Governing Documents

PSS Constitution

By-Laws

Standard Operating Procedures

PSS Constitution

ARTICLE I - STATEMENT OF PURPOSE

The Professional Staff Senate (PSS) shall exist to contribute to the success of Binghamton University and to the growth and welfare of the University’s professional employees. PSS shall be the officially recognized representative of professional employees within the University governance system. PSS does not claim to be, nor does it desire to be, the collective bargaining agent for professional employees and disclaims any intent to identify it as such.

The Senate shall seek an active role in the policy decisions of the University. The Senate shall be a fact-finding, deliberative, and consultative body, with authority to make studies, reports, and recommendations on all governance matters that have an impact on professional employees.

The business of PSS shall be to act as the responsible, representative voice of the concerns and needs of PSS constituents and to investigate, discuss, report, and make recommendations on those issues that are consistent with the purpose of the Senate. PSS shall operate, in accordance with the policies set forth by the Board of Trustees of the State University of New York, as a recognized part of the University’s governance system and shall, as appropriate, work jointly with all the other component parts of this system.
ARTICLE II - CONSTITUENCY AND ELECTED REPRESENTATIVES
The constituency of PSS shall consist of all professional staff holding permanent, term, administrative or temporary appointment, with the exception of:
1. The University President and Vice Presidents,
2. Those with academic or qualified academic rank,
3. Those with voting faculty privileges.
PSS shall consist of elected representatives, hereinafter referred to as “senators” and the immediate past Chair of the Senate.

The status of any senator or constituent shall be determined by the Senate in accordance with the prescribed eligibility and retention criteria, set forth in the PSS By-Laws and Standard Operating Procedures, which shall be designed to ensure the highest degree of representation.
ARTICLE III - STRUCTURE
1. Each senator and the immediate past Chair of PSS shall have one and only one vote.
2. The officers of PSS shall be the Chair, Vice Chair, Treasurer and Secretary. The PSS By-Laws shall outline their duties, terms, election process, etc. PSS shall provide for any additional officers, agents, and committees as are deemed necessary to carry out the business of PSS.
3. PSS shall establish a calendar of regular meetings and forums for the purpose of conducting its business. These meetings will be conducted in a manner which allows access to interested constituents and guests.
4. PSS shall provide for the documentation of all business and all official meetings of the Senate as a whole or in committee. PSS shall ensure the retention, safekeeping, and accessibility of these records to the constituents or those permitted by the Senate. No constituent shall be denied access to these records.
ARTICLE IV - PROVISION FOR BY-LAWS AND STANDARD OPERATING PROCEDURES
1. PSS shall establish By-Laws that outline the structure of the Senate including senators, officers, and committees, as well as the duties and expectations for these entities.
2. PSS shall establish Standard Operating Procedures for the effective and efficient conduct of its business.
3. The PSS By-Laws and Standard Operating Procedures shall be reviewed by the Senate each academic year.
ARTICLE V - PROVISIONS FOR AMENDMENT OF THE CONSTITUTION
Amendments to the Professional Staff Senate Constitution shall follow the process of approval below.
1. Submit a Request for Revision
  1. A request for a revision of the Constitution may be submitted in writing to the PSS Executive Committee (membership defined in the PSS By-laws) by any member of the constituency. The Executive Committee shall review the proposed amendment and make a recommendation for further action within ten business days of receiving the amendment proposal.
2. Executive Committee Recommendation for Action
  1. Approve Amendment – The Executive Committee may approve the amendment proposal as submitted if a majority of Executive Committee members vote in favor of the amendment. The proposal will then be submitted to the Senate membership for approval at the next general meeting.
  2. Revise Amendment – The Executive Committee may revise the amendment proposal and approve the updated amendment proposal if a majority of Executive Committee members vote in favor of the revised amendment. The proposal will then be submitted to the Senate membership for approval at the next general meeting.
  3. Reject Amendment – The Executive Committee may reject the amendment proposal if a majority of Executive Committee members vote to reject the proposed amendment. The requestor will be notified in writing of the decision, and the decision will be addressed and explained at the next general meeting.
3. Appeal of Executive Committee Recommendation
  1. If the constituent who submitted the proposed amendment is not satisfied with the recommendation of the Executive Committee, the recommended action may be challenged. To do so, a motion for the Senate to approve the amendment as submitted must be made by a senator and must receive a second. After discussion, the Senate then votes on the motion. If a majority of sitting senators approve the amendment to the Constitution, procedures will then commence as outlined in Article V, Section 5.
4. Senate Recommendation for Action
  1. The proposed amendment will be shared with the Senate and approved if a majority of sitting senators vote in favor of the proposal. The proposal will then be put forward to the constituency within ten business days.
  2. If a majority of the sitting senators reject the amendment proposal, the requester will be notified in writing of the decision and the reason(s) for rejection.
5. Constituency Recommendation for Action
  1. A detailed explanation of the Senate approved amendment will be shared with the PSS constituency for review and will be presented at a general PSS meeting prior to voting. A ballot will be issued to all current constituents to vote for or against the amendment. Constituents must be given a minimum of ten business days to review the proposal and submit their vote.
  2. The proposed amendment shall be considered to be recommended when ratified by a majority vote of those constituents participating in a referendum.
6. Approval by the President of the University
  1. The amendment will be shared with the President of the University for review and shall be considered to be in effect if approved by the President.

