GUIDELINES FOR MEMBERSHIP ON THE ADMINISTRATIVE PROFESSIONALS ADVISORY COUNCIL OF NORTHERN ILLINOIS UNIVERSITY
Name The name of the organization shall be the Administrative Professionals Advisory Council (APAC) of Northern Illinois University.
Mission Statement The mission of Northern Illinois University's Administrative Professionals Advisory Council is to identify issues that affect the administrative support staff, to actively seek solutions to those issues and to effectively advocate for our constituents.
Authority The Council makes recommendations to Human Resource Services and the University Administration when applicable.
Confidentiality The council will often deal with issues that are confidential in nature. Members shall maintain the highest degree of integrity by not disclosing such information to others outside of the Council.
Membership Operating staff employees in the following status positions at any of NIU’s campuses are eligible to become selected members of the APAC: Office Support Associate, Office Support Specialist, Office Manager, Office Administrator, Clerical Assistant, Clerk, Chief Clerk, Staff Clerk, Administrative Clerk, Program Administrative Assistant, Administrative Aide, Administrative Assistant, Administrative Assistant II and Executive Assistant.
Representation The APAC shall consist of up to twelve (12) selected members and one Human Resources representative who serves as the chair of the Council. In order to maintain a diverse representation of the administrative professional population, the APAC encourages members to be from different offices and reserves the right to deny membership based on duplicity.
Filling Vacancies on the Council When a vacancy occurs, the Council solicits all NIU administrative professionals (as listed above) for letters of interest. All letters received are reviewed by the Council and eligible candidates are invited to attend an introductory meeting. New members will be selected by a majority vote of current members.
Term of Membership Each member shall serve at least a one (1) year term with no maximum term length.
Regular Meetings Regular meetings of the APAC shall be held the 2nd Wednesday of each month January – November from 2:30 – 4:30 p.m. in the Human Resource Services Building.
Special Meetings Special meetings may be called by the Chair. Notification of such meetings shall be provided as far in advance as possible.
Attendance at Regular and Special Meetings Attendance at regular and special meetings shall be required for all APAC members. The chair shall be notified in advance of any absence from scheduled meetings. If a member misses 6 meetings during a 12-month calendar year or three consecutive meetings, that member may be asked to resign from the Council.
Agenda for Meetings Items for the proposed agenda should be received by the APAC chair no later than two (2) business days prior to each meeting. Other agenda items may be presented at any regular meeting before the approval of the agenda.
Inviting Guests to Meetings When an individual has an item that they would like to present at an APAC meeting, the following will be required: 1) the individual must present the issue and request permission from the Chair to attend the meeting; 2) the issue must be of importance to administrative professionals university wide; and 3) the individual’s attendance at the meeting must be included on the agenda prior to the meeting. Guests will be invited to attend the regularly scheduled meeting and will be given ½ hour to make their presentation.
The Chair shall:
preside at all APAC meetings
develop and distribute an agenda prior to every APAC meeting
maintain files of correspondence and minutes
prepare and post “Monthly Meeting Updates” on the APAC website
maintain and update the APAC website
update electronic address list of all administrative professionals
send note of congratulations to administrative professionals who have received a promotion
notify the “mentor of the month” when a new administrative professional is hired
act as liaison to Human Resources and the University Administration
The following duties will be distributed among members of the APAC:
prepare and distribute minutes of the meeting on a rotating basis
respond to e-mails sent via the APAC e-mail account
act as “mentor” to new administrative professionals by sending a welcome letter and following up with personal contact
participate in activities sponsored by the APAC
represent APAC at various Operating Staff Council meetings and sub-committee meetings
coordinate various training sessions (i.e. CPR, First Aid, computer software)
coordinate and participate in the selection of the recipient of the Patricia S. Siebrasse Administrative Professionals Award for Excellence