Bylaws

Bylaws

The bylaws are the foundational rules governing the UVA Staff Senate.

Guidelines

Guidelines provide additional operating information.

Bylaws Table of Contents

Definitions
Mission
Membership
Executive Committee
. . . Senate Co-Chairs
. . . Directors
. . . Past Senate Co-Chairs
. . . Staff Representative to the Board of Visitors
. . . Ex-officio Representatives
. . . Senate Co-Chair and Director Elections Procedures
Meetings and Communication
Working Groups
Rules of Order for Senate Meetings
Appendix A — Cross-References to Companion Documents
Appendix B — Amendments to the Bylaws of the Staff Senate
Revision History

Definitions

The following terms are used consistently across all UVA Staff Senate governing documents. Definitions are provided here for reference and do not modify the substantive provisions of the document body.

TermDefinition
At-large representative A senator who, due to a University reorganization or job change, has moved to a different organizational unit than the one in which they were elected. The at-large representative retains voting rights and full participation in the Senate.
Bylaws The foundational governing document of the UVA Staff Senate, which sets out the rules for membership, the Executive Committee, meetings, working groups, and amendments. All companion guidelines are subordinate to the Bylaws.
Co-Chair An elected leader of the Staff Senate. The Senate has two co-chairs, elected to staggered two-year terms, who preside at meetings and represent the Senate to external groups.
Director An elected member of the Executive Committee responsible for a specific portfolio (Advocacy, Communications, Membership, or University Partnerships).
Election Manager A senator (or, where no senator is available, a Membership Director) designated as the point person for running the election in a single organizational unit.
Emeritus Co-Chair An individual who has completed both their Co-Chair term and their subsequent Past Co-Chair advisory term.
Executive Committee The leadership body of the Staff Senate, comprising co-chairs, directors, the past co-chair, and ex-officio representatives.
Ex-officio member A non-voting (or, in specified cases, voting) member who serves on a committee by virtue of holding another office, such as a past co-chair or a representative from the Faculty Senate.
Good standing The status of a senator who has adhered to Senate meeting attendance and other responsibilities as set out in the Membership Guidelines.
Grounds The University of Virginia campus and the broader University community.
Membership Directors The directors responsible for senator recruitment, attendance, onboarding/offboarding, the membership database, and the conduct of elections.
Midterm election An election held to fill a senator seat vacated before the end of a term, where the elected senator serves the remainder of the vacated term.
Mid-year election An election held outside of the regular June election cycle to fill a vacancy under specific conditions described in the Election Guidelines.
Organizational Unit A division of the University as defined by the University's organizational unit chart, used to apportion Staff Senate seats.
Past Co-Chair A former co-chair serving a one-year advisory term on the Executive Committee immediately following their co-chair term.
Primary Representative The Staff Senate's primary elected representative to the UVA Board of Visitors.
Alternate RepresentativeThe Staff Senate representative to the UVA Board of Visitors who serves if the Primary Representative is unable to fulfill their obligation.
QuorumA simple majority — more than half of Staff Senators in attendance — required to handle business at a Senate meeting. May be achieved in person, by conference call, or by proxy.
Senator A member of the Staff Senate, elected by the staff of an organizational unit (or serving at-large as defined above).
Working Group A time-limited group convened by the Executive Committee to address a specific interest or concern of the Senate, and to produce a defined product.

Mission

To serve all academic division staff through open communication with our constituency so that we can represent staff interests to university leadership and ensure staff are an integral part of key decision-making.

