1.1 President shall:
1.11 Preside at Operating Staff Council (OSC) meetings.
1.12 Enforce all regulations and policies relating to the administration of the OSC.
1.13 Call special meetings of the OSC.
1.14 In consultation with the Executive Committee, issue all notices of meetings, and develop and publish an agenda prior to every regular OSC meeting. (See Article 5: Meetings)
1.15 Serve on the University Advisory Committee as the operating staff representative to the Board of Trustees.
1.16 Serve as the OSC representative on the University Council, University Council Steering Committee, and any University Council Committees as specified in the University Council Bylaws.
1.17 Establish ad hoc committees as needed.
1.18 Serve as the Chair of the Executive Committee of the OSC.
1.19 Have the authority to assign a designee from the OSC to serve in an official capacity on any other committee, commission, council or senate not listed above.
1.2 Vice President shall:
1.21 Assume the duties of the President in the absence of the President.
1.22 Attend meetings and represent the OSC as designated by the President or the OSC.
1.23 Serve as Chair of the Elections/Appointments Committee.
1.24 Serve as a member of the Executive Committee of the OSC.
1.25 Assume the Office of President in the event the elected President cannot fulfill the elected term.
1.26 Maintain regular contact with the operating staff representatives serving on university committees, commissions and other bodies to secure timely exchange of pertinent information.
1.3 Secretary shall:
1.31 Assume the duties of the President in the absence of the President and Vice President.
1.32 Keep records of attendance at all OSC meetings, prepare and distribute minutes, maintain files of correspondence, and maintain files of minutes containing all resolutions and proceedings of OSC meetings.
1.33 Maintain and update the OSC website as needed.
1.34 Prepare correspondence relating to the OSC as requested.
1.35 Maintain electronic equipment as necessary to secure accurate recording of minutes.
1.36 Serve as a member of the Executive Committee of the OSC.
1.37 Annually send copies of the past year’s minutes and other pertinent information to the University Archives.
1.4 Treasurer shall:
1.41 Have signatory authority on all OSC accounts.
1.42 Present monthly Treasurer's report for approval by the OSC. (Expenditures not previously approved by the OSC may be subject to payment by the individual authorizing the purchase and/or the individual incurring the expenses involved.)
1.43 Inquire with appropriate offices about bills that are questionable.
1.44 Sign purchase requisitions.
1.45 Assume the duties of the President in the absence of the President, the Vice President and the Secretary.
1.46 Serve as a member of the Executive Committee of the OSC.
1.5 Parliamentarian shall:
1.51 Ensure that meetings of the OSC are conducted in accordance with parliamentary rules and procedures
1.52 Serve on the OSC Legislative Committee
1.6 Removal of Officers
Any officer of the OSC may be removed from office by two-thirds (2/3) of the vote of the quorum of the members of the OSC at any regularly scheduled or special meeting.
2.1 Standing Committees
2.11 General Membership
2.12 Executive Committee
2.13 Elections/Appointments Committee
2.14 Public Relations/Activities Committee
2.15 Workplace Issues Committee
2.2 Special Committees/Appointments of the Operating Staff Council
2.21 Editor(s) of Northern Staff News:
2.22 Annual Operating Staff Event:
2.23 Outstanding Service Awards Selection Committee:
2.24 EAC Representative:
2.25 Ad Hoc Committees as assigned
3.1 University Council
The President of the OSC shall be one of the two OSC's voting representatives, for the term of office of the OSC President. The OSC shall choose an additional voting member from the operating staff at large. The voting member is required to attend all OSC meetings as an ex-officio. Term of office is one year.
3.12 University Council Steering Committee. The President of the OSC for the term of office of the OSC President is the operating staff representative.
3.13 University Council Subcommittees. Members shall be assigned by the Executive Secretary of the University Council from the recognized OSC representatives to the University Council.
3.2 UNIVERSITY COMMITTEES AND COMMISSIONS
(See current issue of Committees of the University for responsibilities)
Representatives on all committees should be status operating staff employees. In the event that no status employee is willing to serve on these committees, an NIU annuitant who was a status operating staff employee at the time of retirement would be eligible to serve.
Representatives on committees who retire may serve out the remainder of their term. At the end of the term, a current status operating staff employee must be named.
Appointees to these committees must provide a timely written or oral summary of committee meeting activities to the Secretary of the OSC. The appointees must also be available to appear before the OSC as requested to present clarification of committee activities. University Committees and Commissions are as follows:
ARTICLE 4: ROLE OF THE ADMINISTRATIVE AIDE
4.1 Support for OSC officers
The OSC officers (president, vice president, secretary, treasurer and parliamentarian) and the administrative aide will meet after the July OSC meeting, or in the first month following the hiring of an administrative aide, to determine the duties which the administrative aide will perform in regard to each of the officer positions. Duties must be in alignment with the administrative aide’s job description on file with Human Resource Services.
