UNC Asheville

Chancellor's Staff Advisory Committee

 BY-LAWS

 Mission

The University of North Carolina Asheville Chancellor's Staff Advisory Committee (CSAC) is a representative group of SPA and EPA non-teaching employees.  The committee's charge is to advise the Chancellor, and its mission is to address constructively the concerns of UNC Asheville employees, to provide professional growth through education, and to foster communication by:

The Chancellor's Staff Advisory Committee will continually seek new opportunities for staff to offer their input, services, and experience.

The purpose of the CSAC is not to replace or duplicate existing committees or procedures. In the event issues outside the jurisdiction of the Chancellor's Staff Advisory Committee are raised, the originator will be directed to the appropriate committee or office.  Status reports on all issues, including those referred to another committee or department, will be made to the CSAC and communicated to the originator within 60 days of the issue being brought to the attention of the CSAC.  Status reports become part of the official minutes of the meeting and will be filed in the library.

Organization

All permanent employees, not represented by the Faculty Senate, who are governed by the UNC Asheville Board of Trustees, and who do not contain "Chancellor" in their state or working title, are eligible to serve on the CSAC.  Representatives will be chosen from the Chancellor's area, each Vice Chancellor's area (Academic Affairs, Alumni and Development, Finance and Operations, and Student Affairs), and Facilities Management based on the number of eligible employees and vacant positions as of May 1 of each year, excluding the Assistant Director of Human Resources.

The number of representatives will be based on the following chart:

The following staff areas that do not fall under a Vice Chancellor will receive one representative each because of the number of employees in their area:

HR                                                                               14 employees    1 representative

NCCCR                                                                       13 employees    1 representative

The following staff areas that do not fall under a Vice-Chancellor will receive two representatives each because of the large number of employees in the area or combined area:

ITS                                                                              24 employees 2 representatives

Intercollegiate Sports (13) and Athletics (9)                         22 employees  2 representatives

Library                                                                        24 employees  2 representatives

The following staff areas that do not fall under a Vice-Chancellor will be grouped under the Chancellor as long as they have less than 10 employees.  If any of these areas (exception: Office of the Chancellor which shall always be under the Chancellor’s area no matter how large it may grow) grow to have 10 or more employees, up to and including 20, they will be separated out and given one representative, 21-40 employees = 2 representatives, 41-60 employees = 3 representatives, etc.

Center for Craft Creativity and Design                     3 employees

Institutional Research                                                4 employees

Internal Audit                                                             1 employee

Minority Affairs                                                         1 employee

Office of the Chancellor                                            7 employees

Ramsey Media Center                                                            3 employees

The total number of representatives given to the Chancellor’s area will be calculated based on the number of employees in this group.  In this case, 19 employees are represented.  Therefore, the Chancellor has one representative.

The number of representatives assigned to the aforementioned areas shall be reviewed each academic school year, based on the number of eligible employees, and vacant full-time positions as of May 1 of each year.

If CSAC has not reached capacity in terms of numbers of representatives, and more than the allowed number of people in a particular area present themselves as potential members, then all of them will be accepted providing that the maximum number of representatives is not exceeded.   If more than the allowed number of candidates present themselves to represent an area, colleagues who work in the area in question will be asked to choose from among them.

At the time of this writing (2007-2008 academic school year), there were approximately 488 employees as previously described at UNC Asheville.  Therefore, we currently have a capacity for 24 CSAC representatives.  The number of allowable CSAC representatives may vary as the number of employees that are represented changes.

The Chancellor may appoint up to two additional eligible individuals to serve a  one term (two years) each. The Assistant Director of Human Resources functions as a non-voting advisor to the CSAC. Faculty Senate will be invited to appoint a non-voting faculty representative annually to function as a liaison between the faculty and staff.

Attendance at all regular meetings will be considered work time; however, attendance by nonmembers will be subject to supervisor approval.

Officers and Duties

The elected officers will be the Chair, Vice Chair, Secretary, and Treasurer.  Of the four officers, the Chair, Vice Chair, and Secretary will be known as the Executive Committee.

The Executive Committee, and/or all representatives of the CSAC, will meet with the Chancellor, as needed, and minutes will be kept of the meeting.

