Policy 7-200

  1. Section 7-201 Eligibility

    The Council shall consist of non-voting and voting representatives as outlined below.

  2. Section 7-202 Non-Voting Representatives

    Non-Voting representatives of the Council shall consist of the President, members appointed by the President, the immediate Past Chairperson of the Council and all current alternate representatives.

  3. Section 7-203 Voting Representatives

    Voting representatives of the Council shall consist of eligible staff elected to serve as representatives from voting districts as defined below. Eligible staff includes all classified employees and those nonexempt and exempt administrative and professional employees reporting directly to an individual employed in a position below the level of Dean. Exempt staff that are Associates of the Faculty are not eligible. "Classified Staff" is as defined in the UT Arlington Human Resources Procedures. During an elected term, a representative loses Council membership upon leaving the employ of the University, upon a change from the district from which the representative was elected, or promotion to a noneligible position.

    1. Qualifications for Representatives. Representatives must be regular employees appointed one-half time or more for at least 4-1/2 months. Representatives must have one year of continuous service at the University as of August 31 in the year elected.

    2. Duties of Representatives. Representatives shall attend all meetings of the Council. Representatives shall serve on committees of the Council and may be elected as an officer of those committees. Representatives shall be available to their constituents, indicating how they can be contacted. They shall be willing to hear concerns, to receive information and suggestions, and to communicate these effectively to the Council. In turn, representatives must keep their constituents informed of the work of the council and matters that the administration communicates of the Council. Representatives shall be allowed up to four (4) hours per month in addition to Council meetings to devote to Council work. Additional time for Council work or assignments may be negotiated with the representative's supervisor.

    3. Terms of Office. The terms of office for representatives shall begin September 1 following their election. Terms shall be for two years, and a representative can be elected for a maximum of two consecutive terms. If an alternate is named to serve out an unexpired term vacated by another representative, that alternate will serve the unexpired term and be eligible for reelection, for a maximum of two consecutive terms.

    4. Vacancies. A vacancy that occurs through termination of employment, change of voting district, promotion to a noneligible position, resignation from the Council, or expulsion from the Council, shall be filled by an alternate within thirty (30) days of the date of the vacancy if an alternate is available. The Executive Committee of the Staff Advisory Council will refer to the list of eligible alternates and will fill the vacancy. If no alternate from the selected district is available to fill a vacant position, the Executive Committee will nominate a representative from the list of eligible employees from that district. Then, if the employee accepts the nomination, the nominee will become a representative upon a positive vote of a simple majority of those present and voting at a meeting of the Council at which a quorum is present.

    5. Removal from Office. Any elected representative can be removed from office for nonperformance of Council duties. The Executive Committee may initiate action to remove a representative, or a request for removal showing cause may be brought in writing to the Executive Committee by any representative. The Executive Committee will investigate the matter on a case-by-case basis and will recommend action to the Council if warranted. The executive Committee will provide a response to any representative that requests removal informing said representative of the Committee's decision in the matter.

    6. The final decision will be made by the Council. Removal will be effective upon the vote of simple majority of those present and voting at a meeting of the Council at which a quorum is present. Possible courses of removal shall include, but not be limited to: non-attendance; failure to consistently report on activities of the Council to the district; unavailability of the representative to constituents.

    7. Districts. Voting districts entitled to elect representatives shall be determined by job classifications. Job classifications falling within the following title codes shall be voting districts for election purposes:

      DISTRICT #TITLE CODEGROUPS
      11000-4999Allied Health Science and Student Programs and Research-Scientific
      25000-5999Engineering, Trades, Crafts, and Labor
      36000-6999Ancillary Service
      47000-8999Communication
      59000-9999Staff Service
      60XXX-0999Eligible Administrative and Professional Titles
    8. Number of Representatives. Representatives shall be elected from each voting district by eligible staff members of the district. There shall be one representative elected for each fifty (50) eligible staff members in a voting district. A district with less than fifty (50) members shall be entitled to elect one representative. A district shall be entitled to elect one additional representative when the number of members of the district exceeds a multiple of fifty (50) by at least twenty-six (26).

  4. Section 7-204 Nominations and Elections

    The nominations and elections process shall be handled by the Nominations and Elections Committee appointed in March of each year by the Executive Committee of the Council. Nominations shall be completed by April 30 and elections shall be completed by May 31, except for the initial election.

    Nominations Procedures

    1. The Nominations and Elections Committee will request from the Office of Human Resources the appropriate printouts to determine all eligible staff members, including classified staff in each classified staff group, and the appropriate printouts and labels needed to contact all eligible staff members.

    2. All eligible staff members employed by the date of elections shall be eligible to vote.

    3. A nomination form shall be mailed to each eligible staff member. The form shall identify the district, the number of nominations allowed, and instructions for the return of the form (manner, date, time, place).

    4. Each eligible staff member within a district may nominate one eligible staff member from the district for each representative that district is entitled to elect. Nominations shall be in writing.

    5. After the closing date for nominations, the Nominations and Elections Committee shall count the nominations.

    6. Nominees shall be determined according to the highest number of nominations received. The number of nominees to appear on the election ballot in each district shall not exceed three times (plus one in case of a tie at the cut-off) the number of vacancies in that district. Nominees to appear on the ballot shall be selected in descending order of nominations received until the required number is reached or the nominations list is exhausted. The remaining nominees will be listed by district and votes received and be designated as alternates in descending order. In the case of a tie between alternates, the Executive Committee will vote to break the tie. An alternate shall be eligible to fill the vacancy of an elected representative. A list of alternates will be distributed to each elected council representative.

    7. The Nomination and Elections Committee shall notify the nominees that their names will be placed on the election ballots unless they withdraw by a specified date. If a nominee withdraws, the Nominations and Elections Committee shall select as a replacement the person who received the next highest number of nominations in the district in which the withdrawal took place. If insufficient nominations are received from the selected district to fill a position, the Executive Committee will nominate a representative from the list of eligible employees from that district. Then, if the employee accepts the nomination, the nominee will become a representative upon a positive vote of a simple majority of those present and voting at a meeting of the Council at which a quorum is present.

    Election Procedures

    1. Voting shall be held on campus for no less than two days nor more than three days in order to accommodate varying work schedules.

    2. Elections shall be by secret ballot.

    3. Ballots will be prepared by the Nominations and Elections Committee indicating the name of the district, the names of the nominees in order determined by lot, the number to be elected, and instructions for voting.

    4. Ballots will be distributed at the polling place to each staff member eligible to vote. Eligibility shall be determined by a check of a picture identification card against a current printout of personnel provided by the Office of Human Resources. Absentee voting for extenuating circumstances will be allowed by contacting the Nominations and Election Committee one week prior to the election of the Council.

    5. At the close of the election, the Nominations and Elections Committee will count the votes.

    6. Those elected shall be declared on the basis of the highest number of vote received. If a tie occurs, the matter will be referred to the appropriate district for appropriate resolution.

    7. The Nominations and Elections Committee shall notify the President of the names of the newly elected representatives in writing within three working days of close of the election. The President will notify the newly elected representatives in writing within three days of notice. The Committee shall make the results of the election known to all eligible staff members within one week after such notification.

    8. All records pertaining to the nominations and elections process shall be stored in the Office of the Secretary-Treasurer (or Council Office) in compliance with the UT Arlington Records Retention Policy.

    9. Polling locations, dates and times will be included in the information sent out with the nomination forms.