SBHE Policy Manual Index NDUS Procedures Index Section 200 V201 Constitution of the Valley City State University Faculty Association (2022) Article I Name Article II Purpose Article III Membership Article IV Meetings Article V Officers Article VI Qualifications, Nomination, and Election of Officers Article VII Faculty Senate Article VIII Curriculum Committee Article IX Graduate Council Article X Faculty Advocacy Committee Article XI General Education Council Article XII Standing Committee on Faculty Rights Article XIII Teacher Education Committee Article XIV Council of College Faculties Article XV Election of General Education Council Delegates Article XVI Constitutional Review Committee Article XVII University Promotion and Tenure Committee XVIII Other Committees XIX Amendment Procedures XX Ratification XXI Academic Units By-Laws Article I Other Membership Article II Annual Reports of Standing Committees  Section 202 V202 Staff Senate Constitution (2019) Article I Name Article II Purpose Article III Members Article IV Group Elections Article V Staff Personnel Advisory Committee Elections

Article I. Name The name of this organization shall be the Valley City State University Faculty Association.  Article II. Purpose The purpose of the Association shall be to foster a liberal education of high quality that is consistent with the University mission, to make determinations regarding the role and status of the faculty, and to render formal advice to the President of the University on such matters. A key objective underlying the purpose is to increase the power of the faculty in governance and in professional performance. Guiding principles shall be: empowerment of the faculty to initiate action and improve quality; facilitation of responsible faculty initiatives by the administration in a spirit of cooperation based on clear definition of roles; and implementation of initiatives through the governance structure.  Article III. Membership The Faculty Association voting membership, hereafter referred to as Members, shall consist of all faculty with rank of Instructor, Assistant Professor, Associate Professor, and Professor, and any other faculty teaching half-time or more. Non-voting Associate Members shall include all professional-level administrators. Hereafter, Membership shall refer to all those who belong to the Association, including both Members and Associate Members.  Article IV. Meetings The Association shall have two required meetings, one within thirty days after the beginning of nine month faculty contracts and the second within the forty five days preceding graduation. Additional meetings may be necessitated by Association action or called by the President of the Association, by majority vote of the Faculty Senate, or by petition containing signatures of ten members. The President of the Association will provide notice and agenda of regular meetings to the membership one week prior to regular meetings and forty-eight hours prior to special meetings. Meetings shall be conducted according to Robert's Rules of Order, latest edition. Members present shall constitute a quorum.  Article V. Officers The elected officers of the organization shall consist of a president, a vice president, and a secretary. Term of office shall be three years and each officer election will be staggered so that each will begin their term in a different year. The elected term of office begins June 1 and ends May 31.  Section A. President  The president shall preside at meetings of the Association and Faculty Senate and otherwise act as the chief executive officer of the organization; appoint a parliamentarian; and coordinate dissemination of pertinent information to appropriate persons. The president shall select an initial chair for each of the Association committees which elects its own chair. This chair need not be a member of the committee. The only duty of this initial chair is to call the first meeting of the committee and set the agenda for the organizational meeting.  Section B. Vice-President  The vice president shall preside at meetings in the absence of the president; serve as assistant to the president and carry out duties the president may deem necessary.  Section C. Secretary  The Secretary shall record and file minutes of each meeting of the Association and of the Faculty Senate and distribute copies of said minutes to the Membership within one week after each meeting, file received Association committee minutes, keep a record of membership and activities of the Association, and make provisions for balloting at any and all Association meetings.  Section D. Vacancies  Representatives of the Senate shall nominate at least one candidate for any vacancy occurring during a term of office. Nomination may also be by petition as stipulated in Article VI. The secretary shall circulate a list of all nominees to the membership one week prior to the election which shall be held at the next scheduled Association meeting or by mail ballot.  Article VI. Qualification, Nomination, and Election of Officers  Section A. Qualification  Article V describes the term of office. A period of at least one year shall elapse before an officer may be re-elected to the same post. Qualifications for the office of Secretary may be waived by a four-fifths majority vote of those present in an Association meeting. Section B. Nomination  Departments may nominate candidates for the Association officer whose term will expire. These nominations will be forwarded to the Senate prior to the first Senate meeting of March. If no nominations materialize, Senate will activate a nominating committee for that position. Section C. Election  Article V describes the term of office. The election of the officer whose term expires will be held on any Association meeting following April 15 and prior to the end of the term. A simple majority will elect the candidate. Should there be a single candidate, a voice vote of affirmation will be sufficient, otherwise a secret ballot must be used. Should a simple majority not be obtained, any