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Northern Illinois University

Operating Staff Council

Bylaws

ARTICLE 1: OFFICERS - POWERS AND DUTIES

1.1 President shall:

1.11 Preside at 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 voting representative on the University Council.
1.17 Establish ad hoc committees as needed.
1.18 Serve as the Chair of the Executive Committee of the OSC.

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.

1.3 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 Prepare correspondence relating to the OSC as requested.
1.34 Prepare and submit a synopsis of all meeting proceedings to the Editor(s) of the Northern Staff News.
1.35 Maintain electronic equipment as necessary to secure accurate recording of minutes.
1.36 Maintain regular contact with operating staff representatives serving on University committees, commissions and other bodies to secure the timely exchange of pertinent information.
1.37 Maintain current copies of the procedure manuals for the following committees: Elections/Appointments, Annual Event, and Outstanding Service Award Selection.
1.38 Serve as a member of the Executive Committee of the OSC.

1.4 Treasurer shall:

1.41 Have signatory authority on the OSC university accounts and Annual Event checking account.
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 Submit to the OSC an annual report of the previous fiscal year's expenditures.
1.46 Submit to the OSC, at a regular meeting, a report of the Annual OSC Event income and expenditures, no later than two months following the event.
1.47 Assume the duties of the President in the absence of the President, the Vice President and the Secretary.
1.48 Serve as a member of the Executive Committee of the OSC.

1.5 Removal of Officers

  • Any officer of the OSC may be removed from office by two-thirds (2/3) vote of the entire OSC membership at a regularly scheduled or special meeting.

ARTICLE 2: APPOINTMENTS AND COMMITTEES OF THE OPERATING STAFF COUNCIL

2.1 Standing Committees

  • Representatives on all committees should be a status operating staff employee. 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.

2.11 General Membership

  • Members shall serve on at least one standing committee of the OSC. Membership shall be established at the July OSC meeting.

2.12 Executive Committee

  • Membership: OSC Officers, with President serving as Chair.
  • Responsibilities: Screens agenda items and makes assignments to standing committees as appropriate. Reviews meeting minutes prior to submission to the OSC for approval. Maintains the OSC Constitution and Bylaws and reviews for compliance, when necessary. Proposes amendments for OSC's consideration. Prepares budget proposals. Handles general administrative matters. Has authorization to sign purchase requests.

2.13 Elections/Appointments Committee

  • Membership: OSC Vice President as Chair, with two (2) or more OSC members and, if possible, one or more additional operating staff.
  • Responsibilities: Administers and supervises annual elections and appointments for the following: vacancies on the OSC, OSC officers, candidates to fill vacancies on University commissions and committees on which the OSC has representation. Evaluates the process for elections and makes recommendations for improvements to the election process. Informs candidates of election results. Maintains and updates election procedure manual.

2.14 Public Relations/Activities Committee

  • Membership: OSC member as Chair, with three (3) or more OSC members, the Editor(s) of Northern Staff News, and, if possible, one (1) or more additional operating staff. One member will serve as a liaison to the Outstanding Service Award Selection Committee.
  • Responsibilities: Serves as a conduit between the OSC and the operating staff. Solicits input from the operating staff regarding their expectations of the OSC. Conveys staff input to the OSC along with recommendations for action. Keeps operating staff informed of the OSC's activities by working in close partnership with the Editor(s) of Northern Staff News. Monitors the Operating Staff Outstanding Service Awards Program. Updates archives with pertinent historical information.

2.15 Personnel/Staff Development/Benefits Committee

  • Membership: OSC member as Chair, with three (3) or more OSC members, and one (1) or more additional operating staff.
  • Responsibilities: Reviews and formulates recommendations and responds to inquiries from staff regarding personnel policies and procedures. Reviews concerns related to employee benefits. Maintains follow-up with the University Benefits Committee. Explores new avenues for professional growth and advancement and makes recommendations for implementation of new programs.

2.2 Special Committees/Appointments of the Operating Staff Council

2.21 Editor(s) of Northern Staff News:

  • Membership: To be appointed by the OSC, from the operating staff at large. Other members from operating staff as needed.
  • Responsibilities: Production and distribution of Northern Staff News. The editor(s) shall serve as a member(s) of the Public Relations/Activities Committee of the OSC.

2.22 Annual Operating Staff Event:

  • Membership: A coordinator to be appointed by the OSC from the operating staff at large. Other membership from operating staff at large as needed.
  • Responsibilities: The coordinator shall select members of the Annual Events Committees as needed. Is responsible for the coordination of all activities. Determines expenses in consultation with the OSC Treasurer. Consults the OSC on all event matters and makes reports at regular meetings as needed. Updates Annual Operating Staff Event procedure manual. Responsible for supplying Secretary of OSC with copy of all updated procedures.

2.23 Outstanding Service Awards Selection Committee:

  • Membership: Four recipients of the previous year's awards. Two representatives of each of the administrative divisions who serve a two-year staggered term and may be reappointed to serve additional terms. One member of the OSC Public Relations/Activities Committee to serve as liaison to the Award Selection Committee (nonvoting ex-officio) and one alternate from the OSC Public Relations/Activities Committee. One representative from the Office of Human Resource Services to prepare and distribute material and receive nominations (nonvoting ex-officio). Other operating staff as needed.
  • Responsibilities: Evaluates nomination materials submitted and selects four operating staff to receive the Outstanding Service Award. Updates the Outstanding Service Awards Selection Committee procedures manual and provides Secretary of OSC with updated copy.