REVISION HISTORY

Amended: Fall 2023

Rules Chair: Caitlin Crisman
Senators: Courtney Ignarri, Elise Thornley, Patrick Doyle

Amended: Spring 2019

Rules Chair: Dale Felix
Senators: Courtney Ignarri, Virginia Stever, Kevin Boettcher, Robert Mess

Previous revisions: Unknown
Adopted: Unknown

By-Laws

ARTICLE I - COMPOSITION OF THE SENATE
1. Representation
  1. Senators shall be elected to the Professional Staff Senate (PSS) as defined in the PSS Standard Operating Procedures (Article II).
  2. Senators will represent the different constituencies in the manner provided for in these By-laws and the PSS Standard Operating Procedures.
2. Immediate Past Chair
  1. Should the immediate past Chair of the Senate not hold one of the elected seats on the Senate in the year following their term as Chair, that person shall be included, for the sake of continuity, as an extra seat on the Senate for a period of one year.
  2. The immediate past Chair will serve on the Executive Committee and have voting privileges on both the Executive Committee and on the Senate (see Article III Section 1 of the PSS Constitution).
3. Eligibility and Change in Status
  1. Any constituent (as defined in Article II of the PSS Constitution) not already serving on the Senate is eligible to serve as a senator. For more information regarding the nomination process, see Article II Section 2 of the PSS Standard Operating Procedures.
  2. Any senator whose area of affiliation (see Article I of the PSS Standard Operating Procedures) changes while at the University shall have the option of continuing their term of office under the status that they were elected, provided that they are still employed at the University and still a constituent of PSS.
4. Length of Senate Term
  1. All senate terms shall be two (2) years in length, with the exception of terms for appointed Alternates resulting from the vacancy of a seat (see Article II Section 3 of the PSS Standard Operating Procedures).
  2. The length of senator terms shall be staggered so that in any one year, half the seats are up for election.
5. Resignation, Removal, and Censure
  1. Any senator whose eligibility changes or who resigns their senate seat loses all rights and privileges extended as an elected senator, including vote, office, and committee chairship. The former senator’s representation of PSS on University committees may be revoked.
  2. The Senate may govern its elected representatives as to appropriate conduct and responsibility to the Senate and its constituency, including the removal and/or censure of a senator.
  3. The method for removal and censure of a senator shall be determined by the Executive Committee, and carried out by a majority vote of the Senate.
ARTICLE II - OFFICERS OF THE SENATE
1. Establishment of Officers
  1. As per the PSS Constitution (Article III Section 2), PSS shall have the following officers to conduct its business: Chair, Vice Chair, Treasurer, and Secretary.
  2. PSS Officers shall be elected senators for the term of office.
  3. Officers shall serve terms of two (2) years with the exception of an officer that is not re-elected to their Senate seat. If there is an early vacancy in an officer position, that position will be filled following the procedures outlined in Article III Section 4 of the PSS Standard Operating Procedures.
  4. The Chair, Vice Chair, Treasurer and Secretary may serve a maximum of two (2) consecutive terms of office in the same elected position.
2. Duties of Officers
  1. The duties of the Chair shall be: To act as the official representative of the Senate. To act as the presiding officer at all meetings of the Senate and general meetings of the constituency. To serve as chair of the Executive Committee and preside at Executive Committee meetings. To ensure the objectives and initiatives of the Senate and PSS committees are being accomplished.
  2. The duties of the Vice Chair shall be: To act as an official representative of the Senate. To serve on the Executive Committee. To assume the duties and powers of the Chair in the event of their absence or vacancy of office. To perform all duties assigned by the membership of the Senate or the Chair.
  3. The duties of the Treasurer shall be: To maintain all financial accounts and oversee all financial transactions. To assist with the preparation of the budget. To ensure the Senate's financial policies are being followed. To report to the Executive Committee and Senate on finances. To prepare any required financial reporting forms. The Treasurer's signature shall appear on all checks of the organization with the second signature from any of the Senate's other officers with signing authority. To serve on the Executive Committee. To perform other duties as may be assigned by the Senate or at the request of the Chair.
  4. The duties of the Secretary shall be: To serve as the official record keeper of the Senate by recording minutes of the Senate's meetings and maintaining files of the various committee reports. To coordinate distribution of the minutes and any other general information to the constituents. To maintain and update a list of PSS constituents. To serve on the Executive Committee. To perform other duties as may be assigned by the Senate or at the request of the Chair.