voting member may move a proposal as a means to obtain a majority. The term of office is specified in Article V. In the event the President is no longer able or willing to serve, the sitting Vice-President will assume that office, with a new vote being held to determine the Vice-President. Should both offices be vacated, a new vote will be held as outlined above to elect those offices. Article VII. Departments Section A. Definitions The faculty will be organized into academic departments. Each department will maintain the curricular content of one or more programs of study and the courses that make up the principal content of those programs as well as service courses that may be related to the academic content. The University Administration will determine the number of departments and appoint faculty into each department. Section B. Responsibilities Since the department contains the subject matter experts of this academic area, the department will propose the creation, modification and deletion of programs of study. These proposals will be submitted to the Curriculum Committee according to the article on Curriculum Committee in this constitution as well as policy given outside of this constitution. The department may also submit proposals concerning the creation, modification and deletion of courses to either Curriculum Committee or General Education Committee depending on policy. Changes not requiring a catalog change may be handled solely by the department. Scheduling of courses, including the selection of instructor, are the responsibility of the department in cooperation with the University Registrar and the Vice President for Academic Affairs.   Departments will conduct searches to fulfill faculty vacancies or to obtain adjunct faculty. The results of these searches will be forwarded to the University Administration for final disposition.    Departments are integral members in faculty governance. They shall submit faculty names to Faculty Senate or Association for committees of the Association. Section C. Meetings Each department will meet periodically during the academic year, but at least once a semester. Any member may request a meeting. Meetings will be announced in advance at convenient times, so that all members will have opportunity to attend. Each departmental meeting will have minutes recorded. These minutes will be approved at the next meeting and when approved submitted to the Vice President for Academic Affairs. Section D. Officers Each department will have a chair. The means of the selection of a chair will be a matter of policy of the individual department. This policy will be described in a document and approved at departmental meetings. The approved document will be forwarded to the Vice President for Academic Affairs.   The department may designate particular members with specified duties. These should also be recorded in the minutes. Section E. Membership Any member of the Association assigned to the department will have a vote in departmental meetings. The department shall make policy concerning the voting status of adjunct instructors or staff assigned to the department. This policy must be recorded in the minutes and approved by the University Administration.   Faculty may be on joint appointment to multiple departments. Such faculty have full voting rights in each department. A faculty member may represent multiple departments on any Association committee, however in such cases they have only one vote on any committee. Article VIII. Faculty Senate Section A. Membership The Faculty Senate shall be composed of one member elected by each participating department, the Secretary of the Association, the representative to the Council of College Faculties, a student representative selected by the Student Senate, and the President of the University or his/her representative.  Voting members include elected departmental representatives with the exception of the presiding officer, who may only vote in the case of a tie. Each participating department shall elect its representative to Senate and forward the name of the Senator to Senate at least one week before the first Senate meeting of March. In addition, if the departmental Senator is unable to attend a particular meeting, the department may elect an alternate at any time. If any department fails to elect a Senator, it forfeits Senate representation until it elects a Senator, but will be eligible to forward a name at any time in the current or following year. A department may elect an eligible faculty member from outside their department to be their Senator. However, if the department chooses to have another department’s Senator represent them in Senate, that person still has only one vote. The elected term of office begins June 1 and ends May 31. There will be no term limits for Senators. Vacancies among elected members shall be filled for the duration of the vacated term by the alternate or by election from the affected department. Section B. Officers  Article VI above describes the process for electing officers and Article V outlines their duties. Section C. Duties and Responsibilities Regular meetings of the Faculty Senate shall be held monthly during the nine-month academic year. Special meetings may be called by the President of the Association by giving written notice to the members twenty-four hours in advance of such a meeting. A quorum shall be greater than 50% of elected senators. Activities shall include, but are not limited to, the following:  Receiving proposals, suggestions, and information from faculty, staff, administrators and students. With the exception of constitutional amendments, such proposals and suggestions when supported by at least 80% of Senators in attendance will be reported to the Association and the administration as action taken. Votes on issues receiving less than 80% will be placed on the Association’s agenda. Constitutional amendments follow the procedures outlined in Article XVII. Preparing the agenda for the Association meetings which shall include a review of action taken.  