Membership

  1. Staff Senate members will consist of Academic Division staff who are benefit-eligible employees, employed by UVA. 
  2. The responsibilities of staff senators include attending Staff Senate meetings, communicating the actions of the Staff Senate to the employees in their organizational units, and representing concerns and interests of employees to the Staff Senate. Refer to the membership guidelines for attendance policy. 
  3. Terms are structured in such a way that no more than one-third of the total Staff Senate membership will renew each year. To achieve this, the Membership Directors may occasionally need to reduce the length of some senator terms for an election cycle. Reduced terms will only be applied to senator positions that are up for election; the terms of current senators will not be affected. Every effort will be made to ensure term rebalancing is done in a fair and equitable manner. 
  4. Each term of membership will be for three years, beginning and ending in mid-August. Senators may serve for two consecutive terms (a total of six consecutive years) and may be re-elected after a one year absence. If a senator is elected to serve a one-year or two-year term, that senator can serve for two additional three-year consecutive terms or for a total of no more than eight consecutive years. 
  5. The number of senators from each organizational unit will be roughly proportionate to the number of total staff as determined by the University's organizational unit chart: 
  • Extra-small units (1-199 staff) will have two senators 
  • Small units (200-449 staff) will have three senators 
  • Medium units (450-749 staff) will have four senators 
  • Large units (750-1099 staff) will have five senators 
  • Extra-large units (1100 or more staff) will have six senators 
  1. Each year, prior to elections, the Membership Co-Directors will verify rosters from Human Resources regarding the number of Academic Division staff within each organizational unit to distribute Senators appropriately. If an increase in the number of senators in warranted in a particular unit, the seat will be filled during elections. If a decrease in the number of senators is warranted, the seat will be eliminated by not filling it during an election. 
  2. Each organizational unit selects senators via nomination and direct election by the staff in that organizational unit no later than June 30, so the elected senators will be ready to serve on the Staff Senate in August. Elections should run according to the Staff Senate Election Guidelines. 
  3. If a senator resigns or is unable to finish his/her term, the Senate will follow the midterm election protocols outlined in the Staff Senate Election Guidelines. 
  4. It may occur that a senator is elected by one org unit but then, through a University reorganization effort or through a job change, is moved to a different org unit – one in which they were not elected. In this case: 
    a. the senator will become an at-large representative of the Senate and will retain voting rights.  
    b. the senator will still be able to fully participate in the work of the Senate, including holding a position on the executive committee.  
    c. if a seat becomes available in the org unit to which they have moved, the at-large representative will be invited to run for the seat. The at-large representative will not lose their at-large standing if they run for the seat and do not win. In this case, the at-large member will continue to serve the remainder of their three-year term.  
    d. If a senator in that org unit vacates mid-year, the at-large senator should serve as the interim-senator until an election can be held in June.  
    e. Note that the Org unit from which that senator has been moved will need to follow the mid-year election policy explained earlier in this document the election guidelines

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Executive Committee

  1. Co-chairs, past co-chairs, directors, and ex-officio representatives will form the Executive Committee. 
  2. The Staff Senate co-chairs will call meetings of the Executive Committee monthly or as needed. 
  3. The Executive Committee may speak or act on behalf of the Staff Senate when there is a need for prompt action. Any action taken by the Executive Committee on behalf of the Staff Senate shall be subject to ratification by the full Staff Senate at the next scheduled meeting, via email, or via conference call. 
  4. The Executive Committee will make every effort to ensure that diverse representation of Staff Senate leadership is maintained. 
  5. As outlined in greater detail in the executive committee guidelines, any Executive Committee member may be impeached and thereby removed from the Executive Committee by 2/3 majority vote of the remaining members of the Executive Committee. The vote may be proposed by any member of the Executive Committee at a duly organized Executive Committee meeting, and the results of the vote shall be reported to the full Senate by the Executive Committee at the next convening of the Staff Senate. Refer to the Executive Committee Guidelines for additional information. 

Senate Co-Chairs

The Senate shall elect two co-chairs, each serving a two-year term with terms staggered. Only one co-chair will be elected during an election cycle unless there is a need to fill two vacancies. In that case, the Senate will elect two co-chairs, one for a one-year term and the second for a two-year term. A co-chair may serve for one, two-year term. If a co-chair was elected to serve a one-year term to fill a vacated seat, that co-chair can run for election and serve an additional two-year term (for a total of three consecutive years). After the term limit has been reached, the co-chair may continue on the Executive Committee but only in a director role if elected. After a one-year absence from the Senate, an individual who has served as co-chair previously can run again for the co-chair seat. 