ARTICLE III - COMPENSATION FOR SERVICE
1. Historically, the President’s Office issues stipends in accordance with HR policies for Officers to reflect the increased workload associated with holding PSS office.
2. A stipend may be issued for any Chair of a PSS committee to reflect the increased workload associated with holding said position.
3. Stipend breakdowns will be agreed upon by the Senate and the President’s Office.
ARTICLE IV - COMMITTEES
1. Committee Operations and Membership
  1. The Senate shall provide for the prompt establishment of committee membership and reporting responsibilities as described in Article VI of the PSS Standard Operating Procedures.
  2. Standing committees shall have defined scope and authority; shall hold regular meetings, and shall maintain a regular membership of no less than four (4). These committees shall bring recommendations for action to the full Senate.
  3. The Chair of each standing committee shall be elected from the Senate by the Senate following the Senate guidelines for nominations and elections as defined in Article III of the PSS Standard Operating Procedures.
    1. Should a Committee Chair position still be vacant at the start of the first general meeting of the new academic year, nominations may be accepted from the general constituency for the chair of that specific committee.
    2. Committee Chair positions held by those who were not elected to the Senate, shall sit on the Executive Committee, but will not have voting privileges in the Senate and Executive Committee meetings.
  4. Any constituent is eligible to be a participating member of a PSS standing committee.
2. Standing Committees
  1. Executive Committee – The Executive Committee membership shall consist of PSS Officers and Chairs of Standing Committees, the PSS SUNY University Faculty Senate Senator, and the immediate past Chair of the PSS who will serve ex officio and retain voting privileges on this committee. This committee serves as the central decision making and oversight body for the organization. The Executive Committee will meet regularly with the University President on behalf of PSS, will serve as an advisory committee on PSS operations as well as to standing ad hoc committees, will engage in strategic planning for current and future PSS goals, and will fulfill any other duties outlined in the PSS governing documents.
  2. Accessibility, Inclusion, Diversity, and Equity Committee – The Accessibility, Inclusion, Diversity, and Equity (AIDE) Committee supports Binghamton University’s mission to provide an educational environment that advances accessibility, inclusion, diversity, and equity through advocacy, raising awareness, amplifying traditionally underrepresented voices and celebrating diverse cultures and traditions.
  3. Communications Committee – The Communications Committee shall be charged with the responsibility of maintaining an open and active line of communication with PSS constituents and stakeholders. This committee shall be responsible for using bi-weekly newsletters to promote PSS activities as well as other events and initiatives that support professional staff, maintaining a social media presence, and updating the PSS website.
  4. Recognition Committee – The Recognition Committee shall be charged with officially recognizing campus professionals who make invaluable contributions to the campus community, and to their profession, through exemplary service. This is accomplished primarily through awards that are presented to outstanding staff who exceed expectations in their professional work and service. Only PSS constituents, as defined in Article II of the PSS Constitution, are eligible for these awards.
  5. Professional Development Committee – The Professional Development Committee shall be charged with sharing development opportunities for professional staff at Binghamton University. This will be accomplished by gathering information from constituents on their professional development needs, overseeing the administration of the Professional Development Grant, and planning professional development programs each year.
  6. Rules Committee – The Rules Committee shall be responsible for the smooth and effective operations of PSS. This will be accomplished by maintaining all governing documents of the Professional Staff Senate, including the review, revision, and enforcement of these documents. The committee shall interpret governing documents and serve as the subject matter experts in Senate meeting operations. All PSS elections shall be coordinated by the Rules Committee with duties including the verification of constituent lists and the candidate nomination and election process.
  7. Evaluation Committee – The Evaluation Committee shall be responsible for evaluating and assessing any aspects of the campus that may impact professional staff, including but not limited to staff satisfaction, campus initiatives, divisions or units, and senior administrators. The information gathered will serve to inform PSS advocacy to senior administration as well as PSS committees, initiatives, events, and operations.