2.24 EAC Representative:

  • Representative from the State Universities Civil Service Advisory Committee, a.k.a. Employee Advisory Committee (EAC), to the State Universities Civil Service Systems (SUCSS).
  • Membership: A representative to be elected (every four years) from the campus civil service staff at large in a campus wide election.
  • Responsibilities: Shall serve as an ex-officio member of the Operating Staff Council. Function as the principle employees' liaison with the State Universities Civil Service System. Keeps the Operating Staff Council informed regarding civil service mattes that may be brought before EAC and obtains the Council's comments and suggestions on these matters. Propose changes to the Civil Service Statute or Rules that would be of benefit to the civil service staff. Act as a Council and employee resource regarding the Civil Service Statute, Civil Service Rules, and policies and procedures relating to civil service operations. Serves as a representative for employee concerns related to the policies or procedures related to civil service employment to the individual designated by the Civil Service System as the designated employer's representative.

2.25 Ad Hoc Committees as assigned

ARTICLE 3: COMMITTEES

3.1 University Council

The President of the OSC or the President's designee shall be the OSC's voting representative, for the term of office of the OSC President. The OSC shall choose an additional ex-officio member from the operating staff at large. The ex-officio member is required to attend all OSC meetings. Term of office is one year.

3.12 University Council Steering Committee. The President of the OSC or the President's designee 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 a status operating staff employee. 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:

  • Athletic Board -
    One member of the operating staff appointed by the OSC to serve a three-year term.
  • Campus Parking -
    Four members of the operating staff appointed by the OSC to serve three-year staggered terms.
  • Campus Security and Environmental Quality -
    Two members of the operating staff appointed by the OSC to serve two-year staggered terms.
  • Computing Facilities Advisory Committee -
    One member of the operating staff selected by the OSC to serve a three-year term.
  • Joint Faculty Senate/University Council Committee on Resource and Budget -
    One operating staff member who is a member of the University Council shall be appointed by the Secretary of the University Council. Representative serves a one-year term and shall be eligible for reappointment.
  • Libraries Advisory Committee -
    One member of the operating staff selected by the Provost from those nominated by the OSC to serve a three-year term.
  • Parking Appeals Committee -
    Three members of the operating staff appointed by the OSC to serve three-year staggered terms.
  • Presidential Commission on Persons with Disabilities -
    One member of the operating staff selected by the University President from those nominated by the OSC to serve a three-year term.
  • Presidential Commission on the Status of Minorities -
    Four operating staff members appointed by the President from nominations or volunteers, to serve three-year staggered terms.
  • Unity in Diversity Steering Committee -
    One member of the operating staff selected by the OSC to serve a one-year term.
  • University Benefits Committee -
    Two members of the operating staff selected by the University President from those nominated by the OSC to serve three-year staggered terms.

ARTICLE 4: OPERATING STAFF COUNCIL YEAR

The OSC operational and fiscal year shall be from July 1 through June 30 to coincide with the University's operational and fiscal year.

ARTICLE 5: MEETINGS

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 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 absence, the member will be removed rom 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 two-thirds (2/3) vote of the entire OSC membership 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.

ARTICLE 6: REPRESENTATION AT OPERATING STAFF COUNCIL MEETINGS

A representative from the Office of Human Resource Services, the Publications Editor of the Office of Human Resource Services, the representative of the Civil Service Advisory Committee to the Merit Board (EAC), the Ombudsman, and any interested member of the operating staff 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.

ARTICLE 7: NOMINATIONS AND ELECTIONS

7.1 OSC Membership

7.11 Candidacy

Operating staff employees in status positions shall have the right to run for a seat on the OSC with supervisory approval.

7.12 Procedures

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.

7.2 Election of Executive Committee of the OSC

7.21 Candidacy

Officers shall be chosen from the OSC membership. The new President of the OSC shall have served at least one year on the OSC.

7.22 Procedures

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 Filling of Vacancies of OSC Members

7.31. Should a vacancy occur during a term, the vacancy shall be filled by the candidate who received the next highest number of votes in the most recent OSC election.

7.32 Should two or more simultaneous vacancies occur during a term, the longer term shall be filled by the candidate receiving the highest number of votes and the other vacancy(ies) shall be filled by the candidate receiving the next highest number of votes.

7.33 When no candidate is available to fill a vacancy, the Elections/Appointments Committee will advertise for the position and 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.

7.34 If a vacancy in any division should occur less than three months prior to the end of the OSC year, the vacancy shall be filled during the next regular election.

7.4 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.

7.5 Other procedures for elections and appointments are in the Elections/Appointments procedure manual.

ARTICLE 8: REFERENDUM

8.1 Any matter of concern to the civil service employees shall be subject to referendum upon presentation of a petition signed by twenty percent (20%) of the 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 members at the next meeting.

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 by ballots distributed to status civil service employees within thirty (30) days after 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.

ARTICLE 9: PARLIAMENTARY AUTHORITY

The rules contained in Roberts Rules of Order shall govern this organization except when the Rules are inconsistent with the OSC Bylaws.

 

Approved: June 12, 1997

Revisions Approved: July 8, 1993
September 9, 1993
June 8, 1995
February 8, 1996
June 9, 1998