Appointing members to committees as called for in this constitution or establishing temporary committees as deemed necessary.  Receiving reports from the administration on proceedings of the Board of Higher Education or legislative bodies concerning the University and keeping the Association informed regarding pertinent actions by these groups. Expressing and passing on to the Association for consideration opinions and resolutions on any questions relating to Valley City State University. Requesting that directors and other academic officers present summaries as it deems appropriate. Article IX. Curriculum Committee  Section A. Membership Curriculum Committee membership shall consist of the Vice President for Academic Affairs, the Registrar of the University, the chair or a designee of the Teacher Education Committee, five members elected by the Faculty Association, and one student nominated for a one-year term by the Student Senate and appointed by the Committee. Voting committee members include only the elected faculty members. No department may have more than one member on the committee. Departments will forward nominations to the association. Elections shall be held at the first Faculty Association meeting of the academic year.  Members shall serve five-year terms. One member shall be elected each year. Eligible members must be tenure-track, have completed one year of teaching at VCSU, and may serve multiple consecutive terms. Department Chairs are not eligible to serve as elected members unless the Senate consents with a two thirds majority. In the event that a member cannot complete a term, the same process of nomination and election will be used to elect a replacement to finish the former member’s term. Section B. Officers  The Committee shall elect its own chair. The chair shall be a faculty member and may serve multiple consecutive terms.  In the absence of a committee-elected chair, the President of the Faculty Association will appoint a temporary chair to call an organizational meeting within a period not to exceed three weeks from the initial election of committee members to elect the committee chair. Curriculum Committee chairs may serve multiple terms. Section C. Duties and Responsibilities  The Chair will ensure that minutes from meetings are forwarded to the Faculty Association Secretary within two weeks from the date of the last meeting, and submit a summary of committee activities no later than the first Senate meeting of the following year.  Activities shall include, but are not limited to, receiving department and school-approved requests for curriculum changes and making recommendations concerning them to the Faculty Senate. Article X. The Graduate Council  Section A. Membership  Membership on the Graduate Council shall include the following voting graduate faculty members: two from the School of Education and Graduate Studies, one from each graduate program concentration, and two from the graduate faculty-at-large. The Administrator of Graduate Studies and Research shall vote only in case of a tie, and prepare the agenda for council meetings. The Vice President for Academic Affairs shall serve as an ex-officio member without the right to vote.  The Graduate Council Chair, in consultation with the Vice President for Academic Affairs, shall appoint all members for the Council except the two graduate faculty-at-large. The Graduate Council chair shall receive nominations from the graduate faculty for the two graduate faculty-at-large members and submit nominations to the Faculty Senate for a vote. These members shall serve two year terms.  In the event that a member cannot complete a term, that term will be filled using the same process of appointment or nomination and election. Members may serve multiple consecutive terms. Section B. Officers The Administrator of Graduate Studies and Research shall serve as chair. Section C. Duties and Responsibilities The Graduate Council derives its powers from the Constitution of the Valley City State University Faculty Association. All matters impacting graduate education will be conducted in accordance with the policies of the Faculty Association constitution and Graduate Council. The Chair will ensure that minutes from meetings are forwarded to the Faculty Association Secretary within two weeks from the date of the last meeting, and submit a summary of committee activities no later than the first Senate meeting of the following year. Activities shall include, but are not limited to, the following: Promoting graduate education at Valley City State University. Recommending addition or termination of graduate courses and graduate program concentrations. Determining standards and policies for selection and evaluation of graduate faculty and graduate instruction. Determining standards and policies for selection, retention, and graduation of graduate students. Acting upon appeal by petition of graduate standards and policies by faculty and students and assuring uniform application of the standards and policies. Article XI. Faculty Advocacy Committee The mission of the Faculty Advocacy Committee is to promote, advance, and foster VCSU faculty welfare within Valley City State University and the broader North Dakota University System.  Section A. Membership  Membership on the Faculty Advocacy Committee shall consist of five faculty members, in addition to the chair. Elected members shall serve two-year terms. A member may serve multiple consecutive terms. If a member cannot complete a term then that term will be completed by a faculty member selected by the same process. One nomination for the committee may be provided by each department before the first Faculty Association meeting in the Fall semester of each year. No department may have more than one member on the committee. Two members will be elected in the odd-numbered years and three members will be elected in the even-numbered years. At the first Faculty Association meeting in the Fall semester, members of the Faculty Association will vote for the representatives from the list of nominees.  