4.2 Support for OSC committee chairs
The chairs of the OSC standing and ad hoc committees will meet to determine the duties which the administrative aide will perform in regard to each of the committee chair positions. Duties must be in alignment with the administrative aide’s job description on file with Human Resource Services.
The OSC operational and fiscal year shall be from July 1 through June 30 to coincide with the University's operational and fiscal year.
5.1 Regular meetings of the OSC shall be held monthly throughout the year.
5.12 Attendance at the monthly OSC meeting is mandatory for all council members. After three unexcused absences in the period of July 1-June 30, a written notification of absenteeism will be sent to the offending council member. Upon a fourth unexcused absence, the member will be removed from office.
5.2 Special meetings may be called by the OSC President.
5.3 All standing committees shall be subject to call by their respective chair or by the OSC President.
5.4 A simple majority of the OSC members shall constitute a quorum for the handling of the business duly presented at meetings of the OSC. A simple majority vote of members present shall carry a motion except on a motion to amend the Constitution. In the latter instance, a simple majority vote of the entire OSC membership present at any regularly scheduled meeting is required.
5.5 All agenda items should be received by the OSC President no later than ten (10) business days prior to each OSC meeting. Items submitted after this deadline may be added to the agenda only with the approval of at least two-thirds (2/3) of the members present.
A representative from the Office of Human Resource Services, the representative of the Civil Service Advisory Committee to the Merit Board (EAC), the Ombudsperson, and any interested individual may attend any regular meeting of the OSC and may also contribute to the OSC any points of interest; however, these visitors do not have voting rights.
7.1 OSC Membership
The Operating Staff Council shall consist of seventeen elected representatives and three alternate members. Alternate members shall be determined by the three candidates receiving the next highest number of votes in the most recent OSC election. If three alternates are not available to serve, the OSC will accept nominations from the operating staff-at-large.
Operating staff employees in status positions shall have the right to run for a seat on the OSC with supervisory approval.
7.121 Elections/Appointments Committee shall inform the operating staff at large of an upcoming election with information on candidates, electoral procedure, and deadlines.
7.122 All operating staff employees in status positions shall have the right to vote for the OSC members by secret ballot.
7.123 Elections/Appointments Committee shall prepare and distribute, to operating staff at large, names of candidates and deadlines for return of ballots.
7.124 Elections/Appointments Committee shall count ballots (publicly) and announce elections results.
7.125 The results shall be certified by the OSC at its next meeting and the final tabulation shall be given to the Secretary for the OSC records. The official results will be published in the Northern Staff News.
7.126 Elections/Appointments Committee updates procedure manual and provides Secretary of OSC with copies of updated materials.
7.13 Filling of Vacancies of OSC Representatives
7.131. Should a vacancy occur during a term, the vacancy shall be filled by the alternate member who received the next highest number of votes in the most recent OSC election.
7.132 Should two or more simultaneous vacancies occur during a fiscal year, the longer term shall be filled by the alternate or candidate receiving the highest number of votes and the other vacancy(ies) shall be filled by the alternate or candidate in the same manner.
7.133 When no alternate or candidate is available to fill a vacancy, the Elections/Appointments Committee will advertise for the position. Interested party(ies) may be requested to appear before the OSC. The OSC shall make the appointment by a simple majority vote of the membership.
7.134 If a vacancy should occur three months or less prior to the end of the OSC year and no alternate or candidate is available, the vacancy shall be filled during the next regular election.
7.2 Election of Executive Committee of the OSC
Officers shall be chosen from the OSC membership. The new President of the OSC shall have served at least one year on the OSC.
Officers shall be elected, for a one-year term, by the members of the OSC from its membership at the July meeting. Retiring officers shall continue to hold office until the new officers are elected.
7.3 Vacancies in Executive Committee of the Operating Staff Council
In the event of a vacancy in an officer's position, the members of the OSC will fill such vacancy by an election held at any regular or special meeting. Each OSC member shall receive prior written notice of the election to be held.
7.4 Other procedures
Other procedures for elections and appointments are in the Elections/Appointments procedure manual.
8.1 Any matter of concern to civil service employees can be subject to referendum. upon presentation of a petition signed by status civil service employees.
8.2 A request for a referendum shall be submitted to the President of the OSC who shall present the petition to the OSC representatives at the next meeting. A simple majority vote of the OSC is needed to proceed.
8.3 The OSC may also initiate a referendum by a majority vote of the OSC members.
8.4 The OSC shall conduct the referendum vote by distributing ballots to status civil service employees within thirty (30) days of the OSC meeting at which the petition was presented.
8.5 The results of the referendum and the recommendation of the OSC shall be forwarded by the OSC President to the University administration.
The rules contained in Robert’s Rules of Order shall govern this organization except when the Rules are inconsistent with the OSC Bylaws.
Revisions Approved: 12/1/2016