  8. Financial Impact Review Committee – The Financial Impact Review Committee shall be charged with informing the Professional Staff Senate and its constituency about divisional and institutional budgets and representing professional staff concerns with regard to campus financial policies. This shall take the form of hosting division leaders at Financial Impact Review Committee meetings and reporting on the impact of Binghamton University and divisional finance decisions on professional staff.
3. Ad Hoc Committees
  1. Ad hoc committees may be established by the Senate at any time. Ad hoc committees shall have a defined scope and authority and shall hold meetings as prudent to conduct business.
  2. If operations are deemed a long-term necessity, the PSS By-laws may be amended to transition ad hoc committees to the list of PSS standing committees.
ARTICLE V - MEETINGS AND METHOD OF BUSINESS
1. The Senate shall establish a calendar of regular business meetings prior to the start of each semester. This calendar shall be made publicly available to all constituents.
2. The Senate shall provide for the accurate recording and safe-keeping of all transactions, business, etc. as may be conducted on its behalf.
3. The business of the Senate shall be conducted in accordance with a set of Standard Operating Procedures. Additional information and policy regarding meetings shall be outlined in Article IV of the PSS Standard Operating Procedures.
ARTICLE VI - SPECIAL PROVISIONS
1. Provision for Matters Not Expressly Covered
  1. Any item not expressly covered in the Constitution, By-laws, and Standard Operating Procedures may be decided by the Senate.
  2. The Senate may enact no rule or decision in conflict with the Constitution, By-Laws, and Standard Operating Procedures of the Senate.
2. Interpretation of Meaning
  1. The Rules Committee shall provide an interpretation on the meaning of the rules and regulations of the Senate and shall render opinion on the orderly conduct of business, conflict of rules, etc.
ARTICLE VII – AMENDMENT TO THE BY-LAWS
Amendments to the Professional Staff Senate By-laws shall follow the process of approval below.
1. Submit a Request for Revision
  1. A request for revision of the By-laws may be submitted in writing to the PSS Executive Committee (as defined above in Article IV Section 2) by any member of the constituency. The Executive Committee shall review the proposed amendment and make a recommendation for further action within ten business days of receiving the amendment proposal.
2. Executive Committee Recommendation for Action
  1. Approve Amendment – The Executive Committee may approve the amendment proposal as submitted if a majority of Executive Committee members vote in favor of the amendment. The proposal will then be submitted to the Senate membership for approval at the next general meeting.
  2. Revise Amendment – The Executive Committee may revise the amendment proposal and approve the updated amendment proposal if a majority of Executive Committee members vote in favor of the revised amendment. The proposal will then be submitted to the Senate membership for approval at the next general meeting.
  3. Reject Amendment – The Executive Committee may reject the amendment proposal if a majority of Executive Committee members vote to reject the proposed amendment. The requestor will be notified in writing of the decision, and the decision will be addressed and explained at the next general meeting.
3. Appeal of Executive Committee Recommendation
  1. If the constituent who submitted the proposed amendment is not satisfied with the recommendation of the Executive Committee, the recommended action may be challenged. To do so, a motion for the Senate to approve the amendment as submitted must be made by a senator and must receive a second. After discussion, the Senate then votes on the motion. If a majority of sitting senators approve the amendment to the By-laws, procedures will then commence as outlined in Article VII Section 5.
4. Senate Recommendation for Action
  1. The proposed amendment will be shared with the Senate and approved if a majority of sitting senators vote in favor of the proposal. The proposal will then be put forward to the constituency within ten business days.
  2. If a majority of the sitting senators reject the amendment proposal, the requester will be notified in writing of the decision and reason(s) for rejection.
5. Constituency Recommendation for Action
  1. A detailed explanation of the Senate approved amendment will be shared with the PSS constituency for review and will be presented at a general PSS meeting prior to voting. A ballot will be issued to all current constituents to vote for or against the amendment. Constituents must be given a minimum of ten business days to review the proposal and submit their vote.
  2. The proposed amendment shall be considered to be recommended when ratified by a majority vote of those constituents participating in a referendum.

