Policies and Procedures

POLICIES AND PROCEDURES

EMPORIA STATE UNIVERSITY CLASSIFIED ASSEMBLY

(Updated  17-June-2013)

Mission Statement

The mission of the Classified Assembly of Emporia State University is to assist classified staff members in becoming an integral part of the university community.  The function, knowledge, skills, and talents of the classified staff contribute significantly to the successful operation of the University.  The Classified Assembly shall provide a forum and a means of representation for classified employees to take an active role and have a voice in the life of the University.  Active role is defined as communicating with selected representatives which will ultimately result in a conducive working environment for classified employees and a positive learning environment for students.

The mission may be defined in the following ways:

1. The Assembly exists to provide an open forum for the expression of the interests of the classified employees of the University, by meeting on a regular basis to identify and solve job-related problems.  However, these issues will not involve personnel problems, worker/supervisor relations or the performance of specific individuals.

2. The Assembly shall actively represent the interests of the classified employees before the governance of the University and before any and all other interested and appropriate individuals and organizations.  It shall, at the request of the governance of the University, act in an advisory capacity to said governance and as an interested partner in decision-making and the effective management of the vital affairs affecting the University.

3. Eleven Assembly members, each having one vote on the Assembly, shall be selected at the recommendation of the Assembly Committee on membership, by the University President.  Members shall be readily available and open to the needs of all classified employees of the University.  The term of office for each Assembly member shall be three “Assembly Years.”  (Assembly year is understood to designate the time from August 1 of one calendar year through July 31 of the following calendar year.)

4. It is the responsibility of the Assembly member who deems it necessary to forfeit his/her position on the Classified Assembly to notify the Chair of the Assembly, in writing, prior to the next scheduled Assembly meeting.  The vacancy will be filled by appointment of the University President upon the recommendation of the Assembly Committee on membership.

If a representative on the Assembly changes jobs, they will be allowed to complete the current classified Assembly year.  They must continue to represent the original group of people they were appointed to represent.  At the end of the year, the membership committee must fill the position from the area that needs represented, not the area that the outgoing member presently works for.

When filling a vacated position, the new member will fulfill the original term of the individual who left, however long that may be.  At the end of that term, the membership committee will then be responsible for either asking the member to stay and serve their own three year term or to fill the position from the appropriate area.

5. Areas of constituencies are:

Administration and Fiscal Affairs – 1 representative

Student Affairs (Admissions, Registration, Financial Aid, Career Services, Student Wellness, International Ed and Trio Programs) – 1 representative

ESU Alumni and Foundation, Memorial Union, and Athletics – 1 representative

Academics (Teachers College, LA & S, School of Business), Student Advising Center, and IT – 2 representatives

At Large – 1 representative

Library Services and Archives, SLIM, Graduate Studies, and Distance Learning – 1 representative

University Facilities (Building Services and Support) – 1 representative

Residential Life – 1 representative

University Facilities (Admin, Albert Taylor Hall, Physicial Plant and Utilities, Police and Saftey) – 2 representatives

Ex-Officio – Director of Human Resources

6. Officers of the Assembly shall consist of a Chair, Co-Chair, and a Secretary.  The election of officers shall be the first order of business of the last Assembly meeting during the month of June and will be chaired by the outgoing Assembly Chair.  The officers shall serve a one year term.  Terms of office shall commence in August.  If a vacancy should occur in any Assembly office, the Assembly shall fill that vacancy, for the remainder of the original term and shall be elected from the Assembly.

The Chair shall preside over all Assembly meetings; act as the official representative of the Assembly; and, together with the Co-Chair and Secretary, prepare an annual report to the Assembly.  The annual report shall be for the Assembly Year just completed,  and shall be presented no later than the first meeting of the year following. 

Money available to the Assembly is a $300 allotment from the President’s office for printing and can be accounted for through the Office of the Secretary to the Vice President of Administration and Fiscal Affairs.

The Co-Chair of the Assembly shall assume the duties of the Chair in the event of the latter’s absence or incapacity.

The Secretary of the Assembly shall keep minutes of all meetings of the Assembly, distribute copies of the minutes to all Assembly members, the University President, University Archives area of the William Allen White Library, and carry on official correspondence at the direction of the Assembly.

7. The Assembly shall meet in regular session at least once each month.  The establishment of regular meeting times for the year shall be an agenda item of the September meeting.  Special meetings of the Assembly may be called by the Chair if the membership is notified at least twenty-four (24) hours in advance.  Officers of the Assembly may meet at their discretion.

8. Attendance of each member is essential to create an effective working Assembly.  If a member is unable to attend a meeting, he/she should notify the Assembly prior to the meeting.  A Assembly member may send an alternate in his/her place to a meeting.  If repeated absences occur, the Assembly may vote to replace the member.

9. The Assembly shall have the following standing committees, each composed of at least two persons:  Membership; Classified Employee Seminar; Campus Affairs, i.e. Kansas Day; Legislative; Newsletter, and Scholarship.  Members shall be appointed by the Chair.  Every member shall be required to serve on at least one standing committee.  Additional special committees to address any matter of concern to the Assembly may be created.  Membership to special committees shall be appointed by the Chair.

Committee Duties:

Membership – shall work in conjunction with the Human Resource Director in selecting replacement members of the Assembly to be presented to the President of the University.

Classified Employee Seminar – shall be in charge of planning and executing seminars each year, in conjunction with the rules of the Classified Development Fund set up by the ESU Foundation.

Campus Affairs – shall be in charge of such activities as the Kansas Day celebration and the recognition of “non-clerical and non-management” employees.

Legislative Affairs – shall prepare the annual classified employee position paper, coordinate and publish handouts for open forums and any other meetings with state legislators, and maintain regular contact with the campus legislative liaison.

Newsletter – shall publish a newsletter for classified employees at least twice an Assembly Year.  Letters shall also be sent to the University President and to the University Archives area, WAW library.  This committee shall also be responsible for a web page through the University.

Scholarship – shall manage annual awarding of ESU’s “Classified Personnel Dependent/Child Scholarship Fund.”  The Committee shall also be involved in promoting awareness of this scholarship and continued contributions from ESU classified personnel.

10. All regular Classified Assembly meetings shall be open to the public.  Employees and students of the University and their guests are encouraged to attend Assembly meetings.  However, only selected members of the Assembly, or their alternates, shall have the right to vote on Assembly business.  The Assembly may invite other persons to sit with it as consultants or as observers when it meets.

11. Changes to these guidelines may be proposed by any Assembly member.  A change thus proposed shall be discussed, and then tabled for final consideration until the next regular meeting of the Assembly.  At this later date the Assembly shall vote whether or not to accept the change.