Article I - Statement of purpose
The purpose of the Staff Advisory Council herein referred to as “the Council” is to allow staff to participate in the governance of the Lebanese American University, further its mission and contribute to its success. The Council is composed of staff members from all the entities, divisions and departments of the University. The Council has an advisory role towards the Administration in matters of concerns to staff.
Article II - Membership
Eligibility: Membership is limited to regular full-time staff that have been employed at the University for at least one year and are in good standing.
Staff Advisory Council Composition: The Council shall be composed of members representing the various divisions in the University as per the enclosed Appendix. The election process is described in Article III. Moreover, the President’s Cabinet will appoint three (3) ex-officio members without vote to serve on the Council.
In order to ensure that the Council proceedings are encompassing of all University aspects of interest to staff, HR Directors may not run for membership of the Council. However, they may be appointed as ex-officio members without vote.
Term of Office: Council members shall serve for a term of two years renewable once. The terms shall be staggered so that approximately half of the members of the Council are elected annually as details in Article III.
Newly elected members will take office on the first day of October following the election process.
Vacancies: Any vacancy occurring during the term of an elected member will be filled by a candidate from the same Entity/Department following the same election process.
Attendance: Meetings of the Council may be called during regular working hours.
Forfeiture of Membership: Any Council member who misses three (3) meetings during an academic year without justifiable cause will be considered to have resigned.
Duties and Responsibilities: The council has an advisory role with a mandate to:
- Promote and further the mission of the University.
- Review and suggest amendments to personnel policies and procedures.
- Encourage staff to express their opinions on University issues.
- Foster a spirit of respect, dignity, unity and cooperation among staff.
- Provide advice on staff development needs.
- Recommend Council members to serve on University standing Councils and Committees when applicable and when requested by Administration.
Article III - Election of Council Members
Each division will conduct its own election process for membership on the Staff Advisory Council. All employees who have one year or more of service and are in good standing are eligible to run in their designated department as per the attached appendix. The staff member(s) receiving the highest number of votes will be considered the Council member(s) representing his/her department. In case of a draw in the number of votes attained by two members, the person with more years of service is selected.
The head of the department should prepare a report attesting to the authenticity of the election process and submit it to the Chair of the Staff Advisory Council. Any complaints regarding the election process should be submitted in writing to the VP-HRUS.
Election will take place in September, and the new Council members will assume their responsibilities on October 1st.
Article IV - Council Officers
The officers of the Council shall be a Chair, a Vice Chair and a Secretary. The Chair and the Secretary will serve for one year, the Vice Chair will serve for two years; the first as a Vice Chair and the Second as a Chair. They shall be elected by all Council members at the first regularly scheduled meeting of the new Council. The Chair and Vice Chair will be chosen from different campuses.
- Duties and Responsibilities of Council Officers
The Chair shall:
- Convene and chair all meetings of the Council.
- Represent the Council at University activities and events as appropriate.
- Coordinate Council activities.
- Communicate in writing the Council’s recommendations to the VP-HRUS and liaise between the Council and the Administration.
- Assume the duties of the Chair, in his/her absence, or at any other time upon the request of the Chair.
- Assume the duties of the Chair for the unexpired term in the event that the Chair is unable to complete the term of office.
- Record, maintain and distribute the minutes of all Council meetings to all members for revision prior to the next meeting.
- Coordinate communication, agenda and other materials to all Council members.
- Maintain attendance files of the members.
- Maintain current and past versions of the Bylaws; publish the revised ones and distribute copies as needed.
- Circulate the Agenda for council members (5 working days prior to the meeting date).
Article V - Meetings
- Regular Council Meetings
Regular meetings of the Council shall be held at least five times per year throughout the academic year. Place of meetings, times and dates shall be relayed to Council members by the Secretary. Any Council member may propose items for the Council’s agenda. Meetings of the Council are open to invited staff that may tackle matters on the agenda, or introduce new business, when approved by the Chair. Meetings of the Council shall be governed by “Robert’s Rules of Order”.
- A simple majority of Council members shall constitute a quorum.
- No official business or voting shall occur at a meeting that has no quorum.
- Drafted minutes of the previous meeting shall be circulated to all Council members for revision.
- Actions shall be taken by a simple majority of the Council members present at a meeting.
- Special Council Meetings
Calling for special meetings requires a written request that is approved by at least five (5) members of the Council and the Chair.
Article VI- Record Keeping
The Council’s reports, minutes, proposals and related matters will be archived in the office of the VP-HRUS.
Article VII - Amendments
Recommendations for amendment(s) of these bylaws may be made by a two-thirds (2/3) vote of the Council, provided that the agenda (noting the revisions) and copies of the proposed amendment have been distributed to all members at least ten working days in advance of the meeting. All amendments together with their justification and rationale must be approved by the President’s Cabinet before they become effective.