REVISION HISTORY

Amended: Spring 2025
Amended: Spring 2019
Amended: Spring 2016
Previous revisions: Unknown
Adopted: Unknown

Standard Operating Procedures (SOPs)

ARTICLE I - REPRESENTATION
1. The Professional Staff Senate (PSS) constituency (as defined in Article II of the PSS Constitution) is comprised of Constituent Areas that are represented by one or more elected senators. These Constituent Areas comprise offices of the University that share similar priorities and duties as determined by the Rules Committee.
  1. The Rules Committee will take a census of professional staff in each Constituent Area during the spring of each academic year and adjust senate Constituent Area representation as needed for the upcoming academic year. A list of each Constituent Areas can be found at https://www.binghamton.edu/organizations/pss/committees/rules/areas.html.
  2. In addition, a number of General Senators drawn from any Constituent Area will provide additional representation.
2. Definition and Allocation of Senators
  1. Constituent Area Senators
    1. Senators who are elected to serve a specific Constituent Area.
    2. One senator will represent each Constituent Area consisting of 30 to 100 constituents. For Constituent Areas exceeding 100 constituents, another senator will be added. If a Constituent Area goes below 30, or exceeds 200 constituents, the Rules Committee will reevaluate senate representation for the Constituent Area.
  2. General Senators
    1. General senators represent the whole membership of the Professional Staff Senate, rather than a specific Constituent Area, but they are employed by, and therefore affiliated with, a Constituent Area by default.
    2. One-half of the total number of Constituent Area senators, rounding down.
3. The seats of the Professional Staff Senate shall be:
  - Academic Support 1 senator
  - Administrative 1 senator
  - Admissions & Student Records 1 senator
  - Advancement 1 senator
  - Athletics 1 senator
  - Communications & Training 1 senator
  - Facilities Management 1 senator
  - Harpur 2 senators
  - Health & Safety 1 senator
  - Information Technology Services 1 senator
  - Library / Museum / Anderson 1 senator
  - Professional Schools (University Downtown Center, Health Sciences Campus) 1 senator
  - Professional Schools (Innovative Technologies Campus, Main) 1 senator
  - Research (Administration, Partnerships, Institutes, & Centers) 2 senators
  - Student Development 1 senator
  - Student Life 1 senator
  - General 9 senators
ARTICLE II - ELECTIONS
1. The Rules Committee shall be responsible for conducting Professional Staff Senate elections.
2. Election Process:
  1. The Rules Committee will set a schedule for the election process for the upcoming academic year. The election process shall be conducted between March and May of the current academic year.
  2. The PSS Secretary shall provide an updated PSS membership list of current constituents to the Rules Committee prior to the nomination process.
  3. Nominations for Senate Elections
    1. PSS constituents may submit names of eligible constituents for nomination, including self-nominations. Nominees must submit their full name, campus unit, and a candidate statement by the date specified by the Rules Committee.
      
      Candidate statements are not to exceed the word count established by the Rules Committee and must be submitted within the nomination window. Candidates who do not submit a written statement will not appear on the ballot.
      
      The Rules Committee has the right to request changes to a candidate’s statement if it violates PSS or University policies. If the candidate refuses to change the statement, the Rules Committee has the right to vote to remove that candidate from the ballot.
    2. Once the deadline for nominations has passed, the Rules Committee will review the nominations and confirm the eligibility and willingness of nominees to run for election.
  4. Ballot & Voting
    1. All candidate names, campus units, and candidate statements will be placed on a general ballot.
    2. To ensure fairness, ballots will randomize the order in which candidates appear.
    3. The ballot will be distributed to all eligible PSS voters via email.
    4. The voting period will last no less than seven days, with periodic reminders to voters in advance of the closing date.
    5. Each voter will cast up to five rank-ordered votes on the ballot, indicating their first, second, third, fourth, and/or fifth choices.
    6. Voters are not required to cast all of their votes, and may indicate fewer than their top five choices.
  5. Tallying Results
    1. After polling closes, the Rules Committee will then tag each candidate with the Constituent Area associated with their office of employment, as dictated by the current list of Senate represented Constituent Areas.
    2. The Committee will calculate an overall score (the “Weighted Total”) for each candidate on the ballot. Each vote will be weighted as follows:
    3. Where N = number of candidates on the ballot,
      
      First choice, N points;
      
      Second choice, N-1 points;
      
      Third choice, N-2 points;
      