The Chair will be elected by the CSAC from its membership.  The responsibilities will include organizing the monthly meetings, making committee assignments when necessary, appointing a temporary Secretary from the CSAC when the elected Secretary is absent, and serving as ex-officio of the CSAC for one year after a new Chair is elected.

The Chair, or the Chair's designee, will be responsible for representing the CSAC at all appropriate open meetings on-campus, including, but not limited to, Board of Trustees, Foundation Board, Faculty Senate, and Administrative Assembly.  The CSAC Chair will vote only to break a tie on a particular issue.  The Chair and Vice Chair will operate as a team to fulfill the requirements of the Executive Office.

The Vice Chair will be elected by the CSAC.  The responsibilities will include chairing the monthly meetings in the Chair's absence and organizing the semiannual staff forums.

The Secretary will be elected by the CSAC.  The responsibilities will include recording and distributing the official minutes of each meeting, assuming the duties of the Vice Chair when the Vice Chair is absent, and notifying the Chair when a member has missed more than three regularly scheduled meetings within one year (July-June).

Terms of Office

The term of office for each CSAC representative is two consecutive years starting July 1st.  The maximum number of terms for a CSAC representative is two (four years). After being off the CSAC for one term (two years), the person will become eligible to serve again.  The Chancellor's appointees will serve one term (two years), and be eligible for reappointment for an additional one term (two years).  After being off the CSAC for one term (two years), the Chancellor's appointee will be eligible for reappointment.

The Executive Committee will serve one year.  A member of the Executive Committee will be eligible to serve a maximum of two consecutive one-year terms in one position. After being out of any of the positions for two years, the person will be eligible to serve again.

Vacancies

Vacancies may include resignations, changing from one area to another, changing from permanent to temporary employment status, or changing from a staff position to an EPA teaching position.  Representatives who miss three unexcused meetings within any single year (July-June), will forfeit their seat as a representative on the CSAC.  Excused absences are to be determined by the Executive Committee.  If there are less than six months remaining in the term, the Chair may appoint a temporary replacement from the same area.  If more than six months remain, a new election will be held to select someone within the same area.  If a representative is chosen for a partial term, this person will still be eligible to serve two full terms. 

Changes in University Organization

If the organizational structure of the University should change, elected members will continue to serve until the election following the change in structure even if they are part of a different organizational (Vice Chancellor) area. Modifications in number of representatives from each division will be handled in the election following the change in organizational structure.

Nominating Process

CSAC will annually place an open invitation to all staff members, SPA and EPA employees that are non-faculty, and do not have the word Chancellor in their title, to become involved as representatives in CSAC.

The nominating process will be initiated by an e-mail to staff at-large asking anyone who so desires to become a representative to submit their name.  Once the names have been received, each individual will be invited to meet with CSAC in order to learn more about the organization, to ask questions, and present their views regarding the future of staff at UNC Asheville. 

Annual elections of representatives should be completed by June 30th.  The University community will be notified prior to the end of July as to the composition of the Chancellor’s Staff Advisory Committee.  Furthermore, the CSAC representatives shall elect officers: Chair, Vice Chair, Secretary, and Treasurer, at their first meeting in July.

Committees

As the need for a committee to examine an issue or implement a task becomes necessary, the CSAC Chair will appoint members of the CSAC to meet and make recommendations to the CSAC.

Meetings & Communications

The CSAC will meet no less than once monthly, year round, to execute CSAC business. Special meetings may be called by the CSAC Chair, the Chancellor, or a majority of the CSAC.  The Vice Chair will conduct semiannual forums for all UNC Asheville staff to provide opportunity for reporting on the CSAC business and receiving input regarding areas of staff concern.  The semiannual forum may take the place of two of the monthly meetings.  The monthly meetings are subject to the open meeting’s laws of the State of North Carolina.  Visitors to the meeting can be asked to request a time to speak. The Chair of the CSAC reserves the right to limit the speaking time of visitors.  The Chancellor, or other individuals, may be issued a special invitation to the monthly meetings when their input is needed on a topic.

