Biweekly Staff Council

Organizational Bylaws of the Biweekly Staff Council

I. Purpose

The Bi-Weekly Staff Council (BWSC) provides a medium for communication among administration, faculty and staff employees at Indiana University South Bend.

The BWSC also speaks for bi-weekly and hourly employees who have problems, solutions to problems, or recommendations for change. The BWSC acts as a liaison for the employee and the appropriate campus department(s).

II. Definition of "Biweekly Staff"

Biweekly staff include full-time and part-time appointed clerical (CL), technical (TE) and maintenance (SM) staff employees. Biweekly staff also includes staff housed on this campus, but paid by another Indiana University campus.  It includes hourly employees, but not students working part-time.

Hourly employees may present suggestions to any active BWSC member or the BWSC, but are not eligible to vote.

III. Election of Representatives to the Biweekly Staff Council

A. Election of Council Representatives and Terms of Office:

  1. If there are more than 15 candidates, Representatives to the BWSC shall be elected by campus-wide balloting in June every two years. If there are less than 15 candidates, new Representatives shall be elected by the current BWSC Representatives in June every two years.
  2. Any biweekly employee is eligible for nomination to the BWSC.
  3. The BWSC will be made up of a minimum of ten (10), but no more than fifteen (15) Representatives. In the event of an election resulting in a tie between the 15th and 16th candidates, both (or all) candidates involved in the tie will be allowed to serve on the BWSC. This increases the maximum number allowed to serve for only that term.
  4. The Student Government Association can name one (1) student to serve on the BWSC, as a non-voting member.
  5. During the month of May, the Election Committee shall announce the upcoming elections to all bi-weekly staff if there are more than 15 candidates or to the current BWSC Representatives if there are less than 15 candidates. All who are interested in serving as a Representative to the BWSC will be asked to submit their name to the Election Committee by the last Friday of May.   
  6. If there are more than 15 candidates, ballots (or a link to an electronic ballot) to elect Representatives will be provided to all bi-weekly staff on the third Wednesday of June. If there are less than 15 candidates, ballots (or a link to an electronic ballot) to elect Representatives will be provided to the current BWSC Representatives on the third Wednesday of June. Voting will be open through the fourth Wednesday of June.  Any ballots/votes received after midnight on the fourth Wednesday of June will not be counted.
  7. The Election Committee will verify the online voting process. All persons receiving votes shall be listed in numerical order beginning with the person receiving the greatest number of votes.
  8. If two or more candidates are tied for a position on the BWSC, the BWSC will accept all candidates involved in the tie. This will increase the maximum number allowed to serve on the BWSC during the two-year term for which that election applies. This allowance will be in effect for that two-year term and the number of members will revert back to a minimum ten (10) members, no more than fifteen (15) for each year that there is no tie.
  9. The Election Committee will contact all winners and then publish the names of the newly elected BWSC members.
  10. The tally and published list, together with all ballots and related election paraphernalia, shall be delivered to the BWSC secretary at its June meeting.
  11. If a staff member of the BWSC resigns for any reason, that post may be filled with an alternate, if available. The alternate will be chosen from the pool of remaining candidates from that election year, beginning with the person with the next highest votes.
  12. There are no term limits set for Representatives or Officers.

B. Annual Organization of the BWSC:

The first order of business at the July meeting of the BWSC shall be the election of the new officers, chaired by the sitting president.  The first business meeting of the new BWSC will be held on a date decided by the new members.

IV. Officers of the Council

A president, vice-president, recording secretary and treasurer shall be elected by the council for a two-year term at the first meeting in July of each term or as necessary.

The President shall preside over all meetings of the BWSC. The President shall also be responsible for preparing and distributing the agenda and for announcing meeting dates.

The Vice-President shall preside over all meetings when the president is absent. The Vice-President shall also act as correspondence secretary for the BWSC, and as recording secretary in that officer's absence.  

The Recording Secretary shall be responsible for recording all minutes and confirming that they are sent to the University Archives along with any additional pertinent BWSC material. The Recording Secretary shall also be responsible for maintaining contact information, events, and activity on the BWSC website.

The Treasurer shall be responsible for the recording and depositing of all monies disbursed for the BWSC and gives a report at each meeting.

In the event that the BWSC would be without an officer, the following procedures shall be used:

  1. In the event that the President resigns his/her position, a new president shall be nominated and elected by the members of the BWSC.
  2. In the event that the Vice-President, Recording Secretary, or Treasurer resigns his/her position, the BWSC members shall nominate and elect a new officer.
  3. In the event that all officers resign their positions and resign from the BWSC, the remaining BWSC members shall first replace them according to Article III and then nominate and elect officers.

V. Standing Committees

  1. A Bylaw Committee of at least two of the BWSC shall add additional information to the bylaws as needed. They propose any ideas to the BWSC so the additions can be voted on by the entire BWSC.
  2. An Election Committee of at least two of the BWSC shall be selected by the BWSC at its first meeting.  The purpose of this committee shall be to prepare the ballots and oversee the operations of the biennial elections.
  3. An Events Committee organizes, plans, and executes events hosted by the BWSC. This committee will work with other campus organizations in the event that the BWSC supports or sponsors an event hosted by another organization. (Staff Appreciation Day Committee should be included in this committee.)
  4. Fundraising Committee shall be selected by the BWSC at its first meeting.  The purpose of this committee shall be to arrange various fund raising activities in support of BWSC projects.
  5. A Putt-Putt Committee helps with all logistics for the fundraising putt-putt event that usually occurs in July. Members of the Fundraising Committee should help with this committee as well.
  6. Unsung Hero Award Committee will ask for nominees for this award and the BWSC president will present the award at Staff Appreciation Day.
  7. WOW Award Committee will be formed to organize nominations, winners, presentations, and communication of the WOW Award winners.

Additional committees may be formed to reach maximum effectiveness of the BWSC.

VI. Meeting of the Council

The BWSC shall meet monthly on a date and time decided by the BWSC.

  1. A quorum of 2/3 of the total membership of the BWSC shall be necessary to take decisive action. Results of such decisive action shall be reported to the Bi-Weekly staff or to other appropriate campus personnel / departments / organizations.
  2. The general agenda for meetings will be drafted by the president with suggestions from BWSC members. Agendas will be distributed at least two days prior to meetings. 

VII. Absences

Membership in the BWSC shall be automatically terminated with three unexcused absences or a total of five absences whether they are excused of unexcused. An unexcused absence shall be defined as failure to inform the BWSC President, at least 24 hours in advance of the anticipated absence.  Members so terminated may appeal to the BWSC for reinstatement.

VIII. Adding Amendments to the Bylaws

These By-Laws may be amended or revised within the following guidelines:

  1. Written amendments, signed by the initiator, must be in the hands of the BWSC for discussion not less than ten (10) days before the BWSC meeting.
  2. A vote taken in the BWSC for the adoption of a proposed amendment will require a 2/3 consent of the entire BWSC.

Respectfully submitted for approval of the BWSC on July 16, 2019

Last updated by BWSC vote on July 16, 2019