Section B. Officers  The chair of the Faculty Advocacy Committee shall be appointed by the Faculty Senate. The President of the University, the Vice President of Academic Affairs, the Vice President of Student Affairs and the Vice President for Business Affairs shall serve as ex-officio members. The ex-officio members may not vote in the Faculty Advocacy meetings.  Section C. Duties and Responsibilities  The committee deals with affairs related to faculty welfare, such as faculty load, benefits, and policies. Faculty members are encouraged to forward to the committee any relevant concerns about faculty welfare.  The Chair will ensure that minutes from meetings are forwarded to the Faculty Association Secretary within two weeks from the date of the last meeting, and submit a summary of committee activities no later than the first Senate meeting of the following year.  Article XII. General Education Council Section A. Membership The committee shall consist of the Vice President of Academic Affairs as a non-voting, ex officio member, and one faculty member from each Department. Each Department will elect its own representative. The term of office for faculty members will be three years, and members may serve multiple consecutive terms. In the event a member cannot complete a term, that term will be completed by another faculty member from the same Department using the same process. Additionally, one of the two campus representatives to the NDUS General Ed Council must come from among the sitting members of the General Education committee. That representative will be elected by this committee and confirmed by Senate.  Section B. Officer The Vice President of Academic Affairs shall serve as committee chair until the committee elects a new chair. The chair votes only in the event of a tie.  Section C. Duties and Responsibilities The Chair will ensure that minutes from meetings are forwarded to the Faculty Association Secretary within two weeks from the date of the last meeting, and submit a summary of committee activities no later than the first Senate meeting of the following year. Activities shall include, but are not limited to, the following: Reviewing proposed changes to the General Education program for recommendation to the Curriculum Committee. Establishing and overseeing a process for the assessment of the General Education program. Aligning the General Education program with other campus programs and initiatives as it deems appropriate. Article XIII. Standing Committee on Faculty Rights Section A. Membership  The Standing Committee on Faculty Rights of Valley City State University shall consist of five tenured faculty members, elected for staggered five-year terms. No department may have two members serving concurrently. Departments will forward eligible candidate names to the Association. The nominees will be elected at the first meeting of the Faculty Association in the fall of the year. Members may serve multiple consecutive terms. In the event that a member cannot complete a term, that term will be completed by another faculty member using the same process of nomination and election. In instances of conflict of interest additional temporary committee members will be selected from the eligible faculty association members. The Committee shall select the needed temporary members. Section B. Officers and Meetings The committee only meets when called for pertinent matters. The senate president will select a temporary chair from the committee members at the first senate meeting in the fall of the year. This chair will be the contact person for the committee and receive the materials for matters brought in front of the committee and call the first meeting of the committee. At the first meeting, the Committee shall elect its own chair for the duration of the matter at hand. The chair shall be a faculty member.  Due to problems with conflict of interest, the committee may elect a different chair for each case. These chairs may serve concurrently, if multiple matters are before the committee. Section C. Duties and Responsibilities  The Chair will ensure that minutes from meetings are forwarded to the Faculty Association Secretary within two weeks from the date of the last meeting, and submit a summary of committee activities no later than the first Senate meeting of the following year. Activities shall include, but are not limited to, the following: Investigating any alleged violation of the Regulation on Academic Freedom, Tenure, and Due Process. Holding and conducting hearings according to governing State Board of Education policies on all matters referred to it under these policies. Holding and conducting meetings in accordance with State Board of Higher Education policy concerning mediation, faculty grievances, hearings and appeals. 4. Performing any other duties and responsibilities as articulated by State Board of Higher Education policies. Article XIV. Teacher Education Committee  Section A. Membership The Teacher Education Committee shall consist of the Dean for the School of Education, Director of Student Teaching, Director of Field Experience, Assessment Coordinator and one faculty member from each academic program with a degree leading to teacher licensure. These faculty members shall be chosen by their respective programs, from faculty members who have professional preparation and experience in Teacher Education. Should no faculty member be so qualified, the program may choose any member. They shall be elected prior to September 1. A faculty member’s length of term is indefinite and determined by the faculty member’s program.   In addition, two public school teachers, one elementary and one secondary, and two public school administrators, one elementary and one secondary, shall be members as well as two VCSU students, with one majoring in Elementary Education and one majoring in Secondary Education. The Dean for the School of Education, in consultation with the committee, will select public and student members.   