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Policies and Procedures



(Updated November 3, 2016)

Mission Statement

The University Support Staff Senate (USSS) at Emporia State University is to be the voice and representation for all University Support Staff (USS) in the campus Shared Governance, strategic planning, goals, and campus life. USSS is to ensure effective communication to the USS regarding news, changes, and opportunities as an integral part of the Adaptive University.

The mission may be defined in the following ways:

  1. The USSS exists to provide an open forum for the expression of the interests of the USS 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 USSS shall actively represent the interests of the USS 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 USSS members, each having one vote on the USSS, shall be selected at the recommendation of the USSS Membership Committee and will be approved by the University President.  Members shall be readily available and open to the needs of all USS employees of the University.  The term of office for each USSS member shall be three “USSS Years.”  (A USSS 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 USSS member who deems it necessary to forfeit his/her position on the USSS to notify the Chair of the USSS, in writing, prior to the next scheduled USSS meeting.  The vacancy will be filled by appointment of the University President upon the recommendation of the USSS Membership Committee.

If a representative on the USSS changes jobs and are still within the USS classification, they will be allowed to complete the current USSS year.  They must continue to represent the original group of constituents they were appointed to represent.  At the end of the year, the Membership Committee must fill the position from the area that needs representation, not the area that the outgoing member presently represents.

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 fill the position from the appropriate area.

  1. Areas of constituencies are:

Administration, Finance, and Marketing and Media Relations – 1 representative

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

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

Academic Affairs (The Teachers College, College of Liberal Arts and Sciences, and School of Business), Student Advising Center, and Information Technology – 2 representatives

At Large – 1 representative

University Libraries and Archives, School of Library and Information Management, Graduate School, and Distance Education – 1 representative

Building Services – 1 representative

Residential Life – 1 representative

University Facilities and Police & Safety – 2 representatives

Ex-Officio – Executive Director of Human Resources

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

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

Money available to the USSS is an allotment from the President’s office (state monies and/or guest account) and can be accounted for through the office of the executive assistant to the Vice President of Administration and Finance.  USSS also has monies for educational opportunities, seminars, materials, and special events sponsored through USSS available through the Classified Employee Development Fund and can be accounted for through the ESU Foundation.

The Vice President of the USSS shall assume the duties of the President in the event of the latter’s absence or incapacity.

The Secretary of the USSS shall keep minutes of all meetings of the USSS; distribute copies of the minutes to all USSS members, the University President, and University Archives; carry on official correspondence at the direction of the USSS; and be responsible for updating the USSS website.

  1. The USSS shall meet in regular session at least once each month, except during the month of July, unless there is a need to meet.  The establishment of regular meeting times for the year shall be an agenda item of the August meeting.  Special meetings of the USSS may be called by the President, if the membership is notified at least twenty-four (24) hours in advance.  Officers of the USSS may meet at their discretion.
  2. Attendance of each member is essential to create an effective commission.  If a member is unable to attend a meeting, he/she should notify the USSS prior to the meeting.  A USSS member may send an alternate in his/her place to a meeting.  If repeated absences occur, the USSS may vote to replace the member.
  3. USSS shall have the following standing committees, each composed of at least two persons: Campus Affairs and Publicity, Membership, Scholarship, Shared Governance, and University Support Staff Council Relations.  Members shall be appointed by the President.  Every member shall be required to serve on at least one standing committee.  Additional special committees to address any matter of concern to the USSS may be created.  Membership to special committees shall be appointed by the President.

Committee Duties:

Campus Affairs and Publicity – shall be in charge of activities, celebrations, and recognition of USS employees.

Membership – shall work in conjunction with the Human Resources Director in selecting replacement members of the USSS to be presented to the University President for approval.

Scholarship – shall manage annual awarding of ESU’s “USS Personnel Dependent/Child Scholarship Fund.”  The Committee shall also be involved in promoting awareness of this scholarship and continued contributions from ESU USS personnel.  Per the Memorandum of Agreement signed between Classified Assembly and ESU Foundation in 2009, students must meet the following requirements to be eligible:

  • Recipient must be enrolled at least half time and be in good academic standing.
  • Recipient must successfully complete the minimum requirements of enrollment for fall and achieve at least a 2.5 term GPA in fall to receive the spring portion.
  • The award is non-renewable unless no other eligible candidate has applied. A minimum 3.25 cumulative GPA is required to receive this scholarship for a subsequent academic year.

The committee will review the applicants’ eligibility upon completion of the Spring semester preceding the academic year they will be receiving the scholarship.  The scholarship allocation amount will be divided equally among all eligible applicants.

Shared Governance – shall serve as the USS representatives on all shared governance committees and will report information to the USSS.

University Support Staff Council Relations – the President and Vice President shall sit on the University Support Staff Council, which is comprised of USS leadership from all regent universities.  They shall coordinate open forums and any other meetings with state legislators and maintain regular contact with the campus legislative liaison.

  1. All regular USSS meetings shall be open to the public.  Employees and students of the University and their guests are encouraged to attend USSS meetings.  However, only selected members of the USSS, or their alternates, shall have the right to vote on USSS business.  The USSS may invite other persons to attend as consultants or as observers when it meets.
  2. Changes to these guidelines may be proposed by any USSS member.  A change thus proposed shall be discussed, and then tabled for final consideration until the next regular meeting of the USSS.  At this later date, the USSS shall vote whether or not to accept the change.