      Fourth choice, N-3 points; and
      
      Fifth choice, N-4 point.
    4. Candidates will be placed in a single table sorted by the Weighted Total for each candidate (the “General Pool”).
  6. Assigning Open Constituent Area Seats
    1. Candidates from Constituents Areas with open seats will be sorted into lists for those Constituents Areas and ranked by Weighted Total. All candidates on the ballot from Constituent Areas without open seats in that election cycle are automatically moved to the General Pool.
    2. The candidate with the highest Weighted Total in each open Constituent Area automatically wins the seat for that Constituent Area, unless there is a tie. All other candidates from that Constituent Area are moved to the General Pool.
    3. In the event of a tie, the candidate with the most first-choice votes will automatically win the seat; if that is also tied, then it will be the most second-choice votes, and so on. If the seat is still tied after these tiebreakers, the outgoing Senate will hold a vote to declare a winner, and the losing candidate(s) will be moved to the General pool.
    4. If any Constituent Area with an open seat does not have a candidate who received at least one vote, the seat will be filled with candidates from the General Pool. One of these Constituent Areas will be chosen at random and will be filled with the General candidate with the highest Weighted Total. Another Area will be chosen at random and will be filled with the General candidate with the next highest Weighted Total, and so on until all Constituent Areas are filled.
  7. Assigning Open General Seats
    1. After all Area seats have been assigned, all General seats will be assigned to the remaining candidates in the General Pool who have the highest Weighted Total.
    2. In the event of a tie for the lowest Weighted Total General seat, the candidate with the most first-choice votes will automatically win the seat; if that is also tied, then it will be the most second-choice votes, and so on. If the seat is still tied after these tiebreakers, the outgoing Senate will hold a vote to declare a winner, and the losing candidate(s) will be moved to the Alternate List.
    3. Limits on Seats by Constituent Area. No more than four (4) candidates employed in a given Constituent Area can fill seats at any given time.
      
      If the limit has been met but candidates from that Constituent Area who are in the General Pool have the next highest number of votes, they will be moved to the Alternate list. If there are vacancies that bring the total number of senators employed in a given Constituent Area below the cap on seats then the Alternate from that Constituent Area can be considered to fill the open seat.
      
      Exceptions to this rule may be decided by the Senate on an as needed basis.
  8. Assigning Alternates
    1. Once all Constituent Area and General Seats have been assigned, the remaining candidates with at least one point in their Weighted Total will be placed on a list of ranked Alternates, who will be eligible to fill vacated seats following the procedures outlined under Article II Section 3.
  9. Terms of Service
    1. Terms of the newly elected senators begin at the last PSS general meeting of the academic year at the prompting of the Rules Committee Chair.
    2. Terms of incumbent senators who were not re-elected will end at the last PSS general meeting of the academic year at the prompting of the Rules Committee chair.
3. Vacancies
  1. Members who resign their seats should do so in writing, addressing the resignation to the Chair with copies to the chairs of any working committees on which the member serves.
  2. Appointing Vacant Seats
    1. Vacated Constituent Area Seats. In the event that a Constituent Area seat is vacated, the following procedures will apply:
      
      If a vacancy occurs in a Constituent Area, the seat will fall to the Alternate candidate from that Constituent Area with the next-highest Weighted Total.
      
      If there are no Alternates from that Constituent Area, the seat will fall to the Alternate from any Constituent Area with the next-highest Weighted Total.
      
      Alternates will complete the remainder of the vacated Senate seat’s term. Once the term for the vacated seat ends, the Alternate will have the opportunity to run for election during the following election cycle.
    2. Vacated General Seats. In the event that a General seat is vacated, the following procedures will apply:
      
      If a vacancy occurs in a General seat, the seat will fall to the Alternate from any Constituent Area with the next-highest Weighted Total.
      
      Alternates will complete the remainder of the vacated Senate seat’s term. Once the term for the vacated seat ends, the Alternate will have the opportunity to run for election during the following election cycle.
    3. No remaining Alternates. If there are no remaining Alternates to fill a vacancy, nominations will be sought at the next PSS meeting.
      
      If the vacancy occurs in a Constituent Area, candidates from the Constituent Area will be voted on by the Senate. If there are no candidates from the Constituent Area, candidates from any Constituent Area can be voted on by the Senate to fill the Constituent Area seat. A majority vote wins the seat.
      