All Committee members, except the Chair, will have voting privileges. The Chair will only vote in the case of a tie. Section B. Officers  The Dean for the School of Education shall chair the Teacher Education Committee.  Section C. Responsibilities of the Committee  The Chair will ensure that minutes from meetings are forwarded to the Faculty Association Secretary within two weeks from the date of the last meeting, and submit a summary of committee activities no later than the first Senate meeting of the following year.  Committee activities shall include, but are not limited to, the following:  The Committee shall, by vote, admit, deny admission, or grant provisional admission to Teacher Education. After reviewing student progress the Committee shall vote to admit or deny admission to student teaching.   Reviewing curricular changes including the introduction of new courses, adjustments in programs, changes in existing courses, the addition of programs of study which relate directly to Teacher Education. The Committee shall advise and consent to the institutional Curriculum Committee concerning any curricular proposals before that Committee affecting Teacher Education.  Reviewing relevant data to make informed decisions.  Periodically reviewing the policies which govern Teacher Education. The Committee shall provide advice and consent to policy changes initiated by institutional committees, or the School of Education and Graduate Studies which directly affect the administration of the Teacher Education program.  Article XV. Council of College Faculties  The Council of College Faculties is a structure of the North Dakota University System with faculty representation from each campus, representatives serving three year terms. Association Members who have held membership two full academic years prior to taking office are eligible to serve. The VCSU representative shall be nominated and elected in the same manner and timing as the officers of the Association and will become a member of the Senate. Term of membership begins June 1.  The representative or alternate shall attend Council of College Faculties meetings or send a Senate-approved alternate. The representative shall report the actions and concerns of the Senate/Association to the Council and shall report the actions and concerns of the Council to the Senate/Association. The representative shall submit an annual report to the Senate in May, summarizing the activities of the Council.  Article XVI. Election of General Education Council delegates The General Education Council is a structure of the North Dakota University System with faculty representation from each campus. Representatives shall serve three year terms, beginning on June 1. Association Members who have held membership two full academic years prior to taking office are eligible to serve. One VCSU representative shall be elected by the General Education Committee as stated in Article XI. A second at-large representative, as well as an alternate, shall be nominated and elected in the same manner and timing as the officers of the Association. The representatives or alternate shall attend General Education Council meetings and report to the General Education Committee. Article XVII. Constitution Review Committee Section A. Membership. The committee shall consist of the parliamentarian and two additional faculty members appointed by the Senate. The term of office for the two faculty members will be two years and they may serve multiple consecutive terms. Section B. Officer. The parliamentarian shall serve as committee chair unless the committee elects a new chair.  Section C. Duties and Responsibilities. The Chair will ensure that minutes from meetings are forwarded to the Faculty Association Secretary within two weeks from the date of the last meeting, and submit a summary of committee activities no later than the first Senate meeting of the following year. Activities shall include, but are not limited to, the following: Preparing amendments to the VCSU Faculty Association Constitution which will be forwarded to the Senate for placement on the Association docket. Reviewing proposed amendments to the VCSU Faculty Association Constitution which will be forwarded to the Senate for placement on the Association docket. Article XVIII. University Promotion and Tenure Committee Section A. Membership Membership of the University Promotion and Tenure committee will consist of six tenured faculty members selected from the faculty at large. No more than one member of each department can serve on the committee. Department chairs may not serve on this committee.  Members shall serve staggered three years terms. Elections of members shall be held at department meetings during the Fall Semester, no later than September 1. Departments that do not have a member on the committee will forward to faculty association a faculty member to be on the committee. A department without a qualified faculty member need not forward a name for consideration. Faculty Association will vote from the pool of candidates for committee members. Section B. Officer The Vice President for Academic Affairs will serve as the chair but shall be a non-voting member. Section C. Duties and Responsibilities The University Promotion and Tenure committee is responsible for the evaluation of tenure and promotion requests submitted by departments. The committee forwards a recommendation to the president, regardless of the vote on the recommendation. The committee also reviews the portfolios of tenure track faculty and provides feedback to the faculty member. A member is not eligible to vote on faculty tenure and promotion of a faculty member of the same department. Article XIX. Other Committees Appointments to the following standing committees shall be made during September. Faculty members shall be appointed by the Faculty Senate and students by the Student Senate. Appointments shall provide for staggered two-year terms. Individuals may be appointed to continuing service on a committee for any number of consecutive terms.  