In the event that a co-chair's term on the Staff Senate ends prior to the end of the two-year term as co-chair, said co-chair will continue in the co-chair role as an ex-officio member of the Senate. 

Co-chairs will:

  • Preside at Staff Senate meetings 
  • Call special meetings when deemed necessary 
  • Represent the Staff Senate to external groups 
  • Serve as a Staff Senate spokespeople 
  • Oversee the Staff Senate's activities and communications, including meeting dates and times 
  • Schedule speakers for Staff Senate meetings 

Refer to the Staff Senate Executive Committee Guidelines for more details about responsibilities and expectations. 

Directors

Directors will be chosen by election to serve a two-year term with the option to serve an additional one-year term, if elected, for a maximum of three consecutive years in a particular director role. After the term limit has been reached, the director may continue on the executive committee but only in a different director role or as co-chair if so elected. After a one-year absence from the Senate, an individual who has served in a particular director role previously can run again for that director seat. 

In the event that a director's term on the Staff Senate ends prior to the end of the two-year term, the director will only continue in the director role if re-elected to the Senate. If the director does not continue serving on the Senate, the position will be filled during the executive committee elections. 

The Executive Committee can make exceptions to the process listed above in the event that it best serves the needs of the Staff Senate. 

Directors will: 

  • Ensure assigned Senate work is completed according to established timelines and expectations.  Refer to the Staff Senate Executive Committee Guidelines. 
  • Oversee the work of coordinators, liaisons, and working groups as needed.  

Refer to the Staff Senate Executive Committee Guidelines for further description of position expectations. 

Past Senate Co-Chairs

Past co-chair will serve a one-year term on the executive committee in an advisory capacity. Past co-chairs may also be considered for additional opportunities to represent staff to University leadership. Refer to Executive Committee Guidelines for more information. 

Staff Representative to the Board of Visitors

(note: procedure for future use when needed)

Representative Roles and Voting Method: The Staff Senate shall elect two (2) distinct representatives to serve on the Board Of Visitors, the Primary Representative and an Alternate Representative, who will be available to serve if the Primary Representative is no longer able to fulfill their obligation. Election to each of these positions will be by a simple majority of the Senators present at the time of the vote. 

Ex-officio Representatives

The executive committee includes a representative from the Faculty Senate of their choosing. 

Senate Co-Chair and Director Elections Procedures 

  1. The Executive Committee will be responsible for generating a list of potential co-chair and director candidates. Self-nominations, nominations from the committee itself, and nominations from senators are all acceptable avenues for identifying potential co-chair nominees. 
  2. Co-chair and director nominees must be in good standing.  Refer to the Staff Senate Executive Committee Guidelines. 
  3. Membership Directors will oversee the executive committee elections. If both Membership Directors are running in the election, they will appoint a senator to conduct the co-chair and director elections.  Refer to the Staff Senate Election Guidelines. 
  4. Co-chairs and directors will be elected by senators via an anonymous electronic ballot. The candidates with the most votes will win the election. The elected co-chairs will begin their duties immediately after the Staff Senate orientation meeting in August. 
  5. The vacating co-chair should remain on the Executive Committee in an advisory role for one year (even if their term as a senator has ended). 
  6. Midterm vacancies: Should a member of the Executive Committee be unable to complete the term, the Executive Committee can appoint a co-chair or director to fill the seat until the Senate holds its annual executive committee elections, whereupon the Senate will elect a new co-chair or director.