      If the vacancy occurs in a General Area, candidates from any Constituent Area can be voted on by the Senate. A majority vote wins the seat.
    4. Vacancies occurring just prior to or during Spring Nominations: If a vacancy occurs between the start of the spring semester and the opening of spring nominations, and there are no Alternates, the Rules Committee has the discretion to determine if it is appropriate to hold a special election or to include the newly vacated seat in the spring election. The vacating senator may be asked to work with the Senate to establish a substitute for the remainder of the academic year.
ARTICLE III - SELECTION OF OFFICERS & COMMITTEE CHAIRS
1. Nominations for Officers and Committee Chairs:
  1. The Rules Committee will assess which positions should be included in the officer and committee chair elections for the upcoming academic year.
  2. No later than the second to last meeting of the current academic year, nominations for officer and committee chair positions will be accepted from the continuing and newly elected membership of the Senate.
  3. PSS senators who wish to run for an officer or committee chair position may submit their full name and the position they intend to run for in writing to the Rules Committee Chair prior to the election. Self-nominations may also be made from the floor at the time of balloting.
  4. For each position, nominees are expected to provide a brief candidate statement prior to voting. Candidate statements should be prepared in advance of the election if possible. If nominees are unable to attend this meeting, candidate statements may be submitted to the Rules Committee Chair to be read on their behalf.
2. Ballot & Voting:
  1. Elections will be held during the last meeting of the academic year.
  2. The Rules Committee Chair will announce each vacant Officer and Committee Chair position in the order they are stated in the PSS governing documents.
  3. Voting Procedure & Tallying Results
    1. If candidates are unopposed at the time of voting, the Rules Committee Chair will proceed with a vote of acclamation (aye, nay, or abstention).
    2. If the position up for election is contested, the Rules Committee Chair will proceed with a secret ballot.
      
      Electronic Voting: Senators attending online will receive a link to submit their vote electronically.
      
      In-Person Voting: Senators attending in-person will receive a paper slip to submit their vote.
    3. If there are no nominees, see Article III Section 3 regarding Vacancies.
    4. Successful candidates for each office are determined by a majority vote of the newly established Senate. A run-off ballot may be utilized if necessary to assure a majority. The gavel passes to the newly elected PSS Chair at the end of this meeting.
3. Vacancies
  1. If there are no nominees at the time of voting:
    1. Officer positions: The Rules Committee will continue to solicit nominations until the position is filled or the election for the following academic year is held. While the position is vacant, the Chair has the discretion to delegate duties to the Executive Committee to ensure PSS business runs uninterrupted.
    2. Committee Chair positions: Nominations will remain open for a minimum of one month from the date of the election before proceeding with an electronic vote. If no nominations are submitted by the first general meeting of the fall semester, nominations may be accepted from the general constituency as described in Article IV Section 1C of the PSS By-laws.
  2. If a vacancy occurs after a term has started:
    1. Vacancy in the office of Chair: If a vacancy occurs in the office of Chair, the Vice Chair shall automatically serve as Chair. The Chair position will then be included in the annual election process held in the spring.
    2. Vacancy in all other Officer and Committee Chair positions:
      
      The Rules Committee has the discretion to determine if it is appropriate to hold a special election (following the procedures in Article III Section 2) or to include the newly vacated position in the annual Officer and Committee Chair election (if vacancies occur close to or during senator elections).
      