A. Financial Aid Committee  This committee shall consist of the Director of Financial Aid (designated as chair), the Foundation Director, the Director of Enrollment Services, the Vice President for Student Affairs, the Vice President for Business Affairs, two faculty members elected by the Faculty Association for a two year term, and one student appointed by Student Senate. All members vote.  The purpose of the committee shall be: to recommend policies and procedures related to financial aid; to establish scholarship policies and scholarship criteria; and to serve as the hearing body for the appeals of Financial Aid suspension.  B. Diversity Waiver Selection Committee  This committee shall consist of the Vice President/Dean for Student Affairs (designated as chair), the Vice President/Dean for Academic Affairs or the Assistant Vice President for Academic Affairs (designated as vice chair), the Director for International Programs, Director for Enrollment Services, the Assistant Financial Aid Director, the Director for the Office of Diversity and Inclusion, two faculty members elected by the Faculty Association for two year terms, and one student appointed by Student Senate.   All members except the chair vote. The chair may vote in case of a tie. The purpose of the committee shall be to establish criteria, review applications, and make selections for Foreign Student Waivers and Cultural Diversity Waivers.  C. Academic and Scholastic Standing Committee  This Committee shall consist of the Registrar of the University, the Vice President for Academic Affairs, the Director for Student Academic Services, and two members of the faculty at-large. The Vice President for Academic Affairs will serve as the chair of the committee.  Duties and Responsibilities:  The Committee shall consider petitions and routine matters concerning student academic affairs and advise the Vice President for Academic Affairs in the areas of academic and scholastic standing.  D. Teaching and Learning Committee  This Committee shall consist of the seven faculty members elected by the Association. Departments may nominate no more than one member for the election, and may not have more than one sitting member at a time. At least one member of the committee must be from the graduate faculty. The Vice President for Academic Affairs may appoint one staff person as a non-voting member but is not required to do so.  The committee shall elect its own chair. The term on the committee will be two years.  The duties of the Teaching and Learning Committee shall include the following: Proposing and reviewing policy relating to best practices in teaching and learning.  Identifying faculty needs for professional development and training.  Proposing solutions for satisfying the needs identified in 2.  Advocating for initiatives relating to teaching and learning.  E. Additional Committees  The Faculty Association and the Faculty Senate shall have the prerogative to create ad hoc committees when necessary.  Article XX. Amendment Procedure Proposed amendments to the Constitution shall be presented in written form at a regular Association meeting and distributed to the voting membership by the secretary within one week after the meeting. At least thirty days shall elapse between the distribution of proposed changes and the vote, which shall be by written ballot at an Association meeting. The Senate shall set a date for voting, and the secretary shall provide opportunities for absentee voting prior to the meeting. If the proposed amendments are approved by a two-thirds majority of those voting, the Constitution shall be amended, pending approval by the University President and the North Dakota State Board of Higher Education.  Article XXI. Ratification  Ratification of this Constitution shall be by a two-thirds vote of the members of the Association.  Article XXII. Academic Units  The Association shall recognize two types of Academic Units: schools and departments. A school shall have as its head a dean, while a department shall have as its head a department chair.  Each department shall adopt a democratic model for recommending chairs to the Vice President for Academic Affairs; faculty with continuing appointments shall have the right to evaluate their department heads on a regular basis. Deans are appointed by the administration.  BY-LAWS  Amendments to or revisions of the by-laws must be proposed in writing at a regular meeting of the Faculty Association one month prior to voting on the above. The by-laws may be amended by a two-thirds vote of members present at any Faculty Association meeting.  Article I. Other Membership  Membership in the Faculty Association shall include:  Associate membership in the Faculty Association shall include all other faculty and all professional level administrators. Associate members are not eligible to vote.  Article II. Annual Reports of Standing Committees  The chair of each standing committee shall submit to the Faculty Senate an annual report consisting of a summary of the committee's activities with a due date to be determined by Faculty Senate in the last meeting in May. Sponsor: VCSU Faculty Association Revised: April 24, 2003 Effective: Fall 2003 Amended: April 18, 2005 Effective: Fall 2005 Amended: April 11, 2007 Effective: Fall, 2007 Amended: November 9, 2009 Effective: Fall 2009 Amended: April 2010 Effective: Upon Ratification (April 2010) Amended: April 2011 Effective: Fall 2011 Amended: April 2013 Effective Fall 2013 Amended: April 2015 Effective: Fall 2015 Amended: April 2018 Effective: Fall 2018 Amended:  May 2019 Effective:  Fall 2019 Amended:  December 2020 Amended:  May 2020   Amended:  May 2021 Amended: May 2022