Institutional issues may be brought before the CSAC in person, submitted in writing, or communicated via e-mail to the Assistant Director of Human Resources and the Chair of the CSAC, or communicated to a representative.  If the issue is communicated to a representative, it will be the representative's responsibility to inform both the Assistant Director of Human Resources and the Chair of CSAC in writing or via e-mail.

In 2006-2007, the CSAC decided to make the website the primary source of communication.  Past issues of the newsletter can be found on the CSAC website - http://www.unca.edu/csac/newsletters/Newsletters.htm.

Quorum

In order to conduct business, at least 50 percent of the voting membership of the CSAC must be present, except to amend the By-Laws (two-thirds membership needed).  Decisions will be made by a simple majority of the members present.

Revision to By-Laws

These By-Laws may be amended by the CSAC with a simple majority voting in favor of the amendment at a regular meeting, or special meeting, where at least two-thirds of the voting representatives of CSAC is present.  The By-Laws will be reviewed at least every two years and revised as needed.

The CSAC and the UNC Staff Assembly

Membership

(Taken from UNC Staff Assembly By-Laws)

The UNC Staff Assembly will be composed of three representatives (hereafter called “delegates”) of each of the constituent institutions and of the General Administration of the University of North Carolina.

Selection and Terms of Delegates

(Taken from UNC Staff Assembly By-Laws)

1.   Every delegate shall be a permanent staff member of the institution he or she represents.

2.   At least one delegate from each institution shall be the current chair of the institution’s staff organization.

3.   Each staff organization may also select an alternate delegate.

4.   Each institution will select needed new delegates by the end of May each year to serve for a three-year term by a method specified in the by-laws of the staff organization.

5.   Terms of new delegates shall begin on the first of July, theoretically, and in actuality, they are seated at the next Fall meeting.  Staff Assembly delegates serve through June 30^th (or until their successors are elected in cases in which a delegate has had to step down from his or her position in the middle of a term).

The CSAC Method of Selecting UNC Asheville Delegates to the UNC Staff Assembly

1.   An open invitation is extended to UNC Asheville staff and CSAC representatives to volunteer to represent UNC Asheville on the Staff Assembly.

2.   Respondents are asked to submit a paragraph to CSAC by a designated date stating why they would like to represent the University on the statewide Staff Assembly.

3.   During the review and selection process, CSAC representatives applying as a Staff Assembly delegate cannot be present.

4.   CSAC representatives review the applications.  

5.   CSAC representatives cast paper votes for the selected delegates.

5.   Respondents with the most votes become UNC Asheville Staff Assembly delegates.

7.   CSAC has chosen to have an alternate representative to the UNC Staff Assembly,

8.   No formula determining how many CSAC representatives or how many general staff members can serve at one time governs the selection of UNC Asheville Staff Assembly delegates.

9. Because the first meeting of the Staff Assembly is critical to the understanding of the mission, the first meeting must be attended. In the event the elected representative to the Staff Assembly is unable to attend the first meeting of the three-year appointment, the alternate would assume the position for the remaining year. The elected representative would become the alternate for that year.

Term of Membership in the UNC Staff Assembly

The Chair of CSAC must be a representative of UNC Asheville in the UNC Staff Assembly.  All other staff representatives serve for three consecutive years as mandated by the UNC Staff Assembly,

Unexpected Vacancies

If an unexpected vacancy occurs because a UNC Asheville delegate does not complete his or her term, CSAC reserves the right to either immediately hold an election to fill the empty spot or to wait for the annual election in May to seat a new delegate, allowing the alternate to occupy the vacated seat until it has been filled.

Expectations

The CSAC expects UNC Asheville delegates to the UNC Staff Assembly to attend the fall and spring meetings of the UNC Staff Assembly throughout his or her term, except for in recognized emergencies in which their seat is filled by the alternate.  The CSAC further expects UNC Asheville representatives to be active in the UNC Staff Assembly and to thereby become a very strong contributor to at least one UNC Staff Assembly committee.  

If is further expected that all UNC Asheville representatives to the UNC Staff Assembly will serve on at least one university-wide UNC Asheville committee throughout their tenure on the UNC Staff Assembly.   This provision is to ensure that the UNC Asheville delegates will also be present as leaders on the UNC Asheville campus.

Revised May 2008