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Meetings and Communication

  1. Regular meetings will be held monthly, at the Staff Senate's discretion, or at other times as warranted by urgency of issues as designated by the co-chairs. 
  2. Notice of Staff Senate meetings shall be sent to all members preferably a week in advance and a minimum of two business days prior to the date of the meeting. 
  3. A simple majority (more than half of Staff Senators in attendance) will constitute a quorum for handling business. A quorum may be achieved in person via conference call, or by proxy. 
  4. Once a quorum is present, a simple majority vote of senators present will carry a motion EXCEPT on a motion to amend bylaws. (Refer to following section on Amendments to Bylaws of the Staff Senate for details about amending bylaws). 
  5. When possible, voting will occur electronically to allow all senators to participate. However, if a vote must occur during a meeting, votes may be cast by show of hands, unless a senator requests a secret ballot vote. 
  6. The Staff Senate will act upon business brought to it by its senators or the University administration and will make recommendations as appropriate. 
  7. A meeting summary will be produced following each Senate meeting per the Executive Committee guidelines.

Working Groups

  1. Working groups may be appointed by the Senate co-chairs as necessary to carry out the work of the Staff Senate.  Refer to Staff Senate Working Group Guidelines. 
  2. All working groups must be sponsored by a director or co-chair. 
  3. Staff Senate may allow persons who are not senators to serve on a working group, but the leader of the working group must be a senator, and a majority of members must be senators. Exceptions to this rule may be made with the approval of the Executive Committee.

Refer to the Staff Senate Working Group Guidelines for further details.

Rules of Order for Senate Meetings

  1. Senators are expected to attend each meeting. In the event of an absence, a senator is expected to ensure that another senator from the same unit will be in attendance. Continuous unreported absences by a senator will be reviewed. Refer to the Staff Senate Membership Guidelines for clarification on attendance procedures. 
  2. Each senator is asked to set aside dedicated time each month for Staff Senate membership responsibilities. Senators are expected to talk with their supervisor(s) to confirm availability to perform expected senate responsibilities. Refer to membership and executive committee guidelines for expected time commitments. 
  3. Senators will follow the accepted norms and standards of meeting dialogue. The co-chairs reserve the right to invoke Robert's Rules of Order. 
  4. Senate meetings are considered open to Staff Senate constituents to observe, unless otherwise noted. If the Staff Senate must hold a closed session, then non-senators may be asked to leave. Observers may submit questions prior to the meeting for review by the Executive Committee and speaker.

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Appendix A — Cross-References to Companion Documents

The UVA Staff Senate maintains a set of four governing documents. The Bylaws are the foundational instrument; the three companion guideline documents provide operational detail. Each document is referenced as needed throughout the body of the others.

DocumentPurpose
Staff Senate Bylaws Foundational rules governing the Senate: mission, membership, Executive Committee, meetings and communication, working groups, rules of order, amendments.
Staff Senate Membership & Election Guidelines Senator attendance expectations, resignation procedure, and detailed procedures for senator elections, Executive Committee elections, midterm and mid-year vacancies, ties, and timelines.
Staff Senate Executive Committee Guidelines Roles, responsibilities, and expectations for co-chairs and directors; director portfolios; communication policies; reporting responsibilities.
Staff Senate Working Group Guidelines Formation, leadership, products, communication, reporting, and dissolution of working groups.

In the event of a conflict between the Bylaws and any companion guideline document, the Bylaws control. Revision History

Appendix B — Amendments to the Bylaws of the Staff Senate 

Staff Senate bylaws will be reviewed roughly every two years under the direction of the Executive Committee. Proposed changes must be sent to all senators who will have ten business days to review the changes and provide input. After all comments have been reviewed, a ballot will be administered to senators who will have five business days to vote. A minimum of 51% of the Senate must vote in favor in of the amendment.

Revision History

Bylaws approved by Staff Senate:  September 18, 2014 

Bylaws amended by Staff Senate: 

  • November 19, 2015 
  • June 23, 2016 
  • June 23, 2017 
  • February 26, 2018 
  • March 24, 2020 
  • June 7, 2023
  • June 24, 2026

 

Staff Senate Guidelines

These guidelines are companions to the bylaws and provide more details about our executive committee, elections, membership and working groups

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