Article I - Name The name of the organization shall be the "Staff Senate of Valley City State University." Article II - Mission The Staff Senate is established to be a representative body of the broadbanded and athletic staff. The Senate shall strive to promote communication among administrators, faculty and staff employees. The Senate shall also inform and serve the broadbanded and athletic staff of Valley City State University. Article III - Membership The Senate shall consist of 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 a benefit eligible employee within the 1000 (not serving in cabinet), 3000-7000, and athletic staff in the 2000 job families. 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: the President of the University a petition signed by seven percent (7%) or more of all staff employees as defined in Article III of this Constitution. a voting member of the Staff Senate; or, 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 VCSU I. Objectives and Purposes The Staff Senate of Valley City State University shall be the representative body of the University's staff employees to serve the following objectives and purposes: 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; to be an active communication link for meaningful information exchange between staff and administration relative to issues of mutual concern; 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; to advocate to the administration on behalf of staff concerning work and employment conditions and practices, including recognition, compensation and other pertinent issues; 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; to support placing two staff delegates on the North Dakota University System Staff Senate. II. Advisory Status of the Senate In fulfilling its stated objectives and purposes, the Senate shall be an advisory to the President of the University. III. Composition A. Staff will be represented through a designated number of seats/members per category in addition to the Senate President who will serve as an at-large member. Categories will be defined as follows: Category 1: Professional and Athletic Staff - 3 Professional and 1 Athletic Staff 0000 Band (Unless serving in cabinet) 1000 Band (Unless serving in cabinet) 2000 Band (Athletic Staff Only) 3000 Band Category 2: TPOS , 2 members 4000 Band 5000 Band Category 3: Facilities, 2 members 6000 Band 7000 Band Staff Senate may recalculate broadband membership as deemed necessary. B. The President of the University or their 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 (2) year term with approximately one half (½) of the members elected each year. A member shall not serve more than three (3) consecutive full terms, unless elected to the office of Vice President/ President Elect. After being elected to Vice President/President Elect, this Senator shall be granted an additional two (2) year term on the Staff Senate to complete the terms of President and Past President. B. Each of the staff categories will elect their new senators by the end of May. Senators will begin duties July 1st. The fiscal year for the Staff Senate is July 1 through June 30. C. Newly elected Senators will attend the June meeting with the outgoing senators. D. In event of a vacancy, Senate shall process nominations to fill the vacant seat effective as soon as they are elected. V. Election of Officers A. The Staff Senate will nominate and vote annually for the following officers: Vice President/President Elect Secretary Treasurer B. The Senator elected as Vice President/President Elect will serve for three consecutive years in the following capacities: Year 1 as Vice President/President Elect Year 2 as President Year 3 as Past President (non-voting member) C. At the regular May meeting nominations of Staff Senate Vice President/President Elect shall be accepted through motions from the Staff Senate. The Senate President shall determine the outcome of the motions. D. Nominations by Staff Senate and voting for Secretary and Treasurer officers will take place at the regular July meeting. E. Elected officers will be decided by a majority vote. The Senate President shall cast the deciding vote in the case of a tie. F. The Staff Senate declares an office vacant when an officer is unable or improperly performs the duties of the office. All offices of the Staff Senate vacated shall be filled by a special election at the first regular Staff Senate meeting following the vacancy. VI. Roles and Responsibilities of the Staff Senate Members. A. The President: presides over all meetings of the Staff Senate; ensures that all Staff Senate activities are conducted in a professional manner; has the authority to appoint such committees as are deemed necessary for the business of the Staff Senate; insures that all actions conform to the Staff Senate Constitution and Bylaws; is the spokesperson for the Staff Senate at meetings and functions; serves as the direct communication liaison between the President of the University and the Staff Senate; sets the yearly calendar of Staff Senate meetings and activities; prepares agenda items for each meeting of the Staff Senate; receives proposals from Senators, broadbanded and athletic members or the President of the University for consideration at Staff Senate meetings; provides information regarding Staff Senate activities to the President of the University, Director for Human Resources, and broadbanded and athletic staff. B. The Past President: serves as an active member providing continuity in the administration of the Staff Senate; serves as an advisor to current and proposed activities, using previous Staff Senate experience to give a historical perspective; insures that the Constitution and Bylaws are followed; non-voting member of Staff Senate. C. The Vice President/President Elect: presides in the absence of the President; assumes the duties of the President for the unexpired term in the event the President is unable to complete the term of office; carries out additional duties as assigned by the President; maintains updated information on Staff Senate webpages. D. The Secretary: takes and maintains the minutes of each meeting of the Staff Senate; publishes the minutes of each Staff Senate meeting prior to the next meeting; prepares and distributes the agenda to all Staff Senate members at each Staff Senate meeting; maintains an accurate record of all resolutions duly adopted by the Staff Senate