      Vacancies that occur during the Senate’s summer recess shall be filled using the same process as described in Article III Section 2 above. Elections may proceed with an electronic vote. The senator elected will serve in this position for the remainder of the vacated term.
ARTICLE IV - MEETINGS
1. Senate meetings shall be held at a minimum of once per month in a place and at a time accessible to the general constituency. Every effort will be made to ensure that Senate and Committee meetings are accessible to all constituents.
2. The Rules Committee shall provide guidance on active participation in meeting discussions and votes. The use of Robert’s Rules of Order is recommended at Senate meetings and shall be enforced when increased order or protocol is deemed necessary by the Chair.
3. Minutes of all Senate meetings shall be submitted by the Secretary in time for distribution to the constituency prior to the next Senate meeting. A permanent record of all meetings and PSS business shall be maintained by the Secretary and made publicly available to constituents.
4. Special meetings may be called by the Chair or Executive Committee. Rules for the Senate meetings, as specified in the Constitution, By-laws, and Standard Operating Procedures also apply to special meetings.
5. Senate meetings shall consider a quorum to be a minimum of 10 senators.
ARTICLE V - SENATOR EXPECTATIONS
1. By accepting a Senate position, senators agree to abide by the rules and operating procedures outlined in all PSS governing documents; to conduct themselves in a professional and respectful manner; and to accept the decision of the Senate and its Committees or to follow the appropriate procedures for appeal of those decisions.
2. Attendance at PSS General Meetings
  1. All senators are expected to attend all Professional Staff Senate meetings, and appropriate committee meetings, either remotely or in-person.
  2. If any member cannot attend a Senate meeting, a substitute can be chosen from the constituency. The chosen substitute will have that senator’s voting privileges for the purposes of that meeting. Failure to appoint a substitute is defined as an absence. Excessive utilization of substitutes will be reviewed by the Rules Committee on a case by case basis.
  3. The Secretary shall advise the Rules Committee of excessive absences by senators. Excessive absences shall be defined as three consecutive absences or four absences out of eight scheduled meetings. Members identified as having met the “excessive absence” criteria will be advised of their excessive absences and the Senate’s attendance policy by the Rules Committee.
  4. Members with five consecutive absences or six absences out of eight scheduled meetings will be removed from their Senate seat which may be filled in accordance with Article II Section 3.
3. Each senator shall join and be an active participant in at least one committee. This may be a PSS standing committee or as a representative of PSS on a campus committee.
4. The Rules Committee will review cases in which a Senator is not meeting expectations and make a recommendation to the Executive Committee for appropriate action, which may include removal from the Senate.
ARTICLE VI - COMMITTEES
1. Committee Chairs will be responsible for maintaining an updated list of committee members.
2. Committees shall operate within the scope of their charges (as defined in Article IV Section 2 of the PSS By-laws) by establishing goals, methodologies and priorities. They have the authority to investigate, and to carry out activities necessary to perform their charges, and to prepare reports, recommendations and motions.
3. Committee reports shall be made, as appropriate, to the full Senate at PSS meetings. At the end of each year, each Committee Chair shall provide a summary report to the Senate for distribution as appropriate and for the permanent record.
  1. Each Committee Chair shall provide the Senate, if requested, attendance records, agendas and minutes of committee meetings.
  2. Prior to the final meeting of the Senate each year, committee chairs shall provide to the Senate and their successor (if applicable) appropriate information to facilitate continuity, e.g., records, charges, goals, unfinished business, investigatory materials, etc.
ARTICLE VII - AMENDMENT TO THE STANDARD OPERATING PROCEDURES
Amendments to the Professional Staff Senate Standard Operating Procedures shall follow the process of approval below.
1. Submit a Request for Revision
  1. A request for a revision of the Standard Operating Procedures may be submitted in writing to the PSS Executive Committee (membership defined in Article IV Section 2 of the PSS By-laws) by any member of the constituency.
  2. The Executive Committee shall review the proposed amendment and make a recommendation for further action within ten business days of receiving the amendment proposal.
2. Executive Committee Recommendation for Action
  1. Approve Amendment – The Executive Committee may approve the amendment proposal as submitted if a majority of Executive Committee members vote in favor of the amendment. The proposal will then be submitted to the Senate membership for approval at the next general meeting.
  2. Revise Amendment – The Executive Committee may revise the amendment proposal and approve the updated amendment proposal if a majority of Executive Committee members vote in favor of the revised amendment. The proposal will then be submitted to the Senate membership for approval at the next general meeting.
  3. Reject Amendment – The Executive Committee may reject the amendment proposal if a majority of Executive Committee members vote to reject the proposed amendment. The requestor will be notified in writing of the decision, and the decision will be addressed and explained at the next general meeting.
3. Appeal of Executive Committee Recommendation
  1. If the constituent who submitted the proposed amendment is not satisfied with the recommendation of the Executive Committee, the recommended action may be challenged.
  2. A motion for the Senate to approve the amendment as submitted must be made by a senator and must receive a second. After discussion, the Senate then votes on the motion. If a majority of sitting senators approve the amendment to the Standard Operating Procedures, the proposed amendment will be adopted.
4. Senate Recommendation for Action
  1. The proposed amendment will be shared with the Senate and approved if a majority of sitting senators vote in favor of the proposal.
  2. If a majority of the sitting senators reject the amendment proposal, the requester will be notified in writing of the decision and the reason(s) for the rejection.
The Standard Operating Procedures as passed by the Professional Staff Senate shall be submitted to the Senate secretary for permanent record.

REVISION HISTORY

Amended: Spring 2025
Amended: Fall 2019
Amended: Spring 2019
Amended: Fall 2018
Amended: Spring 2018
Previous revisions: Unknown
Adopted: Unknown