty, staff, students, and administration all have a voice in shaping institutional policies and practices. It promotes transparency, mutual respect, and collective responsibility in advancing the university’s mission.
2. University Staff Council is the primary shared governance body representing staff in this system. Members of USC, primarily the Chair or appointees designated by the Chair, regularly sit on several shared governance bodies in some capacity, including University Senate, Faculty Council, Benefits Advisory Board, and other university-wide bodies and committees as needed.
3. Shared governance purview
   1. Shared governance has been created to address larger-scale matters at the university, such as:
      1. University policies and procedures
      2. Strategic planning
      3. Quality improvement
      4. Work environment and culture
   2. Shared governance is not responsible for addressing many other kinds of workplace matters, especially those that deal with individuals. Examples of matters that shared governance does not address include, but are not limited to, the following:
      1. Title IX violations, which include discrimination, sexual misconduct, and/or retaliation - these are the purview of the Office for Equity and Compliance
      2. Title VII violations, which include discrimination based on race, color, national origin, sex, and religion - these are the purview of the Office for Equity and Compliance.
      3. Ethics complaints are the purview of Human Resources
      4. Code of conduct complaints are the purview of Human Resources.
4. Executing Staff Council’s shared governance mission
   1. Staff Council’s mission to be the voice of the staff in this shared governance system is a responsibility held by all members, who should aim to say informed about matters that fall under the purview of shared governance as defined above. Any Staff Council member may bring shared governance-related matters to the Staff Council body for discussion.
   2. Staff Council members are also elected to represent staff, as defined in Article II of this charter, across all three campuses, and as such, they may be contacted by staff regarding matters of shared governance. Staff Council members who are contacted by staff about matters appropriate to shared governance should take the following steps:
      1. Ensure that the matter falls under the purview of shared governance and has been brought by a member of the staff that USC represents, as defined in Article II of this charter. If it is not, the Staff Council members should refer staff to the appropriate office.
         1. Please note that staff are required to report any known, disclosed, alleged, or otherwise reported (formally or informally) incidents of sexual misconduct under the “responsible campus partners” obligation, except under very limited exceptions. All USC members should review this policy at the OEC website and be ready to comply with it.
      2. Let the staff member know that Staff Council can discuss the matter and/or bring it to the attention of appropriate university offices and representatives for possible resolution. If the staff person wishes to remain anonymous, they may do so, and the Staff Council member reporting the matter should take all necessary precautions to prevent disclosure of the staff’s identity as they bring the matter forward.
      3. After working to understand the matter, determining that is related to shared governance, and confirming if staff would like to remain anonymous, the Staff Council member may raise the matter one of two ways: they may bring the concern to the monthly general Staff Council meeting for discussion, or they may first take the matter directly to the Staff Council Executive Board.
   3. For matters and concerns that are deemed to need escalation to university administration or other units, the Staff Council Chair or a representative designated by the Chair will be responsible for communicating the issue to the appropriate person, office, or shared governance unit. This representative will also be responsible for following up with the campus unit, the general Staff Council body, and the staff member who raised the issue, as appropriate.

Article VI: Amendments

1. This Charter can only be amended by an affirmative vote from a minimum of 75% of USC members with at least one representative from each campus.
2. The Vice President of Human Resources will provide final review and approval.

 

UNIVERSITY STAFF COUNCIL BYLAWS

Article I: Meetings

1. USC meets one (1) time each month and each “new” Council selects the date of the month that regularly scheduled meetings will take place.
2. In order to hold a meeting, a minimum of 50% of USC members must attend either in-person or via video/teleconferencing based on University Policy.
3. Guests (e.g., Vice President of Human Resources) may be invited to attend meetings.

Article II: Order of Business

1. The order of business to be followed at meetings of USC shall ordinarily be:
   1. Minutes from the previous meeting
   2. Chairperson’s report
   3. Follow up on action items
   4. New Business
   5. Committee reports
   6. Open discussion
   7. Adjournment

Article III: Agenda Setting

1. Setting the agenda for the month meeting shall be the responsibility of the Chair, in consultation with the Executive Board.
2. Any member of USC may present an item for the agenda to the Executive Board for consideration prior to an upcoming USC meeting.
3. The agenda will be communicated in advance of meetings.

Article IV: Voting 

1. Each member of USC, with the exception of the Past Chair or any other ex-officio member(s), shall have voting rights.
2. Voting shall be decided by a simple majority of those present.
3. Discussion on a topic to be voted on will be held prior to the meeting with the vote.
4. In order for a vote to be finalized, a minimum of 60% of voting USC members must cast a vote with at least one representative from each campus.
   1. Votes can be submitted electronically and must be provided to the University Staff Council Chair by the close of business day prior to the meeting.
   2. Votes submitted after this time will not be counted.

Article V: Amendments 

1. These Bylaws can only be amended by an affirmative vote from a minimum of 75% of USC members with at least one representative from each campus.
2. Final review and approval will be given by the Vice President of Human