and the vote on such resolutions; receives and keeps all communications and reports to and from the Staff Senate; and files copies of the Staff Senate minutes and special reports with the President's Office of the University and shall pass on all files to the succeeding secretary. E. Treasurer: is primarily responsible for the Staff Senate's fiscal affairs; prepares a financial statement monthly and reports to the Staff Senate Committee at their regular meetings; assists the Staff Senate President in preparing the budget and submitting it to the Staff Senate and the President of the University for approval. F. Senators: represent respective broadbanded and athletic group in all Staff Senate Affairs; maintain an active role in Staff Senate meetings and activities; facilitate one or more meetings per semester with respective broadband groups; maintains an accurate record of all resolutions duly adopted by the Staff Senate and the vote on such resolutions; share information and gather input from their respective broadband group and athletic staff; ensure broadband minutes are documented and shared to be accessible by staff; actively serve on subcommittees. VII. Subcommittees The Staff Senate shall establish such subcommittees as are necessary to conduct Senate business. Such subcommittees shall be responsible to the Staff Senate and shall perform duties determined by the Staff Senate. All senators are eligible to serve on any Staff Senate subcommittee. Senators may recruit other Staff to volunteer and be a part of their sub-committee. These Staff members will be non-voting members of Staff Senate and are not required to attend Staff Senate monthly meetings. The following is a list of committees and a brief description of their duties: Campus and Community Committee Plans yearly volunteer highway cleanup for all employees and students. Renews contract with ND DOT every 2 years. Coordinates with applicable entities on registering for parade events: VCSU Homecoming, VC High School Homecoming, and Parade of Lights Monitors and helps coordinate with Staff on other volunteer events with VC community and campus when applicable. Staff Recognition Committee Coordinates and presents the monthly award to a Staff recipient. i.e. Difference Maker Award Develops and presents other awards if and when applicable. Help the President’s Office plan Employee Recognition Dinner in Spring Staff Appreciation/Engagement Committee Develops and coordinates events and activities that boost staff morale, engagement, participation, networking, and Viking Pride Professional Development Committee Identifies topics, speakers, programs, and activities that will provide professional and personal growth opportunities for university staff. Plans professional and personal development activity/training in conjunction with Human Resources and/or other appropriate departments on and off campus Assesses the need for professional and personal development topics for staff through questionnaires, surveys, and broadband meetings on a regular basis. Legislative Committee Services as a VCSU Representative to monitor and report on North Dakota State Staff Senate Monitor and report legislative activity to Staff Senate placing particular emphasis on initiatives affecting higher education and VCSU Staff. The committee depends on feedback from the Staff Senate to propose and initiate a coordinated effort as a result of the given information. Monitor and report on other federal, state, and regional governing parties, such as North Dakota University System, the State Board of Higher Education, NDPERS, etc. for activity that may impact higher education and VCSU Staff Welcome to VCSU Committee Welcome all new hired staff in person, invite new hire to broadband meeting (if applicable) and give them a VCSU We All Row t-shirt. Orders new t-shirts when appropriate Coordinates with VP of Academic Affairs Administrative Assistant to order t-shirts for new Faculty. Task Forces and Temporary University Committees Staff Senate will select Senators to serve on university task forces and temporary university committees, as requested i.e. Strategic Plan committee VIII. Transfer of Staff Category A Senate member who transfers from one staff category to another within the University will continue to represent their 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. IX. Attendance/Absenteeism Senators are expected to attend all Senate meetings and shall contact the President, Vice President/President Elect or Secretary if unable to attend. A senator who has three (3) absences in any twelve (12) month period or fraction thereof and has not given prior notice of absence will be contacted by the President of Staff Senate. 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." X. Interim Vacancies Interim vacancies will be filled using the following procedure: A. Interim vacancies in Senate positions will be filled by a person appointed from the same staff category. B. The interim vacancy will be filled until the completion of the unexpired term or the return of the person on extended leave. XI. 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. Minutes are publicly accessible to all employees in the VCSU Employees Team Site 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 A. Proposals for amending the Bylaws may be initiated by: the President of the University, a voting member of the Staff Senate; or, a petition signed by seven percent (7%) or more of all staff employees as defined in Article III of the 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. Constitution and Bylaws History Sponsor:  VCSU Staff Senate Developed and implemented Staff Personnel Advisory Committee (SPAC): January 1986  Revisions by Staff Personnel Advisory Committee (SPAC)" Spring 2004 Final Revision by Staff Personnel Advisory Committee (SPAC): July 2004 Approved by the University President: July 2004 Revised by the Staff Senate and approved by the University President: Fall 2007 Revised: May 2013 Revised: February 2019 Revised by Staff Senate: July 2023